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  1. 1. Agreement #93195 REQUEST FOR PROPOSALS (RFP) Minnesota Department of Transportation (Mn/DOT) Advanced Preliminary Bridge Engineering and Public Stakeholder Involvement for the Hastings Bridge Project Project Specific Information Project Overview The State of Minnesota, through its Department of Transportation (Mn/DOT), requests proposals to provide preliminary bridge engineering, development of a visual quality plan, project development, and associated services for the proposed new Mississippi River Crossing that is within the overall Mississippi River Crossing Project in the Hastings Area of Dakota County: Minnesota S.P. 1913-064. The overall Mississippi River Crossing Project area is along T.H. 61 from T.H. 55 in Dakota County to the south end of Bridge No. 82021 in Washington County. This project was advanced by Chapter 152 – Bridge Program of the 2008 State Transportation Legislation and Funding Package with the goal of initiating a construction contract for the Hastings Bridge by June 1, 2010. The project website contains additional information and can be found at www.dot.state.mn.us/metro/projects/hastingsbridge/index.html A design-build delivery method is anticipated for construction of the new Mississippi River Crossing. According to Mn/DOT’s current policy, except as discussed later in this RFP, the successful responder and all subcontractors to this request for services will not be allowed to participate as an offerer or to join a design-build team for the Hastings Bridge Project. The services included in this contract will continue project development through more detailed study using the results of an ongoing Scoping Study for the project area. A draft version of the final report is anticipated to be available in September, 2008, with the final version being completed in December, 2008. Concurrent to the ongoing Scoping Study and the services associated with this contract, an Environmental Assessment (EA) is being prepared to examine the social, environmental, and economic impacts a new bridge will have on this area. The Contractor must be able to express their understanding of both the project schedule and activities while demonstrating how they will be able to coordinate with Mn/DOT in completing their concurrent activities such that the construction contract goal stated above can be achieved. By means of a separate contract, Mn/DOT is currently in the process of retaining a General Engineering Consultant (GEC) to perform various services associated with Mn/DOT’s design-build program. Included in the GEC contract are various services to assist Mn/DOT with the delivery of the Hastings Bridge Project. Anticipated services provided by the GEC include various tasks pertaining to project development, procurement, and design-build RFP preparation. The successful responder to this proposal request will be required to work closely with Mn/DOT’s GEC throughout the duration of this contract. The GEC will incorporate the RFP language developed by the successful responder under this proposal request into the design-build RFP documents. The Contractor must be experienced in the design-build process of a major construction project or major bridge construction. Sufficient staff, as determined by the Mn/DOT Design-Build Project Manager assigned to this project, will be provided by the Contractor. The GEC is eligible to be selected to perform the services associated with this contract. To assist potential responders in preparing their proposal, Mn/DOT will hold a mandatory RFP Question and Answer Meeting. This meeting will be held at 1:00 P.M. on Friday, August 15, 2008 at the Mn/DOT Bridge Office in Oakdale. Proposals will only be considered for those teams that have at minimum one attendee at this meeting. In addition to this meeting, any questions regarding this RFP may be submitted as described elsewhere in this RFP. Project Goal It is the goal of this project to further advance the preliminary design work performed in the ongoing Scoping Study. Specifically, Mn/DOT desires to develop structural engineering models, develop design-build RFP criteria, and begin a visual quality process. Furthermore, the intent of this contract is to provide Mn/DOT with all information necessary to develop a RFP for procurement of design-build services including the development of bridge design, construction, and performance criteria. These criteria will provide guidance and define critical requirements to insure that RFP respondents adequately address Mn/DOT’s needs, expectations, and concerns. It is also a goal to actively engage the public stakeholders in relation to the tasks described below and the EA currently -1– (CSS Reviewed 5/8/2008)
  2. 2. Agreement #93195 being prepared. It is an objective to establish a Project Advisory Committee (PAC) as part of this contract. The PAC should primarily be comprised of individuals from the ongoing Scoping Study’s existing stakeholder group, the Study Advisory Committee or SAC, and possibly expanded through this contract, as appropriate. The SAC includes regulatory agencies, local and county governments, and historical and tribal interest groups. A Visual Quality Advisory Committee (VQAC), formed as a subset of the PAC with the possibility of adding additional representative areas, is an additional objective of Mn/DOT. Scope of Work and Deliverables Section 1 Proposed River Crossing Description The proposed Mississippi River Crossing Project in Hastings will consist of a selected bridge location, roadway alignment (single bridge carrying both northbound and southbound traffic or two bridges: one carrying northbound traffic and the other southbound traffic), and a selected main span bridge type. Each bridge crossing the Mississippi River will include a main span over the navigable channel and approach spans to the north and south. Mn/DOT will assign Bridge Nos. to any bridge comprising the selected option for this project. As part of the current Scoping Study, multiple main span alternatives, roadway alignments, and bridge replacement or rehabilitation combinations are being investigated. The final report will present a scoping level assessment, including bridge engineering analysis, for up to five of these main span alternatives. If more than three viable main span alternatives exist, additional screening to identify the two or three main span alternatives considered to be the most prudent and feasible will be conducted. It is anticipated that the Scoping Study will identify these two or three main span alternatives by September 12, 2008. The structure types being considered for the main span of the new bridge(s) are: • Girder structures • Cable structures • Arch structures Each activity outlined in the Scope of Work and Deliverables section of this RFP will be done for each main span alternative under consideration for this project. At the commencement of this contract, the two or three main span alternatives considered to be the most prudent and feasible from the ongoing Scoping Study will be those included in the scope of this contract. If at any time during the contract the number of main span alternatives are further reduced, Mn/DOT reserves the option to modify the contract by eliminating all work related to alternatives eliminated from consideration. Section 2 Reference Documents 2.1 Design Specifications The most current version of the following will govern: • AASHTO Guide Design Specifications for Bridge Temporary Works • AASHTO LRFD Bridge Design Specifications • CEB-FIP Model Code for Concrete Structures (For Time Dependent Behavior of Concrete) • FHWA Post Tensioning Installation and Grouting Manual • Mn/DOT Aesthetics Guidelines for Bridge Design • Mn/DOT Bituminous Manual • Mn/DOT Bridge Construction Manual • Mn/DOT Bridge Details Manual Parts I and II • Mn/DOT CADD Data Standards Manual • Mn/DOT Concrete Manual • Mn/DOT Contract Administration Manual • Mn/DOT Drainage Manual • Mn/DOT Geotechnical and Pavement Manual • Mn/DOT Grading and Base Manual • Mn/DOT Laboratory Manual • Mn/DOT Landscaping Manual -2– (CSS Reviewed 5/8/2008)
  3. 3. Agreement #93195 • Mn/DOT LRFD Bridge Design Manual • Mn/DOT Road Design Manual • Mn/DOT Standard Plans Manual • Mn/DOT Standard Plates Manual • Mn/DOT Standard Signs Manual • Mn/DOT Standard Specifications for Construction • Mn/DOT State Aid Manual • Mn/DOT Surveying and Mapping Manual • Mn/DOT Technical Manual • Mn/DOT Traffic Engineering Manual • Minnesota Uniform Traffic Control Device (M.U.T.C.D.) Manual • Post Tensioning Institute Recommendations for Stay-Cable Design, Testing and Installation 2.2 Other Governing Documents The most current version or drafts of the following will govern: • Mn/DOT Preliminary Subsurface Investigation and Foundation Evaluation • Mn/DOT Staff-Approved Geometric Layout • Mn/DOT Design Memorandum Section 3 Detailed Project Tasks 3.1 Visual Quality Management (Activity Codes 1250, 5911) The Contractor will develop and implement a Visual Quality Management Plan (VQMP). The purpose of the VQMP is to evaluate the surroundings in which the project is located based upon natural, historical, cultural, and economic attributes that will be considered opportunities in the development of a visually acceptable project, facilitate a public visual quality planning process, and develop a Visual Quality Manual for the T.H. 61 Mississippi River Crossing Project in Hastings. The VQMP will be conducted in a manner consistent with Mn/DOT’s Policy on Context Sensitive Design and Solutions. The VQMP will give particular attention to making the bridge and other project elements aesthetically compatible with the surrounding area by: • Acknowledging the bridge location as historically significant in this reach of the Mississippi River • Addressing relationship of the bridge and roadway features to the historic elements in the river valley both upstream and downstream of the bridge • Addressing the relationship of the bridge and other project features to elements within the Mississippi National River Recreation Area • Considering the relationship of the bridge and significant visual elements to critical areas adjacent to the bridge site • Considering the views from the bridge and from the riverway • Addressing the possible need for interpretive signing on or around the bridge site • Preserving natural elements, such as trees, rock outcroppings, and native vegetation • Being sensitive to the architectural appearance of other bridges and structures in the river valley • Being aware of future planning and development efforts by local agencies or groups Visual quality elements may consist of the following: • Roadway facilities • Bicycle and pedestrian facilities • Grading • Surface water • Retaining structures • Slope protection • Vegetation • Bridges -3– (CSS Reviewed 5/8/2008)
