RFP_25-41_Document.pdf

REQUEST FOR PROPOSAL

RFP # 25-41

High-Level Sewer Capacity Improvement Project Construction Engineering Services

City of Ann Arbor

Public Services / Engineering

Due Date: October 28, 2025, by 11:00 a.m. (local time)

Issued By:

Procurement Unit

301 E. Huron Street Ann Arbor, MI 48104 https://a2central.a2gov.org/City%20Image%20Gallery/City%20Seals/City_of_Ann_Arbor_color_small1.jpg

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION .....................................................................…3

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 the services of a firm to provide professional construction engineering (CE), construction surveying, and inspection services for the High-Level Sewer Capacity Improvement Project. The project consists of approximately 1,600 feet of 36” microtunneled sanitary sewer in downtown Ann Arbor.

The CE team will assist the City to administer the construction contract and manage the schedule. Services include, but are not limited to:

• Daily, onsite inspection services using the City’s construction management software, Appia;

• RFI and shop drawing submittal review;

• Permit coordination;

• Public engagement coordination;

• Material testing management;

• Overseeing settlement and vibration monitoring;

• Overseeing geotechnical, dewatering, and contamination monitoring;

• Daily communication with City staff.

The City is seeking these services for the construction phase of the project, which is expected to be from December 2025 through approximately October 2026. The Public Services Area Administrator will oversee the direction and quality of work of the consultant.

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 17, 2025 at 5:00 p.m., and should be addressed as follows:

Scope of Work/Proposal Content questions shall be e-mailed to Tracy Anderson, P.E., Project Manager – Tanderson@a2gov.org

RFP Process and Compliance 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 mailto:Tanderson@a2gov.org mailto:CSpencer@a2gov.org 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:

WHEN: October 8, 2025 at 1:00 p.m.

WHERE: City Hall Building, Basement Conference Room A, 301 East Huron

Street, Ann Arbor, Michigan 48104 and via Microsoft Teams

The meeting is not mandatory; however, it is highly recommended that interested offerors attend the meeting. The purpose of this meeting is to discuss the project with prospective offerors and to answer any questions concerning RFP 25-41. Any questions and answers furnished in the pre-proposal meeting will not be official until verified in writing through an addendum.

Contact the project manager, Tracy Anderson, at TAnderson@a2gov.org by 5:00 p.m.

on October 7 to receive the meeting link.

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 ninety 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. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed in ink by the person signing the proposal.

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 mailto:TAnderson@a2gov.org the City chooses to interview any respondents, the interviews will be tentatively held the week of November 3, 2025. Offeror must be available on these dates.

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, October 28, 2025 at 11:00 a.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

• 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

• one (1) copy of the fee proposal

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

Proposals submitted should be clearly marked: “RFP No.25-41 – High-Level Sewer Capacity Improvement Project Construction Engineering Services” 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 D - City of Ann Arbor Non-Discrimination Declaration of Compliance

• Attachment E - City of Ann Arbor Living Wage Declaration of Compliance

• Attachment F - 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 D, E and F) 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 D 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 awarded on the 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 Written Question Deadline October 17, 2025, 5:00 p.m.

Addenda Published (if needed) Week of October 20, 2025 Proposal Due Date October 28, 11:00 a.m. (Local Time) Tentative Interviews (if needed) Week of November 3, 2025 Selection/Negotiations November 2025 Expected City Council Authorizations December 2025

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

1. Background The City of Ann Arbor is currently requesting proposals for the construction of the High-Level Trunkline Capacity Improvements Project which consists of installing 1,600 feet of 36-inch sanitary sewer from Washington Street between Third Street and S. First Street to the intersection of N. First Street and Miller Avenue. Due to depths exceeding 30 feet, the proposed sanitary sewer is planned to be installed using a microtunneling trenchless construction methodology.

