3.1. Cooperative Agreement for Community Works Master Development StrategyPlanning & Economic
Development
MEMORANDUM
TO: Honorable Mayor an Hopki City Council Members
m
FROM: Kersten Elveru, to of Planning & Development
DATE: October 9, 2014
SUBJECT: Cooperative Agreement for Community Works Master Development Strategy
Over the past few years, a significant degree of planning has taken place in the Blake Road
corridor, including the LRT station area planning through TSAAP and the Southwest Project.
Through this work, a number of key redevelopment sites have been identified and a general
vision has been established. The vision includes greening the corridor through the expansion of
Cottageville Park and the creation of opportunities to interact with Minnehaha Creek,
enhancement of the pedestrian and bicycle amenities through a redesign of Blake Road, and
redevelopment that brings new housing options, employment opportunities and neighborhood -
serving retail and services.
Significant progress has been made towards achieving these goals. The City is greening the
corridor and enhancing the natural environment through the cooperative work of MCWD at
Cottageville Park. A technical advisory committee has been established for the Blake Road
redesign, and input is currently being sought on various design options. Redevelopment of
smaller sites has taken place along Blake Road, but the larger sites including Cold Storage, 43
Hoops and the area around the Blake Station platform and park-and-ride remain untouched. In
order to move these sites to redevelopment in a comprehensive and coordinated way, additional
information is needed.
This is the case at several of the SW LRT station areas and, as a result, Hennepin County
Community Works has offered to support the creation of development strategies for several
station areas including Blake. The proposed Master Development Strategy is intended to move
from planning to transit -oriented development implementation. The work intends to create a
path forward that is grounded in real estate market reality combined with the goals of the
property owners, City of Hopkins, Hennepin County, Minnehaha Creek Watershed District and
the Metropolitan Council's SW LRT project, and will include:
• Technical evaluation of the station area vision versus market reality including
identification of gaps
• Determination of the tools/techniques to fill gaps or revise the vision to more closely
align with the market
• Development of an implementation plan with roles, responsibilities and funding
strategies
To memorialize these goals and anticipated outcomes of the MDS work, as well as allow for
Hennepin County Community Works funds to be used for implementation, a cooperative
agreement has been drafted. The agreement will serve to align the interests of Hennepin County,
MCWD and the City of Hopkins, and identifies the following goals:
• Build upon existing work to articulate a comprehensive vision for the Blake Station area
that includes an integrated mix of housing, connections to green and open space, access
to multiple modes of transportation and regional stormwater management
• Utilize a community engagement process to effectively include Blake corridor residents
and businesses, to provide meaningful input on the types of uses and design preferences
• Develop a strategy closely tied to available market data and studies, including
coordination with developers that know the market and the community's vision
• Create a clear implementation pathway that includes phasing for redevelopment, a plan
for financing and regulatory approvals, with an understanding of market absorption,
owner's needs and timing and impacts to the community
The agreement was approved by the MCWD and will be considered by the Hennepin County
board in November. Staff is intending to bring the item forward for City of Hopkins approval at
the October 21, 2014, City Council meeting and will provide a detailed overview at the October
14, 2014, City Council work session.
Attachments: Draft Cooperative Agreement
Preliminary Draft Request for Proposals — Master Development Strategy
Hennepin County Contract No. XXXX
DRAFT
COOPERATIVE AGREEMENT
for the
Master Development Strategy of the Blake Road Station Area
This Agreement is between Hennepin County Housing and Redevelopment Authority
("HCHRA"), 701 Fourth Avenue South, Suite 400, Minneapolis, MN 55415; the Minnehaha
Creek Watershed District ("MCWD") 15320 Minnetonka Blvd., Minnetonka, MN 55345; and
the City of Hopkins ("HOPKINS") 1010 1st Street South, Hopkins, MN 55343.
