Request for Proposals July 13, 2015

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1 Maintenance and Skilled Trades Division Request for Proposals July 13, 2015 District Wide Pavement Assessment The East Bay Regional Park District ( District ) is soliciting proposals from consultants to inspect the East Bay Regional Park Districts pavement, implement and maintain our pavement management system. The Consultant s role will be performing a condition survey of asphalt distress on the Districts roads, trails, parking lots and service yards and provide budgetary analyses using the Metropolitan Transportation Commissions (MTC) Street Saver software. The consultant shall be licensed to use Street Saver and must meet the requirements specified with the MTC Data Quality Management Plan. Consultants shall also provide all necessary equipment to assess and update our current Street Saver database. PROJECT BACKGROUND AND DESCRIPTION The District is seeking proposals from qualified firms to survey pavements conditions, provide budget recommendations and update our current MTC Street Saver database, including all recent maintenance activities. The project is intended to update the Park District s current Street Saver inventory and facilitate future data entry, field reports and calculations. This assessment will also provide us with necessary information for budgetary needs and recommendations for pavement preservation and repair. The Park District currently has approximately 17 million square feet of asphalt in its inventory of 60 parks and 9 Regional Trails, with key network summary statistics in the following table: General Code Number of Sections Centerline Miles Area (sf) LT - LOTS RD - ROADS TR - TRAILS OTHER Grand Total ,224,818 4,396,617 7,283,809 1,479,458 17,384,702

2 Pavement Condition Assessment o Consultants shall be currently certified by MTC through the Rater Certification Program and o Consultants shall use the latest data collection methods supported by the MTC; Mobile Rater for Android. o Consultants shall meet with District staff to schedule survey dates and discuss each parks pavement conditions, additions of pavement sections, and renaming of areas as necessary. Consultant shall complete work with review and supervision by a civil engineer licensed in the State of California. Update Maintenance Needs, Inventory and History o Consultant shall update our current database to include new methods of pavement rehabilitation and re-evaluate life expectancy of pavement preservation methods. This includes maintenance treatments and costs, and updating the maintenance and rehabilitation decision tree. Update Budgetary Analysis and final reports o Consultant shall perform budget needs and scenarios to determine the future funding needs as well as develop a multi-year maintenance plan. GIS Mapping Integration o Consultant shall assist in integrating the District s GIS with MTC s Street Saver database. PARK DISTRICT RESPONSIBILITIES In their proposal, the Consultant shall define information, services and expertise to the District for the implementation of this project. The District will provide all necessary access to property/ project areas, Street Saver Database, GIS shape files, past reports, and maps. District shall provide park maps to all pavement locations The list of all pavement sections to be surveyed based on the existing Street Saver Database and locations of new property/ assessment areas. District shall provide staff from each park to assist in verifying the location and name of pavement sections within each park.

3 OTHER REQUIREMENTS 1. Work Approach The proposer should include work approach as to how surveys and overall project are to be completed specific to similar park facilities, as well as key issues to successfully complete the work. 2. Work product format: Draft and final deliverable work products shall be provided to District via three printed copies along with electronic files containing all text, GIS maps of Pavement Condition Index (PCI) for the current network condition and for each budget scenario, exhibits, data, calculations and referenced documents supporting conclusions. 3. Other format requirements: All text, exhibits and supporting data shall be submitted in a form that is editable by District. Microsoft Word format shall be included with all text submittals. Proposal shall include consultant s proposed graphic and other software to be used to complete the project. 4. Cost summary: An itemized cost proposal based on the tasks and subtasks outlined in the above scope of services shall be included with the proposal. Work items to be performed by subcontract shall be noted and any proposed mark-up of sub-consultant costs shall be identified. A schedule of hourly labor rates and material rates shall also be provided. Any known or anticipated adjustments to billing rates shall be disclosed to District in the proposal. 5. Schedule: A preliminary project schedule shall be included in Consultant s proposal. The purpose of the schedule is to describe the anticipated duration of the tasks identified in the proposed scope of work. Site meeting will be at Lake Chabot Marina Lake Chabot Rd. Castro Valley, CA 10:00 AM. Consultant shall assume a September 21, 2015, start date for purposes of preparing the proposed schedule. Request for Proposal Out to Bid,,,, July13, 2015 Mandatory on- site meeting July 21, 2015 Questions Due August 5, 2015 Proposal Due 2:00 PM August 11, 2015 Short list Bidders Notified. August 12, 2015 Tentative Interviews with Short List Bidders August 17, 2015 Tentative Notice of Intent to Award August 19, 2015 Tentative Award of Contract September 15, Qualifications: Proposals shall include a brief summary of up to four recent reference projects that best demonstrate consultant team s relevant experience. Project summary shall provide sufficient information for District to evaluate the specific contributions individual project team members had in completing deliverable items associated with a referenced project. A sample of a deliverable item shall be provided to District upon request. Please keep the length of project summaries to one page. Three professional

