ROC 52 ADA Project: Preliminary and Final Design Services

MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
Scope of Work
1. Project Overview
1.1. Independent Successful Responder
1.1.1. The Successful Responder agrees it is acting in the role of an independent contractor. The
Successful Responder, and its employees and subcontractors, will not be considered
employees of MnDOT for any reason. The Successful Responder acknowledges that it is
responsible for its own financial control. The Successful Responder has negotiated the
payment for this contract with the MnDOT, which may result in a profit or loss for the
Successful Responder. The Successful Responder also acknowledges that it is responsible
for the behavioral control of itself, its operations, and its staff. The Successful Responder is
solely responsible for determining the means, methods, and sequence of performing the
work covered by this contract. MnDOT has included deliverable dates in this contract, not
to provide a "sequence" of work but because the MnDOT must coordinate these
deliverables with (1) the MnDOT's financial plans, (2) other contracts managed by the
MnDOT, and (3) work performed by the MnDOT's own staff. The parties have mutually
drafted and agreed upon a scope of work. The level of detail used to describe the work is
intended only to establish minimum standards and ensure consistency across the hundreds
of projects managed by MnDOT; the Successful Responder remains responsible for
determining the means and methods of performing the work to meet or exceed those
requirements. MnDOT will not directly supervise the Successful Responder's work but will
provide oversight and monitoring, as required by Minnesota Statutes 16C.08 and 23 Code
of Federal Regulations (CFR) Part 172.5, to ensure compliance with the terms, conditions,
and specifications of this contract. At the conclusion of this contract, the MnDOT will
evaluate the Successful Responder's performance under this contract for potential use in
future evaluations and selections as required by Minnesota Statutes 16C.08 and 23 CFR
Part 172.5.
1.2. General Statement of Scope of Work
The purpose of this contract is to provide professional engineering services for the
preliminary and final design of Americans with Disabilities Act (ADA) and sidewalk
improvements along Trunk Highway (TH) 52 in Olmsted County.
The work includes, but is not limited to, project management, environmental
documentation, development of construction limits, preparation of design memoranda,
intersection control evaluation (ICE) as needed, preliminary and final Level 2 geometric
layouts, preliminary and detailed drainage design, traffic management plan, roadway
design, traffic engineering, ADA design, lighting design, signing and pavement marking
design, utility coordination, special provisions, cost estimates, preparation of the final plan
package, and construction support services.
Work effort will include coordination with MnDOT functional groups including Surveys,
Environmental, Water Resources, Traffic, Bridge/Structures, Materials, Right of Way (ROW),
Construction, and Maintenance, as well as coordination with the City of Rochester and
Olmsted County.
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
1.3. Project Background
This project includes ADA improvements, sidewalk and trail repairs, and geometric and
operational enhancements along TH 52 from the 75th Street Interchange to the Mayowood
Road overpass bridge in Rochester, MN. The corridor includes numerous pedestrian ramps,
frontage road connections, bituminous trail segments, and intersections needing ADA
upgrades, drainage review, geometric refinements, and potential signal modifications as
previously identified during MnDOT's scoping process.
1.4. Web-Based Teleconferencing
1.4.1. The Successful Responder must provide the means for the project team to meet via web-
based teleconferencing that allows participants to view the desktop of the meeting
organizer. Participants must be able to "take control" of the virtual desktop as needed to
point out things on the file being displayed. Voice communication may occur via computer
or phone.
1.5. Source Type Codes and Primavera 6 (P6) Activity Codes
1.5.1. Every deliverable must list a P6 activity code that matches the P6 activity in the P6
schedule. The Successful Responder may use this code to understand the due dates for that
deliverable in the schedule and how the activity relates to other activities in the schedule.
1.5.2. If requested by the MnDOT's Project Manager (PM), every deliverable must list a source
type code. The source type code may be used in the Successful Responder's invoice to
subtotal the deliverables together under that source type code.
1.5.3. The Successful Responder is not required to know how to use P6 or work within the
program itself unless stated in Project Management section. The Successful Responder is,
however, expected to understand the concept of Critical Path Method (CPM) scheduling,
understand hardcopy reports printed by the P6 schedule, update the hardcopy reports, and
recommend changes to the schedule to reflect changes in the scope or flow of work.
1.6. Milestones and Contract Completion Timeline
State Project 5508-133 is scheduled for letting on February 28, 2029. The Successful
Responder will submit deliverables to meet the following milestones:
Conduct Project Design Kick off Meeting (PMM1010) ..................... October 12, 2026
Prepare Preliminary Design Memo (DME1000) ............................ November 12, 2026
Determine Preliminary Staging (TMP0900) .................................. December 11, 2026
Submit Preliminary Geometric Layout & Profile (LAY1040) .............. January 11, 2027
Submit Final Geometric Layout & Profile (LAY1050) ............................. March 4, 2027
Layout Approved (MS185) ...................................................................... April 22, 2027
Construction Limits Approved (LIM1050) ............................................... April 22, 2027
Submit 30% Roadway Plans (PLN3000) ................................................... July 15, 2027
Environmental Document Approved (MS150) .................................... August 26, 2027
Submit 60% Roadway Plans (PLN6000) ............................................. January 13, 2028
Submit 90% Roadway Plans (PLN9000) ............................................... March 23, 2028
Submit 95% Roadway Plans (PLN9500) .................................................... June 1, 2028
Conduct District and Central Office (CO) Turn In Meeting (TUR2050) .... July 24, 2028
Turn In 95% Pre-Letting Review Package (MS230) ............................... August 1, 2028
Final Project Turn In (MS255) ............................................................. October 5, 2028
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
1.6.1. The P6 project schedule will be used for contractual due dates. The late start and the late
finish dates included in the project schedule are the contractual due date deadlines for this
contract. The Successful Responder agrees to collaborate with the MnDOT's PM to
maintain a buffer of project float during project development. Project float is defined as the
difference between the Early and Late Finish dates in the P6 project schedule. Project float
of 20 to 40 days minimum for tasks early in the project schedule will be maintained while
float will be gradually reduced to single digits by the final project tasks.
1.7. Format of Deliverables
1.7.1. All deliverables must be provided in electronic file format.
1.7.2. Software
a. Report source files must be in current versions of Microsoft Word and Microsoft
Excel. Files must be delivered to the MnDOT by Bentley ProjectWise Explorer.
b. Computer Aided Design and Drafting (CADD) deliverable source files must meet the
MnDOT's Level 2 Enhanced CADD Data Delivery Specifications.
c. All applicable spatial data and maps created in Geographic Information System (GIS)
software must be provided in a standard shapefile format (.shp) that is compatible
with current versions of ArcMap software.
d. All source files also must be converted to Adobe Acrobat (Portable Document File
(PDF), and the PDF must be searchable, with scanned pages eliminated except for
signature pages.
1.7.3. Plain Language
a. All documents or exhibits specifically designed to be used by the public must be
developed in "plain language." Executive Order 14-07 requires the Office of the
Governor and all Executive Branch agencies to communicate with Minnesotans using
plain language and defines plain language as a communication that an audience can
understand the first time they read or hear it. Additional information is available at
ADA Plain Language. To meet the requirements of this executive order, the
Successful Responder will:
i. Use language commonly understood by the public
ii. Write in short and complete sentences
iii. Present information in a format that is easy to find and easy to understand
iv. Clearly state directions and deadlines to the audience
b. Technical documents, presentations, spreadsheets, and drawings used by technical
staff do not need to be in plain language.
1.7.4. Accessibility Standards
1.7.4.1. The Successful Responder must comply with the State of Minnesota's Accessibility
Standards for all documents or exhibits specifically designed to be used by the public. The
State of Minnesota's Accessibility Standards are based on the Web Content Accessibility
Guidelines (WCAG) 2.0 (Level AA) and Section 508 of the Rehabilitation Act, as amended.
Additional requirements can be found at Accessibility/Accommodations and include:
a. Providing interpreters, translators, or other special accommodations.
b. Providing documents in an alternative format.
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
c. Following the PDF accessibility guidance.
1.7.4.2. The State of Minnesota's Accessibility Standard also includes:
a. All videos must include closed captions, audio descriptions, and a link to a complete
transcript.
b. All documents, presentations, spreadsheets, drawings, and other material must be
provided in an accessible format. Native files must be provided in an editable format.
Acceptable formats include InDesign, Word, and Excel.
c. All materials intended for downloading and printing must be labeled as such, and the
content must be provided in an accessible format.
1.7.4.3. Technical documents, presentations, spreadsheets, and drawings used by technical staff do
not need to comply with the State of Minnesota's Accessibility Standard.
