HomeMy WebLinkAbout9C - Public Works Consultant Pool and Vendors List
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
JULY 16, 2007
9c
STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS
CONSIDER APPROVAL OF THE PROCESS FOR CREATING THE PUBLIC WORKS
CONSULTANT POOL AND VENDORS LIST
Introduction
The purpose of this agenda item is for the City Council to approve a process for
establishing a Public Works Professional Services Consultant Pool and a Vendors List.
History
On February 2, 2007 the City Council directed staff to develop a process to establishing
an Engineering Consultant Pool and Vendors List.
The purpose of the pool and list are to maximize efficiencies in obtaining professional
services and vendor quotes for City projects and services. The process will also allow
maximum opportunity to consultants and vendors to work on City projects thereby
insuring the most competitive prices.
The City has not previously established a Qualified Vendor List or Engineering Services
Consultant Pool. The City Engineer and the City Attorney have been working on this
idea for several years believe that both concepts should be implemented to facilitate
greater competition and assure qualified vendors and consultants.
Current Circumstances
Staff is proposing separate processes for the establishment of the Public Works
Consultant Pool and Vendor List.
Engineering Consultant Pool
Attached for the Council's review is a proposed Technical Services Request for
"Statement of Qualifications" (SOQ). This will allow qualified engineering firms
licensed in the State of Minnesota the opportunity to be considered for inclusion in the
City's Public Works Consultant Pool. Professional Services are not subject to
competitive bidding.
City Staff proposes to advertise and send out the SOQ to all interested engineering
firms to provide professional services on City projects in the following technical areas:
o Land Surveying
o Transportation
o Geotechnical Services
o Municipal Services
o Water Supply
o Sewer System
o Surface Water and Natural Resources
o Mechanical and Electrical
o Structural
o Environmental
o Landscape"Ani~tirrdake.com
R:\CouncillAgenda Reports\2007\0716 07\VendorflllileJH~C952.44 7.9800 / Fax 952.447.4245
Staff proposes to receive all SOQ's by August 20, 2007. In accordance with the
request for SOQ's the Consultants will be evaluated in accordance with the criteria
provided in the SOQ. The evaluation may include interviews if City Staff is unfamiliar
with firms that rank highly in the SOQ process. A recommendation will be forwarded to
the City Council for the October 1,2007 meeting. Staff proposes that the pool would be
in place for a period of three years in accordance with the SOQ. Staff intends to
recommend 3-4 professional services providers for inclusion in each area by the City
Council. The City would utilize this pool to obtain competitive quotes for all projects and
services. Establishment of the pool would not preclude the City from utilizing or
soliciting firms outside of the pool for projects should the need arise.
Vendor List
Attached for the Council review is a draft copy of the vendor registration form. Staff
proposes to assemble a master list of vendors in several service areas. The City will
advertise the list along with adding our existing vendors and those who have asked to
be included on the list. This will be a fluid list that is continuously updated and
expanded as new Vendors apply for inclusion on the list and categories are needed.
Staff will also make registration available on-line.
The list will reduce staff time as all interested vendors will be readily available and it will
ensure that all interested vendors have an opportunity to provide quotes. It should be
noted that Staff has removed the term qualified from the list. Staff believes that
qualifications will need to be established on a service by service basis. This is easily
accomplished as part of the bid or quote specification documents which are unique to
each service. Services from this list may range from very basic print supplies to
licensed electricians and contractors that need to meet specialty requirements for the
needed service.
Staff proposes to begin assembling the Vendor List immediately. The Public Works
Department will manage the Vendor Database.
ISSUES:
Staff feels that establishment of the Consultant Pool will provide the City with the most
qualified professional services at the best rates available. The Vendor List will ensure
the City to obtain the most competitive prices for services available.
FINANCIAL
IMPACT:
Staff feels that the implementation of the Vendor List and Consultant Pool will allow the
City to make decisions based on best value and thereby save the City money.
