REQUEST FOR PROPOSAL

RFP # 26-45

Professional Engineering Services for Dam Support

City of Ann Arbor Public Services Area/Water Treatment Services Unit

Due Date: November 10, 2026 by 2:00 p.m. (local time)

Issued By:

Procurement Unit

301 E. Huron Street Ann Arbor, MI 48104

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION

SECTION II: SCOPE OF SERVICES

SECTION III: MINIMUM INFORMATION REQUIRED

SECTION IV: ATTACHMENTS

APPENDIX A: SAMPLE PROFESSIONAL SERVICES AGREEMENT

SECTION I - GENERAL INFORMATION

A. OBJECTIVE

The City of Ann Arbor is seeking consultant(s) to provide as-needed professional engineering services to the Water Treatment Services Unit for Dam Support at the City’s four high hazard dams. The purpose of this Request for Proposal (RFP) is to select up to two (2) firms to provide professional engineering services that may include various engineering disciplines, including geotechnical, civil, structural, architectural, mechanical, security, and/or electrical to manage and execute the local, state and federal requirements of the City’s dams.

The primary objective is to provide efficient and economical administrative, technical and managerial support services for the day-to-day needs and regulatory compliance of the City’s dams.

The City is seeking these services for a period of three (3) years, with the City reserving an option to extend the contract term for up to two (2) one-year extensions.

B. QUESTIONS AND CLARIFICATIONS / DESIGNATED CITY CONTACTS

All questions regarding this Request for Proposal (RFP) shall be submitted via e-mail.

Questions will be accepted and answered in accordance with the terms and conditions of this RFP.

All questions shall be submitted on or before October 16, 2026 at 5:00 p.m. (local time), and should be addressed as follows:

All RFP questions shall be e-mailed to Colin Spencer, Buyer

- CSpencer@a2gov.org

Should any prospective offeror be in doubt as to the true meaning of any portion of this RFP, or should the prospective offeror find any ambiguity, inconsistency, or omission therein, the prospective offeror shall make a written request for an official interpretation or correction by the due date for questions above.

All interpretations, corrections, or additions to this RFP will be made only as an official addendum that will be posted to a2gov.org and MITN.info and it shall be the prospective offeror’s responsibility to ensure they have received all addenda before submitting a proposal. Any addendum issued by the City shall become part of the RFP and must be incorporated in the proposal where applicable.

C. PRE-PROPOSAL MEETING

A pre-proposal meeting will be held for this RFP on October 13, 2026 at 1:00pm (local time) and will be conducted virtually.

When: October 13, 2026 at 1:00pm Where: Virtual Teams meeting

The pre-proposal meeting is not mandatory, however it is highly recommended that interested offerors attend the meeting. The purpose of the meeting is to discuss the project with prospective offerors and to answer any questions. Any questions and answers furnished at the pre-proposal meeting will not be official until verified in writing through an addendum.

Those interested in participating should email Susan Gotts, Administrative Assistant (sgotts@a2gov.org) with the subject line “Pre-Proposal RSVP for RFP 26-45” to received log-in information for the virtual meeting. Provide the following information in the body of your email:

- Name and title

- Name of your firm

D. PROPOSAL FORMAT

To be considered, each firm must submit a response to this RFP using the format provided in Section III. No other distribution of proposals is to be made by the prospective offeror. An official authorized to bind the offeror to its provisions must sign the proposal. Each proposal must remain valid for at least 180 days from the due date of this RFP.

Proposals should be prepared simply and economically providing a straightforward, concise description of the offeror’s ability to meet the requirements of the RFP.

E. SELECTION CRITERIA

Responses to this RFP will be evaluated using a point system as shown in Section III.

A selection committee comprised of staff from the City will complete the evaluation.

The fee proposals will not be reviewed at the initial evaluation. After initial evaluation, the City will determine top proposals, and open only those fee proposals. The City will then determine which, if any, firms will be interviewed. During the interviews, the selected firms will be given the opportunity to discuss their proposal, qualifications, past experience, and their fee proposal in more detail. The City further reserves the right to interview the key personnel assigned by the selected offeror to this project. If the City chooses to interview any respondents, the interviews will be tentatively held towards the end of November or early December 2026.

All proposals submitted may be subject to clarifications and further negotiation. All agreements resulting from negotiations that differ from what is represented within the RFP or in the proposal response shall be documented and included as part of the final contract.

F. SEALED PROPOSAL SUBMISSION

All proposals are due and must be delivered to the City on or before November 10, 2026 by 2:00 p.m. (local time). Proposals submitted late or via oral, telephonic, telegraphic, electronic mail or facsimile will not be considered or accepted.

Each respondent must submit in a sealed envelope one (1) original proposal three (3) additional proposal copies one (1) digital copy of the proposal preferably on a USB/flash drive as one file in PDF format

Each respondent should submit in a single separate sealed envelope marked Fee Proposal three (3) copies of the fee proposal one (1) digital copy

The fee proposal and all costs should be separate from the rest of the proposal.

