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HomeMy WebLinkAboutRFQ_Hyalite Intake Dam Rehabilitation_20250522 REQUEST FOR QUALIFICATIONS HYALITE INTAKE DAM REHABILITATION CITY OF BOZEMAN PO Box 1230 Bozeman, MT 59771-1230 May 2025 NOTICE IS HEREBY given that the City of Bozeman (City) is requesting qualifications from engineering consulting firms (Consultant) to provide professional engineering services for the Hyalite intake dam rehabilitation project. The City will select the Consultant it deems most qualified upon review of statements of qualifications received in response to this notice for request for qualifications. The selected Consultant must demonstrate expertise in earthen embankment dams and concrete diversion dams and show relevant project experience in dam condition assessments, engineering design, construction administration, maintenance and stream permitting. Copies of the Request for Qualifications are available on the City’s website All statements of qualification prepared in response to this RFQ must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the submission email address below by the deadline indicated in this notice. Consultants 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 submission 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 with the City Clerk. If such arrangement is made, it is sole responsibility of the Consultant to ensure the file upload is completed, and that the City Clerk is separately notified via email of the completed transmittal, prior to deadline. The deadline for submission of responses to this RFQ is Thursday, June 26, 2025 at 3:00pm local time. It is the responsibility of the Consultant to ensure its submission is received by the City Clerk prior to this deadline. Late submittals will not be accepted. 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. Technical questions relating to the RFQ may be directed to: Brian Heaston, P.E., Senior Water Resources Engineer (406) 582-2282, bheaston@bozeman.net. DATED at Bozeman, Montana, this 31st day of May, 2025. Mike Maas City Clerk City of Bozeman For publication on: Saturday, May 31, 2025 Saturday, June 21, 2025 I. INTRODUCTION The City of Bozeman (City), through this request for qualifications (RFQ), is seeking to procure an engineering consulting firm (Consultant) to provide engineering services for the Hyalite intake dam rehabilitation project (the “Project”). The City will select the Consultant it deems most qualified upon review of statements of qualifications (SOQs) received in response to the RFQ notice. The selected Consultant must demonstrate prior experience and expertise in earthen embankment dams, and concrete diversion dams; and show direct experience with condition assessments, engineering design, construction administration, and stream permitting for dam facilities construction or periodic maintenance. Consultants are notified that the form of the professional services agreement (PSA) contract that the City will enter into with the selected Consultant must be substantially similar to template PSAs commonly utilized by the City in contracting for professional services. The City will determine the template PSA that is most conducive for the project after it has reviewed SOQs and selected a Consultant for contract negotiations. Publication of this RFQ shall not commit the City to enter into a PSA, to pay any expenses incurred in preparation of a submission responding to this RFQ, or to procure or contract for any supplies, goods or services. The City reserves the right to accept or reject all responses received for 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, equal opportunity employment practices, safety, non-discrimination & equal pay, etc. II. PROJECT BACKGROUND Construction of the original Hyalite intake dam, diversion and water transmission main was completed in 1957. The intake dam consists of two components: 1) An earthen embankment; and 2) a reinforced concrete ogee crest. Major improvements to the intake and transmission facilities were completed in 2005. The intake dam itself is still original infrastructure and has not undergone major rehabilitation or improvement since it was placed into service in 1957. Minor concrete repairs to the ogee crest were made with the 2005 intake and transmission main project, but those repairs have since deteriorated. The Hyalite intake dam facility is situated on U.S. Forest Service property managed by the Custer Gallatin Nation Forest and Bozeman Ranger District. The City’s facility is presently not authorized under a USFS Special Use Permit (SUP). Historically, federal authorization for the City’s facility was provided under the SUP held by the MT DNRC for the Middle Creek State Project (aka Hyalite Dam & Reservoir). During the last SUP renewal for the DNRC’s Middle Creek State Project, the USFS removed the City’s Hyalite intake dam facility from authorized coverage in favor of writing a separate and distinct SUP authorization for City owned infrastructure located on federal land. Issuance of the SUP has been delayed due the Covid19 pandemic and staffing shortages with the CGNF. The City has made official request to the CGNF for the SUP process to be initiated and completed. The SUP, once issued, will likely contain certain requirements related to the construction, maintenance, and inspection of the dam elements of the City’s facility. The selected consultant will be expected to provide, as directed by the City, engineering services necessary to address any specific SUP requirements related to the intake dam facility. III. SCOPE OF SERVICES A general scope of services for the project is enumerated below. If necessary, and pursuant to future SUP authorization by the USFS, the Consultant’s work must meet any applicable federal standards. 1) Condition assessments for earthen embankment dam and concrete ogee crest dam 2) Earthen embankment dam seepage analysis and geotechnical investigation 3) Alternatives analysis for intake dam rehabilitation improvements 4) Stream permitting to obtain permits necessary to dredge the intake pond of accumulated sediments. 5) Engineering design and jurisdictional agency approval of the selected rehabilitation alternative; and 6) Construction bidding and administration Upon the City’s selection of the Consultant it deems most-qualified, the final scope of services, fee and work schedule will be negotiated within a professional services agreement (PSA). IV. PROJECT SCHEDULE AND BUDGET The City has an available budget of $104,000 within the current FY25 to fund engineering design phase services. An additional $540,800 is planned in FY26 for the construction phase. The City desires to see the design phase completed diligently with the goal of initating construction in 2026 after the spring runoff high water period has passed. V. SOQ SUBMITTAL INSTRUCTIONS AND TIMELINES Consultants must provide their SOQ submissions in response to this RFQ via email to the City Clerk at procurement@bozeman.net by Thursday, June 26, 2025, at 3:00pm local time. Submissions must be provided as a single, searchable PDF document file as an email attachment. Consultants 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 submission 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 with the City Clerk. If this arrangement is made, it is the sole responsibility of the Consultant to ensure the file upload is completed, and that the City Clerk is separately notified via email of the completed transmittal, prior to the deadline given. Late submittals will not be accepted. Contact Information for Questions Questions concerning this RFQ or Project shall be directed to the following individuals. Project Manager Water Treatment Superintendent Brian Heaston, P.E. Jill Miller bheaston@bozeman.net jmiller@bozeman.net 406-582-2282 406-994-0503 Procurement Timeline EVENT DATE RFQ Notice Dates Saturday, May 31, 2025; Saturday, June 21, 2025 SOQ Submission Deadline Thursday, June 26, 2024 at 3:00 pm local time City Evaluation of SOQ Submittals June 30 – July 4, 2025 Selection Decision July 7, 2025 Contract Negotiation July 8 – August 1, 2025 Contract Authorization August 12, 2025 Except for the RFQ notice dates and SOQ submission deadline, the above procurement timeline may be modified by the City without notice. VI. SOQ SUBMITTAL CONTENTS AND FORMAT Consultant SOQ submittals for this RFQ must contain the information requested within this section and be formatted as described within this section. A. Submittal Contents 1. Firm Background Provide general information about the firm, its history, strengths/weaknesses, and special capabilities that set the firm apart from its competitors. If the Consultant consists of a team of firms, provide the specific capabilities for each respective firm and the value that a team approach provides. 2. Project Overview and Understanding Provide a high-level overview of the Project to demonstrate the Consultant’s understanding of the purpose and need for the Project. 3. Specific Project Approach Describe the specific approach to completing the Project within a detailed scope of services. The submittal should include specific scope items and deliverables that are proposed for the Project. If the Consultant is comprised of a team of engineering firms, the SOQ submittal contents must clearly indicate which firm will be the prime firm for the PSA, and clearly distinguish the respective aspects of the detailed project approach each firm will be working on. 4. Proposed Project Schedule Prepare a proposed project schedule consistent with the proposed specific project approach. 5. Project Management and Staff Qualifications Describe the Consultant’s project manager and principal-in-charge and their particular qualifications along with their respective office locations. Describe the experience and qualifications of professional personnel to be assigned to the project team and their individual roles in delivering the scope of services described in the proposed specific project approach. 