HomeMy WebLinkAboutCouncil Workshop Packet 10.15.2024
AGENDA
CITY OF LAUREL
CITY COUNCIL WORKSHOP
TUESDAY, OCTOBER 15, 2024
6:30 PM
COUNCIL CHAMBERS
Public Input: Citizens may address the Council regarding any item of City business that is not on tonight’s agenda. The
duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the
Council will not take action on any item not on the agenda. Because of the Rules that govern public meetings, Council is not
permitted to speak in response to any issue raised that is a non-Agenda item. The Mayor may provide factual information in
response, with the intention that the matter may be addressed at a later meeting. In addition, City Council may request that a
particular non-Agenda item be placed on an upcoming Agenda, for consideration. Citizens should not construe Council’s
“silence” on an issue as an opinion, one way or the other, regarding that non-Agenda matter. Council simply cannot debate
an item that is not on the Agenda, and therefore, they must simply listen to the feedback given during public input. If a
citizen would like to speak or comment regarding an item that is on tonight’s agenda, we ask that you wait until the agenda
item is presented to the Council by the Mayor and the public is asked to comment by the Mayor.
Be advised, if a discussion item has an upcoming public hearing, we would request members of the public to reserve your
comments until the public hearing. At the public hearing, the City Council will establish an official record that will include
all of your comments, testimony, and written evidence.
General Items
Executive Review
1. Resolution - A Resolution Of The City Council Authorizing The City Of Laurel And The
Laurel Urban Renewal Agency (LURA) To Advertise A Request For Qualifications For An
Engineering Consultant.
Council Issues
2. Closed Executive Session - Litigation Strategy
Other Items
Attendance at Upcoming Council Meeting
Announcements
The City makes reasonable accommodations for any known disability that may interfere with a person’s ability to participate
in this meeting. Persons needing accommodation must notify the City Clerk’s Office to make needed arrangements. To make
your request known, please call 406-628-7431, Ext. 5100, or write to City Clerk, PO Box 10, Laurel, MT 59044, or present
your request at City Hall, 115 West First Street, Laurel, Montana.
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File Attachments for Item:
1. Resolution - A Resolution Of The City Council Authorizing The City Of Laurel And The
Laurel Urban Renewal Agency (LURA) To Advertise A Request For Qualifications For An
Engineering Consultant.
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R24-27 Approve LURA’s Request for RFP for TIF District Consultant
RESOLUTION NO. R24-
A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE CITY OF
LAUREL AND THE LAUREL URBAN RENEWAL AGENCY (LURA) TO
ADVERTISE A REQUEST FOR QUALIFICATIONS FOR AN ENGINEERING
CONSULTANT.
WHEREAS, the Laurel Urban Renewal Agency (hereinafter “LURA”) has requested
that the City of Laurel and LURA seek a Request for Qualifications for Engineering Services
for preparing and administering construction projects within the Tax Increment Finance
(hereinafter “TIF”) District in accordance with Montana State law to ensure compliance, as
well as to manage construction projects related to the expenditures of TIF funds in the District;
WHEREAS, the terms of the Request for Qualifications are attached hereto and
incorporated herein by reference; and
WHEREAS, the City believes that it is in the best interests of the City and LURA to
advertise a Request for Qualifications consistent with the terms of the attached, in order to
retain an Engineering Consultant responsible for administering and overseeing construction
projects in the TIF District.
NOW THEREFORE BE IT RESOLVED by the City Council that the City of Laurel
and the Laurel Urban Renewal Agency are authorized to advertise the Request for
Qualifications for an Engineering Consultant for the Tax Increment Finance District in
accordance with Montana state law; and
NOW THEREFORE BE IT FURTHER RESOLVED that the Request for
Qualifications for Engineering Services shall be consistent with the terms of the attached, to
advertise for an Engineering Consultant responsible for administering and overseeing
construction projects in the TIF District.
Introduced at a regular meeting of the City Council on the 22nd day of October 2024,
by Council Member______.
PASSED and APPROVED by the City Council of the City of Laurel the 22nd day of
October 2024.
APPROVED by the Mayor the 22nd day of October 2024.
CITY OF LAUREL
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R24-27 Approve LURA’s Request for RFP for TIF District Consultant
___________________________
Dave Waggoner, Mayor
ATTEST:
_______________________________
Kelly Strecker, Clerk-Treasurer
APPROVED AS TO FORM:
______________________________
Michele L. Braukmann, Civil City Attorney
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MINUTES
CITY OF LAUREL
LAUREL URBAN RENEWAL AGENCY
MONDAY, OCT 7TH, 2024
11:00 AM
CITY BOARDROOM
A LAUREL URBAN RENEWAL AGERNCY meeting was held in City Boardroom and called to order by Cami
at 11:00 p.m. on Oct 7th, 2024
COMMITTEE MEMBERS PRESENT: OTHERS PRESENT:
General Items:
Roll Call
Approval of Minutes – Judy made a motion to approve Sept 23rd minutes, Cami 2nd
New Business:
Project Discussion & Update on Engineer RFQ
Doug and Forrest presented to the committee the Engineering Selection Process – the packet included request
for qualification, SOQ scoring criteria, SOQ tabulations, alternative following up questions, Interview
questions/scoring criteria and interview scoring tabulation.
Doug presented that we have a non-exclusive 613-G
Judy made a motion to add to add Forrest to the selection committee and Doug as an alternative for anyone that
can’t make it to an interview. Daniel 2nd the motion. All in Favor.
Daniel mad e amotion to approve the engineering selection process and wants to add Forrest as moderator. Judy
made a 2nd to the motion. All in Favor
Old Business:
Kurt provided the most recent - attached
Next meeting is Oct 21st
Announcements:
Dianne Lehm presented EDA Oct 17th Business on Broadway small business summit
Forrest received a request for new project – fill in ditch on Bernhart rd. – the approval from CHS expires Jan 1, 2028
Forrest received information for the company Holophane, the provide lighting and poles. He will be inviting them to our
next meeting to do a presentation.
Adjourn Meeting: Daniel made a motion to adjourn the meeting Cheryl 2nd at 12:05
Respectfully submitted,
Cheryl Hill
Cheryl Hill
LURA Secretary
The city makes reasonable accommodations for any known disability that may interfere with a person’s ability to participate i n this
meeting. Persons needing accommodation must notify the City Clerk’s Office to make needed arrangements. To make your request
known, please call 406-628-7431, Ext. 2, or write to City Clerk, PO Box 10, Laurel, MT 59044, or present your request at City Hall,
115 West First Street, Laurel, Montana.
x Judy Goldsby Vacancy
x Cami Nelson x Daniel Klein
x Cheryl Hill x Kurt Markegard
Janice Lehman
Mardie Spalinger
x Forrest Sanderson
x Doug Whitney
x Dianne Lehm
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REQUESTS FOR QUALIFICATIONS
LURA ENGINEERING SERVICES
The City of Laurel is soliciting qualifications to hire a firm or individual to provide general planning and
engineering services related to the Laurel Urban Renewal Agency (LURA) improvements, funded through a
Tax Increment Finance (TIF) District. The LURA will utilize the selected firm or individual for a period of up
to three years for planning and engineering related activities associated with the LURA improvements that
may include, but not limited to sidewalks, sidewalk lighting, pedestrian improvements, street improvements,
water and sewer lines, storm drainage, and parking improvements. The agreement and payment terms will
be negotiated with the selected firm or individual.
The services to be provided may include, but not limited to the following:
Project planning.
Evaluating the condition of the existing facilities.
Developing project priority recommendations.
Developing recommendations regarding packaging of proposed improvements.
Infrastructure studies.
Preliminary design.
Project coordination with land owners, MT-DOT, NorthWestern Energy, and BNSF.
Prepare project costs estimates.
Identifying potential grant opportunities and grant writing/administration.
Analysis of the Environment/Environmental Consequences if required.
Develop mapping, figures, and exhibits as requested.
Attend public hearings and meetings as necessary.
Attend City Council meetings as needed.
Final design, permitting, and bidding services.
Construction phase services including construction observation and project closeout.
Responses to this RFQ must not exceed ten pages – excluding resumes, and must include the following:
The firm's legal name, address, and telephone number
The principal(s) of the firm and their experience and qualifications.
The experience and qualifications of the staff to be assigned to the project.
A description of the firm's prior experience, including any similar projects, size of community,
location, total construction cost, and name of a local official knowledgeable regarding the firm's
performance.
A description of the firm's current work activities and how these activities would be coordinated with
the project, as well as the firm's anticipated availability during the term of the project.
The proposed work plan and schedule for activities that may be performed.
List, including contact names, a minimum of five projects involving services applicable to those
outlined in this RFQ.
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The statement of qualifications will be evaluated based on the following criteria:
1. Qualifications of the professional personnel to be assigned to the project 30%
2. The consultant's capability to meet time and project budget requirements 15%
3. Location 5%
4. Present and projected workloads 10%
5. Related experience on similar projects 20%
6. Recent and current work for the City of Laurel entities similar to LURA 20%
The selection will be based on an evaluation of the written responses. However, the City reserves the right
to conduct interviews, if interviews are deemed necessary. The award will be made to the most qualified
firm or individual whose proposal and/or interview is deemed most advantageous to the Laurel Urban
Renewal Agency, all criteria considered. Unsuccessful firms will be notified as soon as possible. Questions
should be directed in writing via email to the TIF District Coordinator, Peaks Planning & Consulting, at
ForrestSanderson@PeaksPlanning.onmicrosoft.com.
Responses shall include twelve printed copies and one electronic copy, as a PDF, of the SOQ and shall be
submitted no later than __________ at 5:00 p.m. addressed to the City of Laurel, City Clerk Treasurer,
P.O. Box 10, Laurel, MT 59044, or hand delivered to the City Clerk at City Hall 115 W, 1st Street, Laurel
Montana. Please state "LURA Engineering Services Proposal" on the outside of the envelope.
This solicitation is being offered in accordance with federal and state statutes governing procurement of
professional services. Accordingly, the City of Laurel reserves the right to negotiate an agreement based
on fair and reasonable compensation for the scope of work and services proposed, as well as the right to
reject any and all responses deemed unqualified, unsatisfactory, or inappropriate.
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LURA Engineer Selection Process
1. Determine what best meets the needs of the LURA, a Request for Proposals or a Request for
Qualifications. The LURA Board selected to move forward with a Request for Qualifications at their
September 23, 2024 meeting.
2. Develop a Request for Qualifications (RFQ).
3. Develop a Legal Advertisement for publication advertising the RFQ.
4. Develop the scoring criteria for ranking the Statement of Qualifications (SOQ) that are submitted in reply
to the RFQ.
5. Develop interview questions and scoring criteria to be used should it be determined that interviews are
needed.
6. Determine who will be on the Selection Committee. The LURA Board identified the Selection Committee
members at their October 7, 2024 meeting.
7. Secure City Council approval to move forward with the selection of an Engineer.
8. Determine advertisement dates and the deadline for SOQ submissions.
9. Advertise the RFQ in Laurel Outlook and in the Yellowstone County News.
10. The City Clerk will receive SOQ as they are submitted prior to the submittal deadline.
11. Distribute the SOQs and scoring criteria to the Selection Committee members and set a date that the
members will have the SOQs reviewed and draft scores developed.
12. Selection Committee meets to discuss SOQs, finalize their individual scores, and to total the overall
Committee scores. This meeting will also determine if interviews are needed and if needed, which firms
will be interviewed.
13. If interviews are to be conducted, then:
a. Determine interview format and duration. The LURA Board selected a 15 minute presentation
followed by 15 minutes for Q&A format at their October7, 2024 meeting.
b. Determine the date and time of interviews,
c. Notify selected firms of their interview date, time, format, and interview duration,
d. Conduct interviews,
e. Selection Committee meets and score interviews immediately after the interviews.
f. The interview scoring will determine the final ranking, and
g. Recommend the selected firm to the City Council for approval.
14. City Council Approves selected firm.
15. A LURA Master Services Agreement is negotiated with the selected firm.
16. City Council Approves and executes the LURA Master Services Agreement.
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LURA Engineering Selection
Interview Questions and Scoring Criteria
Committee Member ________________
Firm ________________
Interview Format: 30 minutes total, 15 minutes presentation, 15 minutes Q&A
100 total possible points
Presentation: Score _______ out of 50
Score based on understanding of TIF funding and limitations,
Understanding of identified projects and future projects,
Project Manager rapport with the LURA Board, and
Overall fit and comfort level to meet the needs of the LURA
Question 1: Score _______ out of 10
How will you communicate and interact with the LURA Board?
Question 2: Score _______ out of 10
Based on your team’s experience, why should we select your firm?
Question 3: Score _______ out of 10
How do you track and keep your projects on schedule and on budget?
Question 4: Score _______ out of 10
What processes does your firm have in place to ensure quality control
during the design phase and through construction?
Question 5: Score _______ out of 10
How would you approach a project that may be under funded?
Total Score: _________ out of 100
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Alternative or Follow up Questions:
How do you balance your staff’s time to meet all of their project commitments?
Is the staff proposed the actual staff that will be used?
Are you, the presenter today, actually running the project or will it be someone else?
Which of your past clients should call for references, and which ones should we not call?
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LURA
Selection Committee SOQ Scoring Tabulations
Date:
Firm:
Awarded Awarded Awarded Awarded Awarded Awarded Awarded
SOQ Reviewer Points Points Points Points Points Points Points
Camilla Story
Daniel Klein
Cheryl Hill
Judy Goldsby
Mardie Spalinger
Kurt Markegard
Forrest Sanderson
(TIF Coordinator)
Doug Whitney
(Alternate)
Total:
Does the Selection Committee Recommend Interviews?(Yes or No)
If Yes, what firms are to be interviewed?
Firm 1
Firm 2
Firm 3
Firm 4
Firm 5
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LURA
Engineering Selection Interview Scoring Tabulation
Date:
Firm:
Awarded Awarded Awarded Awarded Awarded
Points Points Points Points Points
Interview Scores:
Camilla Story
Daniel Klein
Cheryl Hill
Judy Goldsby
Mardie Spalinger
Kurt Markegard
Forrest Sanderson
(TIF Coordinator)
Doug Whitney
(Alternate)
Total:
Selection Committee Recommends:
Selection Committee Chair:
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LURA
Engineering SOQ Scoring Criteria
Date:
Maximum
Criteria Points Considerations:
1 Qualifications of the professional personnel 30 Resumes, experience on similar projects, likelihood of actual staff
2 Capability to meet time and project budget 15 Staff, workload, internal controls, budget tracking, communications
3 Location 5 Location of office serving LURA and other local projects
4 Present and projected workloads 10 Anticipated workload over the next three years
5 Related experience on similar projects 20 Are the identified staff work on these project?
6 Recent and current work for the City 20 References provided, good or bad past work with the City
100
Firm:
Awarded Awarded Awarded Awarded Awarded Awarded Awarded
Criteria Points Points Points Points Points Points Points
1 Qualifications of the professional personnel 30 points
2 Capability to meet time and project budget 15 points
3 Location 5 points
4 Present and projected workloads 10 points
5 Related experience on similar projects 20 points
6 Recent and current work for the City 20 points
Total:
Reviewer Name:
Reviewer Signature:
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CITY OF LAUREL REQUEST FOR QUALIFICATIONS FOR
Laurel Urban Renewal Agency Engineering Services
A. Requirements for Submission of City Proposal:
1. Time for Filling: Not later that __________ at 5:00 p.m. addressed to the City of Laurel, City Clerk
Treasurer, P.O. Box 10, Laurel, Montana 59044, or hand delivered to the City Clerk at City Hall
115 W, 1st Street, Laurel Montana.
2. Sealed Envelope: Outer envelope containing proposal should be marked: “LURA ENGINEERING
SERVICES.” If contained in a mailed envelope, the mailing envelope should be marked to
indicate it is the outer, sealed envelope.
3. Twelve printed copies and one electronic copy as a PDF of the proposal are required
4. The City will open proposals after the deadline expires.
5. The selection may be made directly from the submitted proposals, or the City may conduct
interviews if deemed necessary.
6. Questions should be directed in writing, via email, to the TIF District Coordinator; Peaks Planning
& Consulting, at ForrestSanderson@PeaksPlanning.onmicrosoft.com.
B. Scope of Services (under the direction of the City of Laurel Staff and LURA Board) may include, but
not limited to the following:
1. Sidewalks, sidewalk lighting, pedestrian improvements, street improvements, water and sewer
lines, storm drainage, and parking improvements.
C. Minimum Information Required for the Statement of Qualifications:
1. The firm's legal name, address, and telephone number
2. The principal(s) of the firm and their experience and qualifications.
3. The experience and qualifications of the staff to be assigned to the project.
4. A description of the firm's prior experience, including any similar projects, size of community,
location, total construction cost, and name of a local official knowledgeable regarding the firm's
performance.
5. A description of the firm's current work activities and how these activities would be coordinated
with the project, as well as the firm's anticipated availability during the term of the project.
6. The proposed work plan and schedule for activities that may be performed.
7. List, including contact names, a minimum of five projects involving services applicable to those
outlined in this RFQ.
8. The statement of qualifications shall not exceed 10 pages, excluding resumes.
D. Length of Contract
The contract term shall be a 3-year contract that is renewable at the discretion of the City. Items
contained in the contract may be renegotiated as necessary to meet the needs of the City. The City
will provide the written contract for services.
The City reserves the right to reject any and all proposals, to waive irregularities, and to request additional
information from the individual firm submitting the proposal
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