WATER_MAIN_REPLACEMENT_PROGRAM.pdf

CITY OF PHOENIX, ARIZONA

OFFICE OF THE CITY ENGINEER

DESIGN AND CONSTRUCTION PROCUREMENT

REQUEST FOR QUALIFICATIONS

WATER MAIN REPLACEMENT PROGRAM

ENGINEERING ON-CALL SERVICES

CALENDAR YEARS 2026-2030

OPENGOV ID NO. WMRPOC2630

RFQ Rev. 1/25 Page | 2

The City of Phoenix is seeking up to eight qualified consultants to provide Engineering services citywide on an as-needed basis from January 1, 2026, through December 31, 2028, with an option to extend, for two years, until December 31, 2030.

Scope of Work

The City of Phoenix Water Services Department is seeking qualified consultants to provide on-call engineering services for the Water Main Replacement Program on an as-needed basis from

January 1, 2026, through December 31, 2030. Requested services may be related to the following: water engineering and water main replacement design services which include preparation of plans, specifications, asset preparation, cost estimates, field survey, and construction administration and inspection services.

Use of UNIFIER, an Application Service Provider (ASP) web-based project management database, may be required. The following information provides a guideline for utilization. Any questions related to the requirements of UNIFIER should be directed to the Project Manager.

• The Consultant will be required to maintain all project records in electronic format.

• The City provides an ASP web-based project management database which the Consultant will be required to utilize in the fulfillment of the contract requirements.

• The Consultant shall provide a computerized networked office platform with broadband internet connectivity.

• UNIFIER training will be provided through the City of Phoenix to firms under contract.

Pre-Submittal Meeting

A pre-submittal meeting will be held at 10:30 am, Phoenix time on Thursday, October 9, 2025, at

Phoenix City Hall, 200 West Washington St., 6th Floor, Room 6 West AND via Teams. At this meeting, City staff will discuss the scope of work, general project requirements, and respond to questions from the attendees. It is strongly recommended that interested firms attend the pre-submittal meeting. Inquiries regarding the project scope outside of this pre-submittal meeting must be directed to the Contracts Specialist.

Pre-Submittal Meeting Teams Information:

Join the meeting now

Meeting ID: 234 957 303 021 1

Passcode: dR9PY7Fw

Statement of Qualifications Evaluation Criteria https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGYwZTQzMTMtZTBmNS00YzRkLWFlNmMtYjU4MjdkY2ZiZjc0%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%2280dd872f-42ba-467d-88d1-6b31cf363f65%22%7d

Page | 3

Firm(s) will be selected through a qualifications-based selection process based on the criteria below. Subcriteria are listed in order of importance in relation to project services. City of Phoenix project experience is not required.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Design Experience of the Firm

Describe the experience and qualifications of the firm in providing design services for similar projects. Identify projects the submitting firm has completed in the last three years. For each project listed, provide:

A. Description of the project including scope and project owner.

B. Role of the firm and explain how this relates to the services being solicited.

C. Project’s original contract value, final contract value, and reason for variance.

D. Project’s start date and completion date.

Points Based 150 (14.7% of Total)

2. Construction Administration and

Inspection Experience of the Firm

Describe the experience and qualifications of the firm in providing construction administration and inspection (CA&I) services for similar projects. Identify projects the submitting firm has completed in the last three years. Include assigned

CA&I personnel if different from personnel performing design services. For each project listed, provide:

A. Description of the project including scope and project owner.

B. Role of the firm and explain how this relates to the services being solicited.

C. Project’s original contract value, final contract value, and reason for variance.

D. Project’s start date and completion date.

Points Based 150 (14.7% of Total)

Page | 4

3. Design Experience of the Key Personnel

Describe the experience and qualifications of the specific project team expected to be assigned to this project in providing design services for similar projects. For each key person identified, list their length of time with the firm. List each key person’s role in the projects provided. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person. For each project listed, provide:

A. Description of the project including scope and project owner.

B. Role of the team or team member and explain how this relates to the services being solicited.

C. Project’s original contract value, final contract value, and reason for variance.

D. Project’s start date and completion date.

Points Based 125 (12.2% of Total)

4. Construction Administration and

Inspection Experience of Key Personnel

Describe the experience and qualifications of the project team expected to be assigned to this project in providing construction administration and inspection services for similar projects. For each key person identified, list their length of time with the firm. List each key person’s role in the projects provided. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person. Include assigned CA&I personnel if different from personnel performing design services. For each project listed, provide:

A. Description of the project including scope and project owner.

B. Role of the firm and explain how this relates to the services being solicited.

C. Project’s original contract value, final contract value, and reason for variance.

D. Project’s start date and completion date.

Points Based 125 (12.2% of Total)

Page | 5

5. Project Management and

Responsiveness

As part of our selection process, the City has the responsibility of considering the possibility of the firm receiving multiple task assignments under this contract overlapping the same time period, in addition to any other on-going work the firm may have.

