3-Approved - RFP - Sewer Master Plan - 2-3-26.pdf

Spanish Fork City 40 South Main Street Spanish Fork, Utah 84660 801-804-4550

Request for Proposals: Sewer Masterplan Update Project

Date: February 3, 2026

Reply to: Josh Wagstaff Assistant City Engineer 40 South Main Spanish Fork, UT 84660

Pre-RFP Meeting: Tuesday,February 17, 2026 at 2:00 PM, MT Engineering Office, 775 North Main Street, Spanish Fork, Ut 84660

MANDATORY

Proposal Deadline: Thursday,March 12, 2026 at 2:00PM, MT

Spanish Fork City (City) is accepting proposals from engineering firms (Consultant) interested in submitting qualifications and costs for the Sewer Masterplan Update Project. It is Mandatory that all interested parties attend the Pre-RFP Meeting described above. Please submit questions fordiscussionatthePre-RFPMeetingto Josh Wagstaff (jwagstaff@spanishfork.gov) by Thursday, February 12, 2026 at 10:00 AM,MDT.AllotherquestionsafterthePre-RFPMeetingshallbesubmittedthrough Virtual-bid. UndernocircumstanceshalltheengineeringfirmscontacttheCityafter the Pre-RFP meeting other than throughVirtual-bid.

City will make the Request for Proposals (RFP) available to any interested parties from Virtual-bid. Interested parties are responsible for monitoring the website for information concerning the RFP and any addendum issued.

www.Virtual-bid.com

40 SOUTH MAIN STREET|SPANISH FORK, UT 84660| SPANISHFORK.GOV

http://www.virtual-bid.com/bids-search/spanishfork http://www.virtual-bid.com/bids-search/spanishfork

Proposals will only be accepted as a PDF Google Doc shared with Josh Wagstaff jwagstaff@spanishfork.gov(cc Kim Coughlan at kcoughlan@spanishfork.gov). City will not accept any proposal submitted by facsimile, hand delivery, or any method other than that stated in the RFP. Any proposal that is received after theduedate andtimewillnotbeaccepted.IfitbecomesnecessarytorevisetheRFPinwholeor in part, an addendum will be provided to all proposers on record throughVirtual-bid.

The City may award a contract based solely upon the merits of theinitialproposal, without an oral commentary by the proposers. In light of this possibility,proposers should present the most favorable price and service available. If the City deems necessary,afewConsultantsmaybeselectedbasedoncost,qualityandexperience to interview and present to the City. The Consultant selected will be expected to begin work on or before March 30, 2026.

Theinformationprovidedhereinisintendedtoassistproposersinthepreparationof proposalsnecessarytoproperlyrespondtothisRFP.TheRFPisdesignedtoprovide interested proposers with sufficient basic information tosubmitproposalsmeeting minimumrequirements,butisnotintendedtolimitaproposal'scontentorexclude any relevant or essential data therefrom. Proposers are at liberty and are encouragedtoexpanduponthespecificationwrittenherein.SpanishForkCitywill notbeliableforanycostsproposersmayincurinthepreparationorpresentationof thisproposal.Cityreservestherighttocancelormodifythissolicitationatanytimeit deems necessary, in its sole discretion that such measures are in the City’s best interest.

All provisions of the agreement must be in compliance with established State and Local laws and ordinances of the State of Utah and its political subdivisions.

We look forward to reviewing your proposal and to working together with the selected team in the successful development of the project.

Sincerely, Josh Wagstaff Assistant City Engineer mailto:jwagstaff@spanishfork.gov mailto:kcoughlan@spanishfork.gov

TABLE OF CONTENTS

1. INTRODUCTION AND OBJECTIVE

2. SCOPE OF PROJECT

3. PROJECT DEVELOPMENT

4. ANTICIPATED SCHEDULE

5. PROPOSAL OUTLINE & MINIMUM REQUIREMENTS

6. CRITERIA FOR SELECTION

7. STANDARD CONTRACT TERMS AND CONDITIONS

1. INTRODUCTION AND OBJECTIVE

Spanish Fork City (the “City”) is requesting proposals from qualified engineering consulting firms to provide professional services for a comprehensive update to the City’sSewerMasterPlan.AstheCitycontinues toexperiencerapidresidentialandindustrialgrowth,thisplanwillserveasthe definitiveroadmapformanaging,maintaining,andexpandingthewastewater collection system.

The primary objective is to develop a data-driven strategy that ensures the City’s infrastructure can support future density while maintaining regulatory compliance and operational efficiency.

