HomeMy WebLinkAboutC4 PSA HDR and DOWL
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Kyle Mehrens, Stormwater Program Coordinator
Craig Woolard, Public Works Director
SUBJECT: Professional Services Agreements with HDR and DOWL to complete
varied stormwater system improvement and low impact development
engineering design work for a two-year term.
MEETING DATE: November 16, 2015
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign respective Professional Services
Agreements with HDR and DOWL to complete varied stormwater system improvement and low
impact development engineering design work for a two-year term.
BACKGROUND: Attached are respective partially executed Professional Services
Agreements with HDR and DOWL to complete varied stormwater system improvement and low
impact development engineering design work for a two-year term. A Request for Qualifications
(RFQ) process was conducted in accordance with MCA 18-8-201 et seq. Notices were
advertised in the Bozeman Daily Chronicle on July 17th and 26th. Eleven consultants submitted
proposals, which were distributed to a selection committee of five city employees. HDR and
DOWL were determined to be most-qualified upon evaluation of all proposals received.
Staff plans to utilize these consultants over a two-year term to complete stormwater related
engineering services on an “on-call” basis as projects arise and funding is available. Individual
projects will be assigned to one of the selected firms, a task order will be prepared, and fees will
be negotiated prior to the start of work. Staff prefers this approach because it eliminates the need
to administer a selection process for individual projects, saving both time and resources.
Requested services may include, but are not limited to, pre-design work, hydrologic analysis, soil
testing, construction surveys, creation of final plans, bid documents, and construction
administration.
Generally, two categories of projects will require engineering services over the two-year term:
1) traditional structural-based utility improvements including, but not limited to, new or
replacement/rehabilitated stormwater pipe, surface and underground stormwater
detention/retention, and mechanical stormwater treatment systems; and
2) low impact development best management practices including, but not limited to,
permeable pavement, bio-swales, bio-retention, tree filter systems, rain water harvesting,
and vegetated roofs.
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UNRESOLVED ISSUES: None.
ALTERNATIVES: As directed by Commission.
FISCAL EFFECTS: The City’s Stormwater Utility will fund design and construction of
projects occurring throughout the two-year term of the respective PSAs. The approved FY16-
FY20 Capital Improvement Plan allocates $1.95 million for the remainder of FY16 through
FY18 towards stormwater system enhancement and deferred maintenance projects.
Attachments:
Attachment A - Request for Qualifications for Stormwater System Improvements
and Low Impact Design
Attachment B - Partially Executed Professional Services Agreement - HDR
Attachment C - Partially Executed Professional Services Agreement - DOWL
Report compiled on: November 5, 2015
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REQUEST FOR QUALIFICATIONS
STORMWATER SYSTEM IMPROVEMENTS AND LOW IMPACT DEVELOPMENT DESIGN
INTRODUCTION
The City of Bozeman (“COB”) is seeking statements of qualification (SOQ) from consultants qualified to provide
professional engineering services for engineering planning, design, bidding, construction administration,
inspection, and other related services as may be required for various stormwater utility improvements and
stormwater management program enhancements. The city intends to pre-qualify a select consultant, or
consultants, to perform services on an “on-call” basis as projects arise and funding is available. Services will be
performed for two generally distinct project classifications: 1) traditional structural-based utility improvements,
including but not limited to new or replacement/rehabilitated storm sewer pipe, surface and underground
stormwater detention/retention, and mechanical stormwater treatment systems; and 2) implementation of Low
Impact Development (LID) best management practices, including but not limited to permeable pavement, bio-
swales, bio-retention, tree filter systems, rain water harvesting, and vegetated roofs.
SCOPE OF SERVICES
General scope of services items for the two general project classifications are provided below. The scope items
are not intended to be exhaustive, but rather generally representative of the kinds of projects and activities a
consultant may be involved with. Qualifications related to the two project classifications should be provided if
the consultant believes they are qualified to perform for both classifications. Consultants that prefer to focus on
one classification over the other must clearly establish their intended focus within their RFQ response.
Proposals must clearly identify any elements of the proposed scope of services that would not be provided by
the prime consultant. Consultant teams may be assembled; however, preference will be given to teams with a
proven track record of successful working history between the firms.
