Infrastructure Improvements at Kidsports Request for QualificationsCITY OF KALISPELL
REQUEST FOR QUALIFICATIONS
ENGINEERING CONSULTANTS FOR KIDSPORTS INFRASTRUCTURE
IMPROVEMENTS
1 - GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA 7-5-4301(2)(a)., the City of Kalispell seeks to
procure a qualified professional consulting engineer to perform analysis, design and construction
services for infrastructure improvements at the Kidsports Recreational Complex.
1.2 The Statement of Qualifications (SOQ) must be received by the City Clerk at (physical
address) 201 First Avenue East, (mailing address) PO Box 1997, Kalispell, Montana, 59903 by
5:00 p.m. local time, March 29, 2016.
1.3 Questions pertaining to the selection process should be directed to Susie Turner, Public Works
Director, at 758-7852 or sturner@kalispell.com.
1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to this
Request for Qualifications (RFQ) will be in the form of an addendum, which will be furnished to all
registered RFQ holders.
1.5 The City of Kalispell 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.
1.6 The Service Provider will be selected on the basis of demonstrated competence and qualification
for the type of services required, and thereafter the City will negotiate the services agreement with
what it deems to be the most qualified company.
2 - ANTICIPATED SCOPE OF WORK
After being selected, the Professional Service Provider will execute a services agreement with the
City to provide the scope of work set forth below. The Professional Service Provider and the City
shall negotiate the exact scope of practice after selection.
2.1 Project Background and Description
The City of Kalispell in coordination with Kidsports Association applied for and received a youth
recreational grant from the Montana Department of Commerce for infrastructure improvements at
the Kidsports Recreational Complex. The grant allows for funds to be spent on design and
construction of infrastructure improvements for water, sewer, irrigation, roads, and parking facilities.
The proposed project at Kidsports involves the construction of infrastructure necessary to support
the development of eight new playing fields (seven muti-purpose and one Babe Ruth Baseball field).
The project infrastructure includes, but may not be limited to:
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• Irrigation system mains, valves, services, and heads to water the new fields from both an
existing well and the public water supply
• Water main extension for service to new facilities, drinking fountains, and fire flows (as
dictated by the fire code and Kalispell Fire Department)
• Sewer system and main extensions for service to facilities
• Stormwater management system
• Access roads, parking lot areas, approach connections to local and state roads
A preliminary layout is provided as Exhibit A.
2.2 Required Services
The services to be provided for this project shall include, but are not necessarily limited to:
1. Prepare infrastructure engineering reports, designs, drawings, specifications, DEQ
submittals, permit submittal, construction documents, and oversite as required for the
infrastructure improvements to meet city, state, and federal design and construction
standards, and the Montana Department of Commerce Grant requirements.
2. Coordination and implementation of all permitting and public/private agency requirements.
3. Administer bids for construction, as required, including such items as preparations of bid
documents, pre -bid meetings, review of bids and submittals, and recommendation for award.
4. Provide construction management as deemed necessary by the City.
3 - STATEMENT OF QUALIFICATIONS SELECTION CRITERIA
3.1 The 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.
3.2 Cover Letter (1-page) containing at a minimum: Company name, contact name, address, fax
number, and email address.
3.3 Qualifications Criteria
3.3.1 General Information
a. Description of company
b. Lead firm's primary and secondary contact information
c. Legal company organization; organization chart with names
d. List of applicable Montana licenses
3.3.2 Relevant Company Experience (40 points)
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Describe the firm's experience with similar projects. For each project provide the
following information:
1. Project design and construction costs (include data on change orders as a percent
of the original budget).
2. Ability to maintain and meet the schedule established in a professional contract
(include data on proposed work completion dates and actual timeline
achievements).
