CITY OF EAST PALO ALTO. US 101/University Avenue Interchange Improvements. MANDATORY PRE-PROPOSAL MEETING: May 15, 2014

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1 P a g e 1 CITY OF EAST PALO ALTO COMMUNITY DEVELOPMENT DEPARTMENT ENGINEERING DIVISION REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES US 101/University Avenue Interchange Improvements HPLUL-5438 (015) MANDATORY PRE-PROPOSAL MEETING: May 15, 2014 PROPOSAL SUBMITTAL DEADLINE: Thursday, May 29, 2014, 2:00 p.m. CONTACT INFORMATION Kamal Fallaha, PE City Engineer (650) kfallaha@cityofepa.org City of East Palo Alto Community Development Department 1960 Tate Street East Palo Alto, CA 94303

2 P a g e 2 Table of Contents SECTION I - INTRODUCTION Background Statement of Intent Project Description Project Funding Completed Design/In-Progress Studies... 9 Section 2 - INSTRUCTIONS TO PROPOSERS Pre-proposal Meeting (Mandatory) Examination of Proposal Documents Addenda/Clarifications Submission of Proposals Withdrawal of Proposals Rights of the City of East Palo Alto Section 3 - Proposed RFP Schedule Section 4- Information to be submitted (to be submitted in this order only) Chapter 1 -Proposal Summary Chapter 2 -Profile on the Proposing Firm(s) Chapter 3 -Qualifications of the Firm Chapter 4 -Work Plan or Proposal Chapter 5 -Proposed Schedule Improvements Chapter 6 -Project Staffing Chapter 7 -Proposal Exceptions Chapter 8 -Proposal Labor Sheet Chapter 9 Proposed DBE Participation & Federal Forms Chapter 10 Fee Estimate for Proposed Scope of Service Section 5 - Contract Type and Method of Payment Section 6 - Insurance Requirements Section 7 - Review and Selection Process Section 8 - Oral Interviews and other requirements Public Nature of Proposal Material Collusion... 19

3 P a g e Disqualification Non-Conforming Proposal Gratuities Firms or persons not eligible to submit a proposal Section 9 - ATTACHMENTS Attachment A: Proposer s Information Form Attachment B: Scope of Services Attachment C: Sample Agreement for Services Attachment D: Sample Table Format Attachment E: Cost Proposal Format Attachment F: Caltrans Requirements for Federal and State Funded Contracts (Supplement to Sample Agreement for Services) Attachment G: Federal Forms... 60

4 P a g e 4 REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES For US 101/University Avenue Interchange Improvements HPLUL-5438 (015) SECTION I - INTRODUCTION The City of East Palo Alto is seeking proposals from qualified and experienced firms to provide environmental studies, engineering and design, permitting and traffic studies, for the US 101/University Avenue Interchange Improvement Project ( Project ), over US 101, in the City of East Palo Alto. The Project improvements will increase safety and levels of service for vehicular, transit, bicycle and pedestrian transportation modes. The Project provides a Complete Streets approach to the interchange by incorporating major improvements to increase the opportunities for community walking and bicycle use and the Project will also improve the overall operation of the Interchange. The consultant s scope of services shall include all environmental services, civil and bridge design & engineering, surveying, preparation of plans and specifications, Engineer s Estimates, and assist the City obtain approval from California Department of Transportation (CALTRANS) for the US 101/University Avenue Interchange Improvements. The Project will include the following: Highway/roadway work Northbound off ramp improvements consisting of realignment to eliminate bicycle/pedestrian conflict point at the merge of the ramp loop; Southbound off ramp improvements consisting of widening existing 3 lane ramp loop and adding a 4 th lane; Modification of intersection of Donohoe St and University Avenue for realigned Northbound off ramp; Bridge work for Pedestrian/bicycle improvements Alternative #1: Adding pedestrian and bicycle (Class I) facilities minimum 12 wide, on University Avenue overcrossing through a bridge widening or a new separate structure; Alternative #2: Provide a median in-fill bridge structure to shift existing traffic lanes and create room for Class II 5 foot bike lanes in each direction and provide 2 foot widening of existing sidewalk.

5 P a g e 5 The services shall include: Provide feasibility analysis (traffic lane configuration & structural) of each of the two bridge modification alternatives and obtain Caltrans approval of preferred alternative; Develop Conceptual design layout and typical cross section renderings of the approved alternative; Attend Caltrans project meetings and obtain Caltrans approvals; Develop 3-D computer modeling of approved alternative; Environmental assessment, analysis, and documentation, including CEQA and NEPA clearance; Geotechnical investigation, analysis and foundation recommendations; Regulatory permitting (including obtaining Caltrans approval); Land surveying; Right-of-Way certification; Traffic analysis, forecast modeling and traffic signal design; Evaluation and design of storm drainage, sewer and water facilities that may conflict with or be necessary to support University Avenue Interchange improvements; Preparation of roadway and bridge plans, specifications and cost estimates; Design for utility relocations as needed; Prepare a Storm Water Pollution Prevention Plan (SWPPP) and upload into SMART system; Attend pre-bid meeting(s), and prepare documentation for addendums as needed; Civil and bridge design submittals at 30%, 65%, 90% and Final design; Preparation of Cost estimates at conceptual, 30% 65%, 90% and Final design; Preparation of Contract specifications including editing the Citys front end boiler plate; Provide construction design support services. The main goal of this RFP is to identify a qualified firm that will provide expedient and high quality services necessary to design, permit and construct the project. All services provided shall conform to the standards and requirements for Federal and State funded projects, administered by those agencies. The required scope of services and performance conditions are more specifically described in Attachment B. 1.1 Background As the lead Agency, the City of East Palo Alto retained a design consultant to prepare the plans and specifications for these improvements, which were approved by Caltrans in However the City was not able to construct the improvements due to lack of funding, and the plans were shelved until funds became available. Last year, the San Mateo County Transportation Authority approved a City grant application for this project in the amount of $5.0 million. These funds are sufficient for this project to construct the project. The City made every effort to salvage the approved plans. However, in the

