Loading...
3.5. SR 02-22-2011REQUEST FOR ACTION TO ITEM NUMBER Ma or and Ci Council 3.5. AGENDA SECTION MEETING DATE PREPARED BY Consent Februa 22, 2011 ustin Femrite, P.E. ITEM DESCRIPTION REVIEWED By 1715Y Area AUAR and Preliminary Engineering Request for Proposal REVIEWED BY ACTION REQUESTED Approval of the attached Request for Proposal (RFP) and authorization to solicit proposals from qualified consultants. BACKGROUND/DISCUSSION As directed at the joint meeting held between the Economic Development Authority and the City Council on December 13, 2010, we have prepared a RFP for the completion of an Alternative Urban Areawide Review (AUAR) for the 171st Avenue Axea Focused Area Study and a Preliminary Engineering Report for the required public improvements as part of Phase 1 identified in the attached Phasing Plan. The proposal will be advertised on the City website and distributed to five qualified firms that have already contacted us about the project. Upon receipt and review of the proposals, staff will interview the firms and make a recommendation to the City Council. FINANCIAL IMPACT There are no financial impacts at this time. ATTACHMENTS 171st Area Phasing Plan Request for Proposal Action Motion by Second by Vote FOllow Up N:\PubGc Bodies\Ciry Council\Council RCA\Agenda Packet\02-22-2011\RFP RFA.docx ;?esidential ~ ".`l ~~ ~~ "a~ ~ ~ ® iraiisitCaMOr 12DAC f~j ~~ .-. t, ~ ~ r - .~rrk ~ 1 ~ e ® 5crvicx,+Commeroial 35 AC ~ 4~ ~~ ~ ~ ~~ S ' `~~'i ~ ~`'~°'~ ~, l S I 1 .$~~ ' ~ ~eatMatioa Retail 45 AC ~ 1 ' • ~ ii . w. ~` * , , ; . iti:mporary0estinatan : ~za11 5 AC . " ~• ": ~ " ~ r. . ~ ~ __. " "~ ~P roeay Area 245 AC . , b ~ ~ '" ~ , _~ a ~" ~" ~ ~ ^' .- \ (ipenSpaoe 250 AC ~ »~ ~~ . « ,.. ' TOTAL 930 AC ~ ~ ~ `~ ~~~ 4" f +Y 'A ~ k k a r GatewayRopeAy . ~~ ` : ,~ . . ,~:~ • Nortriatar Cammutor . +. ~ ~ ~ ` ~~ j 'r Rail Station ~ ¢r ~ ~,'.ry" _-. s ~ ~~._._.~__ a Future Intercha~e .> Location 171st FOCUSED AREA STUDY ~" ~~2011 ~i ~„~ ~: 1 FOCUSED AREA STUDY cML sc~Le River NOT TO SCALE N:\Departments\Community Development\Planning\Projects\FAST Study Area\Exhibit 2.dwg, 2/17/2011 1:35:47 PM V~~` REQUEST FOR PROPOSALS 171ST AREA ALTERNATIVE URBAN AREAWIDE REVIEW AND PRELIMINARY ENGINEERING SECTION I: GENERAL INFORMATION Contract Administration All correspondence regarding this RFP and the proposed project must be addressed to: Justin Femrite City Engineer City of Elk River 13065 Orono Parkway Elk River, MN 55330 Acceptance of Proposal Contents The contents of this RFP will be included as part of the contractual obligations if a contract ensues. All information in the Proposal is subject to disclosure under the provisions of Minnesota Statutes Chapter 13 -Minnesota Government Data Practices Act. Project Overview The purpose of this request is to seek qualified consultant assistance in the full preparation, facilitation, and distribution of an Alternative Urban Areawide Review (AUAR) and a Preliminary Engineering Report in accordance with Minnesota Statute 429. As reflected on Exhibit 1, the AUAR relates to the redevelopment of all City owned parcels generally south of 171st Avenue as shown. In addition the AUAR shall include the study of all public improvements required to fully implement the construction of Phase 1-6 as identified on Exhibit 2. The Preliminary Engineering Report shall encompass all public improvements required to complete Phase 1 of the project identified in Exhibit 2. The selected consultant will fully coordinate and complete the AUAR and Preliminary Engineering Report from project implementation to adoption. Background Data The 1715` Focused area study was a land use plan developed to provide long term solutions to the anticipated changing needs of the area. The area is currently dominated by rural highway land uses, and as the region continues to mature, more urban land uses are expected to provide for increased levels of housing, employment, and services. Additionally, Elk Request for Proposals 171sT Area AUAR and Preliminary Engineering Report -------------------------- Page 2 of 5 Rivers Northstar commuter rail station is included in the study area, adding value and unique characteristics to the area. The 1715` Focused Area study anticipates shifting transportation patterns with a relocated intersection onto highway 10/169 with the eventual evolution of that intersection into an interchange. SECTION 2: OVERALL SCOPE OF SERVICES The selected consultant firm, or person for this project will perform the following tasks: • Coordinate all professional activities necessary to fully complete and process the AUAR, in accordance with applicable Minnesota rules and statutes. • Advise the City Council and City Planner of AUAR requirements and timelines. • Develop a draft AUAR and draft mitigation plan meeting requirements of MN Rules 4410.3610, applicable Minnesota Environmental Quality Board guidance documents relative to AUAR preparation, and