REQUEST FOR PROPOSALS ENGINEERING SERVICES FOR ...

1. IntroductionREQUEST FOR PROPOSALSENGINEERING SERVICES FOR PREPARATION OFSOUTH TAHOE PUBLIC UTILITY DISTRICTLuther Pass Pump Station Power and ControlEvaluation and Preliminary Design ReportOctober 19, 2012The South Tahoe Public Utility District (District) is seeking proposals from qualified civilengineering consulting firms to conduct an evaluation of the power and control systemsat the Luther Pass Pump Station (LPPS). The selected Consultant will: Review existing evaluation reports, maintenance records, and as-builtinformation of the existing power and control systems at the LPPS.Perform site reconnaissance to assess existing site conditions and constraintswith respect to control valves, power supply, and SCADA. Confer with Districtstaff and electrical utility to develop feasible options for District considerationregarding the electrical service to LPPS.Develop recommendations for rehabilitation or replacement of the power, motorand control systems at the LPPS with cost and savings estimates. Assess andevaluate the adequacy of the electrical service to LPPS. Identify and documentany operational inefficiency as it relates to power and control systems.Prepare a technical memorandum documenting all evaluation findings andrecommendations.The LPPS Power and Control Evaluation will provide the District with a list of alternativeprojects for the LPPS from which the District may select a future design option.Alternative projects shall be described in sufficient detail to allow the District to evaluatesequence and funding considerations, including costs and savings of various options.The District will be responsible for providing input from the District’s operations andmaintenance staff and reviewing Consultant reports and recommendations.2. BackgroundThe District’s Luther Pass Pump Station was originally constructed in 1968 and hasoperated continuously since that time to convey treated wastewater out of the TahoeBasin in compliance with the 1967 Porter-Cologne Water Quality Control Act. LPPSreceives wastewater that has been pumped from the District’s Wastewater TreatmentPlant by way of the A-Line to two storage tanks located at LPPS. LPPS conveys thiswastewater to the District’s storage facilities in Alpine County by way of the B-Line andC-Line, lifting the water 1240 vertical feet over Luther Pass .The pump station consistsof four multiple stage horizontal split-case centrifugal pumps (two 1000 Hp, 3-stage and

Request For Proposal October 19, 2012Luther Pass Pump Station Power and Control Evaluation Page 2two 700 Hp, 4 stage). The pump station has a maximum conveyance capacity utilizing 3pumps of about 8.2 MGD. The original pumps are still in place, and performing well.The following history identifies major milestones in the operation, maintenance andupgrade of the LPPS.Date Project1968 Original LPPS Construction with Tank No.1 (1M gal)1977-1980 New Surge Valves Installed1981-1982 B-Line Surge tower installed on hill behind LPPS1986 Pump House Foundation Stabilization1992 Tank No. 2 added and Tank No. 1 rebuilt1992 Pump No. 4 rebuilt1993 Pump No. 2 rebuilt1995 Sloped roof added to pump house1996 Hydropneumatic Surge Tank installed1996 Pump discharge control valves changed to air actuated1997 Trailer Mounted Emergency Generator installed1997 Pumps No. 1 and 3 rebuilt2002 SCADA improvements installed and Tank No. 2 recoated2006 Motor No. 3 rebuilt2008 Seismic Upgrades made to pump house structure2009 Motors No. 1, 2, and 4 rebuilt2011 Emergency Generator Replaced with Stationary Genset, andimprovements to drainage.In 2003 the District performed a re-evaluation of the surge tank; no changes weremade. In 2007, the District completed a full evaluation of the station, and developed aCapital Improvement Project schedule for the station (attached). Some of therecommended projects have been installed, as listed above. Despite the high prioritygiven at that time to replacement of the pumps and motors, semi-annual testing by theDistrict indicates that pump performance is holding steady with time. Consequently, theDistrict focus for this RFP is not on pumps and motors, but instead considers options for(1) primary power, (2) pump control, and (3) SCADA upgrades.Existing Pump Station PowerThe primary power service to LPPS is currently 2.4kv, 3-phase utility service. LibertyEnergy has a substation at the site, which includes three, oil-filled, single phasetransformers, substation buss, switched power factor capacitors and cables. LibertyEnergy does maintains a single spare transformer at the site for quick replacement inthe event of a transformer failure. Standby power at the facility consists of a 2,500 kWstationary generator rated for 2.4 kV service (convertible to 4.16-kV service), installed in2011. This generator is sized to serve 2-700 Hp and 1-1000 Hp pump, for a total flowcapacity of 8 MGD, plus the station’s remaining 480v loads.Existing Pump Motors and ControlTwo pumps have 700 hp motors; two pumps have 1,000 hp motors. All four motors are2-pole, 3600 rpm motors. All four motors have 2.3 kV fused switches and reducedLPPS PandC RFP-final

