CC - Item 5B - Solicit Proposals for Engineering Services•
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ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER OL C-e*.:o
DATE: FEBRUARY 12, 2008
SUBJECT: APPROVAL OF SPECIFICATIONS AND AUTHORIZATION TO SOLICIT
PROPOSALS FOR ENGINEERING SERVICES
SUMMARY,
On December 11, 2007, the City Council discussed the possibility of bidding the City's
existing contract for engineering services. The City's current contract for engineering
services was approved on July 14, 1981, and has not been updated since that time.
Although the current engineering firm, Willdan, has provided responsive services
through the years, it is prudent practice to solicit bids from other qualified engineering
firms to encourage competition and ensure that the City is paying the lowest possible
prices for these services. After reviewing this item on December 11th the Council asked
staff to develop a request for proposal (RFP) for engineering services: A RFP has been
prepared and is summarized below for the City Council's review.
Staff Recommendation
Staff recommends that the City Council:
1. Approve the attached specifications for engineering services
2. Authorize staff to solicit bids from the attached list of qualified engineering
service providers
3. Authorize staff to submit a bid to perform engineering services
DISCUSSION
Protect Description/Scope of Servires
The current contract for City engineering services has riot been updated since it was
initially adopted in 1981. The scope of work in the attached specification includes
providing professional engineering and inspection services in support of the City's
Community Development Department. The specifications provide for the same services
APPROVED FOR CITY COUNCIL AGENDA: n
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City Council Meeting
February 12, 2008
Page 2 of 4
that are currently performed, with enhanced reporting standards and clearly defined
performance levels.
Over the past two months, staff has conducted a review of the City's engineering
services including analyzing past service levels, observing current operations, looking at
future development in the City, and interviewing the City's current contractor, Willdan.
This review confirmed that the City's engineering functions were in need of new
standards and greater accountability measures. Issuing a request for proposals (RFP)
will provide the City with well-defined performance levels and better controls of
engineering costs.
Services in the RFP include development review, traffic engineering, design
responsibilities, public works inspection, grant administration and development, and
utility coordination.
General Engineering Services
• Plan review for all public projects
• Recommend regulations and ordinance to City Council regarding engineering
functions
• Oversee storm water/NPDES functions
• Prepare grant applications and administer grant funds
• Ensure compliance with regional and state requirernents for public projects
• Prepare design documents and specifications for public projects
• Provide assistance to City Council, City Commissions, City staff, as needed
• Participate in the City's Capital Improvement Project planning process
• Manage the City's Geographic Information Systems program
Traffic Engineering Services
• Plan review for all public projects
• Recommend traffic safety improvements
• Prepare grant applications and administer grant funds
• Recommend regulations and ordinance to City Council regarding traffic
engineering functions
• Recommend improvements for maintenance' of traffic signals, signage, and
roadway markings
• Provide assistance to City Council, City Commissions, City staff, as needed
Public Works Inspection Services
• Provide construction observance of work in the public right-of-way
• Provides permitting and observance of utility improvements
City Council Meeting
February 12, 2008
Page 3 of 4
Request for Proposal Process
To ensure that a high standard of service is maintained, the specifications for
Rosemead's engineering services are detailed in the request for proposal and the
proposed agreement. These specifications include: minimum staffing levels and service
requirements, operational reporting requirements, insurance requirements, and
performance standards. Service levels will be monitored by City staff who will also
review the contractor's required reports for operations.
The term of the proposed contract is for two years with an option for three additional
one year terms at the City's discretion. Experience has proven that a multi-year
contract is the most cost-effective means to have engineering services performed for
both the City and the contractor.
Bid Process and Analysis
Upon City Council approval, the RFP will be mailed to a list of qualified engineeringR
services firms. Tentatively, proposals will be due to the City by Tuesday, March 25`
and staff will present a recommendation to the City Council on April 22, 2008. The
timeline for soliciting bids is included in the RFP If approved, the new contract would
begin May 1, 2008.
Evaluation Criteria
Proposals submitted to the City will be reviewed by the City Council, City staff, and local
engineering professionals. As indicated in the RFP, fee schedules and costs will not be
the sole criteria for award of this agreement. Instead, evaluation criteria for the
proposals will include several categories, including experience, cost, management
ability, and reference checks.
FINANCIAL REVIEW
Funding for engineering services are provided through several funding sources
including the general and redevelopment funds, Proposition A funds, gas tax funds,
development review fees, and other grant programs. It is estimated that the City
spends over $925,000 for contract engineering services including $500,000 for
traditional engineering functions and $425,000 for capital project related work. These
costs do not include City staff time spent to administer contracts, meet with consultant
staff, and review consultant staff work.