6 P a g e 6 last ten years, code updates including seismic design strategies, conversion from metric back to English units, and changes to traffic patterns, all in total, are the reasons for the need to re-design the project. The City has also obtained federal earmark funds for the Project, and now the City is ready to expedite the design and construction of the project. Based upon the most recent meetings with Caltrans, the project will be reviewed and approved by Caltrans through an expedited review and approval process. Other considerations: 1. CEQA and NEPA environmental studies will be required and part of the work scope; 2. Additional traffic operations studies and simulations of the existing and future off ramp improvements, and operations of four (4) adjacent signalized intersections, to validate the benefits of the proposed off ramp improvements is one of the first orders of work. 1.2 Statement of Intent The Consultant shall perform professional and technical engineering services to prepare quality and approval-ready technical studies, environmental documents, project reports, preliminary engineering plans, detailed project cost estimates and final design documents/contract documents for this project acceptable to the State, FHWA, the City of East Palo Alto, and other agencies, as appropriate. 1.3 Project Description This project will provide for the pedestrian and bicycle safety improvements on University Avenue/US 101 overpass by providing either a 12 wide Class I pedestrian and bicycle facility (Alternate 1) or 5 Class II bike lanes and widening the existing 5 sidewalk to 7 width (Alternative 2). Alternative #1: This bike/pedestrian widening may be attached to the existing bridge structure or it can be a structurally separated facility. Alternative #2: These bike/pedestrian improvements can be provided through a median in-fill bridge structure. The substructure will likely need to be connected to the adjacent highway bridges for seismic retrofitting of the existing structures. The alternative analysis shall also review the feasibility of safely shifting the traffic lanes to the new infill median. The project scope also includes northbound and southbound off-ramp improvements to improve safety and traffic levels of service. The northbound off-ramp loop improvement eliminates the merge by squaring the ramp as shown on the improvement concept layout (Figure 1). The southbound off ramp improvement consists of widening and

7 P a g e 7 adding a fourth lane to the loop, to improve the traffic level of service at the existing signalized off-ramp intersection. Figure 1. US 101/University Avenue Interchange Improvements (Highway improvements and Alternative #1 Bridge work)

8 P a g e 8 \ Figure 2. US 101/University Avenue Interchange Improvements (Highway improvements and Alternative #2 Bridge work)

9 P a g e Project Funding Project is being funded as follows: Design: Federal High Priority Project (HPP) - $480,000 Construction: San Mateo County Transportation Authority Measure A Grant - $5 million 1.5 Completed Design/In-Progress Studies The original Caltrans approved plans and studies are available for review. These will be posted on the City s website.

10 P a g e 10 SECTION 2 - INSTRUCTIONS TO PROPOSERS 2.1 Pre-proposal Meeting (Mandatory) A mandatory pre-proposal meeting is scheduled for 11:00 a.m. on Thursday, May 15, 2014 at City Hall, Council Chamber, 2415 University Avenue, East Palo Alto, CA There will be a site visit immediately following the meeting. Proposals received from Consultants not in attendance at the pre-proposal meeting will be rejected. 2.2 Examination of Proposal Documents The submission of a proposal shall be deemed a representation and certification by the proposer that they: Have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of this proposal Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted Represent that all information contained in the proposal is true and correct Did not, in any way, collude or conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner. No request for modification of the proposal shall be considered after its submission on grounds that Proposer was not fully informed to any fact or condition. 2.3 Addenda/Clarifications Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be put in writing and received by the City no later than 2:00 p.m. on Thursday, May 22, 2014.

11 P a g e 11 Correspondence shall be addressed to Kamal Fallaha, City Engineer, City of East Palo Alto, 1960 Tate Street, East Palo Alto, 94303, or ed to kfallaha@cityofepa.org and cc: vma@cityofepa.org. Responses from the City will be communicated on the City s website for this RFP. All consultants must check the City website for updates. Inquiries received after the date and time stated will not be accepted and will be returned to senders without response. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer's Information Form. The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives. 2.4 Submission of Proposals All proposals shall be submitted to: City of East Palo Alto Community Development Department-Engineering Division 1960 Tate Street, East Palo Alto, CA Proposals must be delivered no later than 2 p.m. on Thursday, May 29, All proposals received after that time will be returned to the Proposer unopened. The Proposer shall submit one original and five (5) copies of the proposal in a sealed envelope, addressed as noted above, bearing the Proposer's name and address clearly marked: US 101/University Avenue Interchange Improvements HPLUL-5438 (015) Enclosed with their proposal submitted to City staff shall be one compact disk (CD) or USB flashdrive, containing and electronic version of the proposal in a.pdf format. The use of double-sided paper is strongly encouraged. Along with the proposal, the Proposer shall submit an estimate of fees for the proposed scope of services in a table format (see Section 5.9). One copy of the proposed fee should be enclosed in a sealed envelope, separate from the proposal, to be opened later following the review and selection process. This is a Qualification- Based Selection (QBS) process, and estimate of fees for the proposed scope of services are not to be disclosed in the contents of the Proposal itself. 2.5 Withdrawal of Proposals A Proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by delivering a written request for withdrawal signed by, or on behalf of, the Proposer.

