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HomeMy WebLinkAboutRFQ - WTP Oncall Engineering ServicesPage 1 of 12 REQUEST FOR QUALIFICATIONS (RFQ) WATER TREATMENT PLANT ON-CALL ENGINEERING SERVICES CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 August 2021 Page 2 of 12 NOTICE IS HEREBY given that the City of Bozeman (Owner) is seeking qualifications from firms to provide professional engineering services necessary to support the operation and maintenance of the City’s water treatment plants and water storage reservoirs. 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 and conventional water treatment plants, as well as water diversion, transmission and storage facilities, and 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. Copies of the Request for Qualifications are available on the City’s website at https://weblink.bozeman.net/WebLink/DocView.aspx?id=239977&dbid=0&repo=BOZEMAN All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFQ 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 RFQ responses via email to the City Clerk by September 15, 2021 at 3:00PM 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://wayback.archive- it.org/499/20210701223409/https:/equalpay.mt.gov/, 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 submittal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFQ should be directed to: Griffin Nielsen, Engineer II, (406) 582-2279, gnielsen@bozeman.net. DATED at Bozeman, Montana, this August 22, 2021 Mike Maas City Clerk City of Bozeman For publication on: Sunday, August 22, 2021 Sunday, September 5, 2021 I. INTRODUCTION The City of Bozeman, is seeking qualifications from firms to provide professional engineering services necessary to support the operation and maintenance of the City’s water treatment plants and water storage reservoirs. 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 and conventional water treatment plants, as well as water diversion, transmission and storage facilities, and 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. The City intends to enter into a Master Task Order Agreement term contract with the selected firm and negotiate scope and fee for individual Task Orders as needs for engineering services arise and budget is available. The adopted FY22 – FY25 capital improvement plan for the Water Treatment Plant (WTP) contains $30,000 annually to fund engineering and optimization projects. The initial term of the contract will be through FY 22 (ends June 30, 2022). Options for up to (2) fiscal year extensions beyond the initial term of the contract will be included in the agreement if agreed upon by both parties. II. SCOPE OF SERVICES Responses to this RFQ must display the qualifications and experience of the consultant for the items listed below. These items are not intended to be exhaustive, but rather are generally germane to the types of projects and activities the consultant may be tasked with over the contract term. The Statement of Qualification (SOQ) must demonstrate a deep and broad level of engineering experience relevant to the operations and maintenance of the COB WTPs. • Membrane plant water filtration; • Conventional water treatment; • Treatment process optimization and troubleshooting; • Surface water diversion and water transmission; • Hydraulic modeling; • Steel or concrete water storage tank structural evaluations; • Flow and pressure control valves; • Chemical feed systems; • Major equipment specification and/or principal vendor selection; • Industrial automation and controls; • Construction sequencing; • Regulatory agency approvals; • Preparation of contract documents, bidding phase services, construction administration and inspection; • Effluent flow monitoring and surface water flow monitoring; • Sludge treatment and waste stream optimization; • Dam inspection, structural assessment, hazard classification and rehabilitation design; • Geotechnical slope stability and stabilization analysis; • Safe Drinking Water Act compliance; • Streambank stabilization, restoration and stream permitting (404 permit, 318 authorization, section 401 authorization, SPA 124 permit, floodplain permitting). The SOQ must identify any particular items or engineering disciplines that will not be provided by the prime consultant. Sub-consultants may be utilized to bolster areas of expertise for which the prime consultant lacks pertinent experience. Respective roles of the consultant team must be clearly set forth in the SOQ project management chart and a portfolio of past projects for which the team has worked shall be given. III. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS Deliver RFQ responses to the City Clerk (agenda@bozeman.net) by September 15, 2021 at 3:00 PM MST. It is the sole responsibility of the submitting party to ensure that proposals are received prior to the closing time. Late submittals will not be accepted and will be returned unopened. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFQ 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. A. Contact Information ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO: Griffin Nielsen, Engineer II P.O. Box 1230 Bozeman, MT 59771-1230 (406) 582-2279 gnielsen@bozeman.net Amendments to Solicitation Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 5:00 PM MST on September 7, 2021. B. Selection Timeline EVENT DATE/TIME Advertising Dates August 22, 2021 and September 5, 2021 Deadline for RFQ Questions & Clarifications September 7, 2021 at 5:00 PM MST City Response to Questions & Clarifications September 10, 2021 at 5:00PM MST Deadline for RFQ Submittals September 15, 2021 at 3:00PM MST Evaluations of RFQ Responses September 16 to 22, 2021 Interview (if necessary) and Selection Week of September 27, 2021 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. IV. 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 all applicable Montana law including those criteria set forth in §18-8-204, MCA and applicable City policy. 1. Evaluation of RFQs. The selection committee shall consist of no less than three persons representing the City. RFQ responses that do not contain the required documentation will be deemed nonresponsive to this solicitation and may be rejected. 2. Interviews. After reviewing conforming RFQ responses, the selection committee may decide to schedule interviews with qualified respondents. 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 (1) original digital copy (via email), prepared as follows: i. General Instructions: a. RFQ responses must contain a cover letter signed by an officer or principal of your firm. b. RFQ responses must be contained in a single searchable PDF 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 separate cover letter, cover page, cover sheets, dividers and resumes are exempted from the page limit. ii. Firm Information: a. Experience. Respondent must demonstrate successful experience and capacity to act as an engineering consultant 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 by providing resumes. 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. Information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the Project will assist in the evaluation. c. Firm Workload. Provide the status of current and anticipated work within the firm as it relates to availability of key personnel and your firm. Describe the firm’s capability to meet time and project budget requirements. d. 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: 25 3. Capabilities to meet time schedule and project budget requirements. Possible Points: 15 4. Present and projected workloads: Possible Points: 5 5. Past projects/experience working with the City of Bozeman: Possible Points: 15 6. Office(s) location: Possible Points: 10 V. FORM OF AGREEMENT The final form of the contract documents will be disclosed to Respondents during contract negotiations. The general form of the contract is Master Task Order Agreement. Individual task order scope, fee, and payment terms will be negotiated as needs for professional services arise over the course of the term contract. VI. 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; and 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 best qualified Respondents and to 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 that it finds acceptable. F. 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 and contract negotiation. 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. This project is subject to the availability of funds. VII. 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. VIII. 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. IX. ATTACHMENTS The following exhibits are incorporated in this RFQ: Appendix A: Non-Discrimination 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