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HomeMy WebLinkAboutRFQ - SCADA On-Call ServicesPage 1 of 11 REQUEST FOR QUALIFICATIONS (RFQ) SCADA ON-CALL SERVICES CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 February 2021 Page 2 of 11 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to provide on- call professional engineering services for Instrumentation and Control (SCADA) systems. Copies of the Request for Qualifications are available on the City’s website at http://weblink.bozeman.net/WebLink8/0/fol/232466/Row1.aspx. All proposals must be in the format specified and submitted electronically to the City Clerk by February 25, 2021 at 3:00 p.m. MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The email address for submission is: agenda@bozeman.net. NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ 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. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. Failure to comply with the above may be cause for the City to deem the submittal non-responsive. Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFQ should be directed to: Zeb Breuckman, SCADA Manager, (406) 599-1218 zbreuckman@bozeman.net. DATED at Bozeman, Montana, this February 3, 2021. Mike Maas City Clerk City of Bozeman For publication on: Sunday, February 7, 2021 Sunday, February 14, 2021 I. INTRODUCTION The City of Bozeman, is requesting qualifications from firms to provide on-call professional engineering services for Instrumentation and Control (SCADA) systems. The City desires to enter into a Master Task Order Professional Services Agreement with the selected firm at a contract term not to exceed 3 years. Scope, fee , and payment terms for specific projects or items of work performed under the master agreement will be individually negotiated through the issuance of task orders. The Owner intends to enter into a contract with the selected firm that will include providing professinal engineering services necessary to support the operation and maintenance of the city’s water treatment plants, wastewater treatment plant, water distribution system, wastewater collection system and irrigation pumping system. Engineering services will be requested on an on-call or task order basis and could include a wide variety of items including, but not limited to: design, equipment selection, bidding, construction administration, process troubleshooting and optimization, industrial automation and controls, and safe drinking water act compliance. Engineering firms responding to this RFQ must demonstrate a familiarity and depth of knowledge with membrane water filtration, conventional water treatment plants, and wastewater treatment plants, as well as water diversion, transmission, storage, distribution and wastewater collection systems. The firm must also exhibit a breadth of experience across relevant engineering disciplines. The selected engineering firm will be expected to mobilize quickly to provide engineering services in a timely fashion. This RFQ shall not commit the Owner to enter into an 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. The Owner reserves the right to accept or reject all responses received as a result of this RFQ if it is in the Owner’s best interest to do so. II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION Introduction This project provides professinal engineering services necessary to support the operation and maintenance of the instrumentation and controls (SCADA) equipment used in the city’s water treatment plants, wastewater treatment plant, water distribution system, wastewater collection system and irrigation pumping system. III. SCOPE OF SERVICES Engineering services will be requested on an on-call or task order basis and could include a wide variety of items including, but not limited to: design, equipment selection, bidding, construction administration, process troubleshooting and optimization, industrial automation and controls, and safe drinking water act compliance. Engineering firms responding to this RFQ must demonstrate a familiarity and depth of knowledge with membrane water filtration, conventional water treatment plants, and wastewater treatment plants, as well as water diversion, transmission, storage, distribution and wastewater collection systems. The firm must also exhibit a breadth of experience across relevant engineering disciplines. The selected engineering firm will be expected to mobilize quickly to provide engineering services in a timely fashion. IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS 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 RFQ 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. Deliver RFQs to the City Clerk by February 25, 2021 at 3:00 p.m. MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted. The email address for submission is: mmaas@bozeman.net Amendments to Solicitation Any amendments to this request will be published on the City’s webpage https://www.bozeman.net/government/city-clerk/bids-rfps-rfqs. It is the respondents sole responsibility to verify if this solicitation has been amended after publication of its initial notice and prior to the response deadline. Solicitation Questions and Responses The deadline for questions related to this document is 12:00 PM MST on February 18, 2021. Responses to questions received will be posted to the City’s webpage https://www.bozeman.net/government/city- clerk/bids-rfps-rfqs by February 22, 2021. A. Contact Information ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO: Zeb Breuckman P.O. Box 1230 Bozeman, MT 59771-1230 zbreuckman@bozeman.net B. Selection Timeline Advertising dates: February 7 and February 14, 2021 Receipt of RFQs: No later than 3:00 p.m. MST February 25, 2021 RFQ Review Complete by Committee: March 10, 2021 Selection: March 17, 2021 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline without notice to respondents. V. SELECTION PROCEDURE A. STATEMENT OF QUALIFICATIONS Respondents must comply with the mandatory requirements provided in this solicitation. The selection process shall be conducted pursuant to §18-8-201 et seq. MCA, City procurement policy, and this solicitation. 1. Evaluation of RFQs. The selection committee shall consist of no less than three persons representing the City. The selection committee will review RFQ responses using the criteria listed below. RFQ responses that do not contain the required documentation will be deemed nonresponsive to this solicitation and may be rejected. 2. Interviews. The selection committee may at its discretion elect to conduct interviews upon its review of written proposals to assist in its overall qualifications evaluation and selection decision. 3. Selection and Final Recommendation. The selection committee will tally the scores for the RFQ. At that time contract negotiations will take place between the City and successful Respondent. The City may negotiate a contract with the next highest ranked Respondent if a contract cannot be made. B. RFQ – FORM AND CONTENTS Deliver one digital copy, prepared as follows: i. General Instructions: a. RFQ responses must be compiled into a single PDF document file and be provided with a cover letter signed by an officer or principal of your firm. b. RFQ responses must be contained in a document not to exceed 15 pages total including whatever pictures, charts, graphs, tables, and text the firm deems appropriate to be part of the review of the firm's qualifications. A cover letter, cover page, cover sheets, divider pages, and personnel resumes are exempted from the page limit. Page size is limited to 8-l/2 x 11 inches, with basic text information no smaller than 11-point type and margins no smaller than ¾”. ii. Firm Information: a. Experience. Respondent must demonstrate successful experience and capacity to act as a contractor on projects of similar size, type and complexity. Provide the name and location of each project, the client, and the contact person and phone number. Describe experience and qualifications of the professional personnel to be assigned to this project. Describe your recent and current work for the City of Bozeman, if any. b. Firm Background. Provide information about the firm, including location. Describe the firm’s history. Include information identifying the firm’s annual volume of business, , and speak to the firm’s stability in the marketplace. Information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the specific nature of work authorized under this solicitation will assist in the evaluation. c. Firm Workload. Provide the status of current and anticipated work within the firm in terms of time and magnitude for the anticipated Project schedule as it relates to availability of key personnel and your firm. Describe the firm’s capability to meet time and project budget requirements. d. FIRM Personnel. Provide resumes of the firm’s key personnel with the experience and qualifications to perform technical tasks and project management work authorized under this solication. e. References. Provide detailed contact information for the Owner for at least five (5) project undertaken by your firm within the past five years. C. EVALUATION CRITERIA Qualifications will be evaluated by the Selection Committee who will individually score them out of a total of 100 possible points based on the criteria below.The scoring criteria and possible point values are: 1. Respondent’s experience with projects of similar size and design: Possible Points: 30 2. Firm’s Qualifications: Possible Points: 20 3. Capabilities to meet time schedule and project budget requirements. Possible Points: 10 4. Present and projected workloads: Possible Points: 10 5. Past projects/experience working with the City of Bozeman: Possible Points: 20 6. Office(s) location: Possible Points: 10 VI. FORM AND TERM OF AGREEMENT The final form of the master task order professional services agreement will be disclosed to the selected firm during contract negotiations. Scope, fee , and payment terms for specific projects or items of work performed under the master agreement will be individually negotiated through the issuance of task orders. The master agreement term shall not exceed a period of three years. Any uncompleted task orders that remain outstanding at the expiration of the master agreement term may be prosecuted to completion or terminated at the discretion of the City. VII. CITY RESERVATION OF RIGHTS All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. A. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFQ, all Respondents who submitted will be notified using email. B. The City reserves the right to amend the RFQ; to waive any minor irregularities, informalities, or failure to conform to the RFQ; to extend the deadline for submitting proposals; C. The City reserves the right to reject the submission 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 submission 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 Respondents and negotiate a final scope of service and cost, negotiate a contract with another Respondents if an agreement cannot be reached with the first selected Respondents, or reject all proposals. E. The successful Respondents will be required to enter into a contract with the City, which will incorporate the Respondents' scope of service and work schedule as part of the agreement. F. This RFQ does not commit the City to enter a professional services agreement. The City assumes no liability or responsibility for costs incurred by Respondents in responding to this request for qualifications or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Respondents, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. G. Work tasks authorized under this solicitation is subject to the availability of funds. VIII. NONDISCRIMINATION AND EQUAL PAY POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that 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, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. IX. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an SOQ not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. X. ATTACHMENTS The following exhibits are incorporated in this RFQ: Appendix A: Non-Discrimination and Equal Pay Affirmation END OF RFQ Attachment A NONDISCRIMINATION AND EQUAL PAY 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. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter