Legals for June, 16 2021

No. 1714 REQUEST FOR PROPOSALS 12th Avenue West Roadway and Utilities Improvements Project CITY OF COLUMBIA FALLS, MONTANA EDA Project No. 05-01-06105 The City of Columbia Falls ("City") is soliciting Proposals from qualified consultants for professional engineering services on the 12th Avenue West Roadway and Utilities Improvements Project. I. INSTRUCTIONS TO APPLICANTS / SUBMISSION PROCEDURES Respondents are required to submit their response to this Request for Proposals no later than 2:00 p.m. on Monday, July 19, 2021. Mail or hand deliver proposals to: City of Columbia Falls City Clerk 130 6th Street West Columbia Falls, Montana 59912 Respondents shall submit three (3) hard copies and one electronic copy in PDF format on a flash drive of their response to this Request for Proposals (hereafter "RFP"). Responses to this RFP are to be delivered in a sealed envelope clearly labeled: "Response to Request for Proposals 12th Avenue West Roadway and Utilities Improvements" The responding firm with address and contact information shall be clearly displayed on the sealed envelope. All questions concerning this request or the scope of work should be directed to Chris Hanley, Public Works Director, (406) 892-4430 or email: hanleyc@cityofcolumbiafalls.com. Respondents are encouraged to attend a non-mandatory pre-proposal meeting at 2:00 PM on Tuesday, July 6, 2021 at City Hall Public Works Department, 130 6th St. West, Columbia Falls. II. PROJECT DESCRIPTION and SCOPE OF WORK The 12th Avenue West Roadway and Utilities Improvements Project is a capital infrastructure improvement and expansion project. This project will be partially funded with Federal funds from the United States Department of Commerce, Economic Development Administration, (EDA) and therefore is subject to the Federal laws and regulations associated with that program. The project will reconstruct an existing local street to accommodate increased motorized and non-motorized traffic resulting from ongoing and anticipated commercial and industrial development in the area. The EDA funded project includes roadway subgrade and pavement reconstruction, sidewalk, curb and gutter with storm water inlets, and expanded water and sewer infrastructure. A Burlington Northern Santa Fe Railroad, (BNSF) rail line is within the project area, a water main crossing and an at-grade pedestrian crossing of the BNSF right of way will be required. The non-EDA funded project work includes street lighting infrastructure and water and sewer service lines. Preliminary engineering and concept development have been performed by the City of Columbia Falls. A Preliminary Engineering Report developed by the City to facilitate the EDA Grant Application can be found in Appendix A for the EDA funded work. Key project tasks include: Preliminary site investigations as required to support design, permitting and grant administration in accordance with EDA, Montana Department of Environmental Quality, (DEQ) and other applicable standards and regulations and in compliance with city standards and preferences. Investigations include topographical and right of way survey, geotechnical assessment, existing utilities assessment, coordination with Flathead Electric for lighting improvements. Reports and/or technical memorandum shall be developed and submitted to the City as appropriate. Permitting including DEQ Plan review and approval for water main and sewer main extensions, and BNSF pipeline license and approvals as required for subgrade water main crossing and at grade pedestrian crossing; others as required. Bid documents will contain appropriate language to require compliance with the Montana DEQ Construction Storm Water Discharge General Permit and state law regarding construction storm water discharges and permitting. Agency coordination assistance. The City will be the grant administrator. Consultant will aid the City in coordinating EDA funding requirements throughout the entirety of the project. Invoices and documentation shall be appropriately developed. Consultant shall participate in review meetings with EDA personnel as required. The project is funded through an EDA grant in addition to local and other non-restrictive funds. Design. Consultants should anticipate a minimum of two design review submittals followed by bid ready construction documents. Unless otherwise negotiated, submittals will be as follows. 35% including plans, anticipated design and construction schedules (EDA funded and Non-EDA funded) and detailed construction cost estimate. 90% including plans, specifications anticipated design and construction schedules (EDA funded and Non-EDA funded) and detailed construction cost estimate. Bid ready documents including plans, specifications and detailed construction cost estimate. Bid ready documents shall be submitted to EDA for review and approval. Consultant shall participate in an EDA review conference and revise bid ready documents as required to address any comments or stipulations required by EDA prior to finalizing bid ready documents. Bid phase assistance, including attending the pre-bid meeting and keeping minutes, addenda preparation and delivery, and responding to bidder questions as needed. Conformed Documents shall be prepared for construction. Documentation and coordination as necessary for EDA approval of construction contract. Construction phase assistance including construction administration and inspections. Consultant should anticipate providing onsite inspections by a qualified engineer during construction. Documentation and coordination in accordance with EDA grant requirements. Reporting. Consultant shall submit a report not less frequently than quarterly covering the general progress of the job and describing any problems or factors contributing to delay. Documentation and coordination in accordance with EDA grant requirements Additional tasks may be added to the work during negotiations or by contract amendment. III. PROJECT DELIVERABLES Project deliverables will include: Preliminary reports and/or technical memorandum as required. Permits/ agency authorizations. Submittals, documentation and coordination in accordance with EDA grant requirements and in support of Grant Administration. Design submittals and bid documents as listed above. Construction phase documentation including