Updated WIllow Creek_Rehab Design_RFQ.pdf

Willow Creek Dam Rehabilitation Department of Natural Resources and Conservation Final Design Water Resource Division

MONTANA DEPARTMENT OF NATURAL

RESOURCES AND CONSERVATION

REQUEST FOR QUALIFICATIONS

ENGINEERING DESIGN AND CONSTRUCTION SERVICES FOR

WILLOW CREEK DAM REHABILITATION

IN MADISON COUNTY, MONTANA

March 2025

INTRODUCTION

The Montana Department of Natural Resources and Conservation – State Water Projects Bureau (DNRC-SWPB) is seeking Statements of Qualifications (SOQs) from professional engineering firms qualified to perform engineering design and construction management for rehabilitation of the Willow Creek Dam (WCD) in Madison County, Montana. The work will consist of reviewing the feasibility study completed by HDR for technical adequacy and preferred design components, preparing final design and construction documents, and providing construction management services. This work is being conducted to improve performance and extend the dam’s useful life.

BACKGROUND

The WCD project is approximately four (4) miles east of Harrison, MT. DNRC-SWPB owns the dam and markets water to the Willow Creek Water Users Association (WCWUA) primarily for agricultural irrigation. Willow Creek Dam is classified as high hazard under the Montana Dam Safety Act. The Willow Creek Water Project is located on lands owned by the DNRC SWPB or covered by easements.

WCD is an earthfill dam originally built in 1938. The embankment is 105 feet high and 453 feet long and creates 13,073 acre-feet of storage at the spillway crest. The low-level outlet is a 60-inch reinforced concrete tunnel with two control valves; a 54-inch circular wedge gate in the guard position followed by a 54-inch butterfly operating gate. The valves are original and theoretically capable of 700 cfs with the reservoir at the dam crest.

The concrete spillway is 90 feet wide at the ogee crest and tapers to 50 feet wide at the toe. Theoretical spillway capacity is 8,091 cfs with the reservoir at the dam crest.

Several projects have been completed on the dam and appurtenant structures since its original construction. These include the 1945 concrete spillway lining, the 2003 investigative drilling and piezometer installation, the 2017 jet pump repair, and periodic spillway joint and slab repairs. The dam has not undergone a comprehensive rehabilitation.

DNRC-SWPB contracted a feasibility study (HDR, 2025) to evaluate rehabilitation alternatives to address deficiencies. The recommended alternatives include replacing the spillway and buttressing the dam embankment.

Rehabilitation will not include an increase in reservoir storage. The total estimated rehabilitation cost is $25 million.

EXISTING INFORMATION

Existing information for the Willow Creek project includes, but is not limited to: original construction drawings, well logs, annual inspection reports, piezometer and drain data, site survey and bathymetry, and CAD drawings. Select reports provided here as attachments include:

Simplified Potential Failure Mode Analysis (HDR, 2023) Alternatives Evaluation Report (HDR, 2025) Summary and Final Report (HDR, 2025) Annual Dam Safety Inspection Report (DNRC, 2024)

DNRC will not provide any further existing information during this RFQ. The existing information above will be provided to the selected firm.

SCOPE OF WORK

A Statement of Qualification is being solicited from engineering firms capable of advancing the feasibility study rehabilitation alternatives through design and construction.

Specific tasks will include but may not be limited to the following:

Project Tasks

1. Design Phase Project Management Conduct project management activities to formulate and monitor project scope, schedule, and budget. Coordinate project with Owner, Project Stakeholders, and Permit Authorities (including Montana Dam Safety Program (MTDSP)). Review all project deliverables for conformance with quality control requirements, project standards and scope of work requirements. With Owner’s approval, project tasks and approaches can be modified to keep the overall project on schedule and within budget. Specific project management duties include:

Facilitate project scoping meeting Facilitate biweekly status meetings with Owner Prepare agenda and meeting minutes for all project meetings Prepare monthly invoicing including progress reports and schedule updates Perform Quality Assurance reviews and scope of work submittal requirements prior to all submittals and/or deliverables

Notify Owner for anticipated delays that affect the project schedule

2. Review Preferred Alternatives from the Feasibility Study Document Review Review existing technical reports, inspection reports, correspondence and other relevant information. Documentation may include but is not limited to:

Original Project Construction Drawings and Documentation Survey Records Hydrologic and Hydraulic Reports Geotechnical and Geological Reports Environmental Documentation Relevant Design Reports Other pertinent historical documentation in the DNRC State Water Project files.

Review of Preferred Alternatives

Complete review of preferred alternatives described in the Summary and Final Report and supporting discipline specific reports prepared in the Feasibility Study.

