HomeMy WebLinkAboutIce Well Relocation AMENDED 11-19-21
REQUEST FOR PROPOSALS (RFP)
AMENDED
FIRE STATION 1 ICE CONTROL WELL
RELOCATION
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
November 2021
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from qualified
consulting firms to provide professional engineering services necessary to design and permit the
relocation of a City owned groundwater well from the basement of Fire Station 1 to allow for the
continued use of the groundwater water right permit to control ice buildup within the downtown
reach of Bozeman Creek.
Copies of the Request for Proposals are available on the City’s website at
https://weblink.bozeman.net/WebLink/Browse.aspx?id=256526&dbid=0&repo=BOZEMAN&cr=
1 .
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.
Deliver RFPs via email to the City Clerk by December 2, 2021 at 3:00p.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 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.
In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under
this RFP 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.
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk (406) 582-2321, agenda@bozeman.net.
Questions relating to the RFP should be directed to: Griffin Nielsen, Engineer II , (406) 582-2279
, gnielsen@bozeman.net.
DATED at Bozeman, Montana, this November 8, 2021.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, November 14, 2021
Sunday, Novemebr 21, 2021
I. INTRODUCTION
The City of Bozeman is seeking proposals from qualified consulting firms to provide professional
engineering services necessary to design and permit the relocation of a City owned groundwater
well from the basement of Fire Station 1 (34 N Rouse Ave.) to allow for the continued use of the
groundwater water right permit to control ice buildup in the downtown reach of Bozeman Creek.
The City is selling Fire Station 1 and will no longer be able to utilize the well at the current location.
The sale of the station is underway, making the relocation of the well a time sensitive matter.
Engineering firms responding to this RFP must demonstrate a familiarity and depth of knowledge
with the water right change process administered by the Montana Department of Natural
Resources and Conservation; Montana well abandonment rules and procedure; and groundwater
well and pump control design. The selected engineering firm will be expected to mobilize quickly
to provide engineering services in a timely fashion.
This RFP 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 RFP if it is in the Owner’s best interest to do so.
This procurement is governed by the laws of the State of Montana and venue for all legal
proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform
services under this RFP, all Submitters agree to be bound by the laws of the State of Montana
and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts
taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc.
II. PROJECT BACKGROUND AND DESCRIPTION
Historically the City has dealt with the operation and maintenance challenges presented by the
seasonal freezing and ice damming of Bozeman Creek. To prevent the buildup of ice dams with
in the creek corridor in the downtown area, City Street Department personnel would enter the
creek with chest waders and tools to manually brake up or remove ice. In an effort to prevent
this hazardous and laborious task from perennially occurring, a series of ice control wells were
installed along the downtown reach of Bozeman Creek to introduce supplemental heat from
groundwater to reduce the buildup of ice. The largest of these ice control wells is currently
located at 34 N Rouse Avenue within the basement of Fire Station 1.
Fire Station 1 is listed for public sale since its function is being relocated to Public Safety Center
currently under construction on North Rouse Ave. The City will retain use of the property until
July, 1st 2022. Ideally, the ice control well is relocated prior to the City vacating the property.
The existing ice control well was installed in the 1930’s to a depth of approximately 300 ft within
a 20” casing. The exact siting of the well relocation needs to be determined as part of this project.
The existing well discharge location to Bozeman Creek and the existing well discharge pipe within
the Rouse Avenue right of way will be maintained. The well discharge pipe crosses Rouse Avenue
near the centerline of the alley between East Main Street and East Mendenhall Street and
discharges to the creek through a penetration in the east abutment of the alley bridge over
Bozeman Creek.
The existing ice control well contains two pumps; one supplies water for the ice control purpose;
the other supplies water to the Fire Station’s HVAC air coolers. These two water uses have
separate and distinct existing water rights. The water right permit used for ice control provides
for a volume of 200.18 acre-feet at a flowrate of 300 gpm, with a use period from November 1st
to March 31st. The water right used for the HVAC system provides 46.81 acre-feet at a maximum
flowrate of 99.0gpm. The City operates this system from April 1st to October 31st.
The goal of the project is to relocate the ice control well along with its associated water rights
and to develop the well to provide for a sustained flowrate of atleast 300 gpm. For the HVAC
water right, a change authorization for the purpose of use and point of diversion must be
obtained. For the ice control use, a change authorization through a replacement point of
diversion is necessary.
III. PRELIMINARY SCOPE OF SERVICES
Release of this RFP with the preliminary scope of services contained herein does not commit the
City to contracting with a select 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 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 for work during contract negotiations with the selected firm. It’s also
possible that tasks or 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 this proposal, a firm is free to recommend additional/deletion of task and/or
modification of task 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 engineering consulting firm. Any sub-consultants which comprise the
respondent team must be identified along with a description of past working history between
the firms.