  4. 4. Agreement #93195 • Culverts • Traffic barriers • Lighting (roadway and/or accent) • Signing (roadway and/or interpretive) • Railing and/or fencing • Utilities • Architectural concrete textures • Architectural surface finishes • Landscaping The VQMP will include provisions for a Visual Quality Manager, Visual Quality Graphic Support Team, and Visual Quality Advisory Committee (VQAC). The Visual Quality Manager will be responsible for implementing the VQMP, coordinating visual quality issues with the VQAC, and overseeing the Visual Quality Graphic Support Team. The Visual Quality Manager will be an individual with a background in bridge architecture, architectural engineering, transportation planning, and documented prior experience in leading a visual quality effort on transportation projects similar in nature to the proposed project. The Visual Quality Graphic Support Team will provide 2D and/or 3D architectural CAD drawings, renderings, or photo simulations as needed to depict conceptual and detailed solutions to address visual quality issues. The Visual Quality Graphic Support Team will consist of individuals with documented prior experience in producing similar support items on other projects similar in nature to the proposed project. Individuals with the capability of determining that all exhibits present models that are structurally acceptable and dimensionally correct will be incorporated into the Visual Quality Graphic Support Team. The VQAC will be the main working group for the VQMP to ensure informed visual quality decisions. The VQAC will be formed at the onset of the project through discussions with Mn/DOT and other resource agencies. A meeting schedule will be developed by the Contractor and included as part of the VQMP. The VQMP will establish the methods for coordinating and interacting with the VQAC. Included in the VQMP will be provisions for the frequency of meetings with the VQAC, preparing necessary handouts, documents, and exhibits for meetings, recording and distributing minutes at all meetings, and capturing ideas and concepts brought forth during the visual quality process. A list of VQAC recommendations will be maintained and reviewed at each committee meeting. The Contractor will prepare a Visual Quality Manual of sufficient detail to successfully communicate design intent for the final design and construction of the project. The Visual Quality Manual will document the results and the outcomes of the VQMP including design guidelines, directives, and recommendations documented by plan layouts, elevations, sections, and details drawn to scale, text annotations with design intent and/or construction directives, as appropriate for the element. Scale drawings will show proportional relationships, approximate color representation, and appropriate textures. Rendered views or photo simulations depicting the project as it is proposed will be included. Information on cost analysis and comparisons, and maintenance discussion and requirements will be included. Preliminary structural information will be shown on 11” X 17” plan sheets with borders, title blocks, and descriptors. In addition to the Visual Quality Manual, the Contractor will develop 2D drawings of the T.H. 61 bridge and approach concepts that will provide accurate design information to the Metro District Visualization Unit. Based upon this information, the Metro District Visualization Unit will develop photo simulations and 3D renderings for inclusion in the Visual Quality Manual as well as a 3D model which will be incorporated into a 3D animation of the project. Technical support provided by the Contractor, including development of all 2D drawings, will be coordinated with the Metro Destrict Visualization Unit. All work by the Contractor will be completed in a timely manner to allow the Metro District Visualization Unit adequate time to perform their work. The Contractor will develop the criteria and information recommended for inclusion in the design-build RFP for evaluation of visual quality aspects and present it to Mn/DOT in report form written in a manner matching previous Mn/DOT design-build RFP examples (see the 35W Project website for one such example at http://www.dot.state.mn.us/designbuild/35wbrproject.html). Included in this criteria, the Contractor will develop guidelines to assist in evaluating proposals to clarify or verify deviations from the Visual Quality Manual and -4– (CSS Reviewed 5/8/2008)
  5. 5. Agreement #93195 criteria. The criteria and information will be formatted such that it is compatible for inclusion into a design-build RFP. The criteria will be established such that one bridge type is not favored over another. 3.2 Prepare Geometrics Recommendation (Activity Code 1140) A Geometric Layout and Design Memorandum are currently being developed by Mn/DOT for staff approval. Draft copies will be made available at project inception and updated as development advances. All work on bridge design criteria will be done in coordination with the current Geometric Layout and Design Memorandum provided by Mn/DOT. The Contractor will develop roadway profiles for this project. All profiles developed will address the various geometric constraints including, but not limited to, vertical clearance over the Mississippi River and local roads as well as locations where the profiles tie into the existing roadway. Profiles will be coordinated with Mn/DOT’s Geometric Layout and Design Memorandum. Roadway designs at the northerly and southerly end of the project will be evaluated by the Contractor with special attention given to: • Traffic calming alternatives • Turning movements • Vehicular, bicycle, and pedestrian access Traffic calming alternatives will be evaluated for both northbound and southbound T.H. 61 within the project limits. Of particular concern is calming southbound traffic entering the City of Hastings and calming traffic approaching the intersections for Hub’s Landing and King’s Cove from both directions. Each alternative under consideration will accommodate the need of constructing the main span such that it is capable to accommodate any potential future widening. Potential turning movements at Third St. will be evaluated to provide access to and from T.H. 61, Second St., and C.S.A.H. 42. Access for vehicles, bicycles, and pedestrians will be investigated The Contractor will also evaluate alternatives for establishing a bicycle and pedestrian facility on the proposed bridge(s) with special attention given to tying that facility into existing bicycle and pedestrian facilities within and at the project limits. It has been noted that there is interest in delivering bicycles and pedestrians directly from the bridge(s) to the existing trail system connecting Jaycee and Levee Park as well as Second St. Bicyclists also use the right shoulders in both directions on T.H. 61 north of the project. The bicycle and pedestrian facility will likely be on one side of the proposed river crossing only. As a result, grade separated bicycle and pedestrian crossings are desired. A memorandum containing geometric recommendations will be prepared by the Contractor regarding potential modifications to the Geometric Layout and Design Memorandum being developed. Mn/DOT will consider these recommendations in finalizing a roadway design and, if necessary, will modify the Geometric Layout and Design Memorandum accordingly. 3.3 Develop Bridge Design Criteria (Activity Codes 1002, 5911) Services under this contract include development of RFP language, specifications, and special provisions documenting the bridge design criteria and information recommended for inclusion in the design-build RFP. The RFP language, specifications, and special provisions will be included in a report that will provide the necessary background and justification to support the adoption of the recommended criteria and will be written in a manner matching previous Mn/DOT design-build examples. The design criteria will incorporate and be consistent with the concepts, requirements, and information developed in the VQMP and Visual Quality Manual described in Task 3.1. The design criteria will address all aspects of design of the river spans and approach spans including, but not limited to, arches, cables, girders, railings, deck, towers, piers, abutments, and foundation elements. The design criteria will include all information necessary to guide design-builders, for Mn/DOT’s use in developing a design-build RFP, and any other information deemed necessary by the Contractor and Mn/DOT. The intent is that the criteria and guidance ensure that Mn/DOT’s -5– (CSS Reviewed 5/8/2008)
