2016 I-74 General Engineering Consultant Services

Transcription

1 2016 I-74 General Engineering Consultant Services Request for Proposal Iowa Department of Transportation Introduction On behalf of the Illinois DOT and Iowa DOT, the Iowa DOT District 6 Office is interested in securing a Construction Management/General Engineering Consultant (CM/GEC) to provide services for the overall construction management and oversight for the I-74 expanded central section within the Iowa/Illinois Quad Cities. Other roles may include but are not limited to: project schedules, budget status, public outreach, and traffic & incident management. The Illinois and Iowa DOT s are partnering in this effort. The Iowa DOT is the lead agency. It is the intent to have the CM/GEC on board well in advance of the first project letting. We anticipate a Fall 2016 notice to proceed. Project Background The proposed improvement of the I-74 corridor in the Quad Cities extends from south of Avenue of the Cities in Moline, IL to north of 53rd Street in Davenport, IA. Work within the corridor is split into the expanded central section which extends from south of Avenue of the Cities in Illinois to Middle Road in Iowa; and the north section which falls north of Middle Road in Iowa. Also included are some corridor-wide supply and installation projects. Final design efforts for the expanded central section and corridor-wide projects are wrapping up now. The expanded central section is currently shown in the Illinois and Iowa highway programs beginning in state fiscal year Construction work is expected to be completed by the end of state fiscal year 2021 for this section. For the north section, final design efforts have just begun. This section is not yet shown in Iowa s highway program. Although potentially subject to change, the contract packaging for the remaining major project work is anticipated to be: Two Illinois contracts for projects including mainline and ramps on the Illinois side of the river with anticipated approximate letting dates of June 2017 and January Two Iowa led (shared cost with Illinois) contracts that will be optionally tied with an anticipated approximate letting date of April One contract will be the approach spans over the river on both sides of the main arch span bridge and including the west bound Iowa Viaduct. The other contract (potentially tied to the approach spans) is the river bridge arch spans. Three Iowa contracts for project including the mainline and ramps on the Iowa side, the eastbound Iowa viaduct, and a median storm sewer/ramp project. These contracts are anticipated to be let in calendar years 2018 and 2019 Iowa led (shared cost with Illinois) contracts for demolition and removal of the existing bridges and approach spans. The specific number of contracts for these post construction activities has not yet been fully reviewed. 1

2 Corridor wide supply contracts for light poles, luminaires, and ITS deployments. The selected CM/GEC will not be allowed to submit for consideration for selection to future and separate Construction Engineering and Inspection (CE&I) contracts. Roles: There are various jurisdictions and consultants that may have responsibilities during the construction of the I-74 Corridor expanded central section including: The Iowa DOT o Is the lead agency for administering the final design consultants for the entire corridor. o Is the lead agency for administering the proposed CM/GEC contract. o Will process agreements with various public agencies in Iowa. o Will let and administer the bridge projects over the Mississippi River and all projects on land in Iowa. o Will provide project inspection for Iowa let projects, likely through a combination of inhouse staff and outside services. o Will procure necessary construction engineering (CE&I) consultants for Iowa let projects. o Will process contractor progress payments for Iowa let projects. o Will review certified payrolls from the contractors on Iowa let projects. o Will monitor DBE compliance on Iowa let projects and their consultant contracts including the CM/GEC contract. The Illinois DOT o Will process agreements with local agencies as needed for the Illinois projects. o Will let and provide contract administration for all projects in Illinois not let by the Iowa DOT. o Will provide the resident engineer (RE) project inspection lead for Illinois projects. o Will oversee the CE&I consultants and DOT inspection activities for Illinois projects. o Will procure necessary construction engineering (CE&I) consultants for Illinois projects. o Will process contractor progress payments for Illinois let projects. o Will review certified payroll from the contractors on Illinois let projects. o Will monitor DBE compliance for Illinois let projects and their CE&I consultant contracts. City of Bettendorf o Has financial responsibility for portions of the project. o Will provide project inspection for the Bettendorf elevator structure and for sanitary sewer construction. City of Moline o Has financial responsibility for portions of the project. Final Design Engineering Consultant/Engineer of Record (Benesch and Modjeski & Masters) o Will be responsible for final plan requests for information (RFI). 2

3 o Will be responsible for reviewing shop drawings, erection methods, and false work drawings. o In conjunction with the DOT s, will establish work periods, intermediate dates, milestones and working days. The GEC consultant may also assist with the establishment of these scheduling factors, including through the development and use of critical path method (CPM) schedules. o Will recommend project ties. o Will submit incentive/disincentive recommendations. o Will evaluate innovative contracting mechanisms that could be incorporated into designbid-build contracts. The GEC consultant may also be assigned to help with this evaluation. o Will provide Pre-letting cost estimate. o Will participate in pre-bid meetings. o Will provide bid evaluations as necessary. o Will provide pre-letting constructability review and construction schedules. Construction Engineering & Inspection (CE&I) Consultants (To be determined) o Will provide contract inspection, observation, and measurement of quantities. o Will provide construction survey and staking not included in the construction contracts. o Will be responsible for as-built plans. o May be responsible for document management for the assigned construction contracts. o Will assist the DOT s in project closings. o May assist the DOT s with monitoring DBE compliance. Construction Management/General Engineering Consultant (CM/GEC) o Will provide overall construction management services for the I-74 expanded central section at the direction of the Iowa DOT and Illinois DOT as described in detail in Project Scope below. Project Scope Responsibilities of CM/GEC: Construction Oversight and Coordination o Coordinate, review, and track each contract schedule including the baseline, monthly updates, quantifying critical delays, and time extensions. o Provide expert assistance in CPM software analysis and reporting. o Maintain and update the project scheduling system and provide integration with appropriate DOT systems. Monitor and report status updates and make available to the project website. o Coordinate work between all construction projects in both states to assure continuity. Areas of coordination include contractor work plans and schedules, supply contracts, utility requirements, and design plan overlap areas. 3

4 o Assist and coordinate as needed: CE&I consultants. DOT inspection activities. Excludes direct inspection/observation, decision authority on construction contract issues, and determination of resources used for CE& I activities. o Monitor extra work and change orders for possible impacts to the budget and schedule. o Facilitate contractor, CEIs, and DOT s partnering workshops. o Attend and potentially facilitate monthly progress meetings. o Assist in the review of contractor claims as necessary. o Help with preparation and/or oversight of a worksite safety plan. o Monitor, track, manage, and report known utility issues including the status of utility relocations by others and relocation agreements. o Monitor, track, manage, and report known railroad issues including the status of railroad agreements and insurance submittals. o Assist in resolution of issues on all projects. o Monitor material testing and documentation on all projects to identify issues affecting the budget or schedule. Material sampling and testing to be done by others. o Assist as necessary to assure that project closings and as-built plans are submitted in a timely manner. o May assist DOT s in monitoring DBE compliance across contracts. o Develop and maintain a project dashboard to report the status of the projects. Cost Management o In conjunction with development of the master project schedule, develop a cash flow model that corresponds with the contractors activities and provide an annual projection of expenditures on November 30th of each year. o Work with the contract administration staff and contractors to develop a master plan for work activities that coincides with the budget for each year. Oversee the corridor-wide supply and installation projects. o Review invoices and recommend approvals. o Monitor, track, and manage, and report status of contracts. o Ensure coordination supply contracts with other project activities. Assist Iowa DOT in locating and setting up a project office for GEC and DOT staff for support of corridor wide activities. Develop Construction Management system protocols for use by Iowa and Illinois DOT s, FHWA, Contractors, Consultants, and Local Jurisdictions. This is to make documentation as consistent as possible, across all projects and streamlining the process to increase efficiency. o Determine the appropriate software for recommendation to the DOT s or development of a customized software package that allows integration of the various systems. o Track requests for information (RFI). o Review contractor submittals as requested by DOT s. o Provide documentation management, including review and integration with the current DOT systems. Iowa DOT is currently using Doc Express. 4

5 o Help set up the document/processing system including figuring out the IT interfaces. o Assure compatibility with Iowa and Illinois DOT processes. o Use existing Iowa and Illinois DOT systems to prevent duplication of efforts. Construction Packaging Review for contract proposals o Evaluate innovative contracting mechanisms that could be incorporated into design-bidbuild contracts. o Participate in pre-bid meetings. o Assist in developing or modifying contractor scheduling specifications. Use or update existing specifications as much as possible. o Assist in project Constructability meetings and reviews. Other responsibilities may include but are not limited to: Project Information o Risk management/analysis/risk Register. o Coordinate Value Engineering submittals. o Update the project management plan (PMP) as necessary. o Update Transportation Management Plan (TMP) as necessary. o Complete annual financial plan updates. o Review and assistance in implementation Transportation Management Systems Operations (TSMO) strategic plans. Program Reporting o Regular reports needed for budgeting and programming. o Provide updates for the financial plan. o Provide quarterly reports for senior management of Iowa and Illinois DOT s. Public Relations and community outreach o Create Web page and social media applications. It is anticipated the Iowa DOT will host the website and the consultant will work in conjunction with the department s Office of Strategic Communication. o Support Speakers Bureau. o Participate in and help coordinate the I-74 Advisory Committee. o Provide news releases and newsletters. o Develop brochures outlining project details that can be distributed to schools, businesses, etc. o Develop and maintain contact lists. o Support project information hot line and media initial contact. o Develop updates for media. o Assist in or provide project tours. o Provide photo/video documentation of project progress. o Work with DOT staff to prepare material for and conduct Public Information Meetings (PIM). o Assure contractor coordination with businesses affected by the corridor project. o Assist with ribbon cutting ceremonies. 5

6 o Participate in and help prepare for corridor progress meetings. o Provide progress information for the public. o Upon request, update jurisdictions and institutions on the project including: cities, museums, libraries, convention & visitors bureau, Coast Guard, and the Quad City International Airport. Traffic o Implement and update as necessary the Traffic Incident Management Plan (TIM). o Provide oversight for the TMP. o Provide recommendations for TSMO strategic plan implementation o Monitor maintenance of traffic issues such recurring queuing/congestion, high crash areas, incident management responses, and special event planning and provide recommendations for improvements. The Iowa DOT has INRIX data and other ITS resources that will be provided for the consultant s use. o Ensure Iowa 511 information is correct: Provide real-time monitoring during construction. Actual data entry and providing information directly to Traffic Management Centers will typically be the responsibility of others. o Ensure winter shut down conditions are appropriate. o Monitor and aid navigation and mapping applications/services for computers, vehicles, and smart phones such as Google Maps and Waze. o Coordinate with roadway assistance program (Highway Helper). Track environmental compliance concerns o Track for project status, schedule and staging concerns, and public information. Provide GIS support. There are not currently specific tasks or applications identified but consultant team capability to provide technical assistance may be required. Contract Information The Department anticipates interviews with presentations as a part of the selection process. Invitational presentations with the top responding firms are expected to be conducted the week of August 1st. The consultants will receive notice approximately one week prior to the interview date. Negotiation with the selected consultant will commence upon notice that the selection process is completed. The Department anticipates utilizing the Professional Services Lump Sum Agreement for the Development of Scope of Services and initial Project Budget. It is anticipated that these multi-year services will be contracted as a series of contracts rather than one allencompassing contract. Contracted work is anticipated to be on a Cost Plus Fixed Fee payment basis. General Requirements The consultant and their subconsultants are required to be prequalified as defined in the Iowa DOT s Policy and Procedure Manual, Policy No , for the duration of the contract. The 6

7 prime consulting firms submitting proposals for this RFP are required to remain prequalified in category 201 Project Management/General Engineering Consultant (PM/GEC). In addition, the firm (prime and subconsultant) performing work in any additional categories must be and remain pre-qualified. Failure to remain prequalified during the contract will result in cancellation of any remaining portion of the contract. Details regarding prequalification are available at the Consultant Utilization webpage, It is the policy of the Iowa DOT that Disadvantaged Business Enterprises (DBEs) and Targeted Small Businesses (TSBs) shall have the maximum practicable opportunity to participate in the performance of Iowa DOT contracts. Funding of the work under this contract is expected to involve federal-aid highway funds. Although there is no DBE/TSB goal for this RFP, the Department still encourages the spirit of the program to be incorporated in the proposed contract whenever possible. Additional points will be awarded to firms who show how they intend on using certified Iowa TSB firms, or Iowa DOT / Illinois DOT DBE firms. In the event DBE participation is required on a particular contract, the goal will be established as part of the negotiation. A list of certified DBE firms may be found at A list of TSB firms may be found at Key Personnel Examples for a CM/GEC: CM/GEC Construction Manager Traffic, environmental, utility and railroad Coordinator Schedule and Cost Control Coordinator Public Outreach Manager Other disciplines as needed (not considered key personnel, but proposer should be able to demonstrate capabilities and availability to provide additional services as needed. The proposal should address how the consultant will balance the various areas of expertise required to manage a large project and the limited funding available. Emphasis should be placed upon providing the most appropriate staffing to provide the greatest return on the department s investment. Selection Information Proposal Evaluation Criteria The selection committee will review and evaluate the proposals submitted based on the following criteria and the weighted value assigned to each. Include a detailed statement for each evaluation criteria. Project Team Staffing and Experience 35 points The Selection Committee will consider qualifications of the CM/GEC Construction Manager and Project Team. Qualifications include expertise/past experience and performance on similar projects. The current workload (major assignments), deadlines, and commitment of key staff personnel as they pertain to the ability of the respondent to perform the CM/GEC services within the required time. 7

8 Contract Scope and Project Management Approach 45 points The selection committee will review the proposals to ascertain: If the information solicited in the request for proposal (RFP) has been completely addressed. If there is a comprehensive understanding of the work required based on the information provided. If the project team has conveyed adequate understanding of how to accomplish the work. If the proposal prioritizes the top duties to be performed and staff overseeing them. If the response adequately covers the resource needs of not only construction management, but also the project, and post construction requirements. If there is a complete organization structure to address mitigation of potential conflict of interest. Resources 20 points The selection committee will evaluate the resources (staff and equipment), capabilities, availability, experience, past performance, and knowledge of Iowa DOT processes and policies of the respondent and the proposed subconsultants. DBE Participation 15 points Those who are able to identify opportunities to incorporate Iowa TSB or IA/IL DBE firms will receive points in this category. Contacting any selection team member other than the RFP contact person is inappropriate. Proposal Requirements Please provide the following information in the order listed: 1. For a firm to be considered, their proposal must be received by 3:00 p.m. central time on July 6, All responders must provide adequate information on the responses cover page to clearly identify the submittal is for the I-74 Expanded Central Section, Construction Management/General Engineering Consultant along with the replying firm and a point of contact for the firm. Inclusion of promotional literature of a general nature will not be considered in the selection process. 3. Include your firm s approach to addressing the identified Scope of Work and your understanding of the project s scope. Briefly discuss similar projects the members on your team have completed in the past five years. 4. Include the name, qualifications, experience, office address and availability of the CM/GEC construction manager, and discipline managers in charge of each major work task. This information should include the identification of similar projects managed or the individual s level of involvement if not a discipline manager. 5. Include a detailed resume, summary of current workload and availability for each key management personnel to be assigned to the project. 6. For the Required Work Categories include experience and qualifications for any subconsultants to be used and work they are expected to perform. Provide a commitment 8

9 statement to use pre-qualified firms if the need arises to add tasks from the As-Needed work categories. 7. Commitment statement specific to the willingness and availability of key personnel to temporarily relocate to a local project office. 8. To avoid a potential conflict of interest, provide a disclosure of all work for the Iowa DOT or other clients specific to this corridor project. Also include a brief discussion how that previous or on-going work may be affected or impacted by selection as the CM/GEC. 9. Only electronic PDF submittals will be accepted. The proposals must be formatted to print on 8.5 x 11 pages. The proposal must be limited to a total of 50 single-sided pages. All pages, including proposal covers, cover letter, appendixes, and dividers will count against the page total. The maximum size limit of the PDF proposal is 7.5 megabytes. 10. Resumes and example work may be included in, and submitted as, an appendix. If the Consultant elects to provide an appendix, it shall be identified as the firm s appendix and submitted as a PDF document by means of separate to Bhooshan.Karnik@dot.iowa.gov. The appendix must be formatted to print on 8.5 x 11 pages. All pages within the appendix, including cover, resumes, work examples, dividers, etc., will count towards the 50 single-sided page limits established above. The maximum size limit of the PDF appendix is 7.5 megabytes. 11. The Department will accept only one proposal and one appendix from each Consultant. 12. The electronic proposal must be submitted via to Bhooshan.Karnik@dot.iowa.gov. An will be sent confirming receipt of the proposal. The proposal may include additional information, as deemed appropriate, subject to the overall length restriction established in Proposal Requirements. Cost information should not be submitted as part of the proposal and if submitted will not be considered in the selection process. Any technical questions or questions regarding this RFP shall be submitted via to Bhooshan.Karnik@dot.iowa.gov. Any questions about this RFP must be received by noon on June 28, Questions and answers regarding this RFP will be posted with the RFP on the Consultant Utilization website, us. Any proposal not complying with all requirements stated in the RFP may not be accepted. Public Records Law The Iowa DOT will treat all information submitted by a consultant as open records following the conclusion of the selection process. Open records are public records that are open for public examination and copying. The Iowa DOT's release of records is governed by Iowa Code Chapter 22 and 761 IAC Chapter 4. Consultants are encouraged to familiarize themselves with these laws before submitting a proposal. 9

10 Statement of Non-Discrimination The selection and contract are subject to the provisions of Executive Order (Affirmative Action to Insure Equal Employment Opportunity). Federal and state laws prohibit employment and/or public accommodation discrimination on the basis of age, color, creed, disability, gender identity, national origin, pregnancy, race, religion, sex, sexual orientation or veteran s status. If you believe you have been discriminated against, please contact the Iowa Civil Rights Commission at or Iowa Department of Transportation's affirmative action officer at If you need accommodations because of a disability to access the Iowa Department of Transportation s services, contact the agency's affirmative action officer at References PPM Prequalification of Architectural, Engineering and Related Professional and Technical Firms ( PPM Negotiated Contracts for Architectural, Engineering, and Related Professional and Technical Services ( 10