25-05 RFP Acoustic Assessment _ GIS Mapping of WWCS.pdf

R F P - A C O U S T I C A S S E S S M E N T & G I S M A P P I N G O F W A S T E W A T E R C O L L E C T I O N S Y S T E M

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CITY OF GUNNISON

REQUEST FOR PROPOSALS (RFP No. 25-05)

ACOUSTIC ASSESSMENT & GIS MAPPING OF WASTEWATER COLLECTION SYSTEM

ISSUED: March 25, 2025

QUESTIONS DUE DATE & TIME: April 8, 2025, 5:00 PM MDT

PROPOSAL DUE DATE & TIME: April 15, 2025, 2:00 PM MDT

SUBMIT QUALIFICATIONS ELECTRONICALLY: Rocky Mountain E-Purchasing System (“RMEPS”): portal at https://www.bidnetdirect.com/colorado

Submittals must be received in the RMEPS submission portal on or before the Proposal due date and time. Hardcopy submittals will not be accepted. It is the Respondent’s sole responsibility to ensure all required documents are submitted through RMEPS by the submission deadline.

RMEPS does not allow for uploading of documents after the submittal due date and time has closed.

The Submittal will be time-stamped by RMEPS upon receipt. After uploading Submittal documents, Respondents must click the SUBMIT button. The City of Gunnison will not accept uploads that are “saved” but not “submitted”. To verify that a Submittal has been submitted successfully, Respondents may contact BidNet Support or verify, via the Bid Management tab in the Respondent’s account, that the documents are not in “Draft” status. The City does not have access to or control of the Vendor side of RMEPS. Please contact RMEPS at 1-800-835-4603, Option 2, for technical assistance.

Please Note: Addenda may be issued for this RFP and will be posted online at https://www.bidnetdirect.com/colorado. Respondents shall ensure all addenda issued are acknowledged and responses thereto submitted along with the required Submittal documents.

Failure to submit such responses may result in disqualification of the respective Submittal.

Proposals (as hereinafter defined) received after the above specified due date and time, or which are not prepared and filed in accordance with the terms and conditions of this Request for Proposal (“RFP”), may not be considered for evaluation.

https://www.bidnetdirect.com/colorado https://www.bidnetdirect.com/colorado

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RFP Title/No.: Acoustic Assessment & GIS Mapping of Wastewater Collection System 25-05

Location: City of Gunnison, Colorado

Purpose: The City of Gunnison is seeking a qualified contractor to perform a comprehensive acoustic assessment of the wastewater collection system. The project aims to evaluate the condition of the sewer lines, categorize their status, and integrate the findings into the City’s ESRI GIS mapping system. The scope of work will include acoustic evaluations, manhole inspections with laser invert depth retrieval, and survey-grade manhole rim elevations.

Submission Deadline: 2:00:00 p.m. MDT, Tuesday, April 15, 2025

Questions Deadline: 5:00:00 p.m. MDT, Tuesday, April 8, 2025

Written Inquiries: City Clerk cityclerk@gunnisonco.gov

DO NOT CONTACT OTHER STAFF OR CITY CONSULTANTS

RFP Contents: A. Project Description B. Scope of Work C. List of Attachments D. Review and Evaluation of Proposals E. Project Schedule F. Submissions and Inquiries G. Additional Terms H. Proprietary Information and Return of RFP I. Respondent Compensation J. Modification and Withdrawal of Proposal K. Protest Procedures

Attachment A – Price Form Attachment B – Sample Contract

A. Project Description

The City of Gunnison is seeking a qualified contractor to perform a comprehensive acoustic assessment of the wastewater collection system. The project aims to evaluate the condition of the sewer lines, categorize their status, and integrate the findings into the City’s ESRI GIS mapping system. The scope of work will include acoustic evaluations, manhole inspections with laser invert depth retrieval, and survey-grade manhole rim elevations.

