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HomeMy WebLinkAboutCouncil Workshop Packet 10.15.2024 (2) AGENDA-REVISED J CITY OF LAUREL CITY COUNCIL WORKSHOP V 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. 2. Resolution - Reconciliation Change Order Council Issues 3. 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. 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. F 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 R24-27 Approve LURA's Request for RFP for TIF District Consultant 3 Dave Waggoner, Mayor ATTEST: Kelly Strecker, Clerk-Treasurer APPROVED AS TO FORM: Michele L. Braukmann, Civil City Attorney R24-27 Approve LURA's Request for RFP for TIF District Consultant 4 MINUTES n�nn a CITY OF LAUREL A U 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 71,2024 COMMITTEE MEMBERS PRESENT: OTHERS PRESENT: x Judy Goldsby Vacancy ardie Spalinger x Cami Nelson x Daniel Klein Forrest Sanderson • Cheryl Hill x Kurt Markegard Doug Whitney Janice Lehman x Dianne Lehm General Items: Roll Call Approval of Minutes—Judy made a motion to approve Sept 231 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 21 the motion.All in Favor. • Daniel mad a amotion to approve the engineering selection process and wants to add Forrest as moderator. Judy made a 21 to the motion.All in Favor Old Business: Kurt provided the most recent-attached Next meeting is Oct 21 st Announcements: Dianne Lehm presented EDA Oct 171 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 2"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 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. 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. 08/23/24 CITY OF LAUREL- Page: 1 of 1 16:26:23 Expenditure Budget by Org Report --MultiYear Actu£ls Report 1➢; B240A1 For the Year: 2024 - 2075 Current Prelim. Budget Final & Old ---------------- Actuals ----------------- Budget Exp. Budget Changes Budget Budget Account Object 20-21 21-22 22-23 23-24 23-24 23-24 24-25 24-25 24-25 24-25 ---------- ------ ---------- ------ --------- ---- ---------- -' ---------- ------ 2310 TAX INCREMENT-Business Dist. 411650 Special Projects 110 Salaries and wages 14,079 12,772 535 14,552 18,710 781 30,000 30,000 16D% 138 Vision Insurance 21 16 13 28 46% 30 30 1071 139 Dental Insurance 105 100 18 130 call 130 130 1001 141 Unemployment Insurance 35 45 1 37 15 49t 100 100 133% 142 Workers, Compensation 78 76 4 84 ISO 56% 200 200 133% 143 Health Insurance 2,604 1,944 1,712 3,335 51% 1,700 1,700 51t 144 Life Insurance i8 13 17 82 21% 82 82 100% 145 FICA 1,077 977 41 1,105 1,200 921 1,500 1,500 125% 146 PERS 1,235 1,101 48 1,320 1,900 69t 2,200 2,200 116% 149 ST/LT Disability 116 300 391 3D0 300 loot 194 Flex MedicaL ISO 01 200 200 133% 220 Operating Supplies 3,441 2,000 344% 5,000 5,000 500% 337 Advertising 700 0% 700 700 100% 350 Professional Services 381 400 all 300,000 300,000 75000% 370 Travel 500 0t 500 500 100t 380 Training Services 945 1,000 at 1,000 1,000 100% 735 TIFO Large Grant 275,000 Ot 275,D00 275,000 100% 136 TIED Small Grant 50,000 0% 50,OOD 50,000 100% 737 TIED Facade Grant 16,000 0% 18,000 18,000 LOOt 738 TIFO Technical Assistance 6,000 O% 6,000 61000 1001 901 MISC CAPITAL PROJECTS 2,658,938 0% 2,858,938 2,858,936 SOOT 931 Roads, Streets a Parking 1,009,102 0 0% 0 D% Account: 1,028,354 18,370 629 22,475 3,237,598 It 3,551,580 0 31551,580 109t 470300 Ecomonic Development 700 Grants, Contributions 6 I 247,094 62,833 0 Ot 0 01 Account: 247,OS4 62,833 0 -1 0 a 0 0% 490000 Debt Service file Principal 79,959 62,685 85,503 43,843 861949 Sot 89,93C $9,930 103% 620 Interest L00,280 97,554 94,736 46,217 93,292 501 91,432 91,432 981 AGGOunt: 180,239 180,239 180,239 90,120 180,241 50% 181,362 0 181,362 100% 521000 Inter€und Operating Transfers Out 820 Transfers to Other Funds 6,000 6,000 6,000 6,000 6,000 lee% 6,00Q 6,000 loot Account: 61000 6,000 6,000 6,000 6,D0G 1004 6,Goo 0 61000 100% Fund: 1,461,677 267,442 186,$68 118,595 3,423,839 3% 3,735,942 0 3,738,942 109% Cron: 1,461,677 267,442 186,858 118,595 3,423,839 3% 3,739,942 0 3,738,942 109% Grand Total: 1,461,677 267,442 186,868 118,595 3,423,839 3,738,942 0 3,738,942 A JRIL „ pro PEAKS LnNN'NG sCorusuuiirvic 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. AJRfIL pro PEAKS 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, 1 st 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. A�REL „ pro PEAKS 4nNIW NG sCorusuuiirvic 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. A�REL „ pro PEAKS 4nNIW NG sCorusuuiirvic 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 10 A�REL „ pro PEAKS 4nNIW NG sCorusuuiirvic 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? F11 NOEL �bc�pWp PEAKS NG6CONGu TING LU RA 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 12 PEAKS ��P�� NG 6 Ca NBuuTiNG LU RA 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: F13 ��pdp PEAKS NMNG 6 CGNBJLTING 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: 14 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, 1 sc 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 15 File Attachments for Item: 2. Resolution - Reconciliation Change Order 16 Change Order No. 1 Date of Issuance: October 10,2024 Effective Date: October 10,2024 Project:5'h Ave to 711 Ave Sewer Line Owner:City of Laurel Owner's Contract No.: Replacement Contract: Date of Contract:5/6/24 Contractor:Western Municipal Construction Engineer's Project No.:2304-01231 The Contract Documents are modified as follows upon execution of this Change Order: Description:Bid Item Reconciliation change order. Attachments(list documents supporting change): CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: Original Contract Times: ❑ Working days ® Calendar days Substantial completion(days):40 days after NTP(NTP 6/10/2024) $401,111.00 Ready for final payment(days):14 days after substantial completion Increase from previously approved Change Orders No.0 Increase from previously approved Change Orders to No.1: No.0 to No.1: Substantial completion(days):0 days $0.00 Ready for final payment(days):0 days Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial completion(days):40 days after NTP(7/20/2024) $401,111.00 Ready for final payment(days):14 days after SC(8/3/2024) Decrease of this Change Order: Increase of this Change Order: Substantial completion(days):12 days $28,568.00 Ready for final payment(days):0 days Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial completion(days):52 days after NTP(8/1/2024) $372,543.00 Ready for final payment(days):14 days after SC RECOMM DED ACCEPTED: ACCEPTE��Djj:��jj�� //// B. By: By: &0CC�1/ Engi r(Authorized Signature) Owner(Authorized Signature) Contractor(Authorized Signature) Date: Oct. 10. 2024 Date: Date: 16��/A4Z`� 5'h to 71h Ave.Sewer Lione Replacement Change Order No.1 Page 1 of 2 KU Project 2304-01231 17