12 P a g e Rights of the City of East Palo Alto This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to: Make the selection based on its sole discretion; Reject any and all proposals; Issue subsequent Requests for Proposals; Postpone opening for its own convenience; Remedy technical errors in the Request for Proposals process; Approve or disapprove the use of particular subconsultants; Negotiate with any, all or none of the Proposers; Accept other than the lowest offer; Waive informalities and irregularities in the Proposals; and/or, Enter into an agreement with another Proposer in the event the originally selected Proposer fails to execute an agreement with the City. An agreement shall not be binding or valid with the City unless and until it is executed by authorized representatives of the City and of the Proposer.

13 P a g e 13 SECTION 3 - PROPOSED RFP SCHEDULE RFP issued April 29, 2014 Mandatory Pre-Proposal Meeting May 15, 2014 at 11:00 a.m. Deadline for questions, clarifications/addenda May 22, 2014 at 2:00 p.m. RFP submittal deadline May 29, 2014, at 2:00 p.m. Finalist(s) identified June 5, 2014 Consultant interviews (if any) June 11, 2014 Contract award July 01, 2014 Work commences July 13, 2014 Design Completion (Caltrans approved) December 31, 2014 SECTION 4- INFORMATION TO BE SUBMITTED (TO BE SUBMITTED IN THIS ORDER ONLY) These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer's understanding of the City's requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation. All proposals shall address the following items in the order listed below and shall be numbered 1 through 10 in the proposal document. 4.1 Chapter 1 -Proposal Summary This Chapter shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Chapter to a total of three (3) pages including the separate sheet. 4.2 Chapter 2 -Profile on the Proposing Firm(s) This Chapter shall include a brief description of the Prime Proposer's firm size as well as the proposed local organization structure. Include a discussion of the Prime Proposer firm's financial stability, capacity and resources. Include all other firms participating in the Proposal, including similar information about the firms. Additionally, this section shall include a listing of any lawsuit or litigation and the result of that action resulting form (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred

14 P a g e 14 within the last five years or (b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years. 4.3 Chapter 3 -Qualifications of the Firm This Chapter shall include a brief description of the Proposer's and sub- Proposer's qualifications and previous experience on similar or related projects. Provide in a table format (see Sample Table, Attachment D) descriptions of pertinent project experience with other public municipalities and private sector that includes a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of client's to be contacted for references. Give a brief statement of the firm's adherence to the schedule and budget for the project. All references should coordinate with the work experience shown on resumes presented under project staffing. This chapter shall include information regarding any relationships with firms and/or individuals who many submit proposals in response to the RFPs being developed. Disadvantaged Business Enterprises (DBE) sub-consultants and their respective roles should be clearly identified in the project organization chart. 4.4 Chapter 4 -Work Plan or Proposal This Chapter shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City's objectives and work requirements and Proposer's ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm's ability to meet the City's schedule, outlining the approach that would be undertaken in providing the requested services. 4.5 Chapter 5 -Proposed Schedule Improvements The City desires to get this project shovel-ready as early as possible (anticipated date of December 31, 2014). Proposers may recommend or propose technical or procedural innovations that you have used successfully on other similarly scoped projects, and which may provide the City with better schedule delivery. In this Chapter discuss your proposal or approach, to expedite and accelerate the project schedule. The project will undergo a Caltrans PEER review. However the proposer is asked to apply time savings proposals to only the items of work which are within the control of the Proposer. A project schedule may be included to illustrate the key or critical path items of work and other time savings elements.

15 P a g e Chapter 6 -Project Staffing This Chapter shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee. Key personnel represent those personnel that are identified by the proposer to be conducting a substantial portion of the project work other than project management, marketing, accounting or other non-technical project activities. Changes in key personnel may be cause for rejection of the proposal. 4.7 Chapter 7 -Proposal Exceptions This Chapter shall discuss any exceptions or requested changes that Proposer has to the City's RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the Attachment C - "Sample Agreement for Services." Items not excepted will not be open to later negotiation. 4.8 Chapter 8 -Proposal Labor Sheet The level of effort required to provide the proposed scope of services assists the City in determining the qualification and capability of the project team to produce the required deliverables in a timely and effective manner. This information assists the City in determining the firm's understanding of the project, the level of effort they deem necessary to complete the tasks. Provide in a table identifying all key personnel associated with the project by name and title, non-key personnel by title or position, in the top row with project tasks identified in the lead column, and all hours for each task and subtask associated with the relevant personnel. Subconsultants should be identified in separate blocks of columns. The total hours for each consultant/subconsultant should be shown at the right column of each block for each consultant/subconsultant for each task/subtask, respectively. 4.9 Chapter 9 Proposed DBE Participation & Federal Forms The City of East Palo Alto has established a Disadvantaged Business Enterprise (DBE) goal of 3% for this contract. The term Disadvantaged Business Enterprise or DBE means a for-profit small business concern owned and controlled by a socially and economically disadvantaged person(s) as defined in Title 49, Part 26.5, Code of Federal Regulations (CFR). The Contractor should ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this

