HomeMy WebLinkAboutItem IAGENDA STAFF REPORT j
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DATE: February 26, 2018
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Steve Myrter, P.E., Director of Public Works
SUBJECT: APPROVE REQUEST FOR PROPOSALS FOR
CONSTRUCTION MANAGEMENT SERVICES FOR THE
SEAL BEACH PIER IMPROVEMENTS PROJECT No.
BP1002
SUMMARY OF REQUEST:
That the City Council approve the Request for Proposals (RFP) for Construction
Management Services for the Seal Beach Pier Utility Upgrade Project No.
BP1002 and authorize staff to solicit for proposals.
BACKGROUND AND ANALYSIS:
At the February 22, 2016 City Council meeting, the City Council discussed
options for repairs and improvements to the Pier. At that meeting, City Council
provided staff with direction to proceed with necessary improvements to
structurally support the potential for a future one-story tenant at the end of the
pier. That option included structural repairs to the pier framework, a new fire line
and domestic water line, new decking, demolition and replacement of the existing
sewer pump station, demolition of the existing building, a new electrical
transformer and wiring and all other utility lines as necessary.
The purpose of this project is to upgrade aged and damaged utility lines and to
restore the structural stability of the Seal Beach Municipal Pier.
Routine structural safety inspections of the Pier were performed by City
consultants in 2008 and 2015. In May 2016, an electrical fire damaged the end
of the pier. As a result of the fire, emergency repairs were required, which
included the demolition and removal of all damaged buildings, charred decking
and stringers; and necessary stringer replacement at the end of the pier. Also
due to the fire, additional structural and utility repairs are required. These
include: replacement of fire damaged utility lines, reinforcement and repair of
damaged piles and pile caps, new stringers, decking and handrails.
Agenda Item I
Final design is underway for the Pier Utility Upgrade Project No. BP1002. Staff
will bring a request for approval of the Plans and Specifications to City Council on
March 12, 2018. If approved, staff will advertise for bids and award a
construction contract in the spring of 2018. Construction will begin in the fall of
2018 as allowed by the Permit issued by the California Coastal Commission
(CCC), dated November 9, 2017, as the Coastal Commission does not allow
construction from Memorial Day through Labor Day.
A project of this size and scope requires a qualified and professional
Engineering/Construction Management firm with experience in construction
management of Capital Improvement Projects, having an emphasis on coastal
construction projects, to assist the City.
Staff prepared under Attachment A, a Request for Proposals (RFP) to solicit
qualified engineering firms. The scope of work includes project management,
construction management and inspection services during the award, material
procurement, construction and project close out phases of the work.
Staff will return to the City Council with a request for award of a Professional
Services Agreement with the most qualified consultant in the spring of 2018.
ENVIRONMENTAL IMPACT:
The approval of a Request for Proposals is not a project within the California
Environmental Quality Act.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
FINANCIAL IMPACT:
The Fiscal Year 2017/2018 Budget allocates $3,730,000 for the project. The
current budget amount is anticipated to be sufficient to cover the costs for final
design work, construction and Construction Management/Inspection services.
RECOMMENDATION:
That the City Council approve the Request for Proposals (RFP) for Construction
Management Services for the Seal Beach Pier Utility Upgrade Project No.
6131002 and authorize staff to solicit for proposals.
Page 2
SUBMITTED BY: NOTED AND APPROVED:
Steve yrter, P.E 11 . Ingram, Ci nager
Director of Public Works
Prepared by: David Spitz, P.E. Associate Engineer
Attachments:
A. Request for Proposal
Page 3
Attachment "A"
City of Seal Beach
Request for Proposals
Construction Management and Inspection Services,
Pier Improvements Project No. BP1002
RFP responses to be received until
2:00 P.M., March 27, 2018
in the Public Works Department
ATTN: Steve Myrter, P.E., Director of Public Works
Approved for Advertising:
Steve Myrter, P.E.
Director of Public Works
Date Issued: February 26, 2018
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Table of Contents
I. INTRODUCTION
II. PROJECT DESCRIPTION
III. SCOPE OF SERVICES
IV. PRE -PROPOSAL CONFERENCE
V. PROJECT SCHEDULE
VI. SUBMITTAL REQUIREMENTS
A. Acceptance of Submittals
B. Information to be submitted
VII Fee Proposal Requirements
VIII. INTERVIEW
IX. SELECTION PROCESS
X. GENERAL CONDITIONS
A. Signature
B. Other Considerations
C. Business License Required
D. Prevailing Wage
ATTACHMENTS
REQUEST FOR PROPOSALS FOR
CONSTRUCTION MANAGEMENT SERVICES
FOR THE
PIER IMPROVEMENTS PROJECT NO. BP1002
LOCATED AT
MAIN STREET AND OCEAN AVENUE, SEAL BEACH, CA 90740
INTRODUCTION
The City of Seal Beach ("City") is requesting proposals from qualified and professional
Construction Management fines, teams, and individuals with experience in construction
management of capital improvement projects (CIP), preferably but not required, for public sector
agencies for the construction of the Pier Improvements Project CIP No. BP1002 located at the
intersection of Main Street and Ocean Avenue in the City of Seal Beach. The qualified fine, team
or individual shall provide consulting services on an "as needed" basis for the construction of the
Pier Improvements during the term of the contract.
It is the City's intent to select one Construction Management Consultant for this project. The
Construction Manager will support the City, represent its interests, and lead the everyday
construction management and contract administration efforts related to the construction of the Pier
Improvements Project.
Proposals must conform to the requirements of this Request for Proposal (RFP), and must be
submitted in a sealed envelope, to the Department of Public Works no later than 2:00 p.m., on
Tuesday, March 27, 2018. The City reserves the right to waive any irregularity in any proposal, or
to reject any proposal that does not comply with this RFP. The City alone, using criteria
determined by the City, will select the qualified firm. Failure to submit the Proposal in accordance
with the procedures outlined may be caused for disqualification.
The successful Professional Consultant will be required to enter into an agreement with the City
as described in Appendix A, which will include the requirements of this RFP as well as other
requirements to be specified at a later date. By submitting a proposal, the Contractor agrees to all
of the terms of this RFP.
PROJECT DESCRIPTION
Routine structural safety inspections of the Pier were performed by City consultants in 2008 and
2015. Recommendations for improvement included structural repairs to the pier framework, a
new fire line and domestic water line, new decking, demolition and replacement of the existing
sewer pump station, demolition of the existing building, a new electrical transformer (provided and
constructed by Southern California Edison) and wiring and all other utility lines as necessary.
The purpose of this project is to upgrade aged and damaged utility lines and to restore the
structural stability of the Seal Beach Municipal Pier.
In May 2016, an electrical fire damaged the end of the pier. As a result of the fire, emergency
repairs were required, which included the demolition and removal of all damaged buildings,
charred decking and stringers; and necessary stringer replacement at the end of the pier. Due to
the fire, additional structural and utility repairs are required. These include: replacement of fire
damaged utility lines, reinforcement and repair of damaged piles and pile caps, new stringers,
decking and handrails.
By September 2018, the City is expecting to commence construction of improvements to the Seal
Beach Municipal Pier. Substantial completion is expected by May 2019, over an anticipated 9
month construction process. The design firms of Moffatt and Nichol Consultants and AKM
Consulting Engineers prepared the construction drawings and specifications and will serve as
project Design Engineers during the construction process. The construction bid is expected to be
awarded by May 2018.
SCOPE OF SERVICES
Construction Costs for the new Library is estimated at approximately $3 million. The preliminary
scope of service below is the minimum scope of services intended to be performed by the
construction management consultant (CM). Each proposer should elaborate on scope items to
further define the scope, and to demonstrate the proposer's understanding and experience in the
performance of similar services.
The CM will serve as the City's representative and liaison with the City Project Manager and
Project Management Team that may include the Director of Public Works, City Manager, City
Attorney, City Engineer, and Design Engineers. The CM will also be the City's representative to
administer the construction contract during the construction of the project.
The scope of work for the Construction Management Services includes the following essential
tasks:
A. Construction Phase Services
As directed by the City, the Construction Manager will manage and oversee the City's
Contractor(s), coordinate with the City's consultants, utility companies and other
jurisdictional agencies as necessary and required t0 ensure projects constructed for the
City are of high quality and integrity, and such projects move forward in a timely and fiscally
prudent manner, and will provide support throughout the project's construction phase.
3.1 Basic Services
Construction management is the discipline of planning, organizing, securing and
managing resources to achieve specific goals as defined by the project
specifications. The primary responsibility of the Consultant Construction Manager is
to achieve all of the project goals and objectives while honoring the project's
constraints. Primary constraints for a project can be identified as scope, time, and
budget. The following services will be required of a qualified, professional
Construction Manager on an "as needed" basis for assigned projects:
3.1.1 Represent the City and its interests in all negotiations, meetings, community
outreach and related activities during all phases of the Project.
3.1.2 Monitor project performance and coordinate project meetings with City staff and
consultant design team to ensure compliance with the City's design and
construction standards, project schedules and project budgets.
3.1.3 Prepare project schedules in Primavera P6 Format or latest version (or
approved equal program) and track all schedule deviations.
3.1.4 Identify, prepare, recommend and monitor any required changes to contract(s).
3.1.5 Manage issues related to the project including insurance, bonds, certified
payroll, pay application, retainage, warranty, and grant accounting, and provide
other situational resolutions as they may occur.
3.1.6 Maintain orderly and comprehensive records, documentation, design data,
drawings, correspondence, etc. pertaining to project.
3.1.7 Ensure project accounting and reporting procedures can support informational
needs as requested by the City Departments.
3.1.8 Upon project completion, ensure all close-out procedures, reporting
requirements, and records keeping are promptly met.
3.1.9 Other duties as necessary and assigned.
3.1.10 Project Control System — The CM shall set up, host, backup, and maintain the
project control systems for tracking and reporting project progress. The hosted
system should include enough licenses to allow efficient access for members of
the CM, design team, the City's PM and contractor's staff. The CM should
assume ten (10) ten licenses for this purpose. This preferred project control
system shall include Primavera P8 V8.2 or later and Oracle Contract Manager
for documenting, tracking and reporting on budgets, schedules,
correspondence, permits, review comments, meeting minutes, consultant and
contractor invoices, RFI's, change orders, submittals and daily inspection
reports. This system shall also be utilized to track progress through all phases
of construction.
The CM should have experience using the specified project control systems.
The CM may propose the hosting and use of another project control system,
but shall be prepared to demonstrate the systems capabilities, ease of use
and successful use on similar projects. The approval of the proposed project
controls systems will at the sole discretion of the City.
Every piece of correspondence produced during the construction phase of the
project shall be stamped with a unique identification number, scanned, logged
and electronically linked to a database record for easy retrieval and
distribution. The City will consider an entirely paperless system if proposed,
discussed and approved in advance of the start of construction.
3.1.11 Establish a Submittals List — The CM shall review and develop a log of all
required submittals. Numbers will be assigned to each submittal as well as an
estimate of long lead items. The submittals list will be given to the contractor
during the Preoonstruction Meeting for use during the Construction Phase.
Required submittals will be tracked and logged on a regular basis in Contract
Manager.
3.1.12 Jurisdictional Project Coordination — The CM will report directly to the City's
Project Manager on all project activities and coordinate with the appropriate
jurisdictional agencies including other Departments, outside agencies, utility
companies and others as follows:
• City Attorney's Office (as requested)
o Miscellaneous legal matters
• City Council's Office (as requested)
o Presentations as directed by City Staff
o Provide information and respond to citizen and business
concerns brought directly to the attention of the Project Manager
or City Council (if needed).
• Financial Management
o Ensure timely processing of consultant and contractor invoices
4 of 18
o Ensure timely processing of City invoices for reimbursement by
any City Insurance Company and any other potential outside
funding agencies
• Fire Department
o Coordinate the relocation of fire lines, hydrants, emergency
access, etc. in compliance with local officials
o Obtain Fire Dept. approval of all deferred design plans and
specifications (if required).
• Lifeguard Department
o Review security and emergency access issues
o Coordinate, pier closures, security staffing, contractor work
zones, Lay down area and potential night work and
communicate timelines and impacts to the City's Lifeguard
Department.
• Gas & Oil Department
o Coordinate relocation/reconstruction of existing gas lines and
new service requirements (if needed).
o Obtain Gas & Oil Dept. approval of all design plans and
specifications (if required).
• Police Department
o Review security and emergency access issues
o Coordinate road closures, pier closures and potential night work
and communicate timelines and impacts to all emergency
services.
• Department of Public Works
o Obtain all traffic, engineering, surveying and inspection project
design criteria from the appropriate sources and distribute to the
design team.
o Obtain approval of all plans and specifications from traffic,
engineering, surveying and inspection.
• Planning & Building Department
o Assist the contractor with pulling permits (if required)
o Coordinate scheduling of Building Dept. Inspectors when
required
o Document inspection visits and inspection results
o Keep copies of signed cards until all inspections are complete
• Water & Sewer
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Coordinate the reconstruction of domestic water, fire water and
wastewater services and assist in determining new service
requirements
Coordinate the construction of a new sewer pump station,
complete with control panels, mechanical and electrical
equipment, wet well, dry well with support structures and
SCADA equipment
Assist the Contractor in the procurement of utility excavation
permits through the Public Works Department if necessary
• Power
o Assist the Contractor with SCE coordination for the installation
of a new transformer on the beach parking lot
o Coordinate the installation of new conduit and cabling on from
the transformer to the pier and along the pier for power to the
pier lights, the Lifeguard "Zero Tower", the pier restrooms, and
the end of the pier facilities
• Cable TV
o Coordinate with the local cable company and Contractor in the
construction of conduit and fiber optic or cable services along
the pier to the Lifeguard Zero Tower and to the end of the pier
• Phone/Communications
o Coordinate with the local phone company and Contractor in the
construction of conduit and fiber optic or phone line services
along the pier to the Lifeguard Zero Tower and to the end of the
pier
• California Coastal Commission
o Coordinate with the Contractor in the construction of the pier,
following all permit requirements set forth by the California
Coastal Commission
• Regional Water Quality Control Board
o Coordinate with the Contractor in the construction of the pier,
following all permit requirements set forth by the Regional
Quality Control Board
• United States Army Corps of Engineers
o Coordinate with the Contractor in the construction of the pier,
following all permit requirements set forth by the United States
Army Corps of Engineers
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3.1.13 Review Project Schedules — The CM shall be extremely experienced in the use
and review of cost loaded and resource loaded CPM schedules. The CM will
evaluate the Contractor's project schedule for the following:
• Accurate start dates, completion dates, other dates detailed in the
contract
• Proper cost loading and resource loading if required
• Sufficient detail
• Sequence of construction
• Potential impacts to other City operations and public
• Review of logic and sequence of construction
• Review of time impact analysis
3.1.14 Review Schedule of Values and Costs Submitted by the Contractor - Review
schedule of values and check for the following:
• Unbalanced items
• Ensure that all items are quantifiable and can be verified for progress
payment and auditing purposes
• Clarify work included in each scheduled item
3.1.15 Ensure the Contractor has a Clear Understanding of Project Requirements -
Review in detail with the General Contractor's project manager the following:
• Contractual, physical and operational constraints
• Critical milestones and Initial 4 week look ahead schedules
• RFI, RFQ and Submittal Procedures
• Required documentation
• Progress payment procedures
• Permit requirements
• City operational procedures, security and priorities
3.1.16 Pre -Construction Meeting - The CM will schedule and conduct a Pre -
Construction meeting with the Contractor. The City and Engineering team will
be invited to participate in the meeting. In the meeting all contract General
Conditions and other contract requirements will be reviewed. At the meeting
the Schedule of Values, Initial Baseline Schedule and other critical submittals
will be due.
3.1.17 Coordinate and Establish CM Facilities On Site - Discuss with the City and
operational staff areas that would least impact existing City/Lifeguard and pier
operations and provide the best vantage point for management of the project.
Discuss with the Contractor contractual requirement concerning field facilities
and coordinate delivery of such items. Once in place, the CM and Inspection
staff will mobilize on site and commence Construction Management tasks in the
scope of work.
3.1.18 Assist Contractor in Establishing Facilities On -Site - Meet with the Contractor
before mobilization to determine the best location for field facilities. Coordinate
a suitable location with approval from the City Staff.
3.1.19 Schedule and Conduct Field Meetings - The following meetings will be held on
site:
• Monthly Progress Meetings with the City and Quality Assurance (QA)
inspection staff to discuss all data included in the monthly progress
reports. Discussions will focus on the following items:
o Progress during the period
o Major decisions made
o Planned vs. actual schedule
o Upcoming work schedule
o Current or unresolved problems
o Anticipated or pending change orders
o Impacts of problems or change orders on schedule & budget
o Discussion of new goals
o Planned vs. actual budget analysis
Weekly Progress Meetings will be mandatory for the A&E firm general
contractor and inspection staff. These meetings will be optional or on
an as needed basis for involved agencies, local businesses and
residents. All parties are always invited to attend. Meeting minutes
are distributed to all team members whether in attendance or not.
Discussions will focus on the following items:
o Comments on last meetings minutes
o Contractor presents a detailed 4 week schedule
o Progress during the last week
o Major decisions made since last meeting
o Update of unresolved items from previous meetings
o Status of submittals
o Review Contractor's Statement of Working Days
• Special meetings will be scheduled on an as needed basis to discuss
issues that become urgent or which require detailed discussion or
review of plans and specifications. If issues are not urgent these
meetings are usually scheduled right after the weekly meeting to
reduce the number of trips to the site for team members.
3.1.20 Review Contractor Submittals - Based on the approved submittal log the CM
will review all contractor submittals for completeness and conformance with the
specifications. Submittals requiring the approval of the City or Architect will be
forwarded for review and approval. Review of typical contractor submittals will
include but not be limited to:
0 Material Certifications
P916 wanks
• Phasing plans
• Equipment and material shop drawings
• Material substitution requests
3.1.21 Verify and Process Contractor's Monthly Payment Requests - Upon submittal of
the contractor's monthly invoice, the CM will verify work performed during that
period and compare it against the approved schedule of values and CPM
schedule. The CM will resolve discrepancies with the Contractor and once
verged and agreed upon will process the payment application through the City
process.
3.1.22 Issue Written Field Orders - In specific instances when field conditions are
identified that indicate a need for the contractor to vary from the plans and
specifications, the CM shall perform a field investigation of the issues and
identify solutions. The CM shall then contact the City's PM and discuss the
situation and make recommendations. Upon direction from the City's PM, the
CM will issue written field orders to the Contractor outlining what changes to
make and outline how those changes will be paid for. The CM will then follow
up this procedure by processing a formal change order for approval.
3.1.23 Process and Track Change Orders - In conjunction with and approval of the
City's PM, the CM will process all change orders through the City's approved
process. Prior to the submittal of a change order request the CM will:
• Review the contractor's request by verifying that the plans and
specifications did not include this work in the original scope of work
• Review the contractor's cost estimate and perform an independent
cost estimate for the changed work
• Evaluate any claimed impact to the project schedule and budget
• Negotiate and/or clarify scope and price quotes
• Discuss all findings with the City's PM and make recommendations
• Process all appropriate change order paper work through the City's
process
3.1.24 Coordination with Others - The CM shall coordinate the Contractor's activities
with local utility companies, insurance agencies, permitting agencies and other
City consultants and contractors as necessary to complete all work. The CM
will conduct special meetings when necessary to ensure that the contractor and
utilities and other companies understand each party's scope of work and
schedule. The CM shall coordinate and resolve any conflicts.
3.1.25 Initiate and Maintain Photo Documentation Procedures - Photo documentation
is very important to record progress on site. Photo documentation will be done
regularly from agreed upon vantage points throughout the project site to
establish a progress history. The CM will issued digital cameras to field staff in
order to take photographs on an as needed basis to document daily activities,
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deficiencies, irregularities and as -built conditions. All digital photographs shall
be logged and placed in an electronic photo album software package to be
approved by the City.
3.1.26 Initiate and Maintain All Tracking Control Procedures - All tracking control and
documentation procedures above will be initiated and maintained. Before
implementation each procedure will be presented and reviewed by the City and
modified to fit City criteria, if required.
3.1.27 Initiate
and Maintain All Reporting Procedures - Prepare Monthly Progress
Reports to be submitted to the City, and other agencies as required, at the
beginning
of each month. Data to be included in the report is as follows:
•
Report of significant events and accomplished goals
•
Description of progress with photos to enhance the descriptions
•
A comparison of Actual vs. Planned Progress, in narrative form as
well as bar graph form
•
The latest detailed 4 Week Look Ahead Schedule submitted by the
Contractor and reviewed by the CM
•
Identification and discussion of current problems or pending change
orders and actions taken or planned to resolve such issues
•
An analysis of change order impacts or potential problems on
schedule and budget
•
A discussion of new short and long term goals for the project
•
A comparison of Actual vs. Planned budget expenditures
•
Change order status log
•
Report of progress payments made to date and invoices in process
•
Labor Compliance Reports for all Contractor and Subcontractor
employees (if required)
•
A QA/QC (Quality Control) section prepared by the Inspection Team
addressing testing and regulatory compliance issues
3.1.28 Coordinate QA/QC and Inspection Activities — The CM will provide a full-time
lead inspector who will report to the CM. The City will also contract separately
with a materials testing and inspection company to provide special inspections
and all required materials testing. The CM shall coordinate the activities of the
City's lead inspector and materials testing and inspection company. The
Contractor's activities, material deliveries, equipment and work force will be
tracked on a daily basis and reviewed for compliance with the approved plans
and specifications. The CM will coordinate and set up meetings or other
activities as necessary to make sure that QA/QC procedures are followed and
deficiencies are resolved in a timely and efficient manner. The CM will
coordinate the scheduling of Building Department Inspectors and track visits,
approvals and deficiencies from the start of construction through issuance of
the Certificate of Occupancy.
, l i
3.1.29 Review As -built Plans and Prepare As -built Reports - The CM will always be
aware of and document changed field conditions. The CM will not rely on the
Contractor to document as -built conditions. Changes in field conditions will be
reported and photographed as they occur by the Inspection Team. The CM will
also keep a copy of the construction documents in his office specifically for
documenting these as -built conditions. The CM will review the Contractor's
submittal of as -built conditions and compare this submittal to his own
documentation. Discrepancies will be discussed, resolved and recorded.
3.1.30 Final Acceptance of Work - Upon substantial completion of the work, the CM
will initiate the following procedures to assist the City and Architect to accept all
work:
• Development of the Initial Punch List
• Continuous inspection of the punch list work until all items are
completed
• Arrangement of final inspection by the City, other jurisdictional
agencies and the Architect
• Development of a Final Punch List if necessary
• Documentation of acceptance of work by the City
3.1.31 Close -Out — When the contract is nearing completion the CM will initiate Close -
Out Procedures. These procedures involve the following tasks:
• Transmission to the City all required guarantees, warranties,
operations manuals and all other documentation required by the
contract
• Transmission to the City all keys, spare parts, additional material,
maintenance material, complete CM files, videotaping and photo
albums and as -built drawings
• Preparation and transmission of all required City documentation and
paperwork for project compliance and reimbursement.
• Preparation of a Final Report or Letters summarizing the project
• Progress report as described above from the last period though date
of final acceptance
• Overall project summary report addressing all issues required in the
monthly progress reports
• Final Reimbursement request from any outside funding agencies
including City Insurance carrier
• Suggestions for potential improvement in future projects
• Final Commissioning Report.
3.1.32 Claims Management — The CM shall assist the City in the defense of claims.
The CM shall document, analyze and compile information for the City related to
the claim. The CM shall use issues tracking techniques in Contract Manager to
quickly retrieve related documentation. During the construction process, the
CM shall prepare a clear and defined paper trail to describe the chronology of
events, describe the details and defend the City's position.
Should a claim arise during the course of construction, the CM will assist the
City in determining liability, establishing cause, calculating damage, and
effecting a settlement where possible by:
• Evaluating the adequacy of plans and specifications, comparing
actual performance to contractual requirements.
• Clearly defining the issues and determining the responsible parties.
• Collecting, organizing, and evaluating factual information.
• Performing scheduling analysis to determine extent of delay utilizing
the approved CPM schedule, frag-nets and periodic updates.
• Determining the excusable or compensable delays.
• Evaluating actions taken to mitigate damages.
• Reviewing cost estimates.
• Performing audits to determine actual costs.
• Maintaining records to allow for the compiling of appeal files.
• Participating in negotiations with the claimant.
3.2Terms of Performance
A Notice to Proceed will be issued to the successful Proposer subject to successful award
by the City Council. The City reserves the right to modify the composition of and the scope
of services of this project. The services are subject to performance and termination
sections described in the Sample Agreement in Attachment B. This contract will be for a
period not to exceed 36 months.
The execution of an Agreement between the City and successful fine/individual does not
guarantee work throughout the duration of the contract period. Numerous factors will be
evaluated by the City in its delivery of project and program assignments. The selection of a
consultant to perform specific assignments will be dependent on the technical expertise
required, and the competitiveness of each proposal.
IV. PRE -PROPOSAL CONFERENCE/QUESTIONS
The City will be conducting a pre -proposal conference as part of this RFP process. This meeting
is tentatively set for March 13, 2018.
For answers to questions or particulars regarding this Reguest for Proposal all interested
Parties are to contact:
David Spitz, P.E., QSD
Associate Engineer
Department of Public Works
211 Eighth Street
Seal Beach, CA 90740
dspitzAsealbeachca.gov
(562) 431-2527 ext. 1331
The City will respond to all questions and requests for clarification received by March 20, 2018.
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V. PROJECT SCHEDULE
The following dates reflect the anticipated schedule for soliciting proposals and selecting the
Consultant, awarding the contract, and completing the work requested in this RFP:
Construction Management Contract Milestone Dates
•
Solicit Proposals For Construction Management Services
2/26/2018
•
Conduct Pre -Proposal Conference
3/13/2018
•
Construction Management Proposals Due 3/27/2018 at 2:00 PM
•
Conduct Construction Management Consultant Interviews
4/03/2018
•
Award of Construction Management Contract
4/23/2018
•
Issue Construction Management Contract Notice to Proceed
5/07/2018
•
Award Construction Contract by City Council
5/29/2018
•
Notice to Proceed to Contractor with Procurement
5/30/2018
•
*Notice to Proceed to Contractor
9/0412018
•
'Project Completion
5/2412019
•
City Council Approval and NOC
6/24/2019
'California Coastal Commission will not allow construction activities before Labor Day and After
Memorial Day. The Notice to Proceed and Project Completion Dates are hard dates. They
cannot be altered for any reason.
It is the responsibility of the Consultant to take into account the deadlines and other schedule
requirements listed above. The Consultant shall prepare and submit with the Proposal a schedule
showing how they intend to meet these dates. It is the City's intent to use the schedule submitted
by the Consultant to administer the Consultant's contract. If the Consultant is not able to meet the
dates as stated above, exceptions must be clearly noted in the Proposal.
VI.SUBMITTAL REQUIREMENTS
A. Acceptance of Submittals
The City will accept Proposals up until 2:00 PM March 27, 2018. The Proposal shall be
submitted to:
Steve Myrter, P.E.
Director of Public Works, Department of Public Works
211 Eighth Street
Seal Beach, CA 90740
smvrterOsealbeachca. oov
(562) 431-2527 ext. 1321
n
Please submit one (1) original and four (4) copies of the Consultant's Proposal. Proposals
received after the date and time listed above will not be accepted or considered for this
Project.
B. Information to be Submitted
Proposals shall be limited to 25 pages, excluding proposal cover, cover letter, table of
contents, and dividers. The following information shall be provided in the format specked
below.
o Cover Letter
o Company Qualification
o Work Plan
o References
o work Schedule
o Insurance Requirements
o Organization Chart/Staffing Plan
o Sealed Fee Proposal
Cover Letter: Cover letter shall not exceed two pages. It shall provide an executive
summary of the proposal.
Table of Contents: The table of contents shall list the following sections with page
numbers and information in each section shall be provided as indicated below:
Work Plan: Provide a description of your firm's understanding of the project and a detailed
scope of services. Indicate your firm's approach to the project for ensuring quality and
fiscal responsibility, and to complete the work in compliance with contract documents,
City's standards, all applicable rules, regulations, standards, and requirements.
Work Schedule and Proposed Effort: Provide a project work schedule with milestone
dates and appropriate work phases including a breakdown of the hourly effort of involved
personnel across the various tasks and activities including services beginning at the pre -
construction phase and extending throughout post -construction.
Staffing Plan: Provide an organizational chart showing the names and responsibilities of
key personnel. Identify the individual(s) authorized to negotiate the contract on behalf of
the consulting firm and the consultant's project manager.
The proposed Project Resident Engineer shall be a professional engineer licensed in
California, or certified Construction Manager, and shall have experience working with
Public Agencies in similar assignments. It is important that the key project team members
have served public agencies in various capacities, and are accustomed to working with
governmental agencies, and have good understanding of public agencies, procedures, and
policies. The City is looking for a qualified team that can provide turn -key services, and be
the single Point of Contact and the Responsible Party representing the City in all aspects of
the project.
Company Qualifications: Provide a summary of your firm's qualifications, including
background and experience. Please indicate your firm's experience in undertaking similar
projects and the experience of the team proposed for this project.
References: Contractors should provide a minimum of five (5) references from similar
projects performed for state and/or large local government clients within the last three
years. Information provided shall include:
• Client name;
• Project description;
• Project dates (starting and ending);
• Technical environment;
• Staff assigned to reference engagement that will be designated for work per this
RFP;
• Client project manager name and telephone number.
Insurance requirements: The consultants shall review the City's attached sample
contract agreement and insurance requirements. The proposal shall specify that consultant
will meet the insurance requirements and execute contract if selected.
Level Effort: Provide a table showing the proposed total level of effort required by each
CM team member to complete each task and sub -task identified in the scope of services.
The tabulation shall, to the extent feasible, show the individuals that will be assigned to
complete these tasks.
Fee Proposal: A Fee Proposal shall be submitted in a separate, sealed envelope and
marked as "Fee Proposal" along with the name of the project. The information and detail
included in the fee proposal shall conform to the provisions of Section VII., Fee Proposal
Requirements, of this RFP.
VII. FEE PROPOSAL REQUIREMENTS
In preparing the fee proposal for this project, the consultant shall take into consideration the
following:
1. Compensation for services provided will be on a time and materials not -to -exceed amount.
2. A work plan, together with a breakdown of labor hours by employee billing classification,
together with the cost of non -labor and sub -consultant services shall be included with the fee
proposal. The labor breakdown shall be compiled by project phases and be based on a listing
of work tasks that correlates with the consultant's defined scope of work for the project
proposal. This information will be used by City staff to evaluate the reasonableness of the fee
proposal and may be used in negotiating the final fee amounts for the contract agreement.
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The City will negotiate the final fee with the top ranked consultant.
3. The consultant's standard billing rates for all classifications of staff likely to be involved in the
project shall be included with the fee proposal along with the mark-up rate for any non -labor
expenses and sub -consultants.
Vlll. INTERVIEW
Top ranked consultant teams will be interviewed by the selection committee. Proposed key
personnel (up to four) from the Project Team may be requested to present the teams' and their
qualifications at an interview. The interview format will consist of a 10 minute presentation given
by the consultant (PowerPoint optional) followed by a 30 minute round table discussion (questions
and answers led by the panel).
IX.SELECTION PROCESS
The criteria for evaluating the proposals are described below. A selection committee will review
the Proposals and consider the following criteria to select the most qualified firm:
Criteria:
Point Value:
Proposal Responsiveness
5
Demonstrated understanding of the project requirements,
including identification of critical elements and key issues.
25
CM Team's Technical Expertise and Experience related to similar
kinds of work
30
Firm's Financial Responsibility
10
Results of reference checks.
15
Reasonableness of Fee
15
Approach to Document Handling
15
After evaluation of the Proposals, the selection committee shall rank the firms. The selection
committee will then interview the top ranked firms, and select the top firm. The Committee will
then initiate negotiations with the top firm to confirm final scope and fee. If the committee and
the firm fail to reach an agreement, the City will then begin negotiating with the second ranked
firm. This process will continue until the committee is able to reach a mutually agreeable
scope, cost, and schedule. This will serve as a basis to make a recommendation for
ratification to the City Council.
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X. GENERAL CONDITIONS
A. Signature
The Proposal shall be signed by an individual authorized to bind the consultant.
B. Other Considerations:
The City shall not be liable for any pre -contractual expenses incurred by any firm
considering submitting a proposal in response to this RFP.
The City reserves the right to accept or reject any and all proposals, or any part of, or waive
any informalities or irregularities. The City reserves the right to withdraw, to cancel this
RFP at any time without prior notice and the City makes no representations that any
contract will be awarded to any firm responding this RFP.
C. Business License Required
The Seal Beach Municipal Code requires all businesses operating in the City to pay a
business license tax. For more information, go to www.sealbeachca.gov.
D. Prevailing Wage
All work performed in connection with execution of this contract work shall be performed in
compliance with all applicable laws, ordinances, rules and regulations of federal, state,
county or municipal governments or agencies (including, without limitation, all applicable
federal and state labor standards, including the prevailing wage provisions of sections 1770
at seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire
marshal, health officer, building inspector, or other officer of every governmental agency
now having or hereafter acquiring jurisdiction. The Consultant shall indemnify, defend and
hold the City harmless from any and all claims, causes of action and liabilities based upon
or arising from the failure of any work related to the Project to comply with all such
applicable legal requirements, including, without limitation, any such claims, causes of
action or liabilities that may be asserted against or incurred by City with respect to or in any
way arising from the Project's compliance with or failure to comply with applicable laws,
including all applicable federal and state labor requirements including, without limitation, the
requirements of California Labor Code section 1770 at seq.
Consultant agrees that all public work (as defined in California Labor Code section (1720)
performed pursuant to this Agreement (the "Public Work"), if any, shall comply with the
requirements of California Labor Code sections 1770 et seq. City makes no representation
or statement that the project or any portion thereof, is or is not a "public work" as defined in
California Labor Code section 1720.
In all bid specifications, contracts and subcontracts for any such Public Work, Consultant
shall obtain the general prevailing rate of per diem wages and the general prevailing rate
for holiday and overtime work in this locality for each craft, classification or type of worker
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needed to perform the Public Work, and shall include such rates in the bid specifications,
contract or subcontract. Such bid specifications, contract or subcontract must contain the
following provision: "It shall be mandatory for the consultant to pay not less than the said
prevailing rate of wages to all workers employed by the contractor in the execution of this
contract. The consultant expressly agrees to comply with the penalty provisions of
California Labor Code section 1775 and the payroll record keeping requirements of
California Labor Code section 1771."
E. Registration with the Department of Industrial Relations
In accordance with Labor Code Sections 1725.5 and 1771.1, no contractor or subcontractor
shall be qualified to bid on, be listed in a bid proposal, subject to the requirements of
Section 4104 of the Public Contract Code, or engage in the performance of any contract for
public work, unless currently registered and qualified to perform public work pursuant to
Section 1725.5 [with limited exceptions for bid purposes only under Labor Code Section
1771.1(a)].
The Department of Industrial Relations Registration Number shall be listed for the
consultant and each subcontractor, if any, in the bid proposal.
Enclosures: Sample Agreement