the attached scoping work plan. In preparing the draft document, the consultant will be expected to actively solicit input from, and work closely with, those state agencies with oversight of any plan element. • Distribute draft AUAR and mitigation plan, and issue appropriate press releases, and notices in accordance with MN Rules 4410.1500. • Prepare responses to all timely and substantive comments received during the draft review comment period. • Prepare a revised AUAR document and mitigation plan based upon comments received during the draft comment period. • Distribute revised AUAR and mitigation plan, and issue appropriate press releases and notices in accordance with MN Rules 4410.1500. • Represent the City in resolving any objections which may be filed of the revised AUAR and mitigation plan, or in preparing additional revisions which may be required by governmental agencies or the EQB. • Present revised AUAR and mitigation plan to City Council for adoption. • Distribute the City Council's decision in accordance with MN Rules 4410.3610 subpart 5, E. • Study and complete a Preliminary Engineering Report in accordance with Minnesota Statute 429 for all public improvements required to complete Phase 1. Such tasks include but are not limited to the study of traffic modeling, analysis of traffic control systems, grading, watermain, sanitary sewer, storm sewer, surfacing, wetland impacts, and permitting. SECTION 3: REQUEST FOR PROPOSALS (RFP) The RFP submittal shall contain the type of information summarized below. • Letter of Transmittal. This letter will summarize (in a brief and concise manner) the proposers understanding of the scope of work. The letter must clarify any and all C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\Content.IES\AQUMI4RP\RFP%202-17-11 [1].doc Request for Proposals 17151 Area AUAR and Preliminary Engineering Report -------------------------- Page 3 of 5 persons authorized to make representations for the proposer, such as sub consultants, and include the titles, addresses and telephone numbers of such persons. An official authorized to negotiate for the proposer must sigm the Letter of 'I"ransmittal. • Qualifreation Statement. 'This section should describe the proposer (and sub consultants), including the size and range of its activities and skills, and essentially what makes the proposer qualified. • Scope and Schedule of Work. This section of the proposal should clearly explain the scope of work as understood by the proposer, and detail the approach, activities, phases, draft and final work products, and delivery dates. A chart is encouraged to present the tasks in a chronologrical order. • Project Budget. 'Total project budget, including the hourly rates of key project personnel and anot-to-exceed cost, broken down by general tasks. • Contact Information. Name, address, phone numbers, and email of the proposer. • Form of Organization. Whether proposer is a partnership, corporation, or sole proprietorship, where it is organized, and the names of principals, officers, and directors of the firm. • Key Personnel. Names of key personnel, their respective titles, locality, experience, and periods of service with the firm • ProjeetList. List of comparable projects successfully completed by the proposer (and/or sub consultants). • References. Names and telephone numbers of persons whom the agency can call for references regarding the firm's past performance, preferably on similar projects. • Insurance Certificate. Include the estimated hours, per hour charge for each team member, and a not to exceed cost for the project. Include travel and reimbursable costs. • Additional Data or Information. Any additional information, which the proposer considers pertinent, should be included in a separate section of the proposal. SECTION 4: CONSULTANT SELECTION A committee of City staff will review all proposals received. The Committee reserves the right to investigate the reputation, integrity, skill, business experience, and quality of performance relative to similar projects of each candidate. Its' evaluation will be based upon, but not limited to, the following criteria: • Qualifications of proposal candidates (including all sub-consultants); • Technical soundness of proposal; • Innovative concepts/approaches to the project; • Proposed time frame and schedule; • Comparable projects successfully completed by the candidate; • References, and; • Total project budget. C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet FIles\Low\Content.IES\AQUMI4RP\RFP%202-17-11 [I].doc Request for Proposals 171 s~ Area AUAR and Preliminary Engineering Report Page 4 of 5 Following review of the Proposal's by the committee, Consultants may be asked to make oral presentations of their proposals to City representatives. Upon conclusion of the presentations, the recommendations of the Committee will be forwarded to the City Council for consideration and final consultant selection. Within 10 days of this selection, the successful candidate shall draft an agreement (contract) detailing work to be performed, along with time and payment schedules. Following acceptance by the City Council, the staff will negotiate a contract with the selected consultant as follows: 1. If, for any reason, a firm is not able to commence the services in that firm's Proposal within 30 days of the award, the City reserves the right to contract with another qualified firm. 2. The City shall not be liable for any expenses incurred by the Consultant prior to the signing of a contract including, but not limited to, the Proposal preparation, attendance at interviews, or final contract negotiations. 