CITY OF BAINBRIDGE ISLAND, WASHINGTON REQUEST FOR PROPOSALS MANAGEMENT OF THE WATER UTILITY INTRODUCTION

Size: px

Start display at page:

Download "CITY OF BAINBRIDGE ISLAND, WASHINGTON REQUEST FOR PROPOSALS MANAGEMENT OF THE WATER UTILITY INTRODUCTION"

Anthony Cook
5 years ago
Views:

CITY OF BAINBRIDGE ISLAND, WASHINGTON REQUEST FOR PROPOSALS MANAGEMENT OF THE WATER UTILITY INTRODUCTION The City of Bainbridge Island, Washington invites proposals from qualified firms and

1 CITY OF BAINBRIDGE ISLAND, WASHINGTON REQUEST FOR PROPOSALS MANAGEMENT OF THE WATER UTILITY INTRODUCTION The City of Bainbridge Island, Washington invites proposals from qualified firms and organizations to assume management of the water utility owned and operated by the City of Bainbridge Island. The proposal should provide a detailed description of the management and services to be provided by the responding party. Proposed fees to the City for management should also be included. The City will retain the responsibility of setting rates to be charged to the water utility customers. The City Council has had discussions regarding the management, operation and ownership of the water utility since Most recently, City Council discussions in August 2012 centered on contracting out management of the utility. Council passed a motion on August 15, 2012 directing City Staff to issue an RFP for management of the water utility. The deadline for submittal of proposals is Friday, October 12, 2012 This Request for Proposals includes the following sections: I. Background II. Objective III. Scope of Services IV. City s Responsibilities in the RFP Process V. Proposal Format VI. Contract VII. Selection Procedure and Schedule of Work VIII. Selection Criteria IX. Discretion and Liability Waiver X. Contacts XI. Directions for Delivery of Proposal Water Utility Management RFP: September 12, 2012 Page 1 of 6

2 BACKGROUND The City of Bainbridge Island is a non-charter, code City incorporated on September 18, 1947 as the City of Winslow. Following the annexation of the remainder of the island on February 28, 1991 and the vote to change the City's name on November 5, 1991, on December 20 of that year the entire island became the City of Bainbridge Island. Following a citywide vote in 2009, the City operates under a Council/Manager form of government and provides the following services: General Executive and Administrative Services, Police, Planning and Community Development, Public Works, Roads, Water, Wastewater and Storm and Surface Water Management. Water System The City of Bainbridge Island owns and operates two independent water systems including Winslow/Fletcher Bay and Rockaway Beach. The City also owns and operates a well and supplies water to the Public Works Operations and Maintenance Facility. These City-owned systems have a combined infrastructure that includes: 13 wells 379 fire hydrants 3 active storage reservoirs 991 distribution valves 6 Pressure reducing stations 1176 backflow accounts 44 miles of water main 2300 service meters The Winslow Water System is supplied by eleven wells located at the Sands Avenue, Fletcher Bay, Head of the Bay, and Commodore well sites. At each site the water is treated with chlorine and fluoride. From the well sites the water is pumped into the distribution system to supply customers and fill the High School reservoirs which have a combined capacity of 2.5 million gallons. The distribution system is divided into two pressure zones separated by six pressure reducing stations. The Rockaway Beach Water System is supplied by a single well located at Taylor Avenue that pumps to the treatment facility at Creosote Road and Eagle Harbor Drive. At the facility the water is treated with chlorine and fluoride. The water then passes through a filtration system to remove trace amounts of iron and manganese prior to filling a 132,000 gallon storage reservoir. From the reservoir the water flows by gravity to supply customers through an 8 inch water main. The City also supplies water for the Public Works Operations and Maintenance Facility through a single well and three pressure tanks. The system has no water treatment and supplies four connections including fire protection. These three systems supply 220 million gallons of water annually to 6,000 customers. Water Utility Management RFP: September 14, 2012 Page 2 of 6

3 OBJECTIVE The purpose of this RFP is to provide information to the City Council, with which that body can make a policy determination about whether it is in the best interest of the City to continue to manage its own water utility, or to contract with another entity to provide management services. This RFP assumes that the City will retain ownership of the water utility at this time. The response should allow City staff to develop an analysis of the comparative costs to the ratepayers and to the City of various management options. SCOPE OF SERVICES A. The project consists of furnishing all labor, materials, equipment, tools, supervision and travel necessary to complete the following tasks: 1. Regular visits to source wells, booster stations, pressure reducing stations and reservoirs 2. Routine maintenance of all water system infrastructure and equipment 3. Monitor and maintain the system s SCADA system 4. Collecting all regulatory water quality samples, including coliform monitoring 5. Monitoring and recording chlorine and fluoride levels 6. Maintaining a system-wide Cross Connection Control program 7. Regular flushing of the water system 8. Responding to customer inquiries and complaints 9. Preparing and distributing the system s annual report to customers 10. Preparing and distributing the system s Water Use Efficiency Report 11. Accompanying Department of Health on Sanitary Surveys of the system 12. Other activities as required by WA Department of Health 13. Water meter reading and billing every two months 14. Sewer billing 15. Final meter readings and final billings for account transfers 16. Responding to utility locate requests 17. Engineering services 18. GIS/IT services water system specific 19. Overseeing developer extensions 20. Installing new services 21. Recommending system capital improvements and managing projects 22. Newsletters or other bill inserts 23. Notice to Title or Liens for non-payment 24. Service lock-off due to non-payment 25. On-call and after-hours response services 26. Emergency Response procedure 27. Quarterly reports to the City of Bainbridge Island Water Utility Management RFP: September 14, 2012 Page 3 of 6

