PRE-PROPOSAL CONFERENCE

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2 PRE-PROPOSAL CONFERENCE RFP No. LRT TPOT POTHOLING SERVICES FOR TEMPE STREETCAR PROJECT December 1, 2011

3 Agenda Introductions / Opening Remarks Loralei Poll Project Overview / Scope Roy Alvarado / Marty Spong Request for Proposal Overview Loralei Poll DBE Information Paula Barocas Labor Compliance Debbie Decker Question and Answers Loralei Poll Closing Remarks / Adjourn Loralei Poll

4 Meeting Overview Be sure to sign in: Sign-In sheets will be available on the METRO website. es/potholing_services_for_tempe_streetcar_project/ Opportunity: This conference is the sole opportunity to ask questions on the Request for Proposal process and/or technical scope of work with METRO staff. Questions may be asked as each person goes through their presentation. Any questions that can t be answered verbally will require the question be submitted in writing.

5 Pre-Proposal Questions During the project overview / scope presentation, write your questions on the index cards provided. After the 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.

6 Project Overview / Scope

7 Project Overview Contractor(s) to provide Subsurface Utility Locating and Potholing Services for the Tempe Streetcar Project. Contractor(s) will be responsible for obtaining accurate horizontal and vertical locations of subsurface utilities by excavating test holes through use of air knife and vacuum extraction. Contractor will adhere to 1998 edition, including revisions through 2011, of the Uniform Standard Specification for Public Works Construction, published by the Maricopa Association of Governments as amended by the City of Tempe.

8 Project Scope This is a federal-aid project and requires payment of Davis- Bacon wages. Disadvantaged Business Enterprise (DBE) requirements will also apply. Designated point of contact Contractor shall be responsible to comply with the City of Tempe Traffic Barricade Manual (latest revision) Traffic Restrictions & Closures Use of Off-Duty Tempe Police Officers METRO will perform all pothole field inspections and requires 48 hours notice Contractor will be expected to provide hard copy documentation of testhole results within 7 working days of excavation

9 Project Scope METRO and/or Consultants will make requests for locating and potholing existing utilities Locating will be conducted in up to two (2) stages (requiring the SUE contractor to mobilize up to two (2) times) Stage I will include: APS 69 kv, 230 kv at various locations and all their 12 kv feeders that cross and/or parallel the tracks SRP Electric 12 kv feeders SRP Irrigation crossing plus private irrigation SWG, Nitrogen lines, CenturyLINK, MCI/Verizon Storm drains built by ADOT along Mill Avenue

10 Project Scope Stage II will include: Water Sewer Smaller storm drain laterals CCTV sewer for services Misc Contractor shall supply Testhole Data Report and a Testhole Data Summary Report Minimum Equipment Requirements Contractor shall comply with all Safety Standards Natural Gas Mains Air Products & Chemical

11 CITY OF PHOENIX Disadvantaged Business Enterprise (DBE) Program Race- and General-Neutral Contract Clause

12 DBE Program Compliance The City of Phoenix is the Grantee of Federal Transit Administration (FTA funding) for METRO Until current disparity study results are available, the COP and METRO do not have the factual predicate to establish race- and gender-conscious goals All DBE participation must be achieved through raceand gender-neutral measures

13 DBE Compliance Requirements No Race- & Gender-Conscious DBE Goal Race- & Gender-Neutral measures to achieve DBE and Small Business participation DBE availability is 5.03% Outreach Requirement is a matter of compliance! Successful Offeror must provide Attachments A & B prior to final negotiation, along with supporting documentation Attachment C-1 completed and signed by DBE firm(s) must be submitted after contract negotiations if DBE firm(s) was proposed on Attachment A

14 DBE Forms Attachment A Documentation of Outreach Efforts Identification of business opportunity Solicitation of participation Selection process Communicating the selection outcomes to participants

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16 DBE Forms Supporting Documentation for Attachment A Type or description of potential business opportunities identified for small business participation Method of disseminating solicitation notice to small businesses (i.e. letter, faxes, blasts, phone logs, advertisements, and communication with business advocacy organizations) and evidence of dissemination Basis for the selection process (how & why) Method of communicating the selection outcomes to all parties

17 DBE Forms Attachment B Small Business Utilization Commitment The firms indicated as Selected in Attachment A will participate in contract Must be signed and dated by authorized representative of Successful Offeror

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19 DBE Forms Attachment C-1 Letter of Intent to Perform as a Subconsultant/Subcontractor/Supplier To be completed, signed and dated by the DBE Firm(s) Selected on Attachment A Submitted after contract negotiations

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21 Qualifying DBE Firms To be counted toward the DBE participation, DBE firms: Must be certified through the Arizona Unified Certification Program (AzUCP) website Must be certified in the trade for which they are included in the Proposal Must provide a Commercially Useful Function DBEs must perform or exercise responsibility for at least 30% of total cost of its contract with its own work force (49 CFR Part 26.55(c)(3))

22 Good Faith Efforts Good Faith Efforts include but are not limited to the following activities: Advertising to the small business community Hosting an invitation to bid Hosting a pre-qualification meeting Attending City-hosted small business networking events Breaking subcontracting trades into smaller bid packages

23 DBE Questions Questions regarding DBE compliance should be addressed to:

24 City of Phoenix Labor Compliance Regulations

25 DBRA Compliance Oversight Monitors and enforces the federal labor standards on federally funded Capital Improvement Construction. Applies to all Federally-funded contracts in excess of $2000 All contractors and subcontractors, including lower-tiers, working on the project are covered

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

27 Federal Regulations Code of Federal Regulations, Title 29 Part 3 Code of Federal Regulations, Title 29 Part 5 Applicable Federal Language Wage Decision Heavy, 11/18/2011

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

29 Technical Assistance Contact Debbie Decker, City of Phoenix Labor Compliance Office at (602) Websites available: (non-hud funding)

30 Notice to Proposers

31 RFP Schedule of Events Solicitation, receipt and evaluation of proposals, and the selection of the Offeror awarded to perform the work, will conform to the following anticipated schedule : RFP Release Monday, November 14, 2011 Pre-Proposal Conference Thursday, December 1, 2011 Last Date for Questions/Inquiries Friday, December 16, 2011 Final Addendum Wednesday, December 21, 2011 Proposals Due Thursday, January 12, 2012 Notice of Intent to Award Friday, January 27, 2012 Contract Award Thursday, February 16, 2012 Notice To Proceed Monday, February 20, 2012

32 Correspondence & Communications All Request for Proposal documents are available by: Request via to All correspondence, communications, and/or contacts regarding this RFP shall be in writing and must be addressed to: Manager, Procurement & Risk Management Services Valley Metro Rail, Inc. 101 N. 1st Avenue, Suite 1300 Phoenix, AZ FAX:

33 RFP Addendum Process Clarifications or modifications to RFP 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, December 21, 2011 Addenda issued only to Document Holders of Record who obtained the RFP documents from METRO

34 RFP Delivery, Due Date & Time Proposals shall be submitted in a sealed package, clearly marked in the lower left hand corner as follows: RFP No. LRT TPOT (Name of Submitting Firm) Due: January 12, 2012 (Phoenix local time) 3:00 P.M. Proposals shall be addressed to: Manager, Procurement & Risk Management Services Valley Metro Rail, Inc. 101 North 1st Avenue, Suite 1300 Phoenix, Arizona The deadline for submission of Proposals is Thursday, January 12, 2012 by 3:00 p.m. (prevailing local time), hereinafter referred to as the Submittal Date

35 RFP Delivery, Due Date & Time Timely receipt of Proposals will be determined by the date and time the Proposal is received at the above address. Proposals received after the Submittal Date and time shall be returned to Offeror(s) unopened and without further consideration by the Agency. Offerors are encouraged to hand-deliver their Proposals. No facsimile or electronic submissions will be accepted. Allow a minimum of 15 minutes for parking.

36 Request for Proposal (RFP) Process

37 Proposal Format Offerors shall submit one (1) clearly marked original, five (5) bound copies, for a total of six (6) printed, bound copies Offerors shall also submit one (1) compact disk (CD) containing a pdf of your Proposal

38 Proposal Format / Evaluation Criteria Section I Introduction (maximum 2 pages) Introductory Letter Section II - Evaluation Criteria (maximum 15 pages) Project Manager s Qualifications & Experience Personnel Qualifications & Experience Firm Qualifications & Experience Understanding/Approach to the Scope of Work Price

39 Proposal Format / Evaluation Criteria Section III Additional Supportive Information (maximum 3 pages) May include resumes, additional project descriptions, graphs, charts, photos, references, etc., and similar information that Offerors desire to include in support of the RFP Section IV Required Inclusions (not included in page limits)

40 Required Documents & Acknowledgements Attachment F Submit required DBE forms Attachment Forms are required only by Successful Offeror prior to final negotiations Attachment H List of Proposed Subcontractors Attachment I Bid Form Attachment J Certification regarding Lobbying Attachment K Certification of Offeror regarding Debarment, Suspension, and Other Responsibility Matters Attachment L Buy America Certificate Attachment M Responsibility Questionnaire Attachment N Exceptions Form

41 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

42 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 RFP, 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, Procurement & Risk Management Services, Valley Metro Rail, Inc., 101 North 1st Avenue, Suite 1300, Phoenix, Arizona 85003

43 Public Disclosure Proposals will not be publicly opened Proposals received are public records Subject to public inspection and copying after the contract award 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

44 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

45 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

46 Questions and Answers

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