Assess whether the preferred alternatives adequately address issues identified in the Potential Failure Mode Analysis. If not, provide alternatives to include in the rehabilitation.

Evaluate potential areas where alternatives may be refined to improve performance, constructability, and/or reduce project costs.

3. Conduct Field Studies Determine which field studies are needed to evaluate alternatives and complete final design. A geotechnical investigation will be needed to identify an embankment borrow source and will likely be needed at the spillway. Other considerations are provided in the Summary and Final Report. Perform these studies and any others as necessary.

4. Permitting

Consult with MTDSP to prepare and submit Construction Permit application and satisfy design review process requirements.

Consult with Permit Authorities to prepare and submit permit applications for field studies and planned in-stream construction activities associated with the preferred alternative(s). Incorporate construction permit requirements to the Contract Documents.

5. Prepare Final Design Conduct all geotechnical, structural, hydrologic/hydraulic analyses necessary to evaluate alternatives and produce a final design which may include, but not necessarily be limited to the following components:

A new spillway at current crest elevation Embankment crest raise

Stability berm at downstream toe In-place refurbishment of valves Conduit repairs A new outlet terminal structure A new gatehouse and tower safety improvements Additional instrumentation Access road improvements Access to the toe of the dam Construction considerations and temporary works

Additional analyses for evaluation of the dam’s safety and design may include, but are not limited to:

Drawdown analysis Outlet works capacity analysis Assessment of upstream outlet conduit and intake Embankment stability

As Engineer of Record with professional engineer registration in Montana, develop design report, plans, specifications, and estimate packages for Owner review and comment for 30%, 60%, 90% and 100% review stages. Owner will provide Division 00 Bidding and Contract Documents including EJCDC template documents to be incorporated into the project manual. CSI MasterFormat’s current 50 Division specification numbering format will be used for the technical specifications. Final design report, plans, and project manual shall be stamped and signed by the Engineer of Record. A definition of review stages are as follows:

30% Preliminary Design – The 30% Preliminary Design Plans submittal is an early phase of the design process, in which the broad outlines of function and form of the project are articulated. It involves an understanding of project stakeholder’s expectations and should reference scoping decisions or preferred alternative(s) from preliminary engineering reports. Conceptual drawings should be used to define construction limits and assist in the preparation of environmental permits. The 30% design plan package submittal should include a construction estimate with a 25-30% contingency. A limited project manual shall accompany the 30% design plan submittal including boilerplate specifications (typically Division 0 - Bidding & Contracting and Division 1 - General Requirements) and an outline of anticipated technical specifications. Plan drawings should include the following:

Title sheet, General notes sheet(s) – placeholders, Existing features, Proposed features with gross dimensions labeled, Plan alignments with applicable profile views, Appropriate section views with gross dimensions labeled, Typical sections with dimensions labeled, Access routes/limitations with areas identified and measured, Construction limits identified with area measurements, Control of water plans identified, Environmental constraints (wetlands) measured and labeled.

60% Draft Design - The 60% Design Plans submittal is a continuation of the 30% work effort with Owner’s comments and recommendations incorporated. The majority of the scoping and preferred alternative changes should be reflected in this submittal. A further description of design details should be included to refine bid item quantities. The 60% design plan submittal should include a construction estimate with a 15-25% contingency. A complete project manual should accompany the 60% design plan submittal including technical specifications for project bid items. Additional plan drawings should include the following:

Additional section views as needed with labeled dimensions, Detail views showing civil, structural, mechanical, electrical items as needed, Standard details.

90% Draft Design - The 90% Design Plans submittal is a continuation of the 60% work effort with Owner’s comments addressed and incorporated. This submittal should include sufficient detail for constructability. All design details should be included, and final bid item quantity estimates tabulated. The 90% design plan package submittal should include a construction estimate with a 5-15% contingency, based on project size and risk assessment. A complete project manual should accompany the 90% design plan submittal including final technical specifications for project bid items. Additional plan drawings should include the following:

Inclusion of Construction Permit modifications that may require additional section views, detail views, and/or standard details as needed with labeled dimensions, Final owner changes and recommendations.

100% Final Bidding Documents - The 100% Bidding Documents submittal consists of completed bid package ready for public advertisement and subsequent award. The complete bid package includes a final project manual with all specifications and project permit approvals, final plan drawings, and final project estimate. Final plan drawings should include the following:

Stamped (sealed) cover sheet where table of contents is listed, or individual sheets are sealed according to responsible charge engineering discipline.

State Water Projects Bureau Chief approval (signature) with Bureau Standards disclaimer.

