iW
IVIC CENTER
INTERWEST
A SAFEbuilt COMPANY
Cathedral City
On-Call Engineering Support & Grant Administration
Services for Various State and Federally Funded
Transportation Projects
Cathedral City
April 17, 2023 | 3:00 PM
Work Proposal
BILL HEMSLEY, PE SHELBY SIERACKI
Project Manager Senior Account Manager
9320 Chesapeake Drive, #208 9320 Chesapeake Drive, #208 San Diego, CA 92123 San Diego, CA 92123
909.488.6868 626.224.2055
[email protected] [email protected]
Interwest, A SAFEbuilt Company
Spring
P
S.P. Cathedral:
Ind
City (111
DIANS
Rancho Mirage
TABLE OF CONTENTS
A. | Work Proposal
1. Cover Letter.. . 1
Proposed Revisions 2
2. Statement of Qualifications ..3
A. Project Personnel
Organizational Chart
Staff Qualifications..
Key Personnel Short Résumés 4
B. Firm Experience.... ..6
Similar Work/References 7
C. Project Understanding and Approach 9
Approach to Program Management.. 9
Approach to Grant Research, Writing and Administration Services 12
3. Scope of Work .. 13
B. | Cost Proposal (Separate Envelope)
INTERWEST
A SAFEbuilt COMPANY
1. | Cover Letter
April 17,2023 iw
Andrew Lee, Assistant Engineer INTERWEST
Engineering Department
A SAFEbuilt COMPANY
City of Cathedral City
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234
RE: On-Call Engineering Support & Grant Administration Services for Various State and Federally Funded Transportation Projects
Dear Mr. Lee,
Interwest Consulting Group (Interwest) is pleased to submit our qualifications to provide On-Call Engineering Support & Grant Administration Services for Various State and Federally Funded Transportation Projects. Interwest brings more than two decades of expert-level engineering and project management services and stands capable, qualified, and ready to serve the City on these projects. We have had the privilege of providing the City with many as-needed professional services since 2021, and we appreciate this opportunity to extend our partnership to the Engineering Department.
We have reviewed the RFP and our proposal has been crafted and submitted for the purpose of demonstrating our ability and intent to not only provide the scope of services, but to commit a dedicated team based on past performance and knowledge to ensure that the City of Cathedral City (City) is provided with the necessary skills to successfully complete all services above-and-beyond what is outlined in this RFP.
Our Project Management/CIP Delivery and Grant Administration/Management Teams have qualifications and depth of experience to provide the City with exceptional service, as evidenced by our proven track record and testimony of our past and current clients. We pride ourselves in building long, sustaining relationships with the cities we work with—providing solutions that will strengthen your community. We believe that the extensive knowledge and experience held by our proposed team qualifies us to be the best to perform the services requested by the City.
Our staff experience working with Caltrans in general, and in particular, administering the HSIP and ATP projects will be one of our strengths to manage this project. Our grant team is intimately familiar with many of the grants listed in the RFP and we have the bench strength to handle multiple projects simultaneously.
Interwest is grateful to have all players required to deliver the project under one roof. The project manager's main job is to oversee the team's efforts and ensure everyone understands what's expected of them, what tasks need to be done, and how and when to complete those tasks to ensure everything is done within the project schedule. The project manager will be creating a project plan and outlining the project schedule that includes the major project milestones and deliverables. This is important because the project plan provides a strategy and project checklist to help properly manage resources, budget, and timeline along the project life cycle.
Joe Indrawan, PE will act as Principal-in-Charge and Quality Assurance Manager for the City and will assist with contractual and staffing matters as needed. Bill Hemsley, PE will act as Project Manager for this engagement and will be the City's day-to-day contact for services. Shelby Sieracki, Senior Account Manager, will act as the Primary Contact for all communications pertaining to this proposal. Contact information is provided below:
Principal-in-Charge Project Manager Shelby Sieracki
Joe Indrawan, PE Bill Hemsley, PE Senior Account Manager 909.618.7384 909.488.6868 626.224.2055
[email protected] [email protected] [email protected] As requested in the RFP, our proposed revisions to the Design Professional Services Agreement have been included on the following page.
