RFP for Lake Elmo to Phalen-Keller Regional Trail Long Range Plan

Location:	Minnesota
Posted:	Oct 31, 2025
Due:	Dec 5, 2025
Agency:	Washington County
Type of Government:	State & Local
Category:	A - Research and development
Publication URL:	To access bid details, please log in.

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Request for Proposals (RFP) for

Lake Elmo to Phalen-Keller Regional Trail

Long Range Plan

RFP release date: October 31, 2025

Submission due date: December 5, 2025

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

2. Scope of Work ................................................................................................................................................... 4

3. Final Deliverable ................................................................................................................................................ 7

4. Proposal Content............................................................................................................................................... 8

5. Proposal Evaluation ......................................................................................................................................... 12

6. Proposal Questions.......................................................................................................................................... 14

7. Proposal Submittal .......................................................................................................................................... 14

Appendix A – County’s Standard Terms and Conditions .......................................................................................... 15

Appendix B – Maps and Resources .......................................................................................................................... 20

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Lake Elmo to Phalen-Keller Regional Trail Long Range Plan

Washington County Public Works

1. Introduction

1.1. Background

The Washington County Public Works Department is issuing this request for proposals (RFP) to prepare a long-

range plan for Lake Elmo to Phalen-Keller Regional Trail. The plan will determine the route for this regional

trail corridor, provide short- and long-term planning and implementation guidance for the regional trail route,

acquisition needs, operation and management, and overall development to create a trail that meets the needs

of Washington County’s future users. The long-range plan will also evaluate the surrounding corridor,

considering natural resources and features, recreation, non-motorized transportation, and cultural and

historic interpretation.

1.2. Project Information

The Lake Elmo to Phalen-Keller Regional Trail will be an east-west multiuse trail that will run

through Lake Elmo and Oakdale. Once fully developed, it will connect trail users to regional destinations,

including Central Greenway Regional Trail, Lake Elmo Park Reserve, and Phalen and Keller Regional Parks

(Ramsey County). The trail will also provide vital connections to local destinations; including trails, parks,

schools, and businesses. Consultants are encouraged to visit the corridor on their own as part of preparing

their proposal. The study described in this RFP will be led by Washington County and pertains to the eastern

half of this trail corridor. A separate, future study lead by Ramsey County will determine the western half of

this trail (see Appendix B – Lake Elmo to Phalen-Keller Regional Trail Search Corridor Map).

Lake Elmo to Phalen-Keller Regional Trail is considered a regional trail search corridor by the Metropolitan

Regional Parks System. Therefore, a long range plan must address the criteria set forth in the Metropolitan

Council’s 2050 Regional Park Policy Plan. With no existing long-range plan to guide trail development, a vision

for the route is needed. A successful planning process will transform the community’s vision into tangible

plans that provide bicycle and pedestrian access to exceptional recreation opportunities, natural resources,

and community destinations.

This project will be a cooperative project between Washington County and project stakeholders, 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 Washington County.

For the Lake Elmo to Phalen-Keller Regional Trail long range plan, Washington County has budgeted an

amount not to exceed $95,000. The budget should include 7% for contingency, to be set aside for additional

or unexpected tasks that arise during the planning process. The final contract dollar amount will be negotiated

with the selected consultant.

1.3 Project Schedule

Project work will commence upon selection of the consultant and after award of a contract. The consultant

shall propose a project schedule based on a project completion date of no later than 14 months after the

contract is awarded.

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Lake Elmo to Phalen-Keller Regional Trail Long Range Plan

Washington County Public Works

2. Scope of Work

The role of the selected consultant team will be to complete tasks necessary to draft a long-range plan that

addresses all the components of the Metropolitan Council’s 2050 Regional Parks Policy Plan. Washington

County will act as the lead agency through all aspects of the project.

All aspects of the scope of services outlined below and included herein are expected to be completed within

the agreed upon project deadlines. The consultant is responsible for necessary materials (i.e., meeting

agendas, minutes, open house/engagement materials) required to successfully deliver project process as

outlined below.

2.1. Project Management

Washington County staff will serve as project management and primary point of contact for direction,

deliverable review and approval, management of contract, and external communications for the long-range

planning process.

The consultant will perform work necessary to effectively coordinate the project development, including the

project schedule and budget. The consultant will assist the Project Management Team consisting of key

Washington County staff, guiding the team through project goal setting, engagement and data collection,

concept development, and plan drafting. Washington County staff will work closely with the consultant to

develop content, provide feedback/comments, and offer project direction.

Consistent communication between Washington County’s project manager and the consultant project

manager will be needed to ensure the project is progressing on time and on budget. Proposals should account

for a brief weekly status update email or call documenting completed and upcoming tasks, delays to the

schedule, and any assistance needed.

The awarded consultant will be responsible for documenting relevant communication throughout the project.

For example, stakeholder meetings may require meeting summaries, and phone calls may require follow-up

emails with talking points and any decisions made. These will generally not be submitted any later than seven

days after the meeting or phone call.

While Washington County retains the responsibility for overall coordination and contact with the interested

agencies (including but not limited to cities/townships, state agencies, local interest groups, etc.), it is

recognized that the consultant may require certain information from these agencies to properly complete

certain key tasks. All briefings of the agencies, request for information from the agencies, and contact with

the agencies will be done with the full knowledge and active participation of Washington County.

Proposals should articulate project management measures required to ensure that the project is completed

on time, within budget and in accordance with applicable laws, policies, standards, and industry best practices.

Once a consultant has been selected and a contract is finalized, Washington County must be notified of any

proposed change in schedule or budget of any individual task. Changes in scope, project timelines, or both

will need to be documented through a project memorandum with sign-off by the consultant and Washington

County staff.

2.2. Stakeholder Engagement

The consultant will work with the county to plan and perform public and agency involvement to facilitate input

and support of the project. A public and agency engagement strategy is needed to assess stakeholder input,

perform the alternatives development and evaluation process, and facilitate acceptance and approvals for the

project.

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Lake Elmo to Phalen-Keller Regional Trail Long Range Plan

Washington County Public Works

As part of the engagement process, Washington County intends to convene a Technical Advisory Committee

of public agency staff (i.e., city/township representatives, Metropolitan Council, MnDOT, DNR, etc.) and

interested public stakeholders (i.e., advocacy groups, local school districts, local businesses, etc.) that would

meet several times and provide input throughout the long range planning process. The county will lead this

group and requires support from the consultant in developing meeting materials, draft summaries of key

meeting findings, and suggestions of engagement exercises.

Stakeholder engagement will also include opportunities for the general public to provide input. Long range

plan public involvement will consist of a mix of in-person and virtual engagement opportunities. Examples

include open houses, pop-up/intercept events, focus group listening sessions, ArcGIS StoryMaps, and online

surveys.

Stakeholder engagement will extend the duration of the project, tailoring strategies that apply to phases of

the project. For example, initial engagement will be focused on brainstorming ideas and priorities. Stakeholder

engagement strategies will also be employed to inform the trail development and evaluation phase,

specifically targeting input from key public agencies and organizations.

The engagement process must seek to mitigate existing racial, ethnic, cultural, or linguistic barriers and include

people of diverse ages, races, ethnicities, incomes, national origins, and abilities. Proposals must recommend

specific engagement strategies to identify underrepresented groups and gather input.

Washington County will operate and maintain a project website for this project. Related public engagement

web applications or tools can be hosted or linked to via this main project website.

The Washington County Style Guide shall be used for to create documents for the public (newsletters, post

cards, posters, etc.).

2.3. Project Goals, Objectives, and Performance Measures

Project goals and objectives provide the framework for the long-range planning process and guidance for key

decisions during future phases. They address the larger values of the trail and reflect the priorities of the

community.

Goals and objectives will be informed by input from the project stakeholders and the public. The consultant

will be asked to synthesize engagement input received and work with the county to draft project goals and

objectives. The goals and objectives will be connected to performance measures, which will be used to

evaluate trail alternatives.

Proposals should consider additional ideas and opportunities for how to best develop and apply goals and

objectives throughout project tasks.

2.4. Data Collection & Site Inventory

With input from Washington County, the consultant shall collect existing data and reports relevant to the

project area and obtain new information as needed for the project. For example, site visits will be needed to

assess existing conditions and collect data. Washington County will coordinate with the awarded consultant

to conduct these site visits.

The consultant will provide research and context on the historical and cultural significance of the project area.

This includes the presence of Indigenous cultures. This information will be documented in the long-range plan

and may inform interpretive elements of the regional trail.

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

Bid Title:	RFP for Lake Elmo to Phalen-Keller Regional Trail Long Range Plan
Category:	Washington County Public Works
Status:	Open

RFP for Lake Elmo to Phalen-Keller Regional Trail Long Range Plan

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