REQUEST FOR PROPOSALS
For Professional Services to the Billings Public Works Department
Engineering Services
SECTION 1 – GENERAL INFORMATION
1.1 Purpose
The City of Billings Public Works Department (City) is soliciting proposals from qualified
Consultants for professional services to perform city pavement condition surveys and
assessments for project: W.O. 25-09 City Pavement Condition Survey and Assessment,
prior to 11:00 a.m., Wednesday, August 28, 2024
1.2 General Submission Information
The City intends to award a single contract for professional services performing pavement
condition survey, assessment, and related services. The proposal should address the
Consultant’s capabilities for performing all aspects of the project development process
while presenting specific project information and substantiating the Consultant’s
methodologies and approach for completing the work requested.
1.3 Questions
Questions regarding this proposal must be submitted via email to Staff Engineer, Ken
Ard at ardk@billingsmt.gov no later than 5:00 p.m. on August 23, 2024.
Whenever responses to inquiries would constitute a modification or addition to the original
RFP, the reply will be made in the form of an addendum to the Request for Proposals, a
copy of which will be posted on the City’s website. Any addendum issued must be
acknowledged in the Letter of Transmittal (4.2).
1.4 Preparation Costs
The City shall not be responsible for proposal preparation costs, nor for costs including
attorney fees associated with any (administrative, judicial or otherwise) challenge to the
determination of the highest-ranked Proposer and/or award of contract and/or rejection of
proposal. By submitting a proposal each Proposer agrees to be bound in this respect and
waives all claims to such costs and fees. This RFP does not form or constitute a
contractual document or
SECTION 2 – RULES GOVERNING COMPETITION
2.1 Examination of Proposals
Proposers should carefully examine the entire RFP, any addenda thereto, and all related
materials and data referenced in the RFP. Proposers should become fully aware of the
nature of the Work and the conditions likely to be encountered in performing the Work.
2.2 Proposal Acceptance Period
Award of this proposal is anticipated to be announced within forty-five (45) calendar
days, although all offers must be completed and irrevocable for ninety (90) days following
the submission date.
2.3 Confidentiality
The content of all proposals will be kept confidential until the selection of the Consultant is
publicly announced. At that time the selected proposal is open for review. After the award
of the Contract, all proposals will then become public information.
2.4 Proposal Format
Proposals are to be prepared in such a way as to provide a straightforward, concise
delineation of the Proposer’s capabilities to satisfy the requirements of this RFP. Emphasis
should be placed on:
Conformance to the RFP instructions
Responsiveness to the RFP requirements
Overall completeness and clarity of content
2.5 Signature Requirements
All proposals must be signed. An officer or other agent of a corporate vendor, if authorized
to sign contracts on its behalf; a member of a partnership; the owner of a privately owned
vendor; or other agent if properly authorized by a Power of Attorney or equivalent
document may sign a proposal. The name and title of the individual(s) signing the proposal
must be clearly shown immediately below the signature.
2.6 Proposal Submission
One (1) electronic copy of the proposal must be received by the City prior to 11:00 a.m.,
Wednesday, August 28, 2024. Proposals must be plainly marked as “Proposal for W.O.
25-09 Pavement Condition Survey and Assessment.” Proposals shall be emailed to
ardk@billingsmt.gov with maximum size of 25mb.
2.7 News Releases
News releases pertaining to the award resulting from the RFPs shall not be made without
prior written approval of the City.
2
2.8 Disposition of Proposals
All materials submitted in response to this RFP become public records under Article II,
Section 9 of the Montana Constitution and §§ 2-6-102 and may be distributed by written
request pursuant to Montana’s Constitutional Right to Know or Public Records Acts.
Information provided in response to this RFP will be held in confidence and will not be
revealed or discussed with competitors prior to award of Contract by Council. However,
one copy of each proposal submitted shall be retained for the official files of the
Department and will become public record after award of the Contract. Fee or Price
schedules submitted, but not reviewed by the City, do not become a public record and
shall only be retained for official files.
Records and materials that are constitutionally protected from disclosure are not subject to
the provisions of this section.
