1-2024 RFP 18 Forcemain.pdf

PROVO CITY 18” FORCEMAIN

WASTEWATER PIPELINE

Request for Proposals

PR2026001027

MAY 2026

Provo City Public Works Department

Division of Water Resources

1377 S. 350 E.

Provo, UT 84606

(801) 852-7788

Request for Proposals to

Provide Engineering Services for a Provo City

18” Forcemain Wastewater Pipeline

May 2026

The City of Provo (City) is seeking professional engineering services to provide design of an 18” forcemain wastewater pipeline.

Proposals shall be submitted by interested and qualified engineering firms that are capable and experienced in the type of work described in Section III, "SCOPE OF SERVICES," of this Request for Proposals (RFP). Proposals shall be submitted NO LATER THAN 3:00 pm on Tuesday, June 16, 2026, to:

City of Provo Water Resources

1377 South 350 East Provo, UT 84606

Attn: Lane Peirce, PE Office: 801-852-7788

Email: lpeirce@provo.gov

Each proposer shall submit an electronic version (PDF Format) of the Proposal in accordance with Section V of the RFP, including a separate PDF Format electrical submittal for cost estimate.

The electronic submittals shall be (on or via) the State purchasing website Bonfire.

All questions regarding this RFP should be submitted online via Bonfire (purchasing.utah.gov) prior to the deadline for questions (June 11, 10:00 am.)

TABLE OF CONTENTS:

I. INTRODUCTION

II. PURPOSE AND OBJECTIVE

III. SCOPE OF SERVICES

A. Project Management

B. Plan Coordination

C. Specification Coordination

D. Project Bidding

IV. PROCUREMENT PROCESS

A. Procurement Schedule

B. Information Provided by the City of Provo

C. Submission of Proposals

D. Submission of Questions

V. PROPOSAL FORMAT

Qualifications

Work Plan

Project Schedule

Fee Estimate

VI. REVIEW AND EVALUATIONS OF PROPOSALS

A. Overview

B. Evaluation Procedure

VII. AWARD

I. INTRODUCTION

Provo is experiencing growth throughout the City. The West side is seeing agricultural land developed and densification is occurring throughout. To accommodate this growth a new 18” forcemain will need to be constructed beginning from near the intersection of 1120 West 1560

South to the wastewater treatment plant located in East Bay area of Provo. (see attached proposed alignment)

Available Information

II. PURPOSE AND OBJECTIVE

The purpose of this RFP process is to procure a qualified Consultant to design an 18” forcemain from the intersection of 1120 West 1560 South to the existing treatment plant.

a. Develop plan set with the following:

o Cover pages and notes indicating the project and layout.

o Survey Control used to place the forcemain in the correct location in the field.

o Plan Sheets of the pipeline layout identifying horizontal location with relations to other utilities. It is anticipated that easement acquisition will not be necessary.

o Profile Sheets for the pipeline identifying vertical location and other important features.

o Plan Details identifying construction methods.

b. Construction Specifications o Contract Documents that will allow the project to be bid and signed into contract. Including but not limited to Bid Schedule, Award, Notice to

Proceed….

o Detailed specifications describing how the work is going to be constructed.

c. Bidding Project o Stamped plans and specifications that can be bid to contractors.

o Cost estimate for proposed forcemain.

o Aid in bidding project answering questions and selecting contractor.

III. SCOPE OF SERVICES

All proposals shall be submitted electronically to the Bonfire website. Each proposal shall have consists of two separate documents. One describing qualifications and the second separate document with a scope and fee estimate. The cost estimate shall include labor, incidental equipment, material, and expenses. Provide a cost breakdown for each part of the Scope of Services listed below that includes personnel, hours, rates, and total fee. Fee estimates will be opened and evaluated separately upon completion of qualification evaluations. Final scope and fees will be negotiated with the selected consultant after selection has occurred.

A. Project Management

a. Attend Meetings and Prepare Status Reports, Billing and Work Review Identify project milestones and deliverables. Propose a meeting schedule to discuss milestones and present deliverables. Propose a method for providing regular status reports for the duration of the project. Present this information in a work plan and schedule.

B. Plan Coordination

a. Develop complete set of construction drawings. Prepare 50%, 90%, and final drawings. Coordinate plan design with Provo, UDOT, impacted businesses, residents other utility companies, and any other entities necessary that will be affected by pipeline construction. Determine best construction corridor for construction of pipeline. Deliver complete stamped plan set for bidding.

C. Specification Coordination

a. Prepare construction contract documents and specifications and review with Provo for consistency with the plans and to ensure City standards and UDOT standards where applicable are being followed. Deliver complete contract documents and specifications for bidding purposes.

D. Project Bidding

a. Aid the city in bidding the project on Bonfire website. Answer questions, prepare addendums, help select qualified contractor.

E. Construction Management Services

a. Provide construction management services including conformed contract documents, reviewing submittals, parttime construction observation, process pay requests, answer questions and solve problems during construction.

IV. PROCUREMENT PROCESS

A. Procurement Schedule The tentative schedule for selection process is as follows (dates and time frames are subject to change):

PROJECT BENCHMARKS DATE

Request for Proposals available May 19, 2026

RFP Questions due to the City (10:00 am)

June 11, 2026

PROPOSALs due on Bonfire by

3:00pm June 16, 2026

PROPOSAL Evaluation June 16 – June 23, 2026

Selection of Successful Consultant June 24, 2026

Finalize/Execute Agreement July 2026

B. Proposers Responsibility

Proposers are solely responsible for conducting their own independent research, due diligence or any other work or investigation necessary for the preparation of a proposal.

The City of Provo takes no responsibility for the accuracy or completeness of any information, either oral or written, provided during this procurement process. Should a Proposer find discrepancies or omissions in this RFP or other information provided by the City of Provo, the Proposer shall notify the City immediately in writing. If the City believes the information in question is inaccurate or the point in question is not clear, the City will prepare a written addendum to uploaded to the procurement website.

C. Submission of Proposals

All proposals must be submitted online on Bonfire, by 3:00 pm, on the date specified in the schedule shown in Section IV of this RFP. Proposals submitted after that time will not be accepted. An electronic copy of the proposal shall be submitted on Bonfire, a separate sealed Fee Estimate will also be submitted on Bonfire version (PDF Format)

After a proposal is electronically submitted by the City, a Proposer may not correct, modify or withdraw any aspect of the proposal without the approval of the City of Provo, except that the City may waive minor informalities or allow these to be corrected by the Proposer.

A proposal may be modified or withdrawn in person at any time BEFORE the scheduled due date and time of proposals provided a receipt for the withdrawn proposal is signed by the proposer’s authorized representative.

Proposal shall be signed by a person authorized to bind the Consulting firm and the proposal shall state that it is valid for a minimum of ninety (90) days.

D. Submission of Questions

Any questions must be received electronically by the date and time specified in the schedule shown in Section IV, A of this RFP to: Bonfire

Inquiries will be responded to no later than noted in the schedule in Section IV, A. All requests for interpretation or questions must be sent electronically.

V. PROPOSAL FORMAT

Proposals shall be limited to a maximum of 20 single-sided pages (10 double sided pages), not including a cover letter, Table of Contents, and resumes. The proposal shall contain the following sections:

Cover Letter

Table of Contents

QUALIFICATIONS: The proposal shall include the names, offices, addresses, email addresses and phone numbers for Consultant and subconsultant staff that are proposed to be involved in the project. The proposal shall identify in which office(s) the majority of production will occur. The proposal shall include a team members and a listing and biography of key individuals proposed to be assigned to the project any related qualifications, certifications, experience on related and/or similar projects, can be included. The proposal shall clearly indicate who will be the project manager and their qualifications. References for similar projects should also be included with a description of the project, project location and other information the consultant finds pertinent.

Resumes may be included as an appendix to the proposal.

WORK PLAN: The proposal shall include a description of the Consultant’s understanding of the Project. The proposal shall include a statement acknowledging the Scope of Services. At a minimum, this should include a description of proposed technical memoranda and report deliverables. The proposal shall provide a detailed description of the proposed approach to the Project. The description shall include details to implement the tasks described in the Scope of Services. The Consultant is encouraged to provide comments and enhancements to the scope provided in the RFP. The proposal shall include a discussion regarding the Project’s technical issues and the Consultant’s approach to handling these issues. Emphasis should be placed on how the Consultant’s technical approach will promote the Project’s success. The proposal shall include a discussion regarding the Consultant’s management approach, including coordination and monitoring of project schedule, cost, scope, communications, quality control, resources, and other management issues that the Consultant feels should be addressed.