Proposals submitted should be clearly marked: “RFP No. 26-45 – Professional Engineering Services for Dam Support” and list the offeror’s name and address.

Proposals must be addressed and delivered to:

c/o Customer Service 301 East Huron Street Ann Arbor, MI 48104

All proposals received on or before the due date will be publicly opened and recorded on the due date. No immediate decisions will be rendered.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann Street (north) vestibule/entrance of City Hall which is open to the public Monday through Friday from 8am to 5pm (except holidays). The City will not be liable to any prospective offeror for any unforeseen circumstances, delivery, or postal delays.

Postmarking on the due date will not substitute for receipt of the proposal. Offerors are responsible for submission of their proposal. Additional time will not be granted to a single prospective offeror. However, additional time may be granted to all prospective offerors at the discretion of the City.

A proposal may be disqualified if the following required forms are not included with the proposal:

Attachment B - City of Ann Arbor Non-Discrimination Declaration of Compliance

Attachment C - City of Ann Arbor Living Wage Declaration of Compliance Attachment D - Vendor Conflict of Interest Disclosure Form of the RFP

Document

Proposals that fail to provide these forms listed above upon proposal opening may be deemed non-responsive and may not be considered for award.

Please provide the forms outlined above (Attachments B, C and D) within your narrative proposal, not within the separately sealed Fee Proposal envelope.

All proposed fees, cost or compensation for the services requested herein should be provided in the separately sealed Fee Proposal envelope only.

G. DISCLOSURES

Under the Freedom of Information Act (Public Act 442), the City is obligated to permit review of its files, if requested by others. All information in a proposal is subject to disclosure under this provision. This act also provides for a complete disclosure of contracts and attachments thereto.

H. TYPE OF CONTRACT

A sample of the Professional Services Agreement is included as Appendix A. Those who wish to submit a proposal to the City are required to review this sample agreement carefully. The City will not entertain changes to its Professional Services Agreement.

The City reserves the right to award the total proposal, to reject any or all proposals in whole or in part, and to waive any informality or technical defects if, in the City’s sole judgment, the best interests of the City will be so served.

This RFP and the selected offeror’s response thereto, shall constitute the basis of the scope of services in the contract by reference.

I. NONDISCRIMINATION

All offerors proposing to do business with the City shall satisfy the contract compliance administrative policy adopted by the City Administrator in accordance with the Section 9:158 of the Ann Arbor City Code. Breach of the obligation not to discriminate as outlined in Attachment B shall be a material breach of the contract. Contractors are required to post a copy of Ann Arbor’s Non-Discrimination Ordinance attached at all work locations where its employees provide services under a contract with the City.

J. WAGE REQUIREMENTS

The Attachments provided herein outline the requirements for payment of prevailing wages or of a “living wage” to employees providing service to the City under this contract. The successful offeror must comply with all applicable requirements and provide documentary proof of compliance when requested.

K. CONFLICT OF INTEREST DISCLOSURE

The City of Ann Arbor Purchasing Policy requires that the consultant complete a Conflict of Interest Disclosure form. A contract may not be awarded to the selected offeror unless and until the Procurement Unit and the City Administrator have reviewed the Disclosure form and determined that no conflict exists under applicable federal, state, or local law or administrative regulation. Not every relationship or situation disclosed on the Disclosure Form may be a disqualifying conflict. Depending on applicable law and regulations, some contracts may be awarded on then recommendation of the City Administrator after full disclosure, where such action is allowed by law, if demonstrated competitive pricing exists and/or it is determined the award is in the best interest of the City. A copy of the Conflict of Interest Disclosure Form is attached.

L. COST LIABILITY

The City of Ann Arbor assumes no responsibility or liability for costs incurred by the offeror prior to the execution of a Professional Services Agreement. The liability of the City is limited to the terms and conditions outlined in the Agreement. By submitting a proposal, offeror agrees to bear all costs incurred or related to the preparation, submission, and selection process for the proposal.

M. DEBARMENT

Submission of a proposal in response to this RFP is certification that the Respondent is not currently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal departments or agency. Submission is also agreement that the City will be notified of any changes in this status.

N. PROPOSAL PROTEST

All protests must be in writing and filed with the Purchasing Agent within 5 business days of any notices of intent, including, but not exclusively, divisions on pre-qualification of bidders, shortlisting of bidders, or a notice of intent to award a contract.

Only bidders who responded to the solicitation may file a bid protest. The offeror must clearly state the reasons for the protest. If an offeror contacts a City Service Area/Unit and indicates a desire to protest an award, the Service Area/Unit shall refer the offeror to the Purchasing Manager. The Purchasing Manager will provide the offeror with the appropriate instructions for filing the protest. The protest shall be reviewed by the City Administrator or designee, whose decision shall be final.

Any inquiries or requests regarding this procurement should be only submitted in writing to the Designated City Contacts provided herein. Attempts by the offeror to initiate contact with anyone other than the Designated City Contacts provided herein that the offeror believes can influence the procurement decision, e.g., Elected Officials, City Administrator, Selection Committee Members, Appointed Committee Members, etc., may lead to immediate elimination from further consideration.

O. SCHEDULE

The proposals submitted should define an appropriate schedule in accordance with the requirements of the Proposed Work Plan in Section III.

The following is the schedule for this RFP process.

Activity/Event Anticipated Date Pre-Proposal Meeting October 13, 2026, 1:00pm Written Question Deadline October 16, 2026, 5:00pm Addenda Published (if needed) Before October 30, 2026 Proposal Due Date Nov. 10, 2026 by 2:00 p.m. (Local Time) Tentative Interviews (if needed) End of November / Early December, 2026 Selection/Negotiations December 2026 Expected City Council Authorizations January/February 2027 Notice to Proceed July 2027

The above schedule is for information purposes only and is subject to change at the City’s discretion.

P. IRS FORM W-9

The selected offeror will be required to provide the City of Ann Arbor an IRS form W- 9.

Q. RESERVATION OF RIGHTS

1. The City reserves the right in its sole and absolute discretion to accept or reject any or all proposals, or alternative proposals, in whole or in part, with or without cause.

2. The City reserves the right to waive, or not waive, informalities or irregularities in of any proposal if determined by the City to be in its best interest.

3. The City reserves the right to request additional information from any or all offerors.

4. The City reserves the right to reject any proposal that it determines to be unresponsive and deficient in any of the information requested within RFP.

5. The City reserves the right to determine whether the scope of the project will be entirely as described in the RFP, a portion of the scope, or a revised scope be implemented.

6. The City reserves the right to select one or more consultants to perform services.

7. The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted.

8. The City reserves the right to disqualify proposals that fail to respond to any requirements outlined in the RFP, or failure to enclose copies of the required documents outlined within RFP.

R. ENVIRONMENTAL COMMITMENT

The City of Ann Arbor recognizes its responsibility to minimize negative impacts on human health and the environment while supporting a vibrant community and economy. The City further recognizes that the products and services the City buys have inherent environmental and economic impacts and that the City should make procurement decisions that embody, promote and encourage the City’s commitment to the environment.

The City strongly encourages potential vendors to bring forward tested, emerging, innovative, and environmentally preferable products and services that are best suited to the City’s environmental principles. This includes products and services such as those with lower greenhouse gas emissions, high recycled content, without toxic substances, those with high reusability or recyclability, those that reduce the consumption of virgin materials, and those with low energy intensity.

As part of its environmental commitment, the City reserves the right to award a contract to the most responsive and responsible bidder, which includes bids that bring forward products or services that help advance the City’s environmental commitment.

In addition, the City reserves the right to request that all vendors report their annual greenhouse gas emissions, energy consumption, miles traveled, or other relevant criteria in order to help the City more fully understand the environmental impact of its procurement decisions.

SECTION II - SCOPE OF SERVICES

INTRODUCTION

The City of Ann Arbor, Michigan, is requesting proposals from professional engineering firms able to provide a variety of professional engineering services required to assist the City of Ann Arbor Water Treatment Services Unit as needed with Dam Support for their four high hazard dams. These dams are the Barton and Superior Dams, which are hydroelectric facilities regulated by the Federal Energy Regulatory Commission (FERC), and the Argo and Geddes Dams, which are used for recreation purposes and regulated by the State of Michigan EGLE Dam Safety Division. The professional engineering services desired include, but are not limited to administrative, technical and managerial dam support, regulatory compliance, preparation of sketches, plans, specifications and estimates of costs for construction projects, detailed studies on specific items, conducting investigations, preparation of reports, inspections, construction contract administration, on-site support services, preparing and submitting regulatory reports, forms, certifications, managing dam capital projects, preparing RFPs, etc.

The City intends to select up to two (2) firms and to award up to two (2) service contracts for the period July 2027 to June 30, 2030 (Fiscal Years 28, 29 and 30). These contracts will be task-based. For the duration of the Contract, Consultants will be requested to submit letters of proposal on identified tasks for the City’s consideration. Upon approval, the Consultant will be authorized to complete the task under the terms and fee schedule included in the Professional Services Agreement.

There will be no minimum value of services committed by the City for each awarded service contract. The total available budget for the three years of the contract may be approximately $250,000 to $1,000,000 and shall be divided amongst the selected firms by the City in the City’s best interests. The contract amounts will be based upon available funding and commensurate with the assigned tasks, capital improvement needs and similar requirements and will be pending approval of annual budgets. At the completion of the contract period, the City may elect to renew the contract for up to two (2) one-year extensions. The Consultant is expected to maintain the hourly rates for the first three (3) years, with proposed rate adjustments for City review at the first renewal.

