Pump Station Modernization Program Final RFP.pdf

Dear Prospective Bidders:

Re: The Enclosed Request for Proposals

The City of Southfield is now accepting bids as described in the enclosed request.

Companies interested in responding to this solicitation must do the following:

• During the solicitation process through the final evaluation, respondents may not contact Council members, City Administration, the Legal Advisor, Elected Officials or City of Southfield staff other than the staff member designated as the point of contact regarding this request.

• Questions must be received no later than 4:00 PM on August 21, 2025 be sent to purchasingdept@cityofsouthfield.com. Place the name of the proposal request (Pump Station Modernization Program Development Services) in the subject line of the email.

• Due Date: September 4, 2025, at 11:00 am.

• Proposals must be electronically uploaded to the MITN (www.mitn.info) website by the due date and time. Allow yourself some time to go through the uploading process. It is preferred that only one file be uploaded, in PDF, with a size limitation of 20 MB. For assistance on how to upload, contact MITN directly at (800) 835- 4603. The MITN system will not allow for late submittals anda submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

Please call the Purchasing Department at (248) 796-5250 if you need additional information. We look forward to receiving your response.

Sincerely, Nicole Humphries Purchasing Agent mailto:purchasingdept@cityofsouthfield.com

SUPPLEMENTAL INSTRUCTIONS

1. DOCUMENT DISTRIBUTION: The City of Southfield, Michigan officially distributes bid documents from the Purchasing Department or through the Michigan Intergovernmental Trade Network (MITN) at www.mitn.info.

The City of Southfield cannot guarantee the accuracy and is not responsible for any errors contained in any information received from alternate sources.

2. BID DEADLINE: In order for a bid to receive consideration, it must be received prior to the specified time of opening as indicated on the bid form. No bid will be accepted after the time specified for the bid opening. The City reserves the right to postpone the bid opening for its own convenience. Bidders should use the bid documents furnished;

failure to do so will be considered as an alternate offer and may be cause for rejection. Bids must be electronically uploaded to the MITN (www.mitn.info) website by the due date and time. Allow yourself some time to go through the uploading process. It is preferred that only one file be uploaded, in PDF, with a size limitation of 20 MB. For assistance on how to upload, contact MITN directly at (800) 835-4603. The MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

3. DEPOSITS: If a deposit is required with the bid, it must be a Michigan-licensed surety’s bid bond. If a bidder fails to furnish a required deposit with his bid, his bid will not be read and will not receive further consideration.

4. SURETIES: An approved surety bond to the City in an amount deemed adequate may be required to guarantee performance. In certain cases described in state law, Act No. 213 of 1963, an additional bond to the state of Michigan is mandatory.

5. MORE THAN ONE OFFER: If a proposer has more than one product meeting the specification, he is privileged to offer additional proposals subject to the same terms and conditions of original proposal form. Brand names are used to describe quality rather than preference except when “no substitute” is indicated.

6. ADDITIONAL DOCUMENTS REQUIRED WITH BIDS FOR CONSTRUCTION PROJECTS:

a. Contractor’s Qualification Statement: bidder must submit a completed copy of AIA A305 – Contractor’s Qualification Statement.

b. Contractor’s Construction Schedule upon award

7. WITHDRAWAL: No bid will be withdrawn for 90 days from its opening date. Bidders may reduce this period if he states so in his bid; however, he runs the risk of being declared non-responsive to the specifications.

8. REFERENCE: The City reserves the right to automatically consider itself a reference for any firm in which it has had experience.

9. RIGHT TO REJECT: The City reserves the right to reject any and all bids, to waive any irregularity in any bid, to split awards by items or lots (unless otherwise stipulated either in the specifications or by the bidder) or to award to other than the low bidder, should any of the foregoing be deemed in its best interests.

10. LOWEST RESPONSIBLE BIDDER IS ONE WHO:

a. Submits no restrictions or qualifications beyond those permitted in the proposal request.

b. Have the skill, quality and ability to conscientiously, faithfully and promptly fulfill the contract to its letter and spirit.

c. Have integrity, judgment, reputation and experience.

d. Has sound financial resources as well as the ability to furnish any and all bonding and insurance documents required.

e. Is able to comply with all terms and conditions stipulated in the proposal requests.

f. Can show the intent and ability to cooperate efficiently and effectively with all Government departments involved in the contractual purchase or service.

g. Has the knowledge of applicable existing laws and ordinances of the City of Southfield necessary to provide smooth and efficient relations.

h. Has unquestionable ability to provide maintenance and service on the contractual items purchased.

