PEBBLE BEACH COMMUNITY SERVICES DISTRICT REQUEST FOR PROPOSALS: Undergrounding Overhead Utilities Feasibility Study RFP Available: February 23, 2010 Submission Deadline: March 23, 2010 Issued By: Pebble Beach Community Services District 3101 Forest Lake Road Pebble Beach, CA 93950 (831) 373‐1274 main (831) 373‐2357 fax www.pbcsd.org Contact: Christina Baca Assistant Engineer (831) 647‐5605 direct [email protected]
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PEBBLE BEACH COMMUNITY SERVICES DISTRICT
REQUEST FOR PROPOSALS: Undergrounding Overhead Utilities Feasibility Study
RFP Available: February 23, 2010 Submission Deadline: March 23, 2010 Issued By: Pebble Beach Community Services District 3101 Forest Lake Road Pebble Beach, CA 93950 (831) 373‐1274 main (831) 373‐2357 fax www.pbcsd.org Contact: Christina Baca Assistant Engineer (831) 647‐5605 direct [email protected]
PBCSD 2010
2 RFP: Undergrounding Overhead Utilities Feasibility Study
1 INTRODUCTION
Pebble Beach Community Services District (PBCSD) Board of Directors and residents have expressed interest in investigating the feasibility of undergrounding overhead utilities throughout Pebble Beach, which consist of PG&E, AT&T, and Comcast utilities. Being a forest, Pebble Beach experiences many outages during rain and wind storms due to fallen trees. The outages are exacerbated since Pebble Beach is essentially “at the end of the line” and often experiences outages for a longer duration than surrounding areas, such as Monterey, Pacific Grove or Carmel‐by‐the‐Sea.
At this time, PBCSD does not have sufficient information to determine whether undergrounding overhead utilities in Pebble Beach provides a benefit to the community that out‐weighs the costs of undergrounding, specifically to increase reliability. Currently, PBCSD does not have the authority to fund undergrounding overhead utilities construction projects; however, PBCSD can conduct a study to aid the Staff and Board of Directors in determining whether or not to pursue the authority from the Local Agency Formation Commission (LAFCO) of Monterey County to fund such projects.
Pebble Beach Community Services District issues this Request for Proposals (RFP) to qualified professional engineering consultants to provide Undergrounding Overhead Utilities Feasibility Study services.
1.1 PBCSD History
PBCSD is the local government of Pebble Beach, which provides: Fire Protection and Emergency Medical Services; Supplemental Law Enforcement; Wastewater Collection and Treatment; Recycled Water Distribution; Garbage Collection, Disposal, and Recycling.
PBCSD, a multi‐purpose special district, was formed on July 1, 1982 by local voters. Under its enabling act, PBCSD can provide many other municipal‐type services when requested by the residents, authorized by its Board of Directors and approved by LAFCO. PBCSD is governed by a five‐member board, which is accountable to the electorate in the same manner as city councils and county boards of supervisors. Directors must be residents within PBCSD service boundaries, and they stand for election every four years.
1.2 Service Area
Pebble Beach is a private, unincorporated community of Monterey County, California. Pebble Beach is bounded by Pacific Grove on the north, Monterey on the east, Carmel on the south, and the Pacific Ocean on the west. Pebble Beach has an approximate population of 4,500 people and 3,124 developed properties. PBCSD’s service area coincides with the Pebble Beach border. Refer to Attachment A for a figure of PBCSD service area.
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3 RFP: Undergrounding Overhead Utilities Feasibility Study
2 IMPORTANT DATES AND SUBMISSION PROCESS
2.1 Important Dates
Release of RFP 9:00 am, February 23, 2010
Deadline for Questions and Requests for Information 4:00 pm, March 12, 2010
Submission Deadline for Proposals 4:00 pm, March 23, 2010
Consultant Interviews Week of April 12, 2010
Award of Agreement April 30, 2010
2.2 Interested Parties
All consultants who intend to respond to this RFP are asked to notify PBCSD of their interest via email to the RFP contact. Interested parties will receive any addenda to this RFP and responses to questions submitted by prospective proposers via email.
