REQUEST FOR PROPOSALS For On-Call Construction Inspection Services CITY OF SAN MATEO, CALIFORNIA The City of San Mateo Public Works Department hereby requests proposals from qualified firms to provide on-call construction inspection services. All questions regarding this Request for Proposals (RFP) shall be directed to Sydney Chow, Assistant Engineer, at (650) 522-7331. The RFP is available for viewing online at http://www.cityofsanmateo.org/bids.aspx. The Public Works Department is anticipating an increase in various capital improvement construction projects over the next few years. Projects may be inclusive of but not limited to sanitary sewer rehabilitation, street rehabilitation, sidewalk repair and federally funded intersection improvements and pedestrian street lighting projects. Projects may be funded by various Federal, Grant, or Local sources. It is anticipated that the selected firm will provide one experienced individual who will inspect some of these projects. The consultant is required to provide their own transportation, all safety outfits, cell phone, digital camera, computer or lap top for day-to-day inspection tracking, reporting and associated work activities. It is anticipated that the necessary inspections can be done by one full time inspector. A second inspector may be needed as a backup. Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section I, "SCOPE OF SERVICES," 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 Sydney Chow, Public Works Department, City of San Mateo, 330 West 20th Avenue, San Mateo, California, 94403, no later than 4:00 p.m. on January 06, 2017. Each proposer shall submit four (4) bound sets and one (1) electronic copy PDF format on USB flashdrive of the proposal in accordance with Section V, "PROPOSAL," of this notice. Nondiscrimination and Affirmative Action During the performance of services under an Agreement, Consultant and any and all Subconsultants shall not discriminate or permit discrimination against any persons or group of persons because of race, religious creed, color, national origin, age, ancestry, physical disability, medical condition, marital status, or sex, in any manner prohibited by federal, state, or local laws. Consultant will comply with all applicable provisions of Executive Order 11246 as amended by Executive Order 11375 and as supplemented by Department of Labor regulations. Consultant and any and all Sub-consultants shall take affirmation actions to ensure that applicants are employed, and that employees are treated during their employment, without regard to their race, religion, sex, color, or national origin. Such actions shall include, but are not limited to, the following: employment; upgrading; demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; selection for training, including apprenticeship. In the event Consultant or any Subconsultants fails to comply with the nondiscrimination clause
of an executed Agreement between the parties or with any such rules, regulations or orders. Said Agreement may be canceled, terminated or suspended, in whole or in part, and Consultant and any and all Subconsultants may be declared ineligible for further contracts. Consultant and any and all Subconsultants shall comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000(d)) and the regulations of the Department of Transportation issued hereunder (49 CFR Part 21). Consultant shall include the provisions of this section in any and all subagreements with Subconsultants to perform services under an Agreement with the City. Disadvantaged Business Enterprise (DBE) Participation This contract will be partially funded with federal funds and is, therefore, subject to Title 49, Code of Federal Regulations part 26 (49 CFR 26) entitled "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs." DBEs, as defined in 49 CFR Part 26, shall have the maximum opportunity to participate in the performance of work resulting from the RFP. Any Agreement resulting from this RFP will incorporate by reference the requirements of 49 CFR Part 26. Failure of Consultant or any or all Subconsultants to carry out these requirements will be considered a material breach of said Agreement, which may result in the termination of said Agreement or such other remedy as the City deems appropriate. The City goal for Underutilized DBE participation on this Agreement is 4.00 percent. However, Consultant is encouraged to include a higher level of DBE participation. A DBE must be a small business firm defined pursuant to 49 CFR Part 26 and be certified through the California Unified Certification Program (CUCP). Notice of Proposers DBE Information and Standard Agreement for Subcontractor/DBE Participation are attached in this RFP and also being a part of the contract provisions. Prevailing Wage Consultant shall comply with the State of California s Prevailing Wage Rate requirements in accordance with California Labor Code, Section 177, and all federal, state and local laws and ordinances applicable to work. Section 1720 of the State Labor Code which states in part: For purposes of this paragraph, construction includes work performed during the design and preconstruction phases of construction including, but not limited to, inspection and land surveying work. Wage guidelines, entitled, Construction Guidelines for Prevailing Wage and Labor Compliance on Architectural and Engineering (A&E) Contracts is used to administer Caltrans Consultant contracts and is available at: http://www.dot.ca.gov/hq/construc/a&e_guidelines/a&eguidelines.pdf Wage information is available through the Caltrans Division of Local Assistance web site at: http://www.dir.ca.gov/dlsr/statistics_research.html
