1-RFP MainST from Grant Ave to 200W Waterline.pdf

REQUEST FOR PROPOSALS

American Fork City

Engineering and Design Services

Main Street from Grant Ave to 200 West Waterline Replacement Project

RFP # WA 2026005

Date of Issue: August 2026

Department of Public Works Engineering Division

MainStreet from Grant Ave to 200W Waterline Replacement Project

TABLE OF CONTENTS

TITLE PAGE NO.

I. INTRODUCTION

II. SCOPE OF WORK AND TASKS TO BE COMPLETED

III. TERM OF AGREEMENT

IV. PRE-PROPOSAL CONFERENCE

V. PRICING/COSTS/FEES

VI. PROPOSAL FORMAT

VII. PROPOSAL SUBMISSION

VIII. EVALUATION AND SCORING CRITERIA

I. INTRODUCTION

American Fork City Public Works, Engineering Division, “City” is soliciting proposals from qualified firm(s) “Proposer” to provide engineering, design, bidding, and construction management to replace the existing 8” waterline in Main Street (State Route

89) between Grant Ave and 200 West, known as the MainStreet from Grant Ave to 200W Waterline Replacement Project.

DESCRIPTION OF WORK: The project consists of installing approximately 3,000 linear feet of 8-inch C900 PVC waterline along the north side of Main Street from Grant Avenue to 200 West, including connections to all existing side-street waterlines within the project limits. The project also includes waterline extensions of approximately 100 feet north and 160 feet south at 100 East, with tie-ins to the existing water distribution system.

The scope of work includes all engineering, surveying, utility coordination, permitting, traffic control planning, public involvement, design, bidding support, and construction administration services necessary to develop and deliver a complete, fully operational municipal water system improvement project. The scope of work is listed in Section II.

This includes, but is not limited to:

Waterline Design: Detailed engineering and hydraulic evaluation of anticipated 8” pipe replacement, comprehensive site plan, profile design, tie ins, and progress meetings.

Streetlight conduit/wire installation on both sides of Main Street within project area.

Bid Support: Pre-bid conference agenda, attendance, and review bids.

Construction Management: Project observation and engineering support & UDOT inspection, reporting and compliance.

SITE OF WORK: The site of the Work is located on Main Street from Grant Avenue to 200 W, in American Fork, Utah 84003. The Work includes installation of a new drinking water line and associated tie-ins to the existing water system, extending approximately 100 -160 feet north and south of 100 E (SR-74).

Date Ben Hunter, City Engineer

Date Sam Kelly, Public Works Director

PROJECTED SCHEDULE FOR THE RFP PROCESS

The anticipated schedule is as follows. American Fork City reserves the right to modify the following schedule at their discretion. Any change to the Proposal Due Date will be updated on Utah Public Procurement Place U3P, Activity Date (Local Time) Post online By 8/13/2026 Mandatory Pre- Proposal meeting 8/19/2026 at 3:00 PM Final Day to Submit Questions 8/26/2026 @12:00 pm Proposal Due Date 9/1/2026 @ 12:00 pm Notice of Intent to Award By 9/4/2026 City Council Acceptance of Award 9/8/2026

II. SCOPE OF WORK AND TASKS TO BE COMPLETED

A. The City has divided the project into three (3) phases:

1. Waterline and Storm Drain Design

This phase includes, but is not limited to, the following services:

a. Survey and Field Investigation

Provide a boundary and topographic survey of the project area, including property lines, rights-of-way, easements, existing water valves, fire hydrants, utility structures, utility markings, storm drain facilities, sanitary sewer facilities, curb and gutter, sidewalks, pavement features, driveways, landscaping, trees, streetlights, mailboxes, fences, buildings, and other improvements that may affect the project design.

The survey shall provide sufficient horizontal and vertical control to support engineering design and preparation of construction documents.

Utility potholing required under this RFP shall be coordinated with the City. The City will perform the excavation, while the Consultant shall obtain field measurements, document findings, verify utility locations, and incorporate the information into the project design.

b. Waterline Design Perform detailed engineering and hydraulic evaluations for the replacement of the existing 8-inch waterline (including all side-streets).