WHEREAS, Hennepin County ("County") has established Hennepin Community Works, a
County program to develop projects in partnership with communities, cities and other stakeholders
to focus public and private investment along designated corridors; this approach is grounded in the
robust participation of residents, businesses, government agencies and community organizations
and embraces five key principles:
• Stimulate economic development;
• Promote effective planning and implementation;
• Maintain and improve natural systems;
• Strengthen community connections;
• Enhance the tax base;
WHEREAS, the County established a Transit Oriented Development Program in 2003
which is administered by the HRA to support both redevelopment and new construction that
enhances transit usage, increases density along transit corridors and reinforces both the community
and the transit system;
WHEREAS, the parties to this Agreement are each active partners in an effort to apply
these Community Works and Transit Oriented Development principles to the Southwest Light Rail
Transit Project corridor through the Southwest Community Works Steering Committee;
WHEREAS, the Hennepin County Regional Railroad Authority has acquired the 43 Hoops
site in relation to planning for the Southwest LRT Project, and this site presents redevelopment
opportunities for the Blake Road Station Area;
WHEREAS, the MCWD has embraced this Community Works approach through a
commitment to Balanced Urban Ecology, the vision that successful, sustainable, livable
communities are built on a foundation of integrated planning — planning that recognizes
communities as living organisms and takes into consideration all components of the urban ecology
to work in reasonable harmony; the MCWD seeks to manage natural resources within this broader
ecological context by integrating its work with that of other partners in the public, private and
civic sectors, through genuine community collaboration that protects and improves water resources
while attaining economic growth and a high-quality built environment; the parties to this
Agreement have worked together in the restoration of the Minnehaha Creek Corridor and
Cottageville Park, among other initiatives; the MCWD acquired the Cold Storage site through its
land conservation program to. (1) improve the quality and manage the quantity of stormwater
runoff, (2) enhance the ecological integrity of the stream system; and (3) facilitate broader
community goals of economic development and livability by allowing the restored stream system
to be integrated into the developed landscape;
WHEREAS, HOPKINS through its Comprehensive Plan has committed to land use and
development goals that include: maintaining a viable downtown commercial core; maintaining a
strong employment base; continuing to emphasize compatible land uses between adjacent
jurisdictions; maintaining appropriate transitions between land uses; taking advantage of
redevelopment opportunities to capture future Light Rail Transit (LRT) initiatives; and continuing
to coordinate land use and transportation needs; HOPKINS has also worked in partnership with the
County, the HRA and MCWD to develop the Blake Road Corridor Small Area Plan, which
identifies opportunities for the enhancement and connection of green open space, redevelopment,
and streetscape improvements;
WHEREAS, through these shared principles, vision, and goals, the parties to this
Agreement wish to facilitate and guide a Master Development Strategy ("Strategy") for the Blake
Road Station Area of the Southwest Light Rail Transit Project, with a particular focus on three
sites: 325 Blake Road; the area surrounding the future Blake Road Station Park and Ride facility
(define more precisely); and the 43 Hoops/McCoys/Pizza Luce parking site ("Focus Area");
WHEREAS, by Resolution No. xxxx the COUNTY authorized its participation in the
Strategy;
WHEREAS, by Resolution No. yyyy the HCHRA/HCRRA authorized its participation
in the Strategy;
WHEREAS, by Resolution No. zzzz the MCWD authorized its participation in the
Strategy;
WHEREAS, by Resolution No. aaaa HOPKINS authorized its participation in the
Strategy;
WHEREAS, the Project fits within the goals of a multijurisdictional program authorized
under Minnesota Statutes §383B.79 (the "Program"); and
WHEREAS, the, HCHRA, MCWD and HOPKINS have the authority to
participate in the Strategy and to contribute funding pursuant to Minnesota Statutes
§§383B.79 and 469.001 to 469.047; 103B.241; and other applicable law; and
WHEREAS, the parties are authorized to enter into this agreement pursuant to Minnesota
Statutes §§383B.79, 469.001 to 469.047; 10313.241; and other applicable law,
The parties agree as follows:
I . Cooperation for Master Development Strategy: Pursuant to Minnesota Statutes, Section
383B.79, the parties shall cooperate with their respective resources to support a Master
Development Strategy that provides a clear and compelling vision for the Blake Road Station Area
that is attuned to market realities and includes an effective implementation plan, subject to the
following requirements:
a. That HOPKINS retains its jurisdiction over all issues of local concern relating
to zoning, land usage, building code requirements and compliance with all applicable city
codes and ordinances.
b. That the payment or repayment of any bonds issued by a party as part of the
projectfinancing will be made solely by thatparty.
C. That the full faith and credit of one party will not be pledged as a source of
payment or repayment of another party's financial obligations.
2. Funding. The parties agree to contribute funds to the Strategy as follows:
a. The HRA will contribute $150,000 to the Strategy, and the in-kind resources of
the Housing, Transit and Community Works staff;
b. The MCWD will contribute up to $50,000 to the Strategy, one-half of which
will be paid to the HRA by and within 30 days of receipt of an invoice and supporting
documentation for eligible costs incurred following initiation of the Strategy development, and
one-half of which the second half of which will be paid by and within 30 days of receipt of an
invoice and supporting documentation for eligible costs incurred following the completion of
the Strategy, and the in-kind resources of its planning staff; and
C. HOPKINS will contribute the in-kind resources of its planning staff, including
regulatory guidance on planning and zoning approvals, tax increment finance analysis, market
knowledge, and city's vision.
