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REQUEST FOR PROPOSALS (RFP) FOR ENGINEERING SERVICES: Project Phasing, Easement Acquisition, Design Development, and Construction Management for Construction of Brooks Street Commercial Corridor Sidewalk Project City of Missoula, Montana NOTICE TO ENGINEERING CONSULTING FIRMS: Notice is hereby given that the Missoula Redevelopment Agency (MRA), acting as Project Owner for the City of Missoula, will receive written statements of qualifications and professional proposals for project phasing, easement acquisition, design engineering, and construction management of a Brooks Street commercial corridor curb and sidewalk construction project on Brooks St., and one block east and one block west of Brook St. between Mount Ave. and Dixon Ave. (the "Project"). The Project will be funded with Urban Renewal District III tax increment funds. The Project will involve advising MRA as to a multiple-phase project to complete the Project over two or more construction seasons and contacting property owners to negotiate the acquisition of sidewalk or sidewalk and curb easements. If, in the opinion of the MRA and the selected engineering consultant (Engineer), the Engineer is successful in negotiating a sufficient number of easements to develop an efficient sidewalk construction project, the Engineer will be retained to perform design engineering and construction management services for curb and sidewalk construction. Assistance with utility relocation coordination may also be required. Communications with MRA Staff for project phasing and project development, as well as communications with property owners are important components of the Engineer's work. It is anticipated that the phasing and easement acquisition portion of this project will begin after June 24, 2009, and that curb and sidewalk construction will be completed between the 2009 to 2011 construction seasons depending on the Engineer's timing and success in acquiring easements for sidewalks in the Project Area. The selected Engineer will be required to follow applicable City, State and Federal regulations. Information to be submitted by prospective firms in their written statements, qualifications, and professional proposals should include: 1. Qualifications of the firm: This section should include a list of similar public easement acquisitions, design development, engineering, and construction management of similar public projects completed by the firm. The list should include agency name, contact person, phone number of the person who worked most closely with the firm on these projects, and a brief description. Please include information regarding construction dates, quantities, and project cost. 2. Key Personnel: This section shall include a list of the key personnel in the firm and describe their experience doing work related to the Project. Also include a statement regarding any intention to subcontract any portion of this work to any other firm, a description of that work, and experience of the subcontracted personnel. 3. Proposed Schedule: Submit a proposed schedule of Project services including project phasing, easement acquisition, project development, construction management, and the ability of the firm to meet the scope of services as outlined. Include projected work load and availability of key personnel to complete the work within the schedule. 4. Additional Information: Any additional information that is relevant for MRA to consider in reviewing and comparing the firm's proposal. 1 ---PAGE BREAK--- 5. Scope of Services: The contract for professional services will include the following phases: A. Project Phasing. The selected Engineer will conduct the necessary field work to advise the MRA on phasing-in the construction of the Project. MRA's preliminary expectation is a Project composed of two phases roughly equal in cost, over two construction seasons. B. Easement Acquisition. The selected Engineer will contact property owners within the Project area to negotiate the acquisition of sidewalk easements in exchange for tax increment funded sidewalks in areas where insufficient right-of-way exists to construct sidewalk to City standard specifications. Other incentives may be possible on a case-by-case basis and only offered upon MRA approval. Easements successfully negotiated by the Engineer will be recorded on a City provided and approved Public Curb & Sidewalk Easement Form. If the MRA and Engineer determine that an insufficient number of sidewalk easements have been acquired to develop an efficient sidewalk construction project, then the Engineer's work will be complete at this point. If the MRA and Engineer determine that a sufficient number of sidewalk easements have been successfully negotiated to develop an efficient sidewalk construction project, then the Engineer's scope of services will continue on as described in the following sections. C. Design Development. The selected Engineer will provide preliminary design of the Project within the above described Project area, coordination with adjacent land owners, field surveying, sidewalk or curb and sidewalk alignment to accommodate existing utilities, drainage plans where curbing is needed, patching to existing pavement where curbing is needed, preliminary cost estimates, and soils investigation and utility relocation and /or right- of-way acquisition if applicable. The selected Engineer's preliminary design and cost estimates will be reviewed by appropriate City officials for their approval, prior to MRA approval. D. Final design. Upon approval of preliminary design and cost estimates, the selected Engineer will prepare construction drawings and specifications of the sidewalk or curb and sidewalk construction including typical details of curb and sidewalk sections. In addition, the selected Engineer will provide final cost estimates, prepare contractor bidding documents, assist owner in analyzing bids, and make a recommendation regarding award of a construction contract. E. Construction Management. The selected Engineer will inspect, oversee, and review contractor submittals, contractor work progress, and contractor's adherence to contract specifications and contract schedule. The selected Engineer will provide or monitor construction surveying and construction staking as well as materials quality and compaction testing, prepare change orders, and prepare As-Built drawings. Additionally, the Engineer will review and recommend to MRA approval of contractor's requests for payment, and coordinate any inspections by City officials. F. Project Close-Out. The selected Engineer will make final inspection with City officials and MRA, certify Project construction, and prepare Certificate of Substantial Completion. In addition the selected Engineer will provide a warranty inspection one year after the completion of the Project. 2 ---PAGE BREAK--- An Engineering Consultant will be chosen using the following process: A. Five copies of written statements, qualifications and professional proposals shall be submitted to the Missoula Redevelopment Agency, 140 W. Pine St, Missoula, Montana 59802, on or before 5:00 p.m., local time the 22th day of June, 2009, enclosed in an envelope clearly marked "Response to Request For Proposals for Construction of Brooks Street Commercial Corridor Sidewalk Project. Written statements, qualifications, and professional proposals submitted will be evaluated by a selection committee appointed for this purpose. Qualified candidates will be evaluated based on their written proposal. No interviews are planned by the selection committee. B. Proposals will be analyzed based on the following criteria: 1. Qualifications of the firm and professional personnel to be assigned to the Project: 30% 2. Capability to meet time requirements based upon present and projected workloads: 25% 3. Familiarity with the Brook St. commercial corridor existing infrastructure: 5% 4. Related experience on similar projects: 25% 5. Recent and current work for the City: 15% The proposal chosen by the selection committee will be presented to the MRA Board of Commissioners for approval. The MRA reserves the right to accept the proposal that it deems is in the best interests of the City and Urban Renewal District III, and to reject any proposals that it deems not to be in the best interests of the City and Urban Renewal District III. Upon MRA Board approval of the selected Engineer, a negotiation process for an Agreement for Services between the selected Engineer and the MRA will follow. Once an acceptable Agreement for Services has been reached, the approved agreement will be executed and work will begin as soon thereafter as possible. The MRA anticipates making a selection for an Engineer on June 24, 2009. The selected Engineer will be required to be registered with the State of Montana and carry liability insurance agreeable with City liability insurance standards. For questions regarding the Project or for an electronic copy of the Project area map contact Tod Gass, Project Coordinator, Missoula Redevelopment Agency, 140 W. Pine St, Missoula, MT 59802 or by calling (406) 552- 6159. This solicitation is being offered in accordance with state statutes governing procurement of professional services. Accordingly, the MRA reserves the right to negotiate an agreement based on fair and reasonable compensation for the scope of work and services proposed, as well as the right to reject any and all responses deemed unqualified, unsatisfactory or inappropriate. The City of Missoula and the Missoula Redevelopment Agency are EEO/AA, M/F, V/H Employers. Qualified women, veterans, minority and handicapped individuals are strongly encouraged to submit proposals. 3 ---PAGE BREAK--- Not To Scale 4