ALTERNATIVES:
The alternatives are as follows:
1. Approve the proposed process and direct Staff to implement the Vendor List and
solicit SOQ's for the Consultant Pool to be approved by the City Council approval.
2. Deny this item for a specific reason and provide Staff with direction.
3. Table this item until some date in the future.
RECOMMENDED Alternatives 1
MOTION:
ReVieiJj
Frank Boyle ,
REQUEST FOR
STATEMENT OF QUALIFICATIONS
TO PROVIDE TECHNICAL CONSULTING SERVICES
CITY OF PRIOR LAKE
TECHNICAL CONSULTING SERVICES
REQUEST FOR
STATEMENT OF QUALIFICATIONS
TABLE OF CONTENTS
I. INTRODUCTION .............. ................................ .......... .........................3
II. STATEMENT INSTRUCTIONS ........................................................3
III. STATEMENT OF QUALIFICATIONS CONTENT ........................3
IV. CONSULTANT SERVICE AREAS....................................................4
V. STATEMENT EVALUATION AND FIRM SELECTION..............6
VI. CONSULTANT SERVICES PERFORMANCE REVIEW..............7
VII. CONTRACT EXECUTION ................................................................. 7
VIII. CITY INFO RMA TI ON ........................................................................8
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I. INTRODUCTION
This request for Statements of Qualifications (SOQ) is issued by the City of Prior
Lake to identify consulting firms to provide specific technical consulting services to
support City staff. The City has identified multiple service areas where the need may
arise for use of outside consultants. The City may identify up to four firms for each
technical category to include in the Consultant Pool. Firms are eligible to be retained
in as many of the service areas for which they express interest and are qualified.
Selection and future work assignments will take into consideration the workload,
expertise, and past performance of proposing consulting firms and their
representatives.
II. STATEMENT INSTRUCTIONS
All responses, questions and correspondence should be directed to:
Steve Albrecht, P .E.
Director of Public Works/City Engineer
City of Prior Lake
17073 Adelmann Street, S.E.
Prior Lake, Minnesota 55372
952-447-9890
salbrecht@cityofpriorlake.com
All questions are to be submitted in writing (via e-mail or fax is acceptable) and must
be received by 1 :00 p.m. on August 3, 2007. City responses to questions will be
forwarded to all firms. Contact with any other City staff pertaining to this request for
Statements of Qualifications is prohibited and may result in rejection of the
consultant's submittal.
All Statements must be received at City Hall no later than 1:00 p.m., August 20,
2007.
III. STATEMENT OF QUALIFICATIONS CONTENT
A. Cover Letter/Title Page
Include an explanation of the SOQ, the name of the firm, local address,
telephone and fax number, name of the contact person, and the date.
B. Table of Contents
Includes identification of the material by section and page number.
C. Consultant Profile
1. Please include the technical service area( s) the firm can provide.
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2. Identify the basis of the firm's interest for each of the technical service
areas for which the firm wishes to be considered.
3. Include qualifications of the firm as it relates to technical service area to
be provided. This includes descriptions of completed projects
specifically related to that technical service area.
D. Resumes
1. Include the qualifications and resumes of the professional staff that will
be routinely assigned to various City projects.
2. Include the name(s), experience, and qualifications of person(s) that
will be routinely responsible for the management and administration of
a contract with the City.
3. Identify the long-term availability of the identified staff.
E. References
1. Please include a list of municipal client references where related
technical services were provided by the staff identified above.
2. Include a list of previous professional services provided to the City of
Prior Lake and client representatives.
3. Include a list of private clients (if any) for whom work has been or is
being performed within the City of Prior Lake, the type of project, the
specific activities performed, and the name of a person who may be
contacted at the client.
F. Fees
1. Please include a fee schedule for 2007 including hourly rates, specialty
rates, multipliers, percentages, etc., for the various classifications of
personnel proposed to provide professional services under a contract
with the City. Identify any reimbursable costs.
2. Specifically state the firm's preferred method of calculating fees for
different types of services provided.
