Bid Notice-Miscellaneous Water Renewal Planning _ Engineering Services (PWE 505).pdf

RFQ2026-093 Miscellaneous Water Renewal Planning and Engineering Services

(PWE 505)

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Scope of Work: The City of Boise’s Water Renewal Services is soliciting proposals from qualified engineering firms to provide engineering services for projects with varying degrees of complexity at City owned facilities. The anticipated services (tasks) will relate primarily to wastewater treatment facilities and wastewater system improvements.

Services may include planning, studies, predesign, design, construction support and startup of wastewater treatment system facilities and related technical and regulatory assistance as needed.

Services will be provided on an as needed, project-by-project basis. It is anticipated that the value of the city’s need and budget for services will vary throughout the life of the contract. Specific project work will be authorized by individual task orders.

PROJECT INFORMATION

1.1 General Description

The City of Boise, Idaho is requesting proposals for Miscellaneous Water Renewal Planning and Engineering Services as needed for FY27 with potential contract extensions to FY31.

Interested firms shall provide qualifications in accordance with the requirements of this RFQ. Highest ranked proposers will be required to provide hourly rates and multipliers as part of the contract negotiation. Hourly rates may be reviewed and adjusted annually by mutual agreement between the city and Consultant.

This request for qualifications is not based on any specific projects. Rather, the city seeks to enter into Miscellaneous Services contracts with several firms. This will allow the city to negotiate work on a task order basis under the awarded contracts. The City anticipates awarding contracts to multiple highly ranked proposers that collectively provide broad multidisciplinary capabilities and specialized expertise to support varying Water Renewal Services needs.

A. The anticipated services (tasks) will relate primarily to wastewater treatment facilities and wastewater system improvements. Services are anticipated to focus on primarily on planning and studies, project development and predesign, and design services. Assignments may also include construction support, startup and commissioning, and related technical, regulatory, and organizational assistance as needed.

B. The Scope of Miscellaneous Water Renewal Planning and Engineering Services may include any or all phases of a project from initial planning through construction generally following the Water Renewal Services (WRS) project delivery approach. Work performance defined in each Task Order scope of work may include some or all of these stages:

1. Utility and Facility Planning. Services may include utility, strategic, and facility-level planning; development or revision of flow and load estimates; capacity evaluations; condition assessments of equipment and structures; asset management support; capital

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organizational development; and other planning level assistance.

2. Project Development Stage. Support may include development of Project Definition Reports including approximately 0 - 10 percent design to support cost estimating, scheduling, business case evaluations, and other required project development activities.

3. Preliminary and Detail Design Stages. Services may include preparation of construction documents consisting of working drawings, details, and specifications necessary for public bidding and construction. Services may also include scheduling, cost estimation and coordinating with general contractors or construction managers.

4. Bidding Stage. The Consultant may assist the city in obtaining bid proposals, responding to bidder questions, evaluating the bids and bidders, and recommending awarding a contract or contracts for the construction. Services may also support procurement and bidding under alternative project delivery methods.

5. Construction Stage.

a. The consultant may review contractor submittals, respond to requests for clarifications and information related to the construction documents, assist the city in preparing change order requests and in evaluating contractor change proposals.

b. The consultant may review contractor construction schedules and schedule updates and assist the city in responding to schedule submittals.

c. The consultant may prepare operating manuals for new or modified processes to instruct the city in proper operating techniques and may provide instructional sessions with city personnel.

d. The consultant may be asked to make periodic visits to the site of the project to remain familiar with the progress and quality of the work and to determine in general if the project is proceeding in accordance with the contract documents.

6. Startup and Commissioning Services. Consultant may assist the city in starting up new or modified processes. Work may include process optimization and documentation.

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7. Value Engineering Services. Consultant may assist the city by providing value engineering services related to wastewater treatment projects. Work may include conducting value workshops and preparing a draft and final value report.

8. Additional Services. Consultant may provide other services as requested by the city related to the planning, design, construction, operation, and improvement of Water Renewal Services facilities and systems.

C. Assignments may also include attendance at and presentations for public hearing, presentations before city, state and federal officials, on-call response to emergency situations, preparation of cost estimates, obtaining permits, clerical work, and drawing preparation using computer aided design or other methods appropriate to the assignment.

D. The consultant and city will agree in writing to a scope of work, schedule, and fee structure prior to issuing a Notice to Proceed (NTP) for each individual assignment.

E. Design project assignments may require formal bid documents. Some projects may include state and/or federal funding. For assignments funded in whole or in part by state or federal funds, the Consultant shall comply with applicable funding agency requirements, including documentation and procedures necessary to maintain the city’s eligibility for reimbursement. The city will not authorize additional compensation to the Consultant to prepare contract documents meeting applicable state and federal requirements after the initial scope of services is accepted, unless the city adds additional work to the scope.

