STATEMENT OF WORK Design Engineering Services On-Call

Transcription

1 Page 1 of 23 STATEMENT OF WORK Design Engineering Services On-Call A. Purpose of Work The Consultant will perform professional and technical services required for Design Engineering Services on an on-call basis to support the Division of Engineering Services, Toll Bridge Program, Division of Engineering Services, District (##) Division of Design and Division of Construction, from the design phase to construction in the development and construction of proposed Caltrans transportation facilities in (insert specific) California Counties. The Department s Contract Manager will assign specific work to the Consultant through the issuance of Task Orders. Consultants will only perform work that is assigned in an authorized Task Order, and this Agreement does not interfere or require that any Task Order will be issued. The Consultant may assist in performing engineering studies, producing Structural Design Plans, Specifications and Estimates (PS&E). The Consultant may also provide support to the Office Engineers during project advertisement and award phases, and design support during construction. Attached (Attachment ##) is a list of proposed projects for District ##, for which services are anticipated to be provided on, however, this list is not exclusive. Caltrans intends to utilize this contract to complete a specific piece of work for each of the projects listed herein. In the future, the Caltrans may find it necessary to create a separate contract (or contracts) that involves a specific project listed herein and includes part of the work contained in this contract. Caltrans reserves the right to procure A &E services involving the projects listed below or unlisted projects involving in whole or in part the same work using a project-specific contract. This contract does not preclude Caltrans from creating future separate procurements involving listed projects and using a project-specific contract. The consultant is welcome to compete for these project-specific contracts.) All design tasks including Constructability Reviews may be in a Task Order and within the work in this contract. The Departmental and the District (insert ##) organizational charts are available on the Internet: (Departmental) (District (##)) (insert website) B. Description of Required Services Page 1 of 23

2 Page 2 of Pursuant to an authorized Task Order, the Consultant will provide Design Engineering Services, all necessary personnel, material, transportation, and the specialized facilities and equipment necessary, to satisfy all appropriate agencies and ensure compliance with all applicable laws, regulations, standards, specifications, and performance standards applicable to the Contractor's services and work product. The Consultant will assist the Division of Engineering Services, Toll Bridge Program, and the District (##) Division of Design and Construction to produce a plan by developing a complete and biddable PS&E package. Attached (Attachment ##) is a list of proposed projects for District (##), for which services are anticipated to needed, however, this list is not exclusive. The Department intends to utilize this contract to complete a specific piece of work for each of the projects listed herein. 3. The Consultant will not provide details for contractor s access and work areas, hauling and disposal methods, equipment, and other similar work items required solely for the contractor s operation 4. The design services will include tasks pertaining to Project Reports (PR), PS&E bidding documents, and other project delivery activities. Specific work in the following areas may be needed: a. Independent Cost Estimating for PS&E or Project Report phase for all cost items in this construction project(s) that may include the preparation of a critical path construction schedule which can be used to determine the contract duration. b. Americans with Disability Act (ADA) compliance for transportation facilities and right of ways, which includes work in site assessments, PR and PS&E. c. Technical/Specification writing for PR, and PS&E phases. d. Drafting services for PS&E or other project drawings for this project(s). 5. The Consultant will assist the Office Engineers by providing answers to the bidders questions during advertisement and award phase. 6. If set forth in an authorized Task Order, the Consultant will assist Division of Engineering Services, Toll Bridge Program, Division of Engineering Services, District (##) Division of Design and Division of Construction in reviewing the Contractor s Request for Information by performing independent bridge modeling, analysis, and engineering studies during construction. 7. The most current Department Standard Specifications allow a minimum 6 weeks of review time for the Department. The Consultant will assist Division of Page 2 of 23

