2103-43 TH 29 Alexandria

Location:	Minnesota
Posted:	Apr 29, 2026
Due:	May 29, 2026
Agency:	State Government of Minnesota
Type of Government:	State & Local
Category:	89 - Subsistence (Food)
Publication URL:	To access bid details, please log in.

Attachment Preview

MnDOT Contract No. 1062680

Exhibit A: Specifications, Duties, Scope of Work

Project Overview

This contract is for Project Management, Planning, Public Engagement, Surveying Activities, Design Engineering,

Environmental Documentation and Preparation of Plans for a Complete Streets Project, Concrete Reconstruct,

Intersection Improvements to include Roundabout, Signals, Hydraulic Improvements, wetland delineation(if needed),

Americans with Disabilities Act (ADA) Improvements including pedestrian ramps and sidewalks, Critical Path Method

(CPM), and construction support.

The State has planned the construction of Trunk Highway (TH) 29 through the City of Alexandria as State Project (SP)

2103-43. The project limits are generally between 2nd Avenue and McKay Avenue. The project will include full-width

reconstruction from 2nd Ave to County 42. The reconstruction work will include utility replacement (City utilities by

others), lighting (to be discussed with the City), and ADA. Signal replacement and ADA will occur at McKay Avenue. From

County 42 to McKay Avenue will be a mill and overlay. The purpose of this contract is to develop a complete plan set

from predesign, through design and into construction. This project will be a complete streets project that will

incorporate public engagement, surveys, environmental documentation, predesign, hydraulic analysis, detail design,

ADA, traffic, signals, and be available for construction assistance. The State has recently completed a planning study for

this corridor to assist with project decisions. The planning study is available at Hwy 29 Alexandria Corridor Study -

MnDOThttps://dot.state.mn.us/d4/projects/hwy29alex/index.html .

Project Tasks

1. PROJECT MANAGEMENT (Source Type 1010)

This task focuses on effective contract work coordination to expedite the decision-making process and maintain

scheduled completion dates. Contractor involvement is anticipated for 60 months from Notice to Proceed through

completion of construction activities.

1.1 Schedule Management

Contractor will prepare a project schedule and coordinate tasks required of the Contractor. Contractor’s

Project Manager will update the State’s Project Manager with regards to the status of the project schedule,

budget and general status/progress.

1.2 Administration

Administration of the project will include meetings, progress reports, invoicing, preparation of contract

amendment requests (if necessary), cost and schedule updates, billing preparation, other non-technical

work, communication with the necessary project personnel, subconsultant management, and all other work

to ensure all the project tasks are completed on time, within budget, and in accordance with State and

Federal laws, rules, and regulations.

Progress reports and invoices will be submitted on a monthly basis. The Contractor will submit invoices in a

timely manner.

1.3 Kickoff meeting

Contractor will attend meeting with State staff to receive data and information, review project schedule,

and discuss known issues. The meeting will be coordinated by State staff. The meeting will be held in

Detroit Lakes.

1.4 Monthly Project Management Team Meetings

Meetings will be held monthly (48 meetings) during the preliminary and detail design. With the

Contractor’s Project Manager present, the project schedule and budget status will be reviewed. Staff

other than the Contractor’s project manager will be required to attend meetings as necessary to aid in the

discussion. Issues that may affect the design schedule, budget, or work quality will be presented and

addressed. The Contractor will prepare an agenda and facilitate the Project Management Team meetings.

The Contractor will also prepare and distribute draft minutes for review/comment to all meeting

participants within 2 business days after each meeting and final minutes within 10 business days after each

MnDOT Contract No. 1062680

Exhibit A: Specifications, Duties, Scope of Work

meeting. Meetings will be held in Detroit Lakes (4), Alexandria (4) or via teleconference (40).

1.5 Update Conference Calls

Conference call meetings as needed until project plans are 100% complete (60 meetings). Meetings will be

held via teleconference. These meetings will be held outside the monthly project management team

meetings. Staff other than the contractor’s project manager will be required to attend meetings as

necessary to aid in the discussion.

1.6 Quality Control Management

The Contractor will maintain a Quality Management Plan (QMP) that specifies how the Contractor will

perform Quality Assurance (QA) and Quality Control (QC) activities throughout the contract duration to

ensure delivery of quality design in a timely manner and in conformance to contract requirements

established for the project. The Contractor will perform Discipline Coordination Reviews and quality control

checking of each submittal.

Deliverables

The Contractor will:

1. Schedule and attend meetings.

2. Hold update conference calls with State’s Project Manager.

3. Prepare meeting agendas, displays, and minutes at all meetings (including update phone

conversations).

4. Prepare and submit monthly progress and status reports.

5. Prepare and Maintain project schedule.

6. Provide timely copies of critical correspondences and project issue data.

7. Submit Work Plan.

8. Prepare and Maintain a QMP

9. Deliver copies of all pertinent project correspondence

The State will:

1. Review and respond to submittals.

2. Coordinate internal reviews.

3. Provide copies of project correspondence, project studies and general project information.

4. Attend meetings.

5. Approve deliverables.

6. Monitor quality control.

2. PUBLIC AND AGENCY INVOLVEMENT (Source Type 0054)

With prior authorization from the State’s Project Manager, the Contractor will perform direct contacts with State

functional units, City of Alexandria, Douglas County, and other outside agencies to collect information needed for

project development and final plans. Contractor will provide copies of communications with State functional units,

City of Alexandria, Douglas County, and other outside agencies to State’s Project Manager.

The Contractor will assist with public, agency, and stakeholder involvement meetings. The Contractor will provide

staff and technical project information and displays for use during public meetings. All information and documents

to be presented to the public will be required to meet all current ADA requirements. Contractor will prepare a

record of public comments and responses, with assistance from the State.

2.1. Stakeholder Coordination

The Contractor will organize and conduct up to 8 Stakeholder Coordination meetings in the City of

MnDOT Contract No. 1062680

Exhibit A: Specifications, Duties, Scope of Work

Alexandria and other outside agencies as necessary upon direction from the State Project Manager, to

coordinate the review and discussion of project elements, features and alternatives with key project

stakeholders.

2.2. Property Owner Engagement

Meet with property owners to discuss project impacts, including: project scope, schedule, access,

encroachments, and proposed easements.

1. Generate and update a property owner contact List

2. Create any exhibits necessary to enhance engagement and/or communication with said property

owners.

3. Contact owners, set up, and schedule in-person meetings to discuss impacts. (up to 3 full days of Property

Owner meetings)

3.1. If owners are unavailable to meet in person – communicate through email, mail, phone, etc.

4. Attend in person meetings, document conversations, meeting notes and summaries of each property,

provide any additional follow up items or responses back to said property owners. Includes travel time

to Alexandria.

5. Summarize conversations, comments, and concerns to the district, and provide recommendations.

6. Follow up with property owner on final decisions. State’s Wight of Way (ROW) will lead these

conversations with property owners as part of the negotiations. Contractor will provide updated exhibits

for MnDOT’s use in those discussions.

2.3. Public Information and Engagement

Working with State's public engagement staff, Contractor will develop plans, prepare graphical materials,

and participate in face-to-face public events and on-line events in support of public engagement. This

includes:

1. Develop graphics and other materials for meetings with key stakeholders, individuals and the public

2. Prepare and assist in hosting any in-person and online meetings.

2.4. Public and Media Contact

The State will manage all public and media contacts (if any) for the project and will be responsible for

disseminating information regarding public messaging to the relevant media venues.

Deliverables

The Contractor will:

1. Assist in all public information meetings and stakeholder coordination meetings.

2. Provide agendas and minutes for Stakeholder coordination meetings.

3. Prepare record of comments and responses for public information meetings and furnish to

the State’s project manager.

4. Prepare graphics, other content and materials that support public engagement and the public

engagement plan.

The State will:

1. Review and respond to submittals (within 2 weeks)

2. Organize and facilitate all public information meetings and stakeholder coordination

Meetings.

3. Distribute media releases of the public information meeting for media distribution.

4. Attend public information and stakeholder coordination meetings.

5. Manage public and media contact and provide public messaging to relevant parties and

venues.

6. Assist contractor with providing responses to public comments as available.

MnDOT Contract No. 1062680

Exhibit A: Specifications, Duties, Scope of Work

7. Provide copies of project correspondence and project information as needed.

8. Provide pictures and raw video footage, when appropriate

9. Promote social media campaign through State's Facebook page and Twitter account

10. Attend meetings.

11. Approve deliverables

12. Monitor quality control

13. Reply to voice or email within 3 business days

3. MUNICIPAL CONSENT (Source Type 1140)

3.1. Municipal Consent

Municipal consent may be required for this project because access is likely to be revised and permanent

right of way and temporary easement acquisition may be required. The state feels that the scope of work

being completed with the project may warrant municipal consent to ensure all parties are well informed and

in agreeance of the proposed project.

The Contractor will attend hearing and/or meetings at local jurisdictions, present information, and

provide technical assistance during the consideration of the Staff Approved Layout. The Contractor is

responsible for the preparation of all documents required to gain Municipal Consent.

The Contractor will work with the States engagement staff to prepare maps, graphics, and presentations to

assist in communicating project intent and technical design information that will be targeted for non-

technical groups. The products of this task shall be limited to the preparation of 36” x 48” graphics on

foam boards and/or PowerPoint presentations adequate to communicate project details to City staff.

The Contractor will prepare documents, such as summary memorandums, cost estimates (with cost splits)

and other documentation in support of gaining Municipal Consent.

The Contractor will submit a Municipal Consent Request Package to the State’s Project Manager. The

Municipal Consent Request Package shall consist of an electronic copy of the Staff Approved Layout, a

copy of the Design Memo, a copy of the Programmatic Categorical Exclusion (CATEX) document (if

complete), and a good faith cost estimate indicating the Total Project cost and the City’s share of the costs,

and a description of maintenance responsibilities of the State and the City. The State’s Project Manager will

submit the Final Municipal Request Package to the City of Alexandria.

Deliverables

The Contractor will:

1. Prepare maps, layouts, cost estimates, resolutions and all other documents required for the

Municipal Consent Process as outlined in the Highway Project Development (HPDP) manual.

2. Prepare a Municipal Consent request package

3. Attend c i t y c o u n c i l meeting to present Staff Approved Layout and seek resolution of

approval.

The State will:

1. Provide oversight and direction.

2. Submit the Municipal Consent Request Package to the City

3. Attend c i t y council meeting to present Staff Approved Layout and seek resolution of

approval.

The due date for Municipal Consent will be November 2028.

MnDOT Contract No. 1062680

Exhibit A: Specifications, Duties, Scope of Work

4. DATA COLLECTION (Source Type 1010)

4.1. Traffic Forecasts

The State will complete a traffic forecast for the design year, and traffic forecasts will be furnished to

the Contractor.

4.2. TH 29 Planning Study

The State will provide a final copy of the TH 29 Corridor Study to the contractor. The study will be used to

help develop the preliminary layout and aid in public engagement.

4.3. City of Alexandria Utility work

The Contractor will be required to coordinate the addition of utility plans from the City of Alexandria for

private utility work to be completed with project.

Deliverables

The Contractor will:

1. Coordinate the addition of private utility plans from the City of Alexandria

The State will:

1. Provide available planning documents and transportation plans.

2. Provide existing right-of-way drawings and plats.

3. Provide local project control for survey activities.

4. Provide available photogrammetric and mapping information.

5. Provide utility Permits within the Project Limits for State property only.

6. Provide record or As-Built plans of roadways, existing traffic signal phasing

7. Provide available traffic data including available intersection turn movements, Average Daily Traffic

(ADT) Forecasts.

8. Provide truck and highway through traffic detour Recommendations.

9. Provide past construction plans for limits of the project.

10. Provide available drone flight files.

5. ENVIRONMENTAL DOCUMENTATION (Source Type 1071)

5.1. Class II (CATEX) Document

1) The Contractor will prepare a Class II Environmental Document (CATEX) for approval in accordance with

all applicable standards and specifications, unless otherwise noted. The Contractor will perform on-going

coordination with District 4 during development, processing, and approval of CATEX document.

2) The Contractor will prepare and submit the Early Notification Memo (ENM) and coordinate and review

responses for completion of the CATEX document.

3) Project constraints:

1. Project meets the definition of a Class II Action (Programmatic CATEX) under National

Environmental Policy Act (NEPA).

2. Environmental document is a programmatic, CATEX Determination document.

3. Proposed improvements do not meet the threshold for a non-programmatic CATEX or mandatory

Environmental Assessment Worksheet (EAW) under Minnesota Environmental Quality Board

(MEQB) rules. If Contractor determines the scope of work requires a non-programmatic CATEX or

an EAW a request with supporting documentation will be submitted to State (as Responsible

Governmental Unit (RGU) for projects on state trunk highway system) for review and approval of

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

2103-43 TH 29 Alexandria

Attachment Preview

See also