REQUEST FOR QUALIFICATIONS CITY OF DOUGLAS, BROWNFIELD "DOUBLE-DOWN INITIATIVE" REVITALIZATION PROJECT DOUGLAS, WYOMING - EPA Brownfield ...
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REQUEST FOR QUALIFICATIONS
CITY OF DOUGLAS, BROWNFIELD
“DOUBLE-DOWN INITIATIVE”
REVITALIZATION PROJECT
(EPA Brownfield Assessment Grant for
Petroleum and Hazardous Substances)
DOUGLAS, WYOMING
Submittal Deadline: 3:00 p.m. local time, October 17, 2018Section One
Introduction and Summary
The City of Douglas (hereafter “City”) will accept written submittals for:
City of Douglas, WY, Brownfield “Douglas Double-Down Initiative” Revitalization Project
(EPA Brownfield Assessment Grant for Petroleum and Hazardous Substances)
The City of Douglas invites firms to submit qualifications from a multi-disciplinary environmental
contractor firm or firms to provide the following; including but not limited to; project management,
environmental inventory and assessment, brownfield grant management, stormwater/floodplain
mitigation and management, redevelopment/economic assessment and public information, and outreach
related to its EPA Brownfield Assessment for Petroleum and Hazardous Substances. The purpose of this
grant will be for an assessment of petroleum/hazardous substance contaminated sites for an area known
as the “Douglas Double-Down Initiative”. Brownfields throughout this study area likely contain, or are
suspected to contain, contamination from petroleum or other hazardous sources. The sites will be those
identified by the contractor, staff or through other documents as priority redevelopment areas.
This project seeks to propel the revival of Douglas’s downtown which sits at the geographic heart of the
community. Environmental pollution is woven into the fabric and history of this otherwise vibrant,
culturally diverse and up-and-coming neighborhood, which today, continues to be burdened with the
community’s largest concentration of known and suspected brownfield sites.
Originally platted in 1886, Douglas was established as a rail station to supply warehousing and retail in
support of ranches and later railroad crews. Over the years, the community grew to support
transportation of goods and visitors headed to Yellowstone. In more recent decades, the mineral
extraction industry fed the local economy due to proximity to several large coal mines to the north, along
with oil and gas fields and uranium deposits. During World War II, Douglas served as home to an
internment camp from 1943-1946. Although some tourism is generated within the community through
the State Fairgrounds, museums, and access to the North Platte, these resources are not driving economic
diversification.
Within the city limits, the original core of Douglas is our target area. Specifically, we are focused on Block
2 of Census Tract 9564. We believe that addressing the target-area brownfields will enhance the health
and welfare of residents living in poverty as well as seniors. This area is at the crossroads of commerce,
encompassing the core of downtown and the railroad industry corridor. The original city includes a mix
or land uses, including public institutions, the library, city hall, the medical center, and post office. Historic
neighborhoods abut the 8-block commercial core. Transecting the target area is US Highway 87, a historic
motorway with remnants of filling stations, garages and repair shops that harken back to the boom days.
Also nearby these brownfields are industrial sites adjacent to the railroad corridor, adding to the diversity
of uses and contaminants adjacent to aging homes and apartments.
With these concerns in mind, the City of Douglas will incorporate site reuse option analyses and apply real
estate strategies to prioritize opportunities and ensure the most feasible and beneficial
sites/redevelopment areas are selected for environmental site assessment and site cleanup/reuse
Page 2 of 23planning. Initiation of this grant will establish an effective brownfield program, engage the community
and “Double-Down Initiative” stakeholders, and create a comprehensive brownfield inventory, prioritize
revitalization opportunities, perform Phase I and Phase II Environmental Site Assessments (ESAs), and
conduct planning activities. With this organizational infrastructure, the City will develop a process to
assess and remediate sites and facilitate public-private partnerships necessary to complete the revival of
the “Double-Down Initiative” neighborhood. The project will include assessment activities at sites
identified first through the inventory process, and then through Phase I ESA and, finally, Phase II
investigations.
Written, sealed submittals must be submitted to the City of Douglas, Attn: Karen Rimmer, City Clerk; P.O.
Box 1030, 101 North 4th Street, Douglas, WY 82633 no later than 3:00 p.m. local time on October 17, 2018.
Copies of the Request for Qualifications may be obtained by contacting Clara Chaffin, Community
Development Director; phone (307) 358-2132 or online at https://wy-douglas.civicplus.com/bids.aspx.
Section Two
Project Information
The City of Douglas invites firms to submit qualifications to provide EPA Brownfield Grant project
management, environmental inventory and assessment, and public information and outreach related to
its EPA Brownfield Assessment grant for Petroleum and Hazardous Substances, the purpose of which will
be for an assessment of potentially contaminated sites for an area known as the “Double-Down Initiative”.
Brownfields throughout the “Double-Down Initiative” likely contain, or are suspected to contain,
contamination petroleum sources and/or other hazardous substances. These sites will be those identified
by the contractor, staff or through other documents as priority redevelopment areas. The three-pronged
goal of this project is to propel the “Double-Down Initiative” revitalization, improve the quality of life for
its residents, and to remove any real or perceived barriers to private investment.
