Request for Quotes for Traffic Data Collection and Processing Issued by: Washington County Public Works Department Date: November 26, 2014

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1 Request for Quotes for Traffic Data Collection and Processing Issued by: Washington County Public Works Department Date: November 26, 2014 Qualified respondents should review the attached specifications and submit one completed Quote Submittal Form (Attachment A) by 4:00 p.m. Central Standard Time (CST) on or before Thursday, December 4 th, 2014 to: Joe Gustafson Washington County Public Works Myeron Road North Stillwater MN joe.gustafson@co.washington.mn.us The term of the contract award under this RFQ will be no less than 25 days and is anticipated to be completed prior to January 2nd, The issuance of this RFQ constitutes an invitation to submit a Quote to the County. It is not to be construed as a request for bids. To ensure process fairness, telephone calls will not be accepted regarding this Request for Quotes. I: INTRODUCTION A. Description of Washington County The Washington County Public Works Department is the issuing entity for this Request for Quotes (RFQ). The mission of the Department is to provide stewardship for the County s public investment in parks, buildings, transportation, and survey and land management. Washington County is located on the eastern edge of the Twin Cities Metropolitan area. The County seat is located in Stillwater, Minnesota. Data collection locations range throughout the County and are described later in this RFQ. B. Questions Inquiries concerning any aspect of this RFQ should be submitted by to Joe Gustafson at joe.gustafson@co.washington.mn.us. Questions must be submitted before 4:00 p.m. on Tuesday, December 2 nd, Questions received after this deadline will not be considered. All questions received before the deadline will be compiled. Each question should begin by referencing the RFQ page number and section number to which it relates. Responses to all questions will be made available by the County on the County website at C. RFQ Contents I. Introduction II. Project Background III. Scope of Services IV. Timeline V. Instructions to Contractors VI. Evaluation of Quotes VII. Quote Conditions VIII. Contracting IX. Attachment A (Quote Submittal Form)

2 X. Attachment B (Location Map) XI. Attachment C (Contracting Requirements) II: PROJECT BACKGROUND Washington County is in the process of determining the need, scheduling, and extents of various intersection control improvements proposed for 2015 and beyond. Traffic data is needed for numerous intersections which cannot be collected in a timely manner at current County staffing levels. III: SCOPE OF SERVICES A. Purpose of RFQ The County requests quotes for the collection of turning movement counts via electronic video recording and subsequent data processing at various intersections. B. Services to be provided 1. The Contractor shall collect turning movement and pedestrian count data for 13 continuous hours, from 6am to 7pm, at the locations listed below, all of which are currently controlled by stop signs: CSAH 6 (Stillwater Blvd) at CSAH 13 (Ideal Ave) in the City of Oakdale CSAH 8 (Frenchman Road) & Everton Ave in the City of Hugo CSAH 8 (Frenchman Road) & Oneka Parkway in the City of Hugo CSAH 9 (Jamaca Ave) & CSAH 12 (75 th Street N) in the City of Grant CSAH 29 (Hilton Trail) & 72nd Street N in the city of Mahtomedi CSAH 39 (Hadley Ave at 80 th Street) in the City of Cottage Grove 2. The Contractor shall conduct data collection on Tuesdays, Wednesdays, or Thursdays only and not during or adjacent to any federal or local school district holidays or during inclement weather conditions such as snow-covered roadways, or extreme cold sufficient to cause area school cancellations due to cold weather. Counts at listed locations need not occur simultaneously. All counts shall be broken down into 15 minute intervals. 3. The Contractor shall, for each location included in this contract, provide the following deliverables to the County: a. An electronic copy of the complete turning movement count data in JAMAR PetraPro (.ppd) format. b. An electronic copy of the turning movement count in Adobe Acrobat (.pdf) format. c. An electronic copy of the recorded video file in MPEG 4 (.mp4), Audio Video Interleave (.avi) or Windows Media Video (.wmv). All files shall be fully compatible with the VLC Media Player software program. No audio recording is required. The video files shall be submitted via DVD-R, USB flash drive, or other approved portable storage media. IV: TIMELINE The RFQ will be conducted according to the following schedule: Announcement of RFQ Wednesday, November 26, 2013 Closing Date for Questions Tuesday, December 2 nd, 2014 County s Response to Questions Wednesday, December 3 rd, 2014 Quotes are Due by 4:00 p.m. Thursday, December 4th, 2014 Contract Term Begins Upon Execution with Original Signatures. All efforts will be made to secure signatures prior to Monday, December 8 th, allowing 13-hour counts to begin as early as Tuesday, December 9 th. To expedite contract approval, the selected Contractor should be prepared to provide original signatures and a certificate of insurance in a timely manner. Count data shall be collected prior to December 18 th, 2014, except in case of repeated unacceptable weather conditions, but may be processed thereafter.

3 V: INSTRUCTIONS TO CONTRACTORS A. General Information - Submittal of Quotes Submit completed quote sheet (Attachment A) by fax or to: Washington County Public Works Attn: Joe Gustafson Myeron Road North Stillwater, MN Fax Deadline for submission for responses to this Request for Quotes is 4:00 PM Central Standard time (CST) Thursday, December 4, Quotes received after the Quote due date and time will not be accepted. Questions shall be submitted via only to: joe.gustafson@co.washington.mn.us B. Contractor s Quote The Contractor must respond to the requirements listed in this section and complete the Quote Submittal Form (Attachment A). VI. EVALUATION OF QUOTES The County intends to award the project to the Contractor who submits the lowest responsible quote. VII. QUOTE CONDITIONS A. Public Record Quotes submitted become a matter of public record. All data collected, created, received, maintained, or disseminated for any purposes by the activities of the Contractor because of this RFQ is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as Federal Regulations on data privacy. B. Contract The County reserves the right not to contract with any Contractor. If the County decides to contract, the County will contract with the Contractor(s) who is determined to have submitted the lowest responsible quote. C. Ownership of Materials Submitted All material submitted becomes the property of the County and will not be returned. D. Contractor s Costs The County shall not be responsible for any costs incurred by the Contractor in connection with this RFQ. The Contractor shall bear all costs associated with Quote preparation, submission, or any other activity associated with this RFQ or otherwise. VIII. CONTRACTING Contracting shall be in accordance with the Contract Provisions listed in Attachment C. [end]

4 Attachment A QUOTE SUBMITTAL FORM Traffic Data Collection and Processing At Various Locations in Washington County THIS IS NOT AN ORDER IN SUBMITTING A QUOTE, PLEASE RETURN THIS QUOTE SUBMITTAL FORM. DO NOT RETURN THE COMPLETE REQUEST FOR QUOTES (RFQ). IN SUBMITTING THIS QUOTE, I HEREBY CERTIFY THAT I HAVE RECEIVED AND READ ALL PROVISIONS OF THE RFQ AND ANY AND ALL POSTED SUPPLEMENTARY INFORMATION. NAME OF FIRM ADDRESS PRINCIPAL CONTACT PERSON AREA CODE-TELEPHONE NUMBER AREA CODE - FAX NUMBER PRINCIPAL CONTACT PERSON ADDRESS Quote Amount Per RFQ Provisions (Lump Sum): SIGNATURE DATE MARK ENVELOPE: Quotation on December 2014 Traffic Data Collection and Processing Quotes due 4:00 p.m. CST on Thursday, December 4 th, 2014

5 This map is the result of a compilation and reproduction of land records as they appear in various Washington County offices. This map should be used for reference purposes only. Washington County is not responsible for any inaccuracies. GgWX )s %&f( GªWX )s )m NEWPORT SÊ? A@?lA@ GeWX GiWX?lA@ GªWX G«WX GgWX G WX? A@?lA@ %&h(?ça@ G WX?lA@ GzWX ST PAUL PARK? A@ SÉ GvWX G«WX HUGO DELLWOOD? A@? A@ GkWX U WX GeWX GlWX GeWX %&h( GlWX %&h( %&f( U WX G WX GlWX GtWX GgWX MAHTOMEDI OAKDALE GlWX )s )m?ça@ GlWX GzWX GpWX GpWX GpWX GlWX GhWX? A@!"b$)n GgWX GhWX GkWX WOODBURY COTTAGE GROVE GsWX GsWX GvWX Ş GRANT GsWX Ş LAKE ELMO GiWX GqWX?ÇA@? A@ GqWX? A@ GqWX GqWX Sf " 17B GvWX S¼ S GnWX?öA@?öA@?öA@ MAY TOWNSHIP SË S³ S³? A@ GjWX GdWX S GkWX GdWX GwWX SÆ SÆ SÆ S¼!"b$)n S³ GjWX GdWX GjWX SÁ GyWX?ÇA@ S½S¾ GwWX GwWX GyWX?öA@ GnWX GnWX GnWX WEST LAKELAND TOWNSHIP SÀ GiWX SË STILLWATER TOWNSHIP STILLWATER OAK PARK HEIGHTS BAYTOWN TOWNSHIP AFTON?öA@ S Sº GvWX DENMARK TOWNSHIP S?öA@ BAYPORT?öA@!"b$ )n LAKE ST CROIX BEACH 8 Road Classification INTERSTATE HIGHWAY... U.S. TRUNK HIGHWAY... STATE TRUNK HIGHWAY... COUNTY STATE AID HIGHWAY... COUNTY ROAD Miles Æÿ 74 Scale1:160,000 Attachment B: Traffic Data Collection Locations