6. Bid Phase Services

The firm shall provide the following bid phase services:

Answering questions from prospective bidders’ and vendors’ and preparing addenda in response Facilitate and conduct a mandatory pre-bid conference with on-site component

Virtually attend bid opening, evaluate bids, prepare bid tabulation, and provide a recommendation of award

Prepare conformed project manual and drawings based on addenda issued during bidding period and executed bidding and contract documents

Owner will conduct public notice (advertising) and host the bid opening.

7. Construction Phase Services

As Engineer of Record, perform construction contract administration, on-site inspection services, and assist with quality assurance (QA) to ensure the work is performed in accordance with the contract documents. Conduct progress meetings, daily inspection reports, submittal review, contractor pay request review, review and recommend field orders, work change directives, and change orders.

Provide QA surveying to verify pay request quantities at key milestones and document as-built conditions. Provide a Resident Project Representative to manage construction oversight.

As Engineer of Record, perform project closeout through final acceptance of the project including the one-year correction period. Prepare a Final Construction Report documenting project construction and administration from project award through final acceptance. Prepare As-Built Plans, post-construction topographic survey, and First-Filling Plan. Prepare associated Operation and Maintenance Manual(s).

PROJECT SCHEDULE

DNRC-SWPB will contract with a firm for engineering design services in summer 2025.

Design is to be completed by 12/31/2026. DNRC-SWPB has spending authority to finance design services for 2025 and 2026. Funding for construction was requested in 2024 and is pending approval. Construction should be bid during winter 2027 with the first construction season in 2027 through 2028. A second construction season may be necessary in 2028 through 2029. All dates are estimates and subject to change.

QUALIFICATIONS SUBMITTALS

Firms should submit their Statement of Qualifications via the Montana Acquisition and Contracting System (eMACS) not later than 3:00 p.m., local time, April 14, 2025.

The SOQ submittals must be in DNRC’s possession by this time and must include the following information.

Cover Letter. Include a cover letter that expresses the Consultant’s interest in the work and commitment to the obligations expressed in this RFQ. The letter must include the signature of an authorized representative of the Consultant. The cover letter must also include the Company Name and Address, the Contact Person’s Name (including Title, Phone number, and Email address), and the Project Name. Limit 1 page.

Overall and Specialized Experience of the Project Team. Describe the project team’s experience and qualifications related to performing the tasks identified in the Scope of Work. Demonstrate the team’s ability to evaluate PFMA outcomes, conduct geotechnical field studies, design and rehabilitate embankment dams and spillways, and manage construction. Explain how the team’s experience is applicable to the Willow Creek Dam rehabilitation. Limit 2 pages.

Project Team Experience on Similar Projects in the Last 10-Years. Provide descriptions of projects similar in size and scope to this project in which team members were involved.

Provide a project description, dates, services provided, team members involved, and contact name and phone number for the project Owner. Explain how the project is similar to the Willow Creek Dam rehabilitation. Limit 2 pages.

Project Team’s Methods. Describe the project team’s approach to advancing feasibility-level rehabilitation alternatives through design and construction. List field studies needed for final design of the dam components in this project. Describe any geotechnical, hydrologic/hydraulic, and structural analyses necessary. Explain the team’s approach to quality assurance and quality control and specify team members’ responsibilities for producing, reviewing, and stamping work products. Describe the approach to construction management. If a subconsultant(s) is proposed, describe how the DNRC will benefit. Limit 5 pages.

Office location(s). State the office location(s) where the work would be performed. If work would be shared between main and branch offices at different locations, specify the work to be directed or performed from each office. Limit 1 page.

Organization Chart. Provide an organizational chart including only the names of personnel who will work on each task. Show proposed relationships among key personnel, support staff, and any subconsultants who would participate. Identify which work tasks each person would perform. Assignments should correspond to tasks in the Scope of Work plus any additional items identified by the Consultant. Limit 1 page.

Project Schedule and Workloads. Provide a work schedule that includes the estimated completion dates for each major task, and any other milestone dates. Also provide the firm’s current and projected workload to demonstrate the team’s capability to meet the schedule and person-hour requirements. Limit 1 page.

Person-Hour Estimate. Provide a person-hour estimate with classifications (e.g., CAD technician, Engineer III, Project Manager, etc.) for key personnel to fulfill all tasks listed in this RFQ. Do not submit a fee proposal. Limit 1 page.

Resumes. Provide resumes for each employee on the organization chart and the supervisory personnel who will be responsible for the work proposed. Include education, professional licenses, technical certifications, and work history relevant to each person’s job assignment on this project. Identify the office from which the employees would work.

Individual Resumes are Limited to 2 Pages Per Person.

DNRC may request additional information, clarification, or references at its discretion.

DNRC may require in-person interviews with key members of the firm’s staff to assist in its evaluation.

