2023-056 RFP Stormwater Asset Management Maintenance Planning Project

Agency:	Kitsap County
State:	Washington
Type of Government:	State & Local
NAICS Category:	541330 - Engineering Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Jan 3, 2024
Due Date:	Jan 17, 2024
Solicitation No:	2023-056
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSALS

KITSAP COUNTY

2023-056

STORMWATER ASSET MANAGEMENT/ENHANCED MAINTENANCE

PLANNING PROJECT

Proposal Response Deadline:

(Wednesday, January 3, 2024 @2:00 PM)

STORMWATER ASSET MANAGEMENT/ENHANCED MAINTENANCE

PLANNING PROJECT

PROJECT BACKGROUND

Kitsap County Public Works Stormwater Division (“Stormwater Division”) is seeking proposals from

qualified firms to conduct an evaluation of the County’s existing stormwater management assets and

systems and develop a strategic asset management plan (SAMP) based on ISO 55000, 55001, and 55002

standards to optimize infrastructure performance, reduce stormwater impacts to waterbodies, and guide

decisions regarding maintenance, planning, budgeting and program management.

The Stormwater Division provides surface water planning and management services for unincorporated

Kitsap County and the County’s MS4 (Municipal Separate Storm Sewer System). The MS4 includes

conventional assets as well as green infrastructure and stormwater parks. The drainage system spans

several major watersheds featuring abundant freshwater lakes and salmon-bearing streams, has direct

drainage to Hood Canal and Puget Sound, and three TMDL waterbodies (Dyes Inlet, Sinclair Inlet, Liberty

Bay). The Division’s Stormwater program supports stormwater system operation, maintenance, and

administration; National Pollutant Discharge Elimination System (NPDES) Municipal Stormwater Permit

and other regulatory compliance; various programs and partnerships designed to reduce runoff pollution;

and capital construction. These activities serve approximately 180,000 residents and provide protection

and restoration of local waterbodies and Puget Sound.

The County has invested significantly in GIS-based solutions (Cartegraph, ArcGIS®/ArcGIS® Online,

SeeClickFix) to manage its assets and activities (e.g., stormwater/sanitary sewer assets, customer

complaints, illicit discharges/spills, etc.). They provide field data collection, asset location/information, and

work order fulfillment.

The County has developed key management actions to move the Stormwater program forward, determine

asset types and locations, and meet regulatory requirements, including critical elements like the

Stormwater Comprehensive Plan/Stormwater Management Action Plan (SMAP); M&O/SOP manual with

guidelines for all asset classes; an Overburdened Communities/Environmental Equity Atlas; and a fully-

mapped storm system in an existing data management solution.

The proposed project will add a SAMP that defines how the County manages and enhances maintenance

and replacement of assets, provide AMPs that complement the Cartegraph system, and provide a long-

term view that considers organizational needs, stakeholder expectations and the realities of existing

assets and asset management capabilities to define a clear path forward.

Project goals:

• evaluate current tools/decision-making processes, and how resources can more effectively be

allocated

• provide a framework to increase efficiency in work practices and integrate information that will

inform project priority decisions

• pinpoint critical assets, measure risk and reliability across asset types

• set key performance indicators

• incorporate climate change data, risk assessment, targeted pollution data, environmental equity,

and other decision-making tools to allow us to direct resources to areas with the most impact

• Inform policy and procedure, fine-tune SOPs

• inform future needs - equipment, staff, or enhanced technology

• identify where enhanced maintenance may benefit water quality

• track hotspots and support an enhanced monitoring plan to determine assets performance

• integrate with existing systems, and amplify stormwater actions and planning efforts

The selected firm will conduct an asset management analysis for the Stormwater Utility and develop a

Strategic Asset Management plan (SAMP) for the Stormwater Division, Asset Management Plans (AMPs)

for two selected asset classes, and an AMP Development User Guide and Template sufficient to enable

staff to independently develop AMPs for all remaining asset classes.

PROCUREMENT SCHEDULE

The Procurement Schedule outlines the tentative schedule for important action dates and times. All dates

after the proposal submission due date are approximate and may be adjusted as conditions indicate,

without amending this document. It is the Responder’s sole responsibility to periodically check the

County’s website for amendments to this document.

Procurement Schedule- Figure 1

Item

Action

Kitsap County Issues Request for Proposals

Date

Monday, November 20,

2023

Final Questions Due

Tuesday, December 5, 2023

@2:00 PM

Addendum Issued Regarding Questions (If Needed) Tuesday, December 12,

2023

Responder must submit Proposal by 2:00 p.m. Pacific Wednesday, January 3,

Time

2024

Kitsap County evaluation of Proposals

Announce successful Proposal

Week of January 8, 2024

On or about Wednesday,

January 17, 2024

SUBMISSION OF PROPOSALS

The Letter of Intent and proposals must be prepared and submitted no later than the submission date

and time specified in the Procurement Schedule. The Proposal is to be sent to the Procurement

Coordinator either by mail, email (preferred) or hand/mail delivered.

Responders should allow sufficient time to ensure timely receipt by the Procurement Coordinator.

Responders assume the risk for the method of delivery and for any delay in the delivery of the Proposal.

Kitsap County will disqualify any Proposal and withdraw it from consideration if it is received after the

proposal submission due date and time.

All responses and any accompanying documentation and material become the property of Kitsap County

and will not be returned.

If mailed, two (2) copies of the proposal must be submitted with the Request for Proposal (RFP)

number and the name and address of the respondent clearly stated on the outside of the envelope.

Please submit proposal documents to the Kitsap County Purchasing Office at:

By Mail

Glen McNeil

Kitsap County Department of

Administrative Services

Purchasing Office

614 Division Street MS‐7

Port Orchard, WA 98366

Express, Courier, or Hand delivery

Glen McNeil

Kitsap County Department of Administrative

Services

Purchasing Office – Fourth Floor

619 Division Street

Port Orchard, WA 98366

By email: Attention Glen McNeil at Purchasing@kitsap.gov (Preferred)

SCOPE OF WORK

The selected Contractor shall perform the following services and deliver the products described:

A. Review/Assess Background Info and Existing Systems: Provide a background review of the

Stormwater Division’s existing program, systems, policies, and processes, including assessing asset

management program maturity. This task includes review of all relevant local and regional planning

documents, as well as relevant regulatory requirements, for coordination and consistency; and

holding interviews with stakeholders.

Task includes but is not limited to:

• Review existing asset inventory

• Review existing County-collected condition assessment data

• Review and analyze all available historic financial data regarding life cycle costs of assets

• Review existing Operations and Maintenance, inspection, and data collection procedures

• Review and analyze all available information regarding local water quality, impacts, and goals

• Review existing systems and standard operating procedures (SOPs)

• Evaluate the Stormwater Division’s current tools and decision-making processes, and how

resources can more efficiently and effectively be allocated.

• Review all relevant local, State and Federal regulatory requirements

• Review all relevant local plans and policies (Examples: Kitsap County and Kitsap County Public

Works Stormwater Comprehensive Plans, Stormwater Monitoring Action Plan (SMAP), Kitsap

County Water as a Resource policy, Stormwater Capital Facility Plan, Kitsap County Natural

Resources Asset Management project, Kitsap County Equity Outreach Analysis, local

waterbody TMDL’s, Puget Sound Action Plan, Watershed Plans, Salmon Recovery and

Shoreline Master Plans)

• Interview relevant stakeholders

Key Deliverables:

• Meeting agendas and summary notes

• List of relevant regulatory requirements

• Summary of key findings from interviews with stakeholders

B. Gap Analysis: Perform Gap Analysis between target Levels of Service (LOS) and current system

performance.

Task includes but is not limited to:

• Identify gaps in data/data collection methodology

• Identify gaps between existing resources (including equipment, staffing and materials) and

those necessary for optimizing O&M

• Develop a plan for performing necessary CMMS (computerized maintenance management

system) updates, including any recommended additional software and/or analysis tools

• Coordinate review and comment with stakeholders and grant funding agency (Department of

Ecology)

Key Deliverables:

• Draft Stormwater Asset Management Needs Assessment/Gap Analysis chapter for SAMP

• Summary identifying necessary updates to County’s Cartegraph CMMS

C. Strategic Asset Management Plan (SAMP) Development: Create a Strategic Asset Management Plan

that supports in measuring risk and reliability across asset types, monitoring key performance

indicators, and considering asset life cycle management.

1. Evaluate the Stormwater Division’s Asset Management program, develop needed elements, and

compare system performance to level of service and ISO standards.

Task includes but is not limited to:

• Determine asset assessment methodology standards for each asset class

2023-056 RFP Stormwater Asset Management Maintenance Planning Project

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