Fees Consultant fees shall be negotiated and established on a time and material basis with a not to exceed amount, supported by an agreed schedule of rates and mark-ups. The provisions of 48 CFR, Part 31, et seq, "Cost Principles and Procedures," and 49 CFR, Part 18, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments" will apply to the consultant contract and to all subcontracts in excess of $25,000. I. SCOPE OF SERVICES Services will include, but not be limited to the following: Attend pre-construction meetings. Review shop drawings and submittals from contractor. Provide field inspections of work in progress to ensure compliance with plans and specifications. Follow federal requirements and procedures and filing system for federally funded projects. Take digital photos of each construction phase throughout the duration of a project. Serve as inspector of record (create redline on as-built drawings) for work inspected. Prepare and distribute written daily inspection reports via e-mail and/or hardcopy. Coordinate inspections with utility companies as necessary. Coordinate special testing and inspection work as required. Report instances of apparent non-compliance with contract plans, specifications to Public Works staff for resolution. Verify prevailing wages and payroll information. Verify progress payments. Prepare responses to request for information (RFI) II. TESTING The City will arrange with one testing company and/or a certified testing lab to ensure construction method and material compliance with the project documents. The project inspector will be responsible for overseeing the testing and reviewing the testing reports. Testing will include, but not be limited to: 1. Soil compaction testing 2. Asphalt concrete testing 3. Concrete slump and strength testing III. CONSULTANT SELECTION PROCEDURE Selection Committee, established by the City, will review proposals received by the above designated deadline, develop a shortlist of qualified consultants, and develop a final ranking of the most qualified proposals. Depending upon the relative quality of proposals, the City may invite short listed firms to interview with City staff and to present their firm s interest and qualifications for this project. Proposals will be evaluated based on the evaluation criteria listed below and the relative weight of each criteria.
The City plans to announce the top ranked firm after interviews have been conducted. The selected firm will then be asked to submit a detailed fee and scope of work within one week. The City will enter into contract negotiations with the top ranked firm. If negotiations are not successfully concluded, the City will, in turn, enter into negotiations with the next highest ranking firm. Consultant s work is anticipated to begin immediately upon meeting Federal eligibility requirements. 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 reserves the right to conduct interviews with prospective consultants to clarify any issues or obtain additional information, as necessary. 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. Evaluation Criteria and Weighting: 1. Experience in inspecting public works sanitary sewer projects in the last 3 years. Identify three (3) projects demonstrating your expertise. List projects with brief description, construction cost, and completion dates. Provide a reference for each project. (15 points max.) 2. Experience in inspecting public works street rehabilitation or reconstruction projects in the last 3 years. Identify three (3) projects demonstrating your expertise. List projects with brief description, construction cost, and completion dates. Provide a reference for each project. (15 points max.) 3. Experience in inspecting street lighting installation projects in the last 3 years. Identify three (3) projects demonstrating your expertise. List projects with a brief description, construction cost, and completion dates. Provide a reference for each project. (15 points max.) 4. Identify key personnel assignments including any sub-consultants to be hired for this project. Summarize roles/responsibilities and experience relative to project scope as described above and submit resumes of staff to be assigned. Personnel assigned cannot be substituted unless approved by the City. (20 points max.) 5. Ability to commit staff for the duration of each project with little or no change-out. (10 points max.) 6. Experience in handling federally funded projects and filing procedures. (15 points max.) 7. Ability to fulfill at least 4.00% of UDBE goal throughout the duration of the contract agreement. (10 points) Firms who cannot satisfy the above criteria will not be considered. IV. PAYMENT The City intends to award at least one contract over a time period of no more than one (1) year. The City reserves the right to award any number of contracts or not to award any contract. Due
