City of Oceanside – Development Services 300 North Coast Highway Oceanside, CA 92054
Request For Proposals: Professional Consulting Services For Pavement and Right-of-Way Asset Management
Closing Date: Thursday, October 24, 2013 Closing Time: 4:00 p.m. Location: Engineering Counter City Hall – South Building 300 North Coast Highway Oceanside, CA 92054
Contact Person: Gabor Pakozdi, Project Manager Phone (760) 435-5080 Fax (760) 435-6175
[email protected]
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Section One: NOTICE TO PROFESSIONALS Through this Request for Proposals (RFP), the City of Oceanside (CITY) is seeking proposals from qualified professional firms to demonstrate qualifications, experiences, and proposed approach to provide software and consultant services to institute the City’s Pavement Evaluation and Right-of-Way Asset Management Program in accordance with the scope of work described herein. Responses to this RFP should include details about qualifications and related experiences as described herein, and a detailed proposal defining the approach and process for the planning and management of this project. The CITY intends to compare and evaluate all qualifying submittals and select the most qualified consultant or team based on proposal content, experiences and qualifications, understanding of the project, methodology to deliver the desired end products, the strategy for managing the project, and cost. This is a Request For Proposals only; it should not be interpreted as a solicitation for services or as a contract for services. Submittals should be comprehensive, concise, and directly responsive to the goals and format as outlined in this RFP. The Consultant will perform a City-wide pavement condition assessment of approximately 480 centerline miles within the limits of the City of Oceanside. The selected Consultant should have sufficient experience, staff, and equipment to perform a City-wide pavement condition assessment in a timely manner. The Consultant is to submit one (1) unbound original and five (5) copies of the technical proposal and five (5) copies of fee breakdown in a separate sealed envelope) not later than 4:00 p.m., October 24, 2013. Address proposals to: GABOR PAKOZDI ENGINEERING DEPARTMENT CITY OF OCEANSIDE 300 N. Coast Highway OCEANSIDE, CA 92054 The following attachment is provided for your use: Attachment A Sample Professional Services Agreement We look forward to your response. Sincerely, Gabor Pakozdi, P.E., Project Manager Office: (760) 435-5080, Fax: (760) 435-6175 E-mail:
[email protected] Enclosure Page 2 of 16
Section Two: PROPOSED SCOPE OF WORK Nothing in this proposed scope of work shall be interpreted as being all encompassing. The consultant’s team shall be responsible to gain a full understanding of the work before submitting. Please contact Gabor Pakozdi at 760-435-5080 or
[email protected] to discuss background information. The goal of the project is to provide accurate assessment of the condition of the City’s street infrastructure system and appurtenant assets in the public right-of-way. The goal of this RFP is to select a Consultant capable of carrying out the pavement condition and right-of-way asset data collection, processing, and analysis; and software training. The precise scope of services shall be negotiated between the City and successful proposer.
SCOPE OF WORK Currently, the City’s Public Works Department is using Cartegraph’s software for certain rightof-way asset management functions. The City’s Water Utilities Department is currently using the Lucity software package which is linked to the City’s GIS database. The Consultant should be skilled with various GIS applications and the mentioned pavement and right-of-way asset management software packages. It is envisioned that, as the result of the Consultant’s work, all pavement and asset management functions will utilize the Lucity software.
