PUBLIC WORKS DEPARTMENT 22 E. Weber Avenue, Room 301 Stockton, CA 95202-3717 (209) 937-8411 REQUEST FOR PROPOSALS PROFESSIONAL SERVICES FOR THE TRAFFIC SIGNAL, ROUNDABOUT, AND PROTECTED LEFT-TURN PHASING PRIORITY STUDIES City Project SEB-17-003 Date Issued... January 31, 2017 Deadline for Submissions. March 2, 2017; 3:00 p.m. Contact Person Parviz Chitsazan (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 RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 1 of 9
1.0 PROJECT INTRODUCTION The City of Stockton (City) is seeking professional consultant services to perform Intersection Control Evaluation (ICE) and establish priority lists for both installation of traffic signals and roundabouts at a list of un-signalized intersections provided by the City. The consultant must be familiar with the Traffic Signal Warrants and Left-turn Phasing Warrants established in California Manual of Uniform Traffic Control Devices (MUTCD). The signal priority list shall be evaluated and established based on the City s priority rating procedure and justify why a traffic signal is recommended compared to a roundabout. The consultant shall establish a priority rating procedure for the roundabout locations. The consultant shall also perform warrants analysis to establish a priority list for left-turn phasing installations at at least a fifteen (15) signalized intersections within the City. Some of the signalized locations have been the subject of requests by citizens. The rest of the locations will be established by the consultant based on consultation with staff and an evaluation procedure. The consultant shall establish a priority rating procedure for the left-turn phasing locations. The consultant is responsible for all the data collection necessary (traffic volume, pedestrian counts, and so on) to perform the warrants and prepare the studies. The five (5) year collision history will be provided by the City. The consultant shall provide three studies, one for each of the intersection control alternative. The final version of the studies shall be signed and stamped by a registered traffic engineer, registered in State of California. The traffic engineer must be the prime engineer working on the studies. 2.0 PROPOSED PROJECT The project will provide three (3) priority lists; traffic signal priority list; roundabout priority list, and left-turn phasing priority list. A list of locations to consider signalization and installation of the roundabouts will be provided by the City. The list of locations to consider left-turn phasing shall be established within the first three weeks after date of notice to proceed. The majority of the intersections are locations which have been the subject of requests by citizens. To establish the list for roundabout consideration, the consultant must first utilize the signal warrants to determine which location meets the warrants to be considered for signalization. Then, analyze all the locations again to see which location benefits more from an alternative traffic control such as roundabout. Some design criteria must be considered in order to establish the lists for each intersection control device. The design criteria considerations are, but not limited to; Alignment of approaches and entries Vehicle paths Design vehicles truck routes Speed consistency Circulation roadway width R/W Sight distance Vehicle design Approach curbs Entry curve RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 2 of 9
Non-motorized users Collision reports 3.0 PROPOSAL SUBMISSIONS Proposals shall be submitted no later than 3:00 p.m., on Thursday, March 2, 2017 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. Late proposals will not be accepted. The proposal should be firmly sealed in an envelope which shall be clearly marked on the outside, TRAFFIC SIGNAL, ROUNDABOUT, AND PROTECTED LEFT-TURN PHASING PRIORITY STUDIES for the City of Stockton." Late proposals will not be accepted. A separate sealed envelope marked Traffic Signal, Roundabout, and Left-Turn Phasing Priority Studies Cost Proposal shall also be submitted. 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, nonacceptance 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. RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 3 of 9
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) 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.stocktongov.com/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. The prime consultant must possess a valid California registration as a Professional Traffic Engineer and Civil Engineer or have team members that include a Traffic Engineer and Civil Engineer. A City of Stockton Business license is required for this project. Stockton Business License Division at (209) 937-8313. Please contact the City of 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 RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 4 of 9
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, at minimum, review all the design considerations mentioned in Section 2 of this RFP. The consultant shall meet and work with staff to identify the locations for each priority study, and conduct necessary coordination meetings. Task 2 Priority Studies Prepare priority studies for installation of traffic signal signals, roundabouts, and left-turn phasing at existing signalized intersections. The studies shall, at least, contain the following; Table of Contents Introduction Scope of Study Financial Summary Traffic Signal Warrants Priority Rating Procedure Intersection Control priorities Explanation of the priority worksheet Conclusion/recommendation Attachments The consultant shall provide five (5) sets of submittals at the 75% phase to the City for review and comments. The review comments from this stage shall be itemized and a written response to shall be prepared in a comment matrix. The original red-line mark-up from the reviewing agency shall be returned with the succeeding submittal. After the 75% submittal review by staff, a check print (at 100%) shall be sent for editorial purposes prior to preparing for f inal submittal. The consultant shall also submits the electronic files of the studies on CD disk. Final RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 5 of 9
submittal is due within ninety (90) working days after the date of Authorization to Proceed. Task 3 - Coordination/Meetings The consultant shall attend meetings with City staff as needed to finalize the studies. The consultant shall attend a kick-off meeting, a post-project meeting. 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 project. 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 Table of Contents Executive Summary Shall include the name of consultant s project manager and individual authorized to negotiate the contract on behalf of the consulting firm Project Team-- Prime consultant and all sub-consultants Key team members identified in the original proposal/cost proposal shall not be different than in the executed contract Project Understanding Detailed Work plan Example of experience with similar types of work References Schedule and deadlines Staff resumes Local Preference Statement and Supporting Information 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. RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 6 of 9
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 subconsultants. Provide an organizational chart of the proposed team structure. Project team must include a registered traffic engineer and a civil engineer registered in the state 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 project, (please provide evidence of relevant experience). Provide references with emphasis on the completion of projects related to traffic signal design. 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. RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 7 of 9
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, and percentage of work by task. Only include the overall proposal cost in the separate sealed envelope.. 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. 5.9 Local Preference Proposer shall include a statement and supporting information addressing the use of local consultants and/or businesses on the project. Information shall include consultant/business locations relative to the City of Stockton and the cost proposal shall provide the portion of the total fee and percentage that will be expended by proposed local preference consultants/businesses working on 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 (See Attachment D for Evaluation Scoring Worksheet). Proposer shall submit a cost proposal as part of their overall proposal (in separate sealed envelope). Cost will be a factor in evaluation, but after scoring is completed based on qualifications. Local preference will also be a factor, so Stockton firms are encouraged to propose. Also, non-stockton firms should make an effort to use Stockton consultants whenever possible. Points will be weighted based on the amount of work being performed by the local consultants and/or businesses. RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 8 of 9
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 List of Requested Traffic Signals 2. ATTACHMENT B Instructions to Proposers Local Contracts/Insurance & Indemnification Requirements 3. ATTACHMENT C -- Evaluation Scoring Sheet 4. ATTACHMENT D Signal Priority Worksheet RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 9 of 9
G:\PW\priv\Public Works\_SharePoint\Parviz\Traffic Signal and Roundabout Priority Study-082302054020.65\2016 COS INTERSECTION CONTROL PRIOPRITY STUDIES\RFP.docx RFP: Traffic Signal, Roundabout, and Protected Left Turn Phasing Priority Studies Page 10 of 9