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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.