Request for Qualifications and Proposals (RFQP) for Design Consulting Services for the Webb Creek Bridge Replacement Project, Bear Creek Redwood Open Space Preserve Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA Issued: Friday, January 27, 2017 Optional Pre-Proposal Site Visit: Tuesday, February 7, 2017 at 10:00 AM (RSVPs required by 3:00 PM Friday, February 3, 2017) Proposals Due: Wednesday, February 22, 2017, by 3:00 PM PST The Midpeninsula Regional Open Space District (District) is pleased to announce the opportunity to provide professional design services for the Bear Creek Redwoods Open Space Preserve Webb Creek Bridge Replacement Project (Project). At this time, the Project is anticipated to include the replacement of the existing multi-use bridge, a roadside pullout, and fire road improvements immediately adjacent to the bridge on both sides. Bear Creek Redwoods Open Space Preserve (Preserve) is located near the town of Los Gatos, in unincorporated Santa Clara County, California (please refer to Site Map included in this document). All consultant(s) deemed qualified through this RFQP process (whether or not selected to perform the Project) will be pre-qualified and placed on the District s pre-qualification list to provide professional services for specific projects, on an as-needed basis, for up to four years. Qualified consultants may also be invited to enter into an on-call contract arrangement with the District to perform smaller projects on an as-needed basis.
1. PROJECT BACKGROUND & SITE DESCRIPTION Midpeninsula Regional Open Space District (District, MROSD), located on the San Francisco Peninsula, owns and manages approximately 63,000 acres of land in 26 Open Space Preserves. The District's purpose is to acquire, permanently protect, and restore lands forming a regional open space greenbelt. Open Space Preserves are generally kept in a natural condition in order to protect their ecological integrity and habitat, and are developed with only those amenities needed for low-intensity recreation. The preserves are open to the public year round and contain many diverse ecosystems including redwood, oak, and fir forests, chaparral-covered hillsides, riparian corridors, grasslands, and shore frontage along San Francisco Bay. Find out more about MROSD at http://www.openspace.org Bear Creek Redwoods Open Space Preserve is a 1,432-acre property located approximately 8 miles south of the town of Los Gatos. It is anticipated that this preserve is to be opened to general public access in 2018. As part of the Bear Creek Redwoods Preserve Plan, new visitor access facilities, including parking, trails, restroom, and signage, are planned for immediate construction. Some of the existing road network on the Preserve will be upgraded to facilitate recreational access as well as patrol and emergency access. The portion of the Preserve west of Bear Creek Road will be opened first. To accommodate opening the west side of the Preserve, existing road and bridge infrastructure will need to be upgraded to accommodate the increased uses anticipated. The Updated Road and Trail Erosion Inventory (Inventory) prepared by Waterways Consulting in 2016 provides recommendations for these necessary infrastructure upgrades. The Inventory is included in this package as Attachment A and includes a preliminary design for the replacement Webb Creek Bridge. The District prefers to move forward with this existing preliminary design but is open to alternative design proposals. An optional pre-proposal site tour is available Tuesday, February 7 th, 2017 at 10:00 AM until 11:30 AM, rain or shine. Please contact Melissa Borgesi at (650) 691-1200 or mborgesi@openspace.org, by 3 PM on Friday, February 3rd to confirm attendance and receive directions to the meeting location. 2. PROJECT DESCRIPTION The District is seeking to retain a civil engineering led firm to conduct the following tasks: TASK 1 PROJECT MANAGEMENT Due to the time-sensitive nature of the project, project management and coordination will be essential to keep the project team focused and on schedule. Pertinent personnel shall attend meetings and conference calls. Consultants shall initiate the project with a kick-off meeting and keep the District informed of progress on a bi-weekly basis. Provide QAQC review of all deliverables to ensure that the work products are complete and District goals for the project are achieved. This task should include budget for bi-weekly progress reports via email, monthly project status and invoice reports including project budget, budget spent to date, and current invoiced amount, and meeting minutes from all meetings. TASK 2 REVIEW EXISTING INFORMATION
The Consultant shall review the preliminary design included in the Inventory (Attachment A) and the existing site conditions. The Inventory includes a geotechnical investigation and boring data, which can be used when evaluating the preliminary design. The Bear Creek Redwoods Openspace Preserve Plan, the draft EIR and final EIR for the Bear Creek Redwoods Preserve Plan (EIR) contain valuable background and site information as should be reviewed as well. These reference documents can be downloaded from the District s website via a link provided at the end of this document. The Consultant should prepare a memorandum of findings following the site visit and review of resource documents. TASK 3 SITE INVESTIGATIONS, 65% DESIGN AND REGULATORY PERMITS The topographic survey performed to create the preliminary design is included as an attachment to this document in both pdf and dwg formats. The Consultant can use this data when developing the project design but the District anticipates that additional survey work will likely be required. The Consultant shall perform a hydrologic analysis and hydraulic analysis to develop information on the recurrence flows at various intervals as well as to determine the height of the 100-year flood plain. Hydrologic modeling shall be performed using the Army Corps of Engineers HEC-HMS software or similar and should follow guidance contained in the Santa Clara County Drainage Manual (Santa Clara County 2007). The hydrologic / hydraulic analyses should consider the local geomorphology of the site. The H/H report produced from these studies will be used to consider project options at this point. The detailed 65% percent design plan will advance the preliminary design into one that will be suitable for all general permitting applications. Supporting illustrations such as location and vicinity maps or aerial and ground photos maybe be needed in addition to the project plan sheets. The 65% plans shall include plan and profile views, channel cross sections, limits of work, grading volumes, demolition plan, revegetation plan, construction details, structural features and construction notes. The replacement bridge shall be designed per required Building Code and regulatory requirements of the County of Santa Clara (County). The 65% plan set shall also include a Stormwater Pollution Prevention Plan (SWPPP) that shall be in conformance with NPDES General Permit Order 2009-0009-DWQ for Storm Water Discharges Associated with Construction Activities. Once the 65% percent design is completed and a detailed project description has been developed, the project must attain three state and federal permits. These are the Section 404 permit from the US Army Corps of Engineers (USCOE), a 401 Water Quality Certification from the Regional Water Quality Control Board (RWQCB), and a Streambed Alteration Agreement from the California Department of Fish and Wildlife (CDFW). The Consultant will prepare the necessary regulatory permit application/notification packages for each of these permits. This task includes meetings with the regulatory agencies and reviewing permit conditions. If necessary, the consultant shall negotiate permit conditions to insure they can be effectively implemented. Please note that all of the above permitting agencies have the authority to mandate specific types of mitigations to address the impacts of the project. These mitigations can include preconstruction surveys of endangered or threatened species, on site biological monitors, preparation of storm water pollution prevention plans, and post project monitoring and reporting.
TASK 4 90% PS&E, SANTA CLARA COUNTY PLANNING AND BUILDING PERMITS, 100% DESIGN PS&E This task will advance the design from the 65% PS&E developed in the previous task with additional detail as well as incorporate any regulatory requirement. The consultant will use the 90% plan set to apply for and receive Planning and Building Permits from the County. The 100% PS&E submittal will include revisions to the 90% PS&E per County and District comments and will include materials lists and any special construction sequencing plans in addition to the plans, profiles, sections, details, and technical specifications. TASK 5 BIDDING, CONSTRUCTION ADMINISTRATION AND PROJECT CLOSE OUT The consultant should budget time to attend a contractor s pre-bid tour and to respond to contractors pre-bid questions related to the project plans and construction, as required. The proposal shall also include construction oversight for the construction phase of the project including: Coordination of inspections and conduct site visits as needed Participate in project teleconference meetings as needed Review and respond to contractor submittals, RFI s & Change Proposal Requests Conduct final site walks to confirm work is complete Prepare and submit As-Builts of completed project improvements and submit to the district electronically (both as a pdf and in AutoCAD) as well as one hardcopy Prepare final reports documenting that the completed work is in conformance with technical specs TASK 6 PROJECT SCHEDULE / WORKPLAN Consultant team shall prepare a detailed project schedule to ensure the project conforms to the following outline as closely as possible. Tentative Date Project Milestone 2/7/2017 Optional Pre-proposal Site Tour 2/22/2017 Proposal Due by 3:00 PM PST 2/24/2017 Consultant Selection 3/8/2017 Board Approval of Award of Contract 3/17/2017 Fully Executed Contract / Proof of Insurance / Notice to Proceed June 2017 July 2017 Submit 65% Plans to District for review Begin State and Federal Project Permitting Process
March 2018 April 2018 May 2018 June 2018 July 2018 August Nov. 2018 Complete State and Federal Permitting Complete 90% PS&E County Planning and Building Permits Complete 100% PS&E and Bid Construction Contract Award construction contract Construct project 3. PROPOSAL CONTENT REQUIREMENTS Two (2) unbound copies of the proposal, including Fee Proposal, are to be hand delivered, mailed, or delivered by courier to: Midpeninsula Regional Open Space District ATTN: Matt Brunnings 330 Distel Circle Los Altos, CA 94022 Proposals shall be delivered in a sealed manner and clearly marked on the outside of the envelope Webb Creek Bridge Design Proposal. Clarity and conciseness in the proposal are essential and will be considered in assessing the submitter s capabilities. Proposals that do not follow the required format may be eliminated from review and further consideration. Consulting firms wishing to respond to the RFQP must provide the following information in the order listed below. a. Project Understanding and Approach (maximum of 2 pages) Provide a brief written statement of project understanding approach, describing how the proposed team will work together and with the District to complete the project. b. Scope of Work and Schedule (maximum of 5 pages) Outline in detail the proposed Scope of Work indicating the team s proposed methodology. The Project Description should be used as a guideline in preparing the proposed Scope of Work, but should not limit the Consulting Firm from identifying other critical tasks. The Scope of Work should be formatted by the various phases proposed to accomplish the Project and should identify the required tasks and task groups. Include deliverables, estimated number of meetings and estimated number of meetings needed for each task. Provide project schedule demonstrating milestones, deliverables and indicate the time line for completion. Include a proposed time schedule for completing the Project within the schedule provided. Identify which tasks will be completed by subconsultants. c. Team Relevant Experience This section should include an organizational chart describing the project team and discipline. Supply a brief description of at least three past or current projects of a similar nature. This section
should only describe those appropriate projects completed by the Project Principal, Project Manager, Project Management Team and Sub-consultants. Clearly specify the name and title of each individual, level of involvement in the project(s) and employer. The description of each project should include a current contact person, telephone number and e-mail address for reference. d. Firm Qualifications (maximum of 5 single-sided pages) Provide a statement of the firm s experience and qualifications to provide the services as described in the Project Description*. Provide a brief overview and history of each firm on the team, including location(s), number of employees, organizational structure, and number of years in business. *For any project referenced, supply the name of the Owner/Client and contact information e. Staff Qualifications Provide the resumes and qualifications of the staff members who will complete the work. Highlight experience on similar projects*. *For any project referenced, supply the name of the Owner/Client and contact information f. Insurance Submit a statement of the firm s acceptance of the District s insurance and indemnification requirements, or any reservations the firm has with the requirements. Refer to Attachment C, Midpeninsula Regional Open Space District Agreement for Professional Services. Professional Rates & Anticipated Fee Proposal Provide an anticipated fee proposal based on the hours required for team to complete the project as described in the submitted Scope of Work (item b, above): o List anticipated tasks associated with effort required to execute the scope of work & provide the deliverables described herein o Indicate the personnel who will work on each task; indicate the number of hours required and fee associated with each task o Highlight any proposed fee allowances or contingencies o Include all anticipated reimbursable expenses o Provide the professional billing rates for the team members proposed for the project 4. SELECTION PROCESS EVALUATION CRITERIA The design team should highlight experience providing similar design services for open space recreation projects serving a variety of low-intensity recreational user types with rural design aesthetic, and bridge design. Evaluation Criteria Ability to perform the tasks outlined in the Project Description. Demonstrated experience with rural bridge design. Ability to meet or improve upon proposed work plan. Team members and firms have demonstrated understanding of how to execute the scope of work required for this project.
Proven track record and technical ability to create concise, well coordinated contract documents for the scope of work described herein. Qualifications of the specific individuals who will work on the project. Relevancy of past experience provided. Proposed strategies to streamline permit process to minimize time and cost. Services provided at a fair and reasonable fee. Ability to provide required insurance. Acceptance of District s contract agreement. 5. STIPULATIONS General Stipulations The District will not be liable for any costs incurred by the proposers that are related to the RFP process; this includes production of the proposal, interviews/presentations, travel and accommodations. The District reserves the right to request or negotiate modifications to the proposals that are deemed appropriate. All proposals received from proposers in response to this RFP are presumed to be a public records, will not be treated as confidential except with the express advance written agreement of District Counsel, and all proposals will become the property of the District and will not be returned to the proposers. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of District. The District reserves the right to reject any and all proposals and to waive minor irregularities. The District also reserves the right to seek new proposals or re-advertise if responses have not been satisfactory or for any other reason. 6. LIST OF ATTACHMENTS AND LINKED REFERENCE DOCUMENTS Attachment A: Updated Road and Trail Inventory: West Side (Webb Creek) Bear Creek Redwoods Open Space Preserve, prepared by Waterways Consulting, July 2016. Attachment B: Topographic survey data (AutoCAD format) Attachment C: District Professional Services Agreement & Insurance requirements Attachment D: Topographic survey data (pdf format) BEAR CREEK REDWOODS OSP REFERENCE DOCUMENTS: http://www.openspace.org/our-work/projects/bcr-plan (Includes the Bear Creek Redwoods Preserve Plan, Draft EIR and Final EIR.)
Overview of preserve trails and roads, Webb Creek Bridge is site 222. See Inventory Report for details.