The purpose of the project is to alleviate existing flow in the high-level trunkline in First Street and allocate capacity to the University of Michigan’s new Student Housing Complex that is currently being constructed south of the project. The sewer must be active when the Student Housing Complex is open for occupancy in August 2026.

Several large shafts will be constructed to launch and receive the closed-face microtunnel boring machine (MTBM). Some storm sewer, water main, and local sanitary sewer work is required to reroute the utilities out of the influence of the shafts.

After the microtunneling, the shafts will be backfilled and paved.

Sewer installation involves extensive sanitary sewer bypass pumping. A detailed bypass pumping plan and operation schedule will be submitted by the contractor and must be monitored and followed.

Dewatering is anticipated for the shafts. A Due Care Compliance Plan was developed for soil and groundwater testing of potential contamination and treatment protocol.

Geotechnical instrumentation and monitoring is included in the plan for the contractor to measure ground movements, vibrations, and groundwater levels in the vicinity of trenchless installations and related work.

Plans, specifications and other bidding documents for the construction contract can be found here: https://www.a2gov.org/finance-and-administrative-services/purchasing/request-for-proposals/

2. Objective

The City of Ann Arbor is requesting proposals from professional civil engineering firms able to provide construction engineering, surveying, and inspection services as required by the City of Ann Arbor for the High-Level Trunkline Capacity Improvements Project.

The anticipated schedule for this project is December 2025 to October 2026, with a milestone date for the proposed sewer to be active on August 22, 2026. Meeting the schedule is crucial. The selected firm shall be experienced in microtunneling construction and be able to assist the City to manage construction and schedule.

https://www.a2gov.org/finance-and-administrative-services/purchasing/request-for-proposals/ https://www.a2gov.org/finance-and-administrative-services/purchasing/request-for-proposals/

Regular public engagement is required during construction. Website updates, email broadcasts, mailed letters, hand delivered notifications, and spoken communication shall be anticipated.

Full-time and overtime onsite inspection is required throughout construction. It should be anticipated that there may be days that will require multiple inspectors working simultaneously.

3. Requirements

A: Ability to work effectively with the City Project Manager, City staff, the public, public agencies, and the Contractor.

B: Proficiency with City-required Project Management software, Appia.

C: The ability to function in a support role to the Project Manager. The consultant’s services will be utilized for the civil engineering activities that exceed the staffing level or the expertise of the Engineering Unit.

D: This project is partially funded by the University of Michigan. Pay item tracking shall follow the agreed upon Cost Sharing agreement between the Regents of the University of Michigan and the City of Ann Arbor. This Agreement will be provided upon execution.

E: Experience and working knowledge of construction inspection and engineering relative to microtunneling in an urban environment, bypass pumping, dewatering, contamination testing, material testing, water main, sanitary sewer, storm sewer, road, and sidewalk construction.

F: Working knowledge of City of Ann Arbor Public Services Department Standard Specifications.

G: The selected consultant will provide monthly invoices within two (2) weeks from the end of the billing period.

4. Tasks

A. Construction Engineering

Construction Engineering services shall be provided to assist the City Project Manager with construction engineering tasks. City Project Manager will set up the project in AppiaTM, prepare monthly pay applications, and all change orders.

Activities associated with this task will be dedicated to assisting the City with technical construction expertise and project management for the duration of the Project. Tasks include, but are not limited to:

a) Review construction plans and specifications to fully understand the project;

b) Utilize City provided SharePoint filing system;

c) Facilitate the following meetings, prepare and distribute minutes meetings to all attendees:

• Preconstruction meeting,

• weekly progress meetings, and

• Any necessary coordination meetings with the City and contractor;

d) Review, approve, and distribute shop drawings in a timely manner;

e) Answer contractor requests for information (RFIs);

f) Manage and coordinate material testing (City contracted), dewatering discharge, and contamination testing;

g) Provide environmental consulting services as needed to address contamination concerns;

h) Prepare regular website updates and email broadcasts for general public.

Project website is: https://engage.a2gov.org/sewer-trunkline;

i) Email weekly progress updates to City and University of Michigan staff;

j) Create, manage, and deliver construction notifications to the adjacent business and property owners prior to construction and as needed during construction;

k) Plan and hold at least one educational event showcasing the uniqueness of the project for the public, partner with the University of Michigan and the City of Ann Arbor;

l) Review contractor’s claims for extra work, compensation, and time;

m) Review City prepared project change orders;

n) Provide engineering input and recommendations for project modifications.

Prepare engineering plans and specifications as needed for each modification;

o) Provide technical support when work must deviate from plans;

p) Confirm Contractor’s compliance with the City of Ann Arbor’s Prevailing

Wage and Certified Payroll Policy including conducting wage rate interviews, https://engage.a2gov.org/sewer-trunkline reviewing certified payroll against City provided wage determinations, and sending delinquent and deficient notice(s).

q) Monitor project progress to ensure schedule is met;

r) Monitor and document work to ensure all requirements for the following permits are met:

• EGLE Part 41

• EGLE Part 327 Groundwater Use

• Washtenaw County Water Resources Commission (WCWRC) Drain

Use

• MDOT Right-of-Way – For Huron Street crossing

• Ann Arbor Railroad

• City of Ann Arbor:

• Lane Closure

• No Parking Sign

• Right-of-way

• SESC

• Dewatering;

s) Complete and submit City provided Ramp Sheets for all new sidewalk ramps;

and

t) Complete and submit; utility record sheets, including Gate Valve (new and abandoned), Fire Hydrant (new and abandoned), and Sanitary Lead Tap Record Sheets.

B. Construction Surveying

Provide survey layout and staking as requested by the Contractor for their use to construct the local utilities and surface restoration per plans and specifications.

Tasks include but are not limited to:

a) Provide a staking request form for Contractor’s use;

b) Verify horizontal and vertical control, and establish project control as necessary for construction surveying;

c) Stake/layout the following per the project plans, within 3 business days from receiving the staking request form:

• Pavement removal limits

• Local sanitary sewer

• Water main and fittings

• Storm sewer and structures,

• Curb and gutter locations and grades; and

d) Create and distribute cut sheets; and

e) Relay any design discrepancies with the City Project Manager.

C. Inspection

Full-time inspection services shall be provided for the duration of construction.

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

The project’s assigned inspectors shall have ample experience and working knowledge of construction inspection, practices, shaft installation, microtunneling, dewatering, contamination testing procedures, bypass pumping and City of Ann Arbor standards.

The Consultant shall furnish its inspectors with equipment and materials as necessary to properly perform their work. Equipment required for testing City water main, such as sample bottles, will be provided by the City. The consultant shall request materials in advance and pick them up from the Water Treatment Plant.

Activities associated with this task will be dedicated to verifying that all materials provided and work performed are in conformance with the project plans and specifications. Tasks include, but are not limited to:

a) Thoroughly review the plans, specifications, approved shop drawings, and other project related documents prior to construction start up and maintain a copy of each onsite at all times;

b) Utilize City provided SharePoint filing system;

c) Attend preconstruction meeting, funding source meeting, weekly progress meetings, and City-provided Appia inspector training, as requested;

d) Communicate daily with the:

• City Project Manager to relay project progress, City coordination needs, and any problems or deviations from plans;

• Contractor to ensure work is constructed per approved plans and specifications, on schedule and to coordinate inspection needs.

