REQUEST FOR PROPOSALS PROFESSIONAL SERVICES FOR GREEN INFRASTRUCTURE PLAN

Transcription

1 REQUEST FOR PROPOSALS PROFESSIONAL SERVICES FOR GREEN INFRASTRUCTURE PLAN CITY OF SAN MATEO, CALIFORNIA PUBLIC WORKS DEPARTMENT 330W. 20 TH AVENUE SAN MATEO, CA The City of San Mateo hereby requests proposals for professional services for the Green Infrastructure Plan. Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section II, "SCOPE OF WORK," of this notice. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized consultants and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the City of San Mateo no later than 5:00 p.m. on Friday, December 21, 2018 as outlined below: Green Infrastructure Plan RFP c/o Public Works Department San Mateo City Hall 330 W. 20th Avenue San Mateo, CA Each proposer shall submit six (5) bound sets of the proposal in accordance with Section V, "PROPOSAL REQUIREMENTS," of this notice

2 I. BACKGROUND CITY OF SAN MATEO PUBLIC WORKS DEPARTMENT REQUEST FOR PROPOSALS FOR GREEN INFRASTRUCTURE PLAN The City needs to develop its Green Infrastructure Plan (Plan) for compliant stormwater management in accordance with Provision C.3.j. of the California Regional Water Quality Control Board s (Water Board) San Francisco Bay Region Municipal Regional Stormwater National Pollutant Discharge Elimination System Permit (MRP) Order No. R , Permit No. CAS The Plan shall be completed by June 30, 2019 for approval by the City. As part MRP Provision C.3.j, the City must develop a Plan that demonstrates a shift from traditional gray storm drain infrastructure - which channels polluted runoff directly into San Francisco Bay without treatment - to a more resilient and sustainable storm drain system comprised of green infrastructure (GI). GI is designed to capture, store and treat stormwater using specially designed landscape systems. The focus of Provision C.3.j is for the reduction of pollutants, specifically polychlorinated biphenyls (PCBs) and mercury found in urban runoff. The implementation of PCB and mercury control measures included in the MRP aim to meet the waste load allocations required by the Total Maximum Daily Load (TMDL) approved by the Environmental Protection Agency for the Bay. The City s Plan must therefore be designed to collectively achieve specific reductions in PCBs and mercury in stormwater runoff by 2020 and 2040, per Provisions C.11 and C.12 in the MRP. The City shall identify and prioritize opportunities in the public right-of-way where GI may be feasible to implement. Provision C.3.j also requires that the City prepare a framework or workplan describing the approach for the development of the Plan. The City s Council approved the Green Infrastructure Workplan on June 5, 2017 (Attachment A). Per the MRP and GI Workplan tasks, the City must develop a Plan that includes: A. Identification, prioritization, mapping, tracking and planning of GI projects; B. process for tracking completed projects and pollutant load reduction goals; C. GI streetscapes, project guidelines and standard specifications; D. Project design standards for hydromodification or other sizing requirements; E. Adoption of planning documents to ensure the implementation of GI projects; F. A workplan that outlines and ensures the implementation of GI; G. An evaluation of GI funding options; H. Adoption of other policies, ordinances and legal mechanisms to ensure GI Plan implementation; and I. Implementation of internal and public outreach. Through the San Mateo County Water Pollution Prevention Program s (SMCWPPP s) - 2 -

3 Reasonable Assurance Analysis (RAA) modeling of the PCB loading and stormwater volume to be treated for all County Permittees based on individual and collective scenarios, the City has been shown to have a relatively large burden of medium and high priority Green Streets-based and other required GI Best Management Practice (BMP) treatment capacity. Therefore, the City seeks a Consultant cognizant of this challenge that can complete the City s GI Plan and develop feasible yet cost-effective approaches and commitments for meeting this burden. This shall build on SMCWPPP and other pre-existing resources as well as the research conducted by City staff documenting City GI-related policies and programs in need of modification, along with the scarcity of City sites conducive to large (potentially Regional) GI projects that could benefit from infiltration into permeable soils. Tasks of utmost importance based on the above include Tasks A, B, G and I. In particular, Task I potentially implies the need for planning and executing an innovative, internal City multi-departmental workshop to leverage all GI-related City activities and devise creative solutions that receive buy-in from all key decision-makers. II. SCOPE OF WORK The consultant chosen for this project shall be responsible for the following Tasks, along with a technical memorandum for each of the Tasks (with text to be compiled as each chapter of the final Plan) and provision of all relevant materials in word format, GIS and other as applicable. 1. Task A Prioritization of Potential and Planned GI Projects: Building upon SMCWPPP s RAA, San Mateo Countywide Stormwater Resources Plan (SRP) and planned San Mateo Countywide Sustainable Streets Master Plan, the Consultant shall identify, prioritize, map, track and plan GI projects (including several large, non-green Streets ones as already researched by City staff) on both private land and within the public right-of-way. The Consultant shall review and analyze the RAA results for the City and, based on the aforementioned relatively large GI treatment burden and siting challenges for the City, develop a phased GI implementation schedule and plan as required by the MRP. In collaboration with SMCWPPP s efforts, the Consultant shall develop prioritization criteria and a guidance document for the City that includes methodology for integration of the GI project opportunities phasing plan into the City s long-term planning and capital improvement plans and processes. 2. Task B Process for Tracking and Mapping Completed Projects: SMCWPPP has developed a web-based RAA tool for the use in tracking GI projects as part of their planned San Mateo Countywide Sustainable Streets Master Plan. The Consultant shall assist City and SMCWPPP staff in reviewing and updating the associated RAA tool and completed project database, and draft City protocol to integrate that into City tracking procedures. 3. Task C Develop Overall GI Guidelines, Standard Specifications, and Design Details: The Consultant shall review SMCWPPP s San Mateo County Model Green Infrastructure Guidelines and Standards/Green Suite, as well as GI typical details developed by the San Francisco Public Utilities Commission, and suggest revisions to - 3 -

