DCFA 508 WSA

Planning and Engineering Services

for Sewer System Contract

FY20-FY25

Briefing on:

Pre-Proposal Meeting

Via MS Teams® Conference

Conference Number: +1 202-753-6714

Conference ID: 231 076 214#

May 26, 2020 10am to 12pm

District of Columbia Water and Sewer Authority

David L. Gadis, CEO and General Manager

Please mute your computers, tablets or cell phones

If you would like to have a written response to

your questions, you need to submit them in writing

Please use Chat to send your questions or

comments

Information shared at this meeting is not binding;

Official response only via written Addendum

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MEETING GROUND RULES

Introduction

DC Water Overview

Solicitation Overview

Contract Background & Objectives

Selection Process

MBE/WBE Fair Share Objectives

Questions & Answers

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MEETING AGENDA

DC WATER SOLICITATION TEAM

Department of Engineering and Technical Services

•Craig Fricke, Director

•Getachew Melsew, Sr. Manager, Planning

Compliance

•Korey Gray, Director

•Albert Slack, Senior Contract Compliance Specialist

Procurement - Capital Programs

•Rudy Gonzalez, Director of Procurement

•Narcisse Atchamou, Category Manager

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INTRODUCTION

DC WATER OVERVIEW

Getachew Melsew

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Provides•Drinking water distribution for DC• Required wastewater collection and

treatment• Stormwater collection and conveyance

Treats wastewater for a population of 2.1 million•District of Columbia•Montgomery & Prince George’s Counties,

MD• Fairfax & Loudoun Counties, VA

Operates the world’s largest advanced wastewater treatment plant•Average daily capacity, 384 mgd• Peak daily capacity, 1,076 mgd

Serves a regional area of approx. 725 square miles

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Who We AreDistrict of Columbia Water and Sewer Authority (DC Water)

Blue Plains Advanced Wastewater Treatment Plant

Who We ServeBlue Plains Service Area

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SOLICITATION OVERVIEW

Narcisse Atchamou

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Request For Proposal (RFP)•RFP▪Technical & Price Proposals submission at the same time▪ Price Proposals of technically qualified proposers who

deemed to be in the competitive range, would be opened for evaluation

Contract Information•Architectural and Engineering (A&E) Contract•Contract term: 3 years with 2 renewal periods of 1 year each•Contract Amount: $20M (not to exceed)

RFP Point of Contact (RFP POC)•Narcisse Atchamou, Category Manager - Capital Programs•Narcisse.Atchamou@DCWater.com / (202) 787-2185• 1385 Canal Street SE, Washington D.C., 20003•All Communication regarding this RFP must be through the

RFP POC

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SOLICITATION OVERVIEW

Document

Title

Contents / Purpose Action Required by

Proposer

Section 5

Anticipated

Scope

Describes the Services and Deliverables

that the selected Program Manager will

provide during contract performance.

Read carefully. Submit

questions to clarify

understanding. Take

information into account

when preparing Technical and

Price Proposals.

Section 6

Contract

Requirements

Describes the qualifications and

requirements that and is the basis for

determining the most qualified Proposals.

Read Carefully and address all

aspects when preparing

Technical Proposals.

Section 7

Instruction to

Bidders

Describes how to properly submit

Technical and Price Proposals, the contents

of Proposals, the evaluation criteria and the

steps for evaluating, selecting,

recommending and awarding the contract.

Read, understand and follow.

Submit written questions if

you need clarification.

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SOLICITATION DOCUMENTS

Document

Title

Contents / Purpose Action Required by

Proposer

Section 8

Required Contents of

Proposal

Describes the format and required

contents of the Technical Proposal and

the Price Proposal.

Make sure that your Technical

Proposal contains all the

information and documents listed,

and that you follow all formatting

requirements and page limits.

Form 330 (SF330)

Part 1

Use to submit Team Experience, Key

Personnel Experience and Qualifications,

and demonstrate that Key Personnel

have experience working together.

Fill out legibly and completely in

accordance to Instructions to

Bidders for Prime Team, Sub-

consultants as appropriate.

Appendix 1 Good Faith Effort:

Use demonstrate Prime Consultant’s

effort in supporting contracting goals.

