Clear_Creek_Inline_Stormwater_Detention_Facility.pdf

REQUEST FOR PROPOSAL

RFLP 3-25

CLEAR CREEK INLINE STORMWATER DETENTION FACILITY

City of Cheyenne

2101 O'Neil Ave., Room 309

Cheyenne, WY 82001

RELEASE DATE: April 8, 2025

DEADLINE FOR QUESTIONS: April 22, 2025

RESPONSE DEADLINE: May 6, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cheyennecity

City of Cheyenne

REQUEST FOR PROPOSAL

Clear Creek Inline Stormwater Detention Facility

I. Introduction II. Request for Letters of Proposal

III. Vendor Questionnaire

Attachments:

A - RFLP 3-25 SCOPE OF WORK

B - RFLP 3-25 EXHIBIT B AND EXHIBIT C

C - RFLP 3-25 ATTACHMENT A-1 AND A-2

D - SUPPLEMENTAL FEDERAL PROVISIONS

Request For Proposal #RFLP 3-25 Title: Clear Creek Inline Stormwater Detention Facility

1. Introduction

1.1. Summary

The City of Cheyenne (“City”) is currently seeking letters of proposals for the following work as specified:

Consultant services for the Cheyenne Clear Creek Inline Stormwater Detention Facility project are the development of a design that will evaluate and identify a feasible, constructible inline storage facility within the corporate limits of Cheyenne.

1.2. Contact Information

TJ Barttelbort

Purchasing Manager

2101 O'Neil Ave, Room 309

Cheyenne, WY 82001

Email: tbarttelbort@cheyennecity.org

Phone: (307) 773-1045

Department:

Purchasing

1.3. Timeline

Release Project Date April 8, 2025

1st Legal Advertisement April 9, 2025

2nd Legal Advertisement April 16, 2025

Pre-Proposal Meeting (Non-Mandatory) April 17, 2025, 10:00am

TJ Barttelbort, City of Cheyenne is inviting you to a scheduled Zoom meeting.

Topic: RFLP 3-25 / ZOOM Pre-Proposal Meeting /

Clear Creek Inline Stormwater Detention Facility

Time: Apr 17, 2025 10:00 AM Mountain Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/87981314529?pwd=sx

ZhQK0Rq8PJ8JJatKRwTBHYIoBwAU.1

Meeting ID: 879 8131 4529

Passcode: 2101 mailto:tbarttelbort@cheyennecity.org tel:(307)773-1045 https://us02web.zoom.us/j/87981314529?pwd=sxZhQK0Rq8PJ8JJatKRwTBHYIoBwAU.1 https://us02web.zoom.us/j/87981314529?pwd=sxZhQK0Rq8PJ8JJatKRwTBHYIoBwAU.1

Question Submission Deadline April 22, 2025, 5:00pm

Addendum Response Deadline April 24, 2025, 5:00pm

Proposal Submission Deadline May 6, 2025, 3:00pm

Review Committee reviews proposals, and selects Firms for interviews (If necessary)

May 8, 2025

Interviews are held (If necessary), and review committee completes final selection

May 12, 2025

Professional Services Agreement finalized with successful Firm

May 14, 2025

Agenda Submission Deadline May 21, 2025

Agreement placed on City Council for

Referral

May 27, 2025

Agreement at Finance Committee June 3, 2025

Agreement City Council Meeting:

Agreement approved/disapproved.

June 9, 2025

Contract Execution June 10, 2025

Notice-to-proceed issued by City if

Agreement approved

June 16, 2025

Project Completion August 31, 2026

2. Request for Letters of Proposal

Clear Creek Inline Stormwater Detention Facility

RFLP 3-25

2.1. OPTIONAL PRE-PROPOSAL MEETING

A Pre-Proposal Meeting will be held via ZOOM Online Meeting, on Thursday, April 17, 2025 at 10:00 am.