PROJECT SCHEDULE: The Consultant shall confirm that the work can be done within the schedule planned by the City, using the resources proposed by the Consultant, and describe how the proposed staff will meet the resource requirements of the project. The Consultant shall prepare a schedule showing major project tasks, milestones, and deliverables required to complete all work.

The proposed TENTATIVE schedule is as follows:

PROJECT BENCHMARKS DATE

Notice to Proceed July 2026

Deliver Final Design April 2027

Bid TBD

Any proposal extending the dates noted above shall provide description and justification for extending delivery deadline.

FEE ESTIMATE: A fee estimate for the project shall be submitted separately on

Bonfire.

The estimate shall include an estimate of labor hours to conduct and complete each task of the Scope of Services, broken out by each Consultant classification that will be assigned to the Project. A matrix format showing hours and charge rates per personnel classification (management, engineering, technical, drafting, surveying, and support personnel) for each task shall be used.

Compensation will be on a time and materials basis. The estimate shall include the following information:

• Hourly rate listing for those staff to be billed to the project. Billing increments shall not be less than 0.5 hour

• Estimated fee by task

• Types and estimated amount of direct (non‐labor) costs to be billed to the project

VI. REVIEW AND EVALUATION OF PROPOSALS

A. Overview

The firm whose proposal is determined to be most advantageous to the City, at its sole discretion, will be selected for contract negotiation. The City is under no obligation to select a consultant from the proposers who choose to respond to the RFP. The City may, in its sole discretion:

• Reject any proposal or portion of a proposal

• Modify the RFP by addendum

• Cancel or issue a new RFP

• Determine which Proposers are responsible and qualified to provide the subject services

• Request clarifications and additional information throughout any part of the evaluation process

• Contact references provided by the Proposer and such other references as the City may determine appropriate

• Investigate the qualifications of any Proposer (including proposed subconsultants)

• Approve or disapprove of subconsultants in the proposal

• Discontinue negotiations with any Proposer

• Enter into a final agreement with a Proposer with terms that may vary from those contained in the RFP or the proposal

• Evaluate proposals based upon the best interests of the City, including but not limited to, the evaluation criteria contained in this RFP

• Accept other than the lowest cost proposal based upon an evaluation of other aspects of the proposal

• Waive minor informalities, technical inconsistencies or irregularities in any proposal

• Delete any item/requirement from this RFP when deemed to be in City’s best interest

• Select the proposal which it finds most advantageous with or without conducting interviews.

By submitting a proposal in response to this RFP, the Proposer accepts the evaluation process and acknowledges and accepts that determination will require subjective judgments by the City. All information, documentation, and other materials submitted in response to this solicitation are considered non‐confidential and/or non‐proprietary and are subject to public disclosure after the solicitation is completed.

B. Evaluation Procedure

A schedule of the evaluation and selection procedure is included in Section IV of this RFP, subject to revision at the discretion of the City. A review panel will evaluate the proposals submitted per the criteria noted below.

Points

A. QUALIFICATIONS: 30

a. Experience of the firm and subconsultants on similar projects

b. Qualifications & experience of key personnel:

i) Project Manager

ii) Other personnel to be assigned

c. References

B. WORK PLAN: 30

a. Logical well-planned approach

b. Project team organization

c. Quality control and supervision

C. SCHEDULE: 10

a. Complete/Thoroughness/Feasible Schedule

b. Reasonableness of proposed milestones

c. Availability of proposed staff to meet milestones

D. COST PROPOSAL: 30

a. Labor & material rates

b. Hours assigned to each task

TOTAL 100

VII. AWARD

A tentative schedule of award is included in Section IV of this RFP, subject to revision at the discretion of the City. The successful Proposer will be asked to enter into an agreement with the City reflecting the terms and conditions of the proposal based on the City's Standard Professional Services Agreement (Agreement) requirements. A copy of the General Conditions is included in the attachments to this RFP. Award of an agreement is subject to approval by the City administrative staff.

ATTACHMENT A – GENERAL CONDITIONS

SECTION 1: INSTRUCTION TO PROPOSERS

The general rules and conditions which follow apply to all formal solicitations and resulting purchase orders or other awards issued by the PURCHASING DIVISION, unless otherwise specified. Proposer’s or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals, failure to do so will be at the Proposer’s own risk and cannot secure relief on the plea or error.

