HomeMy WebLinkAbout11 CONSULTANT AGRMNT (CIP 5035) 12-02-08Agenda Item
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.% -~-~ ' AGENDA REPORT C ty'Manager
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Finance Director
MEETING DATE: DECEMBER 2, 2008
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
11
V
SUBJECT: APPROVAL OF CONSULTANT SERVICES AGREEMENT FOR
ENGINEERING DESIGN SERVICES ON THE MITCHELL AVENUE
STORM DRAIN PROJECT (CIP NO. 5035)
SUMMARY
Approval of the subject Consultant Services Agreement will enable engineering design to
proceed on the Mitchell Avenue Storm Drain Project (CIP No. 5035).
RECOMMENDATION
It is recommended that the City Council approve the Consultant Services Agreement with
Civil Works Engineers, Inc. for Engineering Design Services on the Mitchell Avenue Storm
Drain Project (CIP No. 5035) in the not to exceed amount of $184,950.00, and authorize the
Mayor and City Clerk to execute the Agreement on behalf of the City, subject to approval as
to form by the City Attorney.
FISCAL IMPACT
The Consultant Services Agreement is task oriented and Civil Works Engineers, Inc. will
invoice for actual services performed. The total cost of services to be performed for this
project is not expected to exceed $184,950.00. Design engineering costs for this project are
budgeted in the Fiscal Year 2008-2009 Capital Improvement Program with a combination of
Community Development Block Grant (CDBG) and City Capital Improvement Program (CIP)
Funds.
BACKGROUND
The Fiscal Year 2008-2009 Capital Improvement Program Budget contains a number of new
projects, including the Mitchell Avenue Storm Drain Project, for which engineering design
services are required. The project area covers the segment of Mitchell Avenue between
Newport Avenue and Red Hill Avenue. The existing storm drain, located in the northerly
parkway of Mitchell Avenue, was investigated and found to be in a severe state of
deterioration. The project will provide for abandonment or removal of the existing storm
drain, construction of a new storm drain, and rehabilitation of the pavement within the limits
of the project as necessary.
Proposals to perform engineering design services were solicited from ten (10) firms and nine
(9) proposals were received. Based upon review of the proposals, familiarity and
experience with the work required, and favorable references, it was determined that Civil
Approval of Consultant Services Agreement for Engineering Design Services on the Mitchell
Avenue Storm Drain Project (CIP No. 5035)
December 2, 2008
Page 2
Works Engineers, Inc. is the most qualified to provide the engineering design services
required for this project. The fee for this work has been deemed fair and reasonable.
Accordingly, a Consultant Services Agreement with Civil Works Engineers, Inc. has been
prepared for design services on the Mitchell Avenue Storm Drain Project (CIP No. 5035).
Approval of this agreement is subject to approval as to form by the City Attorney. The
project will be designed this fiscal year (FY 2008-2009) and construction is expected to
occur next fiscal year (FY 2009-2010).
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Ti et
Dir for of Public Works/City Engineer
Attachments: Location Exhibit
Consultant Services Agreement
~~C~
Dana R. Kasdan
Engineering Services Manager
S:\City Council Items\2008 Council ItemsWpproval of CSA with Civil Works for Mitchell Storm Drain.l.docx
ATTACHMENT "A"
LOCATION EXHIBIT
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ATTACHMENT "B"
CONSULTANT SERVICES AGREEMENT
CONSULTANT SERVICES AGREEMENT
THIS AGREEMENT FOR CONSULTANT SERVICES, is made and entered into
this _ day of 20 by and between the CITY OF TUSTIN, a municipal
corporation, hereafter referred to as "City", and Civil Works Engineers, Inc., a California
Corporation, hereinafter referred to as "Consultant".
RECITALS
WHEREAS, City requires the services of a consultant to furnish-the necessary
Engineering Services for the Mitchell Avenue Storm Drain Project between Red Hill
Avenue and Newport Avenue (CIP No. 5035), hereinafter referred to as "Project"; and
WHEREAS, City has prepared a Request for Proposal (RFP) dated October,
2008, a copy of which is attached hereto, marked as Exhibit "A" and is by this reference
incorporated into this Agreement; and
WHEREAS, in response to City's RFP, Consultant has submitted to City a
proposal dated October 28, 2008, a copy of which is attached hereto marked as Exhibit
"B" and is by this reference incorporated into this Agreement; and
WHEREAS, Consultant is qualified to provide the necessary services for the
Project and desires to provide said services to City; and
WHEREAS, City desires to retain the services of Consultant for said Project.
NOW, THEREFORE, for the consideration and upon the terms and conditions
hereinafter set forth, the parties agree as follows:
AGREEMENT
Section 1: Scope of Consultant's Services
Consultant shall perform all work necessary to complete in a manner satisfactory
to City, the services set forth in Exhibit "A" and Exhibit "B" in accordance with the terms
and conditions of this Agreement.
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Section 2: Order of Precedence
In the event of a conflict between or among any of the documents comprising this
Agreement, the following order of precedence shall govern the provision in question:
1. This Agreement
2. City's Request for Proposal (Exhibit "A")
3. Consultant's Proposal (Exhibit "B")
Section 3: Time for Completion
The time for completion of the work to be performed by Consultant is an essential
condition of this Agreement. Consultant shall prosecute regularly and diligently the work
of this Agreement according to reasonable schedules established by the City for various
items described and as outlined within Consultant's proposal. Consultant shalt not be
accountable for delays in the progress of its work caused by any condition beyond its
control and without the fault or ,negligence of Consultant. Delays shall not entitle
Consultant to any additional compensation regardless of the party responsible for the
delay.
Section 4: Compensation
A. The compensation to be paid under this Agreement shall be as set forth in Exhibit
"B", which shall not exceed a total cost of $ 184.950.00.
B. Consultant shall submit detailed invoices, based upon the actual work performed
accompanied by backup documentation as requested by the City.
C. Progress payments for work completed shall be paid by City as the work
progresses, within thirty (30) days of the date of Consultant's invoice.
D. Consultant shall provide City with a monthly itemization of all work performed, and
the fees accrued thereon, in complete and sufficient detail to fully apprise City
thereof.
Section 5: Indeaendent Contractor
Consultant's relationship to City in the performance of this Agreement is that of an
independent contractor. Consultant's personnel performing services under this
Agreement shall at all times be under Consultant's exclusive direction and control and
shall be employees of Consultant and not employees of City. Consultant shall pay all
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wages, salaries and other amounts due its employees in connection with this Agreement
and shall be responsible for all reports and obligations respecting them, such as social
security, income tax withholding, unemployment compensation, worker's compensation
and similar matters.
Section 6: Indemnification
Consultant agrees to indemnify, defend and hold City, its officers, agents,
employees, successors and assigns harmless from any loss, damage, injury, sickness,
death, or other claim made by any person and from all costs, expenses and charges
including attorney's fees caused by or arising out of Consultant's, its officers', agents',
subcontractors', or employees' negligent acts, negligent errors, or negligent omissions or
willful misconduct, or conduct for which the law imposes strict liability on Consultant in the
performance or failure to perform this Agreement.
Section 7: Insurance
A. Consultant shall maintain in full force and effect during the term of this Agreement
policies of commercial general liability and automobile liability insurance (each of
which shall include property .damage and bodily injury) and each with limits of at
least $1,000,000 combined single limit coverage per occurrence.
B. Consultant shall maintain in full force and effect during the term of this Agreement
a policy of professional liability insurance coverage with limits of at least
$1,000,000 combined single limit coverage per claim or per occurrence. If
Consultant provides claims made professional liability insurance, Consultant shall
also agree in writing either (1) to purchase tail insurance in the amount required by
this Agreement or to cover claims made within five (5) years of the completion of
Consultant's service under this Agreement, or (2) to maintain professional liability
insurance coverage with the same carrier, or with an equivalent carrier in the
amount required by this Agreement for at least five (5) years after completion of
Consultant's services under this Agreement. Consultant shall also provide
evidence to the City of the purchase of the required tail insurance or continuation
of the professional liability policy by executing the attached Letter Agreement on
Consultant's letterhead.
C. Consultant shall carry and pay for such workers' compensation insurance as is
required to fully protect Consultant and its employees under California Worker's
Compensation Insurance Law. The insurance company shall agree to waive all
rights of subrogation against the City for losses paid under the policy, which losses
arose from the work performed by the named insured.
D. Other applicable insurance requirements are: (1) Name the City, its officials and
employees as additional insured on the commercial general liability and
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automobile liability insurance policies. (2) The insurance shall be issued by a
company authorized by the Insurance Department of the State of California and
rated A, VII (seven) or better (if an admitted carrier) or A-, X (ten) or better (if
offered by a surplus line broker), by the latest edition of Best's Key Rating Guide,
except that the City will accept workers' compensation insurance rated B-, V11
(seven) or better, or from the State Compensation fund. (3) The insurance shall
not be cancelled, except after thirty (30) days written prior notice to the City; and
(4) The commercial general liability and automobile liability insurance shall each
be primary as respects the City, and any other insurance maintained by the City
shall be in excess of this insurance and not contribute to it.
E. Upon execution of this Agreement, Consultant shall provide to City certificates of
insurance and insurer endorsements evidencing the required insurance. Insurer
endorsements (or a copy of the policy binder if applicable) shall be provided as
evidence of meeting the requirements of Subsections (1)(3) and (4) of Section 7D
above and the waiver of subrogation requirement in Section 7C above. If self-
insured for worker's compensation, Consultant shall submit to City a copy of its
certification of self-insurance issued by the Department of Industrial Relations.
Section 8: Termination of Agreement
A. City and Consultant shall each have the right to terminate any or all of the services
covered by this Agreement at any time or any reason by giving ten (10) business
days written advance notice to the other party.
B. Upon termination of this Agreement, Consultant shall be paid for services
rendered by the effective date of the termination.
C. Upon termination of this Agreement or completion of the Project, all documents
relating to the Project shall become the sole property of City. Should City
terminate this Agreement pursuant to subparagraph A. of this Section, Consultant
shall within ten (10) business days of receipt of notice of termination, provide City
with all documents within Consultant's possession relating to this Agreement and
the Project, including but not limited to all completed documents and all drafts of
uncompleted documents.
Section 9: Notice
Any notice allowed or required to be given shall be effective upon personal
delivery thereof, or upon depositing thereof in the United States Postal Service, certified
mail, upon receipt requested, postage prepaid, addressed as follows:
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To City: City of Tustin
Attn.: Tim D. Serlet, Director of Public Works/City Engineer
300 Centennial Way
Tustin, CA 92780-3715
To Consultant: Civil Works Engineers, Inc.
Attn.: Marie Marston, President
3151 Airway Avenue, Suite S-2
Costa Mesa, CA 92626
Section 10: Miscellaneous Provisions
A. Consultant shall proceed immediately and diligently to perform the services
provided for in this Agreement upon receipt of notice from City to proceed
therewith.
B. No part of this Agreement may be assigned by Consultant without the prior written
approval of City.
C. This Agreement shall extend to and be binding upon and inure to the benefit of
heirs, executors, administrators, successors and assigns of the respective parties
hereto.
D. Consultant shall perform all services required under this Agreement using that
degree of care and skill ordinarily exercised under similar conditions in similar
localities, and shall be responsible for all errors and omissions for services
performed by Consultant under the terms of this Agreement.
E. Consultant certifies that there shall be no discrimination against any employee
who is employed in the work covered by this Agreement, or against any
application of such employment, because of race, religion, color, sex, or national
origin including but not limited to, the following: employment, upgrading, demotion
or transfer, recruitment, or recruitment advertising, lay-off or termination, rate of
pay or other forms of compensation, and selection for training, including
apprenticeship.
F. This Agreement shall be interpreted in accordance with California Law. The
parties agree that the Orange County Superior Court is the exclusive venue for
any lawsuits by either party regarding this Agreement.
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IN WITNESS WHEREOF, this Agreement was executed by the parties on the date
and year first above written.
"CITY"
CITY OF TUSTIN
By
Jerry Amante
Title Mayor
ATTEST:
Pamela Stoker, City Clerk
APPROVED AS TO FORM:
Douglas C. Holland, City Attorney
"CONSULTANT"
Civil Works Engineers, Inc.
Marie Marston
Title President
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Civil Worb Engineers
November 20, 2008
City of Tustin
300 Centennial Way
Tustin, CA 92780
Attn: Dana R. Kasdan, Engineering Services Manager
Subject: Mitchell Avenue Storm Drain Project (CIP No. 5035).
Dear Mr. Kasdan:
Civil Works Engineers, Inc. has executed the Consultant Services Agreement for the above referenced
project. In lieu of providing occurrence based professional liability insurance coverage as required by the
Agreement, Civil Works Engineers, Inc. warrants and represents that it shall maintain insurance coverage
with the insurance company listed on the attachment, or with an equivalent carrier in the amounts
indicated for at least five (5) years after the completion of the consulting services under the Agreement.
Civil Works Engineers, lnc. will provide the City with certificates of insurance coverage within the period
established above in order to evidence compliance with this Agreement.
Sincerely,
CIVIL WORKS ENGINEERS, INC.
Marie Marston, President
ACCEPTED AND AGREED TO:
Tim D. Serlet
Director of Public Works/City Engineer
APPROVED AS TO FORM:
Douglas C. Holland
City Attorney
31 51 Airway Avenue, Suite S-2 Costa Mesa CA 92626
T 714.966.9060 F 714.966.9085
EXHIBIT "A"
CITY'S REQUEST FOR PROPOSAL
TUST~N
CITY OF TUSTIN
300 Centennial Way Tustin, California 92780
REQUEST FOR PROPOSALS
for
BUILDING OUR FUTURE
HONORING C)UR PAST
Professional Consulting Services
for the
Mitchell Ave. Storm Drain (CIP No. 5035)
October 2008
PROPOSAL SUBMITTALS: Responses to the Request for Proposal (RFP) are to be submitted to:
Dana R. Kasdan, P.E.
Engineering Services Manager
Public Works Department
City of Tustin
300 Centennial Way
Tustin, California 92780
no later than 4:00 P. M. on October 28, 2008. Four (4) copies of the proposal shall be
submitted in a sealed envelope and marked: "Proposal for .the Mitchell .Ave. Storm Drain
Project (CIP No. 5035)." Proposals received after the specified time will not be accepted and
will be returned unopened. Fees shall be provided in a separate sealed envelope. Questions
regarding this request will be limited to written form and shall be submitted no later than 7
calendar days prior to the deadline for proposal submission. Verbal inquiries will not be
accepted. Questions shall be directed to Dana Kasdan.
INDEX
i. Project Description 2
n. Schedule of Events 2
iii. Scope of Work 2-5
iv. Proposal Requirements 5-7
v. General Requirements 8-9
vi. Consultant Evaluation 8~ Selection Process 10
vii. Administration Specifications. 10-11
ATTACHMENTS
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 2008
Page 2
I. PROJECT DESCRIPTION
The project area covers the segment of Mitchell Ave. between Newport Ave. and Red Hill
Ave. The project will provide for the abandonment of the existing CMP arch storm drain,
located in the northerly parkway of Mitchell Ave., construction of an RCP storm drain located
within the street R/W, removal of existing cross-gutters at the intersections with Raleigh Place,
Debusk Lane, Tupelo Lane, and Utt Drive and construction of new curb inlet catch basins at
those locations, connection of existing catch basins to new storm drain at the intersections
with Del Amo Ave., Carfax Ave., and Tupelo Ln., construction of new curb returns and
handicap ramps at all intersections to current ADA standards as necessary, construction of
new driveway approaches to current ADA standards as necessary, asphalt concrete
construction at cross-gutter removal locations, asphalt concrete rehabilitation with new
asphalt surface course overlaid over entire street, removal and replacement of damaged
sidewalks, replacement of traffic signing and striping as necessary, and possible removal of
existing S.A.V.I. irrigation lines, if conflicting with proposed storm drain alignment. A location
map of the project area is attached (Attachment C) for reference.
II. SCHEDULE OF EVENTS
10/7/08 Issuance of Request for Proposals
10/21 /08 Deadline for written questions.
10/28/08 Proposals due at Tustin City Hall by 4:00 P.M.
1 1 /4/08 to 11 / 12/08 Anticipated interviews (est. date)
12/2/08 City Council Approval of Consultant Contract (est. date)
12/4/08 Issuance of notice-to-proceed (est. date)
III. SCOPE OF WORK
Although the City is attempting to identify the limits and services required, this should not
unnecessarily limit the consultant in the development of a scope it believes is necessary to
meet the City's goals and objectives:
1. DESIGN SURVEY AND BASE MAPPING
A detailed topographic survey and map, plotted at a scale of 1 " = 20'
supplemented with field inventories and verification shall be prepared and used by
the Consultant in the preparation of the storm drain and street improvement plans.
All existing surface features must be depicted clearly on these plans. A thorough
investigation of existing underground utilities shall be performed, including research
of record drawings on file at the City and all applicable utility companies and field
reconnaissance, including pot-holing as necessary. All existing utilities shall be
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 200
Page 3
accurately depicted both horizontally and vertically on the improvement plans and
profiles.
This survey work shall also include the filing of corner records for the tie-out of
existing monuments with the Orange County Surveyor prior to and after
construction.
2. GEOTECHNICAL
A complete geotechnical investigation shall be performed to evaluate the surface
and subsurface conditions along the project alignment. The report shall include,
but not be limited to the following: existing pavement conditions with in -place
strength test results, field core samplings with laboratory data and R-values,
recommendations for pavement design and rehabilitation, recommendations for
type and strength of concrete to be used for structures, any special trenching
requirements, and any other recommendations for the construction of the project.
3. HYDROLOGY /HYDRAULICS STUDY
A complete Hydrology/Hydraulics Study shall be prepared per the methods as
outlined in the Orange County Hydrology Manual. The study shall address the
adequacy or inadequacy of the existing 36" RCP at the connection point at Utt
Drive, thus determining the easterly limits of the storm drain project. If the 36" RCP is
deemed inadequate, the new storm drain shall connect to the existing 48" RCP at
Green Valley Ave. The location of the westerly-most proposed catch basin shall
also be determined, being the westerly limits of the storm drain project. The study
shall also include the determination of all catch basin and drain pipe sizes and the
hydraulic grade line (HGL), which shall be depicted on the storm drain profile.
4. IMPROVEMENT PLANS
Complete improvement plans and profiles shall be prepared in ink on standard 24"
x 36" mylar (4 mil) at a scale of 1 " = 20'. Traffic striping plans shall be prepared at a
scale of 1 " = 40'. All plans shall be prepared with the latest version of AutoCAD, and
shall follow the City's guidelines as described in Attachment D. The plans shall
include, but not be limited to the following: identification of topographic features,
existing underground utilities, curb and gutter, sidewalks, drive aprons, asphalt
concrete pavement, street lights and conduit, traffic signing and striping, traffic
signals, conduits and detector loops, traffic control, and all proposed improvements
clearly identified and dimensioned. The Consultant is responsible for determining
the limits of removal and replacement of deficient curb, curb and gutter, sidewalk
and driveway aprons; ac paving overlay limits; and developing an appropriate
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 200
Page 4
cost-effective rehabilitation strategy. The plans shall also include full construction
details, as required, including details and specifications for the abandonment of the
existing CMP arch storm drain and notes for removal of the existing S.A.V.I. irrigation
lines, if in conflict with the proposed storm drain alignment. The Consultant shall
study the alignment of the proposed storm drain and present the possible options to
the City for review and approval prior to preparation of final plans.
The Consultant is responsible for evaluating access ramps and driveway
approaches for compliance with the latest Federal standards and, where
applicable, access ramps and driveway approaches shall be redesigned to meet
the current Federal standards.
In preparation of the Plans and Specifications, the Consultant shall give special
consideration to and address the sensitive constructability issues specific to this
project, including but not limited to the following: construction schedule
coordination with elementary school, community park access, direct fronting
residences, high density residential complexes, and the fact that the street is a
highly used, collector type street.
5. SPECIFICATIONS
The City of Tustin has adopted the Standard Specifications for Public Works
Construction ("Green Book" latest edition) for highway construction, and the State
of California Standard Specifications and Plans (latest edition) for traffic signal,
signing and striping construction. The Consultant shall prepare detailed project
technical specifications for bidding and construction purposes in accordance with
the standard City format and with the City's standard boiler-plate detailed
specifications where applicable. The Consultant is responsible for Detailed
Technical Specifications (Section E) and the Bid Items Listing (to be included in
Section B). The City will prepare Sections A through D, excluding the Bid Items
Listing. Items to be addressed shall include, but not be limited to the following: all
construction items, resurfacing/reconstruction of road as necessary, abandonment
or removal of existing CMP arch storm drain, construction schedule/coordination
with school, traffic control, and surveying/staking.
6. ESTIMATES
The Consultant shall calculate quantities and prepare preliminary and final itemized
cost estimates for the various bid items. The City requires unit breakdown of
construction items. Lump sum items will require City approval, and requires
sufficient back-up information to justify the estimated cost. The final estimate is to
be submitted with the final construction plans and specifications.
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 200
Page 5
7. UTILITY COORDINATION
The Consultant shall provide full coordination with all affected utilities. This includes,
but is not limited to, distributing an initial notice with map of project area requesting
facility locations and a second notice with preliminary plans at the approximate
90~ completion stage. A utility log shall be maintained to track all correspondence,
responses, requests, and potential conflicts. It is the Consultant's responsibility to
ensure that a written response is received from all utility companies. Follow-up
correspondence will be required with utilities that need to be relocated or adjusted
prior to or during construction.
8. MAPPING, DOCUMENTATION AND PLAN PREPARATION REQUIREMENTS
For all deliverables, the Consultant shall strictly adhere to the requirements and
conditions specified in Attachment D titled:
"CITY OF TUSTIN MAPPING, PLAN PREPARATION 8~ DOCUMENTATION REQUIREMENTS"
IV. PROPOSAL REQUIREMENTS
Although the City requires no specific format, this section is intended to provide guidelines to
the consultant regarding features that the City will look for and expect to be included in the
proposal.
1. Content b Format
The City requests that proposals submitted be organized and presented in a neat
and logical format and are relevant to these services. Consultant's proposals shall
be clear, accurate, and comprehensive. Excessive or irrelevant material will not be
favorably received.
Proposals shall contain no more than 10 typed pages using a 10 point minimum font
size, including transmittal/offer letter and resumes of key people, but excluding
Index/Table of Contents, tables, charts, and graphic exhibits. The purpose of these
restrictions is to minimize the costs of proposal preparation and to ensure that the
response to the RFP is fully relevant to the project.
The proposal should include the following:
• Transmittal/offer letter.
• Page numbering.
• Index/Table of Contents.
• Approach.
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 200
Page 6
• Team Organization including an organization diagram and time commitment
of key staff.
• Statement of Qualifications including descriptions of similar projects by key
staff to be assigned during the term of the contract.
• Brief resumes of key staff.
• Schedule of Hourly Rates and fees in a separate sealed envelope.
2. Approach
A description of the firm's approach and work program to meet the city's
objectives shall be included. It should explain the technical approach,
methodology, and specific tasks and activities that will be performed to address the
specific issues and work items.
3. Team Organization
The purpose of this section is to describe the organization of the project team
including subconsultants and key staff. A project manager and an alternate
project manager shall be named who shall be the prime contact and be
responsible for coordinating all activities with the City. An organization diagram
shall be submitted showing all key team members and illustrating the relationship
between the City, the project manager, key staff, and subconsultants. There also
should be a brief description of the role and responsibilities of all key staff and
subconsultants identified in the team organization.
4. Statement of Qualifications
The information provided in this section should describe the qualifications of the firm
and key staff in performing projects within the past five years that are similar in
scope and size to demonstrate competence to perform these services. The
projects listed should be those that the key staff named for this project were
responsible for performing services. Information shall include:
• Narnes of key staff that participated on named projects and their specific
responsibilities.
• The client's name, contact person, addresses, and telephone numbers.
• A brief description of type and extent of services provided.
• Completion dates (estimated, if not yet completed).
• Total costs of the projects.
There should be included in the section brief resumes of key personnel who will
provide these services demonstrating their qualifications and experience. Resumes
should highlight education, relevant experience, licenses, and specific
responsibilities for services described.
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 200
Page 7
5. Fee Proposal
Compensation for services provided shall be based upon the consultant's detailed
fee proposal to furnish the services detailed in their proposal.
A Fee Proposal shall be submitted in a separate, sealed envelope and marked as
"Fee Proposal" along with the name of the project.
A work program together with a breakdown of labor hours by employee billing
classification together with the cost of non-labor and subconsultant services shall be
included with the fee proposal. The labor breakdown shall be compiled based
upon a listing of work tasks that correlates with the consultant's defined scope of
work for the project proposal. This information will be used by the City staff to
evaluate the reasonableness of the fee proposal and may be used in negotiating
the final fee amounts for the contract agreement.
The fee proposal of the three top ranked consultants will be opened at the
conclusion of the consultant evaluation and selection process. Fees will not be
used to determine the ranking of the consultants. The Fee Proposals of those
consultants not ranked in the top three will be returned to them unopened upon
award of contract to the selected consultant.
The City will negotiate the final fee with the top ranked consultant.
Reimbursable expenses shall not be allowed unless negotiated prior to a contract.
Price escalations during the contract term are disfavored and will not be allowed
unless negotiated prior to execution of contract.
Although no public meetings are anticipated, the fee proposal shall include a unit
cost for a public meeting (eg, $/public meeting) in the event a meeting will be
required.
The consultant shall prepare progress billings, reflective of the project schedule and
the scope of work completed, by line item and description.
6. Statement of Offer E~ Signature
The Proposal shall contain a statement that the proposals are a firm offer fora 90-
day period and signed by an individual authorized to act on behalf of the firm.
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 2008
Page 8
V. GENERAL REQUIREMENTS
. Insurance Requirements
The consultant shall furnish with the proposal proof of the following minimum
insurance coverage. These minimum levels of coverage are required to be
maintained for the duration of the project:
~i. General Liability and Automobile Liability Coverage - $1,000,000 per occurrence
for bodily injury and property damage. If Commercial General Liability
Insurance or other form with a general limit is used, either the general aggregate
limit shall apply separately to this project/location or the general aggregate limit
shall be twice the required occurrence limit.
8. Professional Liability Coverage - $1,000,000 per occurrence (note: A "claims
made" policy is acceptable). If consultant provides "claims made" coverage,
consultant shall also agree in writing either:
i. Purchase Tail Insurance in the amount required by the resulting
agreement to cover claims made within five years of completion of
consultant's services under the agreement.
ii. Maintain professional liability insurance coverage with the same carrier, or
with an equivalent carrier in the amount required by the resulting
agreement five years after completion of consultant's services under this
agreement.
The consultant shall provide written evidence of either form by executing the
attached letter agreement (Attachment B) on consultant letterhead.
C. Worker's Compensation Coverage -State statutory limits.
Deductibles, Self-Insurance Retentions, or Similar Forms of Coverage Limitations or
Modifications, must be declared to and approved by the City of Tustin.
The consultant is encouraged to contact its insurance carriers during the proposal
stage to ensure that the insurance requirements can be met if selected for
negotiation of a contract agreement. The City shall be named as Additional Insured
and no policy may be modified or cancelled prior to thirty j30) days written notice.
Certificates of insurance and insurer endorsements evidencing the required
insurance shall be provided.
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) -RFP
October 200
Page 9
2. Standard Form of Agreement
The consultant will enter into an agreement with the City based upon the contents
of the RFP and the consultant's proposal. The City's standard form of agreement is
included as Attachment A. The consultant shall carefully review the agreement,
and include with the proposal a description of any exceptions requested to the
standard contract. If there are no exceptions, a statement to that effect shall be
included in the proposal.
3. Disclaimer
This RFP does not commit the City to award a contract,. or to pay any costs incurred
in the preparation of the proposal. The City reserves the right to extend the due
date for the proposal, to accept or reject any or all proposals received as a result of
this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in
negotiations and to submit such technical, fee, or other revisions of their proposals
as may result from negotiations.
4. Assigned Representatives
The City will assign a responsible representative to administer the contract, and to
assist the consultant in obtaining information. The consultant also shall assign a
responsible representative (project manager) and an alternate, who shall be
identified in the proposal. The consultant's representative will remain in responsible
charge of the consultant's duties from the notice-to-proceed through project
completion. If the consultant's primary representative should be unable to
continue with the project, then the alternate representative identified in the
proposal shall become the project manager. The City's representative shall first
approve any substitution of representatives or subconsultants identified in the
proposal in writing. The City reserves the right to review and approve/disapprove all
key staff and subconsultant substitution or removal, and may consider such
changes not approved to be a breach of contract.
5. City Business License
A city business license will be required of the consultant and any subconsultants for
services under this agreement.
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 200
Page 10
VI. CONSULTANT EVALUATION >9i SELECTION PROCESS
The City's consultant evaluation and selection process is based upon Qualifications Based
Selection (QBS) for professional services. The following criteria will be used in evaluating the
proposals using a point value system (100 points) based upon the weighting indicated below:
1. Approach and work plan to achieve specified city objectives. (25 points)
2. Qualifications and experience of the project manager and other key individuals. (40
points)
3. Results of reference checks. (15 points) Reference checks will only be conducted
for a short list of firms or the top rated firm.
4. Clarity of proposal.. (10 points)
5. Compliance with proposal requirements including the 10 page limitation. (10 points)
The City may elect to interview a short list of qualified firms or to interview only the top rated
firm based upon the proposals submitted for the project.
The City staff will negotiate a contract with the best qualified firm for the desired consulting
services. Should the City staff be unable to negotiate a satisfactory contract with the firm
considered to be the most qualified, negotiations with that firm shall be formally terminated.
Negotiations will then be undertaken with the next most qualified firm. Failing accord with the
second most qualified firm, the City staff will terminate negotiations and continue the
negotiation process with the next most qualified firms in order of their evaluation ranking until
an agreement is reached and a firm is selected and an agreement is executed.
Additional information related to the consultant selection process will be made available in
the future once the City has executed this contract. Please refrain from making any verbal
inquires or requests for a formal debriefing related to the subject RFP until the City of Tustin
completes the ongoing contract process.
VII. ADMINISTRATION SPECIFICATIONS
A. The City of Tustin's Rights to Proposals
All proposals, upon submission to the City of Tustin shall become its property for use as
deemed appropriate. By submitting a proposal, the offer covenants not to make any
claim for or have any right to damages because of any misinterpretation or
misunderstanding of the specification, or because of any misinformation or lack of
information. The City of Tustin has the following prerogatives with regard to proposals
submitted:
- to accept or reject any or all proposals;
- to correct any arithmetic errors in any or all proposals submitted;
CITY OF TUSTIN
Mitchell Ave. Storm Drain (CIP No. 5035) - RFP
October 2008
Page 11
- to utilize any or all the ideas from proposals submitted;
- to change the proposal's due date upon appropriate notification;
- to adopt any or all of an offeror's proposal; and
- to negotiate modifications to the scope and fee with selected offeror prior to
contract award.
ATTACHMENTS
Attachment A --- Sample Consultant Services Agreement
Attachment B --- Letter Agreement
Attachment C - Location Map
Attachment D - City of Tustin Mapping, Plan Preparation 8~ Documentation
Requirements
S:\CD' Projects - Active\5035 -Mitchell Ave. Storm Diain\Design\Mitchell Ave SD RFP.doc
EXHIBIT "B"
CONSULTANT'S PROPOSAL
Proposal for
Mitchell Avenue Storm Drain
Prepared for:
City of Tustin
Prepared by:
Civil Works Engineers
3181 Airway Avenue Suite S-s
Costa Mesa, CA 9Z6z6
(714) 9~-9~
October zoo8
Civil Wort En~inesn
C
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October 28, 2008
Dana Kasden, P.E.
Engineering Services Manager
City of Tustin
300 Centennial Way
Tustin, CA 92780
Reference: Proposal for Consulting Engineering Services for the
Mitchell Avenue Storm Drain Project (CIP No. 5035)
Dear Mr. Kasden:
We are pleased to present our proposal to provide professional services to the City in response to your
f RFP for the above referenced projects. Our core Project Team is intentionally composed of firms and
personnel with whom we have worked on similar projects in the past. Our Team includes specialists for
. civil, traffic, geotechnical, and surveying. The leaders of each discipline are highly experienced with each
having more than 10 years of similar projects involvement. Our team is:
Prime: Civil Works Engineers Project Lead, Civil Engineering
' Sub: Diaz Yourman 8 Associates Geotechnical Engineering
Sub: Austin-Foust Associates Traffic Engineering
Sub: Calvada Surveying Surveying
We believe our Project Team would make an excellent choice for the City for this project as we have
successfully worked for many cities on similar projects and have the staff available to complete the
projects. Our staff has significant prior roadway experience working with local agencies, municipalities,
and Caltrans. We are locally based in Orange County and can provide responsive service for the project.
The combination of these assets assures you of Civil Works Engineer's understanding of the potential
work required and the ability to coordinate and effectively manage the required work.
We know the success of a project is dependent upon the key staff assigned, particularly the project
manager. I am very experienced as a project manager and will commit to the City that the key personnel
identified within would be used in the project performance. Please call if you have any questions and
thank you in advance for your consideration.
Sincerely,
~;~ iti't-~•~
__ Marie Marston, P.E.
Principal
31 51 Airway Avenue, Suite 5-2 Costa Mesa CA 92626
T 714.966.9060 F 714.966.9085
Table of Contents
Section A Project Understanding and Approach ............................................ 1
Section B Project Team Organization ............................................................ 6
Section C Statement of Qualifications ............................................................ 9
Section D Statement of Offer & Signature ...................................................... 9
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Addendum A -Organizational Chart
Addendum B -Key Staff Availability Chart
Civ~ Worb ErpinNrs
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3151 Airway Avenue, Suite S-2 Costa Mesa CA 92626
T 714.966.9060 F 714.966.9085
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TUSTIN City of Tustin
Proposal for
Mitchell Avenue Storm Drain Project (CIP No. 5035)
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Section A. Project Understanding and Approach
1. Introduction 8 Purpose
The City of Tustin is seeking professional engineering design services for storm drain and pavement
improvements to Mitchell Avenue between Newport Avenue and Red Hill Avenue.. The projects are
proposed to be designed in the 2008-09 fiscal year and constructed thereafter. The City's intent is for the
project to provide for:
• Abandonment of the Existing CMP Arch Storm Drain
• Construction of an RCP Storm Drain
• Removal of Existing Cross Gutters
• Construction of New Curb Inlet Catch Basins
• Connection of Existing Catch Basins to New Storm Drains
• Construction of New Curb Returns and New Driveway
Approaches
• AC Pavement Construction at Cross Gutter Removal Locations
• AC Pavement Overlay of Entire Street
• Removal and Replacement of Damaged Sidewalks and Construction of ADA Compliant Access
Ramps
• Replacement of Traffic Signing and Striping
• Removal of Existing SAVI Irrigation (possible)
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2. Project Understanding
a. Existing Conditions
In this segment, Mitchell Avenue is a two-lane undivided collector street
within a 66' right of way, and a 50' curb to curb width. There is sidewalk on
both sides of the street along with a landscaped parkway. The landscaping
consists of mostly grass and some trees. On-street parking is allowed on
both sides except where restricted by red curb. The project length is
approximately 2,600 feet. The posted speed limit on this street is 30 mph,
except through the school zone. From visual inspection, the pavement
condition throughout the entire length is in fair condition. There is no bus
route along this street. Mitchell Avenue is adjacent to residences,
apartments, commercial uses including fast •food restaurant, gas station, and Laundromat (at Newport
Avenue and Red Hill Avenue), Frontier Park, and Benjamin F. Beswick Elementary School.
Within this reach of Mitchell Avenue are 5 T-intersections on the north
side (Raleigh Place, Debusk Lane, Del Amo Avenue, Carfax Avenue, Utt
Drive) and 2 T-intersections on the south side (Tupelo Lane, Green
Valley Drive). Signals and right turn lane striping is provided only at the
intersections with Newport Avenue and Red Hill Avenue. Loops exist on
at both of these intersections. Existing access ramps do not meet current
standards as they do not have truncated domes and some intersections
including Del Amo Avenue as shown in the photo to the right and Carfax
Avenue, do not have any ramps. By visual inspection and from as-builts
review, it appears the existing utilities consist of overhead street lighting,
suvmitted by: Civil Works Engineers, lnc.
Page 1
TUSTIN City of Tustin
Proposal for
Mitchell Avenue Storm Drain Project (CIP No. 5035)
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overhead electrical, underground telephone, 27" sewer (OCSD), 21" sewer (OCSD), 8" sewer (OCSD), 8"
water, 4" water, 20' water (IRWD), 3" gas (Southern California Gas), 16" SAVI irrigation. There are also two
curb-opening drainage catch basins, one on each side of the street.
County of Orange drainage facility, F10P01, the "Red Hill Storm Drain" is located in Red Hill. It begins at
Mitchell Avenue and flows south. The Orange County Watershed map shows this as a 48" RCP at the
intersection with Red Hill. County of Orange drainage facility, F10P02, the "Tustin-Newport Storm Drain" is
located in Newport Avenue and flows south. ,The Orange County Watershed map shows this as a 66" RCP.
b. Proaosed Improvements
The primary focus of the project is to abandon the existing CMP arch
storm drain which is currently located within the northerly parkway of
Mitchell Avenue and construct a replacement RCP storm drain within the
street limits. The Orange County Watershed map shows this CMP as a
22" by 36" CMP arch. Additional parts of the project include removal of
existing cross gutters at Raleigh Place, Debusk Lane, Tupelo Lane, and
Utt Drive. At these locations, new curb inlet catch basins would be
constructed. At Del Amo Avenue, Carfax Avenue and Tupelo Lane, the
existing catch basins would be connected to the new storm drains. Also
at these locations, new AC pavement would be constructed in place of
the removed cross gutters.
3. Project Approach
In addition to the pavement repair methods, we will also examine the
existing curb, curb & gutter, sidewalk, and access ramps for areas
needing. replacement due to damage and compliance with ADA
accessibility standards. This work will be coordinated with the City, most
likely through a field walk. New driveway approaches will also be
constructed as necessary to meet ADA compliance. Finally, the City
desires to provide an AC overlay over the entire street segment. This will
necessitate replacement of striping and loop detectors at the intersections
with Newport Avenue and Red Hill Avenue.
We have developed the project task fist below to meet the City's goals on this project:
~,,. Task 1 Design Survey and Base Mapping
Task 2 Geotechnical Investigation
Task 3 Utility Investigation /Coordination
Task 4 Hydrology /Hydraulics Study
Task 5 Improvement Plans
Task 6 Specifications
Task 7 Quantity and Cost Estimates
Task 8 Construction Engineering
Task 9
:~ Project Management
Task 1 Desi4n Survev and Base MaDDina
We will research Orange County horizontal and vertical control and recover nearby monuments for the basis
of our surveys. We will establish right of way limits, property lines, existing centerline, and easements within
the project limits. Elevations will be established by conventional leveling from nearby County benchmarks.
Submitted by: Civil Waks Engineers, lnc. Page 2
TUSTIN City of Tustin
Proposal for
-~ Mitchell Avenue Storm Drain Project (CIP No. 5035)
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Our topographic survey will identify all existing street improvements, drainage structures, utility facilities,
landscaping, trees, fences, walls, retaining curbs, signs, street lights, existing storm drain systems, cross
gutters and spandrels, etc., and other appurtenant improvements. Cross sections will be taken to determine
t cross slopes grades are within standards and ensure positive drainage. They will be taken at 50-foot
Il intervals, with elevations at top of curb, gutter flow lines, EG, EP, lane lines, centerlines, all angle points,
driveways and centerline of driveway approach, beginning, half delta, and ends of curb returns, top and
bottom of "x". We will survey 20 feet beyond property line (on private property) along the driveway
approaches and obtain elevations at 5-foot intervals. We will also obtain elevations of damaged curbs and
gutters (C8G) and sidewalks, which will extend 100 feet beyond both sides of damaged limits at 10-foot
intervals. The survey will extend 100 feet onto the cross streets from BCRs and ECRs.
t.j The survey will include the filing of corner records for the survey tie-out of existing monuments with the
Orange County Surveyor prior to and after construction.
Survey data will be downloaded and imported into AutoCAD, a digital terrain model (DTM) will be produced,
and cross sections cut at the appropriate intervals. Record map information will be included to indicate
existing right-of--way lines. Research will be performed at the City to collect available information, including
as-builts, utility data, storm drain plans and profiles, survey control records, right-of--way maps, etc. Afield
walk will be taken to augment the base map. The survey data will be compiled with collected existing
information from the City to generate base maps for use at 20 and 40 scale and for the hydrology map.
Task 2 Geotechnical Investigation
I Diaz•Yourman & Associates (DYA) will provide geotechnical engineering recommendations for the new
storm drain and the pavement overlay.
We propose to drill 4 borings, each 15-20 feet deep. We will mark the boring locations in the field, contact
underground service alert (USA), and provide traffic control based on the WATCH manual. The borings will
be backfilled following the City's requirements. The laboratory testing will consist of determining moisture
content/dry density, particle size analysis, shear strength, corrosion potential tests, R-value, sand
equivalency, compaction requirements, and Atterberg limits. Following the laboratory testing, we will prepare
a report with conclusions and recommendations, including seismic hazards, earthwork/grading, backfill and
bedding, trench excavations, temporary excavation support, lateral earth pressures, corrosion potential, and
asphalt pavement overlay thickness.
Pavement overlay thickness requirements will be based on the results of the pavement deflection testing.
Testing will be through use of a falling weight deflectometer (FWD). The FWD method is anon-destructive
method which measures the pavement response to a falling weight. The measured response can then be
utilized to evaluate the existing pavement and subgrade properties and used for rehabilitation design. FWD
will be performed at approximately 100-foot intervals on the through-lanes to collect a significant amount of
data in a rapid manner. The interpreted and correlated FWD, boring and laboratory data will be the basis for
our recommendations for pavement overlay.
Task 3 Utility Investigation /Coordination
We will make contact with underground and overhead utility companies which have facilities within the
project limits to notify them and obtain copies of their as-built plans to verify location, type, and size of facility.
Information collected will be added to the base map and then forwarded back to the utility companies for
verbcation. Continued coordination and related follow-up with the affected underground and overhead utility
~~~ companies regarding the specific impact locations will be performed throughout the project. We will identify
their future needs. All coordination and correspondence will be maintained in a log.
The alignment of the proposed replacement storm drain will be constrained due to the number and location
of existing utilities within Mitchell Avenue. Once the necessary pipe size is determined, we will examine
Submitted by: Ci~l Works Engineers, Inc. Page 3
TUSTIN City of Tustin
Proposal for
,... Mitchell Avenue Storm Drain Project (CIP No. 5035)
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potential alignments along Mitchell to minimize disruption to existing facilities, knowing the City would prefer
an alignment within the street itself. We will identify the utility impacts associated with the potential storm
drain alignments. Once the preferred storm drain alignment is selected, we will summarize the impact upon
existing utilities. Potholing of each utility crossing will be performed to verify the location of the existing
facility and ensure the storm drain alignment is possible. Also to construct the pavement overlay, adjustment
to grade of existing manholes and valve covers is anticipated. It may be necessary for utility modifications to
be included in the City's plan set, although some of the utility owners may require their redesign separately.
We will coordinate with the utility companies to determine the course of action appropriate for each facility.
Costs associated with utility mod cations or relocation will be identified. Since there are IRWD facilities
present, we will discuss with the City whether these need to be itemized and cost separately from the other
utilities to allow for ease of reimbursement. At the 90% completion stage, one set of construction plans will
be forwarded to each of the utility companies. The actual relocation work will then need to be scheduled
either prior to or during project construction depending on the conflict.
Task 4 Hvdrolo4v / Hydraulics Study
We understand the City does not have existing drainage information available other than as-builts which
show some minimal hydraulic grade line information. We will review existing drainage reports and previous
studies, such as Orange County Area Drainage Plan (ADP), if available and Orange County drainage maps.
Since we do not anticipate much existing data will be available, we will review our survey, previous
topographic maps, and existing drainage facility as-builts to gain an understanding of the area currently
contributing flow to the 22" by 36" CM arch, determine the existing drainage patterns, the existing drainage
system, and design parameters. Hydrology and hydraulic parameters will be collected through visual
inspection and photographs, to be incorporated while making hydrology and hydraulic calculations.
Our base map will be utilized to create a hydrological area map showing drainage areas. A hydrology study
will be prepared for the area contributing to the existing arch drain. Hydrologic calculations will be prepared
to determine the necessary size of the replacement storm drain and existing flows. Per the City's request,
the onsite hydrology calculations will be prepared for the 25-year storm event using the Orange County
Hydrology Manual rational method. An existing conditions drainage map will be prepared to be incorporated
in the drainage report. .
We will also review the existing streets' runoff carrying capacity and flooding locations. Hydraulic
calculations will be prepared for the existing system and the proposed replacement storm drain. Following
the determination of flows, we will review the existing drainage system, including the existing locations and
capacities of inlets, drainage pipes, and outlets. This will include the adequacy of the existing 36" RCP at
the connection point at Utt Drive. Subsequently we will make recommendations for the new pipe,
connections to the new pipe, and adequacies of existing catch basins. If the existing 36" pipe is deemed
inadequate, the new storm drain pipe will not connect to it, but rather to the existing 48" RCP at Green Valley
Avenue. Hydraulic grade line (HGL) information will be added to the storm drain profile.
Task 5 Improvement Plans
Construction plans will be prepared on 24" by 36" sheets. Plan sheets will utilize the City's standards as
contained in the "Mapping, Plan Preparation, & Documentation Requirements". Stationing on plan sheets
will follow the stationing of existing as-built improvement plans stationing as obtained from the City. The plan
set is expected to include the following sheets.
• Titfe (NTS)
• Typical Sections (NTS)
• Street 8 Drainage Plan and Profile (1 "=20'H, 1 "=2'V)
• Utility Mod cation Plans
• Construction Details (drainage details, access ramps, driveways, other details) (1 "=10')
• Pavement Delineation (& loop detector replacement) (1"=40')
sunm~nea ay: civil Works Engineers, inc.
Page 4
y TUSTIN City of Tustin
Proposal for
~,,.. Mitchell Avenue Storm Drain Project (CIP No. 5035)
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The street plans will include: centerline, right of way lines, existing AC and PCC improvements, existing
utility features and disposition, fences, trees, pavement rehabilitation limits, signing, and loop detector
replacement. All proposed improvements will be clearly identified and dimensioned. Specific limits of curb
and gutter, sidewalk, access ramps, and driveway replacement will be detailed. These will be based on a
field walk which the City personnel can join us on. It is not anticipated that street intersection sheets will be
necessary. Detailed cross section sheets are also not anticipated. We understand construction staging and
traffic control is a Contractor responsibility.
~ ; The latest edition of the appropriate standards, manuals, and Autocad software will be used. We will use the
City's standards as well as APWA Standards and the Greenbook. PSB~E will be submitted to the City at the
50%, 90% and 100% completion levels. Up to 5 plan sets will be submitted at each stage.
Task 6 Specifications
We anticipate preparing spec cations using the Standard Spec cations for Public Works Construction
' ("Greenbook") as a basis per City standard. Caltrans Standard Specifications would be utilized for traffic
signal, signing and striping. The City will provide the proposal forms, current standard general provisions,
and construction contract agreement. We will work with the City on assembling the entire contract document
package, understanding that our responsibility is the preparation of the detailed technical specifications and
the bid list in City format. Spec cations will be prepared using MS Word 2007.
Task 7 Quantity and Cost Estimates
A cost estimate must be prepared to inform the City of the upcoming financial obligation and to provide an
engineer's estimate. In the preliminary engineering, we will prepare an estimate for cost comparison of
reconstruction and overlay methods. Once the intended improvement is established, we will generate an
r estimate with quantities and unit prices for each work item along with appropriate mobilization and
contingency costs. Costs for associate utility work will also be included in the estimate, with IRWD
t separated. We will research the latest unit prices available and consult the City on speck prices and use
our own information from other recent bids as available to ensure the unit prices are current. The cost
' estimates will be updated at each submittal to reflect the current stage of design.
Using the cost estimate, we will determine which items will be included as contract items in the bid list.
Since the engineer's cost estimate and bid proposal may not list the same items, we will ensure the bid list
covers means of payment for all work items. We have found an essential part of the PSBE is preparing a bid
proposal which references the location of the Contractor's payment clause. In this manner, we can ensure
that all bid items have a clear manner of payment. We cross check the construction plans, cost estimate and
bid item list to ensure all items of work are paid for, correct bid and estimate item size and quantity.
Task 8 Construction Engineering
., At the request of the City, we can perform various tasks during construction. This could include attending
the pre-bid meeting and pre-construction meetings, responding to and logging bidders' questions, preparing
addenda if changes are discovered or clarifications are needed that should be reflected in the contractor's
bids, analysis of the contractor's payment schedule, analysis of the construction schedule, reviewing shop
drawing submittals from the contractor for conformity with the intent of the plans and spec cations,
responding to Requests for Information, meeting with the City and contractor, periodic site visits, etc.
We will prepare a SWPPP based on the California Stormwater Quality Association template. Exhibits will be
prepared for the Notice of Intent (NOI) for submittal to the state. We will observe the layout and installation
~+ of the proposed pavement. Following construction, we will acquire the Contractor's daily red-pencil "as-built"
plans from the City and prepare the final "as-built" set of drawings.
Submitted by: Civil Works Engineers, Inc. Page 5
TUSTIN City of Tustin
Proposal for
y .,. Mitchell Avenue Storm Drain Project (CIP No. 5035)
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Task 8 Proiect Management
. Ms. Marston, is a "hands-on" project manager, and has been a key team member on numerous street
improvement design projects which included roadway improvements, grading and drainage, utility
involvements, permitting, CADD, demolition and removals, and striping. Many were locally sponsored and
involved multi-agency coordination, along with multi-consultant management. Communication plays a large
role in successful project coordination. Our project manager, Marie Marston, will be the primary point of
contact. David Grantham will be our alternate project manager.
Quality Assurance/Quality Control -Our Quality Assurance /Quality Control program is a large part of
providing a detailed and coordinated design document. Our QA/QC procedure is implemented throughout
r ; the project life, not just before construction. Our QA/QC plan will include checking the documents in
}~,r advance of all submittals. The review will compare the documents to the appropriate requirements/manuals.
The QA/QC program extends to our subconsultants.
Coordination $ Meetings - We suggest that regular progress meetings will be held as they are a fundamental
management tool. The purpose of the meetings is to discuss progress, general and speck project issues,
exchange information, resolve issues, receive direction, to review schedule, and to facilitate coordination.
