REQUEST FOR PROPOSAL

FOR

STORM DRAIN MASTER PLAN UPDATE

AND

ASSOCIATED CAPITAL IMPROVEMENTS PLAN UPDATE

AND

ASSOCIATE IMPACT FEE FACILITY PLANS

AND

ASSOCIATED IMPACT FEE ANALYSIS

AND

STORM DRAIN USER RATE STUDY

Santaquin City is seeking to retain the services of a consulting engineering firm or team of firms to create a city-wide updated Storm Drain Master Plan (SDMP) with an associated Capital Improvements Plan (CIP), Impact Fee Facilities Plan (IFFP), Impact Fee Analysis (IFA), compliant with the State of Utah Impact Fee laws and a Storm Drain User Rate Study.

The SDMP update will include developing an updated computer model of the overall storm drain and watershed areas directly and/or indirectly affecting the City as well as the existing, localized, limited storm drain system(s) within the City. Additionally, the SDMP update will provide an evaluation of the existing system for deficiencies, identifying projects for upgrading the overall storm drain system to remedy any deficiencies, to prevent flooding and property damage, and to accommodate future growth and expansion in a prioritized manner.

The SDMP update will also include existing and future (theoretical buildout) system maps, capital project costs and timing estimates and recommendations for appropriately funding the needed infrastructure.

The CIP will consolidate, summarize, and prioritize all necessary infrastructure projects identified in the SDMP and provide a determination on what percentage of each project cost is attributable to existing conditions and what portion is attributed to future growth. It is expected that both the MP and the CIP will be used in preparation of the associated IFFP and IFA and the user rate study. The updated CIP need not be separate from the updated Master Plan and can be integrated therein as the firm sees fit. It is anticipated that the updated IFFP and updated IFA and rate study would be separate documents from the updated Master Plans. Any cost related to the rate study shall be billed separately as it will not be funded by impact fees.

The IFFP and IFA are planned to be updated on an annual basis, to ensures the proposed impact fees will stay current with inflation and construction costs. It is anticipated that the selected consultant will perform this annual update until the master plans are updated (approximately 5 years). These annual updates will be subject to written authorization from the city.

Consultant technical and fee proposals will be due to the City per sections H & I below.

A. BACKGROUND

The City desires to have a qualified engineering firm update our city-wide SDMP to serve as a tool to: 1) guide future development within the City; 2) address existing drainage concerns, deficiencies, and issues and; 3) to create an associated IFFP & IFA for an update to City utility/user rates and for implementation of impact fees as appropriate.

Although the City currently is not required to meet the Federal EPA’s and the State of Utah’s Small Municipal Separate Storm Sewer System (Small MS4) regulations, we understand that, at some point in the future, the City will likely fall under those regulations. The SDMP will need to take this into account and address planning alternatives and provide recommendations accordingly.

The City owns and operates very limited, localized storm drain system facilities consisting of storm drain pipelines, inlets, sumps, gravel infiltration galleries, detention/retention basins and other associated infrastructure. Some portions of the City currently does not have any storm drain facilities. Portions of these areas drain into irrigation ditches owned by an irrigation company within City limits, while other areas infiltrate directly into the shoulder of the roadway. As development has occurred, many irrigation company ditches, pipes, etc. that previously captured and conveyed storm water have been filled-in and or are no longer viable to be used as storm drain facilities.

Due to mountainside wildfires in the early 2000’s and subsequent heavy rainfall events, several debris flows occurred along the east bench of the City. These debris flows caused extensive damage to property. Some “temporary” protection measures have been installed in an attempt to limit additional damage from debris flows. In 2019 Santaquin City was awarded National Resources Conservation Service (NRCS) watershed protection funds to design and construct 6 debris basins along the east bench to protect the properties from future debris flows. The final design for these basins has been approved by NRCS. The city is currently working to finalize property acquisition and funding and is anticipating beginning construction in the near future.

There exist 22 watershed areas that are upstream and subsequently drain into and through Santaquin City. Just one of those watersheds, Santaquin Canyon, is nearly 20 square miles in area. Utah county is currently working with NRCS, through a separate applicant, for a dam rehabilitation/reconstruction design and reconstruction of the debris basin at the mouth of Santaquin Canyon and an associated conveyance infrastructure. The city is a co-sponsor with Utah County on this project and will make this information available to the selected contractor for use in this SDMP update effort.

Portions of the existing storm drain system components, such as manholes, pipes, sumps, detention basins, infiltration galleries and associated infrastructure that have been added since the last SDMP effort (when the model was created) have been or are currently being surveyed by the City to determine piping configuration, pipe size and type, rim elevations, invert elevations and direction of flow. This information will be made available to the awarded firm for use in this SDMP update effort.

B. AVAILABLE INFORMATION

The following information is available from the City (or other sources) and is available to assist the awarded consultant in this study effort:

• Electronic PDF Subdivision design drawings

• Current studies available:

o General Plan (2022) o Transportation Master Plan (2020) o Parks, Trails, Open Space Master plan (2023) o Draft Culinary Water Master Plan (2026) o Draft Pressure Irrigation Master Plan (2026) o Current Zoning Map

• GIS (ESRI format) data of the City including the following informational layers: Utah County GIS provided property lines, current City land use and zoning plan, current master transportation plan (showing current and future roadways), the current existing storm drain system facilities layout (including GPS location of manholes, rim elevations, size of pipes, flow direction, and invert elevations).

• Finalized NRCS debris basin study and design (Santaquin City)

• Most current NRCS debris basin study and design (Utah County with Santaquin City as cosponsor)

• Electronic contour data. Generated for various sources and compiled in 2018 & subsequent years

• Current City Design and Construction Standards can be found on the City’s website

• Current City Ordinances can be found through a link on the City’s website

• Current Storm Water Utility Ordinance can be found through a link on the City’s website

• City Utility Maps in ESRI shapefile format

• Current LIDAR data available through UGRC (open source)

• Modeling files from previous master plan efforts

• Current imagery available through UGRC (open source)

C. PROJECT OBJECTIVES

The primary objectives of this project are listed below (this list is not necessarily all inclusive):

1. Develop and deliver a complete and functional computer model, compatible with the City’s mapping and drafting software systems, of the City's storm drain system.

2. Identify deficiencies in the existing storm drain system, then recommend and prioritize project improvements to correct deficiencies. Include existing pipeline outfalls as identified by the City and documented by consultant’s field exploration.

3. Evaluate future flow projections and the impact of future development on flow projections. Make recommendations for extending, expanding, or modifying conveyances and regional detention to provide service to expanding service areas within the study area.

4. Evaluate the City’s current storm water ordinances, standards, philosophies and operation practices. Make recommendations for updating, changing, etc. storm water standards, ordinances, facility standards, philosophies, potential technological management practices, etc.

5. Update the City's storm drain master plan and capital improvement projects list to identify and recommend needed capital improvements. Prioritize projects to be completed in the next ten-year period (to be used in the IFFP). Compile a list of projects needed for the future (theoretical buildout) and arrange them in a capital improvement projects schedule.

6. Provide detailed present-worth cost estimates for recommended improvement projects within the next 10-year window and provide master plan level cost estimates for all future projects (to theoretical buildout).

7. Identify operational issues which may need to be improved upon or implemented, including compliance with NPDES, Small MS4 regulations, regulation of sediments and point sources, Utah State regulated shallow injection wells, and other items that need to be controlled/monitored per most current EPA requirements.

8. Analyze and provide recommendation on a Storm drain user rate.

The end result of this SDMP update effort will be a city-wide comprehensive storm drain master plan, capital improvements plan, impact fee facilities plan, impact fee analysis, and user rate study.

D. SCOPE OF WORK

The consultant scope of work shall include the following primary tasks:

Task 1: Administrative

Meet with City staff and other identified stakeholders at key points throughout the course of the project to review and discuss the overall progress. Progress meetings shall include, at a minimum, a project kickoff meeting and multiple progress review meetings at 25%, 50%, 90% and 100% (City Council Presentation), and at least three additional progress/working/coordination meetings.

The consultant will assist the city all with required notices for impact fee update and implementation required by the State of Utah code.

Task 2: Public and Stakeholder Involvement

The consultant shall prepare for and attend one public meeting with the Planning Commission and one with the City Council to present and discuss the evaluation results of the final master plan documents.

The consultants shall log and track all public and stakeholder comments and provide a database of such comments to the City as a deliverable.

The consultant shall take into account all public and stakeholder comments, evaluate these comments and incorporate solutions, so much as is practicable, into the draft and final documents.

Task 3 Update Elevation Model

The consultant shall develop a seamless raster elevation model of the entire identified study area.

The awarded consultant will have access to existing city topography data. However, this data is approximately 7 years old and may require updating due to development activity over the span.

The awarded consultant is expected to use all open source LIDAR data available through the Utah Geospatial Resource Center (UGRC) to create this model and then to fill in missing LIDAR date using available DEM/DTM sources. The model should provide sufficient data to generate 2’ interval contours or better.

Task 4: Data Collection and Review

a. The consultant shall collect and review all information available as listed in Section B above, as well as other existing pertinent information, including flow data, record drawings, reports, etc. The City will provide, where available, field-verified GIS information of the existing storm drain system and rim/invert elevations of manholes, boxes, etc. on system pipelines. The consultant shall utilize the provided data and other information necessary to generate the storm drain system and elevation models listed under Tasks 3 & 5.

b. The consultant shall review the current operational equipment and procedures used by the

City's maintenance staff to become familiar with any current operational and maintenance issues.

c. The consultant shall conduct field/site visits throughout the City and beyond (i.e.

contributory water sheds) to gather data, observe existing conditions and to provide observation of drainages, facilities, etc. that will best help them to understand the current storm water situation/conditions affecting the City. Field investigations should be utilized to identify areas with a history of flooding such that a map showing all existing storm drain associated infrastructure as well as areas prone to flooding or storm water issues can be generated and provided to the City.

Task 5: Develop Hydrologic Model/Analysis

The consultant shall create a hydrology model of the Santaquin area and a hydraulic model of the existing storm drain system. In preparation of these models, the consultant will provide recommendations for obtaining any such data necessary to assure model integrity and assist in the gathering or obtaining of such data.

a. Area Hydrology. The consultant shall develop a hydrologic model that incorporates the anticipated flows determined with the City’s NRCS analysis and design of the watersheds east and south of the City, as well as all areas within City limits. The consultant shall evaluate all contributory basin delineations, analyze the runoff characteristics of each defined basin, and calculate runoff flows, directions and quantities for a 100 year event. Natural open areas should be analyzed as if they exhibit burned over conditions. Developed areas shall be appropriately analyzed and evaluated to determine contributing impervious surface areas needed for the model.

b. Existing System. The consultant shall utilize field, GIS and record drawing information provided by the City to develop a dynamic computer model of the City's existing storm drain system.

c. Analysis. The consultant shall perform a hydraulic analysis of the storm drain systems throughout the City to establish the existing retention and detention capacity of the existing infrastructure. The analysis shall include flow capacities and concentrations based on a 100 year storm event, scouring and flood risk areas within existing and future developments, projected flows based on anticipated development through theoretical buildout, hydraulic grade lines, and the identification of system features that are deficient in capacity and the necessary system improvements to cure deficiencies.

Task 6: Develop/Enhance City Storm Drain Policies & Standards

The consultant shall analyze current City ordinances, standards, and policies for storm drainage.

The consultant shall further develop or enhance City standards and policies, as necessary so as to prepare the City for possible inclusion in the EPA and State of Utah Small MS4 permit regulations. This evaluation and development of policies & standards shall consider and implement Low Impact Development (LID) design and best management practices that are applicable, feasible, and practical for the City to incorporate into City Standards. The evaluation shall include evaluation and recommendations for the City’s; 1) design storm standards; 2) minimum levels of service; 3) hydrologic analysis methods and criterion; 4) hydraulic analysis methods and criterion; 5) detention system criterion; 6) delineation of environmentally sensitive areas (if any); 7) delineation of high erosion potential (i.e. burned over conditions, etc.); 8) requirements for pre and post construction activities; 9) criterion for storm water pollution prevention plan (SWPPP’s) submittals; 10) applicable best management practices (BMP’s) along with installation, inspection and maintenance requirements; 11) storm drain policies and practices; 12) provide templates for required inspections or recommendations on MS4 inspection software compatible with ESRI GIS software.

Task 7: Analyze Models and Data to Create Capital Improvement Project List

The consultant shall work with City personnel to identify and prioritize necessary capital improvement projects and develop cost estimates for all recommended projects. The SDMP time frame shall cover an overall period to theoretical buildout. The consultant shall prioritize and estimate costs for all projects. The Consultant will provide detailed cost estimates for the first 10-year period, and planning level cost estimates for the remaining projects (to theoretical buildout). The consultant will determine what percentage of each project cost is due to existing conditions and what portion is attributed to future growth (Impact Fees). It is anticipated that this information will be used to create a City storm drain impact fee and to update storm drain user fees.

Task 8: Evaluate Undeveloped City Right-of-Way policy and estimated cost

The consultant shall evaluate the current undeveloped street cross sections and provide an updated evaluation for areas that currently do not have any storm drain infrastructure. This evaluation may provide recommendations for different improvements that may be more cost effective and provide planning level cost estimates for the proposed cross sections and improvements.

Task 9: Prepare Project Reports SDMP, CIP, IFFP & IFA:

The consultant shall prepare a complete final report (SDMP) with an integral CIP that summarizes the work performed as well as the results and recommendations of the SDMP. The consultant shall prepare a complete IFFP that meets all of the State of Utah Impact Fee Rule requirements. The consultant shall prepare a complete IFA that meets all of the State of Utah Impact Fee Rule requirements. The consultant shall present the results of the project to City staff, the Planning Commission and City Council.

The reports shall include, at a minimum, the following:

• A thorough review of the hydraulic model used to verify the existing system deficiencies and necessary system upgrades.

• Maps to identify the existing and future (theoretical buildout) service area, trunk line collection areas (regions), individual collection of modeling sub-area basins (sub-regions), problem areas, and recommended system improvements.

• Appropriate tables shall be provided to clearly present information and data presented in the report.

• Comments and recommendations regarding operational and maintenance issues shall be incorporated in the report. The SDMP shall recommend the direction the City should follow in the foreseeable future, including an evaluation and recommendation for a ratio of pay-as-you-go vs. bonding.

• Projects identified by the model shall be grouped in priority order based on current capacity deficiencies (highest priority) to future capacity requirements (lowest priority).

• The IFFP shall be prepared in full compliance with the State of Utah Impact Fee

Facilities Plan Rule requirements. The IFFP shall be certified by the preparer as meeting all Rule requirements.

• The IFA shall be prepared in full compliance with the State of Utah Impact Fee Analysis Rule requirements. The IFA shall be certified by the preparer as meeting all

Rule requirements.

• Present worth cost estimates shall be shown for each project identified. Detailed present worth cost estimates for the first 10-year window shall be provided to assist the City staff in budgeting for these projects. Key issues for each project shall also be noted such as major utility conflicts, construction issues, permits and property acquisition requirements, as well as other appropriate concerns.

Task 10: Rate Study:

The consultant shall use the evaluated existing deficiency’s, related projects, and operational costs to prepare recommendations for update storm drain user rates to be implemented. The evaluation shall provide recommended rates for residential (single family and multifamily), commercial, industrial, and institutional users. Any cost related to the rate study shall be billed separately as it will not be funded by impact fees.

Task 11: 5-year Storm Drain Impact fee annual update

The consultant shall update the Storm Drain IFFP and IFA on an annual basis taking into account appropriate cost increases from industry standard cost indexes. Tasks would include assisting with required noticing in accordance with State of Utah code requirements, providing updated draft IFFP and IFA for staff review, incorporating any city comments, and prepare and present key findings at a yearly public meeting. Provide proposed cost estimates in Exhibit C.

Task 12: Deliverables

• All electronic and hard copy data and files (i.e. LIDAR, CAD, GIS, MS Word, MS

Excel, modeling files, etc.) collected, generated or used throughout the project

• Standards and drawings created as part of this project formatted for inclusion into the

City’s Standard Specifications and Drawings

• Electronic copy of all final reports in PDF and MS Word format

• Electronic copy of the created storm water model, including all electronic data (GIS, spreadsheets, etc.) used to create or run the model

• Electronic copy of the elevation model

• Funding recommendations for necessary improvements

• One (1) redlined copy of the system drawings shall be provided to the City reflecting corrected information incidentally found in the course of the study

• Electronic copy of final rate study

• Year update

• Appropriate notices of intent to prepare study and Ordinance hearings

• Final Storm Drain IFFP

• Final Storm Drain IFA

• Final Storm Dain impact fee ordinance

• Presentation a public hearing

E. MANDATORY PRE-PROPOSAL MEETING

The City will hold a mandatory Pre-Proposal Meeting on Wednesday, September 16, 2026, at 10:00 am in the Santaquin City Council Chambers located at 110 South Center street in Santaquin City. All interested firms must be in attendance at this meeting. Proposals will not be accepted from any firm that is not represented at the mandatory Pre-Proposal Meeting.

F. SCHEDULE AND FORM OF CONTRACT

The consultant shall develop and submit a proposed project schedule that identifies realistic time periods to complete all the project tasks identified. The goal of the City is to have the Master Plan completed in October of the 2027 calendar year. The contract shall be a Lump Sum form of contract (I.e. not to exceed total amount) supported by a breakdown of proposed costs for each individual task.

G. PROPOSAL FORMAT

Proposals must be concise and in outline format. Proposals shall contain, at a minimum, the following information, in the general order listed and comply with the Submittal requirements provided under the Submittal Requirements and Appendix A below:

Proposal:

• Letter of Transmittal - The letter of transmittal should include an introduction of the proposer's company, the name, address and telephone number of the person to be contacted along with others who are authorized to represent the company in dealing with this RFP, and an expression of the proposer's ability and desire to meet the requirements of this RFP. Any other information not appropriately identified in the proposal should also be included.

• Executive Summary - An executive summary which briefly describes the proposer's approach and clearly indicates any options or alternatives must be included. It must also indicate any major requirements that cannot be met by the proposer. This summary should also highlight the major features of the proposal and identify any supporting information considered pertinent. In short, the reader should be able to determine the essence of the proposal and how well it meets the requirements by reading the executive summary.

Detailed Discussion - This section should constitute the major portion of the proposal and must contain at least the following information:

o A complete narrative of the proposer's assessment of the work to be performed and the firm’s ability to meet those aims, along with the resources necessary to meet the requirements of this RFP. This overview should clearly demonstrate the proposer's understanding of the desired overall performance expectations and how they will be achieved.

o A detailed technical scope of work prepared by the consultant and a summary of the deliverables to be provided to the City. The detailed discussion must include a response to each requirement described in the scope of services in this RFP.

o A detailed and realistic project schedule anticipated by the consultant.

o An organizational chart showing all team members, work flow expectations, etc.

o A description of the project team and the special qualifications of the firm which make it best suited to complete this project. Identify the availability of the project personnel by showing the percent of time the team members have to work on this project. (Resumes of each project team member may be included in a proposal appendix).

o At least 3 examples of recently comparable projects successfully completed within the last 5-years. Provide project name, location, brief project scope, name of client, year completed, project dollar amount (final project cost), complete contact information for client contact.

o A discussion on potential opportunities, conflicts, challenges, issues, etc. that could hinder project progress or effect a successful final project outcome (i.e.

additional scope items recommended, possible delays, budget, etc.).

o Technical or other assistance from the City that the consultant deems necessary for a successful project outcome.

o Provide a narrative of the consultant’s quality and cost control philosophies, procedures, methods, goals, etc.

o A complete project work plan showing all proposed team members, hours, tasks to be assigned, etc.

o Other anticipated/recommended major components of work not included within the scope of work that the consultant deems necessary for a successful project outcome.

The City discourages the inclusion of materials that do not add substantively to the proposal or otherwise assist City staff in understanding the qualifications of the firm.

