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HomeMy WebLinkAboutRFP Lyman Transmission Rehabilitation Design and Construction REQUEST FOR PROPOSALS (RFP) LYMAN TRANSMISSION REHABILITATION PROJECT ENGINEERING DESIGN AND CONSTRUCTION PHASE SERVICES CITY OF BOZEMAN PO Box 1230 Bozeman, MT 59771-1230 October 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 Transmission 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 November 12th, 2026, at 2:00 p.m. MT. It is the sole responsibility of the Respondent to ensure that proposals are received prior to 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 their response to this RFP. Emailed questions or clarifications will be accepted until Thursday, November 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 14th day of October 2026. Mike Maas City Clerk City of Bozeman For publication on: Saturday, October 17th, 2026 Saturday, October 31st, 2026 I. INTRODUCTION The City of Bozeman (City), is seeking proposals from firms to undertake engineering design and construction phase services for the Lyman Transmission Rehabilitation Project (Project). The Lyman Transmission Main refers to a collection of water mains that conveys water from the Lyman Creek spring collectors to the city’s water distribution system. The City retained HDR Engineering to perform pre-design engineering services including condition assessment and pipeline rehabilitation recommendations for the Lyman Transmission Main. While the Pre-design Report is not complete at the time of publishing this RFP, the areas of most concern are known and can be seen in 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 Transmission Main 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 Lyman Creek is the City of Bozeman’s original municipal water supply, dating back to the late 19th century. The Lyman Creek water system is comprised of a series of spring collectors that divert Lyman Creek water, raw water transmission, an inlet control building with chemical treatment, 4.9-million-gallon water reservoir, outlet control building, potable water transmission, and a booster pump station. The system components vary in age and condition with the oldest components still in use with 100 years of service. The Lyman raw water transmission main starts as a 16-inch ductile iron pipe for a mile and a half before transitioning to 18-inch asbestos concrete which runs for approximately 2,300 feet before transitioning to an 18-inch cast iron pipe for its run to the reservoir’s inlet building. The entirety of the raw water main is located on open undeveloped lands with a mix of private and City ownership. The Lyman potable water transmission main runs approximately two miles from the Lyman Reservoir outlet building to the Pear Street Booster Station, traversing undeveloped agricultural lands within the County, developed residential properties in both the City and County and crossing Bridger Creek, East Gallatin River, and Interstate 90. The main is primarily 18-inch cast iron originally installed in the 1920s, with some segments upgraded to ductile iron with several separate projects throughout its history. The City is initiating two procurement efforts to provide design and construction phase services for the Lyman Creek systems. This RFP is specific to the system’s raw water and treated water transmission, referred to here as the Lyman Transmission Rehabilitation Project. A separate RFP focused on the Lyman Reservoir is proceeding in tandem, referred to here as the Lyman Reservoir Rehabilitation Project. The scopes of these two projects are distinct, however, there may be a minor overlap. The selected firm for the Lyman Transmission Rehabilitation Project will be expected to proceed independently but may be directed by the City to coordinate work schedules with the firm selected for the Lyman Reservoir Rehabilitation Project. The pre‑design phase of the Lyman Transmission Main Rehabilitation Project is currently in progress. The major elements of this assessment include soil corrosivity assessment, leak detection, and pipe wall condition analysis. While these assessment tasks are largely complete, final results are currently pending. Once all the results are available, all findings from pre‑design investigations will be consolidated and documented as the Pre-Design Report. The Pre-Design Report will be available prior to contract negotiations with the selected firm. Preliminary results from the pre-design phase of the project have identified the areas where rehabilitation efforts are needed to strategically address pipeline sections of highest risk. These sections of the transmission main identified for rehabilitation are shown in Appendix C: Rehabilitation Areas of the Lyman Transmission Main. These locations are not intended to serve as definitive project limits; rather, they represent areas of highest concern identified during the condition assessment. Rehabilitation limits shall be established through a detailed review of existing records, the predesign report, and a constructability analysis of the proposed rehabilitation. The major goals of the design and construction phase of this project are to renew the service life of the transmission main within the identified rehabilitation areas, improve accessibility for future maintenance, minimize disruptions to water and traffic services, and protect sensitive lands and adjacent properties. Portions of the alignment of the existing mains are difficult to access and should be relocated with open trench replacement in a new location. Other portions of the alignment may be suitable for trenchless or minimally invasive rehabilitation methods. Proposals shall clearly demonstrate the firm’s and key personnel’s experience and expertise in water pipeline rehabilitation techniques and approach to select the right rehab solution for each location. 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 Reservoir Rehab Project has already been published and will have closed by the time of closing this RFP. The City desires to see the Lyman Transmission Rehab Project bid by the late summer of calendar year 2027, with construction taking place during low water demand in the fall, winter, or spring (complete by May 1st). 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 identified areas of the transmission main 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 apply. Respondent must disclose whether they 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) Qualifications 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 who 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, October 17th, 2026 Saturday, October 31st, 2026 Deadline for questions & clarifications November 1st, 2026, 11:59 PM MT City Response to questions & clarifications November 5th, 2026 Deadline for receipt of proposals November 12th, 2026, 2:00 PM MT Evaluation of proposals November 12th – November 20th Interviews (if necessary) & selection November 12th – November 20th Contract Negotiation November 20th – December 31st Contract Authorization January 12th, 2027 Apart from 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 November 12th 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, correction, or amendment 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 November 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 City review committee will evaluate all responses to the RFP that meet the submittal requirements and deadlines. 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, at its discretion upon review of written proposals, arrange interviews with the finalist(s) prior to selection. Selection may be made directly based solely on the written RFP submission. The selection committee will select the firm it determines most qualified for the design and construction phase of the project to enter into contract negotiations with. 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. 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 is terminated 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: Rehabilitation Areas of the Lyman Transmission Main XV. OTHER RESOURCES Below are documents, information or data that may be germane to the preliminary scope of work contained in this RFP and are publicly available on the internet, or housed by other government agencies, so they are not being provided by the City with this RFP. • City of Bozeman’s Infrastructure Viewer contains relevant data, including links to record drawings for the Lyman Transmission System and approximate pipeline location. END OF RFP