ENVIRONMENTAL REVIEW
Not applicable
LEGAL REVIEW
This staff report has been reviewed and approved by the City Attorney.
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City Council Meeting
February 12, 2008
Page 4 of 4
Prepared by:
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Chris Marcarello
Administrative Services Officer
Submitted y:
kaS&aeki
Assistant City Manager
Attachments:
(1) Request for Proposal for Engineering Services
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CITY OF ROSEMEAD
NOTICE OF REQUEST FOR PROPOSALS
FOR
PROFESSIONAL ENGINEERING SERVICES
A mandatory pre-proposal meeting has been scheduled on Tuesday,
March 4, 2008 at 10 AM at Rosemead City Hall to review the scope of
services and answer questions on what will be included in the contract.
Attendance is mandatory at this meeting.
All proposals must be submitted in a sealed envelope and received at
Rosemead City Hall on or before Tuesday, March, 25, 2008 at 11 AM
with the following notation:
Proposal for Professional Engineering Services
City of Rosemead
Attn: Chris Marcarello, Administrative Services Officer
Please direct all comments or questions to Chris Marcarello, City of
Rosemead, 8838 E. Valley Blvd., Rosemead, California, 91770.
By:
Chris Marcarello
Administrative Services Officer
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Introduction
The City of Rosemead is located in the western San Gabriel Valley region of Los
Angeles County and spans 5.5 square miles and is situated 12 miles east of Los
Angeles and 25 miles north of the Port of Long Beach. The City incorporated in
1959 and today is home to around 60,000 residents. Its strategic location and
business-friendly environment earned Rosemead the coveted title of "most
business friendly city in America" by Kosmont Companies. Rosemead is a
general law city operating under the Council-Manager form of government.
Rosemead's international reputation for being a premier community has attracted
a number of corporate headquarters to locate in the City, including Southern
California Edison and the Panda Restaurant Group.
1. Proposal Package
The City of Rosemead is soliciting proposals (RFP) from qualified firms to
provide general engineering services over a guaranteed period of two (2) years,
with three (3) additional one year terms. Each renewal period shall be done at
the sole discretion of the City. The. successful firm shall enter into a contract with
the City for General Engineering Services to cover the work item enclosed in
Section V. Proposed Scope of Services. The award of the contract is anticipated
for the beginning of May 2008. In general, the work consists of, but is not limited
to plan checking of development plans (for residential and/or commercial sites)
and public infrastructure plans, legal documents, subdivision maps; traffic
engineering services; updating the City's pavement management system; public
works inspection services; and civil engineering design services.
It is expected that the consultant will utilize a combination of staff and sub-
consultants to adequately perform the City's required services. A list of potential
sub-consultants that will be used should be included in the bid submittal
package.
Bid Submittal
Each offeror must submit one (1) original signed copy and five (5) duplicate
copies of the complete proposal in a sealed envelope marked "Proposal for
Professional Engineering Services" and the name of the offeror. Proposal
submissions must contain page numbers. Please note that proposals are limited
to a total of twenty-five (25) pages (including appendices) using letter-sized
paper and not less than 12 point font.
To be considered, all proposals shall be completely responsive to the RFP.
"Completely responsive" is hereby defined as meeting all requirements as
outlined in Section II, Proposal Requirements. Technical Qualifications Proposal
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and Cost Proposal must be submitted in separate envelopes clearly identified
and marked:
Proposal for Professional Engineering Services
City of Rosemead
Technical Qualifications Proposal
And
Proposal for Professional Engineering Services
City of Rosemead
Cost Proposal
Proposals will be received by the City of Rosemead until Tuesday, March 25,
2008 at 11 AM. If mailing, proposals shall be sent to:
City of Rosemead
Attn: Administrative Services Officer
8838 Valley Blvd.
Rosemead, CA 91770
The City does not recognize the US Postal Service, or any other organization, as
its agent for purposes of accepting proposals. All proposals received after the
deadline will be rejected and returned unopened. No extensions will be granted.
All proposals will become the property of the City and will be made available for
public inspection after an award is made or all proposals are rejected.
Resection
All proposals will be reviewed to determine conformance with the RFP
requirements. Any proposal that the City deems incomplete, conditional, or non-
responsive the requirements of the RFP may be rejected. The City reserves the
right to reject any and all proposals as well.
Screening, Selection, and Award
Screening and selection will take place through the process described below.
Contract award will be made to the Offeror which meets Proposal Requirements
specified in Section II of this RFP, and submits the proposal considered most
advantageous to City.
Negotiations may or may not be conducted with Offeror; hence, the proposal
should include the Offeror's most favorable terms and conditions since selection
may be made without discussion with any Offeror.
The screening and selection process shall be as follows:
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Step 1. Sealed proposals will be opened and evaluated to determine compliance
with Section IV Required Qualifications of Contractor. Proposals meeting
specified requirements will be considered responsive and will be included in Step
2.
Step 2. Responsive proposals will be evaluated and then presented to the City
Council for review. Following this presentation, a decision will be made whether
to recommend awarding a contract without further discussion to the Offeror that
best meets the needs of the City. It is expected that negotiations will take place
with the primary firm on the final scope of work, contract, and proposal price.
City Council approval is expected in April 2008.
The City reserves the right to withdraw this RFP at any time without prior notice.
Further, the City reserves the right to modify the RFP schedule described below.
The City also makes no representations that any contract will be awarded to any
Offeror responding to this RFP. The City expressly reserves the right to reject
any and all proposals without indicating any reasons for such rejection(s), to
waive any irregularity or informality in any proposal or in the RFP procedure, and
to be the sole judge of the responsiveness of any Offeror and of the suitability of
the materials and/or services to be rendered.
Evaluation Criteria
After review for compliance with required qualifications, the City will evaluate
proposals based on the following criteria. Cost will not be the sole criteria for
which an award is made.
General Quality and Responsiveness of the Proposal
Presentation, completeness, and thoroughness of the proposal
• Responsiveness to the terms, conditions, and items of performance
• Grasp of the scope and services to be performed
Qualifications and Experience of Firm and Key Personnel
• Qualification and experience of key personnel
• Experience and past performance for similar scope and services
• Verifications of references
Fee Proposal
• Costs will be evaluated should offeror meet all other criteria. Fees will be
listed in concurrence with instructions listed in Section ll, Proposal
Requirements.
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Tentative Schedule
The tentative schedule and description of events for this RFP are given below:
Date:
February 14, 2008
March 4, 2008
Week of March 31, 2008
April 22, 2008
April 24, 2008
May 1, 2008
Inquiries
Activity:
Issue Request for Proposal (RFP)
Mandatory Pre-proposal Meeting
Interviews, if necessary
Selection recommendation made to City
Council and award contract
Agreement executed and Notice to Proceed
Start of Services
Please direct all comments or questions to:
Chris Marcarello
(626) 569-2118
City of Rosemead
8838 E. Valley Blvd.
Rosemead, California, 91770.
II. Proposal Requirements
The proposal shall include the following:
1. Understanding Scope of Services - Describe your understanding of the
services to be performed and/or the product to be provided.
2. Methodology and Work Plan - Provide a brief description of the proposed
work program and techniques to complete the scope of services. The
work program should demonstrate your firm's ability to conduct these
services in a professional and efficient manner.
3. Experience and Qualification of Firm - List similar services successfully
accomplished within the last five (5) years.
4. Key Personnel - Please provide the names and qualifications of the key
personnel assigned to this contract.
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5. References - Provide a list of references from the past and current clients
within the last five (5) years.
6. Fee Proposal - The fee proposal is considered a criteria, but is no the sole
factor in the selection process. Performance for all services shall be
based on the following:
A. Plan Check Services - A percentage of the plan checking fees (to
be determined by the City and consultant following negotiations)
that are collected by the City for each project.
B. Hourly rate for any services performed for traffic engineering
services.
C. One time flat fee for preparation of pavement management system
update. Updates are usually conducted every two (2) years with
the last one occurring in 2004.
D. Engineering Design Services based on time and materials
A fee schedule shall be provided for the proposed services. Fee
schedules should list the hourly rate for each personnel category and
other charges necessary to complete the services required with this
contract.
See Section V, Proposed Scope of Services for a detailed description of
each service.
III. Contract Terms
Professional Services Agreement
No agreement shall be binding upon the City until a Professional Services
Agreement is completely executed by the Consultant, City Council, and approved
by the City Attorney. Failure to execute and return the contract agreement and
acceptable insurance documentations in a timely manner may be just cause for
the City to rescind the contract offer.
Minimum Insurance Requirements
The Consultant shall, at its own expense, procure and maintain for the duration
of the Agreement, insurance against claims for injuries to persons or damages to
property which may arise from or in connection with the performance of the
Agreement by the Consultants, its agents, representatives, employees, or
subcontractors. Consultants shall also require all of its subcontractors assigned
to the project to procure and maintain the same insurance requirement for the
duration of Agreement.
