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HomeMy WebLinkAbout22- RFP - WTP Membrane Recycling and Sludge HandlingPage 1 of 12 REQUEST FOR PROPOSALS (RFP) WATER TREATMENT PLANT MEMBRANE BACKWASH RECYCLING AND SLUDGE HANDLING IMPROVEMENT PROJECT CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 January 2022 Page 2 of 12 NOTICE IS HEREBY given that the City of Bozeman (Owner) is seeking proposals from firms to provide engineering services for design, bidding and construction administration of a membrane backwash recycling and sludge handling improvement project at the Sourdough Water Treatment Plant. These improvements are sought after a year of water treatment plant staff optimizing the operation of the solids handling systems at the Sourdough Water Treatment Plant. Copies of the Request for Proposal are available on the City’s website. 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 January 28 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. 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, 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: Jill Miller, Water Treatment Plant Superintendent, (406) 994-0503, jmiller@bozeman.net. DATED at Bozeman, Montana, this December 29, 2021. Mike Maas City Clerk City of Bozeman For publication on: Sunday, January 9, 2022 Sunday, January 16, 2022 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from engineering consulting firms to provide professional services necessary for design, bidding andconstruction administration of a membrane backwash and sludge handling improvement project at the Sourdough Water Treatment Plant. The design must provide for membrane backwash water to be efficiently directed to the recycle feed wetwell, direct recycled water to the influent pipe in the head tower, and design an optional piping modification for further treatment of solids residuals. These modifications are sought after a year of water treatment plant staff optimizing the operation of the solids handling systems in the water treatment plant. This will allow for more flexibility in operations and ease of switching between recycling and discharging backwash water. The Owner intends to enter into a professional services agreement with the selected firm that will include providing engineering services necessary to design, bid, and support construction of the project. A preliminary scope of service detailing particular elements of the project is below. This RFP shall not commit the City 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 Montana Code Annotated Section 18-8-201 et seq and this RFP document. Any legal proceedings, should they arise, related to this procurement action shall be held 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 requirements of the Owner. II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION The design of the Sourdough Water Treatment Plant, completed in 2014, provided for the recycle of all backwash water from the membranes to the head tower. The recycling operating procedure was not tested until late 2020 in an effort to “preseed” the low turbidity influent water to enhance coagulant effectiveness.Recycling of the backwash water was not used prior to 2020 due to concerns of polymer reaching the membranes. Recycling increases available water for treatment by 100-200 gallons per minute. The location of the recycle discharge pipe in the headtower does not allow for the recycled water to be fed directly into the current influent pipe. These piping modifications will better ensure the recycled water continues through the treatment process. Through operations optimization and testing, the Water Treatment Plant Operators have found these modifications necessary to more efficiently and effectively recycle backwash water from the membranes. These modifications will make alternating between recycling and discharging water as conditions warrant less labor intensive and easier to accomplish. The project includes an optional piping modification design to enhance sludge thickness and quality in the gravity thickener. This improvement is intended to delay the need for further sludge drying beds or filter press. III. PRELIMINARY SCOPE OF SERVICES The selected firm will work with Owner Water Treatment Plant Personnel, the Owner Engineering Division,and, applicable suppliers to: • Facilitate all project meetings with Water Treatment Plant Personnel and Owner Engineers. • Design piping and valving modifications on the backwash waste pipe and recycle pipe to bypass the Dissolved Air Floation (DAF) feed wetwell with backwash water from the membranes. • Consult with the membrane supplier (Pall) to obtain approval of the proposed design to address any operations and warranty concerns there may be for hydraulics issues with the piping modifications. • Consult with Owner SCADA Manager for any controls or instrumentation requirements or changes. • Design headtower piping modifications for recycle pipe discharge to be directed into the influent pipe. • Comply with all SDWA regulations. • Obtain all necessary design approvals from the Montana Department of Environmental Quality. • Design DAF residuals wetwell to gravity thickener influent piping modifications and additional valving. • Provide design alternatives and construction cost estimates. • Submit drawings to Owner representatives for review and approval before final design. • Coordinate directly with Water Treatment Plant Personnel for any required shut downs needed for construction. • Prepare bid documents, administer the bidding process and make recommendations for construction contractor award. • Provide construction administration and start up support services. IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS Deliver RFP responses to the City Clerk (agenda@bozeman.net) by January 28, 2022 at 3:00 PM MST. It is the sole responsibility of the proposeding 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: Jill Miller, WTP Superintendent P.O. Box 1230 Bozeman, MT 59771-1230 (406) 994-0503 jmiller@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 12:00 PM MST on January 21, 2022. B. Selection Timeline Advertising dates: January 9 and 16, 2022 Receipt of RFQs: No later than 3:00 p.m. MST January 28, 2022 RFQ Review Complete by Selection Committee: February 7, 2022 Interviews : TBD at discretion of selectioncommittee Selection: February 11, 2022 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. 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 all applicable Montana law including those criteria set forth in §18-8-204, MCA and applicable Owner policy. 1. Evaluation of RFPs. The selection committee shall consist of no less than three persons representing the Owner. The selection committee will review conforming RFP responses using the criteria listed above. RFP responses that do not contain the required documentation will be deemed nonresponsive to this solicitation and may be rejected. 2. Interviews. After reviewing conforming RFP responses, the selection committee may decide to schedule interviews with qualified respondents at its sole discretion. 3. Selection and Final Recommendation. The selection committee will tally the scores for the RFP. At that time contract negotiations will take place between the Owner and the most-qualified Respondent. The Owner may negotiate a contract with the next highest ranked Respondent if a contract cannot be made. B. RFP – FORM AND CONTENTS Submit one (1) original digital copy, prepared as follows: i. General Instructions: a. RFP responses must contain a cover letter signed by an officer or principal of your firm. b. RFP 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. c. Schedules may be submitted in addition to the page limit. ii. Firm Information: a. Unique Understanding and Paritcular Approach for the Project: Describe the firms’ unique understanding of the project’s purpose and its particular approach to addressing the preliminary scope of services. Describe any specific regulatory, design, or operational challenges that the firm foresees must be overcome to achieve a successful project. b. 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, qualifications, and roles of the professional personnel to be assigned to this project. Describe your recent and current work for the City of Bozeman, if any. c. Firm Background. Provide information about the firm, including location. Describe the firm’s history. Include information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the Project that will assist in the evaluation. If the respondent is a team of multiple firms, the discrete functions and expertise of the respective firms shall be described, as well as a list of previous projects the firms have successful teamed on. d. 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. 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: 20 2. Firm’s Qualifications: Possible Points: 20 3. Capabilities to meet time schedule and project budget requirements. Possible Points: 20 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 OF AGREEMENT The final form of the contract documents will be disclosed to Respondents during contract negotiations. VII. CITY RESERVATION OF RIGHTS 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 PROPOSALS 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 PROPOSALSAT 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 Owner. If the Owner cancels or revises this RFP, all Respondents who submitted will be notified using email. B. The Owner reserves the right to accept or reject any and all submissions; 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 selection 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 are determined by the Owner to be in the public interest. C. The Owner reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of the Owner, 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 Owner. D. The Owner reserves the right to determine the best 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 Owner, which will incorporate the Respondents' scope of services, fees and work schedule as part of the agreement. F. This RFP does not commit the Owner to award a contract. The Owner 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 RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. This project 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 affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, 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 SOP 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 RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Record Drawings 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 affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter