HomeMy WebLinkAbout01-22-08 Item 1C B-2 RFP for Small Area Plan
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City Council
Agenda Packet Item:
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MEMORANDUM
DATE:
January 22,2008
Work Session
TO: Mayor and City Council
FROM: James Lehnhoff, City Planner
SUBJECT: B-2: General Business District
Request for Proposals (RFP) Review
Requested Action
An RFP does not require Council approval prior to issuance; however, given the importance of
the B-2 District, Staff requests feedback on the proposed RFP, the timeline, and the formation of
a steering committee.
Backl!round
On November 26,2007, the City Council issued a one year moratorium on new development and
most redevelopment in the B-2 District. The B-2 District includes those properties located along
the County Road E corridor between Lexington Avenue and Ramline Avenue, Connelly Avenue,
and Pine Tree Drive. As part of the development moratorium, the City must move forward with
a study of the area to establish a vision for development and redevelopment as well as to address
the other issues in the B-2 District.
At their December 10, 2007, meeting, the City Council voted to direct staff to prepare and issue
an RFP to develop a small area plan for the B-2 District. The 2008 budget included $35,000 for
the preparation of the small area plan.
The RFP requires a public participation process and it requires the plan to address land use,
transportation, environment, streetscape, design standards, and other development related issues.
Steerinl! Committee
The RFP makes reference to a steering committee for the planning process. Since the B-2
District impacts a variety of stakeholders, including residents, business owners, business tenants,
City of Arden Hills
City Council Work Session for January 22, 2008
\\Metro-inet.us\ardenhills\PlanningICommunity DevelopmentlB2 Small Area Plan\012208 - CC Report - B-2 RFP Review.doc
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and visitors, Staff is proposing that a steering committee be created to help guide the planning
process. The steering committee would help select a consultant, review drafts ofthe plan, attend
public meetings, reach out to stakeholders, and provide feedback throughout the planning
process. Staff envisions a five to seven member temporary cornrnittee that would be comprised
of a mix of current EDC members, Planning Commissioners, FP AC members, the City Council,
and at least one member ofthe public that is not already on a committee. The cornrnittee would
meet periodically throughout the course ofthe planning process.
If the Council prefers not to create a steering cornrnittee, that reference can be removed from the
proposed RFP prior to its issuance. If we move forward with a steering cornrnittee, Staff will
prepare the necessary documents for creating the cornrnittee. The Council would need to
nominate and approve the members of the cornrnittee at a future regular meeting.
The City Attorney has reviewed the RFP.
Proposed Proiect Schedule
Staff anticipates the following planning process schedule:
~ Notification of intent to submit a proposal: February 8, 2008
~ Proposal submission deadline: February 21,2008
~ City selects a consultant: March 10,2008
~ Project is completed: September 30,2008
A more detailed work plan would be created once a consultant is selected.
Attachments
B-2: General Business District Small Area Plan RFP
City of Arden Hills
City Council Work Session for January 22. 2008
\lMetro-inet.us\ardenhillsIPlanningICommunity Development\B2 Small Area P!an\012208 ~ CC Report - B-2 RFP Review.doc
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DRAFT
City of Arden Hills, Minnesota
Consultant Services
for the B-2:
pare a Small Area Plan
Business District
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
DRAFT - City of Arden Hills
B2: General Business District
Small Area Plan
Request for Proposal
1. Introduction ...u..uuu.u.u.u...uuu..uu..uuu............................................................................................... ]
2. Arden Hills Information ................................................................................................................... ]
3. Study Area (map) ..............................................................................................00................................1
4. Scope of Services Outline ............................................................................................................... 1
5. Scope of Services Description ...................................................................................................... 3
a. Purpose, Vision and Fundamental Principles................................................................................. 3
b. Survey of Existing Conditions .............................................................................................................3
c. Future Land Use .........00................................................................00.00........................00.00.00....0000..00.00.00.....3
d. Development Character and Design......................uu.u...uu...........................uu....u.u.uu.u.....u000000 4
e. Real Estate Market Analysis............u.............u.....u.. 00....000000...........0000.........00......... 000000...00...00.... 4
f. Transportation, Transit, Parking, Accessibility, Non-motorized Facilitiesuu...uu....u.4
g. Design for Health - Public Realm Improvem vironmental Quality, Aesthetics,
Public Safety, and Active Living................................ ........................................................... 4
h. Implementation plan ........................................ .......................................................................... 5
6. Product Expectations ............................... ...........................................................................5
7. Process Expectations....................u..u.........u. 00000000..00....00 0000000000.......000000000000.....00 6
8. Project Schedule .000000000000..00.0000...000000 ....000000....00..........00 00............................6
9. Project Managementu.......u.. ............0000........................................................... 7
10. Proposal Content .................................... ......................................................................................7
11. Proposal Review Schedule ..................................................................................... 9
a. Notification of Intent 00.00......... 0000000000..... 0000......... 0000..00.......00...0000...... 9
b. Requests for C1arification..u.... 000000..........00......................00.....00.............00..............00......... 9
c. Submitting a Proposal..... ....................................................................................... 9
12. Evaluation Criteria a Timeline ........................................................................ ]0
13. RFP General Requi .................................................................................................... 10
a. City's Rights 0000..00...000000 000000..000000......0000...0000....... 0000000000.. ]0
b. Interest of Members of Cit 00000000.............00...........00.0000......00........... 000000000000. ]]
c. Equal Opportunity Statement "'00.. 00."00'''.'' 00............00................ 00.......00..00..........00... 0000..... I]
d. No n- Discri m i nati 0 n......... .............................................. ............ ............. ............... ............... .................. ] ]
e. Transfer of Interest............................................................................................................................... ]]
f. Independent Contractor ................................... 0000........0000...0000. 00...............0000........000000.......00........ II
g. Hold Harmless.. 00........................... 000000.00.... 00000000......00....... 0000..00..00...00..0000..12
h. Accounting Standards 0000......... 0000.............. 00............ 00......00..00....00..000000.00000000. ]2
i. Retention of Records .... .........00...........00.. 00................................ ..00......00...00............00...00..00..00.00.. ]2
j . Data Practices...................... ..... ............................................................................ ................... ............... 12
k. Inspection of Records........................................................................................................................... 13
I. Applicable Law 000000........00..00.......................00....00.. 000000..00..... 0000..0000..... 00.00........... 00000000................ 13
m. Conflict and Priorityu........................ 00000000........... .000000........00..00...0000.00.....00......00.0000...00.....00. 13
n. Ownership of Materials 00............. 00..........00.......... 00...........................00...00.........00.0000........0000...0000. 0000. 13
o. Co nfl i ct of I nte rest............ ...... ................................. .................. .............................. ................ ..... ......... 13
p. Termi nation.. ..............................................................................00................00.......................................... 13
q. Intellectual Property .00.00.00..........................00..00..000000..00..... 00...00....00.. 0000...............00....00. .00.000000.......... 14
Attachment A: Study Area Map..........u......uu.. 0000...00......... 0000................ 0000.........0000..00...........00 15
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1. Introduction
The B-2: General Business District is the unofficial downtown of Arden Hills. A primary
commercial and transportation corridor in Arden Hills, the B-2 District is at the center of
many of the City's retail, office, and other commercial establishments. The retail uses tend
to serve local needs while the office buildings serve local and regional tenants. The B-2
District was completely developed by the 1980s, and it has continued to serve as an
important business node within the City. However, the B-2 District has become a focus for
redevelopment in recent years as business needs have changed, the existing buildings have
aged, and tenants have turned over. In order to guide future redevelopment and to create
a long-term, unified vision for the B-2 District, the City seeks to create a small area plan
that addresses current and future land uses, design standards, transportation issues,
pedestrian improvements, landscaping, and other related issues.
2. Arden Hills Information
3. Study Area (map)
ar the northwestern corner of
downtown Saint Paul and
2005 9,787 people with an
'dents of Arden Hills enjoy a high
system, superb access to regional
to the City's high quality
e corporations, many small
strong community that attracts
t neighborhoods, parks, responsible
Incorpori'lted in 1951, the City of Arden Hills is locat
Ramsey County and lies approximately eight miles
downtown Minneapolis. The estimated populatio
employment base of nearly than 14,000 jobs.
quality of living with many parks, a highly valu
transportation, and stable neighborhoods. In ad
neighborhoods, Arden Hills is home to a n
businesses, and two private colleges. Arde
residents and businesses because of it 0
government, and open spaces.
The B-2 Zone includes those
Connelly Street, and Pine Tree
(Attachment A).