11. REVIEW OF CONTRACTUAL TERMS: If this solicitation shall result in a contractual document, the vendors must review and indicate potential changes or objections to the attached contractual terms in writing with your bid response for consideration. Changes requested after submission may result in rejection of your response.

12. FAILURE TO ENTER INTO CONTRACT: If a bidder fails to formally acknowledge and accept purchase order or to execute the contract within ten (10) working days after notification, the deposit, if any, may be forfeited as liquidated damages.

13. TO COMPLY: For failure to deliver or perform in accord with the accepted bid, the City may consider the contractor in default and take steps to protect the City's interest. The City may, without impairing its other rights and benefits, purchase all or part of the contract goods or services on the open market and charge any additional costs to the contractor or his surety.

14. PATENTS: Contractors will protect and indemnify against expense of any nature, will bear cost of any suits which may arise and will pay all damages which may be awarded against the City for the use, under this specification, of any patented device, process, apparatus, material or invention.

15. ERRORS OR OMISSIONS: Bidders are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be called to our attention in a reasonable amount of time before the bids are due.

16. NON-COLLUSION CLAUSE: By signing and submitting this proposal, bidder states that his proposal is genuine and not collusive or sham; such proposer has not colluded, conspired, connived, or agreed, directly or indirectly, with any proposer or person, to put in a sham bid, or that such other person will refrain from proposing and has not in any manner, directly or indirectly, colluded, conspired, connived, or agreed, with any person, to fix the price of affiant or any other proposer, or to fix any overhead, profit or cost element of said proposal price.

17. INSURANCE: Proof of Insurance Coverage: The Contractor shall provide The City of Southfield, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

18. NON-DISCRIMINATION CLAUSE: By signing and submitting this bid for consideration of an award by the City of

Southfield, the contractor and any subcontractor covenants not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment or a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight, marital status, physical or mental disability, family status, sexual orientation, or gender identity that is unrelated to the individual's ability to perform the duties of a particular job or position. Breach of this covenant may be regarded as a material breach of the contract.

19. NON-IRAN LINKED BUSINESS: By signing the Authorization & Acceptance of Specifications below, I certify and agree on behalf of myself and the company submitting this proposal the following: (1) that I am duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) That I and the company submitting the proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.

20. CONFLICT OF INTEREST: The Firm shall not be allowed to work as a contractor, sub-contractor or partner on any project within the scope of this contract which constitutes a conflict of interest. In order to determine if your company presents any potential conflict of interest with respect to the award of the subject contract, on a separate piece of paper, please disclose any familial or business relationships you have with any current or former employee, agent, consultant, officer or elected or appointed official of the City of Southfield or others who are or have been within the past year, in a decision making position with the City of Southfield, and who may be able to grant favorable treatment with respect to being awarded this contract. Please disclose the full nature and extent of your relationship. Violation of the City’s Code of Ethics as the result of non-disclosure will be reviewed in accordance with the City of Southfield’s Code of Ethics and may result in disciplinary action, and/or termination of the subject contract.

21. COMMUNICATION DURING THE PROCUREMENT PROCESS: During the solicitation process, which includes but is not limited to, the solicitation period and subsequent evaluation process, respondents may not make any contact regarding this request with Council members, City Administration, the Legal Advisor, Elected Officials or City of Southfield staff other than the staff member designated as the point of contact. All questions should be addressed to the Purchasing Department, in writing via the email address supplied in the bid documents or during the pre-bid meeting if applicable.

22. EVALUATION COMMITTEE: The activities of an evaluation committee are confidential and any contact with members will create the impression of unfair access or conflict of interest. Contact prior to selection may lead to a nullification of the results of this solicitation, or a dismissal of the offending respondent’s submission, or it may result in the contacted party being required to recuse himself or herself from consideration of the respondent’s submission.

23. FEDERAL FUNDING PROVISIONS: The contract resulting from this IFB is subject to compliance with all applicable federal, state and local laws.