Request For Proposal October 19, 2012Luther Pass Pump Station Power and Control Evaluation Page 4What options are available for modernizing SCADA control?What is the appropriate sequence for upgrades, keeping in mind that the stationneeds to remain in service continuously.The following items provide an abbreviated scope of work for completion of the District’sLPPS Power and Control Evaluation Project. The Consultant team is encouraged toexpand on this scope, as it deems necessary, to provide a complete work product.Task 1 – Project ManagementProject management shall include coordination of all project administration tasks,managing staff, and monitoring the budget and schedule.Task 2 — Conduct Kickoff Meeting and Site Reconnaissance.The purpose of this task is to perform an evaluation of the existing pump control,SCADA and power supply. Conduct a kickoff meeting with key District staff to documentexisting operational problems and concerns, limitations of existing equipment andcontrol systems, and options already considered or of interest to District staff. Alsodiscuss District philosophy regarding redundancy of equipment and control components.Obtain hard and electronic copies of pertinent record drawings for LPPS from Districtstaff. Tour the pump station with District staff and document existing equipment withdigital photographs. Also review maintenance records, facility evaluations, and theDistrict’s 10-year budget. Work with District staff to update Level of Service criteria forLPPS as it pertains to power and control, including future considerations for a possibledownstream hydropower plant. Meet with District Staff and Liberty Energy to establishconstraints for power supply alternatives.Task 3 — Develop and Evaluate Alternatives.Hold a workshop at the District with Operations and Engineering Staff to discuss theConsultant’s proposed upgrade alternatives. Alternatives should be presented as adecision-tree, so that the District can consider the advantages, disadvantages andconsequences of each alternative. The presentation of alternatives should also includeplanning level costs, and identify scheduling and coordination issues for permitting,procurement, maintaining service, and involving Liberty Energy. Rank the alternatives interms of operational ease, maintenance requirements, reliability, and expected servicelife. Develop order-of-magnitude cost opinions for up to two complete systems (35percent contingency). In the Proposal, the Consultant should identify the number ofalternatives they have assumed will be developed for the Project.Task 4 — Prepare and Submit Technical Memorandum. Prepare and submit a drafttechnical memorandum (TM) that summarizes all work completed as part of theEvaluation. Submit the draft TM via email. About two weeks after draft TM submission,have a face-to-face meeting with District staff to present the TM and receive comments.Address review comments received as one collated set from the District’s ProjectManager. Submit 10 hard copies and one electronic copy on CD of the final TM.At a minimum, the Consultant shall include the following in the Technical MemorandumExisting Facility Investigation Field Trip Notes and PhotosLPPS PandC RFP-final

Request For Proposal October 19, 2012Luther Pass Pump Station Power and Control Evaluation Page 5Workshop Meeting MinutesDecision Tree of Alternatives with cost, scheduling and coordinationconsiderationsPreliminary One-Line Drawings for All Power Alternatives4. District Project Team and ManagementJulie Ryan will be the District’s Project Manager and will have overall responsibility andaccountability for the project. Various District Staff will work directly with the Consultantteam to coordinate access to the LPPS and other related District facilities.The following LPPS-related documents are available for Consultant review. The Districtwill provide electronic copy upon request.Luther Pass Pump Station Evaluation Report - September 2007, Winzler & KellyConsulting Engineers*Standby Power Generation Facility Upgrade at Luther Pass Pump Station,Preliminary Design Report – July 2009, AECOMStandby Power Generation Facility Upgrade at Luther Pass Pump Station, RecordDrawings – August 2011, AECOM*Appendix E has an extensive list of relevant documents that will be made available tothe selected Consultant for review at our offices during Task 2.5. Proposal Content and RequirementsTo be considered, your Proposal must be submitted separately from your Cost (intwo separate sealed envelopes clearly marked), and shall include the following:The proposal contents shall be a maximum of ten (10) pages, plus a projectschedule, manpower loading matrix, and appendix material. A typical proposalsubmittal should follow the format provided below.Transmittal Letter (no more than 2 pages): Include any information you believeshould be highlighted from your proposal or any key considerations for theselection committee to consider that are not covered in the proposalrequirements. Consultant will also include in the transmittal, any exceptionstaken to the District’s Standard Consulting Agreement.Firm Experience (no more than 2 pages): Provide a general overview of yourfirm’s experience at providing Engineering Services associated with preparationof public high pressure effluent systems and pump station control buildingevaluations and/or designs.Firm’s Approach to Project (no more than 3 pages): Consultant shall describe itsapproach in implementing and managing the project to a successful completion.This includes how the Consultant shall meet the stated goals within theLPPS PandC RFP-final