Provide how your firm will approach:

A. Managing multiple task assignments under the On-Call

Contract.

B. Providing expedited services on requests for proposals and deliverables.

C. Providing quick turn-around times to inquiries.

D. Prioritizing staffing in relation to importance of assigned projects and schedule requirements.

Points Based 300 (29.4% of Total)

6. Staffing Information for Key Personnel

Provide the following:

A. Team’s availability and commitment to the project.

B. Team’s plan to maintain continuity of the proposed services.

C. Organization chart showing key personnel, current professional licenses or certifications, and assigned roles for both Design and

Construction Administration and

Inspection Services for the contract.

D. Identify the location of the firm’s principal office and the home office location of key staff on this contract.

Points Based 150 (14.7% of Total)

7. Reference Check

Use the form provided (Exhibit A) to obtain at least three references. It is preferred no more than one be a City of Phoenix project.

If your firm has not completed prior projects with other agencies, you will not be penalized. It is recommended there be references outside the City of Phoenix.

*These points are in addition to the 1,000 points for the SOQ and the Interviews.

Points Based 21 (2.1% of Total)

Submittal Requirements

Page | 6

Electronic Submittal Process: Firms interested in this project must submit a Statement of

Qualifications (SOQ) electronically through the City's Procurement Portal at https://procurement.opengov.com/portal/phoenix.

Submittal requirements are as follows:

Vendor Information: All firms must be registered in the City’s Vendor Management System prior to submitting a proposal. The vendor number should be included on the cover of the

SOQ. Information on how to register with the City is available at:

https://www.phoenix.gov/financesite/Pages/EProc-help.aspx

If your firm is already registered with the City of Phoenix’s Procurement system, visit https://procurement.opengov.com/portal/phoenix to login and access the electronic solicitation.

Submittals:

• Submit only one SOQ electronically, in .PDF format only, addressing all evaluation criteria. No hard copies will be accepted.

• Clearly display the firm legal name, vendor number, project title, and project number on the cover of the SOQ.

• A maximum of 12 pages is permitted to address all content in the SOQ submittal.

(Maximum page limit includes evaluation criteria and all additional content. It does not include information sheet.)

• Submit electronically the Statement of Qualifications by 12:00 pm, Phoenix time, on

Friday, October 24, 2025.

• Page size must meet requirements of 8½” x 11”.

• Font size must not be less than 10 point.

• Content count:

o Each side of a page containing evaluation criteria and additional content will be counted toward the maximum page limit noted above.

o Pages that have project photos, charts and/or graphs will be counted towards the maximum page limit noted above.

o Front and back covers, information sheet, Table of Contents pages, and divider (tab) pages will NOT be counted toward the maximum page limit noted above, unless they include evaluation criteria and additional content that could be considered by the selection panel.

Information Sheet: Provide an information sheet that includes project title, OpenGov ID number, legal firm name (not a trade name), address, phone number, vendor number, and the name, title, email address and signature of your contact person for the project. Do not include any additional information.

https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/financesite/Pages/EProc-help.aspx https://procurement.opengov.com/portal/phoenix

Page | 7

Evaluation Criteria: Address the SOQ evaluation criteria.

Additional Content: Resumes and other information may be included (content shall be included within the permitted maximum page limit).

Note: All pages exceeding the specified maximum page limit will be removed from the submittal and not considered in evaluating a submitted SOQ.

Grounds for Disqualification

The following will be grounds for disqualification, and will be strictly enforced:

• Submitting a Statement of Qualifications for a different project.

• Violating the “Contact with City Employees” policy contained in this RFQ.

Selection Process and Schedule

Interested firms will submit a SOQ. Firms will be selected through a qualifications-based selection process. A selection panel will evaluate each SOQ per the criteria set forth in Section III -

Statement of Qualifications Evaluation Criteria above.

The City expects to create a final list of at least ten, but not more than twenty firms for this project.

The City will enter into negotiations with the selected firms and execute a contract upon completion of negotiation of fees, contract terms, and City Council approval.

The following tentative schedule has been prepared for this project.