  6. 6. Agreement #93195 requirements are met while simultaneously affording the design-build Contractor (DBC) the optimum opportunity for innovation and creativity. The organization of the document will be determined by the Contractor with concurrence by State. The Contractor will identify appropriate limits for the following items to guide designers. This list is not all inclusive: • Design Specifications o Order of precedence for conflicting documents • Geometric Criteria o Superstructure depth range o Arch span to depth ratio o Arch heights (minimum and maximum heights) o Inclination of the cables o Navigational and roadway clearance requirements o Pier size, tower heights (minimum and maximum heights) o Aviation requirements • Materials o Concrete o Structural steel o Prestressing steel o Post-tensioning ducts o Cables and protection system o Deck reinforcement o Type of tower anchorage/saddle for cables o Grouting o Overlay • Design Requirements (for things that AASHTO addresses only in general manner and leaves open or interpretation) o Loads and Load Factors  Load Combinations  Construction Loads with Load Combinations  Creep and shrinkage  Ice loads  Thermal loads  Vessel Impact  Permit and inspection vehicles  Wind load on structure  Wind load on live load  Braking force  Vehicular live load  Pedestrian live load  Stream pressure o Security (related to limiting accessibility of key components and need for monitoring system) o Tie girder redundancy o Cable tensioning and replacement; vibration sensitivity o Percentage of live load carried by the cables o Bridge fixity and range of movement o Service stress limits for post-tensioned concrete o Bearings o Expansion joints o Bridge rating criteria • Maintenance o 100 year design life requirements o Corrosion protection plan requirements o Inspection access -6– (CSS Reviewed 5/8/2008)
  7. 7. Agreement #93195 o Merits for and against a deck anti-icing system • General recommendations – Investigate the accommodation of the following: o Deck drainage system o Bridge lighting (navigation, aviation, trail, roadway, and aesthetic) o Box interior lighting o Bridge signing (standard signing on the bridge) o Utilities • Foundations o Drilled shafts  Load testing and reliability  Pressure grouting  Resistance factors  Structural integrity testing o Piling  Resistance for large pile types  Load tests o Spread footings • Construction Specifications o Bridge removal o Mass Concrete o Erection sequence o Falsework o Grouting o Post-tensioning o Cable tensioning 3.4 Prepare Geotechnical Report and Design Criteria (Activity Codes 1190, 5911) The Contractor will prepare a geotechnical report of the project area outlining a feasible foundation design option for the bridge(s) and viable embankment treatment options to address geotechnical concerns at the north approach. The geotechnical report will be formatted such that it is compatible for inclusion into a design-build RFP and will include RFP language, design criteria, and a cost estimate. The RFP language developed will allow the DBC the flexibility to develop their own feasible foundation designs. Preliminary borings at potential foundation locations will be taken in the summer of 2008 and will be available upon completion. The results of this effort will be reviewed by the Contractor and all pertinent information will be included within the geotechnical report. 3.5 Preliminary Hydraulics Design (Activity Codes 1041, 1141) The DBC will be required to complete the necessary hydraulic modeling and Bridge Hydraulics Letter once pier size, location, and geometry is finalized. The Contractor will collect all hydraulic data necessary to complete a Bridge Survey Sheet and allow the DBC to update the hydraulic model for the selected bridge option. The hydraulic data collected will be consistent with that described in Mn/DOT’s current Surveying and Mapping Manual and will include field cross-sections, information on adjacent bridges, water elevations, and stream bed profiles. Updates to the existing HEC-RAS model for the area and completion of Mn/DOT’s Risk Assessment Form will be perfomed by the Contractor with the information collected. 3.6 Prepare Concept Refinement Report (Activity Codes 1002, 1250, 5911) The Contractor will prepare a concept refinement report for each main span alternative under considerastion for this project. Portions of each report will be incorporated into a future design-build RFP for the project. Each report will have the following format: • Table of Contents • Executive Summary -7– (CSS Reviewed 5/8/2008)
  8. 8. Agreement #93195 • Introduction • Acknowledgement of Commitments – The Contractor will cite commitments made in project documents that affect the bridge. This includes such documents as the Visual Quality Manual, etc. • Content • Appendices – This includes any necessary drawings, spreadsheets, etc. At minimum, the content section of each report will be separated into two divisions: Division I for the main span of the river crossing and Division II for the approach spans of the river crossing. Additional divisions may be added as appropriate. The content section of the concept refinement report will investigate and evaluate risks for each of the items listed below at minimum. This evaluation of risk will assess and report on impacts to considerations such as design feasibility, constructability, costs, schedule, environmental risks, aesthetics, long term durability, maintenance, etc. Design-build RFP requirements will be established for these items. 2D and/or 3D structural models are required, where appropriate, to fully evaluate and assess the items to be included in the report. Acceptable structural modeling software will be determined in discussion with Mn/DOT at the onset of the project. • Structural analysis o Structure depth requirements and transitions o For a cable or arch structure, the number of cable stay towers or arch ribs. o Superstructure cross-section and edge beam requirements for a cable or arch structure o Expansion requirements, pier and bearing fixity requirements, pier stiffness effects, and other issues unique to long, continuous bridges due to thermal movements o Deck drainage requirements o Necessity of a wind load and vibration analyses of the structure or any component o Design criteria or geometric restrictions to prevent potential uplift • Bridge Lighting/Signing o Location of lights and signs o Candlepower required for lighting o Direction of lighting o Size and location of signs o Any other item discussed in the Visual Quality Manual for architectural and roadway lighting and signing issues • Visual Quality o Proposed structure design content conforming to the intent described in the Visual Quality Manual.  This work will be achieved by developing 2D lighting drawings of the bridge • At night • On the river upstream • On the river downstream • On the roadway from the Dakota County side • On the roadway from the Washington County side o Procedures to obtain concurrence for any refinements to the Visual Quality Manual o Proposed visual quality enhancements to the geometric layout and profile • Construction o Necessity of staged construction and traffic handling options including commuter train options o Staging areas, access needs, and access roads into the river and flood plain o Removal of Bridge 5895 o Pre-cast and cast-in-place construction methods o Options for building portions of the bridge(s) off-alignment and moved to its final location o Methods to construct bridge(s) on-alignment o Potential innovated construction techniques o Permitting implications based on possible construction needs and environmental restrictions o Erosion protection • Maintenance and Inspection -8– (CSS Reviewed 5/8/2008)
  9. 9. Agreement #93195 o Maintenance, inspection, and access requirements o Replacement of components o Performance criteria for a 100 year design life o Items to consider will include:  Anti-icing system (location of piping sleeves and controls, effects on durability, etc.)  Overlay  Cables, saddles, and protection systems  Joints  Bearings  Lighting  Drainage system (include type of material, location of pipes, discharge locations, etc.)  Box (inside and outside)  Post-tensioning ducts and grouting systems  Minimization of post-tensioning block-outs  Anchorage systems  Towers  Piers  Health monitoring system  Other/miscellaneous (i.e. stainless steel bars in deck) 3.7 Prepare Bridge Cost Estimate (Activity Code 1250) The Contractor will prepare a bridge cost estimate memorandum which will include the conceptual cost estimate range by analyzing major bridge components including development of rough quantities and unit costs. The bridge cost estimate memorandum will also quantify any potential additional costs that may arise from constructability issues, traffic staging, bridge removal, and site constraints as necessary to develop reliable construction costs. The bridges under consideration for this project will be partitioned into similar subsets. A conceptual bridge cost estimate range will be computed for each subset. The Contractor will state the methods used to obtain the bridge cost estimate and provide documentation in determining the validity of unit costs, quantities, and assumptions made (i.e. construction schedule). All bridge cost estimates will be in year of estimate dollars and will use a 100 year design life. The Contractor will have the bridge cost estimate work prepared by an individual with experience in estimating major long span structures. 3.8 Prepare Concept Drawings (Activity Code 1002) The Contractor will prepare concept drawings of each bridge type proposed as an option for this project, as needed to convey the design criteria, performance requirements, basis for the cost estimate, and/or commitments made in the visual quality manual. 3.9 Public Stakeholder Involvement (Activity Code 0054) Public stakeholder involvement includes the participation of officials from local governments and other state and federal agencies, citizens, special interest groups, adjacent residences and businesses, community groups, minority groups, and any others expressing interest or knowingly affected by this project. Public stakeholder involvement for the Hastings Bridge Project has been initiated with the ongoing Scoping Study with the formation of a SAC as previously described. A Public Involvement Plan (PIP) that will bridge the activities of the ongoing Scoping Study with those services associated with this RFP is currently being developed by Mn/DOT. Included in the PIP is the establishment of a Project Advisory Committee (PAC) primarily comprised of individuals from the existing SAC and possibly expanded through this contract, as appropriate. The purpose of the PAC is to advise Mn/DOT on design issues, various federal, state, and local issues, and ensure community participation. Copies of the PIP will be made available at project inception. It is anticipated that the majority of the work for the public stakeholder involvement will need to be completed by the time this project gets to the public hearing stage for the EA. Thus, the public stakeholder involvement -9– (CSS Reviewed 5/8/2008)
