Request for Proposals. Hillsdale Pedestrian/Bicyclist Bridge Design

Transcription

1 Request for Proposals Hillsdale Pedestrian/Bicyclist Bridge Design Public Works Department City of San Mateo 330 West 20th Avenue San Mateo, CA JUNE 13, 2013 The City of San Mateo (CITY) is accepting proposals to select a qualified consultant firm to provide professional engineering design services for the Hillsdale Pedestrian/Bicyclist Bridge Design project. All questions regarding this Request for Proposals (RFP) shall be directed to Aaron Lam, Associate Engineer, in writing via facsimile at (650) or to Public Works Department, City Hall, 330 West 20 th Avenue, San Mateo, CA The RFP is available for viewing online at The City intends to award a contract for professional design services for the preliminary engineering phase of the project and environmental document preparation. The City reserves the right not to award any contract. The scope of work is outlined in Section II, SCOPE OF SERVICES, of this RFP. Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section II, SCOPE OF SERVICES, of this RFP. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized consultants and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the Public Works Department, City of San Mateo, 330 West 20th Avenue, San Mateo, California, 94403, no later than: 4:00 p.m. on July 19, 2013 Each Consultant shall submit four (4) bound sets of the proposal in accordance with Section III, "PROPOSAL REQUIREMENTS." 1

2 Table of Contents I. INTRODUCTION... 3 II. SCOPE OF WORK... 4 III. PROPOSAL REQUIREMENTS... 6 IV. CONSULTANT SELECTION PROCEDURE... 7 V. ESTIMATED PROJECT TIMETABLE... 8 VI. CONTACT PERSON... 8 VII. LATE PROPOSALS NOT CONSIDERED... 8 APPENDIX: A. City of San Mateo Department of Public Works Standard Professional Services Agreement B. Hillsdale Pedestrian/Bicyclist Bridge Alignment Map 2

3 I. INTRODUCTION A. BACKGROUND The Hillsdale Pedestrian/Bicyclist Bridge project (Project) envisions a Class I pedestrian and bicycle grade separated crossing over Highway 101 (US101) south of the Hillsdale interchange and a Class II facility from Norfolk to the San Mateo/Foster City limit. The proposed bridge and Class II facility will allow for safe and unimpeded bicycle access from the high vehicular volumes at the Hillsdale Boulevard interchange while connecting the bicycle network from the Hillsdale Caltrain Station to Foster City and neighborhoods east of US101. The proposed bridge will also have the architecture to be a signature gateway feature representative of, or unique to, San Mateo. In 2007, the City of San Mateo, hereafter referred to as the City, completed an alignment study in response to the community s concern about the ability of pedestrian and bicyclists to use Hillsdale Boulevard to safely cross US101. The preferred alignment is shown in attached Exhibit B, Hillsdale Pedestrian/Bicyclist Bridge Alignment Map. The City received a grant from the San Mateo County Transportation Authority to support funding through the Caltrans Project Approval and Environmental Documentation (PA&ED) phase of this project. The City has entered into a cooperative agreement with Caltrans for the Project Initiation phase of the project. This Request for Proposals is only seeking proposals for services to complete the Project Initiation Document (PID) phase of the project. The City wishes to obtain professional services from consulting firms or teams that have demonstrated background in designing pedestrian/bicyclist overpass or bridge overcrossing and that are familiar with Caltrans project development requirements. Section II, SCOPE OF SERVICES, contains a more detailed outline of the tasks for this proposal. B. DOCUMENTS AVAILABLE FOR VIEWING There are no technical documents available for this project. The following supporting documents are available for viewing online: o City of San Mateo Bicycle Master Plan (2011) o City of San Mateo Pedestrian Master Plan (2012) o Hillsdale Boulevard Highway 101 Pedestrian and Bicycle Over Crossing (2007) o Caltrans Project Development Procedures Manual (PDPM) (2012) o Caltrans PEAR Handbook (2012) 3

