HomeMy WebLinkAbout3.c. City of Rosemount Consulting Pool UpdateG:\CONDAC\2016 Consulting Pool\Council Items\20160309 CWS Consulting Pool Update.docx
EXECUTIVE SUMMARY
City Council Work Session: March 9, 2016
AGENDA ITEM: City of Rosemount Consulting Pool
Update
AGENDA SECTION:
Updates
PREPARED BY: Patrick Wrase, PE, Director of Public
Works/City Engineer AGENDA NO. 3.c.
ATTACHMENTS: Posted SOQ Request, SOQ Cover
Letter APPROVED BY: ddj
RECOMMENDED ACTION: Discussion
BACKGROUND
Engineering Department staff has collaborated with the Cities of Lakeville, Apple Valley and Mendota
Height to develop a Request for Statements of Qualifications (SOQ) for engineering related professional
services. Each of the aforementioned cities posted their independent SOQ to their City websites on
Friday, February 19th.
With the development of the consulting pool, the city of Rosemount will have access to a variety of
engineering consultants within several specialty areas. The SOQ will develop a pool of pre-approved
consultants with services ranging from General Municipal through several specialty services including
Architectural, Electrical, Municipal Utility and Water Storage facility specific services. A complete listing
of the services being requested can be reviewed on the attached SOQ document.
Proposals from interested consultants are due to be presented to the City of Rosemount on March 31st,
2016. It is intended to then review and rank the proposals on the basis of qualifications by a city selection
team consisting of the City Engineer, Community Development Director, and Parks and Recreation
Director. Additionally, one or more Council members could be included on the selection team.
With the development of the Consulting Pool, city of Rosemount staff will have access to a range of
consultants with known qualifications and contracting terms which will allow for the more timely
development of professional services contracts. The intent of the SOQ is to develop a list of pre-
approved consultants that will be available for a five-year term and at the end of this term the SOQ
process will be repeated.
SUMMARY
Staff is updating the City Council on the status of the development of the City’s Consultant Pool. Upon
selection of the pool, the selected firms will be presented for approval at a future City Council meeting.
Individual professional services contracts derived from the pool members will be presented to the City
Council for contract approval.
INTRODUCTION
This request for STATEMENTS OF QUALIFICATIONS (SOQ) has been prepared by the City of
Rosemount 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 Rosemount intends to retain
up to three (3) firms for General Municipal Engineering Services and may choose to retain at
least one firm for each of the Technical/Specialty Services. 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
Development plan review
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 final contract close-out reports
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.
STATEMENT INSTRUCTIONS
All responses, questions and correspondence should be directed to:
Patrick Wrase PE, Public Works Director/City Engineer
City of Rosemount
2875 145th Street West
Rosemount, MN
(651) 322 2022
Email: patrick.wrase@ci.rosemount.mn.us
NOTE: All statements must be received at City Hall no later than 4:30 p.m., March 31, 2016.
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STATEMENT OF QUALIFICATIONS CONTENT
Cover Letter/ Title Page
Include an explanation of the SOQ, the name of the firm, local address, telephone, Web site
address, name of the contact person, and the date.
Table of Contents
Include a clear identification of the material by section and page number.
Consultant Profile
Include the areas of general services and/or technical expertise proposed to be
provided directly by the firm.
Identify the basis of the firm’s interest for each of the specialty categories for
which the firm wishes to be considered.
Include qualifications of the firm as it relates to services to be provided.
Resumes
Include the qualifications and resumes of the professional staff that will be
routinely assigned to various City projects.
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.
Identify the short and long-term availability of the aforementioned staff.
References
Please include a list of municipal clients where related services were provided by
staff identified in the resumes section of the SOQ, and the name and telephone
number of a person who may be contacted at that municipality.
Include a list of current municipal clients identifying projects in progress, the
specific activities being performed, and the name of a person who may be
contacted at the municipality.
Include a list of previous or current services provided to the City of Rosemount
and client representatives.
Include a list of private clients for whom work has been or is being performed
within the City of Rosemount, the type of project, the specific activities
performed, and the name of a person who may be contacted at the client.
Fees
Please include a fee schedule for 2016 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, etc.).
Specifically state the firm’s preferred method of calculating fees for different
types of services provided.
Quantity
Please submit 2 hard copies and 1 digital copy of the Statement of
Qualifications (SOQ).
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CATEGORIES OF CONSULTANTS
There are two (2) primary categories of consultant services anticipated.
General Municipal Engineering
Technical/Specialty Services
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, review
of private development plans, 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.
Planning
Prepare, review, update and revise comprehensive sanitary sewer, storm sewer,
water main, water quality, transportation and park systems’ plans for the City of
Rosemount.
Prepare site specific detailed Utility Service and Transportation planning studies
associated with new developments.
