26-99436 RFP for ATV Route Study

Location:	Minnesota
Posted:	May 21, 2026
Due:	Jun 3, 2026
Agency:	City of Duluth
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Publication URL:	To access bid details, please log in.

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Purchasing Division, Finance Department

218-730-5340 | purchasing@duluthmn.gov

Room 120 | 411 West First Street | Duluth, Minnesota 55802

www.duluthmn.gov

City of Duluth Request for Proposals

for ATV Route Study

Solicitation # 26-99436

Issued May 14, 2026

Proposals due June 3, 2026

Submit to:

City of Duluth

Attn: Purchasing Division

City Hall, Room 120

411 West 1st Street

Duluth, MN 55802

The City of Duluth is an Equal Opportunity Employer.

PART I – GENERAL INFORMATION

I-1. Introduction and project Summary. The City is soliciting proposals from qualified vendors to

develop a comprehensive study that identifies, evaluates, and recommends potential ATV routes

within the City limits for the purpose of establishing connectivity between far west Duluth and the

regional ATV trail system. The objective of this project is to produce data-driven, partner and

community-supported recommendations for designating, improving, and incorporating City ATV

routes into a broader regional ATV master plan.

I-2. Additional detail is provided in Part IV of this RFP.

I.3. Calendar of Events. The City will make every effort to adhere to the following schedule:

Activity

Date

Pre-proposal Conference, 3:00 PM on this date

May 20, 2026

Deadline to submit Questions via email to

purchasing@duluthmn.gov

Answers to questions will be posted to the City website no later

than this date.

Proposals must be received in the Purchasing Office by 3:00 PM

on this date.

May 22, 2026

May 27, 2026

June 3, 2026

Interviews tentatively scheduled the week of:

June 8, 2026

I-4. Pre-proposal Conference. The City will hold a MANDATORY pre-proposal conference as

specified in the Calendar of Events. Interested Bidders can attend via Microsoft Teams by

Joining here or clicking the link below:

https://teams.microsoft.com/meet/237550174340932?p=NnWedUkPuoWe18w1cS

Meeting ID: 237 550 174 340 932

Passcode: qF65z6zN

I-5. Questions & Answers. Any questions regarding this RFP must be submitted by e-mail to the

Purchasing Office at purchasing@duluthmn.gov no later than the date indicated on the Calendar of

Events. Answers to the questions will be posted as an Addendum to the RFP.

I-6. Addenda to the RFP. If the City deems it necessary to revise any part of this RFP before the

proposal response date, the City will post an addendum to its website

(https://duluthmn.gov/purchasing/bids-request-for-proposals/). Although an e-mail notification will be

sent, it is the Bidder’s responsibility to periodically check the website for any new information. Any

addenda issued must be acknowledged on the Proposal Cover Sheet attached as Appendix A.

I-7. Interviews/Demonstrations. The City reserves the right to request interviews of up to the top

3 scored proposals.

I-8. Rejection of Proposals. The City reserves the right, in its sole and complete discretion, to

reject any and all proposals or cancel the request for proposals, at any time prior to the time a contract

is fully executed, when it is in its best interests. The City is not liable for any costs the Bidder incurs in

preparation and submission of its proposal, in participating in the RFP process or in anticipation of

award of the contract.

I-9. Small Diverse Business Information. The City encourages participation by minority, women,

and veteran-owned businesses as prime contractors, and encourages all prime contractors to make a

significant commitment to use minority, women, veteran-owned and other disadvantaged business

entities as subcontractors and suppliers.

I-10. Agreement. The awarded proposer will be required to sign the agreement attached as Appendix

F. Questions about the agreement should be submitted to purchasing@duluthmn.gov by the question

deadline in the schedule above.

I-11. Award. The agreement award amount will be based on the time and materials submitted in the

proposal, but will be a lump-sum, not-to-exceed agreement.

I-12. Term of Contract. The term of the contract will begin once the contract is fully executed and is

anticipated to end by June 30, 2027. The selected Bidder shall not start the performance of any work

nor shall the City be liable to pay the selected Bidder for any service or work performed or expenses

incurred before the contract is executed.

I-13. Mandatory Disclosures. By submitting a proposal, each Bidder understands, represents, and

acknowledges that:

A. Their proposal has been developed by the Bidder independently and has been submitted

without collusion with and without agreement, understanding, or planned common course

of action with any other vendor or suppliers of materials, supplies, equipment, or services

described in the Request for Proposals, designed to limit independent bidding or

competition, and that the contents of the proposal have not been communicated by the

Bidder or its employees or agents to any person not an employee or agent of the Bidder.

B. There is no conflict of interest. A conflict of interest exists if a Bidder has any interest that

would actually conflict, or has the appearance of conflicting, in any manner or degree with

the performance of work on the project. If there are potential conflicts, identify the

municipalities, developers, and other public or private entities with whom your company

is currently, or have been, employed and which may be affected.

C. It is not currently under suspension or debarment by the State of Minnesota, any other

state or the federal government.

D. The company is either organized under Minnesota law or has a Certificate of Authority

from the Minnesota Secretary of State to do business in Minnesota, in accordance with

the requirements in M.S. 303.03.

I-14. Notification of Selection. Bidders whose proposals are not selected will be notified in writing.

PART II – PROPOSAL REQUIREMENTS

II-1. Proposal Submission. To be considered, hard copies of proposals must arrive at the City on

or before the time and date specified in the RFP Calendar of Events. The City will not accept

proposals via email or facsimile transmission. The City reserves the right to reject or to deduct

evaluation points for late proposals.

Proposals must be signed by an authorized official. If the official signs the Proposal Cover Sheet

attached as Appendix A, this requirement will be met. Proposals must remain valid for 60 days or

until a contract is fully executed. Terms of the awarded proposal as stated must be valid for the

project length of time.

Please submit one (1) unbound paper copy of the Technical Submittal and one (1) unbound paper

copy of the Cost Submittal. The Cost Submittal should be in a separate sealed envelope.

Proposals not following the specified format or exceeding the page limit will not be reviewed. No

additional sections or appendices are allowed. The delivered proposal shall be limited to 10 pages,

excluding the front and back covers, the cover sheet attached as Appendix A, and the cost proposal.

The 10 pages may be single-sided 8.5” x 11”, or five 8.5” x 11” double-sided pages or a mixture

thereof. The separate cost proposal can be an 11”x17” sheet.

Proposers must submit a complete package to be considered. The submission package must include

each of the sections identified in the proposal content sections below.

All materials submitted in response to this RFP will become property of the City and will become

public record after the evaluation process is completed and an award decision made.

II-2. Technical Proposal Content.

A. Proposal cover sheet (form provided in Appendix A)

B. Goals and Objectives Restate the goals and objectives, and the project tasks to

demonstrate the responder’s view and understanding of the project.

C. Experience: Describe the responder’s background and experience with similar projects.

Project descriptions shall include a list of key staff and their role. Within the experience,

the responder should demonstrate and provide proof of competency in the following

areas:

i) Off-highway or recreational trail design

ii) Resilient trail design and construction techniques

iii) Producing accurate local market-based cost estimates

D. Personnel:

i) Identify the personnel that will conduct the project and detail their training and

work experience. Clearly identify a single point of contact/overall project

manager. Describe personnel qualifications to demonstrate ability to accurately

and efficiently complete work for this project.

ii) The project team must include but not be limited to a licensed Landscape

Architect and a licensed Civil Engineer.

iii) No change in personnel assigned to the project will be permitted without approval

of the City.

iv) List whether or not the responder will be the sole consultant for the entire project.

Include any subcontractors who will be working with your firm on this project,

their responsibilities, and a summary of applicable experience and qualifications.

E. Work Plan: Provide a detailed workplan identifying the tasks to be accomplished and

the budget hours to be expended on each task. The work plan shall also identify the

deliverables at key milestones in the project as well as any other services expected to

be provided by the City. Work plan will include public engagement strategy and

methodologies.

F. Work Schedule: Provide an anticipated project schedule. The work schedule shall

identify all key milestone dates. There is a strict completion date of June 30, 2027.

G. References: Provide a minimum of three (3) non-city references for whom the

responder has performed similar services and who can address past performance.

Include the references’ names, addresses, and telephone numbers.

No costs are to be included in the technical proposal. All costs should be sealed separately in

the cost proposal.

II-3. Cost Proposal. Provide in a separate sealed envelope, one copy of the cost proposal

clearly marked on the outside with “Cost Proposal” along with the responder’s official business name

and address. The terms of the proposal as stated must be valid for the length of the project.

The responder must also include a lump sum not-to-exceed total project cost, as well as subtotals for

design services and bidding, and any subconsultant fees. The cost proposal shall include the

following:

A. A cover/transmittal letter

B. A subtotal of the contract cost for each task

C. A breakdown of the hours by task for each employee

D. Identification of anticipated direct expenses and rates for miscellaneous charges such

as mileage and copies

E. Identification of any assumptions made while developing the cost proposal

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

26-99436 RFP for ATV Route Study

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