1. Structural Stormwater Utility Improvement Projects (e.g. stormwater pipe and channel conveyance,
surface and subsurface detention/retention, mechanical stormwater treatment systems, etc.):
a. Pre-design services including: project scope definition, preparation of design alternatives and
preliminary cost estimates, preliminary layouts, utility conflict, and encroachment analysis.
b. Hydrologic and hydraulic analyses.
c. Familiarity with federal, state, and local design standards and applicable specifications.
d. Design and construction surveys.
e. Soil testing and analysis.
f. Design report preparation.
g. Preparation of preliminary and final plans and specifications, contract documents, and construction
cost estimates.
Attachment A
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h. Identify and secure any necessary stream permits (local floodplain, Section 124, 310, 318, USACE
404, MPDES construction stormwater, etc)
i. Bid period and post-bid period activities coordination.
j. Construction administration and inspection including surveying, soils and materials testing,
construction certification, and warranty inspection.
2. Low Impact Development Projects (e.g. permeable pavement, bio-swales, bio-retention, tree filters,
vegetated roofs, constructed wetlands, rain water harvesting, etc.)
a. Pre-design services including: project scope definition, preparation of design alternatives and
preliminary cost estimates, preliminary layouts, utility conflict, and encroachment analysis
b. Hydrologic and hydraulic analyses.
c. Familiarity with LID best management practice design principles, selection of context-sensitive LID
BMPs, and successful project implementation.
d. Development of project effectiveness monitoring protocols and sampling and analysis plans.
e. Landscape planting design and specification.
f. Design and construction surveys.
g. Soil testing and analysis.
h. Design report preparation.
i. Preparation of preliminary and final plans and specifications, contract documents and construction
cost estimates.
j. Identify and secure any necessary stream permits (local floodplain, Section 124, 310, 318, USACE
404, MPDES construction stormwater, etc)
k. Bid period and post-bid period activities coordination.
l. Construction administration and inspection including surveying, soils and materials testing,
construction certification, and warranty inspection.
PROPOSAL REQUIREMENTS
Five (5) copies of the proposal, and one electronic searchable PDF file, must be submitted no later than 5:00 pm
on July 31, 2015 to the City Clerk at the physical address below and clearly marked “RFQ for Stormwater System
Improvements and LID Design”. Proposals shall be presented in a neat and orderly fashion. Proposals shall not
exceed ten (10) dual-sided pages in length. Pages shall be secured by clips and/or staples and shall not be bound
nor include plastic or vinyl covers or dividers. Please note that the USPS will not deliver mail to this location.
Proposals must be shipped or hand delivered. Late proposals will not be considered.
City Clerk, City of Bozeman
121 N. Rouse Ave., Suite 202
Bozeman, MT 59715
Proposals shall, at a minimum, include the following items:
• A narrative describing the consultants’ particular qualifications and understanding of the services for
which qualifications are being requested. Specific challenges should be identified along with unique
solutions to delivering successful projects.
Attachment A
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• An example project schedule depicting all tasks typical of the project classifications (ie Structural or LID)
for which the consultant’s qualifications are being provided.
• Project management chart and qualifications of key individuals.
• A completed and signed Non-Discrimination Affirmation Form (see Attachment A).
CONSULTANT SELECTION
A consultant selection committee consisting of key COB staff will choose, in its opinion, the most qualified
consultant, or consultants, to negotiate a professional services contract. Proposals will be evaluated on the
following criteria and the requirements of MCA 18-8-201 et seq.
• 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 project workloads ;
• Related experience on similar projects; and
• Recent and current work for the COB.
A determination of qualified consultants will be made by the selection committee based on an evaluation of
written SOQs received. The COB may decide to directly contract with a firm, or firms, it determines to be most-
qualified based solely upon evaluation of written SOQs received. Interviews may occur to aid in the
determination of qualifications at the discretion of the COB.
The COB intends to put in place a task order based services contract with the selected consultant, or
consultants, with a 2 year term. Scope and fee for task orders that arise over the 2 year contracting period will
be individually negotiated.
If the COB is unable to negotiate a satisfactory contract with the consultant(s) initially selected as most-
qualified, negotiations with that consultant will be formally terminated and the COB will select another
consultant in accordance with MCA 18-8-204 and continue until an agreement is reached or the process is
terminated.
ADDITIONAL INFORMATION AND CONDITIONS
COB CONTACT: Questions or requests for additional information regarding this project or RFP requirements
may be directed to:
Attachment A
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Kyle Mehrens
City of Bozeman Stormwater Program Coordinator
PO Box 1230
Bozeman, MT 59771 -1230
406-582-2270
kmehrens@bozeman.net
NON-DISCRIMINATION POLICY: Discrimination in the performance of any contract awarded under this
request for proposal 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. Every entity submitting under
this request for proposal must sign and return the attached affirmation statement with their bound response to
this request for proposal.
SUGGESTED RESOURCES (AVAILABLE UPON REQUEST):
• 2007 Stormwater Facility Plan
Attachment A
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ATTACHMENT A: NON-DISCRIMINATION AFFIRMATION FORM
[name of entity proposing] 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 in the performance of work performed for
the City of Bozeman, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will
contain a provision prohibiting discrimination as described above and that this prohibition shall apply to the
hiring and treatment of the [name of entity proposing] employees
and to all subcontracts it enters into in the performance of the agreement with the City of Bozeman.
Signature of Proposer:
Person authorized to sign on behalf of the proposer
Attachment A
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Attachment B
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Attachment B
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Attachment B
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Attachment B
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Attachment B
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Attachment B
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Attachment B
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Attachment B
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Attachment B
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Exhibit A to Professional Services Agreement
TASK ORDER NUMBER
Issued under the authority of Professional Services Agreement between the City of Bozeman
and HDR, INC. for: A range of professional and technical services, including but not necessarily
limited to engineering design, preparation of construction documents, project bidding, and
construction administration services for various stormwater improvement projects.
This Task Order is dated , 20 between City of Bozeman (City) and
HDR, INC. (Contractor).
The following representatives have been designated for the work performed under this Task Order:
City: Contractor:
SCOPE OF WORK: (attach additional sheet(s) as required)
(Insert scope or reference EXHIBIT A – Scope of Services)
COMPENSATION: (revise the following as necessary)
Contractor shall be reimbursed on a (time & materials, lump sum, percent of completion, etc.) basis.
Contractor shall invoice no more often than monthly for services provided in the prior month.
The provisions of the Professional Services Master Task Order Agreement and any Special Terms and
Conditions and/or Exhibits or Attachments to this Task Order shall govern the Work.
IN WITNESS WHEREOF, the parties authorized to commit resources of the companies have executed this
Task Order:
City of Bozeman (City) HDR, INC. (Contractor)
By: By:
Title: Title:
Date: Date:
Fed. ID. No.
Attachment B
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Attachment C
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Attachment C
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Attachment C
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Attachment C
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Attachment C
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Attachment C
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Attachment C
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Attachment C
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Attachment C
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Exhibit A to Professional Services Agreement
TASK ORDER NUMBER
Issued under the authority of Professional Services Agreement between the City of Bozeman
and DOWL, LLC for: A range of professional and technical services, including but not necessarily
limited to engineering design, preparation of construction documents, project bidding, and
construction administration services for various stormwater improvement projects.
This Task Order is dated , 20 between City of Bozeman (City) and
DOWL, LLC (Contractor).
The following representatives have been designated for the work performed under this Task Order:
City: Contractor:
SCOPE OF WORK: (attach additional sheet(s) as required)
(Insert scope or reference EXHIBIT A – Scope of Services)
COMPENSATION: (revise the following as necessary)
Contractor shall be reimbursed on a (time & materials, lump sum, percent of completion, etc.) basis.
Contractor shall invoice no more often than monthly for services provided in the prior month.
The provisions of the Professional Services Master Task Order Agreement and any Special Terms and
Conditions and/or Exhibits or Attachments to this Task Order shall govern the Work.
IN WITNESS WHEREOF, the parties authorized to commit resources of the companies have executed this
Task Order:
City of Bozeman (City) DOWL, LLC (Contractor)
By: By:
Title: Title:
Date: Date:
Fed. ID. No.
Attachment C
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