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CITY OF LARAMIE LARAMIE, WYOMING REQUEST FOR PROPOSALS Monolith Ranch Center Pivot Replacement SEALED PROPOSALS INCLUDING FIVE COPIES WILL BE RECEIVED BY the Office of Public Works, 405 Grand Avenue, Laramie, WY 82070 until 3:00 p.m. Wednesday, November 28, 2012. Professional services solicited by the Request for Proposal include: 1. Provide and install a replacement center pivot irrigation system, pump and clear well, and associated piping on the City of Laramie owned Monolith Ranch. Ranch is located six miles southwest of Laramie, WY. 2. Test center pivot and pump system for proper operation. 3. Provide training to City of Laramie personnel in the safe operation of the center pivot irrigation and pump systems. The City reserves the right to waive any informality in any proposal and/or reject any and all proposals and to accept the proposal it feels is in the best interest of the City. A pre-proposal meeting will be held at 2:00 p.m. on Tuesday, November 6th, 2012 at Monolith Ranch, 291 River Ranch Road, Laramie, WY 82070. Proposals submitted by firms not attending the pre-proposal conference will be rejected. Any inquiries before October 31st regarding this proposal should be directed to Steve Davidson, Water Resources Specialist, City of Laramie, 405 Grand Avenue (PO Box Laramie, Wyoming, 82073. Telephone: (307) 721-5213. After October 31st, inquiries should be made to David Derragon, Assistant city Manager, City of Laramie, 406 Ivinson (PO Box Laramie, WY 82073. Telephone: (307) 721-5304. Award of contract will depend upon Council approval on December 18, 2012. DATED THIS 11th DAY OF OCTOBER, 2011, CITY OF LARAMIE Signature on file By: Janine Jordan, City Manager ---PAGE BREAK--- NOTICE OF CALL FOR PROPOSALS Center Pivot Replacement City Manager’s Office Notice is hereby given that the City of Laramie, Wyoming will receive sealed proposals for contracting to provide a Center Pivot and Pump for the City of Laramie as called for in the Center Pivot Request for Proposals at the Office of the City Clerk, City Hall, 406 Ivinson Street (PO Box Laramie, Wyoming 82073 until 3:00 P.M. Local Time, on the 28th November, 2012. The Center Pivot Request for Proposals may be obtained after the 11th day of October 2012 at the City of Laramie website or the City Manager’s Office, City Hall, 406 Ivinson Street (PO Box Laramie, Wyoming 82073. CITY OF LARAMIE, WYOMING Signature on file By Janine Jordan, City Manager (SEAL) Attest: Signature on file Sue Morris-Jones, City Clerk Publication Dates: October 11, 2012 October 18, 2012 October 25, 2012 ---PAGE BREAK--- - 1 - REQUEST FOR PROPOSALS GRAND AVENUE WATERLINE REPLACEMENT PHASE 1 INFORMATION AND GENERAL CONDITIONS FOR PROPOSERS: 1. In order to be considered for an award, the proposal must bear the signature of the proposer or his authorized representative. 2. The City of Laramie (City) will conduct one pre-proposal meeting. The pre-bid meeting on Tuesday November 6th, 2012 at 2:00 p.m. at Monolith Ranch, 291 River Ranch Road, Laramie, WY 82070 is MANDATORY. 3. Proposals received after the time and the date specified will not be considered in project award. 4. The City reserves the right to reject any or all proposals submitted. 5. No prospective proposer shall withdraw his proposal for a period of ninety (90) days after the actual date of proposal opening. 6. Project pricing shall be good for 90 days after the actual date of proposal opening 7. After the successful proposer is selected, the City will negotiate a final contract, scope of services, and contract price based on (but not limited to) the contents of this RFP and the contents of the proposals submitted. 8. Payments will be made on City vouchers for work completed under the terms of the agreement between the parties. 9. The successful proposer shall furnish all materials, equipment, testing and labor necessary to complete the required work. 10. The successful proposer shall be fully insured as to save the City harmless from any claims involving the employees or equipment used by the successful proposer and subconsultants while executing this service. The Consultant shall also possess and provide proof of professional liability insurance or errors and omissions liability insurance to protect the City from any and all claims arising from Contractor’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Consultant an amount not less than one million dollars ($1,000,000.00) aggregate on a claims made basis for the term of the design and construction plus three years subsequent to construction. The Consultant shall provide proof of coverage. ---PAGE BREAK--- - 2 - 11. The successful proposer shall make themselves familiar with and comply with all laws and regulations applicable to the work. 12. The proposer shall be solely liable for his actions. 13. Final selection of a consultant and issuance of a work contract for any phase of work will be final authorization by the members of the City Council. 14. City staff shall provide assistance and cooperation to firms preparing proposals for this project. The designated contact person within the City for the project is Steve Davidson until October 31, 2012, thereafter contact David Derragon. The proposer should understand that verbal comments may be subject to misinterpretation and are in no way binding on the individual or the City. If questions arise concerning any aspect of this proposal, the proposer should request clarification in writing. A copy of this request, as well as the written response shall be provided to all firms receiving requests for proposals on the project. 