I properties that are adjacent to County Road E,
tween Lexington Avenue and Highway 51
4. Scope of Services Outline
The tangible result of the small area planning process will be a plan document that
incorporates the elements described below in written and graphical format. Interim
products and graphics will be produced as necessary for public meetings and education.
These plan elements are restated in narrative format following this section to provide a
more complete understanding of expectations.
a. Purpose, Vision, and Fundamental Principles
i. Purpose Statement
ii. Vision Statement
iii. Fundamental Principles
b. Survey of Existing Conditions
i. Description of geographic area and city/regional context
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ii. Development history
ili. Demographic overview of population and employment
iv. Busi ness inventory
v. Survey of existing property attributes such as land use, zoning, property
value, building floor area, height, building condition, building design
vi. Assessment of current utility capacity and relationship to future
development capacity.
vii. Existing real estate market data.
c. Future Land Uses
i. Recommended locations for office, commercial, residential, and mixed-use
developments
ii. Future land use map in comprehensive plan compatible format
iii. A development case study exploring various concepts for development of
a yet to be determined key site(s) in the study area.
d. Development Character and Design
i. Recommended height, density, massing, building material, signage and
character for residential, office, indu ai, and commercial development
ii. Recommended design guidelines fo w development including, but not
limited to, general recommendati ite layout, landscaping, fencing,
scale, fenestration, building ma ial, sig e and lighting. Examples of
exemplary building designs fr in and outside of Arden Hills should
be provided.
e. Real Estate Market Analysis
i. Analysis of future real es
f. Transportation, Transit, Parking,
i. Traffic analysis and r
ii. Analysis of existin
iii. Parking analysis
iv. Bicycle and pede
g. Design for Health -
Aesthetics, Public
i. Recommen
developments
ii. Evaluation of the
improvements.
ili. Evaluation of opportunities for preservation of key views and development
of additional open space, and recommendations for gateway
improvements.
iv. Analysis of public art opportunities
v. Crime Prevention Through Environmental Design (CPTED) review with
recommendations
h. Implementation Plan
i. Overview of implementation of the above recommendations
ii. Proposed public improvements
iii. Timeline
iv. Costs
orces
ty, and Non-motorized Facilities
dations
ransit options
ndations
facilities analysis and recommendations
Improvements, Environmental Quality,
tive Living
corporating active living principles into future
evelopments
eetscape environment and suggestions for
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5. Scope of Services Description
a. Purpose, Vision and Fundamental Principles
This section of the plan will outline the purpose of the plan and capture the essence
of the community's overarching objectives and corresponding community values
through a vision statement for the B-2 District. Public visioning sessions at the
beginning of the planning process will form the basis of this statement and inform
the fundamental principles that guide plan content.
b. Survey of Existing Conditions
A plan for the B-2 District must be based on a good understanding of existing
conditions. This encompasses an understanding of the area's geographic context
within the city and region, its social and physical characteristics, and existing public
policy for the area.
Social characteristics include history, demogr
Demographic data from the surrounding are
content, and will include information such
distribution, housing tenure, business te
include information about the industry
patterns of workers and residents.
. s, employment, and businesses.
i d to be collected to inform plan
surrou - g population, age
d income. Employment data will
e B-2 District as well as commuting
To understand the physical characte
on existing property attributes
building floor area, height, co
be limited to the area withi
e area, data will need to be collected
rent land use, zoning, property value,
exterior design. This physical analysis will
undaries.
Current demands on pu
impacts of potential f
needed to inform the
hould be assessed in order to understand the
ent. Current real estate market data will also be
estate market analysis.
c. Future Land Use
The land use plan will detail the proposed future land use in the study area, and
reflect input received through public involvement. It will include a map of proposed
future land uses and accompanying descriptive text. The map must be in a form that
is suitable for incorporation into the city's comprehensive plan. The land use plan will
consider appropriate locations for office and commercial developments and, if
appropriate, residential and mixed-use developments. Ultimately, changes to zoning
may result from this plan, but such changes are not part of this scope of work.
This section of the plan will include a development case study exploring various
concepts for development of a yet-to-be-determined key site(s) in the study area.
The City will identify no more than two (2) sites prior to the start of the planning
process. The purpose of the case study will be to 1) generate several potential uses
and design concepts that would illustrate community desires, and 2) build an
understanding of the particular issues common to redevelopment in the area such as
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site layout, land use, development intensity, design, parking, and economic
feasi bility.
d. Development Character and Design
Recent development in Arden Hills and the B-2 District has raised concerns about
context-sensitive design. Most notably, buifding size, orientation, materials, signage,
and design emerged as an important concern. Thus, analyses of these and other
characteristics need to be undertaken. Recommendations on future height, density,
massing, building materials, and character for residential, office, industrial, and
commercial development at different locations will need to be made.
Design guideline recommendations should be developed as part of the plan. This
section of the study will generally describe desired characteristics of development in
the study area, such as site layout, landscaping, fencing, fenestration, building
materials, signage, and lighting. Examples of exemplary building designs from within
and outside of Arden Hills should be provided.
al estate market analysis is required.
odologies to understand the existing
I markets in the study area. Future
ill need to be analyzed, along with a
nd residential square footage. Market
d in the context of city-wide and regional
ussion of the existing business mix.
e. Real Estate Market Analysis
In order to inform the future land use pi
This plan element will use market anal
and potential commercial, office, and r
demands for commercial and resid
discussion of absorption rates for co
forces in the study area should x
trends. This section will also'
Recommendation for new 0
presented, as well as st
community's vision fo
from areas in other p
terms of layout form an
ilized business models in the area should be
ttracting a business mix that fits the
1St ict. This discussion should utilize best practices
etropolitan area that are similar to Arden Hills in
raphics.
f. Transportation, Transit, Parking, Accessibility, and Non-motorized Facilities
This analysis will examine existing conditions and propose strategies and designs
that address specific transportation issues that arise through the planning process,
which should include transportation, transit, parking needs, non-motorized
(pedestrian) facilities, and overall accessibility to and in the B-2 District. An analysis
of current traffic and potential transit options will be used to inform the future land
use plan. This analysis should go beyond an inventory of existing conditions and
make recommendations for current and future congestion mitigation efforts.
g. Design for Health - Public Realm Improvements, Environmental Quality,
Aesthetics, Public Safety, and Active Living
While investigating the potential future use in the study area, it is appropriate to
consider other enhancements to the B-2 District. The city has identified a need to
incorporate active living principles into city plans and developments. The study must
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DRAFT - City of Arden Hills
identify opportunities to incorporate active living principles into the B-2 District,
which may include pedestrian improvements to increase the opportunity for physical
activity; enhancing air and water quality; incorporating Crime Prevention Through
Environmental Design (CPTED) principles; and other related principles.
An evaluation of the streetscape environment within the study area and suggestions
for improvements should be provided. The City is concerned about environmental
and quality of life issues, particularly stormwater, tree preservation, landscaping and
general open space protection.
Design enhancements to be addressed in the plan include opportunities for gateway
improvements to the area and enhancements to the pedestrian environment, which
may include more public open space, public art, signage, and other design
enhancements.
Crime Prevention Through Environmental Design (CPTED) is a movement based on
the premise that fear of and actual occurrence rime can be reduced through
proper design and use of the physical environ t. This portion of the plan will
examine the potential for improvements in t area based on the principles of
CPTED.
h. Implementation plan
eneralhealthissues.html. The City
Additional information can be viewed at
htt : www.desi nforhealth.net tech as
will assist in the development of thi
In order for a plan to be suc
All of the recommendati
summarized in this fin
list of recommendatio
resources, timing, and p
I, a strong implementation component is needed.
e out of the analyses listed above will be
f e plan. The implementation plan will include a
ities, key partners, estimated costs, potential
hasing.
6. Product Expectations
The completion and production of a plan document is the tangible outcome of the B-2:
General Business District Small Area Plan process. The plan document should include
descriptions of existing conditions and the planning process; analyses and findings; and
discussions and recommendations relative to each of the elements in the scope of services.
The document should include text and graphics as appropriate. For readability few if any
pages should be entirely text. Twenty (20) bound, hard copies of the final plan should be
produced, along with 50 CD copies with the plan in pdf format. The pdf file should also be
suitable for web download. A Microsoft Word file of the final plan will also be delivered to the
City, along with an ArcGIS shape files of all maps. Electronic versions of all final and
preliminary products will be made available to city staff. The City encourages consultants to
prepare reports lhal are readily recyclable.
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7. Process Expectations
The chosen consultant will, with guidance from the City, engage the stakeholders during the
course of this project. Stakeholder engagement exercises/events must be structured so as
to invite input related to community preferences while providing context in terms of overall
City goals. Stakeholders shall include, but are not limited to:
o Business organizations and business owners/managers
o Property owners and managers
o Residents (home owners and renters)
o Elected and appointed City officials
o Ramsey County transportation officials
o B-2 District users (i.e. visitors, shoppers, and other stakeholders)
A steering committee will be established by the City to provide feedback and guidance and
to assist with community outreach. However, it remains the responsibility of the consultant
to provide the resources to engage the community at I e as well. City staff will provide
technical expertise, city codes and ordinances, avail stakeholder contact information,
provide meeting facilitation assistance, help draft p ices, and other applicable
resources. The consultant will be expected to:
o Strategize with city staff on communica .
o Provide city staff with text and graphics
o Potentially organize and orchestrate wi
o Produce large scale graphic repres
be used in public meetings.
o Document communication and
process in the form of meeti
forms.
o Community engagement acti ill include at least the following:
o Five (5) meeting eering committee.
o Two (2) visioni hese two meetings will be designed to capture
the communit vision for the study area, issues of particular
concern, and opp n s for improvements.
o Three (3) large publi orums/workshops. These meeting should address the
initial findings meeting to review base data and assumptions, discuss and
work through land use recommendations, create development concepts and
design guidelines; and a final meeting to present recommendations.
d public engagement tactics
ded for communications materials.
taff public meetings and forums.
rious aspects of the study area to
easures undertaken throughout the
ribution lists, sign-in sheets, and comment
8. Project Schedule
Respondents to this RFP should propose a process timeline and schedule for completion of
each plan element, as well as the final plan, with consideration to these parameters:
o Services and products related to this request for proposals are to be completed by
September 30, 2008.
o Two (2) visioning sessions and (3) public forums/workshops are to be held at times
and locations accessible to all potential participants. The visioning sessions shall be
conducted within one month of contract execution and the first forum shall be
conducted within two months of contract execution.
o Five (5) meetings with the steering committee may need to be held.
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o Regular communication between the consultant and the Community Development
planning staff will be required.
o A 45-day review process is required upon completion of the project.
o The first payment will be issued upon completion of the first month of the contract.
Final payment will be withheld until all required deliverables are received by the City.
9. Project Management
Staff from the Community Development Department will manage this project. The
consultant is expected to meet regularly and as requested with City staff during the course
of the study. The meetings are in addition to steering committee meetings.
The consultant will discuss proposed methodologies with and gain approval from City staff
prior to performing study tasks. All written, graphic, display, and presentation materials to
be made available to the public (including materials for the steering committee) are to be
provided to City staff for review no less than one week ior to their use or distribution.
Responses to this Request for 8
o Cover Page:
Utilize a cover page tha
1. Consultant's name
2. Consultant's curre
3. Federal ID number
4. State ID number
5. Contact person's name, title, phone number, fax number and e-mail address
6. Signature of authorized corporate officer for each entity proposing as a
partnership or team
ity project manager before
plan is ject to a formal 45 day public
by the City Planning Commission and
All sections of the plan document must be reviewe
being considered a final draft. The final draft of t
comment period prior to being considered for a
City Council.
10. Proposal Content
e following information:
atJd ress
s: corporation, partnership, sole proprietor, etc.
o Approach to Project:
Provide a summary of the proposed approach to the project. Identify proposed
objectives and methodologies to be utilized for plan elements and community
engagement events.
o Scope of Services with Costs and Timeline:
Describe how services will be provided. Include a detailed listing and description of
proposed tasks and deliverables with cost assigned to each task and deliverables
broken down by staff time and duties. Include process steps and delivery dates for
intermediate and final plan elements.
o Deviations from the Scope of Services:
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Any deviations from the required scope of services should be specifically stated along
with the reason for the deviation. The City will consider deviations from the required
scope of services if the City determines it will result in a better process and/or
product.
o Experience and Capacity:
Describe the background and experience of all firms and subcontractors,
demonstrating ability to provide the required services. Include information related to
each firm's organization, size, capacity, and experience relevant to this scope of
work.
o References:
List at least three (3) references from contracts of similar size and scope.
