PAVEMENT MANAGEMENT PROGRAM UPDATE

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City of Encinitas : RFP Postings : PAVEMENT MANAGEMENT PR...

http://ci.encinitas.ca.us/index.aspx?page=34&recordid=138&returnURL...

PAVEMENT MANAGEMENT PROGRAM UPDATE Posted Date:

2/18/2014 10:30 AM

Submission Deadline:

3/14/2014 5:00 PM

REQUEST FOR PROPOSALS PAVEMENT MANAGEMENT PROGRAM UPDATE The City of Encinitas is seeking a qualified engineering consultant to perform condition surveys of all City public streets within the City’s street network, deflection testing on selected City arterial streets, and to download the results of the condition survey and deflection testing into the City’s Pavement Management Software Program which is MTC’s Street Saver Pavement Management Software Program. Deadline to submit a proposal will be noon, Thursday, March 13, 2014. Three copies of the proposal shall be submitted to the Engineering Services Department, Attention, Kipp Hefner. The City’s Maintained Road System encompasses over 168 centerline miles of public streets, of which 17.4 miles are arterial streets, 30.3 miles are collector streets, and 120.3 miles are residential streets. The total replacement cost for all streets within the City is estimated to be $295 million; which comprises a significant portion of the overall investment in the City’s infrastructure. The City uses Metropolitan Transportation Commission’s (MTC) Street Saver Pavement Management Software Program Version 9 to manage the maintenance of the City’s street network including helping maximize the City’s street maintenance expenditures by providing information which will assist the City in: 1. Implementing a multi-year road rehabilitation and maintenance program. 2. Developing a preventative maintenance program 3. Selecting the most cost effective repairs. The current data base of the entire City’s street network in Street Saver is 5 years old and is in need of updating. The consultant chosen to perform the aforementioned condition surveys, deflection testing, and downloading of upgraded data base into the City’s Pavement Management Software Program shall be responsible for the following tasks: A. Upload the data base from the Street Saver Pavement Management Software Program of the entire City’s street network and update each street by performing a condition survey for all publically maintained streets within the City’s street network. Condition surveys shall be accomplished by walking surveys for all residential and collector streets. Condition surveys shall be accomplished by walking surveys and automated surveys (when necessary for safety) using customized vehicles equipped with video or digital cameras, and laser bars for all high traffic volume arterial streets. Consultant shall update the database with M&R historical data from

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City of Encinitas : RFP Postings : PAVEMENT MANAGEMENT PR...

http://ci.encinitas.ca.us/index.aspx?page=34&recordid=138&returnURL...

the last 5 years, as well as update the decision tree treatments and unit costs. B. Perform deflection testing on the following arterial streets: 1. El Camino Real from Manchester Ave to the North City Limits. 2. Encinitas Blvd. from Highway 101 to the East City Limits. 3. Leucadia Blvd. from Highway 101 to the East City Limits. Consultant shall use the deflection data to determine the pavement structural requirements for rehabilitation as per CTM 356. The City will provide design Traffic Index. C. Download updated data base of entire City street network, including results of condition surveys and deflection testing, into the City’s Street Saver Pavement Management Software Program. After the updated data base has been completely downloaded into the Street Saver Pavement Management Software Program the consultant shall use the Street Saver Pavement Management Software Program to recalculate the Pavement Condition Index (PCI) for each public street. D. The consultant shall have all tasks outlined in this Request for Proposal completed and the updated City’s Street Saver Pavement Management Program up and running to the City’s satisfaction by no later than noon on Thursday, April 30, 2014. The consultant chosen will have substantial experience working with MTC’s Street Saver Pavement Management Software Program and will be prequalified by the Metropolitan Transportation Commission (MTC), performing condition surveys including walking surveys and automated surveys, and performing deflection testing and inputting results into Pavement Management Software Programs. The City reserves the right to award a contract to any consultant proposing on the project or to reject all proposals. By this request for proposal (RFP), the City in no way obligates itself to award a contract for this project. All proposals shall be valid for a minimum of 90 days. Included in the RFP shall be the following: 1. Letter of transmittal-identify the firm and address, along with the name of a contact person and a telephone number. The location of the office where the work will be performed shall be included. 2. Project approach and methodology-Describe the key issues and your approach to resolving those issues. 3. Describe in detail the tasks within the scope of the project. Include in the proposal a schedule showing all critical paths. 4. Consultant shall provide written evidence that they are prequalified with the Metropolitan Transportation Commission (MTC). 5. Preparation of a cost proposal. Identify the fees associated with all items of work. Include fees in an enclosed envelope attached to the proposal package. Included in the fee proposal will be back-up information showing basis for proposed fee for the project. Final fee scope will be negotiated after selection process.

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City of Encinitas : RFP Postings : PAVEMENT MANAGEMENT PR...

http://ci.encinitas.ca.us/index.aspx?page=34&recordid=138&returnURL...

6. A short profile of the firm and subconsultants. 7. An organization chart indicating the individuals who will conduct the work. If the office where any individual works is different than the one identified as the office where the work will be performed, please mention it here. Furthermore, include the resumes for each team member that will be involved on the project. 8. A list of references. The reference must include a contact person familiar with the firm’s work and a telephone number. 9. A list of similar Pavement Management Program Update projects that the firm has done in the past five years using the MTS Street Saver Pavement Management Software Program. Include the length/size of each project. 10. Evidence of financial responsibility which shows the company will be in good financial standing throughout duration of tasks outlined in this Request for Proposal, (example-Company’s current Financial Statement, etc.) Although there is no maximum length, qualifications should be kept to the minimum length necessary. Padding of the proposal with “boilerplate” material is strongly discouraged. Any consultant who is interested in submitting a proposal for this project must contact Kipp Hefner, at (760)633-2775, to be put on an RFP holders list prior to the March 13th deadline. The consultant shall give their contact information in case there are any addendums to the RFP. Any consultant who submits a proposal on this project but is not on the RFP holders list shall have their proposal rejected. The Proposal must include a list of key personnel and references (including telephone numbers). Proposals must include a list of sub-consultants to be used on project. Selection criteria will be based on the following weighted factors: 1. Consultant experience with MTC’s Street Saver 30% Pavement Management Software Program 2. Consultant Experience with Condition Surveys, 30% Deflection Testing and downloading results into Pavement Management Programs 3. Consultant understanding of the work to be done 25% 4. Quality of Consultant staff for work to be done 10% 5. Consultant financial responsibility 5% Total- 100% Once the deadline for submitting has passed, the City will review all proposals, and the most qualified consultant will be awarded the contract for the project. There will not be an interview done as part of the selection process. Your interest in this project is greatly appreciated. Should you have specific questions relating to this RFP, please feel free to contact Kipp Hefner at (760) 633-2775.

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2/20/2014 1:26 PM

City of Encinitas : RFP Postings : PAVEMENT MANAGEMENT PR...

http://ci.encinitas.ca.us/index.aspx?page=34&recordid=138&returnURL...

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