WWTP Facility Plan Update Request for QualificationsCITY OF KALISPELL
REQUEST FOR QUALIFICATIONS
WASTEWATER TREATMENT PLANT (WWTP) FACILITY PLAN UPDATE
I - 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 Wastewater
Treatment Plant Facility Plan.
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, January 15, 2018.
1.3 Questions pertaining to the RFQ or selection process should be directed to Susie Turner, Public
Works Director, at 758-7852 or sturner@kalispell.com. Other Public Works staff will not be available to
respond to individual inquiries.
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 work after the selection.
2.1 Facility Plan Update Background and Description
The 2008 Kalispell Wastewater Treatment Plant Facility Plan provides a goal for facility improvements
of the treatment plant systems and new improvements to meet future development demands. 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, some of the improvements have been
completed. As new permit regulations are mandated, development demands are forecasted, and existing
aging facilities falter, a WWTP facility plan update is required to once again ensure the planning,
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projects, and management of the Wastewater Treatment Plant meets sustainability goals to service the
community of Kalispell.
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.
2.2.1 Common Tasks for each Facility Plan Update (FPU)
1. Utilize and build upon the existing information provided in the 2008 Wastewater Facility Plan
Update, Solids Handling Update Recommendation, and the 2017/2018 Water and Sewer
Collection Facility Plan Updates.
2. Review and update the general information for the planning and service areas. The planning and
service area for the update will match the City's adopted Annexation Boundary as described in
the Kalispell Growth Policy and defined in the 2017/2018 Water and Sewer Collection Facility
Plan Updates.
3. Collect and review data available within the City's Public Works and Planning Department.
4. Participate in City Council work sessions and public informational meetings.
5. Review current regulation analyze, and detail optimum paths or alternatives to meet regulatory
standards for the next twenty years.
6. Analyze WWTP as follows:
a. Review existing facility and recommend needed improvements for faltering equipment or
treatment methods for present and future demands.
b. Analyze and identify overall system deficiencies in relation to present and future
demands.
c. Identify current capacity, utilization, deficiencies and reserves for facility operations to
meet regulatory requirements. Collaborate with city staff and recommend a critical path
to maintain permit compliance for a minimum of 20 years.
d. Recommend strategic system improvements to achieve optimal operations of the WWTP
to service present and future sewer demands.
e. Identify projects necessary to ensure full compliance with public laws and regulations.
7. Update the capital improvement program (CIP) based on the analysis and recommendations. The
CIP will prioritize and estimate capital project costs for strategic facility replacements and
improvements in order to meet new growth demands and permit compliance for the next 20
years. The CIP will incorporate, prioritize, and schedule improvement recommendations into an
overall tabulated CIP recommendation.
8. Prepare draft and final WWTP facility plan report for a designated planning period.
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2.3 Estimated Project Timetable
1. Selection of Professional Service Provider - January 2018
2. Contract Award and Negotiations — February 2018
3. Wastewater Treatment Plant Facility Plan Update - Notice to proceed February and completed
by December 2018.
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
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 and information with similar projects. For each project, provide the
following information:
1. Wastewater Treatment Facility Plans, relative to the Kalispell Treatment Plant.
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 role as it relates to services required
for Kalispell's Wastewater Facility Plan Update.
4. Modeling and analysis of similar wastewater treatment plants, and preferred software.
5. Design experience with Montana Department of Environmental Quality regulations
regarding similar wastewater treatment plants.
6. Knowledge, coordination and implementation of the Montana Department of Environmental
Quality permitting requirements.
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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)
1. Describe your understanding of the current needs of the City of Kalispell for the professional
services being requested.
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 (30 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 services 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, and the project staff member performing said tasks.
4. Describe a proposed time schedule of work with key milestones and product deliveries.
3.3.6 Other Factors (5 points)
1. Current contracts and ability to proceed promptly.
2. Relevant factors impacting the quality and value of service.
3. Firm's record of commitment to professional service budgets 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 201 First
Avenue East, (PO Box 1997, 59903) Kalispell, Montana, by 5:00 p.m. local time, January 15, 2018.
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.
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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 (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 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.
SOQ due: January 15, 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.
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5.7 Contact Susie Turner, Public Works Director, at 758-7852 regarding questions for this Request for
Qualifications.
5.8 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: December 10, 2017
January 7, 2018
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