Request for Proposals. On-Call General Engineering Services. Public Works Department City of San Mateo 330 West 20th Avenue San Mateo, CA 94403

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1 Request for Proposals On-Call General Engineering Services Public Works Department City of San Mateo 330 West 20th Avenue San Mateo, CA May 24, 2015 The City of San Mateo is accepting proposals to select a qualified engineering firm to provide general engineering services in support of the implementation of the City s Safe Routes to School project as well as other as-needed general engineering services. All questions regarding this Request for Proposals (RFP) shall be directed to JOCELYN WALKER, ASSISTANT ENGINEER, at The RFP is available for viewing online at Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section II, "SCOPE OF SERVICES," of this notice. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized consultants and financial resources to carry out the work without delay or shortcomings. The City s Safe Routes to School Project is time sensitive. The City intends to award at least one contract for an amount not to exceed $85,000 immediately upon review of the proposals specifically for engineering design of the Safe Routes to School project. The submitting firms must have capacity to complete work within 4 months of the contract agreement date. In addition to the Safe Routes to School Project, the City intends to award at least one contract for an amount not to exceed $85,000 over a time period of no more than three (3) years for other general engineering services. The City reserves the right to award any number of contracts or not to award any contract. Due to the as-needed nature of the work, no work is guaranteed on any contract even if awarded. The scope of work will vary and will be requested on a task order basis as the need arises. A detailed outline of the Consultant s potential services is given in Section II of this RFP. The proposals shall be submitted to the Public Works Department, City of San Mateo, 330 West 20th Avenue, San Mateo, California, 94403, no later than: 4:00 p.m. on June 16, 2015 Each proposer shall submit four (4) bound sets and one (1) electronic copy of the proposal in PDF format in accordance with Section IV, "PROPOSAL REQUIREMENTS."

2 TABLE OF CONTENTS PAGE I. INTRODUCTION... 3 II. SCOPE OF SERVICES... 3 III. AUTHORIZATION OF TASK ORDERS... 4 IV. PROPOSAL REQUIREMENTS... 5 V. CONSULTANT SELECTION PROCEDURE... 6 VI. ESTIMATED PROJECT TIMETABLE... 7 VII. CONTACT PERSON 7 VIII. LATE PROPOSALS NOT CONSIDERED 7 APPENDIX: A. City of San Mateo Department of Public Works Standard Agreement for Professional Consultant Services

3 I. INTRODUCTION A. BACKGROUND The City of San Mateo, hereafter referred to as the City, wishes to obtain professional engineering services to provide engineering, design for at least two projects. The City received a federal ATP grant for the design and construction of Safe Routes to School infrastructure. There is $405,000 allocated for design. The project must be designed in compliance with Chapter 11 of the Local Assistance Procedures Manual. In addition to the Safe Routes to School project, the City may require engineering design services for roadway reconstruction and rehabilitation projects and other on-call general engineering services. All projects must be designed with the relevant standards which include the California Manual on Uniform Traffic Control Devices (CA MUTCD), American Association of State Highway and Transportation Officials (AASHTO) Standards, National Association of City Transportation Officials (NACTO), and Association of Pedestrian and Bicycle Professionals (APBP) guidelines. II. SCOPE OF SERVICES The scope of work for this contract will vary as need arises and will be at the discretion of the City. The Public Works Department is anticipating design of the Safe Routes to School project and at least one roadway pavement reconstruction or rehabilitation project. Possible types of projects may include but are not limited to the following: Federally Funded Projects Safe Routes to School Improvements Roadway Paving Reconstruction and Rehabilitation ADA Conformance Bicycle Improvements Curb Extensions Sidewalk Installation Crosswalk Installation Rectangular Rapid Flash Beacon (RRFB) Installation Lead Pedestrian Interval Temporary Traffic Control Review Green Streets

4 The Consultant will be required to provide engineering consultation services on technical issues related to bicycle and pedestrian facilities and projects. The main categories of work will include but is not limited to: General Engineering o Conducting field investigations to evaluate conditions o Provide base mapping with spot elevations for design o Preparing feasibility studies, cost estimates, cost/benefit analysis o Developing design recommendations for solutions and improvements o Conduct constructability review Project Management o Project controls activities such as development and tracking of schedules and budgets o Provide project management and coordination of assigned task orders o Conduct project meetings with City staff to review progress of assigned task orders o Prepare monthly status reports detailing progress of assigned task orders Technical disciplines necessary to provide the requested services may include but are not limited to: Civil [Structural/ Geotechnical/ Drainage] Land Surveyor Electrical Landscape Architect Landscape and Irrigation The City reserves the right to discontinue or postpone services at any time. III. AUTHORIZATION OF TASK ORDERS Consultant services will be on an as-needed, on-call basis throughout the term of the Agreement. Consultant services will be authorized by task orders issued by the City, which may be in the form of a written or verbal request. The Consultant is responsible for acknowledging receipt of requests within two (2) working days. Task orders may vary significantly in size and scope and will be determined in greater detail as each task order is assigned. The City will discuss the scope of services with the selected Consultant prior to issuing a task order. The Consultant will be responsible for preparing detailed scope, personnel, specialty sub-consultant(s) and fee estimate for each task order. The City may accept the Consultant s scope and fee or negotiate with the Consultant, as appropriate. The City reserves the right to not accept the Consultant s scope and fee and perform the work with other resources.

5 IV. PROPOSAL REQUIREMENTS: The consultant shall submit four (4) bound sets and one (1) electronic copy of his/her proposal containing 8-1/2" x 11" sheet sizes for the text and 11" x 17" sheet sizes for any fold-out drawings. Drawings or examples of previous work on 11 x 17 sheets do not count towards the 15 page limit but should be less than 10 pages. The proposals should be no more than 15 pages, including resumes and the cover letter. Double sided pages will count as two pages. The proposal must include, at a minimum, the following information: A. A summary of the consultant s understanding of the contract requirements as a whole and the unique capabilities to perform the services required. B. The consultant s experience and history in providing general engineering services for implementation of bicycle and pedestrian facilities. Include references of persons, firms, or agencies that the City may contact to verify the experience of the consultant. C. A table of organization setting forth the project manager, supporting staff, and sub-consultants. D. A statement of qualifications and experience for each licensed individual expected to perform work on this contract. Firms must be able to provide sufficient staffing with qualified individuals as needed to be responsive to the on-call nature of the contract. E. Consultant fee schedule for a typical general engineering services contract. F. An identification of any modifications to the attached Professional Consulting Services Agreement (Appendix A) the consultant would require prior to entering into an agreement with the City. G. Proposals shall remain effective for ninety (90) days beyond the submittal date.

6 V. CONSULTANT SELECTION PROCEDURE A. EVALUATION CRITERIA: Proposals received by the City will be reviewed by the Selection Committee, which will make the final selection based on the following factors. Quality of Proposal: Proposal is concise, well written, and organized. The proposal addresses the items specified in Section IV, Proposal Requirements. Firm Qualifications: Technical experience in performing work of a closely similar nature, experience working with public agencies, record of completing work on schedule, strength and stability of the firm, and assessments by client references. Staff and Project Organization: Qualifications of project staff, key personnel s level of involvement in performing related work, logic of project organization, adequacy of labor commitment; concurrence in the restriction on changes in key personnel. B. EVALUATION PROCEDURE: An oral interview with one or more of the firms submitting proposals may be requested after written proposals have been received by the City if deemed necessary to clarify proposal or qualifications. The City will schedule the time and place for the interview if determined to be necessary. Each proposer should be prepared to clarify and elaborate on the details set forth in their proposal. The Selection Committee will review the proposals submitted, establish a list of finalists based on pre-established review criteria, interview the finalist firms, if necessary, and determine the successful Proposer. The individual or composite rating and evaluation forms prepared by the Selection Committee will not be revealed. Sixty minutes will be allowed for the oral interview, including the question and answer period. The Project Manager must lead the presentation before the Selection Committee. Tentative interview date is listed in Section V. C. AWARD: The successful proposer(s) will be asked to enter into a contract with the City reflecting the terms and conditions of the proposal plus the City's standard professional services agreement requirements. A copy of the City of San Mateo Department of Public Works Standard Agreement for Professional Consultant Services is attached in Appendix A. The City reserves the right to modify the scope of work and reject any or all proposals.

7 VI. ESTIMATED SCHEDULE FOR SELECTION Schedule for Consultant Selection Process The following project timeline is provided for your scheduling information; however it is subject to change at the discretion of the City. Project Benchmarks Date (Approximate) Request for Proposals available May 24, 2015 Proposals due at the City June 16, 2015 Preliminary Evaluation June 18, 2015 Consultant Interview June 22, 2015 Consultant Selection June 24, 2015 Award of Agreement July 3, 2015 VI. Contact Person Prospective proposers may contact JOCELYN WALKER, ASSISTANT ENGINEER, for further information regarding this Request for Proposals. Deadline for inquires is June 8, Inquires will be responded no later than June 10, All requests for interpretation or questions must be sent by facsimile or in writing and must clearly include the subject line RFP: Inquiries for On-Call General Engineering Services. Inquiries and written correspondence may be directed to: VII. Late Proposals Not Considered JOCELYN WALKER, ASSISTANT ENGINEER PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20 th AVENUE SAN MATEO, CA (650) (650) (FAX) Proposals must be received by the time specified at the address listed above. Any proposals received after the deadline will not be considered.