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WO 25-06 ENGINEERING SERVICES AND DEVELOPMENT REVIEW Addendum 01 May 21, 2025 Due to late posting of the Q&A document, the submittal due date for this RFQ has been extended to May 30, 2025. The RFQ has been modified as follows: ---PAGE BREAK--- Page 2 of 11 REQUEST FOR QUALIFICATIONS (RFQ) ENGINEERING SERVICES AND DEVELOPMENT REVIEW CITY OF BELGRADE 91 E Central Ave Belgrade, MT April 2025 ---PAGE BREAK--- Page 3 of 11 NOTICE IS HEREBY given that the City of Belgrade, Montana, (hereafter “City”) seeks to compile a list of pre-qualified engineering firms to provide private development review and engineering services for municipal projects throughout the 2026 fiscal year. Task orders may involve one or more of the following disciplines: civil engineering, structural engineering, transportation engineering, geotechnical engineering, environmental engineering, and water resources engineering. Copies of the Request for Qualifications are available on the City’s website. Paper submissions (two oƯicial copies) with a USB drive with a digital version shall be delivered to the City Clerk on or before May 2330, 2025, by 3:00 pm MST. Proposals shall be provided in a sealed envelope clearly marked with the firm’s name and return address and addressed to Engineering Services and Development Review c/o City Clerk at 91 E Central Ave, Belgrade, MT 59714. OƯice hours for City Hall are from 8:00 am to 5:00 pm, Monday through Friday. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing date and time, as late submittals will not be accepted and will be returned unopened. Any administrative questions regarding proposal procedures should be directed to Camille Gregory, City Clerk at (406) 388-3559 or [EMAIL REDACTED]. Questions relating to the RFQ or selection process should be directed to Camaree Uljua, Director of Public Works at (406) 388-3578 or [EMAIL REDACTED]. DATED at Belgrade, Montana, this April 24, 2025 Camille Gregory City Clerk City of Belgrade 1st Publication: Bozeman Daily Chronicle, April 24, 2025 2nd Publication: Belgrade News, May 1, 2025 3rd Publication: Bozeman Daily Chronicle, May 8, 2025 4th Publication: Belgrade News, May 15, 2025 ---PAGE BREAK--- Page 4 of 11 I. INTRODUCTION The City of Belgrade, Montana, seeks to compile a list of pre-qualified engineering firms to provide services for private development review and varied engineering services for municipal projects over the 2026 fiscal year. Task orders may involve one or more of the following disciplines: civil engineering, structural engineering, transportation engineering, geotechnical engineering, environmental engineering, and water resources engineering. The objective of this RFQ is to identify and rank a pool of highly skilled engineering firms with demonstrated capability and expertise necessary to handle a range of engineering tasks and reviews associated with public infrastructure and private development projects within the City. The City will rate and rank the statements of qualification (SOQ) for each of the herein described service categories. The City may use the result list of pre-qualified engineering firms to short-list firms for future task orders. The City reserves the right to solicit services for specific contracts or task orders via open solicitation, without consideration of the prequalification roster. Pre-qualification is not a prerequisite to respond to any of the City’s open solicitations. Professional Engineering (PE) licensure in Montana is required for each defined work category and must be possessed at the time SOQs are submitted. If this requirement is not met and clearly identified in your SOQ, the SOQ will be considered non-responsive. There are six specific categories of service included in this prequalification roster. Firms are invited to submit SOQs for any or all of the categories. All task orders will be located in Belgrade, Montana. Each individual task order’s schedule and budget will be negotiated prior to developing the contract agreement for services. II. GENERAL INFORMATION Pursuant to Title 1 Chapter 8 of the Belgrade City Code and Resolution 2024-34, the City of Belgrade seeks to procure a qualified engineering firm (Service Provider) to provide professional engineering services described in Section III: Scope of Work. The City shall not be held responsible for any oral instructions. Any changes to this Request for Qualifications (RFQ) will be in the form of a Q&A and addenda, if applicable, which will be posted to the City’s website. The deadline for questions related to the RFQ is May 19, 2025, at 3:00 pm MST. The City will post a final addendum May 2021, 2025, by 3:00 pm MST, if applicable. The City reserves the right to reject any or all SOQs, to waive any informality or irregularity in any SOQ received, and to be the sole judge of the merits of the SOQs it receives. The Service Provider will be selected on the basis of demonstrated competence and qualification for the type of services required, and thereafter the City will negotiate with ---PAGE BREAK--- Page 5 of 11 what it deems to be the most qualified company for each task order. III. SCOPE OF WORK The six categories of service are as follows: 1. Multi-disciplinary Engineering Review Work includes review of private development projects, including, but not limited to, residential