Project Information

Bid Title

25-99849 RFP for 2026 Best Management Practice Inspections & Modernization (due 12/17)

Issuing Agency

City of Duluth

Location

Minnesota

Published Date

Dec 15, 2025

Closing Date

Dec 17, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-99849

Original Source

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Project Description

25-99849 RFP for 2026 Best Management Practice Inspections & Modernization (due 12/17)

• 25 99849 RFP For 2026 BMP Inspections & Modernization
• Addendum 1 For 25 99849
• Addendum 2 For 25 99849
• Addendum 3 For 25 99849

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CITY OF DULUTH

REQUEST FOR PROPOSALS FOR

2026 BEST MANAGEMENT PRACTICE

INSPECTION AND MODERNIZATION

RFP NUMBER 25-849

ISSUED 11/18/2025

PROPOSALS DUE Wednesday, 12/17/2025

SUBMIT TO

CITY OF DULUTH

ATTN: PURCHASING DIVISION

CITY HALL, ROOM 120

411 WEST 1ST STREET

DULUTH, MN 55802

PART I - GENERAL INFORMATION

I-1.Introduction and Project Summary. The City is seeking proposals for engineering

services for 2026 BMP Inspection and Modernization. The project includes the

inspection, testing, and determination of the need for cleaning, repair, and modernization

of existing storm water BMP’s, throughout the City. Additional detail is provided in Part

IV of this RFP.

I-2. Calendar of Events. The City will make every effort to adhere to the following

schedule:

Activity

Date

Deadline to submit Questions via email to

purchasing@duluthmn.gov

12/10/2025

Answers to questions will be posted to the City website no later than

this date.

12/12/2025

Proposals must be received in the Purchasing Office by 3:00 PM on

this date.

12/17/2025

I-3. Questions & Answers. Any questions regarding this RFP must be submitted by

e-mail to the Purchasing Office at purchasing@duluthmn.gov no later than the date

indicated on the Calendar of Events. Answers to the questions will be posted as an

Addendum to the RFP.

I-4. Addenda to the RFP. If the City deems it necessary to revise any part of this RFP

before the proposal response date, the City will post an addendum to its website

http://www.duluthmn.gov/purchasing/bids-request-for-proposals/. Although an e-mail

notification will be sent, it is the Bidder’s responsibility to periodically check the website

for any new information. Any addenda issued must be acknowledged on the Proposal

Sheet attached as Appendix A.

I-5. Rejection of Proposals. The City reserves the right, in its sole and complete

discretion, to reject any and all proposals or cancel the request for proposals, at any time

prior to the time a contract is fully executed, when it is in its best interests. The City is not

liable for any costs the Bidder incurs in preparation and submission of its proposal, in

participating in the RFP process or in anticipation of award of the contract.

I-6.Small Diverse Business Information. The City encourages participation by minority,

women, and veteran-owned businesses as prime contractors, and encourages all prime

contractors to make a significant commitment to use minority, women, veteran-owned

and other disadvantaged business entities as subcontractors and suppliers. A list of

certified Disadvantaged Business Enterprises is maintained by the Minnesota Unified

Certification Program at http://mnucp.metc.state.mn.us/ .

I-7. Agreement. The awarded proposer will be required to sign the agreement attached

as Appendix B. Questions about the agreement should be submitted to

purchasing@duluthmn.gov by the question deadline in the schedule above.

I-8. Award. The agreement award amount will be based on the time and materials

submitted in the proposal, but will be a lump-sum, not-to-exceed agreement.

I-9. Term of Contract. The term of the contract will begin once the contract is fully

executed and is anticipated to end by October 15, 2026. The selected Bidder shall not

start the performance of any work nor shall the City be liable to pay the selected Bidder

for any service or work performed or expenses incurred before the contract is executed.

I-10. Mandatory Disclosures. By submitting a proposal, each Bidder understands,

represents, and acknowledges that:

A. Their proposal has been developed by the Bidder independently and has

been submitted without collusion with and without agreement,

understanding, or planned common course of action with any other vendor

or suppliers of materials, supplies, equipment, or services described in the

Request for Proposals, designed to limit independent bidding or

competition, and that the contents of the proposal have not been

communicated by the Bidder or its employees or agents to any person not

an employee or agent of the Bidder.

B. There is no conflict of interest. A conflict of interest exists if a Bidder has

any interest that would actually conflict, or has the appearance of conflicting,

in any manner or degree with the performance of work on the project. If

there are potential conflicts, identify the municipalities, developers, and

other public or private entities with whom your company is currently, or have

been, employed and which may be affected.

