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4.4 SR 02-03-2025 Request for Action To Item Number City Council 4.4 Meeting Date Prepared By February 3, 2025 Joe Stremcha, Business Services Director/Assistant City Administrator Item Description Reviewed by Request for Proposals: Elk River Retail Store(s) Cal Portner Construction Tina Allard Action Requested Approve, by motion the Elk River retail store(s) construction request for proposals and solicit qualified vendors. Background/Discussion Northbound Liquor Store is located at 19348 Evans St NW. The city has determined the facility is beyond economical repair and does not meet operational needs due to its existing layout. The city has chosen to proceed with the construction of a new store at an alternative location and is in the process of acquiring land for the project to proceed. The expected project includes the construction of an approximate 15,000-square- foot store to facilitate the needs of the liquor operation. The city has developed a business plan with the intent of acquiring a municipal cannabis license to begin retail operations in 2026. A site location has not been identified for the Cannabound Store and the city is considering new standalone or conjoined construction and leasing opportunities at this time. The expected project includes the construction of an approximate 5,000 square feet store to be a new construction project or a remodel of an existing leased space. This proposal and qualifications shall include: 1. Estimate of site confirmation/construction costs. 2. Development of construction documents after the City Council approves preliminary design and cost estimates. 3. Construction services. The city will hire an independent Construction Manager, who will monitor the preliminary plan and construction document development, manage bid process, and manage overall construction responsibilities. The chosen architectural design team will assist in the interview process. Financial Impact The funding source for this is the Liquor Fund with a cash balance in excess of $3,000,000. The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Mission/Policy/Goal Meet changing needs - agile. Attachments 1. 2025 Elk River Retail Stores Construction RFP (February 3, 2025) Request for Proposals (RFP) Professional Architectural Design Services and Construction Support for Retail Stores Northbound (Liquor) and Cannabound (Cannabis) Proposals Due: Friday, February 28, 2025 City of Elk River 13065 Orono Parkway Elk River, MN 55330 Statement of Purpose The City of Elk River, Minnesota is soliciting proposals from a qualified and experienced Architectural Services Consultant to provide comprehensive architectural and engineering design services for retail stores. The new facilities will be constructed at conjoined or separate locations or consist of new constructions and/or lease space remodeling. General Information on the City of Elk River Located approximately 34 miles northwest of Minneapolis/St. Paul, Elk River is located at the confluence of the Mississippi and Elk Rivers. It is one of the largest land-mass cities in Minnesota spanning almost 44 square miles. The city has a population of nearly 28,000 with a diverse economy as a regional center for shopping and destination recreation. Elk River is known for its natural beauty, with numerous parks and trails providing opportunities for hiking, biking, and wildlife viewing. Conveniently served by several major highways, including U.S. Highways 169 and 10, we have easy access to the Twin Cities and nearby communities. The city is also served by the NorthStar Commuter Rail, with service between Elk River and downtown Minneapolis. Elk River is a Statutory Plan A city with a weak Mayor-Council form of government, with administrative and legislative authority the ultimate responsibility of the City Council. The city administrator has the responsibilities for the ongoing operations of the city, City Council relations, strategic planning, policy research and implementation, oversight of boards and commissions, performance management, and general city administration. Project Overview Northbound Liquor Store is located at 19348 Evans St NW. The city has determined the facility is beyond economic repair and does not meet operational needs due to its existing layout. The city has determined to proceed with the construction of a new store at an alternative location and is in the process of acquiring land for the project to proceed. The expected project includes the construction of an approximate 15,000 square feet store to facilitate the needs of the liquor operation. The city has developed a business plan with the intent of acquiring a municipal cannabis license to begin retail operations in 2026. A site location has not been identified for the Cannabound Store and the city is considering new standalone or conjoined construction and leasing opportunities at this time. The expected project includes the construction of an approximate 5,000 square feet store to be a new construction project or a remodel of an existing leased space. This proposal and qualifications shall include: 1.Estimate of site confirmation/construction costs. 2.Development of construction documents after the City Council approves preliminary design and cost estimates. 