REQUEST FOR PROPOSALS (RFP)
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  • 1. REQUEST FOR PROPOSALS (RFP) Request for Proposals for: Northeast Edina Transportation Study Engineering Department City of Edina th 4801 West 50 Street Edina, Minnesota 55424-1394 (952) 826-0371 www.cityofedina.com RFP Release Date: Friday, August 26, 2005 Submit to: Steven L. Lillehaug Engineering Department City of Edina 4801 West 58th Street Edina, Minnesota 55424-1394 Proposal Due Time/Date: 2:00 p.m., Friday, September 23, 2005 To access this document online, or to acquire additional information about the City of Edina, visit our website at www.cityofedina.com, click on TrafficTraffic News.
  • 2. NE Edina Transportation Study RFP August 26, 2005 NORTHEAST EDINA TRANSPORTATION STUDY REQUEST FOR PROPOSALS (RFP) City of Edina Responses to this Request for Proposals (RFP) will be public information under the Minnesota Data Practices Act, Minnesota Statutes Chapter 13. This RFP does not obligate the City of Edina (the City) to award a Contract or complete the project and the City reserves the right to cancel the solicitation if it is considered to be in the City’s best interest. PURPOSE/OBJECTIVES This RFP is issued by the City of Edina to solicit proposals and select a consultant to conduct a transportation study for the Northeast Edina Area in the City of Edina, Minnesota. The study will involve traffic/transportation engineering, traffic calming engineering, and facilitation of a public involvement process. The study must consider the relationships between land uses and transportation as well as local traffic and cut through traffic. Key stakeholders for this study include the City of Edina, business owners and tenants, Northeast Edina Area residents and the adjacent communities of Minneapolis and St. Louis Park. The study is intended to result in the identification of traffic/transportation deficiencies and the specific recommendations of opportunities and alternatives to improve intersection and roadway operations; mitigate traffic volume and speed; and improve the livability of the neighborhoods in the Northeast Edina Area while also ensuring that access to and circulation within the area for all transportation modes are considered and mitigated where necessary. The City anticipates that one contract will be awarded to one selected respondent. STUDY AREA LOCATION & DESCRIPTION In general, the Northeast Edina Transportation Study Area is bounded by Highway 100, West 50th Street, France Avenue and the northerly City limits in the City of Edina. The Study also encompasses the 50th and France area ring road (West 49-1/2 Street, Halifax Avenue and West 51st Street). The Northeast Edina Area is comprised of a combination of residential neighborhoods and commercial districts including the Morningside Area, Country Club Area, White Oaks / Maple Road Area, 44th & France Business Area and 50th & France Business Area. The study area also includes Brookside Avenue and the intersections of Vernon Avenue with Interlachen Boulevard, Interlachen Boulevard with Brookside Avenue and Brookside Avenue with West 44th Street. The study area includes the Sunnyslope Neighborhood access points to West 50th Street. The study area will also consider the traffic effects from and to the adjacent community areas in St. Louis Park and Minneapolis. BACKGROUND Sustaining, improving and operating a sound street and transportation system are integral parts of the long-term vision of the City of Edina. Congestion on the regional roadway system and the failure of that system to accommodate the continued growth in Page 2 of 7
  • 3. NE Edina Transportation Study RFP August 26, 2005 traffic volumes has both created and exacerbated traffic volumes, speed and congestion on local streets. These conditions adversely affect the quality of life of the City’s residents and the activities of the businesses located in the City. The City is concerned about the speeds and volumes of traffic on local streets in the Northeast Edina neighborhoods, particularly in the PM peak periods. Narrow street widths and amount of on-street parking impair traffic flow and compound safety concerns with increased volume. The volumes along France Avenue and Highway 100 combined with congestion in the 50th & France area impede the intended function of the street system and influence drivers to “cut through” using local streets rather than follow designated arterials. Additionally, the potential for additional traffic from redevelopment within and adjacent to the study area further deteriorate current conditions. Further background information is available in the following documents: • 50th & France Commercial Area Plan - Edina, BRW, 1974. • Memorandum: (Redevelopment) Expansion Potential at 50th & France – Edina, 1978. • Edina Country Club Neighborhood Traffic Study, Strgar-Roscoe-Fausch, Inc., July 1993. • Final Report for Signal Timing Optimization Project, 50th Street at Halifax Avenue and Wooddale Avenue, Edina, Minnesota, November 1994. • 50th and France Master Plan - Minneapolis, Fulton Neighborhood Assoc. and 50th & France Business Assoc., Benshoof & Associates, 1996. • City of Edina Transportation Plan, March 1999. • Country Club District Committee on Traffic Issues, Presentation to Edina City Council, November 21, 2000. • Traffic studies and data collected by SRF for the Country Club Neighborhood and NE Edina, 2001. • City of Edina