Final_RFP.docx

State of Minnesota Department of Natural Resources

REQUEST FOR PROPOSAL

Itasca State Park North Entrance Redevelopment SWIFT Event #2000016246 Date Posted: September 19, 2024

· Responses must be received not later than 2:00 PM, Central Time, October 10, 2024

· Late responses will not be considered

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

TABLE OF CONTENTS

Solicitation Content

Solicitation Attachments

· Attachment A: Responder Declarations

· Attachment B: Exceptions to State's Terms and Conditions

· Attachment C: Cost Detail

· Attachment D: Responder Forms

· Veteran-Owned Preference Form

· Workforce and Equal Pay Declaration Page

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

· Exhibit C: Specifications, Duties, and Scope of Work

· Exhibit D: Pricing

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Charles Schuman, Contract Officer Department of Natural Resources charles.schuman@state.mn.us Questions should be emailed to the contact seven days prior to event close.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Department of Natural Resources Division of Operations Services requires Phase 1 Landscape Architecture and Engineering services to perform all work necessary to prepare construction plans and specifications for the redevelopment of the north entrance at Itasca State Park.

Phase 2 Bidding and Construction Administration services will include bidding assistance and construction contract administration.

Note: Upon completion of the Phase I Landscape Architecture and Engineering Services, it is the State’s intent to request a proposal from the contractor and negotiate the fees for Phase 2 Bidding and Construction Administration Services with the Phase I contractor.

The North Entrance to Itasca State Park is located on North Entrance Drive (County Road 122) in Clearwater County, Minnesota, approximately three-quarter miles south of State Highway 200. It is unstaffed and welcomes approximately 200,000 of the 600,000+ total visitors to Itasca State Park annually, particularly those bound for the Mississippi Headwaters. It borders the fledgling Mississippi River and is included in the Mississippi Shoreland Management Zone. Because of its proximity to Itasca State Park, the site was initially developed as a resort around 1916 and included several cabins and other structures on both sides of the Mississippi River. The State acquired the land in the 1970s and converted it into the park’s North Entrance.

An important goal for redeveloping this entrance is creating an experience fitting the park’s status as an international destination in keeping with the historic grandeur of its East and South entrances. The redevelopment must elevate the North Entrance’s status an important point of entry into the park and its many destinations. It also needs to better accommodate a variety of users from staff, delivery drivers, and annual park permit holders who want to enter the park without stopping to visitors who need to pause at the entrance to purchase a daily permit, access park and orientation information, or use a restroom. Landscape design should reflect the surrounding context and palette of plants and materials found within the region.

The proposed North Entrance redevelopment scope extends beyond the existing site and spans the North Entrance Drive from State Highway 200 to Wilderness Drive. The consultant team is asked to develop a preliminary design concept prepared by the DNR that realigns the southbound lane North Entrance Drive with the existing northbound lane while retaining a designated North Entrance service area containing ADA-accessible parking for daily permit self-registration and access to a new information kiosk and two ADA-accessible vault toilets. Design includes traffic signage identifying travel routes for annual permits, daily permits, orientation, and restrooms. Roadway design must also address winter vehicle safety issues at both ends of the existing North Entrance. Finally, design must also look at the feasibility of adding a well and waste-water collection tank for a seasonal handwashing station and drinking fountain at the North Entrance, creating viewsheds to the Mississippi River, locating monumental State Park entrance signage near the State Highway 200 intersection, improving bicycle and snowmobile trail connections, and landscaping along North Entrance Drive to create a similar feeling to the more heavily forested roadways within the park’s boundaries. See Preliminary Concept Plans included in RFP for basis of design.

The North Entrance must remain open to visitors during construction. Traffic management planning is included in the project scope.

2. Scope of Work DNR staff will provide professional services for the design of the information kiosk(s) and any related technology requirements, ADA-accessible vault toilets, monument entrance sign, and other park-specific signage.

All other design required for the redevelopment of the North Entrance will be by the design consultant including:

· Coordination with the DNR on final siting of DNR-provided kiosk, vault toilets, and signage within the overall North Entrance site design and integration of DNR-provided design documents into the plan set.

· Coordination with Clearwater County on road design.

· Evaluation of the site, program criteria, and other existing planning documentation.

· Site/civil design and layout of North Entrance Drive modifications, the north entrance service area, and trail connections.

· Landscape design of new ADA accessible site access and parking, hardscaping, landscaping, and planting plans that meet the DNR plant material standards and guidelines. Design must complement and take inspiration from Itasca State Park and the site’s natural context.

· Engineering design for roadways, parking, and roadway signs that meet State Aid Rule 8820.9920 and crash standards.

· Engineering design for site utilities, stormwater management, seasonal well and potable water distribution, and vault toilets.

· Design in compliance with wetland and shoreland ordinances and DNR Minimum Impact Design Standards (MIDS) for stormwater management.

· Incorporate sustainable design strategies aligning with B3 “Site and Water” Guidelines.

· State Code analysis and cost estimating at 50% (Design Development) and 95% design (Construction Document) completion.

Parks and Trails (PAT) Division representatives, including designated Itasca State Park staff such as the park management team and natural resources specialist, will provide input throughout the design phases. Clearwater County will also be a stakeholder in this project as the north entrance is located on a county road, and the site falls within the County’s shoreland management zone along the Mississippi River.

The design consultant shall not assume the State will move forward with bidding and construction.

1. Tasks and Deliverables.

A. Project Kickoff

· Hold kick-off meeting at Itasca State Park with DNR project team and County stakeholders to review and discuss:

· Project information.

· Schedule and budget requirements.

· Preliminary design layout provided by DNR and design goals.

· Sustainable/B3 design goals and for the project.

· Project-related codes and regulations.

· Design coordination with DNR, State, and County stakeholders.

· Existing site survey and coordination any additional survey information with the DNR.

· Coordination of geotechnical soil boring locations and laboratory testing requirements with the DNR.

B. Site Assessment

· Perform on-site inspection of the existing North Entrance and proposed project limits with DNR project team.

· Assess feasibility of proposed North Entrance Drive modifications extending beyond the North Entry site.

· Complete a wetland delineation report and TEP concurrence.

· Review geotechnical soil boring results.

· Complete an engineering analysis and report including calculations and recommendations for pavement R-values and pavement design.

· Provide design recommendations for building foundations, well location, and wastewater collection.

· Identify other information and testing necessary for design development.

· Meet virtually with DNR project manager to discuss site assessment findings and potential modifications to the preliminary design layout.

C. Design Development (50% Design Documents):

· Meet virtually with DNR project manager as necessary to discuss design, grading, and standard details.

· Using the preliminary design layout provided by the DNR, prepare design development (50%) documents and submit for review and approval. Include:

· Removal & erosion control, layout, grading, stormwater, pavement sections, stormwater pollution prevention plans (SWPPP), planting, and traffic management plans.

· Index of all specification sections.

· Provide a preliminary unit price cost estimate (organized by specification section) of all components. Will be used to begin securing Phase 2 bidding and construction funding.

· Provide 50% stormwater management report.

· Provide SHP files of the estimated construction limits for archaeology and resource reviews.

· Coordinate environmental and highway design with Clearwater County through the DNR project manager.

· Identify sustainable design/ B3 goals included in design development documents.

· Participate in one virtual design review meeting with the DNR project team and County stakeholders.

· Allow fifteen (15) business days for review by DNR project team and County stakeholders. The DNR shall provide written set of comments to the Consultant.

D. 95% Construction Documents:

· Meet virtually with DNR project manager as necessary to discuss construction documents.

· Consolidate 50% design review comments into a final construction document (95%) set. Plan set to include:

· All drawing sheets, details, and notes.

· Final specification sections. Note: DNR will provide Division 00 and 01 Sections.

· Provide a 95% unit price cost estimate (organized by specification section) of all components. Will be used to finalize construction funding.

