RFP.docx

State of Minnesota Department of Natural Resources

MASTER ROSTER-REQUEST FOR PROPOSAL

Banning State Park New Shower Building SWIFT Event Number: 2000016728 Date Posted: February 19, 2025

· Responses must be received not later than 2:00PM, Central Time, March 05, 2025

· 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.

Your firm was selected from the Real Estate and Construction Services Master Roster of design firms interested in working on State construction projects. This RFP requests a proposal from your firm for the above referenced project. If your firm is selected, RECS will then send a contract to you for signature.

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 Declaration Page

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

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 Department of Natural Resources charles.schuman@state.mn.us Questions should be emailed to the contact seven days prior to event closing.

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 Operations Services Division requires civil engineering, structural engineering, and landscape architecture consulting services for a new seasonal shower/restroom building at the Banning State Park campground and additional site improvements to the campground, day use areas, and trails.

Demolition and new construction of a seasonal campground shower/restroom building (approximately 1,600 SF). This will include removal of existing septic tanks/mounds, other utilities, and site restoration, as well as new parking and other related amenities.

Additional site improvements at the Campground and Day Use Areas (see Supporting Documents) include:

• Campground: upgrades 5 campsite spurs (“Campsites 1 – 5”) to meet accessibility requirements.

• Day Use Areas: demolish existing picnic area restroom building at “Day Use Area - Site 2,” expand and improve existing parking lot (“Parking Lot 2”), expand and improve picnic area and trailheads for accessibility and landscape screening at “Day Use Area - Site 2,” install 3 new vault toilets at “Day Use Area Site - 1,” “Day Use Area Site - 2,” and “Day Use Area - Site 3.”

• Trails: establish 2 new gravel parking lots (“Parking Lots 1 & 3”) along existing park road(approximately 10-20 stalls each) and connect new parking lots to existing trails.

Tasks and Deliverables.

A. Civil Engineering:

• All required drawings, including but not limited to Site Plans, Utility Plans, Grading & Erosion Control Plans, details, and specifications.

• Demolition plans for existing septic mounds at the campground restroom building, existing campground restroom building, existing picnic area restroom building, site improvements at day use areas (DUA) and any portions thereof to be removed.

• Coordination with DNR Project Manager and other project team members in addition to design review meetings.

• Civil (site work) cost estimates.

B. Structural Engineering:

• All required drawings, including but not limited to concrete slab plan, details, and specifications.

• Demolition plans for existing buildings and any portion thereof to be removed.

• Coordination with DNR Project Manager and other project team members in addition to design review meetings.

• Structural cost estimates.

• Structural calculations.

• Special inspections and testing schedule.

C. Landscape Architecture:

• All required drawings, including but not limited to Site Plan, Utility Plan, Grading & Erosion Control Plan, details, and specifications.

• Demolition plans for existing septic mounds at the campground restroom building, existing campground restroom building, existing picnic area restroom building, site improvements at day use areas (DUA) and any portions thereof to be removed.

• Coordination with DNR Project Manager and other project team members in addition to design review meetings.

• Landscape (site work) cost estimates.

D. Supporting Documents for this Solicitation

• Example Site Plan, Floor Plan, and Elevations for the Temperance River State Park Upper Campground Shower Building. The proposed shower building at Banning State Park and the one at Temperance River State Park will be similar. However, consultants should anticipate that there may be deviations from the building footprint, footings and foundations, and building assemblies shown in the supporting documents in response to site conditions and Owner feedback collected during the design phase.

• Preliminary Campground Site Concept Plans

• Day Use Area and Trails Conceptual Site Plans

E. REQUIRED SERVICES

1. Project Kickoff

a. Review project information and goals, schedule and budget requirements, preliminary concept and site plans, existing site survey and coordination of any additional land and utility survey information, and coordination of geotechnical soil boring locations.

2. Site Assessment and Schematic Design Phase Services

a. Evaluate land and utility survey information and geotechnical soil boring results.

b. Perform one (1) on-site inspection of the campground and day use areas. Include fee for each additional site visits as an additional service (additional fee per visit).

c. Provide campground shower/restroom building location and orientation recommendation in cooperation with MN DNR. Refer to Supporting Documents for this Solicitation.

d. Provide parking lots and trail connections recommendations in cooperation with MN DNR. Refer to Supporting Documents for this Solicitation.

e. Present findings and potential modifications to the preliminary concept and site plans.

f. Prepare schematic design phase drawings and outline specifications (30% complete).

3. Design Development Phase Services

a. Review schedule and budget requirements, make comments and recommendations as necessary.

b. Review all project related codes and regulations.

c. Provide a preliminary cost estimate of the structural and civil scopes of work.

d. Prepare design development phase drawings and specifications (50% complete).

e. Submit design phase documents for review and approval and incorporate Owner’s comments as required.

4. Construction Documents Phase Services

a. Prepare and submit Construction Documents plans, specifications and itemized cost estimate (95% complete) for Owner’s final review.

b. Incorporate all Owner comments and prepare Construction Documents plans, specifications, and cost estimate (100% complete).

c. Submit signed Construction Documents plans, specifications, Special inspections form, and cost estimate (100% complete) for final approval. Drawings to be in PDF format in individual sheet format required for electronic plan review submittal to Minnesota Department of Labor and Industry (DLI).

5. Bidding Phase Services

a. Review and respond to DLI plan review comments.

b. Review prior approval requests, respond to bidder questions, and coordinate with DNR team.

c. Prepare and submit modified plans, specs, and/or details, if needed, for inclusion in addenda.

6. Construction Phase Services

a. Respond to DNR and contractor questions; review and process submittals; assist with preparation of proposal requests and review responses. Review contractor RFI’s and other construction related correspondence (if any).

b. Conduct site visits as outlined in Item C below. Provide comments and/or reports detailing observations and opinion of compliance with codes and contract documents, prepare and submit written field reports, and attend construction meetings (see below).

c. Discuss contractor pay requests with project manager.

d. Perform a Substantial Completion review and provide a punch-list report to document incomplete or deficient construction.

7. Contract Closeout Services

a. Prepare and submit as-built record drawings in ACAD and/or Revit 2020 (or higher). Include a folder containing Xref graphics (if used).

F. MEETINGS & SITE VISITS

1. Project Kickoff Meeting

a. Attend one (1) virtual project kick-off meeting held via Microsoft Teams.

2. Design & Construction Documents Phase Meetings

a. Attend three (3) design review/coordination meetings held via Microsoft Teams during the Design & Construction Document phases.

b. Perform one (1) on-site inspection of the campground and day use areas. Include fee for each additional site visits as an additional service (additional fee per visit).

3. Construction Observation and Meetings

a. Attend three (3) construction observation visits corresponding with official site meetings.

b. Attend one (1) Substantial Completion site meeting for punch-list walk through.

G. OTHER PROJECT RELATED ISSUES

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

2. Respondent is encouraged to propose additional tasks or activities that may improve the results of this project. These items should be separated from the required items on the fee proposal and identified as optional additional services. [The State is committed to promoting diversity and inclusion through its contracting practices. When drafting your scope of work for the resulting contract(s) consider the following:

H. MISCELLANEOUS INFORMATION

1. Services and Documentation Provided by DNR

a) Survey and geotechnical investigation.

b) Mechanical engineering.

c) Architectural design, drawing sheet format, title sheet, architectural specifications.

I. RFP Supporting Documents:

a) Example Site Plan, Floor Plan, and Elevations of a similar shower building

b) Preliminary Campground Site Concept Plans

c) Day Use Area and Trails Conceptual Site Plans

J. Project Schedule

Kick-off meeting: March 2025 30% Design Review: April 2025 50% Design Development Review: May 2025 95% Construction Documents Review: July 2025 Construction Documents Completed: August 2025 Bidding: August- September 2025 Notice Proceed Construction: October 2025 Construction Completed: Spring/Summer 2027

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from March 2025 to March 2027, with the option to extend up to an additional 1 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, and what makes the Responder uniquely suited for this work.

Qualifications and Experience. Responder should provide an outline of background and experience with 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.

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 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 March 2025.

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.

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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