2.3 Questions and Request for Information
Proposers are asked to direct all questions regarding this RFP to the RFP contact. PBCSD will respond to written questions and requests for information in writing no less than one week prior to the submittal date.
2.4 Submission Deadline for Proposals
Proposal and all required submission elements must be received at the PBCSD office no later than 4:00 PM, TUESDAY, MARCH, 23 2010. Delivered proposals shall be submitted in a marked, sealed envelope to:
PROPOSAL: Undergrounding Overhead Utilities Feasibility Study Attention: Christina Baca
Pebble Beach Community Services District 3101 Forest Lake Road Pebble Beach, CA 93950
2.5 Proposal Review
All proposals received by the specified deadline will be reviewed by PBCSD. The following criteria will be used to evaluate the Proposal:
1. Consultant’s specialized experience in similar projects
2. Consultant’s understanding of the RFP requirements and goals
3. Fee proposal
4. Demonstrated ability to manage projects to achieve on‐time completion
5. Qualifications of consultant’s project manager and staff, and recommendations from references
6. Any other factors that PBCSD deems relevant
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4 RFP: Undergrounding Overhead Utilities Feasibility Study
2.6 Consultant Interviews
After evaluating the proposals, should PBCSD establish a “short list” of qualified finalists, consultants on the short list will be asked to formally present their proposal at the PBCSD office and respond to interviewer questions. Presentations and the interview will not exceed one hour per proposer.
2.7 Award of Agreement
PBCSD anticipates executing an Agreement at the April 2010 PBCSD Board Meeting to provide services beginning in May 2010. PBCSD expects to present the final work products for this project to the Board of Directors within 6 months after PBCSD issues a Notice to Proceed to the consultant.
3 SCOPE OF SERVICES
3.1 Project Objectives
Through the performance of the scope of services described below, PBCSD hopes to provide sufficient information and cost estimates on converting overhead utilities to underground facilities in Pebble Beach to the PBCSD Board of Directors to determine whether or not undergrounding overhead utilities in Pebble Beach is a community‐wide benefit and to pursue latent powers from LAFCO to execute such construction projects.
3.2 Scope of Work
Consultants should provide a proposed work plan and budget, the information and resources required to complete the tasks, and clearly described deliverables. This Scope of Services is to be used as a general guide and shall include, but will not be limited to:
1. Review existing system, existing reports and information
2. Identify any system deficiencies, problem areas, or future plans for improvements
3. Identify and prioritize proposed system improvements
4. Develop construction cost estimates within the right of way and construction costs on private property to reconnect the utility services
5. Develop proposed phased construction projects
6. Prepare Undergrounding Overhead Utilities Feasibility Report
4 PROPOSAL FORMAT AND CONTENTS
4.1 Proposal Format
Provide five (5) hard copies of proposals. Proposals shall be no more than thirty (30) pages in length. Proposals shall be printed double‐sided on 8‐1/2” x 11” paper, with the pages numbered sequentially. Figures may be on 11” x 17” paper. Provide an electronic copy of the proposal.
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4.2 Proposal Contents
The proposal shall include the following:
4.2.1 Introduction and Executive Summary
Submit a letter of introduction and executive summary of the proposal. The letter must be signed by a person authorized by your firm to obligate your firm to perform the commitments contained in the proposal. Submission of the letter will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal. Identify a contact person with telephone number, email, and mailing address for future communication regarding the Proposal.
4.2.2 Project Approach
Describe the services and activities that your firm proposes to provide to PBCSD. Include an overall scope of work tasks and specific deliverables associated with those tasks. Feel free to include any suggested project enhancements, opportunities for improvement, and key process milestones. Provide a proposed schedule for the project including milestones for each deliverable work product and meeting. Any assumptions regarding turnaround or lead time for PBCSD staff or for Board review should be clearly noted.