  10. 10. Agreement #93195 process will need to be integrated into the timeline for the EA. Further public and stakeholder involvement efforts will need to be synchronized with the discussions involving regulatory agencies at the state and federal level as required by state and federal laws. Public information meetings will be held as part of the EA process for the project. It is anticipated that these meetings will be in an open house format. Pre- and post-meetings with Mn/DOT will be necessary to prepare the agenda, agree on presentation materials to be displayed, review comments made, and decide on the necessary course of action. Meetings with the Hastings City Council and public hearings will be needed to satisfy the requirements of the EA and to achieve municipal consent. The Contractor will be responsible for arranging location(s) for these meetings and hearings as well as providing a court reporter for the public hearings. Pre-meetings with Mn/DOT will be necessary to prepare the agenda and agree on presentation materials to be displayed. Each meeting and hearing listed above will be led by Mn/DOT staff with the Contractor in attendance and providing the necessary exhibits and staff to assist Mn/DOT in presenting and discussing the various aspects of the project. Exhibits may include project brochures, fact sheets, display boards, pamphlets, booklets, charts, tables, graphs, and project maps. In addition to the meetings and hearings discussed above, the Contractor will prepare for, attend, and participate with Mn/DOT in presentations to the Hastings Bridge Coalition or similar local groups and interested parties. Exhibits used in previous meetings and hearings will be used at these meetings and additional exhibits will be prepared as appropriate. It is assumed that preparation for these meetings as well as review of comments from these meetings will occur at regularly scheduled progress meetings. Although Mn/DOT will be responsible for media involvement and press releases, the Contractor will assist in preparation of material to be included in press releases such as notifications to interested parties for each public hearing. Material to be prepared by the Contractor may include the development of a one-page double-sided meeting notice, 1/8 page newspaper advertisement, and a one- to two-page news release. The Contractor will directly mail meeting notices to all individuals on the City of Hastings distribution list for the public hearings. Close coordination will be maintained with Mn/DOT’s Public Affairs Coordinator and the various media outlets to ensure all items prepared are submitted within their guidelines. The Contractor will maintain accurate public stakeholder involvement information throughout the project. As part of this effort, the Contractor will assist Mn/DOT in updating the project’s stakeholder mailing list and stakeholder issue matrix, a document developed by Mn/DOT to record any issue that surfaces throughout the Hastings Bridge Project. Any issue that arises during this contract will be discussed with Mn/DOT to determine the appropriate action. For use at the various meetings, the Contractor will develop a Microsoft (MS) PowerPoint presentation. Updates will be made at critical points as the project progresses. When appropriate, two versions of the MS PowerPoint presentations will be furnished, one with audio and one without. 3.10 Design-Build Contractor Selection and Oversight (Activity Code 5911, 5912) Upon receipt of proposals for design-build services, Mn/DOT may request the Contractor to assist in selection of the DBC. It is anticipated that participation will be limited to serving as a sub-committee member and not a scoring member during proposal evaluation. The DBC will complete the preliminary bridge plans based upon Mn/DOT’s design-build RFP requirements and the design concept selected as the preferred bridge option. Upon Mn/DOT approval of the preliminary bridge plans, the DBC will complete the final bridge plans based on the preliminary bridge plans and in accordance with the design-build RFP including current Mn/DOT standards and practices. The Contractor will provide design oversight of the preliminary and final bridge plans. All plans submitted will be subject to design oversight including over-the-shoulder plans, release for construction plans, and as-built plans. - 10 – (CSS Reviewed 5/8/2008)
  11. 11. Agreement #93195 Design oversight activities will be performed consistent to Mn/DOT’s practice on the checking of consultant prepared bridge plans as outlined in Mn/DOT’s LRFD Bridge Design Manual. A thorough check will be required for any bridge type or structural element deemed unique by Mn/DOT. The State reserves the right to require additional checks as needed. Section 4 Deliverables 4.1 General Requirements All reports will be produced on 8 1/2” x 11” bond paper, with any drawings on 11” x 17” bond paper. The Contractor will use MS Word for all reports and meeting minutes. Microstation Computer Aided Drafting (CAD) and Geopak will be used for development of the drawings using the most current version of the Bridge Office’s Summary of Recommended Drafting Standards. The 2D drawings required for Visual Quality will be drawn using Microstation. Visualization exhibits will be presented in a 30” X 40” format. 2D drawings are required to describe the design intent to both the professional and the layman. Hand drawn sketches indicating accurate scale and proportion will be acceptable for discussion purposes with the Design Team and the Visual Quality Advisory Committee, but 2D CAD drawings are required for formal presentations to the stakeholders including Mn/DOT, other agencies, and the public at large. Electronic files of all reports and drawings will accompany each bound and certified final report. All electronic files will be delivered to the State on a compact disc in the portable document format (.pdf) using Adobe Acrobat. Electronic files of reports and drawings will also be submitted in either, MS Word, MS Excel, or Microstation format, as appropriate. Either MS Word or MS Excel may be used to complete the cost estimates. All final reports will be certified by a Registered Professional Engineer licensed under the laws of the State of Minnesota and as provided for under Minnesota Statute Section 326.12 and the Minnesota State Board of Architecture, Engineering, Land Surveying, Landscape Architecture, Geoscience, and Interior Design. 4.2 Visual Quality Management Plan (VQMP) Memorandum (Activity Code 1250) • The Contractor will develop a memorandum outlining their VQMP as described in Task 3.1. • The VQMP memorandum consisting of ten bound paper copies will be submitted to the State in sufficient time for inclusion into the draft EA. • A draft version of this memorandum will be provided for review and comment. 4.3 Visual Quality Manual (Activity Code 1250) • The Contractor will develop a Visual Quality Manual as described in Task 3.1. • A draft of the Visual Quality Manual will be submitted to the State for review and comment in sufficient time for presentation at the EA public hearing. • The Visual Quality Manual consisting of ten bound paper copies and 20 CD copies will be submitted to the State after making the appropriate edits based on the State’s review of the draft Visual Quality Manual. • A bound paper copy of the Visual Quality Manual will be given to each member of the VQAC. 4.4 Visual Quality Procurement Evaluation Criteria (Activity Code 5911) • The Contractor will develop a report containing criteria and guidelines to assist in evaluating design- build proposals as described in Task 3.1. • The visual quality procurement evaluation report consisting of ten bound paper copies will be submitted to the State in sufficient time for inclusion into the design-build RFP. • A draft version of this report will be provided for review and comment - 11 – (CSS Reviewed 5/8/2008)
