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HomeMy WebLinkAboutRFP - Sourdough Creek Intake ImprovementsPage 1 of 9 REQUEST FOR PROPOSALS (RFP) SOURDOUGH CREEK INTAKE IMPROVEMENTS – DESIGN UPDATE, CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 July 2022 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from firms to undertake engineering design and construction services for replacement of the Sourdough water intake structure and appurtenances. The design was previously completed, but not implemented due to budget constraints. This project is to update the design as necessary, bid and provide the construction management for completion of the facility. The Owner intends to enter into a contract with the selected firm that will include design, permitting and construction phase services. 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 Sourdough Creek is highly susceptible to freezing during cold snaps, completely locking up flowing surface water as ice. These icing excursions render the source unusable and can last anywhere from several hours to several days, depending upon the magnitude and duration of the cold weather event. Existing diversion flow controls are rudimentary, consisting of a slide gate device, similar to those used for agricultural irrigation diversions. The diversion is difficult to access and cannot be fine-tuned to maximize water use or water conservation. The slide gate freezes in position during the winter season and cannot be operated until above-freezing temperatures persist. The existing intake vault requires frequent and difficult maintenance to mitigate smaller debris collection. The intake pond must be dredged of silt and sediment that settles out behind the earthen dam at least once every 5 years to ensure the intake pipe remains submerged and does not intake excessive quantities of suspended solids. The small building constructed over the fine screen is deteriorating and is not insulated. The screen cannot be used during the winter because it freezes solid. In the event of wildfire in the Custer Gallatin National Forest near or in the watershed above the intake, it is likely that the intake will be impacted by debris flows, ash, silt, and dissolved organic matter during post-fire snowmelt and rain runoff events. These fire-related impacts will likely require the intake to be shut down for the duration of time necessary to allow the water quality excursion to pass. The frequency of these shutdowns is a function of uncontrollable factors such as fire severity and intensity, proximity to the intake, and the magnitude of the runoff event. The City retained the consultant team of HDR and Morrison Maierle at the end of 2009 to design a new Water Treatment Plant. The designs were completed over the next couple of years with the project being bid in mid-2011. The design included a complete replacement of the existing Sourdough Intake which was bid as a separate schedule. When the bids were opened, it was determined that the schedule that included the intake improvement could not move forward at that time because of cost constraints. The City would like to implement those improvements at this time using its ARPA funds. III. SCOPE OF SERVICES • Provide a complete review of the existing design to ensure it complies with all current codes/regulations. Review the technology used in the design against what is currently available to determine if changes should be made to provide for the best finished product. Electronic copies of he plans will be made available to the selected consultant upon request, but they will be required to execute the respective delivery of information/electronic document agreements with HDR and Morrison Maierle. • Prepare a complete contract document and specification manual for the project. There was not a separate manual for this work prepared for the 2011 bid. The project will be bid using QuestCDN so all front end documents will need to be adjusted to reflect that. The consultants QuestCDN account will be used with the City given Owner privileges. • Review and update as necessary the design report that was prepared for the facility. Submit this along with the updated plans and specifications to the Montana Department of Environmental Quality (MDEQ) for review and approval. • Work with the Montana Fish, Wildlife and Parks, DNRC, MDEQ, and the Army Corps of Engineers to obtain all necessary permits for the project (i.e., 124, 404, Turbidity exemption, etc.). Permits were previously obtained, but all have expired at this point. • Close coordination will be required with the Forest Service on the project. They are currently putting together bid packages for completion of another phase of logging in the canyon. Depending on the timing of the work, this may require special scheduling restrictions be added to the contract. • Provide wetland delineation and mitigation alternatives as necessary. • Provide project bidding and award assistance. • Provide construction management services for the completion of the improvements. Services shall include but not be limited to surveying, civil, geotechnical, structural including special inspections if necessary, electrical, mechanical, and wetlands. • Participate as necessary in any public involvement activities required for the project. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. 1. Project management chart. 2. Proposed general time schedule, including start and completion dates. 3. Specific current workloads of the proposed project team members. 4. At the discretion of the firm, no more than five typewritten single spaced pages, more fully describing the firm’s qualifications for the specific project. 5. At the discretion of the firm, a company brochure. 6. A completed and signed Non-Discrimination Affirmation Form (REQUIRED) V. DELIVERY DEADLINE AND INSTRUCTIONS Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by August 5, 2022 at 5:00 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. 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: Bob Murray P.E., Project Engineer, (406) 582-2280, bmurray@bozeman.net. VII. QUALIFICATIONS EVALUATION CRITERIA Respondents to requests for proposals shall be evaluated on the following criteria and the requirements of 18-8-201 et seq. MCA with the selection committee choosing, in its opinion, the most qualified firm to provide the services required for the proposed project. The qualifications of professional personnel to be assigned to the project. Related experience on similar projects; Capability to meet project time and budget requirements; Location of firm in relation to project; Present and projected workloads; and Recent and current work for the City of Bozeman. The selection will be based on an evaluation of the written responses to the request for proposals and interviews of selected firms if deemed necessary. Award will be made following contract negotiations to the most qualified firm at a price which the City determines to be fair and reasonable taking into account the estimated value of services to be rendered, as well as the scope, complexity and professional nature thereof. If the City is unable to negotiate a satisfactory contract with the firm initially selected at a price the agency deems to be fair and reasonable, negotiations with that firm will be formally terminated and the agency shall select another firm, in accordance with 18-8-204 MCA, and continue until an agreement is reached or the process is terminated. All proposals must be submitted complete and contain the information required as stated in the "Request for Proposals." VIII. 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. 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. IX. 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, or equivalent “best practices publication and has read the material. X. 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. XI. ATTACHMENTS The following exhibits are incorporated in this RFP: Attachment A: Non-Discrimination Affirmation END OF RFP 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, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter