Loading...
HomeMy WebLinkAbout5.D.1. Consultant Selection Process for Engineering ServicesCITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Consultant Selection Process DATE: March 15, 2011 INTRODUCTION: The Engineering Department is submitting a final recommendation on the engineering consultant selection process for Council approval. BACKGROUND: In December, 2010 staff prepared the attached Statement of Qualifications (SOQ) for engineering consultant services in the City of Shakopee. Staff has not solicited SOQ's since 2003. A total of ten firms submitted SOQ's for consideration and are listed on Attachment No. 1. A Selection Committee that reviewed the SOQ's was comprised of Bruce Loney, City Engineer; Jeff Weyandt Assistant City Engineer; Joe Swentek, Project Engineer and Jeff Evans, Engineering Technician IV. The committee members reviewed all proposals and ranks the SOQ's in the areas being requested. The Consultant Services Areas consisted of two primary areas being as follows: General Municipal Engineering A. General Municipal Engineering including surveying B. Traffic Engineering and Transportation C. Surface Water Resources Engineering D. Sewer System II. Technical/Specialty Services A. GIS B. Land Surveying C. Public Works D. Geotechnical The main purpose of selecting consultants is to assist the Engineering Department in its needs such as surveying of public improvement projects, specialized engineering expertise such as stormwater management and traffic engineering, and project design when staff is unable to do the work or does not have the expertise. After reviewing the SOQ's, the Engineering Department and the Selection Committee selected the following three firms: 1. WSB & Associates, Inc. (WSB) 2. Bolton & Menk, Inc. (BMI) 3. Short, Elliot, Hendrickson, Inc. (SEH) WSB & Associates, Inc. WSB is a firm that specializes in municipal engineering and is particularly strong in design, surface water, GIS, sanitary sewer, right -of -way acquisition and surveying. WSB has been with the City since 1996 and has performed well over the years and would be considered the primary consultant. Bolton & Menk, Inc. BMI has a main office in Mankato with branch offices in Chaska and Burnsville. Their proposal is the utilize staff members from both offices to serve Shakopee's municipal engineering needs. Recently, BMI has been the lead designer for C.R. 101 and part of the design team for C.R. 69 improvements. Their strength is very similar to WSB and they are the City Engineer for several smaller Cities in the Minnesota River area. BMI does work for the Cities of Prior Lake and Jordan and the Shakopee Mdewankanton Sioux Community (SMSC). Short, Elliott, Hendrickson, Inc. (SEH) SEH is a large multi - disciplined firm with several branch offices. The Minnetonka office would be the office serving the City of Shakopee. Staff sees SEH's strength in Public Works assistance, street lighting as well as municipal engineering. In review of the other SOQ's, staff did see strengths and expertise in firms that might be utilized in the future. For instance, Wenck Associates, Inc. are strong in environmental projects and surface water having worked for both the Lower Minnesota River Watershed District and the Prior Lake -Spring Lake Watershed District. Both TKDA and SRF have experience in working with railroads and "no whistle" zones that the City may be interested in the future. Staff is recommending three firms for the municipal engineering pool for its general municipal engineering needs, however, the City can work outside the pool depending on the expertise needed for a particular project. Finally, staff had three firms submit for geotechnical engineering services (material testing firms) as follows: 1. Stork Twin City Testing Corporation 2. ITCO Allied Engineering Co. 3. American Engineering Testing, Inc. Staff would recommend retaining all three geotechnical firms for possible work in the City of Shakopee. ALTERNATIVES: 1. Approve a motion to prequalify the consulting firms of WSB & Associates, Inc.; Short, Elliott, Hendrickson, Inc.; and Bolton & Menk, Inc. and direct the City Attorney to prepare contracts for general engineering services with these three consultants for a four -year period. 2. Do not approve a motion accepting staff's recommendation for consultants and provide direction to staff. 