Water and Sewer Facility Plan Update and Infrastructure Request for QualificationsCITY OF KALISPELL
REQUEST FOR QUALIFICATIONS
WATER AND WASTEWATER COLLECTION FACILITY PLAN UPDATES
WATER SYSTEM INFRASTRUCTURE IMPROVEMENT PROJECTS
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 complete an update of the 2008 Water and
Wastewater Collection Facility Plan and provide professional engineering services including analysis,
design, and construction engineering for water infrastructure improvements for a new well, transmission
main, and water tower as designated in the water facility update.
1.2 The Statement of Qualifications (SOQ) must be received by the City Clerk at 201 First Avenue
East, Kalispell, Montana, by 5:00 p.m. local time, March 20, 2017.
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 A pre -submittal conference for the SOQ will be held at 201 First Avenue East, Kalispell, MT on
March 6, 2017 at 3 p.m. City staff will discuss the scope of work, general contract issues, and respond
to questions from the attendees. Because staff will not be available to respond to individual inquiries
regarding the project scope outside of this pre -submittal conference, attendance at this pre -submittal
conference is highly recommended.
1.7 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 work after the selection.
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2.1 Facility Plan Update Background and Description
The 2008 Kalispell Water and Wastewater Collection Facility Plans provide a goal for infrastructure
improvements of the existing utility 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, many of the improvements have been
completed and 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 aging infrastructure falters,
facility plan updates are required to once again ensure the planning, projects, and management of the
utility systems meet sustainability goals to service the community of Kalispell.
Kalispell has models for both the water distribution and wastewater collection systems. The water
distribution system model was updated in 2015 using WaterCAD software by Haestad. The wastewater
collection system model was updated in 2014 using SewerGems software by Bentley. Both models will
be made available to the successful professional service provider.
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.
The City has identified, planned, and allocated funds for the completion of a new water source in
Section 36 located next to the Flathead 911 Emergency Communications Center. The planning and
design for the water system improvement will require utilization of the updated modeling; property,
topographic, and utility surveys; submittals to governmental agencies; and design of a water pumping
facility and transmission mains meeting public agency standards.
Additionally, the City requires professional services for the planning, design, and construction of future
water improvements including a water storage facility and transmission mains in the City's upper
pressure zone. The planning, design, and construction of for the water system improvements will require
utilization of the updated modeling; analysis for the optimum location and operation; possible easements
and land acquisition; property, topographic, and utility surveys; submittals to governmental agencies;
design of the recommended storage facility and transmission mains meeting public agency standards;
and the engineering oversight during construction.
2.2 Required Scope of Services
The preliminary scope of work involved for this project is outlined in the sections below. Additional
tasks and work elements may be added during contract negations. It is also possible that tasks or
elements could 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.
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2.2.1 Common Tasks for each Facility Plan Update (FPU)
1. Utilize and build upon the existing information provided in the 2008 Water and Wastewater
Collection Facility Plan Updates, 2016 South Kalispell Water and Sewer Facility Plan Update,
Summary Report of Kalispell's Water Rights, and the Westside Interceptor Engineering Report.
2. Review and update the general information for the planning and service areas.
3. Identify potential expansion areas based on past and projected patterns of community growth and
development.
4. Collect and review data available within the City's Public Works and Planning Department.
5. Participate in City Council work sessions and public informational meetings.
6. Prepare draft and final facility plan reports for a designated planning period.
2.2.2 Water Facility Plan Update
1. Analyze the last ten years of metered water consumption and production output data and update
the water use characterization.
2. Analyze the overall condition of the water system.
3. Analyze and identify overall system deficiencies in supply, storage, distribution or other areas
related to present and future demands.
4. Analyze current water rights and develop recommendations for expansion or adjustment.
5. Update the City's models as needed and prepare model simulations for existing and future
conditions. Deliver all electronic modeling files to the City. The City is open to alternative
modeling software if benefits can be identified and warranted by the consultant.
6. Utilize the updated water model to:
a. Perform fire flow analyses and identify pipe segments in the existing distribution system
failing to meet minimum flow standards. Recommend strategic system improvements to
achieve minimum fire flow standards.
b. Analyze existing and future demand storage and distribution operations and capacities for
each pressure zone. Recommend strategic system improvements to achieve optimal
operations of the water system to service existing and future water demands.
c. Identify projects necessary to ensure full compliance with public laws and regulations.
d. Recommend planning values for average day per capita water use, max day water use and
peaking factors.
7. Update the capital improvement program (CIP) based on storage and distribution analysis,
infrastructure condition, criticality, and priority. The CIP will prioritize and estimate costs for
strategic water main replacement and repairs, new water main construction, and capital
improvement projects to improve water system sustainability; meet new growth demands and
reduce risks to the current water system's level of service. The CIP will incorporate and
schedule improvement recommendations into an overall tabulated CIP recommendation.
2.2.3 Wastewater Collection Facility Plan Update
1. Analyze the overall condition of the wastewater collection system and the current flows.
2. Review existing lift stations and recommend needed improvements.
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3. Update the City's model as needed and prepare model simulations for existing and future
conditions. Deliver all electronic modeling files to the City. The City is open to alternative
modeling software if benefits can be identified and warranted by the consultant.
4. Utilize the updated wastewater collection model to:
a. Analyze and identify overall system deficiencies in relation to present and future
demands. Identify current capacity, utilization, bottlenecks, deficiencies and reserves for
trunk lines and lift stations.
b. Analyze and identify new conveyance and lift station capital improvements within the
planning area.
c. Recommend strategic system improvements to achieve optimal operations of the
wastewater collection system to service existing and future sewer demands.
d. Identify projects necessary to ensure full compliance with public laws and regulations.
e. Recommend design values for average day per capita use and peaking factors.
5. Evaluate past and current City efforts to reduce infiltration and inflows, and recommend
additional actions.
6. Update the capital improvement program (CIP) based on the wastewater collection system
analysis, infrastructure condition, and criticality. The CIP will prioritize and estimate costs for
strategic wastewater conveyance and lift station replacement, upsizing, repairs, new conveyance
and lift station construction, and capital improvement projects to improve the wastewater
collection system sustainability, in order to meet new growth demands and reduce risks to the
current level of service. The CIP will incorporate and schedule improvement recommendations
into an overall tabulated CIP recommendation.
2.2.4 Water System Improvements — Section 36 Well and Storage Tank
Section 36 Well: The City is adding a Municipal well, "Section 36 Well", to the Kalispell Public Water
Supply. Section 36 Well was an existing irrigation well and accorded to the City by DNRC in following
City Subdivision Regulations. The water rights have been officially change to a Municipal Water Right
and the well was pump tested to accommodate flows up to 2,000 GPM.
1. Perform a detailed engineering report, design, and cost estimate for the connection of a new
pump and water facility into Kalispell Public Water Supply (PWS).
2. Coordinate and implement all permitting and public/private agency requirements.
3. Prepare engineering designs, SCADA control improvements, drawings, specifications, DEQ
submittals, and contract and bid documents.
4. Administer bids for construction, as required, including such items as preparations of bid
documents, pre -bid meetings, review of bids, and recommendation for award.
5. Provide construction management as deemed necessary by the City
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Water Storage Facility: The Water Facility Plan Update (FPU) is anticipated to identify the need for a
new water storage facility in the City's upper pressure zone. Upon completion of the FPU analysis and
a determination recommending a new storage facility, supplemental professional services will be
required for planning, design and construction.
1. Perform a detailed Engineering report containing technical and economic assessments related to
the optimum location, type, size, facilities, and estimated cost of the water improvements to meet
the needs of a new water storage facility as recommend in the FPU.
2. Identify land ownership and perform necessary land acquisitions for optimum location of the
improvements.
