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3.8. SR 03-07-2011REQUEST FOR ACTION TO ITEM NUMBER Ci Council 3.8. AGENDA SECTION MEETING DATE PREPARED BY Consent March 7, 2011 ustin Femrite, P.E. ITEM DESCRIPTION REVIEWED By 2011 Street Improvement Request for Proposal Lori ohnson, Ci Administrator REVIEWED BY ACTION REQUESTED Approval of the attached Request for Proposal (RFP) and authorization to solicit proposals from qualified engineering consultants. BACKGROUND/DISCUSSION As directed at the January 10, 2011 City Council meeting, we have prepared a RFP for the completion of preliminary, final, and construction related engineering work on the 2011 Street Improvement Project. The proposal will be advertised on the city and the League of Minnesota websites. Upon receipt and review of the proposals, staff will interview the firms and make a recommendation to the City Council at the April 4, 2011 meeting. FINANCIAL IMPACT 'T'here are no financial impacts at this time. ATTACHMENTS ^ 2011 Street and Utility Improvement Map ^ Request for Proposal Action Motion by Second by Vote Follow Up N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-07-2011 \RFA Street RFPs.docx - --_~-~._. it - _ pp~e~,~- '-L xmw NIOXLAAO IID AIY - _ \ }~ city 01 -- Elk ~ -- -- ., ~. . _____ ~ ~ ` ~~~ ~,~ MIDT AYE Ak Nti M'M River j \ ,,,((( \ ""- /i ~S~' ( \ / / _ _ ~ _ r- / Legend Street Names -Medium C City Limits ,~ . u \ ~ ~ ~~` - ,~ ~ ~ Parcels (10-1-10) Park Areas .~ E ti \ ~ ~`~, ~ luy oow,++w _ ~- ~_ a ~ ~ ~ y~ ~~ '\ ~ \ _ ~ ~ "`^` `o ; ~ ~ i ~~'~~ , ` 4 ~. ~ ~ .~ ~ M !TX ..~ ,..` ~ ... .. \ ~~ ` N.DiMW _ 1 ~ ~ _ ~ __ .~~ - f _Il~~i~C~,`~ _ " i ~,~ L ~, - , ~ ~~ ~ - ~~ ~~ _: ~ ~ "~"~~S' ~~ ~ ~ ~ ~~ ' ° ~ . / ...r .~.r_ ~ ~ AAA ~ ~ ~/ i ~~~ `~,~ ~ ! `~ ~ 20115treet and Utility Improvements r J ~ ~ ~--- i ' ~s•, ~ i I ~- 0 1 100 Feet e Figure 1 Kiver REQUEST FOR PROPOSALS 201 I STREET IMPROVEMENTS SECTION I: GENERAL INFORMATION Contract Administration All correspondence regarding this RFP and the proposed project must be addressed to: Justin Femrite Ciry Engineer Ciry of Elk River 13065 Orono Parkway Elk River, MN 55330 All persons or companies whom download this RFP are requested to register their name and email address by sending an email to jfemrite o ci.elli-river.mn.us. Any revisions to or corrections on this RFP, after it has been advertised, will be communicated to those registered RFP holders. Failure to register your contact information as described is at your own risk. A proposal will not be considered if it fails to include all requested information as detailed in this original RFP and any subsequent corrections sent to registered RPF holders. 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 City of Elk River intends to retain a professional consulting firm to provide professional engineering services needed to successfully implement the reconstruction and overlay of a number of streets in 2011. The proposed project areas are shown in the attached figure. The project includes the reconstruction of the streets generally located south of Main Street, east of the railroad and west of Carson Street. The proposed improvements in this area would be a general widening of the roads to a minimum of 26 feet and include concrete curb and gutter and bituminous pavement. Freeport and Evans, for the first block south of Main Street, would need to be wider to accommodate the on-street parking that often overflows from the commercial buildings located on Main Street. A storm sewer piping system would be extended into the area from the intersection of Main Street and Evans Avenue to pick up runoff that in the past has caused isolated flooding problems. The sanitary sewer system will need to be evaluated and may be recommended for replacement or spot repairs. Only minor Request for Proposals 2011 Street Improvements -------------------------- Page2of6 hydrant replacement and relocations anticipated on the water system through this project area. Also included in the project is the overlaying/reconstruction Industrial Boulevard, 192"a Court and Triangle Road as shown on the attached figure. The existing streets in this area that currently have curb and cutter shall receive an edge mill and overlay. The remaining streets shall be reconstructed with curb and gutter, minor storm sewer work and bituminous paving. Industrial Boulevard is on the City of Elk River State Aid system and shall be partially funded with State Aid funds. SECTION 2: OVERALL SCOPE OF SERVICES The services required of the Consultant are anticipated to be provided beginning in April 2011 and ending when the warranty inspection for the improvement has been completed. The following are general work tasks and deliverables that shall be included in the Consultant's proposal 1. Feasibility Report 2. Design, including Plans and Specifications in accordance with State Aid Rules 3. 429 Special Assessment process 4. Contract bidding and award 5. Construction and construction management services 6. Warranty inspection SECTION 3: REQUEST FOR PROPOSALS (RFP) The RFP submittal shall contain the type of information summarized below. Additional information is allowable as long as it is der' ectly relevant to the proposed project. RFP Format The submittal should follow the Table of Contents listed below: 1. General Information 2. Project Understanding 3. Project Approach 4. Proposed Project Team and Experience 5. Schedule 6. A Statement Explaining Why Your Firm is the Most Suitable to Perform Services for This Project 7. Any Additional Information as Needed 8. Total Consultant cost broken out as follows: a. Hourly rates for all consultant employees who will work on this project and estimated hours for this project b. Estimated reimbursable costs including detail of service or item and applicable charge per unit c. Not to exceed cost for all project services d. Fee reduction for City Staff to complete certain administrative tasks. C:\Users\jmiller\AppData\Local\Microsoft\Wmdows\Temporary Internet Files\Low\Content.IES\8YEIN5ER\2011 %20RFP%20Engineering[1].doc Request for Proposals 2011 Street Improvements Page 3 of 6 -------------------------- 9. Insurance Certificate A brief description of each section is included below. 