3 Page 3 of 23 Engineering Services, Toll Bridge Program, Division of Engineering Services, District (##) Division of Design and Division of Construction in reviews and approvals of all submittals from the Contractor. The Consultant will be expected to perform support functions at the construction field offices close to the Contractor to expedite the review process. The Department s field construction facilities, such as trailers, may become available to house the Consultant s personnel for this contract. The Consultant will provide and use a field office overhead rate for those staff housed in the Department s field construction facilities. 8. The Consultant will be required to work with other Department Functional Units and Permitting Agencies as directed by the Department s Contract Manager. 9. The Consultant shall work closely with the Department s Contract Manager and his/her designated representatives within the Department. 10. The Consultant shall carry out instructions as received from the Department s Contract Manager and the Department s Task Order Manager, and shall cooperate with the Department, other involved agencies, other consultants, and others, working on project or adjacent projects in this contract and on each Task Order. 11. At the Department s direction, the Consultant is required to coordinate activities and work closely with multiple stakeholders including but not limited to, the Department s planners, engineers, and project managers and planning, engineering, and construction firms contracted by the Department. Roadway Materials Sampling and Testing services work is a critical element of both project planning and construction schedules and must be accomplished in a timely fashion. Task Orders may be written for treatment of unanticipated finds encountered during project work. When unanticipated finds are encountered, a rapid response will be necessary to avoid costly construction delays. 12. It is not the intent of the foregoing paragraph to relieve the Consultant of professional responsibility during the performance of this contract. In those instances for which the Consultant believes a better solution to a task being performed or a problem/issue being addressed is possible, the Consultant shall promptly notify the Department's Contract Manager of these concerns, together with the reasons therefore. However, the Department will make all final decisions on the scope of the Consultant s activities and investigations. 13. The Consultant shall provide a comprehensive Critical Path Method (CPM) schedule to monitor project progress, if specified in the Task Order. The minimum number of task details shall be identified on the Task Order. This Page 3 of 23

4 Page 4 of 23 schedule shall be updated once a month to show the master schedule and the actual progress schedule. 14. The Consultant shall only provide incidental non-architectural and Engineering (A&E) services, such as traffic control, office support, field office support, and meeting support, provided (a) such services are necessary for the completion of the A&E tasks and/or deliverables performed by the Consultant described in executed Task Orders and covered by the work in this contract and (b) the rendering of the services is approved in advance by the Department s Contract Manager. These incidental services shall only be provided to support the Consultant s personnel who are performing A&E services, tasks, and deliverables on this contract. The Consultant will not be reimbursed for any non-a&e services provided to the Department unless provided in the fashion described herein. In addition, services to train Department staff shall not be provided by the Consultant under this contract. 15. Services to train the Department staff shall not be provided by the Consultant under this contract. C. Design Where directed in a Task Order, the Contractor performs the following tasks: 1. The analysis effort will involve, but not be limited to, the following steps: a. Review all available existing documents, (As-Built Plans, environment reports and others). b. Determine member properties and weight. 2. Prepare complete PS&E contract packages in both English and Metric units for a construction contract (or contracts) as directed by the executed Task Orders. The plan sheets will be electronically prepared on the Department Division of Structures format. As-built record drawings will be utilized to the maximum extent possible. 3. Perform Constructability Review: This task involves reviews of plans, special provisions, and construction sequencing. Review and approve plans and stage construction prepared by the Contractor. 4. Develop Engineer s Estimate: Page 4 of 23

5 Page 5 of 23 The latest Workplan Standards Guide (WSG) Version 10.1 is found in the Guide to Project Delivery Workplan Standards, which is available from the Department s Publication Unit and on the Internet at The Work Breakdown Structure (WBS) activities represent the potential work activities that may be required of the Consultant: WBS Code WBS Description 100 Perfrom Project Management 160 Perform Preliminary Engineering Studies And Draft Project Report Updated Project Information Approved Pid Review Materials Information Review Project Scope Review Project Cost Estimate Review Other Updated Project Information Products Engineering Studies Value Analysis Utility Locations Determined For Preliminary Engineering Updated Materials Information Structures Advance Planning Study [Aps] And Preliminary Engineering Other Engineering Studies Draft Project Report Cost Estimates For Alternatives Fact Sheet For Exceptions To Design Standards Approved Exceptions To Encroachment Policy Draft Project Report Draft Project Report Circulation Review & Approval Other Draft Project Report Products Base Maps And Plan Sheets For Pa&Ed Development 180 Prepare And Approve Project Report And Final Environmental Document Final Project Report Updated Draft Project Report Approved Project Report Other Final Project Report Products 185 Prepare Base Maps And Plan Sheets During Ps&E Development Updated Project Information Project Concept Review Updated Project Information Other Updated Project Information Products Page 5 of 23

6 Page 6 of Preliminary Design Roadway And Miscellaneous Design Proposed Geometrics Review Requests For Exceptions To Design Standards Value Analysis Other Preliminary Design Products Engineering Reports Preliminary Pavement Design Report Preliminary Materials Report Utility Locations Determined For Design Other Engineering Reports Products Project Review With Affected Agencies Utility Conflict Maps Structure Site Plans Site Plans For Bridges And Structures Other Structure Site Plan Products Other Base Maps And Plan Sheets Products 200 Utility Relocation Approved Utility Relocation Plan Utility Relocation Package Utility Relocation Management Utility Close Out Other Utility Relocation Products 230 Prepare Draft Ps&E Draft Roadway Plans Title Sheet Typical Cross Sections Key Map And Line Index Roadway Layouts Profile And Superelevation Sheets Construction Details Contour Grading Plans Summary Of Quantities Sheets Standard Plans Selection Stage Construction And Detour Plans Or Traffic Handling Plans Water Pollution Control Plans Engineering Reports Products Required To Ready Site For Subsurface Exploration Pavement Design Report Materials Report Other Draft Roadway Plan Products Other Draft Roadway Plan Products Draft Utility Plans Page 6 of 23