City of Southfield- RFP 25-057

1. Purpose:

The purpose of this Request for Proposals (RFP) is to select a firm or firms to provide professional consulting services to develop a Pump Station Modernization Program (Program) for updating seventeen (17) existing sanitary and stormwater pump stations within the City to modern standards. This will include a full evaluation of each station encompassing all aspects such as operations, structural, electrical, hydraulics, communications, instrumentation, and controls. The evaluation will result in the identification of several necessary projects which must be organized into a coherent program with consistent standards, budget, and schedule.

2. Contract Term:

The successful firm/firms will be required to enter into a contract with and provide insurance acceptable to the City. The initial contract for development of the Program will be for up to a one and a half (1.5) year period. Upon completion of the development of the Program, the City will extend the contract for Owner’s Representative & Program Management services for the Program Implementation phase, contingent on satisfactory performance in the Program Development phase and agreement on price for the extension. The City reserves the right to contract with one or more firms if deemed in the City’s best interest. The City anticipates completion of implementation of the Program within five (5) years of the award of this contract for Program Development.

3. Selection Process:

Proposals submitted in response to this RFP will be evaluated by a selection team designated by the City of Southfield. The City will use a Qualifications- Based Selection (QBS) process and will be based on the consultant’s demonstrated ability to meet the requirements of this RFP, which are included in EXHIBIT A.

4. Scope of Services:

The selected consultant shall be responsible for the following services, but not limited to:

1. Site Assessments: Conduct on-site evaluations of all 17 pump stations to assess current condition and functionality. Interview pump station operators.

2. Discipline Evaluations.

• Process/Mechanical: Evaluate pumping capacity, pump condition, piping configuration, and hydraulic performance.

• Structural: Assess structural integrity of wet wells, valve vaults, access hatches, concrete, ladders, and enclosures.

• Electrical: Review condition of panels, backup power systems, service connections, grounding, and code compliance.

• Instrumentation & Controls (I&C): Evaluate SCADA systems, level sensors, alarms, flow metering, and control logic.

5. Cost Liability

The City of Southfield 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, the offeror agrees to bear all costs incurred or related to the preparation, submission, and selection process for the proposal

6. Response Format:

Seven (7) copies of your proposal must be submitted in the format and exact order outlined below. Please provide straightforward, complete, and concise descriptions of your ability to meet the requirements. All experience cited should be for projects no more than ten (10) years old. Sub-consultants must also be listed.

6.1. Identification Section:

Provide the name, address, phone numbers, email, and a brief history of the firm. Include available disciplines, certifications, and names of those authorized to negotiate. Identify all sub-consultants and sub-consultant disciplines.

6.2. Understanding of RFP:

Summarize the scope of services and the need for this RFP.

6.3. Approach:

Describe the approach to the Program Development phase and also the Program Implementation phase. Innovative and creative approaches are encouraged.

6.4. Personnel Section:

Provide resumes for key personnel who would be assigned to this contract, including sub-consultant personnel. Include roles, years of experience, and relevant certifications. Provide location information.

6.5. Experience Section:

List pump station modernization or similar programs completed in the last ten years. Include scope, cost, duration, location, and client contact info.

6.6. Special Expertise Section:

Describe any unique strengths or innovations the team offers the City.

EXHIBIT A

QUALIFICATIONS-BASED SELECTION (QBS) FOR

CONSULTANT/VENDOR SERVICES

REQUEST FOR PROPOSALS (RFP) SELECTION CRITERIA

Each proposal will be evaluated using the following criteria:

Evaluation Criteria Maximum Points

Understanding and Approach

Demonstrated understanding of the project goals, challenges, and proposed approaches, including any innovative or creative strategies.

Team Qualifications and Experience

Qualifications of proposed team members, relevance of experience, and clarity of roles and responsibilities.

Relevant Past Performance

Successful completion of similar projects, particularly for municipalities or public utilities, and references.

Local Presence

Extent of work performed by Michigan-based personnel or firms.