Request For Proposal October 19, 2012Luther Pass Pump Station Power and Control Evaluation Page 6scheduled time of completion, the ability to work with a multi-disciplinary projectteam, including District Staff, and other Consultants if necessary.Project Team (no more than 3 pages): Describe your project team, includingtitle, office location and contact information. Include the key individuals and subConsultants that will actually be responsible for conducting the project’s technicalactivities and for management of the project. Include a percent-time availabilitytable for the project manager and key staff, who will be actively working on thedesign. An organization chart should be provided showing the inter-relation ofall the project team members, both District and Consultant.References (no more than 2 pages): Provide at least three (3) references for thekey individuals on the project team. This section should provide a shortdescription of the project and your firm or staff members’ role, and a specificcontact person with phone number. The selection team will be focusing onproject performance and will be requesting input as to conformance withschedules and budgets.Submit manpower-loading matrix indicating an estimate of hours to complete theservices as described in this Request for Proposals. The estimate should be anitemized staffing breakdown in spreadsheet form, indicating personnelclassification, hours for each Consultant team member for each work task. Thissection will not include any staff rates or estimate of costs.Appendix materials may be provided, but is not required other than specificallyidentified, in addition to the ten-page proposal limit. Appendix material may notbe read and if submitted should be limited to resumes of proposed key staffrelevant to the scope of work.6. Proposed CompensationThe Consultant shall provide, in a separately sealed and clearly marked envelope, theCost to be charged to the District by task and a total proposed project cost. The costproposal shall identify direct labor costs and expenses including travel and other directexpenses. Cost proposals will not be opened until after each firm interviewed has beenranked and the firm deemed most qualified has been selected. Only the cost proposalfor the selected firm will be opened and will form the basis of negotiations for thecontract. Unopened costs will be returned to the consultant.7. Desired ScheduleRFP PhaseBegin RFP Process October 22, 2012RFP Submittals Due November 16, 2012Review Submittals by December 5, 2012Notify Successful Firm December 12, 2012Negotiate Contract by December 19, 2012LPPS PandC RFP-final

Request For Proposal October 19, 2012Luther Pass Pump Station Power and Control Evaluation Page 7Board Approval January 3, 2013LPPS Power and Control Evaluation PhaseKick-off/Existing Facility Investigation by January 11, 2013Alternatives Workshop by March 15, 2013Draft Evaluation TM by April 12, 2013Final Evaluation TM by May 17, 20138. Evaluation CriteriaDistrict staff will make a recommendation to the District Board of Directors to select aConsultant to complete the Headworks Replacement Project at the January 3, 2013regular meeting. Staff recommendation will be based on review of the TechnicalProposal, focusing on the firm’s approach to the project, relevant project teamexperience, and demonstrated ability to meet the desired schedule. Furtherconsideration will be given to example work product and references.9. SubmittalsInterested parties shall submit five (5) copies of their Proposal to the District by no laterthan 5 p.m., November 16, 2012. The Proposal shall be presented in a sealed envelopelabeled “Luther Pass Pump Station Power and Control Evaluation” and addressed asfollows:South Tahoe Public Utility DistrictAttention: Julie H. Ryan, P.E.Senior Engineer1275 Meadow Crest Drive,South Lake Tahoe, CA 96150(530) 544-6474Proposals shall not exceed ten (10) pages in length (plus a project schedule, manpowerloading matrix, and appendix material) using a minimum 11-point font size type.Resumes should be included as attachments and will not be counted within the 10-pageproposal limit.Accompanying Cost proposals shall be provided in a separate sealed envelope.Please contact Mr. Paul Sciuto, Assistant General Manager with questions regarding thisRFP through Monday, October 29, at the phone number listed above. Starting October30, questions should be directed at the District’s Project Manager, Ms. Julie Ryan.LPPS PandC RFP-final