HomeMy WebLinkAboutRFP - Sourdough Tank Rehabilitation Improvements - Complete Packet
SOURDOUGH TANK
REHABILITATION IMPROVEMENTS
REQUEST FOR PROPOSALS
CITY OF BOZEMAN
PO BOX 1230
BOZEMAN, MT 59771-1230
NOVEMBER 2022
NOTICE IS HEREBY GIVEN that the City of Bozeman (City) is requesting proposals from qualified
engineering consulting firms to provide engineering design, condition assessment, and
construction administration services for interior rehabilitation of the City’s existing Sourdough
Water Storage Tank.
The complete Request for Proposals packet is available for download on the City’s website at
https://www.bozeman.net/government/city-clerk/bids-rfps-rfqs.
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
Microsoft OneDrive 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.
The deadline to submit the RFP response is Tuesday, December 6th at 2:00 p.m. MST. It is the sole
responsibility of the responding individual to ensure their email transmittal is digitally timestamped
as being sent to the Recipient’s email address prior to the prescribed closing time as late submittals
will not be accepted.
RFP Recipient Email Address: agenda@bozeman.net
NON-DISCRIMINATION & 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 project 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 these non-discrimination and equal pay provisions is cause for the City to
disqualify the firm from selection.
Any administrative questions regarding RFP transmittal procedures or noticing materials shall be
directed to: Mike Maas, City Clerk, (406) 582-2321, mmaas@bozeman.net.
Any and all questions or clarifications relating to the RFP scope of services, submittal contents,
evaluation criteria, or selection procedures shall be directed solely and exclusively in writing to:
Griffin Nielsen, Water Resource Engineer, gnielsen@bozeman.net. The respondent, and any of
its associating parties, shall not contact other City staff in the preparation of its response to this
RFP.
Emailed questions or clarifications will be accepted until Monday, November 28th, 2022 at 11:59
p.m. MST after which time the questions will be compiled, anonymized and provided with a
posted response on the City’s RFP webpage. Further questions will not be entertained after the
question period has elapsed.
The City reserves the right to amend or modify any element of this RFP by issuance of an
addendum at any time prior to the given submittal deadline. Any addenda that may be issued
for this RFP will be individually noticed on the City’s RFP webpage. It is the respondent’s
responsibility to determine if any addenda have been issued.
DATED at Bozeman, Montana, this 13th day of November 2022.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, November 13th, 2022
Sunday, November 27th, 2022
I. INTRODUCTION
The City of Bozeman (City) is requesting proposals from qualified engineering consulting firms to
provide engineering design, condition assessment, and construction administration services for
interior rehabilitation of the City’s existing Sourdough Water Storage Tank.
The release of this RFP alone shall not commit the City to enter into a Professional Services
Agreement, to pay any expenses incurred in the preparation of any response to this request, or
to procure or contract for any supplies, goods or services.
II. PROJECT BACKGROUND AND DESCRIPTION
The City constructed Sourdough Tank in the 1950’s and has continually operated the asset for
the last 70 years. Various exterior rehabilitation improvement projects have occurred over the
last two decades. Rehabilitation efforts to interior concrete and appurtenances are now needed
to ensure the continued reliable operation of the tank going forward.
Sourdough tank is located south of the City just southeast of the intersection of Sourdough Road
and Goldenstein Lane. The tank is a partially buried cast-in-place circular concrete reservoir with
a nominal volume of four million gallons, an approximate diameter of 150 feet, and a depth of
30 feet. Acting as the primary feed for the City’s southern pressure zone, the tank’s hydrostatic
level sets the operating pressure within the zone.
In 2020, a tank evaluation was performed that assessed rehabilitation and replacement options.
Through this effort, the City determined that rehabilitation of the tank, rather than full scale
replacement, is the proper course of action. Two tiers of rehabilitation improvements were
outlined in the tank evaluation deliverable, level 1 and level 2. Level 1 rehabilitation scope items
were identified utilizing condition assessment data collected by a team of divers while the tank
was online. Level 2 rehabilitation requires additional condition assessment activities to occur
while the tank is offline to identify if further rehabilitation items are necessary. The City, at a
minimum, desires to have the full scope of the level 1 improvements completed and the level 2
condition assessment performed while the tank is offline to determine if level 2 rehabilitation is
warranted. With the current budget available for the project, full completion of level 2
rehabilitation improvements may not be feasible. That said, the City desires to utilize a nimble
and scalable project delivery method to maximize the amount of rehabilitation improvements
that can be made given budget constraints. Additional scope items not identified on the tank
evaluation that will be also be considered are inspection and replacement of the tank’s drain line,
reconfiguration and separation of the inlet and outlet piping, and installation of inflow and
outflow metering.
With the completion of the City’s 5.3 million gallon finished water storage tank at the Sourdough
Water Treatment Plant and the parallel Sourdough Transmission Main, critical infrastructure
redundancies are in place to allow for Sourdough Tank to be taken offline for rehabilitation.
Construction scheduling will be a critical component of the project as the tank must be taken
offline, reducing available fire flow volume. The timeframe for doing so is ideally limited to
baseline water demand periods occurring outside of the summer irrigation season. The selected
consultant will need to work closely with City Staff to ensure that project will not interrupt water
delivery to the City’s customers. To the City’s current knowledge, Sourdough tank has never been
taken offline by isolating and completely draining the tank. Given active earth pressures and age
of the facility, there are concerns that the tank may experience structural issues when fully
drained, the risk of which must be identified and mitigated for through the design and
construction processes.
III. PRELIMINARY SCOPE OF WORK
Release of this RFP with the preliminary scope of services contained herein does not commit the
City to contracting with a selected 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 is 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 of work during contract negotiations with the selected firm. It is also
possible that tasks or elements 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 its proposal, a firm may recommend addition/deletion of tasks and/or
modification of tasks 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.
Task 1 – Pre-Design Investigation Phase
• Consult with COB to define and clarify requirements for the project, including
design objectives and constraints, options for equipment and personnel access to
tank interior, structural shoring requirements during construction, flexibility and
expandability of construction scope, and budgetary limitations. Identify and assess
existing available data, information, reports, facilities plans, and site evaluations.
Prepare a pre-design report which will, as appropriate, contain schematic layouts,
sketches, and conceptual design criteria with appropriate exhibits to indicate
agreed-to requirements, considerations involved, and Engineer’s recommended
solution(s). For each recommended solution, Engineer will provide the following:
opinion of probably construction cost, proposed allowances for contingencies, the
estimated total costs of design, professional, and construction administration
services to be provided by Engineer.
Task 2 – Preliminary Design Phase
• Conduct any necessary field investigation and survey and prepare preliminary
design phase documents consisting of final design criteria, preliminary drawings,
outline specifications and written descriptions of the project. Based on
information contained in the preliminary design phase documents, prepare a
revised opinion of probable construction cost and assist with tabulating the
various cost categories which comprise total project costs.
Task 3 – Final Design Phase
• Obtain any necessary approvals from governmental authorities having jurisdiction
to review or approve the final design. Prepare final drawings and specifications,
construction contract documents and bidding related documents and make any
necessary adjustments to the opinion of probable construction cost. Prepare a
contract document and specification manual for the project. The project will be
bid using QuestCDN online bidding so all front end bidding documents will need
to be adjusted to reflect that.
Task 4 – Bidding
• Assist COB in obtaining bids for the project, attend pre-bid conference, prepare
and issue Addenda as appropriate to clarify, correct, or change the issued bidding
documents. The consultant’s QuestCDN account will be used with the City given
Owner privileges. Review bids and Contractor references and qualifications for
performing the work and provide a recommendation to COB for contract award.
Task 5 – Construction Phase
• Consult with COB and act as COB’s construction representative as provided in the
construction contract. Provide the services of a resident project representative
for extensive observation of the Contractor’s work. Receive, review, and
determine the acceptability of any and all schedules that Contractor is required to
submit to Engineer. Review and approve or take other appropriate action with
respect to Shop Drawings, Samples, and other required Contractor submittals.
Recommend Change Orders and Work Change Directives to COB. Review and
respond to Change Proposals or claims. Review Contractor’s applications for
payment and make recommendations to COB for payments to Contractor.
Receive from Contractor, review and transmit to COB maintenance and operating
instructions, schedules, guarantees, bonds, certificates or other evidence of
insurance required by construction contract.
Task 6 – Post Construction Phase
• Together with COB, visit the project prior to the close of the required 2-year
warranty period to observe any apparent defects in the work, make
recommendations as to replacement or correction of defective work or the need
to repair any damage to the site or adjacent areas and assist COB in consultations
and discussions with Contractor concerning correction of any such defective work.
IV. PROPOSAL CONTENTS AND FORMAT
Proposals must contain the following information and be organized under the headings below.
A. Proposal Contents
1. Firm Background
2. Project Overview
3. Project Approach
4. Management Approach
5. Staff Qualifications
6. Related Experience on Similar Projects
7. Proposed Schedule
8. Nondiscrimination & Equal Pay Affirmation Form (see Attachment A)
i. Failure to provide a signed Nondiscrimination & Equal Pay Affirmation is cause
to disqualify the firm from selection.
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 8 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 20 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 8 page limit.