Proposal Clarity and Presentation

Overall quality, organization, and professionalism of the submitted proposal. 5

Total | 100 Points

The City may conduct interviews with shortlisted consultants, if deemed necessary, as part of the final selection process. The top-ranked consultant will be invited to enter into negotiations with the City for a scope of work and fee proposal. The City reserves the right to enter negotiations with the two highest-ranked consultants simultaneously.

The City also reserves the right to reject any or all proposals, waive informalities, and award the contract in the best interest of the City.

A1. Understanding and Approach (35 Points)

Consultants shall provide a narrative demonstrating their understanding of and approach to the scope of services and overall goals of the Program. These sections should:

• Summarize the City’s need for modernization of pump stations.

• Summarize the scope of work for this contract, including a possible extension.

• Present approaches to assessing pump stations.

• Present approaches to developing a program for improvements to the pump stations, including prioritization of projects within the program.

• Present possible approaches to implementing the program, including contracting methods, phasing, etc.

• Incorporate innovative and creative methods, solutions, and technologies.

• Identify opportunities to enhance operation, reliability, and maintenance through cost-effective solutions.

• Demonstrate familiarity with state and federal codes (e.g., EGLE, NEC, OSHA) relevant to pump stations.

A2. Team Qualifications and Experience (30 Points)

Provide an organization chart showing key personnel and their assigned roles.

For each team member, include:

• Name, discipline, title, years of experience.

• Licensure

• Relevant projects in the past 10 years.

• Subconsultants, if any, clearly identified by discipline.

Key team roles should include:

• Project Manager

• Structural Lead

• Electrical Lead

• Mechanical/Process Lead

• Instrumentation and Control (I&C)/SCADA Lead

• Hydraulics Lead

A3. Relevant Past Performance (15 Points)

List three (3) to five (5) representative projects similar in scope and complexity, completed within the last 10 years. Include:

• Client name and contact info

• Project description and relevance

• Size, number, and type of pump stations assessed

• Summary of findings and recommendations made

• Budget or cost of engineering services and project construction cost

• Any innovative solutions or technologies recommended

A4. Local Presence (10 Points)

Provide the location(s) of your firm’s office(s) and indicate where the project will be managed. Points will be awarded based on:

• The percentage of project work performed in Michigan.

• Proximity to the City of Southfield.

• Local availability of key personnel for site visits and meetings.

A5. Proposal Clarity and Presentation (5 Points)

Proposals will be evaluated on:

• Overall quality, organization, and professionalism.

• Use of clear headings and logical structure.

• Concise, relevant content.

PUMP STATION INVENTORY

PUMP STATION MAP

City of Southfield Insurance Requirements

Contractors performing work for the City of Southfield shall provide the City with an ACORD certificate of insurance, or equivalent, evidencing coverage as outlined below. Insurance must be applicable to this contract and in force for the duration of the contract. Insurance provider must be “A” rated by the A. M.

Best Company, and acceptable to the City.

1. Commercial General Liability including coverage for:

a. Premises/Operations

b. Products/Completed Operations

c. Independent Contractors

d. Personal Injury

e. Contractual Liability Limits of Liability:

Bodily Injury: $1,000,000 per occurrence Product/Completed Operations: $1,000,000 Personal Injury: $1,000,000

2. Automobile Liability including coverage for:

a. Owned/leased vehicles

b. Non-owned vehicles

c. Hired vehicles Limits of Liability:

Combined Single Limit of $1,000,000 or Bodily Injury: $500,000 per person / $1,000,000 per accident Property Damage: $500,000 per accident

Michigan “No Fault” Personal Injury Protection and Property Protection Insurance must be included.

Endorsement to the General Liability and Automobile Liability polices shall be provided, naming as Additional Insured “the City of Southfield, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members.”

Thirty (30) days written, advance notice of cancellation must be furnished to the City of Southfield in the event of cancellation for non-payment of premium, non-renewal, reduction, and/or material change in coverage.

3. Workers Compensation Insurance Statutory Limit: $500,000 per occurrence Coverage is to be maintained during the life of the contract and apply to all employees of the contractor carrying out work related to this contract. Insurance shall comply with applicable rules and regulations of the State of Michigan.

Certificate of Insurance is to be furnished to:

The City of Southfield Attn: Purchasing Department 26000 Evergreen Rd.

Southfield, MI 48076 248-796-3550 fax

Insurance Requirements.pdf