Respondents must provide references that can be contacted.
o Conflict of Interest:
Indicate whether the firm's activities, assets or
potentially pose, or be perceived as posing, a
service for the City of Arden Hills with respe
described in this Request for Proposals.
o
Personnel and Business Certification:
Identify specific personnel from all firms
roles, and the number of hours eac
personnel and time commitments in
Services. Role descriptions sho incl
as primary contact persons f II
to day project managemen
resentation of other clients could
ict of interest with providing
B-2 District Small Area Plan as
ill be assigned to this project, their
This list should be organized to show
the activities outlined in the Scope of
identification of individuals that will serve
'ect oversight, contract administration, day
. Provide resumes for all assigned staff.
o Detailed Cost of Service
Indicate proposed cos
rates, direct costs, an
of services shall include
relevant to the scope of wo
s c1uding how the costs were determined based on
rges per classification of employee. Proposed cost
d budget categorizing expenses by type of service
The consultant shall provide an estimated fee and billing rate schedule which will
include the following elements:
o Fee estimate for the project based on an understanding of the project and
services. The estimate should be itemized according to project elements and
types of services.
o Hourly rate schedule for all personnel that will be assigned to the project.
o Reimbursable expenses estimate.
o Insurance Coverage:
Provide proof of insurance coverage to at least meet the minimum requirements
listed in item "e" of the Section "Request for Proposals General Requirements."
o Number of Proposals and Format:
Ten (10) paper copies and Ten (10) CD copies (pdf format) of the proposal are
required. Proposals must be on standard 8 1/2" x 11" paper. All supporting
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documents must be on paper no larger than 11" x 17". Proposals and supporting
documentation must be submitted in a sealed envelope labeled "B-2: General
Business District Small Area Plan." Faxed proposals will not be accepted.
Respondents may choose to provide additional sets if and when invited to do so for
presentation purposes. Submissions will not be returned.
11. Proposal Review Schedule
a. Notification of Intent
Prospective Consultants interested in responding to this RFP shall notify the City in
writing (e-mail acceptable) of their interest. Notifications of intent should be sent to:
Mr. James Lehnhoff, AICP
City Planner
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Fax: (651) 634-5137
E-mail: 'ames.lehnhoff
b. Requests for Clarification
, phone number, and e-mail address.
, y by 4:30 p.m. on Friday, February
Notifications shall include name, title, a
Notification of intent must be receiv
8, 2008.
Prospective responders ma
in written form only to:
James Lehnhoff, AICP
City Planner
1245 West Highway 9
Arden Hills, MN 55112
ia mes.lehnhoff(6lci .arden-hill. m n. us
ions and requests for additional information
Questions and requests for additional information must be received by 4:30 p.m. on
Friday, February 8 2008. Questions will be answered in writing to all respondents
and posted on the City's website www.ci.arden-hills.mn.us by March 7, 2008.
c. Submitting a Proposal
Proposals shall be delivered to the City on or before:
4:30 p.m., Thursday, February 21, 2008, and delivered to:
James Lehnhoff, AICP
City Planner
1245 West Highway 96
Arden Hills, MN 55112
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Proposals received after the deadline will not be accepted. It is neither the City's
responsibility nor practice to acknowledge receipt of any proposals. It is the
responder's responsibility to ensure that a proposal is received in a timely manner.
The City of Arden Hills reserves the right to modify or issue amendments to this
request for proposals. If questions result modifications to this RFP, the written
modifications will be posted to the City's web site at www.ci.arden-hills.mn.us.
12. Evaluation Criteria and Selection Timeline
All proposals received within the stated deadline and that include all the required elements
will be reviewed by city staff and the steering committee. One or more consultants (or
consultant teams) may be asked to make a presentation to the steering committee after
proposal submission. One consultant (or consultant team) will be selected to provide the
services described in this RFP.
Criteria used in the evaluation of the proposals will i
following:
o Quality, completeness, and clarity of prop
o Demonstrated understanding of the pro'
o Organization, management and technic
o Demonstrated experience and technical ex
o Ability to package findings, ideas, c
written and graphic mediums
o Staff qualifications and experie
o Demonstration of capacity to
o Itemization and allocation 0
project scope
o Review of references
o Cost to provide the re
e, but are not limited to, the
e
oach to the project
e require to complete the project
policies through a combination of
complete the project
es in relation to the tasks outlined in the
The City reserves the right to re
The City may not select the propos
and all proposals. Cost is one of evaluation criteria.
ith the lowest cost estimate.
