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HomeMy WebLinkAbout2026 RFP Frontage RdPage 1 of 13 REQUEST FOR PROPOSALS (RFP) North Frontage Road Wastewater and Shared Use Pathway Improvements CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 MAY 2026 INSTRUCTIONS NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide engineering design services for construction of a shared-use pathway and improvements to a sewer interceptor along portions of North Frontage Road. 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 City email address below. All proposals must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guidelines (WCAG). Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerks’ Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by June 11, 2026 at 2:00 p.m. MST. It is the sole responsibility of the Respondent to ensure that proposals are received prior to the closing time as late submittals will not be considered. The email address for submission is: procurement@bozemanmt.gov Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk 406.582.2321, procurement@bozemanmt.gov. Questions relating to the RFP should be directed to: Kellen Gamradt, Project Engineer, 406.582.2283, Kellen.gamradt@bozemanmt.gov Respondents will be required to agree to the City’s non-discrimination and equal pay affirmation, attached as Appendix A. DATED at Bozeman, Montana, this 22nd day of May 2026 Mike Maas City Clerk City of Bozeman For publication on: Saturday, May 23, 2026 Saturday, May 30, 2026 I. INTRODUCTION The City of Bozeman (City), is seeking proposals from firms to undertake engineering services for the planning and pre-design of a shared use pathway along sections of North Frontage Road between Valley Center Spur and the Cherry River Fishing Access Site. This project will develop a preferred shared-use pathway alignment while considering City planned sewer pipeline improvements along North Frontage Road in accordance with the City’s 2024 Wastewater Master Plan. Therefore, in addition to the pre-design for the share-use path, this project also includes providing pre-design services to determine the scope of work and timing of sewer pipeline improvements along North Frontage Road. The City intends to enter into a contract with the selected firm, and scope of services will include topographic survey, right-of-way research and acquisition, sewer flow monitoring, sewer hydraulic analyses, engineering design reports, design plans, cost estimates, and public outreach. 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. II. PROJECT BACKGROUND AND DESCRIPTION The North Frontage Road Trail Project aims to develop a multipurpose pathway along the north side of Frontage Road between Valley Center Spur and the Cherry River Fishing Access Site. The proposed share-use pathway will add a key link to the existing network of trails in and around Bozeman and the Gallatin Valley. Therefore, it’s a priority project identified in the City’s Parks, Recreation, Open Space, and Trails Plan as presented in Figure 1 – North Frontage Road Trail Extents; the project is also identified in the City’s 2017 Transportation Master Plan. The Consultant will be responsible for completing pre-design of the shared-use pathway along the north side of Frontage Road from the intersection of Moss Bridge Road and North Frontage Road to the Cherry Creek Fishing Access on North Frontage Road. Missing sections of the share-use pathway to the west of Moss Bridge Road and along North Frontage Road will be designed and constructed by others. The proposed share-use pathway will traverse through various private properties including Burlington Northern Santa Fe (BNSF) Railroad right-of-way, and Montana Department of Transportation (MDT) right-of-way. Therefore, evaluation and selection of a preferred share-use pathway alignment along with right-of-way acquisition will be significant components of this project. The Consultant will be expected to work with the City and other project stakeholders to select a preferred share-use pathway alignment, which will be moved forward to design and construction phases. Figure 1 – North Frontage Road Trail Extents, as presented in the 2022 TOP Application The second component of this project will be the Frontage Road Sewer Interceptor Improvements, identified in the City’s Wastewater Facility Plan as the North Frontage Road Interceptor (CIP Project WWIF20). Although this is not considered a high-priority near-term sewer project, the Frontage Road Sewer Interceptor Project does overlap with the conceptual share-use pathway alignment. Therefore, to coordinate and leverage the synergy between the two planned capital improvements, it’s important to complete a comprehensive pre-design that accounts for share-use pathway and sewer pipeline improvements; and the collective needs of right of way acquisition to effectively implement capital improvements. The engineering consultant will be expected to take the sewer pipelines improvements to a 30-percent design effort. The City’s wastewater model and demand projections indicate that portions of the North Frontage Road interceptor are at or near capacity; therefore, sections of the interceptor have been identified for upsizing.. Construction of the sewer interceptor project likely will not occur in the near-term; however, the intent with this proposal is to develop design parameters for the planned interceptor improvements by evaluating flow monitoring data, incorporating flow estimates from current development projects provided from the City Engineering Department, and conducting sewer capacity analyses to determine the extent and timing for planned sewer improvements. In addition, the consultant must determine an effective construction sequence to align long-term sewer interceptor improvements with near-term shared-use pathway improvements, and complete a 30-percent design for the interceptor. Figure 2 – North Frontage Road Sewer Interceptor, as shown in the 2024 Wastewater Master Plan III. SCOPE OF SERVICES The scope of services involved for the planning and pre-design of a shared use pathway and sewer pipeline improvements along sections of North Frontage Road are outlined below. The City desires for the scope of services to be provided in a diligent manner. Additional tasks and work elements may be added to scope of services during contract negotiations with the selected firm. It is also possible that tasks or elements could be removed during negotiations or not included in an initial contract because of regulatory uncertainty, budget limitations, contracting strategy or any combination thereof. In its proposal, a firm may recommend addition/deletion of tasks and/or modification of tasks in describing its understanding and approach for the project. Proposals must clearly identify any elements of the proposed scope of services that would not be provided by the prime consulting firm. Any sub-consultants that comprise the respondent team must be identified along with a description of past working history between the firms. Task 1 – Review and Summarize Existing Information on Planned Share-use Pathway and Sewer Improvements • Review and summarize all available information including City planning documents and consult with the City to define the requirements for the project (e.g., objectives, constraints, schedule, and budgetary limitations). Initial relevant information is included in the Project Background and Description Section of this RFP. Task 2 – North Frontage Road Share-use Pathway Pre-Design • Prepare a topographic survey to a level of detail required for preliminary design • Conduct an Environmental Review consisting of wetland and watercourse delineation as required and investigation of protected resources. • Develop trail alignment alternatives and prepare a decision matrix; work with City staff to determine evaluation criteria. • Evaluate right-of-way requirements for each alternative to complement decision matrix. • Perform initial right-of-way investigation and coordination with BNSF and MDT. • Prepare an engineering report that evaluates share-use pathway design alternatives including alignments, grades, traffic control, utility conflicts, constructability and coordination with planned sewer improvements, and other design considerations. • Conduct public outreach and other project engagement activities with City staff. • Recommend a preferred share-use pathway alignment. • Acquire necessary right-of-way and/or public access easements. • Prepare a construction cost estimate. • Design the selected share-use pathway to a 30-percent design level. • Conduct project progress meetings with City staff and other stakeholders. Task 3 – North Frontage Road Wastewater Interceptor Pre-Design • Perform flow monitoring on various locations along the existing sewer interceptor to calibrate the City’s wastewater model and update wastewater analyses to determine extent and timing of sewer improvements. The City will provide up to two flow meters for flow monitoring. • Evaluate individual sections of the sewer interceptor for capacity, age, condition, and risk assessment. • Assess City growth projections and use data provided by City to make a recommendation on when the proposed sewer improvements, or possibly phased sewer improvements,will become necessary. • Prepare a pre-design report that summarizes extent, cost estimate, and timing of sewer improvements. The pre-design report will need to include design parameters, pipeline alignment evaluation and selection. The design parameters need to account for existing and projected future sewer demands, and evaluation of groundwater related to inflow and infiltration from existing sewer laterals and other connections. • Refine the flow estimate for I/I in the city’s flow model to greater accuracy to better estimate timing need for improvements, or phased improvements. • Prepare a pre-design 30-percent design plan set for the proposed North Frontage Road Sewer Interceptor Project. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identify the item to which the responses apply. Respondent must disclose whether Respondent intends to use Generative AI in the fulfillment of the services if awarded a contract. • Executive Summary • Firm/Individual Profile o Include prime and any subconsultants along with anticipated duties • Related Experience with Projects Similar to the Scope of Services • Description of Proposed Solution • Proposed Schedule • Present and Projected Workloads o Demonstrate ability to meet proposed schedule with key team members • Recent and Current Work for the City of Bozeman a) Affirmation of Nondiscrimination and Equal Pay (see Appendix A) Non-completion of the Affirmation of Nondiscrimination and Equal Pay is cause for disqualification of firms. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS Procurement Timeline EVENT DATE RFP Notice Dates Saturday, May 23, 2026; Saturday, May, 30, 2026 Deadline for Technical Questions Thursday, June 4, 2026 at 11:59 p.m. MST Proposal Submission Deadline Thursday, June 11, 2026 at 2:00pm MST City Evaluation of Proposal June 15 – June 19, 2026 Interviews (At City’s Discretion) Week of June 22, 2026 Selection Decision June 26, 2026 Contract Negotiation July 1 – July 17, 2026 Contract Authorization August 4, 2026 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (procurement@bozemanmt.gov) by June 11, 2026 at 2:00 p.m. MST. It is the sole responsibility of the Respondent to ensure that proposals are received prior to the closing time as late submittals will not be considered. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP City email address procurement@bozemanmt.gov. Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerks’ Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this RFP will be published on the City’s webpage. The deadline for questions related to this document is Thursday, June 4, 2026 at 11:59 p.m. MST. VII. CONTACT INFORMATION Any administrative questions regarding this RFP should be directed to: Mike Maas, City Clerk, 406.582.2321, procurement@bozemanmt.gov Questions relating to scope of services should be directed to: Project Manager, Kellen Gamradt, kellen.gamradt@bozemanmt.gov VIII. SELECTION PROCEDURE A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [45 points] Qualifications of the Firm for Scope of Services; Cost • [30 points] Proposal Requirements • [5 points] Related Experience with Similar Projects X. FORM OF AGREEMENT The selected Respondent will be required to enter into a contract with the City in substantially the same form as the agreement attached as Appendix B. Selected Respondent acknowledges that City may make changes to the agreement as required by the nature of the scope of services. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public disclosure. A submission in response to this RFP confers no rights upon any respondents and shall not obligate the City in any manner whatsoever. The City reserves the right to not make an award or to solicit additional 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 interest of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified. B. The City reserves the right to accept or reject any and all proposals; 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; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City reserves the right to consider in its evaluation of the proposal if any Respondent has; previously failed to perform properly to the satisfaction of the City, fail to complete on time agreements of similar nature, or 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 Respondent 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 professional services contract between the City and the successful Respondent will incorporate the Respondent’s scope of service and work schedule as part of the agreement (see Appendix B for form of agreement. The agreement presented to the Respondent may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or 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 Respondent, 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. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Respondents who submitted proposals will be notified. H. Projects under any contract are subject to the availability of funds. XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City 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. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). XIII. 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 RFP. 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 RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, 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 at 406-582-3232. E. Procurement. When discrepancies occur between words and figures in this RFP, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP 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, 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 City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Agreement END OF RFP Appendix 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. ____________________________________(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). ______________________________________ [Name and title of person authorized to sign on behalf of Respondent]