03. Draft RFP Documents for Engineering and Legal Services Staff Report
Date of Meeting: September 3, 2026
For: Honorable Mayor and Council
From: Kyle Morell, City Administrator
Subject: Draft RFP Documents for Engineering and Legal Services
Background:
At the budget presentation in August, Council discussed the budgeted increases from our
contracted services. Council asked about the City’s past RFPs for our contracted services. RFPs
for planning and prosecution services were done in 2022. No one could remember the last
time engineering and legal services had been reviewed. Council asked to see RFP documents
for services that had not been reviewed in the last five years.
Staff found RFP documents for engineering services from 2013 and for legal services from 2011.
Using RFPs recently put out by other cities, I have completed updated RFP documents for
engineering and legal services, which are attached. The documents are presented for your
review. They will be modified, if needed, and added to the September 15 Regular Council
Meeting for approval and distribution, if Council wishes to go through the process.
Also attached is a proposed 2027 Scope of Work and Fee Schedule from Bolton and Menk. As a
courtesy, staff notified both Bolton & Menk and Eckberg Lammers of Council’s request to have
RFP documents prepared. Bolton & Menk provided the attached document as a response.
Eckberg Lammers indicated they would also provide a proposal in response to the RFP
preparation, but as of Thursday, August 27, I have not received anything.
Attachment:
1. RFP for Engineering Services
2. RFP for Legal Services
3. Bolton & Menk 2027 Scope of Services and Fee Schedule
Scandia Request for Proposals: Engineering Services
1
Request for Proposals
Contracted General Engineering Services
Proposals Due
October 23, 2026, by 1:00 pm
RFP Contact
Kyle Morell, City
Administrator
k.morell@ci.scandia.mn.us
(651) 433-2274
Scandia Request for Proposals: Engineering Services
2
I. Background & Purpose
The City of Scandia is a Minnesota Statutory Plan A City with a City Council / City Administrator form of
government. An elected City Council, consisting of a part-time Mayor and four council members elected at
large, is responsible for setting the policy and overall direction for the City, which includes legislative decisions
and approval of the city budget. City employees, under the direction of a City Administrator, carry out council
decisions and provide day-to-day services. The City Administrator provides leadership, direction, and guidance
to all City departments and is accountable to the City Council.
Physically, the City encompasses more than 39 square miles. The City has approximately 74 miles of streets
(68 paved and 6 gravel); four A-Minor arterial roads (TH95, TH97, CSAH 3, and CSAH 15); one major
collector, CSAH 1, and three minor collectors, CR15A, CR52, and CR50, 192 nd St; and (3) wastewater
treatment facilities with 12 lift stations. Scandia is centrally located in northeastern Washington County and
has a population of 4,160 residents.
The City of Scandia is soliciting proposals from experienced engineering firms to provide a wide variety of
general engineering services and related technical services. The firm selected will be designated as the City
Engineer. The successful applicant will provide these services to the City beginning in January 2027.
Engineering services may include, but shall not be limited to, those services listed in the Scope of Services
section of this document.
II. Vision of Overarching Goals
The current Vision and Goals for the City of Scandia, as defined by the City’s 2040 Comprehensive Plan, are
stated as follows:
Vision
Scandia is known for its distinctive character and history. The City’s vision is to maintain its rural character
typified by the agricultural heritage and natural resources. Scandia has an economically vibrant village
center, which is home to a diverse population that is surrounded by a mix of natural resources and
agricultural areas intermixed with rural residential and lakeshore neighborhoods. As new development is
proposed, the emphasis will remain on the protection of rural, agricultural, and natural resources.
Overarching Goals
1) Maintain and promote the City’s cultural character and history.
2) Maintain and promote a variety of land uses and residential densities while maintaining Scandia’s
existing agricultural and rural character.
3) Preserve and protect the City’s natural resources
4) Provide economic opportunities for residents and businesses
III. Scope of Work and Deliverables
The City of Scandia is seeking proposals from qualified engineering firms to provide professional
engineering services. The general work elements shall include, but are not limited to the following.
A. General & Project Management
1. Serves as the City Engineer.
2. Takes direction from the City Council, City Administrator and/or their designated representative.
3. Assists in planning, coordinating, supervising, and evaluating programs, plans, services, equipment, and
infrastructure.
Scandia Request for Proposals: Engineering Services
3
4. Develops and recommends policies and procedures for operation of the City consistent with City
policies and relevant laws, rules and regulations; ensures implementation of council actions.
5. Assists in evaluating Public Works needs and formulates short- and long-range plans to meet needs in
all areas of public improvements, such as streets, pedestrian routes, utilities, parks, and facilities.
6. Assists with the Pavement Management Program, including the rating of the condition of streets.
7. Provides information to assist with capital improvement planning.
8. Provides engineering services on projects and oversees project management for the construction of
municipal public works projects in collaboration with the Public Works Director.
9. Reviews land use applications and construction plans for private developments for consistency with
City-adopted engineering specifications, City policies, and relevant laws, rules, and regulations.
10. Ensures that costs and fees are charged back to development projects; works with the Community
Development Director to monitor charges and revenues associated with development projects.
11. Provides assistance to the City’s GIS staff, as necessary.
B. Construction Services
1. Plans and reviews construction projects and specifications.
2. Monitors the construction process for compliance with codes, regulations, standards, and approved
plans; assures financial accountability of private projects as they relate to escrows and letters of credit.
3. Advises the City regarding the performance of construction projects, and gives consideration and
advice to the City during the performance of services, and monitors project budgets.
4. Prepares, designs and/or reviews construction plans.
5. Reviews bids and/or prepares bid tabulations.
6. Performs construction staking and surveying.
C. Preparation of Engineering Reports & Technical Correspondence
1. Determines the need for preliminary studies, reviews all preliminary studies for compliance with
ordinances, comprehensive plans, engineering standards, and financial guidelines, including:
a. Feasibility reports
b. Construction inspection
c. Creates assessment rolls
d. Plat review
e. Utility studies
f. Traffic studies/signalization/signage/forecasting
g. State aid reports
h. Surface water system analysis and design
i. Wetland delineation and mitigation
j. Capital Improvement Program studies
k. Prepare comments regarding reports, plans, and studies of other agencies
l. Presents feasibility studies at public meetings.
Scandia Request for Proposals: Engineering Services
4
D. City Meetings (including but not limited to the following)
1. Participates in internal and external meetings involving engineering questions and issues.
a. Participates in weekly staff meetings, as necessary.
b. Participates in weekly development review committee meetings.
2. Meets with developers and members of the public on proposed development projects to review
processes and procedures involved with engineering and infrastructure development.
3. Acts as City liaison and representative with other communities and county, state, and federal
agencies in areas of responsibility.
4. Attends City Council meetings, Council Work Sessions, Wastewater Committee meetings, and other City
meetings, as necessary.
E. Responds to Constituent Requests & Issues as Directed by Staff
1. Performs field inspections.
2. Addresses constituent concerns personally and in writing.
3. Be available to the public via phone, email, or scheduled meetings during the general business
hours of the City of Scandia.
4. Makes public presentations.
5. Provides recommendations to staff and City Council.
F. Other Items
1. Works with other engineering firms as desired by the City on specific projects.
2. Assists with mapping work and GIS updates, as necessary.
3. Identifies potential funding solutions for infrastructure projects, such as grant and loan programs and
direct legislative appropriations.
4. Obtains proper approval and documentation from local, state, and federal authorities prior to
implementing projects.
IV. Project Schedule
PROPOSAL AND SELECTION TASK DATE
Request for Proposal Announcement September 16, 2026
Deadline for RFP October 23, 2026
Possible proposal review by subcommittee October 27, 2026
Discussion at City Council Work Session November 4, 2026
Possible interviews with City Council Week of Nov. 9
Consideration of approval by City Council November 17, 2026
Contract Approval December 15, 2026
New contract begins January 1, 2027
Firms intending to submit an RFP to the City for consideration shall notify the City of its intent to do so; notice
shall be sent in writing to: k.morell@ci.scandia.mn.us. Firms selected for an interview shall be advised as to
presentation content, preparation questions, etc., as directed by the City Council.
During the evaluation process, the City reserves the right to request additional information or clarifications from
a firm, to allow corrections of errors and/or omissions, or to modify the schedule. All questions regarding this
Scandia Request for Proposals: Engineering Services
5
RFP must be submitted, in writing, to the same email address by the deadline stated above.
Scandia Request for Proposals: Engineering Services
6
The City shall also respond, in writing, to questions received from firms.
The City of Scandia reserves the right, severally or together, to reject any and all submittals, waive any
irregularities, reissue all or part of this Request for Proposal, and not award any contract, all at its discretion
and without penalty. Any amendments, interpretations, or corrections to this RFP shall be made by written
addendum to the RFP and will be issued electronically to all firms that notify their intent to submit a proposal.
Companies shall acknowledge receipt of all addenda in their statement of proposal.
V. Budget
Firms are expected to provide a cost of service based on the scope of work listed and experience having
facilitated said work before. Firms shall provide a base cost of service related to this RFP, and may also provide
a list of additional services the City Council may consider, based on the firm’s understanding of the work
described herein. The cost of services may include, but is not limited to, the following: a monthly retainer for
services, hourly rates for staff associated with providing engineering services under the contract, etc. Firms
that include a monthly retainer for services shall provide details on what is included in that retainer.
VI. Proposal Submissions Process
A. Due Date
Proposals received after 1:00 pm on October 23, 2026 will not be considered.
B. Submission Requirements
1. Proposals must be typewritten and sent in PDF format.
2. Submit proposals by email or mail.
3. Email: k.morell@ci.scandia.mn.us
Mail: City of Scandia, 14737 209th St N, Scandia, MN 55073
C. Format
For clear comparison and evaluation, proposals must be in the following format.
1. Cover Page
Proposal Title
Company: Name & Address
Contact: Name, Title, Phone Number & Email Address
Date of Proposal
2. Cover Letter
Describe the company’s mission, vision, and values and how they align with the mission,
vision, and values of the City of Scandia.
Describe the company’s prior experience providing similar services described in this RFP.
Describe the qualifications of key personnel involved in the scope of work.