3. Strategy Goals. The parties agree to the following goals for the Strategy, which will be
reflected in the Request for Proposals described below and in the work products delivered for the
Strategy:
a. Comprehensive Vision: The Strategy will build on existing work to articulate
through narrative and images a comprehensive vision for the Blake Road Station Area and the
particular Focus Area, including an integrated mix of housing, connections to green and open
space, access to multiple modes of transportation; and regional stormwater management;
b. Community Engagement: The process to develop the Strategy will include effective
engagement, providing the Blake Road Corridor residents and businesses an opportunity for
meaningful input on types of uses and design preferences before decisions are made and so that
expectations are clear and well-founded;
C. Market Viability: The process to develop the Strategy will include reference to
available market data and market studies, and effective consultation with developers who know the
area market and understand the community's vision in order to assure that the Strategy is realistic
and can be implemented effectively;
d. Clear Implementation Pathway: Based on overall redevelopment of the Blake Road
Corridor and the particular Focus Area, the Strategy will provide specific recommendation on the
timing and phasing of redevelopment, including reconstruction of Blake Road, a plan for public
financing, a plan for regulatory approvals (such as zoning, density, potential PUD), with an
understanding of market absorption, owners' needs and timing, and impacts to the community.
4. Relevant Previous Work: The parties agree that the Strategy will build on all previous
work concerning the Blake Road Station Area, including but not limited to: the Southwest
Corridor Investment Framework Transitional Station Area Action Plan; Blake Road Corridor
Small Area Plan; City of Hopkins Comprehensive Plan; Southwest Corridor Housing Gaps
Analysis; and Minnehaha Creek Corridor Plan.
5. Coordination and Work Plan: The HRA will be responsible to issue a Request for
Proposals for consultant services to develop the Strategy, select and contract with the consultant,
and manage and supervise the consultant's work, and will cooperate with the other parties in this
process as follows:
a. Request, for Proposals (RFP): The HRA will prepare a draft RFP and provide it to
the MCWD and HOPKINS for review and approval prior to its distribution;
b. Selection of Consultant: The HRA will include the MCWD and HOPKINS in the
process to review proposals and will select the consultant with the review and approval of MCWD
and HOPKINS;
C. Meet with Consultant at Key Milestones: The HRA will include the MCWD and
HOPKINS in the kickoff meeting to launch the development of the Strategy, and also in such other
meetings where work product deliverables are presented for review and approval, including the
draft and final report of the Strategy, and include the MCWD and HOPKINS in any presentations
to the HRA Board, City Council, or other public bodies.
6. Mer eg r and Modification.
a. The entire Agreement between the parties is contained herein and this Agreement
supersedes all oral agreements and negotiations between the parties relating to the subject matter.
All items that are referenced or that are attached are incorporated and made a part of this
Agreement. If there is any conflict between the terms of this Agreement and referenced or
attached items, the terms of this Agreement shall prevail.
b. Any alterations, variations, modifications, or waivers of provisions of this
Agreement shall only be valid when they have been reduced to writing as an amendment to
this Agreement and signed by the parties.
7. Contract Administration. In order to coordinate the services of the Parties so as to
accomplish the purposes of this Agreement, the following individuals or their successors, shall
manage this Agreement on behalf of the respective Parties.
HILA Katie Walker, Southwest Corridor Project Manager
catherine.walkerLa?hennepin.us
Phone: 612-348-2190
701 4th Avenue S, Suite 400
Minneapolis, MN 55415
MCWD: James Wisker, Director of Planning,
Projects & Land Conservation Programs
i wi skerAminnehahaereek. org
Phone: 952-641-4509
15320 Minnetonka Blvd.
Minnetonka, MN 55345
HOPKINS: Kersten Elverum, Director of Planning & Development
City of Hopkins
kelverumAhopkinsmn. com
Phone: 952-548-6340
1010 1st St S
Hopkins, MN 55343
8. Notices. Any notice or demand which must be given or made by a party under this
Agreement or any statute or ordinance shall be in writing, and shall be sent registered or certified
mail. Notice to the HCHRA shall be sent to the Executive Director at the address stated in the
opening paragraph of the Agreement. Notice to the other Parties shall be sent to the address
stated in the opening paragraph of the Agreement.
9. Termination of Agreement. Any of the parties will have the right to terminate this
agreement at any time and for any reason by submitting written notice of the intention to do so to
the other parties at least thirty (30) days prior to the specified effective date of such termination.
In the event that the MCWD elects to terminate this agreement, it will be responsible to pay a
pro -rata share of consultant costs incurred by the HRA as of the specified effective date.
10. Liability. Each party to this agreement agrees to hold harmless, defend and indemnity
the other party, its officers, board members, employees and agents from and against that portion
of any and all liability, loss. claim, damage or expenses (including reasonable attorneys' fees and
disbursements) which that party may incur as a result of any act or omission of the other party, a
contractor's or an assignee's negligence in its performance under this agreement that subjects it
to liability in law or equity. Nothing in this agreement shall be deemed to be a waiver by either
party of any applicable immunities, defenses or limits of liability with respect to any third party
or the other party to this agreement including, without limitation, Minnesota Statutes, sections
3.736 (State Tort Claims) and chapter 466 (Municipal Tort Claims).
11, Cot)yright. The reports or documents produced in whole or in part under this agreement
will be subject to fair use and may not be the subject of an application for copyright by or on
behalf of any of the parties.
12. Use of Work Products. The parties may use, without restriction, the work products of
the Strategy, including but not limited to reports and documents.
6
13. The above Recitals are incorporated into this Agreement.
THIS PORTION OF PAGE INTENTIONALLY LEFT BLANK
COUNTY BOARD AUTHORIZATION
Assistant County Administrator -Public Works Date:
HENNEPIN COUNTY HOUSING AND REDEVELOPMENT AUTHORITY
Chair of Its Board
ATTEST:
Date:
an
Deputy Clerk of the County Board
:
Executive Director
Date:
Deputy Executive Director
8
COUNTY OF HENNEPIN
STATE OF MINNESOTA
Reviewed by the County
Attorney's Office
By:
Chair of Its County Board
By:
Date:
ATTEST:
Deputy Clerk of County Board
Date:
Recommended for Approval
By:
County Administrator
By:
Date:
Department Director, Housing,
Community Works and Transit
And:
Assistant County Administrator -Public Works Date:
HENNEPIN COUNTY HOUSING AND REDEVELOPMENT AUTHORITY
Chair of Its Board
ATTEST:
Date:
an
Deputy Clerk of the County Board
:
Executive Director
Date:
Deputy Executive Director
8
CITY OF HOPKINS
By:
Its:
City Department Approval
Approved as to Form
City Attorney
MINNEHAHA CREEK WATERSHED DISTRICT
By
Its President
Approved for form and execution:
MCWD Counsel
Date:
PRELIMINARY DRAFT
REQUEST FOR PROPOSALS
Southwest LRT Community Works
Master Development Strategy
Blake Road Station
C 019TWI�T T
light rail tr�cans
Date of Issue: TBD
Date Due: TBD
Issued by Hennepin County, the City of Hopkins and the Minnehaha Creek Watershed
District as part of the Southwest LRT Community Works Project
TABLE OF CONTENTS
INTRODUCTION
This Request for Proposals (RFP) is for development of a Master Development Strategy
for the (insert station) along the Southwest (Metro Green Line extension) LRT line in Twin
Cities Metropolitan Area. (A map of the station locations and corridor are located in
Appendix A.)
PURPOSE
The Master Development Strategy process is intended to move from planning to TOD
implementation in a coordinated, collaborative and strategic fashion.
The intended result of this process is to create a Master Development Strategy grounded
in real estate market reality through identifying the market for TOD supportive and
recommending approaches for development incentives and partnerships to catalyze
new TOD and related urban development in the station area. The main components of
the process will include:
• Technical evaluation of the station area vision versus market reality
• Identification of gaps if they exist between vision and market
• Determination of tools/techniques to fill gaps or revise vision to market reality
• Development of an implementation plan with roles/responsibilities/potential
funding
• Determination of a preferred development program (or preferred scenario),
range of cost, and feasibility.
• Broad consensus among project partners & key stakeholders about develop
process and steps to get there
THE MASTER DEVELOPMENT STRATEGY IS EXPECTED TO BE COMPLETED WITHIN 9 To 12 MONTHS OF THE
CONTRACT AWARD DATE, ALTHOUGH THE AGREEMENT MAY EXTEND BEYOND 12 MONTHS. AN AMOUNT NOT -TO -
EXCEED $150,000 HAS BEEN BUDGETED FOR THIS PROCESS.
PROJECT BACKGROUND
Over the past 10 years in anticipation of LRT implementation, the Southwest LRT partner
cities have completed varying levels of visioning/planning around the proposed
Southwest LRT stations.