4 B. Schedule and attend meetings with City staff and committees: 1. City Staff 2. City Council 3. Utility Advisory Committee C. Schedule and attend meetings with the public CITY'S RESPONSIBILITIES IN THE RFP PROCESS The City staff will provide the consultant with relevant information it has pertaining to the water utility and its operations including operating and capital budgets, existing cost allocation materials, capital project plans, and related documents. The City will provide existing system reports, 2010 and 2011 financial statements, and other documents and plans, as needed. PROPOSAL FORMAT Proposal should include the information requested below: Cover letter summarizing the proposal. Scope of work (a description of the work program including a description of deliverables and activities.) Description of the Management Entity. Describe the organization structure of staff members and sub-consultants (if any.) Description of staffing associated with management of the water utility. Provide specific job titles and duties of positions proposed to serve the three water systems now operated by the City, including any proposals to hire City staff currently operating the City s water utility. Fee structure and schedule paid by City to management entity. A list of references for similar projects including names of contract persons and telephone numbers for your firm and for any subcontractors. CONTRACT TERM The City of Bainbridge Island wishes to negotiate a management contract for services for a period of no less than three years. Water Utility Management RFP: September 14, 2012 Page 4 of 6

5 SELECTION PROCEDURE AND SCHEDULE OF WORK The following is an outline of the selection procedure and a tentative time schedule: Proposal deadline October 12, 2012 City internal evaluation October 2012 Presentation to public, City Council and City Staff November 2012 Notice given to staff and labor unions December 2012 Ordinance introduced to Council New management commences February 2013 The City Manager, City Attorney, Director of Public Works, and Director of Finance and Administrative Services shall determine selection. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: Thoroughness and understanding of the tasks to be completed; Background and experience in water utility service delivery; Staff expertise and overall experience of personnel; Responsiveness to requirements of the project, and Cost. DISCRETION AND LIABILITY WAIVER The City reserves the right to reject all proposals or to request and obtain, from one or more of the entities submitting proposals, supplementary information as may be necessary for City Council and City staff to analyze the proposals pursuant to the selection criteria contained herein. The entity, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. All responses will be made public on the first business day following the deadline for submittals. CONTACTS All questions regarding this project should be directed to: Morgan Smith, Interim City Manager City of Bainbridge Island Water Utility Management RFP: September 14, 2012 Page 5 of 6

6 280 Madison Avenue North Bainbridge Island, WA Phone (206) DIRECTIONS FOR DELIVERY OF THE PROPOSAL Five (5) copies of the proposal, one unbound copy of the proposal and one copy of the project budget in a sealed envelope shall be delivered no later than 4:00 PM on Friday, October 12, 2012 to: City of Bainbridge Island Executive Department 280 Madison Avenue North Bainbridge Island, WA ATTN: Kate Brown, Senior Executive Secretary Faxed submittals are not accepted. All proposals must be clearly marked on the outside of the envelope: Bainbridge Island Water Utility Management. Before receiving an award, the successful proposer will be required to provide copies of their current State of Washington and City of Bainbridge Island business licenses. ATTACHMENTS 2009, 2010, 2011 Financial Statements rate structure from Fee Schedule 2012 FTE spreadsheet Water Utility Management RFP: September 14, 2012 Page 6 of 6

