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HomeMy WebLinkAbout8 Hydrogeologic Consulting Agenda Item # Memorandum To: Board of Directors From: Neil Kaufman Date: April 25, 2007 Subject: Request for Proposals for Hydrogeologic Consulting Services 1. Why this matter is before the board: The Board requested that a Request for Proposals be issued the next time that hydrogeologic consulting services are required. 2. History: The District has been utilizing David Carlson and AquA Hydrogeologic Consulting for hydrogeologic consulting services for the past few years. When the last Task Order with AquA was approved by the Board on September 7, 2005, the Board requested that a Request for Proposals be issued the next time that hydrogeologic consulting services are required. 3. New Information: The District has completed the CEQA process for the Fibreboard Well. The next step in drilling the well is to prepare Bidding Documents for drilling and development of the well. Selection of a contractor would then be based upon the Bids. However, the District needs some outside technical expertise in writing the specifications for drilling and development of the well that are specific to the Fibreboard Well site. Drilling of the well requires full time on-site supervision. The District does not have the manpower or experience to perform that task, creating the need for additional assistance from a consultant. The Water Department has prepared a Request for Proposals for Hydrogeologic Consulting Services. A copy of that document is attached. 4. Recommendations: 1) Authorize the Water Department to issue the Request for Proposals for Hydrogeologic Consulting Services. 2) Authorize the Water Department to review the proposals and develop a recommendation for consideration by the Board. Attachments: RFP Truckee Donner Public Utility District Board of Directors Joseph R.Aguera J.Ronald Hemig Business Office (530) 587-3896 FAX (530) 587-5056 Patricia S.Sutton Tim Taylor William L.Thomason General Manager Peter L.Holzmeister April 12, 2007 Dear Sirs: The Truckee Donner Public Utility District (District) is planning to construct some additional water supply wells in the next few years. The District has identified the need for an experienced hydrogeologist to assist the District with these projects. The District is hereby requesting proposals for hydrogeologic consulting services as described in the attached Anticipated Scope of Work. The District anticipates drilling of the Fibreboard Well during the Summer of 2007. This well location has been previously determined and a CEQA review of this site has been completed. Construction of future wells is dependent upon growth and development in the District's service area. Proposals shall take the form of two separate documents — a Technical Proposal and a Cost Proposal. The Technical Proposal shall include the following: • Firm name, address, telephone number and contact person • Description of firm, including past experience with similar water well projects • Resumes and experience of the staff members to perform the testing. • Description of the services to be provided. • Description of the anticipated staffing level required for the work • Description of the firm's quality assurance/quality control procedures • Description of the firm's insurance coverages, including general liability, professional liability, automobile, and worker's compensation. The attached sheet entitled Insurance and Indemnification Requirements indicates the insurance and indemnification that the District will require of the selected firm. • Listing of any subcontractors to be used. • Any other information deemed relevant by the consulting firm The Cost Proposal shall contain a fee proposal for the work to be performed. Costs shall be based upon hourly rates listed in the Cost Proposal. The District will create a Master Services Agreement with the selected consulting firm. Work to be performed by the consulting firm shall be defined by Task Orders under the Master Services Agreement. Should the hydrogeologic consulting services provided by the selected firm prove satisfactory, the District may extend the term of the Master Services Agreement for up to three years. For future years, the hourly rates given in the Cost Proposal may be adjusted by an amount not to exceed the increase in the Consumer Price Index (CPI) as published by the United States Department of Labor for the corresponding time period. Post Office Box 309 0 11670 Donner Pass Road • Truckee, California 96160 Four copies of the overall proposal shall be submitted to the District and should be addressed to: Neil Kaufman—Hydrogeologic Consulting Proposal Water System Engineer Truckee Donner Public Utility District PO Box 309 Truckee, California 96160 The Technical Proposal and Cost Proposal shall be contained in separate envelopes that are labeled and individually sealed. Proposals shall be submitted no later than 5:00 PM on Tuesday, May 29, 2007. The District currently anticipates the following schedule associated with the hydrogeologic consulting services. May 29, 2007 - Receive Proposals for Consulting Services June 6, 2007 -Award of Contract for Consulting Services June 27, 2007 - Completion of Well Drilling Contract Documents for Fibreboard Well There is a meeting of the District's Board of Director's scheduled for June 6, 2007 at 7:00 PM. The District may request that one or more of firms submitting proposals make a presentation for the Board at that meeting. If you have any questions or require further information, please contact me at 530-582-3950. Sincerely, Neil Kaufinan, P.E. Water System Engineer