6 ATTACHMENT C CONTRACT TERMS AND CONDITIONS A contract will be prepared by Washington County upon selection of a firm. Appropriate language will be added to document the specific nature and scope of services, costs, responsibilities, and liabilities of each party. Additional areas of concern may be incorporated, subject to mutual agreement between parties. General conditions set forth in this section will be incorporated into the professional services agreement. The following provisions I through XVII must be included in any contract and are non-negotiable. I. DOCUMENT FORMAT All word processing documents shall be done and provided to the County in Microsoft Word format, and not converted from other formats. Data files shall be provided in Microsoft Excel format. CAD files shall be provided in AutoCAD or MicroStation format. II. III. NONDISCRIMINATION The Consultant agrees to comply with the nondiscrimination provision set forth in Minnesota Statute The Consultant s failure to comply with section may result in cancellation or termination of the agreement, 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. STANDARDS The Consultant shall comply with all applicable Federal law, State statutes, Federal and State regulations, and local ordinances now in effect or hereafter adopted. Failure to meet the requirements of the above shall be a substantial breach of the agreement 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, no provider of services pursuant to this contract, including but not limited to employees, agents or subcontractors of the (Vendor or Consultant, depending upon which term is used) shall carry or possess a firearm on county premises or while acting on behalf of Washington County pursuant to the terms of this agreement. Violation of this provision shall be considered a substantial breach of the Agreement; and, in addition to any other remedy available to the county under law or equity. Violation of this provision is grounds for immediate suspension or termination of this contract. V. SUBCONTRACTING AND ASSIGNMENT The Consultant shall not enter into any subcontract for performance of any services contemplated under this agreement; nor novate or assign any interest in the agreement, 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 Consultant subcontracts the obligations under this agreement, the Consultant shall be responsible for the performance of all obligations by the subcontractors. VI. SUBCONTRACTOR PROMPT PAYMENT

7 Pursuant to Minnesota Statute subd. 4a., Consultant shall pay any subcontractors within 10 days of the Consultant s receipt of payment from the county for undisputed services provided by the subcontractor. The Consultant shall pay interest of 1½ percent per month, or any part of a month, to the subcontractor on any disputed 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 prime Consultant shall pay the actual penalty due to the subcontractor. The subcontractor shall have third party rights under this agreement to enforce this provision. VII. VIII. DATA PRACTICES All data collected, created, maintained or dissemniated for any purposes by the activities of the Consultant because of this agreement is governed by the Minnesota government Data Practices Act, Minnesota Statutes Chapter 13 (Act) as amended, and the Consultant shall comply with the requirements of the Act as if it were a government entity. The remedies in section of the Act shall apply to the Consultant. AUDITS, REPORTS, RECORDS AND MONITORING PROCEDURES/RECORDS AVAILABILITY & RETENTION Pursuant to Minn. Stat. section 16C.05 subd. 5, the Consultant will: Maintain records which reflect all revenues, costs incurred and services provided in the performance of this Agreement. 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, documents, papers, records, etc., and accounting procedures and practices and involve transactions relating to this agreement. The Consultant agrees to maintain these records for a period of six (6) years from the date of the termination of this agreement. IX. JURISDICTION & VENUE This contract, amendments and supplements thereto, shall be governed by the laws of the State of Minnesota. All actions brought under this agreement shall be brought exclusively in Minnesota State Courts of competent jurisdiction with venue in Washington County. X. CONTRACTOR DEBARMENT, SUSPENSION AND RESPONSIBILITY CERTIFICATION Federal Regulation 45 CFR prohibits the county from purchasing goods or services with federal money from vendors who have been suspended or debarred by the federal government. Similarly, Minnesota Statutes, Section 16C.03, subdivision 2, provides the Commissioner of Administration with the authority to debar and suspend vendors who seek to contract with the county. Consultants may be suspended or debarred when it is determined through a duly authorized hearing process, that they have abused the public trust in a serious manner. By signing this agreement, the Consultant certifies that it and its principals* and employees:

8 A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from transacting business by or with any federal, state, or local governmental department or agency; and B. Have not within a three year-period preceding this agreement: 1) been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state, or local government) transaction or contract, 2) violated any federal or state antitrust statutes, or 3) committed embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and C. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity for: 1) commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state, or local government) transaction, 2) violating any federal or state antitrust statutes, or 3) committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and D. Are not aware of any information and possess no knowledge that any subcontractor(s), that will perform work pursuant to this agreement, are in violation of any of the certifications set forth above; and E. Shall immediately give written notice to the contract manager should the Consultant come under investigation for allegations of fraud or a criminal offense in connection with obtaining or performing a public (federal, state, or local government) transaction, violating any federal or state antitrust statute, or committing embezzlement, theft, forgery, bribery, falsification of records, making false statements, or receiving stolen property. *Principals, for the purpose of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary division or business segment, and similar positions). XI. XII. INDEMNIFICATION The Consultant 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 Consultant in the performance of this agreement. INSURANCE REQUIREMENTS

9 The Consultant 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 Agreement, keep in force the following insurance protection in the limits specified: A. Commercial General Liablity/Professional Liability with contractual liability coverage in the amount of the County s tort liability limits set forth in Minnesota Statute and as amended from time to time. B. Automobile coverage in the amount of the County s tort liability limits set forth in Minnesota Statute and as amended from time to time. C. Worker s Compensation in statutory amount. (if applicable) Prior to the effective date of this Agreement, the Consultant will furnish the County with a current and valid proof of insurance certificate indicating insurance coverage in the amounts required by this agreement. This certificate of insurance shall be on file with the County throughout the term of the agreement. As a condition subsequent to this agreement, Consultant shall insure that the certificate of insurance provided to the County will at all times be current. The parties agree that failure by the Consultant to maintain a current certificate of insurance with the County shall be a substantial breach of the contract and payments on the contract shall be withheld by the County until a certificate of insurance showing current insurance coverage in amounts required by the contract is provided to the County. Any policy obtained and maintained under this clause shall provide that it shall not be cancelled, materially changed, or not renewed without thirty days notice thereof to the County. XIII. INDEPENDENT CONTRACTOR It will be agreed that nothing within the contract is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties or as constituting the Consultant as the agent, representative, or employee of the County or the Public Works Department for any purpose or in any manner whatsoever. The Consultant is to be and shall remain an independent consultant with respect to all services performed under this agreement. The Consultant will secure, at its own expense, all personnel required in performing services under the agreement. Any and all personnel of the Consultant or other persons, while engaged in the performance of any work or services required by the Consultant under this agreement shall have no contractual relationship with the County or the Public Works Department and shall not be considered employees of the County or Public Works Department. XIV. XV. MODIFICATIONS Any material alteration, modification, or variation shall be reduced to writing as an amendment and signed by the parties. Any alterations, modifications, or variations deemed not to be material by agreement of the County and the Consultant shall not require written approval. MERGER

10 It is understood and agreed that the entire agreement of the parties is contained here and that this contract supersedes all oral agreements and negotiations between the parties relating to this subject matter. All items referred to in this contract are incorporated or attached and deemed to be part of the contract. XVI. XVII. CANCELLATION The County may cancel this Agreement at any time upon giving fifteen (15) days written notice sent to the Consultant at the address above. SERVICES BEYOND THE SCOPE OF THIS CONTRACT Any additional tasks added to this project must be by written amendment to this Contract signed by both parties.