RFP for County Road 19A Realignment and Corridor Improvements

Request for Proposals (RFP) for
PROJECT COORDINATION, FINAL DESIGN ENGINEERING, BRIDGE
DESIGN, STAKEHOLDER AND PUBLIC ENGAGEMENT, ENVIRONMENTAL
DOCUMENTATION, UTILITY COORDINATION, PERMITTING, AND
BIDDING AND CONSTRUCTION SERVICES
County Road 19A Realignment and
Corridor Improvements
City of Cottage Grove
RFP release date: 05/12/2026
Proposal due date: 05/26/2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtonCountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ...................................................................................................................................................... 3
1.1. Background Information .......................................................................................................................... 3
1.2. Project Goals and Objectives .................................................................................................................... 4
1.3. Schedule ................................................................................................................................................... 4
2. Scope of Work and Deliverables ....................................................................................................................... 4
2.1. Project Management ................................................................................................................................ 4
2.2. Data Collection ......................................................................................................................................... 5
2.3. Public and Agency Engagement ............................................................................................................... 6
2.4. Design Services ......................................................................................................................................... 6
2.5. Construction Plans and Specifications ..................................................................................................... 7
2.6. Project Costs ............................................................................................................................................. 7
2.7. Permits and Approvals ............................................................................................................................. 8
2.8. Environmental Documentation ................................................................................................................ 8
2.9. Deliverables .............................................................................................................................................. 8
2.10. Bidding and Construction Assistance Services ......................................................................................... 8
2.11. Additional Tasks ........................................................................................................................................ 9
3. Proposal Content............................................................................................................................................... 9
3.1. Title Page/Cover Letter ............................................................................................................................. 9
3.2. Project Understanding & Approach ......................................................................................................... 9
3.3. Key Personnel ........................................................................................................................................... 9
3.4. Work Plan ................................................................................................................................................. 9
3.5. Qualifications and Experience .................................................................................................................. 9
3.6. Appendix A - County's Standard Terms and Conditions ........................................................................ 10
3.7. Conflict of Interest .................................................................................................................................. 10
4. Proposal Submittal .......................................................................................................................................... 10
5. Proposal Evaluation ......................................................................................................................................... 10
5.1. Reserved Rights ...................................................................................................................................... 10
6. Proposal Questions ......................................................................................................................................... 11
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1. Introduction
1.1. Background Information
The Washington County Public Works Department is issuing this request for proposals (RFP) to hire a
consultant to provide final design engineering services for the County Road 19A Realignment and Corridor
Improvement Project.
A preliminary design phase for this project kicked off in early 2025 and was completed this spring.
Through this phase, multiple alternatives were evaluated, a preferred design was identified, and a
preferred layout is complete. More information can be found on the project website at:
https://www.washingtoncountymn.gov/19arealignment.
In addition, topographic survey has been collected, wetlands have been delineated, utility data has been
collected to Quality Level D, a preliminary hydraulics analysis has been completed, and a CATEX is
underway.
Short Elliot Hendrickson, Inc. is currently under contract to complete the preliminary design phase. This
work included alternative evaluation, major utility coordination, 30% project layout and associated cost
estimate, as well as start environmental documentation and railroad coordination. These materials will be
shared with the selected Consultant for final design services.
This design phase of this project will use local funds. The future construction phase of this project will be
funded with a combination of federal, state, and local funds.
This project will be a cooperative project between Washington County and the City of Cottage Grove, with
Washington County serving as the lead agency. All work performed under the anticipated contract must
be carried out in accordance with the procedures, requirements, and regulations of Minnesota
Department of Transportation (MnDOT) State Aid, Washington County, and the City.
All reports/documentation must be developed and presented in Microsoft Office and all design files must
be developed and presented in MicroStation/ORD adhering to Washington County approved formats
unless otherwise noted or requested by the Consultant (the selected firm to perform this work) with
approval of the County.
The role of the selected Consultant team will be to complete all tasks necessary to take the project to
approved construction documents. Washington County will act as the lead agency through all aspects of
the project.
The County's role as lead agency does not preclude direct and regular interaction between the Consultant
and the City, the Watershed District, MnDOT and other agencies. External Agency input and review is
important; however, the County is to be kept informed of agency dialogue and will assist the Consultant
in determining the need and scope of interaction with a particular agency.
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1.2. Project Goals and Objectives
The objective of this project is to plan, design and prepare for a realignment of County Road 19A to support
the southwest arterial highway vision, while at the same time implementing responsible long-term solutions
along this corridor. In summary, the project goals are as follows:
Improve the safety, capacity, and operation for all users along the corridor.
Improve pedestrian facilities and connectivity along the corridor.