3. Table for additional information. RECOMMENDATION: For the City of Shakopee's Engineering Department and their engineering needs, the Engineering Department is recommending the firms of WSB & Associates, Inc.; Short, Elliott, Hendrickson, Inc.; and Bolton & Menk, Inc. be prequalified to work in the City of Shakopee for a four -year period. ACTION REQUESTED: Approve a motion accepting the Selection Committee's recommendation and to prequalify the firms of WSB & Associates, Inc.; Short, Elliott, Hendrickson, Inc.; and Bolton & Menk, Inc. for work in the City of Shakopee for a four -year period and authorize the City Attorney to prepare contacts for general municipal work in the City of Shakopee. ENGR/ 2011 - PROJECTS - CONSULTANT - SELECTION /APPROVE - SELECTION - CONSULTANTS Bruce Lone .E. Public Works Director ATTACHMENT NO. 1 CONSULTANTS SOLICITED WSB & Associates, Inc. (WSB) Bonestroo Foth Infrastructure on Environment Kimley - Horn and Assoc., Inc. Toltz, King, Duval, Anderson & Assoc., Inc. (TKDA) Short Elliott Hendrickson, Inc. (SEH) Bolton & Menk, Inc. (BMI) SRF Consulting Group, Inc. Wenck Associates, Inc. Stonebrook Engineering, Inc. 2011 - PROJECTS /CONSLUTANT- SELECTION /CONSULTANTS- SOLICITED ENGINEERING CONSULTANT SERVICES REQUEST FOR STATEMENT OF QUALIFICATIONS SHAKOPEE COMMUNIPYPRIDE SINCE 1857 CITY OF SHAKOPEE DECEMBER, 2010 ENGINEERING CONSULTANT SERVICES REQUEST FOR STATEMENT OF QUALIFICATIONS TABLE OF CONTENTS I. INTRODUCTION 3 II. STATEMENT INSTRUCTIONS 4 III. STATEMENT OF QUALIFICATIONS CONTENT 4 IV. CONSULTANT SERVICE AREA 5 V. STATEMENT EVALUATION AND CONTRACT AWARD 8 VI. CONSULTANT SERVICES PERFORMANCE REVIEW 9 VII. CONTRACT EXECUTION 10 VIII. CITY INFORMATION 11 2 I. INTRODUCTION This request for STATEMENTS OF QUALIFICATIONS (SOQ) has been prepared by the City of Shakopee in order to retain the services of professional consulting firms to provide municipal engineering services for the City. The City desires to establish various categories of services to which professional consulting firms will be assigned. The City of Shakopee does have an engineering department that performs plan reviews of subdivisions, plan designs of public improvement projects and construction inspection of private and public improvement projects as well as right of way management and water resources management. The City of Shakopee intends to retain up to three firms for General Municipal Engineering Services with one primary consultant and one to two secondary consultants if deemed necessary. The City of Shakopee may choose to qualify other firms as deemed necessary for the Technical /Specialty Services described in Section IV. It should be noted that firms are eligible to be retained in as many of the areas as they are qualified for. The municipal engineering services desired include all the planning, engineering, and support activities necessary to implement various public improvements. The services may include but are not limited to: • Comprehensive system/facility plans and studies • Preliminary engineering feasibility reports • Applications for various funding programs • Environmental worksheets • Design, construction and legal boundary surveys • Detailed design and plan preparation • Technical specifications • Estimates and construction contract documents • Competitive bid solicitation and evaluation • Construction engineering, inspection and observation services • Contract management • The preparation of record plans and fmal contract close -out reports • Traffic Engineering Analysis • Stormwater Analysis • Sanitary Sewer System Analysis • Miscellaneous specialty /technical services identified herein Selection and future work assignments will take into consideration the workload, expertise and past performance of proposing consulting firms or any of its representatives. 3 II. STATEMENT INSTRUCTIONS A. All responses, questions and correspondence should be directed to: Bruce Loney Public Works Director City of Shakopee 129 S. Holmes Street Shakopee, MN 55379 (952) 233-3800 NOTE: All statements must be received at City Hall no later than 4:30 p.m., January 14, 2011. III. STATEMENT OF QUALIFICATIONS CONTENT A. Cover Letter /Title Page Include an explanation of the SOQ, the name of the firm, local address, telephone and fax number, name of the contact person, and the date. B. Table of Contents Include a clear identification of the material by section and page number. C. Consultant Profile 1. Please include the areas of general services and/or technical expertise proposed to be provided directly by the firm. 2. Identify the basis of the firm's interest for each of the specialty categories for which the firm wishes to be considered. 3. Include qualifications of the firm as it relates to services to be provided. This includes descriptions of completed projects specifically related to that technical service area. D. Resumes 1. Include the qualifications and resumes of the professional staff that will be routinely assigned to various City projects. 2. Include the name(s), experience, and qualifications of person(s) that will be routinely responsible for the management and administration of a contract with the City. 3. Identify the long -term availability of the identified staff. E. References 1. Please include a list of municipal clients where related services were provided by staff identified above. 2. Include a list of previous professional services provided to the City of Shakopee and client representatives. 3. Include a list of previous or current services provided to the City of Shakopee and client representatives. 