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1 Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals 2000 E Improvement Project due November 30, 2021 at 5:00 p.m. local time Project No. ENG 21-20-0 1. Introduction. Millcreek (the “City”) is requesting proposals (“Proposals” or “Responses”) from qualified Engineering Consultants (“Proposers”) to design and prepare construction plans for 2000 East roadway and drainage improvements including piping the existing open “Rock Ditch” on the west side of 2000 East from Siggard Drive to the northern city boundary (“Services”). Submitted proposals should be comprehensive, concise, and directly responsive to the Services as more fully described below. 1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this request. 2. Background. Please refer to the end of this document for project background and other related information. 3. Detailed Description of Services/Scope of Work Please refer to the end of this document for Project Details and Minimum Scope Requirements. For bidding purposes, the estimated construction costs are between $4 to $5 million. 4. Proposal Requirements. -One electronic/digital copy in a PDF (Portable Document Format) emailed or delivered on a thumb drive of the Proposal (not to exceed 4 pages) are required to be submitted to Dan Drumiler ([EMAIL REDACTED]), Stormwater Engineer as listed below, no later than 05:00 p.m. local time on November 30, 2021. One of the 4 pages may include a tabloid size (11X17) sheet. The 4 pages do not include the cover/introductory letter or resume pages. References will be upon request. ---PAGE BREAK--- 2 Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. No electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 4.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included. The introductory letter should be addressed to: Dan Drumiler, P.E. Stormwater Engineer Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 Include an e-mail address for the primary contact of the Consultant. Proposers are strongly encouraged to examine field conditions prior to submitting their proposals. 4.2. Proposal Organization and Content. All requested documentation must be included. The proposal (not to exceed 4 pages) must include the following: A. Comprehensive RFP response including all requested information and documentation. The proposed price shall be inclusive of all costs to complete the work. Proposals shall also include a copy of current billing rates for key personnel. 1. Executive Summary (one page maximum – excluded from total page count) 2. Relevant Experience including organizational chart showing the individual team members, qualifications, breakdown of responsibilities, and the percentage of work that is expected to be performed by each team member. Indicate other offices/locations/subconsultants that might provide services along with a percentage of work to be performed at those locations. Please describe the proposer’s relevant experience on similar projects. Provide information for at least three such projects. References upon request including name, address and telephone number of person(s) who can attest to performance of relevant projects. 3. Work Approach: Describe the methodology and process to be used to complete the scope of work attached at end of this RFP., including any potential innovative or creative solutions for the project. This approach ---PAGE BREAK--- 3 should also identify any of the following proposed strategies to: control costs, ensure operational effectiveness, describe outputs to be delivered and identify advantages of the proposal to Millcreek. This section should include a summary of the amount of time expected to complete each major task in the scope of work and the classification of personnel to be used. Identify any additional services to be provided by sub consultants or resources outside the firm. 4. Fee Proposal: The proposed project fee to complete the project with subtotals by task as identified in the scope of work. This fee proposal should include hours of work to be completed by each key team member and other support staff classifications as well as proposed billing rates. 5. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services. 6. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value. The criteria and each associated percentage are as follows: Criteria Weight Relevant Project Experience/Team 30% Work Approach 40% Proposed Fee 30% Total 100% 7. Selection. Discussions may be conducted with Proposers determined by the City Engineer and/or Stormwater Engineer to be reasonably susceptible of being selected for the award. In addition, one or more Proposers may be invited to interview, provided; however, Proposals may be accepted without discussion or interview. The Mayor or his designee will make the award. 8. General Information. City reserves the right to reject any and all Responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable ---PAGE BREAK--- 4 federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than November 19, 2021 at 12:00 p.m. local time. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, in their sole and absolute discretion, that such response is of general applicability, their response, if any, will be posted through the State’s online purchasing system. (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 9. Terms of Contract. The successful Proposer will be required to enter into a contract with the City to provide the Services. If the selected Proposer and the City Attorney are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the Mayor or his designee and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed. 10. Contact Person. For more information on the Proposal, contact Dan Drumiler, Stormwater Engineer, [EMAIL REDACTED] 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Kurt Hansen, Director of Legislative Policy and Code, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106. ---PAGE BREAK--- MILLCREEK 2000 EAST STORM DRAIN AND IRRIGATION IMPROVEMENTS Project Details and Minimum Scope Requirements BACKGROUND AND PROJECT PURPOSES The project is located in Millcreek, Utah on the west side of 2000 East from Siggard Drive to the northern