Cost Proposal o The contract for services shall be based on a Lump Sum (not to exceed) contract amount, supported by a breakdown of proposed costs for each individual task.

The consultant should identify the proposed fee for each major task in the scope of work and submit the total fee as part of the proposal.

o A fee estimate that includes labor rates and hours for project staff proposed by name, labor rates and hours for project staff proposed by position and/or role.

o Identify any special services to be provided by resources outside of the firm and the cost of such services (I.e. sub-consultants, etc.).

Schedule - A proposed schedule/work plan matching the scope of work that shows the time required to complete the project.

References - To be considered for this project, the applicant will need to have completed at least three (3) similar projects in both size and scope within the past five years (since 2021) and provide information about these similar projects. Include a project description, the name of the City/entity, contact phone number, business address and name of the contact person. The City will check all provided references.

Insurance - Evidence that all insurance policies required per the contract terms and conditions (see exhibit A) are in effect (include evidence of sufficient general liability, workers compensation and errors and omissions insurance).

H. SUBMITTAL REQUIREMENTS

Submitted proposals must contain all information identified in Section H above and in Appendix A of this RFP.

One (1) PDF copy of the technical proposals shall be submitted. The required Fee estimate must be submitted separately. The City reserves the right to delay or approval of the work if it is determined in the City's best interest to do so.

Submit proposals to Santaquin City no later than 1:00 pm, Friday, October 9, 2026. Label all submitted proposals as follows: “Santaquin City Storm Drain Master Plan Request for Proposal”. Submit all proposals to Santaquin City Corporation, C/O Jon Lundell, City Engineer @ jlundell@santaquin.org. Proposals received after the deadline will not be considered. Proposals submitted to U3P WILL NOT BE CONSIDERED.

No public opening of proposals will occur.

Any and all questions pertaining to this request for proposal shall be submitted electronically via the State of Utah U3P website (Utah.bonfirehub.com). All questions submitted will be responded to on U3P. If it becomes necessary to revise the RFP, addenda will be posted on U3P website and all proposers notified as such.

By submitting a response to this RFP, the submitting firm represents that it has thoroughly examined and has become familiar with all work required under this RFP and that it is capable of performing quality work to achieve the project objectives and perform all tasks.

I. SELECTION OF CONSULTANT

The selection committee will review and rank the responsive proposals at which time they will decide whether to forward to the City Council a recommendation to award the project, or whether to invite several top ranked proposing firms to prepare and present an oral presentation to the selection committee. The City reserves the right to reject any or all proposals received.

Furthermore, the City shall have the right to waive any informality or technical defect in proposals received when deemed by City staff to be in the best interest of the City. If oral presentations are requested, the selection committee will then rank the oral presentations and recommend which firm they selected as the highest ranking firm. The committee will make a recommendation to the City Council for award accordingly.

The successful consultant will be selected in accordance with the City procurement policy. Some of the selection criteria that may be used by the selection committee includes the following:

• Grasp of Project Requirements

• Firm's analysis, interview preparation and level of interest, focus on the project’s specific requirements, approach and execution

• Design Approach/Methodology: Technical alternatives, creativity, problem-solving ability

• Project Management: Schedule, cost control, quality assurance;

• Project Design Team: Experience, depth of staff support, sub-consultants;

• Key Project Personnel: Experience and qualifications of project manager and other key personnel;

• Firm Responsiveness: Progress reports, general attitude, ability to communicate;

• Geographic Considerations: Familiarity with locale and local government agencies;

• Approach to Work: Understanding of scope, schedule and interfacing tasks;

• References: Previous work that reflects special expertise or groundwork available for the proposed project;

• Schedule: Proposed project schedule; and

• Fee: The reasonableness of labor hours, rates, and other elements of the fee estimate proposal.

