REQUEST FOR PROPOSALS PROFESSIONAL DESIGN SERVICES

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1 PUBLIC WORKS DEPARTMENT 22 E. Weber Avenue, Room 301 Stockton, CA REQUEST FOR PROPOSALS PROFESSIONAL DESIGN SERVICES FOR THE CONVERT SIGNALS FROM PEDESTAL-MOUNTED TO MAST ARMS (AT THE INTERSECTIONS OF DR. MARTIN LUTHER KING, JR. BOULEVARD AND SAN JOAQUIN STREET, CALIFORNIA STREET, AND GRANT STREET AND PROVIDE PROTECTED LEFT-TURNS AT THE INTERSECTIONS OF SAN JOAQUIN STREET AND GRANT STREET) CITY PROJECT NO. PW1713/ FEDERAL PROJECT NO. HSIPL-5008(166) Date Issued: October 12, 2017 Deadline for Submissions: PM Contact Person: November 14, 2017, 3:00 p.m. Parviz Chitsazan 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 (COS) is seeking professional consultant services to provide design services for traffic signal modifications at the intersections of Dr. Martin Luther King, Jr. (MLK) Boulevard and San Joaquin St., California St. and Grant St. and provide protected left-turns at the intersections of San Joaquin Street. and Grant Street, City Project No. PW1713/Federal Project No. HSIPL-5008(166). The qualified consultant firms will also prepare the necessary environmental documentation for the project. 2.0 BACKGROUND The Moving Ahead for Progress in the 21st Century Act (MAP-21) was signed into law on July 6, Under MAP-21, the Highway Safety Improvement Program (HSIP) is a core federal-aid program for achieving significant reduction in fatalities and serious injuries on all public roads. The Division of Local Assistance (DLA) manages California's local agency share of HSIP funds. California's Local HSIP focuses on infrastructure projects with nationally recognized crash reduction factors (CRFs). Local HSIP projects must be identified based on crash experience, crash potential, crash rate, or other data-supported means. Staff applied for the Highway Safety Improvement Program (HSIP) Cycle 8 and secured funding to modify and upgrade existing traffic signals to increase visibility and safety to all mode of transportation at these three signalized locations (see attached project map). As two separate projects, the City (BRT IV) and San Joaquin Regional Transit District (SJRTD, BRT IV) will build bus stops and traffic signal improvements (Pre-emptive devices, signal timing, and communication system) to facilitate BRT service along MLK Blvd at these three project locations. The selected consultant will need to coordinate the design of this project with the other two projects with SJRTD representative and City staff, where the three projects overlap. MLK Blvd serves as principal arterial with a traffic volume of 23,000 vehicles per day (Average Daily Traffic (ADT)) within the project area. Between 2,400 to 3,500 vehicles per day (ADT) pass through the side streets. 3.0 PROJECT DESCRIPTION The proposed project shall make all necessary roadway improvements to reduce potential collisions, increase visibility of signal indications and safety to all modes of transportation and install all traffic signal and safety lighting equipment per today s standards. The proposed project also includes installation of new wheelchair ramps, pedestrian controls, parking restrictions, pavement delineations, project signs, removing and re-installing of fiber optic network connections, data collection and signal timing, installation of video monitoring and/or detection systems, and drainage as required. The survey for design Request for Proposals Page 2 of 12

3 shall cover overhead utilities and at least a 400 feet area in all directions approaching each intersection. The consultant shall structure a cost proposal, which accomplishes the objectives of the project. The project shall use the existing curb-to-curb width. The design shall include corner improvements, including American with Disabilities Act (ADA) ramps. The consultant shall prepare an internal memo, for the project file, and provide reasons why dual accessible ramps cannot be installed for this project at these corners (if that is the case). Controllers/software, some of the existing cabinets will be upgraded by BRT IV project. The consultant may need to accommodate in his/her design the installation of Video Cameras, where none exist. The design shall indicate the location of the video camera cable conduits from the video camera pole to the traffic signal cabinet. The design shall include drawing details showing traffic signal controller, Pre-emptive/TSP system, and video camera interconnects using communication equipment, in City Hall and in the traffic signal cabinet. If required, the consultant shall include in his/her design the most up-todate communication equipment to establish communication between the Traffic Management Center (TMC) and the traffic signal controller, Pre-emptive/TSP system, and video camera via single mode fiber line. The consultant must be familiar with the Caltrans Local assistance programs guidelines (LAPG) and procedures manual (LAPM). 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 structure a proposal which accomplishes the objectives of the project. The consultant must be familiar with the Siemens central system (TACTICS) and Siemens controller software (SEPAC). 4.0 SCOPE OF WORK The Consultant shall provide preliminary and final engineering services leading to the completion of plans, specifications, and estimates for construction and/or installation of the desired improvements. The consultant also shall provide design support services during the construction phase of the project. The Consultant is encouraged to team with local consultants as much as possible to accomplish all tasks necessary to complete the project. If a subcontract for work or services to be performed, the subcontract must contain all required provisions of the prime contract. Each subconsultant s cost proposal must follow the same format as the prime consultant s cost proposal. Prevailing wages will apply if the services to be performed will involve land surveying (such as flag persons, survey party chief, rodman or chainman), materials sampling and testing (such as drilling rig operators, pile driving, crane operators), inspection work, soils or foundation investigations, environmental hazardous materials and so forth. The work will include, but is not limited to the following tasks: Request for Proposals Page 3 of 12

4 4.1 Background Research The consultant shall review collision reports, sight distance, approach speed, truck volume, grade, need of advance warning signs and flashers, and other geometrical and operational characteristics for the project. The consultant shall meet and work with all pertinent utilities to identify utility 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 objective is to eliminate any conflicts encountered during construction, which would pose construction delays or claims. The consultant shall provide recommendations for safe design and roadway improvements, including such items as storm drainage, installation of AC dikes, catch basins, etc. Consultant shall prepare a before study. 4.2 Environmental Services The Agency has the signed PES form (Attachment G Preliminary Environmental Study). The consultant shall prepare and submit Hazardous Waste Initial Site Assessment (ISA) report pursuant to Caltrans LAPM. The consultant shall prepare documents to obtain California Environmental Quality Act (CEQA). The consultant shall prepare and submit the construction Request for Authorization (RFA) package, Award Package to low bidder, Post- Construction Package per the Local Assistant Procedures Manuals (LAPM) and Local Programs Procedures (LPPs). The construction RFA must be submitted to Caltrans District 10 office prior to July 2018 (internal City review by June 2018). NEPA clearance must be secured before construction RFA can be submitted. The consultant is responsible for arranging and coordinating with all utility companies, within the project sphere, to resolve any utility issues. 4.3 Plans, Specifications, and Estimate The City will provide available as-built signal plans for each signalized intersection to be used as references. The consultant shall coordinate with other two projects within the project area (City BRT IV and SJRTD BRT IV projects). Based on surveying data for each intersection, the consultant shall prepare complete PS&E documents for the installation of traffic signal equipment and other pertinent improvements. The PS&E shall be prepared according to City s standards and current CA MUTCD, as appropriate. 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 (400 feet in Request for Proposals Page 4 of 12

5 each direction) all necessary improvements within the project area. New conduits shall be installed to accommodate the new wiring. Some intersections may require complete modification to achieve the objective of the project. Prepare improvement plans for signals, striping, electrical, and civil details. Provide six (6) sets of plans (24 x36 ), specifications, and engineer estimate at the 35%, 65%, and 95% phases to the City for review and comments. 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 redline mark-up from the reviewing agency shall be returned with the succeeding submittal. After the 95% submittal review by staff, a check print (at 100%) shall be sent for editorial purposes prior to plotting on mylars. Final submittal shall include: construction Request for Authorization (RFA) package; one set of mylar final design plans with specifications and final engineer's estimate; and AutoCAD format drawing files on CD disk. Final P S & E submittal is due within ninety (90) working days after the date of Authorization to Proceed. After completion of the construction, the red lines, provided by the contractor, shall be as-built on re-signed mylars. The consultant shall provide electronic copies of the as-built sheets in AutoCAD format. The consultant shall prepare a RFA package for the City to submit to the DLAE office for construction authorization. The PS&E shall be subject to quality control reviews by the consultant project manager prior to submittal. These reviews will assure conformance to City and State DLAE. 4.4 Coordination/Meetings The consultant shall attend meetings with City/SJRTD staff as needed to finalize the design. The consultant shall attend a pre-construction meeting, a postconstruction meeting, and meet and assist staff during construction as required. The consultant shall meet with staff to go over Consultant Performance Evaluation. This evaluation is required by Local Assistance Procedure Manual (LAPM) for all federal-aid projects at the contract close out. The consultant shall prepare and submit all forms and reports required by Caltrans LAPM and LPP s from the beginning, starting with environmental clearance and ending with project completion. The consultant is responsible for arranging and coordinating with all utility companies within the project to resolve all utility issues. A utility relocation may be required to accommodate the traffic signal poles. The consultant shall coordinate with utility company representative and obtain required permits and obtain the require the right-of-way certification from District Local Assistance Engineer Office. Request for Proposals Page 5 of 12

6 The consultant shall prepare and provide a comprehensive schedule to reflect the timeframe for each Task of the proposed scope of work, utilizing the latest version of Microsoft Project. The project schedule shall show the tasks, duration, milestones, assignments, estimated bid and construction phases, critical paths, and other relevant data. The project schedule shall be maintained and updated monthly throughout the PS&E phase of the project. 4.5 Design Support During Construction The consultant shall be available to respond to clarifications required during bidding and construction phase of the project. The consultant shall review submittals, request for information, and change orders during construction. To complete the design, any necessary design modifications during construction are the responsibility of the consultant at no cost to the City. Consultant shall prepare record as-built drawings upon project completion. The consultant is required to collect data (post-construction) to prepare basic intersection signal timing plans, time-of-day traffic signal coordination plans, fine tuning of low priority bus parameters and other controller parameters, and project documentation. The consultant shall develop a signal timing plan for each intersection. The result of the signal timing plan shall be documented on Time Space Diagrams (TSD). The TSDs shall indicate the green bands, phase numbers, vehicle movements, intersection name, split allocations and offsets for each intersection and the cycle length for the plan. Working as an extension of City staff, the consultant shall implement the traffic signal timing plans, and fine tune. 5.0 PROJECT GENERAL INFORMATION 5.1 Proposal Submissions Proposals shall be submitted no later than 3:00 p.m. on November 14, 2017, to: PARVIZ CHITSAZAN CITY OF STOCKTON 22 E. WEBER AVENUE, ROOM 301 STOCKTON, CA Request for Proposals Page 6 of 12

7 The proposal should be firmly sealed in an envelope which will clearly be marked on the outside with Project Title for the City of Stockton (City Project PW1713/Federal Project No. HSIPL-5008(166). 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. Also, the City reserves the right to reject any and all proposals or to waive any irregularity in a proposal if it is deemed to be in the best interest of the City. Failure to submit all requested information could be grounds to reject the proposal. 5.3 Proposal Questions and Requests for Clarification Any question or request for clarification shall be submitted in writing to: CC: Requests for clarification shall be submitted at least ten (10) business days prior to the proposal due date. If questions or requests for clarifications are not received via 10 days prior to proposal submittal, City staff will not be obligated to respond. If a response warrants an addendum to the RFP, such addendum will be posted on Bid Flash, in the form of a Letter of Clarification (LOC) to the RFP and will become part of the RFP, at least two days prior to the proposal due date. It is the proposer s responsibility to check the website for any addendums or responses to questions. The website address is as follows: Works 5.4 Causes for Disqualification Any of the following may be considered cause to disqualify a proposal: A. Evidence of collusion among proposers B. Any attempt to improperly influence any member of the evaluation panel C. A proposer s default or breach of contract in previous work that resulted in termination of that agreement and/or D. Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City. Request for Proposals Page 7 of 12

8 5.5 Licensing Requirements Any professional certifications or licenses that may be required are the sole cost and responsibility of the proposer. A City of Stockton business license is required. Please contact the City of Stockton Business License Customer Service at (209) Insurance Requirements The proposer must obtain and maintain the required insurance. Proposer should review Attachment B, Instructions to Proposers for information regarding insurance, indemnification, Disadvantaged Business Enterprises, prevailing wages, etc Failure to comply with the Instructions to Proposers may be grounds for rejection. 5.7 Disadvantaged Business Enterprises The requirements for federally funded projects including Disadvantaged Business Enterprise (DBE) apply to this project. The DBE goal for this project is 17%. Proposers are requested to submit Caltrans form 10-O1 with their proposals. Form 10-O2 must be submitted at the conclusion of cost negotiation. See Attachment B, Instructions to Proposers for a description of the DBE Program and required forms. Any questions regarding the DBE program should be directed to Miguel Mendoza, DBE Compliance Officer, at (209) , 5.8 Federal Program Requirements The requirements for federally funded projects will apply to this Request for Proposals, and the Proposers will be required to submit all required forms. See Attachment E, Federal Aid Consultant Provisions for copies of currently required forms. Forms can also be found on Caltrans website ( 5.9 Department of Industrial Relations Please refer to Attachment B, Instructions to Proposers, for registration requirements with the Department of Industrial Relations Product Ownership Any documents resulting from the performance of work in the contract will become property of the City. This includes all work performed by sub consultants. Request for Proposals Page 8 of 12

9 6.0 REQUIRED PROPOSAL CONTENT The proposal shall contain the following, at a minimum: Cover Letter Table of Contents Executive Summary Project Team Project Understanding and Approach Detailed Work Plan Examples of experience with similar types of work References Schedule Cost Proposal (Separate Sealed Envelope) Federal Forms The body of the technical proposal shall not exceed 25 double-sided pages (8½ x 11 ) with a minimum font size of 10 with each page numbered. Proposer shall submit six (6) bounded sets, one (1) unbounded set, and an electronic pdf copy of the proposal. The maximum allowable length is exclusive of any folder, cover, federal forms, or section dividers. 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. Provide name, title, address, , and telephone number for this officer. Describe any subcontract arrangements or licensing agreements. Include any potential conflict of interest. 6.2 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 sub consultants. The summary should convey an understanding of the purpose of the project and the services required for performance. 6.3 Project Team Describe your team organization including the qualifications of the prime consultant and any sub consultants. Provide an organizational chart of the proposed team structure. The following should be addressed: Request for Proposals Page 9 of 12

10 Demonstrate the firm s 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. 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. Provide project team resumes 6.4 Project Understanding and Approach Describe your understanding and approach to meeting the project goals and objectives. 6.5 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 the 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 to the City. 6.6 Examples of Experience with Similar Types of Work Provide examples of projects similar in scope and size to this project. The experience must show that the consultant is familiar with Siemens controller software (SEPAC) and central software TACTICS. 6.7 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 work that was provided to the client. 6.8 Schedule Prepare and submit a schedule describing the time required to complete each task in the scope. The schedule shall include construction activities. Show phases, durations, milestones, assignments, critical paths, and other Request for Proposals Page 10 of 12

11 relevant data. The Consultant is encouraged to develop additional project schedule details and suggest changes within the basic constraints of the program. The schedule shall be provide in Microsoft Project schedule. The schedule shall be updated periodically. 6.9 Cost Proposal Proposer shall submit a cost proposal, including staff s job classification, in a separate sealed envelope clearly labeled Cost Proposal. See Attachment D for a Sample Cost Proposal (Local Assistant Procedures Manual Exhibit 10-H). If form 10-K is required, it must be submitted with the cost proposal in the sealed envelope. 7.0 PROPOSAL EVALUATION The Consultant Selection process will follow the timeline shown below Event Date Post Request for Proposals October 12, 2017 Written Questions submitted by November 1, 2017 Response to Written Questions November 8, 2017 Proposals Due November 14, 2017 Negotiations December 13, 2017 City Council Approval March 15, Proposal Evaluation The selection committee will evaluate all proposals. This is a qualifications based selection, so ranking will be in accordance with the attached Evaluation Scoring Worksheet (See Attachment C). Cost will be a factor in evaluation, but it will not be revealed until after other categories have been scored. Proposer shall submit a cost proposal in a separate sealed envelope clearly labeled Cost Proposal. 7.2 Negotiations City staff will begin negotiations with the highest ranked firm. 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 firm and negotiations will be opened with the second ranked firm. The compensation discussed with one prospective Consultant will not be disclosed or discussed with another Consultant. Request for Proposals Page 11 of 12

12 The selected consultant will be expected to enter into a Professional Services Contract with the City. Proposers should direct their attention to Attachment B, Instructions to Proposers for the most current insurance and indemnification language. It is expected that the successful proposer will accept these terms without modification. The contract shall not be in force until the Council approves the contract and the City manager signs it. Work performed before the issuance of a Notice to proceed cannot be paid by the City. ATTACHMENTS: Attachment A Vicinity Map Attachment B Instructions to Proposers Federally Funded Contracts Attachment C Evaluation Scoring Sheet Attachment D Sample Cost Proposal (Exhibit 10-H in Local Assistance Manual) Attachment E Federal Aid Consultant Contract Provisions Attachment F Preliminary Environmental study (PES) Request for Proposals Page 12 of 12

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