RFP_Final.docx

State of Minnesota Department of Natural Resources

REQUEST FOR PROPOSAL

Peterson Hatchery- Remodel of Existing Raceway Building SWIFT Event #2000015578 Date Posted: March 27, 2024

· Responses must be received not later than 2:00 PM, Central Time, April 17, 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 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 (7) seven days before 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 Operations Services Division is seeking Full design and cost estimating services to be provided by Minnesota Licensed Engineers and Architects. Design services are required for the partial demolition and replacement of an existing raceway pool and partial demolition of one end of the covering structure. The design is to provide new raceway pools set to elevations that will allow for the existing artesian springs to provide needed water flow by means of gravity. The existing building will require one end to be removed to allow for new raceway layout and the building will be extended to cover the entire raceway system. The existing 1960’s building plans do not exist. The DNR purchased this building and was provided no as built documentation. DNR has taken field measurements to help develop the scope of project which are included with this RFP and can be made available in CAD format if needed. It is understood that the existing side pool walls were constructed to allow for a future building expansion and DNR would like to utilize these for that purpose and analysis of these and the existing building is to be part of the design service needed. The design should include the demolition of the existing rearing unit floor and divider walls, regrade a new base of sand for new PVC drain piping and installation of a new pool system that consists of a concrete floor and walls. Design needs to maintain the existing perimeter concrete walls which serve as foundation for existing building. A total of 6 soil borings have been ordered to be completed by DNR around existing building perimeter and will be provided during the design phase. (They are about 6 weeks from completion) Construction methods will need to be addressed to ensure that spring is not damaged or contaminated during demolition or construction.

Sample Tasks and Deliverables.

a) No existing building or raceway pool drawings exist. Field verification and structural analysis will be required for the building and analysis of the pool system that is fed by an artesian well and discharges into existing stream as part of this project. The existing system has a bypass built into it that allows for the water to be shut off from building and redirected.

b) Provide a site survey that includes water piping elevations, building dimensions and topographic contours Confirm location of existing drainpipes and ensure drainage meets environmental requirements. Extent of survey should extend a minimum of 20 feet in all directions from any area that is impacted by this project.

c) Analysis to include reviewing the existing Stilling basin, the Artesian spring to raceway pool to ensure water flow and building meets hatchery needs.

d) Provide design of new raceway pools and stilling basin, determine water use needs in GPM. Design concrete raceways, inlet/outlet pipes and all connections to meet hatchery specific needs.

e) Verify existing spring bypass system will work both during and after construction of this project. If needed develop a plan to supplement or replace the existing bypass system.

f) Provide needed design modifications to the existing raceway building including:

1- Removal of end wall to allow raceway to continue from inside building to outside.

2- Removal of horizontal braces at top of existing pool wall.

3- Provide a design that addresses possible need for Infill and replacement of several existing door openings as needed to allow for end wall removal and possible structural bracing that will be required.

4- Provide design for extension of building addition to cover entire raceway area.

5- Provide design for new raceway pool walls.

6- Provide secondary Structural services needed to include stoops, stair landings, stairs, and guard rails.

7- Provide code review and signed full design drawings for DLI plan review and bidding.

g) Coordinate any revisions needed to site, relocation of the tanker filling station, and circulation with DNR.

h) Provide lighting layout per Hatchery needs. And review w/ hatchery any/ all electrical power needs.

i) Verify existing Electrical capacity.

j) The existing building does not have and will remain without domestic water services or needs.

k) The existing building is and will remain unconditioned and uninsulated.

1. Schematic design (25% Design)- Design development phase services (50% Design)

a) Review project information and preliminary concept as outlined by DNR.

b) Review all structural related codes and regulations.

c) Provide 25% and 50% plans, specifications, and cost estimate to DNR for Review.

d) Prepare Design schedule highlighting anticipated milestones/events and length of time.

2. Final Construction Document phase services

a) Review comments provided by DNR.

b) Confirm project related codes and regulations met.

c) Confirm and refine project schedule.

d) Prepare a cost estimate.

e) Hire a special inspections firm to provide needed construction administrative services.

f) Provide a Special inspections form filled out and signed by required parties.

g) Submit plans, Specifications, Special inspections, and any structural calculations required to DNR for Department of Labor (DLI) plan review.

h) Address any DLI questions as needed to obtain stamped / approved for construction documents.

3. Bidding phase services:

a) Submit 100% complete bidding documents to DNR – including signed drawing sheets and signed specifications in .pdf format.

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

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

4. Construction Administration Services

a) Consultant to 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) and, if required, respond accordingly.

b) Conduct site visits, provide comments and/or reports detailing observations and opinion of compliance with codes and contract documents, prepare written field reports, and attend construction meetings (see below).

c) Discuss and review contractor pay requests with DNR project manager.

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

e) Review completed punch list for final payment recommendation.

f) Attend and participate in owner training sessions facilitated by the general contractor for equipment or systems specified.

5. Contract closeout services

a) Prepare and submit final report and as built drawings electronically or by CD-R in ACAD or Revit 2015 (or higher) format.

6. Meetings Virtual (11 Total)

a) Design review meetings Three (3) coordination/review meetings 1-hour each held via Microsoft teams. One at completion of Schematic design, Design development, and one prior to submittal of final documents.

b) Virtual Construction Meetings Eight (8) On-line teams Construction meetings coordinated by contractor.

7. Meetings/Site Visits (provide cost for 50 total)

a) Design Phase Kick off Meeting.

One (1) initial 2-hour meeting on site to view project location and verify existing conditions. Attended by all disciplines.

b) Preconstruction Prebid site meeting: Attended by all disciplines.

c) Construction Kick off Meeting: on site.

One (1) initial 2-hour meeting on site to review project with Contractor.

d) Construction site visits: to occur for the duration of the construction phase by Engineering or Architectural disciplines as appropriate. Proposal to provide for min. of two (2) visits per week as base service. Coordinate to occur with contractor led site meetings.

e) Substantial Completion site meeting: all disciplines as appropriate.

f) Final Completion/punch-list verification: all disciplines as appropriate.

g) 10-month warranty site inspection of project: all disciplines as appropriate.

8. OTHER PROJECT RELATED ISSUES

a. Work is to be performed by or under the direct supervision of engineers licensed to practice in the State of Minnesota.

b. Respondents are 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.

9. MISCELLANEOUS INFORMATION

Services and Documentation Provided by DNR

a) Existing building Schematic plans. Plans are based on site measurements since as built drawings have not been located at this time.

b) Photos of existing conditions.

c) 6 soil borings to be provided by DNR in locations shown in attached soil boring site plan.

d) Existing survey in PDF format to be used for reference only – a full survey will be required as described in scope of services section.

Estimated Construction Budget:

Estimated Project Schedule:

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from May 2024 to May 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, 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.

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

Schedule of Design Meetings and Construction Site Visits. Responder should provide a schedule of design meetings.

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.

· Work must be performed by or under the direct supervision of architects and engineers 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 April 30, 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.

Rev. July 2023

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