Attachment _to NTP_ by pengxiuhui


									                           PROPOSED STATEMENT OF SERVICES

                                 Solicitation AEA-02-002

The Alaska Energy Authority (AEA) is upgrading bulk fuel tank farms and power plants in rural
Alaska. This request for proposals is for civil and mechanical engineering services to support
the program. Funding is provided through grants from the Denali Commission, HUD, State of
Alaska, and other sources. AEA will consider awarding up to six contracts for design services.


The selected Consultants will provide design services on an as-needed basis. AEA will request
a project-specific proposal from one or more of the Consultants selected under this RFP. The
Consultant shall respond with a project-specific proposal including a budget for services, project
schedule, and a list of Consultant’s personnel and sub consultants who are available for the
project. The budget for services will be an estimate of Consultant’s man-hours, personnel rates,
and reimbursable expenses. The Consultant shall not begin working until the terms of the
proposal have been accepted and a Notice to Proceed has been issued by the AEA.

The Consultant will not be reimbursed for proposal preparation costs or for any work performed
prior to issuance of a Notice to Proceed. Firms responding to this solicitation may include sub-
consultants in the proposer’s design team. Travel to remote areas may be necessary and the
Consultant must be familiar with rural Alaska travel and living conditions.

Design services will be requested in three phases, as outlined in the attached Scope of Work for
Design of Bulk Fuel Upgrades.

The Consultant’s information/data must be fully transferable to the AEA. The AEA uses Office
1997, Outlook 1998, and Microsoft Project 98 for its project management software and Auto-
Cad version 2000. The Consultant shall provide all reports, spreadsheets, and drawings to the
AEA in compatible electronic format, in addition to any hard copies required.

Firms will be selected by a committee of AEA staff based on criteria and an evaluation system
as described elsewhere in the request for proposal package.

All contracts shall have an initial term of one (1) year from the date of contract award, with four
one-year extensions at AEA’s option. Reasonable annual revisions of Consultant hourly rates
shall be allowable based on the CPI-W for the Anchorage area. AEA anticipates awarding
contracts with a limit of $1.5 million for the initial one-year term. This amount may be increased
if the contract extensions are authorized.
                                       Alaska Energy Authority
         Scope of Work for Design of Bulk Fuel Upgrades – March 11, 2002, Version 1

Program Goal: The Denali Commission (DC) Act of 1998, Sec. 307 Special Functions, (b) Bulk
Fuels, states:
“The Commission, in conjunction with the Commandant of the Coast Guard, shall develop a
plan to provide for the repair or replacement of bulk fuel storage tanks in Alaska that are not in
compliance with applicable
(1)      Federal Law, including the Oil Pollution Act of 1990 (104 Stat. 484); or
(2)      State law.”
Funding has been provided through the Denali Commission to design and construct tank farm
projects. Projects are executed in three phases: Phase 1 Conceptual Design, Phase 2 Final
Design, and Phase 3 Construction. AEA typically issues a separate Notice to Proceed (NTP) for
each of the three phases. Consultant tasks are described below for each of the phases.

Phase 1 Conceptual Design:
The Consultant shall prepare a proposal for conducting (as necessary) field inspections,
geotechnical investigations, surveying, site control, and preparing a Conceptual Design Report
(CDR) for each project assigned. Use AEA’s standard format for Phase I proposals (see
designer reference manual). Do not exceed the budget without written approval from AEA. The
estimated fees for the Phase I scope are expected to be less than $50,000 per village. Do not
proceed with Phase I work until issued an NTP. Phase I tasks are as follows:
1. Kick-Off Meeting: Meet with AEA staff to discuss the following: Denali Commission policies;
      AEA community database; tank farm consolidation vs. upgrading in place; potential tank
      farm sites; AEA’s project checklist; project participants; the grantee and primary tank farm
      operator; etc. Prior to the meeting, AEA will notify village representatives that the project
      has begun, inform them of personnel and consultants assigned, discuss possible tank farm
      locations, and schedule a site visit.
2. Policies: The Consultants shall review all Denali Commission policies (see AEA designer’s
      reference manual).
3. Codes, regulations, memoranda of agreement: Review items listed in designer reference
4. AEA Prototype Fuel System Drawings: Review drawings and follow guidelines.

