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)
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.
4. SCHEDULE
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 framework of the evaluation will provide an assessment of the organization’s overall effectiveness in 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.
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. Review the project’s purposes and alignment of project components with those 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. Analyze TRVA Board of Directors’ roles and structure, role in strategic planning, and management oversight.
B. Recommend appropriate level of oversight the TRVA Board should have over TRWD staff assigned to the project.
C. Review the role of the TRVA’s Development Sub-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.
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. This includes “thank you” letters, phone 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 Respondent and/or their agent may lead to disqualification of the Respondent’s proposal 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.
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 – Respondent’s Experience and Capability
• 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 – Respondent’s Experience and Capability
• Vendor’s Address
• 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
• The firm’s understanding of the project, application of original engineering thinking and analysis, and consideration of specific on-site conditions.
• Include a description of how the project team will be structured, its roles and responsibilities, location within the company’s organizations framework, and chain of command.
• The firm’s approach to the planning, organizing and management of a project effort, 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.
• 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 this project. Provide a brief two (2) page resume for each of the vendor’s staff who will be assigned to the project along with their assignment roles. Since vendor’s staff 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.
• Provide the firm’s organizational chart.
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 your firm’s ability to provide the intended goods or service for this RFP. Reference should 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.
• Provide recommendations and opinions of each team’s previous clients as to its ability to 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
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.
Should a deadline be compromised due to inclement weather or other situation where TRWD’s offices 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
Respondent’s Experience and Capability 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.
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 Offeror whose Proposal is, in the TRVA Board’s judgment, the most desirable, fair and advantageous.
TRVA is a governmental body and all material submitted to TRVA becomes subject to Texas Government Code Chapter 552 (the “Act”). If a Respondent does not wish proprietary information in the RFP to be disclosed, each page must be identified and marked “Proprietary” at time of submittal. Upon request for disclosure of information marked as “Proprietary”, TRVA 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.
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.
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 received, write in “none”):
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.
AUTHORIZED OFFEROR’S SIGNATURE
Signature: ____________________________________________________________
Print Name: ____________________________________________________________
Title: ____________________________________________________________
Date: ____________________________
ORIGINAL AND TWELVE (12) COPIES OF THIS FORM MUST BE RETURNED WITH SEALED PROPOSAL.