1. General Information General information and a brief history of the Consultant's firm. Include similar information on key subconsultants, if any, proposed for the project. 2. Project Understanding A summary of the Consultant's understanding of this project. 3. Project Apt~rrach Provide specific approaches, methods, and assumptions that will be utilized to accomplish the development of this project, including each work phase. Include statements about the Consultant's approach to coordinating a public process and the special assessment procedures. 4. Proposed Project Team and Experience ^ Identify the key project team members and describe their specific roles on the project. Include key team members from subconsultant firms. ^ Describe relevant experience and provide information on at least three (3) reference projects completed in the last five (5) years. Provide personal references and contact information. ^ Include one-page resumes o~ for key members of the project team, including field personnel. ^ Include specific descriptions of proposed team members' roles on reference projects. Provide a contact name and information for each of the work items. 5. Schedule A proposed schedule from project initiation to final completion of construction. The schedule should include a listing of key tasks within each phase, key milestones and approximate dates, and deliverables. 6. Statement Explaining Whv Your Firm Should be Selected to Perform Services for This Protect . Several firms have been asked to respond to this Request for Proposals (RFP). Explain why your firm is the best fit for this project. 7. Additional Information Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP. 8. Total Consultant Cost Include the estimated hours, per hour charge for each team member, and a not to exceed cost for the project. Include all reimbursable costs in your proposed fee. The City Engineer may have capacity to perform a number of administrative functions on this project including but not limited to assistance with assessment role, conducting the C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Ffles\Low\Content.IES\8YEIN5ER\2011 %20RFP%20Engineering[1].doc Request for Proposals 2011 Street Improvements -------------------------- Page 4 of 6 public hearings and presenting all materials to the City Council for approval, etc. As such, at the end of this section, please include any tasks your firm could exclude from your services and what fee reduction may result from these tasks being performed by the City. 9. Insurance Certificate Indicate ability to provide all necessary insurance certificates. SECTION 4: CONSULTANT SELECTION RFP's will be reviewed and evaluated by a team of City staff on the basis of the following criteria: 1. Consulting firm and key project staff experience with simila.x projects to this, including the conducting of public and MS Chapter 429 processes and State Aid plan development, approval and administration. In addition to understanding technical issues and having sound technical/engineering expertise, the Consultant must also have an awareness and understanding of the social/political issues that can surround a project of this nature, and must possess the personal and leadership skills necessary to navigate the project through the public process. 2. Proven successful construction management of projects of this nature is required. This includes the effective coordination and management of private and public utilities, contractors, adjacent property owners, and other stakeholders. 3. Proven track record in successfully completing similar projects on time and within budget. Successful experience of both the firm itself and the individual team members will be considered. 4. Proposed approach to completing the project 5. Proposed project schedule Following review of the RFP's by the City, only selected Consultants will be asked to make oral presentations of their proposals to City representatives. Upon conclusion of the presentations, staff will select a Consultant to negotiate a contract as follows: 1. If, for any reason, a firm is not able to commence the services in that firm's RFP 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 RFP preparation, attendance at interviews, or final contract negotiations. 3. The RFP 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 RFP must include a statement as to the period during which the RFP 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 RFP submittals or to request additional information from any or all Consultants. C:\Users\jmiller\AppData\Local\Microsoft\Wmdows\Temporary Internet Files\Low\Content.IES\ 8YEIN5ER\2011 %20RFP%20Engineering[1].doc Request for Proposals 2011 Street Improvements Page 5 of 6 -------------------------- 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. 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. 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 City Engineer Justin Femrite at (763) 635-1000, or C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\Content.IES\8YEIN5ER\2011 %20RFP%20Engineering[i].doc Request for Proposals 2011 Street Improvements Page 6 of 6 -------------------------- jfemritenci.elk-river.mn.us. All questions must be received before 4:30 pm, March 17, 2011. No questions received after that time will receive a response. Submittal of Proposal Please provide 6 paper and one electronic (pd fl 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 23, 2011 C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\Content.IES\8YEIN5ER\2011 %20RFP%20Engineering[1].doc