Fill out check list along with all

documentation to support the

objective.

Appendix 2 DBE Forms: Use to meet US

Environment Protection Agency’s “Fair

Share Objective”. Describes Fair Share

Objectives of 28% MBE and 4% WBE.

Fill out all (3) forms along with all

VALID certificates to demonstrate

your compliance in achieving these

goals.

Appendix 3 Acknowledgements and Certifications &

Procurement Forms (12 forms)

Use to ensure compliance of request for

proposals.

Fill out all (12) forms to comply

with DC Water Standard

Procurement requirement. 11

SOLICITATION DOCUMENTS (Cont’d)

Document

Title/Section

Contents / Purpose Action Required by

Proposer

Section 8.13 Registration to do business in DC

Use to request documentation that

prove that you have license to do

business in District of Columbia.

The Proposers shall furnish a copy

of a VALID Registration to do

business in DC. Proposers who do

not currently have a License, must

demonstrate in their Technical

Proposal the ability to acquire a

License within a reasonable period

of time after Notice of Award and

prior to Contract Execution.

Appendix 4 Labor Classification and Rates

Use to obtained Hourly Salary Rates

for all positions included in the

proposed Organization Chart.

Fill out this form for Prime and

Sub-consultants

Form must be signed by an

Authorized Signatory.

Appendix 5 Proposed Team Composite Multiplier

Use to receive Overheads and Profit %

rates and to calculate Proposed Team

Composite Multipliers.

Fill out this form for Prime and

Sub-consultants, utilizing formula

which is provided.

Form must be signed by an

Authorized Signatory.

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SOLICITATION DOCUMENTS (Cont’d)

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SOLICITATION TIMELINE

MILESTONE DATE

Submit Questions July 1, 2020

Technical Proposal Jul 15 2020 / 2:00 PM ET

Interviews August 2020

Shortlist Notification August 2020

Price Proposal August 2020

Discussion / Negotiation September 2020

Notice of Award

Recommendation

September 2020

Board Approval November 2020

NTP November 2020

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Technical ProposalSUBMISSION INSTRUCTIONS

Electronic Submission of Technical Proposal

•Technical Proposal via email to

narcisse.atchamou@dcwater.com

•Email size limit is 22MB

•Divide files larger than 22MB into multiple files and

send in separate emails.

•File Name & Email Subject Line:

▪“Firm Name_DCFA-508-WSA_Technical

Proposal_MMDDYYYY_File x of y”

▪Example: “XYZ Consultants_DCFA-508-WSA_Technical

Proposal_File 1 of 2”

•Time stamp on last email received must be before

July 15, 2020 @ 2:00PM.

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Price ProposalSUBMISSION INSTRUCTIONS

Electronic Submission of Price Proposal

•Price Proposal shall be sent in a separate email

to narcisse.atchamou@dcwater.com

•Email size limit is 22MB

•Divide files larger than 22MB into multiple files and

send in separate emails

•File Name & Email Subject Line:

▪“Firm Name_DCFA-508-WSA_Price

Proposal_MMDDYYYY_File x of y”

▪Example: “XYZ Consultants_DCFA-508-WSA_Price

Proposal_File 1 of 2”

•Time stamp on last email received must be before

July 15, 2020 @ 2:00PM.

CONTRACT BACKGROUND & OBJECTIVES

Getachew Melsew

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Background

Sewer Service Area CIP:

• Includes various programs such as collection system,pumping facilities, storage facilities, and sewer on-going.

•Consists of planning, design, and construction of projects.

•Expects programs and projects are planned andcoordinated with existing operations and are in fullcompliance with all applicable environmental regulations

Purpose

•The purpose of the Planning and Engineering Services forthe Sewer System (PE3S) Contract is to provide planningand engineering services in support of the CIP in theSewer Service Areas.

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CONTRACT BACKGROUND/PURPOSE

Operation

•Department of Engineering and Technical Services

• Craig Fricke, Director

• Getachew Melsew, Sr. Manager, Planning

• Gert van der Walt, Supervisor, Planning

• Ella Garcia, Program Manager, CIP

Procurement

•Procurement - Capital Programs

▪Rudy Gonzalez, Director of Procurement

▪Narcisse Atchamou, Category Manager

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CONTRACT MANAGEMENT TEAM

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SEWER SERVICE AREA CIP DISBURSEMENT

Local Sewers, $141,816

Major Sewers, $251,570

Pumping, $87,802

On-going, $72,880

Program Management,

$38,825

Sewer Service Area Program Areas

5-Year CIP Distribution ($M)

Local Sewers Major Sewers Pumping On-going Program Management

Pumping Station Improvements

•Sanitary & Stormwater

•Screens, Washer, & Compactors

Local Sewers Program

• Inspection and Rehabilitation

Major Sewers Program

• Inspection, Assessment, & Rehabilitation

Creekbed Sewer Rehabilitation

• Inspection & Rehabilitation

Miscellaneous

•Structures

• Inflatable Dams

•Flow Metering and Monitoring

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SEWER SERVICE AREA PROGRAM ELEMENTS

SCOPE OF WORK

Getachew Melsew

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Major items of work included in the Contract are:

•CIP Management

•Engineering Services

•Staff Augmentation

•Operations Support

•Program Controls

•Other Services

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SCOPE OF WORK

Provide a management team to direct, coordinate, andmonitor all aspects of the contract

Provide planning and engineering services required forrehabilitating and upgrading of DC Water sewer collectionsystem.

Provide personnel with technical, asset management,operations, construction and contract administrationexperience.

Prepare annual reports and other technical reports

Prepare annual work plan.

Prepare Quality Assurance/Quality Control (QA/QC) planand conduct QA/QC audits.

Field office located at the Blue Plains Advanced WastewaterTreatment plant

Work will be issued using task plans.

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SCOPE OF WORK (Cont’d)

Key Personnel Qualifications• Program Manager ▪ ≥ 15 years of CIP planning and implementation experience;

▪ 5 years of CIP Planning and Implementation experience on ≥$50M/year within the last15 years;

▪ Active DC PE or PgMP Certification

• Technical Lead (Linear Assets) ▪ ≥ 15 years of planning, design and construction experience of linear assets;

▪ Worked as Linear Assets Lead on at least one ≥$50M/year water/wastewater CIP;

▪ Active DC PE

• Technical Lead (Vertical Assets) ▪ ≥ 15 years of planning, design, and construction experience of vertical assets in the

water and wastewater industry;

▪ Worked as Vertical Assets Lead on at least one ≥$50M/year water/wastewater CIP;

▪ Active DC PE.

• Technical Lead (Planning) ▪ ≥ 10 years of experience in CIP planning, BCE and other planning docs;

▪ Planning or AM Manager experience on at least one ≥$50M/year water/wastewater CIP;

▪ Active DC PE 24

CONTRACT REQUIREMENTS

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CONTRACT REQUIREMENTS (Cont’d)

• Technical Lead (Program Controls) ▪ ≥ 10 years of experience providing program controls on $50M or greater, per year,

water/wastewater CIP;

▪ IT skills desired

•Quality Manager ▪ ≥ 10 years of experience in quality management on programs of similar size and type;

▪ Active DC PE.

Firm Qualifications• Experience in master planning, planning, design, permitting, construction,

and operation and maintenance of sewer system

• Experience in Program Management Services related to CIP planning,condition assessment, modeling, permitting, preparation of planningdocuments,

• Each sub-consultant shall have at least 3 programs or projects relevant tothe scope of work within the past 10 years from date of solicitation.

The Consultant is expected to:•Assist DC Water in achieving its mission.

•Have experience that closely matches our needs

• Build trust and work effectively with management and staff

•Manage assignments and stay on schedule and within budget

• Implement innovative approaches & technologies

• Prepare facility and master plans

Expected professional qualifications include:• Breadth and depth of experience per scope of work.

• Technical competence in Engineering and Operation of wastewater systems.

•Ability to develop practical recommendations

•Appropriate credentials and qualifications.