B. Scope of Services

The selected contractor will be responsible for the following:

1. Acoustic Assessment

• Perform an acoustic assessment of the wastewater collection system using technology compliant with ASTM F3220 standards (e.g., SL-RAT).

mailto:cityclerk@gunnisonco.gov

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• Assess pipe segments and assign blockage scores ranging from 0 to 10.

• Categorize each pipe segment into the following categories: GOOD, FAIR, POOR, BLOCKED, or CONNECTED TO BURIED MANHOLE.

• Provide results that prioritize maintenance and cleaning efforts.

2. Manhole Inspections

• Conduct Level 1 visual inspections of manholes within the system.

• Assess and prioritize manholes based on condition using a 3-point risk scale (Low, Medium, High) across five sections (Lid, Collar, Main Body, Trough, Overall Condition).

• Identify and document any missing or buried manholes.

• Utilize laser technology or a comparable method to measure invert depths as part of the manhole assessment process.

• Provide survey-grade data for manhole rim elevations

3. GIS Integration

• Deliver assessment data via an interactive online ArcGIS dashboard.

• Provide data in downloadable formats, including .csv and .shp files, for seamless integration with the City’s existing GIS infrastructure.

4. Environmental and Efficiency Goals

• Use methods that minimize water consumption and environmental disruption.

• Reduce the need for unnecessary cleaning by focusing on high-priority areas.

5. Traffic Control

• Implement necessary traffic control measures during the assessment, ensuring compliance with MUTCD standards and maintaining safety for workers, pedestrians, and motorists.

Deliverables

1. Acoustic assessment results categorized by pipe condition.

2. Comprehensive manhole condition reports.

3. Integrated GIS dataset with filtering and reporting capabilities.

A final summary report detailing the project’s findings and recommendations for future action.

Further tasks may be proposed by the Consultant based on their experience in meeting the needs of previous projects similar in nature. Licensed professional services such as engineering and surveying are excluded.

C. List of Attachments

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Attachment A – Price Form Attachment B – Sample Contract

D. Proposal Format and Content

The Proposal shall contain the sections listed below and shall respond fully to all requirements of the RFP. Proposals are limited to ten (10) single-sided (8-1/2” x 11”) pages, no less than 11-point font, not including a cover page. Submittals which do not address the items in this section may be considered incomplete and may be deemed non-responsive by the Review Committee.

1. LETTER OF INTEREST: Provide a letter of interest signed by an authorized representative of the Firm and/or individual(s). Provide the names, offices, email addresses and phone numbers for staff that are proposed to be involved in the project. The Proposal shall identify in which employee(s) will perform the majority of the work onsite, as well as any administration staff estimated as needed to complete the work. Inclusion of all the items indicated above will constitute a passing score for this section (1-page maximum).

2. INSPECTOR QUALIFICATIONS, EXPERIENCE & CERTIFICATIONS: The Proposal shall include descriptions of qualifications, experience and certification that are relevant to the project. The Proposal shall clearly indicate the individual(s) who will be responsible for the day-to-day oversite of the project work. All known sub-consultants needed to complete the project (individual or firm) must be identified in the Proposal. Inclusion of all the items indicated above with a clear representation of each team member’s competency and successful experience with related and/or similar projects is required (2-pages maximum).

3. RELATED PROJECT EXPERIENCE: The Proposal shall provide examples of similar projects that the firm and/or individual(s) have worked on in the last ten (10) years including location, project name, contractor(s), dates, description, and client reference information. For each project, indicate which proposed staff worked on the project, describe the role/work they performed, and their levels of involvement (2-page maximum).

4. LOCAL AVAILABILITY: The Firm and/or individual(s) shall also provide a detailed project schedule, to include significant project milestones, in order to allow for project milestone completion by the dates outlined in Section E, Project Schedule. Describe any critical assumptions or factors which may impact the ability of the Firm and/or individual(s) to meet the project schedule and how those risk factors will be mitigated. Include a list of the Firm’s major commitments to include current project schedules with milestones. List proposed project staff commitments on other projects in relation to their availability for this project (2-pages maximum).