Local Traffic Task Force Findings and Recommendations, May 6, 2003. • City of Edina Transportation Commission Policy, April 2005. • Country Club Street and Utility Reconstruction Feasibility Study, City of Edina, Minnesota, SEH, July 2005. SCOPE OF SERVICES AND DELIVERABLES The Transportation Study will look at a variety of options and will select those that best meet the existing and future travel demand. The study will include and consider, but is not limited to, the following elements and tasks: • The need for a north-south collector street and how the City can influence the pattern of vehicle movement in the Northeast Edina area. • Specific physical improvements needed on the regional roadways to encourage increase use of the designated functional roadway system. • The need for additional capacity on the regional roadways/intersections and possible parallel routes, changes in the amount of and type of access, and operational improvements. • The potential for traffic calming tools to help mitigate the effects of cut-through traffic. Process will follow the Edina Neighborhood Traffic Management Plan Page 3 of 7
  • 4. NE Edina Transportation Study RFP August 26, 2005 (NTMP) process (with exception to the typical NTMP schedule) as prescribed in the City of Edina Transportation Commission Policy, April 2005. • The selected respondent will need to facilitate consensus among the public and decision makers involved. Task 1: Identify and Evaluate Current Transportation Problems/Issues. A) Data Collection B) Existing Traffic Volumes and Turning Movements C) Analysis (existing) 1) Signalized Intersections Level of Service 2) Major Intersections Level of Service 3) Roadway Operations 4) Traffic Origination/Destination (through neighborhoods) D) Crash Analysis (Last 5 Years) E) Problem/Issues Deliverables: Collected Data Task 2: Review Local Transportation Needs and Issues A) Review Existing Land Use B) Review Desired Local Connections to Regional System C) Coordinate with City Comprehensive Plans D) Coordinate with Previous Studies E) Coordinate with Proposed Local System Improvements Task 3: Establish Purpose and Need for Transportation Improvements in the Study Area Task 4: Identify, Develop and Evaluate Transportation Alternatives A) Concept Development 1) Roadway and Intersections Improvements 2) Traffic Signal/Traffic Control Improvements 3) Parallel Routes 4) Access Modifications per Jurisdictional Guidelines 5) Capacity Improvements 6) Designation of New North-South Collector 7) Traffic Calming Measures 8) Neighborhood Traffic Management Plan B) Traffic Analysis for Proposed Concepts 1) Determine Projected “No Build” Traffic Volumes and Turning Movements 2) Determine Projected “Alternative - Build” Traffic Volumes and Turning Movements C) Level of Service Analysis for Proposed Concepts (Projected No Build and Build for Proposed Concepts) D) Implement/Evaluate Proposed Traffic Calming Concepts Using Edina Neighborhood Traffic Management Plan (NTMP Steps 2 through 7) E) Develop Proposed Alternative Layouts F) Develop Cost Estimates Task 5: Benefit/Cost Analysis of Proposed Concepts (Includes R/W Costs) Page 4 of 7
  • 5. NE Edina Transportation Study RFP August 26, 2005 Task 6: Public/Neighborhood/Business Involvement (throughout process) A) Advisory Committee – Technical Staff and Appointed Officials (5-10 meetings) B) City Council (2-4 meetings) C) Public Open House (2 meetings) D) Business Owner Meeting(s) Task 7: Decision and Documentation A) Preparation of Draft Report/Layouts B) Preparation of Final Report/Layouts Responders are encouraged to propose additional tasks or activities if they will substantially improve the results of the project. These items should be separated from the required items on the cost proposal. Deliverables: Final report and layouts in hard copy and electronic versions. Proposal Content The following will be considered minimum contents of the proposal and must be submitted in the order listed: 1. Responder’s company name, business address, the contact person’s name, telephone number, fax number and email address (as available). 2. A statement of the objectives, goals and tasks to show or demonstrate the responder's view of the nature of the work. 3. A description of the deliverables to be provided by the responder. 4. An outline of the responder’s background and experience with examples of similar work done and a list of personnel who will conduct the project, detailing their training and work experience. No change in personnel assigned to the project will be permitted without the written approval of the City’s Project Manager. 5. A detailed work plan that will identify the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. The work plan must present the responder’s approach, task breakdown, deliverable due dates and personnel working on the project and the hours assigned to each individual to reach the project results. 6. Identification of the level of the City’s participation in the Contract, as well as any other services to be provided by the City and details of cost allowances for this participation. 7. The forms and documents required under any other section of this RFP. 8. Provide, in a separate envelope, one copy of the cost proposal, clearly marked on the outside “Cost Proposal”, along with the responder’s official business name and address. The cost proposal must have a full breakdown for the project. For purposes of completing the cost proposal, the City does not make regular payments based upon the passage of time; it only pays for services performed or work delivered after it is accomplished. Terms of the proposal as stated must be valid for the length of the project. If proposing an hourly rate, unit rate or lump sum, include a breakdown (labor, overhead, profit & expenses) showing how the rate was derived. The responder must include a total project cost along with the following: • A breakout of the hours by task for each employee. • Identification of anticipated direct expenses. Page 5 of 7