TJ Barttelbort, City of Cheyenne is inviting you to a scheduled Zoom meeting. Topic: RFLP 3-25 / ZOOM

Pre-Proposal Meeting / Clear Creek Inline Stormwater Detention Facility Time: Apr 17, 2025 10:00 AM

Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/87981314529?pwd=sxZhQK0Rq8PJ8JJatKRwTBHYIoBwAU.1 Meeting ID: 879

8131 4529 Passcode: 2101

2.2. PROPOSAL REQUIREMENTS

To be considered, proposals must be received by the CITY via the eProcurement portal no later than3:00 pm on Tuesday, May 6, 2025 . Any proposal received after that time shall not be considered, and shall be returned unopened to the proposer. Telegraphic or fax submittals shall not be considered.

Proposers are advised that, consistent with provisions of the City of Cheyenne’s policy for the procurement of professional architectural and engineering services, the City shall utilize a two-step process for selecting a consultant through this solicitation. This selection process further directs that proposers divide their written submittals into two parts: a technical proposal and a price proposal.

2.3. PROPOSAL SUBMISSION FORMAT

The City will utilize a two-step process for selection through this solicitation. This process dictates that proposers divide their submittals into two parts: a technical letter of proposal and a price proposal.

Proposers shall submit their technical letters of proposal and price proposals simultaneously on the date and time specified in this RFLP via the City's eProcurement Portal.

Technical Letter of Proposal: In order to be considered consulting firms must have a Statement of

Qualifications on file with the City Engineer’s Office. Letters are limited to a maximum of four (4) pages and must be submitted on company letterhead. Cover pages are included in the maximum pages. Upload your proposal in PDF format.

Price Proposals: Price proposals are to be uploaded in PDF format. Merge all documents relating to your price proposal into one PDF document.

PROPOSERS ARE INSTRUCTED AND CAUTIONED TO ENSURE THAT ANY PRICING INFORMATION IS NOT

INCLUDED IN THE TECHNICAL PROPOSAL OR IN THE PDF ELECTRONIC FILE FOR THE TECHNICAL

PROPOSAL. ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS MISTAKENLY INCLUDED

WITH THE TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL REJECTION.

Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative, or extraneous materials discouraged. Each section within the proposal shall be clearly defined for easy reference. All blank spaces must be filled in (e.g., the number “0”, the word “None” or the words “Not Applicable” or “NA” are to be inserted, where appropriate, on the forms).

2.4. PROPOSAL CONTENT

The proposer shall use the following format when preparing their proposal:

Technical Letter of Proposal

A. In order to be considered proposers must have a Statement of Qualifications (SOQ) on file with the City Engineer’s Office. If a current SOQ is not on file, submit a copy with your Letter of

Proposal. More information on SOQ’s can be found here: CITY ENGINEER SOQ INFORMATION

B. Letters of Proposal are limited to a maximum of four (4) pages and must be submitted on company letterhead. Cover pages are included in the maximum pages. Your Letter of Proposal should address the capabilities of your firm to provide the services described in the scope of work and demonstrate why your firm is best suited for this solicitation.

C. Responding proposers should submit resumes of key personnel along with their Letter of

Proposal, limited to one (1) page per resume. Resumes will be considered separate from the

Letter of Proposal page limit.

D. Schedule – Provide an anticipated timeframe to perform the required work with respect to the availability of project personnel and present workload should be identified using the tasks outlined under the Scope of Work. Attention is directed to Exhibit C – Project Schedule of the proposed Professional Services Agreement, draft copy attached. This does not count towards the total page count for the Technical Submission.

E. Federal Certifications - Proposers shall include the completed SUPPLEMENTAL FEDERAL

PROVISIONS at the end of their Technical Proposal. This does not count towards the total page count for the Technical Submission.

Price Proposal https://www.cheyennecity.org/Your-Government/Departments/City-Engineer/Consultant-Statement-of-Qualifications-SOQ

A. Cover Letter – Identify the proposer’s name, mailing address, telephone number, and contact person(s). The letter must be signed by the proposer, and is limited to two (2) pages. Proposals submitted by consortiums, joint ventures, or teams, although permitted and encouraged, will not be considered to be responsive unless it is established that all participants in the consortium, joint venture or team are jointly and severally obligated to perform the obligations of the Professional Services Agreement to be entered into with the successful proposer.