F. The Consultant shall be fully responsible for the safety and well-being of its employees and agents.

G. The Consultant will maintain, at its own expense, all permits and licenses necessary to perform services under this agreement in compliance with federal, state, and local laws.

H. As required by an individual assignment, the Consultant shall coordinate with the city regarding access to public or private property. Responsibility for obtaining required access permissions will be established in the applicable task order.

I. The Consultant may be required to provide multiple copies of plans, special provisions, cost estimates, and other deliverables for review purposes. Upon final approval, final deliverables shall be provided in the formats and quantities established by the applicable task order or city standards.

Electronic deliverables may include PDR and applicable unencrypted native

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J. When applicable to an individual assignment, the Consultant will be required to provide a 3D BIM model and record drawings in accordance with applicable city and regulatory standards. Specific requirements will be identified in the applicable task order.

Contracts resulting from this RFQ will not create an exclusive relationship between the City and the Consultant for the provision of services provided thereunder. Rather, during the contract term, each party may continue to provide to third parties and receive from third parties the same or similar services to the extent Consultant's provision of such services does not create a conflict of interest with its provision of services to the City. The city cannot claim to spend any certain amount under this RFQ since the projects are as needed.

All reports, drawings, survey data, etc. developed or obtained by the Consultant as a result of this contract shall become the property of the city upon completion each assignment or termination of this contract. This includes soft copies of computations, field notes, survey notes; computer aided drafting files, geographic information system files, etc. Upon request by the city, these files shall be provided by the Consultant without charge.

1.2 Sub-consultants

Sub-consultants may be included as part of the “Consultant team” to assure adequate coverage of the various areas of technical expertise required under this Contract.

For purposes of the proposal, proposers should identify subconsultants expected to routinely support work under this agreement or that provide capabilities integral to the proposed team. Proposers are not expected to identify specialty subconsultants solely to demonstrate the ability to perform every potential future assignment.

The city also recognizes there may be occasions when an element of work requires specialized expertise not included in the originally proposed Consultant team.

Specialized services may be provided by additional sub-consultants or sub-contractors as appropriate for an individual task order. In cases where additional sub-consultant(s) or sub-contractor(s) are used, the city reserves the right to approve the firm prior to issuing a NTP for the respective assignment.

The city will allow an overhead adjustment of the sub-contracted work not to exceed five (5%) percent of the value of the sub-contracted work. Overhead mark-up shall not be allowed for sub-consultants who have been identified as part of the original Consultant team assembled to meet the minimum scope of services defined in the RFQ.

1.3 Project Assignment Sequence

Due to the varying types of projects anticipated under this Contract, the actual project sequence will vary. For the purpose of preparing a response to this request for qualification, the following is presented as a typical project assignment sequence.

When the city determines a need for Consultant services on a project, the city will generally meet with the Consultant to discuss the scope of services needed.

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Regardless of the value of the professional fee, unless designated otherwise in the scope of work request, the city will require the consultant to submit a proposal generally within two (2) weeks of issuing the request.

To remain eligible for optional annual renewal, Consultant must respond to task order requests by either submitting a proposal or notifying the City that it is not interested or does not have staff available for the assignment. Failure to respond by the designated deadline may be considered by the City when determining whether to exercise an optional annual renewal.

1.4 Compensation

The Consultant may be compensated on an hourly basis with an established not-to-exceed cost for each individual assignment, a lump sum fee or the agreed upon fee arrangement. The proposed staff, estimated hours, and any additional costs shall be established through mutual agreement between the Consultant and the city prior to issuing a Notice to Proceed (NTP) for each assignment.

Once the NTP is issued, the Consultant shall proceed with the work, invoicing the city on a monthly basis based on the actual hours charged to the project. Submitted along with the invoice shall be a breakdown of all hours charged and a description of project progress. This report shall include a calculation for earned value and calculated schedule performance index and cost performance index against the baseline schedule and budget. Each invoice shall also outline an estimate at completion based on the indexes noted above. Failure to include this information with the invoice will result in rejection of the invoice.

Employee classification and associated hourly rates for all work performed will be in accordance with the contract. All hourly rates shall be considered as straight time and no overtime rates will be permitted.

Hourly fees will include office space, hardware, software, support, field equipment, supervision, travel, printing and copying expenses necessary to complete required tasks. Exceptions include resident employees as noted below and specific direct reimbursable expenses to be established based upon mutual agreement at the time of assignment.

1.5 Insurance Requirement

The successful Consultant(s) must show, prior to the execution of the Agreement, evidence of appropriate insurance as outlined in the Agreement.