Key Project Objectives:

● System Characterization:Establish a high-fidelitybaseline of the current collection system, including lift stations and interceptors.

● Growth Integration:Align wastewater capacity withthe City’s General Plan and updated land-use projections to prevent "infrastructure bottlenecks."

● Hydraulic Modeling:Utilize advanced modeling to simulatepeak-flow scenarios, including Inflow and Infiltration (I&I) impacts.

● Risk Mitigation:Identify aging infrastructure atrisk of failure and propose proactive replacement schedules.

● Financial Strategy:Provide defensible cost estimatesthat will form the basis for future impact fee studies and utility rate structures.

2. SCOPE OF PROJECT

The selected Consultant will lead the technical analysis and document preparation for the Sewer MasterPlanUpdate.Thescopeincludes,butisnot limited to, the following core modules:

Data Mining and Asset Review

The Consultant shall review the City’s GIS database, recent flow monitoring reports, historical maintenance logs, and current sewer master plan that will be posted for review. This task includes identifying data gaps in the current system mapping and coordinating with City staff to rectify inconsistencies.

Hydraulic Model Development

● Construct or update a dynamic hydraulic model of the City’s trunk lines and lift stations.

● Perform "stress tests" to identify capacity deficiencies under various storm event scenarios (I&I analysis).

● Validate the model using recent flow-metering data provided by the City.

Future Demand Projections

● Analyze the City’s current General Plan to project Equivalent Residential Units (ERUs) for the 5, 10, and 20-year intervals.

● Identify "Growth Pressure Zones" where existing infrastructure is most likely to reach capacity first.

Condition Assessment and Vulnerability Analysis

● Evaluate the mechanical and structural integrity of the City’s lift stations.

● Prioritize sewer basins for CCTV inspection or rehabilitation based on age, material, and history of sanitary sewer overflows (SSOs).

Capital Improvement Program (CIP)

● Develop a phased list of projects, including upsizing lines, new interceptors, and lift station upgrades.

● Provide cost estimates for all recommended projects.

3. PROJECT DEVELOPMENT

The Consultant will adhere to a structured development process to ensure the Master Plan is a practical, living tool for City staff.

Stakeholder Engagement:The Consultant will lead aProject Kickoff and monthly progress meetings with the Public Works and Engineering departments to ensure alignment with City operational standards.

Regulatory Alignment:All recommendations must meetor exceed the standards set by the Utah Division of Water Quality (DWQ) and Spanish Fork City Construction Standards.

Milestone Reviews:The Consultant shall submit deliverablesand hold an in-person workshop at the following intervals for City review:

● Phase 1: Existing Conditions Report & Model Validation.

● Phase 2: Future Needs & Deficiency Analysis.

● Phase 3: Draft Master Plan & Prioritized CIP.

● Final Delivery: Final Master Plan (Digital and Physical) and the completed Hydraulic Model files.

Presentation and Adoption:The Consultant will presentthe final findings to the Development Review Committee (DRC) and the City Council to support the formal adoption of the plan.

Deliverables:The final product shall include a comprehensivereport, high-resolution system maps, and a simplified executive summary for public-facing use.

4. PROJECT SCHEDULE

● RFP Award Date (March 23, 2026)

● Kickoff Meeting and Scope Review

● Phase 1 Workshop

● Phase 2 Workshop

● Phase 3 Workshop

● Final Delivery

● DRC and City Council

5. PROPOSAL OUTLINE & MINIMUM REQUIREMENTS

All proposals must be organized into Sections and labeled accordingly as outlined below. If they are not organizedintosections,theymayberejected.

Each section must clearly and fully address the subject and be understandable. Failuretodosowillnegativelyimpacttheevaluationofyour submitted RFP.

a) Cover Letter – Include in this cover letter a primary contact. Names and telephonenumbersofotherswhoareauthorizedtorepresentthecompanyin dealingwiththisRFP.AnexpressionoftheConsultantsabilityandwillingness to meet the requirements of this RFP is required. A statement that the Consultant will adhere to all standards and specifications of theCity,County, andStateisrequired.ProvideacommitmenttoworkcloselywiththeCitywith respect to permitting, design, and construction management. Any other information not appropriately contained in the proposal should also be included.

b) Project Experience – The proposed approach should constitute the major portion of the RFP and must include the following:

i. A statement of your understanding of the project and a general descriptionofyourproposedapproachtoprojectscope.Designsand/or drawings may be included to enhance your approach to project.

ii. A summary of relevant past project experience, including references.

iii. A detailed work plan outlining each required task necessary for completion of each project described in the project scope.

iv. In addition to the specific service proposals specified above, identify and/or recommend any additional or innovative servicesandproducts provided by you that may be related to orhelpfultoacomprehensive design of the proposed project. If there is a better way for the City to package or define the services that ithasrequestedhereininorderto obtainbetterpricingand/orservicebymakingiteasierfortheselected consultant, please explain what modifications would be necessary to achieve such better pricing and/or service.

v. Identify any of the work that you intend to subcontracttootherswith their specific assignments, qualifications, and experience.

vi. In addition to the information and qualifications specified above, identify any specialknowledgeorskillsprovidedbyyourfirmthatmay be related or helpful to the accomplishmentoftheservicesrequested herein.

c) Quality Control and Schedule – Provide an overview of your quality control review process. Show the adequate personnel and schedule required to complete the design and construction management of this project.

d) Cost Estimates – Submit a cost estimatefortheprojectincludingpersonnel, positions, billing rate per hour(besuretoincludeoverheadinbillingrateper hour), estimated # of hours, and a total as outlined in the example below.

Pricesstatedincludesallcostsassociatedwiththeperformanceoftheservices specified, including materials, supervision, labor, insurance, transportation, delivery, fuel or other surcharges, demurrage, and related costs. No other charges shall be allowed. All prices and fees must be stated in U.S. dollars.

Hoursandtotalcostsareestimated.Actualhoursshallbebilledandthetotal cost for each task may not be exceeded unless a contract addendum is in place before the hours are worked. If an addendum is proposed after the hours are worked that would increase the total task cost above what is proposed, then overage costs will be denied or at a minimum reduced by half.

e) KeyPersonnel–ProvideresumesforKeyPersonnelwiththeirexperienceand expertise, for each person assigned to this team. Provide an organization chart demonstrating the work and communication flows for the team.

Describe the team’sexperienceonsimilarprojects.Include,intheresumes,a briefdescriptionoftherolesandresponsibilitiesoneachprojectcited.Identify anyproposedsubcontractors,includingnames,specificassignments,andthe qualifications of the subcontracting firm and its key personnel.

f) References – The proposer shall submit five (5) references. If possible, these should be of similar sized City’s or institutions, requiring a similar scope of work. Provide the name of the City, institution or company, phone number, business address, and contact person. References must be provided for specific projects where the ProjectEngineerandProjectInspectorworkedin those respective roles.

Employee Position Billing Rate

Estimated Hours

Total Cost

Name Principal

Name Project Engineer

Name Design Engineer

Name Draftsman/CAD/GIS

Name Surveyor

6. CRITERIA FOR SELECTION

Proposals will be evaluated and a shortlist established using the following criteria:

● Compliance with the RFP (5%)

● Project Experience (15%)

● Quality Control and Schedule (10%)

● Cost Estimate (35%)

● Key Personnel (10%)

● References (10%)

● Project Approach/Competence and Ability (15%)

● Interviews -Optional(20%)

The selection committee may include the following: Public Works Director, Assistant Public Works Director, City Engineer, Assistant City Engineer, Wastewater Division Manager, Assistant Division Manager, Mayor and or City Council Member and Public Works Inspector.

Proposals shall be opened so as to avoid disclosure of contents to competing bidders during the process of negotiation. Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals.

Any revision may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

City may choose to score and or normalize proposals using criteria outlined in the RFP or additional criteria deemed appropriate by the Finance Director after reviewing the proposals.

Addenda to RFP’s after the deadline is limited to only bidders that have submitted proposals. These addendums must not change the RFP in a way that, in the opinion of the Finance Director, would likely have affected the number of proposals submitted, had the addendum been included in the original RFP.

The City may have discussions with a person who submits a proposal to obtain a more complete understanding of whether the offeror is responsible and meets the requirements of the RFP. The City may reject the proposal following these discussions if the Finance Director determines that the offeror is not responsible or does not meet the requirements of the RFP.

Award shall be made to the best proposal that is the most advantageous to the City, taking into consideration cost, evaluation factors, and other criteria set forth herein.

The City may further negotiate terms in order to comply with budgets, specific services/products sought, and other matters beneficial to the City.