Anticipated timeline for consultant selection (subject to change):
o Submission deadline: February 21, 2008
o Selection of consultant: March 10, 2008
13. RFP General Requirements
The General Requirements are terms and conditions that the City expects all of its
Contractors to meet. By proposing, the Proposer agrees to be bound by these requirements
unless otherwise noted in the Proposal. The Proposer may suggest alternative language to
any section. Some negotiation is possible to accommodate Proposer's suggestions.
a. City's Rights
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DRAFT - City of Arden Hills
The City reserves the right to reject any or all proposals or parts of proposals, to
accept part or all of proposals on the basis of considerations other than lowest cost,
and to create a project of lesser or greater expense and reimbursement than
described in this Request for Proposal, or the respondent's reply based on the
component prices submitted.
b. Interest of Members of City
The Contractor agrees that no member of the governing body, officer, employee or
agent of the City shall have any interest, financial or otherwise, direct or indirect, in
the Contract.
c. Equal Opportunity Statement
Contractor agrees to comply with the provisions of all applicable federal, state and
City of Arden Hills statutes, ordinances and regulations pertaining to civil rights and
nondiscrimination including, without limitation, nnesota Statutes, Section 181.59
and Chapter 363.
d. Non-Discrimination
employee or applicant for
ion, ancestry, sex, national origin,
s or status with regard to public
or the Vietnam era. Such prohibition
ot be limited to, the following:
sfer, recruitment or recruitment
payor other forms of compensation and
prenticeship.
The Contractor will not discriminate ag
employment because of race, color, creed,
affection preference, disability, age
assistance or as a disabled veteran
against discrimination shall incl , b
employment, upgrading, de r
advertising, layoff or termi
selection for training, includ
e. Transfer of Interes
ny interest in the Contract, and shall not transfer
any interest in the same eit by assignment or novation without the prior written
approval of the City, provided, however, that claims for money due or to income due
to the Contractor may be assigned to a bank, trust company or other financial
institution, or to a Trustee in Bankruptcy without such approval. Notice to any such
assignment or transfer shall be furnished to the City. The Contractor shall not
subcontract any services under this Contract without prior approval of the City
Project designated herein.
f. Independent Contractor
Nothing contained in this Contract is intended to, or shall be construed in any
manner, as creating or establishing the relationship of employer/employee between
the parties. The Contractor shall at all times remain an independent Contractor with
respect to the services to be performed under this Contract. Any and all employees
of Contractor or other persons engaged in the performance of any work or services
required by Contractor under this Contract shall be considered employees or sub-
Contractors of the Contractor only and not of the City; and any and all claims that
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DRAFT - City of Arden Hills
might arise, including Worker's Compensation claims under the Worker's
Compensation Act of the State of Minnesota or any other state, on behalf of said
employees or other persons while so engaged in any of the work or services provided
to be rendered herein, shall be the sole obligation and responsibility of Contractor.
g. Hold Harmless
The Contractor agrees to defend, indemnify and hold harmless the City, its officers
and employees, from any liabilities, claims, damages, costs, judgments, and
expenses, including attorney's fees, resulting directly or indirectly from an act or
omission of the Contractor, its employees, its agents, or employees of
subcontractors, in the performance of the services provided by this Contract or by
reason of the failure of the Contractor to fully perform, in any respect, any of its
obligations under this Contract. If a Contractor is a self-insured agency of the State
of Minnesota, the terms and conditions of Minnesota Statute 3.732 et seq. shall
apply with respect to liability bonding, insurance and liability limits. The provisions of
Minnesota Statutes Chapter 466 shall apply to er political subdivisions of the
State of Minnesota.
h. Accounting Standards
source documentation and enforce
lIy accepted accounting practices to
s Contract.
The Contractor agrees to maintain the
sufficient internal controls as dictated b
properly account for expenses incu
i. Retention of Records
The Contractor shall retain
Contract for a period of six
exception that such rec
terms of a monitoring
resolved for abateme
with funds under this Co
such property.
inent to expenditures incurred under this
r the resolution of all audit findings, with the
kept for a period of ten years after both the
h ve been fulfilled and all audit findings have been
. Records for non-expendable property acquired
all be retained for six years after final disposition of
j. Data Practices
The Contractor agrees to comply with the Minnesota Government Data Practices Act
and all other applicable state and federal laws relating to data privacy or
confidentiality. The Contractor must immediately report to the City any requests
from third parties for information relating to this Contract. The City agrees to
promptly respond to inquiries from the Contractor concerning data requests. The
Contractor agrees to hold the City, its officers, and employees harmless from any
claims resulting from the Contractor's unlawful disclosure or use of data protected
under state and federal laws.