ANTICIPATED SCOPE OF WORK Task 1 —Assist District Staff in Preparation of Bid Documents for Fibreboard Well The Consultant shall review all relevant data regarding the Fibreboard Well site including past well driller's reports and previous bidding documents. The Consultant shall prepare Technical Specifications related to well drilling requirements and development procedures appropriate to the Fibreboard well site. The District shall prepare the General Specifications and other front end documents. The District anticipates that two separate bidding documents shall be prepared. • Fibreboard Well Drilling and Construction • Fibreboard Well Development Pumping The Consultant shall attend both pre-bid meetings to answer questions from potential bidders. The Consultant shall assist the District in preparing responses to bidder questions and issuing addenda as appropriate. After the Bid Openings, the Consultant shall assist the District in evaluating the Bids submitted, and in developing a recommendation for consideration by the District's Board of Director's. Task 2 —Provide On-Site Supervision and Data Collection During Well Drilling The Consultant shall provide on-site field supervision and data collection during the Fibreboard Well Drilling and Construction contract. These activities shall include the following: • Geologic logging of the borehole to its proposed depth of 1,200 feet • Accounting for drilling material used, • Recording drill rig activity • Logging the time of the drilling to determine penetration rates • Evaluation of downhole geophysical surveys • Documenting of drilling crew activities with respect to safety issues • Maintaining a log of time spent for each activity that the drilling crew undertakes • Ensure that well construction complies with the project specifications • Other activities as deemed necessary by the District After the completion of well drilling activity, the Consultant shall provide on-site field supervision and data collection during air-lift development. The Consultant shall oversee the downhole video survey and plumbness tests conducted by the well driller. Task 3 —Provide On-Site Supervision And Data Collection During Well Development The Consultant shall provide on-site field supervision and data collection during the Fibreboard Well Development Pumping contract. These activities shall include the following: • Collect water quality samples at 40 foot intervals during development pumping • Oversee surging at increased pumping rates until the discharge is free of sediment and the turbidity is measured to be less than 100 NTU's. • Oversee step-drawdown testing to determine well efficiency and the pumping rate to be used during the constant-discharge test. • Oversee the constant-discharge pumping while monitoring the water level at the production well. • Monitor water levels at the production well during recovery periods The Consultant shall be responsible for delivery of water quality samples to the Sierra Environmental Laboratory in Reno, Nevada. Task 4 — Evaluate Data Collected During Well Drilling and Test Pumping and Prepare Summary Report The Consultant shall prepare a report summarizing all of the activity and data collection that was completed under Tasks 2 and 3. The report shall include data analysis and recommendations regarding the production potential of the well and sizing of well pump equipment. Task 5—Assist in Siting of Additional Water Supply Wells The District's Water System Master Plan has identified the need for additional water supply wells as development occurs within the District's water service area. Upon request by the District, the Consultant shall review all relevant data regarding the Martis Valley Groundwater Basin including previously hydrologic studies, well driller's reports and any other relevant information. The Consultant then shall assist the District in the identification of potential future well sites. Knowledge of, and familiarity with, the local hydrogeologic conditions is considered essential for this task. INSURANCE AND INDEMNIFICATION REQUIREMENTS INSURANCE A. The Consultant shall maintain in effect, at its own expense, employer's liability insurance, one million dollars ($1,000,000) aggregate of comprehensive general liability insurance (bodily injury and property damage), and five-hundred thousand dollars ($500,000) aggregate of comprehensive automobile liability insurance (bodily injury and property damage) with respect to the Consultant's employees and vehicles assigned to the prosecution of work. The Consultant shall also maintain statutory worker's compensation insurance. B. The Consultant shall maintain in effect, at its own expense, professional liability insurance in the amount of one million dollars $1,000,000 which will insure against losses suffered by the DISTRICT as a result of Consultant's performance of services. LIABILITY A. The Consultant indemnify and hold harmless the DISTRICT, its directors, officers, partners, agents, and employees from and against any and all liability, claims, demands, damages, losses, and expenses, including but not limited to attorneys fees, for which the Consultant is determined to be legally liable resulting from negligent acts, errors, or omissions by the Consultant, its directors, officers, agents, and employees in performance of services required by this Agreement. Liability, claims, demands, damages, losses, or expenses resulting from the negligent acts, errors or omissions, whether active or passive, by the DISTRICT, its directors, officers, partners, agents, employees, or by others are excluded from the Consultant's obligations pursuant to this paragraph.