7. STANDARD CONTRACT TERMS AND CONDITIONS

INDEMNIFICATION

The Consultant agrees to defend, indemnify and holdSpanishForkCity,itsofficers, officials, employees, and agents (collectively the "Indemnitees") free and harmless from and against all losses, claims, liens, demands, lawsuits, judgments, or liability includingbutnotlimitedtogeneralliability,automobile,andprofessionalerrorsand omissionsarisingoutofthenegligentacts,errors,andomissionsoftheconsultantin performing the services described including the amount of judgment, penalties, interest, court costs, and legal fees incurred by the Indemnitees or any of them in defenseofthesame,arisinginfavorofanyparty,includinggovernmentalagenciesor bodies,onaccountof,butnotlimitedto,taxes,claims,liens,debts,personalinjuries, death, or damages to property (including property of indemnitees).TheConsultant furtheragreesto;investigate,handle,respondto,providedefenseforanddefendany such claim, demand or cause of action at its sole expense, and agrees to bear all other costs and expensesrelatedthereto,and,release,indemnify,andholdtheCity, its officers, officials, agents, and employees harmless from liability of any kind or nature, including the Consultant’s use of any copyrighted or un-copyrighted composition, secret process, patented orunpatentedinvention,article,orappliance furnished or used in the performance of this contract.

Spanish Fork City is a governmental entityundertheGovernmentalImmunityAct and waives no defenses, limits of liability, or other rights.

OWNERSHIP OF DOCUMENTS

Spanish Fork owns and may use in any way the City deems necessary all implemented plans, reports, data, documents, electronic media, and all other instruments of professional service, regardless ofmediumorcontent,preparedby or on behalf of Consultant for City.

DAMAGES

Project must be completed and delivered to the City according to the timelines negotiated and agreed upon.

Timing is of the essence for this project. ConsultantagreesthattheCitywillsuffer damages if completion sequences agreed upon are not met. The parties acknowledge it will be difficult to ascertain the actual value of the damages suffered, so liquidated damages will be assessed to cover those damages. The ConsultantwillcompensatetheCityintheamountoffivehundreddollars($500.00) for each day or part thereof that expires after each completion sequence, for damages,penalties,extrafeesorlossesthattheCitymayincurduetoalatedelivery oftherequireddocuments.TheCityshallbeentitledtodeductandretainliquidated damagesoutofanymoneywhichmaybedueorbecomeduetotheConsultant.To the extentthattheliquidateddamagesexceedanyamountsthatwouldotherwise be due the Consultant, the Consultant shall be liable for such amounts and shall return such excess to the City.

INSURANCE

Worker’s Compensation insurance, sufficient to coverallemployeesintheemploy of the Consultant during the term of the contract, including any renewal thereof must be maintained. Coverage amount should be as required by Utah Worker’s Compensation Laws. All subcontractors are required to also carry worker’s compensation insurance as specified above. The City will require employees from companieswhochoosetonotcarryworker’scompensationinsurance,(threeorless employees) to obtain a Workers Compensation Waiver Form from the State of Utah.

The followingcommercialgeneralliabilityinsurancemustbesubmittedwithlimits not less than:

1. Each Occurence: $1,000,000

2. Personal and Advertising Injury $ 1,000,000

3. General Aggregate: $3,000,000

4. Fire Damage (any one fire): $50,000

5. Medical Expense (any one person): $5,000 Workers Compensation Insurance

*Automoblie Liability: $1,000,000 per accident for bodily injury and property damage *Professional Liability (Errors and Omissions) *Special Event Insurance

Insurance needs to include Project Name withthelocationanddescriptionofthe project,andtheProjectNumberandBidNumber(ifknown).Insurancemustname as the certificate holder; Spanish Fork City, its elected officials, officers, agents, employees, andvolunteersfromalldamages,costsorexpenses in law orequity,includingattorney’sfees,thatmayatanytimeariseor be set up because of damages to property, bodily injury, or personal injury received by reason of or in the course of providing goods or services to Spanish Fork City, which may be occasioned by any willful, negligent, or wrongful act or omission ofthatcontractingparty,anyof its employees, or any subcontractors.

Coverage is for all operations performed by or on behalf of the named insured.

Spanish Fork City will assume no liabilities for theConsultantincludinganyofthe Consultant’srepresentatives,employees,orproperties.Consultantshall,atalltimes, keep the work area in a neat, clean, safe,andsecureconditiontoavoidtheriskof loss, theft, vandalism, or sabotage.

Insurance provided is required to be primary and noncontributory.

Proofofcoveragemustbeprovidedbeforeworkcanbegin,andConsultantagreesto provide proof of insurance upon demand by the City throughout the terms of the contract.Theinsurancemusthavea30-daywrittencancellationnotice.Ifanyofthe required insurance coverage is cancelled or lapses, the City may at the City's discretion, obtain substitute coverage at reasonable rates. The Citymaydeductthe costofsuchcoverage,plus10%foradministrativecharges,fromanymoniesthatare owing to Consultant.

