request for proposals (rfp) for project coordination

11660 Myeron Road North, Stillwater, Minnesota 55082-9573 Phone: 651-430-4300 • Fax: 651-430-4350 • TTY: 651-430-6246

www.co.washington.mn.us Equal Employment Opportunity / Affirmative Action

REQUEST FOR PROPOSALS (RFP)

FOR

PROJECT COORDINATION, AGENCY INVOLVEMENT, ENVIRONMENTAL DOCUMENTATION, AND FEASIBILITY ANALYSIS

HARDWOOD CREEK REGIONAL TRAIL FROM 127TH STREET NORTH TO 120TH

STREET NORTH

CITY OF HUGO 3/12/2021

This RFP contains the following sections:

1. PROJECT INFORMATION

2. SCOPE OF WORK AND DELIVERABLES

3. PROPOSAL CONTENT

4. PROPOSAL EVALUATION

5. PROPOSAL SUBMITTAL

6. PROPOSAL QUESTIONS

APPENDIX A: REQUIRED TERMS AND CONDITIONS

APPENDIX B: PROJECT LOCATION MAP

Hardwood Creek Regional Trail Washington County Public Works City of Hugo 3/5/2021

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1. Project Information 1.1. Project Overview

The Washington County Public Works Department is issuing this request for proposal (RFP) to provide project coordination and feasibility analysis and evaluation to determine a preferred alignment and typical cross section of a proposed extension of the Hardwood Creek Regional Trail from the south end of Farnham Drive at 127th Street North to 120th Street North (North County Line Road) in the City of Hugo.

The Hardwood Creek Regional Trail is a 12 mile corridor primarily along an abandoned railroad line located in northern Washington County stretching from the Ramsey County to the Chisago County lines. The majority of the proposed Hardwood Creek Regional Trail follows an abandoned railroad corridor that is owned by Washington County Regional Railroad Authority (WCRRA). The regional rail property/Highway 61 corridor are part of the Rush Line Transitway Corridor, a multimodal transit network that extends from St. Paul to Hinkley. The regional trail is part of that vision, and the WCRRA has and will continue to lease the lands along the corridor that it owns to Washington County Parks for regional trail uses. This includes any additional lands it acquires in forthcoming years. The initial development of a trail along this corridor began in 1996, with additional improvements and enhancements happening over time. In recent years, the primary focus has been on adding signage and trailhead amenities. The selected Consultant will be responsible for leading a public and agency involvement process, and feasibility analysis to determine a County, City, Metropolitan Council, and adjacent property-owner approved alignment, and typical section for an extension of the Hardwood Creek Trail from the south end of Farnham Drive at 127th Street North to 120th Street North in the City of Hugo. The limits of this work are shown in Name of Document(Appendix B) of this RFP. Washington County Public Works budget for the feasibility study is not to exceed $50,000 and must include project coordination and feasibility analysis of an extension of the Hardwood Creek Regional Trail from the south end of Farnham Drive at 127th Street North to 120th Street North in the City of Hugo. The grant expires October 1, 2021.

This project will be a cooperative project between Washington County and the City of Hugo with Washington County serving as the lead agency. All work performed under the anticipated contract must be carried out in accordance with the procedures, requirements and regulations of the Metropolitan Council, Minnesota Department of Transportation (MnDOT), MnDOT County State Aid Highway (CSAH), Washington County, the City of Hugo, and Rice Creek Watershed District.

1.2. Project Goals and Objectives The objective of this project is to determine a recommended alternative to extend the

Hardwood Creek Regional Trail from the south end of Farnham Drive at 127th Street North to

120th Street North by addressing transportation, environmental, utility, pedestrian, right-of-way,

and drainage challenges. In summary, the project goals are as follows:


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Review environmental impacts to determine a recommended trail cross section and alignment.

Apply Regional Trail guidelines to the corridor while accommodating access needs of the businesses, potential development, park property, and individual property owners.

Utilize an agency engagement process to achieve acceptance.

Engage with the BNSF Railroad, Minnesota Department of Transportation, and adjacent property owners to understand concerns with feasible trail extension routes.

Produce a municipally-approved feasibility layout that meets all MnDOT, CSAH, Metropolitan Council, and Washington County requirements for preliminary design and environmental documentation.

Identify stormwater drainage improvements that appropriately balance the requirements of all agencies with the needs and goals of the community.

Maintain the long-term transportation goals of Washington County, Metropolitan Council, and the City of Hugo.