logs and inspection reports. Additional deliverables as may be required. IV. PROJECT SCHEDULE EDA approved Bid ready documents, shall be delivered to the City no later than January 14, 2022. V. PROPOSAL CONTENTS The proposal must contain the information listed in this section. The proposal is limited to fifteen (15) pages, not including Appendices, Cover Page, Table of Contents and Dividers. Each page is defined as one side of a letter size sheet (no larger than 8 1/2" x 11"), minimum font size of 10.5, single spaced. Evaluation of information will begin with the first page immediately following the cover page, and every page will be counted, in order, from that point forward. Please format your proposal in an organized fashion addressing the information below. Responses shall include the following sections in order: Organization and Qualifications of Firm: Include Firm's legal name, address, and telephone number. Provide a discussion of how your firm is best qualified to respond to the requirements of this project. Discussion should focus on the requirements for this specific project, particularly: Identify the consultant team proposed for this project and demonstrate ability to perform the desired services within the established schedule. Your firm's expertise and experience, as it relates to the work. Provide examples of previous related project experience. Subconsultants/ support services that you anticipate utilizing and describe their expertise. Quality assurance/quality control procedures. Firm's Representation: Discuss the experience and qualifications of the key staff to be assigned to project and their availability during the project time period. Identify the project manager and the principal in charge of the project and their qualifications. The project manager should be the proposed point of contact for the city and manager of day to day operations of the project. Describe anticipated work activities for key personnel within the term of the project and how these would be coordinated. Include relevant licenses issued by the State of Montana. Provide hourly rates for all key personnel. Resumes may be provided for key personnel by appendix. Limit resumes to one page. Proposed Method to Accomplish the Work: Proposal shall demonstrate an understanding of the requested scope of services. Proposal shall show interest and insight into the details of the Project. Demonstrate ability, strategy and approach to meet project/contract requirements. Propose a schedule with relevant milestones; demonstrate ability and strategy to meet schedule. Experience with Similar Projects: Provide a description of the firm's prior experience, including a minimum of three similar projects, experience with federally funded projects as well as experience working within railroad right of way should be discussed. Discuss size of community, location, and estimated and final construction costs. Provide a reference for the projects, including name and contact number. Reference should be a local official knowledgeable regarding the firm's performance. Acknowledge all Addenda. Proposers must submit with their proposal U.S. Department of Commerce Form CD-512 Certification Regarding Lobbying Lower Tier Covered Transactions found in Appendix B. VI. PROPOSAL EVALUATION Respondents' Proposals will be evaluated according to the following listed criteria (see 18-8-204(2), MCA) and weight of each factor: Qualifications of firm(s) - 150 Points Qualifications of proposed personnel - 200 Points Capability to meet time (include present and projected workloads) and budget requirements - 100 Points Proposed method to accomplish the work - 225 Points Related experience on similar projects - 200 Points Location, proximity to the City of Columbia Falls - 75 Points Quality of proposal/Conformance to proposal requirements - 50 Points All Proposals will be evaluated using the following basic scoring methodology: Outstanding/Exceptional response: 90-100% of the available points Good response: 70-90% of the available points Average response: 50-70% of the available points Poor response: 30-50% of the available points Qualifications not clearly met: 0-30% of the available points The City of Columbia Falls reserves the right to narrow the list of responding firms to an appropriate short list. Short-listed firms may be asked to provide a supplemental proposal, interview, or presentation. Scores from the proposals, supplement project proposals (if used), and interviews (if used) will be tabulated to make final selection. VII. COST AND AWARD PROCEDURE The City of Columbia Falls utilizes a "qualifications based" selection process to select the most qualified firm and negotiate a contract with the firm determined to be the most qualified at a price which is determined to be fair and reasonable. Costs will not be discussed until the top ranked respondent has been selected for contract negotiations. The provisions of 18-8-205(1) and (2), MCA, will be applied to the contract negotiations. The City will enter negotiations with the Consultant deemed most qualified as determined through the proposal scoring evaluation procedures described in Article VI. Should a suitable Contract agreement not be reached with the highest rated consultant, the City will enter negotiations with the second highest rated consultant and so forth until an agreement is reached with a qualified firm. The City of Columbia Falls reserves the right to accept or reject any and all qualification statements, or parts of statements; waive technicalities; and to make its decision on the basis of merit, appropriateness, and any other factor. Unless all statements are rejected or the solicitation is canceled, a contract will be awarded to the firm whose qualifications best meet the requirements and criteria set forth in this solicitation with whom a Contract agreement can be reached. By submitting a proposal the Consultant warrants that the firm, nor any of the proposed sub-consultants are on the federal System for Award Management Excluded Parties List. RFP Appendices: City of Columbia Falls,12th Avenue West Roadway and Utilities Improvements Project Preliminary Engineering Report, Rev. 2, February 2021 U.S. Department Of Commerce Form CD-512 Certification Regarding Lobbying Lower Tier Covered Transactions. June 16, 23, 2021 MNAXLP __________________________