7 Page 7 of New Facility Plans Utility Relocation Plans Other Draft Utility Plan Products Draft Specifications Roadway Specifications Electrical Specifications Utility Specifications Other Draft Specification Products Draft Ps&E Quantities And Estimates Roadway Quantities And Estimates Electrical Quantities And Estimates Utility Quantities And Estimates Other Draft Ps&E Quantities And Estimates Products Structures Draft Ps&E Incorporation Updated Project Information For Ps&E Package Other Reviews And Update Of Project Information Other Draft Ps&E Products 240 Draft Structures Ps&E Overall Draft Structures Ps&E Foundation Plan Preliminary Foundation Report Products Required To Ready Site For Subsurface Exploration Draft General Plans Foundation Report Draft Structure Plans Draft Structures Special Provisions And Cost Estimate 250 Final Structures Ps&E Package Project Review Final Structure Plans Final Structure Special Provisions And Cost Estimate 255 Circulate Review And Prepare Final District Ps&E Package Circulated & Reviewed Draft District Ps&E Package Updated Ps&E Package Updated Roadway Ps&E Updated Technical Reports Updated Utility Ps&E Updated Electrical Ps&E Other Updated Ps&E Package Products Final District Ps&E Package Reviewed Plans For Drafting Standards Compliance Final Structures Specifications And Estimate Incorporated Into Final District Ps&E Request For Funds Page 7 of 23

8 Page 8 of Geotechnical Information Handout Materials Information Handout Project Control For Construction Resident Engineer's Pending File Secured Lease For Resident Engineer Office Space Or Trailer Contractor Outreach 260 Contract Bid Documents Ready To List Project Submittal Ready To Process [Ps&E] Draft Contract Comments [Dcc] Draft Contract Comment Response [Dr] Draft Contract Ready Ready To List [Rtl] 265 Awarded And Approved Construction Contract Contract Ready For Advertising Advertised Contract Bids Opened Contract Award Executed And Approved Contract Independent Assurance 270 Construction Engineering And General Contract Administration Construction Engineering Work Project Plans Special Provisions And Estimate Review Contractors' Falsework Submittals Review Contractors' Trenching And Shoring Submittals Review Shop Plans Review Cost Reduction Incentive Proposals [Crips] Review Contractors' Water Pollution Control Program Review Technical Support Other Construction Engineering Work Products 275 Construction Engineering And General Contract Administration Of Structures Work Contract Change Order Inspection For Structures Work 285 Contract Change Order Administration Need For Cco Determination Functional Support Other Functional Support 290 Resolve Contract Claims Analysis Of Notices Of Potential Claims Reviewed And Approved Claim Report Technical Support As-Built Plans Project History File Page 8 of 23

9 Page 9 of 23 D. Exclusion of Work This request for design services excludes work in the following fields because of existing District (xx) consultant contracts in these disciplines: The Consultant will not include design staffing in services in its Statement of Qualifications (SOQ), organization charts or in the Cost Proposal. However, the Consultant may present its company or Sub-Consultant team s abilities in performing multi-discipline transportation projects as additional information in the SOQ. Other disciplines are not described herein, such as architecture and landscape architecture, but could be an important component of project delivery may be included in the SOQ. Although the Consultant will not provide design services in engineering, the Consultant will have knowledge and experience in the aforementioned disciplines to perform design services in a Project Engineer or Assistant Project Engineer s role. E. Schedule of Performance: This is a (Number) (##) year contract. Task Orders will be issued and executed during the (Number) (##) year(s) of this contract. The Department and The Consultant will develop and agree to a schedule for the services and deliverables to be completed and delivered, and, where appropriate, for acceptance criteria and acceptance tests that the services and deliverables must satisfy to be accepted. All deliverables must satisfy the Standards set forth in Standards Section in order to be accepted for payment. Services and deliverables identified in a Task Order will be completed and delivered as specified in the Task Order. F. Location of Work The work shall be performed on projects to improve the Department's transportation system in (insert specific) California Counties. The specific location of the work to be performed will be stated in each Task Order. The Department intends to utilize this contract to complete a specific piece of work for each of the projects listed herein. G. Standards 1. All work shall be performed in accordance with State and Federal regulations, policies, procedures, and the highest industry standards, including latest Caltrans standards and compliance with State and Federal Highway Administration Page 9 of 23