1.3. Project Schedule The project work will commence upon selection of the Consultant and after award of a contract. The Consultant will prepare a project schedule based on a completion date of no later than October 1, 2021. Schedule Washington County anticipates the following schedule for this project:

RFP Solicitation Release March 12, 2021 Questions Due March 19, 2021 Proposals Due March 26, 2021 Awards Consultant Contract April 2, 2021 Project Completion October 1, 2021

2. Scope of Work and Deliverables All aspects of the scope of services outlined below and included herein are expected to be completed

within the project deadlines. All reports/documentation must be developed and presented in

Microsoft Office and all design files must be developed and presented in Microstation adhering to

Washington County approved formats unless otherwise noted or requested by the Consultant with

approval of the County.

The role of the selected Consultant team will be to complete all tasks necessary to take the project

through the development of a municipally-approved preliminary layout. Washington County will act

as the lead agency through all aspects of the project. The County’s role as lead agency does not

preclude direct and regular interaction between the Consultant and the City of Hugo, Rice Creek

Watershed District, and other agencies. Their input and review is important and their approval of the

preliminary layout will be required; however, the County is to be kept informed of agency dialogue


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and will assist the Consultant in determining the need and scope of interaction with a particular

agency. The City will need to be involved in the design layout development and review and other

intermediate completion points, and their input will be incorporated on a regular basis to avoid review

delays or reworking of design elements.

2.1. Project Coordination 2.1.1. Project Management

The Consultant will perform all work necessary to effectively coordinate the project

development, maintain the project schedule and budget as well as manage the Project

Management Team (PMT) starting with a project kick-off meeting. The proposal should include

a summary of the project management measures required to ensure that the project is

completed on time, within budget and in accordance with applicable laws, policies, standards

and good engineering practice.

2.1.2. Data Collection and Site Visits The Consultant shall collect existing data and reports relevant to the project area and obtain new

information as needed for all aspects of the project.

Trail design shall be completed utilizing LIDAR elevation data provided by Washington County.

The Consultant shall request topographic survey of spot areas as needed to be completed by

Washington County.

2.1.3. Utility Coordination For the purposes of this RFP, "utilities" shall mean and include, but not be limited to, all privately, publicly, or cooperatively-owned pipes, lines, antennas, or facilities for the distribution or transmission of electrical energy, gasoline, oil, natural gas, water, sewage, steam, cable TV, telephone or other material and communication lines and devices. The Consultant shall contact Gopher State One to obtain a design locate of all utilities within the project limits. The Consultant will identify potential conflict points between planned construction and existing or planned utility facilities and develop and make recommendations on relocation alternatives, with emphasis on cost effectiveness and on minimizing conflicts. Locations The Consultant shall obtain the locations of all utilities that exist within the limits of the project and which may be affected by the project. Utility location information shall be obtained directly from the utility owner unless such means is not feasible. All utilities shall be identified as to owner, type and size.

2.1.4. Public and Agency Involvement The Consultant will perform public and agency involvement to facilitate acceptance and approval of the project. A sound public and agency involvement strategy is needed to accomplish the project goals and to ensure project success. As this project moves forward, a strategy is needed to assess stakeholder positions, perform the alternatives development and evaluation process, and facilitate acceptance and approvals for the project.


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For this proposal, the Consultant shall propose an agency involvement strategy to meet the project objective and goals. The proposal should provide an overall approach to public and agency involvement, as well as specific involvement activities, techniques, strategies and how these specific tasks will integrate into the overall process. Washington County will also maintain a project website for this project. The Consultant shall provide content to the county.

The goal of the Washington County’s Public Works Department is to achieve excellence in design

through comprehensive public engagement with every project we do. We believe a strong

public engagement plan will be essential to facilitate community acceptance of this project,

while maintaining the transportation objectives and requirements of Washington County, the

City of Hugo, and MnDOT.

The Washington County Style Guide, located at https://www.co.washington.mn.us/styleguide,

shall be used for to create documents for the public (newsletters, post cards, posters, etc.).

2.2. Preliminary Design and Environmental Documentation 2.2.1. Wetland Delineation

The Consultant shall delineate wetlands within the project area and prepare a wetland

delineation report. This wetland delineation will be used to review and analyze potential trail

routes and impacts.

2.2.2. Feasibility Analysis The Consultant will develop a municipally-approved feasibility layout in accordance with the

appropriate design standards, guidelines and policies. The layout will include trail geometry,

typical sections, preliminary construction limits, utility, and right-of-way impacts.

2.2.3. Preliminary Cost Estimate and Funding Options A cost estimate for total project costs, including agency cost participation, will be produced for

the preferred feasibility layout. Opportunities for funding shall be included.

2.2.4. Preliminary Hydraulics Evaluation The Consultant will perform a hydraulic analysis for the area to the extent necessary to review

trail alignment and cross section alternatives. The findings of this analysis will then be summarized

into a report, to identify storm water management techniques and potential land

acquisition/right-of-way needs for ponds and storm sewer systems.

2.2.5. Feasibility Report A Feasibility Report summarizing the process, meetings, public engagement, feasibility

alternatives, recommended alternative, and costs shall be developed.

3. Proposal Content Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter, and appendices. The font shall be no smaller than 11 point, 11x17 pages can be used for maps, exhibits, and/or schedule and will count as a single page. Appendices are anticipated to contain pre-prepared marketing materials and/or full resumes or other supporting documents. Reviewers may or

https://www.co.washington.mn.us/styleguide


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may not review material contained in appendices. The following will be considered minimum contents of the proposal and must be submitted in the order listed:

3.1 Title Page/Cover Letter to introduce the Consultant submitting the proposal, including the name, address, telephone number, email address of the contact person(s) representing the team and also the names of other firms or individuals participating in the proposal.

3.2 A statement of the objectives, goals and tasks to show or demonstrate the responder's understanding of the nature of the project and the work required.

3.3 A description of the proposed project approach and methodology to be utilized; the deliverables to be provided by the responder; and a description of the proposed project management techniques. Firms are encouraged to propose additional tasks or activities if they believe such tasks or activities will substantially improve the results of the project. These proposed additional tasks should be separated from the required material.

3.4 A detailed description of the responder’s background and experience with feasibility studies, preliminary design, detail design, drainage design and environmental work. This should include examples of similar work indicating the responder’s level of involvement in the project and shall include information on the client contact person, address, email address, and phone number as well as original budget and final budget and original completion date and final completion date. Emphasis should be placed on ability and history to successfully deliver projects similar to the county’s proposed project.

3.5 A project manager from the firm must be identified with detailed educational experience and any other additional information to demonstrate competence and ability to fulfill the obligations of the Contract. The project manager must have been a project manager on a similar project prior to working on this project. The Consultant project manager must be available in a local office (Minneapolis/St. Paul metropolitan area) during the entire project period.

3.6 A list of key personnel who will be assigned to the project; their area of responsibility, work experience, qualifications and availability to perform the proposed work. No change in personnel assigned to the project will be permitted without the written approval of the county’s Project Manager.

3.7 A work plan and/or schedule identifying the major tasks to be accomplished. The work plan must present the responder’s approach, task breakdown of the major project requirements, a critical path timeline, approach to quality control, deliverable due dates, and project completion date.

3.8 A task hour budget and fee including hourly rates and total estimated cost.

3.9 The Proposer shall summarize the key elements of the proposal and provide a discussion as to why the firm should be selected for this project.

4. Proposal Evaluation Representatives of Washington County will evaluate all responses received by the deadline. All responses will be evaluated on the basis of qualifications so the team(s) should be aware that their experience in providing similar services or similar projects within the Twin Cities Metropolitan Area will strongly influence their scores. A 100-percent scale will be used to create the final evaluation recommendation.


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The factors and weighting on which proposals will be judged are:

1) Expressed understanding of the project objectives 10%

2) Completeness, quality, and overall technical competence of the proposal, project approach, work plan and schedule 20%

3) The experience and qualifications of the project manager 20%

4) The experience and qualifications of the key team members and their work on similar projects 20%

5) The availability of personnel and other resources to perform the work within the specified project schedule 10%

6) The value of the consultants services as expressed in the proposal 20%

The County reserves the right to waive any minor irregularities in the proposal request process. The County reserves the right to interview any, all, or none of the respondents at its discretion. The County shall not be liable for any expenses incurred by the Consultant including but not limited to expenses associated with the preparation of the proposal. Prospective Consultants should thoroughly read the CONTRACT TERMS AND CONDITIONS attached

hereto (Appendix A) as the Consultant to whom the contract is awarded shall be required to comply

with the terms and conditions contained therein.

It is anticipated the evaluation will be completed by April 2, 2021.

5. Proposal Submittal If you are interested in submitting a proposal for this service you must email Alex McKinney, Project

Manager, indicating your interest and your contact person by March 19, 2021.

All proposals must be emailed to:

Alex McKinney, Project Manager

[email protected]

Proposals must be submitted electronically to the email address above no later than 2:00 pm on March 26, 2021.

6. Proposal Questions All questions regarding this RFP must be sent via electronic mail to the following contact:

Alex McKinney, Project Manager

[email protected]

Only written questions will receive responses. Washington County reserves the right to disregard

questions received after 4:00 PM on March 19, 2021. If a question pertains to a clarification of this

RFP, the question and answer will be forwarded to all Consultants who expressed interest in

submitting a proposal. A copy of all written questions submitted, with responses, will be distributed

to interested Consultants.

mailto:[email protected]

mailto:[email protected]


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Please note that no other Washington County personnel are allowed to discuss this RFP with

anyone, including Respondents, before the proposal submission deadline. This RFP does not obligate

the County to award a Contract or complete the project. The County reserves the right to reject any

or all proposals.


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APPENDIX A

REQUIRED CONTRACT TERMS AND CONDITIONS

A contract will be prepared by Washington County upon selection of a consultant. Appropriate

language will be added to document the specific nature and scope of services, costs,

responsibilities, and liabilities of each party. Additional areas of concern may be incorporated,

subject to mutual agreement between parties. The following provisions I through XVIII must be

included in any contract and are non-negotiable.

I. COST AND PAYMENT The Consultant will provide to the County a clear documentation of work performed,

dates of work, and location of work. Consultant invoice will reflect charges in accordance

with the Cost Proposal provided. Consultant invoices will be paid within 30 days of

receipt of the invoices providing proper documentation is presented. Payments made

under this Contract shall be in the form of Automated Clearing House (ACH) or check.

The County may withhold payment for failure to provide service to comply with any of the

provisions of this agreement; no interest penalty shall accrue against the County.

Charges such as but not limited to truck or vehicle charges; mileage reimbursement;

fuel, trip charges; consumable incidental materials; routine environmental charges; etc.;

shall be included in the Consultant’s overhead.

II. SECURITY AND PRIVACY The Consultant is responsible to close, secure, and lock all doors in County facilities

when services are performed after normal County hours and no County personnel are

present. Washington County has a lockout/tagout program. Service Consultant shall

abide by the lockout/tagout procedure. While service Consultants are working in

Washington County buildings, Public Works Department requires a service Consultant to

sign in/out on a daily basis in addition to wearing a badge stating Consultant is under the

direction of Public Works. Service Consultant should produce sufficient identification.

The Consultant agrees to take any precautions necessary to maintain security of County

buildings and privacy of data found throughout County buildings or on County premises.

All questions concerning security issues will be reported to Public Works Department

immediately upon discovery.

III. SAFETY The Consultant must comply with the laws governing employee right to know concerning

all materials classified by OSHA as hazardous. All chemical dispensers/applicators will

be clearly marked showing contents. All MSDS’ relating to all chemicals shall be

displayed where chemicals are stored. Any chemicals used in Washington County

buildings or in the performance of County projects shall have an MSDS which will be


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given to Public Works Department. Any spillage of chemicals shall be reported

immediately to Public Works Department.

Service Consultant shall remove all supplies, chemicals, etc., from Washington County

premises that were used to perform services. There will be no disposing on Washington

County property. There will be no loaning of tools and/or equipment to service

Consultants from Washington County staff. Drinking of alcoholic beverages, using of

controlled substances (drugs) or being under the influence of drugs or alcohol is

expressly prohibited. Refrain from smoking of any substance in or about County

buildings. Report any problems, breakage, fires, etc., immediately to Public Works

Department.

IV. NONDISCRIMINATION The Consultant agrees to comply with the nondiscrimination provision set forth in

Minnesota Statute 181.59. The Consultants failure to comply with section 181.59 may

result in cancellation or termination of the agreement, and all money due or to become

due under the contract may be forfeited for a second or any subsequent violation of the

terms or conditions of this contract.

V. STANDARDS The Consultant shall comply with all applicable Federal law, State statutes, Federal and

State regulations, and local ordinances now in effect or adopted during the performance

of the services herein until completion of said services. Failure to meet the requirements

of the above shall be a substantial breach of the agreement and will be cause for

cancellation of this contract.

VI. POSSESSION OF FIREARMS ON COUNTY PREMISES Unless specifically required by the terms of this contract or the person it is subject to an

exception provided by 18 USC§ 926B or 926BC (LEOSA) no provider of services

pursuant to this contract or subConsultants shall carry or possess a firearm on county

premises or while acting on behalf of Washington County pursuant to the terms of this

agreement. Violation of this provision is grounds for immediate suspension or

termination of this contract.

VII. SUBCONTRACTING AND ASSIGNMENT The Consultant shall not enter into any subcontract for performance of any services

contemplated under this agreement, nor novate or assign any interest in the agreement,

without the prior written approval of the county. Any assignment or novation may be

made subject to such conditions and provisions as the county may impose. If the

Consultant subcontracts the obligations under this agreement, the Consultant shall be

responsible for the performance of all obligations by the subConsultants.


