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HomeMy WebLinkAboutRFP Lyman Reservoir Rehabilitation Design and Construction (002) REQUEST FOR PROPOSALS (RFP) LYMAN RESERVOIR REHABILITATION PROJECT ENGINEERING DESIGN AND CONSTRUCTION PHASE SERVICES CITY OF BOZEMAN PO Box 1230 Bozeman, MT 59771-1230 September 2026 NOTICE IS HEREBY given that the City of Bozeman (City) is requesting proposals from engineering consulting firms (Consultant) to provide engineering design and construction phase services for the Lyman Reservoir Rehabilitation Project. The City intends to contract with the selected Consultant for Design and Construction of the rehab project. 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 October 14th, 2026 at 2:00 p.m. MT. 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. Technical questions relating to the RFP shall be directed solely and exclusively in writing to: Karl Johnson, P.E., Water Resources Engineer II, karl.johnson@bozemanmt.gov. The respondent, and any of its associating parties, shall not contact other City staff in the preparation of its response to this RFP. Emailed questions or clarifications will be accepted until Thursday, October 1st, 2026 at 11:59 p.m. MT after which time the questions will be compiled, anonymized, and provided with a posted response on the City’s RFP webpage. Further questions will not be entertained after the question period has elapsed. 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 16th day of September, 2026. Mike Maas City Clerk City of Bozeman For publication on: Saturday, September 19th, 2026 Saturday, October 3rd, 2026 I. INTRODUCTION The City of Bozeman (City), is seeking proposals from firms to undertake engineering design and construction phase services for the Lyman Reservoir Rehabilitation Project (Project). The Lyman Reservoir was first put into service in 1889 as an integral component of the City’s original municipal water supply system. Since that time, several major improvements to the reservoir facility have been completed. Most recently, an assessment and pre-design evaluation of the reservoir was completed by Morrison Maierle in September of 2026. The Lyman Reservoir Predesign Final Report from this effort is attached to this RFP as Appendix C. The City intends to enter into a contract with the selected firm that will include engineering services for design and construction of the Lyman Reservoir Rehabilitation. 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 The Lyman Reservoir is an integral component of the City’s Lyman Creek municipal water system. The original reservoir was completed in 1889 as an open cavity trapezoidal reinforced concrete structure. The capacity of the reservoir was significantly enlarged in 1911 to its current footprint. In 1957, 4’ high vertical concrete perimeter walls were added to the perimeter rim of the reservoir, establishing its current physical dimensions. The existing reservoir is comprised of concrete vintaged from each of these historical improvements. Concrete rehabilitation and other major improvements to the reservoir facility were completed in 2004. The 2004 project consisted of extensive concrete slab and joint repairs; installation of a synthetic liner to prevent leakage; new construction of a vestibule roof system to fully enclose the reservoir; addition of a curtain baffle system; and construction of a new inlet control building, outlet control building, and chemical feed systems. Observed discharge rates at the reservoir liner drainpipe outlet indicate that the liner system has failed to prevent water leakage. Facility operators have not observed signs of water seepage near the existing toe of the reservoir’s earthen embankment. Lyman Reservoir establishes the hydraulic grade line for the City’s northeast pressure zone. The Pear Street booster station exists at the downgradient end of the northeast zone to boost water produced at the Lyman Creek source into the south pressure zone. Major rehabilitation improvements were completed for the booster station in 2020 to replace all mechanical equipment, process piping, valves, and controls systems. The City of Bozeman retained Morrison-Maierle to provide pre-design services for improvements to the Lyman Reservoir. The resulting Lyman Reservoir Predesign Final Report was completed in September 2026 and is attached as Appendix C. During the initial assessment, 12 locations were selected for liner removal to evaluate the condition of the underlying concrete. However, due to the poor condition of the existing liner, these tests could not be performed. Consequently, uncertainty remains regarding the integrity of reservoir’s concrete walls and floor. The Predesign Final Report recommends Alternative 1.1, rehabilitating the reservoir with a new geosynthetic liner, as the preferred approach. The primary risk of this alternative is the unknown condition of the underlying concrete. Planning for these structural uncertainties will be critical to keeping the project on schedule and within budget. The City has funding in the current fiscal year to contract for design. Funding for construction is planned in fiscal year 2028. Current and future funding are combined for the Lyman Reservoir Rehab Project and the Lyman Transmission Rehab Project. A separate RFP for the Lyman Transmission Rehab Project will be published in the near future. The City desires to see the Lyman Reservoir Rehab Project bid by the early summer of calendar year 2027, with construction started by fall of 2027 and completed by spring of 2028. The City has several other water supply capital projects in progress. Any temporary shutdowns of the Lyman Creek water system transmission and storage components must be closely coordinated with the City and other ongoing projects that affect the City’s water storage and transmission capabilities. III. SCOPE OF SERVICES The scope of services for the project entails design and construction phase engineering services necessary to deliver design and construction of the reservoir rehabilitation. Upon the City’s selection of the Consultant it deems most-qualified, the final scope of services, fee and schedule will be negotiated within a professional services agreement (PSA). 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 applies. Respondent must disclose whether Respondent intends to use Generative AI in the fulfillment of the services if awarded a contract. a) Firm Background A brief overview of the company or companies submitting the proposal. b) Executive Summary A narrative describing the consultant’s particular understanding and approach for the project. Specific challenges should be identified along with unique solutions proposed to complete project tasks and achieve project goals. c) Work Plan A proposed work plan indicating tasks to be accomplished, work schedule, consultant personnel and sub-consultants expected to perform each major task element, prior work history of consultant and sub-consultants, and the involvement anticipated of COB staff (and timing and nature of that involvement). d) Qualification Qualifications of key individuals assigned to the project, their availability during the relevant time periods, and their recent experience on similar projects. e) References References for key individuals of the consultant and sub-consultants whom have performed similar work within the last five years, and two examples of work produced under similar contracts (examples of projects utilizing the key personnel identified for this proposal are preferred). f) 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 EVENT DATE/TIME Publication dates of RFP Saturday, September 19, 2026 Saturday, October 3, 2026 Deadline for questions & clarifications October 1st, 2026, 11:59 PM MT City Response to questions & clarifications Wednesday, October 7th, 2026 Deadline for receipt of proposals October 14th, 2026, 2:00 PM MT Evaluation of proposals October 14th – October 21st Interviews (if necessary) & selection October 21st – October 30th Contract Negotiation November 1st – November 30th Contract Authorization December 14th, 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 October 14th at 2:00 p.m. MT. 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 11:59 p.m. MT on October 1st, 2026. 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: Karl Johnson, P.E., Water Resources Engineer II, 406-582-2281, karl.johnson@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 City, at its discretion, may waive minor irregularities in rendering determinations as to whether a submittal will 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: • The consultant’s specific project approach and understanding; • Qualifications of professional personnel to be assigned to the project; • Capability to meet project time and budget requirements; • Location of the consultant in relation to project; • Present and projected workloads; • Related experience on similar projects; • Recent and current work for the COB. 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 interests 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 Template Appendix C: Lyman Reservoir Predesign Final Report XV. 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 karl.johnson@bozemanmt.gov 1. Historical Photos of Lyman Reservoir 2. 1901 Water System Map 3. 1911 Lyman Reservoir Enlargement Plan Sheet 4. 1957 Lyman Reservoir Improvements 5. 1988 Lyman Reservoir Improvements 6. 1990 Subsurface Investigation of Lyman Reservoir 7. 2001 Lyman Reservoir Improvements Technical Memoranda 8. 2004 Lyman Reservoir Improvements END OF RFP APPENDIX A: NON-DISCRIMINATION AFFIRMATION 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