RE: City of Molalla Stormwater Master Plan Update RFP questions

From: Mac Corthell

Sent: Fri Mar 24 06:17:45 2023

To: 'Dewayne Kliewer'; Andy Peters

Subject: RE: City of Molalla Stormwater Master Plan Update RFP questions

Importance: Normal

Attachments: ~WRD0001.jpg;

Hi Dewayne,

Andy is out ill today, so I’ll have to suffice (;

I agreed with your assessment and response on each item, however I proposed a different response for question 1. Let me know if you think it’s flawed in some way. Thank you!

-Mac

Macahan “Mac” Corthell, J.D. | Community Development Director

City of Molalla

315 Kennel Ave. | PO Box 248 |Molalla, OR 97038

Phone – 503.759.0243

Email – mcorthell@cityofmolalla.com

Website – http://www.cityofmolalla.com

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From: Dewayne Kliewer <dkliewer.nps@gmail.com>

Sent: Thursday, March 23, 2023 8:49 PM

To: Mac Corthell <mcorthell@cityofmolalla.com>; Andy Peters <apeters@cityofmolalla.com>

Subject: City of Molalla Stormwater Master Plan Update RFP questions

Mac & Andy,

I have received questions on requirements of the Stormwater Master Plan Update RFP that I must respond to, but wanted to get your opinion on both the questions and a proposed response.

QUESTION #1

The first question was about the sample Stormwater Master Plan sample the RFP requires they submit with their proposal. On page 28 of the RFP I stated that the sample Stormwater Master Plan should be recent and should be a plan that was "developed by the Consultant's key project team members".

* This individual (that did attend the mandatory pre-proposal conference) asked it this way:

* I would like to submit a copy of the City of Issaquah’s Storm and Surface Water Master Plan that is in final draft form as our sample plan. I provided oversight and direction on the development of this plan as the City’s Engineering Division Manager during my tenure at Issaquah. I was the lead staff presenting our work to City Council and public stakeholders. My team consisted of in-house staff and consultants.

When I left the City of Issaquah last year, I took the final draft plan to the City Council for approval. They approved with many good words to say about the plan.

The plan still needs to be formally adopted as the Department of Ecology had some minor comments to the document when they finally reviewed it. The plan will be finalized over the next few months.

Would this be acceptable from us to use this as our Sample Plan?

PROPOSED RESPONSE

If the team you are proposing to use for the City of Molalla Stormwater Master Plan Update project would be utilizing key members of the "team" you used in the development of the City of Issaquah's Storm and Surface Water Master Plan, then "yes" that Sample Stormwater Master Plan would be an acceptable example. You would certainly want to identify which of those Issaquah Storm and Surface Water Master Plan "team" members would be utilized on the City of Molalla Stormwater Master Plan Update effort - and to what extent.

* A Proposed Response update clarification: Since writing what I proposed to respond above, this gentleman has replied that he "would seek to use one or two of his colleagues as advisors", but would plan on teaming with TetraTech and Raftelis. TetraTech did the 2003 Stormwater Master Plan for the City and Raftellis specializes in municipal rate and fee studies. I am thinking of telling him he can provide the draft stormwater master plan as proposed and then explain his approach in the proposal.

* I'm thinking that it should suffice as "an example", even though it's not final and even though very few of the same "team members" would be working on the Molalla Stormwater Master Plan Update (if they were selected"). It does meet the criteria for "an example", but the proposal review process would be determining how applicable it would be to our needed experience and scope.

Mac’s Proposed Response: If you determine that the Issaquah plan is the most responsive to this requirement, the City will accept it. Please identify which of the team members proposed to work on the City of Molalla plan also worked on the Issaquah plan, and what their roles were. Also, as the Department of Ecology comment has not yet been resolved, please include the comments with the example.

QUESTION #2

On page 27 of the RFP (task 4.2.5) it states that the proposers were to provide a "Contract Work Plan" with their proposal. That part is fine, but in the last two sentences it says "Provide a summary chart, graph, or table of the staff level effort in staff-hours. The summary should show hours by discipline and grade level for each work element."

Another potential proposer (that also was present at the mandatory pre-proposal conference) has pointed out that even though the RFP didn't specifically ask for a proposed budget (which would be in conflict with the Oregon Quality Based (QBS) selection process, it gets close when we ask for summary hours by discipline and grade level - and this proposer felt it didn't meet the "spirit of the QBS process" - - - asking if the City would reconsider requiring this level of information.

PROPOSED RESPONSE

Especially in light of the fact that the full scope of the Stormwater Master Plan Update as defined in the RFP could easily exceed the City's expressed budget of $125K, it necessitates that the City select the best Stormwater Master Plan Update candidate first and then negotiate the final scope to be within the final budget amount the City could justify and be comfortable with. Therefore I would agree and propose that these two last sentences be removed from the RFP via addendum.

Agreed… it’s better to just stay away from it.

QUESTION #3

A maximum page count question:

A potential proposer asks for clarity on the maximum page count. He asks if the 5-pages allowed for the proposers team is intended to include or substitute for separate resumes.

PROPOSED RESPONSE

I thought that was sufficiently clear - but yes, the 5-pages allowed for "an overview of the Proposer's Team, highlighting their experience, qualifications and technical capacities relevant to this project" and is to substitute for multiple pages of separate resumes that often cite many accomplishments not relevant to the scope of this project. I would propose that clarification be added in an RFP addendum

Agreed.

QUESTION #4

They asked for confirmation that the Mandatory Proposal form and the Sample Master Plan did not count towards a maximum page count. Also wanted confirmation that the total page count max was 27 pages.

PROPOSED RESPONSE

I think this is adequately clear in the RFP - and was also repeated at the mandatory pre-proposal conference - but since we are putting out an addendum anyway, I can repeat it again.

Will then reiterate that it is a max 27-pages for the proposal plus the mandatory Proposal Response form and the sample Stormwater Master Plan sample.

· 2 pages for a cover letter, 20 pages for the actual proposal, 5 pages to describe the qualifications and experience of the proposers team.

Agreed.

And then just to make sure we're covered, I would also put in this addendum the link to the DropBox with the hydraulic model file, the GIS files and the stormwater facilities mapping file that Ronda already emailed out to the three attendees of the mandatory pre-proposal conference.

Agreed.

Your comments, additions or corrections are invited.

Sincerely,

Dewayne Kliewer, PE

503-619-7627