4 II. SCOPE OF SERVICES The Consultant shall perform the following professional services described in this section. The Project Initiation Document (PID) shall be finalized by December 30, 2014, including all Caltrans coordination and review. The City reserves the right to modify the scope of services or extend the contract to include the next phase of the Caltrans project development process at its discretion. The City reserves the right to discontinue or postpone services at any time. PART I PROJECT MANAGEMENT AND COORDINATION A. PROJECT MANAGEMENT A kick-off meeting with the City and the Consultant to review and refine the work program and schedule, identify critical milestones, and determine appropriate paths of communication will be held prior to beginning work. Consultant shall produce a baseline schedule of work and conduct periodic meetings (phone conference and coordination meetings) with the City to discuss progress. Meeting minutes for all meetings will be provided by the Consultant. An updated schedule of work and progress report shall be submitted with each monthly invoice. B. PROJECT COORDINATION Consultant shall coordinate major design changes with third parties including Caltrans, City/County Association of Government (C/CAG) of San Mateo County, San Mateo County Transit Authority (SMCTA), San Mateo County, and any other agencies or property owners that may provide design input, suggestions or restrictions for the project. Design may be altered through additional coordination efforts. Meeting minutes for all coordination meetings shall be provided by the Consultant. PART II PUBLIC OUTREACH A. STRUCTURAL DESIGN AND AESTHETICS EVALUATION STUDY Consultant shall prepare a structural design and aesthetics evaluation study which would include examples of innovative bridge projects that can be built at this location and pictures of each example. This study is intended to provide information to get public comments and feedback and to receive direction from the City Council. The study should include a range of diverse aesthetic appearances that can be incorporated into different types of bridges that would be site specific for this project. Each bridge type example should be accompanied with approximate construction costs, color schematics, and a brief description of the bridge type and applied or applicable aesthetic appearance. At a minimum, the study must include, in addition to a Caltrans standard bridge design, several notable designs that have been implemented within the state, elsewhere in the United States, and internationally. 4

5 B. PUBLIC PROCESS Consultant shall attend at least five (5) public outreach meetings. These meetings include City Council meetings and other meetings held by City committees as well as separate meetings for local neighborhoods and interested community groups. Outreach meetings will be held to address public concerns and ideas for the design and implementation of the proposed bridge and may be held on the weekend. At a minimum, color schematics (minimum size 24 x 36 ) of design options, as well as electronic files of images and documents suitable for presentation will be prepared for presentations. Input gathered from outreach meetings may contribute to the proposed concept design. PART III PREPARATION OF CALTRANS PROJECT DEVELOPMENT DOCUMENTS A. PROJECT STUDY REPORT PROJECT DEVELOPMENT SUPPORT (PSR-PDS) Consultant will prepare a PSR-PDS in accordance with Caltrans latest guidelines. The Draft PSR-PDS documents the need for the project, summarizes key points from the Preliminary Environmental Analysis Report (PEAR), and summarizes scope, cost and overall impacts to enable an informed decision by the project stakeholders to proceed toward project approval. The Draft PSR-PDS is revised, as necessary, and then submitted to Caltrans to gain approval for the project to move into the Project Approval and Environmental Document (PA&ED) phase. Project Initiation Document activities shall consist of, but are not limited to, the following: Base Mapping Existing mapping will be required to be obtained from SCVWD and other sources for preparing the base map that is acceptable to Caltrans for use at the PA&ED phase. - Existing lanes and other geometric features master file in dwg format Collection and Review of Existing Data and Reports Consultant shall obtain and review available data and information necessary for planning and designing the Project. The information may be obtained from City, Caltrans, and other local agencies, utilities, and other agencies and organizations. Data to be reviewed includes the following: Any previous plans, report(s) or documents related to the proposed project area As-built plans Utility information Aerial photos and any available mapping, including digitized topography Survey control data 5

6 Preliminary Layout Plans Layout Line Alignment Right-of-way information Pertinent historical correspondence Pavement structural cross-sections, pavement condition reports, when available Caltrans bridge reports Existing traffic information including traffic counts, information related to TOS, traffic accident data, and bicycle and pedestrian information Consultant shall obtain: A copy of the Caltrans encroachment permit, issued to the City, to conduct site investigations to thoroughly explore existing site conditions An encroachment permit from the cities to conduct site investigations to thoroughly explore existing site conditions, if needed Photographic records and verify topographic mapping features in State right of way Permits to Enter private property will also be requested where needed for site investigations - Existing as-built plans, right of way record maps, encroachment permits and permits to enter Identify Design Alternatives Consultant shall develop one build alternative based on the latest version of the alignment study conducted by the City in 2007 and the Structural Design and Aesthetics Evaluation Study to be conducted as part of this phase of the project. The alignment study completed by the City in 2007 did not include Caltrans involvement. Consultant shall define the improvements in sufficient detail to obtain agency consensus on the configuration and extent of the Project. Consultant shall refine preliminary geometrics for the proposed improvements using current base mapping and investigate alternative configurations to achieve the most cost-effective solution to minimize the widening footprint of the project. The alternatives shall be analyzed to qualitatively compare cost, pedestrian and bicyclist accessibility and connectivity, safety, design exceptions, environmental impacts, right of way and utility relocation requirements. It is assumed that up to three design options (i.e. three iterations) will be needed before the optimum design alternative geometrics are determined. The findings shall be presented to the City for review and to reach consensus with Caltrans on the Project Build Alternative. This task is anticipated to be an iterative process. - Geometric design files for up to three different design options 6

7 Preliminary Geometrics Consultant shall develop preliminary layout plans for the Build Alternative that indicates horizontal and vertical control, structure locations and right of way requirements in Micro-Station (English Units) format. Typical cross sections and profiles of the proposed alignment shall also be developed. Consultant will prepare the design alternative geometrics and define the improvements in sufficient detail to obtain agency consensus on the preferred build alternative that will be discussed in the Project Report to be prepared for the next phase of the Caltrans process and recommended for final design during the PS&E phase. - Preliminary layouts, profile and typical cross sections (5 copies) Identification of Non-Standard Design Features Preliminary layouts will be developed in sufficient detail to assess if any nonstandard features can be eliminated. Once preliminary concurrence on the preferred build alternative geometrics is obtained from Caltrans, design exceptions will be documented by the Consultant in the design standards risk assessment. - List of non-standard design features as identified in the design standards risk assessment Traffic Engineering Performance Assessment (TEPA) For this project, City is not anticipating to complete preliminary traffic engineering studies. Consultant shall confirm in the proposal or provide recommendation and support to perform the TEPA during the PID phase of this project. - Consultant shall include a description of deliverables and scope in the proposal for this item if it is anticipated to be performed. Storm Water Data Report A Storm Water Data Report (SWDR) is required on all project phases with improvements within Caltrans highway right-of-way and focuses on the storm water quality issues to construct the project and implementation of appropriate temporary and permanent Best Management Practices (BMPs). The Consultant will prepare a PID level SWDR summarizing project impacts to water quality, general mitigation measures, and recommend best management practices. - Draft and final storm water data report. 7

8 Preliminary Right-of-Way Requirements Consultant will coordinate right-of-way (R/W) requirements for the preferred build alternative and prepare the Right of Way Data Sheet per the above assumptions. A certified R/W professional will prepare the R/W Cost Estimate and the R/W Data Sheet. Consultant will update the existing utility mapping for the Project area, identify utilities that could potentially conflict with the proposed improvements, and develop preliminary utility relocation plans. - Conceptual cost estimate for the right of way component - Associated exhibits as required. Preliminary Cost Estimate Consultant will prepare preliminary cost estimate to provide and assess construction, and utility relocation costs to establish funding boundaries for the project. Costs will be based on mapping and design data developed by previous studies and individual cost items quantified. Existing and proposed ground surfaces shall be modeled to enable earthwork quantities to be approximated. Potential cost saving measures, and utility relocation alternatives shall be investigated. - Preliminary cost estimate in English units and in the Caltrans 6-page format. PSR-PDS Consultant will prepare a PSR-PDS in accordance with Caltrans latest PDPM guidelines. The Draft PSR-PDS will document the need for the project, summarize key points from the Preliminary Environmental Analysis Report (PEAR), and summarize the scope, cost and overall impacts to enable an informed decision by the project stakeholders to proceed toward project approval. The approved PSR-PDS allows the project to move into the Project Approval and Environmental Document (PA&ED) phase. - Draft and final PSR-PDS - Associated exhibits as required 8