J. CITY RESERVATION OF RIGHTS

The City reserves the right to:

• Reject any and all proposals in response to this RFP

• Wave or modify any irregularities in proposals

• Request any additional information or modifications of proposals prior to an award, if such is in the best interest of the City

• In the event of unsuccessful contract negotiations or contract termination, enter into contract negotiations with other qualified firms that summited responsive proposals

• Cancel or modify the terms of this RFP and or the project at any time and for any reason preceding the execution of a contract

• As part of the proposal evaluation process, several selected firms may be invited to make oral presentations to the City. These oral presentations, if conducted, must be made by the same project team personnel who will be assigned to the project, should the proposer be awarded a contract.

K. COMPETITIVE SELECTION PROCESS

Santaquin City is committed to protecting the integrity of the competitive selection process and is respectful of and grateful for the resources of firms submitting proposals. To that end, prospective firms are not to have any direct or indirect communications relating to this project with any of the selection committee members. Furthermore, if during the selection process a proposer is contacted by a member of the selection committee directly or indirectly regarding the project or selection process, or if any conflict of interest is identified, the proposer shall notify Jon Lundell, Santaquin City Engineer, of the contact or conflict. This will allow for modifications to the selection committee or other action necessary to preserve the professional integrity of the selection process.

L. PROPOSAL COSTS

All costs associated with the preparation of the proposal, travel and time for the interview, as well as any other related materials and delivery will be borne by the Consultant. All proposals become the property of Santaquin City. Santaquin City will not be responsible for said costs in any event, including but not limited to, termination of the contract in whole or in part, rejection of a proposal as non-responsive, or rejection of a proposal as non-responsible.

M. AMBIGUITY, CONFLICT, OR OTHER ERRORS IN THE RFP

If a Consultant discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, Consultant shall immediately notify Santaquin City of such error in writing and request modification or clarification of the document. Santaquin City will make modifications by issuing a written revision (addendum) and will give written or electronic notice via U3P. The Consultant is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the proposal or it shall be waived.

No evaluation points are assigned to this section and the cover page will not count as one of the allowed pages, so long as the above instructions are followed.

Appendix A

Guidelines for Preparing a Standard Request for Proposal

INTRODUCTION

These guidelines were developed to standardize the preparation of a Request for Proposal (RFP) by Santaquin City for engineering services on a project. Submitting an RFP is the beginning of the selection process and is used as the basis for selecting or for short-listing consultants. If the City determines interviews are necessary/desired prior to a selection, a minimum of two and a maximum of four consultants will be short-listed and invited to an interview by Santaquin City.

The purpose for these guidelines is to assure consistency in format and content in the RFP prepared by consultants and submitted to Santaquin City. Preparing a response to this RFP instead of a detailed proposal reduces the time requirements for the consultants and simplifies the review process for Santaquin personnel.

PROPOSAL SECTIONS

The RFP should contain the following sections in the order listed.

1. Cover Page

2. Introductory Letter

3. Executive Summary

4. Project Team

5. Relevant Experience

6. Approach to the Project

7. Fee Estimate Proposal RFP

EVALUATION CRITERIA

1. Cover Page - An optional cover page may be included with the submittal. The cover page may include the Firm’s logo and contact information and the Project name. The cover page may not include any content (informational graphics, text, etc.) that should be included within the body of the submittal. If content (informational graphics, text, etc.) is included on the cover page, the cover page will be counted as one of the allowed pages.

2. Introductory Letter - The introductory letter should be addressed to:

Jon Lundell, P.E., City Engineer 110 South Center Street Santaquin City, UT 84655

A maximum of 35 points is available for this section.

A maximum of 20 points is available for this section.

No evaluation points are assigned to this section and the introductory letter will not count as one of the allowed pages.

In one page, express your interest in the project, state qualifications to do the work, and recount any summary information on the project team or yourself that may be useful or informative to Santaquin City. Include the mailing address, e-mail addresses, and phone numbers of the primary contact person for this consultant selection process in the introductory letter.

3. Project Team - The Selection Committee will consider how well the qualifications and experience of the members of the project team relate to the specific project. The following information should be provided.

Project team flow charts indicating chains of communication between the Team, any sub-consultants, and city personnel.

Describe the qualifications, experience, and availability of key personnel on your proposed project team. (NOTE: Do not include percentages of availability nor wages/costs of personnel hours within this section as this may be misinterpreted.)