  12. 12. Agreement #93195 4.5 2D and/or 3D Architectural CAD Drawings (Activity Code 1250) • Draft 2D and/or 3D architectural CAD drawings, renderings, or photo simulations needed in association with the Visual Quality Management task will be submitted to the State in electronic format for review and comment one week prior to the specific meeting where the exhibit is needed for visual purposes. • All exhibits will be utilized at the specific meeting(s) for which they are intended and incorporated into the Visual Quality Manual as described in Task 4.3, as appropriate. 4.6 Photo Simulations, 3D Renderings, and 3D Models/Animation Support (Activity Code 1250) • The Contractor will develop 2D CAD drawings of the T.H. 61 bridge and approach concepts to be used by the Metro District Visualization Unit to develop photo simulations, 3D renderings, and a 3D model/animation of the project as described in Task 3.1. • The submittal date for the 2D CAD drawings will be coordinated with the State such that all drawings are received in a timely manner to allow adequate time for the completion of exhibits. 4.7 Roadway Profiles (Activity Code 1140) • The Contractor will develop roadway profiles as describe in Task 3.2. • A draft of the roadway profiles will be submitted to the State for review and comment in sufficient time for inclusion into the draft EA. • The roadway profiles will be submitted to the State in sufficient time for stakeholder approval of the EA. 4.8 Geometrics Recommendation Memorandum (Activity Code 1140) • The Contractor will develop a geometric recommendation memorandum as describe in Task 3.2. • The geometrics recommendation memorandum consisting of ten bound paper copies will be submitted to the State in sufficient time for stakeholder approval of the EA. • A draft version of this memorandum will be provided for review and comment. 4.9 Bridge Design Criteria Report (Activty Code 1002) • The Contractor will develop a bridge design criteria report as described in Task 3.3. • The bridge design criteria report consisting of ten bound paper copies will be submitted to the State in sufficient time for inclusion into the design-build RFP. • A draft version of this report will be provided for review and comment. 4.10 Geotechnical Report (Activity Code 1190) • The Contractor will develop a geotechnical report as describe in Task 3.4. • The geotechnical report consisting of ten bound paper copies will be submitted to the State in sufficient time for the State and the stakeholders to select the preferred structure. • A draft version of this report will be provided for review and comment. 4.11 Risk Assessment Form (Activity Code 1141) • The Contractor will complete Mn/DOT’s Risk Assessment Form as described in Task 3.5. • A draft version of this document will be provided for review and comment. 4.12 Updated HEC-RAS Model (Activity Codes 1141) • The Contractor will update the existing HEC-RAS model as described in Task 3.5. • A draft version of this model will be provided for review and comment. 4.13 Hydraulic Data Geopak File and CAD Drawings (Activity Code 1041) • The Contractor will develop a Geopak file containing all field cross-section and stream bed profile information obtained. - 12 – (CSS Reviewed 5/8/2008)
  13. 13. Agreement #93195 • CAD drawings depicting the field cross-sections and stream bed profiles will be created by the Contractor and submitted with the Geopak file. • The Geopak file and CAD drawings will be submitted to the State accompanying the updated HEC-RAS model as described in Task 4.12. 4.14 Concept Refinement Report (Activity Code 1002) • The Contractor will develop a concept refinement report as described in Task 3.6. • Prior to starting the report, the Contractor will submit an outline for approval by State. • The concept refinement report consisting of ten bound paper copies will be submitted to the State in sufficient time for the State and stakeholders to select the preferred structure. • A draft version of this report will be provided for review and comment. 4.15 Bridge Cost Estimate Memorandum (Activity Code 1250) • The Contractor will develop a bridge cost estimate memorandum as described in Task 3.7. • The bridge cost estimate memorandum consisting of ten bound paper copies will be submitted to the State in sufficient time for the State and stakeholders to select the preferred structure. • A draft version of this memorandum will be provided for review and comment. 4.16 Concept Drawings (Activity Code 1002) • The Contractor will develop concept drawings as described in Task 3.8. • Draft concept drawings will be submitted to the State at the 50 and 90 percent complete stage. • Concept drawings consisting of ten paper copies for each bridge will be submitted to the State in sufficient time for inclusion into the design-build RFP. 4.17 Meeting and Hearing Coordination (Activity Code 0054) • The Contractor will provide meeting and hearing coordination as described in Task 3.9. • Included in this deliverable is location arrangement, documentation through a court reporter, necessary exhibits, notification material. • All deliverable items will be coordinated with Mn/DOT at pre-meetings or regularly scheduled “progress meetings,” as appropriate. 4.18 MS PowerPoint Presentations (Activity Code 0054) • The Contractor will develop MS PowerPoint presentations as described in Task 3.9. • Once Task 3.9 commences, the Contractor will submit the presentations, as well as updates to the original presentations, at critical points as the project progresses. Section 5 Project Coordination 5.1 Stakeholder Groups At the request of the state, this project will require coordination with many different groups, including but not limited to: • Mn/DOT o Metro District functional units (South Area, Design, Traffic, Planning, etc) o Bridge Office o Cultural Resources Unit (CRU) o Office of Environmental Services (OES) o Other offices or departments as necessary • Dakota County including the following departments o Planning o Engineering o Parks - 13 – (CSS Reviewed 5/8/2008)
  14. 14. Agreement #93195 o Environmental o Other departments as necessary • Washington County including the departments listed above for Dakota County • City of Hastings • City of Cottage Grove • Nininger Township • Marshan Township • Denmark Township • Ravenna Township • Metropolitan Council • Mississippi Natural River & Recreation Area (MNRRA) • Mississippi River Trail Organization • Federal Highway Administration (FHWA) • United States Fish & Wildlife Service (USFWS) • United States Army Corps of Engineers (USACE) • United States Coast Guard (USCG) • Minnesota Department of Natural Resources (Mn DNR) • Environmental Protection Agency (EPA) • Minnesota Pollution Control Agency (MPCA) • State Historic Preservation Office (SHPO) • Watershed districts and management organizations • Burlington Northern Santa Fe Railroad (BNSFRR) • Union Pacific Railroad (UPRR) • Utility Companies • Minnesota Board of Soil and Water Resources • Hastings Bridge Coalition • Commercial property owners • Private property owners 5.2 Progress Meetings A “project kick-off meeting” and intermediate “progress meetings” are assumed. The number of people to attend “progress meetings” from the Contractor’s side will be coordinated with State’s Project Manager. The following items will be discussed at each “progress meeting”: • Minutes from the previous “progress meeting” • Project schedule • Project log • Action items • Project reports 5.3 Visual Quality Advisory Committee Meetings The Contractor will be required to coordinate with the VQAC. At minimum, the VQAC will be made up of citizens and governmental representatives from the City of Hastings Prairie Island Indian Community, State Historic Preservation Office, Hastings Historical Society, and the National Park Service. It is anticipated that the VQAC will consist of approximately 12 to 15 members. The VQAC will provide input, review, and comment on issues that may potentially impact the visual aspect of the project. Section 6 Items Supplied by State The following information will be supplied by the state when available (anticipated date when item will be available is listed for each item. All information will be placed at the projects website, www.dot.state.mn.us/metro/projects/hastingsbridge/documents.html. At the State’s discretion, drafts may be available sooner upon request by the Contractor. • All documents associated with the ongoing Scoping Study including: o Socioeconomic Issues Technical Memorandum, October 2008 - 14 – (CSS Reviewed 5/8/2008)
  15. 15. Agreement #93195 o Community Inventory and Vision Memorandum, July 2008 o Visual Quality Management Framework Memorandum, December 2008 o Project Goals and Objectives Memorandum, July 2008 o Hydraulics Special Study, August 2008 o Geotechnical Conditions Special study, August 2008 o Bridge Rehabilitation Study, July 2008 o Constructability and Cost Estimate Memorandum, October 2008 o New Structure Feasibility Memorandum, October 2008 o Scoping Report, December 2008 o Visualizations if authorized, December 2008 o Traffic Operations Technical Memorandum if authorized, November 2008 • Mn/DOT Staff-Approved Geometric Layout, August 2008 • Mn/DOT design-build RFP examples, currently available • Mn/DOT’s Preliminary Borings, December 2008 • Mn/DOT’s Public Involvement Plan, September 2008 • Right of way costs • Public stakeholder mailing list, currently available • Comments on all submittals, in a timely manner Section 7 Project Documentation The Contractor will provide a schedule for the project and verify that the tasks can be completed within the specified contract timeframe. Schedule updates will be required at each progress meeting. In addition, invoices will be prepared by the Contractor and submitted to the State on a monthly basis. The Contractor will develop and keep a log of all decisions made on the project and document the reason(s) for each decision. The Contractor will prepare minutes for all progress meetings, committee meetings, and agency coordination meetings as well as summary reports for all public stakeholder involvement meetings. Public stakeholder involvement meetings in which summary reports are to be produced include public informational meetings, city council meetings, local group and interested party meetings, and the EA public hearing. Copies of the minutes and summary reports will be furnished to Mn/DOT and, upon Mn/DOT approval, distributed to all attendees of the respective meeting. Section 8 Computer Software The following computer software will be used by the Contractor. Additional computer software of later versions of the specified computer software may be used upon written approval by the State. • MS Word Version 2002 • MS Excel Version 2002 • MS PowerPoint Version 2002 • Microstation Version 08.05.02.55 • IPLOT for Microstation Version 08.05.02.89 • Geopak – 2004 Edition 08.08.03.24 • Adobe Acrobat Version 7 Section 9 Work Activities All project tasks will be based on the following activity codes to be incorporated into the Contractor’s invoices. • 0054 Public and Customer Involvement • 1002 Structure Study / Scoping • 1041 Bridge Surveys – Scoping • 1140 Geometrics Recommendation / Project Cost Estimate • 1141 Preliminary Hydraulics Design • 1190 Foundation Recommendation • 1250 Project Design Plans - 15 – (CSS Reviewed 5/8/2008)
