RFP: Improvement of the run-off waters disposal drainage at Manuel Elzaburu School

REQUEST FOR PROPOSAL (RFP)

Improvement of the run-off waters disposal drainage at
Manuel Elzaburu Intermediate School in Canteras Ward

I. INTRODUCTION

The San Juan Bay Estuary Program and it’s a non-for-profit organization, the Corporation for the Conservation of the San Juan Bay Estuary, hereinafter called “the Program”, requests proposals from qualified firms to construct bio trenches to improve run-off waters disposal drainage problems at Manuel Elzaburu Intermediate School, in Canteras Ward, as well as to provide partial enhancement of an existing adjacent wetland.

A scope of work (Section V) is included to assist interested firms, hereinafter called “the Contractor”, in the preparation of a proposal for performing the implementation of the study. The Contractor should not be limited by this general scope of work but must address all of the solutions and work products called for in this Request for Proposal (RFP). Failure to submit information in accordance with the requirements and procedures established in this document may be cause for disqualification. A Mandatory Informative Meeting and Project’s Site Visit will take place in order to broaden the potential Contractor’s understanding and knowledge on the Program and study background and needs.

II. PROGRAM OVERVIEW

In 1992, the San Juan Bay Estuary (SJBE) was nominated to join the Environmental Protection Agency’s (EPA) National Estuary Program (NEP). The EPA accepted the nomination and designated the SJBE as an estuary of “national significance”. The SJBE was the first and remains to be the only tropical estuary system to be included in the NEP. The San Juan Bay Estuary Program was created to coordinate and ensure the implementation of the 49 actions
established in its CCMP. These 49 actions focus on the restoration and conservation of the water bodies and other habitats found in the system and its watershed.

The San Juan Bay Estuary ecosystem is comprised by the San Juan Bay and a number of smaller channels and lagoons. Some of these bodies of water include the San Antonio Canal, Condado Lagoon, San José Lagoon, Los Corozos Lagoon, Suárez Canal, Torrecilla Lagoon, and the Piñones Lagoon as well as the interconnecting Martín Peña and San Antonio Channels and the Suárez Canal (See Figure 1). Fresh water flows into the system from the creeks and rivers in the watershed, including the Puerto Nuevo River, Juan Méndez Creek, San Antón Creek, Blasina Creek, and the Malaria Canal. During extreme flood events, fresh water is also received from the Río Grande de Loíza. Ocean water enters the system through three openings: Boca del Morro, El Boquerón at the Condado Lagoon, and Boca de Cangrejos.

The SJBE system is also defined by small isolated creeks and canals as well as upland areas that drain into the estuary waters described above. The watershed or drainage basin is relatively small (< 97 square miles (251 km2). It extends above a broad, flat coastal plain and consists of 83 square miles (215 km2) of land and 14 square miles (36 km2) of water. Eleven square miles, (28 km2) or about 12% of the basin are covered with fill. Parts of eight municipalities join to form the estuary’s watershed: Toa Baja, Cataño, Bayamón, San Juan, Guaynabo, Carolina, Loíza, and Trujillo Alto. Land uses and activities in these areas are closely linked to water quality impacts and the degradation of habitat in the estuary.

Figure 1. The San Juan Bay Estuary watershed and water bodies.

III. PROJECT DESCRIPTION

The goal of the project is to construct bio trenches to improve run-off waters disposal drainage problems at Manuel Elzaburu Intermediate School, as well as to provide a first stage grass low land partial enhancement for an existing wet land by redirecting the school backyard runoff. The proposed works will help to restore the natural conditions of the area which is a very significant contributor to the Martin Peña Channel and to the San Juan Bay Estuary System while providing physical conditions that will allow the flourishment of socio economic projects oriented to its natural conditions.

With the execution of the project we expect from the Contractor to:

• Improve drainage conditions of the existing run off water disposal at the south-east yard of the Manuel Elzaburu School.
• Provide better environmental and resilience values using filtering trenches within the west and north yards of the school.
• Redirect runoff waters to the existing low land (as naturally expected), improving the performance of the existing south-west yard drainage system.

IV. PROJECT LOCATION

The proposed project location is at the central part of the “Peninsula de Cantera”, Manuel
Elzaburu Intermediate School, Santurce ward, San Juan, PR.
The Puerto Rico Planning Board site locator and descriptor provides the following information: Coordinates (Nad 83 system): X: 241894.0919 Y: 266546.4883
Flood Zone (FEMA): Zone “X”
Geologic Soils: N/A
“Distrito de Calificación”: SU (as per municipality of San Juan)

V. PROJECT SCOPE OF WORK

The Contractor will be selected based on responses to this RFP through assistance to the Mandatory Informative Meeting, Project’s Site Visit, and the proposal document. The Contractor will serve as a resource on scientific/technical issues and assist in the tasks described below (within the estimated timeframes). The SJBE Program’s Staff, the Scientific and Technical Advisory Committee (STAC), and the Company for the Integral Development of
Cantera's Peninsula will be involved in the project but, as described in the requested services, the
Contractor will have lead responsibility for the detailed functions.