Additionally, Southwest LRT Community Works and the Southwest LRT project have
undertaken a series of planning activities that will need to be closely coordinated in
order to complement this transitional station area planning work. These planning
activities are more fully explained in the Relevant Studies section.
EXPERTISE
The preferred consultant team will have the economic development and real estate
analyst. In addition, the preferred consultant should have the ability to draw upon the
following disciplines if needed: Urban land use planning, urban design, civil engineering,
transportation planning, traffic engineering, and bicycle and pedestrian planning.
SCOPE OF SERVICES
Consultants should address the following work tasks in their proposal. Consultants
proposing should understand that the tasks listed do not necessarily need to be
completed in a sequential order and are more likely to be accomplished in an
integrated, iterative fashion. The Consultant may suggest the elimination of tasks or
portions of tasks as well as the inclusion of additional tasks if the Consultant believes it will
enhance the process and final product. Consultants proposing to deviate from the
scope of services outlined below should provide a rationale for the suggested
modification and the impact to their proposal in terms of resources.
TASK 1: REVIEW PREVIOUSLY COMPLETED WORK AND ASSEMBLE DATA
The Consultant will be provided will relevant studies and plans. The intent is for the
Consultant to understand and be knowledgeable of the following:
• Local comprehensive plans & other station area planning documents
• The Southwest Corridor Investment Framework
• The (insert station name) Transitional Station Area Action Plan (TSAAP)
• Existing station area conditions
• Land use and land values
• Transportation infrastructure (auto, transit, pedestrian, LRT, and bicycle)
• Existing infrastructure conditions (utilities, storm water, sanitary sewer, etc.)
• Vacant parcels/development sites
• Environmental resources/impact areas
• Housing (type, size, location)
• Historical/cultural resources
• Employment concentrations and business nodes
• Activity centers (parks, entertainment venues, shopping centers, etc.)
• Retailers providing healthy/quality and ethnic food opportunities
• Concentrations of traditionally underserved communities defined as low-
income, minority, immigrant, and disabled.
Deliverable: Within 30 days from the notice to proceed, the Consultant will conduct a
Kick-off Meeting with Community Works partners to discuss relevant
studies and plans and to ensure a common understanding by all partners
of the scope, schedule and deliverables for the Master Development
Strategy.
TASK 2: PROJECT MANAGEMENT
The Consultant will be expected to meet monthly with the Project Management Team
(PMT); quarterly meetings with the Southwest Community Works Technical
Implementation Committee (TIC), quarterly with the Southwest Community Works
Steering Committee; weekly with the Hennepin County project manager for
administrative direction; and, periodically with other key stakeholders. The Consultant
will also be expected to meet periodically for coordination purposes with the consultant
teams for the (insert stations) Master Development Strategies and the FTA Joint
Development Real Estate Consultant for the Blake and Beltline stations. (please see
appendix X for the FTA Joint Development Real Estate Consultant for the Blake and
Beltline stations)
Deliverables: Project Management plan.
4
TASK 3: COMMUNITY ENGAGEMENT
TBD
TASK 4: REAL ESTATE MARKET ASSESSMENT.
The Consultant will evaluate the local market demand for TOD supportive uses within the
station areas including timing of the TOD market and expectedabsorption rate of TOD
uses. The Consultant will also conduct an in-depth assessment of the potential for TOD
supportive use on up to two key opportunity sites for each station area. For the Blake
and Beltline stations one of the two key opportunity sites will be the FTA Joint
Development site as identified by the Southwest LRT Project Office (SPO). These detailed
analyses will determine the gap between what is desired, tactics to fill the gaps and
provide insight into building types, market rents, vacancy rates and other inputs required
for the implementation strategy.
Deliverable: Real Estate Market Assessment report.
TASK 5: LAND USE AND URBAN DESIGN SCENARIOS
The Consultant will explore realistic future TOD-supportive land use and urban design
scenarios at each station area drawing on local plans, TSAAP, stakeholder input and the
recommendations of the real estate market analysis from Task 4.
Starting with local plans and the TSAAP framework, alternative concepts will explore
three different transit -supportive scenarios that are possible, plausible, and probable and
lead to a recommended scenario drawn from the alternatives for detailed refinement.
One of the scenarios, a baseline scenario, should reflect a synthesis of local plans,
initiatives and TSAAP and for the Blake and Beltline stations include the FTA Joint
Development site as identified by the SPO. Each of the scenarios will include 3-D
illustrative images, a development program and address site plans, land use, circulation,
parking, parks and open space along with urban design, streetscape and the parking
strategies necessary to make the transition to a walkable transit -supportive district.
