PRE-SUBMITTAL CONFERENCE DESIGN/BUILD PARK & RIDE. RFQ No. LRT DBPNR September 1, 2009

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2 PRE-SUBMITTAL CONFERENCE DESIGN/BUILD PARK & RIDE RFQ No. LRT DBPNR September 1, 2009

3 Meeting Overview Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the VMR website. Questions: Please defer all questions until the designated Question and Answer period. Opportunity: This conference is the sole opportunity to ask questions on the Request for Qualifications process and/or technical scope of work with VMR staff. Post Pre-Submittal Conference: Questions must be submitted in writing per solicitation Section 15.

4 Pre-Submittal Conference Process During the pre-proposal presentation, write your questions on the index cards provided. After the pre-submittal presentation, questions will be collected and read aloud. Where possible, verbal answers will be provided. Responses to all questions will be issued to all Record Holders by written addendum. Responses to questions that require further research will be included in a written addendum.

5 Agenda Introductions / Opening Remarks Russell Smith Project Overview De Nerika Ward Request for Proposal Overview Russell Smith Project Scope Marty Spong Question and Answers Marty Spong Alvin Livingstone De Nerika Ward Russell Smith Closing Remarks / Adjourn Russell Smith

6 Project Team METRO Alvin Livingstone, P.E. Project Manager De Nerika Ward Project Engineer Marty Spong Construction Manager Russell A. Smith Senior Contract Administrator Gary Flunoy Public Involvement Coordinator Howard Steere Public Involvement Manager City of Phoenix Maria Hyatt City Manager s Office Albert Santana City Manager s Office Maurice Goyette Street Transportation Dept. Kelly Kvetko Development Services Department (DSD) Curt Upton Planning Department Kerry Wilcoxon Street Transportation Dept.

7 Project Overview

8 Project Overview Park and Ride expansion Additional covered parking

9 Proposed Design Concept Additional parking spaces with shade canopies

10 Project Overview Park and Ride Design Concept to provide 160 parking spaces Similar design flow of existing PNR Kiss and Ride Billboard to remain Coordination Development Services Department COP to obtain variances Community Involvement METRO s Operations and Maintenance Department Installation of emergency Call Box Screen Walls 8 foot and 4 foot screen walls

11 Addition of Shade Canopies Central and Camelback Phase I

12 Addition of Shade Canopies 19 th Avenue and Camelback

13 Addition of Shade Canopies Montebello Park-and-Ride

14 Project Overview Shade Coverings METRO Design Standards Foundations Design to be Solar Ready Modification of CCTV Camera System Lighting

15 Existing Shade Coverings

16 Project Scope

17 Project Scope Park and Ride Site Preparation / Demolition Removal of existing property fencing Water meter abandonment Potholing Utility Relocation Private Irrigation Electrical conversions Sanitary sewer Service connections Qwest Cox Surveying Replat property parcels New and abandoned utility easements

18 Project Scope Park and Ride Drainage and Detention Landscaping As-Builts GPS certified Sealed and stamped Pre/Post inspections of properties south of PNR expansion

19 NOTICE TO PROPOSERS

20 Correspondence & Communications All correspondence, communications, and/or contacts regarding this RFQ shall be in writing and must be addressed to: Manager of Contracts and Procurement Valley Metro Rail, Inc. 101 N. 1st Avenue, Suite 1300 Phoenix, AZ FAX:

21 NOTICE TO PROPOSERS The Design/Build Team shall be responsible for completing the programming of the site to maximize the amount of parking that can be attained within the specified budget. The design and construction budget is set at $3.5 Million dollars.

22 NOTICE TO PROPOSERS Valley Metro Rail, Inc. is soliciting proposals for a qualified contractor to provide Design/Build Services for the project described below. The process will be completed in two steps.

23 NOTICE TO PROPOSERS Step 1 is a Request for Qualifications (RFQ) to determine which Proposers demonstrate the highest qualifications to successfully deliver this project. After evaluation of all the qualifications submittals received, no more than five of the Proposers will be selected (short-listed) to submit Step 2.

24 NOTICE TO PROPOSERS Step 2 is a Request for Proposal (RFP) which will require a detailed package of the proposed design solution, additional team information and cost to complete the project. In the RFP (Step 2), the selection process will be two-envelopes where the firms are first graded on qualifications (envelope #1).

25 NOTICE TO PROPOSERS Step 2 Price Envelope After the selection committee has determined the scores based on qualifications, the price envelope (#2) will be opened and the firm with the best overall point score will be selected for award. The price envelope will be opened last so as not to sway the technical evaluators looking at envelope #1 of the RFP.

26 NOTICE TO PROPOSERS Funding of Project The American Recovery and Reinvestment Act, 2009 (ARRA) [Pub. L ] was signed into law on February 17, The Park and Ride Expansion at Central & Camelback and Shade Canopies Project is funded thru The American Recovery and Reinvestment Act, 2009 (ARRA).

27 NOTICE TO PROPOSERS Please refer to the FTA Website for all reporting requirements According to the Federal Acquisition Regulation (FAR) policy FAR (October 1, 2003), Prospective contractors shall be registered in the CCR database prior to award of a contract or agreement. Central Contractor Registration (CCR) is the primary registrant database for the U.S. Federal Government

28 NOTICE TO PROPOSERS CONTRACTOR-PROVIDED INSURANCE Workers Compensation statutory limits; employer s liability $1 Million minimum policy limit Commercial General Liability, minimum $5 Million per occurrence; naming AGENCY as Additional Insured Auto Liability, minimum $5 Million per occurrence; naming AGENCY as Additional Insured

29 NOTICE TO PROPOSERS CONTRACTOR-PROVIDED INSURANCE Valley Metro Rail fully intends to adhere to the Insurance Requirements. Questions regarding insurance requirements should be submitted to Prior to Notice to Proceed, Contractor shall provide Certificate(s) of Insurance

30 Disadvantaged Business Enterprise (DBE) Program

31 DBE Goal For this RFQ/RFP there will be a 9.88% goal for the utilization of Disadvantaged Business Enterprises owned, operated, and controlled by socially and economically disadvantaged individuals. Rounding up will not be allowed. Bids submitted that do not meet or exceed the DBE Goal will be found non-responsive and be removed from consideration.

32 DBE Goal Delayed submission of DBE Documentation will not be allowed. DBE firms must be certified at the time of Bid. To be counted towards the goal, DBE Firms must be certified through the local Unified Certification Program. DBE Firms must be certified in the trade for which they are included on the Bid.

33 DBE Bidder Compliance Issues Bids found Non-Responsive Incomplete Documentation Inaccurate Calculations Ad-Hoc Interpretations of DBE Clause In-Depth Training to Follow Pre-Bid

34 DBE Questions Valley Metro Rail fully intends to adhere to the DBE Program Plan Requirements. Questions regarding DBE compliance should be addressed to: Paula Barocas Civil Rights Analyst

35 Labor Compliance Regulations

36 City of Phoenix Labor Compliance Office Monitors and enforces the federal labor standards on federally funded Capital Improvement Construction Applies to all federally funded contracts in excess of $2,000 with few exceptions All contractors and subcontractors, including lower-tiers, working on the project are subject to Davis-Bacon wages

37 BRA (Davis-Bacon & Related Acts) Davis Bacon Act (DBA) Copeland Anti-Kickback Act Contract Work Hours and Safety Standards Act (CWHSSA)

38 Federal Regulations Code of Federal Regulations, Title 29 Part 3 and Part 5 Applicable Federal Language Wage Decision

39 Enforcement Activities Labor Compliance Pre-Construction Conference Confidential Employee Interviews Requests for Additional Classifications Payment Withholding

40 Valley Metro Rail Request for Qualifications (RFQ) Process

41 Technical Assistance Contact the City of Phoenix Labor Compliance Office at (602) Online Resources (HUD funding) (Non-HUD funding)

42 Proposal Process Request for Proposal Documents are available by Request via to Post Pre-Con: All questions regarding this Solicitation must be submitted in writing to Manager, Contracts and Procurement By to or By fax to

43 Schedule of Events Request for Qualifications (RFQ) The solicitation, receipt and evaluation of SOQs, and the selection of the Offeror awarded to perform the Work, will conform to the following anticipated schedule: Community Meeting August 11, 2009 Distribution/Advertisement: August 17, 2009 Pre-Proposal Conference: September 1, 2009 Last Date for Questions/Inquiries: September 9, 2009 Final Addendum September 16, 2009 Proposals Due September 24, 2009 Notification of Selection (Step 1) October 12, 2009

44 Request for Proposal (RFP) Schedule of Events The solicitation, receipt and evaluation of Proposals, and the selection of the Offeror awarded to perform the Work, will conform to the following anticipated schedule: Request for Proposals October 12, 2009 Pre Proposal conference October 15, 2009 Last Date for Questions/Inquiries: October 19, 2009 Final Addendum October 22, 2009 Proposals due October 29, 2009 Presentations November 5, 2009 Selection November 12, 2009 Notice of Intent to Award November 16, 2009 Contract Award TBD (Need Board Approval) Notice to Proceed TBD

45 RFQ Addendum Process Clarifications or modifications to RFQ Documents Result of issues requiring changes which were received at Pre-Proposal Conference or identified by the Agency Projected date for final Addendum is Wednesday, September 16, 2009 Addenda issued only to Document Holders of Record who obtained the RFP documents from METRO

46 SOQ Delivery, Due Date and Time Timely receipt of a Statement of Qualifications will be determined by the date and time the SOQ is received at the above address. SOQs received after the Submittal Date shall be returned to Offeror(s) unopened and without further consideration by the Agency. Offerors are encouraged to hand deliver their SOQs. No facsimile or electronic submissions will be accepted.

47 Proposal Format (Section 21 of RFQ) INSTRUCTIONS FOR PROPOSAL PREPARATION Section I Letter of Introduction Section II Evaluation Criteria Section III Additional Supportive Information Section IV Required Inclusions (not included in page limits) Proposal Format Offerors shall submit one (1) original and six (6) copies of their SOQ Limited to a maximum of 20 pages (including required inclusions)

48 Proposal Response Requirements Proposal Format (original +6 copies) Content as per Section 21 of RFQ Introductory Letter with Authorized Signature Statement of Acceptance of Sample Contract or provide Exceptions in detail Statement acknowledging receipt of all Addenda

49 Required Documents & Acknowledgements Offerors shall complete and submit the following attachments: (Step 1) Attachment H Attachment J Attachment K Attachment M Proposed Subcontractors Certification Regarding Lobbying Certification of Design/Build Team Regarding Debarment, Suspension, and Other Responsibility Matters Responsibility Questionnaire

50 Selection Process Sealed Proposals (not Publicly Opened) Responsiveness Determination Selection Committee Evaluation Score and Rank Proposals per published Evaluation Criteria Presentation / Discussions Final Ranking Selection of firms for Part 2 (RFP)

51 General Standards of Responsibility To be determined responsible, a prospective contractor must meet all of the following requirements: Financial resources adequate to perform the contract, or the ability to obtain them; Ability to meet the required delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments; A satisfactory performance record; A satisfactory record of integrity and business ethics; The necessary organization, experience, accounting, and operational controls, and technical skills, or the ability to obtain them;

52 General Standards of Responsibility To be determined responsible, a prospective contractor must meet all of the following requirements: (cont d.) Compliance with applicable licensing and tax laws and regulations; The necessary production, construction, and technical equipment and facilities, or the ability to obtain them; Compliance with Affirmative Action and Disadvantaged Business Program requirements; and Other qualifications and eligibility criteria necessary to receive an award under applicable laws and regulations.

53 Evaluation Criteria Evaluation Criteria Section 18 Project Manager s Qualifications & Experience (Maximum 250 Points) Personnel Qualifications & Experience (Maximum 200 Points) Firm Qualifications & Experience (Maximum 250 Points) Understanding/Approach to the Scope of Work (Maximum 300 Points)

54 CONTRACT AWARD NOTICE OF INTENT TO AWARD Each Offeror shall be notified in writing of the Agency s Intent to Award a Contract at least five (5) working days prior to award of the Contract.

55 PROTEST PROCEDURES Protest Procedures Interested parties have a right to seek resolution of any concerns, issues, or perceived wrongs associated with this procurement. Upon receipt of a written protest(s), issues of concern will be researched and a written final determination to the protesting party will be issued by the Chief Executive Officer of the Agency. In responding to this RFQ, the Offeror agrees that any legal action in any state or federal court relating to this procurement may not be commenced until the administrative Protest Procedures promulgated by the Agency have been exhausted. Protests must be made in accordance with the Agency s written protest procedures, which are available from the Manager, Contracts & Procurement, Valley Metro Rail, Inc. 101 North 1st Avenue, Suite 1300, Phoenix, Arizona

56 Public Disclosure Proposals will not be publicly opened. Proposals received are public records. Subject to public inspection and copying after the procurement. Offerors will specifically mark and clearly label CONFIDENTIAL any materials which are deemed to contain trade secrets or other proprietary information and which are exempt from public inspection and copying.

57 Pre-Award Debriefing METRO will limit the information disclosed to that offeror s proposal and not disclose any information about the other offerors. To reveal information about other offerors would compromise the integrity of the procurement. Information revealed to an offeror prior to award must be limited to the following: The agency s evaluation of the significant strengths and weaknesses of the offeror s proposal in accordance with the evaluation criteria; A summary of the reasons for eliminating the offeror from the competition; Reasonable responses to relevant questions about whether the evaluation procedures contained in the solicitation and other regulations were followed in eliminating the offeror from the competition.

58 Pre-Award Debriefing Pre-award debriefings will not disclose the following: The number of offerors; The identity of other offerors; The content or evaluation of other offerors proposals; The ranking of other offerors; Confidential business information of other offerors.

59 Post-Award Debriefing Post-Award debriefings may include, at METRO s discretion, the following information: The Agency s evaluation of the significant strengths and weaknesses or deficiencies in the offeror s proposal in accordance with the evaluation criteria; Past performance information on the debriefed offeror but not the names of individuals providing reference information about an offeror s past performance; A summary of the rationale for the selection decision; Reasonable responses to relevant questions about whether the evaluation procedures contained in the solicitation and other regulations were followed.

60 Post-Award Debriefing Post-Award debriefings will not include: Point-by-point comparisons of the debriefed offeror s proposal with those of other offerors; Specific numerical evaluation scores; Confidential business information.

61 SOQ DELIVERY, DUE DATE & TIME Offerors are encouraged to hand deliver their SOQs. No facsimile or electronic submissions will be accepted. SOQs shall be submitted to: Manager of Contracts and Procurement Valley Metro Rail, Inc. 101 North 1st Avenue, Suite 1300 Phoenix, Arizona 85003

62 SOQ DELIVERY, DUE DATE & TIME SOQs shall be submitted in a sealed package, clearly marked in the lower left hand corner as follows: RFQ NO. LRT DBPNR PARK AND RIDE EXPANSION / SHADE CANOPIES STATEMENT OF QUALIFICATIONS (SOQ) THURSDAY, SEPTEMBER 24, 2009 BY 3:00 P.M

63 VMR Website Contracts_&_Purchasing/index.htm View Current Contracting Opportunities Construction Contracts Public Notice Record Holders List Addenda Special Notices Pre-Submittal Sign In Sheets Pre-Submittal Presentation

64 QUESTIONS & ANSWERS

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