Design all required water main improvements, including water main connections, service laterals, valves, fire hydrants, utility crossings, tie-ins, and appurtenances (including all side-streets).

c. Storm Drain Review and Design Evaluate and design storm drain improvements along Main Street at the following locations:

200 West 100 West Church Street

Center Street 100 East

The storm drain system is jointly owned by the City and UDOT.

Assess existing storm drain inlets, structures, and pipelines for upgrade, rehabilitation, or replacement due to age and deteriorated condition.

d. Construction Documents Prepare a comprehensive plan set illustrating proposed and existing water main facilities, service laterals, valves, fire hydrants, wet and dry utilities, sidewalk replacements and spot repairs, curb and gutter improvements, storm drain improvements, tree removals, streetlight conduit improvements (to be coordinated with the City's contractor), and other pertinent site features and infrastructure.

Prepare waterline and storm drain profile sheets showing pothole information, utility crossings, utility conflicts, utility loop configurations, tie-in locations, service connections, and other information necessary for design and construction.

Design roadway pavement restoration and striping in accordance with applicable UDOT and City standards.

e. Project Coordination and Meetings Conduct a pre-design kickoff meeting.

Conduct weekly design progress meetings throughout the design phase.

Prepare and attend project review meetings at the 30%, 60%, and final design milestones.

Conduct comment resolution meetings following each design submittal (30%, 60%, and final) to review and address City and agency comments and document resulting revisions to the project.

f. Deliverables:

Construction drawings:

Cover Sheet, Title Sheet, Index, Project Location Map, General Notes, Abbreviations, and Symbols

Traffic Control Plan (TCP) Demolition and Site Plan Sheets Plan and Profile Sheets Detail Sheets A single-page exhibit map identifying impacted properties per property and any areas requiring contractor access through Right-of-Entry (ROE) agreements per property, as applicable.

Special Provision technical specifications. Measurement & Payment and other Construction Specifications to be coordinated with the Proposer for bid items and provided by the City.

Prepare typical roadway and curb-and-gutter sections in accordance with current UDOT standards, including pavement section details and UDOT backfill and pavement restoration requirements.

Prepare and submit an Engineer's Opinion of Probable

Construction Cost (OPCC) at the 30%, 60%, and final design milestones. Each OPCC shall include itemized quantities, unit prices, and estimated construction costs based on the available design information and current market conditions.

Prepare and obtain all required permitting documentation and agency approvals, as applicable (DDW, UDOT, etc.), including but not limited to traffic control plan (TCP) preparation and approval, UDOT-approved watermarked plan sets, permit submittals, responses to agency comments, and related coordination efforts.

Provide all project documents in electronic format, including:

Searchable PDF files, Editable native files, CAD drawings and associated reference files.

2. Project Bidding. This phase includes, but is not limited to:

a. Support for bidding for the waterline project.

RFI response or bidder question response Pre-bid conference agenda and attendance Review of bid documents and provide a recommendation of award

b. Deliverables: Pre-bid conference agenda, bidder question and response log, recommendation of award memorandum, Meeting notes and minutes.

3. Project Construction Management. This phase includes, but is not limited to:

a. Construction coordination with contractor and City

b. Project observation and engineering support (the City will be the primary inspectors for the project)

c. Inspection services required by UDOT are anticipated to require approximately 4 hours per week, subject to adjustment based on project needs (including preparing field/inspection reports, etc.).

d. Pre-construction Meeting and Progress meeting(s).

Progress meeting attendance is anticipated to be weekly. However, this will be on a as needed basis.

e. Deliverables: Field/Meeting notes/minutes (weekly).

B. Risk Assessment and Mitigation Strategy: Proposers shall include a brief risk assessment identifying potential challenges specific to waterline replacement on an open road, UDOT traffic coordination, and construction in the proposed location.

This should include, but is not limited to, utility uncertainties, permitting delays, site access issues, and coordination with other agencies. Proposers shall also outline proposed mitigation strategies to address these risks and ensure project continuity.

C. All deliverables, submittals, payment documentation, reports, and associated files shall be submitted in both searchable PDF and editable native electronic formats.

Submissions are required at the 30%, 60%, and final completion milestones.

All documents will be reviewed by the City Inspector, Engineering staff, Superintendent, City Engineer, and Public Works Director. It is expected that all feedback be incorporated accurately and efficiently.

