Alameda Corridor Maintenance Services RFP. Pre-Proposal Meeting

Transcription

1 Alameda Corridor Maintenance Services RFP Pre-Proposal Meeting September 5, 2018

2 Disclaimer: If there is any conflict between the information contained in the presentation and that contained in the RFP, the RFP shall govern. The presentation is not intended to be a complete summary of the RFP and its Appendices including the Agreement.

3 Agenda I. Introductions II. III. IV. Schedule Scope of Services Overview Department of Industrial Relations (DIR) Form V. SBE Requirements VI. VII. VIII. IX. Proposal Contents Evaluation and Approval Process Site Visit Q&A

4 I. Introductions

5 Introduction Introduction of ACTA Staff Introduction of Prime Contractors Questions to be submitted on cards provided. Official answers will be in writing and posted to the website. ACTA Overview

6 ACTA Overview Purpose and History of ACTA Joint Powers Authority formed in 1989 Primary ACTA Objectives Revenue Collection Maintenance 7-Member Governing Board Rail Corridor Defined

7 20 miles long 10 miles at grade 10 miles in trench Triple track mainline Centralized Traffic Control (CTC) Fully grade separated 40 mph maximum authorized speed Connects Ports to BNSF and UPRR transcontinental mainlines Development and construction debt paid from Railroad fees Operations are governed by a Use and Operating Agreement among the Ports, Railroads, and ACTA

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9 II. Schedule

10 Schedule RFP Original Release of RFP: Aug 15, 2018 Close of First Round of Written Questions: Aug 29, 2018 Response to First Round of Written Questions: Sep 4, 2018 Pre-Proposal Meeting: Sep 5, 2018 Close of Second Round of Written Questions: Sep 19, 2018 Response to Second Round of Written Questions: Sep 24, 2018 Proposals Due: Deadline 3:00 p.m. Oct 3, 2018 Interviews:* Oct 17, 2018 Recommendation for ACTA Board Approval:** Feb 8, 2019 Agreement Begins on or about March 1, 2019 * May be subject to change ** Follows approval by Railroads and Port Harbor Commissions

11 III. Scope of Services Overview

12 General: Scope of Work maintenance, inspection, repair and replacement of Maintained Facilities Other: graffiti and trash removal, vegetation and traffic control, derailment cleanup assistance Maintained Facilities include: 1) track, signal, and communications/security systems; 2) drainage, pump station, and trench emergency ladder systems; 3) bridges, retaining walls, embankments, barriers, sound walls, and fencing; and 4) the Maintenance Facility. Contractor to furnish all labor (at prevailing wage rates), materials, and equipment (operate and maintain)

13 Scope of Work (cont d.) Annual Maintenance Budget submitted each year by Contractor for approval Maintenance by others public roadways, street lighting, traffic signals, curbs, gutters and sidewalks, landscaping and utilities within roadways Coordination with Railroads and PHL Safety Plan, Training Plan, and Bridge Inspection Plan Support automated on-track inspection runs (geometry and rail defect) Available 24/7 for emergencies Provide Railroads with assistance following derailments

14 IV. Department of Industrial Relations (DIR) Form

15 DIR Form All Contractors and Subcontractors listed in the Proposal must be registered with and meet the requirements of California Department of Industrial Relations (DIR) at the time of the Proposal submittal. Copy of DIR registration confirmation from DIR website for each Contractor and Subcontractor shall be attached to the form. Failure to provide the information may be grounds for declaring the proposal as non-responsive.