The successful contractor/sub-contractor/team will bring experience and insight to a partnership with the
City to successfully administer the grant award, explore other funding opportunities or/and brownfield
initiatives and programs to achieve project goals as outlined within the grant application in accordance
with Work Plan (also approved by the EPA & Attached: Attachment A) and all US Environmental Protection
Agency requirements as noted within the Cooperative Agreement. Modifications to the approved Work
Plan will be entertained if the approach is beneficial to the community, improves performance, improves
compliance or maximizes the grant funding. The successful contractor is expected to perform many tasks
including, but not limited to, the following:
Prepare and maintain schedules and budgets for all activities associated with this grant award
consistent with the Work Plan (Attachment A), with review and approval by the City prior to
submission. (The City expects the contractor to perform overall grant management but the City
will maintain control over all grant management items.)
Prepare and manage site assessment studies and prepare appropriate reports as required by the
grant.
Page 3 of 23 Conduct necessary background research related to contamination and applicable master plans.
Conduct necessary field/on-site investigation, including necessary sampling and lab analysis.
Include public and private opportunities for citizen outreach and participation that would, in all
steps of the project, serve to keep the public informed and engaged. These outreach and
education efforts will include; but will not be limited to, public meetings, creation of innovative
and informative education and outreach materials and strategies, and the development of an
attractive and user-friendly web site.
Evaluation of cleanup options and risk assessment analysis and costs.
Preparation of all written plans, including but not limited to Quality Assurance Project Plans,
Sampling and Analysis plans, etc. in compliance with USEPA regulations and best practices.
Develop a list of potentially eligible sites for investigation and prioritize the list of sites through
the use of a “Brownfield Advisory Committee”. The Brownfield Advisory Committee will help the
contractor evaluate sites based on environmental need, site issues, complexity, economics, and
neighborhood effect, among other factors.
Conduct Phase I and Phase II environmental assessments in the project area and deliver to the
City and Wyoming DEQ completed Phase I and Phase II environmental site assessment reports in
print and a compiled and printable electronic format (e.g. PDF).
Perform project management, implementation, and/or technical oversight.
Provide professional advice regarding environmental issues associated with land
reuse/redevelopment and related matters.
Identify “Double-Down Initiative” revitalization initiatives beyond basic redevelopment and reuse
for land. Culturally significant resources, geographic importance, and public art are examples of
possible initiatives that could be used in addressing contamination issues.
Attend meetings within the community as necessary and as requested, such as neighborhood
meeting, stakeholder meetings, Planning Commission and/or City Council.
Prepare presentations to provide information about the project’s progress as requested. Any
additional meetings shall also be identified, with each meeting recommended including a cost
proposal for facilitation. Finally, a generic meeting cost proposal is required from all applicants
to assess and aid elected officials in possible request for additional meetings throughout the
process.
Develop preliminary budget, financing options, and implementation plans for cleanup and reuse
of identified sites.
Promote redevelopment sites through outreach and actives like developer outreach forums and
creation and dissemination of education and outreach materials.
Complete contaminant characterization and risk assessments as determined necessary, following
Phase II activities and as funds allow.
Page 4 of 23 Prepare and assist the City with all EPA grant programmatic and administrative reports, updates,
and grant close-out documents and provide evidence of previous experience managing EPA
Brownfield Grants.
Prepare Quality Assurance Project Plans (QAPPs) and associated Field Sample Plans (FSPs) and
Crosswalks, as well as Health and Safety Plans (HASPs).
Develop strategy to discuss the EPA Brownfield Program with affected landowners in City.
Prepare and submit to the EPA Site Eligibility Determinations on behalf of the City.
The request for qualifications describes the selection process and documentation required for submitting
proposals for this project. Any firm failing to submit a proposal in accordance with the procedures set
forth in this Request for Proposals may be considered non-responsive.
Section Three
Project Schedule and Budget
Time is of the essence for this project. Per the grant award the City of Douglas has 3 years to complete
the project and spend all money associated with the grant. The statement of qualifications submittal and
selection process has been designed to maximize the time a contractor will have to investigate and
complete necessary studies within the allotted timeframe.
The fiscally responsible entity is the City of Douglas. Participation of affected property owners is expected.
Section Four
Submittal Information
Proposals must include the following information organized in the order as presented below and shall be
identified with the tab titles and sub titles provided below. All RFQ’s submitted shall follow the approved
Work Plan as attached.
The submittal shall be limited to a maximum of forty (40) pages, 8½” x 11” (pages up to 11” x 17” are
acceptable if folded to 8½” x 11”), single sided, not smaller than 11 point type. The cover letter, table of
contents, and any tabs do not count toward the page limits. Project cut sheets, including photos, are
included in the page limits; submittals exceeding the page limits may be considered non-responsive.
At a minimum, firms submitting proposals should have verifiable expertise and proven experience in the
following areas:
• EPA Brownfield Assessment Grant project and grant management;
• Environmental inventory and assessment
• Technical capacity to conduct environmental studies or manage environmental studies;
• Stormwater/floodplain mitigation and management;
Page 5 of 23• Redevelopment/economic assessment and public information projects;
• Real Estate Financing/Development; and
• Public Participation/Consensus-Building.
1. Tab Title: Introductory Requirements
a. Sub Title: Transmittal Letter
Proposals must have a transmittal letter signed by an authorized representative of the
applicant’s company confirming the applicant’s availability to accomplish this project and
a commitment to complete the project within the approved timeframe.
b. Sub Title: Project Understanding
A statement describing the applicant’s understanding of the project and any special skills
the applicant will bring to the project.