The selected
Consultant must have a minimum of 3-5 Lucity implementations in the last 3 years. The selected Consultant will be responsible for migrating the existing data from Cartegraph to Lucity and link the pavement and asset data to the City’s GIS database by working with City staff. The Consultant must show past performance with Lucity in the southern California region and be able to provide on-site training so that City staff can utilize the pavement management and rightof-way asset management software. Page 3 of 16
Task 1 Pavement Condition Data Collection By utilizing properly calibrated laser road surface testing (minimum 7 sensors) equipment enhanced with digital imagery and GPS capabilities, the consultant shall collect a full array of pavement condition data complete with GPS coordinated and multiple view digital images. The equipment must be capable of: -
Automatically and continuously measuring pavement cracking, texture, rutting and geometrics
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Providing a customized digital condition rating system to collect used defined severity/extent based pavement distresses and pertinent roadway attributes
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Collecting roughness data to International Roughness Index standards
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Providing Right-of-way imagery for potential Asset extraction and pavement QA/QC
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Providing internal GPS navigation for geo-locating pavement and right-of-way asset information
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Linear distance measuring to within +/-0.5%
The City has approximately 480 centerline miles of public roadways and approximately 60 miles of alleyways. The consultant shall perform a single (1) pass testing for local streets and alleyways and double (2) pass testing on collector and arterial streets. For the purposes of this proposal, the consultant shall assume 600 test-miles. All survey work shall be performed on dry pavement and in lighting conditions that assure accurate crack detection.
Task 2 Install Lucity Software This task will include the -
Installation of the Lucity software on Engineering and Public Works servers.
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Creation of connectivity between the new installations and the Water Utilities Department’s existing Lucity applications.
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Establishment of Pavement Management System on Lucity.
Technical support staff shall be available to the City during normal business hours.
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Task 3 Establish and Enter Data into Pavement Database This task will include entering the City-wide pavement condition data, obtained in Task 1, into the City’s pavement management software database (Lucity). The Consultant will utilize the City’s existing GIS database and enter the new road segments into the City’s pavement management software. The system shall be set up to enable city crews to input updated surface distress information in the future. The system shall ensure that Lucity and GIS is a 1-to-1 relationship.
Task 4 City-Wide Pavement Condition Assessment The selected Consultant will perform a City-wide pavement condition assessment of approximately 480 centerline miles (600 test-miles). The Consultant will be responsible for providing a quality control (QC) procedure to ensure that the pavement condition data is accurate and reproducible. The QC procedure will also verify that the data is accurately entered into the pavement management software. The Consultant should have sufficient Lucity experience and staff availability to perform a City-wide pavement condition assessment in a timely manner. The Consultant will provide a technical memorandum documenting the methodology for performing the assessment, and presenting the data collection protocols to be used for the assessment. After review by the City and written approval of the methodology, the Consultant will be authorized to proceed with the assessment.
Task 5 Run Pavement Management Scenarios The Consultant will utilize the City’s pavement management software to run a number of different pavement management scenarios: 1) What will the City’s overall average pavement condition be if current funding levels remain unchanged for the next three, five, or ten years? Current funding levels will be provided to the Consultant. 2) What funding will be necessary on an annual basis to ensure an average overall pavement condition of 65, 70, 75, or 80 Pavement Condition Index (PCI)?
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Investment benefit information should indicate the cost per square foot of benefit for each maintenance strategy based on maintenance and rehabilitation costs. -
The Consultant must be capable of developing Lucity supersegments that achieve a 5-year pavement maintenance plan
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The Consultant must be familiar with Lucity configurations such that the operating parameters are developed specifically for the City of Oceanside staff
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The Consultant must be able to configure Lucity’s strength field with or without deflection data
Task 6 Summary Report and Project Documentation Upon completion of Tasks 1 through 5 listed above, the Consultant will provide a draft summary report detailing its findings and conclusions. After review by the City, the Consultant will make all necessary changes and submit three (3) copies of the final report. In addition, all data collected by the Consultant will be provided to the City in native, electronic format (pdf, excel, word, etc.) and Adobe Acrobat (pdf).
Task 7 Asset Database Migration The Public Works Department is currently using the Cartegraph software for certain right-of-way asset management applications. The Consultant should have the staff and skills necessary to transfer all of the City’s existing right-of-way asset data to Lucity and link the data to the City’s ArcGIS database by working with City staff. The Consultant will re-establish the dynamic link which will allow the transfer of pavement data to the City’s GIS database. The Consultant will prepare a technical memorandum summarizing the findings for this task.