Advise staff and Council of estimated costs, alternative financing methods and
recommended schedules of needed capital improvements to implement
provisions of the comprehensive plans.
Review plans submitted in conjunction with private development projects.
Construction
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.
Advertise and evaluate bids.
Conduct public hearings and assist with necessary neighborhood meetings.
Determine and provide legal descriptions and assist in the acquisition of
necessary easements.
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 and other applicable agency (County, State Aid, Federal, etc.)
standards and approved plans and specifications.
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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.
Assessments
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.
Miscellaneous
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.
Technical Specialty Consultant Services
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 (soil testing, erosion inspection, etc.).
Architectural
Park shelter buildings
Utility operation structures (well houses, reservoirs, etc.)
Municipal buildings (expansions, remodeling, etc.)
Landscape Architecture
Outdoor Public space design
Park and Playground design
Trail Design
Streetscape Design
Communications
Radio
Telemetry
Alarms
SCADA
Fiber
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GIS
Asset Management
Mapping
Database Design
Software specification
Records Management/Retention
Electrical/Mechanical
Street lights
Energy management
Pump efficiency and rehabilitation
System rehab (MCCs, wiring, etc.)
SCADA
Solar
Land Surveying
Subdivisions/plats
Certificates of Survey
Easement descriptions
Lot corner (re)placement
Construction staking of City-design projects
Natural Resources/Water Resources
Water quality studies
Non-Degradation & Total Maximum Daily Load (TMDL) review
Monitoring
Hydrologic/hydraulic analysis
Erosion control
Lake restoration
Wetland delineation and mitigation analysis
Best Management Practices/ Low Impact Development techniques
MS4 permit application preparation and required inspection services
Soils and Materials
Construction density and material testing
Soil borings
Pavement structural analysis/testing
Structural
Reservoirs
Buildings
Retaining walls
Bridges
Tunnels
Communication Towers
Traffic/Transportation
Traffic impact/mitigation analysis
Intersection Control Evaluation (ICE)
Site plan layout and analysis
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Traffic Signal System Design
Transportation System Modeling
Multi-modal transportation design and analysis
Railroad Crossing improvement projects, Railroad coordination
Relocation/Benefit Analysis
Appraisals - Real Estate
Relocation Services
Special Inspections/Studies
Building
Municipal Utility System Services
Water Treatment Plant Facilities Studies
Water Treatment/Distribution System Operational Studies
Water Treatment Plant Design
Water Distribution System Hydraulic Modeling
Source Water Supply Engineering
Well field studies
Monitoring Wells
Well design, permitting, construction and pump tests
Groundwater Modeling
Water Storage Facility Design
Pumping/Lift Station Design and Rehabilitation
Sanitary Sewer System/Combined sewer system modeling
Sanitary Sewer System Engineering
I/I Evaluation
Rate Cost of Service Studies, Rate analysis and design
Water Storage Facility Specific Services
Water Storage Tank/Tower Inspections
Water Storage Tank/Tower Maintenance Project Design/Delivery/Coating
Inspections
Cellular Operator management services and inspections
STATEMENT EVALUATION, FIRM SELECTION AND CONTRACT AWARDS
Qualifications Based Selection (QBS): The City intends to select and award a contract to those
firms evaluated to be best qualified to perform the work for the City with cost, compatibility
and other performance factors also considered.
Review and Recommendation Process: Based upon review of the SOQ’s, City Staff will
recommend to the City Council the firms than are proposed to be retained. The City Council
will consider formal approval at a May or June, 2016 meeting.
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 final contract
negotiations.
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Rights of Review: The City of Rosemount reserves the right to reject any and all SOQ’s or to
request additional information from all applicants.
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:
An evaluation of the consultant’s technical qualifications, work experience and
available personnel.
Recommendations of past and existing clients.
Previous experience with the City of Rosemount.
Actual or potential conflict with other clients doing business with the City.
Selecting Criteria For Projects: For each project requiring consulting services, a municipal
engineering consultant will be considered from the proper category of consultants approved
by the City Council. The following criteria are used for considering a consultant:
The expertise and experience of both the firm and assigned personnel with
projects or activities similar to the one under consideration.
The consultant’s knowledge of particular equipment, methods, time frames and
services required.
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
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.
The past performance of the consultant with regard to existing or previous
projects or activities with the City.
The current workload of the consultant.
SCHEDULE
Schedule Date
SOQ Release 02/19/2016
Deadline for Questions 03/29/2016
SOQ Proposals Due to the City 03/31/2016
Interviews (if Applicable) TBD
Contract Awards (Tentative) May or June, 2016
The City reserves the right to modify this schedule at the City’s discretion.
Notification of changes in the response due date would be posted on the City
Web site or as otherwise stated herein.
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CONTRACT EXECUTION
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 five (5) years assuming satisfactory service
delivery and or continuity of acceptable assigned personnel.
Contracting Ethics
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.
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 more favorable treatment
than is normally accorded to the general public.
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.
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.
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 Rosemount.
The City requires affirmative action and, therefore, the firm selected shall not
discriminate under the contract against any person in accordance with federal,
state and local regulations.
Policy for Engaging Professional Consulting Services
SOQ and RFP Procedures
All consultants for various services will be selected in accordance with the
attached City Policy.
Affirmative Action
The City of Rosemount, Minnesota, has adopted a policy that it will not
discriminate in employment practices on the basis of race, color, creed, religion,
national origin, sex, age, marital status, public assistance status, veteran status,
handicap or disability; that it has agreed to take affirmative action to recruit
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minorities, women and handicapped persons into its employment; and that it
will transact business only with firms who have adopted similar non-
discriminatory and affirmative action policies.
In cases where a contract with the City of Rosemount will exceed $50,000 and
the number of full-time employees exceeds twenty (20) in the company making
a Proposal, in its Proposal the company must furnish the City of Rosemount
with documentation that shows the company has adopted a written affirmative
action policy.
Contracts that exceed $50,000 will not be awarded to companies of more than
twenty full-time employees, which fail to provide verification of an affirmative
action policy.
CITY INFORMATION
City Organization
The City of Rosemount was established as a municipal corporation in 1858 and incorporated in
1974 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.
City Council
The Rosemount 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, 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.
NAME TITLE TERM EXPIRES
William Droste Mayor 12/31/2018
Mark DeBettignies Councilmember 12/31/2018
Vanessa Demuth Councilmember 12/31/2016
Shaun Nelson Councilmember 12/31/2018
Jeff Weisensel Councilmember 12/31/2016
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.
City Staff
The City Administrator implements Council directions through the Department Heads of 7 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. The Public Works
Department consists of 24 employees within 6 divisions as shown by the attached
organizational chart.
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City Statistics
Population
The City of Rosemount is a growing suburban community of 36 square miles that has
increased its population as shown by the following census figures:
1970 = 4,034 2000 = 14,619
1980 = 5083 2010 = 21,874
1990 = 8,622 2015 = 23,244 (staff estimate)
Infrastructure
The City is responsible for maintaining approximately 110 miles of streets, 110 miles of
water main, 80 miles of sanitary sewer (9 lift stations) and 97 miles of storm sewer (7 lift
stations). There are approximately 240 lakes, ponds, and/or wetlands interconnected
through a complex storm drainage system. The City’s Water System (12.1 MGD) is
supplied by 8 deep wells and supplies 4 separate reservoirs (3.5 MG) and two pressure
zones. At the present time, an additional 1200 GPM well is under construction and plans
and bids have been received for a 1.5 MG ground storage reservoir. All utility operations
facilities are interconnected with a System Control and Data Acquisition (SCADA)
program.
Comprehensive Plans and Studies
The City has accommodated its growth through periodic updates of the following master
plans showing the date of latest revision:
Comprehensive Sanitary Sewer System Plan 2007
Comprehensive Water System Plan 2007
Comprehensive Wetland Management Plan 2013
Comprehensive Surface Water Management Plan 2007
Transportation Plan 2008
These documents are all available on the city website on the Public Works page
10-Year Capital Improvement Program (CIP)
The Rosemount City Council has approved of the 2016 CIP for funding within the 2016 City
Budget. As part of the long-range planning process, a 10-year CIP working plan has been
adopted for the years 2016 through 2025. More detailed information regarding the City’s
CIP can be found at: http://ci.rosemount.mn.us/cip
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February 17, 2016
RE: Statement of Qualifications
Dear Engineering Professionals:
The cities of Apple Valley, Lakeville, Mendota Heights and Rosemount have worked together to
coordinate the release of requests for Statements of Qualifications to retain the services of
professional consulting firms to provide municipal engineering services for each of our cities.
Each City has posted a copy of their requested Statement of Qualifications on our respective
websites. The requests are very similar, but have been tailored for the needs of each
community. The requests for Statements of Qualifications can be found at:
www.ci.apple-valley.mn.us/bids.aspx
www.lakevillemn.gov (under the “Request for Bids” link on the homepage)
www.mendota-heights.com
www.ci.rosemount.mn.us/publicworks (under the “Announcements” heading)
All Statements of Qualifications will be due to each of the aforementioned communities you would like
to be considered to work within by 4:30 p.m. on Thursday, March 31, 2016. A detailed schedule and
submittal requirements are outlined within each community’s complete request for Statements of
Qualifications.
Sincerely,
City of Apple Valley
City of Lakeville
City of Mendota Heights
City of Rosemount