2. Tab Title: General Information
a. Sub Title: Company Information
i. Firm name
ii. Business address
iii. Primary contact name, email and telephone number
iv. Year established
v. Wyoming registration or certification information (if applicable)
vi. Type of ownership (e.g. corporation, LLC, sole proprietorship, etc.)
vii. Total size and breakdown of firm personnel by category (e.g., principals,
engineers, architects, project managers, construction managers,
superintendents, estimators, schedulers, and other technical, clerical). (A firm
organizational chart would be useful.)
b. Sub Title: Experience/Qualifications
i. Provide a summary highlighting the firm’s qualifications and special expertise to
provide the services/deliverables requested in the Request for Qualifications.
ii. Describe the lead firm’s experience in successfully completing similar
environmental projects, including projects of this scope, and success in working
with DEQ and EPA.
iii. State the lead firm’s annual average volume (in dollars) of similar projects for the
past five years and plans for the next 12 months, including this project.
iv. Describe the types of projects or services normally performed by the lead firm
and the relative value of each for the past five years.
v. Describe the experience of the lead firm, expressed both in number of projects
and in total dollar volume, in completing new facilities and major renovations.
vi. Provide information on background and experience on similar projects.
vii. Describe your approach and techniques for claims/disputes avoidance and
mitigation.
Page 6 of 23viii. Provide background of key members of each firm in the team and their specific
experience in previous projects that would relate to this project.
ix. Describe any specific skills the applicant team would bring to this project.
x. In preparing team members’ Statement of Qualifications, the proposing firm shall
clearly identify the team member’s role on the referenced project. If the
proposing firm is representing an individual’s experience while employed at
another firm, the firm of record for the project and the individual’s role shall be
clearly identified.
c. Sub Title: Proof of Insurance
i. Provide proof of the following:
1. Comprehensive General Liability Insurance
Applicant shall have comprehensive general liability insurance coverage
during the entire term of the contract, against claims arising out of bodily
injury, death, damage to or destruction of the property of others,
including loss of use thereof in an amount not less than one million
dollars ($1,000,000) each occurrence and two million dollars
($2,000,000) in general aggregate.
2. Workers’ Compensation or Employers Liability Insurance
Applicant shall provide proof of workers’ compensation coverage for all
employees working on this project such as Wyoming Worker’s
Compensation Certificate of Good Standing. Applicant’s coverage shall
be under the Wyoming Workers Safety and Compensation program if
statutorily required or such other workers’ compensation insurance as
appropriate. Applicant’s insurance shall include Stop Gap coverage in the
amount not less than five hundred thousand dollars ($500,000) per
employee for each accident and disease. Applicant shall also supply proof
of worker’s compensation and employer’s liability insurance on any
subcontractor.
3. Professional Liability or Errors and Omissions Liability Insurance
Applicant shall provide proof of professional liability insurance or errors
and omissions liability insurance to protect City from any and all claims
arising from Applicant’s alleged or real professional errors, omissions or
mistakes in the performance of professional duties by Applicant or his
sub Applicants in an amount no less than five hundred thousand dollars
($500,000).
4. Business Automobile Liability
Applicant shall maintain, during the entire term of the Contract,
automobile liability insurance in an amount not less than five hundred
thousand dollars ($500,000) per occurrence.
d. Sub Title: Potential or Perceived Conflicts of Interest
i. Any potential or perceived conflicts of interest must be disclosed.
Page 7 of 233. Tab Title: Project Approach, Schedule and Presentations
a. Describe your approach for completing this project specifically for the City of Douglas,
Wyoming. Include how you would provide access to staff locally (in-person visits, phone,
email, skype, etc.) throughout the project if you are not located in Douglas or do not have
offices in the City.
b. Provide narrative detailing the applicant’s philosophy and approach to complete the
project and Work Plan as attached.
c. Provide an overall project schedule including the timing of major tasks and progress
reports.
d. Describe the applicant’s ability to prepare and present findings and recommendations to
staff, local appointed and elected officials, and other interested parties.
e. Describe deliverables for the overall project and each phase of the project as detailed.
f. Provide any additional information or methods believed to be relevant to indicate the
applicant’s ability to successfully complete this project.
4. Tab Title: Grant Administration
Summarize the firm’s proven ability, technical expertise and willingness to administer and manage
all aspects of the EPA grant compliance for the City, including, but not limited to, all necessary
reporting.
5. Tab Title: Modifications to the Work Plan
The Work Plan has been approved by the EPA; however, the City welcomes a discussion of
detailed approaches or suggested refinements to the Work Plan. Describe project expenditures
by task and plan component, indicate which individuals/firm(s) would perform which activities,
and describe proposed communications and public involvement processes in detail.
6. Tab Title: Project Team
a. Sub Title: Organization
Provide an organization chart for your project team indicating firm management team,
task specific discipline team members (firms) and individual design discipline team
component leaders (architects, engineers, etc.) Give a brief description of the roles of the
personnel on the project and list their current location and the length of service with their
respective firms. All management and team members listed within the proposal must be
the personnel who will actually be assigned to the project. All positions should be filled
with personnel of a quality, expertise and experience level of the personnel
commensurate with the requirements of the proposal.
Page 8 of 23b. Sub Title: Experience
For each of the individual design team members named above, briefly discuss experience,
registrations, and education. Address experience on work for projects of similar type, size
and complexity, and experience working with design teams, the public, regulatory
agencies, and local communities. Submit resumes for all key positions including the
contractor team.
c. Sub Title: Availability
Briefly discuss the availability of all key personnel for the scheduled time frame of the
proposed project. Additionally, discuss the capacity of the proposed team to accomplish
the work.
d. Sub Title: Project Understanding
Describe your team’s general understanding of the project and your role in the project
team. Include any special issues that you believe may affect the project or may affect your
performance of the services/deliverables. Discuss your team’s approach to completing
the project. Discuss the major challenges to successful completion and how your project
team proposes to approach them.
e. Sub Title: Relationship History
Describe how long the project team and the lead organization have worked together and
detail sample projects that the project team and lead organization have completed
together. If this will be the first time the project team and lead organization will be
working together, describe a process by which the lead organization will assure effective
and efficient communications with this new relationship.
7. Tab Title: References
Provide references from at least three (3) similar projects within the last three (3) years.
References are to include the name of a project contact along with the reference’s position, email
address and telephone number. Each reference is to include a description of the services provided
to the client and the applicant’s specific role.
8. Tab Title: Fee Schedule
The proposal shall include an anticipated schedule and time/material cost estimates for the
activities listed in the Work Plan by deliverable. Time should be allowed in the schedule to review
and revise draft deliverables and for preparation of final documents. Hourly billing per contractor
title/position, reimbursable expenses, and price schedule for each firm/sub-contractor involved
shall be included.
9. Tab Title: Disclosures
a. Any professional or personal financial interest that is or could be a conflict of interest in
representing the City, including but not limited to any arrangements to derive additional
compensation from various investment and reinvestment projects, including financial
contracts.
Page 9 of 23b. Certify if the applicant or any of the owners or principals is/are subject to any pending or
threatened litigation and/or sanctions. The certified statement should cover the size and
scope of any pending litigation and/or sanctions. If no litigation is pending, include a
statement to that effect.
c. Ownership interest or management of any other company providing same or similar
services as provided herein. The proposal is to be signed by an official authorized to bind
the offer and is to contain a statement to the effect that the proposal is a firm offer for a
ninety (90) day period from opening. The proposal is also to provide the following
information: name, title, address, email address, and telephone number of the
individual(s) with authority to contractually bind the company and also who may be
contacted during the period of proposal evaluation for the purpose of clarifying submittal
information.
10. Copies
Provide four (4) hard copies and one (1) CD or flash drive containing the entire submittal in .pdf
format.
Section Five
Selection & Contracting Process
Proposals will be reviewed by the City, and depending on the number of RFQ’s received, and the quality
and completeness of the submittals, a formal, in-person interview process may be undertaken, as
determined by the City. The City may contact any or all of the submitting firms to request additional
information during the selection process. After a firm is chosen, the City will negotiate a contract with
the firm. In the event a satisfactory agreement cannot be reached, negotiations will be terminated and
another firm may be selected.
All proposals received will be considered public information by the City of Douglas. Firms are advised that
any information considered to be privileged, a trade secret, or confidential, should not be revealed in the
proposal. Proposals will be made available to anyone requesting them after the selection process has
been completed, and the contract has been awarded.
1. Review of Proposals
Following an initial screening of the proposals, the review committee will select what it considers
the most highly qualified firms to provide the services/deliverables required for the proposed
project. Selection will be based on the evaluation criteria set forth below. The firms/teams
submitting proposals will be reviewed, and the review committee will then recommend the most
qualified firms.
Page 10 of 23The selection criteria will be the basis for the list of most qualified firms, but may not be limited
to the following:
a. Qualifications and Experience of Key Personnel;
b. References for Firm and Project Team;
c. Project Scope and Scope Alterations;
d. Project Schedule;
e. Current and prospective workload;
f. Capacity to accomplish the work in required time;
g. Responsiveness to the RFQ; and
h. Proposed fee.
In accordance with EPA’s Program for utilization of Disadvantaged Business Enterprise (DBE)
Program, Small (SBE), Minority (MBE), and Women’s Business Enterprises (WBE), the contractor
must ensure that the six affirmative steps are followed in extending subcontracting opportunities
to qualified MBE/WBE firms (see 40 CFR 35.6580(a)).
2. Submission
Final submissions will be reviewed by the City of Douglas for a recommendation to the Douglas
City Council. Based on the recommendations of the review committee and subject to approval
by the Douglas City Council, the City of Douglas intends to enter into a Professional Services
Agreement with the recommended lead firm for the project.
3. Interviews (if required)
If the City of Douglas determines that interviews are required in the best interest of the Project,
interviews will be conducted for the purpose of determining which of the firms is the most highly
qualified for the project; which firm has the project personnel best able to complete the scope of
services/deliverables; which firm most fully understands and is able to perform as project
contractor as envisioned by the City of Douglas.
Key personnel from proposing firms to be assigned to the project are required to be present and
participate in the interview.
In addition to the material requested herein, and information which may be requested by the
review committee, the firms shall be prepared to demonstrate the firm’s approach to
management of the project based on their understanding of the City’s adopted Master Plans,
codes, and requirements of the EPA related to the Work Plan and reporting; the firm’s ability to
perform the services within a fully integrated professional team; and the firm’s past performance
of similar services in similar team situations. The interviews may include an interactive work
session.
Page 11 of 23A short list will be developed of firms that will be interviewed based on the evaluation criteria
noted above in step one and step two. The list will be provided in alphabetical order without any
ranking.
4. Selection of Successful Firm & Negotiation of Professional Services Agreement
After the successful firm is selected, the City of Douglas will negotiate an Agreement for
Professional Services. The agreement will include, but may not be limited to the following
elements:
• Project Scope of Work/Deliverables;
• Term of Contract;
• Contract Sum (not to exceed);
• Responsibilities of Contractor (Firm);
• Responsibilities of City of Douglas;
• Indemnification of City of Douglas; and
• Insurance
Proposals cannot be withdrawn from consideration for a period of sixty (60) days after the
submittal deadline of October 17, 2018.
5. City Council Approval of Agreement & Notice to Proceed
The City of Douglas will forward the Final Agreement for Professional Services to the City Council
for their consideration and approval. The successful lead firm and other team members will be
required to attend the Council meeting with the City of Douglas staff to answer any questions
concerning the proposal, the project, or the Firm’s qualifications.
The agreement shall not be binding upon the City of Douglas or the Firm, and no services shall be
performed under the terms of the proposal or the agreement until the agreement has been
reduced to writing and approved by the City of Douglas.
After approval, the City of Douglas shall issue a Notice to Proceed with the work upon the receipt
and acceptance of all required agreement submittals and requirements.
6. Notifications
The City of Douglas will provide timely notifications in writing (letters and/or emails) of the
following actions to firms responding to the Request for Qualifications as follows:
• Selection of short-listed firms for interviews (if required);
• Firms not short-listed;
• Selection of recommended firm; and/or
• Douglas City Council approval.
Page 12 of 237. Procedures Requirements
Any firm failing to submit information in accordance with the procedures set forth herein may be
considered non-responsive.
All costs incurred by firms choosing to participate in this RFQ process shall be borne by the
proposing firms.
All proposals submitted regarding this RFQ are the property of the City of Douglas and will only
be returned to the firm(s) if requested in writing to the City of Douglas at the sole discretion of
the City of Douglas.
Late submittals shall not be accepted. It is the responsibility of the firms to ensure that the
proposal arrives at the City of Douglas, prior to the date and time stated in this RFQ.
8. City Rights
The City retains the right to reject any or all proposals, with or without cause. The City of Douglas
reserves the right to reject any proposal which is unbalanced.
The City reserves the right to consider and rely upon factors other than pricing in its selection
process.
The City reserves the right to award this project to the firm that best fits the requirements
outlined in the request for proposals. The City reserves the right to waive any informality in any
submittal and/or reject all requests for proposals, and to accept the proposal that is in the best
interest of the City.
The City reserves the right to undertake or award supplemental or successor agreements for work
related to this agreement or this project.
The City reserves the right to waive informalities in the proposals or fees and to reject any and all
proposals and re-advertise the project at any time prior to Douglas City Council approval of the
recommended firm and the negotiated agreement.
The City reserves the right to eliminate a submittal based on current and anticipated workload.
The City reserves the right to terminate the contract of the selected firm for cause as identified in
the executed Professional Services Agreement.
All costs incurred in the preparation of the Request for Proposal process shall be borne by the
proposing firm. Proposals submitted in response to this Request for Qualifications shall become
the property of the City of Douglas.
If the City and the selected lead firm cannot agree on the contract, the negotiations will be
terminated, and the City reserves the right to begin negotiations with the next highest ranked
proposer.
Page 13 of 23Section Six
Schedule
Written questions regarding this RFQ should be submitted to Clara Chaffin, Community Development
Director, at cchaffin@cityofdouglas.org no later than October 10, 2018. Responses to questions will be
emailed to everyone who submitted questions and/or who notified the City they would like to receive
responses. Responses to questions will be posted on the City of Douglas website at https://wy-
douglas.civicplus.com/bids.aspx. No other contact will be made regarding this RFQ with any City staff,
City Council, Agents, Applicants, etc. during the RFQ process. Failure to comply with this requirement will
result in the offending applicant being removed from consideration.
All responses to this RFQ must be received in a sealed envelope clearly marked “RESPONSE TO
QUALIFICATIONS, CITY OF DOUGLAS, BROWNFIELD “DOUBLE-DOWN INITIATIVE” REVITALIZATION
PROJECT” by 3:00 PM on or before October 17, 2018. Proposals may be mailed or hand delivered.
From a review of the statements of qualification received, the City intends to evaluate the proposals and
possibly invite one or more firms to be interviewed before making a final selection of a firm for the
projects. The City will notify selected firms of the date and times of any interview. The City reserves the
right to make a selection based solely on statements of qualifications received.
If it is determined that interviews are not to be held, the ranking will be solely based on review of
proposals submitted.
Dates are approximations for the process steps and are subject to change.
All proposals are to be submitted to:
City of Douglas
Attn: Karen Rimmer, City Clerk
P.O. Box 1030
101 North 4th Street
Douglas, WY 82633
The anticipated schedule for proposal evaluation the project is as follows. The City reserves the right to
change or alter the schedule. Changes to the schedule will be published on the City of Douglas website at
https://wy-douglas.civicplus.com/bids.aspx.