4. Include a list of private clients (if any) for whom work has been or is being performed within the City of Shakopee, the type of project, the 4 specific activities performed, and the name of a person who may be contacted at the client. F. Fees 1. Please include a fee schedule for 2011 including hourly rates, specialty rates, multipliers, percentages, etc., for the various classifications of personnel proposed to provide services under a contract with the City. Identify what services are excluded from these hourly rates (i.e., mileage, reimbursables, etc.). 2. Specifically state the firm's preferred method of calculating fees for different types of services provided. For example, if submitting for surveying, state how your company charges for this service. G. Quantity Please submit 6 copies of the Statement of Qualifications (SOQ). IV. CONSULTANT SERVICE AREAS There are two (2) primary area of consultant services anticipated. I. General Municipal Engineering A. General Municipal Engineering, including surveying B. Traffic Engineering and Transportation C. Surface Water Resources Engineering D. Sewer System II. Technical/Specialty Services A. GIS B. Land Surveying C. Public Works D. Geotechnical I. General Municipal Engineering A. General Municipal Engineering Summary of Services: Provide technical engineering expertise in the preparation and development of site specific and/or comprehensive system plans; prepare special studies, feasibility reports and detailed plans and specifications for specific improvement projects; provide the necessary professional and technical manpower to supervise and manage improvement contracts and provide technical assistance to the City's professional staff as required. 5 1. Planning • Prepare, review, update and revise comprehensive sanitary sewer, surface water and transportation plans for the City of Shakopee. • Advise staff and Council of estimated costs, alternative financing methods and recommended schedules of needed capital improvements to implement provisions of the comprehensive plans. 2. Design of Municipal Projects • Prepare preliminary engineering and feasibility reports for proposed public improvement projects. • Perform topographic surveying for design purposes. • Prepare detailed plans, specifications and technical drawings necessary for the construction of public improvements. • Conduct public hearings and assist with necessary neighborhood meetings. • Determine and provide legal descriptions and assist in the acquisition of necessary easements. • Advertise and evaluate bids. • Conduct pre - construction meetings and coordinate with other utility companies, contractors, governmental agencies, etc., to ensure the proper scheduling, permit applications and general supervision of public and private improvement contracts. • Perform construction staking and location surveying. • Perform inspection and construction observation services to ensure compliance with City standards and approved plans and specifications. • Document the type and location of public improvement installations and prepare accurate record plans reflecting all changes or modification. • Prepare contract Close -Out Reports and perform the testing and inspections necessary to recommend acceptance to staff and the City Council. • Provide overall contract/project management acting on behalf of and as an agent for the City. • Assists the City staff in determining the proper and equitable assessment rates to properly finance public improvement projects. • Provide cost breakdown of all related project costs to allow City staff to prepare a detail assessment allocation. 3. Miscellaneous Municipal Engineering Management Tasks • Review, evaluate and submit suggested revisions to existing fee schedules and assessment policies, utility user rates, public improvement financing surcharges, and general financing of public improvement projects. • Provide technical assistance and representation for the Municipal State Aid street programs. • Assist in maintaining and updating City utility and street index maps. • Provide necessary information as requested by staff in preparation of annual reports, budgets, bond obligation finance statements, etc. • Perform other related duties as requested in writing by the City Council or authorized staff. B. Traffic Engineering and Transportation Planning • Traffic forecasting • Traffic impact studies /mitigation analysis • Review of Traffic Impact Studies prepared by developers • Signal/ justification reports • Circular /site plan layout and analysis • Traffic Signals /Signage Studies • Speed Zone Studies C. Surface Water Resources Engineering • Compliance review with Stormwater Management Plan • Hydrologic analysis/Hydraulic design • Review of Storm Water Management Plans development • Water quality Studies /monitoring • Erosion control • Wetland delineation and mitigation analysis D. Sewer System • Lift station analysis and design • Comprehensive sewer system planning • Sewer maintenance and replacement II. Technical Specialty Consultant Service These services are for consultants who are specialized in technical or limited areas of expertise for occasional specific work programs or on- going limited services relating to