REQUEST FOR QUALIFICATIONS TO PROVIDE ON-CALL ENGINEERING SERVICES FOR TRANSPORTATION PLANNING, ROADWAY/HIGHWAY ENGINEERING AND/OR TRAFFIC ENGINEERING FOR THE COUNTY OF RIVERSIDE TRANSPORTATION DEPARTMENT October 2018 (Revised 11/9/2018) Table of Contents I. EVENTS CALENDAR... 2 II. INTRODUCTION... 2 III. INQUIRIES... 2 IV. SUBMISSIONS... 3 V. GENERAL INFORMATION... 4 Selection Process... 4 Selection Criteria... 5 Sealed Cost Proposal... 6 Contract Audit and Review... 6 County Minority/Women/Disabled Veterans Business Enterprise Policy... 6 Work Performed by County Personnel... 7 VI. SCOPE OF WORK... 7 VII. AWARD OF CONTRACT... 9 Attachments - Draft On-Call Engineering Services Contract Boilerplate Appendix A Scope of Services Appendix B Schedule of Services Appendix C Compensation Plan Questions and Responses On-Call Engineering Services RFQ Page 1
I. EVENTS CALENDAR Distribution of Request for Qualification..10/25/2018 Latest Date for Addenda 11/16/2018 Submittal Date for Statement of Qualifications.....11/21/2018 Notification of Short-List Selection... 12/13/2018 Interviews...TBD Notification of Final Selection...TBD II. INTRODUCTION The County of Riverside Transportation Department (County) is seeking On-Call Engineering Services to augment its in-house resources to deliver necessary Road Improvement Projects (Projects) with the required expertise and staff capabilities to meet project schedules and/or deadlines. Projects may either be identified or funded in the Transportation Improvement Program (TIP) or through the Land Development Review and Plan Check Process. To establish new On-Call contract(s), the County is seeking Statement of Qualifications (SOQ) from engineering consultants in the following three (3) disciplines: 1. Transportation Planning Services 2. Roadway/Highway Engineering Services 3. Traffic Engineering Services Applicants may submit SOQ s for any or all of these disciplines. The County Projects may require coordination with various Federal, State, and/or local agencies. It is anticipated that state funding may be used for On-Call Engineering Services work, all contracts will be in accordance with the County s Consulting Services Manual and/or Caltrans Local Assistance Procedures Manual (LAPM) as well as all applicable County and Caltrans standard practices, regulations, policies, procedures, manuals and standards, as appropriate and may also include compliance with Federal Highway Administration requirements. III. INQUIRIES All inquiries to this Request for Qualifications (RFQ) should be submitted 1 week prior to the Submittal Date for Statement of Qualifications as identified in the Events Calendar. Prospective consulting firms are encouraged to promptly notify the County of any apparent inconsistencies, problems, or ambiguities in the RFQ. Consultants may submit questions via email to Alfredo Martinez at almartin@rivco.org. All email inquiries should contain RFQ Inquiry in the email subject line. Inquiries shall only be accepted On-Call Engineering Services RFQ Page 2
through this email address; telephone calls or physical letters will not be accepted. If deemed necessary, the County may call for a pre-proposal meeting to discuss issues raised. All notices, clarifications and addenda to this RFQ will be posted on the County webpage at http://rctlma.org/trans/engineering-services/requests-for-qualifications. Consultants are encouraged to email Alfredo Martinez at the email address above with RFQ Mailing List in the subject line. Consultants who wish to be place on the RFQ Mailing List will receive an email notifications for changes or updates to this RFQ. It shall be the responsibility of the Consultant to monitor the website for updates or changes if not on the mailing list. The County will issue the final response to inquiries 3 business days prior to the Submittal Date for Statement of Qualifications. IV. SUBMISSIONS Each SOQ must not be more than 20 single sided pages in length (not counting the front and back covers and dividers that contain no information) and shall include: 1. A cover letter indicating the desired discipline or disciplines the consultant would like to be considered for, signed by an authorized representative of the prospective consulting firm; which shall include their name, address, telephone number, e-mail address for future contact. 2. List of personnel to be made available for these services and a resume of qualifications for each, including sub-consultants to be used. 3. An organization chart depicting the relationships between the prime consulting firm s team members and the sub-consultants. The organization chart shall include every person whose resume is submitted and shall clearly show the function which each person will be expected to fulfill. 4. List of recently performed, relevant similar services that indicate the past performances and abilities of the proposed team, including major subconsultants. Include a Client contact person with their current phone number for each service listed. Clients may be contacted if Consultant is selected for short list. 5. SOQ shall be prepared in a spiral bound 8.5 x11 booklet format. The font size shall not be smaller than 11 point and shall be similar to either Tahoma or Times New Roman and shall not be narrow fonts. Page margins shall not be less than ½. Legible font size smaller than 11 point may be used for footers, charts, tables and figures. 6. Caltrans LAPM Exhibit 10-Q Disclosure of Lobbying Activities. All sheets associated with Exhibit 10-Q will not count towards the 20 single sided page requirement. On-Call Engineering Services RFQ Page 3
7. SOQ may have up to two 11 x17 sheets folded to 8.5 x11 containing either Tables or Charts. Any additioaddnal 11 x17 sheets, or 11 x17 sheets which do not contain tables or charts will be counted as 2 pages each towards the total page count. Consultants interested in being considered for On-Call Engineering Services shall submit six (6) copies of the SOQ per discipline in compliance with this RFQ to the following address: County of Riverside Transportation Department 3525 14 th Street Riverside, CA 92501 Attention: Alfredo Martinez SOQs must be received by this office no later than 2:00 PM on the closing date listed in the Events Calendar to be considered, submittals made to other County of Riverside offices will not be accepted. Submittals should be sent by registered mail, certified mail, overnight courier or by hand delivery. Incomplete submittals and/or submittals received after the closing date and time will be rejected without review. V. GENERAL INFORMATION Selection Process 1. The County will appoint a selection committee for each discipline identified in the Scope of Work section of this RFQ. Each selection committee will have a minimum of three (3) members, comprised mostly of County staff. Each member of the selection committee will be required to complete and sign a Conflict of Interest Statements prior to initiating the selection process. 2. The selection committees will review and score the SOQs submitted by the consultants based on the selection criteria and weights identified in the Selection Criteria section of this RFQ and establish a short-list of qualified consultants. 3. The County may contact previous clients identified in the SOQ at any time to verify the experience and performance of the consultants. 4. The qualified consultants on the short-list will be notified. Qualified consultants may provide an oral presentation (if needed) and will be required to interview. The County will provide the time and location for the presentation and interview. 5. Upon completing the interview process, a Consultant Ranking List of the qualified consultant will be established. The highest-scoring consultant will be contacted to On-Call Engineering Services RFQ Page 4
submit a sealed cost proposal in accordance with the Sealed Cost Proposal section of this RFQ. 6. The selection committee and highest-scoring consultant will then begin contract negotiations. Once the negotiations are successful, the firm s negotiated cost proposal will become an integral part of the contract and will be a public document. 7. Should contract negotiations fail, negotiations will be formally terminated and the next highest ranked firm from the Consultant Ranking list will be contacted until all the anticipated On-Call Contracts have been awarded. 8. The contract will be submitted to Caltrans Independent Office of Audits and Investigations (A&I) for review and approval prior to execution of the contract by the County. Submittal to Caltrans will include LAPM Exhibit 10-A and all other required exhibits and attachments as identified on Exhibit 10-A. 9. Should additional On-Call Engineering Service Agreements be needed at a later date, the next highest ranked consultant from the Consultant Ranking List may be contacted. Selection Criteria The County will evaluate SOQ s using the following criteria and weights: 1. Experience of the prospective consulting team and its key personnel in the development of quality project reports, plans, specifications and estimates for public works type projects in the past five (5) years. (30 points) 2. Demonstrated record that the consultant has delivered high quality services and contract documents to its clients, and has in place and effective Quality Assurance/Quality Control Plan. (25 points) 3. Demonstrated ability and competence of the consultant to provide design engineering services within strict cost budgets and to meet the client s requirements and goals. (25 points) 4. Familiarity with required Federal, State, and local standards and procedures. (10 points) 5. Capacity and quality of Staff to provide resources necessary to develop and manage multiple work assignments. (10 points) On-Call Engineering Services RFQ Page 5
All members of the selection committee will independently score the submitted SOQ. The selection committee will then calculate an average score for each SOQ and develop a short-list of qualified consultants. Sealed Cost Proposal After the presentation and interviews have taken place, a Consultant Ranking List will be established. The highest ranked consultants will be notified of their standings and will be required to submit a sealed cost proposal within two weeks of notification. It is anticipated that services under this contract may use Local and/or State funds therefore any forms or exhibits required for use of State Funds per the Caltrans Local Assistance Procedures Manual (LAPM) must be provided in the Sealed Cost Proposal. The sealed cost proposal will be based on Specific Rates of Compensation as stated in the Draft On-Call Engineering Services Contract boilerplate. The cost proposal must include names, job titles, or classifications along with hourly billing rates as well as overhead and other multipliers as specified in Caltrans LAPM Exhibit 10-H2. A cost proposal must be provided for every consultant, subconsultant, and second tier subconsultant who will be performing work under the On-Call Engineering Services contract. When prevailing wages apply to the services described in the scope of work, Rate of Compensation shall be reimbursed at the minimum rates set by the Department of Industrial Relations (DIR) as outlined in the applicable Prevailing Wage Determination. See http://www.dir.ca.gov. Additionally Sealed Cost Proposal shall also include Caltrans LAPM Exhibit 10-K Consultant Annual Certification of Indirect Costs and Financial Management System. It is the responsibility of the consultants to use the latest version of the exhibits when submitting SOQ and Sealed Cost Proposals. The LAPM exhibits are not attached to this RFQ and should be downloaded from Caltrans LAPM website at: http://www.dot.ca.gov/hq/localprograms/lam/forms/lapmforms.htm Contract Audit and Review Successfully negotiated contracts will be submitted to Caltrans Independent Office of Audits and Investigations (A&I) in accordance with LAPM Section 10.3 for approval prior to execution of the contract by the County. County Minority/Women/Disabled Veterans Business Enterprise Policy On-Call Engineering Services RFQ Page 6
County of Riverside s M/W/DVBE Contract Participation Program affirms the utilization and participation of qualified minority, women and disabled veteran firms in its contracting and procurement activities. The County encourages general and prime contractors to afford competitive subcontracting opportunities to minority, women and disabled veteran firms, where possible, in their contracting and procurement activities with the County of Riverside. Work Performed by County Personnel County reserves the right to perform any portion of this scope of work with County personnel or by other Consultants. VI. SCOPE OF WORK The scope of services required by this RFQ includes some or all of the following tasks for each discipline: 1. Transportation Planning tasks that will be provided under this on-call engineering services shall include but not limited to the following: I. Prepare and/or review planning studies. II. Perform transportation modeling. III. Prepare and/or review traffic impact studies. IV. Prepare Grant funding applications. V. Review drainage studies/ Water Quality Management Plans (WQMP) for Development projects and provide comments and/or Conditions of Approval. VI. Perform plan check reviews of improvement plans for private development projects. VII. Review Signing & Striping, Traffic Signal and Street Light improvement plans. VIII. Verify development improvement plan designs are in compliance with project Conditions of Approval, County ordinances and policies, Federal/State/County road standards and guidelines, and general engineering practice. IX. Review of grading plans and soils reports for private development projects seeking Grading Permit approvals. X. Coordinate R/W and easements needed for traffic signal improvements. XI. Provide other transportation planning related professional services as required. 2. Roadway/Highway Engineering tasks that will be provided under this on-call engineering services shall include but not limited to the following: On-Call Engineering Services RFQ Page 7
I. Perform drainage analysis and prepare hydrology reports. II. Perform environmental studies and prepare environmental reports, including WQMPs. III. Perform quantity take offs and prepare engineer estimates. IV. Prepare roadway/highway engineering plans and specifications. V. Prepare landscaping plans and specifications. VI. Prepare Structural Plans and specifications. VII. Prepare Traffic Signal, Pavement Delineation, Signing, Street Light, traffic control plans and specifications. VIII. NPDES erosion control plans/ WQMP implementation plans. IX. Right-of-way requirement maps. X. Perform utility coordination activities. XI. Agreement Preparation. XII. Prepare engineering land surveys. XIII. Perform public outreach. XIV. Provide other roadway/highway engineering related professional services as required. XV. Project Management (must provide signed LAPM Exhibit 10-U prior to each Project Management assignment). XVI. Perform exploratory potholing for Utility Location. 3. Traffic Engineering tasks that will be provided under this on-call engineering services shall include but not limited to the following: I. Prepare traffic engineering plans for school zones and railroad crossings. II. Prepare pavement delineation and signing plans. III. Prepare stage construction, traffic handling, and traffic detour plans. IV. Prepare traffic signal plans. V. Prepare conceptual roundabout layouts and geometric designs. VI. Prepare traffic signal preemption timing calculations and analyses for railroad crossings. VII. Perform traffic signal coordination timing analyses using Synchro. VIII. Perform traffic engineering studies including traffic investigations and safety analyses, and provide recommended improvements. IX. Plan Countywide Intelligent Transportation Systems (ITS). X. Perform peer review on roundabout and ITS designs. XI. Provide research and recommendations on traffic related ordinances and policies. XII. Provide other traffic engineering related professional services as required. *All plans shall be prepared and submitted using County approved versions of MicroStation V8i software. On-Call Engineering Services RFQ Page 8
VII. AWARD OF CONTRACT It is the intent of the COUNTY to select and contract with three or more firms for each discipline. Award of contract to successful firms shall be in accordance with the attached boilerplate Engineering On-Call Services Contract. Consultants may only be awarded one On-Call Engineering Services Contract regardless of the number of disciplines being applied for. Each on-call contract shall be performed on a task order basis, as needed by the County. Task orders issued for said contract may be in other disciplines applied for. The cumulative dollar amount for all task orders under each oncall contract shall not exceed $250,000 per fiscal year. Each on-call contract will be effective for three (3) consecutive fiscal years. At the sole discretion of the County, an on-call contract may be extended for up two (2) additional one (1) year terms following the close of the initial three (3) year term. The On-Call Contract will not exceed 5 years or $1,250,000 without a contract amendment. On-Call Engineering Services RFQ Page 9