To help distinguish between the scenarios the Consultant will identify what is required to
implement each of them including: changes to local codes and policies, phasing
requirements, implementation actions, roles and responsibilities and order of magnitude
capital costs. The scenarios should also address TOD catalyst projects and identify an
area of change to TOD uses and an area where existing conditions will remain largely
unchanged.
5
Deliverable: A working paper with supporting graphics and implementation requirements
documenting and analyzing the scenarios together with a construct of a recommended
Land Use and Urban Design scenario for each station.
TASK 6: IMPLEMENTATION STRATEGY
The Consultant will develop an implementation strategy that will specify the direct
means for achieving what is desired; resources to accomplish it; clear roles for who is
doing what and when, and identify and empower the private and public initiatives
essential to realize these opportunities.
The implementation strategy should result in broad ownership and understanding of
priorities, timing and roles and responsibilities cutting across the public and private sector
of the actions necessary for implementation. The strategy will identify the requirements,
priorities, roles and responsibilities, and costs associated with implementation such as:
adoption of changes to local codes and policies, programing of targeted infrastructure
investments, land assembly, an integrated financial plan, development agreements and
offering documents, building and assembling the fools and the partnerships necessary to
achieving the vision for a vibrant urban place.
Deliverable: Detailed implementation strategy for each station area
TASK %: RECOMMENDED MASTER DEVELOPMENT STRATEGIES AND 'CATALYST TOD PROJECTS.
The Consultant will develop a recommended strategy incorporating illustrative 3-D
images, site plans, land use, circulation, parking, parks and open space, TOD regulations,
development incentives, order of magnitude capital costs, catalyst projects along with
urban design, streetscape and the parking strategies necessary to make the transition to
a walkable transit -supportive district and a and the corresponding implementation
strategy from Task 4 for each station area.
Deliverable: Detailed Master Development Strategy for each station area.
p
APPENDIX C: INSTRUCTIONS FOR PROPOSAL PREPARATION
1. SUBMISSION OF PROPOSALS
All proposals must be addressed as follows:
Hennepin County Purchasing & Contract Services
Attn: Jacqueline Boeke, Senior Contract Services Analyst
A-1730 Hennepin County Government Center
300 South Sixth Street
Minneapolis, MN 55487
Re: Southwest Master Development Strategy
(612) 348-3181 (for express delivery use only—no questions)
Proposals must be physically delivered to the offices of Hennepin County Purchasing &
Contract Services at the above address no later than Proposals received after the
specified time and date may not be considered, at HCWT's discretion.
Notice of intent to propose and questions regarding the study must be received via
email to Katie.Walker@hennepin.us, Jacqueline.Boeke@co.hennepin.mn.us) by 4:00 pm
on. Responses will be transmitted to all prospective consultants who have notified HCWT
of their intent to propose by. It is requested that all prospective consultants provide
email address contact information to HCWT as the preferred means of communications
for expediency during the proposal process. All consultants will receive a full list of
prospective consultant questions (with anonymity preserved) along with HCWT responses..
HCWT reserves the right to include any clarifications/revisions to the RFP content in
correlation with the question and response process. If necessary, an addendum will be
sent out to all who submitted an intent to propose and posted on the Hennepin County
website.
Consultants may not contact the staff of HCWT or others serving on the consultant
selection committee regarding this RFP beyond the inquiry process described above.
2. PROPOSAL FORMAT
Proposals must be submitted on 8-1/2" x 11 " size paper and should be typed using a
minimum 12 point standard font. Graphic illustrations may be shown on 1 1 "xl 7" paper
and will be considered as one page. Proposal narratives may not exceed 25 pages in
length, including a cover letter signed by a principal of the Proposer firm, or another
person, who is fully authorized to act on behalf of the Proposer. An appendix may be
included that includes resumes and examples of relevant work experience. This
appendix is not to exceed 20 pages. The proposal narrative and appendices should be
bound together in a single submittal.
The applicant must submit a financial bid in a separate envelope from the proposal
document. This financial bid should include estimated hours, rates, expenses and other
costs in correlation with the major tasks identified in the proposal work plan. As
described previously, the financial bid should respond to the scope of services in this RFP.
The financial bid should also include the implications of any recommended deviations
from the RFP scope of services.
One (1) original, five (5) photocopies, and five (5) CDs in PDF format of the proposal are
required. It is requested that the financial bid also be submitted in electronic Excel
spreadsheet format to facilitate the evaluation process.