16 P a g e 16 assurance. The proposer shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts. Proposers are encouraged to use services offered by financial institutions owned and controlled by DBEs. The DBE participation as a relative percentage of the proposed project fee shall be provided for each participating DBE, along with the total percentage of DBE participation. Any consultant not meeting these minimum requirements must provide detailed documentation of their Good-Faith effort in conformance with CalTrans and FHWA guidelines for Federally funded projects. It is the proposer s responsibility to be fully informed regarding the current requirements of 49 CFR, Part 26, and the CalTrans DBE program developed pursuant to the regulations. Proposals that fail to meet the minimum requirements or provide satisfactory evidence of the Good-Faith effort will be rejected. Federal Forms refer to Attachment G, fill out and submit appropriate forms Chapter 10 Fee Estimate for Proposed Scope of Service This is a qualifications-based selection process. The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm's understanding of the project, and provides staff with tools to negotiate the cost. Provide the fee estimate in a table format (see sample Cost Proposal Format, Attachment E). The proposed fee should be enclosed in a sealed envelope. Fee estimates will only be opened following selection of the project consultant for negotiation. Fees must be consistent with the estimate hours presented in the Labor sheet. PLEASE NOTE: The City of East Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits. SECTION 5 - CONTRACT TYPE AND METHOD OF PAYMENT It is anticipated that the agreement resulting from this solicitation, if awarded, will be a not-to-exceed budget per task form of contract. A Sample Agreement of Services is provided as Attachment C. The method of payment to the successful Proposer shall be on a per task basis with a maximum "not to exceed" fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City 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

17 P a g e 17 subcontracted items of work. Progress payments will be based on a percentage of project completed. Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements in Attachment C. If a Proposer desires to take exception to the Agreement, Proposer shall provide the following information in Chapter 7 of their submittal package. Please include the following: Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments. Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language. The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award. SECTION 6 - INSURANCE REQUIREMENTS The selected Proposer(s), at Proposer's sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Attachment C, Exhibit B. All policies, endorsements, certificates and/or binders shall be subject to the approval of the City or Risk Manager of the City of East Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by said Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract. SECTION 7 - REVIEW AND SELECTION PROCESS City staff will evaluate the proposals provided in response to this RFP based on the following criteria: Quality and completeness of proposal; Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer; Proposers experience, including the experience of staff to be assigned to the project, the engagements of similar scope and complexity; Cost to the City; Proposer's financial stability; Proposer's ability to perform the work within the time specified; Proposer's prior record of performance with City or others; and Proposer's compliance with applicable laws, regulations, policies (including City Council policies), guidelines and orders governing prior or existing contracts performed by the contractor.

18 P a g e 18 The selection committee will make a recommendation to the awarding authority. The acceptance of the proposal will be evidenced by written Notice of Award to the successful Proposer. As this is a Federally-funded project, the proportion of the project work provided to Disadvantaged Business Enterprises (DBE) will be considered. The minimum required percentage of the total work to be conducted by DBE is 3% of the contract. Any consultant not meeting these minimum requirements must provide detailed documentation of their Good-Faith effort in conformance with current CalTrans and FHWA guidelines for Federally funded projects. Proposals that fail to meet the minimum requirements or provide satisfactory evidence of the Good-Faith effort will be rejected.

19 P a g e 19 SECTION 8 - ORAL INTERVIEWS AND OTHER REQUIREMENTS Proposers are required to participate in an oral interview. The oral interview will be a panel comprised of members of the selection committee. Proposers may only ask questions that are intended to clarify the questions to which they are being asked to respond. Each Proposer's time slot for oral interviews will be determined randomly. Proposers who are selected shall make every effort to attend. If representatives of the City experience difficulty on the part of any Proposer in scheduling a time for the oral interview, it may result in disqualification from further consideration. 8.1 Public Nature of Proposal Material Responses to this RFP become the exclusive property of the City of East Palo Alto. All proposals received in response to this RFP become a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as "Confidential," "Trade Secret," or "Proprietary". The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as "Confidential," "Trade Secret," or "Proprietary" or if disclosure is required under the Public Records Act. Any proposal which contains language purporting to render all or significant portions of the proposal "Confidential," "Trade Secret," or "Proprietary" shall be regarded as non-responsive. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of East Palo Alto may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked "Confidential," "Trade Secret," or "Proprietary," the City shall provide the Proposer who submitted the information with reasonable notice to allow the Proposer to seek protection from disclosure by a court of competent jurisdiction. 8.2 Collusion By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

20 P a g e Disqualification Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration: Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal; Any attempt to improperly influence any member of the evaluation team; Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City; Evidence of incorrect information submitted as part of the proposal; Evidence of Proposer's inability to successfully complete the responsibilities and obligation of the proposal; Failure to provide sufficient DBE participation or demonstrate adequate Good-Faith effort in actively seeking DBE participation; and Proposer's default under any previous agreement with the City, which results in termination of the Agreement Proposer not in attendance at the mandatory pre-proposal meeting. 8.4 Non-Conforming Proposal A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for nonacceptance of the proposal, at the sole discretion of the City. 8.5 Gratuities No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the city. No City employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a City contract. 8.6 Firms or persons not eligible to submit a proposal In order to avoid any conflict of interest or perception of a conflict or interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements: The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor for the ultimate procurement The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.

21 P a g e 21 END OF SECTION

22 P a g e 22 SECTION 9 - ATTACHMENTS The attachments below are included with this Request for Proposals (RFP) for your review and submittal (see asterisk): Attachment A - Proposer's Information Form* Attachment B - Scope of Services Attachment C - Sample Agreement for Services Exhibit A: Scope of Services Exhibit B: Insurance Requirements Exhibit C: City of East Palo Alto s Policy Against Discrimination, Harassment And Retaliation Attachment D - Sample Table, Qualifications of Firm Relative to City's Needs Attachment E - Sample Cost Proposal Format Attachment F - Caltrans Requirements for Federal and State Funded Contracts (supplement to Sample Agreement for Services) Attachment G - Federal Forms* The items identified with an asterisk (*) shall be filled out, signed by the appropriate representative of the company and returned with submittal.

23 P a g e 23 Attachment A: Proposer s Information Form (Please Print) Proposer Address: Remit to: Telephone: FAX: Tax ID: Contact person, title, , telephone and fax number: Telephone: FAX: FAX: Proposer, if selected, intends to carry on the business as (check one) Individual Joint Venture Partnership Corporation When incorporated? In what State? When authorized to do business in California? Other (explain) Other (explain): ADDENDA To assure that all Proposers have received each addendum, check the appropriate box(es) below. Failure to acknowledge receipt of an addendum/addenda may be considered an irregularity in the Proposal: Addendum number(s) received: 1; 2; 3; 4; 5; 6; PROPOSER'S SIGNATURE

24 P a g e 24 No proposal shall be accepted which has not been signed in ink in the appropriate space below: By signing below, the submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition. 1. If Proposer is INDIVIDUAL, sign here Date: Proposer's Signature Proposer's typed name and title 2. If Proposer is PARTNERSHIP or JOINT VENTURE, at least (2) Partners or each of the Joint Venturers shall sign here: Partnership or Joint Venture Name (type or print) Date: Date: Member of the Partnership or Joint Venture signature Member of the Partnership or Joint Venture signature 3. If Proposer is a CORPORATION, the duly authorized officer shall sign as follows: The undersigned certify that they are: Title Of the corporation named below; that they are designated to sign the Proposal Cost Form by resolution (attach a certified copy, with corporate seal, if applicable, notarized as to its authenticity or Secretary's certificate of authorization) for and on behalf of the below named CORPORATION, and that they are authorized to execute same for and on behalf of said CORPORATION. Corporation Name (type or print) By: Date:

25 P a g e 25 Attachment B: Scope of Services City of East Palo Alto US 101/University Avenue Interchange Improvements HPLUL-5438 (015) 1. SCOPE OF SERVICES REQUIRED The scope of services required for the US 101/University Avenue Interchange Improvements ( Project ) will consist of the tasks as described below. The City will authorize work to proceed on a task-by-task basis, with some overlapping activities, and shall maintain the right to terminate the contract before all tasks are complete, and the right to amend the contract as provided for in the City Agreement. For all work products, the Consultant shall perform the work necessary to define the project, refine the purpose and need statement, develop and evaluate project and/or design alternatives, produce all necessary documents required to obtain the Project Approval and Environmental Clearance (a Project Report and an Environmental Document), prepare cost estimates, and prepare final design/contract documents all acceptable to the City of East Palo Alto, Caltrans, and other stakeholders as applicable. In addition, the Consultant shall be responsible for the preparation, submittal and approval of all accompanying documents (i.e. mapping, permits, agreements, reports, etc.). The project must adhere to Caltrans design standards, regulations, policies and procedures. All work must be performed and work products prepared in such fashion to be approved by the appropriate agency, i.e. City, County, State or Federal. The Consultant shall be familiar with and responsible for performing the tasks and activities listed below. This list below is intended to represent a breakdown by major tasks. The Consultant should include any additional major tasks in the proposed scope of work of the proposal. It is anticipated that the selected consultant will prepare a finalized and detailed scope before award of the contract. Task 1 Project Management Project Management. Project Administration. Develop Project Management Plan. Project Quality Assurance/Quality Control Program (further defined below). Agency Coordination including obtaining necessary permits (further defined below). Project Progress Meetings and Reporting (further defined below). Document Control using the Caltrans Uniform File System.

26 P a g e 26 Prepare and maintain an updated critical path project schedule. Interagency coordination. Task 2 - Preliminary Engineering and 30% Design Provide feasibility analysis (traffic lane configuration and structural) for Alternatives 1 & 2; Prepare appropriate mapping for design and conduct all associated surveying. Base mapping shall consist of digital plans of field-surveyed information, plus right-of-way, control, and property ownership information and compiling utility base mapping by utilities in marking their facilities, evaluating for potential conflicts and finalizing existing utility mapping. The Consultant shall: Request system mapping and as-built documents from utility companies, cities and other agencies; Compile mapping on base plans, using system mapping, as-built information, and visible and surveyed locations of surface utility facilities; Prepare cover letter for utility companies. After review and approval by the water district, send plans and cover letter to utilities for their confirmation and/or location of facilities; Revise utility mapping per utility comments; Return corrected utility mapping to utilities for information only ; Submit plans to utility companies at 60% and 90% completion stages for review and comment. Perform a Preliminary Traffic Operational Analysis of the existing and proposed improvements. Provide traffic forecasting as required by CALTRANS. Provide a Final Traffic Report which supports the proposed Southbound and Northbound improvements and provides operational recommendations for Traffic Signals at ramp intersections. Coordinate and develop reasonable design alternatives, if applicable, for relocation of utilities that encroach onto the project site. Coordinate relocation and utility undergrounding efforts with all applicable utility companies. Conduct two (2) community and public meetings/workshops to present design alternatives. Prepare a technical memorandum describing design changes incorporated from comments and community feedback. Perform design analysis to establish basis for final design of all the project elements. Assist, as directed by the City, with the negotiation of any necessary utility agreements. Perform sufficient geotechnical investigations to determine the preliminary design parameters. Develop probable construction cost estimates for the entire project, including reasonable alternatives to meet funding constraints, as necessary.