DESCRIPTION

Professional Engineering and consulting services to be provided may include:

1. Preparation of sketches, plans and specifications for construction projects varying in complexity, for a portion of, or the entire project. Services may include preliminary plans and cost estimates, necessary field work, drafting, design, surveying, bid assistance, construction inspection, construction administration, and project management. Engineering disciplines may include geotechnical, civil, process, structural, architectural, electrical, instrumentation, security and mechanical engineering.

2. Preparation of specialized engineering studies on a variety of subjects including, but not limited to, structural assessments and modeling of dams and individual components; stability analyses; condition assessments of concrete and masonry;

safety assessments; security inspections; and asset management associated with dam equipment and infrastructure.

3. On-site Engineering Support Services

a. Provide on-site as-needed, part-time engineering support services to the WTP Senior Utilities Engineer or other engineering staff. Consultant may be stationed on-site at the Water Treatment Plant for periods of time as necessary to complete assistance on requested tasks or projects.

b. On-site engineering support tasks may include:

i. Lead and/or assist in managing projects at study, design and construction phase.

ii. Work directly with WTP staff in planning, coordination, and execution of work associated with regulatory compliance, operations, maintenance and capital improvements projects.

iii. Lead efforts associated with Contract administration and execution.

c. Proposal shall specifically identify the individual proposed for this role and include their resume.

4. A sampling of potential projects that may be included in this Contract are as follows below. Proposers may have varying roles on these projects, ranging from facilitation, to RFP preparation, to project management on behalf of the City, to engineering design and construction phase management. Proposers may be managing other consulting engineers on behalf of the City. Proposers shall have the capabilities of providing all regulatory communication and correspondence, and performing study, design and construction phase services as needed.

a. Weekly, Monthly, Quarterly, Annual Inspections.

b. FERC Part 12D support. Barton and Superior Dam are both due for their

CA inspections during this contract period.

c. Recoating or replacement of dam tainter gates, hoists and related equipment and repair of steel components.

d. Dam embankment stability modeling and studies.

e. Raw water transmission pipe repair and replacement for Barton Pump

Station.

f. Concrete repair and replacement of structural components at dams, including beams, walls, spillway, piers, etc.

g. Miscellaneous maintenance, electrical and instrumentation improvements projects, as needed.

h. Preparation, planning and facilitation of EAP exercises, including training, tabletop and full scale exercises.

i. Limited access issues at Geddes Dam.

j. Investigating and providing guidance on possible Superior Dam removal.

5. Preparation of funding and grant applications.

6. Preparation of MDEQ/USCE Joint Permit Applications and Part 301 Permit Applications for construction or alteration of Waters of the State and wetlands, respectively.

7. Coordinate, facilitate and/or attend project-related meetings, such as pre-bid, pre-construction and project progress meetings.

8. Coordinate, facilitate and/or attend project-related workshops and training sessions and development of project-related standard operating procedures (SOPs).

9. Assist in preparation of Public Engagement materials, and assist in coordination and facilitation of Public Engagement meetings.

10. Construction administration and engineering including, but not limited to review and approval of material submittals, daily construction observation and documentation, coordinating contractor’s work and preparation of Engineer’s Certificates.

11. Surveying activities including, but not limited to topographic survey, title search, easement legal description preparation, construction staking and cut-sheet preparation.

12. Maintain all files, including all FERC correspondence and project files, on the

City’s network.

REQUIREMENTS

1. Ability to work effectively with the City’s Water Treatment Engineering, Operations and Maintenance staff with respect to any of the engineering services required by the City.

2. Ability to work effectively with the public and regulatory agencies (local, state and federal).

3. Must possess strong experience in working with FERC/EGLE and meeting FERC/EGLE requirements, including annual deliverables, safety and security compliance. Must possess thorough knowledge of FERC/EGLE deadlines, guidelines, procedures and compliance requirements.

4. Must possess experience with FERC Security program, and the ability to comply with annual requirements.

5. The ability to function in a support role to the Water Treatment Services Unit. The consultant’s services may be utilized for engineering activities that exceed the staffing level or expertise of the Water Treatment Services Unit.

6. Ability to manage a large number of tasks varying in size. Ability to track, manage and deliver on a large number of deadlines.

7. The Consultant shall possess a local presence for key personnel as frequent visits to the dams and WTP are required.

TASKS

1. Project Management

Administrative, engineering or project management services of day-to-day dam program operational needs on dam projects including, but not limited to dams, embankments, and hydroelectric generating stations, in accordance with City Standards and procedures. May be asked at times to operate independently to support City staff.

2. Regulatory Compliance

FERC/EGLE/MDOT/Amtrak. Including but not limited to: Meet all FERC requirements including monthly and annual reporting requirements, security requirements, and dam safety requirements. Track and respond to all FERC correspondence. Prepare, facilitate and conduct all training activities.