• Material testing personnel to schedule proper tests for compaction, asphalt, and concrete as needed.

e) Coordinate with the City, Recycle Ann Arbor, and Water Management to maintain trash and recycling collection throughout construction.

f) Coordinate, monitor, and record use of Contractor’s laydown area;

g) Monitor and record microtunneling procedures per plans and specifications;

h) Observe and record daily tunnel operations and review daily tunnel construction form;

i) Observe and record returns from slurry plant to confirm the ground conditions are as expected as stated in the Geotechnical Baseline Report.;

j) Monitor and document daily that the following are performed by the Contractor per plans, specifications, and permits:

• Dewatering,

• Contamination testing,

• Vibration and settlement monitoring, and

• Bypass pumping;

k) Contact Public Works, Water Resource Recovery Facility, and Water

Treatment Plant as needed for utility coordination and/or repair needs.

l) Inspect materials to be used in the work, verifying they meet the project specifications and approved shop drawings. Suspend any work and/or reject any materials not conforming to the contract requirements;

m) Monitor, document, and notify responsible party(s) of potentially hazardous site conditions relating to construction crew members, motorists, and pedestrians, which need to be corrected;

n) Use Appia™ to create and track IDRs, punch lists, time limits, and materials as required by the Project Manager. The City will provide a license to each inspector;

o) Create IDRs following the City of Ann Arbor Guidelines for IDR Content provided in Attachment A;

p) Take photos of construction work. Label and attach them to the IDRs;

q) Post daily pay item quantities based on funding sources (University of Michigan or City of Ann Arbor);

r) Check approved cut sheets against survey stakes in the field;

s) Inspect and document the contractor’s workmanship to verify that it meets the methods, tolerances, time requirements, temperature requirements etc., of the plans and specifications; note and inform the City Project Manager of any deviations;

t) Inspect temporary traffic control devices and the maintenance of traffic throughout the construction influence area daily;

u) Provide certified storm water operators and conduct inspection of all soil erosion and sedimentation control devices weekly and after rain events for proper maintenance and effectiveness as placed;

v) Prepare and deliver water main shut down notifications to affected customers at least 48 hours prior to shut down.

w) Inspect and manage testing on City owned utilities per City standards including, but not limited to:

• Water main: pressure testing, disinfecting, flushing, bacteria testing, and delivery of samples to City of Ann Arbor Water Treatment Plant laboratory with proper Chain of Custody form;

• Sanitary sewer: air or infiltration/exfiltration testing, cleaning and CCTV;

• Storm sewer: cleaning and CCTV;

x) Accompany contractor to Wheeler Center, 4150 Platt Rd, Ann Arbor, MI 48108, for the delivery of utility materials to be returned to the City such as old manhole castings;

y) Develop and maintain the project punch list;

z) Keep all needed force account documentation, as required; and

aa) Document field mark-ups of the changes to the construction plans in City provided Bluebeam™ session, to be used to prepare as-built drawings.

D. As-Built Construction Plans

As-built record drawings for utilities, road, sidewalks, bike paths, walls, and conduit shall be recorded and submitted. Consultants shall follow the City of Ann Arbor Public Services Construction Mark Up Procedure, including completing all applicable As-Built Markup Checklists, all of which are provided in Attachment B.

The specific tasks associated with the development of the as-built record drawings include, but are not limited:

a) Markups shall be completed electronically with red text in a City provided Bluebeam™ session;

b) GPS point clouds are acceptable for GIS utility location and elevation;

however, standard as-built markups are still required;

c) Submit marked up plans, drawings, and notes to the City for review. Submit this information within thirty (30) days after the utility is put into service.

d) The assigned project inspector shall attend as-built drawing review meetings in person at City Hall, make any identified changes to as-built markups, and attend up to one more subsequent review meetings (virtual or in-person) until the as-builts are considered complete;

e) The consultant shall develop the as-built drawings for review and approval by the City. Provide electronic drawing files to the City on a flash drive or other approved media conforming to the City’s Standard Specifications and the Public Services Area/Engineering AutoCAD drafting standards. Provide these files within two (2) months from project completion unless otherwise agreed to by the City.

The assigned inspector shall develop as-built markups as the project progresses and not delay the markups until construction is complete. As-built markups and plans shall be paid for on an hourly basis based on the hourly rate provided in this

RFP.

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.

A. Professional Qualifications – 10 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. 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.

B. Past involvement with Similar Projects – 40 points

The written proposal must include a list of specific experiences in the project area, especially with microtunneling and utility projects in the City of Ann Arbor, 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.

