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NAI Consulting, Inc. May 16, 2024 City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Attention:Bryan McKinney, P.E., Public Works Director/City Engineer Subject: On-Call CIP Project Management andProfessional Engineering Services Dear Mr. McKinneyand members of the selection committee, NAI Consulting, Inc. (NAI) welcomes the opportunity to submit this proposal to continue to provide On-Call CIP Project Management andProfessional Engineering Services for the City of La Quinta. As you will see, we offer an outstanding project team with the civil engineering and project management qualifications, experience, enthusiasm, and positive approach to meet the civil engineering goals of the City and deliver successful projects. Established in 1996, NAI is a team of professionals with over 35years of combined planning, management,and engineering experience. The NAI Teamhasdelivered a vast assortment of local, regional, state, and federally funded projects for many agencieswithin the valley,including the City of La Quinta,the City of Indio, the City of Palm Springs, the City of Cathedral City, the City of Palm Desert, the City of Desert Hot Springs, and the Coachella Valley Association of Governments (CVAG). As a local firm,we understand the capital improvement environment and have strong ties to the valley. Our firm is sized to be flexible, allowing our clients to utilize us in very small or large capacities. Due to the complexity of civil and traffic-related transportation projects, we understand that success hinges on understanding the project's goals, applying innovative engineering principles, developing successful solutions with viable alternatives, and laying out a plan for its implementation. We believe the NAI team provides the right combination of experienced staff, project understanding, various funding source understanding, and local knowledge to successfully undertake this On-Call CIP Project Management andProfessionalEngineering Services contract for the City of La Quinta. As the Principal-In-Charge and Senior Project Manager, I will be responsible for delivering your Capital Improvement Projects seamlessly and on budget. I am a civil engineer by training and have experience with projects of all sizes in Southern California. From street rehabilitation and sidewalk replacement projects to drainage improvements and traffic control, I am confident our experience at NAI will successfully blend with the City of La Quinta's project needs. We are excited to share our full range of CIP Management and Engineering services,as outlined in our scope of work. NAI and staff does not have a conflict of interest in proposing on this On-Call Services Contract. If a potential conflict arises,we will reach out to the City as soon as the potential conflict is known to work on resolution. ΏЊ Ώ This proposal will remain in effect for 90 days; if the City requires additional time, please let us know,and we would be happy to revisit the timeframe. We acknowledge Addendum 1. Please do not hesitate to contact me if you have questions or if I can provide any additional information regarding NAI Consulting, Inc. We look forward to providing our services to assist the City of Public Works Department in deliveringsuccessful Capital Improvement Projects. My Contact Information is: Lorissa Gruehl, P.E. 68-955 Adelina Road Cathedral City, CA 92234 Telephone: (760) 323-5344ext. 102 Email: lgruehl@naiconsulting.com Respectfully submitted, NAI Consulting, Inc. LORISSA GRUEHL, P.E. Vice President ΏЋ Ώ ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES NAI Consulting, Inc. FEIN #: 33-0940454 Years inBusiness:27 Type of Business:S Corporation Date of Incorporation:2001 Date of Founding:1996 NAI Consulting (NAI) is a longstanding firmdeeply rooted inthe Coachella Valleycommunity, headquartered in Cathedral City. With over 27 years of active engagement in the Capital Improvement sector, we have demonstrated resilience by supportingCity Staff in delivering their Capital Improvement Programs through economic downturns, transitions in leadership across CVAG, Caltrans, and RCTC, and industry transformations due to acquisitions. Our team is comprised of individuals with extensive experience in both public agencies and theprivate sector, offering a comprehensive understanding of engineering services, project management, and grant administration. Throughout our tenure, we have diligently servednumerous cities in and around the Coachella Valley, includingLa Quinta, Indio, Palm Springs, Coachella, Palm Desert, Rancho Mirage, Cathedral City, Desert Hot Springs, Beaumont, and the Town of Yucca Valley.NAI has consistently delivered capital projects, We would be honored to continue our collaboration with the City of La Quinta, providing our expertise in -CIP Project Management and Professional Engineering Services. We are a small, family-owned business, which meansour hours are flexible; ifneeded, the City will be able to reach us by cellphone at any time. 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. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES We have experience in all public works project delivery aspects, from a basic Needs Analysis to final acceptance. We have been either developing or assisting in the development of the Capital Improvement Programs for our clients as well as managing specific projects as requested. We are familiar with the RCTC Measure A requirements,the SB1 RMRA requirementsas 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 approximately $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 successful applications. We have managed projects funded with nearly all types of federal and state funding, including HBP, HSIP, CMAQ, ATP (formerly SRTS/SR2S/BTA), STBG (formerly STP), Prop 68 Park Grants, LWCF, Clean CA, and STIP. We have managed projects funded with regional funds, including TDA Article 3 (SB821) and Caltrans and SCAG transportation planning grants. We have experience working with CVAG to scope projects for the Transportation Project Prioritization Study (TPPS) and RCTC to add and modify projects in the FederalTransportation Improvement Program (FTIP) and Regional Transportation Plan (RTP). NAI is capable of tracking project budgets and schedules and developing engineered drawings and specifications. We have written Requests for Proposals for most public work services, including bridge design, street design, signal improvements, drainage improvements, facility improvements, transportation planning, construction management, and even street maintenance contracts. 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. timelines. NAI is a full-service Civil Engineering firm. Recent experience includesdesigning street widenings, designing street rehabilitation plans, designing ADA improvements for roads and buildings, designing traffic control plans, designing signing and striping plans, and projects we manage, including developing traffic signal equipment replacement specifications and providing plan checksfor signal interconnect installation and bridge plans. We are capable of providing plan check services for a variety of different capital improvement projects and plans. Our team consists of a dedicated group of professionals who collaborate closely to achieve shared objectives. We are comprised of individuals with diverse skill sets and backgrounds, and each member brings unique expertise to the table, fostering innovation and problem-solving. The team maximizes productivity and delivers high-quality results through effective communication and mutual support. The NAI team embodies synergy and cooperation, driving the organization toward success. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES The proposed NAI Team for the City of La Quintabegins with Lorissa Gruehl, PE, as the Project Manager. She will serve the City of La Quintaas the lead point of contact and will be responsible for delivering these services. Principal Civil Engineer -Ms. Lorissa Gruehl, PE C76730 Lorissa will bethe PrincipalCivil Engineer and service the City of La Quintaas the day-to-day contact. She has over 20years 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 thatmeet the objectives of the client. Lorissahas proven herself to be a capable asset to City On-call Programs. Through staff extensions, she has supported cities in becoming more efficient and successful in delivering capital projects. Typical services 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. Lorissa's design experience includes roadway geometrics, bikeway geometrics, site grading, park site rehabilitation, traffic design, retaining wall design, and storm drain improvements. Her knowledge and familiarity with the latest design standards, including FHWA, AASHTO, and Caltrans, facilitate successful project delivery.Shehas comprehensive knowledge of various design software, including AutoCAD, Civil 3D, AutoTURN, MicroStation, and InRoads. Lorissa currently provides these services in the following roles: Principal Civil Engineerfor the CIP Project Management and EngineeringServices for the City of La Quinta. For reference, contact Bryan McKinney, PE, PublicWorks Director/City Engineer,at (760) 777-7045. Principal Civil Engineerfor the As-Needed Civil EngineeringServices for the City of Indio. For reference, contact Timothy Wassil, PE, Public Works Director,at (760) 391-4018. Principal Civil Engineerfor the On-Call Engineering Support Services for the City of Cathedral City. For reference, contact John Corella, PE, Public Works Director,at (760) 770-0327. In the City of La Quinta, Lorissa has been the lead civil engineer for over 10pavement 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 -Mr. Joshua Nickerson, P.E. C81376 Josh will serve as the Project Manager/Grant Administratoras needed for this contract. With over 14 years of experience in design and project management, he brings an array of knowledge to support capital improvement projects from cradle to grave. Joshhas 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 and his continuously developing network of agency contacts, he can successfully manageprojects through 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 Programs Guidelines, the Project Development ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES Procedures Manual, the Caltrans Construction Manual, etc. Typical services he will provide include Consultant Management; 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-fundedphases of work; NEPA review; federal and state invoicing; federal RFP preparation; federal project specifications preparation, etc. Josh currently provides these services in the following roles: Project Manager for the As-Needed Civil EngineeringServices for the City of Indio. For reference, contact Timothy Wassil, PE, Public Works Director,at (760) 391-4018. Project Manager for the On-Call Project ManagementServices for the City of Palm Springs. For reference, contact Joel Montalvo, PE, City Engineer,at (760) 322-8339. Grant Administrator for the CIP Project Management and Engineering Services for the City of La Quinta. For reference, contact Bryan McKinney, PE, Public Works Director/City Engineer,at (760) 777-7045. Project Manager for the On-Call Engineering Support and Grant Administration Services for the City of Cathedral City. For