3. Cost of Services
Provide a cost description for each service and deliverable, including a monthly retainer,
if being proposed, and an hourly rate sheet for each employee employed by the firm that
will provide service to the City, plus optional (contracted) services and reimbursable costs
to be included in the contract, if selected.
Scandia Request for Proposals: Engineering Services
7
VII. Proposal Evaluation and Selection
The City Administrator, Public Works Director, and City Council (Review Panel) shall evaluate all RFPs
received by the City. Proposals shall be evaluated based on their form and format and established criteria to
determine the firms that best demonstrate the ability and reliability to perform the work with integrity. The
City reserves the right to request additional information or clarifications, to allow corrections of errors or
omissions, or to modify the proposal schedule.
A. Proposal Evaluation
Each proposal shall be examined to ensure it follows the proposal format and instructions in this
RFP. Proposals that do not follow the specific format may not be considered; late proposals will not
be considered.
Proposal evaluation criteria shall include, but not be limited to the following:
1. Experience of engineering firm to provide the scope of services outlined in this RFP,
including years and history.
2. Experience and qualifications of key personnel.
3. Cost proposal.
B. Additional Questions and Interviews
After the initial review, the Review Panel may narrow the number of companies submitting
proposals, and request additional information, if necessary, or select companies for in-person
interviews. If additional information is requested, firms shall provide their responses within five
(5) business days following receipt of the inquiry. All interviews shall be in-person and selected by
City Council majority.
C. Final Evaluation
The following criteria shall be used for final evaluation of proposals:
1. Initial proposal.
2. Presentation, interview, and additional questions.
3. References.
4. Final cost proposal.
D. Contract Award
Final decision approval of the contract is the responsibility of the City Council. The City Council
also reserves the right to reject any or all proposals.
E. Appeals Process
Protests of the award must be made in writing and must specifically state the grievance. All protests
must be filed with the City Attorney’s Office within 10 calendar days after issuance of notice to
award. Contact: Amanda Johnson, ajohnson@eckberglammers.com
VIII. Additional Information
A. Rights of Review
The City reserves the right to reject any or all proposals or to request additional information. This
RFP shall not commit the City to engage any company for the services described herein.
Scandia Request for Proposals: Engineering Services
8
B. Confidential Material
All materials submitted in response to this RFP will become public record, unless categorized as
private, confidential, non-public, or protected non-public under the Minnesota Government Data
Practices Act (MGDPA) (“Protected Materials”). Unrestricted disclosure of proprietary
information places it in the public domain. If you believe any of your materials are Protected
Materials, you must submit those materials in a separate envelope marked “Confidential
Disclosure,” along with a cover letter explaining why you believe the materials are Protected
Materials. The City will review the materials and approve or deny your request for confidentiality.
If the City denies your request for confidentiality, the review team will notify you and you may
withdraw the entire proposal, remove the materials, or include the materials in the non-confidential
portion of your submission. Cost, pricing information, and the total proposal amount are public
data under the MGDPA. Any costs to preserve Protected Materials shall be your responsibility.
C. Response Ownership
All proposals become the property of the City upon receipt. Selection, rejection, or disqualification
of a proposal shall not affect this right.
IX. Contract
The City reserves the right to negotiate the final terms and conditions of the contract, including award amount.
If the City and a company are unable to agree on the entire contract, the City may discontinue negotiations,
select another company, or reject all proposals. The successful company shall execute a contract with the City
within ten days after receipt.
A. Contract Ethics
No elected official or employee of the City who exercises any responsibilities in the review,
approval, or implementation of the proposal shall participate in any decision that affects his or her
direct or indirect financial interests. It is a breach of ethics for any person to offer, give, or agree
to give any City employee or Council Member, or for any City employee or Council Member to
solicit, demand, accept, or agree to accept from another person or firm, a gratuity or an offer of
employment. The company shall not assign any interest in this contract and shall not transfer any
interest in the same without the prior written consent of the City. The company shall not accept any
private client or project that, by its nature, places it in ethical conflict while representing the City.
B. Reporting, Insurance, and Financial Liability Limitations
The successful company will report to the City administrator or their designee. The City
Administrator shall audit billings, approve payments, establish the schedule, and oversee the
execution of the contract. The City shall not be liable for any expenses incurred by the company,
including but not limited to: expenses associated with the preparation of the proposal,
attendance at the interview, preparation of a compensation schedule, or final contract
negotiations.
C. Equal Opportunity
The City requires equal opportunity; therefore, the selected company shall not discriminate under
the contract against any person in accordance with federal, state, and local regulations and City
policy. The City of Scandia does not discriminate on the basis of race, color,
Scandia Request for Proposals: Engineering Services
9
creed, national origin, sex, religion, age, sexual orientation, gender, marital status, status with
regard to public assistance, membership on a local human rights commission, disability, or any
other basis protected by law in the admission or access to or treatment of employment, program,
activities or services.
Request for Proposals
Civil Attorney Legal Services
Proposals Due
October 23, 2026, by 1:00 pm
RFP Contact
Kyle Morell
City Administrator
k.morell@ci.scandia.mn.us
(651) 433-2274
City Administrator City of Scandia
REQUEST FOR PROPOSALS FOR
CIVIL ATTORNEY LEGAL SERVICES
The City of Scandia is soliciting proposals for civil attorney services from qualified law firms.
Preference will be given to those submittals demonstrating experience in the area of municipal
law. The successful applicant shall possess sufficient resources to ensure that the city’s legal
needs are met in a timely manner. The relationship will be on a consulting or contractual basis.
The city plans to enter into an initial two-year contract with the selected firm beginning January
2027, with the option to continue the relationship by mutual agreement of the parties.
Included in this RFP is a more detailed description of the services to be provided, an outline of
the proposed requirements, and a description of the proposal review process.
To ensure a fair review and selection process, firms submitting proposals are specifically
requested not to make any further contact with city staff or the City Council regarding these
proposals. Failure to comply with this request will result in the proposer's disqualification.
Proposals are due at 1:00 p.m. on October 23, 2026. Questions regarding the process should be
directed to: Kyle Morell, City Administrator, 14727 209th St N., Scandia, MN 55073, (651) 433-
2274. K.morell@ci.scandia.mn.us. If questions are submitted prior to the submission deadline,
responses will be shared with all interested proposers who the city is aware have requested an
RFP.
About Scandia
The City of Scandia is located in northern Washington County, Minnesota. The City is
approximately 39 square miles in area. The most recent official population is 4,120. Scandia
was incorporated on January 1, 2007, from the former New Scandia Township. The city
operates under Minnesota Statutes “Plan A” form of government.
The City’s governing body consists of a Mayor and four Council members, all elected at large.
Council members serve 4-year overlapping terms of office, and the Mayor serves a 2-year term.
Regular City Council meetings are held the third Tuesday of each month, with a work session
meeting scheduled for the second Tuesday of each month.
The City consists of the following departments: Administration, Zoning/Building Inspections,
Public Works, and Fire. The city contracts for police, engineering, legal, and planning services,
and for the operation of a community sewage system on Big Marine Lake (with Washington
County). The city currently has eight full-time employees (Administrator, Clerk, Treasurer,
Public Works Director, and four Maintenance Workers. There is one regular part-time employee
(Office Assistant). Various seasonal and temporary employees supplement the staff from time to
time. The Fire Department is primarily paid on call, with a part-time chief and a small stipend
paid to officers.
Criminal prosecution for the city is provided by Herbert and Welch, and the city retains a bond
counsel for financial-related matters.
SECTION ONE: SCOPE OF GENERAL LEGAL SERVICES
The law firm/attorney(s) are required to be knowledgeable in a variety of legal areas, including
but not limited to:
• General municipal laws
• General state and federal laws relating to municipal government
• Zoning, housing, annexation, subdivision and land use law
• Government employment law
• Economic development activities including development, redevelopment, enforcement, and
property/real estate law
• Ordinance and resolution development and interpretation
• Government Data Practices
• City Charter and City Code issues
• Contract law
• Environmental law
• Municipal leases
• Eminent Domain
• Trial activity
CIVIL SERVICES TO BE PROVIDED
Except as specifically limited below, the services and qualifications that are required by the City
for civil law services covered by the successful proposer. This is not necessarily an exhaustive
list, and proposers shall be prepared to provide all legal services to the city.
Attend City Council meetings, or meetings of the boards or commissions of the city as
requested by the City Administrator.
Meetings and/or telephone conversations with and advising the Mayor, Council Members,
City Administrator, Department Heads, and other staff on general legal matters.
Research and submission of legal opinions on municipal or other legal matters requested by
city staff or City Administrator; availability to answer staff questions by telephone.
Legal consultation and general support for Mayor, Council Members, City Administrator,
Department Managers and other staff on general legal matters.
Review of municipal contracts, including contracts for public improvements,
developments, subdivisions, joint powers agreements, construction, purchase of equipment,
and the like for content, form, legality, and execution as requested.
Examine and advise regarding the legality of all proceedings and actions of the City Council
and other boards or commissions.
Render written opinions on law when requested, including interpretation of statutes,
ordinances, rules and regulations.
Review ordinances, ordinance amendments, resolutions, developer agreements and contracts,
subdivision agreements and correspondence as requested. Draft such
documents as requested by the City Administrator.
Review bonds, deeds, securities and insurance requirements required by or for city contracts
or activities.
Review data requests and related documents and advise staff regarding release and redactions.
Provide legal advice to City Council, Commissions and staff regarding zoning code matters.
Represent the city in matters related to the enforcement of city building, subdivision,
maintenance and zoning codes.
Represent the city in litigation on zoning matters; i.e. rezoning, variances, special permits,
subdivisions.
Review acquisition requirements with appropriate departments, evaluate any special legal or
cost problems, develop acquisition timetables, make preliminary cost estimates and obtain or
develop proper legal descriptions.
Examine title to each parcel as requested by the City Administrator.
Prepare documents necessary for land purchases and/or sales.
Where no insurance coverage is provided, make appropriate evaluation of claims for legality,
investigate facts, and make recommendations to the City Council.
Defend in court all litigation where no insurance coverage is available. This includes but is
not limited to: (1) condemnation; (2) zoning and land use regulation matters; (3)
permits and administrative actions; (4) administrative citations; (5) code enforcement issues;
and assist in resolving claims not resulting in litigation; (6) investigate and
evaluate all claims by the city against others and recommend appropriate course of
action, including, but not limited to: code enforcement issues and administrative citations.
Attempt collection of all proper claims including litigation where necessary and authorized by
the city.
Provide such services as requested by the city regarding contractual dealings with
Federal, State, County, Township, Municipal, and Special Districts by the city, including Joint
Powers Act Public Improvements.
Handle disputes between the city and other governmental units, including litigation.
SECTION TWO: REQUIRED CONTENTS FOR PROPOSALS
All proposals must be sent as a PDF document via email to:
Kyle Morell, City Administrator
k.morell@ci.scandia.mn.us
All proposals must be received no later than 1:00 p.m. on Friday, October 23, 2026.
Costs to prepare the RFP are solely the responsibility of the proposer, and the city will not
reimburse any expenses. Information provided in this proposal shall adequately demonstrate the
firm’s capability, experience, and capacity to provide the services identified in Section One.
Title Page - Show the RFP subject: Provision of Civil Attorney Legal Services, the name of the
respondent's firm, address, telephone number, e-mail, name of contact person, and the date.
General Information –
Provide a brief background history and description of the firm, and the number of attorneys
employed. An organizational chart or description of office organization would be helpful.
Designate the primary contact and identify those who would be working in more specialized
areas. Describe the current principal responsibilities for the individual designated as lead
attorney. Describe how the firm would structure the working relationship between the City
Attorney and the City Council, City Administrator and other staff members.
Describe the standard time frames for response by the City Attorney to direction and/or inquiry
from City Council or City Administrator.
Describe the systems or mechanisms that would be established for monthly reporting of the status
of projects, requests, and litigation.
Include a current resume for each attorney who will be primarily assigned to city of Scandia. This
information should include relevant academic training and degrees, description of prior
experience in law areas described in the scope of services, number of years with the firm, areas of
responsibility with the firm, and other background or experience which may be helpful in
evaluating your proposal.
Provide information as to how many attorneys are knowledgeable about municipal law and
related fields as described in the scope of services.
Indicate the location of the primary office and attorneys assigned to service this account. Provide
the address, phone number(s), e-mail address of the firm.
Provide an assessment of the availability of the attorney and other professional staff to be
assigned to a contract with the city of Scandia. This includes availability of back-up attorneys in
case of illness, turnover, or other loss of personnel.
Provide a statement of how the workload of the city of Scandia would be accommodated and
what kind of priority it would be given. Be sure to address items outlined in the scope of services
section. The proposal should expand upon each item and set forth the firm's approach/ability to
carry out each activity. Include a description of the proposed allocation of work between the
attorney(s) and support personnel identified (i.e. who will be the lead attorney and what work
will be handled by junior partners, associates, or paralegals).
If the firm or any of the attorneys employed by the firm have ever been sued by cities or other
clients for malpractice, been the subject of complaints filed with the State Bar, or had discipline
imposed by the State Bar, please provide information about the nature of the incident, the dates
of when the matter began and was concluded, and the results of the situation.
Describe malpractice insurance coverage: carrier, limits, and exemptions and provide a copy of
Malpractice/Liability Insurance Certificate in a minimum amount of $2,000,000.
Specialized Issues - Any areas of specialty that may relate to municipal law may be outlined in
this section.
References - Provide a reference list of three (3) recent (within five years) municipal clients. If
municipal clients are not available, other major clients may be submitted. Particular attention
will be given to municipal client references. Please provide contact information including,
address, phone number, and e-mail address
Conflict of Interest Statement
• Indicate whether your firm currently represents or has represented any client where
representation may conflict with your ability to serve as City Attorney for the city of Scandia.
• Indicate if your firm currently represents any real estate developers doing business with, or
anticipating doing business with, the city of Scandia.
• Indicate whether you currently represent any other local units of government having
jurisdiction within, or contiguous to the city of Scandia.
• Indicate what procedures your firm would utilize to identify and resolve conflicts of interest.
Documents required to be returned with the proposal:
EXHIBIT A, FORM OF CONSENT FOR RELEASE OF RESPONSE DATA
EXHIBIT B, PROPOSED FEES
SECTION THREE: SELECTION PROCESS/PROPOSAL EVALUATION AND
CONTRACT AWARD
The city intends to award a contract to the respondent evaluated to be best qualified to perform the
work in Section One for the city, based on the extent and quality of the firm's resources, cost,
communication and presentation skills, compatibility and quality and extent of municipal
representation experience. Proposals received after the deadline will not be considered. Other
performance factors may also be considered. Based upon review of the submitted proposals,
firm(s) may be asked to interview with a Selection Committee. The Selection Committee will
recommend to the City Council a firm to be retained.
• The City of Scandia reserves the right to reject any and all proposals, to waive irregularities
and informalities, to request additional information from any or all respondents, and further
reserves the right to select the proposal which furthers the best interest of the City .
• The approval of the firm selected and the contract award will be made by the City Council.
