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HomeMy WebLinkAbout5.C.1. Approve Request for Proposal for Design of CSAH 17 and Vierling Drive and for CSAH 17 at TH 169 North Ramp . c . I. CITY OF SHAKOPEE � Memorandum � ; ,�.�;��y � � :�3 iT� �i � - s �ID. TO: Mayor & City Council � ������ � Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Request for Proposal (RFP) for CSAH 17 and Vierling Drive and CSAH 17 at TH 169 North Ramp Intersection Improvement Project DATE: December 6, 2011 INTRODUCTION: Atta.ched is a Request for Proposal(RFP) for the CSAH 17 and Vierling Drive and CSAH 17 and TH 169 North Ramp Intersection Improvement Project for Council review and approval. BACKGROUND: The City of Shakopee, with the assistance of Scott County, applied for and was selected for a Federal Highway Safety Improvement Project (HSIP) grant in the amount of $1,080,000.00. • This project was discussed at the I�Fovember 15, 2011 meeting for Council approval to proceed or not. The City Council elected to proceed with the project with the County participating at 50% of the right-of-way, local construction match and engineering. Staff has met with County staff and they have verbally agreed to participate at this level and will revise their 2012-2021 Transportation Improvements Plan (TIP). With this project, the City of Sha.kopee will be the lead agency and entering into a Cooperative Agreement with the County for plan approval and cost participation. The attached RFP has been reviewed by County and City staff and is ready for Council approval in order to send to the consultants for their proposal. RFP's would be sent to the following firms: • WSB & Associates, Inc. • Bolton & Menk, Inc. � Short, Elliott, Hendrickson, Ina • SRF Consulting Group The first three consultants are in the City's pool and are capable of designing this project. Also, SEH did the CSAH 17 Corridor Study. SRF Consulting Group is currently doing the TH 169 and CR 69 Interchange Study and did the design on the recently completed CR 42 and CR 17 Interchange Project. As mentioned previously, design work needs to start in 2012 in order to obtain right-of-way in 2013, and then obtain final plan approval before a March 31, 2014 deadline. It is anticipated that this project would be constructed in 2014. ALTERNATIVES: 1. Approve the attached Request for Proposal for the CSAH 17 and Vierling Drive and CSAH 17 and TH 169 North Ramp Intersection Improvement Project and direct staff to solicit proposals. 2. Approve the attached Request for Proposal, as modified by City Council. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1, in order for this project to proceed. ACTION REOUESTED: -Approve the attached Request for Proposal for the CSAH 1'� and Vierling Drive� and CSAH 17 • and TH 169 North Ramp Intersection Improvement Project and direct staff to solicit proposals. ruce Loney, P. . Public Works Director ENGR/201 IPROJECTS/ VIERLING-CSAHI7-IIVTERSECTION/RFP-APPROV AL CITY OF SHAKOPEE REQUEST FOR PROPOSAL Right of Way Acyuisition, Preliminary and Detail Design of CSAH 17 and Vierling Drive and CSAH 17 at TH 169 North Ramp PROJECT BACKGROUND: Detail Design Scove and Tasks: The City of Shakopee has submitted and obtained a Highway Safety Improvement Project grant of Federal Funds for the improvements at the intersection of Vierling Drive and County State Aid Highway (CSAH) 17 and the intersection of CSAH 17 at Trunk Highway (TH) 169 north ramp. This application was completed with the support of Scott County and was a recommendation from the CSAH 17 corridor study. CSAH 17, north of TH 169, is currently designated as an A-Minor Arterial Expander and is planned to remain as such. CSAH 17, south of TH 169, is planned to be a future Principal Arterial. Intersection improvements will include a signal analysis for both intersections and pavement restoration/rehabilitation of Vierling Drive east and west of the intersection with CSAH 17. Coordination of this project includes Scott County, Mn/DOT (TH 169) and Mn/DOT State Aid. , The Federal Funds for construction cost 'only is $1,101,600.00 and is for 90% of the estimated construction costs. ' ' Summarv of Work Tasks: The City of Shakopee is inviting proposals from qualified consuitants to assist in the development of a complete turnkey project including preliminary layout for City Council approval, right of way acquisition and subsequently deta.il plans and contract documents for approval and contract letting. The project tasks also include the design of this section of roadway and intersections to include an additional left turn lane at the CSAH 17 and Vierling Drive intersection and an additional lane on the north TH 169 ramp to CSAH 17. (A concept drawing of the CSAH 17 improvements is shown as Figure No. 2 in the Appendix) Analysis of the CSAH 17 and Vierling Drive intersection and the CSAH 17 and