10 Page 10 of 23 (FHWA) guidelines for implementing those requirements, current Caltrans Manuals, and their current revisions. Work not covered by the Manuals shall be performed in accordance with the highest accepted professional standards in the industry. a. All work shall be performed in accordance with current Caltrans Manuals and their current revisions. The Publications staff can be reached at (916) , and the center is located at the following address: California Department of Transportation Publication Distribution Unit 1900 Royal Oaks Drive Sacramento, CA b. Manuals and documents that are not available from the Caltrans Publication Distribution Center or are not available from the Department s Internet web site may be requested from the Department s Contract Manager. The Department does not guarantee the availability of publications nor its Internet web pages. c. The Department s manuals, guidelines, and standards are dynamic documents. The Consultant is responsible to verify that the latest version or update is used. 2. The Department s Contract Manager will address all questions which may arise as to the quality or acceptability of deliverables furnished and work performed for this Contract. 3. The minimum standard of work quality shall be that of the highest professional standards in the industry. 4. The Consultant has total responsibility for and shall verify the accuracy and completeness of the deliverables prepared by the Consultant or its Sub- Consultants as specified in each Task Order. The deliverables will be reviewed by the Department for conformity with Project standards. Reviews by the Department do NOT include detailed review or checking of major components, related details or accuracy of information. The responsibility for accuracy and completeness of such items remains solely that of the Consultant. 5. The Consultant shall not incorporate in the studies any materials or equipment of a single or sole source origin without the advance written approval of the Department. 6. The Consultant shall have a quality control plan in effect during the entire time the work is being performed under the contract. Page 10 of 23

11 Page 11 of 23 The plan shall establish a process whereby all of the calculations are independently checked, plans checked, corrected and back checked, and all job related correspondence and memoranda routed and received by affected persons and then bound in appropriate job files. The Consultant shall provide an outline of the quality control program and shall identify critical quality control reviews within each Task Order. The Department's Contract Manager will periodically request evidence that the quality control/quality assurance plan is functioning. All analytical results, plans, drawings, designs, specifications, estimates, calculations, reports, studies, graphics, other documents, other items, and deliverables submitted to the Department's Contract Manager for review shall be marked clearly as being fully checked or unchecked, and that the preparation of the material followed the quality control plan established for the work. The Quality Control/Quality Assurance (QC/QA) plan shall contain provisions for the development of appropriate "checklists" to maintain product quality and control. These "checklists" shall be delivered to the Department's Contract Manager with the QC/QA plan and updated as required. Within thirty (30) days of the Notice to Proceed (NTP), the Consultant shall submit to the Department's Contract Manager a job specific QC/QA plan and staffing plan. 7. The analytical results, plans, drawings, designs, specifications, estimates, calculations, reports, studies, graphics, other documents, other items, and deliverables furnished under this Contract shall be of a quality acceptable to the Department s Contract Manager. The criteria for acceptance shall be a product of neat appearance, well organized, technically and grammatically correct, checked for error and conformity to the Department. The minimum standard of appearance, organization, and content of the drawings, shall be that of similar types produced by the Department and set forth in related Caltrans manuals. H. Manuals, Documents, and Websites The following manuals, documents, and links to Internet sites are referenced in association with design services. The list is not all-inclusive, but is intended to illustrate reference material and sources of information. a. CALTRANS Internet Home Webpage b. CALTRANS Manuals Internet Webpage Page 11 of 23

12 Page 12 of 23 c. CALTRANS Publications Internet Webpage d. CALTRANS Highway Design Manual e. CALTRANS Traffic Manual and MUTCD 2003 Supplement f. CALTRANS Project Development Procedures Manual g. CALTRANS CADD Users Manual h. CALTRANS Safety Manual I. Field Safety In addition to the requirements specified elsewhere in this contract, the following shall also apply: 1. The Consultant s personnel shall comply with all safety provisions of the Caltrans Safety and Traffic Manuals. The Consultant shall comply with Occupational Safety and Health Administration (OSHA) regulations, applicable to the Consultant, regarding safety equipment and procedures. 2. The Consultant shall provide, at no cost to the Department, all safety equipment. The Consultant s personnel shall wear white hard hats, eye protection, and approved safety vests at all times while working in the field. 3. Fieldwork shall not be performed when conditions prevent a safe, efficient operation and shall only be performed with written authorization by the Department. 4. The Consultant shall provide, at no cost to the Department, appropriate safety training for all the Consultant s field personnel, including training required for working on and near highways. Page 12 of 23