16 DIR Form

17 V. SBE Requirements

18 SBE Requirements 15% minimum participation level for this contract ACTA accepts the certification of State or other local agencies ACTA policy objective is to maximize the participation level and include as many SBE subcontractors as practical To be deemed responsive, proposer must: 1. Meet the 15% minimum requirement, or 2. Submit good faith effort (GFE) documentation with the proposal, and achieve a GFE passing score of 70 of 100 points Formula to determine 15% SBE compliance is included in Appendix Q. Note that hypothetical subcontract values are provided on SBE Form 02, and that SBE bids are not necessary for the proposal, just their commitment to perform the work. Understood that participation level may vary year to year Refer to RFP Appendix Q and Agreement Exhibit 6 for requirements

19 SBE Requirements Form 01 Proposer SBE Status

20 Form 02 SBE Participation Calculation

21 Form 02 SBE Participation Calculation

22 Form 03 SBE Commitment Plan Only certified SBE firms are to be listed on this form. Firms must be currently certified on the date of the Proposal. Include all SBE firms from SBE Form 02. Copies of current SBE certifications must be submitted with the Proposal.

23 Form 03 SBE Commitment Plan * SBEs must be certified by State or other local agency such as, but not limited to, City of Los Angeles, Los Angeles County Metropolitan Transportation Authority, Port of Long Beach or Port of Los Angeles. ** If 100% of item is not to be performed or furnished by SBE, provide exact portion of item to be performed or furnished by SBE. The Services or Materials Supplied entry must be sufficiently descriptive to establish whether the work is to be performed by a Subcontractor, Supplier/Vendor, or Manufacturer. Credit for a SBE Supplier/Vendor, who is not a Manufacturer is limited to 60% of the amount paid to the Supplier/Vendor. IMPORTANT: Names of SBE certified firms listed above should be consistent with the name and items of work listed on the DIR Form (Appendix D) submitted with the Proposal.

24 Form 04 Other Certifications of SBE Firms If any of the SBE certified firms listed on SBE Form 03 also have other certifications such as but not limited to MBE, WBE, DBE, DVBE, or LBE, please include below. Copies of the certifications listed below should be submitted with the Proposal.

25 VI. Proposal Contents

26 Proposal Contents Identification of prime and subcontractors, including DIR certifications SBE participation Proposal letter including required statements Technical proposal and financial information A. Qualification of team and proposed staff B. Understanding and approach C. Cost proposal

27 Proposal Contents A. Qualification of Team and Staff Similar projects & references Organization chart and key personnel Subcontracting plan Safety and FRA violations Licensing, claims history, award denial, completion by surety, assessment of damages EMR, evidence of insurance, and bonding compacity Select financial statement information

28 Proposal Contents (cont d.) B. Understanding and Approach Approach to performing services including mobilization plan Resource availability Freight rail knowledge Familiarity with UP Track and Signal Standards Innovations Size and makeup of workforce Ability to develop bridge management, training, and safety programs Equipment plan and material procurement process Administrative support process Inspection form samples from other projects

29 Proposal Contents (cont d.) C. Cost Information In separate sealed envelope using forms from Appendix R Purpose is: to obtain general sense from Proposer s experience as to the relative size of the fixed force, equipment needs, fully burdened labor rates, and AAR unit rates not to arrive at price for first Annual Maintenance Budget Cost elements on the forms will be scored to compare Proposals

30 VII. Evaluation & Approval Process

31 Evaluation & Approval Process 1. Review panel will be comprised of Ports and Railroads representatives. Written proposals preliminarily scored and ranked; interviews conducted with highest ranked proposers; final scoring based on both written proposals and interviews 2. Panel makes selection recommendation 3. ACTA staff negotiates Agreement with recommended firm 4. ACTA staff transmits selection recommendation and Agreement to Ports and RRs staff for submission to Harbor Commissions and RR principals 5. If approved, ACTA staff submits Agreement to ACTA Board for approval to execute

32 Evaluation & Approval Process (cont d.) Criteria: A. Qualification of Team and Staff 35% B. Understanding and Approach 30% C. Cost Information 35%

33 Evaluation & Approval Process Criteria (cont d.) A. Qualification of Team and Staff 35% Qualifications of the prime Contractor or joint venture and key Subcontractors will be evaluated, considering the following: 15 pts Section 5.4A1 5 pts Section 5.4A 2&3 5 pts Section 5.4A 4&5 10 pts Section 5.4A 6-14 Similar projects experience. Experience implementing safety, training, and bridge management programs. Experience with California prevailing wage projects. Experience with Class 1 railroads and FRA Class 4 track maintenance. Reference checks. Organization chart, staffing plan, and key personnel. Subcontracting plan, and prior experience with purposed subcontractors. CAL-OSHA and Federal OSHA violations history. FRA violations history. Claims history, denial of award or prequalification, completions by surety, assessment of liquidated damages, and any suspension or debarment. Experience Modification Rate (EMR) and ability to comply with licensing, insurance, and bonding requirements, as well as financial capacity to provide maintenance and construction services for the term of the contract.

