Greater Dayton Regional Transit Authority 4 S. Main Street Dayton, OH 45402

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1 Greater Dayton Regional Transit Authority 4 S. Main Street Dayton, OH July 13, 2015 TO: RE: Prospective Quoters Request for Quotation (RFQ) Survey Services The Greater Dayton Regional Transit Authority (RTA) is interested in obtaining quotes for Survey Services. Your firm is invited to submit a quote. The successful quoters will be offered a one-year contract, effective on or about 7/22/15. The award will be based on the lowest quote received from responsive and responsible quoters as determined by the RTA. No written notification of the award will be sent. In order to be considered, please ensure that your quote is received by the undersigned no later than July 20, 2015, at 2:00 p.m. Quotes may be hand delivered, sent by delivery services addressed to the undersigned at Greater Dayton Regional Transit Authority, 4 S. Main Street, Dayton, OH 45402, faxed to the attention of the undersigned at (937) , or submitted by to: [email protected]. Please allow additional working days for U.S. Postal Service delivery. A quote may be withdrawn by personal, written, or telegraphic request received from the bidder prior to the scheduled opening date. No quote may be withdrawn for a period of 60 days after the opening date. The RTA reserves the right, as the interest of the RTA requires, to postpone, accept or reject any and all quotes and to waive any informality in the quotes received. If you have any questions relating to this solicitation, please contact me at (937) Sincerely, Tamea Wiesman Tamea Wiesman, CPPB Sr. Purchasing Agent Attachment page 1

2 SCOPE OF WORK SURVEY SERVICES Survey services are needed for the following: 1. To provide field and plan data for the planned installation of new Electric Trolley Bus (ETB) system on Apple Street, and miscellaneous survey work, pole staking, rightof-way layout, bus shelter layout and staking, bus road side pull-off\layover etc. Work shall include: A. Apple Street from Main Street to Warren/Brown Street, Warren/Brown Street from Apple Street to Wyoming Street. RTA to provide field and plan data obtained under separate contract. Surveyor to confirm and update field and plan data and prepare drawings ready for submission to the City of Dayton for permitting. Work shall include but is not limited to: 1) Coordinate with the City and incorporate proposed changes to the intersections of Main and Apple Street, and Warren/Brown Street and Apple Street. 2) Obtain most current plans from the City of Dayton for proposed road work on Main Street and Warren/Brown Street and incorporate into final plans. 3) Incorporate draft Pole Locations into plans as provided by RTA. Note Pole locations are subject to change (as directed by RTA) due to underground utilities and by various authorities having jurisdiction. Changes updates to be incorporated into plans. 4) Include 3-6 conduits. Conduit to be concrete encased per City of Dayton (COD) requirements with pull boxes no more than every 500 ft. Each pull box to be located next to a proposed pole with a 2 riser from the pole-box to the pole. (a) Conduit to be tied to the proposed conduit on Main St. and Warren\Brown St. 5) Plans to be prepared and ready for submission to the City of Dayton for permitting. B. Provide field and plan data, for pole installations, bus shelters, bus pads, etc., as requested by RTA. Plans to conform to authorities having jurisdiction (Cities of Dayton, Kettering, Oakwood, Trotwood, Riverside, etc. Miami Conservancy District, Ohio Department of Transportation (ODOT) to accommodate possible future requirements (street alignment, storm sewers, curbing revisions, etc.). page 2

3 Hourly rates are established as line items on the Quote Sheet for such additional Surveying Services by trade throughout RTA s service area on an as-needed basis as required. Survey Services shall include the following: 1. Field Survey work to include A. Collect data using the State Plan Coordinate system (to be compatible with other RTA drawings). B. Locate right-of-way lines along project limits. C. Locate right-of-way lines 50-ft from project limits for all interior-intersecting streets. D. Identify all property lines for 20-ft from project limit right-of-way lines. E. Provide a topographic survey. F. The survey limits for the topographic survey, including contours, shall extend from the edge-of-pavement/curb lines of project limit and intersecting streets to 10-ft outside their right-of-way lines. G. Topographic information shall include edge-of-pavement, curbs, curb-cuts, drive entrances, sidewalks and parking lots at 50-ft minimum intervals and at grade breaks. H. Topographic information shall also include, but not be limited to, fence lines, mailboxes, trees, stumps, benches, signs, utility poles, catch basins, manholes, fire-hydrants, valves, clean-outs, miscellaneous structures, etc. within the survey limits. I. For manholes identify the pipe inverts and the bottom and rim elevations of the manhole. J. Identify the underground utilities and approximate their depth and direction within the survey work limits. 2. Develop Plan A. All field data shall be downloaded into an AutoCAD drawing file (the AutoCAD Release version to be confirmed with RTA before finalizing). B. The data shall than be developed into an AutoCAD drawing. page 3