B. Provide a complete line-item budget for all tasks of the work listed in Exhibit B – Compensation

Schedule, of the Scope of Work, with a breakdown of each phase, as necessary to complete the

Project as specified in this RFLP, its attachments, and other documents referenced. Price

Proposal shall include a breakdown of the billing rates, and the stated rates shall remain in place for the duration of the Contract. Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred and twenty (120) days. In the event that a contract award by the City is delayed beyond the 120-day period, such award shall be conditioned upon the proposer's acceptance.

Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the City. The signer of the proposal must declare that the person(s), companies, or parties pursuing in the contract as principals are named therein; that it is, in all respects, fair and in good faith without collusion or fraud, and that the signer of the proposal has the authority to bind the principal proposer.

2.5. ADDENDA

Any and all Proposers may make inquiries in writing to City at any time prior to 5:00 pm on Thursday, April 24, 2025. Any written question of a Proposer regarding the meaning or interpretation of the RFLP, work scope, specifications, etc., must be submitted to the City prior to the above specified date. The City shall make reasonable efforts to ensure that clarifications given to any prospective Proposer shall be similarly furnished to all prospective Proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed Proposers. No technical assistance shall be given by the City to any Proposer in preparation of its proposal.

The City intends to respond to all questions and inquires no later than, 5:00 pm on Thursday, April 24, 2025.

Written inquiries shall be submitted via the City's eProcurement Portal.

Any or all changes, additions, or clarifications in connection with this RFLP shall be issued by the City in the form of written addenda. Oral comments, responses and/or representations shall not be binding upon the City.

If any Addenda are issued, each Proposer must acknowledge each addenda via the City's eProcurement

Portal.

THE CITY WILL CONSIDER AS INCOMPLETE ANY PROPOSAL IN WHICH ALL ADDENDA ARE NOT

ACKNOWLEDGED, AND THIS WILL BE A BASIS FOR PROPOSAL REJECTION.

2.6. AWARD OF CONTRACT

The selected Agency shall be required to sign a professional services agreement in the form provided by the City of Cheyenne, which will incorporate this RFP and the proposal submitted by that advisor and agree to the terms and conditions therein. Any violation of professional services agreement provisions by the advisor will be cause for immediate termination.

The selected firm shall provide a Certificate of Insurance, as required in the Professional Services

Agreement.

2.7. DISCLOSURE OF PROPOSAL CONTENTS

All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the City after the proposal submittal date given in this RFP. The City assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

Nevertheless, if a proposal contains information that the proposer does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

The information contained on pages ______ shall not be duplicated or used in whole or in part for any purpose other than to evaluate the proposal provided. If a contract is awarded to this firm as a result of the submission of such information, the City of Cheyenne shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the City of Cheyenne’s right to use the information contained herein if obtained from another source.

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in the

Wyoming Public Records Act or as otherwise provided by law.

2.8. OMISSION OF DETAILS

No advantage shall be taken by any proposer as a result of the omission of any parts or details which are necessary for the provision of detailed design and engineering services even though such details may not be mentioned in this RFP.

2.9. PROPOSALS AS PUBLIC RECORDS

All proposals and supporting documents upon submittal are subject to the custody and control of the

City of Cheyenne and further, may be subject to release under the Wyoming Public Records Act or as otherwise provided by law.

2.10. SELECTION PROCESS

Each responsive proposal received by the City shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract.

Proposers are advised to submit all required forms, attachments, and other information as requested in the RFLP. Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

All responsive technical letters of proposal will be reviewed by an evaluation committee comprised of staff and other personnel to be selected by the City to establish a quantitative ranking of the proposals, exclusive of price. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-1.

After review of the written technical letters of proposal, the best qualified firms will be invited to participate in oral interviews with the evaluation committee for the purpose of clarifying and confirming the content of proposals; this is the second step of the selection process. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-2. (The City may elect to not conduct interviews, if a selection can be made based on technical letters of proposals, only).

