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RFP - LQ Village Complete Streets Project No. 2015-03Page 1 of 6 REQUEST FOR PROPOSAL PROFESSIONAL ENGINEERING SERVICES LA QUINTA VILLAGE COMPLETE STREETS – A ROAD DIET PROJECT PROJECT NO. 2015-03 The City of La Quinta requests proposals from qualified professional engineering consultants to prepare federal environmental documentation and the plans, specifications, and estimates (PS&E) for the La Quinta Village Complete Streets - A Road Diet Project, City Project No. 2015-03. Project Description: The proposed improvements will convert the La Quinta Village into a bicycle and pedestrian friendly, Complete Street atmosphere. The three major streets in the Village; Calle Tampico from Eisenhower Drive to Washington Street, Eisenhower Drive from Calle Tampico to Calle Sinaloa, and Calle Sinaloa/Avenue 52 from Eisenhower Drive to Washington Street; will be reduced from four lanes of travel down to two and include bicycle facilities and on-street parking. In addition, five roundabouts will be constructed in order to link the road diet segments together. An exhibit of the proposed improvements is provided in Attachment 1. The proposed landscape palette for the Roundabout shall blend the existing landscape in the La Quinta Village with the City of La Quinta's "Desert Oasis" plant palette. The "Desert Oasis" palette is intended to be a drought friendly landscaping theme using hardscape elements with optional minimal planting which will result in lower installation costs, lower long-term maintenance, and lower water usage while maintaining an aesthetically pleasing desert landscape environment. The "Desert Oasis" palette features multi-colored crushed rock, decomposed granite, and boulders with an optional minimal use of drought tolerant planting as accents in the decorative hardscape. The consultant shall be sensitive to the existing drainage pattern and include any drainage improvements required as part of the design. A simple, cost effective design with minimal impacts to the surrounding community shall be paramount to this project. Emphasis shall be placed on valued engineering. The construction of these improvements is federally funded through the California Active Transportation Program as administered by the California Department of Transportation (Caltrans) and the California Transportation Commission (CTC). As such, the design consultant will be responsible for preparing all documents necessary for the environmental approval through the National Environmental Policy Act (NEPA) as well as providing the project plans, an itemized engineer's estimate, bid schedule, bid item descriptions, payment methods, special provisions, technical specifications, and any specification detail sheets and/or relevant standard plans. Samples of these specification documents are available for review within the City of La Quinta Public Works Department and on the City’s web site. Page 2 of 6 The environmental approval through the California Environmental Quality Act (CEQA) has already been drafted by the City’s On-Call consultant, Terra Nova. Any additional NEPA related technical studies performed shall be submitted to them for inclusion in the f inal CEQA document. Services Requested Services and products to be rendered in performing all work associated with project development may include, but may not be limited to:  Perform appropriate engineering related field survey, and prepare the base sheets. (The base sheets will include all utilities and potential obstructions.)  Prepare all documents necessary for Caltrans to approve the applicable environmental documents related to NEPA.  Coordinate with the City for any additional reports needed for CEQA approval.  Perform utility coordination, identify and resolve utility conflicts, determine location of points of connections and coordinate same through affected utility providers, and obtain all necessary clearances from affect utility providers.  Perform Right of way acquisition services in accordance with the Caltrans Local Procedures Manual. This task will include, but may not be limited to the preparation of legals and plats, appraisals and other documents necessary to secure any permanent or temporary Right-of-Way impacts. Contact and negotiate with property owners as necessary. The Consultant will be responsible for the preparation of the required Right of Way Certification.  Perform geotechnical investigation to determine existing and recommended pavement sections as well as any drainage recommendations as necessary.  Prepare geometric approval drawings using approved conceptual design provided in Attachment 1.  Prepare project plans, specifications and engineer’s estimates of prob able construction costs.  Final Plans will likely include Title Sheet, Demolition Plan, Roundabout Civil Plan, Drainage Plan, Signing and Striping Plan, Landscape Planting and Irrigation Plan, Electrical Plan, and necessary construction details.  