G. Quantity
Please submit five (5) copies of the Statement of Qualifications (SOQ).
IV. CONSULTANT SERVICE AREAS
A. Land Surveying
. Preliminary and final plat documents
. Boundary surveys
. Topographic surveys of existing conditions
. Legal descriptions
. Certificates of survey
. Easement descriptions and exhibits
. Plat monuments
. Global Positioning System data gathering
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B. Transportation
. Traffic impact studies
. Traffic forecasting
. Signal justification reports
. Intersection layout and geometries
. Comprehensive transportation planning
. Temporary and permanent traffic control
C. Geotechnical Services
. Soils exploration and reports
. R-value determinations
. Materials testing
. Density and compaction testing
D. Municipal Services
. Feasibility reports
. Plans and specifications
. Construction administration
. Construction Inspection
. Construction cost estimates
. Special assessments
. Comprehensive system plans
E. Water Supply
. Water system modeling
. Analysis of water supply sources and costs
. Comprehensive water system planning
. Storage design
. Wells
. Pump houses
. PRY Design
. Groundwater Modeling
. Well Field Management
F. Sewer System
. Lift Station Analysis & Design
. Comprehensive Sewer System Planning
G. Surface Water and Natural Resources
. Wetland delineation
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· Functions and values assessment of wetlands
. Erosion control monitoring
. Water quality
. Hydraulic and hydrologic analysis
. NPDES Permitting
H. Mechanical and Electrical
. SCADA
· Telemetry
. Radio
. Street lighting
. Electrical facility design
. Energy audits
1. Structural
. Retaining walls
. Boulder retaining walls
. Bridges
. Small structures (pump houses, park buildings, stairways, pedestrian
tunnels)
J. Environmental
. Asbestos abatement
. Contaminated soils identification, remediation, and disposal
. EA W / EIS / AUAR review and preparation
J. Landscape Architecture
. Streetscape Design
. Park and City Facility Design
V. STATEMENT OF QUALIFICATION EVALUATION AND FIRM
SELECTION
A. Qualification Based Selection (OBS): The City intends to select those firms
evaluated to be best qualified to perform the work for the City with cost,
compatibility, and other performance factors also considered. The City intends
to establish a pool of qualified professional service providers that provides a
broad base of experience and expertise that the City can utilize as needed.
B. Review and Recommendation Process: Based upon review of the SOQs, the
City staff will prepare a recommendation on firms to be included in the pre-
qualified pool to be forwarded to the City Council for consideration and formal
approval.
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C. Financial Liability Limitations: The City shall not be liable for any expenses
incurred by the applicant including, but not limited to, expenses associated with
the preparation of the statement, attendance at interviews, preparation of a cost
statement or any future contract negotiations.
D. Right of Review: The City of Prior Lake reserves the right based on the
qualification criteria to reject any and all SOQs or to request additional
information from any or all applicants.
E. Qualification Evaluation Criteria: In evaluating whether a professional services
consultant should be placed in the pool in one or more technical service areas,
numerous factors shall be considered. Among those factors are the following:
1. An evaluation of the consultant's technical qualifications.
2. Work experience and reputation
3 . Available personnel.
4. Recommendations of past and existing clients.
5. Previous experience with the City of Prior Lake.
6. Actual or potential conflict with other clients, including other
governmental agencies, doing business with the City.
7. The ability of the firm to directly provide the necessary services without
use of sub-consultants.
8. History of performing work outside of scope of contract prior to seeking
written approval and subsequently seeking change orders.
9. Willingness to enger into City's Standardized Professional Services
Agreement.
10. Hourly fees.
F. Selecting Criteria For Potential Projects: For a project requmng use of a
consultant, the consultant will be selected from the appropriate service area.
The following criteria are used for considering a consultant:
1. The expertise and experience of both the firm and assigned personnel with
projects or activities similar to the one under consideration.
2. The consultant's knowledge of particular equipment, methods, time frames
and services required.
