HomeMy WebLinkAboutRFQ On-Call Hydraulic Modeling and Asset Management Services 2024Page 1 of 13
REQUEST FOR QUALIFICATIONS (RFQ)
ON-CALL HYDRAULIC MODELING & ASSET MANAGEMENT
SERVICES
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
April 2024
Page 2 of 13
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to provide on-
call engineering services regarding utility modeling including water, sewer, and asset management.
Copies of the Request for Qualifications are available on the City’s website
All RFQ submittals 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 the City Clerks’ Office 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 RFQs via email to the City Clerk by Friday, April 26, 2024, 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: procurement@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, procurement@bozeman.net.
Questions relating to the RFQ should be directed to: Lance Lehigh, Engineer III, (406) 582-2273,
llehigh@bozeman.net and Alicia Paz-Solis, Engineer I, (406) 582-2976, apazsolis@bozeman.net
DATED at Bozeman, Montana, this 4th day of April. 2024.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Saturday, April 6, 2024
Saturday, April 13, 2024
Saturday, April 20, 2024
I. INTRODUCTION
The City of Bozeman (City), is seeking qualifications from engineering firms to provide on-call modeling
and asset management services over a three (3) year period with the option to extend the contract an
additional two (2) years if mutually agreed by both parties.
The City intends to select up to three firms to enter into a formal agreement with if multiple firms are
determined to be qualified upon review of RFQ submittals.
This RFQ 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 City
reserves the right to accept or reject all responses received as a result of this RFQ if it is in the City’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 RFQ,
all Submitters agree to be bound by the laws of the State of Montana and of the City, including, but not
limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity
employment practices, safety, non-discrimination, etc.
II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION
Introduction
The City is experiencing rapid growth and development. To stay ahead of the ever-changing landscape,
the City utilizes Geographic Information System (GIS) integrated utility modeling information to help make
informed data-driven decisions on a variety of projects. Currently, the City maintains a GIS-integrated
distribution system water model and collection system sanitary sewer model with Innovyze InfoWater
and InfoSWMM software, respectively. In addition, the City maintains a GIS-integrated risk-based model
that supports capital planning efforts for water and wastewater projects with Innovyze InfoAsset Planner.
III. SCOPE OF SERVICES
The modeling and asset management services that may be requested over the term of the contract may
include, but are not necessarily limited to the following:
1. Perform maintenance and updates of the City's water and sewer models:
a. Incorporate new development GIS spatial assets into the model.
b. Verify and update model demand allocations.
c. Verify and update model calibration settings.
d. Complete spatial related QAQC against the City's working GIS production database.
e. Review and update model scenarios related to system build-out.
f. Incorporate new system operating parameters and field information into the model. For
example, new collected fire flow and wastewater flow monitoring data, PRV adjustments,
tank operations, and changes related to booster and lift station assets. If necessary,
conduct field investigations related to system operations as approved by the City.
g. Review SCADA and other notable operating information and provide staff with operating
improvement recommendations.
2. Perform concept and feasibility analyses adjacent to drainage basins or areas annexing into the
City.
3. Develop concept and schematic design alternatives.
4. Coordinate and provide staff with recommendations on future flow monitoring locations
concerning growth and development as well as system infiltration and inflow (I/I).
5. Provide recommendations for the design of water and sewer infrastructure based on hydraulic
model results for both development and capital related projects.
6. Review capital project planning timing and provide timing recommendation adjustments to City
staff.
7. Prepare technical memorandums with the water and sewer modeling and evaluation criteria,
findings, and recommended improvement options for preliminary design.
8. Review hydraulic reports submitted to the City to ensure calculations, procedures, assumptions,
and results meet City, State, and Federal standards and are within allowable tolerances of the
City's master utility models.
9. Review existing or assist in the development of new City guidelines, practices, and standards for
hydrology/hydraulic studies and risk assessment practices.
10. Attend project meetings related to evaluating and modeling water and sewer-related
infrastructure.
11. Complete fire flow related developer requests for new development along with fire flow QAQC.
12. Consult with City staff and other appropriate agencies relevant to hydraulic modeling.
13. Conduct training and instruction to City staff.
14. Assess the impact on system capacity of proposed development projects and determine where
additional capacity would be required (i.e., increased sewer or water pipe size, system looping,
lift station capacity, etc.) to address increased demand caused by the new development.
15. Perform maintenance and updates of the City's risk model, such as:
a. Incorporate new development GIS spatial assets into the model, which may include the
following:
i. City's GIS production database, Computerized Maintenance Management System
(CMMS), Closed Circuit Television (CCTV) data, and hydraulic model results.
b. Complete spatial related QAQC against the City's working GIS production database.
c. Review and modify scoring parameters.
d. Assign and/or update condition and criticality scores within the model.
e. Prepare technical memorandums with the risk assessment evaluation criteria, findings,
and recommendations. This may include updates to the City's working project
prioritization plan and associated capital improvement costs.
IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
Deliver RFQs via email to the City Clerk (procurement@bozeman.net) by April 26, 2024, 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. 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 procurement@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 RFQ title, company name
and due date/time. File sizes greater than 25MB in size may be uploaded to an alternate submission
method 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:
Lance Lehigh, Engineer III
llehigh@bozeman.net
and
Alicia Paz-Solis, Engineer I
apazsolis@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 April 22, 2024.
B. Selection Timeline
Advertising dates: April 6, 13, 20 of 2024
Receipt of RFQs: No later than 3:00 p.m. MST April 26, 2024
RFQ Review Complete by Committee: May 3, 2024
Selection: May 10, 2024
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 City policy.
1. Evaluation of RFQs. The selection committee shall consist of no less than
five persons representing the City. The selection committee will review
conforming RFQ responses using the criteria listed above. RFQ responses that do
not contain the required documentation will be deemed nonresponsive to this
solicitation and may be rejected.
2. Revisions. Responses will be accorded fair and equal treatment with
respect to opportunity for discussion and revision of responses, and such revisions
may be permitted, after submissions and prior to award for the purpose of
obtaining best and final responses.
3. Evaluation & Elimination. After evaluating all conforming responses based
on the criteria herein the selection committee may eliminate one or more or all
Respondents from further review if they do not meet the qualification criteria
specified herein. Any Respondents eliminated by the selection committee, at any
time, or for any reason, shall have no opportunity to make revisions or participate
further in the selection process.
4. Interviews. After reviewing conforming RFQ responses, the selection
committee may decide to schedule interviews with qualified respondents. Each
firm selected for interview will be notified of the specific time for their interview.
The format of the interview will be left up to the proposing firm; however,
interviews will be [45] minutes inclusive of questions from the selection
committee, with 15 minutes between interviews for transitions and set up
between Respondents.
5. 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) digital copy prepared as follows:
i. General Instructions:
a. RFQ responses must be signed by an officer or principal of your firm.
b. RFQ responses must be contained in a single searchable PDF document not to
exceed 10 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 transmittal letter, cover page, cover sheets, and
dividers are exempted from the page limit.
c. Schedules may be submitted in addition to the page limit.
ii. Firm Information:
a. 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 and qualifications of the professional
personnel to be assigned to this project. 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. Include information identifying the firm’s annual
volume of business, financial/bonding capacities, and speak to the firm’s
stability in the marketplace. 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 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.
d. Claims. At any time in the last ten (10) years has your firm been assessed and
paid liquidated damages after completion of a project under a contract with a
public owner?
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: 40
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: 5
6. Office(s) location:
Possible Points: 5
VI. FORM OF AGREEMENT
The contract document is included with this RFQ. RFQ submission should include any requested
revisions to the contract's standard terms and conditions.
VII. 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 accept or reject any and all submissions; to add or delete
items and/or quantities; to amend the RFQ; to waive any minor irregularities,
informalities, or failure to conform to the RFQ; 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 RFQ and if multiple awards are
determined by the City to be in the public interest.
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 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 City,
which will incorporate the Respondents' scope of service and work schedule as part of
the agreement.
F. This RFQ does not commit the City to award a contract. 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, prior to the issuance of an agreement, contract or
purchase order. 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.
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.
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.
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 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.
X. 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, or equivalent “best
practices publication and has read the material.
______________________________________
Name and title of person authorized to sign on behalf of submitter