Provide a grade separated crossing over the CPKC Railroad.
Complete a mandatory EAW & CATEX Documentation.
Refine and set corridor alignments that minimize impacts while improving safety, capacity, and
operations.
Identify and implement stormwater drainage improvements that appropriately balance the
requirements of all agencies with the needs and goals of the community.
Maintain the long-term transportation goals of Washington County, City of Cottage Grove, and
MnDOT.
Effectively coordinate project impacts with private utilities and the CPKC Railroad
Achieve a construction schedule that ensures previously awarded federal funding timelines are met
and minimizes public inconvenience, while being sensitive to reducing overall project costs and
environmental impacts.
1.3. Schedule
Washington County anticipates the following schedule:
Overall Project Schedule Anticipated Date
RFP Solicitation May 12, 2026
Proposals Due May 26, 2026
County Board Awards Consultant Contract June 16, 2026
Project Kick-off June 2026
ROW Acquisition May 2026 -August 2027
60% Plans October 2026
90% Plans February 2027
Final Plans June 2027
Environmental Documentation Complete April 2027
Bid Letting (by Washington County) August 2027
Preconstruction Open House August 2027
Construction September 2027 - October 2029
2. Scope of Work and Deliverables
The following lists outline work tasks and associated items that shall be included as part of the
contracted services.
2.1. Project Management
The Consultant will perform all work necessary to effectively coordinate the project completion,
maintain the project schedule and budget, as well as manage the Project Management Team (PMT). The
Consultant should host monthly PMT meetings, which will be a mix of virtual and in-person meetings.
The proposal should include a summary of the project management measures required to ensure that
the project is completed on time, within budget, and in accordance with applicable laws, policies,
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standards, and good engineering practice. Monthly progress reports shall be submitted with each
invoice.
The selected Consultant shall develop and implement a project specific Quality Management Plan, which
shall be available for review upon request during the project.
2.1.1 Internal and External Team Coordination
The selected Consultant will be responsible for managing the day-to-day project coordination activities
of all project work, including coordination with Washington County. This includes phone calls, e-mails,
and other correspondence.
Washington County will lead general correspondence with external project stakeholders. The selected
Consultant may be asked to support the coordination by attending meetings, producing exhibits, etc.
Some examples of anticipated correspondence may include, but is not limited to:
Coordination with agency stakeholders, including the City of Cottage Grove, Watershed District,
MnDOT State and Federal Aid groups, MnDOT Office of Environmental Stewardship, Minnesota
Historical Society, MnDOT Cultural Resources, Minnesota Office of the State Archeologist, State
Historic Preservation Office, and required agencies for environmental reviews.
2.1.2 Quality Management Plan
The selected Consultant shall develop and implement a project specific Quality Management Plan (QMP)
which will detail specific quality control activities and processes that will be utilized throughout the
duration of the project.
The plan for quality control and quality assurance checks of the following submittals shall be included:
60% plans, 60% cost estimate, 90% plans, 90% specifications, 90% cost estimate, final plans, final
specifications, and final cost estimate.
The QMP shall be kept up to date and available for review upon request during this project phase.
2.2. Data Collection
The Consultant shall collect existing data and reports relevant to the project area and obtain new
information as needed for all aspects of the project, including all relevant documentation required
for the federal funding requirements.
Washington County will provide the following information to the successful Consultant:
Aerial imagery
Topographic Survey
Existing CAD files associated with approved layout
Existing Right of Way information
Record Plans
Existing Project Tech Memos
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2.3. Public and Agency Engagement
2.3.1 Public Engagement
Project Website
Washington County has created a project-specific website, which will be available throughout the
duration of work, as well as throughout construction. The selected Consultant will be responsible for
providing text and graphics to support the website throughout the project.
Stakeholder Engagement
Assist the County in conducting stakeholder discussions with area businesses, agencies, or various parties. These
discussions will focus on project updates and impacts.
The Washington County Style Guide, shall be used to create documents for the public (newsletters, post cards,
posters, etc.), but Consultants are encouraged to develop and present cost effective solutions to get the public
involved.
2.4. Design Services
2.4.1 Public Utility Coordination
The City of Cottage Grove is planning utility extensions to support future development. The
selected consultant will be responsible for coordinating and accommodating the city utility design
into the overall design.
2.4.2 Subsurface Utility Exploration
The consultant will be responsible for completing the remaining subsurface utility exploration
required to identify key private utilities at Quality Level A or B for structure setting.
2.4.3 Utility Coordination
For the purposes of this RFP, "utilities" shall mean and include, but not be limited to, all privately,
publicly, or cooperatively-owned pipes, lines, antennas, or facilities for the distribution or
transmission of electrical energy, gasoline, oil, natural gas, water, sewage, steam, cable TV,
telephone or other material and communication lines and devices.