city boundary near Highland View Circle (Approximately 6,500 feet, see Figure Currently, the west side of the street consists of a grouted and rock-lined irrigation ditch, a few piped irrigation sections, and a series of piped culverts at road crossings. Although the ditch’s purpose is to be used solely for irrigation, sheet flow from the road still falls to the ditch and there is at least one catch basin which outfalls to the ditch. Additionally, the ditch is well past its service life which has led to a variety of issues including infiltration of irrigation waters, and excessive maintenance needs. The project has the following purposes: 1) Pipe the existing irrigation ditch 2) separate the stormwater run-off from the irrigation water including needed improvements to storm drain system and 3) roadway improvements including curb, gutter, and sidewalk. EXISTING CONDITIONS Irrigation Ditch Attributes. As stated above, the existing conveyance consists of a grouted and rock-lined ditch, a few piped irrigation sections, and a series of piped culverts mostly under road crossings. The southern segment is known locally as the Rock Ditch and the northern segment as the White Ditch (herein simply referred to as “the ditch”). Water to the ditch comes mostly from the Upper Canal (Upper Canal Irrigation Company), but this ditch also receives water from two other irrigation companies. Along the ditch there are: gated trunkline turnouts, gated customer connections, pumped customer connections, and overflows to storm drain. There is also a main ditch flow control gate and diversion metering station at the boundary between the Rock Ditch and the White Ditch. Refer to Figure 1 for a visual representation of the ditch attributes. Storm Drain Attributes. Most of 2000 E has storm drain in the road which serves the east side of the street and a few locations along the west side. One gap in service is between Windham Circle and 3300 S, where a catch basin currently outfalls to the ditch—the only known location where this occurs (but there could be others). Figures 1 and 2 show the current understanding of the storm drain system. See the City’s most recent storm drain master plan1 for more information and for storm drain maps. 1 Millcreek_SDMP_2019_FINAL ---PAGE BREAK--- Page 2 of 5 Irrigation Flows. The conveyance in the ditch flows north from Siggard Drive to just north of 3300 S, where it flattens to allow bi-directional flow. Flow is operated bi-directionally from this location to Atkin Ave. The conveyance flows south from Highland View Circle to E Atkin Ave. There are three different irrigation companies which utilize parts of this ditch; those companies include the White Irrigation Company, the Brigham Young Irrigation Company, and the Upper Canal Irrigation Company. There is a portion of the ditch which sees about 2 cfs in nuisance flows during the winter. Refer to Figure 2 for a visual representation of the ditch attributes, including the segments’ flow directions. PROJECT COMPONENTS Irrigation Piping. The existing irrigation ditch must be piped. At the southern project boundary, a transition structure to connect the existing culvert under Siggard Dr to the new irrigation pipe is required. The ditch shall then be piped approximately 6,200 feet all the way to the northern boundary of Millcreek. Within the project, there are multiple sections of existing pipe. Most of these sections are either past their service life or are experiencing maintenance issues; these shall be replaced unless a preferable solution is identified by the Engineer and approved by the City. However, there is one section of pipe which was part of a recent Salt Lake City project, and the engineer shall make a best effort to preserve this section of pipe. Figure 2 shows which sections of pipes are planned to be replaced and which are to be preserved. Irrigation Design Flows. The irrigation pipe will be designed to meet or exceed the existing capacity of the ditch. The engineer is responsible for determining this flow. As described in the Existing Conditions section above, part of the project has directional flow, and part of the project has bi-directional flow. These flow directions are required to be preserved. Irrigation Connections. There are many irrigation connections along length of the project. All of these shall be preserved or improved such that their capacity is not diminished, and they operate in a similar fashion as they do now (pumped vs gated, lockable, etc.). Some of these are overflows, some are diversions to trunklines, and some are direct service connection to irrigation company customers. The engineer is required to survey the project to ensure that all overflows and diversions are accounted for in the design. Please also note that irrigation flows are allowed to overflow into the storm drain system, but storm drain flows shall not be allowed to enter the irrigation system. With respect to service connections, the following requirements apply: • Existing gravity service connections shall be replaced with a gated connection off of the new irrigation pipe. Invert elevations of capacity of delivery shall match the existing connections. • Existing pumped service connections shall be provided access for continued ability to drop a pump to access water in the new irrigation pipe. • All houses that face 2000 E and are on the west side of the road shall be provided a pumped type service connection (this includes houses that currently have no connection or currently use a gravity connection). ---PAGE BREAK--- Page 3 of 5 Storm Drain Improvements. New catch basins shall be installed at appropriate locations along the west side of 2000 E and they shall outfall to the storm drain system (not to the irrigation system). Any identified existing storm drain connections to the irrigation system shall be disconnected and piped to the storm drain system (there are 6 such connections currently identified). See Surface Improvements below for information regarding curb and gutter. CMP within the project area should be identified and replaced (confirm pipe segments to be replaced with the City). Surface Improvements. Curb and gutter shall be installed on full length of the project