4 references with contact information should be provided for the proposed project manager for similar work completed. 7. Ownership of work: All work products prepared by Consultant shall become the property of District. There shall be no restrictions on District s use, distribution or modification of work products. 8. Acceptance of terms and conditions: The proposal shall include a statement of Consultant s willingness to accept the terms and conditions of District's standard Contract for Services, a copy of which is attached as Attachment A. Prospective consultants shall review the Contract for Services, note any items to which it takes exception provide alternate proposed wording and show levels of insurance coverage in each category and return the marked up copy with the proposal. 9. Conflict of Interest: Throughout the term of any agreement resulting from the RFP, Consultant will not accept any employment or engage in any work which creates a conflict of interest with the East Bay Regional Park District or in any way compromises the work to be performed under this RFP or any agreement resulting from this RFP. PROJECT AREA FIELD VISITS East Bay Regional Park District has 60 parks and within each park, various parking lots and access routes are to be included in this assessment. A list and map will be provided to highlight all areas. Park staff from each park will assist in identifying location and names of areas to be assessed. The point of access to each of the parks is generally open to the public. Areas to be inspected that are closed by gates, a key will be given to gain access. COMMUNICATIONS Questions regarding this RFP shall be submitted in writing to Heather Segrest at We request that consultants notify the District (via ) of their interest in submitting a proposal for this project. The District responses to substantive questions will be shared with all consultants that notify the District. PROPOSAL SUBMITTAL PROCESS Please submit three hard copies and one CD of the proposal. Proposals must be received by the District by no later than 2:00 p.m. on August 11, Late proposals will not be considered. Please deliver proposals to the following address: District s Administration Building, Reception Desk Attention: Heather Segrest, Administrative Analyst II East Bay Regional Park District 2950 Peralta Oaks Court Oakland, CA Phone: (510)

5 REJECTION RIGHTS The selection of a consultant for this project and any agreements for services resulting from this Request for Proposals is dependent upon the approval of the East Bay Regional Park District Board of Directors. District reserves the right to reject any or all proposals or to resolicit this Request for Proposals. COST OF RESPONSE PREPARATION The Park District will make no reimbursement for any cost incurred by a prospective Consultant for the preparation of a response to this Request for Proposals. CONSULTANT SELECTION PROCESS All proposals submitted by the required deadline will be reviewed for adequacy, completeness, content, project approach, qualifications and other criteria developed during the review process. Consultants who have submitted proposals which pass the initial review may be invited for interviews approximately two weeks after submittal. EXHIBITS Exhibit A Exhibit B District Standard Contract D for Services Maps of Parks and Trails to be assessed. Additional individual maps of parks are also available on line at ebparks.org

6 Exhibit A

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13 Exhibit B District Maps

14 Alameda Creek Trail Briones to Mt. Diablo Regional Trail

15 Contra Costa Canal Trail and Iron Horse Regional Trail

16 Delta De Anza Regional Trail and Marsh Creek Regional Trail Lafayette-Moraga Regional Trail

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