reference, contact John Corella, PE, Public Works Director,at (760) 770- 0327. CLIENTCONTACTPHONEEMAIL CityofLa QuintaBryan McKinney Public Works (760) 777-7045bmckinney@laquintaca.gov Director /City Engineer Project Management and Contract Administration Support Term: July 1, 2019to June 30, 2024 Services Description of Services: Through the On-Call Project Management and Contract Administration Support ServicesContract, NAI Consulting provides project management and civil design support. NAI assists the City in maintaining its Capital Improvement Program, manage projects like the Dune Palms Road Bridge Project, and provides civil engineering support for projects like the annual pavement management program and Highway 111 Pavement Rehabilitation Projects. Through this contract, NAI also supports the City management and develops other capital improvement projects related to Parks, like the Fitz Burns Pickle Ball Courts, and facilities like the new Cultural Campus. CLIENTCONTACTPHONEEMAIL CityofCathedralCityJohnCorellaDirectorofPublic (760)770-0327jcorella@cathedralcity.gov Works Design Professional ServicesTerm: June 10, 2023to June 30, 2025 Grant Administration Services Description of Services: Through the Design Professional ServicesOn-Call Contract, NAI Consulting provides design support to the City of Cathedral City, including designs such as the Via De Anza Street Improvements. In addition, through the Design Professional Services Contract, NAI provides plan checking services to the City of Cathedral City that involve reviewing development plans for on-and offsite civil design features in the interests of the City. Through the Grant Administration Services On-Call Contract, NAI consulting provides grant administrative support for state-and federally-funded projects. While not directly involved in the day-to-day management or development of the project, NAI keeps the project compliant with all applicable regulations, including funding allocation requests, project reporting, and reimbursement requests, such as for the Cathedral Canyon Bridge Project. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES CLIENTCONTACTPHONEEMAIL CityofPalm SpringsJoel MontalvoCity Engineer(760)322-8339joel.montalvo@palmspringsca.gov On-Call Project Management Services for Various Federally Term: April 4, 2019to May 31, 2024 Funded Transportation Projects Description of Services: Through the On-Call Project Management Services for Various Federally Funded Transportation ProjectsContract, NAI Consulting assists the City's Project Management team in various project administration tasks for state-and federally-funded transportation projects. NAI is involved in the day-to-day development of the project to ensure the project meets the goals and objectives ofthe grant funding. NAI is responsible for the grant administration, progress reporting, consultant selection, and project reimbursement tasks for the City's grant-funded projects, such as the City's six ongoing bridge projects along Indian Canyon, South Palm Canyon, Ramon Road, Vista Chino, and East Palm Canyon Drive. CLIENTCONTACTPHONEEMAIL CityofIndioTim WassilDirectorofPublic (760) 391-4017twassil@indio.org Works As-Needed Civil Engineering Services for the City of IndioTerm: July 1, 2019 to June 30, 2024 Description of Services: Through the As-Needed Civil Engineering ServicesContract, NAI Consulting provides project management and civil design support. NAI assists the City in maintaining its Capital Improvement Program, managingprojectslike the Avenue 44 Bridge, and provides civil engineering support for project like the street improvements on Racho Los Coyotes. NAI consulting also provides grant administrative support for state-and federally-funded projects. NAI was the lead civil engineer in developing the plans and specifications for the City of La Quinta's 2022/2023 pavement management program project implementation. The improvements included over 1,800,000 of slurry along six streets throughout the City including adding new bike lanes. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES This project will replace the low-water crossing with an all- weather crossing with 6-foot sidewalks on each side of the bridge, two 8-foot bike/cart paths, two 11-foot outside lanes, two 12-foot inside lanes, and raised medians. The improvements will also include road approaches and necessary bank concrete slope scour countermeasures. NAI was the lead civil engineer in developing the plans and specifications for the Rancho Los Coyotes Pavement Improvements Project. Thisproject included removingand replacingexistingroadway pavement; removing and replacingthe existing concrete driveways, curb, gutter and cross-gutters in the rightof way; and replace them with concrete wedge curbs and curb transitions, driveway tie-ins and concrete crossgutters. The project also constructeda newdrainage system to improve drainage on the street. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES NAI was tasked with taking an existing design to final completion. The original design avoided right-of-way impacts but would have led to many other civil design challenges. NAI redesigned this project to meld City Standards with physical constraints and property owner concerns. This project included constructingthe missing segment of Shields Road south of Highway 111. The improvements included constructing approximately 250ft of asphalt pavement. The street wasconstructed to match the existing street section with one lane in each direction and a sidewalk along the east sidefrom Highway 111 to approximately 500ft south of Highway 111. NAI was the lead civil engineer in developing the plans and specifications for the Fred Waring Drive Pavement Rehabilitation Project from Highway 111 to Monterey Avenue. The project made improvements to curb ramps, pedestrian facilities, and other infrastructure. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES NAI was the lead civil engineer in developing the plans and specifications for the Via De Anza Street Improvements, Phases 1-3. The improvements include widening the local street to the general plan width and installing, curb, gutter, sidewalk, driveways, and ADA ramps. The improvements were completed as part of the City's CDBG program and required federal compliant specifications. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES NAMEDISCIPLINE HOURLY RATE Lorissa NickersonPRINCIPAL CIVIL ENGINEER $195.00 Josh NickersonPRINCIPAL CIVIL ENGINEER $195.00 Jose CortezASSOCIATE ENGINEER $127.00 Erika SinohuizASSOCIATE PROJECT MANAGER $127.00 DianaSmithADMINISTRATIVE SUPPORT $95.00 Stephanie MiletteADMINISTRATIVE SUPPORT $95.00 ADDITIONAL HOURLY FEES (WHEN APPLICABLE*) NAMEDISCIPLINE HOURLY RATE PROJECT MANAGER $145.00-$175.00 SENIOR ENGINEER $145.00-$175.00 ASSISTANTPROJECT MANAGER $110.00 ASSISTANTENGINEER $110.00 ADMINISTRATIVE ASSISTANT $75.00 *Additional hourly fees will only apply upon approval from the Contract Manager. Please note that NAI Consulting will provide the reimbursable expenses (reproduction, messenger service,and postage) at cost without markup. 11 ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES NAI has an experienced and cohesive teamto support Lorissa Gruehl and Joshua Nickerson efficiently deliver projects. Assistant Project Manager -Ms. Erika Sinohuiz Erika will be the Assistant Project Manager and support the team in the delivery of each of the City's projects. Erika brings a solid foundation in coordinating capital improvement and federally funded projects to her role as an Assistant Project Manager. With a background in both administrative and engineering support, Erika specializes in navigating projects funded by federal and state sources. At the heart of our project delivery process, Erika demonstrates a deep understanding of local and state standards, including thorough knowledge of the Local Assistance Procedures Manual and the Local Assistance Program Guidelines. She is adept at various components of project management, including budgeting, scheduling, and coordinating and updating the Federal Transportation Improvement Program (FTIP). Moreover, Erika excels in the preparation of compliance documentation for both federal and state requirements. Erika's expertise also encompasses the preparation of Request for Proposals (RFP), handling Request for Authorization/Adjustment (RFA), developing project specifications, and conducting bid comparisons. She skillfully manages federal forms, invoicing, labor compliance oversight, and meticulous project closeouts. Her proactive and hands-on methodology promotes effective collaboration with project managers, development teams, and municipal staff. This ensures the successful and timely completion of projects in alignment with our client's objectives, demonstrating her commitment to excellence in project management. Assistant Engineer -Mr. Jose Cortez Jose will provide assistant engineering services for this contract. He brings with him a wealth of experience in designing projects for construction, including CAD work, project engineering estimation, and project management. His expertise extends to collaborating with city staff and project managers to develop plans and ensure that scopes of work, schedules, and budgets align seamlessly, minimizing the need for quality reduction or cost escalation. In his capacity as Assistant Engineer, Jose has honed his skills through involvement in pavement management projects and ADA improvements. His contributions encompass a wide spectrum of tasks, from sidewalk gap closures to pavement rehabilitation, signing and striping modifications, and curb ramp reconstruction. Additionally, he is familiar with preparing bid documents, estimates, specifications, bid comparisons, conducting plan checks, and fulfilling other associated responsibilities. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES Management Analyst -Ms. Diana Smith Diana provides comprehensive project management and administrative assistance, boasting a track record of adeptly supporting numerous private sector-funded initiatives. Her role encompasses collaboration with project managers, superintendents, architects, and government personnel to facilitate seamless project execution. Proficient in budget management, schedule monitoring, and the preparation of project-related financial documents, Diana ensures the efficient organization of every endeavor. Leveraging her familiarity with state and local agencies, she adeptly addresses additional administrative demands as they emerge. Project Assistant -Ms. Stephanie Milette Stephanie serves as a vital asset in project management and administrative support. Her expertise encompasses budget oversight, schedule management, project documentation, and the preparation of progress payment invoices for consultant and project reimbursement. Familiar with project specifications, federal forms, and various administrative tasks, Stephanie plays a key role in facilitating federal and state invoicing, coordinating utility communications, conducting bid comparisons, and assisting in due diligence processes. Additionally, she contributes to the drafting of award packages, CIP project sheets, and various other administrative duties essential for project success. The key NAI staff proposed for these services have been working together over the years on very similar contracts to the services requested by the City of La Quinta. As such, we have developed seamless workflows and information highways to provide our clients with the utmost satisfaction. This efficient workflow always starts with the primary contact. Lorissa Gruehl, as Project Manager, will continually coordinate with City Staff to keep informed of their needs and provide project status updates on the tasks assigned. Once the information is collected from the City or design consultant who is being managed, Lorissa will distribute the pertinent information to the team as necessary. Lorissa Gruehl Josh Nickerson Jose Erika Cortez Sinohuiz Stephanie Diana Milette Smith ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES NAI Consulting is capable of providing in-house services for the following focus areas: NAI is prepared to assist the City as needed in the other focus areas of the RFP through our network of subconsultant relationships. Through these relationships, NAI can develop traffic signal and related engineering plans and specifications, drainage analysis and studies, landscape plans and specifications, structural plans and specifications, right-of-way requirement maps, and NPDES/SWPPP/WQMP/PM10 plans. NAI has not listed any subconsultants in this Statement of Qualifications to avoid limiting our ability to bring on the most qualified and available subconsultant for the service when requested. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL 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. To facilitate the review and approval process, we will work closely with the key individuals at the City who are responsible for the 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: 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. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES -call surveyors. We will coordinate encroachment permits for surveys, not within the City'sright-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 conflictwith 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. NAI will consult, coordinate, and perform related follow-upswith 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/relocationsto 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. 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,-call surveyor. Typical information and procedures may include recommendations for impacted areas, negotiated agreements, and coordination with the property owner or agency. If the project requires a geotechnical recommendation or street borings, NAI can obtain a Geotech or NAI -call Geotech. Typical information and procedures may include recommendations for the location of borings, review of draft recommendations, and coordination. If the project requires a hydrology study and/or hydraulic calculations, NAI can obtain a firm to conduct the needed information. Typical information and procedures may include recommendations for the area of impact, proposed and existing roadway profile, recommendations for the size of storm to calculate, and coordination. This task will include developingplans 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 the skeleton sheets. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES 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. NAI will prepare roadway design plans to satisfy the project requirements as follows: NAI is capable of preparing signing and striping,and traffic control plans for the roadway project we are -call Traffic Engineer as needed. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES Project Specifications will conform to the requirements of the Standard Specifications for Public Works Construction, City, and Caltrans Standard Specifications as applicable. -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 standardwill also be included. After incorporating the firstplan check comments, we will prepare final technical specifications and/or special provisions for the proposed construction work. NAI will prepare a preliminary estimate of probable construction costs for the project that will include a proposed bid item list, estimated quantity, line-itemcost 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. After incorporating the firstplan check comments, NAI will prepare the final estimate of probable construction costs for the project, including a proposed estimate of construction working days for the improvements perCity format. NAI will refine the preliminary estimate and provide quantity take-offs with appropriate unit prices and extensions. 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 upthe 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. 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. The NAI team will perform support services for the Cityduring 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 a 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, -built redlines,and provide record drawings to the City. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES 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. 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 of projects partially funded with grant monies. requirements and/or procedures and stayscurrent 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 ensure the City's QAP is in compliance with Caltrans procedures outlined in the Caltrans QAP Manual. 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. At the beginning of the fiscal year the NAI Team will meet with city staff and assist in prioritizing the overall critical path Gantt chart schedule which clearly illustrates when objectives for each project will be staff workload, design consultant deliverables and anticipating approvals by city management and elected policy makers. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES This critical objective begins with the preparation of biddable specifications, constructible plans, and will respond to contractor requests for information (RFI), prepare any necessary addenda to the bid 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. 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: and large projects. We will draft a comprehensiveRequest for Proposal (RFP) and/or Request for Qualifications (RFQ) that clearly definesthe project scope and intent and identifies critical path schedule resultantprofessional services agreement, and prepare a staff report with consultant selection findings and recommendations for consideration by the City Council. The NAI Team will provide project- 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. We understand that the City typically prepares the required staff reports with support from the NAI Team. However, when requested we will prepare the necessarystaff reports to ensure the successful delivery of assigned capital projects. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES 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: As grant opportunities arise, we will work with the City in drafting the language in the application. We will prepare all the informationnecessary for successful application. NAI Consulting understands that the City prepares the Capital Improvement Program (CIP) with the in preparing 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 andSB1 funds need to be reviewed, updated, and forecasted. 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 e forfeited. 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. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES Throughout the contract period, NAI will work closely with the Riverside County Transportation Commission (RCTC), the California Department of Transportation (Caltrans), and the California rally 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 themto Caltrans so that our projects remain first in line. 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. 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 adding any federal language necessary. NAI wil Agreement and add any additional federal aid clauses that are required. Conflict-of-InterestStatements 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 rankedconsultant and negotiate a fair and equitable price for the City. For Contracts with federal reimbursement over $1M, 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. 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 Citymust submit a Preliminary Environmental Study (PES) to Caltrans that outlines the environmental setting for the project. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES 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. Our reviews will follow the guidelines outlined in LAPM Chapter 6, "Environmental Procedures", and the Caltrans Standard Environmental Reference (SER). 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". 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". 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 adjustingtheir 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 ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES 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 perthe guidelines outlined in LAPM Chapter 13, "Right of Way." 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. 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. 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 allocationswill follow the currently adopted guidelines established in the LAPG for each particular state funding source. 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. ON-CALL CIP PROJECT MANAGEMENT AND PROFESSIONAL ENGINEERING SERVICES 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. 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 itto 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. 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. ATTACHMENT 2 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Must be executed by proposer and submitted with the proposal Lorissa Gruehl I, ________________________________________ (name) hereby acknowledge and confirm that NAI Consulting, Inc. __________________________________ (name of company) has reviewed certificates and endorsements verifying compliance will be provided if an agreement is awarded. Vice President NAI Consulting, Inc. I am _________________________________ of ______________________________, (Title)(Company) Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence); $2,000,000 (general aggregate) Must include the following endorsements: General Liability Additional Insured General Liability Primary and Noncontributory Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) Personal Auto Declaration Page if applicable Errors and Omissions Liability $1,000,000 (per claim and aggregate) Must include the following endorsements: ATTACHMENT 3 NON-COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal Lorissa Gruehl I, ________________________________________ (name) hereby declare as follows: NAI Consulting, Inc. I am _________________________________ of ______________________________, (Title)(Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature:__________________________________________________ Lorissa Gruehl Proposer Name: Vice President Proposer Title: NAI Consulting, Inc. Company Name: 68-955 Adelina Road, Cathedral City, CA 92234 Address: ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA Must be executed by proposer and submitted with the proposal; Not Applicable and sign ADDENDUM NO.SIGNATURE INDICATING RECEIPT