At the end of the interview process, the City shall then unseal the price proposal of the highest ranked proposing firm and initiate negotiations toward a final contract containing the detailed scope of work and budget. If negotiations with the highest ranked proposing firm are unsuccessful, the price proposal from the second highest ranked firm will be unsealed and negotiations will be pursued. In the event that

City is unable to secure an agreement with any of the qualified proposers, this procurement may be terminated at the City’s option.

The City reserves the right to delay making an award, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers.

The City reserves the right to reject any or all proposals, and to negotiate matters of consultant performance, project schedule, and other topics not directly related to the proposal price submitted prior to awarding a contract. The City further reserves the right to cancel the procurement process at any time during the evaluation process.

2.11. PROPOSAL PROTEST PROCEDURES

Proposers are advised that the City shall administer any protest initiated by a protesting party concerning this solicitation in the following manner:

A. The protesting party may submit a written protest prior to the due date for proposals stated elsewhere in this RFP. Unless the protesting party did not know or could not have known of the facts giving rise to such protest prior to the proposal submission deadline, the protest shall be submitted within three (3) calendar days after the protesting party knew or should have known of the facts giving rise thereto.

B. Upon receipt of a timely written protest, the City shall not proceed further with the solicitation or contract award until all administrative remedies have been exhausted, or until the City’s

Director of Purchasing determines that a contract award without delay is necessary to protect the interests of the City.

C. Timely protests shall be reviewed by the City’s Purchasing Manager who shall consider all facts, technical support, and justification submitted by the protesting party, and in a timely manner render a decision on behalf of City as to the validity of the protest and the disposition thereof. The City’s Purchasing Manager may request additional information from the protesting party to clarify or support its protest, in which case such information shall be supplied in writing by the protesting party within three (3) calendar days following the City’s request.

D. Following the decision of the City’s Purchasing Manager, the matter shall proceed to the City’s governing body for contract award or other action.

3. Vendor Questionnaire

3.1. FILE UPLOAD INFORMATION

3.1.1. File Upload Instructions*

Proposers are instructed to ensure that all of the files they are uploading are the COMPLETED/EXECUTED version of each requested file/form:

Proposers that upload Blank, Wrong, Incorrect, Illegible, Incomplete, or Corrupt Files or Documents will be deemed Non-Responsive.

☐ Please confirm

*Response required

3.2. RFLP SUBMITTALS

3.2.1. Upload your Technical Letter of Proposal *

Please upload file in PDF file format.

PROPOSERS ARE INSTRUCTED TO ENSURE THAT ANY PRICING INFORMATION IS NOT INCLUDED IN THE

TECHNICAL PROPOSAL

ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS MISTAKENLY INCLUDED WITH THE

TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL REJECTION.

(Proposers shall include the completed SUPPLEMENTAL FEDERAL PROVISIONS at the end of their

Technical Proposal. This does not count towards the total page count for the Technical Submission.)

*Response required

3.2.2. Upload your Cost Proposal*

Please upload file in PDF file format.

*Response required

3.3. RFLP VERIFICATIONS

3.3.1. Have you read and understood all aspects of the RFLP?* ☐ Yes

☐ No

*Response required

3.3.2. Proposal Shelf Life *

Please confirm your proposal will be valid for at least 120 days

☐ Please confirm

*Response required

3.4. PROPOSER INFORMATION

3.4.1. PROPOSER / FIRM NAME *

Name of Company Submitting Bid.

*Response required

3.4.2. FIRMS PHYSICAL ADDRESS*

Please provide, Street Address, City, State, and Zip Code.

*Response required

3.4.3. FIRM PHONE NUMBER*

Please provide phone number for Firm.

*Response required

3.4.4. FIRM E-MAIL ADDRESS*

Please provide e-mail address for Firm.

*Response required

3.4.5. PROPSERS SIGNATURE (NAME & TITLE)*

Please type the Name & Title of person authorized to submit a Proposal on behalf of the Firm.

*Response required