4. Relevant Experience - Provide a list of 3 similar projects you have completed since 2021.

This may be in spreadsheet form or as informational pages, but should include the following minimum points of information:

o Name of Project Manager o Year Completed o Project Name o Project Description o Final Project Cost o Services Performed o Reference Contact and Telephone Number

In addition to the above information, provide a complete copy of your best recently completed storm drain master plan. This plan should be one of those provided in the above relevant experience. This does not include any associated IFFP or IFA.

5. Approach to the Project - The Selection Committee will evaluate how well you have planned a basic course of action, what alternatives and/or preliminary approaches are proposed, and what provisions are identified for dealing with potential impacts, impediments, or conflicts.

A maximum of 30 points is available for this section.

A maximum of 15 points is available for this section.

Explain the following:

Provide a Project schedule of meetings, timeframes of work, deliverable milestones, noticing periods, and anticipated final completion of plans and adoption of impact fees.

Describe the course of action proposed to meet the goals and objectives of the project.

Be realistic, clear, and concise.

Identify potential impacts, impediments, conflicts, or potential mitigation.

Describe your firm’s capability to perform the work.

Describe any unique qualifications your firm has to perform this type of work.

Describe your firm’s internal quality and cost control procedures.

6. Fee Estimate Proposal. All submittals must include a separately submitted not-to-exceed lump sum fee estimate with their proposals using the form attached as Exhibit B to this RFP. The submitted work plan and schedule must back up the lump sum fee estimate submitted.

RFP FORMAT REQUIREMENTS

It is very important that submittals be clear, concise, and in the recommended format so they may be evaluated in an objective manner by the Selection Team.

1. Electronic PDF File of RFP must be submitted

RFP should be labeled with consultant name and project name (e.g. Santaquin Storm Drain Master Plan).

2. Color is allowed

3. Page format should be 8½” x 11” except that a list of projects under relevant experience may utilize one 11” x 17” “Z” folded Page

4. One-inch (1”) Margins – (Exceptions: Consultant Name/Logo and Page

Headers/Footers may be within margin)

5. 10 Pt Font and 12 Pt Line Spacing, Minimums – (The minimum font size is 10 point font or greater everywhere in RFP including graphics, unless the graphics are a duplication from another source and the source is referenced. The minimum line spacing is 12 point.)

6. 10 Page Maximum – (The Request for Proposal has a maximum page limit of ten pages.) A page is defined as a single-sided 8.5" x 11" or 11" x 17" sheet that contains text, pictures, tables, graphs, charts, plan sheets, or any other graphics. There is a limit of four 11" x 17" “Z” folded sheets.

Penalties: Any RFP that exceeds the 10 page maximum will receive a three-point penalty per page over the limit. Any violation of numbers 1-5 of the format requirements will receive an additional 1 pt penalty per violation for a total penalty of up to 15 points.

Exhibit B

Not-to-Exceed Fee Estimate Proposal

Task Item Estimated Cost (US $) Task 1: Administrative

Task 2: Public and Stakeholder Involvement

Task 3: Update Elevation Model

Task 4: Data Collection and Review

Item A. Data collection

Item B. Procedure and Equipment Review

Item C. Field Visit(s)

Task 5. Model Preparation & Analysis

Item A. Hydrologic Modeling

Item B. Infrastructure Modeling

Item C. Analysis

Task 6: Develop/Enhance City Policies & Standards

Task 7: Create Capital Improvement Project List

Task 8: Evaluate Undeveloped City Right-of-Way policy and estimated cost

Task 9: Prepare Project Report SDMP, CIP, IFFP & IFA

Task 10: Rate Study

Task 12: Provide Deliverables

Sub-Total Additional Tasks Proposed by Submitting Firm

Sub-Total

Total

Exhibit C

Task 11: 5-year Storm Drain Impact fee annual update

Task Item Estimated Cost (US $) 2027 Storm Drain Impact Fee update

2028 Storm Drain Impact Fee update

2029 Storm Drain Impact Fee update

2030 Storm Drain Impact Fee update

2031 Storm Drain Impact Fee update