and non-residential site plans, subdivision review, and review of associated technical reports. Projects are reviewed for compliance with all local, state, and federal requirements. The firm must be able to provide review comments in a comprehensive technical format that can be conveyed to the applicant in a timely manner. The firm may be required to provide the applicant with written and verbal clarification. Private development review tasks may require examination of the following elements: a. Water and sewer layout and design b. Potential conflicts with private and public utilities c. Stormwater design d. Roadway layout and design e. Signing and striping design f. Electrical design, including signals, lighting, and electronic signs g. Supporting engineering design reports, specifications, and drawings h. Construction materials submittals 2. Transportation Analysis and Design Work includes transportation-related engineering tasks, including but not limited to roadway and ADA design, traƯic counting, traƯic impact studies, preparation of alternatives analyses, signing and striping design, development of traƯic control plans, specification and standard development, study of environmental impacts, and preparation of construction estimates. Project will generally be small to medium in size, with minor or moderate complexity. Services may also include data collection, survey, right-of-way research and acquisition and reviewing construction-related submittals. 3. Water Analysis and Design Work includes water engineering tasks, including but not limited to study of the existing production and distribution systems and proposed expansions, design of main rehabilitation or facilities upgrade projects, distribution system modeling, troubleshooting system issues, preparation of technical reports, specification development, alternatives analyses, study of environmental impacts, and preparation of construction estimates. Projects will generally be small to medium in size, with minor or moderate complexity. Services may also include data collection, survey, and reviewing construction-related submittals. 4. Wastewater Analysis and Design Work includes wastewater engineering tasks, including but not limited to study of the existing collection and treatment systems and proposed expansions, design of main ---PAGE BREAK--- Page 6 of 11 rehabilitation or facilities upgrade projects, collection system modeling, troubleshoot system issues, preparation of technical reports, specification development, alternatives analyses, study of environmental impacts, and preparation of construction estimates. Projects will generally be small to medium in size, with minor or moderate complexity. Services may also include data collection, survey, and reviewing construction-related submittals. 5. Stormwater Analysis and Design Work includes stormwater engineering tasks, including but not limited to study of the existing collections system and proposed expansions, design of rehabilitation projects, collection system modeling, troubleshooting system issues, preparation of technical reports, alternatives analyses, study of environmental impacts, development of standards, specifications, and ordinances, preparation of erosion control plans, and preparation of construction estimates. Projects will generally be small to medium in size, with mild to moderate complexity. Services may also include data collection, survey, and reviewing construction-related submittals. 6. Bridge and Structural Analysis and Design Work includes bridge and other structural engineering tasks, including but not limited to study of existing structures and water/wastewater facilities, design of repair or rehabilitation projects, preparation of technical reports, alternatives analyses, and preparation of construction estimates. Projects will generally be small to medium in size, with moderate complexity. Services may also include data collection, survey, and reviewing construction-related submittals. IV. SCHEDULE Milestone Scheduled Date RFQ Publication April 24, 2025 Deadline for Receipt of Q&A Questions May 19, 2025; 3:00 pm Final Posting of Addenda May 2021, 2025: 3:00 pm SOQ Due Date May 2330, 2025; 3:00 pm SOQ Evaluations May 29June 4, 2025 Publish Short-Lists June 62, 2025 V. SELECTION PROCEDURE Respondents must comply with the mandatory requirements provided in this solicitation. The selection process shall be conducted pursuant to all applicable Montana law including those criteria set forth in. 1. Evaluation of RFQs - The selection committee shall consist of no less than three persons representing the City. The selection committee will review conforming SOQs using the criteria contained herein. SOQs that do not contain the required ---PAGE BREAK--- Page 7 of 11 documentation will be deemed nonresponsive to this solicitation and may be rejected. Responses will be accorded fair and equal treatment with respect to opportunity for discussion and revision of responses, and such revisions may be permitted, after submissions and prior to award for the purpose of obtaining best and final responses. After evaluating all conforming responses based on the criteria herein, the selection committee may eliminate one or more of the respondents from further review if they fail to meet the qualification criteria. Any respondents eliminated by the selection committee, at any time, or for any reason, shall have no opportunity to make revisions or participate further in the selection process. 