CITY OF ANAHEIM
DEPARTMENT OF PUBLIC WORKS
CONSTRUCTION SERVICES DIVISION
SURVEY SECTION
REQUEST FOR PROPOSALS
TO PROVIDE ON-CALL SURVEY SUPPORT SERVICES
July 2023
SUBMIT PROPOSALS TO
Department of Public Works
Survey Section
2nd Floor Engineering Counter
200 S. Anaheim Boulevard, Suite 217
Anaheim, CA 92805
Attn: Raul Garcia, P.L.S.
City Surveyor
Submit the original proposal, three (3) bound copies, and upload a complete electronic PDF version onto PlanetBids.
http://www.planetbids.com/portal/portal.cfm?CompanyID=14424 Select Bid Opportunities; Choose Public Works under Department, and then the “Project Name”
REQUEST FOR PROPOSALS KEY DATES
Deadline to submit questions: Friday, August 11th, 2023, 5:00 p.m.
Proposals Due: Thursday, August 24th, 2023, 5:00 p.m.
- 2 -
2023 Survey RFP - final
TABLE OF CONTENTS
1.) Introduction 3
2.) Organization of Proposals and Submittal Procedure 4
3.) Scope of Services 4
4.) Typical Duties & Responsibilities of Consultant Personnel 8
5.) Knowledge & Experience 9
6.) Provided by Consultant 9
7.) Provided by City 10
8.) Consultant Evaluation & Selection 10
9.) Insurance and Indemnification 11
10.) Contract Agreement 11
11.) Fee Schedule 11
12.) Solicitation Response 12
Exhibit “A” Insurance, Indemnification & Hold Harmless Provisions
Exhibit “B” Sample Consulting Agreement (To be issued via Addendum)
- 3 -
2023 Survey RFP - final
1.) INTRODUCTION
The Public Works Department (PWD) of the City of Anaheim (COA) desires to contract with multiple technical professional firms across a broad spectrum of specialties to establish a strong and comprehensive team of technical Consultants to support its Survey Section within the Construction Services Division (CSD), in all facets of aerial mapping and professional land surveying services.
A FIRM IS NOT REQUIRED TO OFFER SUPPORT SERVICES IN ALL SUB-TASKS LISTED. CONTRACTS WILL BE OFFERED TO QUALIFIED CONSULTING FIRMS
TO PROVIDE SUPPORT SERVICES IN THE GIVEN AREAS OR SUB-TASKS WITHIN WHICH IT IS DEEMED MOST COMPETENT, EXPERIENCED & COMPETITIVE.
Qualifications and experience in any of the following sub-tasks will serve to support the current needs of the CSD:
PROFESSIONAL LAND SURVEYING SERVICES:
1. Construction Staking/Layout
2. Monument Preservation
3. Vertical and Horizontal Control (Conventional and/or GPS)
4. Preparation of Maps, Records of Survey, Corner Records and other Official Records
5. Legal Descriptions and Boundary Control
6. Topographic Mapping, including terrestrial LIDAR
7. As-Built Surveys and Subsurface Utility Engineering (Existing Utility Surveys)
8. Technical Review of Mapping related items such as Lot Line Adjustment, Certificates of Compliance, Maps, Certificates of Correction and other Official Records
AERIAL MAPPING SERVICES:
1. Topographic Mapping
2. Photogrammetry Imagery
3. Lidar
Projects may include capital improvement projects , rehabilitation type projects, or developer type projects. Individual project staffing will be comprised of a combination of City staff and Consultant staff, depending on the specific support requirements of the project.
It is the City’s intent to have multiple professional land surveying and aerial mapping firms under contract to provide competent and experienced personnel to support a variety of activities on an “AS-NEEDED”, “ON-CALL”, “SHORT NOTICE” basis, to work under the general supervision of the City Surveyor or other City representative.
On some occasions, time permitting, the Consultants will be allowed to compete via lump sum fee submittal for a specific assignment. The C onsultant will always be responsible to provide fully qualified and experienced staff to efficiently perform the services and support the needs of the CSD in each of the sub-task areas identified in Consultant’s qualification and proposal submittal package and as generally described in this solicitation document. CONSULTANT SHALL CLEARLY
INDICATE THE SUB -DISCIPLINES FOR WHICH IT DESIRES TO BE CONSIDERED
ALONG WITH THE SUPPORTING EXPERIENCE AND QUALIFICATION
DOCUMENTATION.
- 4 -
2023 Survey RFP - final
Work performed by the Consultant that has not bee n specifically authorized in writing will not be compensated. All work shall be completed in a timely and expeditious manner.
This solicitation does not commit the City to pay any cost incurred in the preparation of a response.
In addition, the proposal should be limited to 12 double-sided pages. The Department of Public Works reserves the right to withdraw this solicitation at any time for any reason. All firms preparing a proposal will be duly notified of any change in the status of this solicitation . The successful proposers/Consultants shall file insurance coverage, provide indemnification provisions, and hold harmless clauses in favor of the City as described in Exhibit “A”.
2.) ORGANIZATION OF REQUEST FOR QUALIFICATIONS
Responses to this solicitation shall contain the following in order to establish conformity:
• Scope of Services offered
• Project related experiences, references & personnel for each scope of service
• Organizational chart & resume of proposed key personnel to provide service
• Provide an overview of the management and supervision of the Project team, clearly defining the use of any subcontractor personnel
• Compliance with funding requirements such as Federal, State and Local requirements
• Additional information or description of resources, supporting both the qualifications of your firm and the proposed personnel
• Fee Schedule – provide a schedule of hourly rates, including overtime rates for applicable personnel classifications as well as reimbursables
• Provide an outline of your Quality Control and Quality Assurance Program for the areas/sub- disciplines for which you desire to be considered and any other information you deem pertinent
3.) SCOPE OF PROFESSIONAL LAND SURVEYING SERVICES
The criteria established by the City of Anaheim for the professional land surveying services are presented as follows:
The survey personnel are to have extensive knowledge of Public Works construction, topographic, boundary, engineering, and geodetic survey control methods. The personnel shall be able to understand and interpret construction plans and specifications. They shall also comply with all Federal, State and local safety regulations and be properly attired.
A brief outline of expected minimum services are as follows:
- 5 -
2023 Survey RFP - final
GENERAL:
Review the project specific requirements with the City Surveyor.
Provide the City Surveyor weekly reports on all work activities in a format approved by the City Surveyor.
Maintain good relations with the public and City of Anaheim staff at all times.
CONSTRUCTION STAKING/LAYOUT:
Provide project specific construction staking as required by the City Surveyor.
Attend all project specific construction meetings as required.
Have the ability to respond to a written request for construction staking within one working day.
Provide construction staking for quality VERTICAL and HORIZONTAL control according to the Construction Services, Survey Section staking policy and industry standards.
Maintain detailed and accurate records of Requests for Construction Staking from the contractor on the City approved form.
Provide the contractor, the City’s inspector(s) and the City Surveyor with grade sheets (cut sheets) for all staking on the City approved form. Grade sheets (cut sheets) shall be delivered no later than 24 hours after staking is completed.
MONUMENT PRESERVATION:
Provide project specific monument preservation pursuant to Section 8771 of the Professional Land Surveyors Act. Provide copies of all monument preservation documents that are submitted to the County Surveyor to the City Surveyor (example: pre-construction and post-construction corner records.)
VERTICAL AND HORIZONTAL CONTROL (Conventional and/or GPS):
Provide project specific vertical and horizontal control as required by the City Surveyor.
Establish vertical control using a City of Anaheim or Orange County Surveyor published benchmark datum (NAVD 88).
Use California Coordinate System 1983, Zone VI, State or Orange County Published Epoch for horizontal control.