27 P a g e 27 Prepare and submit a progress set of plans, specifications and estimate for the preferred alternative depicting the following aspects of the design at approximately a 30% level of completion (30% PS&E): Cover sheet project location, showing the limits of work, sheet index, signature blocks, etc. (Title Sheet); Abbreviation and Legend sheet; General site plan sheet; Right of Way Layout and Control sheets; Preliminary horizontal alignment (layout sheets); Preliminary vertical alignment (profile sheets); Preliminary cross-sectional elements including the various pavement sections, curbs, gutters, sidewalks, paths, earthen berms, etc. within the proposed project right of way (typical section sheets); Horizontal location of existing and proposed drainage facilities (Drainage Plans); Location, both horizontal and vertical, of existing High Risk utilities and proposed utility facilities within the project limits (Utility Sheets); Preliminary structures including plan view only. (Structures Sheets); Proposed contractor layout, staging and work area; Other plan sheets necessary to depict the proposed improvements (Plan view only). Drawings shall be marked as Preliminary until approved by the City Engineer. Submit 30% PS&E Submittal along with technical specifications for the City s review. Provide 3-D computer modeling for approved alternative. Prepare draft outline and technical specifications. Review and respond to comments from 30% PS&E submittal. Meet and resolve differences if required to develop consensus for the final design. Task 3 Bridge Type Selection/Siesmic Strategy Reports Develop alternative analysis comparison for the preferred alternative. Develop a seismic strategy report which will include structural connection of the new and existing bridges as well as independent structures. Prepare Caltrans standard type selection reports recommending Structure Type for project. Present and obtain Caltrans approval at Type Selection meeting. Task 4 Environmental Document Develop the project purpose and need statement. Prepare ED needed to meet CEQA and NEPA clearance as required. Prepare Environmental Technical Studies potentially including but not limited to Cultural Resources, Biological Resources, Traffic Operations, Geotechnical Impact

28 P a g e 28 Report, Phase I/II Hazardous Waste Assessment, Initial Site Assessment, Flood Plain Study, Visual, Air, Noise, Vibration and other studies as necessary. Prepare Draft Environmental Document (DED). Assist with the appropriate public outreach. Prepare Final ED including certification. Task 5 Project Approval (Caltrans Project Report) Perform right-of-way engineering surveys. Prepare preliminary plans, profiles and typical sections for the entire project and project phases as necessary. Prepare construction and right-of-way cost estimates for the entire project and project phases as necessary. Prepare and obtain approval of Caltrans Project Report that addresses the entire project and project phases as necessary, including traffic studies, construction, bridge and civil improvements. Task 6 65% Plans, Specifications and Estimates (PS&E) Prepare Storm Water Pollution Prevention Plan (SWPPP) Report which will include short and long term construction and post-construction erosion methods, and submit to City for review. Prepare all Bridge structural design in accordance with the current Caltrans procedures and manuals, which include: Bridge Design Specifications, Bridge Design Aids, Bridge Design Details, Memos To Designers, Seismic Design Criteria, Bridge Design Practice, and Caltrans Standard Special Provisions, Standard Plans & Specifications. Prepare and submit a progress set of plans, specifications and estimate for the preferred alternative depicting the following aspects of the design at approximately a 65% level of completion (65% PS&E): Cover sheet project location, showing the limits of work, sheet index, signature blocks, etc. (Title Sheet) Abbreviation and Legend sheet; General site plan sheet; Right of Way layout and control sheets; Horizontal alignment (Layout sheets); Vertical alignment (Profile sheets); Cross sectional elements including the various pavement sections, curbs, gutters, sidewalks, paths, earthen berms, etc. within the proposed project right of way (Typical section sheets);

29 P a g e 29 Pavement, sidewalks, curb & gutter section details and standard details (Civil details sheets); Horizontal location of existing and proposed drainage facilities (Drainage plans); Vertical alignment of existing and proposed drainage facilities including any utility facilities such as pipelines, conduits, etc. which may potentially conflict with the drainage facilities (Drainage profiles); Location, both horizontal and vertical, of existing and proposed utility facilities within the project limits (Utility sheets); Bridge General Plan, Structural plans including plan view, profile, cross sections, superstructure, substructure & foundations, etc. (Structures sheets); Structural details (Structural details sheets); Pavement delineation plans showing the existing and proposed striping and pavement markings (Striping and markings sheets); Sign plans showing the location and sign panel information for existing and proposed project signing; Pavement markings, striping, and signage details; Signal Plans showing existing and proposed facilities related to traffic signals (if needed); Electrical and control system plans and details sheets (Electrical sheets) Landscaping and Irrigation plans and details (Landscaping and irrigation sheets); Contractor layout, staging and work area; Traffic control and detour plans; Other supplemental plans and details as necessary to depict the proposed improvements (Other plans and details sheets). Coordinate with Utilities, Property Owners, and Agencies. Coordination shall be throughout the design and construction phases to assure that all improvements to be constructed as part of this project are acceptable to their standards. This work shall include issuance of notice to owners, coordination for potholing and verification, preparation of high risk utility certifications, assisting the water district with utility agreements, issuance of Final Notice to Owners to Relocate, inclusion of utility designs with PS&E, incorporating utility and agency requirements in the PS&E and final Right-of-Way certification. Prepare draft special provisions and submit to the City, and Caltrans as necessary, for review. Perform quantity take offs and update engineer s estimate for the project and revise quantities/cost calculations as required per review comments. Submit copies of the PS&E for review by the City, Caltrans, utilities, San Mateo County, adjacent property owners and local stakeholders, regulatory and other governing agencies. Distribute copies to impacted utilities and local businesses, stakeholders and property owners as needed or requested by the City. Prepare draft special provisions and submit to the City, and other governing agencies as necessary, for review.

30 P a g e 30 Respond to comments from the City, general public, PWTC, adjacent property owners and local stakeholders, utilities, Sanitary District, San Mateo County, Caltrans, FHWA, regulatory and State agencies on previous submittals and respond to these comments if these comments are not to be incorporated into the draft PS&Es. Drawings shall be marked as Preliminary until approved by the City Engineer. Design QA/QC will be performed at the completion of the 65% PS&E. Review and respond to any remaining comments from 65% PS&E submittal. Meet and resolve differences if required to develop consensus for the final design. Task 7 Right of Way No right of way acquisitions are anticipated. Due to Federal funding, Consultant shall prepare right of way certification documentation and obtain Caltrans approval. Task 8 - Undergrounding Utility Lines Coordinate the efforts to underground all overhead utility lines with PG&E, AT&T, Comcast and any other utility companies collocated on existing overhead utilities in conflict with the Project design. Task 9 90% Plans, Specifications and Estimates (PS&E) Review 65% PS&E Submittal comments. Coordinate and resolve design issues from comments received from the City, PWTC, local stakeholders, utilities, Sanitary District, San Mateo County, Caltrans, FHWA, regulatory and State agencies. Coordinate design by incorporating comments from 65% review. Review 65% PS&E Submittal comments and revise SWPPP as needed. Revise final quantity take offs and update engineer s estimate for the project and revise quantities/cost calculations as required to reflect the final design. Prepare and submit a progress set of plans, specifications and estimate for the preferred alternative depicting the following aspects of the design at approximately a 90% level of completion (90% PS&E). This submittal represents complete checked plans, specifications, quantities and cost estimates, ready for final agency review. Submit copies of the PS&E for review by the City, Caltrans and regulatory and other governing agencies. Distribute copies to impacted utilities and local businesses, stakeholders and property owners as needed or requested by City. Prepare special provisions and submit to the City, and other governing agencies as necessary, for final review. Respond to comments from the City, general public, PWTC, adjacent property owners and local stakeholders, utilities, Sanitary District, San Mateo County, Caltrans, FHWA, regulatory and State agencies on previous submittals and respond to these comments if these comments are not to be incorporated into the PS&Es. Drawings shall be marked as Preliminary until approved by the City Engineer. Design QA/QC will be performed at the completion of the 90% PS&E.

31 P a g e 31 Perform independent quality control review for constructability. Review and respond to any remaining comments from 90% PS&E submittal. Meet and resolve differences if required to develop consensus for the final design. If major comments are received and these comments result in significant rework/revisions, the Consultant shall address the comments and resubmit the 90% Design Submittal for review before proceeding to finalize the contract documents. Task 10 Finalize Plans, Specifications and Estimates (PS&E) Review 90% PS&E Submittal comments, prepare responses and verify all design modifications have been appropriately addressed and/or incorporated in the design. Update plans and specifications by incorporating any remaining 90% review comments. This submittal represents complete checked plans and submittal of the original drawings, ready for bidding, with incorporation of changes as requested from the 90% PS&E review. Perform final design QA/QC. Drawings shall be marked as Preliminary until approved by City Engineer. Submit copies of the 100% Preliminary PS&Es for final review by the City, Caltrans and regulatory and other governing agencies. Distribute copies to impacted utilities and local businesses, stakeholders and property owners as needed or requested by City. Upon approval of the City Engineer, the Preliminary markings shall be removed and the plans finalized. Establish a location for signing by responsible engineers and managers. Submit signed originals and copies of 100% PS&E package with final plans, hard copy (Mylar). Along with the hard copies, submit to the City an electronic copy in.pdf format of the signed and stamped finalized plans, special provisions/specifications, and engineer s cost estimate. Submit to the City original tracings and AutoCAD electronic files. Submit project special provisions and specifications in Microsoft Word format. Prepare Project Status Report, which will include a list of project contacts, memos to the Resident Engineer, quantity calculations for use in releasing progress payments, utility agreements, permits, right-of-way contracts, and copies of relevant report. Prepare Surveyor s File including slope staking data, rough grading data, finish grading data, and bridge construction control data. Prepare cutsheets as required. Include control line traverses and ties to right-of-way lines. Prepare permit applications for construction as follows: Prepare and obtain permits from County, City, and Caltrans for construction permit. Prepare and submit signature ready application for NOI to the State Water Resources Control Board for activities covered under the NPDES permit. Quality Assurance/Quality Control All submittals (plans, calculations, report and associated documents) shall include evidence of quality assurance and quality control (QA/QC) reviews. The Consultant will be required to submit a QA/QC program to the City for review and approval prior to the

32 P a g e 32 submittal of any contract deliverables. Major reviews and procedures shall be identified which are specific for this project. Agency Coordination The Consultant will coordinate project development with the City, State, Federal, and other stakeholders and will secure the required permits. Agencies may include, but not be limited to, the following: City of East Palo Alto (City); County of San Mateo (County); California Department of Transportation (CalTrans); California Department of Fish and Game (DFG); Regional Water Quality Control Board (RWQCB); State Water Resources Control Board (SWRCB); Federal Highway Administration (FHWA); US Environmental Protection Agency (USEPA); PG&E, Comcast, AT&T and other utility companies, as necessary; Other stakeholders, permitting agencies or reviewing agencies as necessary. In addition to the agency coordination listed above, Consultant shall assist with the preparation of documentation, exhibits, etc. for presentation to their respective governing boards and committees (if needed).