3. Coordination and implementation of all permitting and public/private agency requirements.
4. Prepare engineering designs, drawings, specifications, DEQ submittals, and construction bid
documents.
5. Review funding strategies and perform task associated with grants and loans as deemed
necessary by the City.
6. Administer bids for construction, as required, including such items as preparations of bid
documents, pre -bid meetings, review of bids, and recommendation for award.
7. Provide construction management as deemed necessary by the City.
2.3 Estimated Project Timetable
1. Selection of Professional Service Provider - March 2017
2. Contract Award and Negotiations - April 2017
3. Water Facility Plan Update - Notice to proceed May of 2017 and completed by December of
2017.
4. Section 36 Well -Notice to proceed May of 2017. Design and bid documents completed by
December of 2017, advertise for bids in January of 2018, and construction starting in spring of
2018.
5. Wastewater Collection Facility Plan Update - Notice to proceed in September of 2017 and
completed by June of 2018.
6. Storage Tank - Notice to proceed with design in January of 2018, or as determined in the Facility
Plan Update.
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.
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3.3 Qualifications Criteria
3.3.1 General Information
1. Description of company
2. Lead firm's primary and secondary contact information
3. Legal company organization; organization chart with names
4. List of applicable Montana licenses
3.3.2 Relevant Company Experience (30 points)
Describe the firm's experience with similar projects. For each project provide the following
information:
1. Water and Wastewater Collection Facility Plans, project design and/or construction costs if
applicable (include data on change orders as a percent of the original budget).
2. Ability to maintain and meet 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:
i. Modeling and analysis of water and wastewater collection systems, and preferred
software.
ii. Preliminary planning, modeling, design, optimum location determination and costs
for similar FPU and water improvement facilities.
iii. Land and easement acquisition experience.
iv. Coordination and implementation of permitting and public/private agency
requirements including Montana Department of Environmental Quality.
v. GPS Surveying and experience with drafting software including AutoCAD.
vi. Analysis of public water supply, sizing and design of similar water improvements
including PWS pump/well facilities and storage facilities.
vii. Construction management.
3.3.3 Company Qualifications (10 points)
1. Describe the company's history in the industry. Provide resumes of key personnel in
Appendix A.
2. Briefly describe certifications and license held by the company in the state of Montana.
3. 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.
4. A minimum of three referrals and references from other municipalities or local governments.
3.3.4 Contract Understanding and Approach (25 points)
Describe your understanding of the current needs of the City of Kalispell for the professional
services being requested.
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2. Identify and discuss any potential difficult issues your company may face in providing
services for the City of Kalispell.
3. Identify and discuss methods to mitigate these difficulties.
3.3.5 Approach to Contract Management (25 points)
1. Present a brief description of how the firm intends to organize and conduct the project.
2. Describe your company's approach in initiating and establishing the service that meet the
needs and requirements of the City.
3. 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.
4. Describe a proposed time schedule of work with key milestones and product deliveries.
3.3.6 Other Factors (10 points)
1. Provide the firm's record of commitment to schedule as demonstrated on past projects.
2. Current contracts and ability to proceed promptly.
3. Relevant factors impacting the quality and value of service.
4. Firm's record of commitment to professional service budgets as demonstrated on past
proj ects.
4 - SUBMITTAL REOUIREMENTS
4.1 The SOQ shall include a one -page cover letter plus a maximum of twenty (20) 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 201 First
Avenue East, Kalispell, Montana, by 5:00 p.m. local time, March 20, 2017.
4.3 Failure to comply with the following criteria may be grounds for disqualification:
1. Receipt of submittal past 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 Project Evaluation Committee will evaluate each Statement of Qualifications (SOME) according to
the above criteria, as well as past performance evaluations, and select up to three finalists that will be
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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 instructions by 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.
Pre -submittal conference: March 6, 2017 at 3 p.m.
Lower Level Conference Room -Kalispell City Hall
SOQ due: March 20, 2017 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 fees in its evaluation of qualifications.
Publication Dates: February 26, 2017
March 12, 2017
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