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EXPECTATIONS

SELECTION PROCESS

Narcisse Atchamou

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EVALUATION CRITERIA

EVALUATION CRITERIA

CONTENT SCORING

Past Performance 10%

Qualifications and Experience of Key Personnel 30%

Firm Capacity 10%

Technical Approach/Methodology 30%

Subcontracting 5%

Price 15%

Total 100%

Avoidance of conflicts of interest prohibited under

state and local law

Pass/Fail

Good Faith Effort Documentation Pass/Fail

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EVALUATION OF TECHNICAL PROPOSAL

TECHNICAL PROPOSAL (85% WEIGHT)

Past Performance- Knowledge, experience, competency of firms

- Past performance on contracts with DC Water, other

government entities, and public enterprises

10%

Qualifications and

Experience of Key

Personnel

- Capabilities, commitment, and qualifications of key personnel

- Prior experience of team members working together

- Local or equivalent experience30%

Firm Capacity- Capacity to perform the work within time limitations

- Breadth and depth of relevant employee expertise10%

Technical

Approach/

Methodology

- Proposed method to accomplish work addressing the variety of

technical requirements, physical locations, and stakeholders

- Proposed approach to contract emphasis areas

30%

Subcontracting

- Approach to meet Fair Share Objectives

- Plan of managing sub consultants5%

Good Faith Effort Documentation P/F

MBE/WBE certifications P/F

Avoidance of conflicts of interest prohibited under state and local

lawP/F

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PROPOSAL CONTENTS

Required contents of Technical Proposal:• Cover and Transmittal Letter• Table of Contents• Executive Summary• Past Performance• Key Personnel• Firm Capacity• Subcontracting • Technical Approach• Personal and Organizational Conflict of Interest Certificate• Standard Form 330 (SF330), Part 1 for Prime and Subconsultants• District of Columbia Professional License• Registration to do Business in the District of Columbia• Acknowledgements and Certification and Standard DC Water

Procurement forms• Disadvantage Business Enterprise Forms

Required contents of Pricing Proposal:• Labor Rates• Audited Overhead Rates• Team Composite Multiplier.

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BID AND AWARD PROCESS

Technical Evaluation

(85%)

Price Proposal

Evaluation (15%)

Submit

Separately

Technical and

Price Proposals

Open Price Proposals

ONLY FOR

SHORTLISTED

FIRMS

Discussion

and Negotiation

Notice of

Intent to Award

Technical Proposers deemed to be in the competitive range shall receive invitation for an oral presentation.

Price Proposal evaluation based on Team Composite Multiplier & Labor Rates by Classification.

Technical Proposal (85%) and Price Proposal (15%) scores shall be combined to produce a final score.

Interview and Presentation

with Best Qualified Proposers

To become a registered vendor, go to: https://vendor.dcwater.com/

To obtain RFP or to submit questions about this presentation or on the project, email:

• Narcisse.Atchamou@dcwater.com

Address any Correspondence to the following:

▪ Rudy Gonzalez, Contracting Officer

▪ c/o Narcisse Atchamou, Category Manager

▪ DC Water, 1385 Canal Street, SEWashington, DC 20003

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Vendor Registration & Contract Information

NOTE: IF THERE IS A DISCREPANCY BETWEEN THIS PRESENTATION AND THE RFP DOCUMENTS, THE RFP DOCUMENTS GOVERN

REGISTER INTERESTS FORMS CONTACT

• Go to DC Water website to register your

company and receive notice of events

https://vendor.dcwater.com/

• Awarded vendors must

complete a W-9 Tax Form and Vendor Information Form.

• Provide a list of up to 7 categories (DC Water commodity

codes) of what goods and/or services

your firm provides

• Remember: Please provide good

contact information

Albert Slack

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CONTRACT AND EMPLOYMENT COMPLIANCE REQUIREMENTS

• DC Water’s MBE and WBE fair share objectives are:

• Objectives are based on goals established by EPA Region 3 (DC, DE, MD, PA, VA and WV)

• DC Water’s policy is to meet or exceed EPA objectives for MBE and WBE participation at all tiers

Services Fair Share Objectives (%)