TH 169 north ramp intersection will be needed to meet Mn/DOT Intersection Control Evaluation (ICE). Pavement rehabilitation of Vierling Drive east and west of CSAH 17 needs to be included in the design and the approximate limits are shown on Figure No. 3 in the Appendix. Figure No. 1 is the general Iocation map of the project. Roadway improvements must be designed to meet Scott County Standaxds and guidelines and State Aid Standaxds suitable for an A-Minor Arterial and freeway ramp. Proposer must outline ta.sks to be completed and costs within the proposal with the cost of each task in a sepaxate envelope. The successful team will possess experience in modern highway design practice proven with projects constructed that are representative of the subject lughway segment. The Scope of Services includes development and preparation of the preliminary layout for this segment o£ CSAH 17. Tasks include (1) Prepare the preliminary layout, (2) Prepare project memo, (3) Right of Way acquisition including construction limits, title reports, parcel sketches, appraisals, appraisal review, tendering offers/negotiations, condemnation assistance and R/W Plats to meet Scott County Standards, (4) Obtain all necessaxy pernuts, (5) Obtain all necessary Sta.te Aid approvals, (6) Prepare final construction plans, bridge plans, special provisions, construction cost estimates and bidding documents for the construction of the project, (7) Traffic information needed for design and project memorandum, (8) Intersection Control Evaluation for Vierling Drive & CSAH 17 to include a roundabout alternative analysis. The plans and specifications need to also include the design of sidewalks, trails, pedestrian amenities, landscape, lighting and any other design elements required to meet MN/DOT Sta.te Aid Standards. A timeline of performance completing tasks to meet the sunset date of March 31. 2014 needs to be done and submitted. The Citv is plannin� for a 2014 construction of the rp oject• The successful consultant will document with drawing mark-ups and written comrnents the proposed refinements and optimization of the preliminary design given the location context. The � proposal for services will� include a work program that indicates the assumed number - of design � alternatives needed and the level of effort in hours and skills required in delivering a complete preliminary design to the County. Proposers should plan on at least one (1) open house and two (2) neighborhood meetings for the project. Proposers are to list the cost per meeting. The proposal wi11 identify the individual who will take responsibility for the design and design changes including that person's experience profile. The proposed budget for level of effort will document hours required for design review of the preliminary and detailed design, project management, meetings, field review of the site conditions, etc. Insurance requirements for all proposers are listed in Appendix A. WORK TASK DESCRIPTIONS: Task 1 Project Management 1.1 Administration Admiiustration of the project will include: (1) Monthly progress reports, (2) A project log that documents decisions and discussions of issues affecting the project design, right of way, permits and approval or schedule, (3) Invoicing, (4) Cost and schedule updates, (5) Billing preparation, (6) Other non-technical work, (7) Communication with the necessary project personnel and (8) All other work to ensure a1i the project tasks are completed on time, within budget and in accordance with state and federal laws, rules and regulations. Progress reports, project log updates and invoices will be submitted on a monthly basis. The progress report will show the progress for the month and the progress to date for each task. 1.2 Gene�al Coordinatinn General coordination of the project will include scheduling monthly project management team meetings, agency coordination meetings, public open house meetings, utility meetings and any other meetings as required. 1.3 Quality Assurance and Quality Control Functions (QA/QC) The consultant will perform QA/QC functions throughout the project duration to ensure delivery of a quality product in a timely manner. Consistency in project management for this project is paramount. No changes in project management personnel will be made without a written notice to the City requesting a change and the reason for the request, Task 2 Public and Agency Involvement Public and agency involvement axe important factors in the success of this project. Information will.need to be presented and agency coordi�ation will be neede� to move the project forward. . � There are primarily seven (7) meeting types that wi11 need to be conducted as part of this study. Specific details are provided under each meeting type. 2.1 PMT and Design Specific Meetings The consultant will hold an initial lcick-off ineeting to confirm the basic project objectives solidify a work plan and obtain consensus on project requirements. The consultant will schedule, prepare for, attend and provide meeting minutes for the project management team (PMTI. The PMT will meet on a regular basis to discuss design, permit, and agency related issues to the project. A typical schedule would consist of a PMT meeting rnonthly with specific design issu�s being a��xessed by discussions with the City project manager or with meetings as needed between PMT meetings. T'he Consultant has discretion in holding these meetings and should estimated the total number and provide for the cost of them in the proposal. 2.2 Project Mailings The City of Shakopee will be responsible for preparing, printing and mailing notices for all public meetings. Consultant will prepare draft brochure for mailing at least 6 weeks prior to the meeting or open house. City of Shakopee staff will edit the draft and mail out two (2) weeks prior to the meeting. 2.3 Public Open House Meetings The consultant will conduct one (1) open house meeting. The consultant will be responsible for preparing written and display materials to include general right of way information. The City will be responsible for arranging meeting locations. Following the meeting, the consultant will document and stunmarize any comments received for use by the agencies. The consultant will also prepare dxaft responses to written comments. The City of Shakopee and the County, as appropriate, will review comments and responses, and supplement responses as needed, as well as send responses to the property owners and other commenters. 2.4 City CounciUCounty Board Meetings The consultant will prepare presentations for and attend meetings with the City CounciUCounty Board as required by County and City staff. The presentations will include any changes or new developments related to the project. The City Engineer will make presenta.tions of technical aspects of the project, with assistance from the Consultant, as directed by City staff. The City Engineer and the County Project Manager will jointly determine, with assistance from the Consultant the type and content of City Council or County Board presenta.tions and the number to be held. For purposes of the proposal state a cost per meeting up to a total of three (3) meetings. 2.5 Agency Coordination The consultant will coordinate with federal, state, regional and local agencies as is ' needed to move the project forward. These meetings will be used to coordinate information relating to permits, approvals and other forms of consent beyond the PMT meetings. The consultant will need to prepare for, attend and take minutes at these meetings. It is anticipated that four (4) agency meetings may be needed. 2.6 Property Owner Meetings The selected consultant will need to schedule and attend the meetings with property owners and the City. The Consultant will coordinate the meetings with the property owners and develop agendas. It is anticipated that up to two (2) property owner meetings may be needed, proposer to list prica per meeting. The selected consultant shall prepare and deliver a written suimnary of each meeting with a property owner(s). 2.7 Utility Coordination Coordination with public utilities is critical to the success of this project. The selected consultant will arrange meetings with utility companies to ensure that the project can be constructed according to the schedule. The consultant will be responsible for identifying the appropriate utility companies, and to provide the companies with copies of the preliminary plans and copies of plans at the, 60 percent and 95 percent level. Final plans will also need to be submitted. The consultant will need to coordinate meetings with the utility companies at these key milestones. The consultant will be required to prepare for and attend the meetings. They will also take meeting minutes. It is anticipated that three (3) meetings maybe needed. 2.8 Project Web Site Maintain a consultant hosted project web page with a Iink to the City of Shakopee's Website and to the Scott County Highway Department's Website with project information. The websi�e for the project wi11 be updated as needed, with a maximum of nine (9) updates. 5how costs for establishrnent and maintenance of the website. Consultant to include the cost to host and maintain the website up to the commencement of the construction phase and provide a live link with the final version of the project development website to the City and County Construction website through the entire construction process. Task 3 Geotechnical Studies 3.1 Soil Borings Soil boring locations will need to be determined by field reconnaissance, soil survey information and staff input. Recommendations for locations should be prepaxed by the consultant with concurrence provided by the City. Soil borings will be required in the existing roadbed and either side of the existing roadbed to the limits of the proposed widened section (including traii and pond locations) and on Vierling Drive for pavement rehabilitation analysis. Boring logs shall be provided to the City. The logs should include inplace pavement depth (asphalt and aggregate), topsoil depth, water table, soundings, geologic origin, location and other pertinent documentation as needed. 3.2 Laboratory Testing Laboratory tests of soil borings will be compieted. Tests will include classification (sieve Analysis, density, moisture content, etc.), R-value tests such that assumed R values can be validated and any other additional tests needed to deternline the suitability of soils for _ construction. City to approv� the R-Value testing.plan prior to ordering of the tests. . 3.3 Engineering Analysis and Reports A final report will be prepared. That document will include, at a minimum: an , introduction outlining the process for selecting site locations, boring/sample collection and boring/sample analysis; maps of the locations where soil borings and samples were taken; results of the soil borings, pavement samples and topsoil samples; detailed layout outlining the limits of unsuitable foundation material; and recommendations for addressin� poor soil conditions. T�sk 4 Develop Preli�i��Y°y� I,ay��t The consultant is required to prepare a preliminary layout, for approval of the City and County, meeting all State Aid, Federal Aid and generally accepted design standards. The preliminaxy layout will be used as the template for the detail design. The scope of work will entail the following tasks: • Develop Preliminary layout and concept for CSAH 17 and Vierling Drive intersection and for the intersection of CSAH 17 and north TH 169 ramp • Prepare up to (3) intersection layouts • Design for acceptable vehicle movement and emergency vehicle access and design for safe pedestrian movements • Design a pavement rehabilitation plan for Vierling Drive • Design and prepare layout for a11 pavement markings � � • Develop profile grades and determine limits of construction and property impacts • Submit Geometric layouf to M�.�/Dot for approval • Identify any construction staging constraints • Suminarize the preliminary design review in a design brief describing the process and how the roadway segment design was developed • Perform a Signal Warrant ana.lysis to determine modification needs for the existing traffic signal 4.A Intersection Preliminary Analysis • Perform an Intersection Control Evaluation analysis to determine the best intersection control 4.1 Prepare Preliminary Drainage Design Based on the preliminary layout, the consultant will prepaxe preliminary drainage design. The preliminary drainage design should also include trunk storm sewer locationslsizing and storm water treatment pond locations/sizing, if necessary. Pond sizing and storm sewer design shall include drainage requirements needed to accommodate a possible future construction project consistent with the corridor study, for any area that would be most effectively handled in or near the limits of this project. The City and the County will review the preliminary drainage design and provide comments. Comments will be incorporated by the consultant and any subsequent changes will be incorporated into final design. J.2 Evaluate Potentiul Construction Staging/Detour plan. . . . 'The consultant will�identify and evaluafe potential construction staging or detour route � options. The consultant will present the most feasible options to the County/City for consideration. Based upon PMT input, a proposed construction staging plan/detour plan will be developed. Construction staging may include intersection and or road closure during construction. 4.3 Identify Right Of Way Needs Tclenti_fy �onst_ru�tio�l lim�.ts for �11 right c�f w�y r�q�i��c� f�_r th� p�'�je�t to i_x��lud�; 1. Permanent Right of Way 2. Temporary Easements 3. Drainage and Utility Easements and all other types of Easements including pond sites, if needed. 4. Incorporate right of way into the construction plans. Provide a color highlighted strip map of the project area overlaying proposed horizontal alignment over the existing ground line showing abutting parcels with boundaries and significant improvements, existing right of way and new right of way. 4.4 Prepare Preliminary Cost Estimate with Risk Factor to Construct the Project Task 5A Right of Way Acquisition 1. Develop Paxcel Sketches from existing conditions and construction limits identified on the preliminary plans for each parcel, which include, but axe not limited to, total parcel area, existing right of way area, gross parcel area, new right of way acquisition remaining parcel area, areas by type (permanent highway easement, permanent drainage and utility easement, temporary easements etc.), wetland areas, and overlapping any existing encumbrances. Consultant will use an unit of ineasurement on the parcel sketches that is customary for the type and size of the parcel. 