  16. 16. Agreement #93195 • 5911 Design-Build Procurement • 5912 Design-Build Design Oversight Required Qualifications Though this contract is not being conducted via Mn/DOT’s Pre-Qualification Program, the project team must include personnel meeting at a minimum the qualifications described in Pre-Qualification categories 3.1 – Bridge Design Levels 3 and 4, and 1.1 – Preliminary Design (Environmental Assessment level). Geotechnical background and experience is also required. Information on the Pre-Qualification Program may be found at http://www.dot.state.mn.us/consult/files/prequal/prequal.html. Future Contract Eligibility Two additional contracts for services where similar minimum personnel qualifications will be required are anticipated for Minnesota S.P. 1913-064. One of these contracts will provide design-build services. The other contract will assist Mn/DOT in providing contract administration services. Except as specified below, to prevent conflict of interest or unfair project knowledge situations for the successful responder, the successful responder and all subcontractors to this request for services will not be allowed to participate as an offeror or to join a design-build team for the Hastings Bridge Project, however, they will remain eligible to be associated with the contract administration contract. Geotechnical subcontractors to the successful responder, will not be excluded from participating as an offeror or to join a design-build team for the Hastings Bridge Project provided that all information in their possession (including notes) are turned over to Mn/DOT. Any employee of the geotechnical subcontractor involved with performing work under this contract will be prohibited from participating (in any manner) in the preparation of a response to a RFQ or RFP as part of the design-build team for the Hastings Bridge Project. The geotechnical subcontractor will develop written procedures and take appropriate actions to prohibit the flow of information between these individuals and other employees or partners responding to a Mn/DOT RFQ or RFP. While these individuals are not eligible to participate in the preparation of these documents, such employees may work on a design-build team only after the design-build contract has been awarded. All services performed for Mn/DOT and the steps that were taken to avoid, mitigate, or neutralize any real or perceived conflict of interest will be disclosed in the response to the design-build RFQ and RFP documents. Project Constraints As previously stated, the Hastings Bridge Project was advanced by Chapter 152 – Bridge Program of the 2008 State Transportation Legislation and Funding Package with the goal of initiating a construction contract for the Hastings Bridge by June 1, 2010. To meet this goal, many activities have been commenced simultaneously including the ongoing Scoping Study, environmental documentation, roadway design, visual quality, advanced preliminary bridge engineering, design-build RFP preparation, and public stakeholder involvement. Each of the activities listed above have various milestones vital to other activities. An understanding of the project development timeframe and how the various activities relate to each other is vital to successfully completing the project. As part of the proposal, each Contractor should address their understanding of the project development timeframe and state how they propose to assist Mn/DOT in coordinating these activities and achieving the above stated goal. 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 project. 3.A description of the proposed project approach and methodology to be utilized and deliverables to be provided by the responder, and a description of the proposed project management techniques. 4.A detailed description of the responder’s background and experience with similar work. This should include examples of similar work indicating the responder’s level of involvement in the project, and the key personnel involved with the project. For the similar work identified, provide information on: 1) cost management (comparison of final cost to the initial Contract price with explanation of significant increases); 2) whether the sponsor’s schedule was met (with explanation of any delays), and 3) sponsor feedback regarding quality of - 16 – (CSS Reviewed 5/8/2008)
  17. 17. Agreement #93195 services (for example any constructability or other plan reviews, any significant re-work required, or any known Contractor claims relating to plan errors). Emphasis should be placed on ability and history in handling projects with special constraints similar to the state’s proposed project. 5.A list of the key personnel who will be assigned to the project and their area of responsibility. Provide statements for each of the key personnel detailing their training, work experience, and qualifications relevant to the proposed work. No change in personnel assigned to the project will be permitted without the written approval of Mn/DOT’s Project Manager. 6.For each of the key personnel assigned to the project, provide a list of their current projects, expected completion dates, and percentage of time dedicated to those projects. 7.A description of the responder’s familiarity with the project locale and the advance notice required to be available to the project locale. 8.Identification of the level of Mn/DOT’s participation in the Contract, as well as any other services to be provided by Mn/DOT. 9.A work plan identifying the major tasks to be accomplished. This work plan will form the basis for cost negotiations after responder selection. The work plan must present the responder’s approach, task breakdown, and deliverable due dates. 10.The forms and documents required under any other section of this RFP. 11.Submit the Location of Service Disclosure and Certification Form, the Consultant Conflict of Interest Checklist, and Disclosure Form, and the Immigration Status Certification Form. 12.The responder must not include price information either in the body of the proposal or as a separate submittal. Page Limit Responders must limit their proposal to 25 pages, not including the cover letter and the required forms. Excess pages will not be reviewed and evaluated. A page is defined as 8 ½” x 11”, printed on one side. If a responder needs to use 11” x 17” paper, each side will count as two pages. Text font must be no smaller than 11 point. Fonts in graphics may be other sizes as deemed necessary, but must be readily legible. Proposal Evaluation Representatives of Mn/DOT will evaluate all responses received by the deadline. In some instances, an interview may be part of the evaluation process. All responses will be evaluated on the basis of qualifications. 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 outline and project approach 15 % 2. Qualifications and experience of firm and its key personnel 20 % 3. Qualifications, experience, and level of involvement of key project personnel 30 % 4. Capability to meet project schedule, as demonstrated by the work plan, and as demonstrated by the availability of key personnel to work on this project versus the amount of their time committed to other projects 25 % 5. Extent to which services will be performed within the U.S. or by a WTO country company within its own borders. * 10 % *Note: Responders must complete the attached “Location of Service Disclosure and Certification Form” and submit it along with the proposal. Proposals will be evaluated and a successful responder will be chosen on the basis of qualifications only. The successful responder will be required to submit a detailed scope of services and budget promptly after selection. Mn/DOT and the successful responder will then meet to negotiate the final scope of services and compensation. If Mn/DOT and the - 17 – (CSS Reviewed 5/8/2008)
  18. 18. Agreement #93195 successful responder are unable to agree upon a scope of services and compensation within a reasonable time (as determined by Mn/DOT in its sole discretion), then Mn/DOT may declare negotiations to be at an impasse, and may commence negotiations with the next highest-ranked responder. It is anticipated that the evaluation and selection will be completed by September 12, 2008. Proposal Submittal All proposals must be sent to: Erik Wolhowe, Contract Administrator Minnesota Department of Transportation, Bridge Office 3485 Hadley Avenue North Oakdale, MN 55128 All responses must be received no later 2:00 p.m. Central Daylight Time on August 29, 2008. Please note that Mn/DOT Offices have implemented new security measures. These new procedures do not allow non-Mn/DOT employees to have access to the elevators or the stairs. You should plan enough time and follow these instructions for drop-off: • Enter through the Hadley Ave side of the building. • Once you enter through the doors, you should walk straight ahead to the Information Desk. • Proposals are accepted at the Information Desk only. The receptionist will call the Contract Administrator to come down and to time stamp the proposal. 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. Proposal Questions To assist potential responders in preparing their proposal, Mn/DOT will hold a mandatory RFP Question and Answer Meeting. This meeting will be held at 1:00 P.M. on Friday, August 15, 2008 at the Mn/DOT Bridge Office in Oakdale. Proposals will only be considered for those teams that have at minimum one attendee at this meeting. In addition to the RFP Question and Answer Meeting, responders who have any questions regarding this RFP must submit questions by e-mail only to: Erik Wolhowe, Contract Administrator Email Address: erik.wolhowe@dot.state.mn.us All questions and answers will be posted on Mn/DOT’s Consultant Services Web Page at http://www.dot.state.mn.us/consult/index.html under the Prof/Tech Notices 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. Questions regarding this RFP must be received by Mn/DOT no later than 2:00 p.m. Central Daylight Time on August 19, 2008. Mn/DOT anticipates posting answers to such questions no later than 2:00 p.m. Central Daylight Time on August 22, 2008. 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. - 18 – (CSS Reviewed 5/8/2008)