Disputes or appeals on all proposals or contracts shall conform to Provo City Code 3.02.020.

1.1 FORMS & MAILING OF PROPOSALS

1.1.1 Proposer shall submit their copies of the proposal to the City online in bonfire with all requested information.

1.1.2 All information required by the solicitation must be supplied to constitute a responsive proposal.

1.1.3 Provo City (Owner) reserves the right to reject any and all proposals should the proposal prices and/or any other submissions differ on the copies of the submitted proposal. Owner reserves the right to waive informalities in proposals.

1.1.4 For information pertaining to the proposal preparation contact Lane Peirce, at (801) 852-7788.

1.2 LATE PROPOSALS & MODIFICATIONS OF PROPOSALS

1.2.1 Any proposal modification received after the exact time specified for receipt is considered a late proposal/modification. Late proposal/modifications will not be considered for award.

1.3 WITHDRAWAL OF PROPOSALS

1.3.1 A Proposer may request withdrawal of their proposal under the following circumstances.

a. Proposals may be withdrawn by written request to Owner received no later than the day and hour set for opening of proposals. The proposal will be returned unopened.

b. Requests for withdrawal of proposals after opening of such proposals but prior to award shall be transmitted to the City Purchasing Manager, in writing, accompanied by full documentation supporting the request. If the request is based on a claim of error, documentation must show the basis of the error. Such documentation may take the form of supplier quotations, vendor work sheets, etc. If bid bonds were tendered with the proposal, the Owner may exercise its right to collection.

1.3.2 A Proposer who is permitted to withdraw a proposal shall not supply any material, labor or perform any subcontract or other work agreement for any type of compensation for the person or firm to whom the contract is awarded. A Proposer who is permitted to withdraw a proposal shall not otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted.

1.4 ERRORS IN PROPOSALS

1.4.1 When an error is made in extending total prices, the unit proposal price will govern. Corrections in proposals must be initialed by an authorized representative. Carelessness in quoting prices or in preparation of the proposal will not relieve the Proposer from performance. Proposers are cautioned to recheck their proposal for possible error. Errors discovered after opening cannot be corrected and the Proposer will be required to perform if their proposal is accepted.

1.5 CONDITIONAL PROPOSALS

1.5.1 Conditional proposals are subject to rejection in whole or in part.

1.6 TIME FOR RECEIVING PROPOSALS

1.6.1 Proposals are due by 3:00 PM June 16, 2024 on bonfire

1.7 REVIEW OF PROPOSALS

1.7.1 This is a qualification based selection for professional engineering services. All proposals will be reviewed internally by Provo City staff and graded based on qualification to complete the work outlined. Experience of firm and personnel assigned to the project, training and education in the subject matter, understanding of the scope of work, approach to the work including schedule and strategy for execution, and availability will be some of the parameters taken into consideration

1.7.2 Abstracts or tabulation of proposals received will not be prepared for public distribution.

1.8 ACCEPTANCE / AWARD OF PROPOSALS

1.8.1 All proposals submitted shall be binding for sixty (60) calendar days following the opening date, unless extended by mutual consent of all parties.

1.8.2 Unless otherwise specified by City Purchasing or its representative, Purchasing reserves the right to make award on all items or on all of the items which is in the best interests of the City.

1.8.3 All materials or other items that are purchased or installed by a vendor or contractor that is not an employee of

Provo City are subject to applicable federal excise and/or state sales tax. All bids must be inclusive of applicable federal excise and state sales taxes. Unless otherwise agreed to in writing by Provo City, the payment of applicable excise and/or sales tax is the responsibility of the bidder.

1.9 DULY AUTHORIZED SIGNATURE

1.9.1 Proposal must be signed by a duly authorized officer or agent of the Proposer’s company empowered with the right to bind the Proposer for the amounts estimated and terms proposed. The Proposer must also provide evidence of the authority of the officer or agent to bind the Proposer.

1.10 DISCLOSURE OF PROPOSAL CONTENT

1.10.1 The Government Records Access and Management Act, Code Section 3.13.010 et seq., Provo City Ordinance

(“GRAMA”) states that certain information in the submitted proposal may be open for public inspection. If the Firm desires to have information contained in its proposal protected from such disclosure, the Firm may request such treatment by providing a “written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality” with the Proposal (GRAMA, Code Section 3.13.308, Provo City Ordinance). All material contained in and/or submitted with the Proposal becomes the property of Provo and may be returned only at Owner’s option.

