RFQ for Stormwater Facility Plan Update

Bid Number:8324235 Bid Title:RFQ for Stormwater Facility Plan Update Category:Requests for QualificationsStatus:Open Description: CITY OF KALISPELLREQUEST FOR QUALIFICATIONSSTORMWATER FACILITY PLAN UPDATE1. GENERAL INFORMATIONPursuant to the authority granted to it under MCA 7-5-4301, the City of Kalispell (CK) seeks to procure a qualified professional consulting engineer to complete an update of the 2008 Storm Water Facility Plan Update.The Statement of Qualifications (SOQ) must be uploaded electronically via QuestCDN vBid by 5:00 pm Mountain Time, December 15, 2022.Questions pertaining to the Request for Qualifications (RFQ) should be directed to Keith Haskins, Deputy Public Works Director, at 406-758-7727 or document.write('khaskins'+'@'+'kalispell.com')khaskins@kalispell.com For security reasons, you must enable JavaScript to view this E-mail address. or via the QuestCDN Q&A forum. The CK shall not be held responsible for

any oral instructions. Any changes to this RFQ will be in the form of an addendum posted to the project on QuestCDN – Quest Number: 8324235.The CK reserves the right to reject any or all SOQs, to waive any informality or irregularity in any SOQ received, and to be the sole judge of the merits of the respective SOQs received. The Consultant will be selected on the basis of demonstrated competence and qualification for the type of services required, and thereafter the CK will negotiate the services agreement with what it deems as the most qualified Consultant. A pre-submittal conference for the SOQ will be held on December 1, 2022, at 2 PM. The meeting will be held electronically, and a meeting invite will be provided to all applicants of record prior to the pre-submittal conference.2. ANTICIPATED SCOPE OF WORKAfter being selected, the Consultant will execute a service agreement with the CK to provide the scope of work set forth below. The Consultant and the CK shall negotiate the exact scope of work after the selection.2.1 Facility Plan Update Background and DescriptionThe 2008 Kalispell Storm Water Facility Plan Update provided a goal for infrastructure improvements of the existing storm systems and new improvements to meet future development. The planning for the 2008 plan encompassed an extensive growth area along with aggressive population projection up to the year 2050. Since the time of adoption, the City’s utility infrastructure has expanded primarily in the north, west, and south areas of Kalispell. As new development demands are forecasted and existing aged infrastructure falters, a facility plan update is required to once again ensure the planning, projects, and management of the stormwater system will continue to adequately service the community of Kalispell.The planning and service area for the utility plan updates will match the City’s adopted Annexation Boundary as described in the Kalispell Growth Policy. CK does not have a model of the stormwater system or contributing storm basins for the CK. A large effort to collect and understand the existing infrastructure has been incorporated into the CK GIS system. However, much of the information is based on provided Record Drawings which have sometimes been found to be in error. Additionally, much of the stormwater data does not include elevations.2.2 Required Scope of ServicesThe anticipated scope of work involved for this project is outlined in the sections below. Additional tasks and work elements may be added during contract negations. Tasks or elements may also be deleted through contract negotiations. The consultant may recommend the addition/removal of tasks, or modification of tasks, in describing their particular understanding and approach for the project.a. Utilize and build upon the existing CK information including the 2008 Storm Water Facility Plan Update, Meridian Storm Capacity Report, North Kalispell Stormwater Planning Report, and the Municipal Separte Storm Sewer System (MS4) TMDL Action Plan.b. Review and update the general information for the planning and service areas.c. Analyze the overall condition of the stormwater collection system.d. Review all existing lift stations, stormwater main capacities, stormwater storage facilities, and stormwater treatment facilities to identify and recommend improvements.e. Participate in CK Council work sessions, community meetings, and public informational meetings.f. Prepare a 50% draft, a 75% draft, and final facility plan report for a designated planning period.g. Identify potential expansion areas based on past and projected patterns of community growth and development.h. Develop a stormwater model for the CK as needed and prepare model simulations for existing and future conditions. i. Utilize the model to:i. Determine specific existing capacities and deficiencies in stormwater infrastructure collection, lift stations, treatment, and storage facilities.ii. Analyze and identify overall system deficiencies in relation to present and future demands. iii. Identify projects necessary to ensure full compliance with public laws, regulations, and permitting.iv. Identify and recommend new capital improvement projects to achieve optimal operations to service existing demands and future growth.v. Recommend design updates specific to the City of Kalispell to support new development design and planning.j. Update the Capital Improvement Project (CIP) outlay based on the stormwater collection system analysis, infrastructure condition, and criticality. The outlay will prioritize and estimate costs for upsizing, replacement, repairs, new facilities, and other projects to improve the stormwater collection system sustainability in order to meet demands and reduce risks to the current level of service. The CIP outlay must incorporate and schedule recommendations in an overall tabulation based on short-term (0-5 years), near-term (5-15 years) and long-term (greater than 15 years). The outlay must be incorporated into a tracking document formatted for CK to utilize annually to track and update project progress and budget.k. Deliver all electronic modeling and tracking files to the City at the conclusion of the facility plan update as a final deliverable. CK GIS data must be utilized for the creation of the model so that model results can be correlated back to existing GIS feature classes.2.3 Estimated Project Timetablea. Consultant Selection and Contract Negotiations – January 2023b. Contract Execution – February 2023c. Stormwater Facility Plan Completion – October 20233. STATEMENT OF QUALIFICATIONS SELECTION CRITERIAThe Professional Service Provider will be selected through a qualification-based selection process. Firms interested in providing requested scope of services to the City of Kalispell must submit a Statement of Qualifications (SOQ) that addresses the following evaluation criteria. Applicants are encouraged to organize their submissions in such a way as to follow the general evaluation criteria listed below. Information included within the SOQ may be used to evaluate your firm as part of any criteria regardless of where that information is found within the SOQ. Information obtained from the SOQ and from any other relevant source may be used in the evaluation and selection process. Page lengths provided below should be considered the maximum. Shorter page lengths are acceptable.1. Cover Letter (1-page) containing at a minimum: Company name, contact name(s), address, fax number, website address, and email address.2. General Information (1 page) containing:a. Description of the firmb. Primary and secondary contact informationc. Legal company organization with organizational chart and namesd. List of applicable MT licenses.3. Relevant Company Experience (3 pages) – Describe the firm’s experience with similar projects.a. Provide information for at least three of your firm’s most recent Stormwater facility plans of similar size and scope. For each project, provide the following information:i. Stormwater Facility Plan – location, date, description and cost.ii. Key project staff still with the firm and their roles for the facility plan.iii. Challenges that were addressed and key findings or recommendations of the plan.iv. Contract completion data and actual completion date.v. Contact information for the municipal or owner staff including name, phone number, and email.b. Provide your experience with the following:i. Data acquisition for model development.ii. Model creation and analysis of stormwater systems and preferred software.iii. Preliminary planning, growth planning, risk assessment, project identification and cost estimation associated with facility planning.4. Consultant Qualifications (1 page)a. Describe your firm’s history in the industry. b. Describe the proposed project team, applicable licenses and certifications, and their history with Stormwater Facility Planning. c. Provide key resumes in an Appendix.5. Contract Understanding and Approach (3 pages)a. Describe your understanding of the current needs of the CK for the professional services being requested.b. Describe your expected approach to acquiring background information and other data to complete the modeling and other portions of the facility plan document.c. Describe your expected support by City Staff to complete the facility plan, including the data required to be provided and the anticipated hours for coordination or support necessary to be provided by staff for successful and timely delivery.d. Identify potential difficulties your firm may face in providing services to the CK and how you plan to mitigate those difficulties.6. Approach to Contract Management (2 pages)a. Present a brief description of how the firm intends to organize and conduct the project.b. Describe your firm’s approach to initiating and establishing the service that meets the needs and requirements of the City.c. Provide a narrative outlining a proposed scope of work that includes description of each task and work product, and a concise explanation of the firm’s approach to accomplishing the tasksd. Provide a proposed time schedule of work with key milestones and product deliveries.7. Other Factors (1 page)a. Provide the firm’s record of commitment to schedule as demonstrated on past projects.b. Provide a summary of the availability of team members as a percentage of time associated with other contracts and proposed dedication of time to this project.c. Provide relevant factors impacting your firm’s ability to provide quality of service and value of service.d. Demonstrate your firm’s commitment to professional service budgets on past projects.8. Examples (5 pages)a. Provide excerpts from other similar facility plans which represent your firm’s quality of work. Excerpts should provide the CK an idea of writing styles, data analysis, modeling, CIP development, charts, figures, and approach for plan implementation.4. SUBMITTAL REQUIREMENTSThe SOQ shall include the sections specified above and the stay within the maximum page lengths. There are no page limitations for resumes in the appendix. The SOQs will be provided in digital PDF format and uploaded to QuestCDN by 5:00 PM Mountain Time, December 15th, 2022. The PDF format shall be for 8.5” x 11” paper size and formatted to appropriately print, if necessary for review. 1 PDF page equals 1 page. Two sided print cannot be applied to the maximum page lengths allowed. Failure to comply with the following criteria may be grounds for disqualification:a. Receipt of submittal in PDF format uploaded to QuestCDN.b. Receipt of submittal by the specified date and time.c. Acknowledgement of applicable addendumsd. Adherence to the maximum page requirements.5. SELECTION PROCESSThe CK will convene a selection committee to review the SOQs received. The SOQs will be judged on their completeness, quality of content, past performance evaluation and other criteria as described herein. Criteria Weight1. Cover Letter 5%2. General Information 5%3. Relevant Company Experience 15%4. Consultant Qualifications 10%5. Contract Understanding and Approach 20%6. Approach to Contract Management 15%7. Other Factors 10%8. Examples 20%The selection committee will select up to three finalists that will be shortlisted for the contract. The selection committee will then evaluate the short list and select the top qualified firm. If more information is required to select the top qualified firm, the short list firms will meet with the selection committee for interviews. The purpose of the interviews will be to expand upon the information already provided in the SOQs, not to repeat information already provided. The firms selected for the short list will be provided additional information as necessary to prepare for the interviews, if required. Those firms not selected for further consideration will be notified. The following tentative schedule has been prepared for this RFQ. Pre-submittal conference: December 1, 2022, at 2 pm via electronic meeting. SOQ due: December 15, 2022, at 5 pm. Firms notified for interview: TBD Interviews: TBDInterested firms must be available for the interview, if necessary.Following the evaluation of SOQs and interviews (if necessary), the selection committee will determine a final ranking each of the short list firms based on the criteria of this RFQ, the written SOQs received, and any oral presentations or interviews. No other factors or criteria will be used in the qualification ranking. The highest ranked firm will be recommended to the City Manager and City Council for contract award.Requests for debriefings or selection decisions shall be made in writing to the City. All information submitted by firms and related Project Evaluation Committee evaluations and rankings shall be considered confidential until after contract execution and award by the City Council.The City will enter into negotiations with the selected firm and execute a contract upon completion of negotiations for the professional services for City Council approval. Contract negotiations will include, but not necessarily be limited to the following elements: scope of work, project timetable, products of work, and fees. If the City is unsuccessful in negotiating a contract with the highest ranked team, the City may then negotiate with the second or third highest ranked team until a contract is executed. If the list of preferred design firms is exhausted without a contract being awarded, the City may decide to terminate the selection process or re-advertise.The City will not reimburse any cost associated with the preparation, submittal, or presentation of any Statement of Qualification. Consultant design firms are advised that in accordance with Montana law, any information submitted may be subject to public inspection. Firms are further advised that, while the City is constrained by budget for this work, the City does not consider cost proposals or estimates of fees in its evaluation of qualifications.Publication Dates: October 30, 2022; November 13, 2022 Publication Date/Time: 10/26/2022 12:00 AM Publication Information: October 30, 2022 and November 13, 2022 Closing Date/Time: 12/15/2022 5:00 PM Return To Main Bid Postings Page