RFQ Published in the Douglas Budget – September 12 and September 19, 2018
(the RFQ will be available on the City of Douglas website until October 17, 2018)
Last Day for Questions – October 10, 2018
RFQ Responses Due – October 17, 2018 no later than 3:00 PM local time
If Interviews are Required:
Notifications of Interviews (if required) – No later than October 24, 2018
Interviews Conducted (if required) – Week of October 29, 2018
Staff Recommended Firm to City Council for Approval – November 13, 2018
Page 14 of 23Begin to Execute Contract – November 14, 2018
If Interviews are Not Required:
Staff Recommended Firm to City Council for Approval – October 22, 2018
Begin to Execute Contract – October 23, 2018
Page 15 of 23ATTACHMENT A – EPA APPROVED WORK PLAN
(Remainder of Page Intentionally Left Blank)
Page 16 of 23ASSESSMENT WORKPLAN
City of Douglas, WY
Workplan for CERCLA Section 104(k) Assessment Cooperative Agreement
October 1, 2018 – September 30, 2021
1. GOAL 3 Healthy Communities and Ecosystems
Objective 3.2 Communities – Sustain, Clean Up, and Restore Communities and the Ecological
Systems that Support Them
Sub-objective 3.2.3 – Assess, Clean Up and Redevelop Brownfields
CFDA – 66.818 Assessment, Cleanup, and Revolving Loan Fund Grants
OBJECTIVE: The Douglas Double-Down Initiative, demonstrates how we've come together with a
broad cross-section of community leaders to identify a place-based strategy to transform our
economy, starting with our underutilized brownfields. Linking revitalization with strategies for
developing economic sustainability is central to enhancing the lives of both our people and places.
Within the City Limits, the original core of Douglas is our target area. Specifically, we are focused
on Block 2 of Census Tract 9564. We believe that addressing the target-area brownfields will enhance
the health and welfare of residents living in poverty, including seniors. This area encompasses the
core of downtown and the railroad industry corridor.
2. FUNDING $200,000 Hazardous Substances; $100,000 Petroleum
3. BUDGET
HAZARDOUS Task 1 Task 2 Task 3 Task 4 Task 5 Total
Grant Community Inventory & Assessments Remedial
Management Outreach Planning Planning
Travel $2,280 $2,280
Contractual $8,220 $9,500 $13,000 $146,000 $21,000 $197,720
Total $10,500 $9,500 $13,000 $146,000 $21,000 $200,000
PETROLEUM Task 1 Task 2 Task 3 Task 4 Task 5 Total
Grant Community Inventory Assessments Remedial
Management Outreach & Planning Planning
Travel $2,280 $2,280
Contractual $4,220 $5,500 $9,000 $70,000 $9,000 $97,720
Total $6,500 $5,500 $9,000 $70,000 $9,000 $100,0004. WORKPLAN TASKS
Task 1: Cooperative Agreement Oversight Tasks
Anticipated Outputs
Anticipated
Task 1 - Cooperative Agreement (projected activities, deliverables, Actual
Accomplishment
Oversight reports) and Anticipated Outcomes Accomplishment
Date(s)
Subtasks (Commitments) (projected results, effects, Date(s)
(Month/Year)
improvements)
Obtain QEP: Outputs:
• Prepare Request for Qualifications, • RFQ for contractor; documentation of Oct. 2018
evaluate applications, possibly meeting of open competition;
conduct interviews, hire qualified contract for scope of services
environmental contractor (QEP) • Performance evaluation reports, and
• Conduct annual performance applicable corrective actions
evaluations on contractor
• Obtain outside services for title Outcomes: Oct. 2018 Retain
searches, regulation interpretations, • High quality products and services to highly qualified
etc. meet project needs contractor team
• Maintain a high level of work effort
Reporting: Outputs: Quarterly reports
• Prepare quarterly reports, MBE/WBE • Quarterly reports and other forms; every quarter;
annually, and FFR form annually at updated ACRES database; final report MBE/WBE forms
the end of the reporting period and closeout forms 3/30 & 9/30;
• Enter site data in ACRES ACRES updated
• Prepare final report and grant Outcomes: when site
closeout material • Regular communication of project activities occur
status and next steps; current database
for congressional reporting
Records: Outputs: Continuously
• Maintain grant files • Accurate and complete files suitable throughout grant
• Maintain site project files for audit purposes period; Maintain
• Maintain financial records an administrative
Outcomes: record for project
• High quality project records reflective
of the work performed
• Requests for Reimbursements or Outputs: Continuously
Advances • Forms submitted to Las Vegas for throughout grant
payment period; use invoice
tracking
Outcomes: spreadsheets and
• Reduce unliquidated obligations forms
Training: Outputs: Autumn 2019
• Attend EPA Brownfields Conferences • Attend Brownfields conferences (Region 8
and other related workshops Meeting) or
Outcomes: Attend 2019 EPA
• Improve Brownfields knowledge and BF Conference in a
expand networking opportunities location TBD
Page 18 of 23Task 2: Community Outreach
Anticipated Outputs
Anticipated
(projected activities, deliverables, Actual
Task 2 - Community Involvement Accomplishment
reports) and Anticipated Outcomes Accomplishment
Subtasks (Commitments) Date(s)
(projected results, effects, Date(s)
(Month/Year)
improvements)
• Establish brownfields program Outputs:
advisory committee • Hold semimonthly meetings, create Hold semimonthly
• Ensure that commitments made by agendas, attendance lists and meeting project planning
community based organizations in notes meetings with
proposal are implemented. team for first 18
Outcomes: months of grant
• An active and motivated workgroup
driving brownfield initiatives
Develop Outreach Materials: Outputs:
• Create brochure targeting private & • Create color brochures; FAQ insert(s); Late Winter
public property owners, lenders and and easy to navigate and attractive 18/Early Spring
developers project website 2019
• Create FAQ fact sheet
• Create and update project website Outcomes: First Qtr 2019
• Create community relations plan • Up-to-date outreach tools to promote Feb. 2019
(CRP) to provide to public and project work and disseminate
interested developers and property information
owners • Create a CRP at project initiation March 2019
• Hold developer recruitment forum to April/May 2019
“sell” redevelopment sites
Implement outreach strategy in target Outputs:
areas: • Give BF presentations at three Fall 18; Summer
• Meet w/ local orgs. and/or attend meetings 19;
local town meetings • several rounds of ads/postings in local Summer 2020
• Publish program info in local papers target areas
and post notices in town halls &
community centers Outcomes: First Qrt 2019 and
• Improve community knowledge on BF then Continuous
issues and identify potential BF sites
Hold local meeting on Phase II ESA Outputs:
sites: • Minimum one local meeting, Within 90 days
• Project team and advisory committee presentation materials, attendance list following
evaluate Phase II ESA results, and completion of
potential cleanup and redevelopment Outcomes: report
plans • Encourage public participation and
support of BF project(s) going forward
Page 19 of 23Task 3: Site Inventory & Development Planning
Anticipated Outputs
Anticipated
Task 3 - Site Inventory & Development (projected activities, deliverables, Actual
Accomplishment
Planning Subtasks (Commitments) reports) and Anticipated Outcomes Accomplishment
Date(s)
(projected results, effects, Date(s)
(Month/Year)
improvements)
Site inventory: Outputs:
• Gather recognized and potential • GIS map of potential BF sites Dec/18
brownfields sites in the
redevelopment target area Outcomes:
• Enter sites on GIS mapping tool • Graphical capturing of BF sites for
planning work
• Create and maintain a project .ftp site Soon after CA is
to house project documents accessible executed by EPA
to EPA, City, and QEP and City.
Site prioritization and eligibility Outputs: Quarterly reports
determination: • Planning meetings; approx. 6-10 every quarter;
• Convene steering committee eligible sites identified in initial MBE/WBE forms
meeting to identify and prioritize inventory search 3/30 & 9/30;
sites • Estimate 3-5 additional eligible sites ACRES updated
• Choose initial sites for Phase I identified during remainder of grant when site
investigation in redevelopment area activities occur
• Evaluate site access issues Outcomes:
• Obtain EPA (or state) approval for •Four to six brownfields sites identified
Phase I/II cleanup planning through with the highest redevelopment and
the site eligibility form community benefit potential in target
area(s)
•Approval of Petro & Haz Mat. SEDs 2-3rd qrt/2019
On-Going
Records: Outputs: Continuously
• Maintain grant files •Accurate and complete files suitable throughout grant
• Establish and maintain administrative for audit purposes period
record
• Maintain site project files Outcomes:
• Maintain financial records •High quality project records reflective
of the work performed
Requests for Reimbursements or Outputs: Continuously
Advances • Forms submitted to Las Vegas for throughout grant
payment period
Outcomes:
• Reduce unliquidated obligations
Redevelopment Planning: Outputs:
• Identify brownfield-impacted areas •Produce a map/plan identifying sites April 2019
within the redevelopment zone for future assess. and future
• Develop strategies for the reuse of redevelopment
existing infrastructure in the •Create a set of acquisition and May 2019
revitalization area redevelopment strategies for
Page 20 of 23assessment, cleanup and reuse
measures
Outcomes: Summer 2019
•Future uses of at least six properties in
the redevelopment area have been
identified
• Next steps to implement the plan Sept 2019
have been identified
Task 4: Environmental Site Assessments
Anticipated Outputs
Anticipated
Task 4 – Phase I and Phase II (projected activities, deliverables, Actual
Accomplishment
Assessments & QAPP Subtasks reports) and Anticipated Outcomes Accomplishment
Date(s)
(Commitments) (projected results, effects, Date(s)
(Month/Year)
improvements)
Phase I investigations: Outputs:
• Conduct planning meeting with • Planning meetings Bi-monthly
contractor to discuss approved sites throughout grant
• Confer with EPA for site specific • 7-10 Phase I ESA Reports TBD
sampling and analysis plans • updated ACRES database Continuous
• Contractor obtains access agreement
and performs Phase I investigation Outcomes:
• Contractor submits draft Phase I • Three to four high potential TBD
report to project team members Brownfields sites assessed through
• Team reviews/comments on draft Phase I ESAs
Phase I • Total acres assessed through Phase I TBD
• Contractor submits final Phase I ESAs
report to project team members
Phase II preparation: Outputs:
• Meet with internal/external • Project planning meetings Meetings bi-
brownfield committee to review • Approved generic QAPP monthly
Phase I results and project direction • Four to six sites approved for Phase II Jan. 2019 – Final
• Obtain EPA approval to proceed with ESA assessments approved QAPP
Phase II ESA assessment
• Meet with contractor to Plan Phase II Outcomes:
ESA assessments • Two to four high priority sites identified TBD
• Encourage contractor to maximize for further investigation and potential
efficiencies and minimize negative redevelopment
impacts of site assessments by
incorporating green and sustainable
remediation (GSR) techniques that
are applicable to Phase II assessment
activities
• Contractor submits EPA approved
generic QAPP w/ updated
organization chart
Page 21 of 23Anticipated Outputs
Anticipated
Task 4 – Phase I and Phase II (projected activities, deliverables, Actual
Accomplishment
Assessments & QAPP Subtasks reports) and Anticipated Outcomes Accomplishment
Date(s)
(Commitments) (projected results, effects, Date(s)
(Month/Year)
improvements)
Phase II investigation: Outputs:
• Contractor submits draft site-specific • One approved site-specific QAPP March 2019
sampling and analysis plan with Addenda (delineating extent of site
reference to QAPP to project team contamination on 1 Brownfield site)
for review and comments including Sampling and Analysis Plan
• EPA/state approval is obtained and (SAP) and QAPP Crosswalk Document
contractor submits final site-specific • Phase II report(s) documenting the TBD following
QAPP addendum to team results Phase II ESAs
• Contractor performs field work • Updated ACRES database ACRES updates
according to plan • Green and sustainable efforts after project
• Grantee monitors site work and reported in quarterly reporting completion
communicates any concerns with
EPA/state Outcomes:
• Grantee tracks green and sustainable • Two to four high priority sites with TBD
site assessment efforts used during complete Phase II assessments that
Phase II investigations are ready for cleanup and reuse
• Contractor submits draft Phase II planning
report to project team for review and • Total acres assessed through Phase II TBD
comments ESA assessments
• Contractor submits final Phase II • Greener and more sustainable site
report to project team assessment techniques utilized
• Project team & steering committee
evaluate Phase II findings, and
implement additional Phase II
investigations as appropriate to
delineate extent of contamination
Task 5: Remediation Reuse Planning
Task 5 – Remediation Reuse Planning Anticipated Outputs Anticipated Actual
Subtasks (Commitments) (projected activities, deliverables, Accomplishment Accomplishment
reports) and Anticipated Outcomes Date(s) Date(s)
(projected results, effects, (Month/Year)
improvements)
Cleanup & reuse planning: Outputs:
• Throughout Phase II process, strategize • Two or more internal cleanup and Beginning in late
with steering committee on reuse plans reuse planning meeting(s) 2018 and into
for the site • Two draft cleanup alternatives plans 2019
• Conduct outreach to leverage • Two draft remedial action plans
developer/lender interest in the property • We will include green and Mid to late 2019
• Meet with contractor to develop draft sustainability language in ABCA
cleanup alternatives and remediation • Updated ACRES database On-going
plans for the site • One public meeting on project results end of 2019
Page 22 of 23Task 5 – Remediation Reuse Planning Anticipated Outputs Anticipated Actual
Subtasks (Commitments) (projected activities, deliverables, Accomplishment Accomplishment
reports) and Anticipated Outcomes Date(s) Date(s)
(projected results, effects, (Month/Year)
improvements)
• Incorporate reuse principles & • Potential for developer / lender Early 2019
techniques into Analysis of Brownfields workshop and transaction forum
Cleanup Alternatives (ABCA) report
• Perform public outreach and involvement Outcomes: TBD
in cleanup and reuse planning • 3-4 properties assessed through
cleanup and reuse planning, and ready
for cleanup and redevelopment
• Acres ready for cleanup &
redevelopment
• Greener and more sustainable plans
for cleanup
5. QUALITY ASSURANCE
Subsequent to our retaining of a Qualified Environmental Professional (QEP) by the City of Douglas, WY, a pre-QAPP
telephone conference will take place with the City contact person, our QEP, and the EPA project manager. After the
pre-QAPP meeting, a QAPP will be prepared by our QEP for review and consideration by the City. Upon approval, the
QAPP will be forwarded to the EPA Region 8 offices for review and approval. We understand that prior to undertaking
any Phase II assessments, the City of Douglas, WY will prepare and submit a Quality Assurance Project Plan (QAPP)
which meets the approval of U.S. EPA Region 8 Brownfields Program. The QAPP will describe the project, the sampling
and analytical strategies, and the methods and procedures that will be used in all Phase II assessments. QAPP approval
will be obtained prior to performing any field activities. For each site a sampling and analysis plan and QA crosswalk
will be submitted to EPA for approval.
6. PRE-AWARD COSTS
The City of Douglas, WY is not requesting approval of pre-award costs for this cooperative agreement.
7. COMPLIANCE WITH OTHER FEDERAL REQUIREMENTS
The City of Douglas, WY, as the CAR and grantee, will comply with other requirements including but not limited to the
following: Disadvantaged Business Enterprise (DBE) requirements found at 40 CFR Part 33; OSHA Worker Health &
Safety Standard 29 CFR 1910.120; the Uniform Relocation Act; Historic Preservation Act; Endangered Species Act; and
Permits required by Section 404 of the Clean Water Act; Executive Order 11246, Equal Employment Opportunity, and
implementing regulations at 41 CFR 60-4; Contract Work Hours and Safety Standards Act, as amended (40 USC 327-
333) and the Anti-Kickback Act (40 USC 276c) and Section 504 of the Rehabilitation Act of 1973 as implemented by
Executive Orders 11914 and 11250.
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