- 6 -
2023 Survey RFP - final
PREPARATION OF MAPS, RECORDS OF SURVEY, CORNER RECORDS AND OTHER OFFICIAL RECORDS:
Prepare and/or review project specific Official Maps and Records in accordance with the applicable California State, County of Orange, and City of Anaheim requirements, at the request of the City Surveyor.
LEGAL DESCRIPTIONS AND BOUNDARY CONTROL
Prepare and/or review project specific legal descriptions in accordance with the Professional Land Surveyors Act, Subdivision Map Act and City of Anaheim requirements.
TOPOGRAPHIC MAPPING, INCLUDING TERRESTRIAL LIDAR:
Provide the project specific information as required by the City Surveyor.
All topographic deliverables must be compatible with AutoCAD Civil3D 2019.
Only one published bench mark to be used per topographic map.
Provide text file with Point Number, Northing, Easting, Elevation, and Description in a format compatible with AutoCAD Civil3D 2019 or latest city adopted software.
Provide a 3D surface model compatible with AutoCAD Civil3D 2019.
Provide a symbol and linework legend, basis of bearings and coordinate system for all topographic maps.
AS-BUILT SURVEYS AND SUBSURFACE UTILITY ENGINEERING (EXISTING UTILITY SURVEYS):
Provide project specific as-built information as required by the City Surveyor.
As-built deliverable information may include but is not limited to the following:
a. Field notes including descriptions of all facilities b. Hand drawn sketch
c. AutoCAD drawing compatible with Civil3D 2019.
d. Text file
TECHNICAL REVIEW OF MAPPING RELATED ITEMS SUCH AS LOT LINE
ADJUSTMENTS, CERTIFICATES OF COMPLIANCE, MAPS, CERTIFICATES OF CORRECTION AND OTHER OFFICIAL RECORDS:
Provide reviews of mapping related items as required by the City Surveyor.
- 7 -
2023 Survey RFP - final
Perform technical reviews of assignments based on applicable California State, County of Orange, and City of Anaheim requirements, at the request of the City Surveyor.
SCOPE OF PHOTOGRAMMETERY SERVICES:
The criteria established by the City of Anaheim for the Aerial Mapping Services are as follows:
GENERAL:
Review the project specific requirements with the City Surveyor.
Provide the City Surveyor weekly reports on all work activities in a format approved by the City Surveyor.
Maintain good relations with the public and City of Anaheim staff at all times.
AERIAL MAPPING:
Provide project specific stereo-photography and mapping that meets or exceeds National Mapping Accuracy Standards.
Provide project specific aerial mapping in AutoCAD (compatible with Civil3D 2019) format and ortho-imagery in .tiff format.
4.) TYPICAL DUTIES & RESPONSIBILITIES OF CONSULTANT PERSONNEL
The Consultant shall perform professional and technical support services on an “ as-needed” basis.
Consultant personnel assigned will be full time, unless otherwise noted in advance, to specific tasks and/or projects and will provide assistance to and work under the direction of the department representative. The Consultant is expected to establish and maintain a close working relationship with the Department’s CSD staff throughout the project(s).
Construction personnel assigned by Consultant may be required to be available a minimum of two (2) weeks before the start of a construction project until completion of the c onstruction project. If any Consultant personnel are on a leave of absence, the Project Manager shall provide a replacement employee, subject to CSD approval, as may be necessary until the assigned construction personnel returns to work. The qualifications and experience level of the replacement employee shall meet or exceed that of the previously assigned employee.
The specific scope of work for each project /task will be determined at a meeting attended by the Consultant and the City Surveyor or designee to discuss the specific needs of the assignment .
Following the meeting, the Consultant will be expected to provide the City with a proposed level of support along with an estimated cost.
The typical workday for any task will be established on a case- by-case basis, however, during the
- 8 -
2023 Survey RFP - final
construction phase of a project the contractor’s schedule will become the normal work schedule for Consultant’s personnel assigned thereto. Firms will be expected to provide staff willing and able to work overtime, weekends, and nights as may be deemed necessary by the City Surveyor to maintain project milestones and schedules.