2.9 Modification/Withdrawal of Proposals
A respondent may withdraw a proposal at any time prior to the final submission date by
sending written notification of its withdrawal, signed by an agent authorized to represent
the agency. The respondent may thereafter submit a new or modified proposal prior to the
final submission date. Modifications offered in any other manner, oral or written, will not be
considered. A final proposal cannot be changed or withdrawn after the time designated for
receipt, except for modifications requested by the City after the date of receipt and
following oral presentations.
2.10 Oral Change/Interpretation
No oral change or interpretation of any provision contained in this RFP is valid whether
issued at a pre-proposal conference or otherwise. Written addenda will be issued when
changes, clarifications, or amendments to proposal documents are deemed necessary by
the Municipality.
2.11 Late Submissions
PROPOSALS NOT RECEIVED BY THE DATE AND TIME SPECIFIED WILL NOT BE
CONSIDERED AND WILL BE DELETED.
2.12 Rejection of Proposals
The City reserves the right to reject any or all proposals if determined to be in the best
interest of the City.
SECTION 3 – SCOPE OF WORK
3.1 Type of Services
3
The type of professional services required by this RFP may include, but not necessarily be
limited to:
A. Performing automated pavement condition surveys on roads within the City
boundaries.
a. Automated pavement condition survey equipment should have but not be
limited to the following:
i. 3D surveying technology
ii. Georeferenced images and specific pavement surface conditions such
as potholes and high severity alligator cracking.
iii. Measure pavement widths.
iv. Perform according to recent ASTM D6433 specifications.
v. Georeferenced segments.
vi. Ability to collect and categorize all PAVER distresses.
B. Develop PCI ratings from collected pavement condition data.
C. Integrate data and update City of Billings Paver database.
D. Provide QA/QC procedures verifying overall data quality.
E. Analysis of maintenance and preservation strategies and projecting the funding
levels to support these activities.
F. Make recommendations of priority over a 5-year period.
G. Audit City of Billings Pavement Management program and make recommendations
for efficiency and improvement.
PROJECT: W.O. 25-09 City Pavement Condition Survey and Assessment.
Project Scope: Below is a general outline of the anticipated scope of work. However, the
final scope of work will be negotiated with the successful proposer.
The City currently performs manual pavement condition surveys and uses the PAVER
program for pavement management. The City maintains approximately 569 centerline
miles of roads in the pavement management program with history back to the mid 1980’s.
The current pavement network inventory by functional class contains the following:
FUNCTIONAL CLASS
A - ARTERIAL
B - MINOR ARTERIAL
C - COLLECTOR
LANE MILES
325
59
97
CENTERLINE
MILES
106
26
48
PAVER SECTIONS
277
74
210
4
D - COMMERCIAL
54
27
E - RESIDENTIAL
717
360
N - ALLEY
3
3
Grand Total
1255
569
185
2481
7
3234
The scope of work may include but is not limited to, the following elements:
1. Perform an automated whole network level pavement condition survey in
accordance with the recent ASTM D6433.
2. Process, format, and integrate collected survey data into the City PAVER
program and update pci ratings.
3. Perform QA/QC during pavement condition surveys to assure automated
classified distresses match real distresses.
4. Perform an audit of our PAVER pavement management system and make
recommendations if any for efficiency and improvement.
The selected consultant will be flexible with the scope of work and work with the City to
modify scope as needed to maximize the available budget. The selected consultant will be
required to enter into an agreement with the City using our standard Consultant Services
Agreement Form. An example agreement can be emailed upon request.
SECTION 4 – PROPOSAL AND SUBMISSION REQUIREMENTS
To achieve a uniform review process and obtain the maximum degree of comparability, the
proposals shall be organized in the manner specified below. Proposals shall not exceed
ten (10) pages in length (excluding resumes, title page(s), index/table of contents,
attachments, appendices, or dividers). Information in excess of those allowed will not be
evaluated/scored. One page shall be interpreted as one side of single-spaced, typed, 8½”
X 11” sheet of paper. Total proposal shall not exceed 25mb.
4.1 Title Page (1 Page)
Show the RFP number and project or contract being proposed on, the name of your firm,
address, telephone number(s), name of contact person, and date.
4.2 Letter of Transmittal (Limited to 2 Pages)
A. Identify the RFP project or contract for which proposal has been prepared.
B. Briefly state your firm’s understanding of the services to be performed and make a
positive commitment to provide the services as specified.
5
This page summarizes the opportunity, including an overview and a preview of the attached documents.
