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4.5. SR 09-04-2012 Elk REQUEST FOR ACTION River TO ITEM NUMBER Mayor and City Council 4.5 AGENDA SECTION MEETING DATE PREPARED BY Consent September 4, 2012 Justin Femrite,P.E. ITEM DESCRIPTION REVIEWED By Advertise for Request for Proposals for Engineering Services for Cal Portner, City Administrator 2013 Street Improvement Projects REVIEWED BY ACTION REQUESTED Approval of the attached Request for Proposal (RFP) and authorization to solicit proposals from qualified engineering consultants. BACKGROUND/DISCUSSION On August 6, 2012, the City Council gave approval to the preliminary pavement management projects scheduled to be completed in 2013, 2015, and 2017. These projects are currently being worked into the 5-year Capital Improvement Plan. To assure a timely start to these projects next spring, staff recommends beginning the process to hire an engineering firm to begin preliminary engineering work on the 2013 project. We have prepared the attached request for proposal (RFP) for the completion of preliminary, final, and construction related engineering work on the 2013 Street Improvement Project. If approved,the RFP will be advertised on the city and the League of Minnesota websites. Upon receipt and review of the proposals, staff will interview the top scoring firms and make a recommendation to the City Council at the October 15, 2012, meeting. FINANCIAL IMPACT There are no financial impacts at this time. ATTACHMENTS ■ Request for Proposal ■ 2013 Street Improvement Map Action Motion by Second by Vote Follow Up POWERED OT NAWREJ City of Elk =- River REQUEST FOR PROPOSALS 2013 STREET IMPROVEMENTS 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 All persons or companies whom download this RFP are requested to register their name and email address by sending an email to jfemrite&elkrivermn.gov. 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 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 professional consulting firm to provide professional engineering services needed to successfully implement a project to rehabilitate a number of city streets and public utility systems in 2013. The proposed project areas are shown in the attached figure. Our project estimate, as include in the city capital improvement plan,is $2,800,000 for surface and storm sewer improvements. It is expected to replace some aged water main and sanitary sewer in the downtown area of work on Railroad Drive, 3rd Street, 4"' Street and Irving Avenue. These system modifications will be further reviewed by City staff and are to be incorporated into the Feasibility study and final project. There will also be a new water main installed along 185"'Avenue, as part of the surface improvements, to eliminate some existing dead end lines. Request for Proposals 2013 Street Improvements Page 2 of 6 -------------------------- SECTION 2: OVERALL SCOPE OF SERVICES The services required of the Consultant are anticipated to be provided beginning in October 2012 and ending when the warranty inspection for the improvement has been completed, expected in 2015. The following are general work tasks and deliverables that shall be included in the Consultant's scope: 1. Feasibility report 2. Topographic survey 3. Public involvement and meetings 4. Design,including Plans and Specifications in accordance with State Aid rules 5. 429 Special Assessment process 6. Contract bidding and award 7. Construction inspection, staking and management services 8. Warranty inspection Initial soil borings and materials testing during construction,will be contracted by the City of Elk River. The fees for geotechnical work shall not be included in the engineering proposal. The City will require the selected engineering consultant to schedule and direct the geotechnical consultant as needed to fully implement the project. The City will provide all available record drawings and mapping information to the selected consultant. All permit and other regulatory review fees shall be paid by the engineering consultant and will be reimbursed by the City. These costs shall not be included in the consultants not to exceed fee for the project. SECTION 3: PROPOSALS The proposal shall contain the type of information summarized below. Additional information is allowable as long as it is directly relevant to the proposed project. Proposal 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 9. Insurance Certificate N:\Public Bodies\City Council\Council RCA\Agenda Packet\09-04-2012\4.52013 RFP Engineering.doc Request for Proposals 2013 Street Improvements Page 3 of 6 -------------------------- 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 Approach 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 sub-consultant firms if any. • 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 only 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 Why Your Firm Should be Selected to Perform Services for This Project 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 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 N:\Public Bodies\City Council\Council RCA\Agenda Packet\09-04-2012\4.52013 RFP Engineering.doc Request for Proposals 2013 Street Improvements Page 4 of 6 -------------------------- services requested by the City of Elk River, above what is detailed in the scope of this 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 all design and construction services for the project. The City of Elk River requires the consultant to have a full time construction observer to be onsite during all work. The City of Elk River will supplement the consultant's full time staff with our staff, to assist in public relation concerns and coverage when work is being completed in two areas simultaneously. 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 similar 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 Proposal'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 services detailed in the firm's proposal within 30 days of the award, the City reserves the right to contract with another qualified firm. N:\Public Bodies\City Council\Council RCA\Agenda Packet\09-04-2012\4.52013 RFP Engineering.doc Request for Proposals 2013 Street Improvements Page 5 of 6 -------------------------- 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 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 itemized work tasks will be at the discretion of the City. Payment or reimbursement shall be made based on tasks that have been satisfactorily completed. Billing that exceed 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 completed work tasks, as determined by 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, 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. N:\Public Bodies\City Council\Council RCA\Agenda Packet\09-04-2012\4.52013 RFP Engineering.doc Request for Proposals 2013 Street Improvements Page 6 of 6 -------------------------- 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 jfemrite o elkrivermn.gov. All questions must be received before 4:30 pm, September 27, 2012. No questions received after that time will receive a response. Submittal of Proposal Please provide 3 paper and one electronic (pdf copies 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 October 2, 2012 N:\Public Bodies\City Council\Council RCA\Agenda Packet\09-04-2012\4.52013 RFP Engineering.doc kI IJJJ IJ�IJbIJ �IJ�_I�_I�� � JdIeI��I��I�JJ,I�IJ .I��I � �J�� � _I �� 3IJJ�I �I,I�.IJJ���I JaI �I�IPIaIJ�_I�I_IJ�aIJa alel,l�l_I " a o' ' LQ b e m o00 � RECONSTRUCTION .� F OVERLAY WITH EDGE MILL FULL DEPTH RECLAIM WITH CURB PATCHING WEAR COURSE PAVING ON UNFINISHED DEVELOPMENT STREETS River b a 2013 &2,2.2°,E �"��� 8. ElDRAWN BY city STREET IMPROVEMENTS cML R7� w1 SCALE: iver NOT TO SCALE