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HomeMy WebLinkAboutResolution No. R24-90A RESOLITION OF THE CITY COUNCIL AUTHORIZING THE CITY OF LAUREL AND THE LAUREL URBAN A RENEWAL AGENCY ♦ TO ADVERTISE A REQUEST FOR QUALIFICATIONS FOR AN ENGINEERINtl 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 22"d day of October 2024, by Council Member Sparks. PASSED and APPROVED by the City Council of the City of Laurel the 22"d day of October 2024. APPROVED by the. Mayor the 22"d day of October 2024. CITY OF LAUREL R24-90 Approve LURA's Request for RFP for TIF District Consultant Dave Waggoner; ATTEST: � � ��at�t�ffisa€rarrrr,�x� OF L411 1V trec� -r. irk -Treasurer> APPROVED AS TO FORM: AiL� ���l�6t8##6ttffi4i�4b Michele L. Braukmann, Civil City Attorney R24-90 Approve LURA's Request for RFP for TIF District Consultant CITY OF LAUREL LAUREL URBAN RENEWAL AGENCY MONDAY, OCTi tt 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 • Judy Goldsby Vacancy • Cami Nelson x Daniel Klein • Cheryl Hill x Kurt Markegard Janice Lehman General Items: Roll Call e Spalinger ;t Sanderson Whitney e Lehm 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 2nd 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 2nd 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 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 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. 09/13/24 CITY OF LAUREL Page, 1 of 1 16:26:23 Lq"sditura Budget by Org Report -- Multiyear Actuals Report ZD: 824081 For the Year: 2024 - 2025 Current t Prelim. Budget. ficial % Old ------ ------- Actuals --- -.----------- Budget Up. Budget Changes Budget Rude - Account Object -------- ---- 20-21 ---------- 21-22 22-23 23-24 23-24 23-24 24-25 24-25 24-25 24-25 2310 TAX 1-sns£aee Dist. --------- ---_--_- ---------- ---------- ---- ---------- --------- --------- - ------ 411850 Special projects 120 ,Salaries and Wages 14,079 12,772 535 14,552 18,710 781 30,006 30,000 1601 138 vision Insurance 21 16 13 28 40 30 30 1071 139 Dental Insurance las 100 78 130 609 130 130 100% 141 Unemployment Insurance 35 45 1 37 75 49t 100 142 Workarsc Compensation 78 76 4 84 150 56% 200 100 133% 143 Health Insurance 2,604 1,944 1,71.2 3,335 SIS 1,709 200 1,700 1331 514 144 Life Insurance 18 13 17 02 21t 82 82 100% 145 FICA 1,077 977 41 1,105 11200 924 1,500 1,500 1234 146 pen 1,235 1,101 48 1,320 11900 694 2,200 2,200 1163 149 ST/LT Disability 116 300 39t 300 300 1004 194 Flex Medical ISO Ot 200 200 1333 220 Operating Supplies 3,441 1,000 3444 5,000 51000 300% 337 Advertising 700 0t 700 700 loot 3SO Professional Services 381 400 at 300,000 300,000 7SO00% 370 Travel Soo at Soo 500 loot 380 Training Services 945 11000 0% 1,000 11000 1001 735 TIED Largs Grant 275,000 0% 275,000 275,000 loot 736 TIFD Small Grant 50,000 at $0,000 50,000 loot 737 TIFO Facade Grant 18,000 at 18,000 18,000 loot 738 TIFD Technical Assistance 6,000 at 6,000 61000 loot 901 RISC CAPITAL PROJECTS 2,858,930 Ot 2,858,938 2,858,938 loot 931 Roads, Streets c parking 1.009,102 0 0% 0 04 Account: 1,028,354 18,370 629 22,473 3,237,598 It 3,551,580 0 31551,500 109% 470300 scomonic Development 700 Grants, contributions c 1 247,084 62,833 0 0% 0 all Account: 247,084 62.833 0 ...% 0 0 0 at 490080 Debt Service 610 principal 79,939 82,665 05,503 43,843 86,949 Sot 89,930 89,930 3011 620 Interest 100,280 97,554 94,736 46,377 93,292 Set 91,432 91,432 98% Account: 180,239 180,239 180,239 90,120 180,241 50% 181,362 0 181,362 1004 521000 Interfund Operating Transfers out 820 Transfers to Other Funds 6,000 6,000 61000 6,000 6,000 loot 6,000 61000 loot Account: 6,000 6,000 61000 61000 6.000 100% 6,000 0 6.000 loot Fund: 1,461,677 267,442 186,868 118,595 3,423,839 3t 3,738,942 0 3,738,942 109% Oran: 1,461,677 267,442 186,868 119,583 3,4^.3,639 3% 3,738,942 0 3,738,942 1094 Grand Total. 1,461,677 267,442 186,868 118,595 3,423,839 3,738,942 0 3,738,942 Ail 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. The st8terO80d of qualifications will be evaluated based on the following criteria: 1. Qualifications of the professional personnel to be assigned to the project 30Y6 2. The consultant's capability tomeet time and project budget requirements 1596 3. Location 596 4. Present and projected workloads 10% 5. Related experience onsimilar projects 2096 8. Recent and current work for the City ofLaurel entities similar toLURA 2096 The selection will bebased on an evaluationQfthe written ' 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 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. ` � �` 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. S. 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. 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: ScoreoutofSO Score based on understanding ofTIF funding and limitations, Understanding ofidentified projects and future projects, Project Manager rapport with the LURA Board, and Overall fit and comfort level tomeet the needs ofthe LURA Question 1: Score out of1O How will you communicate and interact with the LURA Board? Question 2: Score out of1O Based on your team's experience, why should we select your firm? Question 3: Score out of1O How do you track and keep your projects on schedule and on budget? Question 4: Score out of1U What processes does your firm have inplace toensure quality control during the design phase and through construction? Question 5: Score out of10 How would you approach a project that may be under funded? TotalScmre:_���out mf100 How doyou balance your staff's time homeet all oftheir 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? ^ \ � \ k CL ./ 7 3 k CL « , � « / d k « ƒ / f L k Co / k �o J a % a 2 Ln 2 2 ( 41 § 0 k J IL 2 � °\ \ / E■ tn 2 S u J u tn / / / 0 E / \ E f / LA § iz % § / @ [ E o j >: C m40 wf § 0 5 UQ ƒ m \: y \ « & y 7? 3 m m// f m w r4 m#@ / to ¢ f � [ [ [ [ [ 2 3 3 3 2 w k �\\/ °$ s q $\ ^ M o Q c Q 2> � c o e c � 7 � « c� k CL 2 n 2 £ c / CL k § m � � tio � k � ■ � 2 k / 1 k § ° § k 2 7 ® / M / § © % � 0 3 % ƒ f £ $tA / ° = CL 2 i R / /\\ k » 2= _f / ®� 3 3 C J>\ m u m C — ¢ ° & ( a m % t ~\« 3 f// 3 2 2/ 3 -0 (U Ln 0 IA .64 LUI M 0 Ln C 0 44 M 0 u u E Z E u o o u t5 M (n 0 c 0- C 0 OM ou -u -x W 0 0 U tw W 7:� CL C CM 745 -0 0 3 -6 CL 0 E D 0 0 -1 -0 0 u QJ 0 > o M 0 0 C ? -0 C w - -6 u w m C C: 0 -..,e ai > < -0 0 0 0 x 0 CL = m Q� M *0 CU " 0 W :9 W w W W o c u w 3�. .2 C E �u M C S 1 M U 0 iL 0 m ai , 0 C: w u = Ln -j < < cc E E tA 41 0 Ln co 0 0 Ln 0 0 0 m rn I -i a a CL DL CL CL 0 m CL U. o Ln Ln o o o C: aj r to r 0) - tw 0 LA u u >. CL u w cu 4d CL (v -ii w ±� 'A u 76 Gi .2 C -L a m 0 tA -0 0 .2 .0 -Z,- w E — cu a m 42 o E 0 -14 > w - 0 w m -�d 3 - .M CL -0 r 0 w o CL E 'a r 0 ai 0 w cu _r_ a; u C u W u a 4- .— a Q) 0 0 W E 0 w w 00 CL 0 w u th E 0 CL :3 -0 cu u E 0 CL 'r, x 0 CL , m z 4� m R m w C: m w c m tA u o cu o tL- -0 p -C: aj cr 0 m m ai :3 CL mu C -D u ai FU M m u M w cu 4N 0 U -1 0- cr W M 0 U -i CL cr- > ho r_ r ci m OJ -�t 0) > �q r4 m Ln tD & �A r-4 m ,t Ln u3 Im r- M ui a 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 st 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