4 City Departmental standards procedures for their implementation. The Consultant shall recommend additional details and develop a comprehensive set in AutoCAD for City use. 4. Task D - Develop Requirements for Design of Projects to Meet Hydromodification Sizing Requirements or Other Accepted Sizing Requirements: The Consultant shall integrate the recommended final single approach from BASMAA into the Plan. 5. Task E Planning Document Update, Summary of Updates, and Workplan for Future Plans: The Consultant shall review and supplement as needed the City s work in identifying GI-related policies and programs and potential required changes, based as appropriate on SMCWPPP s recommendations for modifications. The Consultant shall develop a summary of the necessary updates and assess whether additional modifications are required. The Consultant shall assist City staff in developing a workplan that outlines an integrated approach to ensure the incorporation of GI measures in future planning documents. 6. Task F - Workplan for Completion of Prioritized Projects: Based on the findings from Task A, the Consultant shall assist the City staff in creating a workplan for the implementation of prioritized projects. 7. Task G Evaluation of Funding Options: The Consultant shall integrate SMCWPP s Potential Funding Source Analysis and Recommendations study into the Plan, and recommend additional options for consideration and prioritize the options. 8. Task H - Adoption of Other Policies, Ordinances, and/or Other Legal Mechanisms to Ensure Plan Implementation: The Consultant shall assist the City in identifying and modifying City-specific policies, ordinances, and/or other legal mechanisms to be adopted by the City to ensure (and concurrent with) GI Plan implementation. 9. Task I Conduct Outreach and Education with Public, Staff and Elected Officials: The Consultant shall develop a Public Outreach Plan that incorporates SMCWPP s Five-Year Pubic Education and Outreach Strategic Plan and includes outreach to City staff and elected officials. As optional tasks (with hours estimates to be provided), the Consultant shall also: plan and conduct the aforementioned workshop with City staff from the Community Development Department, the Public Works Department Engineering, Maintenance and Compliance Divisions, and other Departments and work units as necessary; plan and conduct study session(s) for City Council and potentially the Sustainability and Infrastructure Commission to present the draft Plan; and host at least two meetings with key city staff throughout the project to serve for Kickoff, Interim Progress Check, and potentially other purposes to ensure sufficient understanding of and progress towards the Tasks

5 III. CONSULTANT SELECTION PROCEDURE Evaluation of the proposals (not to exceed 10 pages, excluding Staff Resumes) will consist of an in-house staff group or a mixed group of staff and non-staff persons who will assess the qualifications, experience, and strength of the proposer in terms of financial resources and ability to perform the work. The cost to the City for performing the work shall be an important, but not overriding consideration. Subsequent to selection of a successful proposer, the City will draw up a contract reflecting the terms and conditions of the proposal plus the City's standard liability and insurance requirements. The City may elect to stop work at any time in the contract and will pay for work completed to that point on a time and material basis. The City reserves the right to modify or reject any or all proposals. Proposals shall remain effective for 90 days beyond the submitted date. IV. PAYMENT The method of payment to the successful proposer shall be on a time and materials basis with a maximum "not to exceed" fee as set by the proposer in his proposal as being the maximum cost to perform all work. This figure shall include direct costs and overhead such as, but not limited to, transportation, communications, subsistence, and materials and any subcontracted items of work. Progress payments will be based on actual hours, hourly costs and support service costs charged to the project on a monthly basis. V. PROPOSAL The proposal shall consist of five (5) bound sets containing 8-1/2" x 11" sheet sizes for the text and 11" x 17" sheet sizes for any fold-out drawings. It shall include: 1. The proposer's implementation plan for the project, including at a minimum those tasks outlined in Section II, A. Consultant Responsibility, of this notice. 2. The proposer's experience and history in performing this type of work, particularly those projects that have been successfully carried to construction. Include references of persons, firms, or agencies whom the City may contact to verify the experience of the proposer. 3. A table of organization setting forth who the project manager will be. 4. A statement of qualifications and experience for each individual expected to perform responsible portions of the work. 5. Descriptive material in support of the proposal including articles, drawings, photographs, or other media that would be helpful in evaluating the proposal

6 6. A time and materials proposal of the total cost for each step of the proposer's implementation plan; lump sum quotes for sub-consultant work and a "NOT TO EXCEED" figure for all the work to be performed. In addition, indicate the hourly rates that would be charged for the work performed by the proposer's principals and staff. 7. Indicate ability to perform work according to attached Estimated Project Timetable. 8. Identify any concerns with the terms and conditions of the City s Standard Consultant Agreement, including Insurance and Indemnification provision. VI. PREVAILING WAGE 1. No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section (with the exception that, per Labor Code section , if a project is federally funded, a contractor can register at any time prior to bid award). No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 2. In general, the prevailing wage scale, as determined by the Director of Industrial Relations of the State of California, in force on the day this quote was announced, will be the minimum paid to all craftsmen and laborers working on this project. In some cases, prevailing wage determinations have either a single asterisk (*) or double asterisks (**) after the expiration date in effect on the date of advertisement for quotes. In cases where the prevailing wage determinations have a single asterisk (*) after the expiration date which are in effect on the date of advertisement for quotes, such determinations remain in effect for the life of the project. Prevailing wage determinations which have double asterisks (**) after the expiration date indicate that the basic hourly wage rate, overtime, and holiday pay rates, and employer payments to be paid for work performed after this date have been predetermined. If work is extended past this date, the new rate must be paid and should be incorporated in contracts the Contractor enters into. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of the proposer to determine the correct scale. The City will keep a copy of the wage scale in the City Clerk's office for the convenience of proposers. Any errors or defects in the materials in the City Clerk's office will not excuse a proposer s failure to comply with the actual scale then in force. A contractor or subcontractor shall not be qualified to submit a quote, or be listed in a quote, subject to the requirements of Section 4104 of the California Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered with the Department of Industrial Relations and qualified to perform public work pursuant to Section of the California Labor Code. The project is subject to compliance monitoring and enforcement by the Department of Industrial Relations

7 VII. LIABILITY INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG covering CGL on an occurrence basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: ISO Form Number CA covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage. 3. Workers Compensation: as required by the State of California, with Statutory Limits, and Employer s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate. 5. If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. A. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status The City of San Mateo, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT s insurance (at least as broad as ISO Form CG 20 10, or both CG and CG forms if later revisions used). 2. Primary Coverage For any claims related to this contract, the CONSULTANT s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT s insurance and shall not contribute with it

8 3. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days prior written notice (10 days for non-payment) has been given to the City. 4. Waiver of Subrogation CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. 6. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Verification of Coverage CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. VIII. PROFESSIONAL MALPRACTICE INSURANCE Professionals and Consultants shall provide errors and omissions insurance in the minimum amount of $1,000,00.00 aggregate. The policy shall specify the City of San Mateo, its elected and appointed officials, employees, and agents as additional insureds if such additional insured designation can be obtained by professional or consultant

9 IX. HOLD HARMLESS AND INDEMNITY PROVISION CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising from the negligent, or claimed negligent, performance of this Agreement by CONSULTANT, including claims, loss, liability, damage, and expense caused or claimed to be caused by passive negligence of CITY, its elected and appointed officials, employees, and agents. CONSULTANT will defend CITY, its elected and appointed officials, employees, and agents, against any such claims. This provision does not apply to claims, loss, liability or damage or expense arising from the sole negligence, willful misconduct, or active negligence of CITY. X. ESTIMATED PROJECT TIMETABLE 12/6/2018 "Notice Inviting Proposals" sent out. 12/21/2018 Responses from interested firms due at the Public Works Department no later than 5:00 p.m. 1/7/2019 City to prioritize and select 2 to 3 firms for interviews and notify finalists, unless deemed unnecessary. TBD TBD TBD Consultant interviews if necessary. City to select consultant and prepare contract. Contract awarded. We look forward to your participation in this project. Inquiries and/or responses may be directed to: Grant Ligon PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20th AVENUE SAN MATEO, CA /