  19. 19. Agreement #93195 Fax and e-mail responses will not be considered. Mn/DOT Not Obligated To Complete Project This RFP does not obligate Mn/DOT to award a Contract or complete the project, and Mn/DOT 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 Mn/DOT 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, Minnesota Statutes §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 Mn/DOT, its agents and employees, from any judgments or damages awarded against Mn/DOT in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives Mn/DOT’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 Mn/DOT. Mn/DOT is required to keep all the basic documents related to its Contracts, including responses to RFPs for a minimum of seven years. Mn/DOT will not consider the prices submitted by the responder to be proprietary or trade secret materials. Responses to this RFP will not be open for public review until Mn/DOT decides to pursue a Contract and that Contract is executed. Contingency Fees Prohibited Pursuant to Minnesota Statutes §10A.06, no person may act as or employ a lobbyist for compensation that is dependent upon the result or outcome of any legislation or administrative action. Affidavit of Noncollusion Responders must complete the attached “Affidavit of Noncollusion” and include it with the response. The successful responder will be required to submit acceptable evidence of compliance with workers' compensation insurance coverage requirements prior to execution of the Contract. The successful responder will be required to submit pre-award audit information and comply with audit standards. Organizational Conflicts of Interest The responder warrants that, to the best of its knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances, which could give rise to organizational conflicts of interest. An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons, a vendor is unable or potentially unable to render impartial assistance or advice to Mn/DOT, or the successful responder’s objectivity in performing the Contract work is or might be otherwise impaired, or the successful responder has an unfair competitive advantage. The responder agrees that, if after award, an organizational conflict of interest is discovered, an immediate and full disclosure in writing must be made to Mn/DOT, which must include a description of the action, which the successful responder has taken or proposes to take to avoid or mitigate such conflicts. If an organization conflict of interest is determined to exist, Mn/DOT may, at its discretion, cancel the Contract. In the event the responder was aware of an organizational conflict of interest prior to the award of the Contract and did not disclose the conflict to the contracting officer, Mn/DOT may terminate the Contract for default. The provisions of this clause must be included in all subcontracts for work to be performed similar to the service provided by the prime contractor, and the terms “contract,” “contractor,” and “contracting officer” modified appropriately to preserve Mn/DOT’s rights. Responders must complete the attached “Conflict of Interest Checklist and Disclosure Form” and submit it along with the response, but not as a part of the response. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Mn/DOT cannot, at this time, determine whether or not any federal funds might be used to pay for any part of the Contract, therefore responders must certify the following, as required by the Compliance Supplement to OMB Circular A-133, Compliance Supplement (found at http://www.whitehouse.gov/omb/circulars/a133/a133.html): - 19 – (CSS Reviewed 5/8/2008)
  20. 20. Agreement #93195 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -- Lower Tier Covered Transactions Instructions for Certification: By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 1.The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 2.The prospective lower tier participant will provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances. 3.The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverages sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 4.The prospective lower tier participant agrees by submitting this response that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 5.The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 6.A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Nonprocurement Programs. 7.Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8.Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 C.F.R. 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 9.The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 10.Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Affirmative Action Data For all Contracts estimated to be in excess of $100,000.00, responders are required to complete the attached “Affirmative Action Certification” page and include it with the response. Sample Contract You should be aware of Mn/DOT’s standard Contract terms and conditions in preparing your response. A sample State of Minnesota Professional/Technical Contract is attached for your reference. Much of the language reflected in the Contract is required by statute. If you take exception to any of the terms, conditions or language in the Contract, you must indicate in your response to this RFP; certain exceptions may result in your response being disqualified from further review and evaluation. Only those exceptions indicated in your response to this RFP will be available for discussion or negotiation. Insurance Requirements 1. The successful responder must provide a certificate of insurance to Mn/DOT no later than 30 days after executing the resulting Contract, and prior to performing any work under the Contract. Insurance certificates must show all - 20 – (CSS Reviewed 5/8/2008)
  21. 21. Agreement #93195 insurance coverage as required by the contract to the satisfaction of Mn/DOT. The successful responder will be required to maintain such insurance in full force and effect throughout the term of the Contract. 2. The successful responder will be required to maintain and furnish satisfactory evidence of the following insurance policies: a. Workers’ Compensation Insurance: Except as provided below, the successful responder must provide Workers’ Compensation insurance for all its employees and, in case any work is subcontracted, the successful responder must require the subcontractor to provide Workers’ Compensation insurance in accordance with the statutory requirements of the State of Minnesota, including Coverage B, Employer’s Liability. Insurance minimum amounts are as follows: $100,000.00 – Bodily Injury by Disease per employee $500,000.00 – Bodily Injury by Disease aggregate $100,000.00 – Bodily Injury by Accident If Minnesota law exempts the successful responder from Workers Compensation insurance requirements or if the successful responder has no employees in the state of Minnesota, the responder will be required to provide a written statement, signed by an authorized representative, indicating the qualifying exemption that excludes the responder from the Minnesota Workers Compensation insurance requirements. b. Commercial General Liability: The successful responder will be required to maintain insurance protecting it from claims for damages for bodily injury, including sickness or disease, death, and for care and loss of services as well as from claims for property damage, including loss of use which may arise from operations under the contract whether the operations are by the successful responder or by a subcontractor or by anyone directly or indirectly employed by the successful responder under the Contract. Insurance minimum amounts will be as follows: $1,000,000.00 – per occurrence $2,000,000.00 – annual aggregate $2,000,000.00 – annual aggregate – Products/Completed Operations The following coverages must be included: Premises and Operations Bodily Injury and Property Damage Personal and Advertising Injury Blanket Contractual Liability Products and Completed Operations Liability State of Minnesota named as an Additional Insured c. Commercial Automobile Liability: The successful responder will required to maintain insurance protecting it from claims for damages for bodily injury, as well as from claims for property damage resulting from the ownership, operation, maintenance, or use of all owned, hired, and non-owned autos which may arise from operations under the contract, and in any case where work is subcontracted the successful responder must require the subcontractor to provide Commercial Automobile Liability. Insurance minimum amounts will be as follows: $1,000,000.00 – per occurrence Combined Single limit for Bodily Injury and Property Damage In addition, the following coverages should be included: Owned, Hired, and Non-owned Automobile State of Minnesota named as an Additional Insured d. Professional/Technical, Errors and Omissions, and/or Miscellaneous Liability Insurance (if applicable). The successful responder will be required to carry the following minimum amounts: $1,000,000.00 – per claim or event $1,000,000.00 – annual aggregate Any deductible will be the sole responsibility of the successful responder and may not exceed $50,000.00 without the written approval of Mn/DOT. The retroactive or prior acts date of such coverage shall not be after the effective date of the contract. This policy must provide coverage for all claims the successful respondent may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to the successful responder’s professional services required under the contract, and must include an extended reporting period provision of a - 21 – (CSS Reviewed 5/8/2008)
