Public Notices

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                                                                            STEUBEN LAKES REGIONAL WASTE DISTRICT
                                                                  REQUEST FOR QUALIFICATIONS & PROPOSALS (RFQ/P)

The Steuben Lakes Regional Waste District (“District”) by and through its Board of Trustees (“Board”) found that adopting and utilizing the authority provided under Indiana Code § 5-23 will enhance the District’s ability to deliver essential public infrastructure and services in an efficient, cost-effective, and timely manner. In accordance with IC § 5-23-1-1 the Board, as the governmental body of the District, adopted an ordinance authorizing the District to utilize the use of public-private agreements as provided therein for the design, construction, financing, lease, acquisition, improvement, renovation, ownership, management, operation, or transfer of any public facility or infrastructure used or to be used by the District in connection with its statutory duties.

The District, by and through the Board as its governing body, is issuing this Request for Qualifications & Proposals (“RFQ/P”) seeking statements of qualifications from qualified respondent s for the development and construction of a public infrastructure Project (as defined below) utilizing Indiana Finance Authority State Revolving Loan Funds (“SRF Funds”).

The Project (“Project”) is described as follows:

The Project consists of the replacement of up to nine (9) existing sanitary pump stations serving the District’s existing wastewater collection system. Upgrades will be constructed at multiple pump stations including: Pump Stations No. 6, No. 12, No. 14, No. 23, No. 4, No. 19, No. 16, No. 8, and No. 18.
The scope of the improvements at each pump station includes but is not limited to the following: demolition and replacement of existing pumps, piping, electrical conduit, and appurtenances from existing wet wells and valve vaults, demolition and installation of new control panels and level control systems, and reconnection of proposed piping to existing force main and pressure sewer piping. The improvements at each pump station will require bypass pumping during the periods in which the pump station improvements are taking place.

It is intended that the Project will include improvements to as many stations as can be completed within the District’s budget. The stations will be prioritized as follows:

• Base Bid – Pump Stations No. 6, No. 12, No. 14, and No. 23.
• Mandatory Alternate Bid No. 1 – Pump Station No. 4
• Mandatory Alternate Bid No. 2 – Pump Station No. 19
• Mandatory Alternate Bid No. 3 – Pump Station No. 16
• Mandatory Alternate Bid No. 4 – Pump Station No. 8
• Mandatory Alternate Bid No. 5 – Pump Station No.18
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The Contract Documents that describe the Project and all other relevant materials (“Contract Documents”) will be shared electronically at no cost via Jones Petrie Rafinski, Corp. (referred to as “Engineer” or “JPR”). Following request for the Contract Documents by the respondent, JPR will provide appropriate file sharing permissions to view and download these documents. Respondents must request access to the Contract Documents by email to the following:

Steven W. Henschen, PE
Jones, Petrie, Rafinski Corp.
260-422-2522
shenschen@jpr1source.com

The Contract Documents are also available for public inspection at the following locations:
JPR office located at 108 West Columbia Street, Fort Wayne, IN 46802
Owner office located at 8119 County Road 150 N, Angola, IN 46703

The Contract Documents provided are at the 90% complete stage, and the construction permit has been submitted to IDEM.
The District plans to enter into a public-private partnership under IC § 5-23 with a selected respondent to complete the Project, including all required labor, materials, equipment, and construction services, within the defined budget and schedule. The chosen respondent must provide both a payment bond and a performance bond, each equal to no less than one hundred percent (100%) of the Project’s final cost.
All respondents will be given fair and equal opportunity to participate in discussions and submit revisions to their proposals. However, during the period between the release of this RFQ/P and the formal notification of selection, respondents are prohibited from initiating contact with any Board members or District employees.
A non-mandatory pre-proposal meeting will be held for all potential respondents at 1:00 p.m. local time, on August 5, 2025 at the Owner’s office located at 8119 County Road 150 N, Angola, IN 46703.