3.Construction services. The city will hire an independent Construction Manager, who will monitor preliminary plan and construction document development, manage bid process, and manage overall construction responsibilities). The chosen architectural design team will assist in the interview process. Pre-Qualification-Scope of Work The city seeks to employ a firm with experience with similar facilities, by a core team (project leadership, architect, and designer). Interested teams must have demonstrated experience in designing retail facilities within the last five years and the personnel assigned to the project shall have direct experience with retail facility design. The city is looking for an “all encompassing” approach, where the selected firm exhibits the following characteristics: 1.Scope of services (baseline) shall include Architectural Design, Civil Design & Engineering, Structural Engineering, Mechanical (MPF) Design & Engineering, Electrical Design & Engineering, Landscape Architecture, Interior Design, B3 Design & Engineering, Audio/Video & Data/Telecommunications Design & Engineering and Security Systems Design & Engineering. The scope of work services not listed above will be in addition to the baseline services. 2.A conceptual plan for the construction of new retail stores that incorporate the latest design elements concerning modern retail buildings in terms of layout, safety, and security. 3.An ability to demonstrate functionality, value, and quality design within project budget limitations. 4.Preparation of illustrative materials, e.g., renderings of both interior and exterior. 5.Preparation of certain illustrative materials for public engagement as approximate building costs are known and public finance is evaluated (e.g., renderings, both interior and exterior), including assistance, when necessary, with presentation before Council. 6.Experience in site selection and preparation. Deliverables The successful firm is to provide disciplines of architecture, civil and structural engineering, landscape architecture, interior design, HVAC, plumbing, fire protection and electrical design. The responsibilities of the firm include, but are not limited to: 1.Verification of the facility's space needs, including a site confirmation for the proposed location of both Northbound and Cannabound Stores. 2.Develop plans and specifications to meet all applicable building codes. 3.Review plans and specifications in detail with the Building Committee and oversight authorities. 4.Analyze opportunities for energy efficiency in the design process. 5.List the specification, coordination, and pricing of soft costs (furniture, fixtures, and equipment). 6.Propose timeline of planned schedule for design and construction. The successful firm will provide services in each of the following phases: Schematic Design, Design Development, Construction Documents, Bidding, and Construction Administration. General Instructions Carefully read the information contained in this RFP and submit by certified mail a complete response following all requirements, specifications, and directions to: City of Elk River Attn: Joe Stremcha 13065 Orono Parkway NW Elk River, MN 55330 The submittals must be received at the offices of the City of Elk River no later than February 28, 2025. Do not submit proposals to any other person or location by any other method.Note - proposal must include: 1.Cover letter. 2.Signed Respondent Proposal (Attachment A) 3.Reference list 4.Firm background and qualifications (Attachment B) 5.Examples of constructed retail facilities that were designed by respondent. Therefore, any examples of this type of project should also be included. 6.Stated understanding of the project scope and your approach to integrating input. Describe in detail your approach to the design process and working with the city for a product to present to the City Council for approval of a final design and to authorize advertisement for bids. Late submission: Late submissions will not be considered. Unsigned submission: The Respondent’s Proposal (Attachment A) must be signed by an authorized representative of your company. Unsigned submissions will not be considered. Evaluation Criteria The Respondent selected for an award will not necessarily be the lowest bidder. Rather, the selection will be based upon the proposal that is responsive, responsible, and the most advantageous to the city, as determined by the city in its sole discretion. The city intends to award a contract, subject to the terms of this RFP, to the best overall valued firm. Firms will be prioritized based on experience and performance, current performance capability, fees, and other criteria as outlined in this document. The city anticipates that all firms will have a fair and reasonable opportunity to provide service. The city reserves the right to add/delete/modify criteria or times, via an addendum, if it is in the city’s best interest, as determined by the city in its sole discretion. Award Criteria Issuance of this RFP does not compel the city to award a contract. The city reserves the right to reject any or all proposals wholly or in part and to waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion. The city reserves the right to request clarification or additional information. The city reserves the right to award a contract, to resolicit proposals, or to abandon the procurement temporarily or permanently. Ownership of Proposal All materials submitted in response to this RFP become public record and subject to inspection. Unrestricted disclosure of proprietary information places it in the public domain. Only submittal information clearly identified with the words “Confidential Disclosure” and placed in a separate envelope marked as such shall be considered to qualify as Trade Secret Data under the Minnesota Government Data Practices Act (MGDPA). Any material to be treated as Trade Secret Data must include a justification for the request. The request will be reviewed and either approved or denied by the city. If denied, the company shall have the opportunity to withdraw the entire proposal or to remove the confidential or proprietary restrictions. Neither cost nor pricing information nor the total proposal shall be considered confidential or proprietary. Any costs to preserve the Trade Secret data designation under the MGDPA shall be the responsibility of the company. Release of Claims, Liability, and Preparation Expenses Under no circumstances shall the city be responsible for any proposal preparation expenses, submission costs, or any other expenses, costs, or damages of whatever nature incurred as the result of a respondent’s participation in this process. The respondent understands and agrees that it submits its proposal at its own risk and expense and releases the city from any claim for damages or other liability arising out of the RFP and award process. Errors in Proposals The city shall not be liable for any errors in the respondent’s proposal. No modifications to the proposal shall be accepted from the respondent after the submittal date and time. The respondent is responsible for careful review of its entire proposal to ensure that all information is correct and complete. Respondents are responsible for all errors or omissions contained in their proposals. Withdrawing Proposals Respondents may withdraw their proposal any time before the submittal deadline by submitting a written request to the contacts for RFP inquiries indicated on the submittal guidelines page. The written request must be signed by an authorized representative of the respondent. The respondent may submit another proposal any time before the deadline. No proposal may be withdrawn after the submittal date and time without approval by the city. Such approval shall be based on the respondent’s submittal, in writing, of a reason acceptable to the city in its sole discretion. Addendums The city reserves the right to issue an addendum to the RFP at any time, for any reason. If any addenda are issued such addenda shall be issued by the city prior to the time that proposals are received and shall be considered part of the RFP. Responsible Prospers (Respondents) The city reserves the right to award project contracts only to responsible respondents. Responsible respondents are defined as firms that meet the requirements of this RFP and demonstrate the financial ability, resources, skills, capability, willingness, and business integrity necessary to perform the contract. The city’s determination of whether a respondent is a responsible respondent is at the city’s sole discretion. Notification of Award If the city makes an award because of this RFP process, the city will deliver to the selected respondent a notice of selection. The resulting contract shall consist of, but not be limited to, the following: 1.The terms, conditions, specifications, and requirements of this RFP and its attachments 2.The addenda issued by the city pursuant to this RFP. 3.All representations (including, but not limited to, representations as to performance and financial terms) made by the respondent in its proposal and during any meeting(s) with the city. 4.Any mutually agreed upon written modifications to the terms, conditions, specifications, and requirements to this RFP or to the proposal. Attachment A RESPONDENT PROPOSAL The firm hereby proposes to provide Design Services and other Services as specified within the scope of service at the rates shown below. Based on the scope of work for this project, what is your fixed fee? What are your estimated total reimbursable expenses? Fixed fee: Reimbursable expenses: Firm: Contact: Telephone: E-mail: Address: City/State/Zip: Authorized Signature X Date Name and Title: Attachment B FIRM BACKGROUND AND QUALIFICATIONS The City of Elk River will review and evaluate each proposal and selection will be made based on the criteria listed below. The offices submitting proposals shall include with that proposal statements on the following: A.Proven management skills and technical competence, including specialized experience in the architectural design of retail facility projects. Management Skills and Technical Expertise, as a minimum, include: List of at least four retail facilities design projects that have been constructed, including description, scope, project cost, and owner’s contact information. Awards and letters of commendation received. B.Credentials of project team, including lead designer’s and major sub-consultant’s portfolio of related projects; history of the proposed team working together on past projects, particularly as related to retail facilities with complex site plan features. Include as a minimum: 1.Identification of project lead architect and project team. 2.Staffing plan. 3.Lead architect resume and portfolio of related projects. 4.Lead designer’s resume and portfolio of related projects. 5.Identification of sub-consultants. 6.Sub-consultant’s portfolio of related projects. 7.Resumes of sub-consultant’s staff.