2. Interviews - After reviewing conforming SOQ responses, the selection committee may decide to schedule interviews with qualified respondents. Each firm selected for an interview will be notified of the specific time for their interview. The format of the interview will be left up to the proposing firm; however, interviews will be a minimum of 30 minutes inclusive of questions from the selection committee, extensions may be by mutual agreement. 3. Selection and Final Recommendation - The selection committee will tally the scores for the received SOQs in each category of service. Upon the approval of the City Manager, the City will publish a ranked short-list for each service category. As task orders are identified, the City will contact the top-ranked firm and execute a contract upon completion of negotiations for the professional services needed, and as approved by the City Manager. If the top-ranked firm is unavailable or contract negotiations are unsuccessful, the City may then negotiate with the second, third, or subsequent ranked firm until a contract is executed. If the list of preferred firms is exhausted without a contract being awarded, the City may decide to terminate the selection process or re-advertise. The city will not reimburse any cost associated with the preparation, submittal, or presentation of any SOQ. Consultant design firms are advised that in accordance with Montana law, any information submitted may be subject to public inspection. Firms are further advised that, while the City is constrained by budget for this work, the City does not consider cost proposals or estimates of fees in its evaluation of qualifications. VI. SELECTION CRITERIA Separate SOQs are required for each service category. Do not combine diƯerence service categories in the same SOQ. SOQs must be signed by an oƯicer or principal of your firm. The SOQ shall be arranged in the following format and at a minimum include: ---PAGE BREAK--- Page 8 of 11 1. Cover Sheet (1-page maximum; Pass/Fail) containing: Firm name, contact name, physical and email addresses. 2. Firm Qualifications (30 points) – The firm must demonstrate successful experience and capacity to act as an engineering consultant on projects of similar size, type, and complexity. Provide the name and location of each project, the client, and the contact person and phone number. Provide information about the firm, including its location. Describe the firm’s history and include information identifying the firm’s annual volume of business, financial and bonding capacities, and speak to the firm’s stability in the marketplace. Include relevant information identifying the firm’s and weaknesses along with special capabilities that may assist in the evaluation. 3. Personnel Qualifications (50 points) - Describe the experience and qualifications of the key personnel to be assigned to tasks associated with a specific service category. Describe your recent and current work for the City of Belgrade, if any. Describe any specialized training, certifications, or licenses held by key personnel, as it relates to the specific service category. Clearly state any professional licensing requirements applicable to the specific service category. Resumes may be considered as supplemental information for scoring this question, and do not count against the total page limit for the SOQ. 4. Firm Workload (20 points) - Provide the status of current and anticipated work within the firm in terms of time and magnitude for the 2026 fiscal year as it relates to availability of key personnel and your firm. Describe the firm’s capability to meet time and project budget requirements. 5. Claims - At any time in the last ten (10) years has your firm been assessed and paid liquidated damages after completion of a project under a contract with a public owner? Each SOQ shall include a one‐page cover sheet plus a maximum of six pages to address the criteria outlined above (excluding resumes). Title pages, Table of Contents and Section Divider pages do not count toward the total page count. SOQs shall be provided as a single document. A paper submission (two official copies) with a USB drive with a digital, .pdf version shall be delivered to the City Clerk at 91 E Central Ave, Belgrade, MT, 59714 on or before May 2330, 2025, by 3:00 pm MST. E-mail submissions will not be accepted. Failure to comply with the following criteria may be grounds for disqualification: ---PAGE BREAK--- Page 9 of 11 1. Receipt of submittal past the specified cut‐oƯ date and time. 2. The number of originals and/or copies of the submittal specified. 3. Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2” x 11”) with criteria information will be counted. Pages that have photos, charts and graphs will be counted towards the maximum number of pages. VII. FORM OF AGREEMENT The final form of the contract documents will be disclosed to respondents during contract negotiations. VIII. CITY RESERVATION OF RIGHTS All SOQs submitted in response to this RFQ become the property of the City and public records, and as such, may be subject to public review. A submission in response to the RFQ confers no rights upon any respondents and shall not oblige the City in any manner whatsoever. The City reserves the right to make no awards and to solicit additional RFQs at a later date. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFQ, all respondents who submitted will be notified in writing. The City reserves the right to accept or reject any and all submissions; to add or delete items and/or quantities; to amend the RFQ; to waive any minor irregularities, informalities, or failure to conform to the RFQ; to extend the deadline for submitting proposals; to postpone award for up to 60-days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFQ and if multiple awards are determined by the City to be in the public interest. The City reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of the City, or complete on time agreements of similar nature, or to reject the submission of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City. The City reserves the right to determine the best qualified respondents and negotiate a final scope of service and cost, negotiate a contract with other respondents if an agreement cannot be reached with the first selected respondents, or reject all proposals. The successful respondents will be required to enter into a contract with the City which will incorporate the respondents' scope of service and work schedule as part of the agreement. This RFQ does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by respondents in responding to this request for qualifications or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract, or purchase order. The respondents, by submitting a response to this RFQ, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. ---PAGE BREAK--- Page 10 of 11 This procurement is governed by the laws of the City and State of Montana and the venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By oƯering to perform services under this RFQ, all Submitters agree to be bound by the laws of the State of Montana and of the City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. This project is subject to the availability of funds. IX. MISCELLANEOUS Non-Discrimination - The City of Belgrade is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity, or disability is prohibited. The prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity, or disability, and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Disadvantaged Business Enterprise - Pursuant to US Department of Transportation policy and 49 CFR Part 23, the City of Belgrade supports the participation of DBE/MBE businesses in the performance of contracts financed with federal funds under this RFQ. Consultants shall conduct and document good faith efforts to involve DBE/MBE businesses in this project. If the Consultant is a DBE/MBE, a statement indicating that the business is certified DBE/MBE in Montana shall be included within the proposal. If the Consultant intends to utilize a DBE/MBE to complete a portion of this work, a statement of the Subconsultant’s certification shall be included. The percent of the total proposed cost to be completed by the DBE/MBE shall be shown within the proposal. Respondents should substantiate (within proposal) efforts made to include DBE/MBE businesses. Efforts to Reduce Barriers to Opportunity - The City of Belgrade adheres to all federal requirements relating to current Davis Bacon regulations and the Civil Rights Act through its personnel and procurement policies. The City takes proactive steps to engage all community members in public planning, support non-vehicular modes of travel through shared use trail development and retain local jobs to support social equity and reduce barriers to opportunity for those in underserved portions of the community. ---PAGE BREAK--- Page 11 of 11 Efforts to Support Good-Paying Jobs and Strong Labor Standards - The City of Belgrade’s hiring process incorporates the Montana Veteran’s Public Employment Preference Act and the Montana Disability in Employment Preference Act. These acts allow eligible applicants to request a hiring preference when applying to City jobs. The City has also adopted a robust non-discrimination policy that promotes an equal employment opportunity and strictly prohibits discriminatory practices during the hiring process and while employed at the City. No Oral Agreements - No conversations or oral agreements with any oƯicer, employee, or agent of the City shall aƯect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City oƯicer, employee or agent shall not be considered binding. No Partnership/Business Organization - Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. Employment Restriction and Indemnity - No person who is an owner, oƯicer, employee, contractor, or consultant of a respondent shall be an oƯicer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its oƯicers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its oƯicers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation, other benefits, and taxes and premiums in any way related to each respondent’s oƯicers, employees, contractors and consultants. Procurement - When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall be attached to a City employee for the premature opening of an RFQ not properly addressed and identified in accordance with these documents. Governing Law - This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. X. ATTACHMENTS The following exhibits are incorporated in this RFQ: NONE