4.2.3 Firm Qualifications
Provide information on your firm’s background and qualifications which include: a description of your firm, and its expertise as it relates to the scope of services; a description of not more than three projects similar in size and scope recently completed by your firm, including client reference and telephone numbers, staff members who worked on each project, budget, schedule and project summary; and, if joint consultants or subconsultants are proposed, provide the above information for each.
4.2.4 Project Team Qualifications
Identify all personnel, including joint consultants or subconsultants, who will be assigned to work on this project and describe the organization of the consultant’s proposed team. Identify the project manager. Include brief summaries of their background and experience, as well as the assigned responsibilities for this project. Provide a list of subconsultants, if any, and describe their role on the project team. Include brief summaries of their background and experience.
4.2.5 References
Provide references for the lead consulting firm, lead project manager, and all subconsultants, including the name, address and telephone number of three or more recent clients (preferably other public agencies).
4.2.6 Fee Proposal
Provide a detailed fee proposal indicating the consultant’s proposed project staffing, billing rates, and estimate of hours required to perform each task; subconsultant fees; reimbursable expenses; and any other work or materials needed to complete the scope of work.
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Appendix A Figure: PBCSD Service Area
Pacific Grove
Carmel
Cypress FPD
Monterey
Pacific Ocean
Arrowhead Point
StillwaterCove
Pescadero Point
MidwayPoint
Lone CypressTree
SunsetPoint
CypressPoint
FanshellBeach
Birdrock
Sealrock
Chinarock
Point Joe South MossBeach
North MossBeachSpanish Bay
Pacific GroveGate
Country ClubGate
Morse Gate
HWY 1Gate
CarmelGate
Mission Linen(PBCSD)
Pebble BeachF.S.
Pebble Beach
Carmel HillF.S.
SFB Morse
HWY 68
Sloa
t
Ronda
Haul
Riata
Portola
Padre
Viscaino
Bird
Roc
k
Lopez
Congr
ess
Stev
enso
n
Forest Lake
Drake
Crest
Lisbon
Seventeen Mile
Del Ciervo
Sunridge
Spruance
Palmero
Colton
Maj
ella
Cor
tez
Sonado
El Bosque
Ondulado
Hiking Trail
Arroyo
Ocean
Forest Lodge
Alva
Sombria
Fores
t
Mora
Suns
et
Valdez
Oleada
Cypress
Los Altos
Rodeo
Bonifacio Deer
Crespi
Mission
Coral
Lark
in
Hacien
da
Herm
itage
San Carlos
Spanish Bay
Spyglass Hill
Mid
woo
d
Wranglers
Cantera
Porque
Mestres
Costado
ClubBroncho
Sawmill Gulch
Patio
The Dunes
Cormora
nt
Gal
leon
The Old
Marcheta
Coyo
te
Look
out
Carmel
Ataj
o
Pioneer Crescent
Oak
Kno
ll
Whit
man
Chaparral
Bristol
Griffin
Bristol Curve
Indian Village
Signal Hill
Trappers
Racco
onLaurel
Quarry
Scen
ic
Oxen
Presidio
Flavin
Venadero
Hopi
Lariat
Wildcat Canyon
Paradise Park
The Benbow
Wha
lers
Parkway
Elk Run
Faculty
Ortega
Lake
Treasure
Lupi
n
Stillwate
r
Corte
Sher
man
Mad
re
Peisano
Susan
Matador
Oasis
Starboard
Laur
eles
Circle
Adobe
Ballantrae
Hawkins
Alva
rado
AlvisoWat
erta
nk
Costado
Lopez
Congress
Stev
enso
n
Lopez
Cypre
ss
Seventeen Mile
Stevenson
Oleada
Hiking Trail
Seventeen Mile
Hiking
Trail
Seventeen Mile
Sunset
Seventeen Mile
Seventeen Mile
Hik
ing
Trai
l
Hiking Trail
Stevenson
Sunridge
Sunridge
Alva
Hiking Trail
Hiking Trail
PEBBLE BEACHCommunity Services District
CAL FIRE/PBCSDJanuary 25, 2010
0 0.50.25MilesToll Gate
Fire Station
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