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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
2
MEETING GROUND RULES
Introduction
DC Water Overview
Solicitation Overview
Contract Background & Objectives
Selection Process
MBE/WBE Fair Share Objectives
Questions & Answers
3
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
4
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•[email protected] / (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.
12
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
•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
•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
16
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
21
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
27
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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:
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 [email protected]
➢ Sharon Talley, Compliance Officer, DC [email protected]
➢ Daniel Lamm, Vendor Registration (Zycus), DC [email protected]
THANK YOU!QUESTIONS & ANSWERS
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