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HomeMy WebLinkAboutRFP - Pressure Relief Valves Phase 1 Upgrade BOZEMAN PRV PHASE 1 UPGRADE REQUEST FOR PROPOSALS CITY OF BOZEMAN PO BOX 1230 BOZEMAN, MT 59771-1230 OCTOBER 2022 NOTICE IS HEREBY GIVEN that the City of Bozeman (City) is requesting proposals from qualified engineering consulting firms to perform a condition assessment on the City’s existing twenty- three pressure reducing valves (PRV) throughout the distribution system, then design, bid, and oversee mechanical and structural upgrades to the PRVs in order to improve operational safety, ease, and efficiency as well as reduce the likelihood of failure. The complete Request for Proposals packet is available for download 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 RFP Recipient email address below. Respondents are advised that Recipient’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 Microsoft OneDrive upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. The deadline to submit the RFP response is Friday, November 18th at 2:00 p.m. MST. It is the sole responsibility of the responding individual to ensure their email transmittal is digitally timestamped as being sent to the Recipient’s email address prior to the prescribed closing time as late submittals will not be accepted. RFP Recipient Email Address: agenda@bozeman.net NON-DISCRIMINATION & EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP 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 project 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 these non-discrimination and equal pay provisions is cause for the City to disqualify the firm from selection. Any administrative questions regarding RFP transmittal procedures or noticing materials shall be directed to: Mike Maas, City Clerk, (406) 582-2321, mmaas@bozeman.net. Any and all questions or clarifications relating to the RFP scope of services, submittal contents, evaluation criteria, or selection procedures shall be directed solely and exclusively in writing to: Griffin Nielsen, Water Resource Engineer, gnielsen@bozeman.net. 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 Monday, November 14th, 2022 at 11:59 p.m. MST 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. The City reserves the right to amend or modify any element of this RFP by issuance of an addendum at any time prior to the given submittal deadline. Any addenda that may be issued for this RFP will be individually noticed on the City’s RFP webpage. It is the respondent’s responsibility to determine if any addenda have been issued. DATED at Bozeman, Montana, this 30th day of October 2022. Mike Maas City Clerk City of Bozeman For publication on: Sunday, October 30, 2022 Sunday, November 13, 2022 I. INTRODUCTION The City of Bozeman (City) is requesting proposals from qualified engineering consulting firms to perform a condition assessment on the City’s existing twenty-three (23) pressure reducing valves throughout the distribution system, then design, bid, and oversee mechanical and structural upgrades to the PRVs in order to improve operational safety, ease, and efficiency as well as reduce the likelihood of failure. The release of this RFP alone shall not commit the City to enter into a Professional Services Agreement, to pay any expenses incurred in the preparation of any response to this request, or to procure or contract for any supplies, goods or services. II. PROJECT BACKGROUND AND DESCRIPTION The City has twenty-three existing PRVs controlling five pressure zones within the municipal water distribution system. The installation date of the PRVs range from 1998 to 2019. The City Water and Sewer Division performs biannual maintenance on each of the valves. PRV vault access requires the use of confined space entry equipment and procedures and can be complicated by groundwater infiltration or stormwater inflow to the vault. Manual pumping of water that has intruded into the PRV vaults is necessary prior to entering and performing maintenance of the vaults. With Water and Sewer Division staff visiting all PRV’s a minimum of twice a year, the confined space access and wet vaults complicates routine operation and maintenance activities. Structural alterations, sump improvements, safety upgrades, or vault replacements are needed to enhance efficiency during these maintenance cycles as well as increase staff’s ability to respond to emergencies and improve overall safety. The City completed an update to the Water Facility Plan (WFPU) in 2017. PRV recommendations were provided in the WFPU to enhance safety, mechanical functionality, and tie the PRVs into SCADA for remote operation. A hydraulic model review was also recommended to determine whether any of the existing PRVs can be abandoned. With the scale of the work required to fully implement these recommendations, the City has elected a phased approach to deliver PRV improvements. The first phase covers any safety, mechanical, and structural upgrades and/or abandonment. The second phase will cover the SCADA instrumentation and automation retrofits, but is currently unscheduled on the City’s CIP. Recognizing that the phases are linked, thoughtful consideration and design for the future SCADA upgrades to these facilities must be included within this first phase. The WFPU identified 22 existing PRVs serving existing