The Consultant shall provide an Account Manager [single point of cont act] to coordinate with the City Surveyor. The Consultant’s Account Manager shall be accessible at all times during normal working hours. If at any time the level of performance falls below expectations, the City may release a Consultant’s employee and re quest another person be assigned as needed and shall be approved by the City of Anaheim prior to commencing any duties on the project. Continued poor performance may result in termination of consultant’s agreement at the City’s sole discretion . The Consultant’s Account Manager shall be responsible for all matters related to the Consultant’s personnel and operations, including but not limited to:
a. Assigning lead and supporting personnel to projects on an as-needed basis, etc.
b. Administering personnel actions, etc.
c. Submitting resumes containing the qualifications and experience of Consultant’s personnel, etc.
d. Responding to a variety of administrative requests from the CSD, i.e., billing questions, insurance renewals, etc.
A synopsis of support services to be provided by the Consultant is as follows:
• Survey support duties shall include but not be limited to collaborating with the design team to secure and provide all vertical, horizontal & topographical survey data of existing conditions and facilities necessary as well as coordinate any construction type requests for survey assistance with the construction contractor.
• Account Management support duties will provide a single point of contact on behalf of the Consultant relative to all existing and potential future assignments, performance related issues, billing questions, personnel-related matters, etc. under this agreement.
• Attend office and site meetings when required by the City Surveyor’s representative.
• Prepare daily reports of p roject related activities and accomplishments with detailed and accurate information on construction/project progress as requested by the City Surveyor.
• Identify problems associated with any project that may affect the success of the project, as soon as the potential problem is recognized.
• Maintain safety awareness for the protection of the public and project personnel.
- 9 -
2023 Survey RFP - final
• Proactively support the coordination of project specific activities with all vested parties and other agencies.
5.) KNOWLEDGE & EXPERIENCE
• Familiarity with typical Public Works and Public Utilities design standards, specific City of Anaheim standards and codes related to public improvement designs.
• Knowledge with National Mapping Standards
• Familiarity with Standard Specifications For Public Works Construction (The “GreenBook”).
• Knowledge of the Subdivision Map Act
• Knowledge of Professional Land Surveyors Act.
• Knowledge of the Public Resources Code
• Knowledge of State of the Art technology such as GPS, LIDAR, Geodetic Control Surveys and GIS/CADD Integration.
6.) CONSULTANT SHALL PROVIDE
• All equipment necessary to meet the expected results for all assigned projects.
• The necessary safety equipment required for all assigned projects.
• Sufficient traffic control for protection of equipment, personnel, and the public.
• Insured vehicles for the use of their personnel. The hourly billing rates for the proposed personnel shall include all costs associated with the operation and maintenance of the vehicle. All vehicles shall have flashing lights, visible from the rear when on the project site (No separate vehicle cost or hourly rate).
• Cellular phones to facilitate contact during working hours. The cost of cell phones and usage shall be included in the hourly billing rates for the proposed personnel.
• Laptop computers with wireless internet access and all software and printing capabilities necessary to pursue the work of the project efficiently and communicate with the City and other team members efficiently. The hourly billing rates for the proposed personnel shall include all costs associated with the operation and maintenance of the computers.
7.) THE CITY SHALL PROVIDE
- 10 -
2023 Survey RFP - final
• Project/assignment scope definition
• Review and approval of cost proposals, proposed personnel and “QAP”.
• Clarification of duties and procedures throughout pursuit of assignment.
• Approved project plans and special provisions for construction projects.
8.) CONSULTANT EVALUATION & SELECTION
• Each SOQ /Proposal submitted will be evaluated and scored through a process. The Consultant’s submittal must fully address the requirements listed in this solicitation . The Consultant’s degree of experience, knowledge, and ability to provide experienced and qualified support staff as well as the reasonableness of the hourly fee will form the primary basis for evaluation.