15. The City hereby notifies all prospective proposers that it will affirmatively insure that in any contract entered into pursuant to this project, small or minority business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of age, race, religion, color, sex, national origin or ancestry in consideration for award. 16. The proposer agrees that should he/she be awarded a contract, proposer shall not discriminate against any person who performs work there under because of age, race, religion, color, sex, national origin and ancestry. 17. The successful proposer will be required to sign a professional services agreement with the City. An example professional agreement is attached hereto. 18. All work must be performed under the authority of a professional engineer licensed in the State of Wyoming. 19. The proposal shall contain the information as stated below: A. Cover Letter Submitted With Proposal B. Title Page C. Table of Contents D. Introduction E. Scope of Services F. Proposed Scope Alterations: ---PAGE BREAK--- - 3 - 1. In this section, if you feel that the project scope may be improved by additions, deletions, or changes, state so in this section. State your alterations as specific task changes for the activities presented in the Scope of Work. These changes will be viewed as reflective of the proposer’s best judgment for the project. Note that costs associated with and provided for these Alternatives will be added/subtracted to form the basis for your overall Total Cost for the project. G. Qualifications 1. Qualifications and experiences of the firms for performing the type of work called for in this request for proposals. The following areas are of specific importance to the City include: a. Design and construction management of center pivot irrigation and pump replacement projects b. Experienced personnel and equipment to complete installation and testing of this project. 2. Qualifications and experience of the specific individuals who will be assigned to this project. The following areas are of specific importance to the City of Laramie: a. Design and construction management of center pivot irrigation and pump replacement projects b. Experienced personnel and equipment to complete installation and testing of this project. 3. Experience with similar projects of Wyoming and the Rocky Mountain area, with references names and phone numbers. 4. Listing of staff committed and assigned to the project, including a certification that the work conducted will be supervised by a professional engineer licensed in Wyoming. 5. Qualifications and experience which demonstrate project management ability. 6. List all subconsultants and explain their role in the project. Include information explaining their experience in similar projects as being requested herein. 7. Provide information and documentation showing the financial stability and fiscal responsibility of the firm. ---PAGE BREAK--- - 4 - 8. Listing of current clients whose interest may compete or conflict with the project described herein and an explanation of the potential conflict. H. Work Schedule 1. Assume a Notice of Award will be issued on Thursday December 27, 2012. Provide a schedule depicting the duration on each work item and proposed phasing of the work. 2. Describe the project approach and identify major tasks that will be performed and the key personnel responsible for the tasks. Include any innovative solutions that the Proposer proposes to use and any cost saving measures that have been identified. Detail all assumptions made in development of the project schedule. Task Completion Date 1. Research and Investigation 2. Preliminary Design, Easements 3. Final Design and Design Report 4. Bidding Services 5. Construction Management & Administration April 2, 2013 I. Price 1. Two price proposals may be submitted. One proposal, prepared on the requested scope of services, must give costs to perform the Project Work Items as specified. A second price proposal may also be submitted, in a similar format specifying costs for the Project Work Items with Alternatives as proposed by the Consultants as per Items F (Proposed Scope Alternatives). Included in each proposal shall be proposed hours worked per task, hourly billing rate, reimbursable expenses and price schedules for each firm/sub-consultant involved. State a maximum price quote for the performance on the work. 20. Selection procedures may consider the following items: A. Experience of the firm and the individuals assigned to performing the type of work being requested by the City. B. In outlining qualifications of the firm and the individuals assigned to the project, describe the percent and type of work that will be performed by the individuals assigned to each task and include work that is to be subcontracted. ---PAGE BREAK--- - 5 - Provide relevant information on subcontractors that are proposed for the Project. C. Content and explanation of a proposed work methodology D. Time frame (diligence of the project work schedule) E. Price F. Overall quality of the proposal G. Ability of the firm to follow the instructions in this request At its option the City may elect to interview one or more firms to allow opportunity for City staff and advisors to question prospective firms. At its option the City may elect to negotiate the scope of work and price with one or more firms as part of developing a final contract. It is the intent of the City of Laramie to select a consulting firm within 45 days after the closing date. However, the City reserves the right to reject any or all proposals. Ability of firm to meet an exigent time schedule will be a factor in awarding a contract. ---PAGE BREAK--- - 6 - Request for Proposal October 11, 2012 Prepared For: City of Laramie P.O. Box C Laramie, WY 82073 Prepared By: Water Resources Specialist Attn: Steve Davidson City of Laramie P. O. Box C Laramie, WY 82073 Summary The city of Laramie requires a replacement for the existing center pivot irrigation system which presently irrigates 234 acres of alfalfa on the city owned Monolith Ranch. The irrigated lands are located approximately six miles southwest of Laramie, WY. ---PAGE BREAK--- - 7 - The replacement irrigation system will include the installation of a center pivot irrigation system, self priming pump, clear well and self cleaning trash screen at the pump clear well. The disassembly and movement of the existing center pivot and associated equipment to the edge of the alfalfa field is also included. The contractor shall be responsible for the overall layout, design and installation of the system to adequately irrigate alfalfa at Laramie, WY. Existing Irrigation System The existing 234 acres of alfalfa are presently being irrigated by a Reinke Electrogator II center pivot. There are eleven spans, with the first eight having a pipe size of 8” OD by 156’long. The last three spans are 6” OD by 175’ long. Tire size is 14.9 X 24 on the first 8 spans and 11.2 X 24on the remaining spans. The center pivot utilizes 480 volt electrical power at the control panel to power the electric tower drive motors. No provisions have been made on the center pivot to reduce tower wheel rutting. The sprinkler package is made up of Nelson R3000 components. Topography A contour map of the center pivot area is included in the appendix. For the most part the lands are gentle and are situated on a mesa which slopes down to the bottom lands on the western side. Soils The NRCS has classified the soil as Alcova-Borollic Camborthids. This unit is 45 percent Alcova sandy loam, and 35 percent Borollic Camborthids. The Alcova sandy loam is on the toe slopes of the mounds and in the intermound areas. The Borollic Camborthids soil is on the mounds. The available water capacity and the capacity of the most limiting layer to transmit water in the Alcova- Borollic Camborthids soil are moderate (about 8.1 inches) and moderately high (0.60 to 2.00 in/hr) respectively. NRCS soils information concerning the area of the existing center pivot is enclosed in the appendix. Water Supply Ditch The water supply ditch where the self-priming pump and clear well is to be located is capable of supplying 1450 gallons per minute to the pumping unit. Irrigation System The contractor shall give owner one week notice prior to irrigation system component delivery. New equipment with manufacturer’s standard warranty on center pivot components shall be supplied. The following are general requirements for the center pivot irrigation system. 1. Center Pivot provided by contractor shall be of efficient low pressure design (40 psi or less at the pivot). ---PAGE BREAK--- - 8 - 2. Utilize drop tubing to the sprinkler nozzles located above the ground as recommended by the manufacturer but not more than a distance of 8 feet from the ground to the sprinkler nozzle. 3. No booster pump shall be utilized to operate the end gun nozzle. 4. Installation shall have manufacturer’s standard concrete pivot pad designed and installed for pivot support. Existing concrete pivot pad may be used if it meets manufacturer’s concrete pivot pad standards. If a new concrete pivot pad is required, existing pivot pad must be removed by contractor. 5. Minimum of 6 5/8” O.D. mainline sprinkler pipe. All metal components shall be galvanized or of other corrosion resistant material. 6. Provide a red light on the center pivot tower as a run indicator. 7. Provide drain valves at each tower for automatic line drainage. 8. Provide a center pivot control panel capable of programming the pivot to irrigate one portion of the field and then shut down both the pivot and pump or reverse direction of the pivot and continue irrigation. 9. Provide automatic control to stop the pivot if tower misalignment occurs and to shut down pump. 10. Center pivot drive system may be electric or hydraulic. 11. Provide automatic control to stop both the pivot and pump due to low temperature. 12. Provide automatic control to shut down both the pivot and pump if the pump loses prime and a low flow condition occurs. 13. Provide automatic control which shuts down both the pivot and pump if power to either the pivot or pump is lost. Control should require manual restart only. 14. A minimum coefficient of uniformity of 90% is desirable. 15. Tires should be of sufficient size to minimize field rutting or should be equipped with a device to minimize wheel ruts. Pump and Clear Well The contractor shall give owner one week notice prior to irrigation system pump and clear well component delivery. New equipment with manufacturer’s standard warranty on pump and clear well components shall be supplied. The following are general requirements for the irrigation system pump. 1. Irrigation system pump shall be of efficient design. 2. Pump power shall be electric. 3. Irrigation pump shall be self-priming. 4. Irrigation pump should be capable of pumping 1450 gallons per minute to the center pivot. 5. Clear well shall be of sufficient size to provide adequate water to the pump. 6. Clear well shall be a low maintenance design. ---PAGE BREAK--- - 9 - 7. Trash screen at clear well shall be self cleaning and low maintenance. Piping The contractor shall give owner one week notice prior to piping component delivery. Design drawings of steel piping are included in the appendix. New equipment with manufacturer’s standard warranty on piping, valve and piping components shall be supplied. Drawings of the existing piping connections can be found in the appendix. The following are general requirements for the piping, valve and components. 