Professional Engineering Services Request for Proposals Traffic Signal Interconnect & Upgrade (North) CIP 8309; Federal Project Number HSIPL-5382(037)

Transcription

1 Professional Engineering Services Request for Proposals Traffic Signal Interconnect & Upgrade (North) CIP 8309;Federal Project Number HSIPL-5382(037) July 6, 2018 REQUEST FOR PROPOSALS The City of Vista is requesting proposals from qualified engineering firms to provide professional services for plans, specifications and estimate for the Traffic Signal Interconnect & Upgrade project for an existing system of 53 traffic signals. PROJECT DESCRIPTION AND SCOPE OF WORK The City of Vista received a $710,200 grant in Federal Highway Safety Improvement Program (HSIP) funding for this project. The City currently employs a serial, daisy chain topology with various communication mediums (fiber, copper and telephone) in its traffic signal communications system. This project will upgrade the system in the northern part of the City to an all-fiber optic, redundant Ethernet protocol system and will connect some signals that are currently off-line. The project will also consolidate the operation of three closely spaced traffic signals at the intersections of Vista Village Drive at N. Santa Fe Avenue, Vista Village Drive at Olive Ave, and N. Santa Fe Avenue at Main Street. The improvements will include consolidating the three traffic signals into one new traffic signal cabinet and controller and rewiring the intersections including rewiring railroad interconnect for preemption. The project generally consists of the following elements: - Removal of existing equipment - Installation of new conduit and pull boxes - Pulling fiber optic cable in new and existing conduit - Installation of Ethernet switches and modems - Installation of fiber optic splice equipment and cabling - Fiber optic splicing - Installation of new CCTV cameras, traffic signal controllers, conflict monitor units and advance loop detectors - Installation of wireless interconnect equipment - Upgrades to existing battery back-up systems - Installation of intersection rewiring and phasing - Installation of new traffic signal cabinet and equipment - Traffic signal operation consolidation Attachment A shows a map of the proposed signal interconnect infrastructure and the engineer s construction cost estimate. The Scope of Work, included as Attachment B, details the tasks that the selected consultant will be required to perform to design the project.

2 ENGINEER S ESTIMATE The engineer s estimate for professional services for plans, specifications and estimate is $150,000. If the consultant identifies work items that should be included in the plan, but cannot be performed within this budget, these items must be identified in both the scope and fee proposals with the costs separately delineated. PREVAILING WAGES This project is using federal funds. Pursuant to the Vista City Charter and the Vista Municipal Code, payment of prevailing wages and compliance with the California Labor Code Sections 1770 et seq is required if any services are to be provided by job classifications subject to Section General prevailing rates of wages and classifications are applicable to this contract as ascertained and adopted by the State of California, Department of Industrial Relations (DIR) pursuant to California Labor Code Article 2 of Chapter 1 of Part 7 of Division 2, as amended. Certified payroll on an approved compliance format is required for all work under this Contract. Please see links below for Federal and State prevailing wage rates. DISADVANTAGED BUSINESS ENTERPRISE (DBE) The established DBE goal for this contract is zero percent. Please see the attached Caltrans Exhibit 10-I (Attachment C ) for more information on DBE. Also, Caltrans Exhibits 10-O1 and 15-4 (Good Faith Efforts) must be completed by the consultant and submitted with their proposal in response to this RFP. Please consult Exhibit 10-I and Chapter 9 of the Caltrans Local Assistance Procedures Manual for more information on DBE and good faith efforts. Consultant must submit Exhibit with their contract prior to award by the City. The Caltrans Local Assistance Procedures Manual, Exhibits 10-O1, 10-O2 and 15-H are available on the Caltrans Division of Local Assistance website at the link below: RFP SCHEDULE The City s schedule for the RFP selection process is as follows: Milestone Date City Issues RFP July 6, 2018 Deadline for questions July 20, 2018 Proposals Due August 6,2018 Contract Award Sept 25, 2018 * All dates are subject to change. *If applicable, submittal to Caltrans A&I and their response may delay contract award date, refer to Financial Review Performed Prior to Contract Execution section for more details.

3 PROPOSAL REQUIREMENTS AND SUBMITTAL DEADLINE Submitted proposals are, at a minimum, to include the following elements: 1. Statement of qualifications to include: a. Synopsis of the firm s qualifications b. List of similar contracts completed by the firm or team members with a focus on contracts involving federal funding and requirements and working with Caltrans c. A brief description of the services provided in each similar contract with a clear focus on tasks similar to the tasks in the Scope of Work for this project d. At least one reference for each similar contract cited 2. Scope of Work. The proposed Scope of Work should include, at a minimum, all the tasks listed in the attached Scope of Work (Attachment B ). The consultant should clearly identify any proposed modifications to the attached Scope of Work and state the reason or reasons. 3. Approach, methodology or work plan to be used to accomplish the Scope of Work. 4. Staffing structure to include names and classifications of staff assigned to this project including subconsultants. 5. Resumes for the assigned staff including subconsultants. 6. Proposed fee schedule submitted in separate sealed envelope clearly labeled Proposed Fee Schedule. Also include pdf copy on electronic media, i.e. thumb drive or CD within sealed envelope. The Proposed Fee Schedule shall be in a table format and, at a minimum, include: a. A list of all tasks and subtasks including tasks and subtasks to be completed by subconsultants. b. For each task and subtask, list the staff level, number of hours, hourly rate and total cost c. List any other direct charges to be billed on the project such asmileage, reproduction, etc. d. Note that Federal procurement rules do not allow reimbursement of any mark-up by the prime consultant on subconsultant fees or reimbursement of any mark-up on direct charges. 7. Proposed project schedule with begin and end dates for each task and subtask based on the Scope of Work. 8. Exceptions to RFP. Provide a statement that the Consultant has read, understands, and takes no exception to the RFP or the terms of the City s Standard Consulting Agreement (Attachment E ). If the Consultant does take exception(s) to any portion of the RFP, the specific portion to which exception is taken shall be identified and explained. 9. Include a statement in the proposal acknowledging that the Consultant reviewed and understands any addenda to this RFP issued by the City. Prospective proposers have the sole responsibility of being aware of any addenda to this RFP issued by the City by periodically checking the City s website or ebidboard. 10.The following Caltrans Exhibits (forms) are required to be completed by the consultant: a. Exhibit 10-O1 b. Exhibit 10-O2 c. Exhibit 10-Q

4 The Caltrans Local Assistance Procedures Manual as well as the Caltrans Exhibits are available on the Caltrans Division of Local Assistance website at the link below: Submitted proposals are to be signed by an individual with power to bind the consultant. Please submit five hard copies and PDF files on electronic media, i.e. thumb drive or CD. Again, all proposed fee schedules including PDF files should be submitted in separate sealed envelope clearly labeled Proposed Fee Schedule. Proposals shall be delivered no later than 3:00pm on Monday, August 6, 2018 to: Drop-off Location: City of Vista City Clerk s Office Attn: Jason Rivera, Engineering 200 Civic Center Drive Vista, CA Mailing Address: City of Vista City Clerk s Office Attn: Jason Rivera, Engineering 200 Civic Center Drive Vista, CA CONSULTANT SELECTION CRITERIA The City's consultant evaluation and selection process is based on Qualifications Based Selection (QBS) for professional services. An evaluation committee appointed by the City Engineer will review the proposals as detailed in the minimum Scope of Work (Attachment B ). Once a group of the most qualified firms is selected and ranked based on stated/scored selection criteria, the sealed fee schedule envelope of the highest ranking consultant will be opened. Any firm(s) not selected will be informed of the decision and their sealed envelope(s) will be returned unopened. If the proposed contract for this Federal Project has an estimated value of $150K or greater, all consultants, including prime and subconsultants, are subject to a financial review of the Indirect Cost Rates (ICR) by Caltrans Audits and Investigations (A&I) and must submit all required items as outlined in Attachment D to the City. The City will forward these documents to A&I. A&I will review the consultants proposed ICR and supporting documents and then notify consultants and the City in writing whether the proposed ICRs are accepted, adjusted, or denied. Contracts below $150K are not subject to the Caltrans Financial Document Review but the City is required to establish that all costs are in compliance with the Federal cost principles, 23 CFR Part 172 and other applicable requirements are met.

5 The selected consultant will be asked to negotiate a final scope and fee for the projectto ensure that the proper delivery of the services required are at a reasonable cost and meet A&I requirements. If an agreement is not reached, negotiations will be formally terminated and the City will proceed to negotiate with the next most qualified consultant. The contract award, if any, will be made to the proposer whose proposal best serves the interests of the City as it determines in its sole discretion. This is not a low bid solicitation, and the scoring criteria set forth below are not determinative of the successful proposer. Attachment E is a City of Vista standard agreement for professional consultant services that the City will require the selected consultant to execute. Please note that required federal provisions have also been incorporated into the attached City of Vista standard agreement. The following criteria will be used in the consultant selection process: 1. Inclusion of all proposal elements listed above (10 points) 2. Understanding of the work to be done based on the proposed work plan and scope of work (30 points) 3. Experience and expertise of the firm and subconsultants in completing similar work (30 points) 4. Experience and expertise of project team members in the work to be done (15 points) 5. Familiarity with state and federal procedures (15 points) Financial Review Performed Prior to Contract Execution Once the highest ranked consultant is selected, the City will open and analyze the cost proposal. If the proposed contract has a value of $150K or greater, all consultants, including prime and subconsultants, are subject to a financial review of the Indirect Cost Rates (ICR) by Caltrans Audits and Investigations, (A&I) per the Caltrans Local Assistance Procedures Manual, Chapter 10 Consultant Selection. The City is responsible for obtaining all required ICR supporting documentation from A&E prime consultants and sub-consultants as outlined in Exhibit 10-A (A&E Consultant Audit Request Letter) and the Exhibit 10A-Checklist, Attachment D. The City will forward these documents to A&I for review and acceptance of the ICR. After A&I receives a complete financial document packet from the City, A&I will review the consultants proposed ICR and supporting documents and then notify consultants and the City in writing whether the proposed ICRs are accepted, adjusted, or denied. Caltrans A&I and representatives of the federal government have the right to conduct a final audit of all costs. If the costs are subsequently determined to be unallowable, these costs are subject to repayment. Contracts will be executed after A&I either accepts, adjusts, or rejects the ICR and a revised final cost proposal (if applicable) is received. Correction of the final cost proposal, however, does NOT need to be cleared through Caltrans A&I before executing the contract. The letter of acceptance along with the executed contract shall be retained in the project file. Failure to reflect the adjusted or denied ICR in a revised final cost proposal may result in the disallowance of costs. Contracts below $150K are not subject to the Caltrans Financial Document Review but the City is required to establish that all costs are in compliance with the Federal cost principles, 23 CFR Part

6 172 and other applicable requirements are met. All documents and cost analysis are required to be retained in the project files to demonstrate compliance. The Caltrans Local Assistance Procedures Manual as well as the Caltrans Exhibits are available on the Caltrans Division of Local Assistance website at the link below: PROJECT PROGRESS The Contract shall begin upon approval by the City, and the Consultant shall commence work after notification to proceed by the City. The Consultant is advised that any recommendation for contract award is not binding on the City until the Agreement is fully executed and approved by the City. COORDINATION Coordination with the City, other Consultants and other involved City departments and agencies will be required. The City will decide the manner in which the project coordination is undertaken. At the City s option, coordination efforts may be performed by the Consultant s direct contact, by the Consultant acting through the City or by the City only. When coordination efforts require agreement, such agreement shall be coordinated through the City. ASSIGNED REPRESENTATIVES The City will assign a responsible representative to administer the contract, and to assist the Consultant in obtaining information. In addition, the Consultant shall assign a responsible representative (Project Manager), who will be identified in the proposal. The Consultant s representative will remain in responsible charge of the Consultant s duties from the Notice-to- Proceed through project completion. If the Consultant s Project Manager should be unable to continue with the project, then the Consultant shall notify the City s representative in writing. The City s representative shall first approve any substitution of representatives or sub-consultants identified in the proposal in writing. The City reserves the right to review and approve/disapprove all key staff and sub-consultant substitution or removal, and may consider such changes not approved to be a breach of contract. This breach of contract will not apply if the Project Manager leaves the Consulting firm.

7 RIGHT TO REJECT PROPOSALS The City reserves the right to delay the project or reject any or all proposals submitted, and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City reserves the right to extend the due date for the proposal, accept or reject any or all proposals received as a result of this request, negotiate with any qualified consultant or cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from negotiations. All costs incurred in the preparation of the proposal, the submission of additional information and/or any aspect of a proposal prior to award of a written contract will be borne by the Respondent. The City will provide only the staff assistance and documentation specifically referred to herein and will not be responsible for any other cost or obligation of any kind, which may be incurred by the Respondent. All proposals submitted to the City of Vista become the property of the City. DISCLOSURE All proposals become the property of the City unless a return is specifically requested, as specified in the following section. The City is a public agency subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 and following. These requirements include an exemption for trade secrets. If any proprietary information is contained in or attached to the written proposal, it must be clearly identified. In order to protect trade secrets from disclosure, pursuant to a public Records Acts request, you must agree in writing to defend and indemnify the City of Vista if litigation results. LATE, MODIFIED, OR WITHDRAWN PROPOSAL Any Proposal received at the office designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made; and it was sent by mail, and it is determined by the City that the late receipt was due solely to mishandling by the City after receipt at the City; or it is the only Proposal received. Any modification of a proposal, except a modification resulting from the City's request for "best and final" offer, is subject to the same conditions as the initial submission. Proposals may be withdrawn by written notice received at any time prior to Notice of Intent to Award. Thereafter, all proposals constitute firm offers, subject to negotiation and execution of definitive documents that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months thereafter. Proposals may be withdrawn in person by the consultant or an authorized representative, provided the authorized representative's identity is made known and the

8 representative signs a receipt for the proposal prior the posting of Notice of Intent to Award of contract award. If you have any questions, please contact me. Sincerely, ]táéç e äxüt Jason Rivera Assistant Engineer (760) jrivera@cityofvista.com Attachments: A: Exhibit of Project Area and Engineer s Construction Estimate B: Scope of Work C: Caltrans Exhibit 10-I, Notice to Proposers DBE Information D: Caltrans Exhibit 10A, A&E Consultant Audit Request Letter and Checklist. E: City of Vista Standard Professional Services Agreement with Required Federal Provisions

9 ATTACHMENT A EXHIBIT OF PROPOSED INTERCONNECT IMPROVEMENTS AND ENGINEER S CONSTRUCTION ESTIMATE

10 OCEANSIDE OCEANSIDE S.D. COUNTY S.D. COUNTY VISTA ^k 111 ^k ^k 14 ^k BOBIER BOBIER ^k SANTA SANTA FE FE ^k VISTA VISTA ^k ^k 5 ^k ^k 6 7 ^k ^k ^k ^k ^k ^k ^k VISTA VISTA VISTAVILLAGE VILLAGE CIVIC CIVIC CENTER CENTER VISTA VISTA VISTA VISTA FOOTHILL ^k 25 FOOTHILL S.D. COUNTY S.D. COUNTY FOOTHILL S.D. COUNTY Ü Miles SIGNAL # SIGNALIZED INTERSECTION SIGNAL # SIGNALIZED INTERSECTION SIGNAL # SIGNALIZED INTERSECTION 112 N MELROSE DR & APARTMENTS DRWY 20 N SANTA FE AVE & BOBIER DR 75 E VISTA WAY & PALOMAR PL 64 N MELROSE DR & NORTH AVE 55 N SANTA FE AVE & STATER BROTHERS 109 E VISTA WAY & OAK DR 111 N MELROSE DR & HIGHLAND DR/ W LOS ANGELES DR 70 N SANTA FE AVE & INDIAN ROCK RD/ CANANEA ST 7 E VISTA WAY & WILLIAMSTON ST 28 N MELROSE DR & OLIVE AVE 110 N SATNA FE AVE & EAST DR 6 E VISTA WAY & VALE TERRACE DR/ ANZA AVE 27 N MELROSE DR & COPPER DR 19 N SANTA FE AVE & W LOS ANGELES DR/ TOWNSITE DR 5 E VISTA WAY & TOWNSITE DR 26 N MELROSE DR & FIRE STATION 1/GOLD DR 18 N SANTA FE AVE & CALIFORNIA AVE 107 E VISTA WAY & FIRE STATION 6 14 N MELROSE DR & W VISTA WAY 1 S SANTA FE AVE & MAIN ST 4 E VISTA WAY & CIVIC CENTER DR 40 CIVIC CENTER DR & ALTA VISTA DR 23 S SANTA FE AVE & ALTA CALLE/ POSTAL WAY 3 VISTA VILLAGE DR & MAIN ST/ PALM DR 41 CIVIC CENTER DR & EUCALYPTUS AVE 24 S SANTA FE AVE & MONTE VISTA DR 2 VISTA VILLAGE DR & CITRUS AVE 42 CIVIC CENTER DR & CRESCENT DR 25 S SANTA FE AVE & MAR VISTA DR 80 VISTA VILLAGE DR & N SANTA FE AVE 22 CIVIC CENTER DR & S SANTA FE AVE 115 BOBIER DR & MARABOU LN 84 VISTA VILLAGE DR & OLIVE AVE 43 CIVIC CENTER DR & POSTAL WAY 35 BOBIER DR & PANTHER WAY 82 VISTA VILLAGE DR & CAMINO PATRICIA/ WAVE DR 85 CIVIC CENTER DR & PALA VISTA DR 36 BOBIER DR & ANZA AVE 11 W VISTA WAY & VISTA VILLAGE DR 101 CIVIC CENTER DR & PHILLIPS ST 8 E VISTA WAY & BOBIER DR/ FOOTHILL DR 63 VISTA VILLAGE DR & LADO DE LOMA DR 104 N SANTA FE AVE & NORTH COAST CHURCH 97 FOOTHILL DR & SAN CLEMENTE AVE 88 LADO DE LOMA DR & LOWES ENTRANCE 103 N SANTA FE AVE & OSBORNE ST 10 E VISTA WAY & WARMLANDS AVE 12 W VISTA WAY & VALENCIA DR 91 N SANTA FE AVE & MUSEUM WAY 113 E VISTA WAY & TAYLOR ST 13 W VISTA WAY & MELROSE PLAZA DR 74 N SANTA FE AVE & TAYLOR ST 9 E VISTA WAY & ARCADIA AVE Legend Proposed Signal Controller & Interconnect Upgrade ^k Proposed CCTV Proposed Fiber Interconnect Proposed Wireless Interconnect Existing Wireless Interconnect Existing Fiber Optic Interconnect Vista City Limits PROPOSED CONDITIONS CITY OF VISTA S3: IMPROVE SIGNAL TIMING (COORDINATION, PHASES, RED, YELLOW, OR OPERATION 2016 HIGHWAY SAFETY IMPROVEMENT PROGRAM (HSIP) ATTACHMENT 3-2

11 % of "Construction Items only" Cost per Countermeasure (Yellow fields - To be entered in Application Form - Section III)

12 ATTACHMENT B SCOPE OF WORK The scope of work is to include, at a minimum, the following tasks: Task 1 Carry out Project Initiation, Management and Coordination A. Schedule and hold an initial meeting with City staff and subconsultants to discuss the approach to the project, scope of work, schedule and address any questions or requests for information from the consultant or subconsultants B. Coordinate the day to day activities on the project and manage all subconsultants and coordinate their activities C. Hold up to six formal meetings with City staff to develop the design of the project, resolve design issues, discuss staff comments on PS&E submittals, discuss progress and address any other issues. It is important that the design of the project get developed in coordination with the City to ensure that the City s expectations are met D. Produce and distribute meeting minutes E. Maintain open and regular communications with City staff and subconsultants Deliverable: Meetings; meeting minutes; and overall project management and coordination Task 2 Establish System Architecture, System Components, and Basis of Design A. Review the City s existing Traffic Signal System Master Plan B. Recommend a system architecture and topology C. Provide up to three vendor and product recommendations or for each component of the proposed system D. Prepare a basis of design for all upgrades. This shall include the design concept alternatives and recommendations for traffic signal operation consolidation, including the railroad preemption operation at Vista Village Drive/ North Santa Fe, Vista Village Drive/ Olive Ave, and North Santa Fe/ Main Street E. Discuss the recommendations with the City at the meetings in Task 1 above to develop the project design The City s Traffic Signal System Master Plan is available at the link below: ftp://ftp.cityofvista.com/traffic%20signal%20system%20master%20plan/ Deliverable: Basis of design report including system architecture, equipment recommendations, and traffic signal operation consolidation

13 Task 3 Conduct Field Review, Document Existing Conditions, Collect Data and Develop Base Map A. Conduct a field review to locate existing traffic signal equipment and communications infrastructure (signal poles and mast arms, cabinets and their contents, BBUs, conduits, pull boxes, modems, splice equipment and cabling in cabinets, etc.). An easy way to document the existing equipment and infrastructure is to take plots of aerial photography on the field visits and mark the existing features on the plots. B. Collect existing as-built plans for street improvements, and City utilities, and railroad signal improvements near Vista Village Drive and North Santa Fe. Some of the features noted in item A above may be found on as-built plans and only need field verification C. Work in coordination with the City to obtain utility plans from utility companies D. Work with the City on requesting a USA utility mark out E. Based on record data, field review and existing aerial photography, develop a base map adequate to design the proposed improvements. The base map should, at a minimum, show the locations of existing curbs and sidewalks, traffic signal equipment, conduits, pull boxes, existing utilities where excavation or boring is proposed, right-of-way, etc. The City will provide all records in its possession Deliverable: Base map Task 4 Design the Proposed Improvements Develop a set of design plans detailing the proposed improvements with the following components and instructions: A. Use AutoCAD at 40 scale to design and draft the project interconnect plans B. Use AutoCAD at 20 scale to design and draft the project traffic signal modification plans at Vista Village Drive / North Santa Fe, Vista Village Drive/ Olive Ave, and North Santa Fe/ Main Street C. Using the base map and other information from the tasks above, design and draft the horizontal alignment of the project interconnect and traffic signal modification improvements in plan layout. In general, the plan layout will show equipment removal; existing and new conduit; new fiber optic cable; existing and new pull boxes; other new equipment (loops, CCTV, controllers, BBUs, CMUs, etc.); cabling and splicing instructions and details in pull boxes, cabinets; and all other components necessary for a fully functioning system. The traffic signal modification plans shall address the removal of existing equipment and installation the proposed signal heads, phases, wiring, detection, railroad preemption, controller cabinet, service meter cabinets, and any other improvements necessary for the consolidated traffic signal operation. The plans shall show conductor schedules, pole schedules, phase schedules, and all other schedules, notes, and details required for a fully functioning system and construction plans. The City will provide standard construction notes for traffic signal interconnect and modification design in AutoCAD format that the consultant may use

14 D. Design details of splicing; connections in the cabinets; connections at the Civic Center; and other details as needed. The City has some standard details for traffic signal interconnect design that it will provide to the consultant in AutoCAD format E. Signing and striping plans (if required) for the intersection operation consolidation include existing and proposed striping, crosswalks, lane widths and existing and proposed signing per the CAMUTCD and Caltrans Standards. F. Draft sheets containing general notes, special notes, special provisions, etc. The City will provide templates of these sheets in AutoCAD format G. Design a schematic erosion control plan with specific erosion control measures called out at specific locations where excavation is proposed. The City will provide a sample erosion control plan from a recent City-designed project. The erosion control plan is to also include erosion control notes and details, of which the City will provide a template in AutoCAD format H. Label existing features and utilities as necessary I. Call out all of the proposed improvements using detailed and distinct construction notes and refer to standard drawings or details shown elsewhere on the plans as appropriate. As mentioned in item B, the City will provide AutoCAD standard construction notes for traffic signal interconnect design, which should be adequate for most of the proposed improvements in this project J. The design plans are to be clear and detailed so as to enable a contractor to construct the improvements with minimal, if any, requests for information K. Submit the plans to the City for review at 60%, 90% and 100% design levels. Depending on the level of completeness of the submitted plans, allow for a minimum of four iterations of comments by the City and updates by the consultant Deliverable: 100% design plans of the project improvements Task 5 Prepare NCTD and Right of Entry Permit The traffic signal operation consolidation will require an NCTD right-of-entry permit to allow the contractor to access NCTD property and accomplish specified construction activities. This element of work includes the level of effort necessary to engage NCTD and gain approvals for work to be performed on or adjacent to NCTD owned facilities and in accordance with NCTD right-of-entry permit process. Consultant will prepare and submit permit applications and gain initial acceptance by NCTD prior to bid advertisement. The City will be responsible for the application fee as applicable. Deliverable: Right-of-Entry application processing and approval.

15 Task 6 Develop a Construction Cost Engineer s Estimate A. Using the design plans from the task above, develop an engineer s estimate to construct the proposed improvements. The estimate is to be detailed with a list of each individual improvement item, item quantity, unit cost per item and total cost for each item as well as contingencies and total construction cost B. Submit the engineer s estimate to the City for review and allow for a minimum of two iterations of comments by the City and updates by the consultant Deliverable: Final construction cost engineer s estimate Task 7 Develop Project Specifications A. The City has a specifications template used as a base for all City projects. Using the City template, develop project specifications B.Review the entire template and revise as necessary to fit the project. Communicate with the City throughout the development of the project specifications to obtain information to ensure the correct specification provisions are used for the project C.Include all provisions and forms required for federally funded projects. The City will provide a sample from a recent City-designed project D.Prepare and include all necessary appendices in the project specifications E. Submit the project specifications to the City for review and allow for two iterations of comments Deliverable: Final project specifications Task 8 Prepare a Water Quality Technical Report A. Prepare a Water Quality Technical Report (WQTR) identifying water pollution prevention Best Management Practices (BMPs) B. Prepare and include the Checklist For New Development And Redevelopment in the WQTR C. Prepare and include the Urban Runoff Threat Assessment Form in the WQTR D. The City will provide a template of the above three documents E. The City will provide completed samples of the above three documents from a recent Citydesigned project F. Submit the WQTR to the City for review and allow for two iterations of comments Deliverable: Final Water Quality Technical Report

16 Task 9 Develop As-Built Plans A. Upon completion of construction and using red line plans marked by the City inspector and construction contractor, draft as-built plans for the project B. Incorporate all changes to the plans electronically with all necessary revision notations C. Once the plans have been updated with all the construction changes, submit a plan set signed by the Engineer of Work to the City with an electronic copy of the final as-built drawings D. Submit an electronic copy of all of the files for the project s survey, design, project specifications, estimates and forms. Deliverable: Final signed as-built plans and electronic copy of the project files Task 10 Conduct Quality Control and Quality Assurance The Consultant shall have a quality control plan in effect during the entire time work is being performed under the Agreement. The Quality control plan shall establish a process whereby plans and other project documents are independently checked, corrected and back checked prior to submittal to the City.The Consultant is to maintain neat and organized project files. Deliverable: Quality control and quality assurance evidenced in the quality of all plans and documents submitted to the City and Caltrans

17 ATTACHMENT C CALTRANS EXHIBIT 10-I, NOTICE TO PROPOSERS DBE INFORMATION

18 Local Assistance Procedures Manual EXHBIT 10-I Notice to Proposers DBE Information EXHIBIT 10-I NOTICE TO PROPOSERS DBE INFORMATION The Agency has established a DBE goal for this Contract of 0% OR The Agency has not established a goal for this Contract. However, proposers are encouraged to obtain DBE participation for this contract. 1. TERMS AS USED IN THIS DOCUMENT The term Disadvantaged Business Enterprise or DBE means a for-profit small business concern owned and controlled by a socially and economically disadvantaged person(s) as defined in Title 49, Code of Federal Regulations (CFR), Part The term Agreement also means Contract. Agency also means the local entity entering into this contract with the Contractor or Consultant. The term Small Business or SB is as defined in 49 CFR AUTHORITY AND RESPONSIBILITY A. DBEs and other small businesses are strongly encouraged to participate in the performance of Contracts financed in whole or in part with federal funds (See 49 CFR 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs ). The Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts. B. Proposers are encouraged to use services offered by financial institutions owned and controlled by DBEs. 3. SUBMISSION OF DBE INFORMATION If there is a DBE goal on the contract, Exhibit 10-O1 Consultant Proposal DBE Commitment must be included in the Request for Proposal. In order for a proposer to be considered responsible and responsive, the proposer must make good faith efforts to meet the goal established for the contract. If the goal is not met, the proposer must document adequate good faith efforts. All DBE participation will be counted towards the contract goal; therefore, all DBE participation shall be collected and reported. Exhibit 10-O2 Consultant Contract DBE Information must be included with the Request for Proposal. Even if no DBE participation will be reported, the successful proposer must execute and return the form. 4. DBE PARTICIPATION GENERAL INFORMATION It is the proposer s responsibility to be fully informed regarding the requirements of 49 CFR, Part 26, and the Department s DBE program developed pursuant to the regulations. Particular attention is directed to the following: A. A DBE must be a small business firm defined pursuant to 13 CFR 121 and be certified through the California Unified Certification Program (CUCP). Page 1 of 3 LPP May 8, 2013

19 Local Assistance Procedures Manual EXHBIT 10-I Notice to Proposers DBE Information B. A certified DBE may participate as a prime consultant, subconsultant, joint venture partner, as a vendor of material or supplies, or as a trucking company. C. A DBE proposer not proposing as a joint venture with a non-dbe, will be required to document one or a combination of the following: 1. The proposer is a DBE and will meet the goal by performing work with its own forces. 2. The proposer will meet the goal through work performed by DBE subconsultants, suppliers or trucking companies. 3. The proposer, prior to proposing, made adequate good faith efforts to meet the goal. D. A DBE joint venture partner must be responsible for specific contract items of work or clearly defined portions thereof. Responsibility means actually performing, managing, and supervising the work with its own forces. The DBE joint venture partner must share in the capital contribution, control, management, risks and profits of the joint venture commensurate with its ownership interest. E. A DBE must perform a commercially useful function pursuant to 49 CFR 26.55, that is, a DBE firm must be responsible for the execution of a distinct element of the work and must carry out its responsibility by actually performing, managing and supervising the work. F. The proposer shall list only one subconsultant for each portion of work as defined in their proposal and all DBE subconsultants should be listed in the bid/cost proposal list of subconsultants. G. A prime consultant who is a certified DBE is eligible to claim all of the work in the Contract toward the DBE participation except that portion of the work to be performed by non-dbe subconsultants. 5. RESOURCES A. The CUCP database includes the certified DBEs from all certifying agencies participating in the CUCP. If you believe a firm is certified that cannot be located on the database, please contact the Caltrans Office of Certification toll free number for assistance. B. Access the CUCP database from the Department of Transportation, Office of Business and Economic Opportunity Web site at: 1. Click on the link in the left menu titled Disadvantaged Business Enterprise; 2. Click on Search for a DBE Firm link; 3. Click on Access to the DBE Query Form located on the first line in the center of the page. Searches can be performed by one or more criteria. Follow instructions on the screen. 6. MATERIALS OR SUPPLIES PURCHASED FROM DBES COUNT TOWARDS THE DBE GOAL UNDER THE FOLLOWING CONDITIONS: A. If the materials or supplies are obtained from a DBE manufacturer, count 100 percent of the cost of the materials or supplies. A DBE manufacturer is a firm that operates or maintains a factory, or establishment that produces on the premises the materials, supplies, articles, or equipment required under the Contract and of the general character described by the specifications. B. If the materials or supplies purchased from a DBE regular dealer, count 60 percent of the cost of the materials or supplies. A DBE regular dealer is a firm that owns, operates or maintains a store, warehouse, or other establishment in which the materials, supplies, articles or equipment of the general character described by the specifications and required under the Contract are bought, kept in stock, and regularly sold or leased to the public in the usual course of business. To be a DBE regular dealer, the firm must be an established, regular business that engages, as its principal business and under its own name, in the Page 2 of 3 LPP May 8, 2013

20 Local Assistance Procedures Manual EXHBIT 10-I Notice to Proposers DBE Information purchase and sale or lease of the products in question. A person may be a DBE regular dealer in such bulk items as petroleum products, steel, cement, gravel, stone or asphalt without owning, operating or maintaining a place of business provided in this section. C. If the person both owns and operates distribution equipment for the products, any supplementing of regular dealers own distribution equipment shall be, by a long-term lease agreement and not an ad hoc or Agreement-by-Agreement basis. Packagers, brokers, manufacturers representatives, or other persons who arrange or expedite transactions are not DBE regular dealers within the meaning of this section. D. Materials or supplies purchased from a DBE, which is neither a manufacturer nor a regular dealer, will be limited to the entire amount of fees or commissions charged for assistance in the procurement of the materials and supplies, or fees or transportation charges for the delivery of materials or supplies required on the job site, provided the fees are reasonable and not excessive as compared with fees charged for similar services. Page 3 of 3 LPP May 8, 2013

21 ATTACHMENT D EXHIBIT 10A, A&E Consultant Audit Request Letter and Checklist

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25 ATTACHMENT E CITY OF VISTA STANDARD PROFESSIONAL SERVICES AGREEMENT WITH REQUIRED FEDERAL PROVISIONS

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44 Patent Rights under Government Contracts for federal-aid contracts

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