We have found close team coordination and regular meetings facilitate the required communication.
Proiect Schedule - We will utilize Primavera Suretrak as the scheduling software. A schedule will be
prepared at the onset of the project and reviewed regularly and updated as the project progresses.
~ , Proiect Construction Cost Monitoring - It is important throughout the design to keep an eye on the project
cost, to ensure it is within the client's budget and expectations. The project cost will be developed using the
latest. available unit price information. We base our cost estimating upon our knowledge of the transportation
` industry, which includes keeping abreast of current bid prices, reviewing cost data books, monitoring
construction techniques, conversations with cities, counties, Caltrans, relationships with contractors, and
publications.
' Section B. Team Organization
1. Project Team
Clvll Works Engineers is a professional civil engineering consulting firm providing a broad range of
planning and design services for transportation, drainage, and site civil projects. We work for public and
private clients and provide project development from project inception through design and ultimately through
. construction. Our transportation engineers are specialized in both freeway system facilities working with
~_. Caltrans and on local street improvement projects working with municipalities and developers. Our projects
range from road rehabilitations to complex reconstruction of interchanges.
We have identified the expertise required to complete the project given the description of services contained
in the Request for Proposal. Our Team is highly-qualified and seasoned based on the requirements of this
project, quality reputations and strengths of the firms, their personnel, and very importantly, our previous
working relationships. The Team is complete and includes all the disciplines to successfully complete the
project. Supporting the Civil Works Engineers' Project Team in subconsultant roles will be:
Diaz Yourman 8 Associates - Geotechnical Engineering
Austin Foust Associates -Traffic Engineering
Calvada Surveying, Inc. -Survey
Submitted by: Civil Works Engineers, Inc. Page 6
+ TUSTIN City of Tustin
Proposal for
.. Mitchell Avenue Storm Drain Project (CIP No. 5035)
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Diaz Yourman 8 Associates
Diaz•Yourman 8 Associates (DYA) is a geotechnical consulting services corporation founded in December
1992. They are a small, minority-owned and disadvantaged business enterprise. DYA has 23 employees,
t . including 18 engineers with graduate level degrees in geotechnical engineering. Their engineers have
extensive geotechnical design and construction experience for a wide array of project types, including
i ° transportation, ports and harbors, infrastructure, industrial, commercial, institutional, and environmental.
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Calvada
Calvada Surveying, Inc., established in 1989, is a leading land surveyor providing professional land
surveying services, including ALTA Surveys, ACSM Surveys and 3D High Definition Land Surveying
services throughout the Western United States. Calvada Land Surveying has gained an impressive record of
repeat business and land surveyor referrals with public and private clients such as governmental agencies,
developers, land brokers, engineers/architects, contractors, and municipalities. Their service philosophy is to
provide competitive prices, high quality, and meet clients' needs and deadlines.
Austin Foust Associates
The firm of Austin-Foust Associates, Inc. (AFA) provides a broad range of consulting services in the area of
traffic engineering and transportation planning. Clients served include public and private entities throughout
southern California, with services ranging from special studies directed at specfic problems to
comprehensive projects involving all facets of transportation and traffic engineering.
The staff of these firms have proven expertise in planning and design: Consistent delivery of best possible
solutions on time and within budget has proven a valuable marketing tool for all members of the team. We
have worked with these firms and the proposed personnel successfully on previous projects. We are
confident in our ability to deliver a successful project to the City.
Civil Works Engineers has worked with the Project Team on numerous projects, as follows:
- Superior Avenue Pavement Rehabilitation, Diaz Yourman & Associates
- South Coast Drive Pavement Rehabilitation, Diaz Yourman $ Associates
- Mesa Drive /Irvine Avenue Final Design, Diaz Yourman 8 Associates
- Azusa Avenue Improvements, Austin Foust Associates
- Bastanchury Road Improvements, Austin Foust Associates
2. Key Personnel
MARIE MARSTON, P.E. -Project Manager REPRESENTATIVE PROJECTS
EDUCATION - B.S., 1980, Civil Engineering, Oregon • Wilson Street, Sakioka Drive, Superior Avenue,
State University M.B.A., 1988, University of 8 South Coast Drive Pavement Rehabilitation,
California, Irvine City of Costa Mesa. Project Manager
PROFESSIONAL DATA - CA PE #38798,1984 SR-91 Express Lanes, Preventive Pavement
EXPERIENCE OVERVIEW Maintenance, OCTA, Caltrans D12. Project
Marie Marston, P.E., principal and president of Civil Manager
Works Engineers, Inc., has 27 years of professional . Paseo Rancho Castilla, Circle Drive ~ Campus
civil engineering public works experience. Drive, CSULA, Pro'ect En inset
Submitted by: Civil Works Engineers, Inc.
Page 7
TUSTIN City of Tustin
Proposal for
.,.. Mitchell Avenue Storm Drain Project (CIP No. 5035)
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DAVID GRANTHAM, P.E. -Project Civil Engineer REPRESENTATIVE PROJECTS
EDUCATION - B.S - 1996, Civil Engineering, Superior Avenue Pavement Rehabilitation, City
California State Poly University, Pomona, CA of Costa Mesa. Project Engineer
PROFESSIONAL DATA - CA PE #59999, 2000 . South Coast Drive Pavement Rehabilitation
EXPERIENCE OVERVIEW -12 years experience in ,
City of Costa Mesa. Project Engineer
public works improvement projects planning, design, . Paseo Rancho Castilla, Circle Drive & Campus
and construction. Drive Pavement Rehabilitation, CSULA, Project
Engineer
FRANCOIS ZUGMEYER, P.E. -Senior Engineer REPRESENTATIVE PROJECTS
EDUCATION -Civil Engineering Degree from • Wilson Street Pavement Rehabilitation, City of
E.N.S.A.I. Strasbourg, France. 1972 Costa Mesa. Project Engineer
PROFESSIONAL DATA - CA PE #31046, 1979 Sakioka Drive Pavement Rehabilitation, City of
EXPERIENCE OVERVIEW - 35+ years experience Costa Mesa. Project Engineer
in public works projects and site development • SR-91 Express Lanes, Preventive Pavement
including transportation, hydrology, hydraulics, storm Maintenance, OCTA, Caltrans D12. Support
water, and grading. Engineer
GARY GILBERT, P.E. -Civil Engineer REPRESENTATIVE PROJECTS
EDUCATION - M.S., 2002, Civil Engineering, Superior Avenue Pavement Rehabilitation, City
California State University, Long Beach, CA of Costa Mesa. Geotechnical Engineer
B.S., 1996, Civil Engineering, California State Red Hill Ave. Grade Separation, City of Tustin.
University, Long Beach, CA Geotechnical Engineer
PROFESSIONAL DATA - CA PE #062781, 2002 • pigeon Pass Road Widening
City of Moreno
EXPERIENCE OVERVIEW -10 years of
geotechnical engineering experience, including ,
Valley. Geotechnical Manager
streets and hi hwa avements, i alines, etc.
JOE FOUST -Traffic Engineer REPRESENTATIVE PROJECTS
EDUCATION - B.S. in Civil Engineering, M.S. in Examples of recent Traffic Signals and Modifications
Transportation are as follows:
PROFESSIONAL DATA-CA PE #20258, CA TE
~~ • 20"' and Olympic
EXPERIENCE OVERVIEW - Co-founder of Austin- . 20~' and Cloverfield
Foust Associates, 20 years ago. Designed and , 182"d and Western
directed the preparation of plans for many traffic
engineering projects, including traffic signal Stewart and Colorado
•
installation.
ARMANDO DUPONT, PLS REPRESENTATIVE PROJECTS
EDUCATION - A.A. Civil Engineering, Fullerton . Los Angeles County Sanitation Districts -Project
College, Fullerton, California, Land Surveying, Manager and Lead Surveyor for topographic
California State University, Pomona, California survey.
PROFESSIONAL DATA - CA License # 7780-2001 . IT Group-EI Toro, California -Project Manager
EXPERIENCE OVERVIEW -Topographic mapping, and Lead Surveyor for the topographic survey of
boundary and ALTAIACSM Land Title Surveys, the entire EI Toro Marine Corps Air Station.
construction surveying, and targeting and control for Bechtel National-Seal Beach, Calffornia -
photogrammetryobservations. Completion survey at Naval Weapons Station.
Submitted by: Civil Works Engineers, Inc.
Page 8
a TUSTIN
City of Tustin
Proposal for
~~~~. Mitchell Avenue Storm Drain Project (CIP No. 5035)
...a~~.„~,.,
IMWMIr.IIIH M.
