NAI ConsultingProposal
ON-CALL CIP PROJECT MANAGEMENT
AND ENGINEERING SERVICES
68-955 ADELINA ROAD
CATHEDRAL CITY, CA
(760) 323-5344
May 14, 2019
Your Partner for Project Delivery
City of La Quinta
Design and
Development
RESPONSE TO REQUEST FOR PROPSOSAL:
ON-CALL CIP PROJECT MANAGEMENT AND
ENGINEERING SERVICES
i
TABLE OF CONTENTS
QUALIFICATIONS, RELATED EXPERIENCE AND REFERENCES...............................1
FIRM PROFILE.............................................................................................1
BACKGROUND ............................................................................................1
QUALIFICATIONS...........................................................................................2
REFERENCES.................................................................................................3
KEY PERSONNEL............................................................................................4
ORGANIZATIONAL CHART...............................................................................6
WORK PLAN/TECHNICAL APPROACH.................................................................7
DESIGN ENGINEERING SERVICES.................................................................7
PROJECT MANAGEMENT SERVICES.............................................................. 11
ADDITIONAL GRANT ADMINISTRATION SERVICES ........................................ 15
FEE SCHEDULE............................................................................................ 20
ATTACHMENT A:............................................................................................1
NON-COLLUSION AFFIDAVIT FORM ...............................................................1
ATTACHMENT B .............................................................................................2
INSURANCE ACKNOWLEDGMENT...................................................................2
City of La Quinta
Design and
Development
RESPONSE TO REQUEST FOR PROPSOSAL:
ON-CALL CIP PROJECT MANAGEMENT AND
ENGINEERING SERVICES
1
QUALIFICATIONS, RELATED EXPERIENCE AND REFERENCES
FIRM PROFILE
Proposer's Name NAI Consulting, Inc.
Type of Business S Corporation
Date of Founding 1996
Current Size 5 Employees
Work Week 9/8/80
Monday-Thursday from 7:00AM to 5:00PM
Fridays from 7:00AM to 4:00PM
With every other Friday off.
President Nick Nickerson
nnickerson@naiconsulting.com
Phone (760) 323-5344
BACKGROUND
NAI Consulting (NAI) is a small firm with strong ties to the Coachella Valley. We are
headquartered in Cathedral City and have been an active partner in the Capital
Improvement community for over 20 years. We have supported City Staff in
delivering their Capital Improvement Programs through two recessions; numerous
CVAG, Caltrans, and RCTC Directors; and large corporate buyouts of previously
familiar firms. We have staffed employees who worked for public agencies and
trained employees who now work at public agencies. We have provided Project
Management, Engineering Services, and Grant Administrative Services to nearly
every city in the Coachella Valley including La Quinta, Indio, Palm Springs, Coachella,
Palm Desert, Rancho Mirage, Cathedral City, and Desert Hot Springs. All things
considered, NAI has remained a consistent staple of Coachella Valley capital project
delivery and more importantly a continuing partner with the City of La Quinta. We
appreciate the opportunity to continue to provide “On-Call CIP Project Management
and Professional Engineering Services” to the City of La Quinta.
Since we are a small, family owned business, our hours are flexible and you will be
able to reach us by cellphone at any time.
We do not have any conditions of bankruptcy, pending litigation, planned office
closures, or mergers to disclose and we do not have any organizational conflicts of
interest that may affect our ability to perform the required duties. We certify that
any person within NAI in the capacity of owner, partner, director, officer, or manager
is not currently under suspension, debarment, voluntary exclusion, or determination
of ineligibility by any federal agency; has not been suspended, debarred, voluntarily
excluded, or determined ineligible by any federal agency within the past three years;
does not have a proposed debarment pending; and has not been indicted, convicted,
or had a civil judgement rendered against them by a court of competent jurisdiction
in any matter involving fraud or official misconducted within the past three years.
City of La Quinta
Design and
Development
RESPONSE TO REQUEST FOR PROPSOSAL:
ON-CALL CIP PROJECT MANAGEMENT AND
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QUALIFICATIONS
Organizational Understanding
NAI understands that the City of La Quinta, as a Charter City, maintains an
Engineering Services Team who delivers the Capital Improvement Program (CIP)
projects. The Engineering Services Team is managed by the City Engineer, Bryan
McKinney, which operates under the Design and Development Department managed
by the Director, Danny Castro. We understand that the Design and Development
Department is continuing to refine their internal processes and structure and will be
growing the team.
The unique quality that has made NAI successful in the Coachella Valley is our ability
to be utilized as much or as little as our public clients require. We focus on public
work staff augmentation rather than replacement. Our goal is to integrate with the
existing City organization without interfering with management decisions to expand
department staff or reorganize as they see fit. This model allows our clients to utilize
our services in one year to staff an open position and then scale back to only manage
their large federal projects the next.
Project Management Administration Experience
This proposal will demonstrate that NAI is the most qualified consultant to provide
the requested Project Management, Engineering, and Grant Administration services.
We have experience in all aspects of public works project delivery from a basic Needs
Analysis to final acceptance. We have been developing the Capital Improvement
Programs for La Quinta and Indio over the past several years as well as managing
specific projects as requested. We are familiar with the RCTC Measure A
requirements, as well as the CVAG Regional Arterial Program.
We have assisted our clients in leveraging federal and state resources to maximize
their own local transportation funding. Since 2013, NAI has assisted our clients in
securing $43M in federal, state, and regional grant funding. Throughout this time,
NAI organized and managed the grant writing from reviewing the potential projects
for grant applicability, to managing subtasks including traffic counts, to drafting the
successful applications.
We have managed projects funded with nearly all types of federal and state
transportation funding including; HBP, HSIP, CMAQ, ATP (formerly SRTS/SR2S/BTA),
STBG (formerly STP), and STIP. We have managed projects funded with regional
funds including TDA Article 3 (SB821) and SCAG planning grants.
You will see that NAI is not only capable of tracking project budgets and schedules,
but also developing engineered drawings and specifications. We have written
Request for Proposals for most public work services including bridge design, street
design, signal improvements, drainage improvements, transportation planning,
construction management, and even street maintenance contracts.
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We have intimate knowledge of the project delivery process and look ahead to future
project impacts with each decision made. We have value engineered projects to fit
within prescribed budgets, and accelerated schedules to meet funding obligations.
We understand the City of La Quinta’s specific project delivery method and
expectations on delivery timelines.
Engineering Services Experience
NAI is a full-service Civil Engineering firm. Recent experience includes; designing
street widenings; designing street rehabilitation plans; designing ADA improvements
for roads and buildings; designing traffic control plans; designing signing and striping
plans; preparing specifications and engineer’s estimates for our design projects. We
prepare and review specifications and engineer’s estimates for projects we manage,
including developing traffic signal equipment replacement specifications and
providing plan check for signal interconnect installation and bridge plans. We are
capable of providing plan check services for variety of different capital improvement
projects and plans.
REFERENCES
NAI has maintained long standing relationships with all of our clients through on-
call contract management. NAI provides similar on-call work through the following
contracts:
x Project Management and Contract Administrative Support Services for the City
of La Quinta. Term of Agreement: May 1, 2018 to April 30, 2019 (extension
June 30, 2019).
x Project Management Services for the City of Cathedral City. Term of
Agreement: July 1, 2017 to June 30, 2019.
x As-Needed State and Federally Funded Transportation Project Management
and Grant Administration for the City of Indio. Term of Agreement: December
21, 2016 to December 21, 2021.
x On-Call Project Management Services for Various Federally Funded
Transportation Projects for the City of Palm Springs. Term of Agreement: April
4, 2019 to April 4, 2022.
CLIENT CONTACT PHONE EMAIL
City of
La Quinta
Bryan McKinney
City Engineer (760) 777-7045 bmckinney@laquintaca.gov
City of
Cathedral
City
John Corella
Director of
Engineering/Public
Works
(760) 770-0327 jcorella@cathedralcity.gov
City of La Quinta
Design and
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CLIENT CONTACT PHONE EMAIL
City of
Indio
Timothy Wassil
Director of Public
Works
(760) 391-4017 twassil@indio.org
City of
Rancho
Mirage
Bill Enos
City Engineer (760) 770-3224 bille@ranchomirageca.gov
City of
Palm
Springs
Joel Montalvo
Assistant Director
of Engineering
Services
(760) 322-8339 Joel.Montalvo@
palmspringsca.gov
KEY PERSONNEL
PRINCIPAL IN CHARGE AND SENIOR PROJECT MANAGER –
Mr. Nick Nickerson
Nick will provide management, coordination, review for quality assurance on this
contract, and service the City of La Quinta as the day-to-day contact. He has over
30 years of experience as a Project Manager and Contract Administrator. He
possesses a strong understanding of the project development process and time
proven project management techniques. Complimentary to this experience is his
knowledge of local, regional, state, and federal funding sources. Nick has earned a
valley-wide reputation of quickly and efficiently resolving project related conflicts and
delivering the project on time and within budget.
Nick has established a proven track record that demonstrates our commitment to
provide our clients the highest quality of work at the lowest possible cost. Typical
services he provides include management and coordination of our efforts in public
works delivery, funding opportunities and programming, and project implementation.
PROJECT MANAGER AND LEAD CIVIL ENGINEER- Ms. Lorissa Gruehl, P.E.
Lorissa will serve as a project manager, lead civil engineer, and additional day-to-
day contact. She has over 14 years of experience working on a variety of
infrastructure planning, design and construction projects, including design build. She
has experience working directly with project development teams to create efficient
and constructible projects which meet the objectives of the client.
Through staff extensions, Lorissa has supported cities in becoming more efficient and
successful in delivering capital projects. She has proven herself to be a capable asset
to City On-Call Programs. Typical services she provides include: plan checking and
estimating, value engineering analysis, request for proposal (RFP) preparation,
project engineering support, preparation and tracking of project schedules and
budgets, preparation of bid documents, preparation of bid summary comparisons,
and construction support.
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In the City of La Quinta, Lorissa has been the lead civil engineer for over six (6)
pavement management projects which have ranged from slurry seal, pavement
rehabilitation, and traffic calming re-striping associated with over 160 streets; ADA
related improvements at 15 different public facilities which have ranged from
pavement reconstruction, sidewalk reconstruction, signing and striping modifications,
and curb ramp reconstruction; and, various sidewalk and curb ramp improvement
projects.
PROJECT MANAGER AND FUNDING SPECIALIST - Mr. Joshua Nickerson, P.E.
Josh will provide project management and grant administration services as needed
for this contact. With over 8 years of experience in design and project management,
he brings an array of knowledge to support capital improvement projects from cradle
to grave. Throughout his career in the Coachella Valley he has developed a solid
reputation for providing administrative and engineering support for federal and state
aid projects. With his in-depth knowledge of state and federal procedures as well as
his continuously developing network of agency contacts, he is able to successfully
manage the projects through the federal and state funding requirements.
This ongoing support requires a significant amount of interagency coordination
between the cities, the Riverside County Transportation Commission (RCTC), the
California Transportation Commission (CTC), and the California Department of
Transportation (Caltrans).
He has an intimate knowledge of local standards as well as state standards; including
the Local Assistance Procedures Manual, the Local Assistance Program Guidelines,
the Project Development Procedures Manual, the Caltrans Construction Manual, etc.
Typical services he provides include: Project budgeting and scheduling; FTIP
coordination/updating; RCTC, CTC, and Caltrans coordination; request for
authorization (RFA) preparation for federally funded phases of work; request for
allocation for state funded phases of work; NEPA review; federal and state invoicing;
federal RFP preparation; federal project specifications preparation, etc.
PROJECT MANAGEMENT SUPPORT – Ms. Jennifer Gonzalez
Jennifer will provide project management support on this contract. She has served
as a project assistant for a variety of capital improvement and federally funded
projects. She has experience working directly with project managers, project
development teams, and city staff to ensure efficient and timely project delivery that
meets the objectives of the client as well as satisfy federal and state requirements.
As an integral part of our process for project delivery, Jennifer is very familiar with
federal funds and the capital improvement process. She is capable of assisting with
project specifications, bid comparisons, federal forms, federal and state invoicing,
project closeouts, and other duties as necessary.
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ORGANIZATIONAL CHART
City of
La Quinta
Lorissa Gruehl, P.E.
Project Manager
Lead Civil Engineer
Engineering Support
Staff
Josh Nickerson, P.E.
Project Manager
Funding Specialist
Project Management
Staff
Jennifer Gonzalez
Nick Nickerson
Principal in Charge
City of La Quinta
Design and
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WORK PLAN/TECHNICAL APPROACH
DESIGN ENGINEERING SERVICES
The following tasks detail our understanding and approach to a generic transportation
project. This hypothetical scope of work program describes the effort needed for the
preparation of construction documents including final design plans, specifications,
and construction cost estimates. NAI always will employ value engineering techniques
to analyze design/construction alternatives that may improve the design or make the
project more cost-efficient.
The following tasks are ones that NAI can carry out as the lead designer or as a
project manager.
Project Coordination
To facilitate the review and approval process, we will work closely with the key
individuals at the City who are responsible for review of specific elements of the
project and will submit draft copies of significant work items before the milestone
submittal date. This gives us a clear understanding of what the reviewers expect and
they have a preview of what will be submitted before the actual submittal is made.
Our past experience working on projects with City oversight has taught us the
importance of maintaining accurate and detailed meeting minutes, decision logs and
action item lists during the project development process. Utilizing this technique
documents decisions, ensures consistency in decisions, and provides a concise list of
tasks to be accomplished by each participant and a specific time schedule to complete
the task.
We will hold a meeting with the City prior to beginning any significant work. The
purpose of this meeting is to:
x Solicit input regarding the goals for the project desired by each agency.
x Agree on the intended scope of the project.
x Agree on the basic design standards to be met.
x Review status of design and plan preparation for other street improvements or
development projects near or adjacent to the proposed project site and obtain
any mapping and design file information that may be available for these other
projects.
Review Existing Information
Once we have prepared the final scope documents and are issued a Notice to Proceed,
we will begin the design phase of the project. This will consist of research and data
collection, reviewing the documents provided by the City, coordination and
investigation; field surveying; utility identification; and pavement evaluation.
We will prepare our preliminary plans based on information obtained from our
research, data collection, survey, and pavement testing. After 65% review and
approval by the City, we will incorporate comments and begin work on the final PS&E.
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Field Survey
NAI can obtain a surveyor or NAI can coordinate with one of the City’s on-call
surveyors. We will coordinate encroachment permits for surveys not within City right-
of-way.
In addition to cross-section surveys, the surveying task will locate all existing
structures and improvements within and behind existing street right-of-way and
adjoining streets in areas of the proposed improvements that may be pertinent to or
in conflict with the proposed design and identifying surface features that may not
have been visible in aerial photographs. This may include such features as structures,
utility poles, fire hydrants, catch basins, signs, water valves, manholes, driveways,
and walkways.
Utility Conflict Map/Utility Coordination
NAI will consult, coordinate, and perform related follow-up with the affected utility
companies regarding the specific project-imposed impact locations to identify design
controls and considerations necessary for plan preparation and approvals. Requests
for information will include requests for future utility projects that may be affected
by the proposed improvements. We will keep the City informed of the contact with
the utility companies. Plan submittals will be forwarded to the utility companies for
verification of their facilities known by them. The existing franchise agreements with
each affected utility will determine whether the plans indicate the necessary
modifications / relocations be performed as a part of the project or whether the utility
company must perform and pay for their own work. This will be determined for each
utility company and facility.
Right of Way and Permitting
If the project requires right of way, rights of entry, or encroachment permits, NAI
can obtain a right of way consultant or surveyor as needed or NAI can coordinate
with the City’s on-call surveyor. Typical information and procedures may include
recommendations for impacted areas, negotiated agreements, coordination with
property owner or agency.
Geotechnical Information
If the project requires a geotechnical recommendation or street borings, NAI can
obtain a Geotech or NAI can coordinate with the City’s on-call Geotech. Typical
information and procedures may include recommendations for location of borings,
review of draft recommendations, and coordination.
Hydrology and/or Hydraulics
If the project requires a hydrology study and/or needs hydraulic calculations, NAI can
obtain a firm to conduct the needed information. Typical information and procedures
may include recommendations for area of impact, proposed and existing roadway
profile, recommendations for the size of storm to calculate, and coordination.
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Geometric Base Maps
This task will include the development of plans showing proposed geometry and other
pertinent alignment data of the proposed engineering including typical sections,
profiles, superelevations, proposed right-of-way limits, approximate wall locations,
and other clarifying information as necessary. They will be generated using the
project report geometric plans. The geometric base maps (GBM) will be submitted to
the City for approval before proceeding with final design. The GBM will form the basis
for the final design’s skeleton sheets.
After the base sheets are developed, we will perform a field review to document
existing field conditions and determine where additional information or field data may
be required to provide adequate information to complete the conceptual widening
alternatives and to confirm the location and type of utilities and other improvements.
Roadway Plans
NAI will prepare roadway design plans to satisfy the project requirements as follows:
x Street Widening – The plan set typically will include an alignment, profile, and
widening details. Utility relocations will be identified and drainage
improvements will be included as required. In most cases, roadway widenings
occur in areas with existing improvements within the City’s right of way. NAI
will design the improvements to minimize conflicts to the furthest extent
possible and will provide positive drainage at all driveways within the right of
way to the furthest extent possible. NAI will also design the profile to minimize
the amount of existing pavement to be reconstructed.
x Pavement Rehabilitation and/or Reconstruction– The plan set typically will
include a plan view of the streets with the limits of each type of rehabilitation
or reconstruction method, i.e. crack fill, slurry seal, grind and overlay, etc. NAI
can make recommendations on the type of pavement
rehabilitation/reconstruction method or we can prepare the plans based on the
recommendation of a geotechnical report. The plans will show all valves and
manholes in the pavement that the Contractor will need to raise/lower or cover
to protect in place depending on the rehabilitation method. For reconstruction
projects the plan set will include an alignment, profile, and reconstruction
details. The profile may be omitted depending on if the profile will be adjusted.
If the profile is changing significantly, the plans will identify utility line conflicts.
x Median Addition – The plan set will include an alignment and profile. The profile
may be omitted depending on if positive drainage can be maintained along the
alignment if placed at the existing elevation on the road. Typically, this cannot
be maintained at new left turn pockets since the curb is typically placed on the
opposite side of the crown.
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Where the City does not wish to reconstruct the pavement a curb opening can
be designed to prevent water from ponding at low spots. Where landscaped
medians are requested, NAI can contract with a Landscape Architect or
coordinate with one of the City’s on-call Landscape Architects. The plans will
identify utility line conflicts.
x ADA Compliant Sidewalks and Access Ramps – The plan set will include the
limits and special details where required to reconstruct or install an ADA
compliant sidewalk. The scale to prepare sidewalk and access ramp plans is
typically 1”=20’ or 1”=10’ depending on the length so that adequate detail can
be shown. NAI will verify that the location where the sidewalk joins is ADA
compliant. NAI will verify that the sidewalk can be constructed to ADA
standards. If it cannot, special details such as short retaining walls will be
designed. NAI will inspect each existing ramp to determine the most cost-
efficient way to bring the ramp into compliance. For instance, if a curb ramp
meets all standards except it does not have truncated domes. The curb ramp
will be protected and domes will be added.
Traffic Plans
NAI is capable of preparing signing and striping and traffic control plans for the
roadway project we are designing. However, NAI can also coordinate with the City’s
on-call Traffic Engineer as needed.
Contract Specifications/Bid Documents
Project Specifications will conform to the requirements of the Standard Specifications
for Public Works Construction, City, and Caltrans Standard Specifications as
applicable.
NAI will use the City’s boilerplate front-end documents and prepare final special
provisions for items, details, materials, procedures and other conditions not
adequately covered by the City, Caltrans or Public Works Standard Specifications. A
listing and copy of all standard plans required for the project will be provided in the
appendix and copies of any plans used, that are not standard, will also be included.
After incorporating first plan check comments, we will prepare final technical
specifications and/or special provisions for the proposed construction work.
Construction Cost Estimates
NAI will prepare a preliminary estimate of probable construction costs for the project
that will include a proposed bid item list, estimated quantity, line item cost estimates
and estimate of construction working days for the improvements in accordance with
City format. At the first plan check, NAI will develop a preliminary estimate of
probable construction costs for comparison with previous project budget estimates.
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After incorporating first plan check comments, NAI will prepare the final estimate of
probable construction costs for the project that will include a proposed estimate of
construction working days for the improvements in accordance with City format. NAI
will refine the preliminary estimate and provide quantity take-offs with appropriate
unit prices and extensions.
Quality Assurance/Quality Control
Quality Assurance / Quality Control is a key element of NAI’s overall approach to the
management and control of the work. This helps ensure the City will be receiving a
successful project on time and within budget.
As part of the program a competent designer will review the work provided by the
project engineer. During this review, the checker will mark-up the plans and discuss
any proposed changes with the project engineer. Changes to the plans, specifications,
and calculations are only made after the differences are reconciled.
Final PS&E Package
After incorporating review comments for the plans, specifications and cost estimate,
NAI will submit an electronic copy of all documents prepared for the project. At the
request of the City, NAI will also submit bond hard copies of the final package.
Bid Support/Construction Support
The NAI team will perform support services to the City during the advertising, bidding
and construction of the project as requested. These services will include written
interpretation and clarification regarding the intent of the plans, specifications and
special provisions. NAI will provide professional review of shop drawings and
contractor submittals for conformance to the bid documents. NAI will also provide
recommendations on progress pay estimates and change requests. Upon completion
of construction, NAI will perform a field review and include the contractor’s as-built
redlines and provide record drawings to the City.
PROJECT MANAGEMENT SERVICES
General Contract Management
As detailed in the requested services, NAI will actively manage the consultant
contracts as assigned. This will include attending PDT meetings, reviewing schedules,
approving consultant invoices, managing project submittals, and maintaining project
budgets. Without this active management, we have found that many contacts will
stagnate as the consultants lose direction of the project needs.
Coordination with Various Funding Partners
Administering regional, county, state or federal funding begins with the grant
application and does not end until the final report of expenditures is accepted and
final payment is received by the city. NAI has successfully delivered several hundred
million dollars’ worth of projects partially funded with grant monies.
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NAI’s Project Team has a better than average understanding and working knowledge
of the various grant requirements and/or procedures and stay current on the ever-
changing environment. This knowledge and experience will ensure the successful
delivery of capital projects that are partially funded with these restricted sources.
Our team knows that there are state and federal regulations that extend beyond the
life of a single project. Every year the City must submit updated DBE and ADA forms
specifying how the local agency is planning to comply with these federal requirements
throughout the year. Every five years, the City must update its Quality Assurance
Program (QAP) to ensure that the construction material testing and certifications are
kept current.
We know all of these ancillary state and federal requirements and will assist the City
in maintaining good standing with Caltrans Local Assistance. We will be responsible
to track and update the DBE/ADA annual forms in accordance with LAPM Chapter 9
"Civil Rights and Disadvantaged Business Enterprises", and ensure the City's QAP is
in compliance with Caltrans procedures outlined in the Caltrans QAP Manual.
Coordination with Other Agencies and Stakeholders
As a representative of the City for each assigned project, NAI will maintain a positive
relationship with other impacted agencies, stakeholders, and the public. This includes
utilities agencies, flood control districts, regulatory agencies, the Coachella Valley
Association of Governments (CVAG) and adjoining jurisdictions that share public
improvements. As part of this on-going coordination NAI will hold stakeholder or
public engagement meetings as necessary to ensure the project is well received and
meets the expectations of everyone involved.
Prepare and Track Project Schedules.
At the beginning of the fiscal year the NAI Team will meet with city staff and assist
in prioritizing the delivery of each project listed within the city’s capital improvement
program (CIP). NAI will prepare an overall critical path Gantt chart schedule which
clearly illustrates when objectives for each project will be accomplished and the time
relationship with other projects. This timeline “plan” is invaluable in managing staff
workload, design consultant deliverables and anticipating approvals by city
management and elected policy makers.
Assistance During Bidding and Contractor Procurement
This critical objective begins with the preparation of biddable specifications,
constructible plans, and realistic engineer’s estimate (PS&E) package. The NAI Team
fully experienced with city procedures and will respond to contractor requests for
information (RFI), prepare any necessary addenda to the bid documents, prepare bid
comparison summaries that compare the bids received to the engineer’s estimate
and/or each other, perform due diligence on the low bidder, and prepare a staff report
with award findings and recommendations for consideration by the City Council.
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Project Scoping
When a project scope is complete and thorough it is a powerful tool that can be used
for many different documents, such as the CIP, staff reports, and funding
applications. Typical items NAI prepares or coordinates are as follows:
1. Identify the project limits.
2. Identify above ground utilities and other obstructions.
3. Identify existing right of way using parcel maps or other maps as available.
4. Research record drawings from the City’s database.
5. Layout proposed improvements for quantities and other potential impacts
(utilities and right of way).
6. Coordinate Preliminary Hydrology as needed.
7. Coordinate a Traffic Study as needed - Typical information may include
recommendations for signal synchronization, signal optimization, interconnect,
and coordination.
8. Prepare detailed scope and assumptions.
9. Prepare engineer’s estimate and add allowances for unknowns.
Consultant Procurement
The NAI Team has a strong working knowledge of the City’s Consultant Selection
Process for both small and large projects. We will draft comprehensive Request for
Proposal (RFP) and/or Request for Qualifications (RFQ) that clearly define the project
scope and intent and identifies critical path schedule or administrative issues. We
will negotiate the consultant’s scope of work, negotiate the right fee, prepare
resultant professional services agreement, and prepare a staff report with consultant
selection findings and recommendations for consideration by the City Council.
Project Status Coordination
The NAI Team will provide project specific input to the departments “Master
Schedule” which provides a status of critical path project issues. We will be prepared
to report all project matters related to budget, expected expenditures and deliver
schedule in the Departments monthly Master Schedule meeting or any necessary
impromptu meeting. We will also prepare for and attend the bi-monthly meeting
with Finance Department staff.
Prepare staff reports for City Council consideration.
We understand that the City typically prepares the required staff reports with support
from the NAI Team. However, when requested we will prepare necessary staff reports
to ensures the successful deliver of assigned capital projects.
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Grant Applications
One quality that NAI provides above managing grant funded projects is the ability
secure the regional, state, or federal funding. Besides CVAG's well known 75%
project funding support for projects listed in the Transportation Project Prioritization
Study (TPPS) report, there are numerous other grant opportunities that we will assist
and manage in applying. Common transportation grant opportunities include:
1. TBA Article 3 (SB821) Bicycle and Pedestrian Facilities through RCTC;
2. Congestion Mitigation and Air Quality (CMAQ) through CVAG;
3. Surface Transportation Block Grant (STBG) through RCTC;
4. Highway Safety Improvement Program (HSIP) through Caltrans;
5. Active Transportation Program (ATP) through CTC;
6. Highway Bridge Program (HBP) through Caltrans; and
7. State Transportation Improvement Program (STIP) through CTC.
As grant opportunities arise, we will work with the City in drafting the language in
the application. We will prepare all information necessary for successful application.
5 Year Capital Improvement Program Updates
NAI Consulting understands that the City prepares the Capital Improvement Program
(CIP) with the assistance of NAI; however, at the City’s direction, NAI is ready,
willing, and able to take the lead to prepare the CIP update yearly. We have prepared
the City’s CIP in the past and have an intimate knowledge of the process. We
understand the impact of early and frequent coordination with the various
departments in the City to ensure that all projects and funding sources are identified
and that priority projects are fully scoped and ready for implementation. There are
many moving parts when preparing a CIP including ensuring that all funding is being
allocated correctly and that together with the CIP, Measure A and SB1 funds need to
be reviewed, update, and forecasted.
Prepare and/or Manage the City’s Development Impact Fee Update
The City is currently updating the Development Impact Fee Study with NAI assisting
with the Project Management. The NAI Team is thoroughly familiar with the City’s
Development Impact Fee Study. We understand all of its components and are fully
capable of updating the fee study or managing the update. We also have considerable
experience working with the Desert Valley Builders Association (DVBA) staff. This
experience will prove invaluable during future Fee Study updates.
Assistance with the Coachella Valley Transportation Uniform Mitigation Fee
(TUMF) Program
NAI’s Principal Manager was instrumental in the development of the Coachella Valley
Transportation Uniform Mitigation Fee (TUMF) Program while serving as the Director
of Transportation and Planning for the Coachella Valley Association of Governments.
As such, NAI is more qualified than most to assist the City with TUMF related issues.
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Assistance with the Measure A ½ Cent Sales Tax Capital Improvement Plan
and Maintenance of Effort Requirements.
The Measure A ½ Cent Sales Tax policies and procedures were also developed by
CVAG in conjunction with its TUMF Program. NAI has full knowledge of these
requirements and will continue to advise the City on any matter necessary to remain
in compliance to ensure the City’s local funding share is not forfeit.
Project Management and Control System
In addition to utilizing Trackit to process CIP projects, NAI utilizes a very basic but
streamlined project management and control system. We track project history,
deliverables, and action items with Microsoft Excel. This allows us to quickly update
pertinent project information for minimal cost and very little training. To supplement
the Project Status Sheets, we use Microsoft Project to track both a master schedule
of all projects and a detailed schedule of individual projects.
By using Excel and Project, we ensure all of our clients have the same project
management and control system tools to take over project delivery at any point. This
approach fits with our vision of integrating seamlessly into our client support.
In addition to the project management and control system, NAI maintains a business
cloud account with Citrix Sharefile. With Sharefile, we are able to provide our clients
with unlimited cloud-based storage and document delivery as necessary. This service
can be used to mirror all the NAI files associated with this as needed support so that
the City can access everything NAI produces at any time.
ADDITIONAL GRANT ADMINISTRATION SERVICES
Agency Coordination
Throughout the contract period, NAI will work closely with the Riverside County
Transportation Commission (RCTC), the California Department of Transportation
(Caltrans), and the California Transportation Commission (CTC) to ensure the City’s
State and Federally funded projects are processed correctly.
Through RCTC, NAI will update the FTIP with appropriate project changes; provide a
general City update to RCTC every two years; provide a list of projects to be included
in the Regional Transportation Plan (RTP); and provide any funding, invoice, or other
project related update request by RCTC.
In coordinating with the Caltrans Department of Local Assistance, NAI will document
submittals, meeting requests, and maintaining an open communication channel. We
will often contact Caltrans Local Assistance when preparing a document to discuss
their initial feedback and to inform them of the pending submittal. If any comments
are received, we are quick to correct the documents and return to Caltrans so that
our projects remain first in line.
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For state funded projects, we will coordinate with the CTC to ensure correct and on-
time submittals. In coordinating with the CTC, we work with both Caltrans and RCTC
to ensure all project details are correctly outlined.
Assist with Consultant Selection for Federally Funded Projects
NAI will coordinate with the City to identify the services required for each contract.
Whether planning, environmental, design, right of way, or construction management,
NAI will develop the scope of work programs to include in a Request for Proposals
(RFP). In addition, NAI will prepare an Independent Cost Estimate to use during
negotiations. NAI will use this estimate to determine the Disadvantaged Business
Enterprise (DBE) goal for the RFP.
In accordance with Chapter 10 – Consultant Selection of the LAPM, NAI will prepare
the RFP to select the most qualified firm for the services required. This will include
reviewing the City’s standard RFP and adding any federal language necessary. NAI
will also review the City’s standard Professional Services Agreement and add any
additional federal aid clauses that are required.
NAI will coordinate with the City’s Consultant Selection Committee to ensure
everyone has signed the Conflict of Interest Statements and is using the appropriate
evaluation forms. As part of the Consultant Selection Committee, NAI will evaluate
the submitted proposals and rank the consultants based on the evaluation form. NAI
will review the scope and fee of the top ranked consultant and negotiate a fair and
equitable price for the City.
For Contracts with federal reimbursement over $150,000, once NAI and the City have
negotiated a final contract with the top ranked proposer, NAI will assist the prime
consultant in compiling the necessary financial documents for submittal to Caltrans.
NAI will prepare the 10-C Form for Caltrans review and approval before the City can
execute the final agreement. This task will include compiling any additional
information or forms necessary for the complete submittal.
Review PES and Environmental Technical Studies
Transportation projects using federal funds must meet the requirements of the
National Environmental Policy Act (NEPA) in addition to CEQA. The NEPA document
must be accepted by Caltrans as part of their stewardship agreement with FHWA. As
such, the City must submit a Preliminary Environmental Study (PES) to Caltrans that
outlines the environmental setting for the project.
As necessary, we will provide assistance in reviewing the PES form and any technical
studies that may be required. We have thorough experience managing projects
through the NEPA process and will provide invaluable experience on how to scope the
environmental setting in the PES to avoid unnecessary and costly technical studies.
We will also review technical studies to ensure the study is scoped properly to avoid
unnecessary mitigation measures.
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Our reviews will follow the guidelines outlined in LAPM Chapter 6, "Environmental
Procedures", and the Caltrans Standard Environmental Reference (SER).
Review/Draft PS&E Certification
Prior to bidding any federally funded project the City must certify that the PS&E is
prepared in accordance with all applicable local, state, and federal standards.
Depending on the type of construction, whether or not the project is on the National
Highway System (NHS), and the size of the project, Caltrans may or may not specify
what design standards to use per LAPM Chapter 11, "Design Standards". This PS&E
Certification also includes a checklist of federal contract language that must be
included in the project specifications.
We will work with the consultant from the beginning of a design project to ensure
proper design standards are used, and we will review existing PS&E documents to
ensure all items in the PS&E Certifications are completed adequately. This may
include securing any design exceptions or public interest findings as needed. The
PS&E Certification will be completed in accordance with the guidelines outlined in
LAPM Chapter 12, "Plans, Specifications, and Estimate".
Prepare City Boilerplate Specifications with State and Federal Provisions
Project Specifications for State and federal aid projects must include additional
provisions, including establishing DBE goals, and bidder forms for the bid to remain
eligible for federal reimbursement. NAI will work with the currently adopted standard
specifications for the City to include the additional provisions and forms.
The additional clauses can either be inserted into the general specifications section
or we can create a new section titled "Special Federal Specifications". All language
will be added in accordance with LAPM Chapter 12, "Plans, Specifications, and
Estimate".
Review/Draft Utility Agreements
For State or Federally funded transportation projects, the City must determine who
is fiscally responsible for the utility relocation or adjustment and have a utility
agreement defining the roles of each agency. If the utility is responsible for adjusting
their facilities (City has prior rights) then a simple utility agreement is adequate. If
the City is responsible for adjusting the facility (utility has prior rights) then a
Caltrans-specific utility agreement is required along with Specific Authorization from
FHWA for the relocation to be eligible for federal reimbursement.
Depending on the complexity of the project, we will either support the project by
drafting utility agreements or we will review utility agreements prepared by others
for conformance with Caltrans procedures. Utility agreements must be executed prior
to receiving ROW Certification. All utility agreements will be prepared per the
guidelines outlined in LAPM Chapter 14, "Utility Relocations".
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Review/Draft ROW Certification
Before any federal project can begin the construction phase, the City must certify
that it has secured all property rights and easements to all properties being accessed.
This Right-of-Way (ROW) Certification is then submitted to Caltrans for review and
approval. The ROW Certification could include full acquisitions with relocation
assistance, possession and use agreements, temporary construction easements,
and/or utility agreements among other items.
Depending on the complexity of the project, we will either support the project by
drafting the ROW Certifications or we will review ROW Certifications prepared by
others for conformance with Caltrans procedures. All ROW Certifications will be
prepared per the guidelines outlined in LAPM Chapter 13, "Right of Way".
Assist with Bidding Procedures and Provide Construction Support
For federally funded projects, we understand the challenges that cities face once the
authorization to proceed with construction (E-76) is received. Before construction
begins, we will sit down with the City and outline all federal construction
requirements. We will assist the City in establishing bid advertising procedures as
required, attending any pre-bid meetings, reviewing bid documents for federal
compliance, preparing bid summary sheets, reviewing DBE goals and good faith
efforts, and submitting the award package to Caltrans. During construction we will
manage the construction management team by reviewing subcontractor request
forms, labor compliance, progress payments, and contract change orders. We will
ensure that the City complies with all guidelines outlined in LAPM Chapter 15,
"Advertise and Award Project", Chapter 16, "Administer Construction Contracts", and
the Caltrans Construction Manual as needed.
Prepare and Submit Request for Federal Project Number
A federal project number is required for all federally funded projects. Before we can
submit any documents for Caltrans approval, we will need to apply for a federal
project number. The request for federal project number will follow the procedures
outlined in LAPM Chapter 3, "Project Authorization". A field review form performed
in accordance with LAPM Chapter 7, "Field Review", must be included with the request
for federal project number.
Prepare and Submit Request for Allocation (State Funded Projects)
A request for funding allocation is required for all state funded phases of a project.
Typical phases of a capital improvement project subject to state funding include the
Project Approval and Environmental Document (PA&ED) Phase; the Plans,
Specifications, and Estimate (PS&E) Phase, the Right-of-Way (ROW) Phase, and the
Construction (CON) Phase. Allocation is required prior to performing any
reimbursable work beginning with the date that the CTC meets to approve the
allocation. The request for allocations will follow the currently adopted guidelines
established in the LAPG for each particular state funding source.
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Prepare and Submit RFA for Federally Funded Projects
The request for authorization (RFA) is required for all federally funded phases of a
project. Typical phases of a capital improvement project subject to federal funding
include Preliminary Engineering (PE), ROW, Utility Relocations, and CON.
Authorization is required prior to beginning any reimbursable work beginning with
the date that the FHWA representative signs the project authorization document (E-
76). The RFA will follow the procedures outlined in LAPM Chapter 3, "Project
Authorization". Each RFA requires differing levels of project information. We will
work closely with the City to ensure proper documentation is provided.
Assist with Project Funding Cost Adjustments
Throughout the life of a capital improvement project, the funding may need to be
adjusted. This could occur if the project has cost overruns and requires additional
funding from the grant administrator, or if the project needs to adjust funds within a
specific phase of work, i.e. from Construction Engineering to the Construction
Contract. We will prepare the finance letter and other appropriate documentation
required for the cost adjustments, including any backup documentation required.
Assist with State and Federal Project Invoicing
Throughout the project, any state or federally funded phase requires diligent project
invoicing. We will work hard to make sure that the City receives the programmed
reimbursement in a timely manner.
Caltrans reimbursement requests must be submitted at least once every six (6)
months, but not more frequently than once per month. Submitted invoices will follow
the procedures outlined in LAPM Chapter 5, "Invoicing". We will maintain a log of all
invoices paid on the project to contractors and consultants for quick reference when
preparing the request for reimbursement. We will prepare the invoice backup and
tracking log and bring to the City for signature prior to mailing to Caltrans. We will
quickly respond to any Caltrans comment and keep the City informed of all progress.
Prepare and Submit Final Report of Expenditures
Upon project completion, NAI will prepare and submit the Final Report of
Expenditures for federal aid projects. We will work with the City to ensure the
material certification is filled out properly, noting any exceptions. We will compile
the contract change order summary, final detail estimate, and final inspection form.
We will ensure the contractor submits final DBE paperwork prior to issuing the Notice
of Completion to include in the Final Report of Expenditures. A successful project
closeout is contingent upon following proper federal procedures throughout the life
of the project, and we will be there every step of the way.
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FEE SCHEDULE
SCHEDULE OF HOURLY FEES
NAME DISCIPLINE HOURLY RATE
Lloyd "Nick" Nickerson PRINCIPAL $165.00
Lorissa Nickerson PROFESSIONAL CIVIL ENGINEER $155.00
Josh Nickerson PROFESSIONAL CIVIL ENGINEER $155.00
Jennifer Gonzalez PROJECT ADMINISTRATOR $85.00
Michelle Vecsernyes ADMINISTRATIVE SUPPORT $75.00
ADDITIONAL HOURLY FEES (WHEN APPLICABLE*)
NAME DISCIPLINE HOURLY RATE
SENIOR PROJECT MANAGER $155.00
DESIGN ENGINEER $105.00
CAD DRAFTSMAN $95.00
*Additional hourly fees will only apply upon approval from Contract Manager.
Please note that NAI Consulting will provide the reimbursable expenses
(reproduction, messenger service and postage) at cost without markup.
Appendix
Your Partner for Project Delivery
City of La Quinta
Design and
Development
RESPONSE TO REQUEST FOR PROPSOSAL:
ON-CALL CIP PROJECT MANAGEMENT AND
ENGINEERING SERVICES
ATTACHMENT A:
NON-COLLUSION AFFIDAVIT FORM
City of La Quinta
Design and
Development
RESPONSE TO REQUEST FOR PROPSOSAL:
ON-CALL CIP PROJECT MANAGEMENT AND
ENGINEERING SERVICES
ATTACHMENT B
INSURANCE ACKNOWLEDGMENT