Task 8 Training The City desires that select staff be trained in using Lucity so that staff can perform routine pavement database updates, add new road segments, enter road condition surveys, create pavement condition maps with GIS, and run various pavement management funding scenarios. The Consultant will provide on-site training at City Hall for a small group so that City staff can utilize the Lucity software. The consultant will provide a user manual for Lucity which will explain in detail how to perform the tasks mentioned above. Page 6 of 16
Optional Scope Items In addition to the Pavement Management Program, the City would like the consultant to provide a detailed scope of services and cost to develop a number of other inventory/management systems. Due to budget restraints these optional items may or may not be incorporated into the scope of work under this proposal. Bids shall include optional scope and pricing for the following services: -
Deflection Testing and Analysis: On all arterials, and collectors develop structural index for each roadway segment (min. 1 test per block or 10 tests per mile – whichever is more) with Dynaflect.
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Ground Penetrating Radar survey to provide layer thickness information on each section: 2 pass on arterials and collectors; single pass on local streets.
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Right-of-way Asset Data Collection (GPS & Images): Utilizing the right-of-way digital images and GPS data, develop a digital image library at 25-foot intervals.
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Asset Inventory and Database Development: o Street Signs:
Collect X,Y,Z for each sign
Note sign condition using G/F/P notation.
Collect 18 attributes for each sign
o Traffic Signals o ADA Ramps o Sidewalks o Curbs o Pavement Markings & Striping o Benches -
GPS, crossfall, radius of curvature, & grade: 2 pass on arterials and collectors; single pass on local streets.
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City Council Presentation: Create a PowerPoint presentation to showcase the results of the pavement condition survey.
Traffic Control Traffic control for all field activities shall be provided by the consultant and shall be included in the price of the bid items. Page 7 of 16
Section Three: PROPOSAL REQUIREMENTS A team consisting of different firms can be proposed to meet the needed areas of expertise for the project. However, the City will execute a single agreement for the engineering consultant services on this project. The proposal shall be no longer than 25 pages and shall include the following: 1.
Project Outline - An outline of the firm’s background, qualifications, and ability to perform the services required. Include any subcontractors to be employed on this project. Include an outline for each individual firm, if teaming or subcontracting with a separate company.
2.
Firm and Contact Information – Provide (including for each individual firm, if teaming or subcontracting with a separate company):
3.
The legal name and address of the company.
The name of the parent company if the firm is a wholly owned subsidiary of a parent company.
If a multi-office firm, the office location from which this proposal will be carried out.
Name, title, address, telephone number and email address of the primary person(s) to contact concerning this proposal.
Project Team - A list of personnel to be employed on the project, their relationship to it, and their qualifications and experience. Include a team organization chart and a description of each team member’s role and responsibility for the project and its outcome. It is expected that the work will be under the direction of a Registered Civil Engineer licensed in the State of California. The project manager shall be clearly identified and will be expected to serve on the project throughout its duration. The City’s evaluation of the project team will consider the entire team (prime and sub-consultants). If your team is selected, the City will allow no changes in team composition without prior approval.
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4.
Past Project Experience and Reference List - Include a description of specific projects similar to this project in scope and complexity. The description shall include a brief overview of the project, the proposed project team members’ involvement with the project, the outcome of the project, the project cost, and the name and phone number of the project’s client who is knowledgeable about the project. The past projects list shall clearly demonstrate that the proposed project team has the relevant and necessary experience to complete this project.
5.
Project Approach and Work Plan - An outline of the proposed approach to the project, including a detailed work plan and schedule. Please address the Scope of Work as presented but include other approaches, items or considerations you feel are warranted. Explain in detail any innovative approaches that might be used on this project. The work plan should provide a tabular list of work tasks considered necessary to complete the scope of work together with the personnel and estimated staff time (in-house and consultants) to complete each task (personnel classifications, and estimated hours). Explain the safety measures that will be utilized for the field portion of the project. Include provision for City and Agency staff reviews and activities as considered necessary. If a sub-consultant is to perform a certain task, hours should be listed for that sub-consultant.
6.
Current Work Load - A brief outline of the firm’s current workload, staffing and ability to provide a timely submittal.
7.
Project Schedule – The City desires to complete this project as expeditiously as possible. The Consultant shall provide a detailed schedule of the various proposed activities to accomplish the project. The City uses Microsoft Project. For the purposes of the preliminary schedule assume December 4, 2013, as the contract award date.
8.
Appendix – Provide a complete resume for each team member.
9.
Cost Proposal (separate sealed envelope) – A systematic breakdown by Scope of Work, staff level and required hours and the method of arriving at the cost shall be included. This shall be submitted on letterhead in a separate, sealed envelope with your firm name identified on the outside. Do not state your fee in the main proposal. This will allow independent evaluation of professional qualifications without being influenced by price. Provide an estimated cost analysis for each of the following items:
Total fee for each task listed in the scope of work.
Labor (personnel classifications, estimated hours and hourly rates).
Direct costs.
Subcontracts, (personnel classifications, estimated hours and hourly rates). Page 9 of 16
The cost proposal is to be submitted in a sealed package with the following information clearly marked on the outside of the package.
Name of responder
Name of project
A red “CONFIDENTIAL”
10.
Fee Schedule – Provide a fee schedule (different from the Cost Proposal above) that indicates hourly bill rates for each member of the project team and list per mile travel costs and any other direct or indirect costs, including costs for material and outside services. The fee schedule shall be valid for the duration of the project as specified in the contract and agreed to schedule by the consultant; the fee schedule shall indicate that any additional requested services shall be provided on a time and material basis per the contracted labor rate and fee schedule. The mark-up on subs and expenses shall be limited to 10 percent. The fee schedule will be valid for the duration of the total contract.
11.
Agreement to the City’s Standard Contract – A copy of the standard professional services agreement approved by the City Attorney is provided in Attachment A. Agreement to the City’s standard contract terms and conditions should be included as part of the submittal. Please do not respond to this proposal if you cannot agree to all terms of the City’s contract. The City will not change or modify the hold harmless liability clause included in the agreement.
SELECTION PROCEDURE Technical proposals will be reviewed and ranked by a selection committee composed of at least three (3) City staff members. Selection will be based on the factors listed in 1 through 8 above, as well as addressing objectives of the proposal, providing additional relevant information, clarity, and brevity. After discussion and ranking by the committee, one firm will be selected to begin negotiations for a contract. In the event that a project scope, schedule, and fee cannot be agreed upon with the firm, the City will terminate negotiations and enter into negotiations with the next highestranking firm. If necessary, and at the sole option of the City, the top firms may be invited to an interview prior to final selection. If the City selects this approach, sufficient time will be given to the firms to prepare for the interview which will be held at City Hall.
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ATTACHMENT A - PROFESSIONAL SERVICES AGREEMENT
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CITY OF OCEANSIDE PROFESSIONAL SERVICES AGREEMENT PROJECT: (PROJECT NAME & NUMBER) THIS AGREEMENT, dated _______________, 20__ for identification purposes, is made and entered into by and between the CITY OF OCEANSIDE, a municipal corporation, hereinafter designated as "CITY", and , hereinafter designated as "CONSULTANT." NOW THEREFORE, THE PARTIES MUTUALLY AGREE AS FOLLOWS: 1.
SCOPE OF WORK. The project is more particularly described as follows: [ insert a brief description of the work to be done ].
2.
INDEPENDENT CONTRACTOR. CONSULTANT'S relationship to the CITY shall be that of an independent contractor. CONSULTANT shall have no authority, express or implied, to act on behalf of the CITY as an agent, or to bind the CITY to any obligation whatsoever, unless specifically authorized in writing by the City Engineer. The CONSULTANT shall not be authorized to communicate directly with, nor in any way direct the actions of, any bidder or the construction contractor for this project without the prior written authorization by the City Engineer. CONSULTANT shall be solely responsible for the performance of any of its employees, agents, or subcontractors under this Agreement. CONSULTANT shall report to the CITY any and all employees, agents, and consultants performing work in connection with this project, and all shall be subject to the approval of the CITY.
3.
WORKERS’ COMPENSATION. Pursuant to Labor Code section 1861, the CONSULTANT hereby certifies that the CONSULTANT is aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and the CONSULTANT will comply with such provisions, and provide certification of such compliance as a part of this Agreement.
4.
LIABILITY INSURANCE.
4.1.
CONSULTANT shall, throughout the duration of this Agreement maintain comprehensive general liability and property damage insurance, or commercial general liability insurance, covering all operations of CONSULTANT, its agents and employees, performed in connection with this Agreement including but not limited to premises and automobile. Page 12 of 16
4.2
CONSULTANT shall maintain liability insurance in the following minimum limits: Comprehensive General Liability Insurance (bodily injury and property damage) Combined Single Limit Per Occurrence General Aggregate
$ 1,000,000 $ 2,000,000*
Commercial General Liability Insurance (bodily injury and property damage) General limit per occurrence General limit project specific aggregate
$ 1,000,000 $ 2,000,000
Automobile Liability Insurance
$ 1,000,000
*General aggregate per year, or part thereof, with respect to losses or other acts or omissions of CONSULTANT under this Agreement. 4.3
If coverage is provided through a Commercial General Liability Insurance policy, a minimum of 50% of each of the aggregate limits shall remain available at all times. If over 50% of any aggregate limit has been paid or reserved, the CITY may require additional coverage to be purchased by the CONSULTANT to restore the required limits. The CONSULTANT shall also notify the CITY'S Project Manager promptly of all losses or claims over $25,000 resulting from work performed under this contract, or any loss or claim against the CONSULTANT resulting from any of the CONSULTANT'S work.
4.4
All insurance companies affording coverage to the CONSULTANT for the purposes of this Section shall add the City of Oceanside as "additional insured" under the designated insurance policy for all work performed under this agreement. Insurance coverage provided to the City as additional insured shall be primary insurance and other insurance maintained by the City of Oceanside, its officers, agents, and employees shall be excess only and not contributing with insurance provided pursuant to this Section.
4.5
All insurance companies affording coverage to the CONSULTANT pursuant to this agreement shall be insurance organizations admitted by the Insurance Commissioner of the State of California to transact business of insurance in the state or be rated as A-X or higher by A.M. Best.
4.6
CONSULTANT shall provide thirty (30) days written notice to the CITY should any policy required by this Agreement be cancelled before the expiration date. For the purposes of this notice requirement, any material change in the policy prior to the expiration shall be considered a cancellation. Page 13 of 16
4.7
CONSULTANT shall provide evidence of compliance with the insurance requirements listed above by providing, at minimum, a Certificate of Insurance and applicable endorsements, in a form satisfactory to the City Attorney, concurrently with the submittal of this Agreement.
4.8
CONSULTANT shall provide a substitute Certificate of Insurance no later than thirty (30) days prior to the policy expiration date. Failure by the CONSULTANT to provide such a substitution and extend the policy expiration date shall be considered a default by CONSULTANT and may subject the CONSULTANT to a suspension or termination of work under the Agreement.
4.9
Maintenance of insurance by the CONSULTANT as specified in this Agreement shall in no way be interpreted as relieving the CONSULTANT of any responsibility whatsoever and the CONSULTANT may carry, at its own expense, such additional insurance as it deems necessary.
5.
PROFESSIONAL ERRORS AND OMISSIONS INSURANCE. Throughout the duration of this Agreement and four (4) years thereafter, the CONSULTANT shall maintain professional errors and omissions insurance for work performed in connection with this Agreement in the minimum amount of One Million Dollars ($1,000,000.00). CONSULTANT shall provide evidence of compliance with these insurance requirements by providing a Certificate of Insurance.
6.