MBE WBE

Professional

(A/E Agreements)28 4

Construction 32 6

Procurement and Contract Compliance Requirements

EPA Fair Share Objectives

SBA 8a Program

SBA SDB Program

A CertificationProgram that

meets the EPA Standards

Any State

DOT DBE

Program

Procurement and Contract Compliance Requirements

EPA Fair Share Objectives

EPA Recognized Certifications

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1. Ensure DBEs are made aware of contracting opportunities to the fullest extent practicable through outreach and recruitment activities

2. Make information on forthcoming opportunities available to DBEs and arrange time frames for contracts and establish delivery schedules, where the requirements permit, in a way that encourages and facilitates participation by DBEs in the competitive process. This includes, whenever possible, posting solicitations for bids or proposals for a minimum of 30 calendar days before the bid or proposal closing date

3. Consider in the contracting process whether firms competing for large contracts could subcontract with DBEs

4. Encourage contracting with a consortium of DBEs when a contract is too large for one of these firms to handle individually

5. Use the services of the SBA and the Minority Business Development Agency of the Department of Commerce

6. If the prime contractor awards subcontracts, require the prime to use Steps 1 through 5

Mandatory Requirements

Procurement and Contract Compliance Requirements

Good Faith Efforts

Other areas prime consultant are encouraged to consider:

• Establishing a Mentor Protégé relationship with a MBE and/or WBE. The EPA offers guidance and support for Mentor Protégé programs on its website at: https://www.epa.gov/fec/mentoring-within-federal/.com

• Developing Joint Venture with a MBE and/or WBE. The EPA offers guidance concerning joint ventures which can be found on its website at: https://www.epa.gov/resources-small-businesses

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Procurement and Contract Compliance Requirements

Good Faith Efforts

• Environmental Protection Administration:http://cfpub.epa.gov/sbvps

• District of Columbia Department of Transportation:http://ddotfiles.com/db/DBE/dbe.php

• Maryland Department of Transportation: https://mbe.mdot.maryland.gov/directory/search_select.asp

• Minority Business Development Agency:www.mbda.gov

• Small Business Administration:https://www.sam.gov

• Virginia Department of Small Business and Supplier Diversity:https://www.sbsd.virginia.gov/directory

Procurement and Contract Compliance Requirements

Certified Firm Outreach Resources

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Procurement and Contract Compliance Requirements

Required Forms (Pre-Award)

Contractor’s Intent to Subcontract with M/WBE’s• This form captures the prime’s acknowledgement of DC Water’s objectives and

mandatory Good Faith Efforts, as well as the prime’s intention to use certified firms.

DBE Subcontractor Utilization Form• This form captures the prime’s actual/anticipated use of certified subcontractors and

the estimated dollar amount of each subcontract.

DBE Subcontractor Performance Form• This form captures an intended subcontractors description of work to be performed

for the prime contractor and the price of work submitted to the prime.

Good Faith Efforts Checklist/Documentation of Outreach Efforts:• Advertisements • Emails (outgoing and incoming)• Faxes (cover sheets and transmittal records)• Call logs• Response logs• EPA Mandatory Forms• Current DBE certification

4 Required Documents

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Procurement and Contract Compliance Requirements

Fair Share Objectives

MBEs and WBEs must be recognized by an EPA approved agency in order to be counted toward goals

Primes who are certified MBE or WBE must still exercise good faith efforts for subcontracting opportunities

(Post Award) Ongoing monitoring of certified firm participation and payments

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Procurement and Contract Compliance Requirements

DC Water Works

DC Water Works! Local Hiring Initiative

• 75% Local Resident New Hire Goal

• Use of DC Water Works as the first recruiting source

• Support of the DC Water Work Training Initiatives

Preference for qualified employees from DC Water’s User Jurisdiction

• District of Columbia

• Montgomery and Prince George’s Counties in Maryland

• Fairfax and Loudoun Counties in Virginia

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Procurement and Contract Compliance Requirements

Contact List

➢ Albert Slack, Compliance Officer, DC Water202-787-2396Albert.Slack@dcwater.com

➢ Sharon Talley, Compliance Officer, DC Water202-787-2503Sharon.Talley@dcwater.com

➢ Daniel Lamm, Vendor Registration (Zycus), DC Water202-787-2352Daniel.Lamm@dcwater.com

THANK YOU!QUESTIONS & ANSWERS

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