Consultant Services for On-Call Stormwater Capital Project Design

Request for Qualifications

The City of Brentwood is seeking Statements of Qualifications for Consultant Services for On-Call Stormwater Capital Project Design .

The Request for Qualifications documents are available through the City’s e-Procurement Portal, OpenGov Procurement , or may be obtained at the Brentwood City Hall at 5211 Maryland Way, Brentwood, Tennessee, 37027, Monday through Friday, 8:00 a.m. - 5:00 p.m.

Qualifications Statements must be submitted in the format specified in the Request for Qualifications. All statements will be due on Wednesday, April 9, 2025 at 5:00 pm local time.

Questions concerning the Request for Qualifications should be sent through the City's e-Procurement Portal, OpenGov Procurement .

Firms shall submit a proposal package in the following format, in accordance with the Questionnaire on the web portal:

• Executive Summary/Overview
• Firm Profile and Experience
• Statement of Approach
• References
• Conflict of Interest
• Exceptions to City's Request for Qualifications or City's proposed agreement
• Contract
• Affidavit of Non-Collusion Form
• Iran Divestment Certification Form

Based upon the evaluation of the written qualifications, the City of Brentwood intends to select up to three qualified firms capable of providing services described in the RFQ. The highest ranking firm(s) may be requested to participate in an in-person interview. If multiple interviews are conducted they will be subsequently ranked in order of ability to perform the work as demonstrated through the personal interviews. Based on the information submitted and internal budgetary considerations, it may be necessary to adjust the Scope of Work based on funding limitations and input from the selected firm. Firms shall be selected based on qualifications that meet the needs of each individual project. This on-call contract is not intended to be limited to the three projects listed in the RFQ as other stormwater projects may come out of either the recently acquired citywide master drainage study or other needs of the city. Further, this on-call may also serve as an existing contract for on-call services needed by Public Works or Engineering.

The City of Brentwood reserves the right to reject any and/or all Statements or waive any irregularities or informality in a Statement, and to accept any Statement, which, in its opinion, may be for the best interest of the City.

The City of Brentwood hired Neel Schaffer, Inc. to perform a citywide Drainage Basin Master Plan Study that was completed in 2023. First, the study identified the highest priority sub-watersheds within the City of Brentwood based on historical work orders and complaints. Next, the study evaluated the existing hydrologic and hydraulic priorities at locations within the highest priority sub-watersheds. Finally, the study prioritized conceptual-level improvements to alleviate flooding issues at thirty (30) select locations.

The attached City of Brentwood Drainage Basin Master Plan Study outlines the implementation of 30 projects across two phases. At this time, the city is only focusing on the implementation of three projects. These projects include: Project Site ID: PA1-001 - Wilson Pike Circle / Peach Court, Project Site ID: PA1-003 - Williamsburg Circle/206 Williamsburg Circle, and Project Site ID: PA1-015 - 5100 Williamsburg Road / YMCA. To bring these conceptual-level designs to fruition, the City of Brentwood will require professional engineering firms to provide services for design. The City's current on-call CEI contract consultants will be responsible for inspection services during construction.

Project Site ID: PA1-001 - Wilson Pike Circle / Peach Court

This project seeks to reduce flooding at 7113 Peach Court, identified by Neel-Schaffer as a high-ranking site requiring further detailed analysis. Several options have been analyzed including removing the existing driveway culvert and footbridge, which did not reduce flooding; converting the natural channel to a large (10’x20’) concrete-lined channel—determined to be unfeasible due to constructability and local slope issues; and adding a 70-inch diameter culvert under the railroad with a concrete-lined channel, offering a 25-year level of service but still leaving the building susceptible to flooding unless a pumping system handles ponded water adjacent to the channel. A regional detention pond was also considered but would require significant property acquisition. The professional engineering firm would need to conduct more extensive hydrologic and hydraulic evaluation to analyze the effectiveness and potential impacts of a regional detention approach to reduce flood impacts. Scope of projects are subject to change based on consultant's findings and recommendations.

PA1-003 - Williamsburg Circle/206 Williamsburg Circle

This project aims to reduce flooding in the residential neighborhood along Williamsburg Circle, specifically at 206 Williamsburg Circle. Neel-Schaffer’s initial analysis evaluated adding another culvert barrel under Williamsburg Circle, which improved the roadway’s level of service (10-year), but did not fully resolve the garage/basement flooding. Removal of the 48-inch CMP was also considered, but provided similar outcomes. Upon further evaluation, Neel-Schaffer suggests local flooding is likely a result of the existing outlet structure configuration and insufficient storage in the detention pond at Maryland Way Park. Although regrading the pond and reconfiguring its outlet control structure were not fully analyzed in this study, these modifications may alleviate or eliminate downstream flooding. The professional engineering firm would need to pursue more detailed hydrologic and hydraulic evaluations of the pond’s capacity and provide potential design concepts for outlet reconfiguration. The detention pond is located both in a blue line stream and a floodplain. Scope of projects are subject to change based on consultant's findings and recommendations.

PA1-015 - 5100 Williamsburg Road / Former YMCA Maryland Farms

This project seeks to reduce flooding at 5100 Williamsburg Road by improving a poorly defined drainage conveyance that begins at the former YMCA Maryland Farms detention pond outlet, flows southward through the city-owned Maryland Farm Greenway property, and finally flows under Williamsburg Road through an existing 48-inch CMP. Neel-Schaffer considered several improvement options including constructing a trapezoidal channel, but this would require additional property acquisition or easements, as well as low longitudinal slopes prone to siltation. The study included an option that involves constructing an earthen diversion berm (approximately 455 linear feet, 2 feet high, 3:1 side slopes, and 5 feet wide on top) to redirect runoff away from 5100 and 5102 Williamsburg Road, as well as replacing the 48" CMP cross drain under Williamsburg Road with 48" RCP and regrading the downstream channel for positive drainage. The City would like the selected consulting firm to also look into a possible regional detention area located in the Maryland Farm Greenway open space area to address flooding issues downstream. Scope of projects are subject to change based on consultant's findings and recommendations.

Estimated Work Schedule

Once the qualified firms are selected, on-call contracts will go before the City Commission for approval and will include an hourly rate schedule. During the course of the Contract(s), as projects are identified, the Consultant will be asked to attend a Scope Meeting(s) with City Staff and others as necessary. The meeting will outline a brief scope of work, potential project schedule and additional project specific requirements. The Consultant will then prepare a Proposal for the project including a detailed scope of work, price proposal and project schedule. If the Proposal is acceptable to the City of Brentwood, a Project Task Order will be issued to complete preliminary engineering and, when appropriate, full design of a solution that the City and stakeholders deem viable. Further details of the scope are explained in sections following. This stormwater design work will be endorsed by the City Commission through the approval of the Capital Improvements Budget, and any ensuing construction contracts for the work would require Commission approval.

The City anticipates preliminary design work to begin following City Commission approval of all on-call contracts and will be dependent on consultant schedules. One of the aspects of the RFQ is to provide an availability schedule so this will need to be addressed and considered in submitted qualifications.