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Specific insurance requirements will be provided to all Offerors at the March 4,
2008 mandatory pre-bid meeting.
Conflict of Interest
It shall be the duty of the Consultant to comply with all applicable State and
Federal laws relating to prohibited conflicts of interest. As part of its response to
this RFP, the Consultant shall disclose in writing any financial, business,
employment, or other relationships with the City or with any of its officers,
employees, or agents that are or were in existence during the twelve (12)
calendar months immediately preceding, and including, the date the Consultant's
response to the RFP is filed. In addition, the Consultant shall disclosed in writing
any financial, business, employment or other relationships with any contractor or
engineering who may have a financial in securing design and/or construction
contracts for the project. The Consultant shall have a continuing obligation to
keep the foregoing disclosures current and up-to-date during the term of this
contract, and the Contractor's failure to timely disclose the existence of such a
relationship shall be grounds for immediate termination of the contract.
Permits and Local Licenses
The Consultant shall obtain and pay for a business registration as necessitated
for doing work within the City of Agoura Hills. Valid licensure shall be in place for
life of the contract as stipulated in the executed Professional Services
Agreement.
IV. Required Qualifications of Contractor
Proposals for the management and operation of the Rosemead Transit system
will be evaluated by CITY to determine whether or not they meet the following
required qualifications. Proposals which fail to provide documentation
responding to all of the required items set out below may be considered non-
responsive and will be rejected.
A. Experience
In order to be considered eligible and qualified, Offeror must have a minimum of
five years of experience in the field of providing engineering services for cities of
similar to the size of Rosemead.
A statement of qualifications demonstrating the foregoing and listing the Offeror's
experience in the public engineering field, together with the names, addresses
and telephone numbers of at least five other clients for whom similar services are
being provided, shall be furnished with the proposal. Clients referenced should
be located in California if possible.
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B. Organization
The Offeror should submit a description of the firm's organizational structure,
history, legal status (i.e., partnership, corporation, etc.), list of owners and
officers, capabilities and experience, and management philosophy. The City is
particularly interested in the Offeror's approach to managing engineering
projects, organizational resources and expertise available, and the primary
businesses or range of diversified businesses in which the Offeror's firm is
involved.
C. Resource Allocation
Offeror's proposed allocation of contract resources must demonstrate an
understanding of scope of work requirements as described in this RFP and
attachments thereto.
D. Staffing
Contractor shall at all times be responsible for maintaining appropriate staffing
levels, employing sufficient qualified and properly trained personnel to perform
the management, administrative, and engineering services.
The staffing plan must include the resumes of the proposed key personnel
showing all relevant education, training and experience.
Offeror should also describe other personnel to the extent that their particular
experience, skill and availability will affect the performance of this contract.
Offeror should also specifically address any technical resources and staff that will
be available to assist their local management at no additional cost to the City.
E. Financial Responsibility
All Offerors shall provide a financial statement, as prepared by a certified public
accountant, for his/her/its prior fiscal year, consisting of a balance sheet, profit
and loss statement and such other financial statements as may be appropriate,
which shall demonstrate the Offeror possesses adequate financial ability and
stability to enable the Offeror to fulfill his/her/its obligations in engineering
services. If requested by the OFFEROR, such information shall be treated as
confidential by CITY and shall not be subject to public disclosure.
As a condition to further participation in the selection process described in
Section II - Subsection I, City reserves the right to require an Offeror which has
deficiencies with respect to City's criteria for financial strength and stability to
provide financial information regarding one or more principals or guarantors of
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Offeror, which principals or guarantors, upon approval by City, would be required
to execute a guaranty of Offeror's obligations upon award of the contract.
F. Debarred, Suspended or Ineligible Contractors
OFFEROR certifies by submission of a response to the RFP (proposal) that
neither it nor its principals is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this
transaction with federal, state, or local department or agency.
V. Proposed Scope
The consultant's services shall include but not be limited to, the following:
1. Plan checking of public improvement plans, grading plans,
hydrology/drainage reports, subdivision maps. Plan checking shall follow
a set schedule of turnaround timeframes as established by the City. It is
expected that plan checks should not exceed three (3) total plan checks.
Turnaround times are as follows
First Submittal: 15 working days
Second Submittal: 10 working days
Third Submittal: 10 working days
Major Changes at Design State: 15 working days
Major Change in the Field: 5 working days
This turnaround time schedule does not exclude the option for expediting
plan reviews as needed by the City. Expedited reviews is not the norm,
but is anticipated for certain projects deemed as priorities by the City staff.