6. Consultant’s Workload and Related Experience on Similar Projects Describe the Consultant’s recent or current work with the City, if any. Provide the status of current and anticipated workload and the Consultant’s capability to meet the proposed project schedule. Provide a description of not less than three projects of similar size and scope that the Consultant has successfully completed within the past 5 years. The project description shall include a brief overview, overall construction costs, overall engineering fees, and contact information for the project owner. 7. Signed Nondiscrimination & Equal Pay Affirmation Form Provide a signed version of the Nondiscrimination & Equal Pay Affirmation Form attached to this RFQ. If the Consultant is a team of firms, a separate form shall be signed by an authorized representative from each firm. B. Submittal Format 1. Submittals shall be provided as a single, searchable, PDF document file. 2. Submittals shall contain a cover letter signed by an officer or principal of the responding prime firm. 3. Submittals shall be a total of twenty (20) 8.5”x11” pages or less, with margins not smaller than 0.50”, and font not smaller than 11-point type. a. The following pages are exempted from the 20-page limit: cover page, cover letter, table of contents, divider pages, personnel resumes, and signed Non- Discrimination and Equal Pay Affirmation Form. b. A project schedule sheet is exempted from the 8.5”x11” page size limit and may be of larger format but is included in the 20-page submittal limit. VII. SELECTION CRITERIA AND PROCEDURE SOQ submittals will be evaluated on the criteria listed below by the selection committee assembled by the City for the Project. These are minimum criteria listed in MCA 18-8-204 as well as an additional criterion capturing the Consultant’s project understanding and specific project approach. These criteria are not assigned point values for relative weighting in the evaluation and ranking process. The City’s selection committee, which will be comprised of at least three staff members, will review and evaluate the SOQ submittals as a whole to assign SOQ rankings from most to least qualified. 1. The Consultant’s project understanding and specific project approach. 2. Qualifications of professional personnel to be assigned to the project. 3. Capability to meet project time and budget requirements. 4. Location of the firm. 5. Present and projected workloads. 6. Related experience on similar projects. 7. Recent and current work for the City. The Consultant whose SOQ submittal that is determined by the selection committee to be most qualified will be selected to begin contract negotiations with the City. The selection committee may choose to select multiple firms for contract negotiations if it believes the City will receive superior service and results compared to the selection of a single firm for the Project. Contract negotiations in the form of a PSA will proceed after selection and will consider the estimated value of services to be rendered, as well as the scope, complexity, and professional nature thereof to arrive at a contract the City determines to be fair and reasonable. The Consultant’s SOQ submittal will serve as the initial basis for the PSA’s scope, schedule, and fee. If the City is unable to negotiate a satisfactory PSA with the initially selected Consultant at a price it determines to be fair and reasonable, or if specific legal provisions of the PSA cannot be mutually agreed upon, then negotiations with that Consultant will be terminated by the City. If this occurs, the City may initiate contract negotiations with the next most-qualified Consultant and continue until an agreement is reached or the procurement process under this RFQ is terminated. VIII. FORM OF AGREEMENT Consultants are notified that the form of the PSA contract must be substantially similar to template PSAs commonly utilized by the City in contracting for professional services. The City will determine which template PSA is most conducive for the professional services being contracted for after its selection of the most qualified Consultant is made. IX. 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 CONSULTANTS 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 Consultants 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 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. The successful Consultant will be required to enter into a contract with the City, which will incorporate the Consultants 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 Consultants 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 Consultants, 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. X. 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. XI. 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 David Arnado 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. XII. ATTACHMENTS A. Nondiscimination and Equal Pay Affirmation XIII. OTHER RESOURCES The following documents are available upon request. Due to large file sizes, the documents will be made available through Microsoft OneDrive. To request access to these documents, email bheaston@bozeman.net. 1. 2023 Preliminary Geotechnical Investigation 2. Record Drawings for 1957 Original Hyalite Intake Dam, Diversion & Transmission 3. Record Drawings for 2005 Hyalite Intake & Transmission Main Project **END OF RFQ 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