Pre-submittal Meeting 10:30 am on Thursday, October

9, 2025

SOQs Due 12:00 pm on Friday, October 24, Selection Notification November 2025

On-Call Kick-Off Workshop January 2026

Contracts Effective March 2026

If the City is unsuccessful in negotiating a contract with the best-qualified firms, the City may then negotiate with the next most qualified firm until a contract is executed, or the City may decide to terminate the selection process. Once a contract is executed with the successful firm, the procurement is complete.

All submitting firms will be notified of the selection outcome for this project. The status of a selection on this project will be posted on the City of Phoenix’s Procurement Portal:

https://procurement.opengov.com/portal/phoenix https://procurement.opengov.com/portal/phoenix/projects/196579/document?section=1831947 https://procurement.opengov.com/portal/phoenix/projects/196579/document?section=1831947

Page | 8

The selected Consultant should expect to comply with the Arizona State Statutes Title 34 and

City of Phoenix Design and Construction Procurement’s contract provisions.

General Information

Citywide Capital Improvement Projects. Consulting and contractor services supporting the

City’s Capital Improvement Projects are procured under the authority of the City Engineer, currently located within the Street Transportation Department. Design and Construction

Procurement coordinates the citywide consulting and construction contracting procurement processes.

Changes to Request for Qualifications. Any changes to this Request for Qualifications

(RFQ) will be in the form of a Notification. The City of Phoenix shall not be held responsible for any oral instructions. Notifications are available on both the Current Opportunities and City's eProcurement Portal at https://procurement.opengov.com/portal/phoenix.

It shall be the responsibility of the registered RFQ holder to determine, prior to the submittal of the Statement of Qualifications, if a Notification has been issued. Registered

RFQ holders may refer to the web page or call the Contracts Specialist (listed below) to ascertain if a Notification has been issued for this project.

Alternate Format. For more information or a copy of this publication in an alternate format, contact the Contracts Specialist (listed below) - Voice or TTY 711. Requests will only be honored if made within the first week of the advertising period.

Release of Project Information/Public Records Request. The City shall provide the release of all public information concerning the project, including selection announcements and contract awards. Those desiring to release information to the public must receive prior written approval from the City. To submit a Public Records Request, visit phoenix.gov/prr.

City Rights. The City of Phoenix reserves the right to reject any or all Statements of

Qualifications, to waive any informality or irregularity in any Statement of Qualifications received, and to be the sole judge of the merits of the respective Statements of Qualifications received.

Contact with City Employees. This policy is intended to create a level playing field for all

Proposers, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT VIOLATE THIS POLICY WILL BE DISQUALIFIED.

Beginning on the date the RFQ is issued and until the date the contract is awarded or the RFQ withdrawn, all persons or entities that respond to the RFQ, including their authorized employees, agents, representatives, proposed partner(s), subcontractor(s), joint venture(s), member(s), or any of their lobbyists or attorneys (collectively the Proposer), will refrain from any direct or indirect contact with any person (other than the designated Contract Specialist) who may play a part in the selection process, including members of the evaluation panel, the City Manager, Assistant

City Manager, Deputy City Managers, Department heads, the Mayor and other members of the

Phoenix City Council. As long as the RFQ solicitation is not discussed, Proposers may continue to conduct business with the City and discuss business that is unrelated to this RFQ solicitation with City staff.

Commencing on the date and time a solicitation is published, potential or actual proposers

(including their representatives) will only discuss matters associated with the solicitation with the https://phoenix.gov/prr

Page | 9

Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated procurement officer) at a public meeting, posted under the Arizona

Revised Statutes, until the resulting contract(s) are awarded or all offers or responses are rejected and the solicitation is cancelled without any announcement by the procurement officer of the City’s intent to reissue the same or a similar solicitation.

Proposers may discuss their proposal or the RFQ solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the

Contract Specialist (listed below), conducted in person at 200 W. Washington, Phoenix, Arizona

85003, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

Conflict of Interest. The City reserves the right to disqualify any Proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the City. This disqualification is at the sole discretion of the City. Any Proposer submitting a proposal herein waves any right to object now or at any future time, before any body or agency, including but not limited to, the City Council of the City of Phoenix or any court.

Protest Procedures. Firms responding to disqualification or a procurement outcome are referred to the Code of the City of Phoenix Chapter 2, Article XII, Section 2-187 to 2-190.4, which governs protest procedures utilized throughout the selection process. The procedures may be reviewed through the City of Phoenix website at:

http://www.codepublishing.com/az/phoenix/

A copy of the Protest Policy is also available online at:

https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html

Questions - Questions pertaining to this selection process or contract issues should be submitted via the Procurement Portal.

Vendor Questionnaire

*Response required http://www.codepublishing.com/az/phoenix/ https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html