The Project Scope of Work is to mitigate the runoff waters disposal problems that exist at the Manuel Elzaburu School. As of this proposal date, the main entrance and the school’s north-east yards are susceptible to drainage problems caused by under-capacity of the existing drainage disposal system. As the proposed project helps to mitigate the immediate situation caused by the runoff water drainage problems it will enhance greatly its resilience capacity providing as well

better hydraulic capacity and water quality standards for the surrounding bodies of water to the its northern boundary.

Selected contractor shall provide survey studies, engineering drawings, permits as required including tree removal at the west boundary, construction works and final as built drawings. The project award will consider the contractors capacity to design and construct in compliance with the regulatory agencies and acceptable engineering practices as required by local and federal guidelines and as required by construction codes.

Contract and financial matters under a design-build agreement will be managed by the Corporation for the Conservation of the San Juan Bay Estuary Program. The Company for the Comprehensive Development of the Cantera Peninsula will provide in kind services for inspection-management for the project execution and will cooperate with the SJBEP during the RFP bidding process and final award.

For additional details see project pre-engineering concepts to be developed as part of the RFP to comply with this project scope (Attached).

VI. REQUESTED SERVICES

1. Preliminary Studies

Due diligence studies expected to be necessary for the improvements are land survey and topography, flora and fauna assessment, improvements to control mosquitoes at channels and wet lands, and hydraulics analysis for pipes and open channels.

2. Planning and Design Services

Planning and design services includes the necessary meetings with the owner’s representatives to
approve final design and submittal for permitting agencies and its approval.

3. New Underground Infiltration Trenches and Earth Channels

Underground infiltration trenches will provide significant run off water management technics. The replacement of the existing soil for gravel will add from 5 to 40% more void volume for water retainage capacity as well as increased percolation rate

The inclusion of a drainage perforated pipe will serve as the main conductor of no percolated water to an existing earth channel. The additional retention, as well as the additional percolation capacity will serve as a remedial action speeding up the time for recovery during significant rain events that may raise water levels around the property.

Trenches to be excavated will be approximately 30” w x 40” d x approximately 500 linear feet to be backfilled with ¾” crushed stone lined with geotextile for one or two perforated 12” pipes. The trenches will be directed to the existing earth channel that feed up the marshlands located at the north-west boundary of the school’s land lot.

At the earth channel to be improved, bio filtering and retention will be aimed in such a way that enhancement techniques to the existing low land area is attained. This includes mosquitoes control by vegetation and biological means. Bio improvement of the existing earth channel at the north side of the project consist of geometrical and vegetation improvements. This action will provide better management of the run off waters and will provide shelter to low grassland
species restoring the natural conditions of the area.

Proposed channel will have a trapezoidal section 2 to 3-foot-deep and approximately 280 feet long. Revetment of its bottom is expected to be 6” diam. stone and its banks is plants to control undesirable weed grow.

Environmental and resilience value of the area will be the designer’s main goals. Refer to pre- engineering concepts details for additional information.

VII. PROPOSAL REQUIREMENTS

The Project Proposal should address the following items in a concise and yet
complete manner and offer all the necessary information for the evaluation of your proposal:

1. Project objectives and goals.

2. Proposed detailed methodology.

3. Identification of all tasks to be completed by subcontractors and a detailed budget.

4. A listing of any special skills, innovative concepts for projects and/or any cost control methods proposed for this project.
5. If more than one individual will be involved, a description of the organization of your project team, including information of the individuals that will perform each function and their level of experience and education. Identify the person who will be responsible for the completion of the project.
6. The dates you will be able to start and finish your project, as well as a detailed time frame regarding reports, milestones and/or specific activities.
7. Other issues or information relevant to your proposal.

8. Copy of the Department of State certification to do business in Puerto Rico.

9. A certification of compliance with all federal and state laws to conduct business in

Puerto Rico shall be included in your proposal.

VIII. OTHER GENERAL REQUIREMENTS FOR SUBMITTING PROPOSALS TO THE PROGRAM

1. Proposals shall include a Statement of Qualifications; Experience of the potential Contractor in similar work, facilities, senior personnel qualifications, number and qualification of junior personnel.
2. Budget for materials, expenses and other items must be detailed.

3. Projects must include a reporting plan and final document. Other documents such as brochures, graphs, posters or visual materials are encouraged.
4. Proposals will be evaluated by an advisory committee who will make the final decision.