• The City reserves the right to negotiate the final terms and conditions of the contract to be
executed. Should the City and a consultant be unable to mutually agree upon the entire
contract, the City reserves the right to discontinue negotiations, select another consultant, or
reject any or all of the statements of the proposal.
• Once a contract is awarded, the term of the contract shall be subject to ongoing review and
evaluation by the City Council and City Administrator.
Timeline
ACTION DATE
City Council Approval of RFP Sept. 15, 2026
Advertisement of RFP begins Sept. 16, 2026
Deadline for RFP to be received by the city Oct. 23, 2026
Interviews by Selection Committee Week of Nov. 9*
Council consideration/selection 1 Nov. 17, 2026
Contract approval Dec. 15, 2026
New Contract begins Jan 1, 2027
*Tentative dates
1 May involve council interview
Exhibit A
REQUEST FOR PROPOSAL (RFP)
FORM OF CONSENT FOR RELEASE OF RESPONSE DATA
Date:
City of Scandia
14727 209th St N.
Scandia, MN 55073
Re: Request for Proposal: Attorney Services
Consent for Release of Response of Data
, on behalf of hereby
consents to the release of its proposal in response to the Request for Proposals for Attorney
Services and waives any claims it may have under Minnesota Statutes Section 13.08 against the
City of Scandia for making such information public. The foregoing consent and waiver does not
extend to financial statements, if any, submitted under separate confidential cover. Such
information provided under separate cover may be public data but will be treated by the City
consistent with Minnesota Statutes Chapter 13.
Signature
Printed Name
Title
Exhibit B PROPOSED FEES
The City anticipates an hourly billing rate. Please quote the dollar amount of fixed and/or hourly
fees and costs your firm will charge for providing legal services to the City of Scandia. The
hourly rate for each attorney and support personnel who would be billed separately should be
included. Identify the minimum increment of time billed. This information can be provided on
the table below, or the proposer can submit this information in a different format, provided the
required information is submitted. Proposers can provide any other information they believe is
pertinent to consideration of your proposal.
2027 2028 2029
Hourly rate for primary attorney
Hourly rate for other attorneys* (Please name)
Itemized fees (please provide)
*Information about other attorneys should be provided in the proposal
3507 High Point Drive North
Bldg. 1 – Suite E130
Oakdale, MN 55128
Phone: (651) 704-9970
Bolton-Menk.com
September 3, 2026
Honorable Mayor and City Council
City of Scandia
14727 209th Street N.
Scandia, MN 55073-8503
RE: 2027 Scope of Services and Fee Schedule
Dear Mayor and Council,
This memo is in response to the City’s soliciting RFPs for Engineering Services. It summarizes recent
projects and associated engineering fees, funding services, and additional benefits provided to the City
of Scandia. We appreciate the opportunity to submit this memorandum in advance of the City soliciting
RFPs for Engineering Services and hope to continue serving the City and all your engineering needs.
EXECUTIVE SUMMARY
In short, Bolton & Menk’s continued service as City Engineer provides the City with experienced local
engineering support, successful project delivery, proactive funding assistance, competitive rates, and
efficient coordination between engineering and planning services. The following sections summarize the
recent value provided to the City and the benefits of continuing this partnership.
2026 PROJECTS AND ASSOCIATED ENGINEERING FEES
The table below breaks down the construction costs, per low bidders, for all 2026 Street Projects and
the associated Engineering Fees.
Bliss Wastewater Treatment System Project
• The Bliss Wastewater Treatment System Project was funded with 80% PSIG dollars, and a 20%
low interest loan. Bolton and Menk provided the services required to acquire this funding which
was critical in keeping costs down for the City and residents of the Bliss neighborhood. The
dollars acquired by the Bolton and Menk Funding Team significantly reduced the costs
associated with Engineering fees on this project.
Project Construction Cost (Low Bids)Engineering Cost (If 100% Fee is Utilized)Actual City Cost Engineering
Bliss Wastewater Treatment System Project 1,465,533.00$ 325,122.50$ 65,024.50$
MNDNR Gateway Trail Project 3,624,814.97$ 557,740.00$ -$
2026 Street Improvement Project 627,297.56$ 177,800.00$ 177,800.00$
2026 City Trails Project 947,603.55$ 252,400.00$ 50,480.00$
2026 Crack Fill & Seal Coat Project 67,380.00$ 8,000.00$ 8,000.00$
GIS Transitioning -$ 15,645.00$ 15,645.00$
Total Costs 6,732,629.08$ 1,336,707.50$ 316,949.50$
4.71%
Scandia Project Costs 2026
% of Engineering per Infrastructure Costs
MNDNR Gateway Trail Project
• This Project is fully funded by Federal, State, and County dollars, which allows 100% of costs
associated with Construction and Engineering to be reimbursed to the City upon payment.
Bolton & Menk played a large role in receiving funding for this project through many meetings
with State and County Staff as well as through lobbying for the City at the capital many years
prior to this project being funded. The funding for this project makes it possible for the City to
receive $3.6M in infrastructure for a $0.00 fee.
2026 Street Improvement Project
• This project is fully funded by City of Scandia dollars with no assistance. While this project is not
large in footprint, it is unique due to the topography of the site and nearby burial mounds. Fees
for this project cover a much larger scope than a typical street project in Scandia due to the
requirement of outside agency reviews, cultural resources, involvement of our Structural Design
team, and increased communication and meetings with residents.
2026 City Trails Project
• This project is funded largely by LCCMR dollars (+80%) and includes a smaller contribution from
the Scandia Heritage Alliance Group. Due to this, the City is accountable for under 20% of the
costs for this project which drops the effective engineering fee on this project to $50,480.00 or
less. This project was awarded to Bolton & Menk by direction of the Council since we are the
City’s consultant Engineer and the City trusts Bolton & Menk to deliver great projects within the
budgets provided.
2026 Crack Fill and Seal Coat Project
• This project is a typical maintenance project with minimal fees associated with the work
provided. These projects are recurring but make up a very small portion of the total fee paid to
Bolton and Menk throughout a year. Additionally, to offset these costs we quote these projects
strategically to line up with other similar projects in the north metro area to capitalize on lower
prices that can be submitted by Contractor’s that are already completing this work in nearby
cities. By doing this we save significant money on mobilization costs, while also dropping the
costs of other project items.
GIS Transitioning
• This project is a one-time project to get the City’s data converted from a Bolton and Menk
hosted platform to ArcGIS Online. This is a new requirement by ESRI (the ArcGIS Online
Servicer), who will no longer allow Bolton and Menk to host the City’s data and pay those fees.
There will be a recurring fee with the new GIS platform of approximately $1,250/yr, but that will
need to be paid directly to ESRI, not Bolton and Menk. This platform will provide the City with
more ownership of your data and improve user interaction with the GIS map for all staffers.
Bolton & Menk will provide ample training to City Staff at completion of this project and moving
forward as needed to ensure this transition is seamless.
In total, the City is accountable for an estimated $316,949.50 in engineering fees for projects in 2026
that are not reimbursable. A small portion of the $316,949.50 as it pertains to the Bliss Wastewater
Project, was actually paid prior to 2026, but has been included in these costs to give the full picture of
these projects. This total dollar amount accounts for 4.71% of the infrastructure costs that the work has
provided in 2026 (based on low bids submitted).
FUNDING SERVICES
Bolton and Menk provides funding assistance to all of our clients that is crucial to maintaining public
infrastructure and maximizing the “bang for your buck” when it comes to the projects we provide at the
fee we charge. The Bliss Wastewater Treatment System Project received 80% grant funding (the
maximum allowable for PSIG grants), which made that project possible. Bolton and Menk secured 24%
of all PSIG funds awarded in 2025 across the state of Minnesota. Excluding large systems such as Met
Council, Duluth, St. Cloud, Rochester, Mankato, and Moorhead, Bolton and Menk secured 73% of all
PSIG funds awarded to all remaining systems in 2025.
While we did not secure Local Road Improvement Project (LRIP) funding for 240th Street in the 2025
cycle, we are still actively pursuing LRIP dollars as part of the 2026 cycle, which if awarded, could cover
up to 100% of the construction related costs for that project, leaving the City only to pay for the
engineering fees required to complete the project. This could save the City approximately $500,000.
ADDITIONAL BENEFITS
Bolton & Menk provides additional value beyond the project and funding services described above. Our
proximity to Scandia allows staff the ability to:
• Respond quickly to construction inspection needs and reduce costs for these inspections.
• Efficiently allocate our time to projects that need attention rather than requiring inspectors on
site all day throughout construction even on slower days.
• Complete site warranty walkthroughs without special trips to Scandia.
• Complete grading reviews efficiently.
Each of these tasks can be done easily since we have inspectors in the area constantly surrounding
Scandia in other communities we serve, which gives the City more direct value from each hour of
service. We also assist with grading permit reviews and have helped improve the process to make it
more efficient and cost-effective for residents while protecting the City and its residents. Over time we
helped develop a system to remove redundant fees with other agencies and provide quick desktop
reviews of grading submissions to determine whether the work proposed brings any risk to the City or
other residents. This preliminary review is conducted free of charge and has cut down on the fees paid
by residents over the last year, while still ensuring that issues do not arise on sensitive lots as they did
prior to Bolton & Menk providing grading review services.
Bolton & Menk attends the City’s capital improvement committee meetings which allow us to be
proactive and recommend solutions tailored to the City of Scandia’s unique needs. One of these
proactive solutions was the implementation of our InputID platform to give residents a voice in all street
and general engineering matters. This platform is also utilized as a tool to get project information to
residents in an effective way. Beyond this, we are constantly looking for better/more efficient ways to
complete routine tasks within Scandia. This involves methods such as AI pavement ratings (which have
not yet been implemented in Scandia but are discussed each year to determine whether it would be
cost effective) and cross-referencing nearby clients processes to bring project methods to Scandia that
perform well for reasonable costs while omitting projects that have not been proven elsewhere prior.
We work to provide competitive engineering costs which have been outlined below:
• Council Meeting Attendance = No Charge (No Change)
• General Engineering = Reduced Rate for 30 hours (6 more hours than previous years)
o This decreased rate between the years of 2021 – 2026 has saved the City approximately
$40,000 - $45,000 in general engineering costs based on the discount provided for
Ryan’s and Isiah’ services.
o Additionally, by utilizing Isiah and other younger staff more on day-to-day project tasks,
we can bring down project costs even further.
• Project Rates:
o The following employees will have their billable rates locked through 2028.
▪ Isiah Bubany
▪ Ryan Goodman
We ensure that the most cost-effective employees are working on Scandia projects in order to reduce
overall time spent on the project and reduce overall engineering costs.
Bolton & Menk’s long-standing service to Scandia over the last 13 years provides valuable institutional
knowledge of the City’s infrastructure, policies, development history, and past project decisions.
Furthermore, Ryan Goodman has been involved in Scandia since 2003, and Isiah Bubany has provided
service in Scandia since 2020 totaling 29 years of combined experience within the community. This
familiarity allows our team to complete design work, respond to routine engineering questions, review
development-related items, and support day-to-day City needs more efficiently. That efficiency reduces
duplication of effort, shortens the time needed to evaluate issues, and ultimately saves the City money.
Lastly, Bolton & Menk also serves as the City’s planner. Having engineering and planning services within
the same consultant team creates significant time and cost savings for the City. Our planning and
engineering staff can coordinate seamlessly, share background information, and ensure that
recommendations provided to the City are aligned. This is especially valuable in joint tasks that regularly
involve both planning and engineering review, helping the City receive consistent guidance while
avoiding unnecessary consultant coordination costs.
PROJECT BUDGET HISTORY
Project Name Anticipated Project
Cost
Actual Project Cost Over/Under
Budget
2021 Street Improvement Project $823,826.55 $834,488.43 $10,661.88
191st Street Mill & Overlay Project $133,342.91 $123,186.89 $10,156.02
2022 Street Improvement Project $568,893.63 $588,174.55 $19,280.92
2023 Street Improvement Project $811,744.68 $770,734.63 $41,010.05
2024 Street Improvement Project $3,329,096.66 $2,869,807.12 $459,298.54
Tennis Court Resurfacing Project $507,941.00 $489,147.58 $18,793.42
2025 Street Improvement Project $608,103.34 $577,031.23 $31,072.11
Project Notes:
• We budget for 30% indirect costs on all projects which allows us to ensure the City always has
money for projects in excess of the low bid amount. Every project listed above was bid below
the Engineer’s Estimate of total costs. Furthermore, 5 of the 7 came in under budget even after
taking into account the low bidder.
• As part of these projects, we haven’t had to issue change orders apart from when advantageous
to the City. When favorable bids are received, we have expanded the scope of projects but
change orders have not been required to correct any designs.
• In 2021, the City received very favorable bids, and therefore the project scope was expanded
through change order work to include a significant portion of Pomroy Avenue. That added scope
increased engineering and administration costs beyond the originally submitted amount
• In 2022, the street project exceeded the proposed budget due to excessive survey needs beyond
a typical street project (new curb and structures were required during design), increased
resident communication for work within a drainage and utility easement between to resident
properties, and increased coordination with the watershed/conservation district due to wetland
delineation approvals being delayed into mid-summer.
• In 2024 , the City received very favorable bids, and therefore the project scope was expanded
through change order work to include Lamar Avenue, 186th Street, and 185th Street/Kirk Avenue.
The project still finished significantly under budget because grouping multiple streets into one
bonded project reduced unit prices and made construction more efficient, including fewer
paving and inspection days.
• As part of the Tennis Court Resurfacing Project additional engineering costs were included to
accommodate the design of two alternates, even though the City was expected to award only
one. Despite the increased design scope, and construction costs that came in approximately
$6,000 over budget, engineering savings allowed the overall project to finish significantly under
budget.
UPCOMING PROJECTS AND ASSOCIATED ENGINEERING FEES (2027-2029)
2027 Street Improvement Project (240th Street – Currently being designed)
• $119,000.
2028 Crack Fill and Seal Coat Project
• $8,000.
2029 Street Improvement Project
• $220,000.
2029 Crack Fill and Seal Coat Project
• $6,000.
Projects from 2027-2029 estimate to include $353,000 in total fees paid to Bolton and Menk, or
$117,666.67/yr assuming that full budgets are utilized, and no additional funding is secured to pay for
portions of these projects. This is a large decrease from 2026 due to the number and size of projects
that have been completed this year.
CONCLUSION
In summary, Bolton & Menk has worked to provide the City of Scandia with responsive, cost-effective,
and community-focused engineering services. Through successful project delivery, proactive funding
assistance, competitive to below-market rates, efficient use of staff time, and a long-standing
understanding of the City’s infrastructure and priorities, we believe our continued service provides
substantial value to the City and its residents. Our ability to coordinate engineering and planning
services within the same consultant team further strengthens that value by helping ensure consistency,
efficiency, and clear communication on the many issues that come before the City.
We are grateful for the opportunity to serve as Scandia’s City Engineer and appreciate the trust the
Mayor, City Council, and City staff have placed in our team. We look forward to the Council’s decision
regarding Engineering Services for 2027 and hope to continue building on our partnership with the City
for many more years to come as your City Engineer.
Sincerely,
Bolton & Menk, Inc.
Isiah Bubany
Project Engineer