1.7.4.4. All outward-facing Microsoft Word documents to be used during the project must be
designed with ADA-accessible features, including alt text and screen-reader compatibility.
1.7.5. All deliverables must be provided in electronic file format.
1.8. Standards and Guidance
1.8.1. All field data must be provided in GIS/Global Positioning Systems (GPS)/County Coordinates
(Olmsted) - NAD83 (1996) County Datum and NAVD 88 vertical datum, Bentley OpenRoads
Designer (ORD), and Microsoft Excel/Word formats.
1.8.2. All design work will comply with the current MnDOT-approved versions of Bentley ORD
CONNECT Edition software. Design files will be developed in accordance with MnDOT's
Level 2 Enhanced CADD Data Delivery Specifications, including adherence to established
layering, naming conventions, referencing protocols, and attribute standards as outlined in
the MnDOT CADD Manual.
1.8.3. Upon completion of each design phase or task, the Successful Responder will deliver all
design files to MnDOT in the current MnDOT-approved version of Bentley ORD CONNECT
Edition, fully compliant with Level 2 Enhanced CADD Data Delivery Specifications. The files
must be organized, documented, and quality checked to facilitate seamless integration into
MnDOT's systems.
1.8.4. The Successful Responder will incorporate MnDOT's current digital delivery standards
Project-Specific Electric Delivery (P-SED) into all applicable design and plan development
tasks. This includes preparation of required digital models, exchange data, and plan sheets
in accordance with the latest MnDOT Guide for Digital Delivery of P-SED. All digital
deliverables will be considered contractual and must meet MnDOT's Level 2 Enhanced
CADD Data Delivery Specifications.
1.8.5. All design must be conducted by or under the direct supervision of a Professional Engineer
licensed in Minnesota.
1.8.6. All survey work must be conducted by or under the direct supervision of a Professional
Land Surveyor.
1.8.7. Failure of this scope of work to list a specific standard under a specific deliverable does not
absolve the Successful Responder's obligation to comply with all laws, regulations, and
standards that apply to highway projects within the State of Minnesota (MN). The
Successful Responder must comply with all state, federal, and local standards, laws, and
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
regulations related to the scope of work and project area. Work must comply with the
latest edition or revision of that standard in effect on the proposal due date, including any
amendments in effect on that date, unless otherwise specified in the contract or otherwise
directed by MnDOT.
1.8.8. Websites have been supplied to the Successful Responder for some of the standards and
guidance documents listed for convenience only in an effort to help the Successful
Responder locate the required standard or guidance. The websites are not guaranteed to
be correct. It is ultimately the Successful Responder's responsibility to locate the required
standard and to determine if the standard has been modified pursuant to this Contract.
1.8.9. All deliverables must be prepared in accordance with MnDOT Transportation Project
Development Process (TPDP).
1.8.10. Additional requirements for standards may be provided within the scope tasks that follow.
1.8.11. MnDOT uses the P6 scheduling tool. Scheduling deliverables must be compatible with P6
format and work package dictionary: Work Package Dictionary.
1.9. Items Provided by MnDOT
1.9.1. MnDOT will provide the following items. Some items must be provided at notice to
proceed. Other items are developed as the project progresses. The Successful Responder is
responsible for requesting the needed information when it is available during the project
development.
a. Project Scoping Report
b. As-built plans (if available)
c. Base mapping: topography, Triangulated Irregular Network (TIN), Digital Terrain
Model (DTM), ROW, property lines
d. MicroStation files of base mapping, cross-sections, utilities, detail design plans/layout
and construction plans
e. Existing alignment/survey
f. Project limits
g. ROW information
h. Proposed ROW acquisition map
i. Sample plan
j. Example or existing/draft Stormwater Pollution Prevention Plan (SWPPP) and title
sheet
k. Special provisions template and guidance information
l. Required agreements
m. District-modified standard detail sheets
n. In-place lighting plans
o. Traffic data and available traffic analyses/studies.
p. Process B project submittal letter template
q. Foundations recommendations
r. Draft ADA design recommendations
s. MnDOT lighting records
t. MnDOT signing records
u. Transportation Asset Management System (TAMS)
v. Data applicable for completing environmental documentation.
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
i. Early Notification Memo and correspondence
ii. Cultural resources determination letter
iii. State Historic Preservation Officers (SHPO) response letter
iv. US Fish and Wildlife determination letter
v. Phase I and II Environmental Site Assessments (ESAs) for contaminated
properties
vi. Minnesota Department of Natural Resources (MnDNR) questionnaire response
and Natural Heritage database list for the project area
vii. PONTIS bird nest report
viii. State water resource records
w. State survey request form
x. Materials design recommendation including borings
y. Existing soil boring information
z. Soil borings and foundation recommendations
aa. Existing drainage systems plans
i. Hydinfra inventory table and map of existing drainage system with asset
information including material type, dimensions, coordinates, and condition
ratings
ii. GIS shapefiles of storm drainage features in the project area that have been
recorded in the TAMS Hydinfra database
iii. Known existing drainage flooding and erosion issue areas
bb. Current Guide for Digital Delivery of P-SED Guide-Digital-Delivery-P-SED-20251107-
ADA-38665265-v9
2. Project Management (Source Type 1010)
2.1. Project Coordination and Administration (P6 Activity Code OPM1000)
2.1.1. Project management includes work necessary for communicating and completing the
project tasks on time and within budget. The Successful Responder must not reassign the
PM or their primary duties without the written consent of the MnDOT's PM. The Successful
Responder's staff must have the training and expertise necessary for the work tasks to
which they are assigned.
2.1.2. Meeting summaries must be submitted no later than two business days after each meeting
and a final meeting summary must be submitted no later than two business days after
receiving comments on summary notes.
2.1.3. The Successful Responder will:
a. Prepare invoices accompanied by:
i. A cover letter explaining the general status of the project, including at a
minimum the work completed to date, the anticipated remaining efforts, and
required schedule changes
ii. Progress report form
iii. Supporting data for direct expenses
iv. An updated project status report reflecting P6 activities identified by the
MnDOT's PM
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
b. Manage, coordinate, direct, and monitor subcontractor services, including reviewing
progress reports, deliverables, schedule, and invoices.
c. Update MnDOT's PM on the status of the project schedule, budget, and general
status/progress via bi-weekly conference or video call progress meetings.
d. Store all deliverables in an organized electronic document management system and
make deliverables available to MnDOT's PM as needed whether the file is
incomplete, in draft form, or the final deliverable by email or ProjectWise. MnDOT
will provide restricted access to a ProjectWise document center for use as the project
file transfer vehicle and repository.
e. Lead coordination with other governmental agencies as required for data collection,
regulatory requirements, and information required for deliverables, as directed by
MnDOT. This is supplemental coordination beyond that explicitly called for elsewhere
in this scope. These activities include communications via phone, email, and written
correspondence for the duration of the contract.
f. Create a method to list and track action items and document project decisions that
develop during the project that either need resolution, implementation, and to
document project decisions. The tracking spreadsheet(s) must prioritize issues for
due dates and amount of risk to schedule and construction budget. For example,
MnDOT's PM may send an email to the Successful Responder stating that an issue
needs to be resolved or completed. The Successful Responder must log that issue and
track it until it is marked completed and then document that decision. The Successful
Responder will review the list with MnDOT's PM at the bi-weekly progress meetings.
g. Create a Project Risk Register and provide updates, which includes a list of the known
risks and responses. The Successful Responder will manage the Project Risk Register
in coordination with MnDOT's PM. The register will be reviewed during bi-weekly
check in and/or Project Management Team (PMT) meetings and will be updated by
the Successful Responder as risks change and as new ones are identified.
h. Communicate intention to begin any work in the right of way to MnDOT's PM, and
Subarea Supervisor at least 48 hours before beginning work on a segment of road.
2.1.4. Deliverables:
a. Monthly invoices and progress reports
b. Subcontractor status reports included with monthly invoices and progress reports
c. Update calls with MnDOT's PM
d. Document management system
e. Agency correspondence
f. Issue resolution and decision tracking spreadsheet(s)
g. Risk Register creation and management
2.2. Project Meetings (P6 Activity Code OPM1000)
2.2.1. Project Design Kickoff Meeting
2.2.1.1. The Successful Responder will facilitate a project design phase kickoff meeting to confirm
the basic project objectives, solidify a work plan, and obtain consensus on the project
requirements. This meeting must occur no later than ten business days after notice to
proceed. The meeting will be held virtually and will include up to five Successful Responder
staff.
2.2.2. PMT Meetings
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
2.2.2.1. The Successful Responder will facilitate Bi-monthly PMT meetings with MnDOT's PM and
other personnel as identified by MnDOT's PM. The intent of the PMT is to review overall
project progress as measured by the P6 schedule and to discuss issues that are not resolved
at the design level. The PMT meetings are intended to provide a management-level view of
project development. The PMT meetings are to be held virtually with up to 2 additional in-
person meetings.
2.2.2.2. The Successful Responder will:
a. Meet with MnDOT's PM and other personnel as identified by MnDOT's PM Bi-
monthly to review progress of deliverables, issues, and team effectiveness.
b. Solicit feedback from MnDOT's PM to assess whether all services meet or exceed the
requirements of the project
c. Direct changes to personnel and/or procedures to correct identified deficiencies and
implement opportunities for improvements
d. Review work tasks to be completed and explain coordination and progress with
MnDOT's functional group leads
e. Identify needs and issues and discuss steps.
2.2.3. Pre-Letting Meetings
2.2.3.1. The purpose of these meetings is to discuss plan details and coordination with the Pre-
Letting Unit to ensure plan quality and timeliness. The meetings will occur at approximately
95 percent plan completion.
2.2.3.2. The Successful Responder will facilitate one pre-letting meetings with MnDOT's PM and the
MnDOT CO Pre-Letting Unit.
2.2.4. Additional Project Coordination Meetings
2.2.4.1. The purpose of these meetings will vary and will include topics such as design coordination
and review, coordination with other agencies, and other issues as agreed to by MnDOT's
PM.
2.2.4.2. The Successful Responder will:
a. Facilitate up to three additional project meetings
b. Prepare and distribute a draft and final meeting agenda and summary for each
meeting
2.2.5. Stakeholder Coordination Meetings
2.2.5.1. These are supplemental meetings beyond those explicitly called for elsewhere in this scope.
This is not meant to be the public engagement plan, and it's not meant to be specific design
coordination meetings. These meetings are meant to have a focus on general scope of the
project and general project management coordination between stakeholders.
2.2.5.2. The Successful Responder will:
a. Facilitate up to two stakeholder coordination meetings with MnDOT's PM, other
MnDOT staff, and stakeholders, as needed
b. Prepare agendas, facilitate the meetings, and prepare and distribute draft and final
meeting summaries
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MnDOT Contract No. 1063927
Exhibit A: Specifications, Duties, and Scope of Work
2.2.6. Deliverables:
a. Meeting invite, materials, agenda, and draft and final meeting summaries for each
meeting
2.3. Work Plan and Schedule (P6 Activity Code OPM1000)
2.3.1. Schedule Management
2.3.1.1. MnDOT will provide a PDF of the draft project schedule in P6 format with all MnDOT Work
Packages included in the schedule and will include MnDOT's P6 Work Packages Dictionary.
MnDOT will maintain the official schedule on MnDOT servers to be updated manually
based on the Successful Responder recommendations.
2.3.1.2. The Successful Responder will manage the schedule by:
a. Providing monthly schedule updates to MnDOT's PM either by marking up a PDF
copy of the schedule or by providing a report describing the schedule updates
needed.
b. Determining if any activities owned by the Successful Responder need to have their
percent complete and remaining duration updated
c. Determining if any activities owned by MnDOT need to have their percent complete
and remaining duration updated
d. Contacting persons responsible for each activity to determine the actual percent
complete. MnDOT staff will update their own activities and provide updates to the
Successful Responder
e. Examining the schedule and determine what activities need to start work, need to
show progress in work, or need to be completed within a month.
f. Determining if committed resources, either the Successful Responder's or MnDOT's,
are still dedicated to the project and schedule and report resource discrepancies if
they occur
g. Communicating schedule update information with activity owners as needed and
determine if additional activities need to be added to the schedule
h. Sending recommended updates to MnDOT's PM for review
2.3.1.3. The schedule must not extend beyond the contractual completion dates or contain
negative float. If any activities do have negative float, the Successful Responder must
provide a recovery schedule recommendation within 10 business days to explain how the
negative float will be eliminated.
2.3.1.4. Deliverables:
a. Monthly schedule updates to MnDOT's PM
b. P6 schedule, updated monthly
c. Recovery schedule recommendation
2.4. Provide Plan Bidding and Construction Assistance
2.4.1. The Successful Responder will:
a. Be available for plan interpretation/questions during bidding and construction (up to
40 hours).
b. Attend the Pre-construction meeting, as requested by MnDOT.
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