C. It is not currently under suspension or debarment by the State of Minnesota,

any other state or the federal government.

D. The company is either organized under Minnesota law or has a Certificate

of Authority from the Minnesota Secretary of State to do business in

Minnesota, in accordance with the requirements in M.S. 303.03.

I-11. Notification of Selection. Bidders whose proposals are not selected will be

notified in writing.

PART II - PROPOSAL REQUIREMENTS

II-1. Proposal Submission. To be considered, hard copies of proposals must arrive

at the City on or before the time and date specified in the RFP Calendar of Events. The

City will not accept proposals via email or facsimile transmission. The City reserves the

right to reject or to deduct evaluation points for late proposals.

Proposals must be signed by an authorized official. If the official signs the Proposal Cover

Sheet attached as Appendix A, this requirement will be met. Proposals must remain valid

for 60 days or until a contract is fully executed. Terms of the awarded proposal as stated

must be valid for the project length of time.

Please submit (3) paper copies of the Technical Submittal and (1) paper copies of the

Cost Submittal. The Cost Submittal should be in a separate sealed envelope.

All materials submitted in response to this RFP will become property of the City and will

become public record after the evaluation process is completed and an award decision

made.

II-2. Proposal Content.

The submitted proposal shall include:

1. Proposal cover sheet, attached to this RFP as Appendix A

2. Consultant title sheet (1 page)

3. Cover letter (1 page)

4. Project narrative, capacity, and experience completing similar projects (2 pages

max)

5. Work plan including timeline for task completion (2 pages max)

6. Complete budget by task with hours (1 page max)

7. Include Staff resumes and past similar project summaries as an attachment (10

pages max)

8. Cost Submittal (in separate sealed envelope)

PART III - CRITERIA FOR SELECTION

The proposals will be reviewed by City Staff. The intent of the selection process is to

review proposals and make an award based upon qualifications as described therein. A

100-point scale will be used to create the final evaluation recommendations. The factors

and weighting on which proposals will be judged are:

Qualifications of the Bidder and Personnel

Prior experience with similar work

Work Plan

Cost

25%

25%

30%

20%

PART IV – PROJECT DETAIL

Proper maintenance of the City owned stormwater basins is an important part of the

operation of a functional stormwater treatment and conveyance system. The City has

identified 11 BMP’s that need to be assessed to determine maintenance needs.

At a minimum include the following tasks for this project as described below:

Task 1 – Project Management:

This task includes all the meetings and coordination with the City. At a minimum, provide

monthly progress meetings and (1) meeting after the Draft Report. Provide agendas and

meeting minutes for each meeting.

Task 2 – Records Review:

Review the City provided record drawings, engineering calculations, and Operation and

Maintenance recommendations, if provided. Determine the original design intend, goals,

and function of each BMP and if the BMP was constructed in general conformance to the

plan set.

Task 3 – BMP Inspection:

Inspect each BMP to determine the need for maintenance and to determine the overall

function of the BMP. Inspections shall be performed or directed by an individual certified

to perform the work of inspection of stormwater treatment BMP’s.

Task 3a – BMP Inspection:

Use City SOP and Inspection Form to inspect each BMP to determine the need for

maintenance. Take photos to document the condition of each BMP. See Appendix

B for the City SOP and Inspection Form.

Task 3b – Topographic Survey:

Preform topographic survey of each BMP to determine the elevation of:

1. Top and toes of berms

2. BMP bottom

3. All outlets to the BMP, including emergency overflow

4. All inlets to the BMP

Task 3c – Testing:

Test pond to determine if the sediment is contaminated and to assess pond

functionality. Test sediment to MPCA sediment testing guidance, as described in

“Managing Stormwater Sediment Best Management Practices Guidance”

MPCA, December 2024.

Task 4 – BMP Modeling:

Develop up to three models, in HydroCAD, for each BMP as follows:

1. Designed Model:

a. If a HydroCAD model is provided by the City, review model and revise as

required to model the original design of the project.

b. If a HydroCAD model is not provide by the City, use record drawings to

develop a “Designed Model”.

2. Existing: Revise the Designed Model to reflect the existing condition of the BMP.

3. Proposed: Model any BMP that has been identified as being able to be retrofitted,

to show proposed improvement to the BMP.

Task 5 – Recommendations and Cost Estimate:

Recommend what, if any, maintenance is needed for each BMP. Determine if the BMP

can be retrofit to improve stormwater treatment, rate reduction, maintenance access, and

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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