V. RFP DEADLINES & SELECTION TIMELINES
EVENT DATE/TIME
Publication dates of RFP Sunday, November, 13th and 27th, 2022
Deadline for RFP questions & clarifications By November 28th, 2022 at 11:59 p.m. MST
City Response to questions & clarifications By December 1st, 2022 at 11:59 p.m. MST
Deadline for transmittal of proposals Tuesday, December 6 th at 2:00 p.m. MST
Evaluation of proposals December 6 th – December 20th th, 2022
Interviews (if necessary) and Selection Week of January 2nd , 2022
Contract Negotiation January 2nd – January 20th, 2022
Contract Authorization & Notice to Proceed January 31st , 2022
The timeline of events following deadline for transmittal of proposals is aspirational and is not
predetermined. The City endeavors to conduct these post-deadline events diligently in order to
arrive at contract authorization and notice to proceed by the date shown. Failure to reach the
notice to proceed milestone by the date shown imparts no liability on the part of the City.
VI. SUBMITTING THE PROPOSAL
By submitting its proposal the consulting firm makes an incontrovertible and unequivocal
representation that it understands, respects, and agrees to be bound by the terms and processes
described herein that the City will employ in its review, evaluation, selection and contract
negotiations occurring under this RFP procurement action. The proposal shall be submitted as
stated in the notice.
VII. SELECTION PROCEDURE
Procurement of engineering services under this RFP is governed by Sec. 18-8-201 MCA et. Seq.
and the specific processes contained within this RFP. Proposals meeting the submittal
requirements and deadline will be distributed to a project selection committee for review and
evaluation. The selection committee will consist of no fewer than three (3) City staff members
whose identities will remain anonymous ahead of the submittal deadline.
Proposals will be distributed to the selection committee where they will be individually evaluated
against the selection criteria below. Upon review, each member will assign an ordered ranking
of the proposals from most-qualified to least-qualified. The most-qualified proposal will be
assigned a ordinal value of one (1), the second most-qualified an ordinal value of two (2),
continuing in this fashion until the least qualified proposal is found and given an ordinal value
equaling the total count of proposals received. Ordinals assigned to each proposal by each
committee member will then be summed together and sorted from lowest ordinal sum to highest
ordinal sum, producing the selection committee’s initial ranking list from most-qualified to least-
qualified. The selection committee will review the initial ranking list and determine at its sole
discretion whether it will conduct interviews with the top ranking firms of its choosing, or it may
determine that it will forego interviews and simply select the most-qualified firm from the initial
ranking list to enter contract negotiations. Should the selection committee determine it will
conduct interviews, it will select the firm it determines to be most-qualified upon a combined
evaluation of the firm’s written proposal and interview performance.
The firm determined by the selection committee to be most-qualified will be deemed the
‘selected firm’ for which the City will enter into contract negotiations. The City may choose
multiple selected firms for contract negotiations if in its discretion it believes that discrete
selected firms are most qualified for particular scope items and that the City will receive superior
service and results than if all scope items are completed by a single selected firm.
Contract negotiations will proceed after selection and will take into account the estimated value
of services to be rendered, as well as the scope, complexity and professional nature thereof, in
order to arrive at a contract that the City determines to be fair and reasonable. If the City is
unable to negotiate a satisfactory contract with the consultant initially selected at a price the City
determines to be fair and reasonable, negotiations with that consultant will be formally
terminated and the City will select another consultant in accordance with Sec. 18-8-204 MCA and
continue until an agreement is reached or the procurement process is terminated.
VIII. 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.
IX. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
A. All proposals submitted in response to this RFP become the property of the City and are
considered public records and, as such, may be subject to public review.
B. The City reserves the right to accept or reject any and all proposals; to add or delete
preliminary scope 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 questions or proposals; to postpone contract authorization and notice to
proceed for any length of time it determines necessary; 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; and to reject,
without liability therefore, any and all proposals upon finding that doing so is in the public
interest.
C. The City reserves the right to reject the proposal 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 proposal 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 consultant and negotiate a
final scope of service and cost, negotiate a contract with another consultant if an
agreement cannot be reached with the first selected consultant, or reject all proposals.
E. 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
engaging in the selection process, prior to the issuance of a contract. The consultant, by
submitting a response to this RFP, waives all right to protest or seek any legal remedies
whatsoever regarding any aspect of this RFP.
F. 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 consultants who submitted proposals will be notified using
email.
G. Projects under any contract are subject to the availability of funds.
X. ATTACHMENTS
The attachments below are incorporated in this RFP:
• Attachment A: Non-Discrimination & Equal Pay Affirmation Form
• Attachment B: 2020 Sourdough Reservoir – Condition Assessment, Evaluation, and
Recommendation Technical Memorandum
XI. OTHER RESOURCES
Below are documents, information or data that may be germane to the preliminary scope of work
contained in this RFP and are publicly available on the internet, or housed by other government
agencies, so they are not being provided by the City with this RFP.
• 2017 Water Facility Plan Update
• Montana DEQ Water Quality Statutes, Rules, Circulars, Guidance, and Scientific Studies
END OF RFP EXCEPT FOR ATTACHMENTS
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 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