HomeMy WebLinkAbout20- RFP - Pavement Condition Assessment 2020
CITYWIDE PAVEMENT CONDITION
ASSESSMENT
REQUEST FOR PROPOSALS
CITY OF BOZEMAN
PO BOX 1230
BOZEMAN, MT 59771-1230
AUGUST 2020
NOTICE IS HEREBY GIVEN that the City of Bozeman (City) is requesting proposals from qualified
engineering consulting firms to develop and deliver a pavement condition assessment for streets
within the City of Bozeman. The City desires to update its existing pavement condition
assessment from 2013 in order to evaluate pavement conditions over time and to recommend
future street maintenance projects.
The complete Request for Proposals packet is available for download on the City’s website at
http://weblink.bozeman.net/WebLink8/0/doc/217236/Electronic.aspx.
All proposals must be provided as a single, searchable PDF document file and be submitted
digitally as an email attachment to the RFP Recipient email address below. Respondents are
advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be
allowed per response. The subject line of the transmittal email shall clearly identify the RFP title,
company name and due date/time. File sizes greater than 25MB in size may be uploaded to
bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the
respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is
separately notified via email of same, prior to the given deadline.
The deadline to submit the RFP response is Wednesday, September 2nd, 2020 at 3:00 p.m. MST.
It is the sole responsibility of the responding individual to ensure their email transmittal is digitally
timestamped as being sent to the Recipient’s email address prior to the prescribed closing time as
late submittals will not be accepted.
RFP Recipient Email Address: mmaas@bozeman.net
NON-DISCRIMINATION
The City of Bozeman is an Equal Opportunity Employer.
Discrimination in the performance of any agreement awarded under this RFP on the basis of race,
color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual
orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring
and treatment of the awarded entity’s employees and to all subcontracts.
As such, each entity submitting under this notice shall include a provision wherein the submitting
entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability and which also recognizes the eventual contract will
contain a provision prohibiting discrimination as described above and that this prohibition on
discrimination shall apply to the hiring and treatment of the submitting entity’s employees and
to all subcontracts.
Failure to comply with these non-discrimination provisions is cause for the City to disqualify the
firm from selection.
Any administrative questions regarding RFP transmittal procedures or noticing materials shall be
directed to: Mike Maas, City Clerk, (406) 582-2321, mmaas@bozeman.net.
Any and all questions or clarifications relating to the RFP scope of services, submittal contents,
evaluation criteria, or selection procedures shall be directed solely and exclusively in writing to:
Kellen Gamradt, Project Engineer, kgamradt@bozeman.net. The respondent, and any of its
associated parties, shall not contact other City staff in the preparation of its response to this RFP.
Emailed questions or clarifications will be accepted until Tuesday, August 25th, 2020 at 11:59
p.m. MST after which time the questions will be compiled, anonymized and provided with a
posted response on the City’s RFP webpage. Further questions will not be entertained after the
question period has elapsed.
The City reserves the right to amend or modify any element of this RFP by issuance of an
addendum at any time prior to the given submittal deadline. Any addenda that may be issued
for this RFP will be individually noticed on the City’s RFP webpage. It is the respondent’s
responsibility to determine if any addenda have been issued.
DATED at Bozeman, Montana, this 9th day of August, 2020.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, August 9, 2020
Sunday, August 16, 2020
Sunday, August 23, 2020
I. INTRODUCTION
The City of Bozeman (City) is requesting proposals from qualified firms to develop and deliver a
pavement condition assessment for streets within the City of Bozeman. This may include but is
not necessarily limited to: identification and inventory of the existing street network, data
collection, pavement condition assessment, computer data entry, data modeling, and
recommendations for optimizing pavement asset management. The intent of this work is to
provide City staff with a current pavement condition index (PCI) on a block by block level for
streets within the city limits. The assessment will provide benefits such as guidance for long-
term financial planning for maintenance and repair and to monitor the effectiveness of
roadway improvements.
The release of this RFP alone shall not commit the City to enter into a Professional Services
Agreement, to pay any expenses incurred in preparation of any response to this request, or to
procure or contract for any supplies, goods or services.
II. PROJECT BACKGROUND AND DESCRIPTION
The proposed pavement condition assessment will include approximately 242 centerline miles
of roadway within City limits that falls within City maintenance responsibilities. This
assessment will not include private maintained city roadway or roadways and highways owned
and maintained by the Montana Department of Transportation.
III. PRELIMINARY SCOPE OF WORK
Release of this RFP with the preliminary scope of services contained herein does not commit the
City to contracting with a selected firm for all scope items identified. For purposes of this RFP
the term ‘selected firm’ can mean a single engineering consulting firm, or a prime engineering
consulting firm together with sub-consultant engineering firm(s) forming a respondent team.
The preliminary scope of work involved for this project is outlined below. The City desires for the
scope of work to be completed in a diligent manner. Additional tasks and work elements may be
inserted into the scope of work during contract negotiations with the selected firm. It is also
possible that tasks or elements could be removed during negotiations or not included in an initial
contract because of regulatory uncertainty, budget limitations, contracting strategy or any
combination thereof. In its proposal, a firm is free to recommend addition/deletion of tasks
and/or modification of tasks in describing its particular understanding and approach for the
project.
Proposals must clearly identify any elements of the proposed scope of work that would not be
provided by the prime consulting firm. Any sub-consultants which comprise the respondent
team must be identified along with a description of past working history between the firms.
A. Project Management
1. Develop and manage project schedule and budget.
2. Facilitate meetings with the City and provide meeting minutes for any scoped
meetings.
3. Prepare and submit monthly invoices for progress payments.
B. Data Integration
1. Work with the City’s GIS department to obtain the City’s existing street Network,
Branch, Section and sample data from our MicroPaver and CityWorks databases. A
citywide pavement condition assessment was completed in 2013. The selected firm
will be required to work with and integrate the City’s existing data into the proposed
pavement condition assessment.
2. Create necessary inventory added since 2013. The selected firm will be required to
work with the City’s GIS department and Cityworks Database to include road sections
added to the network since the 2013 pavement condition assessment.
3. Perform all data entry and verify the accuracy and integrity of the data. All data
collected must integrate with City’s GIS centerline base map. All pavement data
and PCI must be linked to the appropriate section in GIS.
C. Data Collection
1. Complete a Surface Conditions Field Survey and a Pavement Condition Index for the
entire roadway network following ASTM D6433-11 Standard Practice for Pavement
Condition Index Surveys. Due to the relatively high elevation (4,800’) and prevailing
weather patterns in the Bozeman area, proposers are notified that the occurrence
of snowfall, or other inclement weather conditions, can occur at any time after the
Autumnal Equinox of September 22, 2013. The Surface Condition Field Survey
shall be completed while weather conditions are conducive and prior to or after
seasonal snow cover.
2. Create necessary inventory of MicroPAVER based on COB-provided GIS roadway
database. Inventory all roadways by proper pavement management section
techniques using one direction centerline segments on undivided roadways and
two direction centerline on divided roadways. Must deliver a complete
MicroPAVER export file of the network and load it on COB MicroPAVER.
3. Perform all data entry and verify the accuracy and integrity of the data. All data
collected must integrate with City’s GIS centerline base map. All pavement data
and PCI must be linked to the appropriate section in GIS.
4. Conduct field quality assurance measures to ensure accuracy and consistency of
data collected.
5. The field survey shall be limited to pavement condition. Other assets including:
sidewalk, curb, signage, street lights, trees and pavement markings are not required
to be captured as part of the scope of work.
D. Deliverables
1. Produce three hard copies and one PDF file of a final report that describes the
findings, methodologies and current pavement conditions as evaluated. The report
must include a detailed comparison between the Citywide pavement condition
assessment from 2013 and the current pavement condition assessment, including
an evaluation of the effectiveness of the City’s current street maintenance program
and recommendations and projections for the City’s street maintenance program
moving forward.
2. Coordinate with the City’s GIS department to integrate all collected data into the
City’s MicroPaver and CityWorks Databases.
E. City of Bozeman Responsibilities:
1. Providing a venue for a project kick-off meeting with all appropriate COB staff
including Public Works and IT departments.
2. Provide access to COB roadway GIS, Cityworks and MicroPAVER programs.
3. Review and provide input for ASTM D4633-11 Condition Assessment Criteria used
to populate and produce PCI in MicroPAVER.
4. Provide current maintenance strategies and associated cost currently utilized by
COB to estimate pavement rehabilitation projects.
5. Provide current 5-year capital improvements plan budget for street improvement
and pavement rehabilitation projects.
6. Review and comment on all deliverables.
IV. PROPOSAL CONTENTS AND FORMAT
Proposals must contain the following information and be organized under the headings below.
A. Proposal Contents
1. Firm Background
2. Project Overview
3. Project Approach
4. Management Approach
5. Staff Qualifications
6. Related Experience on Similar Projects
7. Proposed Schedule
8. Nondiscrimination Affirmation Form (see Attachment A)
i. Failure to provide a signed Nondiscrimination Affirmation is cause to disqualify
the firm from selection.
B. Proposal Format
Respondents shall provide proposals as a single, searchable PDF document file format.
1. RFP responses shall contain a cover letter, not exceeding one page in length, signed
by an officer or principal of the responding prime firm. Digital signatures are
allowed.
2. RFP responses must be contained within 20 total pages or less, including whatever
graphics, charts, tables, figures and text narrative the firm deems necessary and
appropriate. Page size shall be no larger than 8-l/2 x 11 inches, with margins no
smaller than 0.75 inches, and text information no smaller than 11-point type.
3. The following pages are exempted from the maximum 20 page limit: Cover Page,
Cover Letter, Table of Contents Page, Divider Pages, and Resumes. Page size for
exempted pages remains limited to 8-l/2 x 11 inches, with no smaller than 0.75”
margins, and text no smaller than 11-point type.
4. An exception is granted to the otherwise required 8-l/2 x 11 inches page size for a
project schedule sheet, which may be provided at a page size of 11 x 17 inches, but
the schedule sheet does apply towards to maximum 20 page limit.
V. RFP DEADLINES & SELECTION TIMELINES
EVENT DATE/TIME
Publication dates of RFP Sunday, August 9, 16, and 23, 2020
Deadline for RFP questions & clarifications Tuesday, August 25th at 11:59 p.m. MST
City Response to questions & clarifications Thursday August 27th, 2020, at 5:00 p.m. MST
Deadline for transmittal of proposals Wednesday, September 2nd at 3:00 p.m. MST
Evaluation of proposals September 3rd – September 14th, 2020
Interviews (if necessary) and Selection Week of September 16-17, 2020
Contract Negotiation September 21st – September 25th, 2020
Contract Authorization & Notice to Proceed October 9th, 2020
The timeline of events following deadline for transmittal of proposals is aspirational and is not
predetermined. The City endeavors to conduct these post-deadline events diligently in order to
arrive at contract authorization and notice to proceed by the date shown. Failure to reach the
notice to proceed milestone by the date shown imparts no liability on the part of the City.
VI. SUBMITTING THE PROPOSAL
By submitting its proposal the consulting firm makes an incontrovertible and unequivocal
representation that it understands, respects, and agrees to be bound by the terms and processes
described herein that the City will employ in its review, evaluation, selection and contract
negotiations occurring under this RFP procurement action. The proposal shall be submitted as
stated in the notice.
VII. SELECTION PROCEDURE
Procurement of engineering services under this RFP is governed by Sec. 18-8-201 MCA et. Seq.
and the specific processes contained within this RFP. Proposals meeting the submittal
requirements and deadline will be distributed to a project selection committee for review and
evaluation. The selection committee will consist of no fewer than three (3) City staff members
whose identities will remain anonymous ahead of the submittal deadline.
Proposals will be distributed to the selection committee where they will be individually evaluated
against the selection criteria below. Upon review, each member will assign an ordered ranking
of the proposals from most-qualified to least-qualified. The most-qualified proposal will be
assigned a ordinal value of one (1), the second most-qualified an ordinal value of two (2),
continuing in this fashion until the least qualified proposal is found and given an ordinal value
equaling the total count of proposals received. Ordinals assigned to each proposal by each
committee member will then be summed together and sorted from lowest ordinal sum to highest
ordinal sum, producing the selection committee’s initial ranking list from most-qualified to least-
qualified. The selection committee will review the initial ranking list and determine at its sole
discretion whether it will conduct interviews with the top ranking firms of its choosing, or it may
determine that it will forego interviews and simply select the most-qualified firm from the initial
ranking list to enter contract negotiations. Should the selection committee determine it will
conduct interviews, it will select the firm it determines to be most-qualified upon a combined
evaluation of the firm’s written proposal and interview performance.
Contract negotiations will proceed after selection and will take into account the estimated value
of services to be rendered, as well as the scope, complexity and professional nature thereof, in
order to arrive at a contract that the City determines to be fair and reasonable. If the City is
unable to negotiate a satisfactory contract with the consultant initially selected at a price the City
determines to be fair and reasonable, negotiations with that consultant will be formally
terminated and the City will select another consultant in accordance with Sec. 18-8-204 MCA and
continue until an agreement is reached or the procurement process is terminated.
VIII. SELECTION CRITERIA
Proposals will be evaluated on the criteria listed below. These are minimum criteria listed in Sec.
18-8-204 MCA as well as an additional criterion capturing the consultant’s specific project
approach and understanding. These criteria are not assigned point values for relative weighting
in the evaluation and ranking process. Instead, selection committee members will review and
evaluate the proposal as a whole to assign proposal rankings from most- to least-qualified.
• The consultant’s specific project approach and understanding;
• Qualifications of professional personnel to be assigned to the project;
• Capability to meet project time and budget requirements;
• Location of the consulting firm;
• Present and projected workloads;
• Related experience on similar projects;
• Recent and current work for the City.
IX. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
A. All proposals submitted in response to this RFP become the property of the City and are
considered public records and, as such, may be subject to public review.
B. The City reserves the right to accept or reject any and all proposals; to add or delete
preliminary scope items and/or quantities; to amend the RFP; to waive any minor
irregularities, informalities, or failure to conform to the RFP; to extend the deadline for
submitting questions or proposals; to postpone contract authorization and notice to
proceed for any length of time it determines necessary; to award one or more contracts,
by item or task, or groups of items or tasks, if so provided in the RFP and if multiple
awards or phases are determined by the City to be in the public interest; and to reject,
without liability therefore, any and all proposals upon finding that doing so is in the public
interest.
C. The City reserves the right to reject the proposal of any person/firm who previously failed
to perform properly to the satisfaction of the City, or complete on time agreements of
similar nature, or to reject the proposal of any person/firm who is not in a position to
perform such an agreement satisfactorily as determined by the City.
D. The City reserves the right to determine the most-qualified consultant and negotiate a
final scope of service and cost, negotiate a contract with another consultant if an
agreement cannot be reached with the first selected consultant, or reject all proposals.
E. This RFP does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by firms in responding to this request for proposals or
engaging in the selection process, prior to the issuance of a contract. The consultant, by
submitting a response to this RFP, waives all right to protest or seek any legal remedies
whatsoever regarding any aspect of this RFP.
F. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not
limited to: selection procedures, submittal date, and submittal requirements. If the City
cancels or revises this RFP, all consultants who submitted proposals will be notified using
email.
G. Projects under any contract are subject to the availability of funds.
X. ATTACHMENTS
The attachments below are incorporated in this RFP:
• Attachment A: Non-Discrimination Affirmation Form
XI. OTHER RESOURCES
The following documents are available upon request. To request a download link email
kgamradt@bozeman.net
• 2013 Pavement Condition Assessment Report
END OF RFP EXCEPT FOR ATTACHMENTS
Attachment A
NONDISCRIMINATION AFFIRMATION
____________________________________(name of entity submitting) hereby affirms it will not
discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin,
or because of actual or perceived sexual orientation, gender identity or disability and
acknowledges and understands the eventual contract will contain a provision prohibiting
discrimination as described above and this prohibition on discrimination shall apply to the hiring
and treatments or proposer’s employees and to all subcontracts.
______________________________________
Name and title of person authorized to sign on behalf of submitter