HomeMy WebLinkAbout5.H. Request for Proposal for Update of the City's Sanitary Sewer Plan
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CITY OF SHAKOPEE
Memorandum
CASELOG NO.:
TO: Honorable Mayor and City Council
Mark McNeill, City Administrator
FROM: R. Michael Leek, Community Development Director
SUBJECT: Request for Proposal for Update ofthe City's Sanitary Sewer Plan
MEETING DATE: February 7,2006
INTRODUCTION:
The 2008 round of statutorily-mandated comprehensive plan updates was recently initiated by the
issuance by the Metropolitan Council of community "system statements." One ofthe metropolitan
systems, and a key one for any update, is the sanitary sewer plan/chapter. This chapter is also key to
responding to recent Council direction to as quickly as possible update and refines the City's
Metropolitan Urban Service Area (MUSA) staging plan. Staff suggests seeking proposals for this
update from both Boonestroo, Rosene, and Anderlik, and WSB. A copy ofthe request for proposal is
attached for the Council's information.
ALTERNATIVES:
1. Offer and approve a motion authorizing sending the request for proposal for update ofthe
Comprehensive Plan Sanitary Sewer Chapter as presented to the firms ofBoonestroo, Rosene,
and Anderlik and WSB.
2. Offer and approve a motion authorizing sending the request for proposal for update ofthe
Comprehensive Plan Sanitary Sewer Chapter with revisions to the firms ofBoonestroo, Rosene,
and Anderlik and WSB.
3. Do not authorize distribution of the RFP.
4. Table the matter for additional information.
VISIONING RELATIONSHIP:
The following are the goals and strategies which staffbelieves would be addressed by the proposed
action:
Goal D. Vibrant, resilient and stable.
Strategy 6: Provide high quality services
By providing an up to date plan for the long term extension and provision of public infrastructure
such as sanitary sewer, the City insures that adequate capacity will be available for future
development.
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ACTION REQUESTED:
Offer and approve a motion authorizing sending the request for proposal for update of the
Comprehensive Plan Sanitary Sewer Chapter as presented to the firms ofBoonestroo, Rosene, and
Anderlik and WSB.
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r .
R. Michael Leek
Community Development Director
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REQUEST FOR PROPOSAL:
COMPREHENSIVE SEWER PLAN UPDATE
FOR
CITY OF SHAKOPEE, MINNESOTA
Released:
Proposal Due Date:
With questions or comments, please contact:
R. Michael Leek
Community Development Director
City of Shako pee
129 S. Holmes Street
Shako pee, MN 55379
Office 952.233-3800
Fax 952.233-3801
E-mail: mleek@ci.shakovee.mn.us
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SECTION 1.0: OVERVIEW:
The City of Shakopee, Minnesota is a rapidly growing community in the
southwestern Minneapolis-St. Paul Metropolitan Area. Shakopee is faced with a
number of challenges to continued growth that are related to metropolitan sewer
system capacity issues. Shakopee is seeking proposals from qualified firms to do
the following;
. Review the City's existing comprehensive sewer plan;
. Analyze remaining regional sanitary sewer service capacity that is
available to the City of Shakopee;
. Identify those areas ofthe City, as well as Jackson and Louisville
Township, that can be served by existing metropolitan regional sanitary
sewer facilities;
. Prepare an amended sanitary sewer element for adoption by the Shakopee
City Council;
. Guide the amended sanitary sewer element through the Metropolitan
Council comprehensive plan amendment review process to acceptance by
the Metropolitan Council
1.2 CONTRACTUAL RELATIONSHIP:
The City of Shakopee will seek to contract with the most responsive firm.
Oversight of the contractor( s) and monitoring performance of it will be the
responsibility of the City of Shakopee. City staff, particularly the Public Works
Director and Community Development Director or their assigns, will have the
lead responsibility for, contractor performance monitoring.
1.3 CONTRACTOR RESPONSIBILITIES:
The following is a general outline of the responsibilities ofthe Contractor(s) for
the provision of service for the City of Shakopee:
1. Review the City's existing comprehensive sewer plan;
2. Analyze remaining regional sanitary sewer service capacity that is available to the
City of Shakopee;
3. Identify those areas of the City, as well as Jackson and Louisville Township, that
can be served by existing metropolitan regional sanitary sewer facilities;
4. Prepare an amended sanitary sewer element for adoption by the Shakopee City
Council;
5. Guide the amended sanitary sewer element through the Metropolitan Council
comprehensive plan amendment review process to acceptance by the
Metropolitan Council
6. Distribute the plan amendment for local jurisdiction review, and prepare
amendments or responses to comments received as a part of this process.
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7. Appear before the City Council, the City's boards and commissions, and
Metropolitan Council as necessary to accomplish approval ofthe plan
amendment.
" 8. Provide the City with electronic versions ofthe final document that can readily be
downloaded and reproduced for use by City officials andthe general public.
SECTION 2.0 PROPOSAL PREPARATIONS:
2.1 EXAMINATION OF PROPOSAL DOCUMENTS:
By submitting a proposal, the proposer(s) represents that it has thoroughly
examined and become familiar with the work required under this RFP, and that it
is capable of performing quality work to achieve the City of Shakopee' s
objectives.
