2016-07-06 Council Workshop Packet - Eng StudyCITY OF MENDOTA HEIGHTS
CITY COUNCIL WORKSHOP
AGENDA
Wednesday, July 6, 2016
5:30 pm
Mendota Heights City Hall
1. Call to Order
2. Presentation of the Focus Engineering’s Review of City CIP/Street Projects
3. Adjourn
DATE: July 6, 2016
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Workshop Meeting—Engineering Review
COMMENT:
INTRODUCTION
At a 5:30 PM meeting on July 6th, the City Council will hear a report by Focus Engineering
regarding its review of the City’s capital infrastructure plans.
BACKGROUND
In March, the City advertised for professional engineering companies to review the Capital
Improvement Plan (CIP) of the city, so as to provide an opinion of whether the estimated costs
and prioritization for these improvements was reasonable. Note that the CIP includes parks,
trails, sanitary sewer, equipment, and facilities, but by far the largest portion of the CIP is the
pavement management system, or street program.
After reviewing the Statements of Qualifications from the respondents, staff recommended, and
Council approved the hire of Focus Engineering. While Focus was the least costly of the four
companies, it was able to provide a good review of the existing documents.
Cara Geheren of Focus will review the following information, and offer the opinion of Focus as
to these documents which the City has formulated:
• 2016 City CIP Budget
• Street Plan Forecast through 2050
• 2015 Pavement Condition Index Report
• Street Improvement Plan
• Sewer Improvement Plan
Note that the City’s Trail Improvement Plan was not reviewed in this study.
At the workshop, Ms. Geheren will have handouts and a power point presentation.
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Based on the Focus study, the Council will need to have a discussion during the 2017 budget
process regarding the necessary level of funding which can be committed by the City for the
Street Program, vs. the requirements of accepted industry standards for a 50 year life cycle
maintenance of a street. This will be a large component of the Ehler’s Ten Year Financial
Management Plan.
BUDGET IMPACT
The review is timely, and is scheduled so that any recommended revisions could be incorporated
into the FY 2017 operating budget, which includes the CIP.
RECOMMENDATION
The Council should review and give direction as to modifications as appropriate.
______________________
Mark McNeill
City Administrator
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ENGINEERING CONSULTING SERVICES
REQUEST FOR
STATEMENT OF QUALIFICATIONS
CITY OF MENDOTA HEIGHTS, MN
MARCH, 2016
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I. INTRODUCTION
This request for Statement of Qualifications (SOQ) has been prepared by the City of
Mendota Heights in order to retain the services of a professional consulting engineering firm
to provide for a review of specific municipal engineering services for the City.
In this, the City desires to obtain the services of a professional consulting engineering group
to review, comment, and as necessary recommend modifications to the City’s infrastructure
components, including streets, sanitary sewer, storm sewer, trails, and parks of existing City
of Mendota Heights Capital Improvement Plan (CIP).
It is not the intent of this SOQ to seek or obtain professional engineering services for a long
term, ongoing relationship.
So as to avoid conflicts of interest, the City will not consider proposals from consulting
engineering companies with whom it has had a client relationship within the previous 5
years.
Any contact or questions for the City prior to the award of this contract shall be solely
through the City Administrator.
II. BACKGROUND
The City of Mendota Heights is a mature, fully developed suburb located in northern Dakota
County adjacent to the City of St. Paul on the north, and is in close proximately to the
Minneapolis/St. Paul International Airport. It has a population of approximately 11,071
people (2010 Census), and is characterized by lower density residential development.
However, it does have a nearly fully developed 425 acre Industrial area.
The City is 10.12 square miles in size, and has 73 miles of streets, 27 miles of paved trails,
86 miles of sanitary sewer, 107 storm water treatment ponds, and 10 parks.
Since the early 1980’s, the City of Mendota Heights has been providing engineering services
primarily through an in-house engineering department. Staffing is comprised of the Public
Works Director; one other registered professional engineer, a third engineering position
(variously a PE or EIT), a senior engineering technician, and shared clerical support.
Depending on Department workloads or the need for more specialized knowledge, consulting
engineering services have been provided by private sector consultants.
A recent departure of a junior engineer who had been primarily responsible for project design
has provided the City with an opportunity to re-examine the current level of staffing. In
order to fully assess departmental needs and demands, and the resources required to provide
for those, the City Council seeks an outside professional engineering company to review and
either affirm, or suggest modifications to the City’s existing CIP and other plans specific to
infrastructure components.