34 Evaluation & Approval Process Criteria (cont d.) B. Understanding and Approach 30% The effectiveness of the proposed work plan, including the mobilization plan, shall be evaluated based on the following criteria: 10 pts Section 5.4B pts Section 5.4B 4&5 5 pts Section 5.4B 6 5 pts Section 5.4B 7&8 5 pts Section 5.4B 9-11 Overall understanding and approach including mobilization plan. Resources for basic maintenance and supplemental capital work. Ability to mobilize additional forces for emergencies and extraordinary planned work. Understanding of freight rail service and Rail Corridor operations. Understanding of contract requirements. Familiarity of UP Track and Signal Standards. Any proposed enhancements to the scope of services. Assessment of the proposed size and makeup of workforce. Ability to develop complaint training and safety programs and Bridge Management Plan. Equipment rationalization and material procurement processes. Maintenance and inspection records process. Sample inspection forms provided. Administrative support process for budgeting, invoicing and inventory control.

35 Evaluation & Approval Process Criteria (cont d.) C. Cost Information 30% Review and comparison of Proposer s cost proposal forms: Section I, 16 points (Form AR -I) Track, Bridge & Safety Labor Positions Section II, 8 points Section III, 2 points (Form AR - II) (Form AR - III) Signal & Communication Labor Positions, and Signal Vehicles & Equipment Contractor markup for all subcontractor, materials, & other procurements Section IV, 3 points (Form AR - IV) Track, Bridge & Safety Vehicles & Equipment Section V, 6 points (Form AR -V) Additional Estimated Cost Items

36 Form AR - I (1) All quoted hourly rates are to be fully burdened, including but not limited to: salary paid to employee; overhead markups including fringe benefits, etc.; insurance; profit; Local Administrative and Office Support Costs (See Appendix A, Article 1 Definitions); and Safety Equipment Costs (See Appendix A, Article 1 Definitions) for contractor and subcontractor. If position is through a subcontractor so indicate, and include general contractor markup as applicable in rate. Section I is worth 16 points. The lowest Proposer's Grand Total for Section I receives 16 points. A Proposer with an overall total 40% or higher than the lowest Proposer's overall total receives zero points. Those between, receive 16 - ((%/40) x 16) points. For example, an overall total that is 10% higher than the lowest Proposer's overall total receive 16 - ((10/40) x 16) or 12 points.

37 Form AR II (1 of 2) (1) All quoted hourly rates are to be fully burdened, including but not limited to: salary paid to employee; overhead markups including fringe benefits, etc.; insurance; profit; Local Administrative and Office Support Costs (See Appendix A, Article 1 Definitions); and Safety Equipment Costs (See Appendix A, Article 1 Definitions) for contractor and subcontractor. If position is through a subcontractor so indicate, and include general contractor markup as applicable in rate. (2) No contractor or subcontractor markup allowed. See Appendix A - Article 1, Definitions - Allowed Markup. (3) Including markups, if applicable. (4) See Appendix O - AAR Unit Counts for Signal & AEI Reader Locations. Section II is worth 8 points. The lowest Proposer's Grand Total for Section II receives 8 points. A Proposer with an overall total 40% or higher than lowest Proposer's overall total receives zero points. Those between, receive 8 - ((%/40) x 8) points. For example, an overall total that is 10% higher than the lowest Proposer's overall total receive 8 - ((10/40) x 8) or 6 points.

38 Form AR II (2 of 2) '* All-in cost including insurance, registration, fuel, maintenance, and small tools/supplies. No contractor or subcontractor markup allowed. See Appendix A - Article 1, Definitions - Allowed Markup. Vehicle costs for S & C positions to be included in AAR unit cost. ** If a vehicle will be used only a fraction of the year, list the total annual cost for that fraction only. For example, if a monthly rate is $100 and it will be used for only six months, list $600. '* All-in cost including insurance, registration, fuel, maintenance, and small tools/supplies. Indicate hourly, daily, weekly, or monthly rate, as may apply. No contractor or subcontractor markup allowed. See Appendix A - Article 1, Definitions - Allowed Markup. Equipment costs for S & C work to be included in AAR unit cost. ** If equipment will be used only a fraction of the year, list the total annual cost for that fraction only. For example, if a monthly rate is $100 and it will be used for only six months, list $600.

39 Form AR III Section III is worth up to 2 points. Lowest Proposer's average receives 2 points. A Proposer with an average that is 50% or higher than the lowest Proposer's average receives zero points. Others receive partial points based on the following formula: 2-((%/50)x2). For example, an average that is 25% higher than the lowest Proposer's average receives 2-((25/50)x2) or 1 point.

40 Form AR IV '* All-in cost including insurance, registration, fuel, maintenance, and small tools/supplies. No contractor or subcontractor markup allowed. See Appendix A - Article 1, Definitions - Allowed Markup. Section IV is worth up to 3 points. Vehicles are worth 1 point and Equipment is worth 2 points. Lowest Proposer's total for each receives maximum points. A Proposer with a total that is 50% or higher than the lowest Proposer's total for each category receives partial points based on the following formula: - for vehicles, 1-((%/50)x1). For example, a vehicle total that is 25% higher than the lowest Proposer's total receives 1-((25/50)x1) or 0.5 points. - for equipment, 2-((%/50)x2). For example, an equipment total that is 25% higher than the lowest Proposer's total receives 2-((25/50)x2) or 1 point.

41 Form AR V Section V is worth up to 6 points: 2 points for 1-10 total, 2 points for 11 and 12 total, and 2 points for total. Lowest Proposer's total for each category receives maximum points. A Proposer with a total that is 50% or higher than the lowest Proposer's total for each category receives zero points. Others receive partial points based on the following formula: 2- ((%/50)x2). For example, a total that is 25% higher than the lowest Proposer's total receives 2-((25/50)x2) or 1 point.

42 VIII. Site Visit

43 Site Visit Visit to Trench at Compton Blvd. at 1:30 pm Directions to location will be provided Significant features along Alameda St. Dolores Yard Rail Corridor undercrossing at Santa Fe Avenue Trench begins at SR91 overpass Greenleaf Pump Station n/o Greenleaf Blvd. Those attending must bring their own personal safety equipment, including a hard hat, orange reflective vest, safety glasses, and hard-soled shoes (no athletic shoes or heels).

44 Site Visit (cont d.) Virtual tour using Google Earth Most Rail Corridor features are visible from public roadways. Access onto Railroad and Rail Corridor property requires special permission and flag protection.

45 IX. Q&A

46 Q&A All questions are to be put in writing on cards provided Verbal answers provided at meeting or site visit will be followed by official written responses, which shall govern Written responses will be posted on ACTA s website by September 24, 2018

47 Concluding Remarks 1. ACTA reserves the right to reject any and all Proposals, and to waive and correct any irregularity in a Proposal at its sole discretion, including but not limited to irregularities related to mathematical computation errors and missing information. ACTA also reserves the right to receive any necessary clarification from Proposers to assist in correcting irregularities in a Proposal. 2. Failure to meet the SBE or GFE requirements is not waivable and shall result in rejection of the Proposal. 3. Note that proposals will evaluated and ranked based on the qualifications of proposed team and staff, understanding and approach to the required services, and pricing considerations; and that selection of the maintenance contractor will not be based on lowest ultimate cost.