PUBLIC WORKS DEPARTMENT 22 E. Weber Avenue, Room 301 Stockton, CA 95202-3717 (209) 937-8411 REQUEST FOR PROPOSALS PROFESSIONAL DESIGN SERVICES FOR THE TRAFFIC SIGNAL AND SAFETY LIGHTING MODIFICATIONS AT THE INTERSECTIONS OF PACIFIC AVENUE / CASTLE STREET AND HAMMER LANE / KELLEY DRIVE Date Issued.. January 21, 2016 Deadline for Submissions F e b r u a r y 1 8, 2016; 3:00 PM Contact Person Parviz Chitsazan Project Manager (209) 937-8243 parviz.chitsazan@stocktonca.gov If you are interested in submitting a Proposal, please read this document in its entirety and follow all instructions for submission. LATE SUBMITTALS WILL NOT BE ACCEPTED
1.0 PROJECT INTRODUCTION/BACKGROUND The City of Stockton (City) is seeking professional consultant services to re-design the traffic signal at the intersection of Pacific Avenue/Castle Street and to re-design the traffic signal at intersection of Hammer Lane/Kelley Drive to include protected left-turn phasing for Kelley Drive. This project may require the expertise of a multi-disciplined team consisting of transportation, civil, and other required disciplines to complete the full range of required services. The Consultant shall prepare and submit all environmental documents/reports from beginning of the PS&E to the end of the construction phase of the project, including CEQA environmental clearance according to the State of California and local procedures. The Consultant shall provide preliminary and final engineering services leading to the completion of plans, specifications, and estimates for construction and/or installation of the desired improvements. The consultant also shall provide design support services during the construction phase of the project. The Consultant is encouraged to team with local consultants as much as possible to accomplish all tasks necessary to complete the project. Prevailing wages will apply if the services to be performed will involve land surveying (such as flag persons, survey party chief, rodman or chainman), materials sampling and testing (such as drilling rig operators, pile driving, crane operators), inspection work, soils or foundation investigations, environmental hazardous materials and so forth. Pacific Avenue serves as an important north-south principal arterial, see Attachment A, project vicinity map. Pacific Avenue is providing access between Hammer Lane in the north and Madison Street in the south. Castle Street serves as a collector and provides access between Pacific Avenue in the west and El Dorado Street in the east. The intersection serves Bus Rapid Transit (BRT) routes, and commercial land uses as well as residential land uses on the east and west sides of the intersection in Miracle Mile Area. A total of 23,000 vehicles per day (Average Daily Traffic) pass through this intersection. The intersection is experiencing moderate congestion during commute hours. The design shall include sets of modified traffic signal timing plans. The modified traffic signal timing shall consider BRT buses and provide sets of signal timing which will provide transit priority and move BRT buses through the intersections. The traffic signal is interconnected to existing adjacent intersections via the City s traffic management system. If relocation of the traffic signal cabinet is required, the consultant must coordinate the modification of the fiber optic interconnect cabling with AT&T and include the changes in his/her design. Hammer Lane serves as an important east-west principal arterial, See Attachment A, project vicinity map. Hammer Lane is providing access between Interstate Five (I-5) in the west and State Route 99 (SR99) in the east. Kelley Drive serves as a collector road and provides access between Stanfield Drive in the north and Plymouth Road in the south. The intersection serves Bus Rapid Transit (BRT) routes, and commercial land uses as well as residential land uses in north and south sides of the intersection. A total of 55,000 vehicles per day (Average Daily Traffic) pass through this intersection. The intersection is experiencing congestion during commute hours. The existing set of traffic signal timing shall be modified to include timing for northbound and southbound left-turn vehicle phasing. The traffic signal is interconnected to existing adjacent intersections via the City s traffic management system. The consultant can utilized the most recent traffic signal plans as a base map for his/her design.
2.0 PROPOSED PROJECT At intersection of Pacific Avenue and Castle Street, the proposed project shall make all necessary roadway improvements to reduce potential collisions and install all traffic signal and safety lighting equipment per today s standards. The proposed project also includes installation of new wheelchair ramps, pedestrian controls, parking restrictions, pavement delineations, project signs, removing and re-installing of fiber optic network connections, installation of video monitoring and/or detection systems, and drainage as required. The survey for design shall cover at least a 400 feet area in all directions approaching the intersection. The consultant shall structure a cost proposal, which accomplishes the objectives of the project. The project shall use the existing curb-to-curb width on Pacific Avenue and Castle Street. The design shall include corner improvements, including American with Disabilities Act (ADA) ramps. The consultant shall prepare an internal memo, for the project file, and provide reasons why dual accessible ramps cannot be installed for this project at these corners (if that is the case). At intersection of Hammer Lane and Kelley Drive, the proposed project shall make all necessary changes to include the left-turn phasing in the signal operation, for each direction on Kelley Drive, per today s standards. 3.0 PROPOSAL SUBMISSIONS Proposals shall be submitted no later than 3:00 p.m., on Thursday, February 18, 2016 to: PARVIZ CHITSAZAN CITY OF STOCKTON PUBLIC WORKS DEPARTMENT 22 E. WEBER AVENUE, Room 301 STOCKTON, CA 95202-1997 The proposal shall use a minimum font size of 10 on 8½ x 11 inch paper, with each page numbered. One (1) original and six (6) copies of the proposal shall be submitted. Include a CD containing the proposal in PDF format. The proposal should be firmly sealed in an envelope which shall be clearly marked on the outside, TRAFFIC SIGNAL AND SAFETY LIGHTING MODIFICATIONS AT THE INTERSECTIONS OF PACIFIC AVENUE / CASTLE STREET AND HAMMER LANE / KELLEY DRIVE for the City of Stockton (PW1529)." Late proposals will not be accepted. 3.1 Acceptance or Rejection of Proposal The City reserves the right to negotiate an agreement with the firm submitting the highest ranking proposal as to the scope of services, the schedule for performance, and duration of the services for the project. Further, the City reserves the right to reject any and all proposals or to waive any informality or irregularity in a proposal as is in the City's best interest. Non-acceptance of any proposal shall not imply that the proposal was deficient. Rather, non-
acceptance of any proposal will mean that another proposal was deemed to be more advantageous to the City or that the City decided not to award an agreement as a result of this RFP. 3.2 Examination of Proposal Materials The submission of a proposal shall be deemed a representation and warranty by the proponent that it has investigated all aspects of the RFP that it is aware of the applicable facts pertaining to the RFP process and its procedures and requirements, and that it has read and understands the RFP. No request for modification of the provisions of the proposal shall be considered after its submission on the grounds the proponent was not fully informed as to any fact or condition. 3.3 Proposal Questions and Requests for Clarification Any question or request for clarification shall be made in writing and deliverable to: Parviz.Chitsazan@stocktonca.gov cc: Todd.Greenwood@stocktonca.gov Such request for clarification shall be delivered to the City via email at least six (6) business days prior to the date for receipt of proposals. If a question(s) or request for clarifications are not received via email six (6) business days prior to proposal submittal, City staff will not be obligated to respond. If a response warrants an addendum, it will be made in the form of an addendum to the RFP. http://www.stocktonca.gov/services/business/bidflash/pw.html?dept=public_works It is the responsibility of the Consultant to check the City s website for any addendum, response to questions or request for clarification related to the RFP. 3.4 Cause for Disqualification Any of the following may be considered cause to disqualify a proponent without further consideration: A. Evidence of collusion among proponents; B. Any attempt to improperly influence any member of the evaluation panel; C. A proponent's default in any operation of a professional services agreement which resulted in termination of that agreement; and/or D. Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City. E. Not registered with Department of Industrial Relations (when prevailing wages apply) 3.5 Licensing Requirements Any professional certifications or licenses that may be required will be the sole cost and responsibility of the successful proponent. A City of Stockton Business license is required for this project. Please contact the City of
Stockton Business License Division at (209) 937-8313. 3.6 Insurance Requirements Proponent, at proponent's sole cost and expense and for the full term of the agreement or any extension, shall obtain and maintain all of the insurance requirements listed in Attachment B. All policies, endorsements, and certificates shall be subject to approval by the Risk Manager of the City of Stockton as to form and content. 3.7 Method of Payment Payment will be made within thirty (30) days after invoices are received and accepted by the Project Manager. Invoices are to be rendered monthly. 3.8 Term of Project The contract for this project will be signed for at least for 2 years, from date of execution. 3.9 Product Ownership Any documents and electronic files resulting from the contract shall become the property of the City of Stockton. Refer to sample contract for complete statement. 4.0 PROJECT SCOPE OF SERVICES The work will include, but is not limited to the following tasks: Task 1 - Background Research The consultant shall review collision reports, sight distance, approach speed, truck volume, grade, need of advance warning signs and flashers, and other geometrical and operational characteristics for the project. The consultant shall meet and work with all pertinent utilities to identify utility conflicts, coordinate utility plan reviews, conduct necessary coordination meetings, and locate designed improvements as required to facilitate utility relocations. The consultant shall coordinate with all utilities. The objective is to eliminate any conflicts encountered during construction, which would pose construction delays or claims. The consultant shall provide recommendations for safe design and roadway improvements, including such items as storm drainage, installation of AC dikes, catch basins, etc. Task 2 - Plans, Specifications, and Estimate (PS&E) The consultant shall prepare complete PS&E documents for the modification of traffic signals equipment and other pertinent improvements. The PS&E shall be prepared according to City s standards and current CA MUTCD, as appropriate. Prepare a base map showing existing information to facilitate the design of all the necessary improvements. The base map limits shall be sufficient to cover all necessary improvements within the project area. The proposed project also shall cover at least a 400 feet area in all directions approaching the intersection. The consultant shall include one plan sheet showing all the survey points and
existing R/W line. RFP: TRAFFIC SIGNAL AND SAFETY LIGHTING MODIFICATIONS AT Prepare improvement plans for signals, striping, electrical, and civil details. Provide six (6) sets of submittals at the 65%, and 95% phases to the City for review and comments. With each stage, the review comments from the previous stage shall be itemized and a written response to each shall be prepared in a comment matrix. The original red-line mark-up from the reviewing agency shall be returned with the succeeding submittal. Provide a project specification and preliminary estimate outline at the 65% submittal. Provide more detailed project estimates and specifications at the 95% submittals. After the 95% submittal review by staff, a check print (at 100%) shall be sent for editorial purposes prior to plotting on mylars. Final submittal shall include: one set of signed mylar final design plans with specifications, signed final engineer's estimate, and modified traffic signal timing plans; and AutoCAD format drawing files on CD disk. Final submittal is due within ninety (90) working days after the date of Authorization to Proceed. Traffic signal timing plans shall be entered into the traffic signal controllers during final phase of the construction for each intersection. After completion of the construction, the red lines, provided by the contractor, shall be asbuilt on re-signed mylars. The consultant shall provide electronic copies of the as-built sheets. At Pacific Avenue and Castle Street, If needed, the consultant shall accommodate in his/her design the installation of the interconnect fiber optic line from the nearby AT&T fiber optic manhole to the new traffic signal cabinet location. The consultant shall also accommodate in his/her design the installation of the Video Camera. The design shall indicate the location of the video camera cable conduits from the video camera pole to the traffic signal cabinet. The design shall include installing detectors at the intersection for Emergency Vehicle Priority (EVP) on traffic signal poles or mast arms, and installing discriminator card inside the traffic signal controller cabinet. The design at this intersection shall consider other improvements, which will ensure that the EVP system provides high priority pre-empt for the emergency vehicles and low priority for SJRTD buses for future use. The design shall include drawing details showing traffic signal controller, fiber splicing, EVP system, and video camera interconnects using communication equipment, in City Hall and in the traffic signal cabinet. The consultant shall include in his/her design the most up-to-date communication equipment to establish communication between the Traffic Management Center (TMC) and the traffic signal controller, EVP system, and video camera via single mode fiber line. The contractor will be responsible to establish communication between the EVP system and EVP system s central management software (CMS), traffic signal controller and TACTICS (central traffic signal system), and video camera, in TMC. Task 3 - Coordination/Meetings The consultant shall attend meetings with City staff as needed to finalize the design. The consultant shall attend a pre-construction meeting, a post-construction meeting, and meet and assist staff during construction as required. The consultant shall prepare and submit all forms and reports required by starting with CEQA environmental clearance and ending with project completion. The consultant is responsible for arranging and coordinating with all utility companies within the project to resolve all utility issues.
The consultant shall prepare and provide a comprehensive schedule to reflect the timeframe for each Task of the proposed scope of work, utilizing the latest version of Microsoft Project. The project schedule shall show the tasks, duration, milestones, assignments, critical paths, and other relevant data. The project schedule shall be maintained and updated monthly throughout the PS&E phase of the project. Task 4 - Evironmental The Consultant shall prepare and submit all environmental documents/reports from beginning of the PS&E to the end of the construction phase of the project, including CEQA environmental clearance according to the State of California and local procedure. Task 5 Design Support The consultant shall be available to respond to clarifications required during t h e bidding and construction phases of the project. The consultant shall review submittals, request for information, and change orders during construction. To complete the design, any necessary design modifications during construction are the responsibility of the consultant at no cost to the City. Consultant shall prepare record as-built drawings upon project completion. Please note that the above tasks are listed as a general framework for this project. You are encouraged to include additional tasks into your proposal. 5.0 PROPOSAL CONTENTS The proposal shall contain the following: Cover Letter Executive Summary Work plan Organization chart Schedule and deadlines Staffing plan Proposed Team Prime consultant and all sub-consultants Staff resumes References Local Assistance Procedures Manual forms/documents see Attachment E The body of the technical proposal should not exceed 25 double-sided (8½ x 11 ) with a minimum font size of 10 and each page numbered. This maximum allowable length is exclusive of any folder, cover, or section dividers. Costs for preparing a proposal are entirely the responsibility of the consultant and shall not be chargeable in any way to the City of Stockton. The body of the technical proposal shall include, but not be limited to, the following minimum information:
5.1 Cover Letter The letter shall be signed by an official with the authority to negotiate and contractually bind the firm with the City of Stockton regarding the Request for Proposal (RFP). Describe any subcontract arrangements or licensing agreements. Include any potential conflict of interest. 5.2 Executive Summary The Executive Summary shall include a summary of the proposal, emphasizing the approach to be taken and including a work plan, schedule, and description of the capabilities of the consultant and sub-consultants. The summary should convey an understanding of the purpose of the program and the services required for performance. 5.3 Project Team Describe your team organization, including the qualifications and any sub-consultants. Provide an organizational chart of the proposed team structure. Project team must include a registered traffic and a civil engineer registered in the S tate of California to make infrastructure improvement recommendations. The following should be addressed: Demonstrate experience in each of the areas of expertise needed to successfully complete the plan, including working with schools, public advocacy groups, local officials and volunteer organizations (please provide evidence of relevant experience). Provide references with emphasis on the completion of projects related to traffic signal design, with fiber optic interconnect design, including communication equipment. Ability for project team to perform the proposed work within the time limits of the project, considering their current and projected workload and assignments. Ability to provide quality control of all deliverables and be responsive to all issues in a timely manner. Ability to track team hours worked and provides invoices in a timely manner. 5.4 Project Understanding and Approach Describe your approach to meeting the project goals and objectives. 5.5 Key Personnel References and Flow Chart Provide three client references for the firm, two of which are familiar with the project manager and key personnel. This shall include the name, company, contact information, and description of related service that were provided to the client.
5.6 Work Plan Provide a proposed work plan for development and implementation of the program as described in the Scope of Services and Scope of Work. Describe how the team will complete each task without simply repeating the listed tasks. Alternative approaches to the project can be submitted if a rationale is given for the suggested changes. 5.7 Project Work Matrix/Cost Identify all key team members, including subcontractors, in a work chart, including their name, title, hours per task, hourly rate, total hours, direct labor, overhead, and percentage of work by task. Include the overall proposal cost. 5.8 Project Schedule Prepare and submit a schedule describing the time required to complete each task in the scope. Show phases, durations, milestones, assignments, critical paths, and other relevant data. The Consultant is encouraged to develop additional project schedule details and suggest changes within the basic constraints of the program. The schedule should be provided in Microsoft Project or similar format. The schedule shall be periodically updated over the course of the project. 6.0 PROPOSAL EVALUATION AND CONSULTANT/ORGANIZATION SELECTION This Request for Proposal is not an offer by the City to contract, but is an invitation to interested parties to make an offer, which the City of Stockton may accept or reject at its discretion. The Traffic Engineering Section of the Public Works Department (staff) will evaluate the proposals that meet the RFP requirements. Ranking will be heavily weighted toward the consultant s approach to the project and experience with critical issues. 6.1 Proposal Evaluation City staff will evaluate all proposals. This is a cost and qualifications based selection process. Ranking will be heavily weighted toward the Consultant s approach to the project and experience in areas critical to the project. The cost will be one of the criteria for ranking. 6.2 Negotiations The Project Work Matrix will be used as a starting point to negotiate a professional services contract (see Attachment C) with the highest ranked consultant. If an agreement cannot be reached after a reasonable period of time, as determined by the City of Stockton, then the City of Stockton will terminate negotiations with the number one ranked consulting firm, and negotiations will be opened with the second ranking firm. The compensation discussed with one prospective consultant will not be disclosed or discussed with another consultant. The selected consultant will be requested to enter into a professional services contract with the City of Stockton. Consultants should direct attention to Attachment B, which outlines the City of Stockton s requirements for insurance and indemnification. It is expected that the
successful proposer will accept the terms and conditions of the professional services contract as is, without modification. The prospective consultant is also advised that the contract will not be in force until it is approved and fully executed by the City of Stockton. The consultant will be required to satisfy all insurance certification and Stockton Business License requirements prior to the issuance of a Notice to Proceed. Work done before issuance of a Notice to Proceed cannot be billed to the City. 7.0 PROJECT INVOICING AND COMPENSATION The Consultant shall submit payment requests monthly. Payment requests shall include a detailed invoice of the costs incurred, a progress report (no more than one page) and an updated schedule (if changes have been made). The invoice and progress report should provide enough detail to define the amount of work being billed for, and to allow an evaluation of the percentage of work accomplished with respect to the budget expenditures made to date. Compensation shall be paid no more frequently than once per month on a time and materials basis with a maximum not-to-exceed amount paid for total work completed. ATTACHMENTS 1. ATTACHMENT A Project Vicinity Map 2. ATTACHMENT B Instructions to Proposers Local Contracts/Insurance & Indemnification Requirements 3. ATTACHMENT C Example Professional Services Contract G:\PW\priv\Public Works\_SharePoint\Parviz\Traffic signal Modifications at PacificCastle PW1529\RFP for PE\RFP traffic signal modifications PW1529 V1.docx