3. The consultant's ability to mobilize and make sufficient time, and
appropriate personnel available to complete the project or activity within a
specified time frame.
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4. The appropriateness and flexibility of the consultant's fee schedule in
relationship to the industry, the project complexity, the City's desires and
the scope of services to be provided.
5. The past performance of the consultant with regard to existing or previous
projects or activities with the City.
6. The current workload of the consultant.
VI. CONSUL T ANT SERVICES PERFORMANCE REVIEW
The City intends to assist the successful firms in providing satisfactory services
through performance reviews completed at the end of each project or more frequently
if necessary.
VII. CONTRACT EXECUTION
A. Negotiations and Contract Execution
The City will receive competitive proposals from a minimum of three (3)
consultants within the pre-qualified pool for all projects unless project
circumstances, workload or continuity require a specific consultant.
. Individual contracts and authorizations will be prepared and
approved by the City Council for each project using the City's
Standardized Agreement for Professional Services.
. The City reserves the right to specify the final terms and conditions
of the contract to be executed for each project or assigned task.
Should the City and a consultant be unable to mutually agree upon
the terms of the contract, the City reserves the right to discontinue
negotiations and select another consultant.
. The City reserves the right to use firms outside of the pre-qualified
pool for significant proj ects or where statutes, funding, or other
agencies may require competitive proposals.
The pre-qualification pool will be in place for a minimum of three (3) years
assuming satisfactory service delivery and or continuity of acceptable
assigned personnel.
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B. Specialty Consultants
Daily operation of the City's infrastructure requires the efficient utilization of
professional services consultants by City Staff. In an effort to expedite
services in the best interest of the City an annual specialty consultant list shall
be appointed from the pre-qualified pool of consultants. The specialty areas
will included: SCADA, Lift Station Operations, Water System Modeling,
Electrical Control Engineering, Ground Water Engineering, Development
Inspection, Erosion Control Inspection, Wetland Services and Bridge
Engineering.
C. Contracting Ethics
1. No elected official or employee of the City who exercises any
responsibilities in the review, approval or implementation of the
proposal or contract shall participate in any decision, which affects his
or her direct or indirect personal financial interests.
2. It is a breach of ethical standards for any person to offer, give, or agree
to give any City employee or Council person, or for any City employee
or Council person to solicit, demand, accept, or agree to accept from
another person or firm, a gratuity or an offer of employment whenever
a reasonable prudent person would conclude that such consideration
was motivated by an individual, group or corporate desire to obtain
special, preferential, or move favorable treatment than is normally
accorded to the general public.
3. The firm shall not assign any interest in a City contract and shall not
transfer any interest in the same without the prior written consent of the
City.
4. To remove any potential or actual conflict of interest a consultant
representing any private party client submitting a project or activity to
the City shall disclose same to City and shall not represent or review
the project or activity on behalf of the City.
5. Any firm providing professional services to the City shall not accept
any private client or project which, by its nature, places it in ethical
conflict during its representation of the City of Prior Lake.
6. The City requires affirmative action and, therefore, the firm selected
shall not discriminate under the contract against any person in
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accordance with federal, state and local regulations; as more fully set
forth in the City's Standardized Professional Services Agreement.
VIII. CITY INFORMATION
A The City of Prior Lake is located in Scott County, Minnesota. The current
population of Prior Lake is approximately 22,000. The City's 2030 Comprehensive
Plan projects a population of more than 40,000 at full build out.
The unique natural resources present in Prior Lake offer substantial engineering
challenges. The City currently maintains approximately 100 miles of improved
roadway, 7 municipal wells, 39 lift stations, 1.75 MG of elevated water storage and
over 800 acres of developed and natural park land. The City is currently building a
7.5 MGD Water Treatment Facility with 1.5 MG of underground storage.
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City of Prior Lake
Vendor List Enrollment Form
Vendor Name:
Contact Person:
Address:
Phone:
Email:
(
(
(
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Fax:
Type of Services Available:
City Use Only
Date Received:
Date Added to List: