I-80/I- 380 Systems Interchange Reconstruction Construction Manager/General Engineering Consultant Services

I-80/I- 380 Systems Interchange Reconstruction Construction Manager/General Engineering Consultant Services Request for Proposal Iowa Department of Transportation Introduction The Iowa DOT District 6 Office is interested in securing a Construction Manager/General Engineering Consultant (CM/GEC) to provide services for the overall construction management and oversight for the reconstruction of the I-80 / I-380 Systems Interchange (I-80/I-380 Interchange) in Johnson County. Other roles may include but are not limited to: project schedules, budget status, public information and outreach, and traffic & incident management. If your firm is interested in providing the described services, please submit a proposal stating your ability and availability to complete this work. Project Background The Iowa DOT is replacing the I-80/I-380 interchange in Johnson County with a fully directional interchange at the same location. Final designs are underway and are scheduled to be completed as necessary for lettings starting in the summer of 2017 and lasting through approximately the end of 2024. The Iowa DOT is also constructing an interchange at I-380 and Forevergreen Rd. That project and some associated local road improvements are part of the overall I-80/I-380 reconstruction staging and incident management strategies. The overall schedule for major construction in the Forevergreen interchange and local road projects starts in the summer/fall of 2017 and ends in 2019. The final design work is currently underway and will be ongoing typically until near turn in dates of associated projects. Contract packaging for the major project work is anticipated to generally match the projects scheduled within a fiscal year. Additional information available is presented in the Attachments to this RFP. Roles: Outlined below is a summary of the anticipated roles and responsibilities for various entities The Iowa DOT - General o Is the lead agency for administering the final design consultants for the entire corridor. o Is the lead agency for administering the proposed CM/GEC contract. o Will process agreements with various public agencies in Iowa. o Will provide project inspection, likely through a combination of in-house staff and outside services. o Will procure necessary construction engineering (CE&I) consultants o Will process contractor progress payments. o Will review change orders and proposed design revisions. o Will review certified payrolls from the contractors. 1

o Will monitor DBE compliance. Iowa DOT / Designated Consultant Design and Project Development o Will be responsible for final plan requests for information (RFI). o Will be responsible for reviewing shop drawings, erection methods, and false work drawings. o Will establish work periods, intermediate dates, milestones and working days. The CM/GEC consultant may also assist with the establishment of these scheduling factors, including through the development and use of critical path method (CPM) schedules. o Will provide pre-letting constructability review and construction schedules. o Will recommend project ties. o Will submit incentive/disincentive recommendations. o Will provide Pre-letting cost estimate. o Will participate in pre-bid meetings. o Will provide bid evaluations as necessary. Construction Engineering & Inspection (CE&I) Consultants (To be determined) o Will provide construction inspection, observation, and measurement of quantities. o Will provide construction survey and staking not included in the construction contracts. o Will review change orders and proposed design revisions. o Will be responsible for as-built plans. o May be responsible for document management for the assigned construction contracts. o Will assist the DOT in project closings. o May assist the DOT with monitoring DBE compliance. Construction Management/General Engineering Consultant (CM/GEC) o Will provide overall construction management services for the I-80/I-380 reconstruction projects at the direction of the Iowa DOT as described in the Project Scope below. Project Scope Responsibilities of CM/GEC may include: Construction Oversight and Coordination o Coordinate, review, and track each construction contract schedule including the baseline, monthly updates, quantifying critical delays, and time extensions. Provide expert CPM analysis to the DOT. o Provide expert assistance in CPM schedule development, and reporting to support coordination tasks below. o Maintain and update the DOT Project Scheduling System and provide integration with appropriate DOT systems. o Monitor and report status updates and make available to the project website. o Develop and maintain a project dashboard to report the status of the projects. 2

o Coordinate work between all construction projects to assure continuity. Areas of coordination include contractor work plans and schedules, supply contracts, utility requirements, and design plan overlap areas. o Assist and coordinate as needed: CE&I consultants. DOT inspection activities. Excludes direct inspection/observation, decision authority on construction contract issues, and determination of resources used for CE& I activities. o Monitor extra work and change orders for possible impacts to the budget and schedule. o Facilitate contractor, CEIs, and DOTs partnering meetings and workshops. o Attend and potentially facilitate monthly progress meetings. o Assist in the review of contractor claims as necessary. o Help with preparation and/or oversight of a worksite safety plan. o Monitor, track, manage, and report known utility issues including the status of utility relocations by others and relocation agreements. o Monitor, track, manage, and report known railroad issues including the status of railroad agreements and insurance submittals. o Monitor, track, manage, and report on miscellaneous agreement needs (e.g. detour agreements). o Assist in resolution of issues on all projects. o Monitor material testing and documentation on all projects to identify issues affecting the budget or schedule. Material sampling and testing to be done by others. o May assist DOT s in monitoring DBE compliance across contracts. o Third party coordination in general. Cost Management o Work with the contract administration staff and contractors to develop a master plan for work activities that coincides with the budget for each year. o In conjunction with development and maintenance of the master project schedule, develop a cash flow model that corresponds with the contractors activities and provide an annual projection of expenditures, for the next Five Year Program, on November 30th of each year. Project Management Plan and Construction Management System o Develop and update: 1) the Project Management Plan and 2) Construction Management system protocols. This is to make documentation as consistent as possible, across all projects, and to streamline the process to increase efficiency. o Provide documentation management. It is anticipated the Iowa DOT s existing systems, including Doc Express, Field Manager/Field Book, and ProjectWise will be used for project document controls. o Track requests for information (RFI). o Review contractor submittals requested by the DOT. 3

Construction Packaging Review for contract proposals o Participate in pre-bid meetings. o Assist in developing or modifying contractor scheduling specifications. Use or update existing specifications as much as possible. o Assist in project Constructability meetings and reviews. Project Information o Risk management/analysis/risk Register. o Coordinate Value Engineering submittals. o Complete annual financial plan updates. Program Reporting o Regular reports needed for budgeting and programming. o Provide updates of the financial plan. o Provide quarterly reports for senior DOT management. Public Relations and community outreach o Create Web page and social media applications. It is anticipated the Iowa DOT will host the website and the consultant will work in conjunction with the Department s Office of Strategic Communication to maintain content. o Support Speakers Bureau. o Provide news releases and newsletters. Assist DOT staff in preparation of public service announcements and media alerts. o Develop brochures outlining project details that can be distributed to schools, businesses, etc. o Provide business outreach to advise businesses on ways to mitigate traffic impacts (e.g. express bus, van pool, ride share services; use of variable work hours) o CARS/511 notifications including request forms and changing traffic patterns. Includes coordination with Contractors, District, Traffic Management Center and others as may be directed by the DOT. o Develop and maintain contact lists. o Work zone education and Safety Campaign. o Support project information hot line and media initial contact. o Develop updates for media (including social media). o Assist in or provide project tours. o Provide photo/video documentation of project progress. o Work with DOT staff to prepare material for and conduct Public Information Meetings (PIM). o Assure contractor coordination with businesses affected by the corridor project. o Assist with planning and coordination of ribbon cutting ceremonies. o Participate in and help prepare for corridor progress meetings. o Provide progress information for the public. o Upon request, update jurisdictions, institutions, and other stakeholders on the project including local jurisdictions, convention & visitors bureaus, economic development groups, school systems, and University of Iowa. o Monitor and track performance measures. 4

o Assume use of Iowa DOT s Public Involvement Engagement App (PIMA) as a communication and documentation management tool. Traffic Management o Implement and update as necessary the Traffic Incident Management Plan (TIM). This includes at least annual review of upcoming regional construction projects, assessment and update of incident management routes, sharing updated information with regional emergency responders and DOT staff, and possible various tools as listed in the attached matrix. o Review and update as necessary the Traffic Management Plan (TMP). o Monitor local system traffic sensors installed as part of regional traffic management strategy. Collect and analyze data and recommend if and when temporary or permanent traffic signals may be necessary. o Provide technical support and evaluation of TSMO and ITS implementation and operations including: Signal Systems: temporary traffic signals, integrated corridor management, traffic signal interconnect and advanced timing/control, Intelligent Transportation Systems (ITS), Intelligent Work Zones, Queue Detection & Congestion Warning, Coordinate with DOT, local communities, and stakeholders for development and implementation of ITS systems. Perform systems engineering as necessary to support ITS and advanced technology development. Monitor sensors, cameras, and other ITS equipment for quality control and assurance. Notify DOT when concerns are noted. In coordination with DOT, monitor and manage intelligent work zones deployed during construction. Coordinate with the DOT on project programming needs and projections for ITS equipment, such as DMS signs, cameras, sensors, poles, footings, trusses, etc., in support of ITS initiatives. Create, manage, and maintain a plan for temporary and permanent ITS deployments anticipated with the project. o Monitor maintenance of traffic issues, and response to the issues, such as recurring queuing/congestion, high crash areas, incident management responses, and special event planning, and provide recommendations for improvements. This may include After Action interviews, meetings with emergency responders, and reporting. The Iowa DOT has INRIX data and other ITS resources that will be provided for the consultant s use. Coordinate real-time monitoring and management of traffic issues with the DOT. o Coordinate DMS messaging with the DOT. o Coordinate and facilitate annual winter-time meetings (workshops) with regional emergency responders and DOT staff to review the next construction season staging plan, emergency access, and associated TMP and TIM Plans. o Ensure Iowa 511 information is correct: Provide real-time monitoring during construction. Coordinate 511 information with the RCE. Actual data entry and 5

