REQUEST FOR PROPOSALS For On-Call Surveying Services CITY OF SAN MATEO, CALIFORNIA The City of San Mateo hereby requests proposals for On-Call Surveying Services. All questions regarding this Request for Proposal (RFP) shall be directed to Elton Yee, Assistant Engineer, at (650) 522-7320. 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 Public Works Department, City of San Mateo, 330 West 20th Avenue, San Mateo, California, 94403, no later than 4:00 p.m. on December 22, 2017. Each proposer shall submit six (6) bound sets of the proposal in accordance with Section V, "PROPOSAL," of this notice. I. PROJECT OVERVIEW The City of San Mateo is requesting proposals from firms qualified to perform Surveying Services. The service will be on an as needed basis and the scope of the services will be specified when such services are requested. The final agreement will include a provision for maintaining a named project manager and team for the duration of the project. The agreement will be for one (1) year, with the option to extend for an additional year, from date of execution. II. SCOPE OF WORK The scope of work will vary as need arises and will be at the discretion of the City. City will issue task orders defining the scope and limits of work. Consultant will perform survey services that may include but are not limited to the following: Survey existing intersection from garage line or back-of-walk to centerline of street. Survey all hardscape, trees, utility boxes, and drain inlet rim elevations (include next closest inlet from the intersection on each leg of the intersection) Survey existing elevations of top of curb (TC), flowline (FL), lip of gutter, driveway approach, walkway, 5 foot AC conform, centerline, AC conform (25 feet from the center, all directions), 30 ft past all returns Survey existing curb ramp: BC, POC, EC Survey private property such as driveways, patios, stairways, walkways, etc. Inverts of all storm systems within the limits of work For budget estimating purposes, the Consultant shall provide a cost proposal for a typical task order consisting of surveying a 500 foot block typical residential street segment that is 30 feet curb to curb (60 feet ROW) in 25 foot intervals, including back-of-walk, top of curb, flowline, and lip of gutter. The total centerline miles of streets needing to be surveyed is approximately 12 miles.
A. CONSULTANT (CONTRACTOR) RESPONSIBILITY The consultant chosen for this project shall be responsible for the following tasks: i. Project Management and Coordination The Consultant shall ensure an efficient and coordinated project development process, the delivery of a high quality product, and development of the project components within budget and on schedule. B. CITY RESPONSIBILITY Deliverables: CAD (.dwg) file of survey data (with base survey line work done) Point file (x,y,z) of survey data PDF of survey plansheet The City shall provide the following: 1. Contract administration. 2. Any City As-Built or record drawings, utility underground maps and any existing information in the possession of the City necessary. 3. Monuments and benchmarks. III. CONSULTANT SELECTION PROCEDURE Evaluation of the proposals 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 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 draft a contract reflecting the terms and conditions of the proposal plus the City's standard liability and insurance requirements. The City reserves the right to conduct interviews with prospective consultants to clarify any issues or obtain additional information as necessary. The City reserves the right to modify or reject any or all proposals. Proposals shall remain effective for 90 days beyond the submitted date. Evaluation Criteria: Firm Qualifications (35%) Staff and Project Organization (30%) Understanding of Project Requirements (10%) Well Defined Scope and Approach (25%) 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 six (6) bound sets containing 8-1/2" x 11" sheet sizes for the text, 11" x 17" sheet sizes for any fold-out drawings, and PDF copies. The cost proposal shall be limited to ten (10) pages and 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. A sample.dwg file of previous work. 7. A copy of the standard hourly rate, fee schedule, and minimum cost per mobilization shall be included as part of the proposal. VI. INSURANCE REQUIREMENTS Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 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 00 01 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. 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. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: 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, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used). 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. 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. 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. 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. 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. 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. VII. PROFESSIONAL MALPRACTICE INSURANCE Professionals and Consultants shall provide errors and omissions insurance in the minimum amount of $1,000,000.00 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. VIII. 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. IX. ESTIMATED PROJECT TIMETABLE 12/3/17 "Notice Inviting Proposals" sent out.
12/22/17 Responses from interested firms due at the Public Works Department no later than 4:00 p.m. 1/5/18 City to prioritize and select 2 to 3 firms for interviews, notifying finalists. 1/12/18 Consultant interviews. Jan 2018 Feb 2018 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: Elton Yee, Assistant Engineer PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20th AVENUE SAN MATEO, CA 94403 650/522-7320