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4.4. SR 01-17-2012'-1 ~j Elk REQUEST FOR ACTION River TO ITEM NUMBER Ma or and Ci Council 4 AGENDA SECTION MEETING DATE PREPARED BY Consent anu 17, 2012 ustin Femrite, P.E. ITEM DESCRIPTION REVIEWED By Request for Proposal for Engineering Services on the 1715k Cal Portner, Ci Administrator Avenue Area -Phase 1 Improvements REVIEWED BY ACTION REQUESTED Approval of the attached Request for Proposal (RFP) for engineering services on the 1715` Avenue Area - Phase 1 Improvements and authorization to advertise the RFP. BACKGROUND/DISCUSSION As directed at the December 12, 2011, City Council meeting, staff presented the preliminary engineering study of the 1715E Avenue Area Phase 1 Improvements to the Economic Development Authority on January 9, 2012. The Economic Development Authority approved committing the requested $700,000 for the Phase 1 Improvements of the 171St Avenue Area development. This was the last piece of funding that was needed to fully cover the costs of the proposed 2012 Improvements. As detailed in the project schedule in the preliminary engineering study, we have prepared the attached Request fox Proposals for the completion of the final design and construction related engineering work on Phase 1 of the project. If approved, this RFP will be advertised on the city and the League of Minnesota Cities websites. Upon receipt and review of the proposals, staff will interview the firms and make a recommendation to the City Council at the February 21, 2012 meeting. Staff is recommending approval of this item in order to continue with the 1715` Avenue Area -Phase 1 Improvements. FINANCIAL IMPACT There are no financial impacts at this time. ATTACHMENTS ^ Request for Proposal Action Motion by Second by Vote FOllow Up F~IIE~EII 1<1 A~"U~ REQUEST FOR PROPOSALS 171ST AVENUE AREA - PHASE I IMPROVEMENTS SECTION I: GENERAL INFORMATION Contract Administration All correspondence regarding this Request for Proposal (RFP) and the proposed project must be addressed to: Justin Femrite City Engineer City of Elk River 13065 Orono Parkway Elk River, MN 55330 j femrite@ci. elk-river.mn.us All firms whom download this RFP are requested to register their name and email address by sending an email to jfemrite o,ci.elk-river.mn.us. Any revisions or corrections to this RFP, after it has been advertised, will be communicated to those registered RFP holders. Failure to register your contact information 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 modifications. 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 firm to provide full professional engineering services needed to successfully implement the 2012 proposed improvements of the 1715[ Avenue Area development as detailed in the attached Preliminary Engineering Report. Infrastructure items expected to be included for design and construction include but are not limited to site grading, storm water management, watermain, sanitary sewer, streets, trails, and other miscellaneous items considered integral to those listed above. An Alternative Urban Areawide Review (AUAR) including this development area was completed in 2011. Request for Proposals 171st Avenue Area Phase 1 Improvements -------------------------- Page 2 of 2 A topographic survey was completed on the property in 2005. While no work has taken place on the property since that time, it will be the consultant's responsibility to verify the information is usable and accurate, or include costs in the price proposed for collecting new topographic information. As detailed in the Preliminary Engineering Report, the City of Elk River is soliciting for a firm to fully design, and provided construction related services for the 2012 proposed improvements. That said, the improvements constructed in 2012 will become part of the ultimate improvements in the development, as described in the report. The proposing firm is expected to complete all preliminary engineering work, including but not limited to full geometric (horizontal and vertical) layout, lane configurations, traffic engineering, roundabout layout and storm water management for the ultimate improvements. While the ultimate improvements do not need to be taken through final design, the proposed 2012 improvements must be constructed to fit with the ultimate improvements. It is intended the ultimate improvements will be funded with a combination of State, State Aid and Federal dollars, thus requiring the need to design the 2012 improvements on Twin Lakes Road accordance with all State rules. Proposing firm should include costs to fully evaluate and design alternative methods of storm water management to serve the proposed improvements and the newly created developable lots. Such alternatives should include more than conventional ponding approaches. While the 2012 improvements are expected to be funded by local funds, the City reserves the right to apply for and use grant dollars from any source available. If