13 Page 13 of The Consultant shall be solely responsible for the health and safety protection of its employees, Sub-Consultant and Sub-Consultants' employees in performance of this contract. 6. Pursuant to the authority contained in Section 591 of the Vehicle Code, the Department has determined that within areas that are open to public traffic, the Consultant shall comply with all of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the Vehicle Code. The Consultant shall take all reasonably necessary precautions for safe operation of its vehicles and the protection of the traveling public from injury and damage from such vehicles. J. Availability and Work Hours 1. Unless specified in each Task Order, the Consultant shall begin the required work within three (3) working day(s) after receiving a fully executed Task Order. Once the work begins, the work shall be prosecuted diligently until all required work has been completed to the Department s satisfaction. 2. Work shall not be performed when conditions prevent a safe and efficient operation. 3. The Consultant Project Manager shall be accessible to the Department s Contract Manager at all times during normal Department working hours. 4. The typical workday includes all hours worked by Department s Construction Contractor on the project identified in the Task Order and also as directed by the Department s Contract Manager. Unless otherwise specified in the Task Order or directed by the Department s Contract Manager, the normal workweek will consist of 40 hours. The Department construction contractor s operations may be restricted to specific hours during the week, which shall become the normal workday for Consultant s personnel. The Department s Contract Manager shall provide advance notice of one (1) working day(s) if the Consultant s services are not required as a result of a cessation of construction activities. 5. If ordered by Department s Contract Manager, overtime for the Consultant s employees may be required. The overtime shall be pre-approved by the Department s Contract Manager. Overtime will be worked only when directed in Page 13 of 23

14 Page 14 of 23 writing by the Department s Contract Manager Contract Manager and specifically required by the Task Order. K. Consultant Reports and/or Meetings 1. The Consultant shall submit progress reports at least once a month. The report should be sufficiently detailed for the Department s Contract Manager to determine if the Consultant is performing to expectations and is on schedule, to provide communication of interim findings, and to afford occasions for airing difficulties or special problems encountered so remedies can be developed. Separate detail shall be provided for each on-going Task Order. 2. Progress reports shall identify the total number of hours worked and the related costs and expenses by the Consultant s and Sub-Consultants personnel by use of the California Department of Transportation s Work Breakdown Structure (WBS) level element(s): progress reports will set forth a schedule of milestones (including tollgate milestones), the current status of progress toward each milestone (i.e. on schedule, out of schedule with correction in place, or out of schedule with no current correction), and a schedule of deliverables. 3. When applicable, progress reports shall indicate an estimated percentage of work completed and a corresponding estimate of budget spent for work deliverables. The estimate of work completion and budget spent shall be for the same time period. The progress reports shall include actual DBE and UDBE participation on a monthly and cumulative basis. 4. The Consultant s Project Manager shall meet with the Department s Contract Manager as needed to discuss progress on the Agreement. 5. The Consultant shall be responsible for drafting of the minutes of the meetings and submit them to the Department's Contact Manager within one (1) week of the meeting. 6. Monthly Progress Reports shall cover the same period of performance as the monthly invoices. 7. Consultant shall be available, on two (2) day(s) notice, to meet with the Department; to participate in internal Project Development Team (PDT) meetings or other Department meetings, to attend public meetings (day and evening) where Page 14 of 23

15 Page 15 of 23 an expert is required; to participate in any public hearings necessary for the Project; and to provide technical expertise on an as-needed basis. 8. L. Personnel Requirements The Consultant will, throughout the life of the contract, retain within its firm, or through Sub-Consultants, a staff of people qualified to perform design engineering services described in this Contract and all work specified in a Task Order. The Consultant s personnel will be capable of performing the work in this Contract with minimal instructions. The Department s Contract Manager s prior written approval is required for any substitutions or alterations to the Consultant's originally proposed staff and project organization, as depicted on the proposed Consultant's Organization Chart or the Consultant s cost proposal. Substituted staff is subject to the same qualification requirements as the staff replaced. 1. Consultant Project Manager: The Consultant s Project Manager will coordinate the Consultant s operations under this Contract with the Department s Contract Manager Contract Manager The Consultant s Project Manager will be a Registered Professional Engineer licensed in the State of California, with a minimum of ten (10) years of demonstrated experience in structural engineering and five (5) year(s) of responsible experience performing the duties as a Project Manager for similar contracts. The Consultant s Project Manager will be an employee of the prime consultant. The Consultant s Project Manager will be accessible to the Department s Contract Manager at all times during normal Department working hours. In addition to other specified responsibilities, the Consultant s Project Manager will be responsible for all matters related to the Consultant's personnel, Sub-Consultants, and operations, including, but not limited to: a. Supervising, reviewing, monitoring, training, and directing the Consultant s personnel. b. Assigning personnel to complete the required Task Order work as specified. Page 15 of 23