2. Obtain Title Reports or similar from a title search meeting the Marketa.ble Title Act for each paxcel under Abstract title within the project limits for fee title and encumbrances of record including attachments of the most recent deed(s) of record. For each parcel under Registered (Torrens) Property within the project limits, Consultant will obtain and provide a copy of the current (Torrens) Certificate of Title. Consultant shall also complete f eld title report and update title reports as needed during the acquisition process up to and including support for condemnation proceedings. 3. Prepaxe Legal Descriptions and R/W Plats. Consultant will develop legal descriptions and R/W Plats, as appropriate, for the project as required to meet Scott County standaxds. 4. Obtain and certify appraisals and review appraisals for all parcels suitable for .County . BoardlCity Council authorization of JuSt Compensation in compliance with Uniform Act, . � USPAP, MN Chapters 8Zb & 117 and that meets the federal process requirements for a federal / MnDOT Right-of-Way audit. 5. Prepare offer letters, and present offers to property owners. Consultant to prepare offer letters and present to property owners after City of Shakopee Council has authorized the appraisals for just compensation. 6, Prepar� Clc�sing Documents, conduct ne�otiations with property owners in good faith. Consultant will conduct face to face negotiations with property owners whenever practicable in an effort t� reach a settlement on all parcels. Consultant •av�ll keep Cit;� of Shakopee's Project Manager informed of the status of each negotiation by providing contact reports and phone contact. 7. Conduct Closings and submit complete parcel files to Scott County Right of Way Project Manager. Consultant will schedule closings with all property owners that they have reached a direct purchase settlement with including all title curative documentation needed to obtain clear title for closing, such as lien waivers, mortgage releases subrogation agreements etc. 8. Identify parcels that will not be settled by direct purchase due to f nancial differences, clouds on title issues, etc.. Consultant will identify parcels and submit a recommendation to the City Project Manager that will require condemnation proceedings under the right of Eminent Domain. Also, Consultant will provide justification as to the reason condemnation proceedings are required'. Consultant will provide a report on negotiations and or title issues that require condemnation proceedings. Consultant will be ava.ilable to assist City of Shakopee Staff in the Eminent Domain process. 9. Prepaxation of Right of Way Certificate #1 and submit to MN/DOT State Aid. Consultan.t wi.11 prepare all documentation necessary and complete the Right of Way Certificate #1. 10. Consultant will prepare and deliver all parcel files. spreadsheets and documentation for a Right of Way Audit by MN/DOT as required under the federal process with federal funds encumbered to the project. All files will be turned over to Scott County in a format acceptable to the County. Scott County will provide the naming conventions to the selected consultant. 11. Provide a 3-ring notebook for each parcel or may consolidate, as appropriate, for multiple parcels under common ownership with information on all negotiated issues regarding timing, access, physical improvements such as signs, fences landscaping etc. for the field construction staff to refer to when dealing with property owners in the field once construction begins. Task 6 Environmental Documentation 6.1 Project Memorandum . A Pxoject Memorandum.will be required for �his project. It is ant�cipated that this project - will use Federal Funds. Consultant is required to perform all tasks necessary to prepare � and receive approval for the Project Memorandum including but not limited to; discussion of relationship to upcoming future projects on CSAH 17 arid the independent utility of this project as a safety improvement, phase 1 studies, archeological studies, wetland delineation, wildlife impacts, etc. Task 7 Final Design 7.1 Final Plans, Spec�cations and Estimates After completion of the review and commen�ts, and city council approval a� the preliminary design, the selected consultant will facilitate development of the detailed final design plans. Design tasks will include but are not limited to: • Final geornetric design for roadway layout • Intersection Control Evaluation • Pavement marking plans • Signing plans including regulatory, warning and information signs • Traffic Control and Constxuctian Sta.ging Plans • All pernuts needed to construct the project Approved, detailed