WATER_TRANSMISSION_MAIN_INSPECTION_AND_ASSESSMENT_PROGRAM_ENGINEERING_SERVICES.pdf

CITY OF PHOENIX, ARIZONA

OFFICE OF THE CITY ENGINEER

DESIGN AND CONSTRUCTION PROCUREMENT

REQUEST FOR QUALIFICATIONS

WATER TRANSMISSION MAIN INSPECTION AND ASSESSMENT

PROGRAM ENGINEERING SERVICES

OPENGOV ID NO. WS85500379

RFQ Rev. 1/25 Page | 2

The City of Phoenix is seeking a qualified consultant team to provide engineering services for water transmission mains citywide, to include assessments, field inspections, minor design, and possible construction administration of work performed by contractors. The contract duration will be for five years. Construction activities during inspections including traffic control, pipeline dewatering, minor repairs, pipe segment replacements and pipe lining will be provided by a separate construction Job Order Contract.

Project Description

This is a continuing, multi-year inspection and assessment program during which the City plans to inspect and assess the condition of water transmission mains of varying material types throughout the conveyance system. The City has approximately 140 miles of prestressed concrete cylinder pipe (PCCP) mains and over 230 miles of reinforced concrete pipe, cast iron pipe, concrete cylinder pipe, ductile iron pipe, steel and other material types of water transmission mains with diameters of 16 to 108 inches, inclusive. The City has developed an integrated inspection prioritization plan that considers factors such as installation age, contiguous alignment, break history, and critical customers for inspection and assessment. The selected consulting team will review and build on this plan to provide ongoing program management. An important requirement of this program is the ability of the Consultant to provide guidance and select the best inspection technology available for pipelines of various materials resulting in choosing the most qualified inspection sub-consultants for additional highly specialized inspections beyond the primary pipeline inspection of the consultant team.

The City anticipates most of the inspections will occur during the low water demand season from

November to May. The consulting team will access, gather and review all available Water Service

Department water main information including the water system map, as-builts, previous inspection reports and any other records or pertinent documents necessary to plan, schedule and execute the water transmission main inspection program. Plans must be developed that identify requirements, coordination and activities necessary for shutdown, inspection, and startup of each main, with proper staging and coordination with water treatment facility operations. Each main inspection must provide adequate information that can be utilized to accurately assess the current condition of the main regarding leaks, required repair, rehabilitation, replacement or continued service.

Scope of Work

The scope of work includes, but is not limited to the following:

• Review of past assessments, as-builts, records of rehabilitation, repair or any other pertinent documents and records beneficial to planning main inspections.

• Selection and implementation of pertinent inspection technology, methods and tools.

• Assistance with initiation and upkeep of the City’s Water Transmission Main Inspection

Program plan, considering proposed main inspection priorities, service requirements and system limitations stemming from shutdowns of treatment plants or other facilities and

Page | 3 opportunities for inspection of additional or alternative mains based on planned system shutdowns.

• Development of each detailed main inspection plan.

• Assistance with development of scope documents for Job Order Contract (JOC) support agreements.

• Development of construction documents for short-term or capital improvements to facilitate pipeline shutdowns/startups on an as-needed basis.

• Development of detailed shutdown plans (Maintenance of Plant Operations).

• Assistance with development and distribution of public information plans and materials.

• Assistance with acquisition of necessary permits and/or licenses for pipeline dewatering, traffic control, extended work hours, etc.

• Coordination of shutdown, inspection, leak detection, repair and startup activities including field inspection and contract administration of work performed by the Job Order

Contractor(s).

• Execution of condition assessments utilizing appropriate and agreed-upon inspection technologies, techniques and vendors.

• Development of construction documents for rapid pipeline repairs on an as-needed basis.

• Compilation, assessment and reporting of inspection results.

• Provide repair reports and record drawings for repairs and new installations.

• Review (as requested) of any planned construction or disturbances near PCCP pipelines by the City or third parties.

• Analysis and response in the case of main breaks and pipeline failures to direct repairs/improvements needed to address issues and prevent future failures.

• Assistance with importing assessment results into the City’s Computerized Maintenance

Management System, Oracle Work and Asset Management system and Geographic

Information System.

• Updating existing inspection checklists and developing new inspection checklists/guidelines if required and updating them as necessary.

• Upkeep, monitoring and improvement of the City’s I-Hydrant program currently monitoring transient pressures at 10 sites at various locations of the PCCP system.

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.

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• 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 1:00 pm, Phoenix time on Tuesday, May 5, 2026, at 200

W. Washington St., Floor 8 East Conference Room, Phoenix, AZ, 85003 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:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/24452285187702?p=ymUhkyDg48e7F9g0zN

Meeting ID: 244 522 851 877 02

Passcode: mg7Zq93A

Statement of Qualifications Evaluation Criteria

A firm 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) https://teams.microsoft.com/meet/24452285187702?p=ymUhkyDg48e7F9g0zN

Page | 5

1. Assessment and Inspection Experience of the Prime Firm

Describe the experience and qualifications of the prime firm in providing water transmission main assessment and inspection services for similar projects.

Identify projects the submitting firm has completed within the last 5 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 200 (19.6% of Total)

2. Design and Construction Administration and Inspection Experience of the Prime

Firm

Describe the experience and qualifications of the prime firm in providing design and construction administration and inspection

(CA&I) services for similar projects. Identify projects the submitting firm has completed within the last 5 years. Include assigned personnel if different from personnel performing water transmission main assessment and inspection 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 100 (9.8% of Total)

Page | 6

3. Assessment and Inspection Experience of the Key Personnel and

Subconsultants

Describe the experience and qualifications of the specific project team expected to be assigned to this project in providing water transmission main assessment 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. 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 150 (14.7% of Total)

Page | 7

4. Design and Construction Administration and Inspection Experience of Key

Personnel and Subconsultants

Describe the experience and qualifications of the project team expected to be assigned to this project in providing design and 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 design and CA&I personnel if different from personnel performing water transmission main assessment and inspection services. 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 100 (9.8% of Total)

Page | 8

5. Project Understanding and Approach

Describe your firm’s understanding of the

City’s need for this project, including important considerations such as project issues and challenges. Describe the team’s approach to the project, including important considerations such as scope, schedule, and budget. Provide how your firm will approach:

A. Managing multiple concurrent pipeline inspections

B. Coordination with City staff to determine pipeline shutdown windows and develop MOPOs

C. Coordination with JOC contractors for inspection support and emergency repairs

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, including subconsultants

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 project

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

Points Based 150 (14.7% of Total)

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7. Reference Checks

Use the form provided in the Attachments section 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.

Points Based 21 (2.1% of Total)

Submittal Requirements

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, please 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, May 15, 2026.

• 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.

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

Page | 10 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.

Evaluation Criteria: Address the SOQ evaluation criteria.

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

Please be advised that 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 teams will submit a Statement of Qualifications (SOQ). The team will be selected through a qualifications-based selection process. A Selection Panel will evaluate each SOQ per the criteria set forth above.

The City will select a team based on the SOQs received; no formal interviews will be conducted. The City may conduct a due diligence review on the team receiving the highest evaluation.

The City expects to create a final list of at least one, but not more than three teams for this project.

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

The following tentative schedule has been prepared for this project.

Pre-submittal Meeting 1:00 pm on Tuesday, May 5, Questions Due 4:00 pm on Friday, May 8, 2026

SOQs Due 12:00 pm Friday, May 15, 2026

Selection Notification June 2026

Page | 11

Scope Meeting Early July 2026

If the City is unsuccessful in negotiating a contract with the best-qualified team, the City may then negotiate with the next most qualified team 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.

The firm selected for this project will be notified directly by the City. Notification to all other firms on the status of a short list for this project will be posted on the City of Phoenix’s Procurement

Portal:

https://procurement.opengov.com/portal/phoenix

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- Sadie Thompson at (602)

534-1509 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 above) - 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, https://procurement.opengov.com/portal/phoenix https://procurement.opengov.com/portal/phoenix https://phoenix.gov/prr

Page | 12 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

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 above), 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