INTERWEST
A SAFEbuilt COMPANY
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects Proposed Revisions provision of law to the contrary, Design Professional shall have the right to defend and settle any action for The Interwest Contract and Legal team have carefully which indemnification is sought, provided that it shall not reviewed the contract terms presented in the Cathedral enter into any settlement that requires an admission of City Agreement for Design Professional Services and wrongdoing by any indemnitee without that indemnitee's respectfully request the following revisions (in blue). approval. Design Professional's obligations under this Agreement are contingent upon timely receipt of notice
6. OWNERSHIP OF DOCUMENTS.
All original maps, models, designs, drawings, of the claim for which indemnification is sought, such photographs, studies, surveys, reports, data, notes, that defense of the claim is not prejudiced, and the computer files, files and other documents prepared reasonable assistance of the indemnitee in connection developed or discovered by Design Professional in with the defense of the claim. the course of providing the Services pursuant to this
Agreement shall become the sole property of City and City's Negligence. The provisions of this section do not apply to Claims occurring as a result of City's sole may be used, reused or otherwise disposed of by City
or active negligence. The provisions of this section
without the permission of the Design Professional. Upon shall not release City from liability arising from gross completion, expiration or termination of this Agreement, Design Professional shall turn over to City all such negligence or willful acts or omissions of City or any and all of its officials, employees and agents
original maps, models, designs, drawings, photographs,
studies, surveys, reports, data, notes, computer files, 20. ASSIGNMENT. files and other documents. For the avoidance of doubt, The expertise and experience of Design Professional nothing in this Agreement shall be understood are material considerations for this Agreement. City to grant City rights to pre-existing intellectual has an interest in the qualifications and capability of property of Design Professional, including Design the persons and entities who will fulfill the duties and Professional software and licensed software, or to obligations imposed upon Design Professional under any improvements thereto. Design Professional this Agreement. In recognition of that interest, Design shall have no liability arising from the use of any Professional shall not assign or transfer this Agreement documents for any purpose or on any project other or any portion of this Agreement or the performance of than that for which it was produced. any of Design Professional's duties or obligations under this Agreement without the prior written consent of the
18. INDEMNIFICATION.
City, which shall not be unreasonably delayed or
Indemnification by Design Professional. As provided
under Civil Code Section 2782.8, Design Professional withheld. Any attempted assignment shall be ineffective, null and void, and shall constitute a material breach of shall indemnify, protect, defend and hold harmless City this Agreement entitling City to any and all remedies at and any and all of its officials, employees and agents
("Indemnified Parties") from and against any and all law or in equity, including termination of this Agreement pursuant to Section 21 "Termination of Agreement."
third party claims. actions and proceedings (whether
at law or equity, administrative or judicial), demands, As President of Interwest Consulting Group, 1 am orders, judgments, losses, liabilities, damages, costs authorized to sign any agreements that may result and expenses, including attorney's fees and costs, from this proposal and will provide contract support (collectively "Claims") to the extent same arise out of, to the proposed Interwest team. Should you have pertain to, or relate to the negligence, recklessness, any questions, please contact me at 619.372.9962 or or willful misconduct of the Design Professional, its [email protected]. officers, agents, employees or sub-consultants (or
any entity or individual that Design Professional shall We appreciate the opportunity to submit our qualifications bear the legal liability thereof) in the performance of to partner with the Cathedral City and look forward to professional services under this Agreement, with the serving your community in this area of expertise. understanding that in the event Claims are found by Respectfully Submitted, the trier of fact to have been caused by the joint or
concurrent negligence of the City and its contractors Paul madhuss and Design Professionals, and Design Professional,
damages and expenses from both indemnity and duty
Paul Meschino,
to defend obligations shall be borne by each party in President proportion to its negligence. Notwithstanding any
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 2
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects
2.I Statement of Qualifications
A. Project Personnel
Our Project Management and Grant Management Team holds licensures and certifications in many industry disciplines. We have provided a qualifications summary of our team for your convenience. All staff listed below, or staff with commensurate qualifications and experience, will be available to the City as-needed to perform project management and grant management services. We are dedicated to ensuring that the City has adequate staffing to provide accurate and timely project management services.
Organizational Chart
Ourteam of professionals proposed for this assignment has extensive career expertise in their respective industries'.
