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4.5. SR 06-03-2019 EOty1� ,.,�� Request for Action River To Item Number Mayor and City Council 4.5 Agenda Section Meeting Date Prepared by Consent Agenda June 3, 2019 jenna Fabish, P.E.,Assistant City Engineer Item Description Reviewed by Twin Lakes Road and Yale Street Extension Project Justin Femrite, P.E.,Public Works Director —Professional Services Request for Proposal Reviewed by Calvin Portner, City Administrator Action Requested Direct,by motion,request for proposals for professional services for project development, design and construction for the extensions of both Twin Lakes Road and Yale Street to proposed Trunk Highway (TH) 10/169 intersection. Background/Discussion As discussed at the December 3, 2018,work session and approved at the December 17, 2018, Council meeting, the Council authorized staff to apply for federal grant funding for a portion of the Twin Lakes Road and Yale Street Extension construction project. Consistent with these approvals, the city has received $2 million in federal funding and a MnDOT local partnership funding grant of up to $1 million for the construction of the roadways. The grant awards fulfill the CIP funding estimates for this project. The attached request for proposal includes topographic survey,right of way identification (existing and proposed), community engagement, agency coordination, and preliminary and final roadway design to meet the federal funding design standards and requirements. The attached schedule identifies project development over the next two years in anticipation for construction in 2022. Financial Impact There is no financial impact associated with this action. Attachments ■ Proposed Improvement Area Map ■ Request for Proposal ■ Proposed Project Schedule The Elk River Vision A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By service, and community engagement that encourages and inspires prosperity INAMIRE1 � c lS � G 0 o --s u F+i c u Y E11 CL u _ ❑ MN lD 3ONNOW MNISNOS70 `�� Z DRNW � S d � s 3 w ��Od R ■ �s• - gr 1� it,If - - UL - S SEST NWc - N. mi W� b ST� MN15 3TVA YPL£ s' s - v LL a - o a - o o ' �� i R EQUEST FOR PROPOSALS FOR PROFESSIONAL ENG INEERING SERVICES SECTION 1: GENERAL INFORMATION Contract Administration All persons or firms whom download this RFP are requested to register their name and email address by sending an email to jfabish@elkrivermn.gov. 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 professional consulting firm to provide professional engineering services needed to successfully implement the design, right of way (ROW) acquisition and construction of the Twin Lakes Road extension/expansion from US Highway 10/169 to the BNSF Railroad crossing of 171st Avenue and the Yale Street/Future Road extension from 500 feet south of 167th Avenue to 171st Avenue. Construction is expected to begin in March 2022. Funding for the project is federal, state and local sources. Special assessment needs will be reviewed and identified through the design process. This project will provide the framework to further develop the transportation system within the City of Elk River as well as maintain and supplement Sherburne County and MnDOT’s respective systems. The proposed connection with US 10/169 (about 500’ south of 167th Street) will provide a high capacity intersection (traffic signal) with the future ability to construct an interchange. The City has received federal surface transportation funding ($2 million) and state local partnership funding (up to $1 million). The proposed project will include topographic survey, community engagement, preliminary design, right of way identification (existing and proposed), environmental assessment, geotechnical investigation and final design. All property appraisals will be handled by the City through on staff resources or the assistance of a separate property acquisition firm. The 171st Avenue Focused Area Study in 2010 (Attachment A), the Yale Street Feasibility Study in 2014 Request for Proposals 2019 Twin Lakes Road/ Yate Street Extension Page 2 of 6 - - - - - - - - - - - - - - - - - - - - - - - - - - N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2019 Improvement Projects\TLR Extension\RFP and Proposals\2019 TLR-Yale Street Design-ROW-Survey RFP - Draft.doc (Attachment B) and the draft Twin Lakes Road Study in 2018-2019 (Attachment C) are included with the RFP for reference. SECTION 2: OVERALL SCOPE OF SERVICES The services required of the Consultant are anticipated to be provided beginning in July 2019 and ending when the warranty inspection for the constructed improvements has been completed. The following are general work tasks and deliverables that shall be included in the Consultant’s scope for the project: 1. Project Management 2. Stakeholder/ Agency Involvement 3. Community Engagement 4. Surveys and Right of Way Mapping 5. Public and Private Utility Identification and Coordination 6. Right of Way Identification 7. Traffic Analysis 8. Environmental Site Assessment 9. Geometric Layout 10. Preliminary Design 11. Geotechnical Information 12. Drainage Design 13. Final Design and Construction Plan 14. Project Submittal 15. Construction Administration & Inspection 16. Additional Tasks Descriptions for the above mentioned items are found in Attachment D. 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 Request for Proposals 2019 Twin Lakes Road/ Yate Street Extension Page 3 of 6 - - - - - - - - - - - - - - - - - - - - - - - - - - N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2019 Improvement Projects\TLR Extension\RFP and Proposals\2019 TLR-Yale Street Design-ROW-Survey RFP - Draft.doc 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 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 the work. 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 details about the Consultant’s approach to coordinating a public process. 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. Additional Information Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP. 7. Total Consultant Cost The consultant cost should be broke out as follows: a. Proposed costs for each scope of work for the project as listed in Section 2. Request for Proposals 2019 Twin Lakes Road/ Yate Street Extension Page 4 of 6 - - - - - - - - - - - - - - - - - - - - - - - - - - N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2019 Improvement Projects\TLR Extension\RFP and Proposals\2019 TLR-Yale Street Design-ROW-Survey RFP - Draft.doc 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 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. 8. Insurance Certificate Indicate ability to provide all necessary insurance certificates. SECTION 4: CONSULTANT SELECTION Proposals 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. 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 projects of this nature, and must possess the personal and leadership skills necessary to navigate the project through the public process. 2. Proven successful design 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 Following review of the Proposals, 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. Request for Proposals 2019 Twin Lakes Road/ Yate Street Extension Page 5 of 6 - - - - - - - - - - - - - - - - - - - - - - - - - - N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2019 Improvement Projects\TLR Extension\RFP and Proposals\2019 TLR-Yale Street Design-ROW-Survey RFP - Draft.doc 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, attached to this RFP, 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: 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. 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 Request for Proposals 2019 Twin Lakes Road/ Yate Street Extension Page 6 of 6 - - - - - - - - - - - - - - - - - - - - - - - - - - N:\Departments\Public Works\Engineering\$IMPROVEMENT PROJECTS\2019 Improvement Projects\TLR Extension\RFP and Proposals\2019 TLR-Yale Street Design-ROW-Survey RFP - Draft.doc City shall include a detailed breakdown of times, personnel, mileage, etc. chargeable for that period. SECTION 6: CONCLUSION AND SUBMITTAL Any requests for additional information that may be needed for the preparation of the proposal should be directed via email to Jenna Fabish at jfabish@elkrivermn.gov. All questions must be received before 4:30 pm, Friday June 21, 2019. No responses will be provided for questions received after that time. Please provide 3 paper and one electronic (pdf) copies of the Proposal for the evaluation process. Proposals shall be addressed to: Jenna Fabish, P.E. Assistant City Engineer City of Elk River 13065 Orono Parkway Elk River, MN 55330 Proposals will be accepted until 11:30 a.m. on Friday June 28, 2019 Attachments: Attachment A – 171st Avenue Focused Area Study Attachment B – Yale Street Feasibility Study Attachment C – Draft Twin Lakes Road Study Attachment D – Scope of Services Descriptions Attachment E – Proposed Improvement Area Map Attachment F – Proposed Project Schedule Attachment G – City of Elk River Standard Agreement for Professional Services ATTACHMENT F PROPOSED PROJECT SCHEDULE The following is the proposed project schedule milestones: Begin Design Contract Mid-July 2019 Project Kickoff Meeting Early August 2019 10% Plan October 2019 Open House #1 – Introduce Project Fall 2019 30% Plan Early 2020 Open House #2 – Preliminary Design Early Spring 2020 60% Plan Spring 2020 Draft PM May 2020 Final PM Fall 2020 90% Plan Late 2020 Open House #3 – Optional Project Update Winter 2020-2021 100% Plan Early 2021 ROW Title & Possession July 30, 2021 ROW Cert #1 September 2021 Project Authorization October 2021 Letting Date Early December 2021 Construction Contract Award January 2022 Open House #4 – Construction Update February 2022 Construction Start March 2022 Please note these dates are subject to change as items need to be addressed through the design and community engagement process. Construction is planned for 2022 with the intent that this roadway would be operational prior to the start of the TH 169 improvements, scheduled to begin in 2023.