4 C. The plan shall be developed at 20-scale (two plans per sheet is acceptable). D. Plan to have center-line of road/right-of-way with station numbers on 100 ft. increments. E. A layer system shall be used to separate the different point descriptions and their text. Each utility/entity shall have a separate layer. F. The drawing shall be developed in model space and the sheet borders with title data in paper space. G. The final product shall be provided on a 24 x 36 plan sheet. H. Develop a base map plan of the existing site. I. Obtain a planned pole placement AutoCAD drawing file from RTA. J. Discuss pole location preferences with RTA as to alignment, aesthetics, and potential easement needs. K. Overlay the planned pole placement AutoCAD drawing file over the base map plan. L. Note any physical conflicts of the poles with the existing plan. M. If necessary, suggest alternate pole locations that avoid the conflicts and still meet RTA preferences. N. Submit to RTA for review and comment; respond to RTA comments as needed. O. Provide additional survey, if necessary. P. Obtain property information in areas needing easements. Q. Provide a final plan. R. Provide to RTA full size final plan on 24 x 36 Mylar, stamped and signed by a Professional Surveyor (PS) or a Professional Engineer (PE). S. Provide two additional copies of this 24 x 36 final plan to RTA. T. Provide a half size stamped final plan to RTA. U. All drawings shall be provided in hard copy and electronic copy to RTA. V. The fee for this phase shall be based on a lump sum basis. page 4

5 3. Construction Staking A. Once a set of Final Construction Plans have been approved by RTA, field locate the new Electric Trolley Pole foundation locations and underground conduit. B. Contact the contractor who will be drilling the pole foundations and installing the conduit to discuss layout-staking preferences. C. Stake the foundations as requested. D. Construction Permits will be obtained by others. E. Necessary easements will be done as described earlier in this scope in advance of staking. F. Mark in field location of conduit and pull boxes. G. Provide as-built drawings, at completion of construction. H. Contractor to stake/mark locations in a fashion that cannot be easily removed/vandalized. I. Restake as necessary due to underground utility interference. J. The fee for this phase shall be lump sum. Locations removed/vandalized shall be re-staked at no additional cost (restaking due to underground utility interference shall be paid on an hourly basis). 4. Additional Services by Trade as required A. Additional services may be required beyond what is previously stated. This category allows for such services to be awarded as needed by specialty/trade. Work could be required throughout RTA s service area (including but not limited to, bus pull offs, curb and sewer realignment, shelter pads, sidewalks, etc.). page 5

6 SPECIAL CONDITIONS QUANTITIES: All quantities are estimated. No guarantee is made or implied as to the minimum or maximum quantities that may be ordered during the stipulated order period. PRICES: The prices quoted shall be "FIRM" for the term of the order. BASIS OF AWARD: Award will be based on the lowest quote received from responsive and responsible bidders as determined by the RTA. DURATION OF CONTRACT: The duration of the agreement shall be for a period of one year. AFFIRMATIVE ACTION ASSURANCE PLAN: All firms will be required to comply with all Equal Employment Opportunity laws and regulations and file with RTA's DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA's non-discriminatory policy, subject to RTA approval. All firms must submit with their quote a letter from the City of Dayton's Human Relations Council, stating that they have an approved Affirmative Action Assurance Plan (approvals are valid for a one-year period). Failure to furnish the letter from the City of Dayton's Human Relations Council may be cause for rejection of your quote. If a firm is not on the approved list, please contact the following office to obtain an application and submit a COPY of the completed application with your quote: City of Dayton, Ohio Human Relations Council 371 W. Second Street Dayton, OH (937) TAX-EXEMPT: The RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful bidder upon request. PAYMENT TERMS: Payments will be net 30 days after receipt of an invoice. Payment for services shall be at the quoted price. INDEMNIFICATION: The successful Contractor shall indemnify and save harmless RTA, its trustees, officers and employees from and against all loss, costs, liability, damage and expense whether direct, consequential or incidental, for personal injury and for property damage; and for such loss, costs, liability, damage and expense arising out of, or resulting in whole or in part, directly or indirectly, from work or operations under the contract but not limited to the acts, errors, omissions and negligence of Contractor's employees and agents, except to the extent of liability imposed due to RTA's own negligence. page 6