pressure zones and planned PRV locations to serve future pressure zones within the City’s ultimate buildout area. Since completion and adoption of the WFPU, one new PRV has been installed, for a current total of 23 PRVs. This newest PRV was designed and installed by a developer with review oversight from City staff. As a result, all recommendations for PRV vaults in the WFPU could not be realized and City staff is not fully satisfied by the final design. With the rapid growth of the City of Bozeman, the need for additional PRVs is quickly approaching. To ensure new PRVs are designed and constructed to meet the operational and maintenance needs of the City, and conform to the upgrades of this PRV project, the City desires to have clear design standards and specifications developed. III. PRELIMINARY SCOPE OF WORK Release of this RFP with the preliminary scope of services contained herein does not commit the City to contracting with a selected firm for all scope items identified. For purposes of this RFP the term ‘selected firm’ can mean a single engineering consulting firm, or a prime engineering consulting firm together with sub-consultant engineering firm(s) forming a respondent team. The preliminary scope of work involved for this project is outlined below. The City desires for the scope of work to be completed in a diligent manner. Additional tasks and work elements may be inserted into the scope of work 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 particular understanding and approach for the project. Proposals must clearly identify any elements of the proposed scope of work that would not be provided by the prime engineering consulting firm. Any sub-consultants which comprise the respondent team must be identified along with a description of past working history between the firms. A. Project Management 1. Develop and manage project schedule and budget. 2. Manage and coordinate consultant resources and sub-consultants (if any) to provide identified deliverables. 3. Facilitate meetings with the City and provide meeting minutes for a project kickoff meeting and for any other scoped meetings needed to gain consensus or inform decision points. 4. Prepare and submit monthly invoices for progress payments. B. Design Standards and Specifications for New PRVs 1. With considerable collaboration with City Staff and with consideration of the City’s Water Facility Plan develop recommended design standards and specifications for the new PRV’s which the City can adopt and include in the City’ Design Standard and Specification Policy (DSSP) as well as the City’s Modifications to the Montana Public Works Standard Specifications (COB MODS) for the construction of new PRV’s. Standards and specifications at a minimum need to cover hydraulic performance criteria and sizing of control valves, control valve selection, Surge protection, pressure sustainment and relief, vault sizing and structural requirements, testing and quality assurance. 2. Collaborate with the City’s SCADA division to include instrumentation and controls standards and specifications. 3. Assist City Staff in the presentation of the updated standards and specifications through any public engagement processes and/or formal presentation to the City Commission. C. Inventory and Condition Assessment 1. Inspect and inventory and perform a condition assessment of all existing PRVs and vaults. 2. Review as necessary plans, records, reports and other information germane to the inventory and assessment made available by the City. 3. Provide a technical memorandum summarizing the condition of all existing PRV and details of the methodology used as well as appendices of all the information collected presented in a clear and concise manor. D. Modeling, Prioritization, and Abandonment Study 1. Conduct hydraulic modeling to analyze the impact of removing/abandoning existing PRVs. Review and recommend an adjustment to established pressure set-points as needed. 2. Evaluate the feasibility of implementing automatic pressure management control valves to reduce existing zonal system pressures while still allowing for the delivery of existing pressures during a high flow fire event. 3. Identify the locations and viability of connecting to power and telecommunications utilities for future instrumentation and controls upgrades. 4. Facilitate a work session with staff from the Engineering, SCADA, and Water to discuss existing operation and maintenance challenges associated with all assets and present metrics used in prioritization. 5. Recommend the structural and mechanical upgrades for each PRV. 6. Provide a technical memorandum that will prioritize PRVs for upgrades and/or abandonment. The technical memorandum will include a Class 4 engineer’s opinion of probable construction cost (EOPCC) including proposed allowances for contingencies, the estimated total costs of design, professional, and related services to be provided by Engineer for each of the PRVs prioritized and/or recommended for abandonment. E. Preliminary Design and Cost Estimates 1. Collaborate with City to identify PRVs for upgrade or abandonment and define scope of upgrades. 2. Prepare preliminary design phase documents consisting of final design criteria, preliminary drawings, outline specifications and written descriptions of the project. Based on information contained in the preliminary design phase documents, prepare a revised opinion of probable construction cost and assist with tabulating the various cost categories which comprise total project costs. 3. Collaborate with the City’s SCADA division to include or allow for the inclusion of instrumentation and control to and within the PRVs. F. Final Design and Specification and Cost Estimate 1. Prepare final drawings and specifications, construction contract documents and bidding related documents and make any necessary adjustments to the opinion of probable construction cost Class 1 EOPCC according to the AACE. 2. In collaboration with City staff develop logical add alternatives to allow for scalability of construction to meet budgetary constraints. 3. Obtain any necessary approvals from governmental authorities having jurisdiction to review or approve the final design. G. Bidding 1. Administer bids for the project, attend pre-bid conference pre and issue addenda as appropriate to clarify, correct, or change the used bidding documents. Review bids and Contractor references and qualifications for performing the work and provided a recommendation to the City for contract award. H. Construction Phase 1. Administer the construction contract. Provide the services of a resident project representative for observation of the Contractor’s work. Receive, review, and determine the acceptability of any and all schedules that the Contractor is required to submit to the Engineer. Review and approve or take other appropriate action with respect to Shop Drawings, Samples, and other required contractor submittals. Recommend Change Orders and Work Change Directives to the City. Review and respond to Change Proposals or claims. Review Contractor’s application for payment and make recommendations to the City for payment to the contractor. Receive, review and transmit from the contractor to the City maintenance and operating instructions, schedules, guarantees, bonds, certificates, or other evidence of insurance required by construction contract. I. Post-Construction Phase 1. Together with the City, visit the project prior to the sunset of the required 2-year warranty period to observe any apparent defects in the work, make recommendations as to replacement or correction of defective work or the need to repair any damage to the site or adjacent areas and assist the City in consultations and discussions with the contractor concerning correction of any such defective work. IV. PROPOSAL CONTENTS AND FORMAT Proposals must contain the following information and be organized under the headings below. A. Proposal Contents 1. Firm Background 2. Project Overview 3. Project Approach 4. Management Approach 5. Staff Qualifications 6. Related Experience on Similar Projects 7. Proposed Schedule 8. Nondiscrimination & Equal Pay Affirmation Form (see Attachment A) i. Failure to provide a signed Nondiscrimination & Equal Pay Affirmation is cause to disqualify the firm from selection. B. Proposal Format Respondents shall provide proposals as a single, searchable PDF document file format. 1. RFP responses shall contain a cover letter, not exceeding one page in length, signed by an officer or principal of the responding prime firm. Digital signatures are allowed. 2. RFP responses must be contained within 10 total pages or less, including whatever graphics, charts, tables, figures and text narrative the firm deems necessary and appropriate. Page size shall be no larger than 8-l/2 x 11 inches, with margins no smaller than 0.75 inches, and text information no smaller than 11-point type. 3. The following pages are exempted from the maximum 20 page limit: Cover Page, Cover Letter, Table of Contents Page, Divider Pages, and Resumes. Page size for exempted pages remains limited to 8-l/2 x 11 inches, with no smaller than 0.75” margins, and text no smaller than 11-point type. 4. An exception is granted to the otherwise required 8-l/2 x 11 inches page size for a project schedule sheet, which may be provided at a page size of 11 x 17 inches, but the schedule sheet does apply towards to maximum 10 page limit. V. RFP DEADLINES & SELECTION TIMELINES EVENT DATE/TIME Publication dates of RFP Sunday, October, 30th and November 13rd, 2022 Deadline for RFP questions & clarifications By November 14th, 2022 at 11:59 p.m. MST City Response to questions & clarifications By November 16th, 2022 at 11:59 p.m. MST Deadline for transmittal of proposals Friday, November 18th at 2:00 p.m. MST Evaluation of proposals November 18th – December 2nd , 2022 Interviews (if necessary) and Selection Week of December 5th, 2022 Contract Negotiation December 5th – January 12th, 2022 Contract Authorization & Notice to Proceed January 24th, 2022 The timeline of events following deadline for transmittal of proposals is aspirational and is not predetermined. The City endeavors to conduct these post-deadline events diligently in order to arrive at contract authorization and notice to proceed by the date shown. Failure to reach the notice to proceed milestone by the date shown imparts no liability on the part of the City. VI. SUBMITTING THE PROPOSAL By submitting its proposal the consulting firm makes an incontrovertible and unequivocal representation that it understands, respects, and agrees to be bound by the terms and processes described herein that the City will employ in its