3. Key project staff members (still with the firm) and their project role.
4. Statement of experience with the following for similar types of projects:
i. Coordination and implementation of permitting and public/private agency
requirements including Montana Department of Transportation, Montana
Department of Environmental Quality, and the City of Kalispell
ii. GPS Surveying and experience with drafting software including AutoCAD
iii. Sizing and design of water, sewer, storm water, and irrigation utility
systems
iv. Access roads, parking lots, and approach connection design, and traffic
analysis
v. Administration of bids for construction, as required, including such items
as preparation of bid documents, pre -bid meetings, review of bids and
submittals, and recommendation for award
vi. Construction management
5. Project design and construction oversite in coordination with Department of
Commerce grant funds.
6. List and briefly describe the professional services the company provides to 3-5
other jurisdictions and the length of time the services have been provided.
7. A minimum of three referrals and references from other municipalities or local
governments.
3.3.3 Company Qualifications (10 points)
a. Describe the company's history in the industry. Provide resumes of key personnel in
Appendix A.
b. Briefly describe certifications and licensure held by the company in the state of Montana.
3.3.4 Contract Understanding and Approach (20 points)
a. Describe your understanding of the current needs of the City of Kalispell for the
professional services being requested.
b. Identify and discuss any potential difficult issues your company may face in providing
services for the City of Kalispell.
c. Identify and discuss methods to mitigate these difficulties.
3.3.5 Approach to Contract Management (20 points)
a. Present a brief description of how the firm intends to organize and conduct the project.
b. Describe your company's approach in initiating and establishing the service that meet the
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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 tasks.
d. Describe a proposed time schedule of work with key milestones and product deliveries.
Firm's record of commitment to schedule as demonstrated on past projects.
e. Provide the firms capacity and intent to proceed without delay if selected for this
contract.
3.3.6 Other Factors (10 points)
a. Current contracts and ability to proceed promptly.
b. Relevant factors impacting the quality and value of service.
c. Firm's record of commitment to budget as demonstrated on past projects.
4 - SUBMITTAL REQUIREMENTS
4.1 The SOQ shall include a one -page cover letter plus a maximum of fifteen (15) pages to address
the SOQ criteria specified in Section 3 (excluding resumes). Table of Contents and section divider
pages do not count towards the total page count.
4.2 Six copies of the Statement of Qualifications must be submitted to the City Clerk at (physical
address) 201 First Avenue East, (mailing address) PO Box 1997, Kalispell, Montana, 59903 by
5:00 p.m. local time, March 29, 2016.
4.3 Failure to comply with the following criteria may be grounds for disqualifications:
1. Receipt of submittal by the specified cut-off date and time.
2. The number of originals and/or copies of the submittal specified.
3. Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2" x 11") with
criteria information will be counted. Pages that have photos, charts and graphs will be counted
towards the maximum number of pages.
4.5 Faxed materials will not be considered.
5 - SELECTION PROCESS AND SCHEDULE
5.1 A 5-member Project Evaluation Committee will evaluate each Statement of Qualifications
(SOQ) according to the above criteria, as well as past performance evaluations, and select up to three
finalists that will be Short Listed for the contract. The Evaluation Committee will 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 Project Evaluation Committee for interviews. The purpose of
the interview will be to expand on the information provided in the SOQ, not to repeat information
already provided. Those firms selected for the Short List will be provided additional instruction by
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the City. Those firms not selected for further consideration will be notified.
5.2 The following tentative schedule has been prepared for this project. Firms interested in this
project must be available on the interview meeting date.
SOQ due: March 29, 2016 at 5:00 p.m.
Firms notified for interview: TBD
Interviews: TBD
5.3 Following the evaluation and interviews (if needed), the Project Evaluation Committee will
determine a ranking for each Short List firm based on the published criteria in 3.3 of this RFQ.
Consideration will be given to both the written Statement of Qualifications and any oral
presentations or interviews. No other factors or criteria will be used in the qualification ranking.
5.4 The highest ranked firm will be recommended to the City Manager and City Council for contract
award.
5.5 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.
5.6 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.
5.7 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 fee in its evaluation of qualifications.
Publication Dates: March 13, 2016
March 20, 2016
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City of Kalispell
Aimee Brunckhorst, CMC
City Clerk & Communications Manager
Exhibit A
Proposed
2015 Expansion
Kidsports Master Plan - W 2.
Kalispell, Montana Scale
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