9 Site Visits Consultant will conduct site visits and field reviews to verify existing geometric features, structures, drainage, signage, striping, and other features. Consultant will document the conditions observed during these site visits through photos, videos, field notes, and field measurements. A total of 10 site visits should be included in this scope - Photos and videos of existing features as needed B. PRELIMINARY ENVIRONMENTAL ANALYSIS REPORT (PEAR) The preliminary environmental analysis report (PEAR) provides the initial environmental evaluation of a project and alternatives before it is programmed. It anticipates the environmental constraints that may affect project design, alternatives, cost, schedule, and delivery. It estimates the scope, schedule, and costs associated with the subsequent environmental compliance process and it documents the assumptions and risks used to develop those estimates. The PEAR will become an attachment to the project initiation document and should only estimate costs through PA&ED. A preliminary assessment has not been completed by the City to determine the appropriate environmental clearance document. The City also does not currently have any previous environmental documents prepared for projects along the corridor. If necessary, focused environmental technical studies would be prepared for City and Caltrans approval, to support the discussions and findings of the Preliminary Environmental Analysis Report (PEAR) and environmental document. The following summarizes the procedural steps for the preparation of the environmental documentation: Early Coordination/Field Review/Project Description The PEAR will follow the current annotated outline template posted by Caltrans on the SER at the initiation of the document preparation. The project description will focus on the specific elements of the existing freeway that need to be changed to accommodate the bridge project. The one build alternative and a no build alternative will be addressed in the Draft PEAR. The following sequence and number of PEAR drafts should be used for estimating the level of effort. First administrative draft will be submitted for City and Caltrans District 4 review and comments. Second administrative draft will be submitted for City and Caltrans QA/QC review. Third submittal of the PEAR draft will be for Caltrans confirmation that QA/QC comments are addressed and approval to print and distribute to the public is issued. - External certifications environmental document quality control reviews forms signed by each of the technical specialists with the first administrative draft of the 9

10 PEAR and updated, if necessary, for subsequent drafts, in accordance with Caltrans SER - Environmental document review checklist shall be provided with the first administrative draft of the PEAR and updated, if necessary, for subsequent drafts, in accordance with Caltrans Standard Environmental Reference (SER) - A first, second, and third administrative draft of the PEAR. Up to 15 copies of each administrative draft will be provided for distribution to Caltrans and City. Comments will be provided to Consultant in writing, and Consultant will address comments and provide a tracking matrix listing how responses were addressed. Word and PDF copies of each version of the document will be provided to the City and Caltrans - Final PEAR document 10

11 III. PROPOSAL REQUIREMENTS The City requests that the Consultant submit a concise proposal clearly addressing all of the requirements outlined in the RFP. The intent of the RFP is to encourage responses that clearly communicate the Proposer s understanding of the City s requirements and its approach to successfully provide the products and/or services on time and within budget. Proposer shall submit four (4) bound sets of its proposal containing 8-1/2" x 11" sheet sizes for the text and 11" x 17" sheet sizes for any fold-out drawings. Proposals shall be no more than 40 pages, including resumes and the cover letter. Double sided pages will count as two pages. The proposal must include, at a minimum, the following information: A. A summary of the consultant s understanding of the project as a whole and the unique capabilities to perform the services required. The summary shall establish that the Consultant understands the City s objectives and work requirements and the Consultant s ability to satisfy those objectives and requirements. B. The consultant s implementation plan with a project schedule including a list of tasks and any additional field investigation or exploratory work to be performed and proposed deliverables. Proposal may also include technical or procedural innovations, or specific new concepts that have been used successfully on other projects and which may benefit the City with better service delivery. C. The consultant s experience and history in performing this type of work on projects similar to the Hillsdale Pedestrian/Bicyclist Bridge project including the consultant s ability to provide prioritized project recommendations and scheduling based on an aggressive timeline. Include references of persons, firms, or agencies that the City may contact to verify the experience of the Consultant. D. A brief description of the Consultant s firm (firm size, financial stability, capacity and resources) as well as the proposed local organization structure shall be included. Similar information about other firms participating in the Proposal shall be included. A table of organization setting forth the project manager, supporting staff, and sub-consultants. Key project team members shall be identified by name, title and specific responsibilities on the project E. A statement of qualifications and experience for each licensed individual or certified individual proposed to perform responsible portions of the work. Firms must be able to provide sufficient staffing with qualified individuals throughout the contract. F. Consultant fee schedule for the duration of the project, including 2012 loaded rates for key staff, proposed level of effort (in hours and cost) for each major task and total cost. G. An identification of any modifications to the attached Appendix A, Professional Services Agreement, the Consultant would require prior to entering into an agreement with the City. Proposals shall remain effective for one hundred and twenty (120) days beyond the submittal date. 11

12 IV. CONSULTANT SELECTION PROCEDURE A. EVALUATION CRITERIA: Proposals received by the City will be reviewed by the Selection Committee, which will make the final selection based on the following factors. Quality of Proposal: Proposal is concise, well written, and organized. The proposal meets requirements specified in Section IV, Proposal Requirements. Firm Qualifications: Technical experience in performing work of a closely similar nature, experience working with public agencies and performing public outreach, record of completing work on schedule, strength and stability of the firm, and assessments by client references. Staff and Project Organization: Qualifications of project staff, key personnel s level of involvement in performing related work, logic of project organization, adequacy of labor commitment, concurrence in the restriction on changes in key personnel. B. EVALUATION PROCEDURE: Evaluation of the proposals will be performed by a Selection Committee consisting of an in-house staff group or a mixed group of staff and non-staff persons who will assess the qualifications, experience, strength of the Consultant, and ability to perform the work. The cost to the City for performing the work shall be an important, but not overriding decision. The Selection Committee will establish a list of finalists based on pre-established review criteria, interview the finalist firms, and determine the successful Consultant. The individual or composite rating and evaluation forms prepared by the Selection Committee will not be revealed. An oral interview with two or more of the firms submitting proposals may be requested after written proposals have been received by the City. The City will schedule the time and place for the interview if determined to be necessary. Each Consultant should be prepared to clarify and elaborate on the details set forth in their proposal. Forty five minutes will be allowed for the oral interview, including ten minutes for the question and answer period. The Project Manager must lead the presentation before the Selection Committee. Tentative interview date is listed in Section VI. C. AWARD: The successful Consultant will be asked to enter into a contract with the City reflecting the terms and conditions of the proposal plus the City's standard professional services agreement requirements for City funded projects and federally funded projects. A copy of the City of San Mateo Department of Public Works Standard Professional Services Agreement is attached in Appendix A. The City reserves the right to modify the scope of work and reject any or all proposals. 12

13 V. ESTIMATED PROJECT TIMETABLE Schedule for Consultant Selection Process The following project timeline is provided for your scheduling information; however it is subject to change at the discretion of the City. Project Benchmarks Date (No Later Than) Request for Proposals available June 13, 2013 Proposals due at the City July 19, 2013 Preliminary Evaluation August 9, 2013 Consultant Interview August 16-23, 2013 Consultant Selection August 23, 2013 Execute Consultant Agreement September 3, 2013 VI. CONTACT PERSON Prospective Consultants may contact Aaron Lam, the City s Project Manager, for further information regarding contractual questions for this Request for Proposals. Deadline for inquires is on July 8, Inquires will be responded no later than July 12, All requests for interpretation or questions must be sent by facsimile or in writing and must clearly include the subject line RFP: Hillsdale Pedestrian/Bicyclist Bridge Overcrossing Design. Inquiries and written correspondence may be directed to: AARON LAM PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20th AVENUE SAN MATEO, CA (650) (650) (FAX) VII. LATE PROPOSALS NOT CONSIDERED Proposals must be received by the time specified at the address listed above. Any proposals received after the deadline will not be considered. 13