PreSubmittal Meeting CITY OF PHOENIX REQUEST FOR QUALIFICATIONS
Pre-Submittal Meeting CITY OF PHOENIX REQUEST FOR QUALIFICATIONS WATER SERVICES DEPARTMENT 7 A-ES 1 NEW RESERVOIR AND 7 A NEW WATERMAIN ENGINEERING SERVICES WS 85050053, WS 85500457, WS 85050019, WS 85500446 PROCUREPHX PRODUCT CATEGORY CODE: 925000000 RFx Number: 6000000998 August 14, 2020
City of Phoenix Representatives Nikhil Parekh, P. E. , Team Lead Joshua Smith, P. E. , Project Manager Water Services Department Viorel D. Gheorghita, Contracts Specialist II Point of Contact for Submittals and RFQ Questions Office of the City Engineer Viorel. Gheorghita@phoenix. gov (602) 256 - 4107
MEETING OVERVIEW q q q Agenda Presenter Meeting Overview Viorel D. Gheorghita, Contracts Specialist II Vendor Registration Joshua Smith, P. E. , Project Manager Vendor Registration and Procure. PHX Project Description & Scope of Work Evaluation Criteria Submittal Requirements Selection Process Selection Schedule Procure. PHX and RFx Electronic Submittal Information Sheet Questions
MEETING OVERVIEW It is your responsibility as a RFQ holder to determine, prior to submittal, if any Notifications have been issued. This is your ONLY opportunity to discuss this solicitation with City staff.
MEETING OVERVIEW Power. Point will be posted on: City of Phoenix’s Procure. PHX system (RFx: 6000000998): https: //eprocurement. phoenix. gov/irj/portal AND posted on: City of Phoenix’s Procurement’s website: https: //solicitations. phoenix. gov/ Click on respective project, then select one of the following: ■ RFQ ■ Notification (if applicable) ■ Bidders Handbook – Step-by-step Guide to RFx Submittals
VENDOR REGISTRATION All Firms MUST be registered in the Vendor Management System PRIOR TO submitting a Proposal New Firms – After registering, the City will send an e-mail with a vendor number in approx. 2 days Information on how to register with the City is available at: https: //www. phoenix. gov/finance/vendorsreg
If your firm is already registered with the City of Phoenix’s Procure. PHX system, visit https: //eprocurement. phoenix. gov/irj/portal to login and access the electronic solicitation
PROJECT DESCRIPTION • The City has identified a need for additional storage capacity on Zone 7 A along Cave Creek Road for resiliency of 7 A and dependent zones • An undeveloped parcel was previously purchased and will be the location for the new reservoir and related facilities. • • A new watermain will also be required to supply the new reservoir • The new reservoir must be operational by Summer 2022 as current projects will be dependent on it • One Design Consultant will be selected for both the reservoir and pipeline construction • The selected Firm will need to coordinate between Remote Facilities and Distribution staff and the selected CMAR in order to complete the project within the tight construction schedule and budget. • The current estimated construction cost is $14 M. The new main will extend the existing 7 A main in Cave Creek Road northeast to the new reservoir site
PROJECT OVERVIEW
PROJECT DESCRIPTION – 7 A WATERMAIN New transmission main that includes: • Up to 42 -inch pipeline • Approximately 9, 300 lineal feet • Will tie into the existing 48 -inch 7 A Transmission Main in Cave Creek Road that ends near BPS 8 A-B 1 • Tie into the New 7 A-ES 1 Reservoir Inlet/Outlet • Cathodic protection
PROJECT OVERVIEW - WATERMAIN
PROJECT DESCRIPTION – 7 A RESERVOIR Complete new reservoir site that includes: • Up to 5 Million Gallon, exposed (non-buried) concrete reservoir • Reservoir recirculation system • Possible reservoir aeration system • Potential provisions for future chlorination facilities • Potential provisions for a future 9 A BPS • New electrical service, including secondary electrical and instrumentation • Site development, including: • • • Perimeter security wall Entrance gate(s) On-site drainage retention Half-street improvements to Forest Pleasant Place and Cave Creek Road Landscaping
PROJECT OVERVIEW - RESERVOIR
SCOPE OF WORK/SERVICES • Design Services may include: o Analysis and recommendation of final reservoir and watermain o o o o sizes Recommendations on design sequence and schedule to meet Summer 2022 completion Preliminary design services, including o o basic hydraulic analysis of affected zones Evaluations and recommendations for water quality provisions Basis of design reports Preparation of the necessary contract documents to construct the new reservoir, watermain, and associated equipment and appurtenances Data collection and field survey, including geotechnical evaluation for construction requirements Cost estimates for the milestone deliverables Assisting the City and its designated PIO with public outreach
SCOPE OF WORK/SERVICES CONT. • Construction Administration and Inspection services may include: o General construction administration and oversight o Construction inspection and materials testing services o Startup and commissioning services o Preparation of record documentation and maintenance procedures o Assisting the City and its designated PIO with public outreach coordination o Agency coordination and permitting
QUESTIONS?