their area of particular expertise (public works, erosion inspection, etc.). A. Geographic Information Systems • Alternatives Investigation • Maintenance Support • Assists City staff in determining the proper applications of GIS /GPS Asset Management of the City B. Land Surveying • Subdivisions /plats 7 • Certificates of Survey • Easement descriptions • Lot corner (re)placement • Geographic Position System C. Public Works Professional Service • Street/sign management • Sanitary sewer /storm drainage management • Fleet management and vehicle maintenance • Park system maintenance • Right -of -Way Management D. Geotechnical • Soils Exploration and Reports • R -Value Determinations • Materials Testing • Density and Compaction Testing V. STATEMENT EVALUATION, FIRM SELECTION AND CONTRACT AWARDS A. Qualifications Based Selection (QBS): The City intends to select and award a contract to those firms evaluated to be best qualified and best suited to perform the work for the City with cost, compatibility and other performance factors also considered. The City intends to retain up to three firms for General Municipal Engineering, which includes transportation, surface water, sewer system and qualify other firms as deemed necessary for Technical/Specialty services as desired in Section IV. B. Review and Recommendation Process: Based upon review of the SOQ's, City staff will recommend to the Council firms that are proposed to be retained. C. Financial Liability Limitations: The City shall not be liable for any expenses incurred by the applicant including but not limited to expenses associated with the preparation of the statement, attendance at interviews, preparation of a cost statement or fmal contract negotiations. D. Rights of Review: The City of Shakopee reserves the right to reject any and all SOQ'S or to request additional information from all applicants. E. Qualification Evaluation: In evaluating whether a consultant is to be included in one of the categories, numerous factors shall be considered. Among those factors are the following: 1. An evaluation of the consultant's technical qualifications. 2. Work experience. 8 3. Available personnel. 4. Recommendations of past and existing clients. 5. Previous experience with the City of Shakopee. 6. Actual or potential conflict with other clients, including other governmental agencies, doing business with or in the City. 7. The ability of the firm to directly provide the necessary services without use of sub - contractors. 8. History of performing work outside of scope of contract prior to seeking written approval and subsequently seeking change orders. 9. Hourly fees. F. Selecting Criteria For Projects: For each project requiring consulting services, a municipal engineering consultant will be selected from the appropriate service area. The following criteria are used for considering a consultant: 1. The expertise and experience of both the firm and assigned personnel with projects or activities similar to the one under consideration. 2. The consultant's knowledge of particular equipment, methods, time frames and services required. 3. The consultant's ability to mobilize and make sufficient time, and appropriate personnel available to complete the project or activity within a specified time frame 4. The appropriateness and flexibility of the consultant's fee schedule in relationship to the industry, the City's desires and the scope of services to be provided. 5. The past performance of the consultant with regard to existing or previous projects or activities with the City. 6. The current workload of the consultant. VI. CONSULTANT SERVICES PERFORMANCE REVIEW The City intends to assist the successful firms in providing satisfactory services through periodic performance reviews. 9 VII. CONTRACT EXECUTION A. Negotiations and Contract Execution The City reserves the right to negotiate the final terms and conditions of the contract to be executed. Should the City and a consultant be unable to mutually agree upon the entire contract, the City reserves the right to discontinue negotiations, select another consultant or reject all of the statements. Upon completion of negotiations agreeable to the City and consultant, a contract shall be executed. Contracts will be for a minimum of four (4) years assuming satisfactory service delivery and or continuity of acceptable assigned personnel. B. Contracting Ethics 1. No elected official or employee of the City who exercises any responsibilities in the review, approval or implementation of the proposal or contract shall participate in any decision, which affects his or her direct or indirect financial interest. 2. It is a breach of ethical standards for any person to offer, give, or agree to give any City employee or Council person, or for any City employee or Council person to solicit, demand, accept, or agree to accept from another person or firm, a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group or corporate desire to obtain special, preferential, or move favorable treatment than is normally accorded to the general public. 