RFQ for 2026 Regional Solicitation Applications

Request for Quotes (RFQ) for
2026 Regional Solicitation Applications
RFQ release date: April, 1, 2026
Submission due date: April, 15, 2026
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Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
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www.co.washington.mn.us
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2026 Regional Solicitation
Table of Contents
1. Introduction ....................................................................................................................................................... 3
1.1. Background Information ............................................................................................................................ 3
1.2. County Authorized Representative ............................................................................................................ 3
1.3. Schedule ..................................................................................................................................................... 3
2. Scope of Work and Deliverables ........................................................................................................................ 4
3. Quote Content ................................................................................................................................................... 6
3.1. Cover Letter ............................................................................................................................................... 6
3.2. Qualifications and Experience.................................................................................................................... 6
3.3. Cost ............................................................................................................................................................ 6
3.4. Appendix A ................................................................................................................................................. 7
4. Quote Submittal ................................................................................................................................................. 7
5. Quote Evaluation and Selection ......................................................................................................................... 7
5.1. Evaluation Committee ............................................................................................................................... 7
5.2. Evaluation Criteria ...................................................................................................................................... 7
5.3. Final Selection ............................................................................................................................................ 7
5.4. Reserved Rights .......................................................................................................................................... 7
6. Questions ........................................................................................................................................................... 8
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1. Introduction
The purpose of this Request for Quotes (RFQ) is for Washington County to secure services for assistance
with 2026 Regional Solicitation, Active Transportation, and Highway Safety Improvement Program (HSIP)
applications. The County is seeking a contract that will terminate after the application submission date.
1.1. Background Information
Regional Solicitation, Active Transportation, and HSIP processes take place once every two years and
regionally awards about $180 million in federal funds.
The Regional Solicitation, Active Transportation, and HSIP programs are one way the Region prioritizes and
invests in roads, bridges, and transit, as well as biking and walking needs. Whether for existing infrastructure
or new improvements, projects focus on outcomes like moving more people more effectively, managing
congestion, and improving air quality. More information on Regional Solicitation can be found here:
https://metrocouncil.org/Transportation/Planning-2/Transportation-Funding/Regional-Solicitation.aspx
Washington County intends to submit multiple applications and is looking for technical assistance with
portions of applications for the following projects:
* CSAH 18 (Bailey Road) from I-494 to Woodland Drive
* Radio Drive between Hudson Road and Donegal Drive Trail Gaps
* CSAH 29 (Hilton Trail) from TH 36 to CSAH 12 (75th Street N)
* CSAH 15 (Manning Avenue) and McKusick Road N
1.2. County Authorized Representative
The County Authorized Representative for this RFQ is:
Emma Verkuilen, Planner
Emma.Verkuilen@washingtoncountymn.gov
1.3. Schedule
Schedule Due Date
RFQ Release Date April 1, 2026
Questions Due April 8, 2026
Questions Posted April 10, 2026
Quotes Due April 15, 2026
Notification of Award April 22, 2026
Application forms posted Anticipated Mid-May
Completion Date Anticipated Early-August
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2. Scope of Work and Deliverables
Task 1. Project Management
a. Schedule - The consultant project manager should ensure that deliverables are on-time and facilitate
regular phone/email communication with the County project manager and identified staff. The
consultant should provide a schedule with associated tasks and deliverables and revise it as necessary.
b. Meetings with Washington County Team - The County will have multiple staff assigned to assist and
review the application material. The proposer should assume bi-weekly check-in meetings with the
County team. These will begin the initiation of the contract and continue for the duration of the study.
c. Invoices -The County should be billed monthly throughout the duration of the project, no later than ten
days after the completion of each month. All invoices should clearly define the percentage of project
completion and the percentage of project billed to date for each work task and the total project. All
invoices must be submitted by email to PW-Payables@washingtoncountymn.gov with the County's
Project Manager copied.
d. The consultant project manager will coordinate with any sub-consultants as necessary to complete
deliverables stated below.
Task 2. Applications
Washington County intends to submit multiple applications but needs assistance for the following projects.
* CSAH 18 (Bailey Road) from I-494 to Woodland Drive
* Radio Drive between Hudson Road and Donegal Drive Trail Gaps
* CSAH 29 (Hilton Trail) from TH 36 to CSAH 12 (75th Street N)
* CSAH 15 (Manning Avenue) and McKusick Road N
Consultant can advise the County to submit the projects under different categories or advise to change the
details or limits of the proposed projects to best fit the application criteria. The consultant will complete the
technical elements of all applications, detailed below, and County staff will draft all the narrative sections.
County staff will review all documentation and provide feedback and comments for revisions. County staff
will coordinate required letters of support and submit the applications through the online portal.
Below are the required elements for each individual application.
* Drafts of requested application components, detailed below, for county staff to review. The review
schedule is to be determined in collaboration with the selected consultant; county staff anticipates a
minimum of two rounds of material review reflected in the schedule.
* Final application materials in a format for County Staff to upload/enter into the online application
portal.
* Items requested for each project:
* 1. CSAH 18 (Bailey Road) from I-494 to Woodland Drive: Congestion Management
Items required for the Project Information Forms
o
Map or concept drawing of the proposed improvements that clearly label the
beginning and end of the project, all roadways in the project area, and any bicycle,
pedestrian, and transit components anticipated upon completion of the project.
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The Synchro/Highway Capacity Manual emission reduction reports, including the
Timing Page Report that displays input and output information for both the no build
and build scenarios. This report must be attached within the web-based application
form. For multiple intersection reports, upload additional attachments
Number of peak hours
Intersection vehicles per hour (Intersection improvements only)
Peak hour delay per vehicle under No-Build conditions
Peak hour delay per vehicle under Build conditions
Average corridor speed under No-Build Conditions
Average corridor speed under Build conditions
Cost Estimate
Items required for the application
o
Synchro analysis to complete measure A. Cost Effectiveness of Delay Reduced
* Radio Drive between Hudson Road and Donegal Drive Trail Gaps: Active Transportation Local
Bicycle Facilities Category
Items required for the Project Information Form
o
Map or concept drawing of the proposed improvements that clearly label the
beginning and end of the project, all roadways in the project area, and any bicycle,
pedestrian, and transit components anticipated upon completion of the project.
Cost Estimate
* CSAH 29 (Hilton Trail) from TH 36 to CSAH 12 (75th Street N): Roadway Modernization
Items required for the Project Information Forms
o
Map or concept drawing of the proposed improvements that clearly label the
beginning and end of the project, all roadways in the project area, and any bicycle,
pedestrian, and transit components anticipated upon completion of the project.
Constructing new left-turn lanes: Peak hour direction 1 travel time savings, Off-peak
direction 1 travel time savings, Peak hour direction 2 travel time savings, Off-peak
direction 2 travel time savings
Synchronizing traffic signals to reduce delay time: Peak hour travel time savings,
Off-peak travel time savings
Cost estimate
* CSAH 15 (Manning Avenue) and McKusick Road N: Safety Reactive and Proactive, HSIP Reactive
and/or HSIP Proactive
First task is to pull high-level data needed for the proactive and reactive categories to help
o
the county determine which categories to apply for. The intent is to submit for both
Regional Solicitation and HSIP in either the proactive or reactive category (two applications
for this project).
Items required for the Regional Solicitation Project Information Forms
o
Map or concept drawing of the proposed improvements that clearly label the
beginning and end of the project, all roadways in the project area, and any bicycle,
pedestrian, and transit components anticipated upon completion of the project.
Constructing new left-turn lanes: Peak hour direction 1 travel time savings, Off-peak
direction 1 travel time savings, Peak hour direction 2 travel time savings, Off-peak
direction 2 travel time savings
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Synchronizing traffic signals to reduce delay time: Peak hour travel time savings,
Off-peak travel time savings
Cost estimate
Items required for the Proactive Safety Regional Solicitation application
o
Synchro analysis to complete measure 2.A Cost Effectiveness of Delay Reduced
Total correctable crash analysis to complete measure 3.A 10-year Fatal and Serious
Injury Crash History
Items required for the Reactive Safety Regional Solicitation application
o
Crash reduction data to complete measure 1.A. Crashes Reduced
Total correctable crash analysis to complete measure 3.A 10-year Fatal and Serious
Injury Crash History
Items required for HSIP Proactive Safety application Compile crash data covering all
types and severities, including pedestrian and bicycle crashes, for the 10-year period
from 2015 to 2024 within the proposed implementation area
Identify the number of fatal and serious injuries during the 2015-2024 period
Obtain crash data from MnCMAT or coordinate with MnDOT's Metro District Traffic
Office to request it
Prepare collision diagrams if warranted (optional)
Items required for the HSIP Reactive Safety application
o
Compile crash data for calendar years 2020 through 2024 exclusively from the
Minnesota Department of Public Safety's database, using MnCMAT or coordinating
with MnDOT's Metro District Traffic Office
Verify that all crashes included in the analysis exist within the DPS database; include
any crash outside the database only with a copy of the police or citizen accident
report
Document the number of fatal and serious injuries from 2015 to 2024 within the
proposed implementation area
Complete the HSIP Benefit/Cost Worksheet using the most current version with the
updated Discount Rate
3. Quote Content
3.1. Cover Letter
Introduce the contractor submitting the quote and state the contractor's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the quote.
3.2. Qualifications and Experience
Provide qualifications and experience that prove the contractor has the ability to perform the work which
can be reviewed on a pass/fail basis by the county.
3.3. Cost
Provide all fees associated with the proposed contract for services.
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3.4. Appendix A
Provide a signed Appendix A - County's Standard Terms and Conditions as the contractor to whom the
contract is awarded shall be required to comply with the terms and conditions contained therein.
4. Quote Submittal
Quotes will be limited to no more than five pages in length, excluding a cover sheet, a cover letter, table of
contents, and appendices. The proposal must be combined as one document and the font shall be no
smaller than 11-point. Appendices are anticipated to contain prepared marketing materials and/or full
resumes or other supporting documents. Reviewers may or may not review material contained in
appendices.
Contractors must submit to the County Authorized Representative via email with a subject line clearly
marked as 2026 Regional Solicitation, Active Transportation, and HSIP Applications Quote, no later than
April, 15, 2026 by 6:00 pm CST. Late submittals will not be considered.
All quotes, once submitted, become the property of the county. They will not be returned to the contractor.
Submission of a quote indicates acceptance by the contractor of the conditions contained in this RFQ unless
clearly and specifically noted in the quote submitted and confirmed in the contract between the county and
the selected contractor.
5. Quote Evaluation and Selection
The evaluation will consist of a pass/fail review to determine which quotes comply with all the mandatory
submission requirements. The quote and contractor will be deemed responsive and responsible if compliant
with all requirements of this RFQ. Non-compliant quotes will be disqualified and not evaluated further.
5.1. Evaluation Committee
Representatives of Washington County will review all quotes received by the deadline. All quotes will be
reviewed based on the evaluation criteria below.
5.2. Evaluation Criteria
The lowest responsive and responsible contractor will be selected based on the following criteria:
* Pass/fail review to determine contractor is compliant with all requirements of the RFQ.
* Demonstrates the technical ability to complete all required deliverables in the schedule outlined in
the RFQ.
* Cost
5.3. Final Selection
It is anticipated but not guaranteed that the selection of a contractor will be completed by Mid-April 2026.
Following notification of the selected contractor, it is expected a contract will be executed between both
parties within a few weeks.
5.4. Reserved Rights
* This RFQ process does not obligate the county to award a contract or complete the services.
* The county reserves the right to waive any minor irregularities.
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* The county reserves the right to reject any or all quotes.
* The county reserves the right to request additional information or clarifications from contractors.
* The county reserves the right to interview any, all, or none of the contractors.
* The county reserves the right to enter into a contract with more than one contractor.
* If the RFQ process concludes by withdrawal, cancellation or rejection of all quotes, the county
reserves the right to issue another RFQ for this service.
* The county shall not be liable for any expenses incurred by the contractor including but not limited
to expenses associated with the preparation and submission of the quote.
6. Questions
If proposers have questions pertaining to this RFQ, they must be sent via e-mail by April, 8 , 2026 by 6:00pm
CST to the County Authorized Representative.
Only written questions and notifications will receive responses. Washington County reserves the right to
disregard questions received after due date and time. An addendum will be issued through the same
communication medium as this RFQ was originally distributed no later than April, 10 , 2026 by 12:00 pm
CST.
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Appendix A - County's Standard Terms and Conditions
A contract will be prepared by Washington County upon selection of a firm. The following provisions must be
included in any contract and are non-negotiable.
I. Cost And Payment
The Contractor will provide to the County clear documentation of work completed, dates of work, and
location of work. Contractor invoice(s) will reflect charges in accordance with the Cost Quote provided.
Contractor invoice(s) will be paid within 30 days of receipt of the invoices providing proper
documentation is presented. Payments made under this Contract shall be in the form of Automated
Clearing House (ACH), check, or Virtual Credit Card (VCC). The County may withhold payment for failure
to provide service to comply with any of the provisions of this agreement; no interest penalty shall
accrue against the County.
Charges such as, but not limited to, mileage reimbursement, fuel, trip or parking charges, consumable
incidental materials, etc. shall be included in the Contractor's overhead and included on the Cost Quote
provided. These charges will not be reimbursed if labeled as "miscellaneous charges."
II. Nondiscrimination
The Contractor agrees to comply with the nondiscrimination provision set forth in Minnesota Statute
181.59. The Contractor's failure to comply with section 181.59 may result in cancellation or termination
of the Contract, and all money due or to become due under the Contract may be forfeited for a second
or any subsequent violation of the terms or conditions of this Contract.
III. Compliance with Law
The Contractor shall comply with all applicable Federal law, State statutes, Federal and State
regulations, and local ordinances now in effect or adopted during the performance of the services
herein until completion of said services. Failure to meet the requirements of the above shall be a
substantial breach of the Contract and will be cause for cancellation of this Contract.
IV. Possession of Firearms on County Premises
Unless specifically required by the terms of this Contract or the person it is subject to an exception
provided by 18 USC 926B or 926BC (LEOSA) no provider of services pursuant to this Contract or
subcontractors shall carry or possess a firearm on County premises or while acting on behalf of
Washington County pursuant to the terms of this Contract. Violation of this provision is grounds for
immediate suspension or termination of this Contract.
V. Subcontracting and Assignment
The Contractor shall not enter into any subcontract for performance of any services contemplated under
this Contract; nor novate or assign any interest in the Contract, without the prior written approval of the
County. Any assignment or novation may be made subject to such conditions and provisions as the
County may impose. If the Contractor subcontracts the obligations under this Contract, the Contractor
shall be responsible for the performance of all obligations by the subcontractors.
VI. Subcontractor Prompt Payment
Pursuant to Minnesota Statute 471.425 subd. 4a., Contractor shall pay any subcontractors within 10
days of the Contractor's receipt of payment from the County for undisputed services provided by the
subcontractor. The Contractor shall pay interest of 112 percent per month, or any part of a month, to the
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subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly
interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less
than $100, the Contractor shall pay the actual penalty due to the subcontractor. The subcontractor shall
have third party rights under this Contract to enforce this provision.
VII. Data Practices
All data collected, created, received, maintained, or disseminated for any purpose by the activities of the
Contractor, because of this Contract shall be governed by the Minnesota Government Data Practices
Act, Minnesota Statutes Chapter 13 (Act), as amended and the Rules implementing the Act now in force
or as amended. The Contractor is subject to the requirements of the Act and Rules and must comply
with those requirements as if it is a governmental entity. The remedies contained in section 13.08 of the
Act shall apply to the Contractor.
VIII. Audits, Reports, Records and Monitoring Procedures/Records Availability & Retention
Pursuant to Minn. Stat. section 16C.05 subd. 5, the Contractor will:
A. Maintain all books, records, documents, and accounting procedures and practices that are
related to and/or relevant to this Contract or transaction.
B. Agree that the County, the State Auditor, or legislative authority, or any of their duly authorized
representatives at any time during normal business hours, and as often as they may deem
reasonably necessary, shall have access to and the right to examine, audit, excerpt, and
transcribe any books, records, documents, and accounting procedures and practices that are
related to and/or relevant to this Contract or transaction. The Contractor agrees to maintain
these records for a period of six (6) years from the date of the termination of this Contract.
IX. Indemnification
The Contractor agrees it will defend, indemnify, and hold harmless the County, its officers and
employees against any and all liability, loss, costs, damages, and expenses which the County, its officers,
or employees may hereafter sustain, incur, or be required to pay arising out of the negligent or willful
acts or omissions of the Contractor in the performance of this Contract.
X. Insurance Requirements
The Contractor agrees that in order to protect itself, as well as the County, under the indemnity
provisions set forth above, it will at all times during the term of this Contract, keep in force the following
insurance protection in the limits specified:
A. Commercial General Liability with Contractual liability coverage in the amount of $1,500,000 per
occurrence with a $3,000,000 aggregate. An excess or umbrella liability policy may be used in
conjunction with primary coverage limits to meet the minimum limit requirements.
B. Automobile coverage in the amount of $1,500,000 on a combined single limit basis and include
hired and non-owned.
C. Worker's Compensation in statutory amount (if applicable) of bodily injury by accident in the
amount of $500,000 each accident, bodily injury by disease in the amount of $500,000 each
employee, and bodily injury by disease in the amount of $500,000 policy limit.
Washington County shall be listed as additional insured as it relates to Commercial General Liability and
Automobile Liability.
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