construction plans for the project, including grading, paving, bridge, retaining wall, storm sewer, storm water management appurtenances, sanitary sewer and water main crossings, traffic control and staging, signal justification report, erosion and sediment control, storm water pollution prevention plan (SWPPP), signing and striping, trails, and all other information required to complete the plans for letting, including but not limited to, drainage maps and hydraulic report for the storm water system, pernuts and wetland permits. These documents must be sufficient to satisfy the requirements of the City of Shakopee and Scott County, and must be sufficient to ensure that the projects will be constructed in accordance with current State Aid, Federal Aid and Scott County Standards, City of Shakopee Standards and will include as a minimum the following information. • Title Sheet • General Layout • Statement of Estimated Quantities • Soils and Construction Notes • Earthwork Suzlmlary and Standard Plates • Typical Sections • Quantity Tabulations • Public Utility Tabzalations • Miscellaneous Details � Standard Plan Sheets • Construction Staging Plan • Traffic Control Plans • Alignment Plan and Tabulations • In-place Topography and Utility - • Right of Way Plans � ' ' ' • Removal Plans and Tabulations � Construction Plan Sheets • Intersection Details � Roadway Profile Sheets • Drainage Plans and Profiles • Temporary Erosion/Sediment Control Plans • Turf Establishment and Permanent Erosion /Sediment Control Plans • In-Place Drainage Tabulation • Pronosed Drainage Tabulation • Si lp and Striping Plan • Traffic Signal Plan • Detailed Cross-Sections Final plans will be provided in digital format, with �lie coordinates and elevations of all points needed by the County, in the County Coordinate System to stake the project for constxuction. This will be furnished on a CD to the City of Shakopee and the County. The consultant shall also provide all Excel files used for design and construction p1ans. Final plans, signed by the professional engineer shall also be provided in Adobe PDF format for use by the City for bidding purposes. Coordinates for all construction plans and details shall be also provided in Auto CADD format. All project files shall be delivered to the County upon fmal completion of the project. 7.2 Plan Submittals Sixty (60%) Percent Plan Preparation The consultant will develop plans to 60% completion. The plans at this stage will, at a minimum, include existing topography, and utility plans, profiles and alignment plans, intersection layouts, drainage plans, typical cross-sections, construction limits showing Right of Way and easements needed and preliminary utility relocations. All necessary plan sheets will be submitted to the county for review. Upon receipt of comments the plans will be revised accordingly. Ninety-five (95%) Percent Plan Preparation The consultant will develop a 95% complete plan set and supplemental specifications. At this point the plan set will contain a11 necessary data for construction and is a complete plan set less fmal agency comments. Final Design (100% percent complete) Tl�e consultant will incorporate final agency comments ar�d prepare a final signed original plan set and specifications. The final submitta.l will also include a complete set of design computations, quantity documentation and engineers estimate. Plans will also be provided in an Auto Cadd format for use in electronic bidding. 7.3 Develop Cost Estimates Prepare cost estimates at 60, 95 and 100 percent plan completions. Draft estimates will _ be reviewed by the County/City. Comments from drafts will be incorporated into final , � cost estimates. � � ' ' Project costs will be broken out identifying the funding source. The City/County will provide the selected consultant with a copy of the cost participation guidelines. This cost breakdown will not be on the Estimated Quantities Sheet but be provided to the City/County in spreadsheet format for the City/County to use in preparation of a Cooperative Agreement. 7.4 Specifications A complete Project Specifications package/Proposal shall be submitted both as a Microsoft Word file and a PDF file. The package shall include all materials that the County can use for bidding the project. The consultant will also prepare the advertisement for electronic bid proposal using the County's template. Task 8 Permits 8.1 Permit Applications Permit applications will be prepared and submitted for WCA, MN/DNR, COE, NPDES, IVIDH, Mn/DOT as needed. In addition a storm water management plan and pernut application will be developed and submitted for approval in conformance with agency, City and watershed (WMO and Watershed District) requirements. 