Okaloosa County BOCC — June 21, 2016 — Amendment 1 to Exhibit A — reading text

CONSULTANT shall conduct and facilitate a mandatory pre-proposal conference with all of the short listed D/B Teams to clarify the RFP process. Following these meetings, CONSULTANT shall prepare addenda to the RFP and to the draft service agreement. 1.3.5 CONSULTANT in conjunction with the OCWS Staff will hold proprietary meetings with each of the proposed D/B Teams. The purpose of these interviews will be to allow the D/B Team to present confidential conceptual design ideas to the CLIENT and clarify PROJECT goals prior to submittal of their proposal. Such meetings will be clearly defined in the RFP prior to advertisement. 1.3.6 Upon receipt of the proposals, CONSULTANT shall prepare an initial evaluation report based on the evaluation criteria established for the project. This will assist the 4  AMENDMENT 01 TO EXHIBIT A─ OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES CLIENT’s selection team in the overall selection process. The following proposal evaluation criteria may include: 1.3.6.1 The respondent’s prior experience on similar projects. 1.3.6.2 The respondent’s management capability, availability and financial resources. 1.3.6.3 Nature of design proposed, system reliability, performance standards for the facility. 1.3.6.4 Project performance warranties, liquidated damages and other enforcement provisions. 1.3.6.5 Environmental protection measures to be used. 1.3.6.6 Allocation of project risks. 1.3.6.7 The proposed selection process would allow the CLIENT to use a combination of qualification and other criteria in the selection process and to use cost in negotiating an agreement. 1.3.6.8 The acceptability of the proposed service agreement to the proposer is an important evaluation criterion. The service agreement will contain performance standards, warranties, liquidated damages and enforcement provisions as well as establishing allocation of project risks. 1.3.7 CONSULTANT shall perform due diligence investigations on certain reference facilities and references that are included within proposals. This effort will be used to verify the information contained in the proposals and to verify the applicability of the reference facilities to those that were included in the proposals. Due diligence investigations may consist of: 1.3.7.1 Phone interviews of references and discussions with the owners of the reference facilities about the proposer’s services. 1.3.7.2 Discussions with representatives from appropriate regulatory agencies to confirm the facility’s compliance with permit conditions. 1.3.7.3 Review of applicable local and state regulatory requirements, including investigations of prior violations of federal, state, and local regulations. 1.3.7.4 CONSULTANT shall coordinate with the CLIENT during the development of an interview approach and with the preparation of interview questions. Such questions will be based on both proposal-specific information and the information obtained during the due diligence investigations. 1.3.8 CONSULTANT shall review and screen the proposals for completeness and determine if the proposal meets the minimum requirements set forth in the DCP. CONSULTANT shall prepare a list of clarification questions for each proposal. 1.3.9 Based on the evaluation of the proposals, the CONSULTANT will hold a meeting with the CLIENT to identify the recommended D/B Team. The CONSULTANT will present the findings in a recommendation report. 1.3.10 Based upon the evaluation of the best and final proposals, the CLIENT shall select a preferred D/B Team to begin negotiating a final contract. Following approval of 5  AMENDMENT 01 TO EXHIBIT A─ OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES this selection by the governing board, CLIENT and CONSULTANT shall open the cost proposals and begin to evaluate the proposed PROJECT costs. 1.4 D/B Team Negotiation and Contracting 1.4.1 Based upon the evaluation of the best and final proposals as described in earlier Work Tasks, the CLIENT shall select a preferred D/B Team to begin negotiating a final contract. CONSULTANT shall coordinate with the CLIENT during these negotiations to provide relevant information and data, to offer opinions on technical and contractual issues, and to evaluate the costs of any changes. If the negotiation is not successful and the CLIENT begins negotiations with any other selected respondent, CONSULTANT shall assist in those negotiations. Specifically, CONSULTANT shall: 1.4.1.1 Assist the CLIENT during negotiations with the most responsive D/B Team. 1.4.1.2 Clarify terms that are consistent with CLIENT’s desired levels of legal, financial, regulatory, and engineering risk. 1.4.1.3 Make a recommendation in regard to service agreement execution. 