3. The Proposal must be signed in ink by an official authorized to bind the Consultant to its provisions that will be included as part of an eventual contract. The Proposal must include a statement as to the period during which the Proposal remains valid. This period must be at least 90 days from the date of the submittal. 4. The City reserves the right to reject any and all Proposals submittals or to request additional information from any or all Consultants. SECTION 5: CONTRACT TERMS AND CONDITIONS Upon selection of a Consultant, an Agreement or Contract for Services shall be entered into by the City and the Consultant. It is expected that the contract will provide for compensation for actual hours expended on a not to exceed basis, and the following conditions. The contract will be amended as appropriate for each successive phase. 1. The City intends to contract for this work by each separate phase. Deletions of specific components, such as individual project meetings, will be at the discretion of the City. Payment or reimbursement shall be made based on actual hours worked on the various tasks required for the project plus necessary subcontractor work (as applicable) and out of pocket expenses. Billing that exceeds the not to exceed amount will not be compensated unless a contract extension has been approved in advance by the City Council. 2. The City shall retain ownership of all documents, plans, maps, reports and data prepared under this proposal. In addition to being provided hard copy and digital documents throughout the project, upon completion the consultant shall supply the City of Elk River with a fully scanned (Laserfiche) project file. 3. If, for any reason, the Consultant is unable to fulfill the obligations under the contract in a timely and proper manner, the City shall reserve the right to terminate the contract by written notice. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed. 4. The Consultant shall not assign or transfer any interest in the contract without prior written consent of the City. C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\Content.IES\AQUMI4RP\RFP%202-17-11 [1].doc Request for Proposals 171 sc Area AUAR and Preliminary Engineering Report -------------------------- Page 5 of 5 5. The Consultant shall maintain comprehensive general liability insurance in accordance with Section 466.04 of the Minnesota Statutes. 6. The Consultant shall defend, indemnify and hold harmless the City of Elk River, its officials, employees and agents, from any and all claims, causes of action, lawsuits, damages, losses or expenses, including attorney fees, arising out of or resulting from the Consultant's (including its officials, agents, subconsultants or employees) performance of the duties required under the contract, provided that any such claim, damages, loss or expense is attributable to bodily injury, sickness, diseases or death or injury to or destruction of property including the loss of use resulting therefrom and is caused in whole or in part by any negligent act or omission or willful misconduct of Consultant. 7. The Consultant contract shall be governed by the laws of the State of Minnesota. 8. Project summaries shall be submitted with each invoice during the course of the project. Each summary shall detail the amount billed to date, work items that need to be completed, the estimated costs to complete these tasks and the projected timeline for the completion of the project. Invoices submitted to the City shall include a detailed breakdown of times, personnel, mileage, etc. chargeable for that period. SECTION 6: CONCLUSION Any requests for additional information that may be needed for the preparation of the proposal should be directed to Ciry Engineer Justin Femrite at (763) 635-1000, or j femrite ~ ci. elk-river. mn. us . Submittal of Proposal Please provide 6 paper and one electronic (pdf) copy of the Proposal for the evaluation process. Submittals shall be addressed to: Justin Femrite City Engineer City of Elk River 13065 Orono Parkway Elk River, MN 55330 Submittals will be accepted unti14:30 p.m. on March 9, 2010 C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\Content.IES\AQUMI4RP\RFP%202-17-11 [1].doc