1. Contractor shall supply and install all piping necessary for the self priming pump, to withdraw water from the existing ditch and deliver it to the center pivot via an existing 12 inch PVC pipeline. 2. Contractor shall supply and install all piping necessary to replace existing steel portion of the PVC pipeline at the center pivot. 3. A gate valve of sufficient size shall be supplied and installed by contractor of the pump to alleviate water hammer problems at startup and to prevent the pipeline from draining when the pump is shut down. 4. Steel pipe shall be manufactured to meet the requirements of ASTM A-139, grade C minimum wall thickness of 0.25 inches. Pipe shall have standard IPS dimensions compatible with the existing PVC pipe. 5. All steel pipe and appurtenances shall be shop painted and damaged areas touched up by the contractor in the field. 6. The surface preparation shall be to Steel Structures Painting Council (SSPC) Specifications for SP% (white metal blast). One prime coat shall be applied of polyamide anti corrosive epoxy primer at 2.5 mils dry film thickness per coat. The finish shall be two coats of high build, polyamide epoxy at 4 mils dry thickness per coat. Finish color shall be blue. 7. The interior of the steel pipe shall be coated with a liquid epoxy in accordance with AWWA C210. Thrust Restraint The contractor shall be responsible for designing and placing any necessary thrust restraint subject to owners review. 1. Thrust restraint shall be designed to resist a 150 psi force. 2. Thrust restraint may be made of 3000 psi concrete or other devices designed for this purpose. Execution ---PAGE BREAK--- - 10 - As part of the proposal submitted to the owner, the contractor shall provide the following information. This information is needed for proper evaluation of the system proposed for use. 1. A layout plan of the pivot on the lands to be irrigated showing the wetted radius, last tower radius, and end of system radius. 2. A layout plan of piping to connect the pump and center pivot to existing 12” pipeline. 3. A discussion regarding what is to be provided to accomplish the required irrigation. Provide manufacturer’s product literature, system components, and specifications. 4. The required center pivot water capacity in GPM. 5. The pumping capacity of the self-priming pump and its efficiency at the flow rates required to supply the center pivot with the required flow. 6. The size and efficiency of the trash screen and clear well. 7. The minimum and maximum pressure required at the center pivot for proper operation and water application. 8. Power requirements for center pivot tower motors, run light, other controls, trash screen and pump. 9. Estimated water application efficiency. 10. The name and contact information of a person for questions regarding the bid and the proposed system. Additional Information The following additional information will be required during the submittal process and prior to delivery of equipment. 1. Manufacturer’s literature on each system component showing dimensions, materials and other pertinent information. 2. Operation and maintenance manuals for the system components. 3. Design calculations for moisture requirements. 4. Nozzle spacing, pressure, and flow rate. 5. A table of application depth in inches corresponding to the pivot control timer setting for a complete revolution for application depths at 1/4” increments up to 3 inches. 6. Stipulate the maximum application depth and speed to prevent runoff and soil erosion. 7. Wiring diagram for the control panel. 8. Heaviest tire live load weight. Installation ---PAGE BREAK--- - 11 - Provide owner with a minimum of one week notice prior to delivery. The assembly and erection of the system shall be made in accordance with the manufacturer’s recommendations and as directed by the owner. Installation shall be conducted in the presence of the owner. The assembly and erection shall be performed under the supervision of the manufacturer’s erecting engineer, whose services will be provided and paid for by the Contractor during installation and startup. Testing Provide owner with a minimum of one week notice prior to testing. After assembly and installation of center pivot, piping, self-priming pump, self cleaning trash screen and clear well the system will be tested in the presence of the owner at the contractor’s expense. Replacement or repair of any equipment or materials during the testing procedure will be at the contractor’s expense. Contractor’s erecting engineer shall be onsite for startup and testing. Prior to testing the pump, center pivot, and trash screen shall be completely serviced including lubrication and cleaning. In addition to any testing recommended by the manufacturer, the center pivot shall be tested “dry” for proper movement and tower alignment to the satisfaction of all parties. Safety switches and automatic shutoff devices shall be tested and made functional. Contractor shall demonstrate to the owner how to operate the systems as well as trouble shooting methods for future repairs. The system will also be tested “wet” at the beginning of the next irrigation season to assure proper nozzle operation and leakage. Testing will be by visual means. Owner will conduct a standard ASABE test for uniformity of water distribution of the center pivot sprinklers. Contractor shall make adjustments as required by the owner. Guarantee The system supplier shall provide a written guarantee for all system components and labor for a period of one year after substantial completion of the contract. ---PAGE BREAK--- - 12 - Monolith Ranch Appendix ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK---