Site work for a water / sewer project in Stillwater, Minnesota. Conceptual plans call for site work for a water / sewer project.

The City of Stillwater, Minnesota, is soliciting proposals from interested consultants to provide professional engineering services for riverbank stabilization efforts along the St. Croix River. It is anticipated that a consultant will be selected from this process, and the selected consultant will provide final design, permitting, hydraulic modeling, bid document development, construction services, and contract administration. Background and General Project Information 1. The City of Stillwater completed a concept plan in 2017 and later completed a master plan for Lumberjack Landing Park in 2020. The City intends to combine vegetation management and enhancements with riverbank stabilization work. The project has been funded using local funds. 2. All work proposed and designed for this project lies within the City of Stillwater. The area considered for the bank stabilization extends from the north side of the Aiple house approximately 1,200 feet north to the property extents, just south of the private marina adjacent to 114 Lakeside Drive. This area is generally described as Section C on page 29 of the 2020 report and is included in Appendix B. Not all banks within this area necessarily require stabilization, while in other areas stabilization might be necessary on both sides of the narrow strip of land between the river and pond. 3. All design work and permitting should be completed by the end of December 2025 with construction completed by December of 2026. Instructions for Proposers and Required General Proposal Content 1. Respondents shall include one digital copy of their proposal document. Proposals shall not exceed ten (10) pages (font size 11) with no more than ten (10) additional pages for appendices. 2. Project team members must be identified and summaries of their qualifications included. Any proposed sub-consultants involved in the work should also be identified. Upon contract finalization, the assignment of the work to others beyond those identified must be approved by the City in writing. Any and all potential conflicts of interest shall be identified. 3. Proposals shall also include a narrative summarizing the respondent's understanding of the work and the proposed approach to completing the work, including project milestones and completion dates. 4. Proposals shall include similar improvement projects, locations, costs, and contact name from agency responsible for work. 5. Proposals shall include proposed compensation for the work with proposed hourly rates. All work will be compensated at hourly rates subject to a not-to-exceed without-prior-authorization limit proposed by the consultant. Proposals shall itemize costs, for each phase. The Solicitation response shall include all costs for supplies, materials, equipment, labor, and expenses to perform the work. 6. Insurance -- The successful respondent will be required to furnish appropriate certificates of insurance as a part of the final contract. 7. Selection Criteria: i. Understanding of work ii. Proposed approach iii. Experience in design and management of similar projects iv. Cost 8. The City reserves the right to reject any or all proposals. The City also specifically reserves the right to negotiate with proposers to potentially modify the scope of the work. 9. Consultant selected to provide engineering and design services will be required to enter into a written Consultant Agreement with the City. 10. Proposer understands and acknowledges that pursuant to MN Statute, public records may be inspected and examined by anyone desiring to do so at a reasonable time under reasonable conditions, and under supervision by the custodian of the public records. Proposals are private or nonpublic until the proposal submittal deadline, at which time the names of the proposers become public. All other data in the proposal are private or nonpublic data until the completion of the evaluation process (meaning that the City has completed negotiating the contract with the selected proposer). After the City has completed the evaluation process, all remaining data submitted by all proposers are public. 11. The City will not be liable for any costs incurred by any firm responding to this request. Proposals may be withdrawn by the proposer at any time prior to the proposal submittal deadline. Such request must be in writing. Proposal may not be withdrawn for a period of 180 days after the submittal's deadline. All proposals submitted shall be valid for a period of 90 days from the date of the submittal's deadline. Project Scope and Deliverables The information provided in this section includes the major items that should be considered when submitting the proposal. The city will negotiate details with the successful firm for the project. 1. Conduct a kick-off meeting with City Staff including site visit 2. Review available information provided by the City 3. Survey the project area 4. Project team meetings (City and Consultant staff) and field visits as necessary 5. Geotechnical analysis 6. Hydraulic analysis for any changes below the Ordinary High-Water Level (OHW), if necessary 7. Analyze options for bank stabilization and restoration where necessary 8. Meetings with City Staff to discuss design options and review comments 9. Meetings with permitting agencies to discuss design options and review comments 10. Work with local, state, and federal agencies to obtain all required permits 11. Attend meetings with City Council, and Parks Commission 12. Provide project plans and specifications, including estimate of construction costs, for review at approximately 60%, 90% and 100% completion 13. Bid phase services, including but not limited to responding to bidder inquiries on technical matters and preparing the appropriate clarifications and addenda 14. Review Contractor submittals 15. Administer contractor pay requests 16. Conduct preconstruction meeting 17. Construction survey and inspection 18. Recommend completion at project conclusion 19. As-built Record drawings 20. The consultant shall provide the following to the City: 1. Signed final plans in 11" x 17" PDF electronic format 2. Signed specifications in 8.5" x 11" PDF format and Word electronic format 3. Final Engineers estimate in Excel format 4. All supporting documentation in PDF format 5. As built record drawings in Electronic and PDF format Working Design document format - The plans shall be prepared utilizing AutoCAD Civil 3D. Other software required for design services and communication of information will be Microsoft Office products such as Word and Excel. FTP sites may be required for file sharing. The Consultant is encouraged to include and describe any additional tasks not mentioned within the RFP that will enhance the project. Target Completion / Milestone Dates -- approximate and subject to change Project construction is to be completed by the end of the construction season 2026. March 6, 2025 Proposals due to City March 18, 2025 City Council Approval and Award December, 2025 Complete Final Design January, 2026 Bid Project December, 2026 Construction Completed Proposal Evaluation Scoring o Expressed understanding of the project objectives 10% o Completeness, quality of the proposal, project approach, and Methodology 10% o Experience/qualifications of the project manager and team with work on similar projects 40% o Work plan/schedule/availability of personnel and to meet the specified project schedule 10% o Cost 30% Contact Information Inquiries to clarify the requirements of the RFP can be directed to Jesse Farrell, by email at jfarrell@stillwatermn.gov. Only written requests will receive responses. Meeting requests to address questions related to this project will be limited to one 30-minute maximum meeting per consultant. All inquiries must be made no later than February 27, 2025