2.2 PROPOSAL QUESTIONS:
Questions or requests for clarification regarding 'this RFP must be put into
writing, and be received by the City of Shako pee no later that 5:00 p.m. CST,
December 21,2001. Inquiries received after this time and date will not be
accepted by the City.
Written correspondence should be addressed to R. Michael Leek atthe address on
the cover page of this document.
2.3 ADDENDA/MODIFICATIONS:
Any changes tothisRFP will be made by written addendum only, and will be
distributed to all recipients of the original RFP document.
Providers must include the following in proposals to be submitted to the City;
1. Statement of ability to comply with federal drug policy and NTD reporting
requirements, and to provide the City with monthly reports related to the above
that comply with formats used by the Metropolitan Council for said reporting.
2. Statement of assurance of the proposer's ability to have the City included as a
named-insured for purposes ofliability coverage.
3. Description ofthe proposer's current dispatch capabilities and/or capabilities that
would have to be developed to provide the service(s) offered by the proposer.
4. Description of the proposer's complaint handling and resolution procedures.
SCHEDULE:
(Date) - Disseminate RFP.
(Date) - Deadline for submitting proposal(s).
(Date) - Interviews with proposers.
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(Date) - Recommendation to City Council for award
of contract.
SECTION 3.0 PROPOSAL EVALUATION AND CONTRACT AWARD
SECTION 3.1 SELECTION PROCESS:
Proposals will be evaluated by a review committee. The review committee will interview
and select the best candidate(s) for the requested services. The review committee will be
provided with copies of all proposals received and will individually review and rank each
proposal according to criteria mentioned above. The City reserves the right to reject any
and all proposals and to waive minor irregularities. The City further reserves the right to
seek new proposals when such a procedure is reasonably in the best interest of the City to
do so.
SECTION 3.2 CHANGES IN REQUIREMENTS:
No oral interpretations will be made to any proposer as to the meaning of this solicitation
document. Any oral communication or interpretation made to a proposer is not binding
on the City of Shakopee.
Whenever the City may change, revise, increase, or otherwise modify the requirements of
the RFP, the City shall issue a written addendum to the RFP. In determining which
firms/entities to notify, the City shall consider the stage in the procurement process at
which the change occurs as follows:
A. Addenda will be sent to all firms/entities that have received the RFP.
B. lfthe deadline for receipt of proposals has passed, but proposals have not yet been
evaluated, addenda will be sent only to proposers responding to the RFP.
C. If proposals have been evaluated and rated, only those proposals rated as competitive
will be sent addenda.
D. If a change is so' substantial as to warrant substantial revision of the RFP, the City
may cancel the originafRFP, and issue a new one. The new RFP will be issued to all
firms originally solicited, and to any firms added to the original list. The City will
destroy original proposals.
SECTION 3.3 CHANGES, ERRORS AND OMISSIONS:
The City of Shakopee will not be responsible for any errors in a proposal. Proposers will
not be allowed to alter proposals after submission, except as specifically permitted herein.
Proposers are liable for all errors or omissions contained in their proposals. Unless
specifically noted as an "exception," deviations from the Scope of Work will not be
accepted, and the requirements of the RFP will prevail.
SECTION 3.4 PROPOSAL EVALUATIONS:
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The City will consider all the material submitted by Proposers and other evidence the
City may obtain to determine whether the proposer is capable and has a history of
successfully completing contracts ofthe type that would result from this RFP.
The following evaluation criteria is designed to allow the proposer to understand the
Primary areas to be considered in the evaluation, and to demonstrate the proposer's
ability, capacity and skills to perform the contract within the time specified.
I Project Management, Operations, and Administration (30%)
A. Proposed organizational and operational structure for this project,
including any subcontractors
B. Description of staff responsibilities for the project.
C. Demonstrated understanding of the required work and services.
D. Commitment to meet service quality and productivity standards designated
for the service.
E. Established and effective record keeping and accounting practices.
V. Qualifications (40%)
A. Experience and qualifications of key personnel
B. List of contracts, and scope of contracts held.
C. References from communities/entities served by the proposer(s).
D. Defaults on previous contracts.
VI Cost of Performing the Required Work (30%)
A. Whether the proposal is cost effective in relation to quantity and quality of
the service provided.
B. Whether the cost elements are realistic relative to completion of the plan
amendment and adoption process.
Proposers shall furnish acceptable evidence of their ability to perform, and the ability to
obtain the necessary personnel when requested by the City. Refusal to provide requested
information may cause the proposal to be deemed non-responsive.
Candidates will be given the opportunity to discuss in more detail their qualifications,
past experience with similar services, billing rates/procedures, reporting procedures.
SUBMISSION REQUIREMENTS:
1. Cover letter: project approach and commitment to work.
2. History of firm and references.
3. List of key personnel expected to work be responsible for the overseeing services
provided to the City, including resumes.
4. List and/or description of comparable services the proposer has provided.
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DEADLINE FOR SUBMITTING QUALIFICATION STATEMENTS:
(Date)
(Time)
Interviews will be arranged immediately following the deadline. Send information to:
R. Michael Leek
Community Development Director
City of Shako pee
129 S. Holmes Street
Shako pee, MN 55379
952.233.3800
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