All Proposals shall be treated as non-public information until the Proposals are
opened for review by the City. At that time, the names of the responders become
public data. All other data is private or non-public until the City has completed
negotiating the Contract with the selected vendor. At that time, the Proposals and
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DRAFT - City of Arden Hills
their contents become public data under the provisions of the Minnesota Government
Data Practices Act, Minn. Stat. C. 13 and as such are open to public review.
k. Inspection of Records
All Contractor records with respect to any matters covered by this Contract shall be
made available to the City or its designees at any time during normal business
hours, as often as the City deems necessary, to audit, examine, and make excerpts
or transcripts of all relevant data.
I. Applicable Law
The laws of the State of Minnesota shall govern all interpretations of this Contract,
and the appropriate venue and jurisdiction for any litigation which may arise
hereunder will be in those courts located within the County of Hennepin, State of
Minnesota, regardless of the place of business, residence or incorporation of the
Contractor.
m. Conflict and Priority
visions in this Contract, the
Proposals, the provisions in the
ontract; 2) Proposal; and last 3)
In the event that a conflict is found bet
Contractor's Proposal or the City's Requ
following rank order shall take precede
Request for Proposals.
n. Ownership of Materials
All finished or unfinished do
photographs, reports or oth
property of the City upo
City at any time befor
, studies, surveys, maps, models,
erials resulting from this Contract shall become the
val of the final report or upon request by the
The City may use, exten
without the consent, permis
large any document produced under this Contract
n of, or further compensation to the Contractor.
o. Conflict of Interest
By signing this Contract, the Contractor agrees that it will not represent any other
party or other client which may create a conflict of interest in its representation with
the City. If the Contractor is unclear if a conflict of interest exists, the Contractor will
immediately contact the City department Contract manager and ask for an
interpretation.
p. Termination
The City may cancel this Contract for any reason without cause upon thirty (30) days
written notice, except that if either party fails to fulfill its obligations under the
Contract in a proper and timely manner, or otherwise violates the terms of this
Contract, the other party shall have the right to terminate this Contract, if the
default has not been cured after a ten (10) days written notice has been provided. If
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DRAFT - City of Arden Hills
termination shall be without cause, the City shall pay Contractor all compensation
earned to the date of termination. If the termination shall be for breach of this
Contract by Contractor, the City shall pay Contractor all compensation earned prior
to the date of termination minus any damages and costs incurred by the City as a
result of the breach. If the Contract is canceled or terminated, all finished or
unfinished documents, data, studies, surveys, maps, models, photographs, reports
or other materials prepared by the Contractor under this Contract shall, at the option
of the City, become the property of the City, and the Contractor shall be entitled to
receive just and equitable compensation for any satisfactory work completed on such
documents or materials prior to the termination.
Notwithstanding the above, the Contractor shall not be relieved of liability to the City
for damages sustained by the City as a result of any breach of this Contract by the
Contractor.
The City may, in such event, withhold payments due to the Contractor for the
purpose of set-off until such time as the exact ount of damages due to the City is
determined. The rights or remedies provided erein shall not limit the City, in
case of any default by the Contractor, from any other right or remedy
allowed by law, equity, or by statute.
q. Intellectual Property
f the intellectual property rights,
, demarks, and service marks in any
mpleted and paid by this Contract. Work
s, discoveries, databases, computer
raphs, negatives, designs, drawings,
ther media.
The City owns all rights, title, and i
including copyrights, patents, trade
Work created, in progress, pro d
covered includes inventions, .
programs, reports, notes, s
specifications, materials, tap
All Work under this C
surrendered to the Ci
this Contract. The Contr
will not infringe upon any in
the exclusive property of the City and will be
ely upon completion, expiration, or cancellation of
resents and warrants that the Work does not and
ectual property rights of other persons or entities.
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DRAFT - City of Arden Hills
Attachment A: Study Area Map
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