1) Water Rights Change
a) Meet with local DNRC staff to discuss and confirm the administrative process and
timeframes that must be followed to physically relocate the ice control well, abandon the
existing well, and authorize a change in the associated water rights.
b) Evaluate the amount of water potentially available upon change of use for the HVAC
water right and options for beneficial use upon change.
c) Complete the water right change application process for the water right used for ice
control and, if directed by the City given outcome of HVAC water right evaluation, the
change application and process for the water right used for HVAC.
2) Replacement Well Development
a) Considering legal and physical access constraints, and available hydrogeologic data,
identify replacement well location alternatives. Prepare preliminary cost estimates as
well as pros and cons for each location considered. Identify the preferred alternative.
b) Prepare detailed construction plans and specifications for the replacement well. Plans
and specs will include but not be limited to: well casing and screening details, well
development specifications, pump selection, motor controls and electrical details, SCADA
integration and programming, and pump discharge pipe design from the replacement
well to a point of connection with the existing ice control well discharge pipe.
c) Prepare and obtain necessary easements and construction permits.
d) Construction bidding services including preparation of bid documents, answering
questions and issuing addendums, conducting a pre-bid conference, reviewing bids
received and recommending construction contract award.
e) Perform construction administration services including submittal review and approval,
construction inspection, pay application review and payment recommendations,
equipment start-up assistance, substantial completion determination, record drawing
preparation, and assembly of a project O&M manual.
IV. PROPOSAL CONTENTS AND FORMAT
Firms interested in providing the services described above are requested to submit the following
information. Responses to each item should appear in the same order as in this RFP and should
identify the item to which the responses applies.
A. Proposal Contents
1) Executive Summary
2) Firm Background
3) Staff Qualifications
4) Project Approach
5) General and Technical Requirements
6) Related Experience with Projects Similar to the Scope of Services
7) Present and Projected Workloads
8) Recent and Current Work for the City of Bozeman
9) Nondiscrimination Affirmation Form (see Attachment A)
a) Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of
firms.
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 10 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 10 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 10 page limit.
V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
EVENT DATE/TIME
Publication Dates November 14, 2021 and November 21, 2021
Deadline for RFQ Questions & Clarifications November 24, 2021 at 5:00 PM MST
City Response to Questions & Clarifications November 30, 2021 at 5:00 PM MST
Deadline for RFQ Submittals December 2, 2021 at 3:00 PM MST
Evaluations of RFQ Responses Week of December 6th, 2021
Interview (if necessary) and Selection TBD
With the exception of the advertising dates and advertised due date, the City reserves the right
to modify the above timeline.
Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by December 2, 2021 at 3:00 PM
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.
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 agenda@bozeman.net.
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.
VI. 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 November 30, 2021.
VII. CONTACT INFORMATION
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk, (406) 582-2321, agenda@bozeman.net
Questions relating to scope of services should be directed to: Griffin Nielsen, Engineer II,
gnielsen@bozeman.net, and (406) 582-2279
VIII. SELECTION PROCEDURE
A review committee will evaluate all responses to the RFP that meet the submittal requirements
and deadline. Submittals that do not meet the requirement or deadline will not be considered.
The review committee will rank the proposals and may arrange interviews with the finalist(s) prior
to selection. Selection may be made directly based on the written RFP submission.
If interviews occur, the selection of finalists to be interviewed will be made by a selection
committee representing the City of Bozeman. The selection of interview candidates will be based
on an evaluation of the written responses to the RFPs.
All submitted proposals must be complete and contain the information required as stated in the
"Request for Proposals.”
IX. 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.
X. FORM OF AGREEMENT
The Contractor will be required to enter into a contract with the City in substantially the same
form as the professional services agreement attached as Attachment B.
XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
All proposals submitted in response to this RFP 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 RFP 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 RFP, all Respondents who submitted will be notified using email.
B. The City reserves the right to accept or reject any and all proposals; to add or delete 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 proposals; to
postpone award for up to 60 days; 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.
C. The City of Bozeman reserves the right to reject the proposal of any person/firm who
previously failed to perform properly to the satisfaction of the City of Bozeman, 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 of Bozeman.
D. The City of Bozeman reserves the right to determine the best qualified Contractor and
negotiate a final scope of service and cost, negotiate a contract with another Contractor
if an agreement cannot be reached with the first selected Contractor, or reject all
proposals.
E. The professional services contract between the City of Bozeman and the successful
Contractor will incorporate the Contractor's scope of service and work schedule as part
of the agreement (see Appendix B for form of professional services agreement. The
professional services agreement presented to the Contractor may differ from this form as
appropriate for the scope of services).
F. 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
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
Contractor, by submitting a response to this RFP, waives all right to protest or seek any
legal remedies whatsoever regarding any aspect of this RFP.
G. 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 Contractors who submitted proposals will be notified using
email.
H. Projects under any contract are subject to the availability of funds.
XII. 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.
XIII. 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 RFP 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.
XIV. ATTACHMENTS
The following appendices are incorporated in this RFP:
Appendix A: Non-Discrimination Affirmation
Appendix B: Form of Professional Services Agreement
Appendix C: Existing water rights information
END OF RFP
Appendix 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