16 Page 16 of 23 c. Administering personnel actions. d. Maintaining project files. e. Developing, organizing, facilitating, and attending scheduled coordination meetings and preparation and distribution of meeting minutes. f. Implementing and maintaining quality control procedures to manage conflicts and insure product accuracy and identify critical reviews and milestones. g. Overseeing that all safety measures are in place. h. Providing invoices in a timely matter and provide monthly contract expenditures. 2. Team Member Qualifications: Responsible Project Engineers will be registered Professional Engineers in the State of California with a minimum of five (5) years experience in structural engineering or related fields. Other project design professionals (such as Assistant Project Engineers) will have, as a minimum, a Bachelor of Science degree in Engineering, with three (3) years experience in structural engineering and related fields. Other transportation professionals and specialists should have appropriate certificates, licenses, applicable work experience, and other professional affiliations in their related fields. The Consultant team member shall be capable of assisting the Consultant Project Manager in all aspects of the required work. The Consultant team member professional qualification will be specified in each Task OrderIn responding to the Department s Task Order and in consultation with the Department, the Consultant Project Manager shall identify the specific individuals proposed for the task and their job assignments. The Consultant shall provide documentation that proposed staff meet the appropriate minimum qualifications as specified. The Consultant Task Order Manager (who may be other than the Consultant Project Manager) shall be assigned to conduct, or direct the conduct of, all work assigned under a single Task Order. The Consultant Task Order Manager shall be the primary contact for their assigned Task Order and be available for communication with the Department. 4. After the Department s approval of the Consultant s staff proposal and finalization of a Task Order, the Consultant may not add or substitute staff without the Department s prior approval. The Consultant is required to submit a written request and obtain the Department s Contract Manager prior written approval for any substitutions or alterations to the Consultant's originally proposed staff and project organization, as depicted on the Consultant's Organization Chart, which is incorporated here by reference. Page 16 of 23

17 Page 17 of The responsible person signing reports and documents or any other deliverable requiring the signature of a responsible person shall be currently employed by the Consultant or its Sub-Consultants at the time of deliverable submittal and through the Department review and acceptance process. 6. Any product or deliverable not fully approved by the Department bearing the signature of the responsible person no longer employed shall be replaced by another product or deliverable bearing the signature of a replacement responsible person. In such an eventuality, no additional time and/or cost will be allowed to the Consultant without prior written approval of the Department s Contract Manager. 7. A responsible person whose signature appears on any document or deliverable that has not been fully approved by the Department and who is no longer currently employed by the Consultant or its Sub-Consultants shall be replaced with a responsible person. 8. All Consultant work shall be conducted under the direction of the Consultant Project Manager who is appropriately experienced. Documents or deliverables requiring the responsible person signature shall be produced by the Consultant staff having appropriate experience and signed by a responsible person. 9. Resumes containing the qualifications and experience of the Consultant s personnel shall be submitted to the Department s Contract Manager for review before assignment on a construction project. The Department s Contract Manager Contract Manager shall interview the Consultant s personnel for the qualifications and experience. The selection panel s decision to select the Consultant s employee shall be binding to the Consultant and its Sub-Consultants. The Department s Contract Manager shall have the responsibility of determining the quality and quantity of work performed by the Consultant s personnel. If at any time the level of performance is below expectations, the Department s Contract Manager may direct the consultant to remove a Consultant s personnel from the project specified in a Task Order and request another qualified person be assigned as needed. The replacement staff must meet the qualifications required by this agreement for performance of the work as demonstrated by a resume submitted by the Consultant. Page 17 of 23