wherever it currently does not exist. Sidewalk shall similarly be installed except where deemed infeasible based on Engineer’s evaluation and the City’s approval. Existing curb, gutter, and sidewalk shall be preserved where possible. ADA ramps shall be provided at all corners where disturbance occurs. Excepting potential corner cuts for ADA ramps and improved street corners, no land acquisition is expected in this project. The design shall avoid widening the right of way. A one inch mill and overlay over existing asphalt surface and a full depth pavement section in widened areas is required. Irrigation Maintenance Access. Manholes or similar access points shall be provided on the new irrigation pipe along 2000 E at an anticipated spacing - 400 feet to 800 feet. Mill Creek Connection (at the Rock Ditch/White Ditch connection). There is an existing diversion structure at the project located at the Mill Creek crossing. This diversion includes a weir and monitoring system which are owned and maintained by Salt Lake City. These Salt Lake City assets are required to be preserved. Additionally, there is a flow main ditch control gate owned and operated by the canal companies at this location. The ability of the canal companies to control flow at this location must be maintained. Notwithstanding these requirements, this ditch shall still be enclosed or piped in accordance with the requirements outlined above. A solution to meet these requirements shall be proposed by the Engineer. Miscellaneous Improvements. Ancillary improvements necessary to provide the other project components and meet the project objectives will also be included in the project. The following list of miscellaneous improvements is not necessarily exhaustive: • Relocate or replace all disturbed mailboxes, vegetation, and fences. • Remove trees or other vegetation in the right of way which conflicts with improvements. • Provide new driveway approaches and yard transitions to tie in existing properties. • Avoid existing power poles or coordinate with Rocky Mountain Power to relocate existing power poles. • Avoid and account for other utility conflicts. These project components have been shown on Figure 2. Please note that Figure 2 may not be inclusive of all improvements required for the project. The engineer is expected to identify all necessary improvements. ---PAGE BREAK--- Page 4 of 5 MINIMUM SCOPE OF SERVICES To meet the project purposes and provide the project components identified above, the following tasks constitute the minimum scope of engineering services. Task 1 – Design. The Engineer shall perform the following tasks: 1. Identify design flows to be used in the project based on matching existing capacity of the existing irrigation system. Identify design flows for existing, new, and replaced storm drain systems to ensure adequate flow capacities and support pipe sizing with drainage calculations as required. 2. Prepare a preliminary design memorandum (approximately 30% design). 3. Conduct topographic survey and underground survey (pipe data). 4. Prepare a geotechnical / soils report including at least 4 borings at locations to be determined during design. 5. Conduct a Class 3 Cultural Survey with a report ready for submittal to the State Historic Preservation Office. 6. Conduct permit coordination (including, UDOT as 3300 South is a UDOT road). 7. Conduct stakeholder coordination (including City, Holladay City/Holladay Water, irrigation companies, UDOT, Salt Lake City Public Utilities2, and property owners). 8. Conduct typical utility locating including potholing at critical locations (assume 12 pothole locations). 9. Prepare design drawings with submittals at 60%, 90%, and 100% levels of completeness. 10. Prepare construction contract documents including specifications. 11. Prepare opinion of probable construction cost with submittals at preliminary design (approximately 30% design), 60%, and 100% levels of completeness. 12. Conduct public involvement through design and construction. a. Assume the following for this task: i. Assemble list of property owners. Include compensation requests, design requests, and concerns from owners and other pertinent information. ii. Assume outreach to 70 property owners. iii. Act as designated project contact for all negotiations and discussions with property owner and PE/CE. iv. Propose how to keep public informed of project progress. 13. Provide property acquisition services. a. Assume the following: i. Include documents for up to 70 “permits to enter and construct”. ii. Include property descriptions for up to 14 permanent easements / property acquisitions. iii. City personnel will be responsible for all final decisions, negotiations, and agreements. 2 SLCPU owns the diversion and monitoring station at Mill Creek. ---PAGE BREAK--- Page 5 of 5 Task 2 – Bid Period Services. The City will conduct and preside over the bidding of the project. However, the engineer shall perform the following tasks: 1. Provide technical support during bid period services as needed such as answering bidder questions. 2. Attend and assist in preparing for pre-bid meeting. 3. Assist in preparing for bid opening. Task 3 – Construction Period Services. The City will manage construction and inspect the project. However, the Engineer will provide the following as-needed/as-requested support services: 1. Prepare for and attend Pre-Construction Meeting. 2. Attend weekly construction meetings 3. Review all submittals and provide comments back to City project manager. 4. Provide up to 80 hours of construction period technical assistance as needed (independent of all other tasks listed here) such as supporting the City in responding to RFI’s, preparing Field Order Directives, writing Change Orders, and making occasional site visits. SCHEDULE The Engineer shall provide a schedule which meets the following project milestones: • Ready to Bid by June 30th, 2022 • Construction of irrigation system to begin after October 15, 2022 and to be operational prior to March 31, 2023. • Roadway Improvements completed by August 31st, 2023 ---PAGE BREAK--- SCALE: NORTH: FIGURE NO. Not to Scale TYPICAL ROAD SECTIONS 2000 EAST STORM DRAIN AND IRRIGATION IMPROVEMENTS MILLCREEK 3 N/A