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5. Site Research: Prior to the first site visit, Consultant shall locate and review existing site
   information available from state/federal agencies, contact agencies that have recently
   worked in the project area, research infrastructure projects planned by other agencies,
   contact fuel suppliers, and recover any Corps of Engineers flood data available. Review
   USCG investigation reports and EPA citations as applicable. AEA will provide the consultant
   with copies of any community maps, AEA community database info, and other project-
   related information in AEA files.
6. Site Inspection: Coordinate travel plans with village representatives and AEA project
   manager. Obtain prior written approval for travel from AEA. Travel to the village to inspect
   the site(s) and existing tank farms. Verify the information provided in the AEA Community
   Database. Tie flood plain data to site benchmarks. Meet with community leaders to discuss
   co-locations/upgrades. Inspect possible sites. Discuss prior uses of proposed site with
   residents to determine likelihood of contamination. Visually inspect for signs of prior
   contamination. Document site visit and discussions with trip report, copy AEA and
7. Fuel Requirements: Determine historical fuel usage. Consider community development
   plans and future increased fuel use (check with fuel suppliers, village participants, DOTPF,
   housing authority, utilities, village safe water, DNR, school district, ANTHC, etc.). Develop a
   storage plan to accommodate village needs and DC Design Capacity policy.
8. Recommended Site Plan: After the site visit, consult with AEA regarding proposed upgrades
   and sites. The consultant shall then develop its recommended site plan. Show existing
   structures, utilities, and proposed tank farm layouts; proposed fill line and piping manifold;
   and proposed dike details. Confirm the lot size is adequate. Include a plan of the existing
   tank farm plan to be used for future ADEC site remediation planning. Submit the
   recommended site plan to AEA for approval before proceeding with tasks below. After
   approval, finalize conceptual drawings. Drawings shall be CAD, 22 x 34 format (reducible to
   11 by 17 half size).
9. Site Control: Follow AEA site control procedure to establish land ownership (see designer
   reference manual).
10. Survey: After receiving AEA written approval, survey site to establish property lines and
11. Geotechnical: After receiving AEA written approval, conduct a geotechnical investigation to
   guide foundation design.

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12. Environmental Assessment (EA): If site selection appears stable, begin EA procedure (see
     designer reference manual). Research any records available related to fuel spills,
     contamination, or pollution near proposed sites.
13. Permits: Determine which permits will be required (see checklist in designer reference
14. Construction Schedule: Prepare a simple bar chart showing Phase II Final Design and
     Phase III Construction.
15. Borrow Source: Identify potential sources of materials for pads, dikes, and trench back fill.
     Determine material ownership, permits required, and any current or historical unit costs
16. Cost estimate: Prepare a conceptual cost estimate.
17. Monthly Report: provide a monthly progress report (see designers manual).
18. Conceptual Design Report: Prepare a conceptual design report (35 percent design). Follow
     table of contents in designer’s manual. Include the statement regarding conformity to Denali
     Commission policies (see designer reference manual).
Provide five (5) draft reports, stapled, black and white, labeled and dated as “DRAFT CDR
issued (date)”. AEA will review internally and with the village, and provide review comments.
Then provide a final report, ten (10) bound copies and one unbound reproducible copy, labeled
“FINAL CDR issued (date)”.

Phase II Construction Documents: Provide a fee proposal (see designers manual). Design
documents may be for time and materials construction or competitive bid, AEA will decide.
Consultant shall pay permit fees as a reimbursable. Do not proceed with Phase II until issued an
NTP. Phase II tasks are as follows:
1.      Review Phase I Documents:          Review the Conceptual Design and complete as
2.      Construction Strategy: If Construction Manager (CM) is engaged, it will provide review
        comments through AEA.
3.      Design Development: Based on the Phase I CDR, the Consultant will develop the design
        to 65% complete, coordinating closely with the local contacts, AEA, and the CM where
        appropriate. For CM constructed projects, all written specifications will be placed on the
        drawings; no separate specifications will be prepared.        The drawings shall have
        adequate detail to allow third party procurement and construction. For bid projects,

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       Consultant shall prepare a project manual and incorporate State of Alaska bidding
4.     Procurement and notifications: Where applicable, assist the CM with identifying and
       specifying long lead items.
5.     Final Documents: After AEA and local representatives have reviewed the 65%
       documents, the consultant shall prepare final 100 percent documents (no separate
       specifications). Drawings shall include civil, structural, mechanical, electrical as required
       to construct the work.    All drawings and the project manual will be stamped by a
       professional engineer registered in the State of Alaska. Deliver to AEA: one set of
       unbound full size originals suitable for photocopying, three bound full-size drawings,
       three bound half-size drawings, and a disk with AutoCAD files. Label and date
       documents “ISSUED FOR CONSTRUCTION (date)”.
6.     Permits:    Consultant shall apply for permits/approvals (see designer’s manual).
       Consultant shall pay all associated fees (i.e. reimbursable item), track the agency
       reviews until permit/approval is issued, and deliver permit/approval to AEA.
7.     Provide a monthly activity report (see designer reference manual).

Phase III Construction Assistance and Preparation of Regulatory Documents Scope:
Provide a fee and scope proposal similar to Phase I. Do not proceed with the services below
until an NTP is received. Phase III tasks are as follows:
1.     Construction Assistance: Provide technical assistance as needed for procurement,
       review technical submittals, respond to Requests for Information, and visit site. Site visit
       will be to review progress and render an opinion on workmanship. Assume one site visit
       during construction and one upon Substantial Completion.
2.     As-built Documents: Prepare as-built documents of the facility based on contractor’s
       redlined drawings and Consultant’s inspection at Substantial Completion.               Mark
       drawings “AS-BUILT DOCUMENTS issued (date)”. Provide one set full size mylars, one
       full size paper copy, three half size paper copies, and CAD files on disk, in a format
       approved by AEA.
3.     Regulatory Documents: Prepare the following plans if required by the location and
       design of the facility: SPCC, USCG Operations Manual, Facility Response Plan. These
       documents must be completed before the first fuel delivery.
4.     Provide a brief monthly report (see designer reference manual).

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