1.4.1.4 When the negotiation process is complete, assist the CLIENT to execute the required service agreement including project performance bonds or other security sufficient to secure adequate performance by the D/B Team. Work Task 2. Design Criteria Package Development and Design Services CONSULTANT shall serve as the Design Criteria Professional and shall coordinate with the CLIENT to develop a Design Criteria Package (DCP) for the PROJECT that complies with State Statutes and the CLIENT’s criteria, meets CLIENT objectives, and that facilitates efficient proposal evaluations and contract negotiations. The principal goal of the DCP is to provide enough guidance to respondent D/B Teams to ensure the CLIENT’s project goals are met. The specific work to be completed in this task shall consist of the following: 2.1 Design Criteria Package Development 2.1.1 CONSULTANT shall manage the development of the DCP that uses, as the basis for its development, the information and data contained in the 2007 Arbennie Pritchett WRF D/B Project Design Criteria Package. The DCP shall, at a minimum, contain the information identified in 1.3.3 and the following: 2.1.1.1 A detailed description of the project including technical requirements and specifications, functional and operational elements, process requirements, redundancy requirements, stipulations regarding expandability, acceptance tests, performance guarantees, liquidated damages and enforcement provisions. 2.1.1.2 Procurement instructions, including form requirements, due dates, proposal layout requirements, and proposal forms. 2.1.2 The DCP documents and the RFP documents will be submitted simultaneously to the short-listed firms for preparation of their final proposal. 2.1.3 DCP shall refine the CLIENT’S preferred risk posture for the D/B solicitation process; identifying key commercial and legal issues necessary to develop an 6  AMENDMENT 01 TO EXHIBIT A─ OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES updated Service Agreement; and conduct strategy and other work sessions to provide the framework for development and implementation of the PROJECT. An important part of the DCP development will be to update the risk matrix that describes various project financial, schedule, permitting, and performance, legal, technical, operation and regulatory risks. 2.1.4 The draft DCP will be submitted to the CLIENT for review. Upon receipt of consolidated comments, a review meeting will be held to discuss the comments. 2.1.5 A draft of the DCP and service agreement may be issued to the short-listed D/B Teams to solicit and receive their feedback. 2.1.6 Following receipt of comments to the DCP, a second review meeting may be held with the CLIENT. Based on the results of these meetings, the CONSULTANT will prepare the DCP for final issuance to short-listed firms. 2.2 Draft Service Agreement 2.2.1 The DCP will be responsible for the development of the draft Service Agreement that uses, as the basis for its development, the information and data contained in the 2007 Arbennie Pritchett WRF D/B Project Service Agreement. 2.2.2 The Service Agreement shall address technical, financial, and contractual business matters. 2.2.3 The draft Service Agreement will be issued either with the DCP or as a supplement to the DCP. 2.3 Draft Equipment Specifications and Preliminary Drawings CONSULTANT shall be responsible for the development of the draft equipment specifications for key equipment items. The specifications will be developed based on the equipment and materials that were supplied during the 2007 plant construction project. 2.3.1 A complete specification package will not be prepared, but key design criteria will be summarized. 2.3.2 Copies of submittal information and record drawings of the existing facilities will be provided as an attachment to the DCP for use by the D/B Teams in preparing their individual bids. 2.3.3 It is anticipated that 25 preliminary design drawings, primarily associated with modifications to the existing electrical and instrumentation and control systems, will be developed to visually depict the key performance criteria that are described within the narrative portion of the DCP. 2.3.4 CONSULTANT will coordinate and lead no more than four design workshops with CLIENT personnel as part of the DCP development. Based on results of the design workshops the actual number of drawings needed for each plant process area will be refined as appropriate. 2.3.5 The narrative and drawing portions of the DCP will provide the necessary level of detail to ensure that the completed PROJECT complies with the CLIENT’S stated 7  AMENDMENT 01 TO EXHIBIT A─ OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES requirements, while still offering the D/B the ability to provide innovative approaches to meet the CLIENT’S requirements. 2.3.6 CONSULTANT will provide up to 5 copies of the DCP for review by the CLIENT, and participate in detailed design review meetings (30%, 60%, and 90%). Comments from the CLIENT will be incorporated into a final DCP. 2.3.7 All parties to this agreement recognize that the purpose of the DCP is solely to define the performance requirements of the project. All design liability for the implemented project resides with the D/B Team. 2.4 Preliminary and Conceptual Design Services CONSULTANT shall perform design services to produce drawings and