C. Proposed Work Plan – 30 points

Provide a detailed and comprehensive description of how the offeror intends to provide the services requested in this RFP. This description shall include but not be limited to: how the project will be managed and scheduled; how and when data and materials will be delivered to the City; communication and coordination with the contractor, City staff, local businesses/residents, and the public; the working relationship between the offeror and City staff; and the company’s general philosophy in regards to providing the requested services.

Offerors shall be evaluated on the clarity, thoroughness, and content of their responses to the above items.

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. Subconsultants, if any, shall also have key staff and hours provided. 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. Hourly rates shall remain fixed for the duration of the contract.

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 may schedule interviews with the selected firms if necessary.

The selected firms will be given the opportunity to discuss in more detail 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. The firms interviewed 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 after interviews.

The City may negotiate the final scope of services to be provided by the Consultant for this project, which may be additions, subtractions, or clarifications of services described in this RFP, 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 30 sheets (60 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 – City of Ann Arbor Guideline for IDR Content

Attachment B – City of Ann Arbor Public Services Construction Mark Up Procedure

Attachment C - Legal Status of Offeror

Attachment D – Non-Discrimination Ordinance Declaration of Compliance Form

Attachment E – Living Wage Declaration of Compliance Form

Attachment F – Vendor Conflict of Interest Disclosure Form

Attachment G – Non-Discrimination Ordinance Poster

Attachment H – Living Wage Ordinance Poster

ATTACHMENT A

CITY OF ANN ARBOR

GUIDELINES FOR IDR CONTENT

Capital Improvement Projects January 2017

Prior to the start of a new project, the project manager and the inspector(s) should meet and review these guidelines and how they specifically apply to the project at hand. This conversation should also include the procedural steps for submitting and generating/ungenerating IDRs, and the review of IDRs.

Minimum information for all IDRs:

1) Date

2) Project Name and File Number

3) Project Limits (as necessary)

4) Inspector(s) Name and time spent on the project site(s) that day.

5) Weather conditions throughout the day; temperature range (High and Low), especially if freezing conditions exist. Note any occurrences of precipitation during the work day.

6) A timeline of activities throughout the day, which would include such items as: time contractor arrived; start and end times of any work activities and/or delays/downtime; and time the contractor left the site.

7) Number of pieces of equipment (and specific description) on-site, either stored and/or being used (e.g. Komatsu PC 400 excavator; Case 580 Extend-a-hoe excavator, etc.) for all

Contractors on-site. (Note: utilize the “equipment hours” field in Field Manager to keep track of active and inactive equipment.)

8) Specific number of personnel on-site and their labor description for all Contractors on-site (i.e.

laborers, foremen, operators, etc.).

9) Specific location(s) where work was performed, for example: “placed 2NS sand subbase from

Rd. Sta. 16+40 to 20+00 (Lt.)”

10) Description of material acceptance testing performed. Provide name of representative(s), company that employs them, and the time they arrived and left the site.

In addition to the basic information above, the following detailed information must also be included, depending on the specific work activities occurring:

1. Descriptions of each pay item that is documented for payment including item number, quantity accepted and posted, detailed limits of payment, and material documentation (signed delivery tickets, etc.) used in completing the work.

2. Legible, dimensioned sketches detailing the work being paid that is not clearly shown on the plan.

3. Description of work performed and its limits including:

- description of soil conditions encountered during the work;

- description of groundwater conditions, if any;

- description of the condition of traffic control devices in place and their suitability for service;

- special safety precautions utilized by the contractor;

- description of SESC measures in-place or utilized by the contractor;

- discussion of unsafe working conditions created by the contractor; discussion of unsafe working practices utilized by the contractor;

- documentation of direction provided to the contractor;

- documentation of direction received from the Project Engineer and/or the CES

Supervisor;

- documentation of work performed or direction provided to outside agencies such as city forces, private utility companies, or contractor(s) employed by other agencies;

- documentation of work (or work practices) being performed by the contractor that is contrary to the specifications;

- documentation of damage to existing site features caused by contractor forces; include statement(s) regarding city participation, or lack thereof, in repairs, e.g. damage to trees/tree roots, mailboxes, existing curb and gutter, drive approaches, private utilities

(gas, fiber, etc.), or private utility service leads, etc.;

- description/documentation of any unusual site occurrences.

