PUBLIC WORKS DEPARTMENT 22 E. Weber Avenue, Room 301 Stockton, CA (209) REQUEST FOR PROPOSAL PROFESSIONAL SERVICES FOR THE

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1 PUBLIC WORKS DEPARTMENT 22 E. Weber Avenue, Room 301 Stockton, CA (209) REQUEST FOR PROPOSAL PROFESSIONAL SERVICES FOR THE FREMONT SQUARE SIDEWALK RECONSTRUCTION PATH PROJECT ATPL-5008(140) PROJECT PW1438 Date Issued..Thursday, July 30, 2015 Deadline for Submissions Thursday, August 20, 2015 at 12:00 PM Contact Person Karla Cervantes Project Manager (209) If you are interested in submitting a Proposal, please read this document in its entirety and follow all instructions for submission. LATE SUBMITTALS WILL NOT BE ACCEPTED

2 1.0 INTRODUCTION: The City of Stockton (City) requests a Technical Proposal from qualified consulting firms to provide professional consultant services to design the, ATPL 5008(140), Project PW1438. The Consultant must be familiar with the Caltrans Local Assistance Programs Guidelines (LAPG) and Local Assistance Procedures Manual (LAPM). The Consultant and consultant staff must demonstrate recent similar design experience. This project may require the expertise of a multi disciplined team consisting of transportation, civil, and other required disciplines to complete the full range of required services. The Consultant shall provide preliminary and final engineering services leading to the completion of plans, specifications, and estimates for construction of the planned improvements. 2.0 PROJECT BACKGROUND: On September 26, 2013, Governor Brown signed legislation creating the Active Transportation Program (ATP) in the Department of Transportation (Senate Bill 99, Chapter 359 and Assembly Bill 101, Chapter 354). The ATP consolidates existing federal and state transportation programs, including the Transportation Alternatives Program (TAP), Bicycle Transportation Account (BTA), and State Safe Routes to School (SR2S), into a single program with a focus to make California a national leader in active transportation. The ATP is administered by the Division of Local Assistance, Office of Active Transportation and Special Programs. The purpose of ATP is to encourage increased use of active modes of transportation by achieving the following goals: Increase the proportion of trips accomplished by biking and walking Increase safety and mobility for non motorized users Advance the active transportation efforts of regional agencies to achieve greenhouse gas (GHG) reduction goals Enhance public health Ensure that disadvantaged communities fully share in the benefits of the program Provide a broad spectrum of projects to benefit many types of active transportation users The ATP allows for funding to develop active transportation plans in predominantly disadvantaged communities. The City applied for and was awarded ATP funds to for the San Joaquin Trail Project. The project is funded by an Active Transportation Program (ATP) Grant. Milestones for the project have been authorized, with the design to be completed by February ATPL 5008(140) Page 2 of 13

3 3.0 PROJECT DESCRIPTION: The Fremont Square was constructed approximately from 1905 to The Fremont Square is located at Fremont Square, a park site in Downtown Stockton at 302 E. Fremont Street (Exhibit A Vicinity Map). The project improvements are located along the park perimeter which is bound by the following streets: Fremont Street, Sutter Street, Lindsay Street and San Joaquin Street. The surrounding project area includes a combination of mixed used and commercial zoning, with some nearby high density residential properties. The four intersections that surround Fremont Square are two way stop controlled. In April 2014, Leadership Stockton successfully completed the installation of circuit training workout equipment at Fremont Square, and the Fremont Square Collaborative has organized the public to use the space for various events small concerts, bike ride meet ups, and food truck events. Additionally in September 2010, Stockton Collegiate International Schools opened two public charter institutions, located three blocks away from Fremont Square. Because the school sites do not have attached outdoor play areas, both schools walk to Fremont Square on a regular basis. The sidewalk reconstruction at Fremont Square will create a safe, attractive, unified pedestrian friendly street block in Downtown Stockton that is adjacent to several businesses, schools and transit hubs. The project will continue the City of Stockton s efforts in revitalizing Downtown Stockton with emphasis on encouraging pedestrian, bicycle and disabled access, while providing convenient public transportation for residents and visitors. 4.0 SCOPE OF WORK: The is of particular importance in encouraging pedestrian, bicycle, and public transit use as it is undergoing revitalization by its community stakeholders. Existing sidewalks are broken, upheaved by tree roots, and are not ADA compliant, reflecting the park s neglected and underutilized public space. This project will reconstruct sidewalks along the perimeter of Fremont Square with a recycled rubberized asphalt material. The proposed sidewalk reconstruction project will remove and replace existing curb and gutter, intersection curb ramps, relocate pedestrian street lighting, add bicycle racks, and necessary drainage improvements, including tree removal/trimming and irrigation/turf restoration adjacent to the sidewalk reconstruction areas. The Consultant shall incorporate in their design a plan that will address drainage needs if necessary. The Consultant shall identify any site constraints and/or physical limitations/conflicts with the proposed design intent and make recommendations to address such issues through the design process. Consultants are encouraged to include items that are thought necessary for this project. ATPL 5008(140) Page 3 of 13

