RFP.docx

State of Minnesota Natural Resources

REQUEST FOR PROPOSAL

Construction Administration for Minnesota Valley State Trail – Nine-Mile Segment SWIFT Event #2000018771 Date Posted: October 14, 2026

· Responses must be received not later than 2:00 PM, Central Time, November 4, 2026

· Late responses will not be considered

· As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Sec. 45.

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 651.201.2402 or go to the Office of Equity in Procurement home page, at https://mn.gov/admin/business/vendor-info/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 Form

· Workforce and Equal Pay 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:

Julie Johansen, Contract Officer Department of Natural Resources julie.johansen@state.mn.us Questions should be emailed to the contact ten (10) days prior to event end date.

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 Minnesota Department of Natural Resources (DNR), Division of Operations Services and the Division of Parks and Trails request proposals from interested consulting engineering firms to provide material sampling, testing and inspection services for the Minnesota Valley State Trail – Nine-Mile Segment.

Minnesota Valley State Trails is a multi-use pedestrian trail. The segment is approximately 2.2 mile starting west of Nine-Mile Creek along the north side of the Minnesota River and terminating at the Lyndale Ave trail head in Bloomington, MN. Construction will consist of grading, aggregate base, bituminous surfacing, drainage structures, and an 81 ft long prestressed concrete bridge with concrete parapet abutments and deep foundations. Tree clearing is anticipated to start in the winter of 2026/2027 with construction to occur during the summer of 2027.

The Engineering firm must have demonstrated project management experience in bridge and civil engineering construction along with experience in construction administering of MnDOT State Aid projects. Construction inspection and material testing must be performed by technicians who have the appropriate MnDOT technical certifications.

The governing specifications for this project are: Minnesota Department of Transportation Standard Specifications for Construction, 2025 Edition along with the 2025 Schedule of Material Control.

Goals It is the goal of this Contract to provide material sample testing and inspection services for the Minnesota Valley State Trail, is constructed within full compliance of the contract documents and all Minnesota Department of Transportation State Aid requirements. The project will be let thru the DNR utilizing the State Aid Delegated Contract Process (DCP). The selected responder shall provide all documentation necessary to move through the Delegated Contract process from bid award to close out.

Supporting Documents

Tasks and Deliverables.

Construction Engineering

1. Complete and submit weekly progress reports

2. Conduct weekly progress meeting with DNR and construction contractor.

a. Meeting shall be onsite with a virtual option for those who cannot attend in person.

b. Prepare agenda and take minutes of the meeting.

3. Construction contractor is responsible for construction staking and layout. The selected responder will be responsible for verifying construction contractors’ grades to ensure compliance with the following:

a. Americans with Disabilities Act (ADA) standards.

b. Contractor’s operations do not extend beyond the construction limits shown in the plans and disturb or encroach on wetlands, public waters and archeological sites.

Construction Quality Control

1. This project will require full-time construction observation by inspectors certified under the Department of Transportation (DOT) State Aid and Federal Aid training requirements during all active construction operations. For the purpose of providing a uniform cost breakdown amongst respondents, the proposer shall base the inspection hours on construction operations taking place for ten (10) hours a day for 140 working days.

2. Provide materials testing and monitor test results for compliance with the contract specifications, DOT Schedule of Materials Control, and Federal Highway Administration (FHWA) requirements.

a. Schedule all material testing operations with the construction contractor.

b. Provide transportation to testing laboratory and DOT testing laboratory for all material samples.

c. Notify construction contractor of non-compliant work and coordinate for remedies/correction.

d. Provide copies of material testing reports and certifications.

e. At the end of the project, the certified inspector shall document all testing and sampling on MnDOT forms including but not limited to MnDOT Materials Certification Exception Summary form, Grading and Base Reports, Moisture, density, DCP, proctor and gradation, Test Pile Reports, Pile Driving Reports, Concrete Test Reports, and selected responder’s test results and signed summary sheets.

f. Provide a MnDOT certified plant inspector for concrete and bituminous plant inspection. Some of the bituminous and concrete plant inspection may be performed by MnDOT personnel depending on their availability. For estimating purposes in your proposal, include a MnDOT certified inspector for concrete plant inspection for 12 concrete pours and a certified bituminous plant inspector for 2 days of bituminous paving.

3. Maintain records documenting the work progress in accordance with DOT State Aid Construction requirements.

4. Collect digital photographs of constructed facilities or key operations to support written documentation. Review, and forward the DNR Engineer when appropriate, all required project submittals for approval

Structural Inspection

1. Provide structural inspection services for pile driving and concrete bridge construction,

a. Calculate the bearing resistance for each foot below cutoff using the MPF12 formula for each test pile and record in the Test Pile Report.

b. Calculate the bearing resistance achieved during the last ten blows of each foundation pile and record on the Pile Driving Report, along with the length of pile below cut-off elevation.

c. Consult with the DNR if the apparent authorized length is not within 10 ft of the estimated length.

Construction Contract Administration

1. The DNR will coordinate with the consultant, contractor and all stakeholders to schedule a preconstruction meeting. After the meeting the consultant will take over the construction administration.

2. Provide for full tracking of material utilization, partial payment preparation, and final payment preparation.

a. Actively track and monitor all material utilization and accounting of materials used on the project.

b. Prepare monthly estimates of completed work for partial progress payments. Submit estimates to the DNR for approval and processing.

c. Prepare change order and supplemental agreement forms and submit to the DNR for processing.

d. Prepare Final Payment based on the computed quantities of work completed.

3. Prepare agendas, facilitate progress meetings, and prepare regular meeting minutes.

a. Conduct weekly construction meetings with the DNR, contractor, and stakeholders during active construction.

b. Communicate regularly with the Contractor to monitor changed field conditions and identify potential change orders or supplemental agreements.

c. Communicate promptly and regularly with the DNR Engineer to keep him informed of current change orders or supplemental agreements.

d. Conduct the following special onsite meetings: Utility Locate Meeting prior to excavation, pre-installation meetings for native seeding and bituminous operations.

4. Perform all work necessary to ensure the construction contractor is in compliance with Federal and State Prevailing Wage requirements.

a. Receive with pay applications copies of certified payrolls from construction contractor

b. Conduct reviews, payroll tracking, payroll documentation, field interviews, and all else necessary to meet Federal and State requirements.

5. Identify occurrences of unforeseen events, changed field conditions, or design inconsistencies. Evaluate these situations based on the contract documents. When appropriate, obtain cost proposals from the Contractor and provide recommendations to the DNR to adjust the construction work.

Final Construction Documentation

1. Submit final quantities for review within four weeks after final inspection. Perform final inspections and prepare a punch list for final approval.

2. Provide copies of correspondence, meeting minutes, contract changes, materials' test reports, quantity calculations, diaries, reports, certifications, pay requests, DOT finals forms, and project close out.

3. Prepare and submit close-out requirements of MNDOT State Aid.

4. Prepare NPDES Notice of Termination for DNR signature.

Key Deliverables: All required materials sampling and testing is accomplished in accordance with MnDOT State Aid requirements and reports are compiled into one (1) hard copy and one (1) electronic comply and include but not limited to the following:

1. Copies of Certification Cards for all personnel conducting testing.

2. Completed MnDOT Materials Certification Exception Summary Form

3. Grading and Base Reports.

4. All Moisture, density, DCP, proctor and gradation reports.

5. Concrete and bituminous test reports.

6. Pile driving reports.

7. Contractor’s test results and signed summary sheets.

Project Schedule Construction will begin in winter of 2026/2027 and be completed by November of 2026. Project closeout documents to be completed by March of 2028 and final DCP payment to be executed by November of 2028.

Payment Schedule

1. Design Engineering and construction services will be paid monthly as deliverables are accepted and approved.

2. Final payment will be paid when all tasks have been completed, and MnDOT State Aid approves project closeout.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from November 2026 to November 2028, with the option to extend up to an additional 2 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. The Engineering firm must have demonstrated project management experience in bridge and civil engineering construction along with experience in construction administering of MnDOT State Aid projects. Construction inspection and material testing must be performed by technicians who have the appropriate MnDOT technical certifications.

The Responder will explain how they meet the requirements listed in this section.

• Provide any required documentation or evidence demonstrating compliance.

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. 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.

· Work must be performed by or under the direct supervision of an engineer licensed to practice in the State of Minnesota.

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 13, 2026

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Unenforceable Terms As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Section 45.

Unenforceable terms

(a) A contract entered into by the state shall not contain a term that:

(b) If a contract is entered into that contains a term prohibited in paragraph (a), that term shall be void and the contract is enforceable as if it did not contain that term.

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 651.201.2402.

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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