Water/Sewer Operator

Request for Proposals

Water and Sewer Operator

In Responsible Charge of

Operations and Maintenance Services


10/1/19, 9:30 a.m.

Request for Information & Clarifications

Click the link below to view the posted BMMD clarification and answers to questions received:


INSTRUCTION TO BIDDERS

Buffalo Mountain Metropolitan District (“BMMD”) is seeking proposals for general operations and maintenance services related to its water treatment/distribution system and sanitary sewer collection and transmission systems. Experience with water distribution systems in a high elevation mountainous area having various pressure zones is preferred. In addition, other services include: infrastructure improvement/replacement planning, construction inspection, GIS mapping, file management, and mandatory State regulatory compliance reporting. Position requires knowledge of principles, practices, materials and equipment used in water and wastewater treatment & collection facilities.

Background    

The BMMD was formed under Title 32 of the Colorado Revised Statues to provide specific services for the residents and businesses located within the Wildernest and Cortina Ridge subdivision(s). BMMD services nearly 2,500 residential units, condominium units, and several commercial properties. The BMMD also provides wholesale water and wastewater services to the adjacent Mesa Cortina Water & Sanitation District (“Mesa Cortina”).  Other BMMD services that are not part of this RFP include plowing, road maintenance, drainage, parks and recreation, protective covenants and architectural guidelines services. 

BMMD owns, operates, and maintains a system of pipes for the collections and transportation of wastewater to the wastewater treatment plant which is operated by the Silverthorne – Dillon Joint Sewer Authority (JSA).

The BMMD is governed by a five member elected Board of Directors.  Day to day oversight of the BMMD’s functions is provided by the BMMD’s Manager, Shellie Duplan as well as an administrative staff of one person and a water/sewer field support staff of one person.  The BMMD field support staff will be available to work with the Company on all field operations & maintenance service requirements.

Go to the bottom of this page to view a list of downloads for more information related to the District’s major water/sewer facilities, boundary map, service responsibilities and agreement.

Scope of Services

The scope of services is set forth in detail as outlined in the Exhibit A of the Water/Sewer Agreement for Operations and Maintenance Services (Agreement). The Company shall keep the BMMD informed through monthly reports and shall submit performance reports making recommendations with respect to improvements that need to be made to insure cost-effective, efficient and necessary services as to all matters concerning the water/sewer system. A Company representative will attend monthly District Board meetings to report on such services.

Hours are flexible, dependent upon the needs of the District. Operator in Responsible Charge (ORC) will be on-call and may be required to work unusual hours.  The Company must be available 24 hours a day for water/sewer emergency response and take timely and appropriate action as needed to control the circumstances in accordance with the Company’s best judgment to protect BMMD facilities and customers. It is not contemplated that the Company will conduct the actual emergency repair, but rather manages the situation at hand for a prompt resolution.

Term Agreement

The initial term shall be three and one half (3 ½) years starting on 7/1/2020 through 12/31/2023. After the initial term, unless terminated, the Agreement shall be renewed for two (2) successive one year periods.

Minimum Required Water/Sewer Licenses

The minimum required CO State Certified license(s): 

  • Water Treatment = Class D
  • Water Distribution = Class 1
  • Sewer Collection = Class 1

Use of BMMD Employee

BMMD will provide a full time District employee to help with required maintenance (10 hours per week in winter and 20 hours per week in summer). The District provides one ¾ ton pick-up to be utilized by the BMMD employee.

Shared Office Space & Parking

The BMMD water intake facility has one administration office which contains the SCADA computer system and record keeping. The office is shared with road maintenance & operations. Parking for up to two (2) vehicles is provided.

Insurance

The Company will be required to maintain workmen’s comp, commercial general and automobile liability insurance policies pursuant to the Agreement.

Compensation

All services shall be compensated through an agreed upon annual fee and paid out bi-weekly.  Additional services may be compensated on a time and material basis at the direction of the Board of Directors and the BMMD Manager. See Exhibit B in Water/Sewer Agreement.

Pre-Bid Meeting

All interested parties are encouraged to attend the BMMD pre-bid meeting on September 24, 2019, 11:00 a.m., at the District office, 106 Adams Avenue in Silverthorne.  The current water/sewer operator will provide important insight on job operations and maintenance duties including a tour of the facilities.

Request for Information

Questions are to be submitted to District Manager Shellie Duplan at shellie@bmmd.org. Deadline for questions will be October 1, 2019 at 5:00 p.m. Answers will be posted on this RFP website page.  

Submission Requirements

Proposals and qualifications to the BMMD must include:

  1. Qualification & experience statement including copy of current water/sewer license certifications
  2. Proposed compensation rate for 3 ½ years of service (BMMD will pro-rate & pay on a bi-monthly basis)
  3. Company labor & equipment rates outside the scope of Agreement (see Agreement Exhibit B)
  4. Company history (i.e., how long in business, how long in County)
  5. Provide a number of how many other contracts the Company services
  6. Provide a statement or information relating to emergency response coverage
  7. List of Company principals/owners, and any supervisor assigned to this proposed contract
  8. Three references

Proposal Deadline

Sealed bids will be received from bidders no later than October 8, 2019 at 4:00 p.m. and delivered to or mailed to the following address:

Buffalo Mountain Metropolitan

Attn: Shellie Duplan

Physical Address:  106 Adams Avenue, Silverthorne, CO 80498  OR

Mailing Address:  PO Box 2430, Silverthorne, CO 80498

Bidders have no right to hear or review competing bids or the documentation or analysis thereof. BMMD reserves the right to reject any bidder as not qualified, reject any and all bids, or accept responsive and responsible bids as the best interests of the District may be served.

Following the review of the proposals and qualifications, the BMMD may conduct interviews with those firms which, in its sole opinion, are most qualified to provide the services outlined in this RFP.

Award & Training

Each Bidder will be notified after October 15, 2019 of the BMMD Board of Director decision. The awarded Company will be required to conduct system training with the current water/sewer operator for a minimum of forty (40) hours prior to the commencement of the contract. Additional training hours will be available as needed.

Timeline Summary

9/24/19, 11:00 am       Pre-Bid Meeting

10/1/19, 5:00 pm         Questions Deadline

10/8/19, 4:00 pm         Bid Submission Deadline

Winter/Spring              Training

7/1/20-12/31/23           Contract Term

Document Downloads

Existing BMMD Infrastructure Summary - Infrastructure Summary.pdf

Boundary Map - Boundary Map BMMD.pdf

Water and Sewer Service Responsibilities - Service Responsibilites.pdf

Water/Sewer Agreement for Operations and Maintenance Services - Water Sewer Agreement.pdf

If you have any questions, please contact the BMMD Manager Shellie Duplan at (970) 513-1300.  Additional BMMD information can be found on this website.