18 Page 18 of The Consultant s timesheet/expenses shall be approved by the Department s Contract Manager before submitting timesheets or expense reimbursement requests for payment. M. Orientation Provided by the Department The Department may provide orientation regarding Contract and Task Order requirements for each Task Order as necessary. The orientation will consist of instructions on the Department s procedures, practices, and requirements for the specific work to be performed. The Consultant will perform the work in conformance with the Contract requirements specified in the executed Task Order N. Materials to be Provided by the Department The Department shall provide the Consultant materials necessary to complete the Task Order. The Consultant shall execute the specific work described in the Task Order based on the material supplied. Materials (if applicable) that might be furnished by the Department will be listed in the individual Task Orders and may include: 1. Existing documents, if any, that are applicable to the current project within the project limits. 2. Appropriate site topographic maps, as-built drawings, and blank the Department plan sheet overlays, as available, for each design Task Order. 3. Appropriate background or reference information for each Task Order. 4. Project special provisions, full-size and reduced-size sets of project plans, materials information handout, and contract and proposal, as necessary. 5. The Department construction forms as necessary, including electronic or hardcopy (as specified by the Department s Resident Engineer on the Project) daily diary forms. 7. The Department will provide Permits to Enter for private property access. The Consultant is responsible for notifying the property owner 48 hours in advance of entering the property, unless otherwise specified in the Permit. The Consultant shall notify the Department's Contract Manager within 48 hours if permission has been denied. The Consultant shall carry the Permits to Enter on their person while performing work outside the Caltrans Right-of-Way. No work shall be Page 18 of 23

19 Page 19 of 23 performed by the Consultant outside the Caltrans Right-of-Way without permits to enter. O. Deliverables Unless otherwise specified in the Task Order, the deliverables shall conform to the following: 1. Data Format for Electronic Fife Transfers The Consultant shall deliver electronic files meeting the following requirements: a. Alphanumeric information (80 character, ASCII data type). b. Reports (Acrobat Reader X and above). c. Graphs, charts (Acrobat Reader X and above). d. Comply with standard naming convention (i.e. Project ID, Route/PM, Date). 2. The Consultant will obtain written approval from the Department for all deliverables, if they form part of any Task Order issued by the Department s Contract Manager. The format and content requirements for deliverables will be specified in each Task Order and as directed by the Department Task Manager. 3. The Consultant will provide services in close liaison with the Department s Contract Manager. The Department will exercise review and approval functions through the Department s Contract Manager and Task Manager at key points, as specified in each Task Order. Milestone reviews will be performed with the Department s Task Manager for the specific products and deliverables listed in each Task Order. 4. The Consultant will prepare a cost estimate showing task, subtask, personnel, personnel hours estimated for each task or subtask, and a schedule of deliverables. 5. All analytical results, plans, drawings, designs, specifications, estimates, calculations, reports, studies, graphics, other documents, other items, and deliverables shall be prepared on Caltrans standardized forms. Necessary forms shall be provided by the Department for the Consultant s use. 6. Specifications and other written documents shall be submitted in both hardcopy and electronic files in the Department s approved format (Microsoft Word) and shall conform to the requirements of the Department s Office Engineer. Page 19 of 23

20 Page 20 of When the Consultant is required to prepare and submit analytical results, plans, drawings, designs, specifications, estimates, calculations, reports, studies, graphics, other documents, other items, and deliverables to the Department as required by any approved Task Order issued by the Department s Contract Manager, these documents will be reviewed. They shall be submitted in draft as scheduled and the opportunity provided for Department s to direct comments for revisions, prior to final submittal. The specific schedule for the Department's review of the Consultant s submittals will be specified in the Task Order issued by the Department s Contract Manager. 8. The Consultant shall also submit one (1) electronic copy of each report required under this Agreement in a computer media (CD, DVD, or flash drive). The file formats shall be specified in each Task Order. Appropriate documentation shall accompany each digital device indicating the contents of each file. 9. If the Consultant fails to submit the required analytical results, plans, drawings, designs, specifications, estimates, calculations, reports, studies, graphics, other documents, other items, and deliverables items set forth in each Task Order issued by the Department s Contract Manager, the Department shall have the right to withhold payment and/or terminate this Agreement in accordance with the termination provisions of this contract. If the Agreement is terminated, the Consultant shall at the Department request, return all materials recovered or developed by the Consultant under the Agreement including, but not limited to, photos, field notes, computer data files, maps, and reports. 10. For each Task Order, a milestone submittal schedule shall be prepared by the Department s Contract Manager. Milestones may be changed by written agreement between the Department s Contract Manager and the Consultant Project Manager through an amendment to the Task Order. Prior to concluding such an agreement, the Department s Contract Manager will obtain the necessary internal the Department approvals. 11. The Consultant shall prepare and update the Department Work Break Down Structure (WBS) for each Task Order issued by the Department s Contract Manager showing a deliverables schedule. The Consultant shall maintain a separate set of project files for each Task Order issued by the Department s Contract Manager. These files shall be indexed in accordance with Department s Project Development Uniform File System ( chapt07.pdf). If requested by the Department s Contract Manager, the Consultant shall provide these file copies. Page 20 of 23