providing information directly to the Traffic Management Center will typically be the responsibility of others. o Ensure winter shut down conditions are appropriate. o Monitor and aid navigation and mapping applications/services for computers, vehicles, and smart phones such as Google Maps and Waze. o Coordinate with roadway assistance program (Highway Helper). o Coordinate with HERE North America automated vehicle study. o Work Zone Management. May include assistance with items such as monitoring, reporting, and coordination. May include recommendations for changes. Track environmental compliance concerns o Monitor, track, manage and report on project and permit status, schedule and staging concerns, and public information needs. GIS support. o There are not currently specific tasks or applications identified but consultant team capability to provide technical assistance may be required. Contract Information It is the intent to have the selected CM/GEC under contract well in advance of the first project letting. The Department anticipates that the selection process will be completed by April 2017. The selection committee will decide at a later date if interviews will be needed. Interviews and invitational presentations, if needed, will be conducted with the top responding firms in the week of March 27 th. The consultants will receive notice approximately one week prior to the interview date. Negotiation with the selected consultant will commence upon notice that the selection process is completed. The Department anticipates utilizing the Professional Services Lump Sum Agreement for the Development of Scope of Services and initial Project Budget. It is anticipated that these multi-year services will be contracted as a series of contracts rather than one allencompassing contract. There is no specific allocated dollar amount dedicated or assigned to this work. The Department will not guarantee a set amount of work or contract value for these services. Contracted work is anticipated to be on a Cost Plus Fixed Fee payment basis. General Requirements The consultant and their subconsultants are required to meet the requirements of specified work categories as defined in the Appendix of Iowa DOT s Policy and Procedure Manual, Policy No. 300.04, at the time of contract execution, and for the duration of the contract. Work under this contract will require the consultant team to meet the requirements of work category 201 Project Management/General Engineering Consultant (PM/GEC). Failure to meet the requirements during the contract will result in cancellation of any remaining portion of the contract. It is the policy of the Iowa DOT that Disadvantaged Business Enterprises (DBEs) and Targeted Small Businesses (TSBs) shall have the maximum practicable opportunity to participate in the 6

performance of Iowa DOT contracts. Funding of the work under this contract is not expected to involve federal-aid highway funds. In the event DBE participation is required on a particular contract, the goal will be established as part of the negotiation. A list of certified DBE firms may be found at http://www.dot.state.ia.us/contracts/contracts_eeoaa.htm. A list of TSB firms may be found at https://dia.iowa.gov/tsb/. The selected prime consultant for the CM/GEC will be not be allowed to submit for consideration for selection to future and separate Construction Engineering and Inspection (CE&I) contracts, or for future final roadway and bridge design contracts. The Department will allow sub-consultants of the selected team to propose on these future contracts. However, it is the responsibility of each proposer to clarify how they will handle any potential or apparent conflict of interest as part of the RFP submittal. The proposal should address how the consultant team proposes to address any conflict-of-interest concerns. Selection Information Emphasis should be placed upon providing information concerning your proposed project approach, similar projects your firm has recently performed and the availability and qualifications of your key staff. The proposal may include additional information, as deemed appropriate, subject to the overall length restriction established in Proposal Requirements. Inclusion of promotional literature of a general nature will not be considered in the selection process. Proposal Evaluation Criteria The selection committee will review and evaluate the proposals submitted based on the following criteria and the weighted value assigned to each. Include a detailed statement for each evaluation criteria. Project Team Staffing and Experience 40% The Selection Committee will consider qualifications of the CM/GEC Construction Manager and Project Team. o Key Personnel Examples for a CM/GEC project team: CM/GEC Construction Manager Environmental, utility and railroad Coordinator Traffic Operations oversight and TIM Coordinator Schedule and Cost Control Coordinator Public Information and Outreach Manager Other disciplines as needed (not considered key personnel, but proposer should be able to demonstrate capabilities and availability to provide additional services as needed. The proposal should address how the consultant will balance the various areas of expertise required to manage a large project and the limited funding available. Emphasis should be placed upon providing the most appropriate staffing to provide the greatest return on the department s investment. 7

Proposed CM/GEC Construction Manager qualifications include expertise/past experience and performance in a similar role on similar project(s). Proposed Project Team member qualifications include expertise/past experience and performance on similar projects. The current workload (major assignments), deadlines, and commitment of key staff personnel as they pertain to the ability of the respondent to perform the CM/GEC services within the required time. Contract Scope and Project Management Approach 40% The selection committee will review the proposals to ascertain: If the information solicited in the request for proposal (RFP) has been completely addressed. If there is a comprehensive understanding of the work required based on the information provided. If the project team has conveyed adequate understanding of how to accomplish the work. If the proposal prioritizes the top duties to be performed and staff overseeing them. If the response adequately covers the resource needs of not only construction management, but also the project, and post construction requirements. If there is a complete organization structure to address mitigation of potential conflict of interest. Resources 20% The selection committee will evaluate the resources the consultant has available and proposes to use on the project, including the consultant's knowledge of Iowa DOT processes and use of equipment and automated technology and compatibility with equipment and technology used by the Department. Contacting any selection team member other than the RFP contact person is inappropriate. Marketing meetings with the Iowa DOT while this RFP is active is also considered inappropriate. Proposal Requirements Please provide the following information in the order listed: 1. All responders must provide adequate information on the responses cover page to clearly identify the submittal is for the I-80/I-380 Systems Interchange Reconstruction General Engineering Consultant, along with the replying firm name and an email for the point of contact for the firm. 2. Include your firm s approach to addressing the identified tasks, your eligibility to meet the requirements of the Required Work Category for the work you intend to perform, your understanding of the project s scope, key issues and relevancy to Iowa s transportation system. Briefly discuss similar projects the members on your team have completed in the past five years. This listing should be limited to the three most applicable projects. 3. Include the name, qualifications, experience, office address and availability of the CM/GEC construction manager, and discipline managers in charge of each major work task. This information should include the identification of similar projects managed or the 8

individual s level of involvement if not a discipline manager. The selection of a contract manager and work task managers by a firm will constitute a commitment by that firm and NO substitute managers will be allowed without prior written approval by the Iowa DOT. 4. Include a detailed resume, summary of current workload and availability for each key management personnel to be assigned to the project. 5. For the Required Work Category include experience and qualifications for any subconsultants to be used and work they are expected to perform. Provide a commitment statement to use firms meeting the applicable required work categories if the need arises to add tasks from the As-Needed work categories. 6. Commitment statement specific to the willingness and availability of key personnel to temporarily relocate to a local project office. 7. To avoid a potential conflict of interest, provide a disclosure of all work for the Iowa DOT or other clients specific to this corridor project. Also include a brief discussion how previous or on-going work may be affected or impacted by selection as the CM/GEC. 8. The proposal may include additional information, as deemed appropriate, subject to the overall length restriction established in Proposal Requirements. Only electronic PDF submittals will be accepted. The proposals must be formatted to print on 8.5 x 11 pages. The proposal must be limited to a total of 40 single-sided pages. All pages, including proposal covers, cover letter, appendixes, and dividers will count against the page total. The maximum size limit of the PDF proposal is 7.5 megabytes. The Department will accept only one proposal from each Consultant. The electronic proposal must be submitted via email to Steven.Schroder@iowadot.us. An email will be sent confirming receipt of the proposal within 30 minutes or by 3:00 p.m. central time on the submittal deadline date, whichever is later. Proposals are due by 3:00 pm on March 2, 2017. Cost information should not be submitted as part of the proposal and if submitted will not be considered in the selection process. Any technical questions or questions regarding this RFP shall be submitted via email to Steven.Schroder@iowadot.us. Any questions about this RFP must be received by noon on February 17, 2017. Questions and answers regarding this RFP will be posted with the RFP on the Consultant Utilization website, http://www.prof-tech-consultant.dot.state.ia. us. Any proposal not complying with all requirements stated in the RFP may not be accepted. Public Records Law The Iowa DOT will treat all information submitted by a consultant as open records following the conclusion of the selection and contract negotiation process. Open records are public records that are open for public examination and copying. The Iowa DOT's release of records is 9

governed by Iowa Code Chapter 22 and 761 IAC Chapter 4. Consultants are encouraged to familiarize themselves with these laws before submitting a proposal. Statement of Non-Discrimination The selection and contract are subject to the provisions of Executive Order 11246 (Affirmative Action to Insure Equal Employment Opportunity). Federal and state laws prohibit employment and/or public accommodation discrimination on the basis of age, color, creed, disability, gender identity, national origin, pregnancy, race, religion, sex, sexual orientation or veteran s status. If you believe you have been discriminated against, please contact the Iowa Civil Rights Commission at 800-457-4416 or Iowa Department of Transportation's affirmative action officer at 800-262-0003. If you need accommodations because of a disability to access the Iowa Department of Transportation s services, contact the agency's affirmative action officer at 800-262-0003. References PPM 300.04 Prequalification of Architectural, Engineering and Related Professional and Technical Firms (http://www.prof-tech-consultant.dot.state.ia.us/uploads/300_04.pdf) PPM 300.12 Negotiated Contracts for Architectural, Engineering, and Related Professional and Technical Services (http://www.prof-tech-consultant.dot.state.ia.us/uploads/300_12.pdf) Attachments 1. Preliminary Staging Plans 2. Preliminary Construction Plans 3. Engagement and Communication Plan Framework 4. TMP Strategy Matrix 10