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REQUEST FORQUALIFICATIONS AND PROPOSALTO PROVIDECONSULTING ENGINEERING SUPPORT SERVICESCITY OF NEEDLESENGINEERING DEPARTMENTDEVELOPMENT SERVICES DIVISIONMarch 10th, 20211 PageEngineering Support RFP
TABLE OF CONTENTSINTRODUCTION . 3ORGANIZATION OF PROPOSAL . 5SCOPE OF SERVICES. 5TYPICAL DUTIES & RESPONSIBILITIES OF CONSULTANT PERSONNEL . 8REQUIRED KNOWLEDGE & EXPERIENCE . 8ITEMS CONSULTANT SHALL PROVIDE . 9ITEMS THE CITY SHALL PROVIDE . 9CONSULTANT EVALUATION & SELECTION. 10INSURANCE AND INDEMNIFICATION . 10AGREEMENT TERM . 10FEE SCHEDULE and BILLING REQUIREMENTS . 11PROPOSAL SUBMITTAL .12(Sample) PROFESSIONAL SERVICES AGREEMENT. 132 PageEngineering Support RFP
INTRODUCTIONThe Department of Public Works wishes to establish agreements with multiple technicalprofessional firms with specific expertise, in the areas listed below, to establish a strong andcomprehensive team of technical consultants to support the Development Services Division. Theideal firm will have expertise in all the areas listed below and will be capable of offering acomprehensive review of the various components of a development project (i.e., Soils, Grading,Water Quality Plans, Erosion Control Plans, Geotechnical, Drainage, Mapping, PublicImprovements, etc.).This may necessitate Sub-Consulting with firms that may have expertise in areas that the PrimaryConsultant does not, to allow the Proposal to cover all areas listed below under the boldheadings. Shortcomings in one or more areas could result in disqualification of the PrimaryConsultant. If a Sub-Consultant is proposed for one or more of the items under the General Civildiscipline, this firm shall not be allowed to propose as Primary Consultant for the remainingdisciplines (in bold below) and will be disqualified as Primary Consultant for the remainingdiscipline.Agreements will be offered to qualified consulting firms to provide support services in one ormore of the disciplines in bold below within which it is deemed competent, experienced, andcompetitive. Qualifications and experience in any of the following disciplines will serve to supportthe current needs of the Development Services Division: General Civiloooooooooooooo3 PageDesign Plan CheckLimited DesignStandards ImplementationHydrology and Hydraulics Report ReviewGrading Plan CheckErosion & Sediment Control Plan CheckPrecise Roadway Alignment ReviewStreet Improvement and Traffic Signal Plan CheckSewer Design and Sewer Hydraulics Calculations ReviewTelecommunication and Public Utility Facilities Plan ReviewSoils Report Review and Segmental Wall Plan and CalculationsLandscape and Irrigation Improvement Plan CheckWater Quality Management Plan ReviewMapping and SurveyEngineering Support RFP
Mapping Supporto Mapping and Survey Geotechnical and Geologyo Soils Report and Segmental Wall Plan and Calculations Reviewo Ground Improvement Plan Reviewo Hazard Assessment ReviewSewero Sewer Capacity Studies Watero Water Capacity Studies Electricalo Electrical Capacity Studies Structuralo Structural Bridge Design and Alignment Review CEQAo CEQA Consulting ServiceProjects to be reviewed by the successful Primary Consultants (and perhaps their SubConsultants) which are successful in the Proposal process and are selected to receive andexecute Agreements with the City will be for private developments and certain City Projects andmay include grading, infrastructure installation, planting and soil stabilization, segmentalretaining walls, road and parking lot construction, storm drain, sewer, telecommunication utilitiesand other similar improvements. Individual project staffing will be comprised of a combination ofCity staff and Consultant staff, depending on the specific support requirements of the project.The City realizes efficiencies in project review from establishing Agreements with multipleconsulting firms to provide competent and experienced plan check review and reportdevelopment on an “AS-NEEDED”, “ON-CALL”, “SHORT NOTICE” basis, to work under thegeneral supervision of the Development Services or other City representative.Consultants shall clearly indicate, in the Statement of Qualifications/Proposal (Proposal) thedisciplines (bold headings above) for which they intend to be reviewed for consideration, alongwith supporting documents indicating experience and qualifications. More specifically, theProposal shall demonstrate that the personnel have extensive knowledge and experience in theirrespective field, are able to understand and interpret plans, specifications as well as relateddesign manuals, City checklists, Codes (City, County, State, and Federal), regulations and otherguiding documents. Personnel shall also be familiar with the National Pollutant DischargeElimination System (NPDES) requirements and best management practices for storm water4 PageEngineering Support RFP
pollution prevention on construction sites. Depending on the assignment, Consultant’s personnelshall also have knowledge of and successful experience in effective project managementtechniques and processes. Work performed by the Consultant that has not been specificallyrequested, will not be compensated. All work shall be completed in a timely and expeditiousmanner as request by the City representative in accordance with the NOT TO EXCEED individualproposal amount.The Proposal should be limited to 25 pages/sheets (whether single or double sided). TheDepartment of Public Works reserves the right to withdraw this solicitation at any time for anyreason. All firms preparing a Proposal will be duly notified of any change in the status of thissolicitation. The successful proposers/Consultants shall file insurance coverage and provideindemnification provisions and hold harmless clauses in favor of the City as described in Exhibit“A”. This solicitation does not commit the City to pay any cost incurred in the preparation of aresponse.ORGANIZATION OF PROPOSALProposals shall contain the following items, in order:oScope of services offeredoProject related experiences, references & personnel for each scope of serviceoOrganizational chart & resume of proposed key personnel to provide serviceoProvide an overview of the management and supervision of the project teamoAdditional information or description of resources, supporting both the qualifications ofyour firm and the proposed personneloFee schedule – provide a schedule of hourly rates, including overtime rates if any, forapplicable personnel classifications as well as reimbursablesoList of billing rates for other incidental items or services not specifically definedoProvide an outline of your Quality Assurance Program for the areas/sub-disciplines forwhich you desire to be considered and any other information you deem pertinentSCOPE OF SERVICESThe Consultant shall perform professional and technical support services on an “as-needed”basis. Consultant’s personnel will be assigned full time (until all tasks assigned are complete),unless otherwise noted in advance, to specific tasks and/or projects and will aid and work under5 PageEngineering Support RFP
the direction of the City representative. The Consultant is expected to establish and maintain aclose working relationship with the City staff throughout the project(s). If any Consultantpersonnel is on a leave of absence, the Project Manager shall provide a replacement employeeif necessary, until the assigned personnel return to work. The qualifications and experience level,and capabilities of the replacement employee shall meet or exceed that of the previouslyassigned employee and shall be approved by the City.The specific scope of work for each project/task will be provided in a transmittal letter along with– in most cases – a follow-up phone call and – if necessary – a meeting to discuss the specificneeds of the assignment. Within 2 business days of receipt of the transmittal, the Consultant willbe expected to provide the City with a proposed level of support along with the NOT TO EXCEEDcost.In some cases, City staff may request the Consultant to provide staff support at City offices todeliver better project coordination and plan review turn-around. For such cases, the consultantshall offer staff support at City offices to provide plan review services within five or less businessdays of the City’s request at no additional cost to the City.The Consultant shall identify and provide a Project Manager [single individual/point of contact]to coordinate with the City. The Consultant’s Project Manager shall be always reasonablyaccessible during normal working hours. If at any time the level of performance falls belowexpectations, the City may request that a Consultant’s employee be changed and requestanother person be assigned, subject to approval by the City. The Consultant’s Project Managershall be responsible for all matters related to the Consultant’s invoicing, personnel, andoperations, including but not limited to:A. Assigning lead and supporting personnel to projects on an as-needed basis, etc.B. Administering personnel actions, etc.C. Submitting resumes containing the qualifications and experience of Consultant’spersonnel, etc.D. Fielding questions regarding invoicing and time/progress trackingE. Ensuring personnel maintains current their required registrations, certifications, and anyapplicable Continued Education requirements.A synopsis of support services to be provided by the Consultant is as follows: General Civil Engineering Support duties shall include, but not be limited to planchecking relative to applicable codes, collaborating with internal and external entitiesrelative to plan check comments. Performance of sewer and storm drain review and6 PageEngineering Support RFP
