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CONSULTANT INFORMATION PACKAGE
TOWN OF SMYRNA ELECTRICAL ENGINEERING AND RATE ANALYSIS
Public Advertisement - Request for Proposals
Proposal Information and Content
Consultant Selection Procedure
System Single Line Drawing
REQUEST FOR PROPOSALS
The Town of Smyrna seeks a State of Delaware Licensed electrical engineering firm to provide consulting services and to serve as the Town Electrical Engineer for various engineering and electric utility analysis, planning and management functions of the Town of Smyrna Electric Utility; The distribution utilities owned and operated facility has one 138 kV to 25 kV substation and overhead and underground distribution equipment. General scope of services includes maintenance and expansion engineering, facility testing; pole attachment evaluations, residential, commercial, institutional and industrial development review, analysis and recommendations in accordance with the Town standard specifications.
The selected consultant would be approved by the Town Council as the “Town Engineer” with respect to the electrical utility. Typical work would include, but not be limited to: planning, evaluation of alternatives, engineering, life cycle cost analysis, design, development of bid documents and other related services for the distribution utility owned and operated by the Town. All engineering and design work typically performed by the Town Engineer must comply with the criteria provided by the Town of Smyrna and applicable IEEE, ANSI, NESC, and NEC and other applicable industry standards.
Interested parties shall submit the required information along with, SF 254 and SF 255 forms, to the Town Manager of the Town of Smyrna, 27 S. Market Street, Smyrna, Delaware 19977, by or before 2:00 P.M. on April 29, 2019. An information package may be requested by contacting Gary Stulir, Town Manager via email email@example.com or (302) 653-9231. A mandatory pre-proposal meeting to discuss the selection process and project particulars has been scheduled for April 8, 2019 at 2:00 P.M. in Council Chambers at 27 S. Market St., Smyrna Delaware.
THE TOWN OF SMYRNA
By: Gary F. Stulir
CONSULTANT INFORMATON PACKAGE
FOR THE TOWN OF SMYRNA ELECTRICAL ENGINEERING AND RATE ANALYSIS - SMYRNA, DELAWARE
PROPOSAL INFORMATION AND CONTENT
Purpose and Intent
The Town of Smyrna seeks proposals from qualified engineering firms with experience in the design and construction of large scale Municipal electrical facilities to provide engineering, planning, cost estimating and design services to assist the Town with operation of its retail distribution utility.
The engineering services are critical to Smyrna’s power supply, commerce and safety and as such the requirement for electrical power reliability 100% of the time is of the highest importance to the Town and its customers. The consultant shall assist in the planning, design, scheduling and specifying any proposed work in a way that will limit disruption and down time to the facilities. The Town is able to switch load and append circuitry to a limited extent in the distribution system to accommodate relocation and new alignments that may be required. All work needs to be planned, designed and executed carefully and with close coordination between the Town and the consultant. The consultant will need to demonstrate, as part of their RFP response that they are experienced with this type of engineering, planning execution and relationship with other clients.
The Town of Smyrna owns and operates a retail distribution electric utility that services approximately 5,800 residential, commercial, industrial and institutional customers. Peak load for the entire system has recently reached 27 MW and is anticipated to increase in the future. The Town of Smyrna Electric Department operates and maintains one 138 kV to 25 kV substation and 25 kV distribution circuits located throughout the Town. The Town Utility maintains a mix of underground and overhead distribution circuits with the typical pole line construction utilizing aerial three phase 336 ACSR conductor construction. The underground portions of the circuitry are typically 750 MCM cabling installed in conduit with spares provided and 1/0 SOL URD.
The existing substation located at 210 Artisan Drive is the single transmission “tie-point” and metering location for the Town Utility with the wholesale delivery utility, Delmarva Power & Light. There is an alternate tie point with the adjacent Beasley Generation Plant for use in planned maintenance procedures.
The consultant shall also be capable of assisting the Town with necessary plans, materials specification, coordinate with DelDOT, Delmarva Power & Light, Chesapeake Utilities, Carload Express Railroad, Verizon, Comcast, Crown Castle Fiber and any other affected utilities required for any proposed maintenance and construction projects undertaken by the Town.
The Town Electric utility routinely has the need to relocate, reconfigure, rebuild or extend existing distribution circuits. The consultant shall be capable, with their staff, of preparing the necessary realignment, reconstruction or expansion plans along with the implementation schedule for this work. Some of the relocated circuitry may/will need to be installed underground to accommodate local conditions and access to critical facilities. This shall include all necessary plans details structural analysis, sag and tension information and related design features necessary to accomplish the expansion.
The consultant shall also be able to provide as-built drawings of any new or revised circuitry and all other installed facilities designed by them. The as-built drawings shall be in .DWG and/or GIS format (or other format as acceptable to the Town) for use in updating its system maps to reflect the new system configuration. The consultant/contractor shall also provide all required elevations and other horizontal and vertical datum for the facilities installed as part of the as-built drawing requirements.
The electric engineering consultant shall provide planning, advising the Town on the best, most cost effective long term options, design, providing cost estimates for considered alternatives, permit acquisition, bid documents, and other related services for the procurement and construction of a facility relocation and/or modernization that will result in a facility that will provide service to the customers of the Town utility for a minimum of the design life expectancy and an expanded capacity.
The successful consultant shall be capable of providing comprehensive planning, engineering and design services to the utility as the Town Engineer for a long-term relationship.
The consultant shall be capable of field investigation and survey work to establish horizontal and vertical control and to develop base drawing showing existing contours, structures, streets, utilities, entrances and other applicable features. Site plans shall also include delineation of wetlands and floodplains if applicable.
The consultant shall assist the Town in evaluating alternative project alignments to permit redundant connection points between the Town’s existing electrical facilities and the new connections. This shall include coordinating with other utilities to ensure the installation meets all installation, spatial, safety, isolation, metering and other functional requirements.
The consultant shall be capable of developing comprehensive plans and specifications suitable for competitive bidding to meet the requirements of the Town of Smyrna, the State of Delaware, DEMEC, DP&L and other applicable authorities having jurisdiction.
The consultant shall be able to prepare plans specifications, and materials identifications for the various overhead pole line and underground reconfigurations and reconstructions as required for the executions of required changes and circuit expansions.
The consultant shall also provide recommendation regarding circuitry interconnections and safety, switching, relay settings, capacitance or other utility requirements for operational maintenance and worker safety.
The consultant shall provide designs or engineering recommendations that provide the best mix of available technologies and efficiencies in order to provide the best return on investment (best value) with respect to the proposed procurement and construction/installation costs. All materials and equipment specified and installed must meet the Town’s system compatibility standards. Along with a cost-benefit analysis of prominent technologies, methods, routes and other pertinent factors shall be provided to support the design recommendations.
The consultant shall provide designs and recommendations for facilities that will meet all applicable requirements of the Town Zoning Ordinance, local, state and national, safety and electrical codes.
The consultant shall be adept at coordinating with Delmarva Power & Light as required for review and approval of the 138 kV protective relaying scheme in accordance with the Guidelines for Interconnections to The PEPCO, Delmarva Power & Light, and Atlantic City Electric Systems.
The consultant shall define the required warrantees and outline necessary maintenance procedures for maximum life expectancy of the specified facility at the lowest reasonable cost to the Town.
The consultant shall assist the utility in power Factor compliance for 98.5% minimum PF compliance with Delmarva Power & Light and make suggestions for capacitor locations and size.
The consultant shall coordinate with all agencies having jurisdiction and assist the Town in acquiring all necessary permits and approvals.
The consultant shall ensure conformance of the design with all applicable ANSI, IEEE, NEC and NESC standards pertaining to these types of facilities.
The consultant shall prepare construction cost estimates and assist with development of a project budgets. In addition, the consultant shall work with the Town to assist with the financing of any facility and verify the financial assumptions for project include all cost drives such as long-term maintenance of the facility components and other pertinent factors.
The consultant shall assist in advertising and bidding of any project requested. The consultant shall also make a recommendation for award of a procurement and construction contract.
The consultant shall assist the Town with Substation relay testing, transformer testing, breaker testing, oil sample testing, and other related services as requested by the Town.
The consultant shall review the monthly substation readings on a semi-annual basis and assist the Town with analysis of the data and make recommendations based on the information.
The consultant shall assist the Town with power quality issues that arise in the distribution system.
The consultant shall assist the Town in setting the under-frequency load settings and send a settings report and single line to the designated individual at the utility.
The consultant shall respond when requested for any major problems in a substation or other portions of the utility. The consultant shall describe their capability in the RFP response, anticipated response times during regular business hours and after regular hours.
General Contract and Proposal Information
This request for proposal is issued by the Town of Smyrna (Owner). The issuing office is the sole point of contact for purposes of this RFP.
The Owner reserves the right to reject any or all proposals or to award in whole or part if deemed to be in the best interest of the Owner to do so. The Owner shall have authority to award orders or contracts to the firm best meeting the specifications and conditions.
Should any questions arise following the mandatory pre-proposal conference, the firm must submit those questions in writing to the Owner. Reponses to these questions will be distributed to all attendees.
In the event it becomes necessary to revise any part of the RFP, revisions will be provided to all firms which received the initial RFP. If revisions are necessary after the pre-proposal conference, the revisions will be provided to those firms that were in attendance at the mandatory pre-proposal conference.
The contents of the proposal of the successful firms will become a part of any contract awarded as a result of this RFP.
The selected firm will be required to assume sole responsibility for the complete effort as required by this RFP. The Owner will consider the selected firm to be the sole point of contact with regard to contractual matters.
If any part of the work covered by this RFP is to be subcontracted, the firm shall identify the subcontracting organization and the contractual arrangements made herewith. All subcontractors must be approved by the Owner. The successful firm will also furnish the corporate or company name and the names of the officers of said companies engaged as subcontractors by the firm.
The firm is prohibited from transferring, conveying, subletting, or otherwise disposing of this agreement or its rights, title of interest therein, or its power to execute such obligation without the previous consent and approval in writing of the Owner.
Either party may reserve the right to terminate, for just cause, any contract entered into as a result of this RFP, provided written notice has been given at least thirty days prior to the proposed termination date.
Ownership of all data, material and documentation originated and prepared for the Owner pursuant to this contract shall be transferred to the Owner upon completion of the contract.
Any information the Owner deems a factor regarding the ability of the firm to supply and/or render services which the Owner has a right to expect from a firm with a good reputation may be taken into consideration in making the award. If circumstances beyond the control of the firm result in a late delivery, it is the responsibility and obligation of the firm to make the details known immediately to the project manager or other person designated by the Owner. A performance bond is not required.
This section contains the detailed technical approach to be followed in completing the work outlined in the scope. These plans and approaches should be described in detail sufficient to evaluate them fairly and with a minimum of possible misinterpretation. The information contained in this section may include the following:
A brief introduction outlining the overall technical approach to filling the role of Town Electrical Engineer that illustrates understanding of the requirements of the services to be provided to the utility. Simple statements that a task will be completed or a mere reiteration of the RFP tasks are NOT acceptable.
A list of actual personnel to be assigned, their functions on the project, and indication of the labor category.
Qualified resumes of key personnel.
Location of firm’s headquarters and nearby offices.
Project organization charts with NAMES.
CONSULTANT SELECTION PROCEDURE
Proposal Evaluation Criteria
All responses to this document may be reviewed and evaluated against the following similar criteria:
Completeness and clarity of responses to the requirements described.
Commitment to assign the necessary qualified personnel to the Town.
Firm’s past performance record (comparable work completed for others).
Back up support
Experience and qualification of manpower
Overall understanding of the required scope of services.
The proposals will be evaluated by a committee comprised of personnel from the Town Manager’s Office, the Electric Dept., Town Council, and other Town staff.
Administrative and Management Direction
Gary Stulir, Town Manager
Town of Smyrna
27 S. Market Street Plaza
Smyrna, DE 19977
Bill Evans, Director of Public Works
220 Artisan Drive
Deadline for Submission and Number of Copies Required
Eight (8) copies of the proposals must be received by 2:00 p.m. on April 29, 2019.
The proposals must be delivered to:
The Town of Smyrna
Attn.: Gary Stulir, Town Manager
Requirement Certificate of Authorization
The RFP must include a valid Certificate of Authorization from the State of Delaware for the firm to practice engineering.
Proof of State of Delaware Business License
Enclose a copy of the license.
Professional Liability Insurance Requirements
The RFP must also include proof that the firm has a minimum of $3,000,000.00 professional liability insurance coverage applicable to the required work.
Questionnaire, SF 254 and SF 255 Form
The consultant must also submit its current SF 254 form and SF 255 form applicable to similar work performed.
Attachment A – Distribution Map
Attachment B – Single Line Drawing