Our local knowledge in combination with our depth of experience translates into better, more consistent decision making. This provides the City with excellent value not only today in cost for services, but more importantly in the future while operating the infrastructure.
Interwest only serves public agency clients. This exclusive commitment to public agency clients is crucial to avoid any real or perceived conflict of interest. Additionally, our management systems linked to monthly invoicing will monitor, track, and report our work activities and provide the City with a quantifiable tool to ensure contract accountability and transparency-
Cathedral City
PAUL MESCHINO
President
SHELBY SIERACKI JOE INDRAWAN, PE
Senior Account Manager Principal-in-Charge
Quality Control
BILL HEMSLEY, PE
Project Manager
PROJECT MANAGEMENT TEAM
ENGINEERING SUPPORT GRANT MANAGEMENT
Kevin Ko, PE, QSD - Back-up Grace Alvarez, PE - Grant
Project Manager Administrator
Henry Ngo, PE - Sr. Engineer, Alison Winter - Grant Manager Back-up Project Manager
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 3
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects Staff Qualifications
YEARS OF
NAME & ROLE QUALIFICATIONS
EXPERIENCE
Joe Indrawan, PE 35 years CA Registered Professional Civil Principal-in-Charge Engineer | 44779
Bill Hemsley, PE 35 years MS, Civil Engineering
Project Manager BS, Civil Engineering
CA Professional Civil Engineer (56600)
Kevin Ko, PE, QSD, PMP 9 years BS, Civil Engineering /
Back-up Project Manager CA Professional Civil Engineer (C59246) Qualified SWPPP Developer QSD (C88495)
Project Management Professional (2918711)
Henry Ngo, PE, Senior Engineer 29 years BS, Civil Engineering, Back-up Project Manager CA Professional Civil Engineer (C58590) WA Professional Civil Engineer (38728)
Grace Alvarez, PE 32 years BA, Administration, Public Administration Grant Administrator Concentration,
Alison Winter 15 years Master of Urban Planning
Grant Manager Bachelor of Arts in Creative Arts
Key Personnel Short Résumés
Joe Indrawan, PE | Principal-In-Charge
Joe has more than 35 years of civil engineering experience, including 30 years of service with municipal agencies.
Joe's strategic thinking and innovative problem-solving skills make him a strong asset to any project. His diverse experience allows him to bring clear understanding and considerable depth to the projects he's involved with.
Bill Hemsley, PE | Project Manager
Bill is a highly knowledgeable engineer with more than 20 years of experience, during which he has overseen numerous construction projects and public works assignments. The majority of Bill's expertise was gained in the public sector, working for municipalities and utility agencies and the last decade of his career has been spent in high level management positions.
Kevin Ko, PE, QSD, PMP | Back-up Project Manager
Kevin is a registered Civil Engineer and certified Qualified SWPPP Developer with more than 9 years of experience providing civil engineering services to various municipal clients in Southern California. His experience includes civil design for drainage, grading, storm water quality, and utility projects as well as construction management on a number of capital projects such as street improvements, sewer improvements, and park improvements. Kevin has also provided plan review on development projects and undertaken preliminary engineering studies to address infrastructure issues all while providing excellent customer service and completing tasks in an accurate, timely, and friendly manner. Overall, Kevin is an adaptable individual who embraces new challenges exceptionally.
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 4
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects Henry Ngo, PE | Back-up Project Manager
Henry's experience includes more than 29 years of experience completing Public Works projects, highway design, civil and utility design. He is adept at managing a variety of Capital Improvement Projects including street widening, sidewalk improvement, the Street Improvement Program, Bikeway Improvement Master Plan, Storm Drain Improvement, Park Improvement, and Traffic Signal Improvement.
Grace Alvarez, PE! Grant Administrator
Grace has cultivated years of expertise in transportation planning and programming and is knowledgeable of all applicable state and federal requirements and processes, as well as local concerns and considerations for transportation projects. She has a solid track record of successfully delivering projects, procuring grant funding, and addressing problems, and is bilingual in English and Spanish.
Grace is a seasoned Planning and Programming Manager with more than 32 years of municipal experience and a passion for public service. Over her career, she has served the County of Riverside and the City of San Jacinto and acted as a consultant, providing her with the unique opportunity to see municipal processes from multiple perspectives, as a City, County and private employee.
Alison Winter | Grants Manager
Alison has 15 years of professional experience with a demonstrated history of working in the public, private, and non-profit sectors. With civic leadership experience and excellent organization skills, Alison can coordinate complex grants and work effectively with interdisciplinary teams and project partners. Alison has a strong background in transportation planning including evaluating conditions, identifying future needs, and laying the framework for the plans and funding to meet priorities. Her previous public works experience includes writing and managing grants for transportation-related programs. She also has experience in capital asset management, transportation demand management, zero-emission transit planning, safe routes programs, grant reporting, park and trail development, disadvantaged business enterprise goal setting, Title VI, and public engagement. In addition to grant-writing, Alison is skilled in writing plans, policies, and public communications to achieve alignment with federal, state and local regulations and goals.
A few notable development projects she worked on include the redevelopment of the Bay Meadows racetrack in San Mateo where she performed travel demand analyses for various land uses and roadway designs, the Dry Creek Greenway West Multi-Use Trail Project in Roseville where she prepared successful grant applications for $10.5M in state and regional Active Transportation Program (ATP) funding, and helped secure $5M in funding for Roseville Transit's zero-emission electric bus pilot project.
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES.
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects B. Firm Experience
Interwest offers a diverse scope of community development services that enables us to serve as a reliable one-source partner, efficiently tackling time- sensitive projects with customized solutions. With moire than 20 years of
INTERWEST PROFILE
experience in the California market and the extended capabilities of our parent company, SAFEbuilt, we support a wide variety of clients with the highest level of service, expertise, and resources to municipalities and sovereign nations throughout the state. YEAR FOUNDED:
The seamless integration of municipal service professionals in support of 2002 public agencies has been our purpose since Interwest Consulting Group (Interwest) formed in 2002. Interwest was founded by individuals with a EMPLOYEES:
passion for serving municipalities like the City of Cathedral. We employ more 400+ than 400 employees spanning a multitude of disciplines within public works, building safety and planning departments throughout California. NUMBER OF OFFICES:
10 Our staff has held senior and executive management positions within numerous California Cities and public agencies, including the titles of City OFFICE LOCATIONS:
Engineer, Public Works Director, Project Manager, Construction Manager, and other management personnel. This depth of experience brings a high level CA Offices:
of expertise and sensitivity towards community and special interest group Irvine | Ontario | Perris issues. We value the importance of a focus that represents the interests of San Diego | Elk Grove our public agency clients and reflects positively on the citizens they serve. Roseville | Fresno | Fremont Other Offices:
We furnish both technical excellence and a thorough understanding of the regulatory process to assist our clients through the sometimes-daunting Las Vegas, NV | Boulder, CO complexities associated with the delivery of projects, implementation of important public programs, and adoption of significant public policy. FULL SERVICE OFFERING:
Taking advantage of our diversified staffs experience and knowledge Planning & Urban Design distinguishes Interwest as a professional consultant and allows our team Building Safety
to repeatedly complete projects on-time, under budget, and exceeding expectations while doing so. Interwest currently serves over 330 municipal Capital Projects clients in California, where we work collaboratively with public agency staff City Engineering daily.
Specific to project delivery and monitoring, Interwest has a depth of experience Construction Management when it comes to federal and state funding compliance. We work closely Development Services with the funding program officers, including the California Transportation Land Development Design
Commission (CTC), Caltrans, and the California Department of Parks and Recreation Office of Grants and Local Services. Our engineers are highly Right of Way & Real Estate versed in CTC and the Caltrans Local Assistance Procedural Manual.
Traffic Engineering
Interwest has extensive experience preparing Requests for Authorizations/ Allocations, Preliminary Environmental Study (PES) Reports, ROW Utility Transportation Planning Authorizations, reimbursement invoices, funding modifications, and Final Report of Expenditures for every phase of a capital project. We have processed Transportation Programming millions of dollars in invoice reimbursements, project close outs and assisted in state/federal financial audits. This in-depth knowledge enables Interwest to partner with agencies in following best practices and achieving successful solutions.