The Consultant shall obtain the locations of all utilities that exist within the limits of construction
and which may be affected by the project. Utility location information shall be obtained directly
from the utility owner unless such means is not feasible. All utilities shall be identified as to owner,
type and size. All utilities shall be shown on the plans in accordance with the requirements of the
"Utility Notification Law", Minnesota Statute Section 216D.04.
The Consultant shall contact the utility owners and use all customary procedures to review the
existing locations and discuss all utility relocations necessitated by the project construction as well
as any other revisions to the utilities, or installation of new utilities, within the project limits which
may be deemed desirable to accomplish in conjunction with the project construction or for which
the Consultant has learned will be required in the future. The procedures outlined in the MnDOT
Utility Accommodation and Coordination Manual for utility identifications and notifications are
applicable for design activities.
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The subsurface utility information to be provided in the final plans shall be utility Quality Level D
and/or C. Quality levels shall be determined according to the guidelines of CI/ASCE 38.-.2, entitled
"Standard Guidelines for the Collection and Depiction of Existing Subsurface Utility Data."
The Consultant shall develop a callout on the plans of any conflicts and required changes to existing
utility facilities. If conflicts with public utilities are present, utility identification / information /
coordination meetings will be arranged by the Consultant with the owner of these facilities and
Washington County to determine appropriate solutions.
2.4.4 Construction Staging and Detour Planning
Construction staging and detour planning is a significant coordination component of design services
on Washington County transportation projects. The consultant will be responsible for all work
necessary to develop conceptual staging and detour plans and coordinating reviews with all
agencies to develop a final construction detour and staging plan that will be incorporated into the
final design plan set.
2.5. Construction Plans and Specifications
Washington County anticipates three (3) submittals of construction documents for this project; a 60%
submittal (translating the preferred alternative concept layout into a planset), a 90% submittal, and a
final submittal. Plans and specifications will include all elements and details required by Minnesota
County State Aid Highway (CSAH) standards for all submittals.
Specifications will not be developed until the 90% submittal.
Washington County will prepare Division S.
The selected Consultant will provide project specific special provisions (Division SB, SI, SL, ST, SZ,
etc.) and coordinate external agency specifications.
The selected Consultant will lead State Aid submittal coordination, which is anticipated to be
coordinated in conjunction with the 90% submittal.
Washington County will require documentation of calculations for select quantities to be submitted at
all submittals. Washington County will also require documentation of the previous submittal's comment
tracking (spreadsheet/Bluebeam session/PDF/etc) for all submittals after 60%.
2.6. Project Costs
The Consultant will provide project cost estimates with the 60%, 90%, and final plans, and include:
Construction (include a 10% contingency with the 60% and 90% plans)
Construction Engineering/Contract Admin. (8% of construction costs)
Right-of-Way (cost to be provided by County)
Design Engineering
County Furnished Items, if applicable
This cost estimate shall breakdown the agency costs share according to the County's Cost Participation
Policy (https://www.co.washington.mn.us/DocumentCenter/View/54003/Cost-Policy) and funding
eligibility.
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2.7. Permits and Approvals
The Consultant will be responsible for identifying all permits and approvals warranted by the proposed
work with all regulatory agencies. This work includes preparing all materials necessary for permit
submittals. Permits and approvals required may include but not limited to the following: Watershed
District, MnDNR taking permit, Minnesota Pollution Control Agency's NPDES General Stormwater
Permit, and SWPPP documents.
2.8. Environmental Documentation
2.8.1 Environmental Documentation (Federal Funding)
This project was awarded state and federal dollars through various grant programs. This funding
will require completion and adherence to certain environmental documentation. The perspective
consultant shall be responsible for compilation, assembly, and submittal of all documentation
required for bidding and funding.
2.8.2 Environmental Assessment Worksheet
This project is also likely to require an Environmental Assessment Worksheet (EAW) due to
impacts. The successful consultant will be responsible for compiling, assembling and guiding this
process from start to finish with the support of the County.
2.9. Deliverables
The Consultant shall provide the following deliverables:
Final cost participation layouts in PDF electronic format
Draft 60% and 90% Plans in 11"x17" PDF electronic format
Signed final plans in 11"x17" PDF electronic format
Signed final special provisions in 8.5" x 11" PDF and Word electronic format
Required permitting
Environmental documentation
Final engineer's estimate in Microsoft Excel format
Electronic design files in MicroStation/ORD format
All supporting documentation required for State Aid submittals
2.10. Bidding and Construction Assistance Services
2.10.1 Bidding Services
The Consultant shall modify plan sheets and specifications to reflect changes addressed in
addendums. The County will be responsible to package and post addendums.
2.10.2 Shop Drawings
The Consultant shall be responsible to review, comment, and approve shop drawings submitted
by the Contractor during construction. The County should be included in this process.
2.10.3 Construction Support
The Consultant shall assist in answering any questions during construction by the County.
2.10.4 As-Built Drawings
Washington County will complete the post-construction survey necessary for as-built plan sets.
The Consultant shall modify the plan to incorporate any addendums, change orders, field
adjustments, or other deviations from the original bid plans. Record drawings for city utilities
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shall meet the city's as- built requirements. As-Built Record Drawings shall be delivered in PDF
and MicroStation/ORD format.
2.11. Additional Tasks
The Consultant is encouraged to include and describe any additional tasks not mentioned within the
RFP that will enhance the project outcomes.
3. Proposal Content
Consultants who cannot provide the full range of requested services may submit a proposal but must
clearly note any services listed in this request which would not be provided. Consultants are also
encouraged to highlight any services for which they possess particularly notable qualifications.
Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter,
and appendices. The font shall be no smaller than 11 point, 11x17 pages can be used for maps, exhibits,
and/or schedule and will count as a single page.
Appendices are anticipated to contain pre-prepared marketing materials and/or full resumes or
other supporting documents. Reviewers may or may not review material contained in
appendices.
At a minimum, submitted proposals shall include the following in no particular order:
3.1. Title Page/Cover Letter
Introduce the Consultant submitting the proposal, including the name, address, telephone number, and
email address of the contact person(s) representing the team and the names of any other firms or
individuals participating in the proposal.
3.2. Project Understanding & Approach
Demonstrate the responder's understanding of the project and description of the proposed project
approach to meet or exceed the project goals and objectives.
3.3. Key Personnel
Identify key personnel who will be assigned to the project; their area of responsibility, work experience,
qualifications, and availability to perform the proposed work. A project manager (PM) from the firm
must be identified with detailed educational experience and any other additional information to
demonstrate competence and the ability to fulfill the obligations of the Contract. The Consultant PM
must be available in a local office (Minneapolis/St. Paul metropolitan area) during the entire project
period. No change in personnel assigned to the project will be permitted without the written approval
of the County's PM.
3.4. Work Plan
A work plan, deliverables and schedule identifying the major tasks to be accomplished. The work plan
must present the responder's approach, task breakdown of the major project requirements, a critical
path timeline, approach to quality control, deliverable due dates, and project completion date. This
work plan will form the basis for cost negotiations after responder selection.
3.5. Qualifications and Experience
A detailed description of the responder's background and experience with final design including
roadway, trail and traffic signals with an emphasis on County roads that utilized federal funding. Include
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two examples of similar work indicating the key personnel's level of involvement and whether the
project was completed on time and within budget.
3.6. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A as the Contractor to whom the contract is awarded shall be required to
comply with the terms and conditions contained therein.
3.7. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Contractor
agrees that, should any conflict or potential conflict of interest become known, it will immediately
notify the County of the conflict or potential conflict, and will advise the County whether it will or will
not resign from the other engagement or representation. Unless waived by the County, a conflict or
potential conflict may, in the County's discretion, require withdrawal or rejection of the Contractor's
proposal.
4. Proposal Submittal
To be considered, an electronic version of the proposal shall be submitted no later than 3:00 PM on
Tuesday, May 26, 2026, to:
Ryan Hoefs, Project Manager
ryan.hoefs@washingtonCountymn.gov
In the event that the submitted proposals are unacceptable, the County reserves the right to reject any
and all proposals. Late submittals will not be considered.
All proposals, once submitted, become the property of the County. Submission of a proposal indicates
acceptance by the consultant of the conditions contained in this RFP unless clearly and specifically noted in
the proposal submitted and confirmed in the contract between the County and the selected consultant.
5. Proposal Evaluation
A "Qualification Based Selection" method will be used to review proposals submitted in response to this RFP.
The responder must not include price information either in the body of the proposal or as a separate
submittal. The factors and weighting on which proposals will be judged are:
1. Expressed understanding of the project objectives 20%
2. Completeness, quality, and overall technical competence of the proposal,
10%
project approach, and methodology
3. The experience and qualifications of the project manager and team members
40%
and their work on similar projects
4. Work plan, schedule, and availability of personnel and other resources to
30%
perform the work within the specified project schedule
5.1. Reserved Rights
This RFP process does not obligate the County to award a contract or complete the services.
The County reserves the right to waive any minor irregularities.
The County reserves the right to reject any or all proposals.
The County reserves the right to request additional information or clarifications from Consultants.
The County reserves the right to interview any, all, or none of the Consultants.
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