CONSULTANT'S INDEMNIFICATION OF CITY. To the greatest extent allowed by law (including, without limitation, California Civil Code section 2782.8), CONSULTANT shall indemnify and hold harmless the CITY and its officers, agents and employees against all claims for damages to persons or property arising out of CONSULTANT’S work, including the negligent acts, errors or omissions or wrongful acts or conduct of the CONSULTANT, or its employees, agents, subcontractors, or others in connection with the execution of the work covered by this Agreement, except for those claims arising from the willful misconduct, sole negligence or active negligence of the CITY, its officers, agents, or employees. CONSULTANT'S indemnification shall include any and all costs, expenses, attorneys' fees, expert fees and liability assessed against or incurred by the CITY, its officers, agents, or employees in defending against such claims or lawsuits, whether the same proceed to judgment or not. Further, CONSULTANT at its own expense shall, upon written request by the CITY, defend any such suit or action brought against the CITY, its officers, agents, or employees founded upon, resulting or arising from the conduct, tortious acts or omissions of the CONSULTANT. CONSULTANT'S indemnification of CITY shall not be limited by any prior or subsequent declaration by the CONSULTANT. Page 14 of 16
7.
OWNERSHIP OF DOCUMENTS. All plans and specifications, including details, computations and other documents, prepared or provided by the CONSULTANT under this Agreement shall be the property of the CITY. The CITY agrees to hold the CONSULTANT free and harmless from any claim arising from any use, other than the purpose intended, of the plans and specifications and all preliminary sketches, schematics, preliminary plans, architectural perspective renderings, working drawings, including details, computation and other documents, prepared or provided by the CONSULTANT. CONSULTANT may retain a copy of all material produced under this Agreement for the purpose of documenting CONSULTANT’s participation in this project.
8.
COMPENSATION. CONSULTANT'S compensation for all work performed in accordance with this Agreement, shall not exceed the total contract price of $ No work shall be performed by CONSULTANT in excess of the total contract price without prior written approval of the City Engineer. CONSULTANT shall obtain approval by the City Engineer prior to performing any work that results in incidental expenses to CITY.
9.
TIMING REQUIREMENTS. Time is of the essence in the performance of work under this Agreement and the timing requirements shall be strictly adhered to unless otherwise modified in writing. All work shall be completed in every detail to the satisfaction of the Engineer within [number of working or calendar days] [project manager may insert a phased timing requirement instead of time certain, if desired].
10.
ENTIRE AGREEMENT. This Agreement comprises the entire integrated understanding between CITY and CONSULTANT concerning the work to be performed for this project and supersedes all prior negotiations, representations, or agreements.
11.
INTERPRETATION OF THE AGREEMENT. The interpretation, validity and enforcement of the Agreement shall be governed by and construed under the laws of the State of California. The Agreement does not limit any other rights or remedies available to CITY. The CONSULTANT shall be responsible for complying with all local, state, and federal laws whether or not said laws are expressly stated or referred to herein. Should any provision herein be found or deemed to be invalid, the Agreement shall be construed as not containing such provision, and all other provisions, which are otherwise lawful, shall remain in full force and effect, and to this end the provisions of this Agreement are severable.
12.
AGREEMENT MODIFICATION. This Agreement may not be modified orally or in any manner other than by an agreement in writing signed by the parties hereto. Page 15 of 16
13.
TERMINATION OF AGREEMENT. Either party may terminate this Agreement by providing thirty (30) days written notice to the other party. If any portion of the work is terminated or abandoned by the CITY, then the CITY shall pay CONSULTANT for any work completed up to and including the date of termination or abandonment of this Agreement. The CITY shall be required to compensate CONSULTANT only for work performed in accordance with the Agreement up to and including the date of termination.
14.
SIGNATURES. The individuals executing this Agreement represent and warrant that they have the right, power, legal capacity and authority to enter into and to execute this Agreement on behalf of the respective legal entities of the CONSULTANT and the CITY.
IN WITNESS WHEREOF, the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Professional Services Agreement to be executed by setting hereunto their signatures on the dates set forth below. [NAME OF CONSULTANT] By:
Name/Title
Date:
By:
CITY OF OCEANSIDE By:
City Manager
Date:
Name/Title
APPROVED AS TO FORM:
Date:
City Attorney Employer ID No.
NOTARY ACKNOWLEDGMENTS OF CONSULTANT MUST BE ATTACHED.
I:\City Attorney\Professional Services Agreement Short Form (Engineering) 2011.doc
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