Title
Consulting Engineering Services for Comprehensive Sanitary Sewer Evaluation - RFQ
History
The Metropolitan Water Reclamation District of Greater Chicago (MWRD) governs the sanitary sewer collection system for Orland Park through their Watershed Management Ordinance (WMO). The Environmental Protection Agency (EPA) and the Illinois EPA (IEPA) imposed special conditions in the National Pollutant Discharge Elimination System (NPDES) permits issued for the District’s Water Reclamation Plants that requires tributary local and separate sanitary sewer satellite entities to implement measures in addition to those required under the 1985 Sewer Summit Agreement if excessive I/I in the system causes or contributes to sanitary sewer overflows or basement backups. Due to this mandate, the District incorporated an updated Infiltration and Inflow Control Program (IICP) into the Watershed Management Ordinance.
This unfunded mandate, by design, requires technical and project specific assistance to develop and implement a comprehensive, sanitary sewer system evaluation & repair program that incorporates the requirements outlined in the WMO. As these programs are created and implemented, staff will need to return to the Public Works Committee to request approval to perform recommended testing and/or corrective work. A consultant is needed to guide and assist Public Works in developing and implementing a comprehensive sanitary sewer evaluation and repair program that will meet specific short-term and long-term requirements as mandated by MWRD's Watershed Management Ordinance.
MWRD’s WMO requires affected agencies and communities to perform various investigative methods to identify, record, report, monitor, correct and remove inflow and infiltration from the sanitary sewer system. Methods invariably will require the creation and development of programs including manhole inspections, smoke testing, flow monitoring, cleaning and televising of sanitary sewers. Based on the findings from these investigative programs, the Village will then need to develop specifications, construction schedules, cost estimates and other bid documents to correct the issues identified in the sanitary sewer collection system. Even before these items can be completed, a number of village-specific programs must be developed that will assist the Village in complying with the WMO (i.e., Sanitary Sewer System Rehabilitation Program and Private Sector Program, etc.). The successful creation of these programs will culminate into the development and implementation of a comprehensive and phased I/I program, designed to reduce and/or eliminate I/I through a multi-year funded capital improvement program.
To facilitate the consultant selection process, a Request for Qualifications (RFQ) was created to select a qualified and experienced engineering firm to provide assistance in complying with the new WMO requirements; and assist the Village with the development of critical programs that address the various MWRD requirements.
A. Assist the Village of Orland Park in developing a Sewer System Condition Assessment and completing the first Short Term Requirements Annual Summary Report (due by March 1st, 2016)
B. Assist the Village of Orland Park in establishing a Sanitary Sewer System Rehabilitation Program. Utilize assessment data to identify rehabilitation needs and high priority deficiencies. Development of a Capital Improvement Program (CIP) based on severity of condition.
C. Develop and submit to DISTRICT for approval a Private Sector Program (PSP) that
addresses disconnection of direct and indirect cross connections identified during
inspections and repairs to service laterals.
D. Develop and submit to DISTRICT for approval a Long Term O&M Program conforming to Section §805 of the DISTRICT Watershed Management Ordinance.
E. Public Outreach/Notification Campaign:
Due to the highly visible nature of this type of work, the Consultant will assist staff with creating and maintaining an effective public outreach campaign that will consist of the following:
1. Pre-Project campaign to notice citizens educating them of upcoming
Testing/work
2. Web based information, notifications and education material
3. Scheduled mailings and/or handouts
4. Reminder information by neighborhood or designated work area
5. Brochures, pamphlets and targeted neighborhood correspondences
F. Assist in the establishment of programs, parameters and bid documents for short term and long term operational activities including but not limited to:
1. Manhole Inspections
2. Smoke Testing
3. Flow monitoring
4. Televising sanitary sewers
Staff anticipates that the work to develop these critical programs will continue through FY2019. Staff also anticipates and estimates that the initial year costs for program development will be approximately $30,000. Costs for continued program development are not to exceed $50,000 for both FY 2016 and FY 2017. To better control for costs, staff will continue to negotiate with the consultant for cost estimates through years FY2018 and FY2019, and will return to the public works committee for additional funding authorization.
On September 21, 2015 an RFQ for a Comprehensive Sanitary Sewer System Evaluation Project was advertised in the SouthtownStar Newspaper. On October 5, 2015 at 11:00 a.m. seven (7) proposals were received for consideration (RFQ tabulation attached).
As part of the RFQ, an evaluation criteria was defined, including; qualifications, project approach and experience with area Inflow & Infiltration reduction programs per MWRD requirements (40%); qualifications and experience of the main point of contact, project managers, design team and construction engineers (20%); qualifications and experience with the MWRD’s WMO; specifically Section 8 (15%); qualifications and experience in securing outside funding sources to offset local costs in implementing an Inflow/Infiltration Reduction program per MWRD requirements (5%); completeness of the proposal (10%); and cost schedule (10%).
To evaluate responding firms, a group comprised of five staff members from Public Works was established. After ratings were submitted by each of the evaluators, a composite score was generated and the top two firms were selected for interviews.
Both firms interviewed with the evaluation group on October 14, 2015 and were asked to make a short presentation. Upon completion of the interview process, each evaluator ranked the firms. All five evaluators unanimously recommend RJN Group, Inc. of Wheaton, Illinois. RJN Group has extensive experience with the MWRD’s WMO Article 8 requirements and further demonstrated that they have well qualified staff available to complete the development of the various programs. RJN’s rate schedule was clear, comprehensive and appropriately geared to accommodate staff’s cost estimates for the development of the required programs. Staff highly recommends this firm to complete the tasks outlined in the scope of services.
On November 2, 2015, this item was reviewed and approved by the Public Works Committee and referred to the Board for approval.
Financial Impact
There are sufficient funds available in the Utility Fund Capital account 031-6003-470600.
Recommended Action/Motion
I move to approve to award the consulting engineering services to RJN Group, Inc. of Wheaton, Illinois for the Comprehensive Sanitary Sewer System Evaluation Project in an amount not to exceed $30,000 for FY 2015 and an amount not exceed $50,000 in both FY 2016 and FY 2017.