Responses to this RFQ/P must be submitted no later than Monday, August, 18 by 3:00 p.m. by mail or hand delivery at 8119 County Road 150 N, Angola, IN 46703, or responses may be submitted electronically by contacting JPR to receive share file information.
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                                                                                                   PROPOSAL EVALUATION
The District has formed a committee (“Committee”) to review the proposals received. Each proposal will be scored on a total possible score of 100 points. The following categories and points allocation will be used to evaluate the proposals:

Category                                                                                      Point Allocation (100 Points)

Respondent’s Experience                                                                                  45 Points
Project Methodology                                                                                           20 Points
Financial Capability                                                                                            10 Points
Experience with Delivery Method                                                                    5 Points
Scoping                                                                                                                  5 Points
Project Schedule                                                                                                  5 Points
Additional Items                                                                                                  10 Points

Total     100 Points

                                                                                                                      EVALUATION CRITERIA
Experience
1. Relevant Project Scope and Scale:
a. Detail the respondent ’s experience with projects of similar scope and scale, particularly in the rehabilitation of pump stations within active sewer collection systems.

2. Describe the respondent’s experience executing rehabilitation or construction work while maintaining continuous operation of existing systems or facilities. Specifically, address:
a. Methods used to minimize disruption to sewer collection system services
b. Use of temporary bypass pumping or other interim measures
c. Coordination with the owner and other stakeholders during live system work

3. Project Team and Key Personnel:
a. Identify the key team members who will be assigned to this Project, including at minimum a project manager and superintendent. For each, provide:
i. Name and title
ii. Description of relevant experience, especially with pump station rehabilitation projects
iii. Confirmation of availability and capacity to perform the work
b. Include a Project-specific organizational chart that outlines roles and responsibilities.

4. Safety Program and Performance:
a. Provide a narrative describing the firm’s overall approach to jobsite safety, including:
i. Safety protocols and training practices
ii. Procedures for confined space entry and wastewater-related hazards
iii. Any safety awards or recognition received

5. Funding Experience:
a. Provide relevant experience related to performing a project financed by SRF Funds.

Project Methodology

1. Understanding of Project Goals and Objective:
a. Respondent shall demonstrate a clear understanding of the purpose, key objectives, and constraints of the Project. Explain how your proposed approach                   aligns with the Owner’s priorities related to quality, schedule, budget, safety, and long-term operability.
2. Approach to Project Development and Construction:
a. Describe your firm’s overall approach to planning, developing, and constructing the Project. Include:
i. Construction methodologies you anticipate using
ii. Capabilities for self-performing specific scopes of work
iii. Work anticipated to be subcontracted and how subcontractors will be selected and managed

3. A preliminary construction timeline or phasing approach, with the understanding that the final schedule will be established during the Scoping Period.

4. Invoicing:
a. Describe your approach to invoicing and pay applications:
i. Types of cost data and backup documentation that will accompany each invoice
ii. Frequency and format of cost reporting

5. Change Order Management:
a. Explain your firm’s philosophy and process for identifying, documenting, and managing change orders. Include. If applicable, describe any change orders                           executed on a previous types of projects and the circumstances that required the change.

6. Project Controls and Communication Tools:
a. Describe the tools, software, and management processes your team uses to monitor and control Project schedule and costs.

7. Methods for facilitating communication between field crews, Project management, the Owner, and other stakeholders

Financial capacity

1. Financial Strength and Creditworthiness:
a. Demonstrate the respondent ’s financial capacity and stability to develop, construct, and deliver the Project on time and to the required standards. Provide documentation and information regarding the same.

2. Bonding Capacity:
a. Demonstrate the respondent ’s ability to obtain performance and payment bonds in the amounts required for the Project.

Experience with Delivery Method

1.Relevant BOT Project Experience:
a. Describe the respondent ’s prior experience with Build-Operate-Transfer (BOT) or similar alternative project delivery methods (e.g., Design-Build-Operate,                        Public-Private Partnership). Include a summary of the scope, structure, and operational responsibilities for each project.

2. Representative BOT Projects:
a. Provide detailed descriptions of BOT projects the respondent has successfully completed or is currently managing.

3. Team Experience with BOT Structures:
a. Identify key individuals within your organization who have direct experience with BOT or alternative delivery projects. Provide their roles, relevant project                        experience, and specific responsibilities in previous BOT engagements.

4. Lessons Learned from BOT Delivery:
a. Discuss lessons your firm has learned from past BOT projects that will inform your approach to this Project. Include any improvements made to your                                  project delivery, operational strategies, or financial structuring as a result.
Scoping

1.Scoping Period Fee Request:
a. If the respondent intends to request a Scoping Period Fee, provide the following:
i. The total amount requested
ii. A justification for the requested fee, including a high-level breakdown of anticipated labor, overhead, and other costs incurred during the                                                         Scoping Period
iii. Acknowledgment that the Scoping Period Fee, if approved, will not be invoiced until the conclusion of the Scoping Period and will not be paid                                                unless the project proceeds to Notice to Proceed
2. Approach to the Scoping Period
a. Describe your firm’s proposed approach to participating in the Scoping Period, including:
i. How you will allocate internal resources during this phase
ii. The disciplines and personnel who will be involved
iii. How you will coordinate with the Owner to refine scope, pricing, and schedule
iv. Any anticipated challenges and your strategy to address them

3. Commitment to Scope Finalization:
a. Explain your firm’s commitment to working collaboratively with the Owner to finalize the scope, budget, and schedule during the Scoping Period. Include                           examples from past projects where a similar pre-construction or early collaboration phase was used to refine project delivery.

Project Schedule

1.Preliminary Project Schedule:
a. Provide a preliminary Project schedule that outlines major construction phases, critical path items, and key milestones (e.g., mobilization, procurement,                             bypass installation, system shutdowns, substantial completion, commissioning). The final schedule will be confirmed during the Scoping Period.

2. Schedule Management Approach:
a. Describe the respondent ’s approach to managing and maintaining the Project schedule.

3. Availability of Resources:
a. Confirm the availability of the proposed team and field crew for the duration of the Project. Describe any competing commitments that could affect the                                schedule and how your firm intends to mitigate potential staffing conflicts.

4. Handling Schedule Constraints and Permitting Delays:
a. Describe how your team will accommodate external schedule constraints, including permitting, coordination with utilities, or seasonal construction                                      limitations. Include examples of how you’ve adapted to similar constraints in past projects.

5. Interface with Operational Requirements:
a. For Project components involving live systems (e.g., sewer pump stations), explain how your firm will coordinate scheduling with the Owner’s operational                          staff to minimize service disruption and meet required shutdown windows or bypass durations.

Additional Items

The respondent is encouraged to provide any further information that may assist the District in fully understanding the qualifications, capabilities, and unique strengths of the proposing team. This may include descriptions of innovative methods or technologies the respondent plans to utilize that have not been covered elsewhere in the proposal, any specialized expertise or strategic partnerships that add value to the Project, notable awards or industry recognitions received, or relevant case studies that demonstrate successful project outcomes. While the submission of such additional information is optional, the District reserves the right to consider this material in the evaluation process at its sole discretion.

SELECTION TIMING AND PROJECT TIMELINE

The expected schedule for selecting a developer and finalizing a public-private partnership agreement for the Project’s development and construction is as follows:

Project Item                                                                              Date

RFQ/P Available for Proposals                                              July 25, 2025
RFQ/P Pre-Proposal Meeting                                                August 5, 2025
RFQ/P Submission Due Date                                                August 18, 2025
RFQ/P Scoring Complete                                                       August 26, 2025
Scoping Period Begins                                                            August 27, 2025
Scoping Period Ends                                                               September 15, 2025
Finalize GMP Budget & Agreement                                     October 2025
Anticipated Notice to Proceed                                               February 2026
Anticipated Final Completion                                               November 2027

If needed, the Engineer will issue written addenda to the RFQ/P documents to provide interpretations, additional instructions, clarifications, or revisions. These addenda will become an official part of the RFQ/P package. Only responses issued in such addenda shall be considered official and binding.
The final Project scope will be established during the scoping period referenced in the timeline above (the “Scoping Period”). This phase is expected to be highly focused and fast-moving, with a target to finalize a guaranteed maximum price (GMP) agreement by September 15, 2025. The ultimate construction schedule will be developed during this period, as it depends on several milestones set by the District. Consequently, the selected respondent must be fully available, transparent with information, and actively collaborate with all stakeholders throughout the Scoping Period to finalize the Project’s scope, schedule, and budget. All data, materials, and documentation gathered or created during this phase will be the exclusive property of the District. By submitting a proposal, respondents waive any rights to this information, which the District may use at its discretion.
Upon conclusion of the Scoping Period, the Committee may recommend awarding the development and construction agreement to the respondent whose GMP, schedule, and value breakdown are deemed most favorable and acceptable.
Notwithstanding the above, the District reserves the right, under IC 5-23-5-8, to end this RFQ/P process at any time without awarding an agreement to any respondent.

 

posted 7/24/2025 @ 2:05 PM

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