Town of Philipsburg

Philipsburg, Montana

 

Request for Proposals – Engineering Services

Request for Proposals

 

PUBLIC NOTICE

 

REQUEST FOR ENGINEERING SERVICES PROPOSALS

TOWN OF PHILIPSBURG

 

The Town of Philipsburg ("Town") is requesting proposals for the provision of professional engineering services in connection with the design and construction of improvements to the Town’s wastewater treatment infrastructure.  Those improvements are contemplated at this point to include an aerated lagoon, aerated rock filter, UV disinfection, a possible lift station and possible relining of existing lagoon structure(s).  The professional services required may include, but not be limited to surveying, engineering design, permitting, coordination, project management, and inspection.

 

The funding for the project will likely consist of local funds, Montana Coal Endowment Program (MCEP) funds and American Rescue Act (ARPA) funds.  A separate component of the project, not related to this RFP, is funded by the Renewable Resource Grant and Loan Program (RRGL/RDG).

 

Further information concerning this Request for Proposals and the submission requirements is available from Reed Speegle, Town Clerk, Town of Philipsburg, (406) 859-3821. To be considered, completed proposals must be directly submitted to the Town of Philipsburg, ATTN: Reed Speegle, Town Clerk, 104 South Sansome Street, Philipsburg, MT, 59858 by 5:00 p.m. (local time) on November 12, 2021.  All proposals must contain the requested information and be plainly marked “Wastewater Improvements Project Proposal.”  Five (5) paper copies and at least one electronic copy must be submitted.  The street address is as set forth above and the Town’s mailing address is P.O. Box 339, Philipsburg, MT  59858.  Please note that one-day mail or express delivery is not available in Philipsburg. Neither faxed proposals nor proposals received after the deadline set forth above will be considered.

 

Further information may be found on the Town of Philipsburg’s website www.townofphilipsburgmt.com, or by contacting Reed Speegle Town Clerk and Treasurer.

 

This Request for Proposals does not commit the Town to enter into any agreement, or to pay any expenses incurred in the preparation of any response to this request, or procure any contract for services or supplies.  The Town reserves the right to waive any formalities and to reject any or all proposals if it is the best interest of the Town to do so.

 

Town of Philipsburg

Reed Speegle, Clerk

P.O. Box 339

Philipsburg, MT  59858

(406) 859-3821

 

PUBLICATION DATES:  October 21 and 28, 2021

Philipsburg Mail Newspaper

 

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Table of Contents                                                Page Number

 

Introduction and Purpose of Solicitation          3 -4

 

Selection Process                                                4

Proposal Instructions                                          4

 

Qualification Questionnaire                                 5 – 6

Scoring Criteria                                                     7

 

Withdrawal of Proposal                                        7

 

Contract Terms                                                      7

 

Anticipated Schedule of Events                            7

 

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INTRODUCTION AND PURPOSE OF SOLICITATION

 

Thank you for your interest.  Please consider the contents of this document our request for your proposal to provide professional engineering services in connection with contemplated improvements to the Town of Philipsburg’s (“Town’s) existing wastewater treatment system.  The contemplated Wastewater Improvement Project will involve the design and construction of an aerated lagoon, aerated rock filter, UV disinfection, possible lift station, and possible relining of the existing storage lagoon.  Potential additive alternatives to the project include the following:

 

  • Design and construction of a small treatment cell in the sludge drying area.

  • Headworks’ screening system design and construction.

  • Possible design and construction of continuous flow monitoring device for Cell 1.

 

The scope of professional engineering services may include (but not be limited to) surveying, engineering design, construction management services, inspection, coordination and permitting with all necessary regulatory agencies.  The contemplated scope presently includes the following:

 

  • Work closely with the Town staff to confirm design criteria for the project;

  • Produce a detailed topographical survey for the project in the event that existing information is lacking, depicting important features, utilities, etc.;

  • Conduct (subcontract) soil investigations, only as necessary, to make structural decisions.

  • Prepare preliminary design drawings for discussion sufficient to accurately depict the project to the Town Council and members of the public.

  • Prepare preliminary cost estimates of construction costs for the project, including time lines of delivery for any equipment needed.

  • Upon approval of the preliminary design, production of final documents for approval including a complete set of construction documents including, but not necessarily limited to, construction grade drawings, written specifications, and final cost estimates.

  • Assistance to the Town with respect to the administration of the public bidding process for any necessary construction services, including coordination with the Town Council schedule.

  • Provide construction administration services necessary to confirm that the project is constructed and installed in a manner that complies with the approved plans and specifications.

  • Provide the Town with electronic copies of documents generated during the design and construction of the project along with any as-built surveys or other documents pertaining to the completed project.


The selected firm will be required to work with the Town’s existing SCADA system to integrate any improvements with the Town’s existing technology.

 

Further information concerning this Request for Proposals and the submission requirements is available from Reed Speegle, Town Clerk, at (406) 859-3821.  To be considered, completed proposals must be directly submitted to the Town of Philipsburg, ATTN: Reed Speegle, Town Clerk, 104 South Sansome Street, Philipsburg, MT, 59858 by 5:00 p.m. (local time) on November 12, 2021.  All proposals must contain the requested information and be plainly marked “Wastewater Improvements Project Proposal.”  Five (5) paper copies and at least one electronic copy must be submitted.  The street address is as set forth above and the Town’s mailing address is P.O. Box 339, Philipsburg, MT  59858.  Please note that one-day mail or express delivery is not available in Philipsburg. 

 

This Request for Proposals does not commit the Town to enter into any agreement, or to pay any expenses incurred in the preparation of any response to this request, or procure any contract for services or supplies.  The Town reserves the right to waive any formalities and to reject any or all proposals if it is the best interest of the Town to do so.

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SELECTION PROCESS

 

Proposals will be opened by the Town Council at its Regular Meeting on November 16, 2021 and evaluated by the Council thereafter.  An interview process may follow if necessary and, following the Council’s evaluation (and any possible interviews), the Town may, in its discretion, either select a Proposer and negotiate the terms of a contract with that Proposer in accordance with 18-2-205, MCA or not select any Proposer.

 

PROPOSAL INSTRUCTIONS AND REQUIREMENTS

 

To be considered, the proposals must include the specific information requested in the following Qualification Questionnaire.  Any proposals that do not include the information requested in the Qualification Questionnaire will be deemed INCOMPLETE and not considered by the Town.

 

Proposers must provide five (5) paper copies and at least one (1) electronic copy of their Proposal. To be considered, all Proposals must be submitted no later than 5:00 p.m. (local time), November 12, 2021 to the following:

 

Town of Philipsburg

Reed Speegle, Clerk

P.O. Box 339

Philipsburg, MT  59858

(406) 859-3821

 

Proposals received after that date and time will not be considered.  Faxed proposals will not be considered.

 

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QUALIFICATION QUESTIONNAIRE

 

 

 

Name of Firm:                                                                                               

                                    ______________________________________________

                                    ______________________________________________

 

 

Submitting Principal:    ___________________________________

 

 

 

Montana License No:    ____________________________________

 

1.         Please provide a brief profile of your Firm, including the year in which the Firm was established, the location of its offices and its size.  Please specifically identify the office location that will be responsible for providing the services called for under this Request for Proposals.

 

 

2.         Please identify and provide a brief resume of the key personnel expected to be responsible for providing the services called for under this Request for Proposal.  This section should identify each individual by name, title, anticipated responsibility, years of experience with the Firm, education, professional registration/licensure and any other experience and qualifications relevant to this Request for proposal.

 

 

3.         Please provide information demonstrating your Firm's capability to meet time and project budget requirements attendant to the general forms of services being solicited under this Request for Proposal.

 

 

4.         Please provide information identifying the number of wastewater treatment facility and/or other public construction projects that your Firm has been involved with and describing the specific nature of your involvement with each of those projects.  The information should include identification of the project and owner, location, a brief description of the type and extent of services provided, completion date, total cost of the completed project and that portion of the cost for which your Firm was responsible.

 

 

5.         To the extent not provided in response to Question 4 above, please provide information demonstrating your Firm’s experience with aerated treatment lagoons followed by aerated rock filters with UV disinfection.  This information should include details on up to four (4) prior projects of this type, with those details including community size, location and construction cost.

 

 

6.         In the context of the projects identified in response to Questions 4 and/or 5 above, please provide information demonstrating your Firm's capability to meet the time and project budget requirements established at the outset of those projects.

 

 

7.         Please provide information outlining your Firm's current workload and projected workload for the time period covered by this Request for Proposals.  The Town is presently operating under an Administrative Order of Consent with MT DEQ and intends to have this project completed in 2022 if at all possible.

 

 

8.         Please identify, for contact reference purposes, at least three (3) individual Owner Representatives and at least three (3) individual Contractor Representatives with whom your Firm has worked in providing services of the nature being solicited under this Request for Proposal.  This information should include their name, title, phone number, and project name.

 

9.         Please provide information demonstrating the existence of your Firm's professional and general liability insurance coverage, and the amounts of those respective coverages.

 

 

SCORING CRITERIA

 

30%     --          Qualifications of Firm and personnel to be assigned

 

25%     --          Capability to meet time and project budget requirements

 

35%     --          Related experience on similar projects

 

5%       --          Present and projected workloads

 

5%       --          Location of Firm office and personnel to be assigned

 

 

WITHDRAWAL OF PROPOSAL

 

A Proposer may withdraw its proposal by submitting a written request for withdrawal to the Town, signed by an authorized representative, no later than 5:00 P.M., November 16, 2021.

 

CONTRACT TERMS

 

The Town will negotiate the terms of a contract for the provision of these services with the successful Proposer in accordance with 18-2-205, MCA, and such contract will be in a format and structure to be approved by the Town.  The provision of various forms and/or stages of services may be contingent upon funding, and the contract will be terminable for the convenience of the Town.  In the event that the Town is unable to negotiate a satisfactory contract with the successful Proposer, negotiations will be terminated and another Proposer will be selected.

 

Anticipated Schedule of Events

 

RFP Released:                                                  October 21, 2021.

 

Proposals due 5:00 p.m. (local time)             November 12, 2021                 

(Five (5) paper / one (1) electronic)

 

Opening / Initial Review                                  November 16, 2021

 

Conduct Interviews (if necessary)                  November 2021

 

Selection of Proposer                                      On or before December 7, 2021

(Town Council Action)