8.2Wetlands Delineate wetlands and prepare wetland reports as required to support permit applications. Task 9 Construction Services 9.1 Construction Services Construction services, survey, inspection and project management hourly rates and personnel only. No estimated time. INFORMATION TO BE SUPPLIED BY CITY OF SHAKOPEE/SCOTT COUNTY: The City/County will supply the selected consultant with the following project information: • Site constraints (property, accesses, buildings, walkways, etc.) • Crash history (3 prior years) • Traffic flows and forecasts including percent trucks • Design vehicle • The existing posted speed and design speed • County topographic survey information (digital) showing edge of pavement, pavement . markings, property lines, utilities, fences/walls will be supplied from 2010 aerial mapping _ ' of the project axea--- ' ' ' ' • County profile information from Corridor Study • Desired cross-section (edge of pavement or face of curb to face of curb dimensions) of the mainline and approach roadways from the Corridor Study • Desired Project Schedule • Electronic Copy of the CSAH 17 Corridor Study The following tables demonstrate the key milestones in the project development process: 1. Award Contract �o Successful Consultant Feb , 2012 2. Complete Preliminary Design and right of August, 2012 way/TE limits 3. Com lete Pro'ect Memorandum October, 2012 4. Com lete Final Desi n October, 2013 S.MnDOT/FHWA review and a roval November, 2013 6. Com lete Ri ht Of Way Title&Possession November, 2013 7.Project Authorization December, 2012 8. Pro' ect Lettin February, 2014 PROPOSAL CONTENT: The proposal shall be limited to not more than fifteen (15) pages, not including cover letter, examples of work, graphical materials (maps, pictures(keep to a minimum), drawings) and personnel qualifications. The following will be considered minimum contents of the proposal and must be submitted in the order listed: 1. A statement of the objectives, goals and tasks to show the consultant's view and under///standing of the nature of the contract. 2. A description of the deliverables to be provided by the consultant. 3. An outline of the consultant's background and experience with examples of similar work done by the proposer and a list of personnel who will conduct the project, detailing their training, work experience and employee category. The project manager assigned to the project must be stated in the proposal and sha11 remain throughout the project, as long as he/she is still employed by the consultant. No change in other key personnel assigned to the project will be permitted without the written approval of the agency project manager. 4. A detailed work plan that will identify the major tasks to be accomplished and timeline for completion to be used as a scheduling and managing tool, as well as the basis for invoicing. 5. A detailed cost breakdown of the tasks to be performed with a detailed listing of the hours for � _ each employee category (e.g.; principals, senior engineers, technician�, etc.)_ per work task , identified and submitted in a separate sealed envelope. The consultant will show the hourly rate for each employee category and will also identify and list any direct expenses. The consultant will indicate any assumptions made (e.g., number of ineetings, number of drafts, etc.) and include this information with the cost proposal. Total dollar amounts for each work task and deliverable shall also be shown as we11 as total dollar cost for the entire project. 6. Proposals must be submitted electronicaily with a maximum size of lOMB and five (5) �Gyi2S �� �.JV 1 V1I J�llaTy 1J� G�J1G. The cost esti is cansidered to �e part of the � 5-page limit. Ccst estimates should include jab classification, rate, estimated number of hours, materials, equipment, and any subcontractors. CONTACT FOR QUESTIONS: Prospective responders who have any questions regarding this pxoposal may inquire via e-mail to the project manager on or before January 9, 2012, replies will be sent out by January 11, 2012. Bruce Loney, Public Works Director Project Manager City of Shakopee 500 Gorman Street Shakopee, MN 55379 Phone: 952-233-9361 Email: BLoney@ci.shakopee.mn.us In order to ensure a fair review and selection process, consultants submitting proposals are prohibited from contacting any County staff or County Board members regarding these proposals. All contact is to be through the Project Manager listed above. DELIVERY OF PROPOSALS: All proposals must be delivered via e-mail to: Bruce Loney, P.E. City of Shakopee 500 Gorman Street Shakopee, MN 55379 Email: BLoney@ci.shakopee.mn.us All proposals must be received by no later than 4:30 PM. (central time) on January 13, 2012. Late proposals will not be considered. All costs incurred in responding to this RFP will be borne by the responder. ' Only e-mail resporises will be considered. , ' ' . - . PROPOSAL EVALUATION: Representa.tives from Scott County and the City of Shakopee will evaluate all responses