III. TERM OF AGREEMENT

The term of the agreement is from execution of a written agreement through completion of the projects design with the possibility to extend into construction. The City may negotiate unit prices for future areas based on actual work being performed.

IV. PRE-PROPOSAL CONFERENCE

Interested Proposers are required to attend the pre-proposal meeting to discuss the project and to ask questions about this RFP. Only bids from Proposers who attend the pre-proposal conference will be opened and considered for award. It will be held in-person at the American Fork City Hall Main Council Room (31 Church St, American Fork, UT 84003.)

V. PRICING/COSTS/FEES

A. Engineering design and estimate services will be bid and paid for by time and materials with a total not-to-exceed price for this project.

VI. PROPOSAL FORMAT

All proposals shall be formatted according to the following specifications:

A. Content and Page Limit:

a. Proposals shall include three labeled sections:

1. Project Team/Experience (include references for previous projects)

2. Project Understanding and Scope

3. Project Cost, Fees and Schedule

b. Entire Proposals pages are limited to a maximum of Eight (8) letter size pages.

The schedule sheet may be 11x17 if needed for readability. The font size shall be no smaller than size 12.

c. Summary letter and resumes are included in the page count.

d. Provide proposed Pricing/Cost/Fees schedule in one-page (letter or 11x17) document.

1. Proposers shall provide a detailed breakdown of all proposed pricing, costs, and fees for each of the three project phases (Phases 1 through

3) described in Section II. The cost breakdown shall be clearly identified by phase and presented in a format consistent with the example provided in this solicitation.

B. Proposal Submission: Proposals shall be submitted electronically via the U3P/Euna platform. Each proposer shall submit a single consolidated proposal file through the Euna system by the specified deadline.

C. There is a hard 8-page limit. One page may be 11"x17". There are no restrictions for the content of the 11"x17" page.

VII. PROPOSAL SUBMISSION

By submitting a proposal to this RFP, Proposer understands and agrees to the following:

A. RFP Cancellation: This RFP may be cancelled at any time prior to the execution of a written agreement if deemed in the best interests of the City. This includes cancellation of the RFP after an award has been made, but prior to the execution of a written contract. Proposer is not entitled to recover any costs related to the preparation of the proposal due to cancellation of the RFP or withdrawal of an award prior to the execution of a written agreement.

B. Firm Pricing: All prices, quotes, or proposals are to remain firm for 120 days after the closing date, unless a different period is stated in the City’s RFP. Any proposal that does not offer to remain firm for the required period may be considered non-responsive.

C. Costs: Proposers bear all costs and expenses related to this RFP including, but not limited to, preparation and delivery of the proposal, attending the pre-proposal conference, and if required attending an interview.

D. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into between the City and the selected respondent. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at (877) 526-3994, or by accessing: commerce.utah.gov.

E. Changes or Modifications: Any changes or modification to the RFP will be made by written addendum. Proposers submitting a proposal based on any information other than that contained in City’s RFP and any addenda, do so at their own risk.

F. Receiving Proposals: Engineering Division Selection Committee will administer receipt and opening of all proposals. Proposals will be held, unopened, in the same condition as received if delivered prior to the date and closing time designated in the RFP. After the closing time, only the identity of each Proposer will be made public. If only one proposal is received in response to the City’s RFP, the Engineering Division, may recommend an award of a contract to the single Proposer if the conditions cited above are met. Alternatively, the Engineering Division may re-solicit for the purpose of obtaining additional proposals.

G. Modifying or Withdrawing Proposals: Proposer may modify or withdraw their proposals at any time prior to the closing time. Requests to modify a proposal before the closing time shall be done using U3P/Euna/ https://utah.bonfirehub.com/projects

H. Rejection of Proposals: Any proposal containing significant deviations from the specifications of the RFP shall be considered non-responsive and may be rejected in whole or in part.

I. Protests: A protest regarding the RFP document shall be submitted in writing prior to the RFP closing date. All other protests shall be submitted in writing within five (5) business days after notification of the award has been sent. A protestor may file only one (1) protest after the RFP closing date. Protest letters shall specifically and completely state the facts that the protestor believes constitute error in the RFP document or the award.

