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HomeMy WebLinkAboutCollege Street 8th to 11th_RFQPage 1 of 13 REQUEST FOR QUALIFICATIONS (RFQ) COLLEGE STREET S 8TH AVENUE TO S 11TH AVENUE CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 August 17, 2024 Page 2 of 13 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms for project specific proposals from qualified firms for professional engineering services for transportation improvements to College Street between South 8th Avenue and South 11th Avenue. Respondents will be ranked based on their abilities to provide complete design and construction phase services for the project. The release of this RFQ alone shall not commit the City to enter into a Professional Services 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. 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. Copies of the Request for Qualifications 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 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 Statements of Qualifications (SOQs) via email to the City Clerk by September 16, 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 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, procurement@bozeman.net. Questions relating to the RFQ must be in writing and should be directed to: Taylor Lonsdale, Transportation Engineer, tlonsdale@bozeman.net. Questions must be received prior to September 7, 2024 at 5:00 pm. All questions and answers will be posted on the city’s website. DATED at Bozeman, Montana, this August 17, 2024. Mike Maas City Clerk City of Bozeman For publication on: August 17, 2024 August 24, 2024 September 7, 2024 I. INTRODUCTION The City of Bozeman (Owner) is seeking project specific proposals from qualified firms for professional engineering services for transportation improvements to College Street between South 8th Avenue and South 11th Avenue. The initial professional services contract will be for design phase services only, but respondents will be ranked based on their abilities to provide complete design and construction phase services for the project. The Owner intends to enter a contract with the selected firm that will include execution of the scope of work outlined in this RFQ. This RFQ 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 RFQ 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 RFQ, 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 This project was identified in the 2017 Transportation Master Plan as MSN-19, SPOT-27, and BL-9 and in the City of Bozeman’s Capital Improvement Plan (CIP) as SIF157 College: 8th to 11th. The project is funded through the Arterial & Collector District fund. Design of the project is scheduled in the CIP for fiscal year 2025 with construction in fiscal year 2026. Design schedule therefore must be completed and project bid prior to the 2026 construction season. The general scope of the project includes pavement management, the inclusion of bicycle facilities, and pedestrian enhancements to improve safety and connectivity along and across College Street. This section of College Street has unique adjacent land uses with MSU Campus buildings to the south and business including numerous restaurants, a market, a FedEx Office Center and two gas stations to the north. Additionally, the residential neighborhood to the north of College Street is home to many faculty, staff, and students that cross College Street daily to access campus. The project goal is to transform the street from a car centric road into a multimodal facility that provides safe facilities for all users that robustly services the adjacent land uses. Project design will need to look at changes to parking and potential for access consolidation. With many stakeholders and property owners, community engagement will play a foundational role in the development of the full project scope. III. SCOPE OF SERVICES The preliminary scope of work involved for this project is outlined below. Additional tasks and work elements may be added during contract negotiations. It is also possible that tasks or elements could be deleted through negotiation. In its proposal, the consultant may recommend addition/deletion of tasks or modification of tasks in describing its 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 consultant. Any sub-consultants which comprise the overall consultant team must be identified along with a description of past working history between the firms. The City desires to complete the proposed work in a diligent manner. Proposals must clearly indicate the consultant’s anticipated schedule given their staffing and current and projected workload commitments. Task 1: Community Engagement Plan o Organize, promote, and lead the community engagement process to gain insight and participation from a broad range of stakeholders in discussion of priorities and design concepts for the corridor. This will likely include engaging with specific neighborhoods, as well as the Transportation Board, Streamline, Montana State University, other City boards, as well as the community at large. Given the scope and potential impact of this project creative solutions to engaging stakeholders should be considered. The community engagement task is viewed as a distinct and critical phase for a project of this importance. Proposals should clearly outline the proposed approach to this task. o Provide communication and community engagement through the pre-design, design, and construction phases of the project. In addition to community engagement surrounding conceptual design, continued communication will be important through final design, and leading up to and through construction. A project of this type will be disruptive and well- organized communication will help to reduce frustration. Task 2: Pre-design o Provide surveying services to include topographic survey as well as any boundary survey required for right of way evaluation. o Perform visual pavement inspection and collect cores if necessary to determine the appropriate pavement management practice for the project. Full reconstruction is assumed for planning purposes, but alternate treatments may be appropriate. o Identify two design alternatives. Prepare preliminary cost estimates, preliminary plan layouts (including stormwater management), utility conflict identification, and preliminary right-of-way analysis for each. o Provide a pre-design traffic analysis including the evaluation of a roundabout at the intersection of College Street and S 8th Avenue. Task 3: Final Design o Provide complete design services for the improvements selected during pre-design. Services may include but not be limited to surveying, geotechnical, structural, electrical and transportation to complete all geometric improvements, lighting, signing, striping, storm drainage, utility extensions or relocations and all other improvements necessary to complete the corridor. o Provide plans for review at 30%, 60%, and 90% project readiness. Task 4: Construction Management and Inspection o Provide project bidding and award assistance. o Provide construction management services including but not limited to field inspection of critical activities, review of invoices, and change orders. IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS Deliver SOQs via email to the City Clerk (procurement@bozeman.net) by September 16, 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 SOQ 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 SOQ 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: Taylor Lonsdale, PE P.O. Box 1230 Bozeman, MT 59771-1230 tlonsdale@bozeman.net Amendments to Solicitation Questions must be received prior to September 7, 2024, at 5:00 pm MST. All questions and answers will be posted on the city’s website. Any interpretation or correction of this request will be published on the City’s webpage. B. Selection Timeline Advertising dates: August 17, 24, and September 7, 2024 Receipt of SOQs: No later than 3:00 p.m. MST September 16, 2024 Selection: September 30, 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 SOQs. The selection committee shall consist of no less than three persons representing the City. The selection committee will review conforming SOQs using the criteria listed above. SOQs 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 SOQs, 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 SOQs. 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. SOQ – FORM AND CONTENTS Deliver one (1) digital copy prepared as follows: i. General Instructions: a. SOQs must be signed by an officer or principal of your firm. b. SOQs 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, resumes, and dividers are exempted from the page limit. c. Respondents to read comprehensively the attached Professional Services Agreement template, including but not limited to requirements under section 7, “Indemnity/Waiver of Claims/Insurance.” ii. Firm Information: a. Firm Background and Qualifications: 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. b. Related experience with projects like the Scope of Work: 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. c. Resumes of lead staff included in project: Provide detailed resumes of staff that will be assigned to work on this project, including relevant project experience and specialties or focus on their work. d. Description of Project Approach: Present a detailed description of the respondent’s preliminary project approach that relates to the scope of work presented in this RFQ. This may include tasks identified by the respondent as being included in their execution of the scope of work but not listed in this RFQ. e. Ability to meet schedule : Respondent to provide the firm’s ability to meet the general schedule as outlined in this RFQ. f. Present and projected workloads: 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. g. Recent and current work for the City of Bozeman: Provide a list and brief description of recent projects executed for the City of Bozeman. If current staff featured in the proposal also worked on these projects, mention that. h. 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? i. References: Provide detailed contact information for the Owner for at least three (3) projects undertaken by your firm within the past five (5) 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: • Related Experience with projects like the Scope of Work (30 points) • Description of Project Approach (25 points) • Firm Background and Qualifications (15 points) • Resumes of lead staff included in project (10 points) • Ability to meet schedule and budget (5 points) • Present and projected workloads (5 points) • Recent and current work for the City of Bozeman (5 points) • Office location(s) (5 points) 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 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 Appendix B: Professional Services Agreement Sample 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