1.11 INDEMNIFICATION

1.11.1 To the fullest extent permitted by law, the Seller shall indemnify and hold harmless Provo City from and against any claims and all liabilities, liens, costs, damages, citations, penalties, fines, attorney’s fees, losses or expenses from whatever nature (collectively “claims”) arising out of or resulting from performance of (or failure to perform) the Work under this agreement, provided that such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of property (other than to the Work itself) including loss of use resulting there from, but only to the extent caused in whole or in part by negligent acts or omissions of the seller, the Sellers sub-contractors, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, damage, loss or expense is caused in part by a party indemnified there under. Such obligation shall not be construed to negate, abridge, or otherwise reduce other rights or obligations if indemnity which would otherwise exist as to a party or person described in this paragraph.

1.12 INSURANCE

1.12.1 Proposer shall provide the following minimum insurance coverage from companies holding a General Rating of "A" or better and a Financial Size of X or better, as set forth in the most current issue of Best's Key Rating Insurance Guide written for not less than the following, or greater if required by law and all such insurance to be primary to any insurance maintained by Owner, shall name Owner as additional insured with waiver of subrogation:

a. The Proposer's Worker's Compensation Insurance shall be written for not less than the statutory limits for the locale of the Project and the Proposer's Employer's Liability Insurance shall be written for not less than $1,000,000. Any officer or owner excluded may not work on city premises.

Proposer shall waive rights of subrogation against the city.

b. The Proposer's Commercial Automobile Liability Insurance shall be written with combined single limits of not less than $1,000,000 each occurrence, including leased, hired non-owned and employee non-owned vehicles. City shall be named as an additional insured. Proposer shall waive rights of subrogation against the city.

c. The Proposer's Commercial General Liability Insurance with contractual liability coverage on occurrence form with limits not less than $1,000,000 each occurrence. Completed Operations insurance must be kept in effect for 2 years after completion of work. City shall be named as an additional insured for ongoing and completed operations. Coverage shall apply on a primary and non-contributory basis. Proposer shall waive rights of subrogation against the city.

d. The Proposer’s Professional Liability for all engineering and design activities shall be written with limits of no less than $2,000,000 each occurrence. Coverage shall be kept in effect 2 years after completion of work.

e. The Proposer shall not commence Work under this Agreement until all of the insurance required herein shall have been obtained by the Proposer. The Proposer shall furnish to the Owner Certificates of Insurance verifying that such insurance has been obtained. Such certificates will provide that Owner will receive at least thirty (30) days prior written notice of any material change in, cancellation of, or non-renewal of such insurance.

1.13 INVOICING

1.13.1 Provo City shall make payment to Proposer for all services performed by Proposer pursuant to this

Agreement. Proposer shall submit a written invoice upon completion and Provo City shall pay the invoice fee within thirty (30) days.

1.12 NON-DISCRIMINATION AND EQUAL OPPORTUNITY

1.12.1 Proposer agrees to comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps and the Americans with Disabilities Act of 1990; (d) the Age Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to the nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (I) any other nondiscrimination provisions in any specific statute(s) applicable to any Federal funding for this Agreement; and (j) the requirements of any other nondiscrimination statute(s) which may apply to this Agreement.

1.13 INTERPRETATION AND ADDENDA

1.13.1 If any prospective Proposer is in doubt as to the true meaning of any part of the RFP, Proposer may submit a written request for an interpretation on Bonfire. The request must be made by June 11, 2026 at 10:00 am. The Owner/Engineer will respond on Bonfire (purchasing.utah.gov). The Owner will not be responsible for any other explanations or interpretations of the proposed documents.

1.13.2 It shall be the Proposer's responsibility to advise the Engineer, before the time specified for receipt of proposals, of conflicting requirements or omissions of information which require clarification. Those questions not resolved by addenda shall be listed in the space provided on the proposal form, together with statements of the basis upon which the proposal is made as affected by each question.

1.14 STATEMENT ON IMMIGRATION STATUS

1.14.1 All contractors, including sub-contractors, are reminded of the requirements of Utah Code Annotated 63G-12-

302. Provo City is prohibited from entering into any contract for the performance of services with any party who does not provide the City with proof of registration and participation in a federally approved immigration status verification system. Failure to provide proof may be grounds for rejection of a successful proposal.

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