REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Engineering Design Services for the Preliminary (Design) Engineering 1. Imlay City Road Imlay City Road at Wilder Road (signal modernization), Lapeer Township 2. Imlay City Road Imlay City Road at Myers Road including pre-signal at Canadian National Railway (signal modernization), Lapeer Township of Lapeer County, Michigan

2 SECTION 1: GENERAL INFORMATION I. Objective The purpose of this Request for Proposals ( RFP ) is to provide interested and qualified consultants with specific information to prepare and submit a proposal for preliminary engineering and utility coordination services for two (2) proposed projects as described later in this document. Consultants may submit a proposal for both or just one of the projects. The LCRC shall use a qualifications-based selection ( QBS ) process. II. Issuing Office The RFP is issued by the Lapeer County Road Commission ( LCRC ) Engineering Department. All correspondence, questions and submittals regarding this RFP shall be addressed to: Destain D. Gingell, P.E. Lapeer County Road Commission 820 Davis Lake Road Lapeer, MI Phone: dgingell@lcrconline.com III. Proposals Two (2) copies of the proposal shall be submitted. The information included therein should be as concise as possible. The proposal must be signed in ink by an official authorized to bind the Proposer to its provisions. Each proposal must remain valid at least ninety (90) days from the due date of this RFP. All key personnel shall be listed with their experience. The principle design engineer and project manager must be specified in the Proposal. If Sub-Consultants will be utilized, qualifications for the firm and their key personnel must be submitted. The selected firm must submit a written request to substitute key personnel or Sub-Consultants. Each proposal shall include a proposed timeline showing critical points in the design process. The timeline should be based upon the schedule outline in the project specific scope noted later in this RFP. IV. Changes in RFP Should any prospective Proposer be in doubt as to the true meaning of any portion of this RFP, or should the Proposer find any patent ambiguity, inconsistency or omission therein, the Proposer shall make a written request for an official interpretation or correction. Such requests shall be submitted to the issuing office not less than six (6) business days prior to the final date of submittal of the proposal. The person making the request shall be held responsible for its prompt delivery. Such interpretation or correction, as well as any additional RFP provisions that the LCRC may decide to include, will be made only as addenda, which will be ed to each firm recorded as having received a copy of the RFP. Any addenda issued by the LCRC shall become a part of the RFP and shall be taken into account by each Proposer in preparing his or her proposal. 2

3 V. Proposal Receipt Sealed proposals must arrive at the LCRC 820 Davis Lake Road, Lapeer, Michigan on or before 1:30 p.m., March 18 th, Each Proposer is responsible for the timely delivery of his or her proposal. Late proposals will not be considered. Proposals may be packaged separately or together. VI. VII. VIII. Disclosures All information in a Proposer s proposal is subject to disclosure under the provisions of Public Act No. 442 of 1976 known as the Freedom of Information Act. This Act also provides for the complete disclosure of contracts and attachments thereto. All unsuccessful proposals will be retained for thirty (30) days after acceptance of the successful proposal. Type of Contract A standard Engineering Services Agreement will be executed between the LCRC and the Consultant. The LCRC reserves the right to award any proposals, to reject any and all proposals in whole or in part, and to waive any informality or technical defects if, in the LCRC s sole judgment, the best interests of the LCRC will be so served. Cost Liability The LCRC assumes no responsibility or liability for costs incurred by the Consultant prior to the execution of an Engineering Services Agreement. The liability of the LCRC is described in the standard Engineering Services Agreement, a copy of which is available upon request. SECTION 2: GENERAL SCOPE OF DESIGN WORK, SERVICES, AND DELIVERABLES I. Design Details & Tasks A. Signal Modernization Design consists of the design for upgrading the existing traffic signal equipment including but not limited to the signal support poles, box span design, traffic signal controller, LED type vehicular signals, LED countdown type pedestrian signals (if necessary), LED case signs, vehicle detection, railroad pre-empt, pedestrian pushbuttons (if necessary) and underground infrastructure. B. Consultant shall obtain and review the current signal timing plans. It may be necessary for the consultant to obtain and review the signal timing plans of the existing signals immediately upstream/adjacent to the project signals to evaluate continued progression along a given corridor. The consultant will work directly with the LCRC to obtain any local agency signal timing plans within the project limits. C. Perform a full topographical survey of the project limits including but not limited to: lane geometry, posted speed limits, intersection widths, travel distance between signalized locations, grades, lane widths, no turn on red signs, pedestrian facilities (heads and pushbuttons) will be required. A review of the ambient light at each location shall also be noted. 3

4 D. Consultant shall perform 24 hour machine counts for each intersection approach and shall be used to determine schedules for peak periods, nighttime periods and flash schedules. Six hour turning movement counts are considered the minimum to be collected, two hours each of the A.M., P.M. peak, and the noon peak. All intersections will require development of timings plans for the A.M. peak, P.M. peak, noon peak and nighttime periods to optimize traffic signal operations and to improve traffic flow and reduce delay at each intersection. E. Design the plans according to MDOT, FHWA, and AASHTO practices, guidelines, policies and standards. The current version of the MDOT Standard Specifications for Construction (including the latest MDOT Supplemental Specifications and Special Provisions) will apply along with project specific Special Provisions. F. Attend a pre-design meeting with the LCRC to establish the concept of the project based on the Scope of Work and to coordinate design schedules. G. The Consultant shall submit Grade Inspection ( GI ) Plans (preferably greater than 80% design) in accordance with MDOT and LCRC plan requirements and attend the GI meeting. LCRC and MDOT shall review and the Consultant shall incorporate review comments for the Final Plan submittal. H. Right-of-Way/Grading Easements: If necessary, the right-of-way plan shall identify all the required right-of-way acquisitions and/or grading easements. The Consultant will prepare all required right-of-way acquisition documents and/or grading easements. Consultant will be responsible for the acquisition of all the required right-of-way and grading easements. I. Utility Coordination: All utility agencies must be notified of the project and plans and their existing and proposed facilities within the project limits must be obtained and incorporated into the design of the project. Utility meetings are not anticipated but shall be conducted if necessary to determine utility conflicts, identify where exploration holes will be taken, coordinate resolution of conflicts, and timing of relocations. J. Permits: Where necessary, the selected consultant shall obtain all approvals or waiver letters for permit applications from agencies; LCRC shall cover the permit fee s directly associated. K. Maintenance of Traffic: A complete construction staging plan will be required for the project. Construction signing plans and detour routes shall also be required if applicable. A Workzone mobility analysis shall be completed and included with the project files. L. Permanent Signage and Pavement Marking: All permanent sign locations and pavement markings shall be included in the construction plans. The current MDOT Standard Pavement Marking Plans and the current MMUTCD shall be used. 4

5 II. Deliverables A. Design Survey: Where applicable, the design survey shall include a scaled drawing of existing topographic features tied to the existing survey centerline, existing right of way lines, property lines, a minimum of two site benchmarks (NAVD88 Datum - list source), three physical control monuments with MCS83 state plane coordinates (using LCRC approved methodology), field notes for all level loops, and adjustment notes for horizontal and vertical control. An AutoCAD digital copy of the drawing file shall be provided to the LCRC. B. Design Report: The design report should include all computations, design exceptions, notes, minutes, utility coordination correspondence, permit applications, permits and related correspondence and other documentation relating to the design of the project. These files shall also be provided in electronic format when possible. C. Consultant shall provide LCRC electronic copies of the Synchro 9 existing and optimized simulation files so that they can be updated and used for future analysis. D. Final Bid Documents: The consultant shall provide to the LCRC, 80% complete plans in PDF format including proposal package and engineers estimate for LCRC review. The plan documents will be 1 =30 scale when plotted to 11 x 17 and will include 1 =10 scale quadrant details where sidewalk ramp design is required for ADA compliance. The consultant will coordinate and attend a plan review meeting if necessary or as requested by the LCRC and will provide meeting minutes to all attendees. The consultant will address the review comments and make final changes. Upon completion of design services for this project and final approval by the LCRC. Deliver to the LCRC final plans, proposal and supporting documents. The final deliverables package will consist of one 11 x 17 paper copy of the title sheet with original stamps and signatures including a map of the area with work locations identified, Electronic (pdf) 11 x17 plan file, Electronic (pdf) proposal file and electronic (pdf) files of supporting documents. SECTION 3: PROJECT ADMINISTRATION I. Project Schedule These are 2016 CMAQ Projects PE needs to be approved by MDOT prior to beginning this project. It is required that the GI package be submitted by April 11, 2016, with an expected September 2, 2016 letting date. Final plans, ROW certification, permits, shall be due prior to June 17, II. Fee Once the Consultant is selected based on qualifications, the LCRC will attempt to negotiate a fee for engineering services that considers all work and staff required, including appropriate overhead and fixed fee (profit). Unless the scope of the project changes, this fee will be considered a Not to Exceed Amount. The fee shall be divided into partial amounts by major elements as provided on the project schedule. A detailed Contract will be required to be submitted to MDOT for the Imlay City Road (Meyer Road and Wilder Road) Traffic Signal Modernization Projects. 5

6 III. Progress Payments Monthly progress payments will be processed upon providing justification of the actual hours and expenses. Progress payments will be processed utilizing the following guidelines: ITEM % of Total Base Plans... 30% of Design Grade Inspection Plans... 80% of Design Final Plans, Proposal and Estimate % of Design I. Professional Qualifications - 5 points SECTION 4: PROPOSAL RATING METHOD A. State the full name and address of the organization and, if applicable, the branch office or other subordinates that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership or corporation. If as a corporation, include the state in which it is incorporated. If appropriate, indicate whether it is licensed to operate in the State of Michigan. B. Include the number of executive and professional staff who will be employed in the work by skill and qualification. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals are considered key to the successful completion of the project. Identify individuals who will do the work on this project by name and title. Resumes or qualifications are required for key project personnel. C. State the history of the firm in terms of length of experience, types of services provided and other relevant information. Identify the technical details that make the firm uniquely qualified for this work. The following firms may forgo Section I: BMJ Engineers & Surveyors, Davis Land Surveying, Johnson & Anderson, OHM Advisors, and ROWE Professional Services II. Past Performance with Similar Projects - 10 points The written proposal shall include a list of specific experiences in these areas and indicate the firm s ability to have projects completed within the budgeted amounts as well as references. A summary of related projects with the original deadline and cost estimate versus the actual design completion date and final cost of the design is appropriate in this section. 6

7 III. Proposed Work Plan - 15 points A detailed work plan is to be presented which lists all tasks determined to be necessary to accomplish the work of this project. The work plan shall define resources needed for each task (title and person hours) and the staff person completing the project element tasks. In addition, the work plan shall include a time line schedule depicting the sequence and duration of tasks and showing how the work will be organized and executed. The work plan shall be sufficiently detailed and clear to identify the progress milestones (i.e. when project elements, measures and deliverables are to be completed). Additional project elements suggested by the Proposer are to be included in the work plan and identified as Proposer suggested elements. The Proposer shall also submit, as part of the work plan, a sheet entitled Consultant s Understanding of the Project. The Proposer shall include specific items that were omitted from the RFP and, in particular, any Gray Areas of the RFP that will need to be addressed during the project. The Consultant s Understanding of the Project shall become part of the contract and a basis for negotiating extra work. Any item sufficiently addressed in the RFP shall supersede the Consultant s Understanding of the Project. Include any other information believed to be pertinent but not specifically requested elsewhere. IV. Authorized Negotiator Include the name and contact information of the person(s) in the organization authorized to negotiate the Engineering Services Agreement with the LCRC. V. Interview The LCRC will evaluate each proposal by the above-described criteria and point system (I through III) to select the Consultant for this project. The LCRC reserves the right to not consider any proposal that it determines to be unresponsive and deficient in any of the information requested for evaluation. The LCRC then will schedule interviews, if necessary, with the selected firms. The selected firms will be given the opportunity to discuss in greater detail their qualifications, experience, proposed work plan and fee proposal. The interview shall consist of a presentation of no longer than fifteen (15) minutes by no more than two (2) representatives of the firm (including the person who will be project manager on this project). The presentation will be followed by no more than one (1) hour of questions and answers. Audiovisual aids may be used during the oral interviews. The firms interviewed will be re-evaluated using the above criteria (I through V), after the interview and a final decision made. 7