to the as-needed nature of the work, no work is guaranteed on any contract even if awarded. The scope of work will vary and will be requested on a task order basis as the need arises. The method of payment to the successful proposer shall be on an hourly rate of time and materials basis, as set by the proposer in the proposal, as being the maximum hourly cost to perform the work. The hourly rate shall include all direct, indirect costs and all overhead charges inclusively. Progress payments will be based on actual hours, hourly costs charged to the project on a monthly basis. V. PROPOSAL The proposal shall consist of four (4) bound sets containing 8-1/2" x 11" sheet sizes for the text and 11" x 17" sheet sizes for any fold-out drawings and one (1) electronic copy PDF format on USB flashdrive. It shall include: 1. Cover letter The cover letter should describe the background of the proposer s firm and should clearly state the proposer s understanding of the services to be provided. The letter should include the name(s) of the person(s) who will be authorized to represent the firm, their title(s) and telephone number(s) and email address(es). An official of the firm who has authority to enter into a contract must sign the cover letter. 2. The proposer's implementation plan for the project, including at a minimum, those tasks outlined in Section I, Scope of Services, of this Request for Proposals. 3. 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 that the City may contact to verify the experience of the proposer. 4. An organizational chart, including identification of proposed key personnel by name and firm. Describe each key person s role on the project team. Proposed personnel shall be able to perform all services listed in the Scope of Services. Listing of any subcontractors/service providers must also include detailed information including the name, address, and phone number. The list should also include a description of the type of work or functionalities each company is providing related to this RFP. In addition, specify the DBE status of all subcontractors and service providers. 5. A statement of qualifications and experience for each individual expected to perform responsible portions of the work. Please emphasize the specific qualifications and experience relevant to this project. The City expects key team members to remain on the project throughout its duration. Replacement of key team members will not be permitted without prior consultation and approval by the City, unless the circumstances are beyond the consultant s control. 6. Descriptive material in support of the proposal including articles, drawings, photographs, or other media that would be helpful in evaluating the proposal. Provide information specific to your approach on this project for those items listed in the Scope of Services. Include what you believe are the major project emphasis and challenges as well as your approach assisting in the project success.
7. Provide a rate schedule for personnel classifications for all firms included in your proposal. Consultant shall comply with California Prevailing Wage legal requirements, as applicable. 8. Indicate ability to perform work according to the tentative Construction Schedule. 9. An identification of any modifications to the attached Professional Consulting Services Agreement (see Attachment 1) the consultant would require prior to entering into an agreement with the City. Please note this is a federal aid contract and federal contract guidelines will apply. 10. Complete and submit required federal forms (see Attachment 2). 11. Include statement acknowledging receipt of the Notice of Proposers DBE Information, (see Attachment 2). VI. LIABILITY INSURANCE 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. VI. ESTIMATED SCHEDULE FOR RETENTION OF CONSULTANT 12/11/2016 "Notice Inviting Proposals" sent out. 01/06/2017 Responses from interested firms due at the Public Works Department no later than 4:00 p.m., January 23, 2017. 01/13/2017 City to develop a shortlist of qualified consultants. TBD Feb 2017 Feb 2017 Consultant Interviews. City to select consultant and prepare contracts. Contract awarded. Interested firms should submit 4 (four) bound copies of the proposal and one (1) electronic copy PDF format on USB flashdrive, including a response to each of the above Selection Criteria, no later than 4:00 pm, January 06, 2017. Materials are to be sent to: Sydney Chow, Assistant Engineer City of San Mateo Public Works Department 330 West 20 th Avenue San Mateo, CA 94403 650-522-7331
Attachments: 1) Sample Agreement for Federally Funded & Non-Federally Funded Professional Consultant Services 2) Federal Forms a. Notice to Proposers DBE Information (Exhibit 10-I) b. Debarment and Suspension Certification (Exhibit 12-E) c. Sample Cost Proposal (Example #1) (Exhibit 10-H) d. Audit and Review Document (Exhibit 10-K) e. Consultant Proposal DBE Commitment (Exhibit 10-O1) f. Consultant Contract DBE Commitment (Exhibit 10-O2)