3. Plans and Specifications

Preparation of plans and specifications including preliminary reports, identification and evaluation of alternatives, cost estimates and contract documents. The consultant shall also secure all necessary permits from all approving agencies including, but not limited to the Michigan Department of Environment, Great Lakes and Energy (EGLE), Federal Energy Regulatory Commission (FERC), the City of Ann Arbor, and MDOT/Amtrak.

4. Construction Supervision and Administration

Contract administration shall require the performance of all general field services required on construction projects such as construction staking, continuous monitoring of the project, coordination and supervision of testing services, approval and correction of shop drawings, attendance at meetings and conferences, final inspection and measurement, periodic reporting of progress, preparation of progress payments, review and recommendation of claims, preparation of change orders and preparation of final payment.

5. Construction Supervision and Inspection

Engineering supervision and inspection services shall be provided on all construction work on which this task is assigned to the consulting engineer.

Sufficient personnel as agreed upon by the City shall be assigned to the construction project to ensure that each element of the project is constructed in keeping with the plans and specifications approved by the City.

Activities associated with this task will be dedicated to verifying that all materials provided and work performed is in conformance with the project plans and specifications, and may include:

a) Thorough review of the plans and specifications, and other project related documents prior to construction start up;

b) Daily communication with contractor supervision to coordinate inspection activities and to properly inspect, test, measure and document the work;

c) Daily communication with the contractor advising of needed corrections to the work;

d) Daily communication with testing personnel to properly sample and test the materials and work;

e) Attend progress/planning meetings;

f) Inspect materials to be used in the work, verifying they meet the project specifications;

g) Document material usage and quantities on Daily Observation Reports;

h) Review/inspect the Contractor’s equipment to confirm it meets the project specifications and document the specific type and amount of equipment used on the Daily Observation Reports;

i) Inspect the Contractor’s workmanship to verify that it meets the methods, tolerances, time requirements, temperature requirements, etc., of the specifications and document this on Daily Observation Reports;

j) Inspect and document that the work is performed and completed to the lines, grades and elevations required by the project plans and specifications;

k) Document daily Contractor workforce and weather conditions on the Daily Observation Reports;

l) Document daily Contractor activities, including any description and explanation of downtime, damage to the work, any actions taken by others including private utilities, City forces, adjacent property owners, etc., on the Daily Observation Reports;

m) Where applicable, final measure work as it’s done by the contractor, calculate quantities and document this on the Daily Observation Report;

n) Perform and document wage rate interviews on Federally funded projects;

o) Document changes, extra work, “revisions to” notes, etc., on the plans provided to the inspector to assist in preparation of “as built” plans;

p) Develop and maintain the project “punch list”;

q) Keep all needed force account documentation, as required.

6. As-Built Construction Plans and File Management

The specific tasks associated with the development of the “as-built” plans include:

a) Obtain “original” electronic format contract plans from the City;

b) Document all plan changes, extra work, “revisions to” notes, etc. as project work progresses;

c) Collect and confirm all field changes, develop the appropriate “as-constructed” notes;

d) Develop/draft the “as-built” drawings, review and approve the “as-built” plans.

The “as-built” plans will conform to the City’s Standard Specifications and will be provided to the City on hard drive or other approved media. As-built plans shall be provided within one month of completion of the project.

e) Maintain all electronic files on the City’s network. This includes saving project files, and all FERC correspondence to the City’s network.

SECTION III - MINIMUM INFORMATION REQUIRED

PROPOSAL FORMAT

Offerors should organize Proposals into the following Sections:

A. Professional Qualifications B. Past Involvement with Similar Projects C. Proposed Work Plan D. Fee Proposal (include in a separate sealed envelope clearly marked “Fee

Proposal”) E. Authorized Negotiator F. Attachments

The following describes the elements that should be included in each of the proposal sections and the weighted point system that will be used for evaluation of the proposals. Offerors shall be evaluated on the clarity, thoroughness, concise presentation, and content of their responses to the Sections below.

A. Professional Qualifications – 30 points

1. State the full name and address of your organization and, if applicable, the branch office or other subsidiary element that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation. If as a corporation, include whether it is licensed to operate in the State of Michigan.

2. Include the name of executive and professional personnel by skill and qualification that will be employed in the work. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the project. Identify only individuals who will do the work on this project by name and title. Provide an organizational chart for the work, including those responsible for coordinating with the City’s Project Manager. Resumes and qualifications are required for all proposed project personnel, including all subcontractors. Qualifications and capabilities of any subcontractors must also be included.

3. State history of the firm, in terms of length of existence, types of services provided, etc. Identify the technical details that make the firm uniquely qualified for this work.

4. For the key team members, include a summary table that concisely presents the name, role, location, total years of experience, years of dam experience, years of FERC experience, summary of dam expertise, and names of active FERC/EGLE regulators that they have worked with.