Project Specifications and Bid Documents will likely include the detailed project description, preparation of bid schedule, bid item descriptions, payment methods, special provisions, technical specifications, and any specification detail sheets or standard plans.  Consultant will include an appropriate number of meetings with City staff. The consultant may be required to attend one or more City Council meetings. The Page 3 of 6 design consultant will be expected to attend the pre-bid meeting and will respond to contractor requests for clarification during the bid process.  The design consultant will also be required to respond to requests for information (RFI) and provide clarification of questions relating to its plans during the construction phase.  At the conclusion of construction, the Consultant will be expected to incorporate “As-Built” changes from the contractor and resident engineer into a final record drawing.  The design consultant should expect to plan and host up to three public outreach meetings to engage the public in the development of this project. Project Development Process 1. Pre-Design Meeting - The pre-design meeting is an initial meeting between the consultant and City staff to clarify project design objectives. 2. Agency Approval A. Environmental Approval – Agency will review and approval all documents prior to submitting to Caltrans for their approval. B. Consultant will submit PS&E and/or other necessary documen ts to City to obtain approval. All plan submittals besides the Final Submittal shall include 3 bond copies and an electronic PDF copy. The Final Submittal shall include 1 Mylar set, an electronic PDF copy, and all electronic CADD files. At a minimum, the consultant should anticipate the following plan check submittals: (1) 1st Review – Geometric Approval Drawing Review (base sheet) (2) 2nd Review - 65% Check Plans and preliminary engineer's estimate (3) 3rd Review - 85-90% Check Plans, Specs, and updated estimate (4) 4th Review - 100% Check (complete PS&E/Screen Check) (5) Final Submittal B. Approved PS&E will be submitted to the City Council for final approval prior to advertisement. C. All approved plans will be provided to the City on compact disk in AutoCAD 2009 or later format, as well as on “D” size mylar. Specification and/or bid documents will be provided in Microsoft Word for Windows format. The Engineer’s estimate will be provided in Excel for Windows format. 3. Right of Way Phase – The consultant will be expected to develop Right-of-Way impact maps showing all Right-of-Way acquisitions and Temporary Construction Easements necessary. The consultant will be expected to prepare any agreements necessary including all supporting documents. Consultant will be expected to coordinate with all utility companies for any utility relocations or adjustments and develop utility agreements as necessary. Page 4 of 6 3. Bidding Phase - The consultant will be expected to attend the pre-bid meeting and respond to contractor requests for plan clarifications during the bid process. 4. Construction Phase - The consultant will be required to respond to requests for information (RFI) and provide clarification of questions related to the plans during the construction phase. Proposal Format Proposals (work proposal and cost proposal) are to be submitted in separate envelopes clearly marked with the consultant’s name, address and phone number. Only one proposal per consultant will be considered. Proposal packages are to be submitted to the City on/or before March 17, 2017 at/or before 5:00 p.m. Proposals received after the stated deadline shall not be accepted. Proposal packages are to be delivered to: Edward J. Wimmer, P.E., Principal Engineer City of La Quinta Public Works Department 78-495 Calle Tampico La Quinta, CA 92247-1504 All questions must be submitted to the City via email at nnickerson@naiconsulting.com on/or before March 15, 2017 at/or before 5:00 p.m. Consultants are encouraged to keep their proposals brief and relevant to the specific work required. Proposals shall include the following items: 1. Work Proposal (envelope 1) - submit 4 copies A. Cover Letter (1) The name, address and phone number of the consultant’s contact person for the remainder of the selection process. (2) Any qualifying statements or comments regarding the consultant’s proposal, the information provided in the RFP or the proposed professional services agreement. (3) Identification of sub-consultants and their responsibilities. B. Statement of Qualifications (1) A listing of proposed project personnel, including personal experiences and individual resumes for prime and sub-consultants. (2) Consultant’s and sub-consultant experience with similar work, including names and current phone numbers of reference for listed projects. C. Project Understanding and Approach - A description of your project understanding, and how you will approach the project. D. Scope of Work Program - A description of the tasks, sub-tasks, and deliverables that will be provided. The Scope of Work Program should be Page 5 of 6 presented in a logical format that can be easily attached to the Professional Services Agreement. E. Project Schedule - A comprehensive Critical Path Method (CPM) schedule is to be submitted describing the nature and scheduling of proposed tasks and reflecting April 4, 2017 as the start date 2. Cost Proposal (envelope 2) – submit 1 copy The consultant is to submit a detailed cost proposal for all services and materi als anticipated in completing the project. Man-hours and extended billing rates per classification of personnel will be indicated for each defined task and/or sub-task defined. City Rights and Options This solicitation does not commit the City of La Quinta to award a contract, to pay any cost incurred with the preparation of a qualifications statement, or to procure or contract for services or supplies. The City of La Quinta reserves the right to accept or reject any or all submittals received in response to this request, to negotiate with any qualified source, or cancel in whole or part this process if it is in the best interest of the City to do so. Subsequent to negotiations, prospective consultants may be required to submit revisions to their qualification statements. All proposers should note that any contract pursuant to this solicitation is dependent upon the recommendation of the City staff and the approval of the City Council. The City of La Quinta reserves the right to postpone selection for its own convenience, to withdraw this Request for Proposal at any time, and to reject any and all submittals without indicating any reason for such rejection. As a function of the RFP process, the City of La Quinta reserves the right to remedy technical errors in response to the RFP and to modify the published scope of services. The City of La Quinta will reserve the right to request that specific personnel with specific expertise be added to the team, if the City determines that specific expertise is lacking in the project team. Statements and other materials submitted will not be returned. The City of La Quinta reserves the right to abandon this RFP process and/or change its procurement process for the contract at any time if it is determined that abandonment and/or change would be in the City’s best interest. In the event of an abandonment or change, the City will not be liable to any contractor for any costs or damages arising out of its response to the RFP. Selection Process Work Programs will be reviewed by a Consultant Selection Committee. The Committee will rank the consultants for contract negotiations based upon the materials submitted within the Work Proposal. The Committee may or may not choose to interview two or more closely-rated firms, but will not expect or schedule time for elaborate presentations. Cost proposals will be opened only after the ranking process is complete. Page 6 of 6 The City will open contract negotiations with the top-ranked firm. The successful consultant will be expected to enter into the attached Professional Services Agreement. (Attachment 2). La Quinta Village Complete StreetsPROPOSED IMPROVEMENTS (1 OF 5)A ROAD DIET PROJECT February 20172178EX001NORTH ATTACHMENT 1  La Quinta Village Complete StreetsA ROAD DIET PROJECT February 20172178EX003NORTHMATCH LINE SEE ABOVE MATCH LINE SEE BELOW PROPOSED IMPROVEMENTS (2 OF 5)MATCH LINE SEE SHEET 2ATTACHMENT 1 La Quinta Village Complete StreetsA ROAD DIET PROJECT February 20172178EX003MATCH LINE SEE ABOVE MATCH LINE SEE BELOW PROPOSED IMPROVEMENTS (3 OF 5)MATCH LINE SEE SHEET 1MATCH LINE SEE SHEET 3ATTACHMENT 1 La Quinta Village Complete StreetsA ROAD DIET PROJECT February 20172178EX003NORTHMATCH LINE SEE ABOVE MATCH LINE SEE BELOWPROPOSED IMPROVEMENTS (4 OF 5)MATCH LINE SEE SHEET 2 MATCH LINE SHEET 4ATTACHMENT 1 La Quinta Village Complete StreetsA ROAD DIET PROJECT February 20172178EX003NORTHMATCH LINE SEE SHEET 3 PROPOSED IMPROVEMENTS (5 OF 5)ATTACHMENT 1 La Quinta Village Complete StreetsTYPICAL SECTIONA ROAD DIET PROJECTFEBRUARY 20172178X001ABBREVIATIONSLEGENDATTACHMENT 1 Last revised April 2015 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 ATTACHMENT 2 Last revised April 2015 EXHIBIT B Page 1 of 1 ATTACHMENT 2 Last revised April 2015 EXHIBIT C Page 1 of 1 ATTACHMENT 2 Last revised April 2015 EXHIBIT D Page 1 of 1 ATTACHMENT 2 Last revised April 2015 EXHIBIT E Page 1 of 6 ATTACHMENT 2 Last revised April 2015 EXHIBIT E Page 2 of 6 ATTACHMENT 2 Last revised April 2015 EXHIBIT E Page 3 of 6 ATTACHMENT 2 Last revised April 2015 EXHIBIT E Page 4 of 6 ATTACHMENT 2 Last revised April 2015 EXHIBIT E Page 5 of 6 ATTACHMENT 2 Last revised April 2015 EXHIBIT E Page 6 of 6 ATTACHMENT 2 Last revised April 2015 EXHIBIT F Page 1 of 2 ATTACHMENT 2 Last revised April 2015 EXHIBIT F Page 2 of 2 ATTACHMENT 2