Y OF MADRAS
REQUEST FOR PROPOSALS
WATER SYSTEM MASTER PLAN UPDATE AND EMERGENCY RESPONSE PLAN
The City of Madras is required by Oregon Public Health Division to update the 1980 Water System Master Plan. Subsequently the City retained ACM in 2008 to update the Master Plan. The submitted Master Plan Update was incomplete and failed to meet the OAR 333-061-0060 (5) requirements. Therefore the City is requesting proposals from qualified consultants to complete the Master Plan Update.
The City is also requesting proposals for completing an emergency response plan for the water system. **Depending on available budget, this item may be deleted from the scope of work**
SCOPE OF PROJECT
I. Water System Master Plan
The Master Plan Update shall evaluate the needs of the water system for at least a twenty year period and shall include but is not limited to the following elements:
1. A summary of the overall plan that includes the water quality and service goals, identified present and future water system deficiencies, the engineer's recommended alternative for achieving the goals and correcting the deficiencies, and the recommended implementation schedule and financing program for constructing improvements.
2. A description of the existing water system which includes the service area, source(s) of supply, status of water rights, current status of drinking water quality and compliance with regulatory standards, maps or schematics of the water system showing size, age, condition and location of facilities, estimates of water use, and operation and maintenance requirements. Potholing for Consultant's evaluation of the existing water distribution pipe condition will be provided by the City.
3. A description of water quality and level of service goals for the water system, considering, as appropriate, existing and future regulatory requirements, non-regulatory water quality needs of water users, flow and pressure requirements, and capacity needs related to water use and fire flow needs.
4. An estimate of the projected growth of the water system during the master plan period and the impacts on the service area boundaries, water supply source(s) and availability, and customer water use.
5. An engineering evaluation of the ability of the existing water system facilities to meet the water quality and level of service goals, identification of any existing water system deficiencies through the use of computer network simulation/modeling, and deficiencies likely to develop within the master plan period. The evaluation shall include the water supply source, water treatment, storage, distribution facilities, and operation and maintenance requirements. The evaluation shall also include a description of the water rights with a determination of additional water availability, and the impacts of present and probable future drinking water quality regulations.
6. Identification of alternative engineering solutions, environmental impacts, and associated capital and operation and maintenance costs, to correct water system deficiencies and achieve system expansion to meet anticipated growth, including identification of available options for cooperative or coordinated water system improvements with other local water suppliers.
7. A description of alternatives to finance water system improvements including local financing (such as user rates and system development charges) and financing assistance programs.
8. A recommended water system improvement program including the recommended engineering alternative and associated costs, maps or schematics showing size and location of proposed facilities, the recommended financing alternative, and a recommended schedule for water system design and construction.
9. Submit the Water System Master Plan Update to the City and the Oregon Public Health Department for review and approval. Address review comments and finalize the report.
The scope does not include the preparation of Water Management and Conservation Plans.
II. Water System Emergency Response Plan (ERP)
**Depending on available budget, this item may be deleted from the scope of work**
A. Vulnerability Assessment (VA)
Prior to preparing ERP, Consultant shall conduct a VA of the water system and identify and coordinate with first responders and ERP partners. VA shall include the following elements:
1. Characterization of the water system, including its mission and objectives;
2. Identification and prioritization of adverse consequences to avoid;
3. Determination of critical assets that might be subject to malevolent acts that could result in undesired consequences;
4. Assessment of the likelihood (qualitative probability) of such malevolent acts from adversaries;
5. Evaluation of existing countermeasures; and
6. Analysis of current risk and development of a prioritized plan for risk reduction.
Consultant shall address findings from the VA and provide specific Action Plans (AP). The ERP shall include the following elements:
1. System Specific Information;
2. City's Roles and Responsibilities;
3. Communication Procedures: Who, What, and When;
4. Personnel Safety;
5. Identification of Alternate Water Sources;
6. Replacement Equipment and Chemical Supplies;
7. Property Protection; and
8. Water Sampling and Monitoring.
The ERP document shall be organized into:
1. Overall ERP polices;
2. General ERP procedures;
3. Any mutual aid agreements;
4. Reference documents; and
5. Action Plans
The City requires that proposals respond to each of the following specific areas within the stated page limitations.
1. Introductory Letter
The letter shall name the person(s) authorized to represent the Consultant in any negotiations and name of the person(s) authorized to sign any contract which may result. The letter shall indicate insurances carried by the Consultant. The letter shall be signed by an authorized representative of the Consultant.
Consultants shall carry the following types and minimum coverage of insurance. Consultants, who do not carry the required insurance, will be disqualified.
Professional Liability Insurance $1,000,000
General Liability Insurance $1,000,000
Workers Compensation $1,000,000
Automobile Insurance $1,000,000
2. Firm's Capabilities
Describe the firm's background, capabilities, and resources.
Resources available to perform the work for the duration of the project
Projects by type, location, and client which best characterize work quality and cost control
Internal procedures and/or policies associated or related to work quality and cost control.
3. Project Team & Ability to Begin Work Immediately
Provide information related to the project manager, key staff and sub-consultants.
Project manager experience on similar projects and extent of his involvement.
Demonstrate the team's familiarity with the project.
Demonstrate the team's ability to begin work immediately.
Names of team members who will be performing the work on projects and their responsibilities.
Experience of key staff and unique qualifications.
Project team experience on wastewater pumping and treatment projects.
4. Project Understanding
This section relates to whether the Consultant has a clear understanding of the project.
Prepare a clear narrative of the Proposer's understanding of the project and its goals and objectives.
5. Project Scope and Approach
Develop a detailed scope of work and clearly define the action to be taken to deal with the objectives and problems outlined in the scope of work.
PROPOSAL REVIEW, EVALUATION, AND SELECTION
Proposals will be evaluated by a City evaluation team. The evaluation will be in accordance with the Evaluation Criteria and may include requests by the team for additional information, oral discussions, site visits, and inquiries into the experience and responsibility of the proposer.
All questions pertaining to this RFP must be directed to the City of Madras Public Works Department, attention Keith Bedell and may be reached at 541.475.2622 or via e-mail at
kbedell Questions received later than five (5) days prior to the deadline for receipt of proposals may not be considered.
The City reserves the right to make changes to the RFP. Changes will be made by written addendum which will be issued to all prospective proposers on the City's list of RFQ holders.
Evaluation and Selection:
Each proposal will be limited in length and judged as a demonstration of the Consultant's capabilities and understanding of the project.
Evaluation criteria, maximum points and page limitations (one page is considered to measure 8-1/2 x 11 and with Times New Roman, 11 font size minimum) will be as follows:
The City of Madras will select a Consultant for the engineering services whose submittal appears to be most advantageous to the City. The City of Madras may reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may reject any or all proposals if such rejection is in the public interest to do so, as solely determined by the City of Madras. The City of Madras reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the City. The contract for services will be awarded to the firm who in the sole opinion of the City of Madras is best qualified to perform the work. The City will not pay costs incurred in responding to this RFP. The City may cancel this process at any time prior to execution of a contract without liability. All submittals are public record and become the property of the City of Madras.
DELIVERY OF PROPOSALS
All Proposals must be submitted by 3:00 p.m. on Friday, November 2nd, 2012 to the Public Works Department. Bids may be submitted by mail, email, fax or hand delivered:
Mail or hand deliver to: 216 NW "B" Street Madras, OR 97741 Attn: Sara Puddy with "Water System Master Plan Proposal" indicated.
Fax to: 541-475-1038 Attn: Sara Puddy with project name and "Water System Master Plan Proposal" indicated.
Publish: October 10, 17, 2012
NOTICE OF PUBLIC HEARING
The Culver City Planning Commission will conduct a public hearing beginning at 6:00 p.m. on October 29, 2012, in the City Council Chambers of the Culver City Hall. The purpose of the public hearing is to consider a Conditional Use Permit on behalf of Antonio Rico for the establishment of a portable food wagon to be located at 601 Third Street in the City. The property currently houses the Farm Supply Gas Station. The property is planned and zoned Commercial C-1. The property is described by the Jefferson County Assessor's Office as Tax Lot 3700 of Assessor's Map 12-13-18DD.
If there are any questions you may call Donna McCormack at (541) 546-6494.
All interested parties are urged to attend.
Dan Meader, City Planner
Publish: October 17, 2012
MOUNTAIN VIEW HOSPITAL DISTRICT
BOARD OF DIRECTORS MEETING
There will be a regular meeting of the Board of Directors of Mountain View Hospital District at 470 NE A Street, Madras, Oregon on October 23, 2012. The meeting will begin at 5:30 p.m. and will be held in the Metolius Room. The Board will act on regular business and hold an executive session pursuant to ORS 192.650(e)(j). This session will pertain to conduct deliberations with person designated by the governing body to negotiate real property transactions. To carry on negotiations under ORS chapter 293 with private persons or businesses regarding proposed acquisition, exchange or liquidation of public investments. Executive Session pursuant to ORS 192.660(2)(i). The session will evaluate the employment-related performance of the Chief Executive Officer. The meeting location is accessible to persons with disabilities. A request for an interpreter for the hearing impaired or for other accommodations for persons with disabilities should be made at least 48 hours before the meeting to Stacee Reed, 541.460.4200.
Publish: October 17, 2012
The Jefferson County Board of Commissioners will hold a public hearing to consider the adoption of an ordinance entitled "AN ORDINANCE IN THE MATTER OF AMENDING 8.04.070 OF THE JEFFERSON COUNTY CODE PERTAINING TO SOLID WASTE MANAGEMENT AND DECLARING AN EMERGENCY". The hearing will be held on Wednesday, October 24, 2012 at 10:15 AM, in the Board of Commissioners Meeting Room. This will be the time and place for all interested persons to appear and present testimony on the proposed ordinance. A copy of the proposed ordinance is available for inspection at the Jefferson County Board of Commissioners Office located at 66 SE "D" Street, Madras, Oregon.
DATED this 17th day of October, 2012.
JEFFERSON COUNTY BOARD OF COMMISSIONERS
Publish: October 17, 2012
The Bureau of Land Management (BLM) Prineville District Office announced that it will be opening the public comment period on the 2011 Brown Road, Razorback and Hancock Complex Post-Fire Herbicide Environmental Assessment (EA No. DOI-BLM-OR-P000-2012-0011-EA) October 12, 2012. The public is asked to provide input on the EA by submitting comments on the proposed actions. All comments must be received in writing by November 11, 2012.
Comments, including names and street addresses of respondents, will be available for public review at the above address during regular business hours (7:45 a.m. to 4:15 p.m.), Monday through Friday, except holidays. Comments may be published as part of the EA or other related documents. Individual respondents may request confidentiality. If you wish to withhold your name or street address or both from public review, or from disclosure under the Freedom of Information Act, you must state this prominently at the beginning of your written comment. Such requests will be honored to the extent allowed by law. All submissions from organizations or businesses, and from individuals identifying themselves as representatives or officials of organizations or businesses, will be made available for public inspection in their entirety.
To request a copy of the Environmental Assessment, please write to the Environmental Coordinator, BLM, 3050 NE Third Street, Prineville, Oregon, 97754, or call 541-416-6700.
Publish: October 17, 2012
NOTICE OF REGULAR ELECTION
A regular election will be held on Tuesday, November 6, 2012 for the following positions on the Madras City Council:
Candidates for the Position of Mayor (1 Position Available)
Candidates for the Position of City Councilor (3 Positions Available)
Royce W. Embanks Jr.
The vote will be by mail and will be conducted by the Jefferson County Elections Official in compliance with state election law.
Publish: October 10, 17, 2012
CITY SNOW REMOVAL POLICY
With snow season fast approaching, it is time to remind area residents of the City=s snow removal policy. Certain streets have been designated as primary and secondary snow routes for plowing on days when the snow has reached a depth of six inches and is not expected to melt. People parking on those streets will need to remove their cars so the city crews can operate the snow plows.
First priority will be the primary routes, which include the following streets:
AB Street from N.W. 1st Street to S.E. City View;
N.E. 12th Street from AB Street to N.E. Oak Street;
N.E. AA Street from N.E. 12th Street to N.E. 16th Street
N.E. Oak Street from N.E. 16th Street to N.E. 6th Street;
S.E. Buff Street from the school bus barn to S.E. 5th Street;
S.E. 7th Street from S.E. Buff Street to AB Street;
S.E. 10th Street from S.E. Buff Street to "B" Street
N.E. 7th Street from "B" Street to N.E. Oak Street
S.E. 6th Street from N.E. "E" Street to "B" Street
S.E. "D" Street from 5th Street to S.E. 10th Street
S.W. 2nd Street from S.W. "B" Street to S.W. "J" Street
S.W. "J" Street from the Culver Highway (Highway 361) to S.E. City View
S.E. City View from S.E. "J" Street to N.E. "B" Street
N.E. Kemper Way to the Middle School and Aquatic Center Entrances
N.E. 16th Street from N.E. Oak Street to N.E. "B" Street
"B" Street/Ashwood Road between City View and Bean Drive
Secondary snow routes include the following streets:
N.E. 10th Street from N.E. Cedar Street to N.E. Oak Street;
N.E. Henry Street from N.E. 10th Street to N.E. 7th Street;
N.E. 7th Street from N.E. Henry Street to N.E. Oak Street;
N.E. 6th Street from N.E. AB Street to N.E. Pine Street;
S.E. AC Street from Grizzly Road to N.E. 5th Street;
S.W. AC Street from S.W. 1st Street to S.W. 5th Street;
S.W. 3rd Street from S.W. AB Street to S.W. AE Street;
S.W. AG Street from the Culver Highway (Highway 361) to S.W. 4th Street;
S.W. Madison Street from S.W. AJ Street to S.W. AM Street;
S.W. Bard Lane from Highway 97 to S.W. Adams Drive;
S.E. 8th Street from S.E. Buff Street to S.E. AH Street; and S.E. Turner Street from S.E. AH Street to S.E. AJ Street.
McTaggart Road between Buff Street and "J" Street
Parking is prohibited along primary and secondary snow removal routes during the occasion of significant snowfall. Vehicles parked on these routes may be towed at the owners expense. A copy of Resolution No. 23-2007 is available upon request, at the Madras City Hall, Monday through Friday, from 8:00 a.m. to 5:00 p.m.
Publish: October 17, 2012