73 City of Bainbridge Island Position distribution summary - used for budgeting and based on work plan. Actuals will vary for staff recording time on work orders. May-12 Citywide FTE Distributed by Funds AB = Adopted Budget RB = Revised Budget 2012 Adopted 2012 Revised Budget Position Description Dept DIV AB_FTE AB_General Fund AB_Street AB_Water AB_Sewer AB_SSWM AB_470 AB_471 FTE change RB_FTE RB_General Fund RB_Street RB_Water RB_Sewer RB_SSWM RB_470 RB_471 COUNCIL MEMBER Council Council COUNCIL MEMBER Council Council COUNCIL MEMBER Council Council COUNCIL MEMBER Council Council COUNCIL MEMBER Council Council COUNCIL MEMBER Council Council COUNCIL MEMBER Council Council COURT ADMISTRATOR Court Court COURT CLERK Court Court COURT CLERK Court Court COURT SECURITY Court Court JUDGE Court Court SENIOR COURT CLERK Court Court CITY MANAGER Exec Exec DEPUTY CITY MANAGER Exec Exec EXECUTIVE ASST/SR HR Exec Exec CITY ATTORNEY Exec Exec PARALEGAL Exec Exec CITY CLERK Exec Exec ACCOUNTING MANAGER Finance Finance ACCTG TECH Finance Finance ADMIN SECRETARY DEPT Finance Finance BUDGET MANAGER Finance Finance DIRECTOR FINANCE Finance Finance FISCAL SPECIALIST 1 Finance Finance SR ACCTG TECHNICIAN - PAYROLL Finance Finance (0.50) SR ACCTG TECHNICIAN - Utility Billing Finance Finance (0.50) SR ACCTG TECHNICIAN - A/P Finance Finance SR FINANCIAL ANALYST Finance Finance CHIEF OF POLICE Police Police EVIDENCE TECHNICIAN Police Police PARKING ENFORCEMENT Police Police PARKING ENFORCEMENT Police Police POLICE COMMANDER Police Police SR EXEC SECRETARY Police Police SR POLICE CLERK Police Police SR POLICE CLERK Police Police DETECTIVE Police Police DETECTIVE Police Police LIEUTENANT Police Police LIEUTENANT Police Police LIEUTENANT Police Police LIEUTENANT Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police OFFICER Police Police HARBORMASTER Police Police ADMIN SECRETARY DEPT PCD PCD ADMIN SECRETARY DIV PCD PCD COMM DEV ADMINSTRATR PCD PCD DEVELOPMENT ENGINEER PCD PCD DEVELOPMENT ENGINEER PCD PCD DIRECTOR PCD PCD PCD SPECIAL PROJ PLANNER PCD PCD BUILDING INSPECTOR PCD PCD Prepared by Ellen Schroer Last updated: 5/16/2012

74 AB = Adopted Budget Citywide FTE Distributed by Funds RB = Revised Budget 2012 Adopted 2012 Revised Budget Position Description Dept DIV AB_FTE AB_General Fund AB_Street AB_Water AB_Sewer AB_SSWM AB_470 AB_471 FTE change RB_FTE RB_General Fund RB_Street RB_Water RB_Sewer RB_SSWM RB_470 RB_471 BUILDING INSPECTOR PCD PCD BUILDING OFFICIAL PCD PCD PERMIT SPECIALIST PCD PCD SR PLAN CHECK ENG PCD PCD ADMIN SECRETARY DIV PCD PCD ASSOC PLANNER CURRNT PCD PCD CURRENT PLANNING MGR PCD PCD PLANNER CURRENT PCD PCD ASSOC PLANNER LNG RN PCD PCD ASSOC PLANNER LNG RN PCD PCD LONG RG PLANNING MGR PCD PCD PLANNER CURRENT PCD PCD CODE ENFORCEMENT OFF PCD PCD ADMIN SECRETARY DEPT PW PW-Admin DIRECTOR PUBLC WORKS PW PW-Admin ADMIN SECRETARY DIV PW PW-Eng ADMIN SECRETARY DIV PW PW-Eng CAPITAL PROJ COORD PW PW-Eng CONSTRUCTION INSPECT PW PW-Eng ENGINEER 1 PW PW-Eng ENGINEER 2 PW PW-Eng ENGINEERING MANAGER PW PW-Eng ENGNRNG SPEC-WTR RES PW PW-Eng PROJECT MANAGER 2 PW PW-Eng PW ADMIN COORDINATOR PW PW-Eng SURV, SSW TECHNICIAN PW PW-Eng SSWM TECHNICIAN PW PW-Eng (1.00) - SURVEY TECHNICIAN PW PW-Eng (1.00) - SURVEY PROGRAM MGR PW PW-Eng ADMIN SECRETARY DIV PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M MAINTENANCE TECH II PW PW-O&M (1.00) MAINTENANCE TECH III PW PW-O&M MAINTENANCE TECH III PW PW-O&M MAINTENANCE TECH III PW PW-O&M MECHANIC II PW PW-O&M MECHANIC III PW PW-O&M PUBLIC WORKS MANAGER PW PW-O&M PW SUPERVISOR PW PW-O&M SIGNS & MARK SPEC II PW PW-O&M TREAT PLANT OPER II PW PW-O&M TREAT PLANT OPER II PW PW-O&M TREAT PLANT OPER III PW PW-O&M UTIL STR PROJ COORD PW PW-O&M STR PROJ COORD PW PW-O&M (1.00) UTIL PROJ COORD PW PW-O&M (1.00) CAD/GIS SPECIALIST IT IT IT MANAGER IT IT SENIOR IT SPECIALIST IT IT SENIOR IT SPECIALIST IT IT SYSTMS ADMINISTRATOR IT IT General Street Water Sewer SSWM Development Building Total 2012 Adopted Budget Revised Budget Change (Revised - Adopted) Prepared by Ellen Schroer Last updated: 5/16/2012

Port of Friday Harbor

Port of Friday Harbor REQUEST FOR STATEMENTS OF QUALIFICATIONS (RFQ) TO PROVIDE ENGINEERING / CONSULTANT SERVICES AT FRIDAY HARBOR AIRPORT Dated: February 15, 2018 Pursuant to RCW, Chapter 39.80 and FAA AC 150/5100-14E, the