· Provide 95% stormwater management report.

· Provide updated SHP files of the estimated construction limits for archaeology and resource reviews.

· Verify sustainable design/ B3 goals achieved in final construction documents.

· Coordinate final environmental and highway design as needed with Clearwater County through the DNR project manager.

· Provide information necessary to complete all permit applications. The DNR will apply for permits using information provided by the consultant.

· Participate in one virtual design review meeting with the DNR project team and County stakeholders.

· Allow fifteen (15) business days for review by DNR project team and County stakeholders. The DNR shall provide written set of comments to the Consultant.

E. Final (100%) Construction Documents:

· Meet virtually with DNR project manager as necessary to discuss construction documents and permit application information.

· Consolidate all 95% design review comments and results of permit review into a final construction document (100%) set consisting of all drawing sheets and specifications. Include signature(s) of registered professional(s) in the State of Minnesota. Deliver in PDF format.

· Provide final (100%) detailed unit price cost estimate. It will also be used for bidding.

· Make copies of all electronic design files, including plot style files where applicable, available to the DNR project manager upon request.

· Provide a complete construction staking table in Excel (.xlsx) format for the site.

· Provide final 100% stormwater management report.

F. Design meetings:

· Coordinate progress meetings with DNR project manager and identify which design disciplines and DNR project team members, including County stakeholders, are necessary.

· Design review meetings to be attended by landscape architect and each engineering discipline.

G. Other design considerations:

· Work must be performed by or under the direct supervision of landscape architects and engineers licensed to practice in the State of Minnesota.

· Highway design and signage must comply with State Aid Rule 8820.9920 and crash standards.

· Work within wetland and shoreland zones must comply with County and State ordinances.

· Design must meet DNR Minimum Impact Design Standards (MIDS) for stormwater management.

· Incorporate sustainable design strategies aligning with B3 “Site and Water” Guidelines into the project.

H. Services and Documentation provided by the DNR:

· Site surveying.

· Geotechnical soil borings and testing results.

· Architectural, structural, mechanical, and electrical design services for the information kiosk, vault toilets, Park signage, site lighting and power, and IT requirements.

· Coordination with state telecommunications vendors for wiring and devices.

· Coordination with Clearwater County Environmental Services and Highway Department for review of site design and roadway modifications.

· 11x17 AutoCAD titleblock (.dwg format).

· Division 00 and 01 specification sections (.doc format).

· Cost estimating/bidding Excel spreadsheet (.xlsx format).

· Overall project schedule(s).

I. Supporting Documents for this Solicitation:

· Preliminary concept plans.

4. Anticipated Project Design Schedule

5. Phase 2 Bidding and Construction Administration Services Upon completion of the Phase I Landscape Architecture and Engineering Services, it is the State’s intent to request a proposal from the Contractor and negotiate the fees for Phase 2 Bidding and Construction Administration Services with the Phase I contractor.

Note: Award of this contract for Phase 1 Landscape Architecture and Engineer Services does not obligate the State to award Phase 2 services to the Contractor selected to provide Phase 1 design services.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from November 2024 to November 2026, with the option to extend up to an additional 3 years in increments determined by the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

Work Plan. Responder should provide a description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract including a proposed schedule for design meetings.

Design Qualifications and Experience. Responder should provide an outline of background and experience 1) working on projects at parks comparable to Itasca State Park in historical significance and volume of annual visitors and 2) designing roadways and park entrances and/or safety rest areas of similar size and function as the proposed North Entrance. Include examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

Responder should also provide a description of sustainable design experience with examples of similar work done by the Responder.

Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce and Equal Pay Declaration Page

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

1. Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by November 2024.

SECTION 6 – SOLICITATION TERMS

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

· Reject any and all responses received;

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Negotiate with the highest scoring Responder[s];

· Terminate negotiations and select the next response providing the best value for the State;

· Consider documented past performance resulting from a State contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel or references;

· Request a best and final offer from one or more Responders;

· The State reserves the right to request additional information ; and

· The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

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