J. Free and Competitive Selection: Any agreement or collusion among prospective Proposers to fix a price or limit competition shall render the proposals void, and such conduct is unlawful and subject to criminal sanction. Proposer certifies that not anyone in its firm or company has either directly or indirectly restrained free and competitive selection, participated in any collusion, or otherwise taken any action unauthorized by City Purchasing Ordinances or applicable laws.

K. Reasonable Accommodations: Reasonable accommodations for qualified disabled individuals may be provided upon receipt of a request with five working days’ notice.

Please contact Public Works Engineering Office, 275 East 200 North, American Fork, Utah 84003, (801) 763-3060. TTY users shall call 711.

VIII. EVALUATION AND SCORING CRITERIA

Proposals will be evaluated and ranked by the Selection Committee in accordance with the evaluation criteria outlined in this solicitation. Based on the evaluation, the

Committee will establish a ranking of proposers. The Committee may invite the highest-ranked proposer(s) to participate in interviews and/or demonstrations to clarify and verify information contained in the proposal. Following the interviews and/or demonstrations, the Committee may adjust the rankings as appropriate. A recommendation for award will then be submitted to the appropriate signing authority for review and approval.

The ranking of proposals will be based on the following evaluation criteria and their respective weighting percentages:

Criteria Description Max

Points

1. Project Team/Experience

Demonstrated expertise in culinary pipe design and construction.

Evaluation includes relevant project history, successful prior work with the City, and qualifications of the proposed project team.

Provide an organizational chart identifying the proposed project team and each team member's role and responsibilities for this project. Include a brief description of the team's experience with similar projects (resumes should not be submitted).

In addition, provide a minimum of three (3) recently completed projects of similar scope and complexity that were managed by the proposed Project team. For each project, include:

Project name and location Brief project description Project budget or construction value (if applicable) Reference contact name Organization Phone number Email address

The Owner reserves the right to contact references provided by the Consultant as part of the evaluation process.

2. Project Understanding and Scope

Describe your understanding of the project scope as presented in this RFP. Rather than reiterating standard industry practices, focus on project-specific challenges, opportunities, and considerations unique to this project.

The discussion should demonstrate the Consultant's understanding of the technical, operational, and construction-related aspects of the project, including but not limited to:

Traffic control and maintenance of traffic on Main Street during construction.

Maintaining access to adjacent businesses, properties, and driveways throughout construction.

Coordination with UDOT for work within or adjacent to state right-of-way.

Methods for transferring and reconnecting existing water services with minimal disruption to customers.

Approaches for maintaining continuous water service

Criteria Description Max

Points during construction, including the use of temporary services, line stops, or phased tie-ins.

Utility conflict identification and coordination.

Construction phasing and sequencing to minimize impacts to the traveling public and local businesses.

Strategies for public outreach and stakeholder communication.

Additionally, describe any unique practices, innovative approaches, or specialized experience your firm would bring to successfully deliver this project.

3. Project Cost, Fees and schedule

Provide a detailed fee proposal identifying the hourly rates, estimated labor hours, and total costs associated with each task identified in Section V. All hourly rates and fees shall be fully burdened and include all costs necessary to complete the work, including but not limited to travel, lodging, mobilization, traffic control, meeting attendance, project management, report preparation, printing, and other project-related expenses.

In addition, provide a project schedule showing the anticipated completion dates for major tasks, deliverables, and project milestones. The schedule shall demonstrate the Proposer's ability to complete the requested services within the timelines and service expectations outlined in the Scope of Work.

The fee proposal shall include any assumptions, exclusions, and optional services. No compensation beyond the approved contract amount will be provided unless authorized in writing by the City through a formally executed contract amendment.

The Consultant shall be responsible for furnishing all labor, materials, equipment, coordination, and incidental services necessary to complete the work in accordance with the requirements of this solicitation.

Total Possible Points 100

Existing 8" DW pipe

Existing 8" DW pipe

Existing FH existing FH existing FH proposed new FH proposed 8" waterline

DW: Drinking Water

Tie into existing DW system

Tie into existing DW system

Connect all existing water service laterals between 200 W and Grant Avenue to the proposed 8-inch water line.

Existing water line to be caped and abandoned.

Main Street from Grant Ave to 200 W Waterline Project Map

: Proposed 8"Waterline

Tie into the new waterline on Barratt Avenue

Tie into existing DW systemTie into existing

DW system