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VIII. DATA PRACTICES All data collected, created, maintained or disseminated for any purposes by the activities

of the Consultant because of this agreement is governed by the Minnesota Government

Data Practices Act, Minnesota Statutes Chapter 13 (Act), as amended and the Rules

implementing the Act now in force or as amended. The Consultant is subject to the

requirements of the Act and Rules and must comply with those requirements as if it is a

governmental entity. The remedies contained in section 13.08 of the Act shall apply to

the Consultant.

IX. AUDITS, REPORTS, RECORDS AND MONITORING PROCEDURES/RECORDS AVAILABILITY & RETENTION

Pursuant to Minn. Stat. section 16C.05 subd. 5, the Consultant will:

A. Maintain records which reflect all revenues, costs incurred and services provided in the performance of this agreement.

B. Agree that the County, the State Auditor, or legislative authority, or any of their duly authorized representatives at any time during normal business hours, and as often as they may deem reasonably necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., and accounting procedures and practices and involve transactions relating to this agreement. The Consultant agrees to maintain these records for a period of six (6) years from the date of the termination of this agreement.

X. JURISDICTION & VENUE This contract, amendments and supplements thereto, shall be governed by the laws of

the State of Minnesota. All actions brought under this agreement shall be brought

exclusively in Minnesota State Courts of competent jurisdiction with venue in

Washington County.

XI. DAMAGE BY CONSULTANT Any damage to the Owner’s property, building or equipment caused by the

Consultantwill be the Consultant’s responsibility to repair or pay for repairs/replacement

of damaged items within a reasonable time frame established by the County.

XII. INDEMNIFICATION The Consultant agrees it will defend, indemnify and hold harmless the County, its

officers and employees against any and all liability, loss, costs, damages, and expenses

which the County, its officers, or employees may hereafter sustain, incur, or be required

to pay arising out of the negligent or willful acts or omissions of the Consultant in the

performance of this agreement.

XIII. INSURANCE REQUIREMENTS


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The Consultant agrees that in order to protect itself, as well as the County, under the

indemnity provisions set forth above, it will at all times during the term of this agreement,

keep in force the following insurance protection in the limits specified:

A. Commercial General Liability with contractual liability coverage in the amount of the County’s tort liability limits set forth in Minnesota Statute 466.04 and as amended from time to time.

B. Automobile coverage in the amount of the County’s tort liability limits set forth in Minnesota Statute 466.04 and as amended from time to time.

C. Worker’s Compensation in statutory amount.

Prior to the effective date of this agreement, the Consultant will furnish the County with a

current and valid proof of insurance certificate indicating insurance coverage in the

amounts required by this agreement. This certificate of insurance shall be on file with the

County throughout the term of the agreement. As a condition subsequent to this

agreement, Consultant shall ensure that the certificate of insurance provided to the

County will at all times be current. The parties agree that failure by the Consultant to

maintain a current certificate of insurance with the County shall be a substantial breach

of the contract and payments on the contract shall be withheld by the County until a

certificate of insurance showing current insurance coverage in amounts required by the

contract is provided to the County.

Any policy obtained and maintained under this clause shall provide that it shall not be

cancelled, materially changed, or not renewed without thirty days’ notice thereof to the

County.

XIV. INDEPENDENT CONSULTANT It will be agreed that nothing within the contract is intended or should be construed in

any manner as creating or establishing the relationship of co-partners between the

parties or as constituting the Consultant as the agent, representative, or employee of the

County or the Public Works Department for any purpose or in any manner whatsoever.

The Consultant is to be and shall remain an independent Consultant with respect to all

services performed under this agreement.

The Consultant will secure, at its own expense, all personnel required in performing

services under the agreement. Any and all personnel of the Consultant or other persons,

while engaged in the performance of any work or services required by the Consultant

under this agreement shall have no contractual relationship with the County or the Public

Works Department and shall not be considered employees of the County or Public

Works Department.

XV. TERMINATION BY COUNTY FOR CONVENIENCE The County may terminate the contract at any time and for any reason by providing the

Consultant written notice of such termination at least thirty (30) calendar days prior to the


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effective date of such termination. Upon such termination the Consultant shall be entitled

to compensation for work activities in accordance with the contract which were incurred

prior to the effective date of the termination.

XVI. DEFAULT Washington County shall have the right to cancel and annul this contract upon breach by

Consultant of any covenant or condition herein.

XVII. MERGER It is understood and agreed that the entire agreement of the parties is contained here

and that this contract supersedes all oral agreements and negotiations between the

parties relating to this subject matter. All items referred to in this contract are

incorporated or attached and deemed to be part of the contract.


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APPENDIX B

request for proposals (rfp) for project coordination

Documents