received by the deadline. In some instances, an interview may be a part of the evaluation process. The County/City will review the submitted proposals in five areas: 1) Understanding of the project objectives, 2j Qualifications/ experience of tne personnei working on the project, 3) �onsuliants approach to development of the project, 4) Work plan/schedule and 5) Cost. The City will select a consultant/team that best understands the project, has the best overall approach, can deliver the project in a timely manner, has quality personnel, and can deliver the job at a reasonable and realistic cost. Cost of Proposal shall be submitted in a sealed envelope. It is anticipated tha.t the evaluation and selection will be completed by the end of February 13, 2012 with a recommendation to the City Council of Shakopee on February 20, 2012. AGENCY NOT OBLIGATED TO COMPLETE PROJECT: This request for proposals does not obligate the agency to award a contract or complete the project, and the agency reserves the right to cancel the solicitation, or parts of the solicitation, to accept, or reject, any or all proposals, if it is considered to be in its best interest. IMPORTANT - The work required to complete the intention of this request includes, BUT IS LIKELY NOT LIMITED TO, the Description of Desired Engineering Services in this Request for Proposal. As the proposer, you shall include all work you know to be required to complete these services as intended, but which may have been overlooked in the drafting of this document. Such work shall be identified in the proposal. Once a consultant has been selected, a scope of work negotiated, and a contract executed, there will be NO consideration of requests for additional compensation unless a change of scope is specifically requested by the City of Shakopee during the design process. A CONTRACT WITH THE SUCCESSFUL CONSULTANT SHALL BE BASED ON TIME AND MATERIALS NOT TO EXCEED THE CONTRACTED AMOUNT. APPENDIX A SCOTT COUNTY INSURANCE REQUIREMENTS Provider shall not commence work under this contract until he has obtained at his own cost and expense all insurance required herein. All insurance coverage is subject to approval of the County and shall be maintained by the Provider until fmal completion of the work. WORKER'S COMPENSATION A. State: Minnesota - Statutory B. Employer's Liability with minimum limits of: Bodily Injury by Accident: $100,000 each Accident Bodily Injury by Disease: $100,000 each Employee Bodily Injury by Disease: $500,000 policy limit C. Benefits required by union labor contracts: As applicable In the event the Provider is a sole proprietor and has not elected to provide workers' compensation insurance, the Provider shall be required to execute and submit an a�davit of sole proprietorship in a form satisfactory to the County before entering into the contract. ' ' COMMERCIAL' GENERAL LIABILITY � � � Including Premises, Operations, Products, Completed Operations, Advertising and Personal Injury Liability, with the following minimum limits of liability: $2,000,000 Aggregate $2,000,000 Products & Completed Operations Aggregate $1,000,000 Personal Injury & Advertising Injury $1,000,000 Occurrence $ 100,000 Fire L�amage Limit $ 5,000 Medical Expense Policy should be written on an occurrence basis and include explosion, collapse and underground. PROFESSIONAL LIABILITY (MALPRACTICE) NOT NEEDED IF THERE IS A BOND $1,000,000 per Claimant $2,000,000 Aggregate per Year COMMERCIAL AUTO LIABILITY Automobile Liability should include Hired and Non-Owned, and the County should be named as an additional insured. Minimum limits of liability shall be: If split limits: $1,000,000 each person/$1,000,000 each occurrence for Bodily Injury $1,000,000 each occurrence for Property Damage If combined single limit: $1,000,000 per occurrence Proofoflnsurance Insurance certificates evidencing that the above insurance is in force with companies acceptable to the County and in the amounts required shall be submitted to the County for examination and approval prior to the execution of the contract, after which they shall be filed with the Gounty. The insurance certificate shall name the County and the City as additional insured's and specifically provide that a certificate shall not be materially changed, canceled or nonrenewal eacept upon sixty (60) days prior written notice to the County and City. Neither the County nor City's failure to require or insist upon certificates or other evidence of , insurance . showing a variance from the specified coverage changes the Contractors' responsibility to comply with the insurance specifications. ' � ' Stea Seven County Metro Area � Anoka � Wright `;� � 1 � Ramse Washington Hennepin y ... — — �li� °Q ��� �y ��� ��' �v , �/ r/ iiii/%n/ii r�" HI�� f ��������� � � Carver .� � �'�� , ' u� � �� % . 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