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III. SCOPE OF SERVICES
The City seeks a consultant who will review the existing CIP, and identify, prioritize, and
estimate costs for identified Capital Improvement Projects for the next 10 years, based on the
needs of the infrastructure components. This is primarily streets, sanitary sewer, storm
sewer, trails, and park improvements.
Existing City policies and project revenue sources are not to be considered as part of the CIP
review process. The review, affirmation, and/or suggested modifications of the CIP and
other infrastructure plans are to be based on the analysis of the City’s infrastructure plans.
Surface water systems will not be included in this analysis. In addition, potable water
distribution and maintenance services for the City of Mendota Heights are provided by Saint
Paul Regional Water Services. As such, a review of those needs is not to be included in this
scope of services.
The Consultant shall perform the requested work, and return its analysis within 45
days of the notification of award of the contract for services.
III. MATERIALS PROVIDED FOR REVIEW
PDF files of the following documents shall be provided to interested firms:
• 2016 City CIP Budget
• Street Plan Forecast through 2050
• 2015 Pavement Condition Index Report
• Street Improvement Plan
• Trail Improvement Plan
• Sewer Improvement Plan
Excel files will be provided upon request.
It is not intended that each component of the Pavement Condition Index (PCI) is to be
reviewed; however, the consultant should spot check and affirm that the process for
identifying and grading the segments of streets is accurate. If the opinion of consultant is
that the City’s PCI is significantly flawed and is therefore unusable, the Consultant should
notify the City. In that case, a fuller separate review may be negotiated, which shall be based
on hourly fees.
IV. STATEMENT OF QUALIFICATIONS CONTENT
The respondent shall provide the following:
a. Cover Letter/Title Page
Include the name of the firm, local address, telephone, and electronic mail
contact information for the firm’s contact person.
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b. Consultant Profile
Describe the services and/or technical expertise proposed to be provided
directly by the firm. Identify the basis of the firm’s interest for being
considered, and the qualifications of the firm as it relates to services to be
provided. List any prior relationships with the City of Mendota Heights.
c. Resumes
Include the qualifications and resumes of the professional staff that will be
assigned to work on this proposal. This should include the name(s), experience,
and qualifications of person(s) that will be routinely responsible for the contract
with the City. Please also identify the availability of the aforementioned staff to
perform the work with the 45 day window.
d. References
1. Include a representative list of municipal clients where related services
were provided by staff identified in (c), including the name and
telephone number of a person who may be contacted in those
municipalities.
2. List any private clients for whom work has been or is being performed
within the City of Mendota Heights, the type of project, the activities
performed, and the name of a person who may be contacted at the client.
e. Fees
Provide a total fee calculating matrix showing the personnel assigned to
provide services, their hourly rate (inclusive of multipliers), the number
hours anticipated, and a total, Not-To-Exceed fee for the scope of
services described above.
Include a fee schedule for 2016 including hourly rates, specialty rates,
multipliers, percentages, etc., for the various classifications of personnel
proposed to provide services under a contract with the City. Identify
what services are excluded from these hourly rates (i.e., mileage,
reimbursable, etc.).
f. Quantity
Please provide 6 printed copies of the Statement of Qualifications
(SOQ).
V. STATEMENT EVALUATION, FIRM SELECTION AND CONTRACT
AWARDS
a. Qualifications Based Selection: The City intends to select and award a
contract to that firm evaluated to be best qualified and best suited to
perform the work for the City with cost, compatibility and other
performance factors also considered.
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b. Review and Recommendation Process: Based upon review of the
SOQ’s and possible interviews, a subcommittee made up of two
members of the City Council, and City staff will review the proposals.
That subcommittee will then recommend to the full City Council the
firm which is proposed to be retained. Interviews may be necessary in
order to finalize the selections. The full City Council will make the
final decision for consideration and formal approval.
c. Financial Liability Limitations: The City shall not be liable for any
expenses incurred by the applicant including but not limited to
expenses associated with the preparation of the statement, attendance
at interviews, preparation of a cost statement or final contract
negotiations.
d. Rights of Review: The City of Mendota Heights reserves the right to
reject any and all SOQ’s or to request additional information from all
applicants.
e. Qualification Evaluation: In evaluating whether a consultant is to be
included in one of the categories, several factors shall be considered.
Among those factors are the following:
i. An evaluation of the consultant’s technical qualifications, work
experience and available personnel.
ii. References of past and existing clients.
iii. Actual or potential conflicts of interest.
iv. Cost, including overall financial considerations
v. Availability
IV. STATEMENT INSTRUCTIONS
All responses, questions and correspondence should be directed to:
Mark McNeill
City Administrator
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
651-255-1153
NOTE: All statements must be received at City Hall no later than 4:30 p.m., April 18, 2016.
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