Section C. Statement of Qualifications
Drainage Improvement Projects
Client: City of Yorba Linda, Jacki Niemi, P.E. (714) 961-7171
Design Completed: 2006 Construction Completed: 2006 Construction Cost: $412,000
(~ Civil Works prepared construction plans for a new 24" storm drain on Yorba Linda Boulevard, to alleviate
t flooding of the third westbound lane during a storm event. We also prepared plans for the installation of rip
rap and protection barrier trash rack for existing 84" inlet serving the hills above the City. We completed
T plans for new 30" and 36" storm drain pipes in the local street Avenida Puesta Del Sol to provide upstream
drainage improvement to eliminate localized flooding problems in a downstream residential neighborhood.
Meaa Drive /Irvine Avenue Preliminary Design
e Client: City of Newport Beach, Tony Brine, (949) 644-3329
Final Design Underway -Expected Completion 2008
Estimated Construction Cost: $ 700,000
Civil Works prepared the final design for the intersection widening in
conjunction with The County of Orange preparing plans to widen
Irvine Avenue. The City wanted to convert a westbound through
lane to a second left turn lane, to head southbound on Irvine
Avenue. The lane conversion requires restriping of Mesa Drive and
the widening along Mesa Drive will require the acquisition of right-
of-way and retaining walls. The County required a detailed drainage analysis along Mesa Drive west of the
intersection to avoid any flow entering the intersection.
South Coast Drive and Superior Avenue Pavement Rehabilitation
Client: City of Costa Mesa, Fariba Fazeli, (714) 754-5378
' . Design Completed: March 2007 Construction Completed: 2008
Construction Cost: South Coast Drive - $1.3 million, Superior Avenue - $1.63 million
Civil Works Engineers prepared the final design and construction documents for two pavement rehabilitation
projects. The projects were:
• South Coast Drive from Carmel Drive to San Leandro Lane (1/3 mile). The project involved
complete pavement reconstruction for the two-lane collector street.
• Superior Avenue from City limits to Anaheim Avenue (1/2 mile). The project involved pavement
. overlay and complete reconstruction for the arterial street, located in a busy commercial area:
We also prepared the forms required by Caltrans Local Assistance for federal funding including the
Preliminary Environmental Study, the Request for Authorization for Construction, the Roadway Data Form,
the PSBE Certification Form, the RNV Cert~cation Form, the Finance Letter, and the Construction Form.
Section D. Statement of Offer ~ Signature
This Civil Works Engineers proposal is valid for a minimum of 90 days from October 28, 2008. A binding
signature by the principal of the firm is provided below.
Marie Marston, P.E.
President
Submitted by: Civil Works Engineers, Inc. Page 9
}
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Addendum A
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Key Staff Name Firm Dec 08 -Feb 09 Mar 09 -May 09 June 09 -Aug 09
Marie Marston Civil Works 60% 70% 80%
David Grantham Civil Works 50% 70% 80%
Francois Zugmeyer Civil Works 60% 70% 90%
Gary Gilbert Diaz Yourman ~ 50% 50% 80%
Joe Foust Austin Foust 65% 90% 90%
Armando DuPont Calvada Surveying 80% 90% 90%
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Civil World En~irrNa
October 28, 2008
Dana Kasden, P.E.
Engineering Services Manager
City of Tustin
300 Centennial Way
Tustin, CA 92780
Reference: Proposal for Consulting Engineering Services for the
Mitchell Avenue Storm Drain Project (CIP No. 5035)
Dear Mr. Kasden:
Attached is our fee estimate for your review. This fee is based on the scope of work, tasks, and
manhours as contained in the proposal. We would be happy to discuss our assumptions, the specific
tasks, and estimates with you to negotiate a mutually desirable fee.
If you have any questions or would like to discuss, please call.
Sincerely,
Marie Marston, P.E.
President
31 51 Airway Avenue, Suite S-2 Costa Mesa CA 92626
T 714.966.9060 F 714.966.9085
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CLIENT: Cfly of Tustin Civil Works Engineers
PROD: Mitchell Avenue SD Replacement -Newport Avenue to Red Hill Avenue ProJawt Rats
JOB No: LABOR
DATE: 10/28/08
Class PoskionMame A B C D E F O Hours Total
A Prtnci I /Senior Pro ed Mena er 12 12 800
51
,
C Senbr Engineer 238 238 529,750
.. ..~G~f~bF :.................... !~`.:~>:~:::»:;:::~»:::~>::»:>:~;::>:»>»::z:.>:.::•:;:~:~:.;:.;• •.s::::<:~:::~s::»:: s>?:::<::~:~~:::'s:»z<z:>z:»: .: :::::dry ~ .:
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E Jr. Engineer /
......................
.:
Desiansr• 410 410 536,900
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C3 Clerical /Administrative Support. • .••..
••
• ~~~ 18 18 51,080
Totals
12 93 238 282 410 0 18 1053 5114,500
Task
No. Function Descrl Ion A B C D E F d Hours Total
f sheets
Task 1 Design Survey b Base Mapping
Collect As-Built 4 4 5440
Ske Review 8 6 6660
Coordinate Field Survey 4 1 5 5500
Prepare Bese Map 1 2 8 11 1 090
52,s9o
Task 2 Oeotechnical /Pavement Investigation
Coord w/ Diaz Yourman 1 2 1 4 5430
Review 6 Comment Dratt/Final Rpts 4 4 8 51 040
51,470
Task 3 Utility Investigation and Coordination
UtlIHyRsssarch 4 12 18 51,520
Utlllty Coord at each submittal 2 10 16 28 52,840
Add to Base Mope 1 2 18 19 51,810
Utlity Modiflcatlon Determination 2 8 8 18 51,900
Potholing Coordination 1 4 5 5590
Utility Log File 2 12 14 51,300
Est Rsloe/Modif Costs 1 8 9 S1 030
Task 4 Drolnage Report 510,990
Ressarch/Basemap/Field Rsvisw 16 4 20 52,360
Hydrolology Celculatlona 6 Report 1 24 4 29 53,510
Hydraulic Calculations ~ Report 1 32 4 37 54 510
•
Task 5 Plans - 50%, 100%, a Final 510,380
AARchell Avenue
SO Alignmsrrt AlternatNes 4 40 16 60 57,040
1 Title Sheet 1 4 8 11 51,130
2 Typical Cross Sections 4 12 20 36 53,720
5 Plan 6 Profile (1"=20') 10 60 120 190 519,800
3 Utllily Modiffcatlon Plan 3 Profile 4 48 24 76 x,040
1 Utlilly Details 12 16 28 52,780
1 Drainage Details 2 12 18 30 S3,y{0
2 Constr Detaib-drvwy, access rmps 2 8 20 30 52,980
4 Coord Striping b Loops Plan by AFA 6 6 5660
_ Response to Commsnb 4 12 12 48 4 80 57 980
19 557,350
ask ti Specifications
Tschniwl SpecNleatlona 8 32 4 44 54,960
Response to Comments 2 8 10 S7 180
Task 7 Quantity and Cost Estimab 56,140
Quantity ~ Cost Est 1 8 12 21 52,110
Bid Proposal 4 4 5440
52,550
Task 8 Construction Enginwring
Pre-Bid &Pre-Construction Mtga 6 6 5660
Bid Question Response 1 4 5 5580
RFIs 2 8 10 51,180
Shop Drawing Review 4 16 20 52,360
• Field Review / Mtge (3) 3 12 15 51,770
SW PPP 2 24 8 34 54,020
Aa-BuIR Preparation 1 4 12 17 51 670
512,250
Task 9 Project Management
Meetlngs (5) 15 6 6 27 53,660
Coordination 8 12 12 8 8 48 55,220
(U1/QC 12 12 51800
510,680
3151 Airway Avenue
Suite 5-2
Costa Mesa, CA 92626
Civil wbrl,s Enpin..is
RATE SCHEDULE
PROFESSIONAL SERVICES .
Principal
Project Manager
Senior Engineer
HOURLY RATE (S1
$150.00
$140.00
$125.00
Engineer
Senior Designer
Jr. Engineer /Designer
Jr. Designer / CADD Technician
Clerical / Admin Support .
REIMBURSABLE EXPENSES
Reproduction
Consultant Services
Automobile Transportation
Computer Ptots
Delivery, Freight, Courier
Agency Fees
Commercial Travel /Subsistence
$115.00
$110.00
$ 90.00
$ 80.00
$ 60.00
Cost
Cost plus 10%
$0.505 /mile
$ 1.50 / SF Bond
$ 2.00 / SF Vellum
$ 3.00 / SF Color
$ 4.00 / SF Mylar
Cost
Cost
Cost
Effective Through 12/31/08