  • 6. NE Edina Transportation Study RFP August 26, 2005 • Identification of any assumption made while developing this cost proposal. • Identification of any cost information related to additional services or tasks, include this in the cost proposal but identify it as additional costs and do not make it part of the total project cost. • The responder must have the cost proposal signed in ink by authorized member of the firm. The responder must not include any cost information within the body of the informal solicitation technical proposal response. Proposal Evaluation Representatives of the City will evaluate all responses received by the deadline. In some instances, an interview may be part of the evaluation process. A 100-point scale will be used to create the final evaluation recommendation. The factors and weighting on which proposals will be judged are: 1. Work plan 30% 2. Qualifications/experience of personnel working on the studies 25% 3. Expressed understanding of project objectives 15% 4. Qualifications/experience of company 10% 5. Cost Detail 20% Proposals will be evaluated on a best value as 80% qualifications and 20% cost considerations. The review committee will not open the cost proposal until after the qualifications points are awarded. It is anticipated that the evaluation and selection will be completed by October 18, 2005. Proposal Submittal All proposals must be sent to: Steve Lillehaug, Traffic Engineer Engineering Department City of Edina 4801 W. 50th St. Edina, MN 55424 All proposals must be received no later than 2:00 p.m. Central Time on September 23, 2005 as indicated by the time stamp made by the receptionist. Submit 10 copies of the proposal. Proposals are to be submitted in a sealed mailing envelope or package, clearly marked “Proposal” on the outside. An authorized member of the firm must sign each copy of the proposal in ink. The City has estimated that the cost of the contract/study should not exceed $60,000.00. Duration of the study should include presenting the final deliverables and concluding the study by June 30, 2006 Proposal Questions Responders who have any questions regarding this RFP must submit questions by e- mail only to: Steve Lillehaug, Traffic Engineer slillehaug@ci.edina.mn.us Page 6 of 7
  • 7. NE Edina Transportation Study RFP August 26, 2005 All questions and answers will be posted on the City of Edina’s Web Page at http://www.cityofedina.com under the Traffic News section. All prospective responders will be responsible for checking the web page for any addendums to this RFP and any questions that have been answered. Please note that questions will be posted verbatim as submitted. Deadline to submit questions regarding this RFP will be no later than 2:00 p.m. Central Time on September 19, 2005. The City anticipates posting answers to such questions no later than 2:00 p.m. Central Time on September 21, 2005. No other department personnel are allowed to discuss the RFP before the proposal submission deadline. Contact regarding this RFP with any personnel not listed above could result in disqualification. General Information Responders must adhere to all terms of this RFP. Late proposals will not be considered. All costs incurred in responding to this RFP will be borne by the responder. Fax and e- mail responses will not be considered. The City Not Obligated To Complete Project This RFP does not obligate the City to award a Contract or complete the project, and the City reserves the right to cancel the solicitation if it is considered to be in its best interest. Disposition of Responses All materials submitted in response to this RFP will become property of the City and will become public record after the evaluation process is completed and an award decision made. If the responder submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minn. Stat. § 13.37, the responder must: • Clearly mark all trade secret materials in its response at the time the response is submitted, • Include a statement with its response justifying the trade secret designation for each item, and • Defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the City, its agents and employees, from any judgments or damages awarded against the City in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives the City’s award of a contract. In submitting a response to this RFP, the Responder agrees that this indemnification survives as long as the trade secret materials are in possession of the City. The City shall keep all the basic documents related to its contracts, including responses to RFPs for a minimum of seven years. The City shall not consider the prices submitted by the responder to be proprietary or trade secret materials. Responses to this RFP shall not be open for public review until The City decides to pursue a Contract and that Contract is executed. Page 7 of 7