5. PRICE PROPOSAL: Submit a total not-to-exceed price to accomplish the proposed Scope of Services. Submit the total not-to-exceed amount on the provided Price Form only for evaluation in accordance with this RFP. (Use provided Price Form only; this page is excluded from the total 10-page maximum page limit.).

D. Review and Evaluation of Proposals

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Proposals to this RFP will be evaluated and ranked based on the following criteria (100 available points):

Selection Criteria Points

1. LETTER OF INTEREST

(PASS/FAIL)

2. INSPECTOR QUALIFICATIONS & EXPERIENCE (25 points)

3. RELATED PROJECT EXPERIENCE (40 points)

4. LOCAL AVAILABILITY (15 points)

5. PRICE PROPOSAL (20 points)

Failure to comply with the requirements of the RFP may result in the PROPOSAL being declared non-responsive and the Proposer being disqualified. Section 1 of the PROPOSAL will be evaluated on a pass/fail criteria.

Section 5, Price Proposal and Evaluation: The price proposal reflected on the Price Form (Attachment C) will constitute the maximum, not-to-exceed lump sum price payable to the Consultant and will be reviewed and scored as follows:

• The Proposer with the lowest price will be awarded the maximum available points of twenty

(20) points.

• The Proposer with the second lowest Baseline Price will be awarded points upon the ration of the lowest Baseline Price divided by the second lowest Baseline Price; and multiplied by twenty (20) points (rounded to the nearest hundredth of a point).

• The scoring shall continue as described above for all other Prices.

Baseline Price Scoring, Examples

PROPOSER A: LOWEST PRICE - $80,000 20 points

PROPOSER B: SECOND LOWEST BASELINE PRICE= $100,000

($80,000/100,000 X 20 =)

16 points

PROPOSER C: THIRD LOWEST BASELINE PRICE = $200,000

($80,000/$200,000 X 20 = )

8 points

Best Value Determination:

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The proposal with the highest Total Score will be deemed the Best-Value Responsible Proposer.

The total score will be determined by adding the Technical Proposal Score (Maximum Available Points = 80) and Price Proposal Score (Maximum Available Points = 20), for a maximum total score of 100 points.

Interviews are not anticipated. Final evaluation scores will be issued with the Notice of Intent to Award on the RMEPS. Failure to mutually agree upon a final Agreement, may result in the City negotiating with the next highest scoring submission.

E. Project Schedule

The following is a preliminary schedule of project milestones; all dates are subject to change.

Milestone Date Issue RFP March 25, 2025 Deadline for Questions April 8, 2025 PROPOSAL Due Date April 15, 2025, 2:00 PM Notice of Intent to Award April 17, 2025 City Council – Approve Contract Award April 22, 2025 Estimated Notice to Proceed April 28, 2025

Substantial Completion October 24, 2025 Completion & Final Payment October 31, 2025

F. Submissions and Inquiries

Gunnison encourages disadvantaged, minority, and women-owned Consultants to respond.

Submit one (1) electronic .pdf copy of your Statement of Qualifications to the City of Gunnison by use of RMEPS, as detailed on page 1 of this RFP.

PROPOSALs will be received until 2:00:00 p.m. local time on the date provided in Section E.

Late submissions will not be accepted.

Any questions regarding this project shall be in writing and shall only be directed to City Clerk, cityclerk@gunnisonco.gov.

All questions, answers, and addenda shall be published on the City’s solicitation website BidNet. All questions shall be submitted no later than the date provided in Section E of this RFP. All addenda shall be acknowledged in the Cover Letter.

G. Additional Terms

The City reserves all rights, which shall be exercisable in its sole discretion, without limitation or cause or notice, the following and/or any applicable law:

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• The right to reject any or all PROPOSALS without limitation and/or to cancel, re-issue, postpone, or withdraw the RFP at any time without incurring any obligation or liability.