B. Past involvement with Similar Projects – 30 points

The written proposal must include a list of specific experience in the project area and indicate proven ability in implementing similar projects for the firm and the individuals to be involved in the project. A complete list of client references must be provided for similar projects recently completed. The list shall include the firm/agency name, address, telephone number, project title, and contact person.

Project experience can demonstrate similar capital project work, but shall also demonstrate on-going as-needed compliance with regulatory agencies, meeting the monthly and annual regulatory requirements.

Include a summary table concisely presenting project name, description, and which key staff members were involved in the project, their role, references and contact information.

C. Proposed Work Plan – 20 points

In keeping with the objective, the description, the requirements, and the consultant’s tasks as previously indicated in this Request for Proposal, the consultants submitting proposals shall outline, in detail, the manner in which the consultant shall work with the City to fulfill the City’s needs.

The outline at a minimum shall address:

A. Staffing and personnel. Describe the consultant’s approach to providing a range of experience to deliver an efficient and economical approach to a variety of tasks.

B. Communication and coordination – with the City and with the regulatory agencies.

C. Working relationship between consultant and City staff, and between the consultant and the regulatory agencies.

D. Responsiveness to requests. Ability to meet numerous deadlines. Ability to track numerous tasks. Please describe approach to tracking responsibilities and deadlines.

E. Information which will assist the City to determine the consultant’s capability of performing the work.

F. Provide a list of all deliverables required by the State and FERC over the course of a “typical” year. This is requested to demonstrate the Offeror’s knowledge of regulatory requirements. If there is a “typical” due date associated with the deliverable, please include.

G. Provide a summary table listing the requirements described throughout this RFP, checking which skillsets the Offeror has strong experience with.

If the Offeror takes exception to the City’s Professional Services Agreement (PSA), it shall be noted. The City will not entertain changes to its PSA. The City is under no obligation to accept any exception, and such exceptions may be a consideration in the evaluation and scoring of the proposals.

D. Fee Proposal - 20 points

Fee schedules should be submitted in a separate, sealed, envelope as part of the proposal. Fee quotations are to include the names, title, hourly rates, overhead factors, and any other relevant details. The proposal should highlight key staff and positions that would likely be involved with projects. Offerors shall be capable of justifying the details of the fee proposal relative to personnel costs, overhead, how the overhead rate is derived, material and time. Offerors shall discuss their approach to delivering efficient and economical support. Rates shall include travel expenses. Travel expenses shall not be billed as direct expenses.

In addition to the rate table and to assist the City with budget planning, Offeror shall include the estimated Level of Effort and Cost for a “typical” year of Dam Support services. This exercise shall use the Barton Dam as an example. This is being requested to review the Offeror’s knowledge of FERC requirements over the course of one year. Do not include efforts tied with large capital projects. Include only those efforts for FERC compliance, reporting, training, etc. to meet FERC requirements at Barton Dam over the course of a “typical” year.

E. Authorized Negotiator

Include the name, phone number, and e-mail address of persons(s) in your organization authorized to negotiate the agreement with the City

F. Attachments

Legal Status of Offeror, Conflict of Interest Form, Living Wage Compliance Form, and the Non-Discrimination Form should be returned with the proposal. These elements should be included as attachments to the proposal submission.

PROPOSAL EVALUATION

1. The selection committee will evaluate each proposal by the above-described criteria and point system (A through C) to select a short-list of firms for further consideration.

The City reserves the right to reject any proposal that it determines to be unresponsive and deficient in any of the information requested for evaluation. A proposal with all the requested information does not guarantee the proposing firm to be a candidate for an interview. The committee may contact references to verify material submitted by the offerors.

2. The committee then will schedule interviews with the selected firms if necessary. The selected firms will be given the opportunity to discuss their qualifications, past experience, proposed work plan and fee proposal.

3. The interview must include the project team members expected to complete a majority of work on the project, but no more than six members total. The interview shall consist of a presentation of up to thirty minutes (or the length provided by the committee) by the offeror, including the person who will be the project manager on this contract, followed by approximately thirty minutes of questions and answers. Audiovisual aids may be used during the oral interviews. The committee may record the oral interviews.

4. Short-listed firms will then be re-evaluated by the above criteria (A through D), and adjustments to scoring will be made as appropriate. After evaluation of the proposals, further negotiation with the selected firm may be pursued leading to the award of a contract by City Council, if suitable proposals are received.

The City reserves the right to waive the interview process and evaluate the offerors based on their proposals and fee schedules alone and open fee schedules before or prior to interviews.

The City will determine whether the final scope of the project to be negotiated will be entirely as described in this RFP, a portion of the scope, or a revised scope.

Any proposal that does not conform fully to these instructions may be rejected.