Weekly meetings shall be scheduled at City Hall to discuss plan check
issues with the City's project engineers. Unless otherwise directed by City
staff, no plan check shall be returned to the developer, or the developer's
representative, until the City's project engineers have been updated on the
status of the plan checks being returned.
For any reason, if a plan check is expected to exceed three (3) checks,
the plan checker shall inform the City's engineering staff, and a meeting
will be coordinated by the City with the plan checker and developer to
resolve outstanding issues. Plan checks shall be performed to ensure
compliance with all applicable Federal, State, and Local codes, standards,
and regulations.
2. Traffic engineering services include, but are not limited to: one, 8-hour day
of service at City Hall each week. Any additional hours of service (to
attend meetings, hearings, special events, etc) shall be paid on a time and
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material basis. Services shall include, but are not limited to, review of any
technical traffic studies, preparation of land development, project
comments, review or traffic control plans, review of traffic-related
infrastructure plans.
3. Pavement Management System - The current system needs to be
updated to include a recommendation of an action plan that outlines a ten
(10) year plan to outline street improvements and the anticipated costs.
4. Engineering Design - On an as-needed basis, staff may be needed to
conduct engineering design, and/or check designs of presented to the
City. This item shall be paid on a time and materials basis.
5. Additional Services - On an as-needed basis, additional services including
inspection of public improvement or grading operations and field surveys
may be requested by the City. Any additional services shall be separately
negotiated and paid on a time and materials basis.
A more detailed explanation of functions is detailed in Attachment A.
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Attachment A
Scope of Services
General Engineering Services
• Plan Review for public improvement projects - streets, sewer, storm
drains, signals, signs, striping, traffic control, grading
• Plan Review for land development projects -final maps, subdivision map
act documents
• Establish bond amounts - performance, I/m, grading, development fees
• Review/Recommend regulations and ordinances related to engineering
functions
• Recommend/Prepare/Administer grant applications for construction
projects
• Oversee Storm Water/NPDES functions
• Prepare design plans and specifications for public projects
• Provide assistance to other City Departments, City Council, and Traffic
Commission; attend public meetings as needed
GIS System Management
• Manage and update system
• Add layers and integrate into system
• Create maps for other City Departments
Traffic Engineering Services
• Plan Review for development projects - assess traffic impacts
• Prepare design plans and specifications for public projects
• Recommend traffic safety improvements - parking, signage, speed limits,
traffic calming devices (control devices, stop signs, speed bumps, cross
walks, pedestrian/bikeway safety, channelization)
• Recommend improvements/correction action at locations with high
accident rates
• Recommend/Prepare/Administer grant applications for traffic safety and
public improvements
• Review/Recommend regulations and ordinances related to traffic
engineering functions
• Recommend improvements for maintenance of traffic signals, signage,
and roadway markings (using FHWA's Manual on Uniform Traffic Control
Devices)
• Provide assistance to other City Departments, City Council, and Traffic
Commission; attend public meetings as needed
• Review Traffic Impact and Parking Analysis (completed in conjunction with
proposed projects)
• Ensure compliance with City traffic study requirements and City
Congestion Management Plan (CMP)
• Conduct/Review traffic forecasting methodology
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• Conduct intersection capacity analysis/project impact
• Recommend mitigation measures
• Review Site Access of Projects
• On-site circulation sizing (internal network, drive aisle width, orientation
and throat dimension)
• Review driveway locations on bordering arterials and site dimensions
• Review traffic control at site access points and key internal locations -
spacing, sight lines, left turn provisions, right turn restrictions, control
measures
Capital Improvement Project Program
• Prepare/Oversee design, plans, specifications, estimates, and contract
documents for projects - streets/public right-of-way and facilities/parks
• Conduct design survey, construction survey, and construction observation
for projects
• Coordination with utility agencies
• Coordination with regional agencies (County, State, etc)
• Provide field inspection services and accept completion of work once
finished
Inspection/Permitting Services
• Provide construction observance of work in public right-of-way
Maintenance Services
• Parks Maintenance
• Vehicle Maintenance
• Facility Maintenance
• Trees Maintenance
• Street Sweeping
• Sidewalk, Curb and Gutter Maintenance
• Hazardous Waste/Illegal Dumping Clean-up
• Graffiti Removal
• Street Striping
Survey Services
• Survey base mapping and construction staking; Design surveying, photo
control, aerial mapping, centerline surveys, corner records, Record of
Survey
Geotechnical Services
• Perform soils and materials tested
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