5. The potential Contractor should present to the advisory committee a brief Powerpoint® presentation about the services proposed. After submission of the proposal, the Program will contact the potential Contractors to establish the date of the presentation.

IX. PRE-SUBMITTAL ACTIVITIES

A. Informative Meeting and Project’s Site Visit

An informative meeting and site visit will be held on July 6, 2017 at 9:00 a.m. in the Company for the Integral Development of Cantera's Peninsula Offices. Both activities (Informative Meeting and Project’s Site Visit) are mandatory for the Proposal to be accepted. It will be the only opportunity to directly discuss and clarify with the Program’s staff any questions potential Contractors may have regarding the RFP.

B. Questions Concerning Request for Proposals

All questions prior to the Informative Meeting and Project’s Site Visit should be held until the meeting takes place so that all potential Contractors may benefit from a question and answer discussion.

C. Revision to the Request for Proposals

The Program reserves the right, at its sole discretion, to:

• Cancel this RFP at any time.
• Revise the RFP prior to the date that Proposals are due. Revisions to the
RFP shall be mailed to all potential Contractors to whom the RFP was originally distributed to and those who notified the Program in writing of their interest in submitting a Proposal.
• Extend the date by which the Proposals are due.

X. SUBMITTAL REQUIREMENTS

For a proposal to be considered for evaluation, potential Contractors must follow the specifications below:

A. One executed original Proposal, clearly marked on the cover, three (3) copies of the
Proposal, and one electronic version of the Proposal shall be submitted.

B. Potential Contractors must submit their proposal no later than 4:00 p.m. on July 21,
2017. Late proposals, proposals delivered by facsimile, or proposals from entities that did not attend both the Mandatory Informative Meeting and Project’s Site Visit will not be accepted. No exceptions will be granted regardless of reason or circumstance.

C. Proposals should be mailed to:

San Juan Bay Estuary Program
PO Box 9509
San Juan, Puerto Rico 00908-9509

Or delivered to:

Programa del Estuario de la Bahía de San Juan
Calle San Francisco 265
Viejo San Juan.

The Proposal must be submitted in a sealed package with the following information clearly marked on the outside of each package:

• Name of potential Contractor

• Request for Proposal Title

• Package Number (e.g., 1 of 3, 2 of 2, etc.)

• The word "PROPOSAL" written in red.

D. Failure to comply with the requirements of this RFP may result in disqualification.

XI. EVALUATION CRITERIA

Qualified potential Contractors will be short-listed and the final selection will be made by an advisory committee. The criteria that will be used to evaluate the Proposals will be:

1. Comprehensiveness of the proposal*.

2. The individual or firm’s experience and history of performance on similar projects,

regarding such factors as quality of work, cost control, and ability to meet schedule.

3. Adequacy of technical staff, as demonstrated by experience, education, and potential project role.
4. The firm or individual’s understanding of the services required by the Program.

5. Proposed costs*.

6. The organization and scheduling of the project requirements.

7. Knowledge and ability to comply with federal procurement standards and grant regulations.
8. The professional quality of the Project Proposal: conciseness, clarity, and thoroughness of presentation.
9. Project Manager accessibility.

10. Ability to complete project in a short period of time*.

* Criteria that will receive more attention during the evaluation.

XII. CALENDAR OF EVENTS

The Program anticipates that the process for nominating and selecting a vendor, and awarding the contract, will be according to the following tentative schedule:

RFP Release: June 24, 2017

Informative, Final Scope and Deliverable Meeting: July 6, 2017

Project’s Site Visit: July 6, 2017

Proposal Due Date: July 21, 2017

Award Notification: July 28, 2017

Contract sign: August 4, 2017

IMPORTANT: The Contractor should be able to complete all the Deliverable Components

(Section IV) for December 2017.

XIII. SPECIAL CONDITIONS

1. Reservations

This RFP does not commit the Program to award a contract, to defray any costs incurred in the preparation of a Proposal pursuant to this RFP, or to procure or contract for work.

2. Public Records

All Proposals submitted in response to this RFP become the property of the Program and public records, and as such may be subject to public review.

3. Right to Cancel

The Program, at its sole discretion, reserves the right to cancel this RFP for any or no reason, in part or in its entirety, including but not limited to: selection schedule, submittal date, and submittal requirements. If the Program cancels or revises the RFP, all potential Contractors will be notified in writing by the Program.

4. Additional Information

The Program reserves the right to request additional information and/or clarifications from any or all potential Contractors to this RFP.

5. Public Information

Selection announcements, contract awards, and all data provided by the Program shall be protected from public disclosure. Consultants desiring to release information to the public must receive prior written approval from the Program. The Program, at its sole discretion, shall determine the release and disclosure of information related to this RFP and any final work products as a result of this.

XIV. ATTACHMENTS:

1. TECHNICAL RFP SHEET

2. PROPOSAL RFP SHEET