4. Description of information provided, or statements made, by the Contractor that indicate additional payment or time extensions may be sought at a later date. Include any specific responses of which you are aware that were provided to the Contractor in relation to these statements.

5. Description of delays encountered while performing the work or delays or difficulties regarding material deliveries.

6. Description of any unique or noteworthy event that may have occurred on or near the project.

For example, a traffic accident that may have occurred within the traffic control of the project;

vehicular damage (if you’re aware that it occurred); or any other similar occurrence.

7. Individuals that visited the site including their name and role on, or relating to, the project, and a thorough documentation of any interaction with those individuals, including the public.

8. Description of deviations in the proposed work from the approved plans. Also include the name of the person that authorized the deviation.

9. Document that work was performed in accordance with specifications and details (e.g. for storm sewer, note trench width at pipe, trench bedding depth with proper materials, backfilled with proper material in proper lifts; density checked per specs)

10. Document materials such that all material delivered to the site is from the approved source and is accounted for – if placed, approximately how much; if remaining stockpiled, estimate amount. Materials and quantities reported should reflect daily tickets.

Procedure for submitting & reviewing IDRs:

1. IDRs should be completed by the inspector daily (ideally), or at a minimum every 2 days.

2. When submitted, the IDRs should show up as “generated” in Field Manager.

3. Project Managers (PMs) will review IDRs at a minimum interval of twice a week, depending on the schedule worked out between the PM and the inspector.

4. If there are changes to be made, the PMs will review them with the CES.

5. Changes made to an IDR need to be noted in the comment section with a description of the change, the individual making the change, and the date of change made.

6. The CES Supervisor will review disputed changes with the inspector and the PM. This review will be performed in a timely manner so that the material is still fresh in everyone’s memory, and is not holding up payments to the contractor.

7. The CES Supervisor will review a sampling of IDRs each week to make sure these guidelines are being followed.

12/2024

PUBLIC SERVICES

CONSTRUCTION MARK UP PROCEDURE

This Procedure should be used as a reference for doing Construction Mark ups to be turned in to Drafting and GIS for as-built purposes.

1. Prior to start of construction obtain a copy of the As-built check lists that is appropriate for your Project. There are different check lists for water, sanitary, storm, and road, sidewalks, bikepaths, walls and conduit.

2. Mark up changes to plans in red during construction on a daily basis or as soon as possible.

a. Completed mark-ups are to be turned in no more than 30 Days after the utility is put in service. The goal is to have one set of completed mark ups per Project. If project is done in phases or work stoppage occurs for some reason the inspector inspecting this portion of project will be responsible to turn completed mark ups of what has been built to PM & CES Supervisor.

b. All items on plans that are built to plan need to be noted “AB” or outlined in red on mark ups.

c. Show top of pipe elevations every 50 feet and at fittings and valves.

d. Update all structure tables in plan and profile.

e. If manholes or fittings are eliminated, need to “X Out” in red on both plan and profile views.

f. If plan sheets have been changed or work was added to project make sure the most updated sheet is part of mark ups to be turned in.

g. Inquire with Project Manager for MDEQ number. Keep track of when utilities go into service and MDEQ permit numbers. This information will need to be placed on appropriate As-built Mark Up Checklist.

