6862-2 Prog Mgmt + SVC SOW R4 CSCity of Denton, Texas
Request for Qualifications #6862
Statement of Work
Exhibit #3
DME CIP Program Management Engineering Services
A: INTRODUCTION
In accordance with the provisions of Texas Government Code, Chapter 2254, the City of Denton (City), a home-rule city of the State of Texas, is requesting submissions of qualifications
for the purpose of selecting at least one firm with demonstrated experience in providing program management, project management support, real estate services, construction inspection
services, and other related services under the umbrella of a Professional Engineering organization. The City of Denton reserves the right to award a separate contract for real estate
services and not include these services under the umbrella of the program management contract. The work will be to monitor and aid in managing Denton Municipal Electric (DME) Capital
Improvement Plan (CIP) substation and transmission line projects as described in this document. Firms must submit information supporting experience and capabilities for all categories
of work anticipated. Submittal of supporting information shall follow the format described in Section 16 of the main RFQ document. Professional engineering services obtained under
this contract are not expected to be involved in design of capital projects but may be called on to provide engineering expertise for evaluation of problems, assisting to resolve technical
issues related to construction or construction inspection, evaluation of routes or sites for suitability or feasibility, generally supporting program or project management efforts,
or providing other types of technical support related to program or project management.
The responses to this RFQ shall be submitted to the City of Denton in sealed submissions.
The City of Denton prefers to award a single contract for all services required. A contract for Easement/Property Acquisition (real estate) services may be awarded to a separate firm.
The contract will be for an initial period of three years with two one year renewal periods. Work categories for which proposals are requested for substation and transmission line
projects include:
Program management
Construction inspection services
Certain professional engineering services
Easement/property acquisitions services
Additional services
The awarded firm shall have the ability to provide all the categories of services in the list above.
B: SCOPE OF WORK
Program Management: Program management services are required for DME’s CIP program as a whole. The CIP program consists of transmission line and substation projects in various stages
from site and route identification and selection through final construction and closeout. Program management activities shall include but not be limited to:
Program and project management and planning support
Provide program and project management expertise and services
Attend program and project meetings
Assist with developing program and project schedules and sequencing plans
Assist with documenting and updating documentation related to DME and city processes
Provide technical support for program management
Maintain program and project records
Assist with creation of records, documents, statistics, and any other types of support for program management, project management, project scheduling, record needs, or any other type
of program recordkeeping needs
Provide any other program and project related support that will aid in managing DME’s CIP execution
Tracking and reporting for:
Project plans and schedules
Real estate transaction status
Project and material status
Incorporate history for the program for times preceding this contract to insure continuity of tracking
Prepare dashboards for reporting to management
Other reporting as required
Site and route selection support
Research to aid in identifying potential sites and routes and creating documents that will describe optional and proposed sites and routes
Identify any environmental or historical areas that could pose limitations for the use of any part of a potential route or site
Coordinate with state agencies that may have jurisdiction over aspects of land use
Prepare maps, displays, and information for internal and external meetings and records
Arrange for, or assist with arranging for, public meetings
Provide computer resources for responses at public meetings
Prepare, or assist with preparation of, project information sheets for public involvement activities or to support other requirements
Assist with meetings
Provide other documents or research as assigned
Meeting support (internal, Public Utility Board, City Council, etc.)
Assist with periodic project coordination meetings (preparation for and reporting)
Assist with scheduling meetings or insuring that deadlines for formal meetings are met
Prepare meeting agendas and minutes
Prepare or assist with preparing presentations
Gather and maintain data and statistics to support meeting needs
Provide other support as required
Construction Inspection Services: Services for assuring substation projects are constructed to DME specifications and city and state regulations. This category shall include but not
be limited to:
Conduct on-site observations of construction work
Maintain records of weather and construction activities on a daily basis
Assist in coordinating and monitoring material provided to the contractor or delivered to the site and maintain records that document transfers to the site or contractors
Report safety, damage, and construction issues to appropriate DME points of contact
Insure that construction meets design and regulatory requirements
Professional Engineering Services: Services are required by a professional engineering firm to provide general and technical oversight for the program management services and construction
inspection services and to serve as a consultant should special technical issues arise related to construction inspection or in the event that DME requires other engineering support
related to technical problems with construction or program or project management. Professional engineering services obtained as a part of this contract are not intended to be involved
in design of capital projects but may be called on to provide engineering expertise for evaluation of problems, assisting to resolve technical issues related to construction or construction
inspection, evaluation of routes or sites for suitability or feasibility, generally supporting program or project management efforts, or providing other types of technical support related
to program or project management.
All professional engineering services will be performed under the direct supervision of a Registered Professional Engineer licensed to practice in the State of Texas. The Engineer will
seal all documents requiring the seal of a Professional Engineer. The services will meet or exceed the minimum standards of practice established by the Texas Board of Professional
Engineers.
Include copies of current licenses or certifications of the lead Engineer and any other firm employee that will be signing and/or sealing official documents. Submittal of supporting
information shall follow the format described in Section 16 of the main RFQ document.
The firm shall not substitute or replace the lead Engineer or any other major staff involved with this contract without the written acceptance by the City of Denton.
Easement/Property Acquisition Services: Services for assistance in acquiring property and easements are necessary to support DME projects. DME has been in the process of acquiring
land and land rights for several years, and activity has been initiated on a significant number of parcels. Progress ranges from not started to late stages of acquisition with parcels
in every state of completion (including some that are in the eminent domain step). The work for each parcel
will have to be picked up at its current state with the goal of completing all planned acquisitions. Activities required shall include but not be limited to:
Provide all SB 18 notices and actions for all property and property rights acquisition activities related to DME’s CIP
Serve as the primary contact for owner interactions and any negotiations
Provide appraisals
Provide review of appraisals
Provide, or arrange for, broker’s opinions in support of establishing valuations when needed
Arrange for title services (all aspects related to research, negotiations, eminent domain, updates, closings, to support preparation of surveys, and any other needs to support land and
land rights research or acquisitions)
Prepare appropriate requests and documentation to support closings or insure that documents are requested from all appropriate sources to facilitate closings
Manage closings
Provide eminent domain support
Provide relocation services for property purchases (DME to pay relocation costs)
Coordinate with City of Denton Real Estate Department
The following is a brief and approximate summary of where DME believes the real estate process is for projects that are expected in the contract period at the present time. This is
an estimate and no guarantee is intended for what will be required, what projects may be delayed or cancelled, or what new projects might be added. It is a brief summary of what is
expected at this time only and is given as an indication of what possible work may be required as a result of this RFQ. The numbers of parcels in each category may change at any time.
More detail will be provided should a firm reach the point of negotiating for a contract.
Estimated number of parcels where little or no action has been taken: 75 – 130 (significant variation is possible dependent on what projects are actually undertaken)
Number of parcels that are in the eminent domain process: 1
Total number of parcels at early to intermediate stages: 25
Estimated number of parcels that are potentially near closing: 2
The City of Denton reserves the right to award a separate contract for real estate services and not include these services under the umbrella of the program management contract. Should
a separate contract be awarded for real estate services, it will be a direct responsibility of the real estate contractor to provide all information to, and coordination necessary with,
the program management contractor to insure that program management activities are fully supported.
Additional Services: Additional professional engineering or other services, not included in the above categories, may be requested by the city in writing and shall be executed only
upon acceptance by both parties of the scope and costs of each additional service.
C: EXPECTATIONS OF THE CITY
The City expects the work under this contract to be undertaken as a complete package for the CIP program. The successful consultant shall address all the tasks listed in the section
on Scope of Work along with any others tasks that are necessary to provide effective program and project management. Should the City elect to obtain real estate services under a separate
contract, the parties for both contracts shall coordinate fully to insure that the real estate information and tracking are appropriately available to be included in the program management
activities. For program management, it is anticipated that at least one individual will be working in DME offices at least three days per week most of the time. At the conclusion
of the contract period, electronic copies of all documentation related to DME’s CIP program shall be provided to the City in an organization and format that allows them to be accessed
and used in any way that the City deems appropriate for the future. RFQ submissions and subsequent documentation shall comply with all Federal, State, County and City laws, regulations,
and licensing. The successful firm will provide a competent and experienced contract administration liaison to work with the City and any selected contractor(s). The contractor will
be expected to provide all computers and software necessary to accomplish the work. As a minimum, this shall include Microsoft suite of software (Word, Excel, PowerPoint, Project),
Visio, Blue Beam (or equivalent), Adobe, AutoCAD viewing capability, etc.
