REQUEST FOR PROPOSAL TO PROVIDE AS-NEEDED ENGINEERING SERVICES FOR THE IMPLEMENTATION OF

Transcription

1 REQUEST FOR PROPOSAL TO PROVIDE AS-NEEDED ENGINEERING SERVICES FOR THE IMPLEMENTATION OF PURPLE LINE EXTENSION PROJECT BY LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY Project No CITY OF BEVERLY HILLS Public Works Department 345 Foothill Road Beverly Hills, CA December 14, 2016 Submittal Deadline: 2:00 P.M. January 25, 2017 Project Contact: Robert Welch Project Manager Telephone: (310)

2 1.0 INTRODUCTION The City of Beverly Hills (City) is soliciting proposals from qualified consulting firms interested in providing professional as-needed engineering services for the Westside Purple Line Extension project by the Los Angeles County Metropolitan Transportation Authority (MTA). This request for proposal (RFP) contains a project description, scope of work, evaluation process, general terms and conditions, and the City s template for professional services contract. The intent of the RFP is to solicit proposals to provide as-needed engineering and construction support services for the Westside Purple Line Extension within the City. The project includes a variety of support services outlined in this RFP. This RFP does not commit the City to pay any costs incurred in the preparation and presentation of submittals or to select any interested firms who respond. Tentative Schedule The City has established the following target dates for evaluation and scheduling purposes. The following dates are tentative, non-binding, and are subject to change without prior notice. RFP Release... December 14, 2016 Deadline for Proposers to Submit Questions..... December 28, 2016 Anticipated Deadline for City to Respond to Questions... January 11, 2017 Proposals due and receive by:... January 25, 2017 Conduct Interviews:... February 8, 2017 Recommend City Council to award... February 21, BACKGROUND MTA is extending the Purple Line Subway approximately 9 miles west of the existing Wilshire/Western Station and constructing seven new stations. MTA s project is being built in three sections. Section 1 is a 3.9 mile subway heavy rail line that will operate from the existing station at Wilshire/Western, in the City of Los Angeles to a proposed station at Wilshire Boulevard and La Cienega Boulevard in the City of Beverly Hills. Section 2 is 2.62 miles and extends from Wilshire/La Cienega station west to Century City. The alignment will extend west under Wilshire Boulevard from La Cienega Boulevard to the Wilshire/Rodeo Station (located at Wilshire Boulevard and Reeves Drive). West of Reeves Drive, the alignment is proposed to continue along Wilshire Boulevard until it exits the corridor and continues southwesterly to a new terminus station on Constellation Boulevard in Century City. Section 3, which is not part of the scope of this RFP, is entirely within Los Angeles and extends from Century City/Constellation station to Westwood/VA Hospital station. Section 1 Prior to the start of construction for Section 1, all utility services which could have been impacted by tunnel or station construction will be relocated to ensure continued service. This Advanced Utility Relocation (AUR) work began in November 2014 and is scheduled to be completed by the end of this year (December 2016).

3 Construction on the Wilshire/La Cienega Station is anticipated to begin in early 2017 with installation of piles around the perimeter of the station along each side of Wilshire Boulevard between La Cienega Boulevard and Tower Drive and across Wilshire Boulevard at each end. The piles will support the shoring and decking that will facilitate excavation between La Cienega Boulevard and Tower Drive to accommodate the 1,000-feet long underground station box. Upon completion of the piling, Wilshire Boulevard will be closed periodically for the installation of decking. Once the decking is in place across Wilshire Boulevard, excavation and construction of the Wilshire/La Cienega Station will continue for approximately the next 4 years. Tunneling will begin in Los Angeles at the Wilshire/La Brea Station and will conclude at the Wilshire/La Cienega Station in Beverly Hills. The Purple Line Extension Section 1 is anticipated to open in late City staff and MTA staff negotiated a draft memorandum of agreement (MOA) that includes, among other things, reimbursement provisions, mitigation measures, and construction document review processes. The MOA will be presented to the City Council and MTA Board for their consideration in the coming months. A copy of the latest publicly available draft of the MOA for Segment 1 is attached to this RFP for reference only. The language of the MOA is subject to change prior to final approval by the City Council and Metro Board. Section 2 Pre-construction activities are currently underway for Section 2. Utility relocation for Section 2 is scheduled to begin in early Gas, electric, and telecommunication utilities owned by third party utility companies (Southern California Edison, Southern California Gas Company, and AT&T) will be relocated to accommodate future construction of the Wilshire/Rodeo Station. Section 2 station construction will commence within 2019 with anticipated completion in Subsequent to the relocation of third party utilities by the utility owners, a design-build contract is anticipated to be awarded by Metro for the Section 2 station and tunnel construction. Prior to the beginning of major construction the City anticipates negotiating with Metro regarding the terms of an MOA for Section SCOPE OF WORK Consultant shall perform as-needed support services associated with the implementation of the Purple Line Extension project by the MTA. Services may include, but are not limited to: Project Management Design Review Review and Development of Interagency Agreements

4 Review and Development of Permit Conditions Construction Management & Oversight Services Constructability and Construction Schedule Review Community Outreach City Council and Commission Presentations QA/QC and Document Control The scope of work that follows contains a general outline of the required tasks. Proposals submitted should include a detailed all-inclusive scope of work. Task 1: Project Management Consultant shall assign a project manager that will be the point of contact and coordinate all communication with City staff. The PM shall manage and oversee all technical and administrative aspects of the project to ensure that they are performed in a professional manner to the satisfaction of City, and are completed within the agreed to schedule and budget. The PM shall regularly report on work effort, progress and schedule and the status of the project budget to the City's Project Manager. Other activities which will be performed as part of Project Management responsibilities include but are not limited to: Develop, maintain, and manage a project schedule. For the Purple Line Extension Project this task shall include coordinating with the MTA design, pre-construction and construction activities schedule, as well as developing a master schedule integrating, as appropriate, the scopes and schedules of other current public works projects underway in City with the objective of mitigating/minimizing possible negative impacts of concurrent projects. Conduct regular Bimonthly Progress Meetings with City Coordinate as needed with other Agencies and Stakeholders. For the Purple Line Extension Project this includes assisting City in its implementation of the MOA for Segment 1, should it be approved, and developing an MOA for Segment 2. Provide monthly progress reports, accounting and invoicing Manage quality assurance review and production of deliverables Document control process and procedures The PM shall coordinate with the City to further develop and define project management activities to most effectively and efficiently address City's needs, and provide the greatest benefit to City and the least impact to limited City resources. Task 2: Design Review Task Construction Staging and Traffic Management Plans Consultant will review the Construction Staging and Traffic Management Plans to be developed by MTA to ensure that the plans fall within applicable federal and state law and City ordinances, and meet the requirements set out in the MOA(s) between the City and MTA. Consultant's review of the documents shall also ensure that the plans are efficient and effective, with an eye towards decreasing construction impacts upon businesses and residents in the affected area. Construction Staging and Traffic Management Plans include the following:

5 Construction Staging Plan Traffic Management Plan Worksite Traffic Control Plan Traffic Circulation Plan Parking Control Plan Detours and Detour routes Haul Routes and overload Haul Routes Consultant shall deliver to the City a detailed comment matrix and will coordinate with MTA to incorporate agreed upon changes into the Construction Staging and Traffic Management Plans. Task Utilities - Coordination of Utility Relocation Activities Consultant shall provide City necessary support in completing plan review, permitting; and implementation oversight for all utilities including City and private utilities. Task Noise and Light Control Plans and Mitigation Measures Consultant shall review the Noise and Light Control Plans and all necessary Mitigation Measures to be developed by MTA to ensure that the plans do not violate any applicable City ordinances. Consultant shall also review the documents to ensure MTA adheres to the MOA s, and that the documents represent effective measures in reducing the impact of noise and light pollution upon City's residents and businesses. Consultant shall deliver to the City a detailed comment matrix and shall coordinate with MTA to incorporate agreed upon changes into the Noise and Light Control Plans and Mitigation Measures. Task 2.4 Civil Plans Consultant shall review roadway improvement and construction, and utilities rearrangement plans for compliance with applicable federal, state, and City codes, standards, and policies general engineering principles, and environmental mitigation requirements, as well as accuracy and completeness. Upon completing the review, Consultant shall either provide a recommendation to grant approval of a City permit, or provide the City comments, in the form of a matrix and annotated plans, to be discussed and incorporated by MTA. Consultant shall further assist the City in meeting the submittal and response procedures set out in the MOA. Task Drainage Consultant shall review drainage plans for compliance with applicable federal, state, and City codes, standards, and policies, general engineering principles, and environmental mitigation, as well as accuracy and completeness. Upon completing the review, Consultant shall either provide a recommendation to grant approval of a City permit, or provide the City comments, in the form of a matrix and annotated plans, to be discussed and incorporated by MTA. Task Mitigation Monitoring Consultant shall provide the City support in monitoring required and agreed upon mitigation measures per all permit conditions and applicable MOA. Consultant shall review all engineering

6 plans, traffic and construction plans, noise and light plans, and permit applications submitted by MTA to ensure that the plans meet mitigation measures. As will be discussed in the Task 3 below, Consultant shall also provide the City construction oversite services throughout the life of the project to ensure that MTA and its representatives and consultants are implementing the mitigation measures. Task 3: Construction Management and Oversight Services Task Field Verification of Permit Compliance and Mitigation Monitoring Consultant shall conduct field investigations to verify construction is in compliance with applicable permitting requirements. Consultant inspectors shall also verify that MTA and its representatives and contractors are implementing necessary mitigation measures per permit conditions and MOA. Task Field Verification Construction Staging Plans, and Traffic Control Plans Consultant shall conduct field investigations to verify construction is in compliance with approved Construction Staging Plans as well as Traffic Control Plans. Consultant shall also coordinate with MTA to resolve any deviations from, or violations of any approved plans. Task Field verification of compliance with Noise and Light Plan and Mitigation Consultant shall conduct field investigations to verify construction is in compliance with approved Noise and Light Plans as well as MOA. Consultant shall also coordinate with MTA to resolve any deviations from, or violations of any approved plans. Task Final acceptance of any Completed Rearrangement and Re-inspection of any Corrective Work Performed Consultant shall conduct final review of any completed utility rearrangement or construction. Upon completion of the final review, Consultant shall provide comments as to the state of the rearrangement and recommend that the City to provide MTA with notice of final approval if appropriate. Consultant shall work with city staff to develop punch list items and resolve accordingly with contractor and MTA. Task 3.5 Other Support Services The Consultant shall provide the Construction Support Services, but are not limited to the following; Review and process shop drawing submittals. Develop design modifications as requested Review and respond to request for information (RFI). Evaluate the acceptability of substitute materials and equipment proposed by the contractor, and provide recommendations to City. Identify, document, and mitigate field conflicts. Evaluate contractor s change order and make recommendation to City for approval. Assists in the negotiation of contractor s change order requests. Consultant to assist in a betterment process if agreed to by the City and MTA.

7 Task 4: Community Outreach Task Community outreach and noticing materials preparation Consultant shall provide technical staff attendance at any required public meetings or community workshops. Consultant shall also prepare presentation materials for public meetings or community workshops, working in close coordination with the City staff. If requested by City, Consultant shall be responsible for the preparation of presentation materials and ensuring that all key technical staff is present at the meetings and available to interact with the public and provide information about the project. Task Community meetings, one-on-one meetings with businesses and community/neighborhood leaders Consultant shall assist the City in organizing and scheduling community as well as one-on-one meetings with businesses and community leaders. Consultant shall work with City staff to identify key community and business organizations, as well as community and business leaders that will be coordinated with during all stages of design and construction. Consultant shall also assist in the coordination and scheduling of these events. Consultant will assist the City in promoting and implementing MTA s Business Mitigation Assistance program as identified in the MOA. Task Presentations to City Commissions and City Council If requested by City, Consultant shall prepare materials to be incorporated into the staff reports for Commission and City Council meetings. Consultant shall prepare any written or visual materials required for meeting presentation in order to convey technical information. Consultant shall provide technical staff to be present at any commission or City council meetings where the project shall be discussed. Task Advance notifications for all construction activities Consultant shall assist the City in determining the method of notification and the notification distribution area for MTA advance notification of construction activities. Consultant shall review any and all notifications prior to MTA distributing the information to ensure MTA adherence to minimum advanced notification requirements for all construction activities set out in MOA. Task 4.5 Website, Updates and Contact Line Consultant shall provide updates to the City website with project data and with up to date construction scheduling activities. Consultant shall take the lead to provide notifications to the public at every stage of the project prior to performing work that may impact. Coordinate the resolution of project-related complaints. Maintain factual documentation of any complaints received and their resolution. Additionally, the service shall include: Maintain project information and status updates on various social media outlets; Preparation and disseminate written and electronic public information material;

8 Prepare and distribute construction notices; Provide staffing for a project hotline (24-hrs); Public outreach person must attend the bi-monthly project construction meeting; Notifications shall be hand distributed to the business and residents; 4.0 ELEMENTS OF THE PROPOSAL Please limit your proposal to approximately fifteen (15) pages, excluding cover letter, resumes, and pre-printed materials. Responses to this Request for Proposal shall be presented in the following format: 1. Cover Letter: The letter shall be signed by an official authorized to bind the firm and shall contain a statement indicating that the proposal is valid for ninety days. 2. Project Understanding: Present your understanding of the project and the general approach to be used. 3. Scope of Work: The methodology and detailed Scope of Work proposed to accomplish the tasks shall be described in this section. Consultants shall provide a complete scope of services for all labor, materials, tools, equipment, services, incidentals, professional staff and sub-consultants to fully complete the project without extra work and are encouraged to recommend alternatives, added or reduced design services which may enhance the overall quality of the project. 4. Personnel: This section shall identify and define the qualifications and experience of the Project Manager and other key personnel to be assigned to the project. The proposal shall also include the names, qualifications and resumes of the firm s subconsultants who will be performing the work and a description of their experience relating specifically to this project. Describe the level of involvement for each of the sub consultants and a projection of man-hours for each. Provide an organizational chart indicating the project team s individual responsibilities and reporting relationship. For each key team member, a resume must be attached. The Project Manager for the consultant must be fully involved and in control of the work effort and conversant in the project s details on a day-to-day basis. Provide a listing of preferably three (3) clients and projects for which similar work has been performed by the Project Manager including contact persons, addresses and telephone numbers. This work experience can be supplemented with the firm s work experience on similar projects. Please ensure that the individual referenced is still with the contracting agency for which the work was performed or give that person s current telephone number. The Project Manager and other key personnel identified in the proposal are expected to remain assigned to the project through project completion. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence and experience upon written approval of City, which will not be unreasonably withheld.

9 6. Staff Hour Estimate: Provide a staffing chart, including consultants, indicating the estimated number of staff hours, by individuals or by job description or title required, for each task in the scope of work. 7. Fee Schedule: In a separate sealed envelope, provide a cover letter and Fee Summary. The fee summary shall include a cost and man-hour breakdown consistent with the requirements of the Scope of Work. In addition, please provide your current rate schedule with corresponding effective dates. City will compensate the consultant for services performed on an hourly-rate basis plus project-related expenses. 5.0 PROPOSAL EVALUATION CRITERIA Evaluation and ranking of the proposals will be based upon the quality of the proposals, including comprehensiveness and responsiveness to the requirements of this RFP and the following criteria: Consultant s knowledge and understanding of the project, the approach and methodology that will be used to complete the project. Similar project experience, references and qualifications of the Project Manager and other team members. Familiarity with City, County, State, and Federal Codes, Regulations and Procedures. Consultant s prior work experience with MTA and ability to advocate on behalf of City before MTA. The City reserves the right to accept or reject any and all proposals. Additionally the City requests that you list all past and current contracts held with MTA. The City reserves the right to reject a proposal based on current contracts held with MTA. After the proposals are reviewed and ranked based on technical merit, the fee envelope will be opened and reviewed. The proposals that, in the judgment of the reviewing staff, are the highest ranked with reasonable fees may be invited for an interview. Thereafter, staff will make a recommendation to the City Council for award. 6.0 PROPOSAL EVALUATION SCHEDULE The City shall utilize the following planning chart for the timetable and process of evaluating engineering proposals: Proposals due and received by: January 25, 2017, 2:00PM Recommend Council to award: February 21, 2017 Project Kick-Off Meeting: February 21, 2017 (Tentatively)

10 7.0 GENERAL TERMS AND CONDITIONS The City of Beverly Hills shall not, in any event, be liable for any pre-contractual expenses incurred by the Consultant. Pre-contractual expenses are defined as expenses incurred by Consultant in: 1. Preparing the response to this Request for Proposal. 2. Submitting the proposal to the City. 3. Negotiating with the City in any matter related to this proposal. 4. Any other expenses incurred by Proposer prior to the date of the executed agreement. The City of Beverly Hills reserves the right to reject any and all proposals. Further, the City makes no representations that any agreement will be awarded to any Proposer responding to this Request for Proposal. The City reserves the right to cancel the project at any phase or at any point in any phase and pay the Consultant only for costs incurred to that date. All data, documents and other products used or developed during the project will remain the property of the City upon completion of that phase of the project. 7.1 Contract between Consultant and City The City will prepare a contract for implementation between the successful proposer and the City. See Attachment C for a sample of the City s professional services contract. Please indicate in your proposal any exceptions taken to the requirements of the agreement. 7.2 Late Proposals It is the Consultant's sole responsibility to ensure that proposals are received at the City office prior to the scheduled closing time specified in this RFP. Proposals will not be accepted after the deadline. 7.3 Withdrawal of Proposals Proposals may be withdrawn if written notification of withdrawal of the proposal is signed by an authorized representative of the proposer and received at the City office prior to the closing time for receipt of proposals. Proposals cannot be changed or withdrawn after the time designated for receipt. 7.4 Rejection of Proposals The City reserves the right to reject any and all proposals received in response to this RFP and to waive any informality in any proposal if it is determined to be in the best interest of the City to do so. 7.5 Proposal Validity Period Submission of a proposal will signify the proposer's agreement that the proposal, and contents thereof, are valid for ninety (90) days following the submission of the proposal and shall become part of the contract that is negotiated with the successful consultant.

11 7.6 Site Inspection Proposers are urged to make site visits and examinations to become thoroughly familiar with the conditions affecting their proposal. Failure to make such investigations will not constitute grounds for additional claims or for extension of time under the contract and will not relieve the Consultant of the responsibility for meeting all requirements of the RFP. 7.7 Documents to be Construed Together The RFP, proposal and all documents incorporated by reference in a contract entered into between the consultant and the City, and all modifications of said documents, shall be construed together as one document. 7.8 Extra Work or Materials The City shall have the right to make alterations, eliminations and additions in the work. Exercise of such right shall in no way void the contract. The value of such extra work shall be agreed upon by the City and the Consultant. 7.9 News Releases News releases pertaining to the award of any contract resulting from this RFP shall not be made without prior approval of the City. The City's name shall not appear on customer lists, advertising or other materials used to promote the Consultant's services without prior written approval of the City. 8.0 CLOSING The City reserves the right to accept or reject any and all proposals, waive any defects or irregularity, modify the proposal terms or the selection process or negotiate a contract, along with a revised Scope of Services, schedule and fees with the selected consultant. The City reserves the right to eliminate or add tasks identified in the Scope of Work with a corresponding reduction or increase in the fee. The City reserves the right to separate the work into various projects and negotiate and award each project to different consultants. The final proposals will be presented to the City Council for approval. Five copies of the complete proposals and one separate sealed fee envelope must be received by the date and time specified in Section 6.0 of this RFP. Deliver or mail proposals to: City of Beverly Hills Public Works Department 345 Foothill Road Beverly Hills, California Attn.: Robert Welch P.E., Project Manager

12 ATTACHMENTS Exhibit A: Exhibit B: Exhibit C: Memorandum of Agreement for the Advance Utilities Relocation Phase of the Purple Line Extension Project Segment 1 Draft Memorandum of Agreement for Contract C1045 of Purple Line Extension Project Segment 1 Professional Services Contract Template