such funding is secured, the firm hired to complete the engineering services will be expected to comply with any of the funding sources requirements. SECTION 2: OVERALL SCOPE OF SERVICES The services required of the Consultant are anticipated to be provided beginning in March 2012 and ending when the warranty inspection for the improvement has been completed, expected in 2014. The following are general work tasks and deliverables that shall be included in the Consultant's proposal 1. Verify topographic information (or complete new survey) 2. Wetland delineations and permitting 3. Easement documents and acquisition (for utilities on the NW corner of development) 4. Final design, including plans and specifications 5. Re-plating of development 6. Secure all applicable permits for the project 7. Contract bidding and award 8. Construction and construction management services 9. Warranty inspection SECTION 3: REQUEST FOR PROPOSALS (RFP) C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\ContentIES\V4HLE5VM\RFP%20for%20Engineering%20Services [1].doc Request for Proposals 171st Avenue Area Phase 1 Improvements -------------------------- The RFP submittal shall contain only the requested information requested below. 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. Any Additional Information as Needed 7. Total Consultant Cost 8. Insurance Certificate A brief description of each section is as follows: Page 3 of 3 General Information Give 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 Include a summary of the Consultant's understanding of this project. 3. Project A~nrz oach Provide specific approaches, methods, and assumptions that will be utilized to accomplish each work item as listed in Section 2. 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 sub-consultant firms if any. ^ Describe relevant experience and provide information on at least three (3) reference projects completed in the last six (6) years. Provide references and contact information. ^ Include one-page resumes or~ly for key members of the project team, including field personnel. ^ Include specific descriptions of proposed team members' roles on reference projects. 5. Schedule Provide 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. Additional Information Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP. C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\ContentIES\V4HI,E5VM\RFP%20for%20Engineering%20Services [1].doc Request for Proposals 171st Avenue Area Phase 1 Improvements Page 4 of 4 -------------------------- 7. Total Consultant Cost The consultant cost should be broke out as follows: a. Proposed costs for each scope of work as listed in Section 2. b. Hourly rates for all consultant employees who are expected to work on this project. These rates shall be the agreed upon costs for any additional services requested by the City of Elk River, above what is detailed in the RFP. c. Reimbursable costs including detail of service or item and applicable charge per unit. d. Not to Exceed cost for the project. Proposals that do not include a `Not to Exceed' cost will be disregarded with no further consideration. It is the responsibility of the proposing firm to accurately predict the amount of time that they will need to spend on construction services for the project. The City of Elk River requires a full time construction observer to be onsite during all work. 8. 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 similar projects to this, including the conducting of State Aid plan development, approval and administration. Preference will be given to firms with experience in the geometric design and construction of multi-lane roundabouts. 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 consultant cost C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\Low\Content.IES\V4HLESVM\RFP%20for%20Engineering%20Services [1].doc Request for Proposals 17151 Avenue Area Phase 1 Improvements -------------------------- Page 5 of 5 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 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 of the proposing firms. 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 work completed 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 to that point at the discretion of the City Engineer. 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, C:\Users\jmiller\AppData\Local\Microsoft\Windows\Tempoxary Internet Files\Low\Content.IES\V4HLE5VM\RFP%20for%20Engineering%20Services [1].doc Request for Proposals 171 gc Avenue Area Phase 1 Improvements -------------------------- Page 6 of G 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 ifemrite ,ci.elk-river mn us. All questions must be received before 4:30 pm, February 7, 2012. No questions after that time will receive a response. Submittal of Proposal Please provide 3 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 until 4.30 P m on February 10, 2012 N:\Public Bodies\City Council\Council RCA\Agenda Packet\01-17-2012\RFP.doc