EVALUATION CRITERIA

At a minimum, firms must have experience in design, rehabilitation, and construction of embankment dams, and spillways within the last 10 years. DNRC will use the following evaluation criteria to rate firms meeting the minimum qualifications:

1. General qualifications and experience of the team relevant to dam rehabilitation projects similar to WCD in size, scope, and location. (20 points)

2. Recent experience on similar size and scope projects. Past successful work for DNRC or other public agencies on similar projects is preferred. (25 points)

3. The firm’s approach to design and construction management. The firm must show the necessary steps to advance feasibility study alternatives to final design and construction. (20 points)

4. Location of the firm and personnel. Both proximity to the project and co-location of the core team will be considered, particularly as it may relate to improved project efficiencies. Explain how the team’s location(s) will benefit the DNRC.

(5 points)

5. Organization of the project team should demonstrate an efficient division of work tasks. (10 points)

6. Capability to meet schedule and workload. The firm must show the resources to complete all phases in a timely and efficient manner. Include a description of present and projected workloads. (5 Points)

7. Person-hour estimates should clearly list personnel who will work on each task and reflect an efficient division of work to facilitate timely completion of tasks. Person-hour estimates should be consistent with task complexity. (10 Points)

8. Resumes should demonstrate the skills and experience personnel contribute to the project team. (5 points)

GENERAL

Work on this project must be done under the direction of a professional engineer licensed in the State of Montana with specific experience in earthen dam and concrete spillway design, rehabilitation, and construction.

DNRC-SWPB will negotiate construction management services with the selected firm upon successful completion of design. Firms shall demonstrate qualifications for construction management services in this application.

THIS IS A REQUEST FOR QUALIFICATIONS (RFQ) NOT A REQUEST FOR

PROPOSALS (RFP). PLEASE DO NOT INCLUDE COST INFORMATION.

SELECTION PROCESS

A team of evaluators will review the SOQs using the previously described evaluation criteria. DNRC may determine, as part of the evaluation, that interviews are necessary.

Based on DNRC’s rating of SOQs, the Department will then negotiate an agreement with the most qualified firm to conduct the work. The method and schedule of reimbursement will be stipulated in the agreement. If a satisfactory agreement cannot be negotiated with the most qualified firm, negotiations will be terminated and negotiations will be undertaken with the second most qualified firm.

LATE SUBMITTALS

Regardless of cause, the State will not accept late SOQ submittals. Such SOQs will automatically be disqualified from consideration.

QUESTIONS TO BE SUBMITTED VIA eMACS Questions, clarifications, or interpretations of this RFQ must be submitted through the eMACS Q&A Board.

Questions must be received by March 31, 2025. Questions, clarifications, or interpretations not received by the deadline may not be considered. The State will provide a written response by the close of business on April 7, 2025. The State's response will be posted on the State's website with the RFQ for this project at:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfMontana

Any other form of interpretation, correction, or change to this RFQ will not be binding upon the State.

eMACS REGISTRATION

If your business is not registered with the eMACS system, then the State strongly suggests that you register your Business.

For registration assistance:

406-444-2575 General Assistance emacs@mt.gov Email vendorportal.mt.gov to register!

STATEMENT OF QUALIFICATION SUBMITTAL

SUBMIT SOQs VIA THE STATE eMACS SYSTEM

SOQs not submitted in accordance with the instruction included in the QUALIFICATION SUBMITTALS portions of this RFQ will automatically be disqualified from consideration.

RECEIPT OF STATEMENT OF QUALIFICATIONS AND PUBLIC INSPECTION

Public Information All information received in response to this Request for Qualifications (RFQ), including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the time for receipt of SOQs has passed with the following four exceptions: (1) bona fide trade secrets meeting the requirements of the Uniform Trade Secrets Act, Title 30, chapter 14, part 4, MCA, that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the State; (3) any company financial information requested by the State to determine vendor responsibility, unless prior written consent has been given by the offeror as set out in section 18-4-308, MCA; and (4) other constitutional protections. See Mont. Code Ann. § 18-4-304.

Procurement Officer Review of SOQ’s Upon opening the SOQs received in response to this RFQ, the project manager in charge of the solicitation will review the SOQs and separate out any information that meets the referenced exceptions in Public Information Section above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the SOQ.

An affidavit from an offeror’s legal counsel attesting to and explaining the validity of the trade secret claim as set out in Title 30, chapter 14, part 4, MCA, is attached to each SOQ containing trade secrets. Counsel must use the State of Montana “Affidavit for Trade Secret Confidentiality” form in requesting the trade secret claim.

This affidavit form is available on the State Procurement Bureau website at:

https://spb.mt.gov or by calling (406) 444-2575.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees.

Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.