All information included in the submitted proposal will be classified in accordance with
Section 13.541 of Minnesota statutes governing data practices.
3. VALID PROPOSAL
In order to be considered valid, the proposal shall be in writing, submitted on time in
sealed packages and be signed by an officer of the Proposer who can be accountable
for all representations. Excessive promotional materials are discouraged.
The proposal must contain the following information, presented in the order shown:
1. Profile of Proposer, including the size and organizational structure, post history,
and the status and outcome of any lawsuits brought against the Proposer in the
past five years. HCWT reserves the right to exclude Proposers that have an
organizational conflict of interest.
2. Description of Proposers overall approach or solution.
3. Work Plan. Breakdown of project by phases or tasks. For each task identified in
the scope of services in this RFP, identify:
• Specific staff to be involved, roles, and responsibilities. Availability of staff
including percent of time allocated to the Southwest Corridor versus other
commitments over the duration of the study.
• Time commitment for each person (hours)
• Schedule
4, Master Schedule on single sheet illustrating task relationships including
anticipated meetings over the duration of the study.
5. Description of Proposer's past experience providing similar services including:
• Names and addresses of contact persons for reference.
• Description (history and experience) of proposal team members' role in
each project.
Project Team Profile
• Resumes of key project participants, including prior projects of similar size
and scope for which the participants played the same or a similar role.
Organizational chart of the Proposer's key team members including an
administrative contact and sub consultants.
• Description of the anticipated role of each Proposer key team member.
Confirm that each team member will be fully engaged in the study as
described for the duration of the contract.
7. Fee for Services (in separate sealed envelope)
• Budget broken down by team member, by job classification, by firm, and
by scope of service task. The number of hours allocated to each team
member for each task element of the work plan will be clearly indicated.
• Current audited hourly rates for staff.
• Current audited overhead rates for all Proposer team firms.
• An estimate of reimbursable direct expenses by expense type.
8. Indicate whether the firm's activities or representation of other clients could
potentially pose a conflict of interest in its representation of Hennepin County. A
potential conflict of interest, including proposing for the Southwest LRT Preliminary
Engineering contract, does not specifically exclude any firm, so all submittals are
welcome. Hennepin County shall determine whether a conflict of interest exists
during the procurement process.
4. PROPOSAL SUBMISSION PROCESS
Notice to Proposer
a. HCWT is not responsible for costs incurred by anyone responding to this
Request for Proposals.
b. Upon submission, all proposals become the property of HCWT, which retains
the right to use any concept or idea presented in any proposal submitted,
whether or not that proposal is accepted.
C. HCWT expressly reserves the right to amend or withdraw this Request for
Proposals at any time and to reject any or all proposals. Any amendments will
be made in writing, and no verbal modifications will be binding.
d. HCWT is not bound to accept the lowest cost proposal.
e. Proposals are held legally responsible for fheir proposals and proposal
budgets. Proposers are not to collude with other proposers and competitors
or take any other action which will restrict competition. Evidence of such
activity will result in rejection of the proposal.
f. HCWT reserves the right to negotiate contract terms contemporaneously and
/or subsequently with any number of proposers as HCWT deems to be in its
best interests.
g. Any exceptions to the requirements of this RFP, including the language in the
sample contract, must be included in the proposal submitted by the Proposer.
Identify the exceptions as a separate element of the proposal under the
heading "Exceptions/Deviations." Failure to note exceptions shall be
deemed a waiver of objections.
h. HCWT reserves the right to request any additional information at any stage of
the Request for Proposals ,process. Compliance shall be at the proposers'
expense.
i. Each proposal shall constitute a binding, irrevocable offer for a period of b
months after the date proposals are due.
j. HCWT reserves the right to negotiate with any firm, whether or not it submitted
a proposal pursuant to this RFP.
k. This RFP does not commit HCWT to award a contract to any Proposer.
5. PROPOSAL EVALUATION CRITERIA
All proposals will be evaluated based on the following criteria:
• Displayed understanding of the project and comprehensiveness of the proposal
• Previous experience and demonstrated competence with relevant planning
projects
• Cost estimate for consultant services
• Qualifications of personnel assigned to the project, as related to the requirement
of the project
• Availability of key personnel
%
• Ability to accomplish work within the desired project timeframe and meet
Hennepin County contract requirements.
Additional evaluation factors are as follows:
• HCWT reserves the right to waive any minor irregularities in the proposal request
process.
• HCWT reserves the right to determine, in its sole and absolute discretion, whether
any aspect of a proposal satisfactorily meets the needs of the project.
• HCWT reserves the right to interview any or all proposers at its discretion.
• Proposals will be evaluated by an evaluation team selected by HCWT.
• The evaluation team may conduct oral interviews with selected proposers. HCWT
will not be responsible for any costs incurred by a proposer in preparing for or
making a presentation.
• The decision to proceed with contract negotiations with a selected consultant
will be based on the written proposals, the results of oral interviews, if held, and
the recommendation of the Proposal Evaluation Team.
• HCWT reserves the right to reject any or all proposals with or without cause.
• Unauthorized conditions, limitations, or provisions attached to a proposal may
cause its rejection.
The emphasis of the proposal evaluation team will be on the quality of the proposal
document along with qualifications and experience of the consultant team in
relation to the study tasks. A determination will be made as to which proposal, if any,
is most advantageous to HCWT, by considering the evaluations of the proposals, the
best value to HCWT, and the best interests of HCWT. HCWT will make the final
selection, which will be binding only after the award of contract,
b. PROPOSAL STATUS, MODIFICATION OR WITHDRAWAL
The issuance of this RFP constitutes only an invitation to submit proposals to the County.
is to be distinguished from a bidding situation and is not to be construed as an official
and customary request for bids, but as a means by which the County can facilitate the
acquisition of information related the proposal. Any proposal submitted, as provided
herein, constitutes a desire to negotiate and recognition that the proposal is not a bid
and is not being submitted as part of a bid process.
A proposal may not be modified, withdrawn, or canceled by the Proposer for a period of
six (6) months following the time and date designated for receipt of proposals. Prior to
the time and date designated for receipt of proposals, any such modification,
withdrawal or cancellation shall be submitted in writing to HCWT, and it shall be so
worded (if original proposal is modified) so as not to reveal the amount of the original
proposal. Written withdrawal or cancellation of a proposal prior to the proposal opening
will nullify the proposal. However, the original proposal shall not be physically returned to
the Proposer until after the time for receipt of the proposals. Withdrawn or canceled
proposals may be resubmitted up to the time designated for the receipt of proposals,
provided that the resubmitted proposal is in conformance with this RFP.
7. PROPOSAL CONDITIONS
Ander Minnesota law, data submitted by a business to a government entity in response
to a request for proposal are private and nonpublic until the responses are opened.
Once the responses are opened, the name of the proposer becomes public. All other
data in a Proposer's response to a request for proposal are private or nonpublic data
until completion of the evaluation process. Completion of the evaluation process means
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that the government entity has completed negotiating the contract with the selected
Proposer. After a government entity has completed the evaluation process, all
remaining data submitted by all Proposers are public with the exception of trade secret
data as defined and classified in Minn. Stat. Section 13.37. A statement by a Proposer
that submitted data are copyrighted or otherwise protected does not prevent public
access to the data contained in the response if such data does not qualify as trade
secret data.
8. CONTRACTING PROCEDURE/AWARD
HCWT will enter into a Cost Reimbursement Contract with the selected consultant,
Payment to the contractor will be based on costs incurred, consistent with the budget,
performance and the work statement. See below for contract provisions that will be
contained in the contract HCWT enters into with the selected firm, Proposals should
indicate the firm's willingness to agree to such contract provisions.
HCWT may award a contract based on offers received, without discussion of such offers
with the applicants. Each offer should, therefore, be submitted in the most favorable
terms from a cost, programmatic and technical standpoint.
9. PROTEST PROCEDURES
Any protest to the proposed award of a contract by HCWT shall be submitted in writing
to the Director of the Department of Housing, Community Works and Transit, delivered
not later than seven (7) business days from the date of the selection of Consultant by the
Proposal Review Committee. The appeal shall identify the RFP in question, specify all the
reasons why the appealing party disagrees with the selection, and shall include all
relevant facts in support of the appeal. Appeals will be decided upon the basis of the
written appeal, information previously submitted by the appealing party and other
proposers, staff recommendations and the written evaluation of the Proposal Review
Committee, if any. The Director may also solicit and/or consider additional information
from any of the proposers. The Director is under no obligation to reject the selection of
the Proposal Review Committee unless it is unsupported by substantial evidence, or is
arbitrary or capricious. In the event the Director determines that the selection of the
Proposal Review Committee is unsupported by substantial evidence, or is arbitrary or
capricious, the Director may recommend that the appealing party, or another proposer
ranked higher by the Proposal Review Committee, be awarded the contract, or may
recommend rejection of all proposals. The decision of the Director regarding the appeal
shall be considered final. The contract award, however, shall be within the sole discretion
of the County Board.
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