7 FEDERAL CLAUSES: The Federal Third Party Contracting Clauses & Required Submittals may be accessed at the Greater Dayton Regional Transit Authority (RTA) web site at On the top left of the screen click on RFQ Small Purchase Clauses & Submittals. PROFESSIONAL SERVICE INSURANCE REQUIRMENTS The Professional (including but not limited to attorneys, accountants, architects, engineers, computer and systems support services, advertising, insurance service providers, and other consultants) shall maintain, at its own expense, throughout the period of the Contract and any extensions thereof the following minimum insurance coverage of the types and in the amounts described below that are applicable to the scope of work being performed: 1. Workers Compensation. Professional must carry Workers' Compensation Insurance (including occupational disease) in compliance with Workers' Compensation statutes of any applicable jurisdiction in which the Work is to be performed. For the attainment of Workers Compensation in monopolistic states, including Ohio, coverage must be secured through the state fund. If Professional is a qualified self-insurer in compliance with the laws of the state, this is also acceptable. A certificate of compliance from the appropriate workers' compensation bureau or board must be provided with the certificate of insurance. 2. Commercial General Liability Insurance. Professional must carry Commercial General Liability Insurance written on ISO form CG (or its equivalent) with limits of $1,000,000 per occurrence and in the aggregate. 3. Commercial Auto Liability Insurance. Professional shall carry Commercial Automobile Liability Insurance covering all owned, leased and non-owned vehicles used in connection with the work to be performed under this contract, with limits of not less than $1,000,000 combined single limit per accident for bodily injury and property damage. 4. Professional Liability Insurance. Professional shall carry Professional Liability/Errors & Omissions/Malpractice Insurance in an amount of no less than $1,000,000 per occurrence and in the aggregate. If Construction Management services are included in the scope of work, Professional shall ensure its insurance includes Construction Management in its definition of covered professional services. Any Professional Liability insurance relating to construction or renovation work (i.e. architects, engineers, CM s) shall be maintained for at least two years after completion of the work. 5. Fidelity Bond/Crime. If Professional or its employees will be on the premises of RTA in connection with performance of the Work under this contract, Professional shall carry no less than $100,000 in Third Party Crime Coverage for the benefit of the RTA in the event of theft or other intentional harm to RTA's property by Professional's employees. page 7

8 6. Requirements common to all policies. a. Professional shall be solely responsible for reimbursing any deductible amount to the insurer. Any deductibles or self-insured retentions in excess of $5,000 must be disclosed and approved in writing by RTA, other than the Professional Liability policy, which may carry a deductible of up to $25,000 without written approval of the RTA. b. Professional waives all rights of recovery it may otherwise have against RTA including its directors, officers, employees and volunteers) to the extent these damages are covered by any of Professional s insurance policies as required in this contract. c. All insurance required hereunder shall be placed with insurers that have a minimum A.M. Best s rating of A-/X and shall be licensed, admitted insurers authorized to do business in the state of Ohio. d. A certificate(s) of insurance showing that Professional s insurance coverages are in compliance with the insurance requirements set forth below must be completed by the Professional s insurance agent, broker, or insurance company and accompany the proposal. All certificates (other than Ohio workers' compensation) shall provide for thirty (30) days written notice to RTA prior to cancellation or non-renewal of any insurance referred to therein. e. Failure of RTA to certificate(s) or other evidence of full compliance with these insurance requirements (or failure of RTA to identify and/or object to a deficiency in the certificate(s) that is/are provided by Professional) shall not be construed as a waiver of Professional s obligations to maintain such insurance. RTA shall have the right, but no the obligation, to prohibit Professional from beginning performance under this contract until such certificates or other evidence that insurance has been placed in complete compliance with the above insurance requirements is received and approved by RTA. Professional shall provide certified copies of all insurance policies required above within ten (10) days of written request from RTA. f. By requiring insurance herein, RTA does not represent that coverage and limits will necessarily be adequate to protect Professional, and such coverage limits shall not be deemed as a limitation on Professional s liability under the indemnities granted to RTA. page 8

9 Quote Sheet Item Units Est. Quan. Unit Price A. Field Survey LS 1 $ $ B. Develop Plan LS 1 $ $ C. Construction Staking 1. Initial Staking and conduit layout (Complete) D. Additional Services By Trade (As Required) LS 1 $ $ 1. Licensed Professional Engineer Hours 20 $ $ 2. Licensed Land Surveyor Hours 35 $ $ 3. Field Survey Workers Hours 65 $ $ 4. CAD Technician Hours 50 $ $ 5. Administrative Technician Hours 45 $ $ Total Price Total Estimated Cost $ Basis of Award Notes: Payment will be based on actual quantities of work performed. Contract will be awarded not to exceed $22,875. Bid Items A, B, & C apply to Apple Street work Bid Item D will be completed on an as-needed basis. Hours per task on quote form are estimates and only for quoting purposes. Work performed by each Trade to be billed per hour at the rate quoted. Name of Individual, Partner or Corporation Address City, State and Zip Code Telephone Number Mobile Number Authorized Signature Title Date Authorized Name Printed page 9