impact/assessment fee assessment – using the current City Sewer and Storm DrainMaster Plans as a basis – for individual sites applying for development entitlements.Review of hydrology and hydraulics reports and calculations for individual sites basedon City Master Plans of Drainage and County Hydrology Manual and City Standards.Review of street improvement plans, grading plans, and other similar plans forconformance with City Codes, Standard Plan Details, Greenbook StandardSpecifications, ADA requirements and other related standards, review and comment onWater Quality Management Plans, Erosion and Sediment Control Plans and StormwaterPollution Prevention Plans. Review and comment on landscape and irrigation plans,specifically as they relate to the City’s Water Conservation Ordinance, the Grading Codeas well as proper establishment, and ongoing maintenance of slopes, drainage facilitiesand other infrastructure and plant materials. Mapping Support includes review and comment on Parcel and Final maps, deeds,easements, lot line adjustments, certificates of compliance and other documents relativeto the Development process and the Subdivision Map Act. Geotechnical Support includes review and comment on private project Geotechnicaland Geology Reports including but not limited to items such as soil stability, soilcomposition, segmental retaining walls, liquefaction, compaction, foundations, etc. Thiswork could also include development of Geotechnical and Geology Reports for limitedspecial public projects, as well as peer review of geotechnical and geology reports. Sewer Studies support includes perform of sewer capacity studies and impact feeassessment – using the current City Sewer Master Plan as a basis – for individualdevelopment sites. Consultant shall pose or be able to obtain the same software asimplemented by the Sewer Master Plan and shall be capable of utilizing the softwareand downloading the data from the Master Plan to make it functional for the purpose ofgenerating Sewer Studies. Structural review support includes review and comment on structural bridge designand alignment plans. Surveying including Field measurement using GPS and other surveying equipment toprepare and maintaining sketches, maps, and reports of legal description includingsetting monuments. Verifying data and calculations, in the field recording results ofSurveys. Writing descriptions of property boundary. Researching legal documents,survey records, and land titles to clarify information about property boundaries.California Licensed. CEQA including employed personnel to be assigned to projects with a minimum of fiveyears of experience in providing the specific CEQA Consulting Services.7 PageEngineering Support RFP
TYPICAL DUTIES & RESPONSIBILITIES OF CONSULTANT PERSONNELoAttend office and site meetings (at the request of the City).oReceive, tract, review, and comment on plans in a comprehensive and organizedformat specified by City. All plan reviews shall be completed using the City’s plan reviewchecklists as a guide.oReview plans in a timely manner and in conformance with City, County, State, Federaland other applicable requirements. Expedited plan review turn-around shall be at thenormal hourly rate per the contract.oReview and check calculations, testing results, assertions, and other technical portionsof reports.oPerform field visits when necessary to obtain additional information regarding a plan orreport.oAdvocate the City’s position in meetings with developers or other consultants.oPerform a variety of cost estimates, small studies, general project managementactivities, general staff supportoPerform field topographical (topo) survey work as required on as needed basis toidentify the existing facilities, right of way limits, etc. in a format compatible with theCity’s Computer Aided-Design system.REQUIRED KNOWLEDGE & EXPERIENCEoExperience in checking plans, reports and specifications for conformance to all relevantCity standards, codes, checklists, procedures, policies and other related items.oDemonstrate the ability to perform electronic plan check utilizing Electronic Plan Check(E.P.C) software or similar with no additional cost to the City.oKnowledge of pending regulations which may impact plan checking over the durationof the contract term.oAbility to compile comments on plans, reports and specifications in a clear, concise,and comprehensive fashion.8 PageEngineering Support RFP
oDemonstrated ability to respond to and resolve disputes between two parties in conflictover plan approval.oComplete understanding of City, County, State and Federal water pollution controlregulations related to runoff from construction sites and post construction (i.e.,operational phase) sites.ITEMS CONSULTANT SHALL PROVIDE All necessary engineering design/general manuals, reference documents and othermaterials. Hard hats, hard soled boots, eye & ear protection, and approved safety vests whennecessary. Vehicle’s for the use of their personnel. The vehicle shall be insured. The hourly billingrates for the proposed personnel shall include all costs associated with the operationand maintenance of the vehicle. The Consultant’s vehicles shall have flashing lights,visible from the rear when on the construction site. Cellular phones with a local number, to facilitate contact during the working hours. Thecost of cell phones and usage shall be included in the hourly billing rates for theproposed personnel. Laptop computers with wireless internet access and all software and printingcapabilities necessary to pursue the work of the project efficiently and communicatewith the City and other team members efficiently.ITEMS THE CITY SHALL PROVIDE Project/assignment scope definition Clarification of duties and procedures thru-out pursuit of assignment Plans, specifications, reports etc. for review and comment Internal documents, as necessary and applicable, for completion of project9 PageEngineering Support RFP
CONSULTANT EVALUATION & SELECTIONReview Board will evaluate the Proposals received. Upon the conclusion of the evaluation theReview Board shall rank the Consultants based on the following criteria for the variousdisciplines:A.Ability of the Consultants to perform competently and proficiently in the disciplinesoutlined in this RFP for which it is wishes to be consideredB.Qualifications of the specific individuals who will perform the work or lead the teamand/or supervise the work product in a particular disciplineC.Amount and quality of time the key personnel will be actively involved in theirrespective portions of the projectD.Reasonableness of the hourly fee(s) to perform the scope of workE.Experience---Demonstrated record of success by the Consultant on work in thevarious disciplines previously performed for Needles and/or other municipalitiesThe specific method and technique to be employed in performing the tasksproposed, the simplicity of administrative and managerial proceduresF.G.An outline of the consultant’s “Quality Assurance Program” that ensures aconsistent quality work product for any assignment under this contractINSURANCE AND INDEMNIFICATIONIn the Agreement, the City of Needles will require the successful Consultant to execute anindemnification and hold harmless clause in favor of the City per Exhibit “A”. Any exceptions tothe insurance and indemnification requirements shall be conspicuously hi-lighted inConsultant’s solicitation response/submittal.The successful Consultant shall secure prior to commencing any activities under the ContractAgreement, and maintain during the term of the Agreement, insurance coverage per Exhibit “A”.AGREEMENT TERMThe initial term of the Agreement will be for two (2) years. Additionally, the Agreement may berenewed for up to three (3) additional one (1) year terms at the sole discretion of the City ofNeedles.10 P a g eEngineering Support RFP
The City does not guarantee, either expressly or by implication that any work or services, andtherefore compensation, will be offered under this Agreement. Any agreement fee increase shallbe requested by the Consultant in writing on an annual basis only and must be approved by theCity.The term of services is anticipated to begin May 2021 with the City’s option to extend it, viaannual renewal, through 2023. An example of the Agreement is attached (see Exhibit “A”) andthe final contract likely will be identical or very similar to this Agreement, but this cannot beguaranteed.Any increase in the scope of an assignment shall be approved [in advance] by the DevelopmentServices Manager or his representative, in writing. No agreement fee adjustment will be allowedunless said prior written approval has been issued. The consulting firm’s response to thesolicitation, and the agreed upon negotiated fee schedule will be incorporated and become apart of the Agreement.FEE SCHEDULE and BILLING REQUIREMENTSThe Consultant’s Support Services will be compensated on an hourly basis. Invoices shall besubmitted monthly to the City of Needles, Dev
Mar 17, 2021 · Consultant shall or be able to obtain the same software as pose . and reports of legal descriptionincluding setting monuments. Verifying data and calculations, recordingin the field results of Surveys. Writing descriptions of property Researching legal documents, boundary. . Needles. City. City of Needle