4 4.1 Background Research: The Consultant shall research and review existing topographic mapping, photos, right of way maps, asbuilt plans, record maps, surveys, assessor maps, improvement plans, and other characteristics for the project. The Consultant shall conduct field reconnaissance of the project limits. The consultant shall also conduct field surveys that include collecting topographic information, and locating and referencing any survey monumentation to be compromised by the project. The Consultant shall work with all pertinent utilities to identify conflicts, coordinate utility plan reviews, conduct necessary coordination meetings, and locate designed improvements as required to facilitate utility relocations. The Consultant shall coordinate with all utilities in accordance with Caltrans "Manual on High and Low Risk Underground Facility within Highway Rights of Way." The Consultant must coordinate with utility companies to the maximum extent possible and show all existing utilities that will be impacted or cause impact by the proposed project and provide copies of utility correspondence for City files. The Consultant shall identify required permits, prepare permit applications, and assist the City with negotiations relative to permit conditions, if required. Permit fees will be paid by the City. The Consultant shall provide recommendations for safe design and pedestrian improvements, including items such as storm drainage, catch basins per City Standards, etc. 4.2 Environmental Services: On January 13, 2015, City Council authorized City staff to file a Notice of Exemption under the California Environmental Quality Act (CEQA) for the San Joaquin Trail Project. No environmental services are required as part of this proposal. 4.3 Plans, Specifications, and Estimate (PS&E): The Consultant shall prepare complete PS&E documents, which include design improvement plans, technical specifications, and engineer s estimate. The PS&E shall be prepared according to the City s standards and current CA MUTCD, as appropriate. Consultant shall prepare a base map showing existing information to facilitate the design of all the necessary improvements. The base map limits shall be sufficient to cover all necessary improvements within the project area. A. Design Process Intermediate Reviews Improvement plans for access improvements, striping and signage, drainage, electrical, erosion control and or water pollution prevention and any other plans such as striping, roadways and other miscellaneous plans shall be submitted for review to the City at the 65%, 95% and 100% design stage. ATPL 5008(140) Page 4 of 13

5 The Design Consultant will provide nine (9) sets of plans, specifications and engineer s estimates (PS&E) in 11 x 17 (half scale) at each design stage to the City for review and comments. The Design Consultant shall provide two (2) additional sets of full scale (24 x36 ) plans submittals at the 100% design stage to the City for review and comment. A check print (at 100%) shall be sent for review purposes prior to plotting on mylars. With each stage, the review comments from the previous stage shall be itemized and a written response to each shall be prepared in a comment matrix. The original red line comments from the reviewing agency shall be returned with the succeeding submittal. B. Final PS&E (100% COMPLETE) The Design Consultant will provide the necessary final PS&E documents in a bid ready form. Project files and the Project Engineer s/resident Engineer s file will also be submitted with the Final PS&E. Final submittal shall include: one complete mylar plan set (24 x36 ), final cost estimate (stamped, in excel and pdf format) and final specifications (in word and pdf format) and shall be delivered to the City, along with a CD disk containing all electronic files including AutoCAD drawing files. C. Quality Control The PS&E will be subject to quality control reviews by the consultant prior to submittal. These reviews will assure conformance to City and Caltrans Standards. 4.4 Public Outreach: The consultant shall provide public outreach to inform local residents and key stakeholders of the project. The consultant will develop and manage the project stakeholders list for direct mailing. The consultant will create and mail a project information notice to residents, businesses and stakeholders. Among the groups on the stakeholders list will be the following: Residents and property owners adjacent to the proposed project area Businesses, Schools and other establishments adjacent to the project area Elected and appointed officials Emergency responders Utilities Pertinent City Staff ATPL 5008(140) Page 5 of 13

6 4.5 Performance Outcomes: Within one year of the project of becoming operable, the City must provide a final delivery report. Documenting performance outcomes is one of the items to be included in the final delivery report. The Consultant shall provide performance outcomes derived from the project as compared to those described in the project application (Exhibit G Collection Methodology). This shall include before and after pedestrian and/or bicycle counts, and an explanation of the methodology for conduction counts. This information will be provided in a final delivery report. 4.6 Coordination/Meetings: The Consultant shall establish a clear and consistent communication with City staff for the duration of the project. The Consultant shall attend meetings with City as needed to discuss and finalize the design. The consultant is responsible for coordinating and meeting with all utility companies as needed for the project to resolve all utility issues 4.7 Design Support During Construction: As part of the proposal, the Consultant shall include services for design support during construction. These services include responding to all Requests for Information (RFI), submittal reviews and approval, assist with preparing change orders during construction, and altering project plans to address field conditions, attendance of pre construction, post construction, and field meetings, and preparation of record drawings. Consultant shall prepare record drawings upon project completion (in standard PDF or TIF format at 300 dpi resolutions settings). Consultant shall also provide As Built drawings in Autocad (DWG or DXF Format, PDF, in addition to the modifications of the original As Built Mylar s as needed. (Please note that the above tasks are listed as a general framework for this project. encouraged to include additional tasks into your proposal.) You are 4.8 Project Work Matrix: The consultant must present a comprehensive Project Work Matrix for the project to identify all key team members including a work chart providing their name, title team member what project team member is assigned, team member percentage of work assigned for the project and hours per task hourly rate, total hours, direct labor, overhead percentage of work by task for prime and all subconsultants. ATPL 5008(140) Page 6 of 13

7 5.0 PROJECT GENERAL INFORMATION 5.1 Proposal Submissions Proposals shall be submitted no later than 12:00 PM, on Thursday, August 20, 2015 to: KARLA CERVANTES CITY OF STOCKTON 22 E. WEBER AVENUE, ROOM 301 STOCKTON, CA The proposal should be firmly sealed in an envelope which shall be clearly marked on the outside for the City of Stockton (Project PW1438)." Late proposals will not be accepted. 5.2 Acceptance or Rejection of Proposal The City reserves the right to negotiate an agreement with the firm submitting the highest ranking proposal. Further, the City reserves the right to reject any and all proposals or to waive any informality or irregularity in a proposal as is in the City's best interest. 5.3 Examination of Proposal Materials The submission of a proposal shall be deemed a representation and warranty by the proponent that it has investigated all aspects of the RFP, that it is aware of the applicable facts pertaining to the RFP process and its procedures and requirements, and that it has read and understands the RFP. No request for modification of the provisions of the proposal shall be considered after its submission on the grounds the proponent was not fully informed as to any fact or condition. 5.4 Proposal Questions and Requests for Clarification Any question or request for clarification shall be made in writing and deliverable to: karla.cervantes@stocktongov.com Such request for clarification shall be delivered to the City via at least seven (7) business days prior to the date for receipt of proposals. If a response warrants an addendum, it will be made in the form of an Addendum to the RFP and will posted on the City s website Bid Flash page (not later than two calendar days prior to the due date), and will become a part of the RFP. It is the Consultants responsibility to check the City s website for any addendums or response to questions related to the RFP. ATPL 5008(140) Page 7 of 13

8 5.5 Causes for Disqualification Any of the following may be considered cause to disqualify a proponent without further consideration: A. Evidence of collusion among proponents; B. Any attempt to improperly influence any member of the evaluation panel; C. A proponent's default in any operation of a professional services agreement which resulted in termination of that agreement; and/or D. Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City. 5.6 Licensing Requirements Any professional certifications or licenses that may be required will be the sole cost and responsibility of the successful proponent. A City of Stockton business license is required for this project. Please contact the City of Stockton Business License Customer Service at (209) Insurance Requirements Proponent, at proponent's sole cost and expense and for the full term of the agreement or any extension, shall obtain and maintain all of the insurance requirements listed in Exhibit B, Instructions to Proposers Local Funded Contracts/Insurance and Indemnification Requirements. All policies, endorsements, and certificates shall be subject to approval by the Risk Manager of the City, as to form and content. 5.8 Term of Project Project Design is scheduled to be completed by February Disadvantaged Business Enterprises This project does not require a Disadvantaged Business Enterprise (DBE) goal. DBE Forms are not required to be submitted with this proposal. Any questions regarding the DBE program should be directed to Cynthia Erdman, DBE Compliance, at (209) Federal Program Requirements The requirements for federally funded projects will apply to this request for proposal and the Consultant will be required to submit all required forms. See Exhibit E, Federal Aid Consultant Contract Provisions, for copies of currently required forms. Please note the non lobbying, debarment ATPL 5008(140) Page 8 of 13

9 and suspension requirements. Forms related to Federal Program Requirements can be found on the Caltrans website. ( Required federal forms will become part of the Consultant s contract with the City Department of Industrial Relations Please refer to Exhibit B, Instructions to Proposers Local Funded Contracts/Insurance and Indemnification Requirements, for registrations requirements with the Department of Industrial Relations Product Ownership Any documents resulting from the contract will be the property of the City. This includes public relations flyers and materials if proponent s supplier(s) and/or subcontractor require the use of a licensed, patented, or proprietary process or materials. 6.0 REQUIRED PROPOSAL CONTENT The proposal shall contain the following: Cover Letter Table of Contents An Executive Summary Project Team Project Understanding and Approach Detailed Work Plan Key Personnel References Project Work Matrix Project Schedule The body of the technical proposal should not exceed 25 double sided (8½ x 11 ) pages, with a minimum font size of 10 and each page numbered. One (1) original and five (5) copies of the proposal shall be submitted. Include a CD containing the proposal in PDF format. This maximum allowable length is exclusive of any folder, cover, or section dividers. Costs for preparing a proposal are entirely the responsibility of the Consultant and shall not be chargeable in any way to the City. The body of the technical proposal shall include, but not be limited to, the following minimum information: ATPL 5008(140) Page 9 of 13

10 6.1 Cover Letter The letter shall be signed by an official with the authority to negotiate and contractually bind the firm with the City of Stockton regarding the (RFP). Provide name, title, address, and telephone number of this officer. Describe any subcontract arrangements or licensing agreements. Include any potential conflict of interest. 6.2 Table of Contents The Proposal shall include a Table of Contents. 6.3 Executive Summary The Executive Summary shall include a summary of the proposal, emphasizing the approach to be taken and including a work plan, schedule, and description of the capabilities of the consultant and subconsultants. The summary should convey an understanding of the purpose of the project and the services required for performance. 6.4 Project Team Describe your team organization including the qualifications of the prime consultant and any subconsultants. Provide an organizational chart of the proposed team structure. The following should be addressed: Demonstrate the firms experience in each of the areas of expertise needed to successfully complete the project. This should include a description of prior experience in working with public agencies, including working with City staff. Provide references with emphasis on the completion of projects related to pedestrian improvements with similar challenges (please provide list with proposals). Ability for project team to perform the proposed work within the time limits of the project, considering their current and projected workload and assignments. Ability to provide quality control of all deliverables and be responsive to all issues in a timely manner. Ability to track team hours worked and provides invoices in a timely manner. Provide Project Team Resumes (Resumes shall be included in an Appendix and will not be counted as part of the 25 double sided page limit). 6.5 Project Understanding and Approach Describe your understanding of the needs of the for the City. ATPL 5008(140) Page 10 of 13

11 6.6 Detailed Work Plan Provide a proposed work plan for development and implementation of the program as described in the Scope of Work. Describe the proposed approach and activities to be accomplished. Describe how the team will complete each task. Alternative approaches to the project can be submitted if a rationale is given for the suggested changes. Information on software which will be used to prepare all working documents and final documents shall be provided. 6.7 Key Personnel References Provide three client references for the firm, two of which are familiar with the project manager and key personnel. This shall include the name, company, contact information, and description of related service that were provided to the client. 6.8 Project Work Matrix Identify all key team members, including subcontractors, in a work chart, including their name, title, hours per task, hourly rate, total hours, direct labor, overhead, and percentage of work by task. Include the overall proposal cost. See Exhibit F, Sample Cost Proposal. 6.9 Project Schedule The selected Consultant shall be expected to begin work within two weeks of Notice to Proceed, and award and complete all tasks in their entirety by February The Consultant shall prepare and provide a comprehensive schedule to reflect the timeframe for each task of the proposed scope of work, utilizing Microsoft Project. The project schedule shall show a base line, tasks, duration, milestones, assignments, critical paths, and other relevant data. The Consultant is encouraged to develop additional project schedule details and suggest changes within the basic constraints of the program. The project schedule shall be maintained and updated monthly throughout the PS&E phase of the project. 7.0 PROPOSAL EVALUATION AND CONSULTANT/ORGANIZATION SELECTION This is not an offer by the City to contract, but is an invitation to interested parties to make an offer, which the City may accept or reject at its discretion. ATPL 5008(140) Page 11 of 13

12 7.1 Consultant Selection Schedule The Consultant selection process will follow the timeline shown below. Post s July 30, 2015 Written Questions Submitted by August 11, 2015 Response to Written Questions August 17, 2015 Proposals due August 20, 2015 (12:00 PM) Negotiations/Final Scope August 27, Proposal Evaluation A selection committee will evaluate proposals. This is a cost and qualifications based process, so ranking will be heavily weighted toward the Consultant s approach to the project and experience in areas critical to the project. See Exhibit D, Evaluation Scoring Worksheet. 7.3 Negotiations Contract negotiations will begin with the highest ranking firm. Pending successful negotiations, the Consultant will enter into a Consultant services contract with the City of Stockton The Project Work Matrix will be used as a starting point to negotiate a professional services contract, See Exhibit C Example Professional Services Contract with the highest ranked Consultant. If an agreement cannot be reached after a reasonable period of time, as determined by the City, then the City will terminate negotiations with the number one ranked consulting firm and negotiations will be opened with the second ranking firm. The compensation discussed with one prospective Consultant will not be disclosed or discussed with another Consultant. The selected Consultant will be requested to enter into a professional services contract with the City. Consultants should direct attention to Exhibit B, Instructions to Proposers Local Funded Contracts/Insurance and Indemnification Requirements which outlines the City s requirements for insurance and indemnification. It is expected that the successful proposer will accept the terms and conditions of the professional services contract as is, without modification. The prospective Consultant is also advised that the contract will not be in force until it is approved and fully executed by the City Council. The Consultant will be required to satisfy all insurance certification and Stockton business license requirements prior to the issuance of a Notice to Proceed. Work done before issuance of a Notice to Proceed cannot be billed to the City. ATPL 5008(140) Page 12 of 13

13 8.0 PROJECT INVOICING AND METHOD OF PAYMENT The Consultant shall submit payment requests monthly. Payment requests shall include a detailed invoice of the costs incurred, a progress report (no more than one page) and an updated schedule (if changes have been made). The invoice and progress report should provide enough detail to define the amount of work being billed and to allow an evaluation of the percentage of work accomplished with respect to the budget expenditures made to date. Payment will be made within thirty days after invoices are received and accepted by the Project manager. Invoices are to be rendered monthly. Compensation shall be paid no more frequently than once per month on a time and materials basis with a maximum not to exceed amount paid for total work completed. ATTACHMENTS 1. EXHIBIT A Vicinity Map 2. EXHIBIT B Instructions to Proposers Local Funded Contracts/Insurance and Indemnification Requirements 3. EXHIBIT C Example Professional Services Contract 4. EXHIBIT D Evaluation Scoring Worksheet 5. EXHIBIT E Federal Aid Consultant Contract Provisions 6. EXHIBIT F Sample Cost Proposal (Local Assistance Procedures Manual Exhibit 10-H) 7. EXHIBIT G Collection Methodology ATPL 5008(140) Page 13 of 13