PREPARATION OF PROPOSALS

Proposals should have no plastic bindings but will not be rejected as non-responsive for being bound. Staples or binder clips are acceptable. Proposals should be printed double sided on recycled paper. Proposals should not be more than 20 sheets (40 sides), not including required attachments and resumes.

Each person signing the proposal certifies that they are a person in the offeror’s firm/organization responsible for the decisions regarding the fees being offered in the Proposal and has not and will not participate in any action contrary to the terms of this provision.

ADDENDA

If it becomes necessary to revise any part of the RFP, notice of the addendum will be posted to Michigan Inter-governmental Trade Network (MITN) www.mitn.info and/or the City of Ann Arbor web site www.A2gov.org for all parties to download.

Each offeror must acknowledge in its proposal all addenda it has received. The failure of an offeror to receive or acknowledge receipt of any addenda shall not relieve the offeror of the responsibility for complying with the terms thereof. The City will not be bound by oral responses to inquiries or written responses other than official written addenda.

SECTION IV - ATTACHMENTS

Attachment A - Legal Status of Offeror

Attachment B – Non-Discrimination Ordinance Declaration of Compliance Form

Attachment C – Living Wage Declaration of Compliance Form

Attachment D – Vendor Conflict of Interest Disclosure Form

Attachment E – Non-Discrimination Ordinance Poster

Attachment F – Living Wage Ordinance Poster

Appendix A – Sample Professional Services Agreement

ATTACHMENT A

LEGAL STATUS OF OFFEROR

(The Respondent shall fill out the provision and strike out the remaining ones.)

The Respondent is:

• A corporation organized and doing business under the laws of the state of

, for whom bearing the office title of , whose signature is affixed to this proposal, is authorized to execute contracts on behalf of respondent.*

*If not incorporated in Michigan, please attach the corporation’s Certificate of Authority

• A limited liability company doing business under the laws of the State of , whom bearing the title of whose signature is affixed to this proposal, is authorized to execute contract on behalf of the LLC.

• A partnership organized under the laws of the State of and filed with the County of , whose members are (attach list including street and mailing address for each.)

• An individual, whose signature with address, is affixed to this RFP.

Respondent has examined the basic requirements of this RFP and its scope of services, including all Addendum (if applicable) and hereby agrees to offer the services as specified in the RFP.

Date: , Signature

(Print) Name Title

Firm:

Address:

Contact Phone Fax

Email

ATTACHMENT B

CITY OF ANN ARBOR DECLARATION OF COMPLIANCE

Non-Discrimination Ordinance

The “non discrimination by city contractors” provision of the City of Ann Arbor Non-Discrimination Ordinance (Ann Arbor City Code Chapter 112, Section 9:158) requires all contractors proposing to do business with the City to treat employees in a manner which provides equal employment opportunity and does not discriminate against any of their employees, any City employee working with them, or any applicant for employment on the basis of actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, marital status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking, or weight. It also requires that the contractors include a similar provision in all subcontracts that they execute for City work or programs.

In addition, the City Non-Discrimination Ordinance requires that all contractors proposing to do business with the City of Ann Arbor must satisfy the contract compliance administrative policy adopted by the City Administrator. A copy of that policy may be obtained from the Purchasing Manager

The Contractor agrees:

(a) To comply with the terms of the City of Ann Arbor’s Non-Discrimination Ordinance and contract compliance administrative policy.

(b) To post the City of Ann Arbor’s Non-Discrimination Ordinance Notice in every workplace or other location in which employees or other persons are contracted to provide services under a contract with the City.

(c) To provide documentation within the specified time frame in connection with any workforce verification, compliance review or complaint investigation.

(d) To permit access to employees and work sites to City representatives for the purposes of monitoring compliance, or investigating complaints of non-compliance.

The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the services in accordance with the terms of the Ann Arbor Non-Discrimination Ordinance. The undersigned certifies that he/she has read and is familiar with the terms of the Non-Discrimination Ordinance, obligates the Contractor to those terms and acknowledges that if his/her employer is found to be in violation of Ordinance it may be subject to civil penalties and termination of the awarded contract.

Company Name

Signature of Authorized Representative Date

Print Name and Title

Address, City, State, Zip

Phone/Email address

Questions about the Notice or the City Administrative Policy, Please contact:

Procurement Office of the City of Ann Arbor

(734) 794-6500 Revised 3/31/15 Rev. 0 NDO-2

ATTACHMENT C

CITY OF ANN ARBOR

LIVING WAGE ORDINANCE DECLARATION OF COMPLIANCE

The Ann Arbor Living Wage Ordinance (Section 1:811-1:821 of Chapter 23 of Title I of the Code) requires that an employer who is (a) a contractor providing services to or for the City for a value greater than $10,000 for any twelve-month contract term, or (b) a recipient of federal, state, or local grant funding administered by the City for a value greater than $10,000, or (c) a recipient of financial assistance awarded by the City for a value greater than $10,000, shall pay its employees a prescribed minimum level of compensation (i.e., Living Wage) for the time those employees perform work on the contract or in connection with the grant or financial assistance. The Living Wage must be paid to these employees for the length of the contract/program.