3. Once all or portion of new utility is put in service, fill out record sheets for valves, service valves, hydrants and sewer leads. Valve and hydrant numbers may be requested from System Planning GIS staff 4th floor City Hall Larcom. Record sheets need to be completely filled out along with location prior to any numbers being assigned. Place the assigned valve & hydrant numbers on the as-built mark-up. A copy of these sheets are to be given to the Project Manager and turned in with your as-built mark-up. Keep a copy for yourself, too.

a. Fill out record sheets for existing valves and hydrants that have been removed. Use same record sheet form for this, just clearly note on record sheet. Turn these sheets into Project Manager with as-built mark-up.

4. Once all construction is complete and review to make sure mark ups are as understandable as possible. Consider that someone else is going to have to understand changes made to plans. Finish filling in As-built check list items.

5. Attach record sheets and appropriate check lists to plans and submit to PM & CES Supervisor. Depending on if the Project is entirely finished or just a portion of work is done, a meeting will be set up by PM & CES Supervisor. CES’s Inspectors on Project, Project Manager, and Drafting Dept will be invited to go over the as-built at this time. If the mark ups are determined complete, Drafting will take and start As-built Process and GIS staff will start GIS updating process. If CES Inspectors want original mark ups back, indicate this at meeting. If multiple Inspectors are involved with construction and mark ups for Project, PM & CES Supervisor may appoint one of these CES’s at meeting to be in charge of gathering and organizing mark ups to be turned in to Drafting.

Electronic copies of checklists and record sheets available upon request.

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CITY OF ANN ARBOR ENGINEERING

WATERMAIN AS BUILT MARKUP CHECKLIST

PROJECT NAME ______________________________________________ FILE NO.__________________

PROJECT MANAGER ________________________ INSPECTOR(s)_________, _________, _________

USE RED INK PEN ONLY FOR CORRECTIONS

STATIONING CORRECTED ON BOTH PLAN AND PROFILE VIEWS

ALL ITEMS BUILT PER PLAN LABELED ON BOTH PLAN AND PROFILE VIEWS WITH “AB”

IF WATERMAIN IS PRIVATE, LABEL IN PLAN AND PROFILE “PRIVATE”

CROSSED OFF ITEMS ON BOTH PLAN AND PROFILE VIEWS THAT WERE ELIMINATED

FROM PROJECT

ADDITIONS OR CORRECTIONS MADE ON BOTH PLAN AND PROFILE VIEWS

GATE VALVE RIM ELEVATIONS AND HYDRANT FINISH GRADE ELEVATIONS

CORRECTED ON BOTH PLAN AND PROFILE VIEWS.

BENDS CALLED OUT AS BEING HOR. OR VERT., ROLLED UP OR DOWN AND TOP OF PIPE

ELEVATIONS ON EACH BEND

TOP OF PIPE ELEVATIONS ADDED ON PROFILE VIEWS EVERY 50 FT, AT ALL FITTINGS

AND AT ALL UTILITY CROSSINGS. VERTICAL CLEARANCE AT CROSSINGS SHOULD ALSO BE

NOTED.

LENGTH OF PIPE BETWEEN FITTINGS CORRECTED IN PROFILE VIEWS.

ENLARGED PIPE SCHEMATIC ON BOTH PLAN AND PROFILE VIEWS WHERE NEEDED FOR CLARITY

HYDRANTS, GATE VALVES, TAPPING SLEEVE & VALVE AND SERVICE VALVE NUMBERS

LABELED ON BOTH PLAN AND PROFILE VIEWS. GIS WILL ASSIGN HYDRANT AND VALVE

NUMBERS. SERVICE VALVES (SV) ARE DOMESTIC OR FIRE SERVICE LINES 2” OR LARGER;

HYDRANT VALVES (HV) ARE ASSIGNED IF COMPANION VALVE IS GREATER THAN 3 FEET FROM

HYDRANT. PLEASE MAKE THESE DISTINCTIONS CLEAR WHEN REQUESTING NUMBERS.

CASTING SCHEDULES CORRECTED

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WATERMAIN AS BUILT MARKUP CHECKLIST

COPIES OF HYDRANT, GATE VALVE, TAPPING SLEEVE & VALVE AND…