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REQUEST FOR PROPOSALS (RFP)
INTEGRATED WATER RESOURCES PLAN UPDATE
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771‐1230
July, 2024
Page 2 of 13
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to update
its 2013 Integrated Water Resources Plan (IWRP).
Copies of the Request for Proposals 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 email address below. Respondents are advised that 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 the City Clerks’ Office upon
special arrangement; however, it is the respondent’s sole responsibility to ensure the file upload
is completed, and that the City Clerk is separately notified via email of same, prior to the given
deadline.
Deliver RFPs via email to the City Clerk by Friday, September 6, 2024 at 3:30 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.
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 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, 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, mmaas@bozeman.net.
Questions relating to the RFP should be directed to: Shawn Kohtz, Utilities Director, (406) 582‐
3215, skohtz@bozeman.net.
DATED at Bozeman, Montana, this July 27, 2024.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Saturday, August 3, 2024
Saturday, August 10, 2024
Saturday, August 31, 2024
I.INTRODUCTION
The City of Bozeman (City), is seeking proposals from firms to undertake an update to its
Integrated Water Resources Plan.
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 City reserves the right to accept or reject all responses received as a result of this
RFP 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 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
Introduction
The City of Bozeman is a municipal corporation owning and operating its public water supply and
distribution system serving roughly 60,000 residents, including visitors and employees who work
in, but do not live within the city. The City experienced rapid growth over the past decade.
The City’s last overarching 50‐year planning effort was completed in 2013 culminating in the
Integrated Water Resources Plan (IWRP). Given the age of that plan, progress made on elements
of the plan, as well as the need for ongoing regional water supply coordination, the IWRP must
be updated for present conditions.
The City’s raw water sources consist of four distinct supplies: Lyman Creek, Bozeman Creek (also
known as Sourdough Creek), Hyalite Creek, and Hyalite Reservoir (also known as Middle Creek
and Middle Creek Reservoir). The City owns municipal water rights for all three creek sources as
well as shares for the use of water rights stored in Hyalite Reservoir. The City also owns various
miscellaneous water rights.
Purpose
The goal of the project is to develop an Integrated Water Resources Plan Update to efficiently
meet the City’s long term (50 years) water demand. The IWRP update will: review existing City of
Bozeman water resources (supply) and demands; summarize progress on water supply
development since the 2013 IWRP; forecast future demands, including a range of demand
estimate models, to reflect various growth scenarios; forecast climate impacts; estimate future
demand reductions anticipated through conservation; evaluate alternative sources of new water
supply; outline water supply and use policies and practices for consideration; and produce an
updated IWRP report. The IWRP report update will include documentation of background
information, analyses of existing and alternative new water supply sources, demand forecasts,
supply and demand comparison, and conclusions and recommendations.
The chosen IWRP consultant will work with the City’s staff, the City’s water rights attorney, a
community outreach specialist hired directly by the City, and regional partners represented by a
technical advisory committee. The water rights attorney will provide legal advice and direction
concerning existing water rights and acquisition of new rights. The outreach specialist will
prepare a community engagement and communications plan and assist with plan execution,
project communications and outreach. The technical advisory committee (TAC) will consist of
community members with relevant expertise that apply for a position on the TAC. The selected
Consultant will jointly organize TAC and community meetings with the outreach specialist and
provide technical support to the specialist. This work will firm up long‐range planning,
prioritization and implementation of the City’s water supply sources and related policy
recommendations. Planning must be aligned with the City’s most current work on its Bozeman
Community Plan.
Budget
The City has budgeted $250,000 in the current fiscal year to develop an update to the existing
IWRP not including other consultant contracts associated with this work. The community
outreach specialist and water rights attorney costs are budgeted separately and will not debit
the $250,000 budget.
III.SCOPE OF SERVICES
Presented below are the anticipated scope of work items. Respondents are encouraged to
suggest additional means and methods to achieve the above stated goal of the IWRP.
Task 1 – Project Management and Meetings
Plan, organize and manage resources and activities for the successful completion of the IWRP
including project setup, control, monitoring, and scheduling. The consultant in their response
shall address their vision for how they will coordinate with the City’s community outreach
specialist consultant and utilize the expertise of the City’s water rights attorney.
Task 2 – Data Collection
Obtain and review all applicable data, documents, and models from the City and other agencies
required to prepare the IWRP update.
Task 3 – Work with City Staff to Organize a Regional Technical Advisory Committee to Inform
the IWRP Update
Organize regular meetings with a TAC and general public in conjunction with the City’s
community outreach consultant. The intent of the TAC will be to inform the IWRP update and
facilitate regional water supply partnerships and considerations.
Task 4 – Review Progress Since 2013 IWRP
Review and summarize progress since the 2013 IWRP Update.
Task 5 – Review Existing Water Use Patterns Model
Review the City’s existing water use patterns Excel model and adjust the model, if necessary.
Task 6 – Review Water Demand Model
Use the City’s water demand model to analyze the effects of long‐term growth‐related demand
of varying growth rates. Prepare a supply vs. demand analysis.
Task 7 – Review Water Conservation DSS Model
Coordinate with City staff to ensure that the City’s water conservation least cost planning
decision support system (DSS) model reflects up‐to‐date projected demand reduction outcomes
associated with the City’s 2023 Water Conservation and Efficiency Plan and work with staff to
align growth projections, as needed. Use the DSS Model to help inform future demand
projections.
Task 8 – Alternatives Development
In consultation with the TAC, identify and evaluate alternative water sources and select a
recommended mix of water resources to meet the City’s long‐term demand projections.
Examples include but are not limited to: aquifer storage and recovery; non‐potable systems
development including use of irrigation water rights acquired by City and/or provided by new
development to develop separate pressurized irrigation systems; Sourdough Creek natural
storage; deep groundwater wells (Madison Aquifer); shallow groundwater wells (alluvial aquifer);
acquisition of Hyalite Reservoir shares; use of reclaimed water; conserved water; regional water
supply solutions; and conjunctive use of groundwater and surface water.
Task 9 – IWRP Report
Compile completed studies, analyses and conclusions in one report for review by the TAC and
City staff. Conduct 3 meetings with the Bozeman City Commission 1) A workshop to kickoff the
IWRP Update to explain process and deliverables and obtain guidance and feedback on the
process, 2) A workshop to present preliminary results of IWRP update and draft
recommendations and obtain feedback on preliminary results, and 3) A presentation for final
results and subsequent adoption of the plan.
IV.TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
Deliver RFPs via email to the City Clerk by Friday September 6, 2024 at [3:30] 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 email address procurement@bozeman.net. Respondents are advised that the 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 an alternate submission
method upon special arrangement of the City Clerk; however, it is the respondent’s sole
responsibility to ensure the file upload is completed, and that the City Clerk is separately notified
via email of same, prior to the given deadline.
Contact Information
ALL QUESTIONS REGARDING THIS RFP MUST BE SUBMITTED IN WRITING TO:
Shawn Kohtz
P.O. Box 1230
Bozeman, MT 59771‐1230
(406) 582‐3215
skohtz@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 Monday, September 2,
2024.
Selection Timeline
Advertising dates:
Receipt of RFPs:
RFP Review Complete by Committee:
Interviews if necessary:
Selection:
August 3, August 10 and August 31,
2024 No later than 3:30 p.m. MST
Friday September 6, 2024
September 27, 2024
October 14th through 18th, 2024
October 25, 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.
i.Evaluation of RFPs. The selection committee shall consist of no less than
five persons representing the City. The selection committee will review
conforming RFP responses using the criteria listed below. RFP responses
that do not contain the required documentation will be deemed
nonresponsive to this solicitation and may be rejected.
ii.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.
iii.Interviews. After reviewing conforming RFP responses, the selection
committee may decide to schedule interviews with qualified
respondents. Interviews will be held October 14th through October 18th,
2024 at the Professional Building, 20 East Olive Street, Bozeman MT
59715. 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 60 minutes inclusive of
questions from the selection committee, with 15 minutes between
interviews for transitions and set up between Respondents.
iv.Selection and Final Recommendation. The selection committee will tally
the scores for the RFP. 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 an acceptable
contract is not agreed to in a reasonable timeframe.
B.RFP – FORM AND CONTENTS
Deliver one (1) digital copy prepared as follows:
i.General Instructions:
a.RFP responses must be signed by an officer or principal of your firm.
b.RFP responses must be contained in a single searchable PDF
document not to exceed 20 8.5”x11” 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 and may utilize
legal or ledger page size for readability
ii.Firm Information:
a.Experience. Respondent must demonstrate successful experience and
capacity to act as a consultant 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, 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) projects undertaken by your firm within the past five years
of similar scope and character to the IWRP update project .
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:
i.Respondent’s experience with projects of similar size and scoipe and
proposed approach to project:
Possible Points: 50
ii.Firm’s qualifications and project manager’s qualifications:
Firm’s Qualifications Possible Points: 15
Project Manager’s Qualifications Possible Points: 15
iii.Capabilities to meet time schedule and project budget requirements.
Possible Points: 5
iv.Present and projected workloads:
Possible Points: 5
v.Past projects/experience working with municipalities including the City
of Bozeman:
Possible Points: 5
vi.Office(s) location:
Possible Points: 5
VI.FORM OF AGREEMENT
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 PROPOSAL 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
PROPOSALS 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 provided.
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 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 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
Respondent if an agreement cannot be reached with the first selected
Respondent, or reject all proposals.
E.The successful Respondent will be required to enter into a contract with the
City, which will incorporate the Respondent’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 Respondents 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 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.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
Max Zigler at 406‐582‐2439 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.
IX.ATTACHMENTS
The following exhibits are incorporated in this RFP:
Attachment A: Non‐Discrimination Affirmation
Attachment B: The existing 2013 Integrated Water Resources Plan is included by
reference to the City’s website: https://www.bozeman.net/home/showpublisheddocument/5004/637987504383070000
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