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HomeMy WebLinkAboutIR 10212 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10212 December 11, 2018 To the Mayor and Members of the City Council Page 1 of 1 SUBJECT: UPDATE ON COMPREHENSIVE REVIEW OF THE TRINITY RIVER VISION CENTRAL CITY FLOOD CONTROL PROJECT On December 5, 2018, the Board of the Trinity River Vision Authority (TRVA) approved a d Cooke serve on the Trinity River Vision Authority Board. A copy of the Request for Proposal is attached. In summary, the scope of the review is quite broad and covers: Project Management and Efficiency, Financing and Finding Alternatives, Governance and Transparency, and Communications and Outreach. The TRVA Board intends to select a consultant no later than March 2019. If you have any questions, please feel free to contact David Cooke. David Cooke City Manager Attachment ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS PURCHASING DEPARTMENT 600 East Northside Drive Fort Worth, Texas 76164 (First Building on the Right after you enter the gate) COMPREHENSIVE PROGRAMMATIC REVIEW OF THE TRINITY RIVER VISION CENTRAL CITY FLOOD CONTROL PROJECT REQUEST FOR PROPOSAL RFP NO. 19-033 MANDATORY PRE-SUBMITTAL MEETING JANUARY 10, 2019 AT 10:00 A.M. CST TRWD BOARD ROOM 800 EAST NORTHSIDE DRIVE FORT WORTH, TX 76102 ORIGINAL AND TWELVE (12) SEALED COPIES OF PROPOSAL DUE NO LATER THAN JANUARY 29, 2019 AT 10:00 A.M. CST TRWD PURCHASING DEPARTMENT 600 EAST NORTHSIDE DRIVE FORT WORTH, TEXAS 76164 TABLE OF CONTENTS 1. TRWD/TRVA BACKGROUND 2. BRIEF PROJECT DESCRIPTION 3. OFFICIAL DOCUMENTS 4. SCHEDULE 5. SCOPE OF WORK 6. LIST OF DELIVERABLES/MINIMUM REQUIREMENTS 7. STAFF AND ROLES ON PROJECT 8. PRE-PROPOSAL MEETING 9. REQUESTS FOR CLARIFICATION 10. INSTRUCTIONS FOR PREPARATION OF PROPOSALS 11. SUBMISSION OF PROPOSAL 12. EVALUATION PROCESS 13. SELECTION OF FIRM APPENDIX A Proposal Form APPENDIX B References Form APPENDIX C - Conflict of Interest Questionnaire APPENDIX D Non-Resident Bidders APPENDIX E Compliance to Texas Sales Tax Code APPENDIX F Non-collusion Affidavit APPENDIX G Agreement. The attached Agreement is our Standard contract and no changes or alterations will be considered (for reference purposes only; this is the agreement that will be used with the selected firm) APPENDIX H Diverse Business Participation Packet (for reference purposes only; this packet will be filled out by the selected firm) RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 2 1. TRWD/TRVA BACKGROUND The Tarrant Regional Water District (TRWD) has provided quality water to its customers, implemented vital flood control measures and created recreational opportunities for Tarrant County residents and communities for more than eighty (80) years. In 2006, the Trinity River Vision Authority (TRVA) was created by the TRWD to manage and coordinate the Trinity River Vision Central City Flood Control Project. The project is a multi-agency collaboration amongst the TRWD, the United States Army Corps of Engineering (US CoE), the City of Fort Worth, Tarrant County, Streams and Valleys and Texas Department of Transportation (TxDOT). When completed, the project will deliver flood protection, environmental cleanup of the Trinity River corridor and recreation for more than 3,000 acres of Tarrant County land. The TRVA is responsible for the implementation of the project and coordinates activities of the aforementioned agencies. For further information, please review the following: TRWD website www.trwd.com TRVA website www.trinityrivervision.org 2. BRIEF PROJECT DESCRIPTION TRWD on behalf of the TRVA is requesting proposals from a nationally recognized consulting firm to provide an independent comprehensive programmatic review of the Trinity River Vision Flood Control Project. The consultant will propose alternative solutions to optimize performance, improve transparency and accountability, promote the effective and efficient use of resources and assist in the identification of future resources needed to meet the intended goals and bring this project to a successful completion. 3. OFFICIAL DOCUMENTS Official Documents are available for immediate download at the following Procurement Web-Site: Civcast link here. Prospective Offerors must register with the Procurement Website as a plan holder, even if proposal documents are obtained from a plan room or other site. All official notifications, addenda and other documents will be offered only through the Procurement Website. Documents obtained from any source other than the District may be incomplete and bidders risk not receiving necessary addenda, or other required documents causing the proposal to be considered non- responsive, and eliminating the proposal from award. The District will not be responsible for the completeness, accuracy, or timeliness of the final proposal documents obtained from other sources. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 3 4. SCHEDULE Comprehensive Programmatic Review Schedule EventDate TRVA Board MeetingDecember 5, 2018 Issuance of RFPDecember 13, 2018 Pre-proposal MeetingJanuary 10, 2019 Deadline for questionsJanuary 15, 2019 Proposals Submittals DueJanuary 29, 2019 Evaluations and DiscussionsJanuary 30-February 7, 2019 Interviews with short listed Offerors if neededFebuary 18-22, 2019 Final EvaluationFebruary 27, 2019 Board Agenda DeadlineFebruary 28, 2019 Recommendation/Approval of Contract by the TRVA's BoardMarch 6, 2019 Notice of Award - Post Proposal Document Requested From VendorMarch 7, 2019 Notice to Proceed - Post Proposal Docs Received/Contract SignedMarch 21, 2019 Anticipated Project Completion From Notice to Proceed (Internal Estimate 90 days)June 19, 2019 The schedule above is intended as a general guideline and is subject to change. The selected firm will need to provide a detailed schedule. 5. SCOPE OF WORK The Tarrant Regional Water District (TRWD) tasked the Trinity River Vision Authority (TRVA) to engage a nationally recognized consultant firm to provide a comprehensive programmatic review of the Trinity River Vision Central City Flood Control Project. The consultant will propose solutions to optimize performance, improve transparency and accountability, promote the effective and efficient use of resources and assist in the identification of future resources needed to meet the intended goals and bring this project to a successful conclusion. the targeted areas listed below: 1. Project Management and Efficiency A. Review the overall program strategy and determine how organizational capabilities align with that strategy. B. Analyze current management structure, including accountability structure and staff composition and roles. Recommend where efficiencies could be gained or gaps exist. C. Identify opportunities to increase the efficiency of work flow and data flow. D. Document a timeline that details past activities, the consolidation of the US CoE projects and future activities leading to the successful conclusion of the project. Include the cost and source of funding for each activity. E. Conduct an analysis beginning from inception of the project and provide an explanation of why the project costs have increased significantly over the years. F. Identify the direct and supporting activities necessary to construct the bypass channel and the funding sources for these activities. G. Analyze the chosen bridge design and construction timeline of the three bridges related to the Trinity River Vision Central City Flood Control Project. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 4 H. Review communication responsibilities of each TRVA Board member to their respective governing bodies. I. Review responsibilities assigned to TRVA by project partners. 2. Financing and Funding Alternatives A. Analyze financial policies and procedures of the TRVA. B. ose purposes. C. Review and update project performance and risk analysis. D. Analyze project financing plan and performance against that plan to date. E. Determine the availability of federal/state/private funds that may assist in the completion of the project. F. Determine if an Economic Assessment is necessary to secure federal funding for the US CoE to complete the bypass channel. G. Analyze the existing approach to financial transparency and publication of project progress and offer suggestions for improvement. H. To the greatest extent possible, describe the timing of potential receipt of federal and non-federal funding sources. 3. Governance and Transparency A. oversight. B. Recommend appropriate level of oversight the TRVA Board should have over TRWD staff assigned to the project. C. -Committee, its membership makeup, its reporting process; make recommendations of any changes to create greater transparency; and then make recommendations as to the proper placement of this function within the TRVA/TRWD/City of Fort Worth relational framework. 4. Communications and Education Outreach A. Analyze education outreach efforts and make recommendations to increase the reach of these communications efforts. B. Analyze the marketing strategy for the area that is the source of local project funding (the Tax Increment Financing District). Determine where organizational capabilities align with that strategy. Assess gaps in capabilities and possible efficiencies. The consultant is encouraged to make any additional recommendations that increase the effectiveness and efficiency of the Trinity River Vison Central City Flood Control Project or any other recommendations as deemed appropriate. 6. LIST OF DELIVERABLES/MINIMUM REQUIREMENTS Given the specificity of the services requested, clear and demonstrated expertise must be submitted for consideration. The respondent should be able to include and specify a detailed plan on how each of the above review areas will be assessed and/or evaluated. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 5 7. STAFF AND ROLES ON PROJECT Maegan South Project Manager Kandice Boutte Project Manager 8. PRE-SUBMITTAL MEETING A mandatory pre-proposal meeting will be held January 10, 2019 at 10:00 A.M. CST in the TRWD Board Room, 800 East Northside Drive, Fort Worth, TX 76102. 9. REQUESTS FOR CLARIFICATION Communication Restrictions: Respondents or their representatives are prohibited from communicating with TRWD, TRVA, Tarrant County, City of Fort Worth, Streams and Valleys, TxDOT and US CoE officials and employees regarding this RFP from the time this RFP is released until selection of the firm is made. hone calls, emails, and any contact that results in the direct or indirect discussion of the RFP and/or proposal submitted by Respondent. Violation of this provision by the posal from consideration. Submit questions using the Question and Answer process on the Procurement Website (CivCastUSA.com). Responses to questions posted on the Procurement Website will be posted on the Procurement Website by the Owner for the benefit of all Firms. A response will be posted for questions submitted by end of day January 15, 2019. Review the following guidelines for asking questions on the procurement website before posting questions: Read the previously posted questions before posting similar questions to avoid duplication. Post only one question per entry. Multiple part questions cannot be answered until all responses have been prepared. A response to multiple part questions will not be answered and will need to be resubmitted individually. Provide adequate information to allow a response to be made. i.e. Reference specific sections, provide a brief background to set the stage for your question, etc. Do not use this forum to request approval of an alternate product. Follow the provision of the contract documents for this process. Ask questions early. The deadline for questions will not be extended unless the date for receipt of bids is extended. No response will be made to questions asked after the deadline. Responses to questions are not part of the contract documents and cannot modify the contract documents. An addendum may be issued to clarify, correct or change the contract documents, addenda or related supplemental data. A response to a question that would indicate an addition, modification or clarification of the Contract Documents other than directing the attention of the requestor to a specific reference in the Contract Documents will be made by Addenda for the benefit of all other Offerors. Only modifications made by formal written addenda signed by the District will be binding. Oral and other interpretations or clarifications will be without legal effect. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 6 10. INSTRUCTIONS FOR PREPARATION OF PROPOSAL PROPOSAL Organization: To facilitate review of the Proposals, respondents are requested to organize the main document as outlined below. If the Respondent wishes to submit additional information in support of, or to strengthen the Proposal, such information may be submitted separately in Appendices. General In order to minimize the work of the firms initially submitting and the review time required by the selection committee, the following instructions should be followed in preparing the Proposal. Only firms qualified to perform the work per the expectations communicated in this Request for Proposal are asked to submit a Proposal. Organize the submittal into the following sections: Section 1 Section 2 Project Approach/Management Section 3 Qualifications of Key Personnel Working on the Project Section 4 References Section 5 Minority/Woman Owned Business Participation Section 6 - Forms Limit the contents of the submittal to that described for each section. Be succinct. Section 1 and Capability Provide a brief description and history of your organization. Describe the qualifications of your company that demonstrate the capability to provide the desired services as it relates to this RFP. Describe relevant services performed within the last five (5) years which best illustrates your experience as it relates to this RFP. Provide names, addresses, qualifications, and specific duties of any proposed sub- contractors. Describe your successes and challenges with similar projects that you have completed. Respondent should submit two (2) relevant case studies and/or similar project work as part of the application and proof of experience. Please provide the duration of the engagement from selection to completion for each project submitted. Section 2 Project Approach/Management analysis, and consideration of specific on-site conditions. Include a description of how the project team will be structured, its roles and command. including communications procedures, design procedures and quality control. List facilities and equipment owned by the firm and available to the client, including computer capability, reproduction and communication equipment, laboratory and testing equipment, or other specialized equipment applicable to the project under consideration. Describe in detail what TRWD will receive for the proposed price. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 7 Provide a detailed timeline and milestone schedule. Each milestone should include a project completion percentage and the milestone schedule will be utilized to determine progress payments of proposed price. Section 3 Qualifications of Key Personnel Working on the Project Provide names and qualifications of the principals who will oversee the project. Provide names and qualifications of the key team member(s) who will perform work for experience and knowledge are a vital component of project success, TRWD expects and requires that resumes submitted are for the staff who will actually be assigned to the project. TRVA will have final approval of all staff assignments including changes made during the contract duration. Section 4 References Please list three (3) relevant references, other than TRWD, who can verify your performance as a vendor. Performance includes but shall not be limited to, sales and/or service, delivery, invoicing, and other items as may be require for TRWD to determine refer to completed projects, not project that are currently underway. Inaccurate, obsolete or negative responses from the listed references could result in rejection of your proposal. meet deadlines and remain within budget. Failure to supply required references will deem your response as non-responsive and it will not be considered for award. Respondent involvement with reference checks is not permitted. Only TRWD or their designee will conduct reference checks. Any deviation to this will result in rejection of the response. Section 5 Minority/Women Owned Business Participation Provide a brief description of how you propose to satisfy the M/WBE participation goal of 25% on the project by completing APPENDIX H. Section 6 Forms APPENDIX A Proposal Form APPENDIX B References Form APPENDIX C Conflict of Interest Questionnaire APPENDIX D Non-Resident Bidders APPENDIX E Compliance to Texas Sales Tax Code APPENDIX F Non-Collusion Affidavit APPENDIX H Diverse Business Participation Packet RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 8 11. SUBMISSION OF PROPOSALS ORIGINAL AND TWELVE (12) COPIES OF SEALED PROPOSAL MUST BE RECEIVED IN THE TRWD PURCHASING DEPARTMENT AT 600 EAST NORTHSIDE DRIVE, FORT WORTH, TX 76164 ON OR BEFORE JANUARY 29, 2019 AT 10:00 A.M. CST. ALL PROPOSALS MUST BE LABELED RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW OF THE MANAGEMENT OF THE TRINITY RIVER VISION CENTRAL CITY FLOOD CONTROL PROJECT. It is the sole responsibility of the Firm to ensure timely delivery of the Proposal. TRVA will not be held responsible for failure of service on the part of the U.S. Postal Service, courier companies, or any other form of delivery service chosen by the Firm. All Proposals received after the due date and time will not be considered and will be returned. are closed, Proposals will be accepted until 5:00 p.m. the next business day after TRWD opens. 12. EVALUATION PROCESS General: This Request does not commit TRVA to enter into an agreement or to pay any costs incurred in the preparation and submittal of a proposal in response to this request or in subsequent interviews and negotiations, or to procure a contract for the project. TRVA will require the selected respondent(s), if any; to participate in negotiations for the fees for the project and to submit such scope, technical, and/or other revisions to the proposals as may result from negotiations. TRVA reserves the right to perform all or some of the services described in this document with its own staff. Qualifications-Based Selection Criteria: RFPs will be evaluated and ranked based upon the responses provided relative to the content requirements of this RFP. WEIGHTED CRITERIA Criteria Weighted Percentage 25% Project Approach/Management 25% Qualifications of Key Personnel Working on the Project 15% Price 25% References 5% Diverse Business Participation 5% 13. SELECTION OF FIRM The TRVA Board will select a firm based on the review of the Proposal. The TRVA Board will determine the best qualified firm on the basis of their proposal. The committee may decide that selection of a firm may require interviews with up to three top ranked firms or decide that interviews are not needed and request a comprehensive scope and fees proposal from the top ranked firm. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 9 If interviews are necessary, the top ranked firms will be notified and provided instructions for the interview. Once interviews have been completed, the evaluation committee will re-score the top ranked firms for all evaluation criteria categories except references and price. The Proposals with the highest scores may be invited to prepare a best and final offer for consideration by the evaluation committee. TRVA reserves the right at its sole discretion to determine if pursuing best and final offers is in the best interest of TRVA. TRVA is under no obligation to pursue best and final offers. TRVA reserves the right to evaluate the Proposals submitted; to waive any irregularities therein; or to reject any and all Proposals should it be deemed in TRVA's best interest to do so. TRVA will award to the advantageous. TRVA is a governmental body and all material submitted to TRVA becomes subject to Texas Government RFP to be VA shall promptly notify the Respondent as required by the Act. Respondents are solely responsible for submitting any arguments, authorities or other information to the Attorney General of Texas regarding release of the claimed proprietary information. The TRVA shall have no liability for disclosures made pursuant to the Act. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 10 APPENDIX A PROPOSAL FORM OFFEROR CONTACT INFORMATION: Company Name: ___________________________________________________________ Contact: ___________________________________________________________ Email: ___________________________________________________________ Address: ___________________________________________________________ Phone: ___________________________________________________________ PROPOSAL AMOUNT Proposals must be submitted on this form as provided by TRWD and in accordance with the specifications. Line DESCRIPTION PRICE 1 TRVA PROGRAMMATIC REVIEW TOTAL PROJECT LUMP SUM $ PRICE FINANCIAL RESPONSE MUST SET FORTH ALL COSTS ASSOCIATED WITH THE PROPOSED SCOPE OF WORK. OFFERORS MUST ACKNOWLEDGE THE ALL COSTS, INCLUDING TRAVEL, REQUIRED TO MEET THE RFP REQUIREMENTS HAVE BEEN INCLUDED IN THE TOTAL LUMP SUM PRICE. ANY CONTRACT SIGNED WILL BE A FIXED PRICE CONTRACT AND NO OTHER COSTS WILL BE ALLOWED OR PAID. PAYMENTS TO AWARDED OFFEROR WILL BE MADE IN ACCORDANCE WITH PROPOSED MILESTONE SCHEDULE SUBMITTED IN PROJECT APPROACH (SUBJECT TO ACCEPTANCE). Total Amount (in words) _________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ TIME FOR COMPLETION __________________ (Calendar Days) Offeror confirms required insurance specified in APPENDIX G - AGREEMENT will be provided if awarded the project. ____ YES ____ NO ORIGINAL AND TWELVE (12) COPIES OF THIS FORM MUST BE RETURNED WITH SEALED PROPOSAL. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 11 ADDENDA Offeror acknowledges receipt of the following addenda covering revisions to the contract documents and state that the costs, if any, of such revisions have been included in the proposal amount and other prices quoted herein (if no addenda have been Addendum No. _______________, Dated: _____________________ Addendum No. _______________, Dated: _____________________ Addendum No. _______________, Dated: _____________________ Addendum No. _______________, Dated: _____________________ LEGAL STATUS OF OFFEROR Offeror confirms that it has the following legal status: (fill out applicable legal status and strike out other two) A. A corporation, organized and existing under the laws of the State of __________________ For whom, ___________________________whose signature is affixed hereto, is duly authorized (print name of undersigned) to execute contracts. B. A partnership, all the partners of which, with address are: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ C. An individual, whose signature is affixed hereto. Signature: ____________________________________________________________ Print Name: ____________________________________________________________ Title: ____________________________________________________________ Date: ____________________________ ORIGINAL AND TWELVE (12) COPIES OF THIS FORM MUST BE RETURNED WITH SEALED PROPOSAL. RFP 19-033 COMPREHENSIVE PROGRAMMATIC REVIEW PAGE 12