• The proposal submitted by the Consultant is not to have any exclusions, conditions or provisions applied to the aforementioned request.
• If either of the above two items is not abided by, the City may deem the proposal as non - responsive. (Unless stated exceptions are “deal breakers” from consultant’s point of view).
A Review Board, selected by the CSD-Manager, will review the proposals received. Upon the conclusion of the review and interviews, if required, the Review Board shall rank the Consultants based on the following criteria:
A. Ability of the Consultants to perform competently and proficiently in the area of surveying. (15%)
B. Qualifications of the specific individuals to actually perform the work or lead the Team and supervise the work product. (20%)
C. Amount and quality of time the key personnel will be actively involved or supervising the Team and approving the work product. (10%)
D. Whether the fee structure is reasonable & competitive. (10%)
E. Experience-Demonstrated record of success by the Consultant on surveying work performed for Anaheim &/or other municipalities. (25%)
F. Simplicity of administrative and managerial procedures and methodologies to be employed in the various assignments under this contract. (10%)
G. An outline of your “Quality Assurance/Quality Control Program” that ensures a quality work product for any assignment under this contract. (10%)
9.) INSURANCE AND INDEMNIFICATION
- 11 -
2023 Survey RFP - final
In the Agreement, the City of Anaheim will require the successful Consultant to execute an indemnification and hold harmless clause in favor of the City per Exhibit “A”. Any exceptions to the insurance and indemnification requirements shall be conspicuously hi ghlighted in Consultant’s solicitation response/submittal, as a deal breaker.
The successful Consultant shall secure insurance coverage’s per Exhibit “A” prior to commencing any activities under th is Agreement, and maintain said coverage’s throughout the term of the Agreement.
10.) CONTRACT AGREEMENT
The City of Anaheim Department of Public Works anticipates that the term of the Agreement will be two (2) years. The Agreement may be renewed for two (2) additional terms at the sole discretion of the City of Anaheim. The City of Anaheim does not guarantee, either expressly or by implication, that any work or services will be required under this Agreement. An annual escalation provision is included in the agreement and is based either on the increase in CPI for this market area or the increase in prevailing wage per classification over the previous contract term . Annual escalation may occur upon the yearly anniversary dates of contract execution. Consultant will submit a request for rate increase to the City for review upon yearly anniversary dates of contr act execution. The duration of services is anticipated between September 2023 and September 2025 with the City’s option to renew the agreement two (2) additional terms, through 2029.
Any increase in the scope of an assignment shall be approved in advance by the City Surveyor or his representative, in writing. No fee adjustment will be allowed unless prior written approval has been issued.
Per section 4.2 of the sample agreement (Exhibit B), projects will be awarded/assigned to consultants as Work Orders, and no individual Work Order shall exceed the sum of $400,000.00.
This solicitation, the consulting firm’s response to this solicitation, and the agreed upon negotiated fee schedule will be incorporated into and become a part of the contract agreement. A copy of the City’s standard Agreement for Consulting Services is enclosed as Exhibit “B”.
11.) FEE SCHEDULE
The Consultant’s Support Services will be compensated on an hourly basis or a percentage of completeness, if task is based on a lump sum fee . The Consultant is required to provide a copy of their weekly/bi-weekly time sheets to the Construction Services Division. Invoices with time sheets and daily notes attached shall be submitted for REVIEW AND APPROVAL monthly to the City of Anaheim Public Works Department, Construction Services Division. Payment will follow within 30 days from the APPROVAL date. Invoices are to be project specific and detailed, for services rendered. Only one payment will be made per month per project.
Please provide a schedule of hourly billing rates for the proposed personnel at each labor classification, including overtime rates for weekdays, Saturdays, Sundays, and Holidays . Please indicate the billing rates for swing -shifts, night-shifts or other non- standard work shifts as well as all other incidental items or services which may not have been specifically addressed in this solicitation.