INDEPENDENT CONSULTANT

ItisunderstoodandagreedbythepartiesthattheConsultantistoactinthecapacity of an independent contractor and as such will have no authorization, express or implied, to bind Spanish Fork City to any agreements. Consultant's officers and employeesshallnotbeconsideredasemployeesorofficersoftheCityandshallnotbe entitledtoanyemployeebenefitsasCityemployeesasaresultoftheexecutionofthis agreement.

ASSIGNMENT

The Consultant shall not assign this agreement or assign, pledge transfer, or otherwise dispose of its interest or this agreement, without the specific written consent of the City, and that no such assignment, pledge, mortgage, transfer, or other disposition shall relievetheConsultantofitsobligationshereunder,norshall suchanassignmentorotherdispositionterminateanysuchclaimordefensewhich the City may have. Spanish Fork City may assertanyclaimordefenseitmayhave against the Consultant against any such assignee.

LICENSE

The Consultant is properly licensed for the service(s) provided, including a business license. Consultant will provide all licenses before work can begin.

WORKFORCE

TheConsultantagreestoregisterandparticipateinastatusverificationsystemsuch asE-Verify,toverifytheworkeligibilitystatusoftheConsultant’semployeeswhoare employedonthisproject.TheConsultantfurtheragreestohaveeachsubcontractor who works for or under him/her, certify by affidavit that the subcontractor has verified through a status verification system the employment status of each new employee of the respective subcontractor.

STANDARD OF CARE

Services shall be performed in accordance with the skill and care ordinarily exercised by members of the same profession performing the same or similar services at the time Consultant’s services are performed. Consultant shall, at his/her sole expense, reperform any services not meeting this standard.

TAXATION

It is understood and agreed that the Consultant shall pay and discharge all license fees, assessments, sales, use, property and other tax or taxes lawfully imposed, as indicated in Utah Code Ann. §59-12-104 (as amended).

CONFLICTS OF INTEREST

It isunderstoodandagreedthatnoofficeroremployeeofSpanishForkCityhasor shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. No officeroremployeeoftheConsultantoranymemberoftheir familiesshallserveonanyCityboardorcommitteeorholdanysuchpositionwhich either by rule, practice, or action nominates, recommends, or supervises Consultant’s operations, or authorizes funding of payments to the Consultant.

NON-DISCRIMINATION/AFFIRMATIVE ACTION

TheConsultantagreestoabidebytheprovisionsoftheUtahAntidiscriminationAct, Title 34 Chapter 35, U.C.A. 1953, as amended, and Title VI and Title VII of the Civil RightsActof1964(USC2000e),whichprohibitdiscriminationagainstanyemployee orapplicantforemployment,oranyapplicantorrecipientofservices,onthebasisof race,religion,color,ornationalorigin;andfurtheragreestoabidebyExecutiveOrder No.11246,asamended,whichprohibitsdiscriminationonthebasisofsex;45CFR90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of disability.

ThisagreementmaybecancelediftheConsultantfailstocomplywiththeprovisions of these laws and regulations.

LAW

This contract shall be governed by the laws of the State of Utah.

DEFAULT

Ifeitherpartyfailstoperformitsobligations,theotherpartymaygivewrittennotice specifying thenatureofthefailure,andrequestingthedefaultingpartytoremedy

it. If the default is not corrected within thirty (30) days of the notice date, the non-defaultingpartymaypursuetheremedyprovidedherein,andwithoutwaiving that remedy, it may terminate this agreement. If the failure reasonably justifies faster action, the notice may require correction within thirty (30) days, and the non-defaultingpartymaytakereasonableactiontoprotectitsinterest.Ifthefailure isonethatreasonablyrequiresmorethanthirty(30)daystocorrect,thecorrection period shall be extended beyond thirty (30) days, so long as the defaulting party promptly commences to correct the default and diligently pursues it to completion.

In the event either party needs to enforce the terms of this agreement by suit or otherwise, the party at fault shall pay the costs and expenses incident thereto, including a reasonable attorney’s fee.

ENTIRE AGREEMENT

This Agreement, together with the attachments hereto, contains the entire Agreement between the parties, and supersedes all prior agreements, and oral or written representations with respect to the subject matter hereto, and no statements, promises, or inducements made by either party or agents for either partythatarenotcontainedinthiswrittenAgreement,shallbebindingorvalid.This

Agreement may not beenlarged,modified,oralteredexceptinwriting,signedand dated by the parties.