• The right to modify the RFP language, timeframes, or contents and issue addenda.

• The right to engage technical and/or legal firms in the evaluation of PROPOSALS.

• The right to waive informalities, irregularities, or deficiencies in the RFP or PROPOSALS.

H. Proprietary Information and Return of RFP

All PROPOSALS received by the City in response to this RFP are deemed property of the City and are subject to the Colorado Open Records Act. The City, or any of its agents, representative, employees, or firms, shall not be liable to a Respondent or individual participating in a PROPOSAL, as a result of the disclosure of all or a portion of a PROPOSAL under this RFP. Any information contained in a PROPOSAL which the Respondent believes constitutes proprietary or confidential, exempting from any non-authorized disclosure, shall be clearly designated. Blanket designations shall not be accepted. The City will notify the Respondent of any Public Records request relating to this RFP, providing an opportunity for the Respondent to seek a court injunction against the requested disclosure.

I. Respondent Compensation

No compensation or reimbursement for the preparation of the PROPOSAL will be paid by the City.

J. Modification and Withdrawal of PROPOSAL

PROPOSALs may be modified or withdrawn in writing, executed in the same manner as the PROPOSAL, at any time.

K. Protest Procedures

Prior to a submission of a protest relating to or arising from this Request for PROPOSAL, all parties shall use their best efforts to resolve concerns raised by an interested party through open and frank discussions. Protests shall be concise and logically presented to facilitate review by the City. Failure to substantially comply with any of the requirements of these Protest Procedures may be grounds for dismissal of the protest. Protests shall include the following information:

a. Name, address, fax and telephone numbers of protester;

b. Solicitation or contract number;

c. Detailed statement of the legal and factual grounds for the protest, to include a description of resulting prejudice to the protester;

d. Copies of relevant documents;

e. Request for a ruling by the City;

f. Statement as to the form of relief requested;

g. All information establishing that the protester is an interested party for the purpose of filing a protest; and

h. All information establishing the timeliness of the protest.

All protests filed directly with the City will be addressed to the manager of the City or other official designated to receive protests. Protests based on alleged apparent improprieties in the PROPOSAL Documents and solicitation procedures or evaluation and award criteria shall

P a g e 8 | 8 be filed at least ten (10) calendar days before the PROPOSAL submittal date. Failure to promptly file a protest based on solicitation procedures or evaluation and award criteria shall be deemed a waiver of the right to pursue a protest. In all other cases, protests shall be filed no later than five (5) calendar days after the basis of protest is known or should have been known, whichever is earlier, but no later than ten (10) days after the PROPOSAL due date.

Action upon receipt of a protest shall be as follows:

a. Upon receipt of a protest before award, a contract may not be awarded, pending resolution of the protest, unless contract award is justified, in writing, to be in the best interest of the City.

b. If award is withheld pending the City resolution of the protest, the City will inform the respondents whose PROPOSALS might become eligible for award of the contract. If appropriate, the respondents will be requested, before expiration of the time of acceptance of their PROPOSALS, to extend the time for acceptance to avoid the need for re-solicitation. In the event of failure to obtain such extension of time, consideration should be given to proceeding with award.

c. Upon receipt of a protest within ten (10) days after contract award, the City shall immediately suspend performance, pending resolution of the protest, including any review by an independent higher-level official, unless continued performance is justified, in writing, for urgent and compelling reasons or is determined, in writing, to be in the best interest of the City.

d. Pursuing the City protest does not extend the time of obtaining a judicial stay, injunction, or other remedy.

e. The City shall make its best efforts to resolve protests within 20 days after the protest is filed. To the extent permitted by law and regulation, the parties may exchange relevant information.

f. The City protest decision shall be well-reasoned and explain the City’s position. The protest decision shall be provided to the protestor using a method that provides evidence of receipt.

A. Project Description