1-RFQ 4445 - Tamarack Storm Sewer System Evaluation - FINAL.pdf

RFQ # 4445

TAMARACK STORM

SEWER EVALUATION

Proposal Deadline: Thursday, October 2, 2025, 5:00PM CDT

City of Owensboro Tamarack Storm Sewer Evaluation

RFQ 4445

DEADLINE: 2:00 P.M. Prevailing Local Time

Thursday, October 2, 2025

INTRODUCTION:

The City of Owensboro (City) is seeking a highly qualified Consulting Engineering Firm, licensed to practice in the Commonwealth of KY, to provide hydraulic analysis of the Tamarack Storm Sewer System.

The purpose of the evaluation is to provide planning level recommendations for replacement of existing infrastructure and capacity improvements. Documents made available to the selected firm will include the City of Owensboro Stormwater Master Plan, field survey data, and the most current GIS data for storm and sanitary sewer assets.

SCOPE OF SERVICES:

The following shall define the scope of services for this project. The Statement of Qualifications submitted by the interested engineering firms shall indicate their ability to perform these services:

1. Analysis of Existing System: The firm will need to perform hydraulic analysis of the existing system. Two-dimensional analysis is preferred. Analysis shall include minimum of 2-, 25-, and 100-year rainfall events and be calibrated based on field data provided by the City.

2. Proposed Improvements: The firm will provide alternatives for future improvements to the existing system. These should include evaluation of the master plan recommendation which diverts Tamarack Ditch to Goetz Ditch and alternative for keeping Tamarack Ditch drained to Big Ditch. Analyses shall evaluate improvements to the Tamarack system, and downstream impacts.

3. Probable Cost Estimate: The firm will need to provide planning-level opinions of probable costs for each alternative.

4. Technical Memorandum: The firm shall develop a technical memorandum to summarize the stormwater evaluation which will include the modeling results.

FIRM SELECTION PROCESS:

A selection committee from the City will select the most qualified consulting firm based on:

Experience in similar work Overall experience Experience and qualifications of firm’s staff assigned to this project Past performance of firm with the City of Owensboro Ability of the firm to perform the work in a timely manner Familiarity with the City of Owensboro

RFQ 4445

Include in your qualification statement a schedule of milestone dates.

Also include a list and resumés of all people to work on this project, as well as their assigned tasks. Provide a list stating the overall percentage of each individual’s time that will be spent on this project during the term of this contract.

PROJECT SCHEDULE:

It is anticipated that the work will be completed by March 15, 2026.

SUBMITTAL OF STATEMENT OF QUALIFICATIONS:

All interested firms shall submit their statement of qualifications through the online Bonfire Portal at: https://owensboro.bonfirehub.com. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. (Javascript and browser cookies must be enabled.)

Firms should contact the Bonfire Support team at Support.Bonfire@eunasolutions.com for technical questions. Firms can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible to be evaluated.

All submission documentation shall become the property of the City and will not be returned to the bidder, unless an agreement in writing is secured before the bid is submitted to the City.

At the time of statement submission, each firm will be presumed to have read and be to thoroughly familiar with the bid specifications and requirements (including all Addenda, Public Q&A, and Public Notices). The failure or omission of any firm to examine any form, instrument, or document shall in no way relieve any firm from any obligation in respect to his bid.

A conditional or qualified statement of qualifications will not be accepted.

The Owner is not responsible for the premature opening of, or failure to open, a qualification statement not properly addressed or identified. There will not be a public opening of the qualification statements.

RFQ 4445

Notice: The City of Owensboro reserves the right to alter the RFQ specifications prior to the qualification statement submission due date by issuance of an addendum to the respondents. The City also reserves the right to waive any formality in the submitted qualification statements, request amendments to any response, to reject any and/or all qualification statements or to re-advertise for additional qualification statements.

GENERAL CONDITIONS/COMPLIANCE:

Method of Procurement: Procurement of Architectural and Engineering Services (KRS 45A.730 to .750) will be the method of procurement for the purchase of the service(s) specified herein.

Addenda and Interpretations: No interpretation of the meaning of the specifications or other RFQ documents will be made to any firm orally.

Any communication related to solicitations, including the posting of Addenda, will be available at https://owensboro.bonfirehub.com. Any questions can be asked through the available “Ask A Question” button within the solicitation in the Bonfire portal. Firms must be registered and logged in to ask questions and should contact the Bonfire Support team at Support.Bonfire@eunasolutions.com, if they have any issues.

To be given consideration, questions/clarification requests must be received 7 days before the bid due date. The “question due date” is also displayed on the Bonfire portal.

Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his/her bid as submitted. All addenda so issued, or answer(s) posted through the Bonfire portal shall become part of the contract documents.

Preparation Cost: The City shall not be liable for any costs incurred by firms in the preparation of their qualification statements, including any meetings, demonstrations, interviews or subsequent negotiations that may be requested or required.

All responses submitted must be the original work product of the respondent firm. The copying, paraphrasing, or other use of substantial portions of the work product of another respondent is not permitted unless legally enforceable permission has been secured from that other party. Failure to adhere to this instruction will cause the City to reject the response.

Kentucky Open Records Law: At the time a bid/proposal/qualification statement is submitted to the City, firm shall identify any information that is submitted as part of the bid/proposal/qualification statement that is proprietary or confidential in nature and not subject to release for public inspection. The City will protect any proprietary or confidential information to the extent allowable under the Kentucky Open Records Act.

RFQ 4445

Evaluation Process: Qualification statements will be evaluated on the evaluation criteria established throughout this document.

Qualification statements will be evaluated based on the written materials submitted.

During the evaluation process, the City may, at its discretion, request any one or all firms to make oral presentations or have written discussions. Such presentations/discussions will provide firms with an opportunity to answer any questions the City may have on a firm’s qualification statement. Not all firms may be asked to make such oral presentations/written discussions.

The City reserves the right to award the contract without written or oral discussions with firms. The City reserves the right to reject any and all qualification statements, to waive irregularities in any or all qualification statements, and to award contracts based on the best interest or what is most advantageous to the City.

Failure To Perform: Any firm awarded a contract who fails to fulfill all obligations on this contract may be disqualified from bidding on any City bid/RFP/RFQ for a period of up to five (5) years.

Should the firm fail to perform as indicated herein the City reserves the right to procure the required services elsewhere at its discretion, either temporarily or permanently, and to either suspend or cancel all or part of the contract. Should such action be taken the firm shall be responsible for all excess costs incurred by the City.

Right of City to Terminate Contract: City may terminate a contract because a firm fails to perform its contractual duties.

If a firm is determined to be in default, the City shall notify the firm in writing and may either 1) terminate the contract immediately or 2) set a date by which the firm shall cure the identified deficiencies. The City may proceed with termination if the firm fails to cure the deficiencies within the specified time.

A default in performance by a firm for which a contract may be terminated shall include, but not be limited to:

• Failure to make delivery within the time specified or according to a delivery schedule fixed by the contract;

• Failure to diligently advance the work under a contract for services;

• The filing of a bankruptcy petition by or against the firm;

• or Actions that endanger the health, safety or welfare of City or its citizens.

RFQ 4445

If, during the terms of this Contract, funds are not appropriated for the payment of the City’s obligations hereunder, the City’s rights and obligations herein shall terminate on the last day for which an appropriation has been made.

At Will Termination: Notwithstanding the above provisions, the City may terminate this contract at will in accordance with the law upon providing thirty (30) days written notice of that intent. Payment for services received prior to termination shall be made by the City provided those services were completed in a manner acceptable to the City. Payment for those services shall not be unreasonably withheld.

Safety: Firm must perform work in a safe and timely fashion, maintain a clean and safe work environment, follow safety requirements established by OSHA and the City, and may be required to provide safety equipment. If, in the opinion of the City, safety precautions are not in existence, work will cease immediately until corrective action is taken. Work will begin again only when the firm demonstrates to the satisfaction of the City that conditions are without risk.

Insurance Requirements: The successful firm covenants and agrees to maintain and keep in force during the term of the contract worker’s compensation, property, casualty, and general liability in the following minimum amounts:

Type of Insurance Limits Worker’s Compensation Statutory Commercial General Liability $1,000,000 (per occurrence)/$2,000,000 (aggregate) Commercial Automobile Liability $1,000,000 Professional Liability $1,000,000

On all general liability policies of insurance, the firm shall have the City named as an additional insured and shall further require that their liability carrier(s) notify the City at least thirty (30) days prior to the effective date of any change(s) in or cancellations of said insurance policies.

Hold Harmless Agreement: The firm/subcontractor covenants to save, defend, keep harmless, and indemnify the City and all of its officers, departments, agencies, agents, and employees from and against all claims, loss, damage, injury, fine, penalties, and costs including court costs and attorney’s fees, charges, liability, and exposure however caused resulting from, arising out of, or in any way connected with the firm’s/subcontractor’s negligent performance or non-performance of the terms of the contract. This hold harmless clause shall in no way be limited by any financial responsibility or insurance requirement and shall survive the termination of any contract between the parties.

RFQ 4445

Firm’s Qualifications: Firm must demonstrate to the satisfaction of the City that it has adequate equipment, personnel, experience and understanding of the specifications to perform service under the contract. No contract will be awarded to any firm who, in the opinion of the City, is not qualified to perform satisfactorily due, but not limited, to the following:

• A previously unfavorable performance

• Reputation or lack of experience

• Organizational stability

• Insufficient equipment

• Insufficient personnel to conduct and complete the services in accordance with the terms and conditions of the contract.

The City may make such investigations as he deems necessary to determine the ability of the firm to perform the work, and the firm shall furnish to the City all such information and data for this purpose as the City may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such firm fails to satisfy the City that such firm is properly qualified to carry out the obligations of the agreement and to complete the work contemplated therein.

Successful firm must comply with the City Occupational License Fees Ordinance, and any other ordinances, which may apply to any particular bid package.

Business License: Successful firm must obtain a business license from the City.

1. Resident firm must have a valid City business license.

2. Non-resident firm providing services, delivering products via a private carrier (as defined below), or delivering products via firm’s employees must have a valid City business license. Non-resident firm does not have to obtain a business license if delivery is made by USPS or as a common carrier.

Non-resident firm does not have to obtain a business license if firm spends less than twelve (12) hours or twelve (12) visits per year for the purpose of reporting, delivering and receiving instructions.

Non-resident firm does not have to obtain a business license if firm acquires merchandise by using the Kentucky Master Agreement (unless the Master Agreement requires local licensing).

Resident: An individual, co-partnership, association, corporation or other entity domiciled or having a business situs within the corporate limits of the city.

Non-resident: An individual, corporation, partnership, fiduciary, association or other entity domiciled outside the corporate limits of the city.

RFQ 4445

The business license application and applicable fees can be found under the “Occupational/Net Profit License Fee Forms” at the following link:

https://owensboro.org/page/finance-department. Firm has 10 business days from the date of the award letter to submit the application and applicable $75 fee.

Equal Opportunity Statutes: The City is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, physical or mental disability, or any other characteristic protected by law. The City is also committed to employing only United States citizens and aliens who are authorized to work in the United States. The City complies with the Immigration Reform and Control Act of 1986. Therefore, the successful firm must demonstrate to the satisfaction of the City that he also conforms to all Federal, state, and local equal opportunity statutes. Further, the firm will reimburse the City for any damages incurred due to any violation of the above-mentioned statutes by the firm while under contract to the City.

Conflicts of Interest: All bidders are responsible for complying with the following KRS 45A.455: “Conflicts of Interest - Gratuities and Kickbacks - Use of Confidential Information.”

It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination; claim or controversy; or other matter pertaining to any contract or subcontract, and any solicitation or proposal therefor, in which to his knowledge:

He, or any member of his immediate family has a financial interest therein; or a business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or any other advisory capacity.

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

RFQ 4445

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency’s written contract and solicitation, therefor.

It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

For further information on the conflict-of-interest statutes, see the “Recovery of Value of Anything Transferred or Received in Breach of Ethical Standards” at KRS 45A.460, and “Definitions for Terms Used in KRS 45A.445 to 45A.460” at KRS 45A.445.

Security Clause: In accordance with KRS 61.932, any party that contracts with the City and has access to, possesses, or maintains “personal information,” as a part of that contract, shall implement, maintain, and update security and breach investigation procedures and practices that are appropriate to the nature of the information disclosed.

Such procedures and practices shall be designed to protect the personal information from unauthorized access, use, modification, disclosure, manipulation, or destruction and shall be at least as stringent as the security and breach investigation procedures and practices established by the Kentucky Department for Local Government in Protection of Personal Information, Security and Incident Investigation Procedures and Practices for Local Governmental Units, Fall 2014 edition.

A Contractor that is provided access to personal information by the City, or that collects and maintains personal information on behalf of the City as a part of this contract shall notify the City in the most expedient time possible and without unreasonable delay but within seventy-two (72) hours of determination of a security breach relating to the personal information in the possession of the Contractor. The notice to the City shall include all information the Contractor has with regard to the security breach at the time of notification. The cost of the notification and investigation of a security breach required by KRS 61.933 shall be borne by the Contractor.

The term "personal information" means an individual's first name or first initial and last name; personal mark; or unique biometric or genetic print or image, in combination with one (1) or more of the following data elements:

(a) An account number, credit card number, or debit card number that, in combination with any required security code, access code, or password, would permit access to an account;

RFQ 4445

(b) A Social Security number;

(c) A taxpayer identification number that incorporates a Social Security number;

(d) A driver's license number, state identification card number, or other individual identification number issued by any agency;

(e) A passport number or other identification number issued by the United States government; or

(f) Individually identifiable health information as defined in 45 C.F.R. sec. 160.103 except for education records covered by the Family Educational Rights and Privacy Act, as amended, 20 U.S.C. sec. 1232g.

**A copy of the Protection of Personal Information Security and Incident Investigation Procedures and Practices for Local Government Units can be viewed at http://bit.ly/2J9Cmwrt.