review, evaluation, selection and contract negotiations occurring under this RFP procurement action. The proposal shall be submitted as stated in the notice. VII. SELECTION PROCEDURE Procurement of engineering services under this RFP is governed by Sec. 18-8-201 MCA et. Seq. and the specific processes contained within this RFP. Proposals meeting the submittal requirements and deadline will be distributed to a project selection committee for review and evaluation. The selection committee will consist of no fewer than three (3) City staff members whose identities will remain anonymous ahead of the submittal deadline. Proposals will be distributed to the selection committee where they will be individually evaluated against the selection criteria below. Upon review, each member will assign an ordered ranking of the proposals from most-qualified to least-qualified. The most-qualified proposal will be assigned a ordinal value of one (1), the second most-qualified an ordinal value of two (2), continuing in this fashion until the least qualified proposal is found and given an ordinal value equaling the total count of proposals received. Ordinals assigned to each proposal by each committee member will then be summed together and sorted from lowest ordinal sum to highest ordinal sum, producing the selection committee’s initial ranking list from most-qualified to least- qualified. The selection committee will review the initial ranking list and determine at its sole discretion whether it will conduct interviews with the top ranking firms of its choosing, or it may determine that it will forego interviews and simply select the most-qualified firm from the initial ranking list to enter contract negotiations. Should the selection committee determine it will conduct interviews, it will select the firm it determines to be most-qualified upon a combined evaluation of the firm’s written proposal and interview performance. The firm determined by the selection committee to be most-qualified will be deemed the ‘selected firm’ for which the City will enter into contract negotiations. The City may choose multiple selected firms for contract negotiations if in its discretion it believes that discrete selected firms are most qualified for particular scope items and that the City will receive superior service and results than if all scope items are completed by a single selected firm. Contract negotiations will proceed after selection and will take into account the estimated value of services to be rendered, as well as the scope, complexity and professional nature thereof, in order to arrive at a contract that the City determines to be fair and reasonable. If the City is unable to negotiate a satisfactory contract with the consultant initially selected at a price the City determines to be fair and reasonable, negotiations with that consultant will be formally terminated and the City will select another consultant in accordance with Sec. 18-8-204 MCA and continue until an agreement is reached or the procurement process is terminated. VIII. SELECTION CRITERIA Proposals will be evaluated on the criteria listed below. These are minimum criteria listed in Sec. 18-8-204 MCA as well as an additional criterion capturing the consultant’s specific project approach and understanding. These criteria are not assigned point values for relative weighting in the evaluation and ranking process. Instead, selection committee members will review and evaluate the proposal as a whole to assign proposal rankings from most- to least-qualified. • 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 consulting firm; • Present and projected workloads; • Related experience on similar projects; • Recent and current work for the City. IX. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER A. All proposals submitted in response to this RFP become the property of the City and are considered public records and, as such, may be subject to public review. B. The City reserves the right to accept or reject any and all proposals; to add or delete preliminary scope 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 questions or proposals; to postpone contract authorization and notice to proceed for any length of time it determines necessary; 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; and to reject, without liability therefore, any and all proposals upon finding that doing so is in the public interest. C. The City reserves the right to reject the proposal 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 proposal 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. 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 engaging in the selection process, prior to the issuance of a contract. The consultant, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. F. 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 consultants who submitted proposals will be notified using email. G. Projects under any contract are subject to the availability of funds. X. ATTACHMENTS The attachments below are incorporated in this RFP: • Attachment A: Non-Discrimination & Equal Pay Affirmation Form XI. 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. • 2017 Water Facility Plan Update • Montana DEQ Water Quality Statutes, Rules, Circulars, Guidance, and Scientific Studies END OF RFP 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