33 P a g e MEETINGS A. The consultant shall prepare presentation materials and present for one public meeting for the neighborhood associations and residents, these meetings will occur at City Hall. The Consultant will present a 3-D computer model of the project site. The Consultant shall be available for questions and answers for the meeting duration and shall prepare and provide summary meetings notes to staff after the meeting. Consultant shall budget each meeting at up to four hours and shall include travel time. B. The consultant shall prepare presentation materials (3-D computer models) for and present at one PWTC meeting. Consultant shall budget each meeting at up to four hours (this includes the 'waiting' time) and shall include travel time. Provide 10 half-size plan sets and 1 full-size set of conceptual plans along with an electronic copy of the plans (pdf format). C. Consultant shall prepare presentation materials (3-D computer models) for and attend up to two City Council meetings. Consultant shall budget each meeting at up to four hours (this includes the 'waiting' time) and shall include travel time. Provide 10 half-size plan sets of conceptual plans along with an electronic copy of the plans (pdf format). D. Consultant shall prepare presentation materials for and present at up to 6 Caltrans meetings, including Type Selection Meeting. Consultant shall budget each meeting at up to four hours (this includes 'waiting' time) and shall include travel time to Caltrans offices. Consultant shall provide 10 half-size plans sets along with an electronic copy of the plans (pdf format) for each meeting. 3. WORK PRODUCT SUBMITTALS A. Provide ten (10) bound copies of draft Environmental documents, along with an electronic version of the document/plans (pdf format). B. Provide ten (10) bound copies and an electronic copy in.pdf format of the stamped and signed final plans and the bid documents, special provisions and specifications. C. Provide three (3) copies and an electronic copy in.pdf format of the finalized engineers cost estimate. C. Provide an electronic copy of the final plans, including plans of proposed options, in AutoCAD format. Provide an electronic copy of the project bid documents, special provisions and specifications in Microsoft Word format. D. Provide electronic files of final documents (in Microsoft Word and Adobe Acrobat pdf formats) as well as all plans, graphics and power point presentations developed during the study.

34 P a g e ADDITIONAL SERVICES -SUBJECT TO ADDITIONAL COMPENSATION These services include, but are not limited to: additional design services such as additional surveys, hazardous materials testing or removal and additional meetings with the Planning Commission, Council, etc. To ensure a coordinated work effort, any work beyond the approved Scope of Work shall require prior approval in writing by the City Engineer. 5. PROJECT ADMINISTRATION All questions regarding this project shall be directed to Kamal Fallaha, City Engineer or his/her designee. The Engineering Division will be providing direct management support on this project unless directed otherwise by the City. To ensure a coordinated work effort, any work beyond the Scope of Services has to be accepted and approved in advance in writing by the City Engineer. 6. INFORMATION TO BE PROVIDED BY THE CITY The City will provide the Consultant copies of all applicable record drawings, studies, General Plan, Capital Improvement Program (CIP) and other related documents. 7. PROJECT SCHEDULE The Consultant shall submit a schedule showing major milestones for completing the scope of work as described above.

35 P a g e 35 Attachment C: Sample Agreement for Services THIS STANDARD CONTRACT IS PROVIDED FOR GENERAL INFORMATION AND ANY PROPOSAL SUBMITTED TO THE CITY SHOULD BE BASED ON ALL TERMS INCLUDED. THE CITY WILL NOT CONSIDER CHANGES TO ITS INDEMNIFICATION AND INSURANCE PROVISIONS AND GENERALLY WILL NOT CONSIDER CHANGES TO OTHER PROVISIONS. AT THE TIME OF ACTUAL CONTRACT NEGOTIATIONS WITH THE SELECTED DESIGN PROFESSIONAL, THE MOST CURRENT VERSION OF THIS CONTRACT WILL BE USED TO NEGOTIATE THE FINAL TERMS.

36 P a g e 36 AGREEMENT BETWEEN THE CITY OF EAST PALO ALTO AND FOR DESIGN PROFESSIONAL SERVICES This Agreement is entered into, and is by and between the CITY OF EAST PALO ALTO ( CITY herein), a Municipal Corporation, and, a corporation (hereinafter CONTRACTOR ). RECITALS A. The CITY has determined it is necessary to, hereinafter referred to as the PROJECT. B. The requirements of creating and implementing the PROJECT are more efficiently satisfied by the CITY S retention of a contractor. C. The CITY has determined that the CONTRACTOR possesses such specialized professional skill and ability, and the CITY has approved the selection of the CONTRACTOR. D. The CITY will pay all costs associated with the, in an amount not to exceed Dollars ($ ). THE PARTIES HEREBY AGREE AS FOLLOWS: 1. SCOPE OF ENGAGEMENT: CONTRACTOR shall perform in a professional manner the services as detailed in EXHIBIT A and incorporated herein by reference as if fully set forth as part of this Agreement. 2. CONTRACT PERIOD: This Agreement shall be in full force and effect as of and until completion of the project, unless terminated according to Section 17 of this Agreement. 3. SCHEDULE OF PERFORMANCE: CONTRACTOR acknowledges that time is an important element in this Agreement, and CONTRACTOR agrees to complete the PROJECT no later than. If CONTRACTOR is unable to procure necessary information from the CITY in order to meet the schedule, CONTRACTOR shall immediately notify the CITY, and the CITY and CONTRACTOR shall agree to a new deadline for the completion of CONTRACTOR S work.