The Contractor or Grantee agrees:

(a) To pay each of its employees whose wage level is not required to comply with federal, state or local prevailing wage law, for work covered or funded by a contract with or grant from the City, no less than the Living Wage. The current Living Wage is defined as $17.42/hour for those employers that provide employee health care (as defined in the Ordinance at Section 1:815 Sec. 1 (a)), or no less than $19.42/hour for those employers that do not provide health care. The Contractor or Grantor understands that the Living Wage is adjusted and established annually on April 30 in accordance with the Ordinance and covered employers shall be required to pay the adjusted amount thereafter to be in compliance with Section 1:815(3).

(b) To post a notice approved by the City regarding the applicability of the Living Wage Ordinance in every workplace or other location in which employees or other persons contracting for employment are working.

(c) To provide to the City payroll records or other documentation within ten (10) business days from the receipt of a request by the City.

(d) To permit access to work sites to City representatives for the purposes of monitoring compliance, and investigating complaints or non-compliance.

(e) To take no action that would reduce the compensation, wages, fringe benefits, or leave available to any employee covered by the Living Wage Ordinance or any person contracted for employment and covered by the Living Wage Ordinance in order to pay the living wage required by the Living Wage Ordinance.

The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the services or agrees to accept financial assistance in accordance with the terms of the Living Wage Ordinance. The undersigned certifies that he/she has read and is familiar with the terms of the Living Wage Ordinance, obligates the Employer/Grantee to those terms and acknowledges that if his/her employer is found to be in violation of Ordinance it may be subject to civil penalties and termination of the awarded contract or grant of financial assistance.

Company Name Street Address

Signature of Authorized Representative Date City, State, Zip

Print Name and Title Phone/Email address

City of Ann Arbor Procurement Office, 734/794-6500, procurement@a2gov.org 26-27

Companies employing fewer than 5 persons and non-profits employing fewer than 10 persons are exempt from compliance with the Living Wage Ordinance. If this exemption applies to your company/non-profit agency please check here [ ] No. of employees

Check the applicable box below which applies to your workforce

[ ] Employees who are assigned to any covered City contract/grant will be paid at or above the applicable living wage without health benefits

[ ] Employees who are assigned to any covered City contract/grant will be paid at or above the applicable living wage with health benefits

ATTACHMENT D

All vendors interested in conducting business with the City of Ann Arbor must complete and return the Vendor Conflict of Interest Disclosure Form in order to be eligible to be awarded a contract.

Please note that all vendors are subject to comply with the City of Ann Arbor’s conflict of interest policies as stated within the certification section below.

If a vendor has a relationship with a City of Ann Arbor official or employee, an immediate family member of a City of Ann Arbor official or employee, the vendor shall disclose the information required below.

1. No City official or employee or City employee’s immediate family member has an ownership interest in vendor’s company or is deriving personal financial gain from this contract.

2. No retired or separated City official or employee who has been retired or separated from the City for less than one (1) year has an ownership interest in vendor’s Company.

3. No City employee is contemporaneously employed or prospectively to be employed with the vendor.

4. Vendor hereby declares it has not and will not provide gifts or hospitality of any dollar value or any other gratuities to any City employee or elected official to obtain or maintain a contract.

5. Please note any exceptions below:

Conflict of Interest Disclosure*

Name of City of Ann Arbor employees, elected officials or immediate family members with whom there may be a potential conflict of interest.

( ) Relationship to employee

( ) Interest in vendor’s company ( ) Other (please describe in box below)

*Disclosing a potential conflict of interest does not disqualify vendors. In the event vendors do not disclose potential conflicts of interest and they are detected by the City, vendor will be exempt from doing business with the City.

I certify that this Conflict of Interest Disclosure has been examined by me and that its contents are true and correct to my knowledge and belief and I have the authority to so certify on behalf of the Vendor by my signature below:

Vendor Name Vendor Phone Number

Signature of Vendor Authorized Representative

Date Printed Name of Vendor Authorized

Representative

Questions about this form? Contact Procurement Office City of Ann Arbor Phone: 734/794-6500, procurement@a2gov.org

VENDOR CONFLICT OF INTEREST DISCLOSURE FORM

ATTACHMENT E

CITY OF ANN ARBOR NON-DISCRIMINATION ORDINANCE

Relevant provisions of Chapter 112, Nondiscrimination, of the Ann Arbor City Code are included below.

You can review the entire ordinance at www.a2gov.org/humanrights.

Intent: It is the intent of the city that no individual be denied equal protection of the laws; nor shall any individual be denied the enjoyment of his or her civil or political rights or be discriminated against because of actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, marital status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking, or weight.

Discriminatory Employment Practices: No person shall discriminate in the hire, employment,…