  22. 22. Agreement #93195 minimum of five years if commercially available, otherwise a minimum of three years, following completion of the work. e. Additional Insurance Conditions: i. The successful responder’s policy(ies) must be primary insurance to any other valid and collectible insurance available to the State of Minnesota with respect to any claim arising out of the contract; ii. The successful responder’s policy(ies) must provide the State of Minnesota with 30 days advance notice of cancellation, nonrenewal, reduction in limits of coverage, or other material change; iii. The successful responder will be responsible for payment of Contract related insurance premiums and deductibles; iv. If the successful responder is self-insured, a certificate of self-insurance must be attached; v. The successful responder must include legal defense fees in addition to its liability policy limits, with the exception of section 2(d) above; and vi. The successful responder will be required to obtain insurance policies from an insurance company authorized to do business in the state of Minnesota and having an “AM BEST” rating of A- (minus); and Financial Size Category (FSC) VII or better. 3. Mn/DOT will reserve the right to immediately terminate the Contract if the successful responder is not in compliance with the insurance requirements and will also retain all rights to pursue any legal remedies against the successful responder. All insurance policies must be open to inspection by Mn/DOT and copies of policies must be submitted to Mn/DOT’s Authorized Representative upon written request. STATE OF MINNESOTA LOCATION OF SERVICE DISCLOSURE AND CERTIFICATION LOCATION OF SERVICE DISCLOSURE Check all that apply: The services to be performed under the anticipated contract as specified in our proposal will be performed ENTIRELY within the State of Minnesota The services to be performed under the anticipated contract as specified in our proposal entail work ENTIRELY within another state within the United States. The services to be performed under the anticipated contract as specified in our proposal will be performed in part within Minnesota and in part within another state within the United States. The services to be performed under the anticipated contract as specified in our proposal DO involve work outside the United States. Below (or attached) is a description of:  The identity of the company (identify if subcontractor) performing services outside the United States;  The location where services under the contract will be performed; and  The percentage of work (in dollars) as compared to the whole that will be conducted in each identified foreign location. CERTIFICATION By signing this statement, I certify that the information provided above is accurate and that the location where services have been indicated to be performed will not change during the course of the contract without prior, written approval from the State of Minnesota. Name of Company: ______________________________________________________________________ Authorized Signature: ____________________________________________________________________ Printed Name: __________________________________________________________________________ Title: _________________________________________________________________________________ - 22 – (CSS Reviewed 5/8/2008)
  23. 23. Agreement #93195 Date: ______________________________________ Telephone Number: __________________________ - 23 – (CSS Reviewed 5/8/2008)
  24. 24. Agreement #93195 STATE OF MINNESOTA AFFIDAVIT OF NONCOLLUSION I swear (or affirm) under the penalty of perjury: 1. That I am the Responder (if the Responder is an individual), a partner in the company (if the Responder is a partnership), or an officer or employee of the responding corporation having authority to sign on its behalf (if the Responder is a corporation); 2. That the attached proposal submitted in response to the ________________________ Request for Proposals has been arrived at by the Responder independently and has been submitted without collusion with and without any agreement, understanding or planned common course of action with, any other Responder of materials, supplies, equipment or services described in the Request for Proposal, designed to limit fair and open competition; 3. That the contents of the proposal have not been communicated by the Responder or its employees or agents to any person not an employee or agent of the Responder and will not be communicated to any such persons prior to the official opening of the proposals; and 4. That I am fully informed regarding the accuracy of the statements made in this affidavit. Responder’s Firm Name:___________________________________________ Authorized Signature: _____________________________________________ Date: __________________ Subscribed and sworn to me this ________ day of ___________ ____________________________________________________ ____ Notary Public My commission expires: _________ - 24 – (CSS Reviewed 5/8/2008)
  25. 25. Agreement #93195 CONFLICT OF INTEREST CHECKLIST AND DISCLOSURE FORM Purpose of this Checklist. This checklist is provided to assist proposers in screening for potential organizational conflicts of interest. The checklist is for the internal use of proposers and does not need to be submitted to Mn/DOT, however, the Disclosure of Potential Conflict of Interest form should be submitted in a separate envelope along with your proposal. Definition of “Proposer”. As used herein, the word “Proposer” includes both the prime contractor and all proposed subcontractors. Checklist is Not Exclusive. Please note that this checklist serves as a guide only, and that there may be additional potential conflict situations not covered by this checklist. If a proposer determines a potential conflict of interest exists that is not covered by this checklist, that potential conflict must still be disclosed. Use of the Disclosure Form. A proposer must complete the attached disclosure form and submit it with their Proposal (or separately as directed by Mn/DOT for projects not awarded through a competitive solicitation). If a proposer determines a potential conflict of interest exists, it must disclose the potential conflict to Mn/DOT; however, such a disclosure will not necessarily disqualify a proposer from being awarded a Contract. To avoid any unfair “taint” of the selection process, the disclosure form should be provided separate from the bound proposal, and it will not be provided to selection committee members. Mn/DOT Contract Management personnel will review the disclosure and the appropriateness of the proposed mitigation measures to determine if the proposer may be awarded the contract notwithstanding the potential conflict. Mn/DOT Contract Management personnel may consult with Mn/DOT’s Project Manager and Department of Administration personnel. By statute, resolution of conflict of interest issues is ultimately at the sole discretion of the Commissioner of Administration. Material Representation. The proposer is required to submit the attached disclosure form either declaring, to the best of its knowledge and belief, either that no potential conflict exists, or identifying potential conflicts and proposing remedial measures to ameliorate such conflict. The proposer must also update conflict information if such information changes after the submission of the proposal. Information provided on the form will constitute a material representation as to the award of this Contract. Mn/DOT reserves the right to cancel or amend the resulting contract if the successful proposer failed to disclose a potential conflict, which it knew or should have known about, or if the proposer provided information on the disclosure form that is materially false or misleading. Approach to Reviewing Potential Conflicts. Mn/DOT recognizes that proposer’s must maintain business relations with other public and private sector entities in order to continue as viable businesses. Mn/DOT will take this reality into account as it evaluates the appropriateness of proposed measures to mitigate potential conflicts. It is not Mn/DOT’s intent to disqualify proposers based merely on the existence of a business relationship with another entity, but rather only when such relationship causes a conflict that potentially impairs the proposer’s ability to provide objective advice to Mn/DOT. Mn/DOT would seek to disqualify proposers only in those cases where a potential conflict cannot be adequately mitigated. Nevertheless, Mn/DOT must follow statutory guidance on Organizational Conflicts of Interest. Statutory Guidance. Minnesota Statutes §16C.02, subd. 10 (a) places limits on state agencies ability to contract with entities having an “Organizational Conflict of Interest”. For purposes of this checklist and disclosure requirement, the term “Vendor” includes “Proposer” as defined above. Pursuant to such statute, “Organizational Conflict of Interest” means that because of existing or planned activities or because of relationships with other persons: (1) the vendor is unable or potentially unable to render impartial assistance or advice to the state; (2) the vendor’s objectivity in performing the contract work is or might otherwise be impaired; or (3) the vendor has an unfair advantage. Additional Guidance for Professionals Licensed by the Minnesota Board of Engineering. The Minnesota Board of Engineering has established conflict of interest rules applicable to those professionals licensed by the Board (see Minnesota Rules part 1805.0300) Subpart 1 of the rule provides “A licensee shall avoid accepting a commission where duty to the client or the public would conflict with the personal interest of the licensee or the interest of another client. Prior to accepting such employment the licensee shall disclose to a prospective client such facts as may give rise to a conflict of interest”. An organizational conflict of interest may exist in any of the following cases: - 25 – (CSS Reviewed 5/8/2008)

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