3. The firm shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City. 4. To remove any potential or actual conflict of interest, a Regular or Specialty consultant representing any private party client submitting a project or activity to the City shall not represent or review the project or activity on behalf of the City. 5. This firm shall not accept any private client or project which, by nature, places it in ethical conflict during its representation of the City of Shakopee. 10 VIII. CITY INFORMATION A. City Organization The City of Shakopee was incorporated in 1857 and reincorporated in 1870 as a statutory Plan A City. It has a Council- Administrator form of government. The City provides a full array of municipal services and general administrative functions. 1. City Council B. City Statistics 1. Population The Shakopee City Council is the final review and approval authority regarding all contracts, payments, plans, improvements, policies, procedures and other business of the City. The City Council, composed of four members and the Mayor, is the legislative and policy making body of the City. The Mayor, who presides over the City Council meetings, is elected for a two year term and all Council members are elected at large for four -year terms. Set forth on the following table is certain information pertaining to the City Council. 2. City Administrator The City Administrator reviews and coordinates all matters coming before the City Council. He is responsible for the implementation of Council direction and coordination and management of City departments on a daily basis. Mark McNeill is the current City Administrator 3. City Staff The City Administrator implements Council directions through the Department Heads of City departments. For purposes of this proposal, the primary department shall be Public Works. However, other Department Heads shall act as the project manager and principal liaison to the consultants for projects /work orders initiated by the specific department. a. Public Works Department This Department consists of 32 employees within (4) divisions as shown by the organizational chart attached. (2011 proposed year end.) 11 2. Infrastructure ENGR/ 2010- CORRESPONDENCE/ENGR- REQUEST - QUALIFICATIONS The City of Shakopee is a maturing suburban community of 34 square miles that has increased its population as shown by the following census figures: 1980 9,941 1990 11,739 2000 20,562 2003 23,000 2010 34,000 (Estimated) The City is responsible for maintaining approximately 150 miles of streets, 130 miles of sanitary sewer (3 lift stations) and 85 miles of storm sewer (1 lift station). There are two lakes, several ponds, and/or wetlands interconnected through a complex storm drainage system draining to the Minnesota River. Municipal water service is provided by Shakopee Public Utilities which is a separate independent agency. 3. Comprehensive Plans The City has accommodated its growth through periodic updates of the following master plans showing the date of latest revision: • Comprehensive Sewer Policy plan (2009) • Stormwater Management Plan (2009) • Storm Water Utility Policy (1985) • Comprehensive Transportation Study (2009) • Comprehensive Land Use Guide (2009) 4. 5 -Year Capital Improvement Program (CIP) The City Council has adopted a 5 -Year C11-'15) CIP with the following major components: • Streets (Local & County, State Aid Routes, new & reconstructs, overlays, seal coating) • Utilities (sanitary & storm drainage projects) • Various park asset replacement projects • County projects 12 Proposed 2011 Department Structure Engineering / Public Works Public Works DlrectorfCfty Engineer Assistont City Engineer Cngineering Intern( Project Engineer Engineering Secretor Maintenance Supervisor Pork & Public Grounds Park Maintenance Operotors (7) — includes 1 Lead Public Works Technician Public Works Superintendent Maintenance Supervisor street. Sanitary & Storm Street, Sanitary & Storm Maintenance Operator 1. ) Includes 2 Leads Public Works Secretary Mechanics (2) — Includes 1 Leod Mechanic Approntioo flow PI in Tree Removal and Ranting 111EQUIPMENT MAINTENANCE Street Police SPUC Administration Capital Equipment List Athletic Fields Skating/Hockey Rinks Trails CITY OF SHAKOPEE PUBLIC WORKS 4* ENGINEERING Cleaning/flush Televising Manhole Rehabilitation Maintenance Cleaning Catch Basins Emergency Water Quality er Backups Pond Mint. Upper Valley Drainageway Maintenance Storm Sewer Repairs PUBLIC 'Ram= Feasibility Reports Project Design Construction Administration Ass sements Capital provements Program PRIVATE PROJECTS Plat Review Inspection of Improvements Building Permit Review Grading & Erosion Ran Review C.U.P. Review ENGINEERING MANAGEIIENT Create & Update City Maps Traffic Safety Review Committee Transportation Street & Alley Maintenance Street Signs Pavement Preservation Striping of Crosswalks Parking Lots & Sidewalks PUBLIC WORKS Building Maintenance & Repair ark Impravment I.E. Playground Equipment, Grading, Seeding Sewermain Repairs GIS / AMS ENGINEERING