D: PROJECT LIST
The following is a list of projects that are included in DME’s CIP. These capital improvement projects are in various stages of planning, design, or construction. These projects are
the ones that are known about and in the program at this time. System needs or priorities may change the timing of any project or may cause projects to be added, delayed, or cancelled
at any point during the contract term. The DME CIP is updated annually and is subject to change based on direction and need.
Substations
Hickory Substation (new GIS substation project, land purchased, site cleared, design proceeding; estimated project completion at this time is 10%)
Eagle Substation (new GIS substation project, still in land acquisition phase; estimated project completion at this time is 5%)
Brinker Substation (new substation project, land purchased, site to rough grade, physical design 90%, protective relay and control design 60%, retaining wall designed and starting procurement
document development, installing site drainage, constructing precast concrete fence, other project aspects on hold; estimated project completion at this time is 30%)
Underwood Substation (new substation project, site identified, in site procurement process; estimated project completion at this time is 2%)
Denton North Transformer 2 Addition (existing substation expansion, physical design 90%, procurement in process, protective relay and control design 20%, construction planned in spring
2019; estimated project completion at this time is 20%)
Denton North Substation Drainage and fence replacement (improvement and expansion of an existing substation, drainage design complete, other design components underway; estimated project
completion at this time is 20%)
Other substation projects as required
Transmission Lines
Brinker to Loop 288 (new 138kV transmission line segment, procurement in process, construction January to May 2019; estimated project completion at this time is 45%)
Cooper Creek to Arco (reconstruction of 138kV transmission line, design 80%, procurement in early 2019, construction fall 2019; estimated project completion at this time is 15%)
Locust to Woodrow (reconstruction of small segments of a 138kV transmission line, procurement complete, construction in progress, completion in February 2019; estimated project completion
at this time is 55%)
Woodrow to Brinker (future 138kV transmission line reconstruction project; estimated project completion at this time is 10%)
Hickory Substation Transmission Underground (construction of three new segments of 138kV underground transmission line to connect three transmission lines to the new Hickory Substation,
design in progress, schedule not determined; estimated project completion at this time is 10%)
Hickory to Eagle (future 138kV transmission line reconstruction project, preliminary design work and easement acquisition work are in progress; estimated project completion at this time
is 15%)
Eagle to Locust (future 138kV transmission line reconstruction project, one short segment procured and in construction, preliminary design work and easement procurement in progress;
estimated project completion at this time is 18%)
Pockrus to Brinker (future new 138kV transmission line project, one segment under construction; no schedule for future segments, easement acquisition required; estimated project completion
at this time is 15%)
Spencer to Brinker (new 138kV transmission line project, design, segments have been constructed, schedule for future segments not determined; estimated project completion at this time
is 45%)
Masch Branch Tie-in (install five poles to connect the new Masch Branch Substation, procurement complete, awaiting outage and construction scheduling; estimated project completion at
this time is 60%.
Other transmission projects as required
E: CITY PROVIDED FACILITIES AND SERVICES
The City will provide at least one office in the Transmission Engineering Building for the use of the successful firm at no cost. The office will include Wi-Fi services, phone, and
will have provision for printing, at least, letter size documents.
F: CONTRACT STRUCTURE
The compensation for the engineering, program management, and construction inspection services will be hourly with some allowances for other expenses. Compensation for the real estate
acquisition services are expected to be primarily fee-based for specific services completed with possible provisions for some expenses. There may also be an opportunity to structure
some services related to real estate acquisitions as hourly. The submission must provide information on the proposed fee structure (without cost) for how the respondent would prefer
the real estate fees to be structured. The structure must recognize that some services for land and land rights acquisitions have already been accomplished. Contract compensation
and billing structure will be negotiated with selected firm (or firms) in accordance with information contained in the RFQ invitation. The contract will have a total not-to-exceed
amount for the entire term of the contract.