SOQ EVALUATION CRITERIA Maximum number of Points is 1, 075 A. Design Experience of the Prime Firm B. Construction Administration & Inspection of Prime C. Design Experience of the Key Personnel and Subconsultants D. Construction Administration and Inspection Exp. of Key Personnel and Subconsultants E. Project Understanding and Approach F. Staffing Information for Key Personnel 150 pts. 125 pts. 300 pts. 150 pts Provide responses in the order listed in Section IV of the RFQ Be complete, be concise G. Three References Total Max. 1, 075 pts.
v. Submit One (1) page Information Sheet v. Paper Size shall be 8½ “ x 11”; Font size no less than 10 pt. v. Each page containing resumes, SUBMITTAL REQUIREMENTS evaluation criteria, and additional content will be counted toward the maximum page limit v. Pages that have project photos, charts and/or graphs will be counted toward the maximum page limit
10 pages permitted The following will NOT be counted in the Maximum Page Count: Maximum Page Count v Front and back covers v Information Sheet v Table of Contents v Dividers (tabs)
GROUNDS FOR DISQUALIFICATION q Failure to submit electronically through the Procure. PHX online portal by the due date and time q Violating “Contact with City Employees” policy
• Each SOQ will be evaluated according to the evaluation criteria in the RFQ SELECTION PROCESS • No interviews • One firm will be selected • Contract will be executed upon completion of negotiations of contract terms and City Council approval
Web Ex Pre-submittal meeting – August 14, 2020 SELECTION SCHEDULE SOQs Due – August 28, 2020
RFX HINTS & TRICKS BRIEF OVERVIEW FOR ONLINE SUBMISSIONS
RFX OVERVIEW § Registration § Login § Viewing Solicitations § Subscribe to Notifications § Uploading SOQ § Submitting SOQ § Checking Response Status § Editing Response § Questions
ARE YOU REGISTERED ON PROCUREPHX? All Firms MUST be registered in the Vendor Management System PRIOR TO submitting a Proposal. New firms should allow approximately 2 days to receive an email with vendor number. If your firm is already registered with the City of Phoenix’s Procure. PHX system, visit https: //eprocurement. phoenix. gov/irj/portal to login and access the electronic solicitation Product Category Code is: 925000000 RFx (Event) Number is: 6000000998 Note: The VENDOR NUMBER is to be included on the cover of the Statement Of Qualifications
LOGIN Log in to Procure. PHX portal: https: //eprocurement. phoe nix. gov/irj/portal Select RFx and Auctions tab on the top Ribbon You will be taken to the RFx Overview (Event) Page
FINDING SOLICITATIONS / RFX ELECTRONIC SUBMITTALS Click the Refresh Button on the RFx Overview (Event) Page to see the most current information. Find the solicitation you’d like to view from the list, by RFx (Event) Number. For this solicitation, your RFx (Event) Number is: 6000000998
VIEW SELECTED SOLICITATION 1. Click the gray box next to the RFx (Event) Number you’d like to view. Then, 2. Click Display Event This will open a new window to view the selected RFx 2 If you don’t see the new window, check your POP-UP BLOCKER. 1
WOULD YOU LIKE UPDATES ON THIS SOLICITATION? 1 Update your Participation Status accordingly 1. Click Participate. This will ensure you to get email notifications regarding your RFx Event, i. e. Notifications, New Attachments. 2. Review RFx Information Tab for Start/Due dates/ Title of Solicitation 2
DO YOU WANT TO SUBMIT FOR THIS SOLICITATION? 1. Click Create 1 Response 2. Review Notes and Attachments Tab for the RFQ, Pre-Submittal Presentation, Attendance Sheet, and Notifications, etc. 2
HOW TO UPLOAD YOUR SOQ 1. Attach SOQ by clicking Add Attachment, there will be a separate pop up window 2. Click Browse in the pop up window to navigate to the desired attachment document 2 1
ADDING AN ATTACHMENT 1. Once you’ve selected your document, add a Description and then click OK 1 2. The Summary Tab provides a high-level overview of your RFx Response 2 3 3. Under description click the blue link to double check the file that has been uploaded
DOUBLE CHECK & SUBMIT 1. 2. Click the CHECK button to ensure no system errors Click the SUBMIT button to submit your RFx response 1 2
RFX RESPONSE SUBMITTED 1. 2. 3. You will see a RFx response message that your response was submitted. No email notification will be sent. Confirm you have the required number of attachments listed, as outlined in the RFQ. 3 Click Close, and return to the RFx Overview (Event) Page. 1 2
CHECKING THE RESPONSE STATUS 1. 2. 3. Click Refresh on the RFx Overview (Event) Page. Locate the desired RFx (Event) Number, and scroll to the right. Your Response Status should display ‘Submitted’. Note: A Response Status of In Process, or Saved indicates you are still in edit mode, and need to complete a step(s) before the system will update your RFx response to Submitted. 1 3 2
HOW TO EDIT YOUR SUBMISSION The RFx Overview (Event) Page is also where you can find your saved RFx response. Locate the desired RFx (Event) Number, and scroll to the right. You will see your RFx response number shown as a hyperlink. Click on the hyperlink, a new window will pop up to allow you to edit your RFx response. 1
When I submit, what • Error on page and nothing will be does the red submitted circle mean? FREQUENTLY ASKED QUESTIONS When I submit, what • Typically a time zone error, does the yellow information will still be submitted triangle mean? When I submit, what • Verify information is correct and does the green click submit square mean?
Place the following items on the Information Sheet: Things to Remember v. Project Title v RFx Number 6000000998 v. Project Number v. Firm Name v. Firm Address v. Firm Phone Number v. Vendor Number v. Name, Title, and Email address of contact person Do NOT include any other information
PROCUREMENT WEBPAGE HTTPS: //SOLICITATIONS. PHOENIX. GOV/ • Project-specific RFQs, Notifications, “CIP Submitters RFX Handbook”, Sign-in Sheets, Power. Point Presentations • Link to “Tabulations, Awards and Recommendations” web page
HTTPS: //WWW. PHOENIX. GOV/STREETS/PROCUREMENT-OPPORTUNITIES/ Procurement Newsletter Submitter’s Handbook
QUESTIONS AFTER TODAY? Email all questions to: Viorel. Gheorghita@phoenix. gov Or call: 602 -256 -4107 Reference RFx 6000000998 in your email subject line Thank You for Attending!!!
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