21 Page 21 of All final documents performed on computer shall be delivered to the Department in the formats specified: a. Word processing documents in Microsoft Word and spreadsheets in Microsoft Excel. b. Other - As specified in the Task Order. 13. Deliverables specified in each Task Order shall be delivered to: CALIFORNIA DEPARTMENT OF TRANSPORTATION Division Name Street Address City, State, Zip Attn: (name of Task Order Manager) P. Equipment Requirements 1. Office Equipment and Supplies (Consultant s Office): The Consultant will have adequate office equipment and supplies to perform the required design services work. Such equipment and supplies will include, but not be limited to, the following: a. Computers, printers, plotters, fax machines, and calculators. b. Computer Aided Drafting equipment and software capable of producing maps, drawings, and documents in the Department s approved format (MicroStation). c. Roadway design software compatible with current Department s CAiCE software and future Department s Civil 3D software. d. Data processing systems, Reference material, design aids or other tools, including software for recording data and calculating results, used in providing transportation engineering deliverables. 2. Written documents and spreadsheets shall be in the Department approved format (Microsoft Word and Microsoft Excel). 3. Field Equipment and Supplies: The Consultant shall have adequate field equipment, materials, and supplies to complete the required fieldwork. The equipment, materials, and supplies for each personnel shall include, but not be limited to, the following: Page 21 of 23

22 Page 22 of 23 a. A truck suitable for the work to be performed with terrain conditions of the project sites. Trucks shall be fully equipped with all necessary tools, instruments, and supplies required for the efficient operation of a field engineer. Each vehicle shall have an overhead flashing amber light. b. A laptop computer. c. Communication device; Mobile telephone d. Safety equipment including hardhats, hard-soled boots, eye protection, and an approved vest as appropriate for the requested field engineering work. 4. The Consultant shall provide all necessary equipment, tools, instruments and safety equipment required to perform the work accurately, efficiently, and safely. The Consultant shall not be reimbursed separately for tools of the trade. 5. The Consultant may claim reimbursement for providing equipment or supplies. However, such claimed costs must be in compliance with 48 Code of Federal Regulation, Chapter 1, Part 31 (Federal Acquisition Regulation FAR cost principles) and be consistent with the Consultant s company-wide allocation policies and charging practices with all clients including the federal government, state governments, local agencies, and private clients. Q. Quality Assurance Requirements The Consultant must have a quality assurance program in place to ensure the Department receives accurate and quality deliverables. The Department s role will be limited to technical oversight only and monitoring the Consultant's quality assurance program. R. Monitoring and Review Procedure 1. The Department s Contract Manager will have the right to monitor and review the progress and/or processes of the Consultant. 2. The Consultant shall meet with the Department s Contract Manager a minimum of once per month to review procedures and progress. 3. The performance of the Consultant s Project Manager, key personnel, and team will be evaluated by the Department, as needed, annually, and at the end of the contract. Unsatisfactory reviews may result in the request to replace the existing consultant personnel with new personnel. Evaluation includes but is not limited to the following: a. Job performance. b. Quality of Work. Page 22 of 23

23 Page 23 of 23 c. Timely submittal of reports, invoices and diaries, and other required documents. d. Early detection of problems and timely resolutions. e. Requesting timely approval for personnel changes and travel expenditure. f. Ability to control costs. g. participation. Poor performance and any negative evaluations will result in replacement of the Project Manager and/or key personnel, and will be reflected adversely on the Consultant s performance evaluation. S. Product Approval and Payment 1. All analytical results, plans, drawings, designs, specifications, estimates, calculations, reports, studies, graphics, other documents, other items, and deliverables produced by the Consultant as specified by the Task Order will be subject to the approval and acceptance by the Department s Contract Manager and Task Manager prior to invoicing and payment for these items. 2. In the event of non-acceptance due to errors, omissions or non-compliance with the current Manuals and their current revisions, the Consultant will make corrections to the satisfaction of the Department s Contract Manager at no cost to the Department prior to payment. The Department will withhold payment until the work is satisfactorily completed and accepted by the Department s Contract Manager. 3. The Consultant s work that does not conform to the requirements specified herein and the applicable Task Order will not be paid and will be corrected at the Consultant s expense at no additional cost to the Department. Page 23 of 23