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HomeMy WebLinkAboutQualifications & Proposals for Engineering Serviches st-i-kattcwkyi CITY OF OAK PARK HEIGHTS REQUEST FOR QUALIFICATIONS & PROPOSALS FOR ENGINEERING SERVICES Issued: August 20th, 2010 coo v4, `ncr�rr��s Icri4e v l TULE ti D>JI r bra 'P Fool - con/ ,,1 011614 S 4 � tsSn ^-D 191111 -5 Roa Qe eft sh.C-rhw • r‘-‘)voci-r1) 1,.. 14-10,4 r),410 Ff v 012,-z) -1 v—ettemP‘ ( 1 #0A, 0/tia q 14011", te 1r4 OPH-RFP for Engineering Services-2010 y4;/,�a f5 Page 1 of 9 `�'" Corrt 4 . City of Oak Park Heights 14168 Oak Park Blvd. N•Box 2007•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 August 18th, 2010 RE: Request for Proposals and Qualifications - Engineering Services To Whom It May Concern: At this time the City of Oak Park Heights is requesting proposals for engineering services. The City is seeking a firm that can provide services which will compliment our current organizational structure and build lasting relationships with Council Members, Staff, and Residents. I encourage you to submit a proposal per the enclosed guidelines. If you have any questions regarding the RFP process or guidelines, please contact me directly at 651- 439-4439: Thank you for your consideration of the City's engineering services RFP. Sincerely, Eric Johnson City Administrator -RFP for Engineering Services-2010 Page 2 of 9 I. APPLICATION NOTICE The City of Oak Park Heights is requesting proposals from interested engineering firms who are qualified to provide general engineering services for the City of Oak Park Heights, Minnesota. The selected firm will be designated as the City Engineer. As the City Engineer, the firm will be expected to play a proactive role in helping the City Council and City Staff plan for and make appropriate decisions regarding City infrastructure. The Engineer will also occasionally act as a project manager for infrastructure related projects. The City Council will review all applicants and shall select finalists for interviews. Length of appointment will be subject to ongoing review and evaluation by the City Council. II. SUBMITTAL REQUIREMENTS In order to ensure a fair review and selection process, firms submitting proposals are specifically required not to make contact with the City staff or Council members regarding these proposals. Questions or comments should be directed to the City Administrator. III. INSTRUCTIONS TO PROPOSERS A. All firms responding to this request shall submit a proposal to provide general engineering services. B. Eight (8) hard copies of the proposal should be submitted in person to the City Administrator not later than 4:00 pm, September 17th, 2010. Also provide a copy of the proposal on a CD in .PDF format—full color. C. Proposals submitted must provide complete information as indicated in this request. D. Proposers are prohibited from contacting any elected representatives of the City Council or Department Supervisory staff of the City regarding this proposal. Any and all inquiries shall be directed to the City Administrator. Failure to follow this guideline will be grounds for immediate disqualification. E. Proposals should be limited to 25 TOTAL pages. OPH-RFP for Engineering Services-2010 Page 3 of 9 IV. REQUIRED CONTENTS FOR PROPOSALS - Do not provide your firm's general literature, provide specific and tailored information to each question. A. Title Page Show the proposal subject, the name of the proposer's firm, address, telephone number, name of the contact person, and the date. B. Table of Contents Include a clear identification of the material by section and by page number. C. Identification and Qualifications of Firm and Assigned Personnel The ideal firm should have extensive experience in municipal engineering, including public water and sewer systems, planning and reviewing of construction projects (public and private), preparation of feasibility reports, construction inspection, preparation of assessment rolls, plat review, city park development and utility studies. The firm must also have experience in designing and using alternative engineering techniques (i.e. green design). The ideal firm will be a full-service firm. Specifically respond to each item: ft >: u TT►t I 1. The name of the SPECIFIC person who will be responsible for the general management and administration of engineering services with 5 5 . 5 the City together with a resume describing that person's experience and qualifications. 5 5 5 5 2. The names and resumes of the professional staff that will be I assigned to providing supporting engineering services to the City. 5 5 ,5 5 3. An organizational chart identifying team members and their areas of responsibility. 5 5 5 5 4. A statement committing the aforementioned staff to this proposal. 5. Background information concerning the firm, including the number of 20 ao -0 'a,0 years in business under this name and the number and breakdown of personnel in the proposing office. 40 tjo L OPH-RFP for Engineering Services-2010 Page 4 of 9 Del) it di se re .4 S IS F w tos p91r III ii 474 . 6. A statement from your firm's president or owner reviewing where the G firm is envisioned to be in five years in the Twin Cities market. Please `fm 's �D° include in this element any major hindrances towards achieving these co ,,,f-_ goals. ow* = ' 7. Provide specific and detailed information of your firms experience in );sv . 3 0 working with upper-level MNDOT departmental staff; what is the status/ nature of those relationships? Provide the names of those key {� 6,0•c— persons, their current role in your firm and their resumes. ►3o.{sho •�� h°�' 64. N R.e cr o-..l x 4�'^ a �, 8. Provide specific and detailed information of your firm's ability to 0. '' v access and have effective communications with upper-level MNDOT f v — .....0.....0 le rw•''i� ' .,Kstaff. i 9. Provide specific and detailed information of your firms history and OS p 2'C' ability to work with MNDOT staff on a State Trunk Highway project and its interrelationship with a local unit of government. NI A 10. Provide specific and detailed information about your firms experience P. 7a 04o r in executing major street reconstruction projects in a suburban w s�K setting, specifically for minor collector and arterial residential streets. 3o 30 3 0 �� °"s°�'�What staff would be assigned to the City should the decide to move Arm forward with a major street reconstruction project and what would be their role? Please provide information and a contact from another City of 7 where your firm sucessfully executed a similar project. - rt5 ' Rfsp 3�P j) 11. If your firm has been named as a defendant in any civil litigation y; • • ( eat !i> regarding engineering services in the past 5 years identify the case (-- # name, venue and result. If there are no such circumstances please / y a_ffirm_, t ay indirat that fact. t„„:111111 a, • Please describe how the firm intends to provide engineering services, 5 either on an hourly rate, or on a different basis. Define what type(s) of work considered to be extra or specialized work that would be billed in t addition to basic services. e(,, Provide the hourly rates (2010)for the designated City Engineer and all )associates and for any specialized services. d' LL . • Define the type and unit rates for reimbursement for expenses such as). — (s1""4- 5 mileage, reproduction of documents, faxed documents and word processing charges. OPH-RFP for Engineering Services-2010 Page 5 of 9 1 t. 6 W E. List of References and Potential Conflicts 5 5 5 5 1. A minimum of five references from public clients shall be provided. 5 2. References must include experience and positive working 55 relationships with representatives from Minnesota Department of Transportation (MnDOT), Metropolitan Council and Metropolitan Council Environmental Services, Minnesota Department of Health, watershed districts and other federal, state and local government jurisdictions. (Please provide not more than two reasonable paragraphs responding to each.) IV ID 1 0 3. All known potential conflicts of interest must be disclosed. 20 au 20 T _ V. GENERAL ENGINEERING SERVICES DESCRIPTION The City of Oak Park Heights is searching for a firm that will provide professional services for engineering. The general work elements within each category shall include, but are not limited to: A. General and Project Management • Takes direction from the City Council and its designated representative. • Assists in planning, coordinating, supervising and evaluating programs, plans, services, equipment and infrastructure. • Develops and recommends policies and procedures for effective operation of the City consistent with City policies and relevant laws, rules and regulations and ensures council actions are implemented. • Evaluates public works needs and formulates short and long range plans to meet needs in all areas of Public Works improvements, including streets, water, sewer, storm drainage, street lights, parks and buildings. • Assists in the implementation of all water resource functions, including implementation of the Wetland Conservation Act and Storm Water Management Plan, NPDES and MET COUNCIL requirements. • Provides engineering services on projects and oversees project management for the construction of municipal public works projects. • Reviews land use applications and construction plans for private developments for consistency with City adopted engineering specifications, City policies and relevant, laws, rules and regulations and ensures council actions are implemented. OPH-RFP for Engineering Services-2010 Page 6 of 9 • Ensures that costs and fees are charged back to specific development projects; works with the City Administrator to monitor charges and revenues associated with development projects. B. Construction Services • • Plan and review construction projects and specifications. • Monitor the construction process for compliance with codes, regulations, standards and with approved plans; assures financial accountability of private projects as they relate to escrows and letters of credit. Provide advice to the City during performance of construction projects, and shall give consideration and advice to the City during the performance of services. • Prepare and/or review construction plans. • Review bids and/or prepare bid tabulations. • Perform construction staking and surveying. C. Preparation of Engineering Reports and Technical Correspondence • Determine the need for preliminary studies, reviews all preliminary studies for compliance with ordinances, comprehensive plans, engineering standards and financial guidelines including: • Feasibility reports • Construction inspection • Creates assessment rolls • Plat review • Utility studies • Traffic studies/signalization/signage/forecasting • State aid reports • Surface water system analysis and design • Wetland delineation and mitigation • Capital Improvement Program studies • Prepare comments regarding reports, plans and studies of other agencies • Presents feasibility studies at public meetings D. City meetings (including but not limited to the following) • Participates in internal and external meetings involving engineering questions and issues. • Meets with developers and members of the public on proposed development projects in order to relate the processes and procedures involved with engineering and infrastructure development. Reviews development proposals for conformance with City standards. • Acts as City liaison and representative with other communities and county, state and federal agencies in areas of responsibility. OPH-RFP for Engineering Services-2010 Page 7 of 9 I • Attends City Council, Planning Commission, and other City meetings on an as needed basis. • Attends a weekly required staff meeting —typically Wednesday's 11:00 am. E. Response to Constituent Requests and Issues as Directed by Staff • Performs field inspections • Addresses constituent concerns personally and in writing • Makes public presentations • Provides recommendations to staff and City Council on numerous engineering related topics when directed. F. Other Items • Identify opportunities for non-traditional engineering techniques. • Work with other engineering firms as desired by the City on specific projects. • Update maps and utility records in coordination with our GIS technician. • Assist with funding solutions for infrastructure projects such as grant and loan programs. • Obtain proper approval and documentation from local, state and federal authorities prior to implementing projects. • Identifies grant opportunities and writes grant proposals as directed by City staff and City Council. • Preparation of the Comprehensive Water, Sewer and Stormwater Plans. VI. PROPOSAL EVALUATION AND APPOINTMENT A. The City intends to retain the engineering services of the proposer evaluated to be the best qualified to perform the work for the City, cost and other factors considered. The City Council and City staff shall screen all applications. The top candidates shall be selected for interviews. Qualifications for the top candidates will be verified and references will be checked. B. Based upon the evaluation of the applications, the City Council will review and select finalists who are judged to be the most responsive and responsible proposer for each service requested. Interviews shall be conducted by the Council on a date to be determined. The top firm will be chosen by the City Council for final approval at a future City Council meeting — late 2010. OPH-RFP for Engineering Services-2010 Page 8 of 9 __ I C. The City will not reimburse the proposer for any expenses incurred by the proposer including, but not limited to, expenses associated with the preparation and submission of the proposal, and attendance at interviews. D. The City reserves the right to reject any and all proposals or to request additional information from any and all proposers. E. The contract will require that the individual or engineering firm selected as City Engineer maintain general liability, automobile, worker's compensation and errors and omissions insurance. F. The contract will also contain provisions requiring the selected individual or firm to indemnify the City and provide that the City Engineer is an independent contractor serving at the will of the City Council. G. Other required provisions will include the City Council's right to terminate the agreement, at its sole discretion, upon the provision of notice. VII. RIGHT TO REJECT PROPOSALS Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in any contract between the City of Oak Park Heights and the firm selected. The City of Oak Park Heights reserves the right without prejudice to reject any and all proposals and at anytime without notice and without cause. OPH-RFP for Engineering Services-2010 Page 9 of 9 sSy • City of Oak Park Heights 14168 Oak Park Blvd. N•Box 2007•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 August 27th,2010 TO: Possible RFP Respondents—Engineering Services FROM: Eric Johnson, City Administrator RE: Clarifications #1 and #2 to RFP See the two Clarifications and Required response: Clarification#1: The RFP requires 25 pages, this is only to be ONE SIDED, not less than 3/4"margins, and not less than 10-point font for text. Limited graphical insertions are exempt from the 10-point font requirement; however these should not be an attempt to circumvent the font-size requirement. Clarification #2: The City does indicate that it desires to see resumes from key individuals. Up to five, single sided pages may be used for resumes or other employee information.No appendices or attachments are permitted for this or any other purpose.All submissions shall be tailored to the specific nature of the RFP. Do not: submit general resumes or require the City to view your website nor supply other generic corporate information. Requirement: YOU ARE REQUIRED TO RESPOND VIA EMAILTO eajohnson @cityofoakparkheights.com THAT THAT YOU HAVE RECEIVED THESE CLARIFICATIONS. FAILURE TO RESPOND TO THIS REQUEST WILL RESULT IN DISQUALIFICATION. A ': City of Oak Park Heights 14168 Oak Park Blvd. N•Box 2007•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 November 29,2010 ***REVISED DATE*** TO: Designated RFP Engineering Contact—via email only: • Bonestroo • Foth • WSB&Associates FROM: Eric Johnson,City Administrator RE: Engineering Services—Interview/Q&A At the October 12th,2010 City Council meeting,the City Council concluded that it would like to invite each Engineering firm to meet directly with the City Council for an Interview/Q&A session. Specifically,this is to commence at 5 pm on,December 14t,2010 in the City Council Chambers and will proceed in alphabetical order at the following times: Bonestroo: 5:15 pm Foth: 5:45 pm WSB &Associates: 6:15 pm In addition to the proposed direct City service representative, you are welcome to bring the personnel you feel are most advantageous to the discussion,however,please reflect on the RFP discussing near-term projects. No formal presentation is required. However,if you prefer to make one,please plan for it to be less than 10 un-interrupted minutes. Please let me know if you have any questions.