REQUEST FOR PROFESSIONAL SERVICES

Transcription

1 REQUEST FOR PROFESSIONAL SERVICES The City of Lander is currently soliciting proposals from consultants who can offer a complete and accurate assessment of the condition of the City of Lander s street infrastructure system and appurtenant assets in the right-of-way, inventory/management system. Proposals must be received by 2:00 p.m. on Friday April 29, All proposals shall be opened in public. The proposal should be mailed or delivered to City Clerk Robin Griffin, 240 Lincoln Street, Lander, Wyoming and clearly marked on the outside of the envelope Pavement Condition Data Collection Proposal. The consultant s team shall be responsible to gain a full understanding of the work before submitting. Please contact Lance Hopkin at or lhopkin@landerwyoming.org to discuss background information. The goal of the project is to obtain a Quotation for Professional Services, and Cost, to provide accurate assessment of the condition of the City s street infrastructure system and appurtenant assets in the public right-of-way. The Consultant must be capable of carrying out the pavement condition and right-of-way asset data collection, processing, and analysis; and software training. The Consultant will be selected based on a combination of Qualifications and Cost. The precise scope of services shall be negotiated between the City and successful proposer. SCOPE OF WORK 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 - Providing a customized digital condition rating system to collect used defined severity/extent based pavement distresses and pertinent roadway attributes - Collecting roughness data to International Roughness Index standards - Providing Right-of-way imagery for potential Asset extraction and pavement QA/QC - Providing internal GPS navigation for geo-locating pavement and right-of-way asset

2 information - Linear distance measuring to within +/-0.5% The City has approximately 54 centerline miles of public roadways and 11 miles listed as arterial classification roadways. The consultant shall perform a single (1) pass testing for local streets and double (2) pass testing on collector and arterial streets. For the purposes of this proposal, the consultant shall assume 76 test-miles. All survey work shall be performed on dry pavement and in lighting conditions that assure accurate crack detection. Consultant shall submit description of equipment for verification within proposal. Task 2 Inventory/Management Systems. Bids shall include scope and pricing for the following additional 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 a nondestructive testing device. - Ground Penetrating Radar survey to provide layer thickness information on each section: 2 pass on arterials and collectors; single pass on local streets. - 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. - 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.

3 Task 3 City-Wide Pavement Condition Assessment The selected Consultant will perform a City-wide pavement condition assessment of approximately 54 centerline miles (76 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 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 4 Run Pavement Management Scenarios The Consultant will utilize 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)? Investment benefit information should indicate the cost per square foot of benefit for each maintenance strategy based on maintenance and rehabilitation costs. Task 5 Summary Report and Project Documentation Upon completion of Tasks 1 through 4 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 6 Asset Database Migration The Public Works Department is currently using ArcGIS 10.4 by ESRI software for certain

4 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 an ArcGIS 10.4 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. Optional Scope Items The Consultant is also asked to include two additional separate bid items under the names City Council Presentation and GIS Training. City Council Presentation This work includes all incidentals for creating, and presenting, a PowerPoint presentation to showcase the results of the pavement condition survey at City Hall during a City Council Meeting. GIS Training The City desires that select staff be trained 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 scope, and cost, for on-site training at City Hall for a small group of less than 10 people so that City staff can learn to utilize the GIS information. 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. Traffic control shall include all coordination with the community to ensure that vehicles are relocated in order to achieve the scope of work described above.

5 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): 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 address of the primary person(s) to contact concerning this proposal. 3. 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 Wyoming. 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 subconsultants). If your team is selected, the City will allow no changes in team composition without prior approval.

6 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. For the purposes of the preliminary schedule assume May 11th, 2016, as the contract award date. 8. Appendix Provide a complete resume for each team member. 9. Cost Proposal A systematic breakdown by Scope of Work, staff level and required hours and the method of arriving at the cost shall be included. 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).

7 9. 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. 10. Furnish Agreement for Services Consultant shall create, and submit, an agreement for professional services for review, and approval, by the City Attorney. The City reserves the right to request modifications to the agreement as necessary to meet City requirements. 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 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. Preference is hereby given to materials, supplies, agricultural products, equipment, machinery and provisions produced, manufactured or grown in Wyoming, or supplied by a resident of the state, quality being equal to articles offered by the competitors outside of the state. The City of Lander is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, and handicap status in employment or the provision of services. The City of Lander does not discriminate on the basis of handicap status in the admission or access to, or treatment or employment in its programs or activities. The City Clerk has been designated to coordinate compliance with the nondiscrimination requirements contained in Section 504 of the American with Disabilities Act (ADA) regulations.

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