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 6
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects We are committed to assisting disadvantaged communities and engaging with them to ensure that we are providing meaningful public engagement to give them a voice in our clients' successful projects. To address the climate change initiatives, we help clients identify multi-modal transportation strategies to reduce greenhouse gas emissions and vehicle miles traveled.
Interwest understands the importance of having a strategy and the proper tools to effectively apply, obtain, and manage grants that fund much-needed projects and programs. We have professionals of all disciplines with direct knowledge and experience that can assist when needed.
Similar Work/References
PROJECT MANAGEMENT
Interwest has provided CIP Project Management and City of Brea // As-Needed Project Manager and Construction Management and Inspection services to
Engineering Services
the City of Brea since 2019. Below is a relative sample SR 57 & Lambert Road Interchange Improvements:
This project entailed the construction of the SR 57 &
Lambert Road Interchange which includes the re-
alignment of the Northbound off-ramp, new Northbound
on-ramp loop with bridge, widening of Lambert Road
west (new right turn lane), widening of Northbound on-
ramp, widening and extension of Southbound off-ramp,
widening of Lambert Road east (new right turn lane)
for Southbound on-ramp, widening and extension of
Southbound on-ramp and bridge widening at Railroad
Crossing, SR 57/Lambert Bridge widening, Retaining
walls, sound walls, and other various signal and street median improvements.
The City's lead role was utility relocation, design, R/W and Landscape phase. Caltrans lead role was PAED
phase and construction phase (AAA). Interwest oversaw
the pre-construction phase, managed the OCTA M2 and
SB1 grants, coordination with Caltrans for Cooperative
Agreements and Maintenance Agreements,
coordination with the Utility Companies, managing
the Design consultant for the City, managing the RW
acquisition and demolition work, reviewing all RFl's,
CCO's, and Submittals in coordination with Caltrans
and Design Consultant and attended the bi-weekly
construction meetings, billing/invoicing processing, and schedule review. The project cost was approximately
$79M for Construction Phase, Landscape Phase, Utility Michaei Ho, PE, Director of Public Works, City Relocation, Construction Management and Inspection. Engineer | 714.990.7657 | [email protected] Since 2018, Interwest has provided on-call plan check City of Corona // Engineering Plan Check & Project services for private development processing, project Management management and oversight, and plan review. Projects
include master-planned community developments
residential subdivisions, multi-family projects, industrial developments, and retail/commercial developments.
Plan check services include land development review,
water quality and storm water management, map
checking and processing, grading, public improvements,
easement and right-of-way dedication review
processing, preparation of conditions of approval, and
meetings with developers and engineers.
Tom Koper, City Engineer |
951.817.5765 | [email protected]
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 7
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects Interwest has provided public works plan check to the City City of Pico Rivera of Pico Rivera since 2019. Our engineers review plans
submitted for subdivision improvements, commercial
developments, infrastructure improvements, and private
development projects. Highlighted projects include:
PICO
• Buffalo Wild Wings restaurant on Washington RIVERA
Boulevard: Interwest checked the project's proposed
improvements including the grading plans and M
pertinent document review.
Crossroads Plaza: Interwest checked the project's
proposed improvements including the grading plans
Kenner Guerrero, Associate Engineer
and pertinent document review.
562.801.4351 | [email protected]
GRANT MANAGEMENT
The North County Corridor is a future 18-mile Stanislaus County // North County Corridor Phase 1 expressway that will become a bypass for CA State Project Route 108 (SR-108). Ultimately, upon completion on
the North County Corridor, SR-108, which currently
bisects the main streets of Modesto, Riverbank, and
Oakdale on its way to Yosemite National Park, will
be relinquished to the cities and allow for complete
street opportunities to reconnect communities.
North County Corridor Phase 1 Project will construct
2.3 miles of the North County Corridor, eliminate an
at-level roadway crossing of an active passenger and
freight railroad corridor, and realign a local road over the railroad. The Interwest team has helped the County David Leamon, Public Works Director secure $45M dollars in grants and is working additional Stanislaus County grants for this regionally significant project. 209.525.4151 | Email: [email protected] Alison Winter. conducted research on zero-emission City of Roseville transit technologies, developed the RFP for the Roseville Transit Zero-Emission Business Plan and identified
funding and procurement strategies to successfully
receive grants for this $5.3M pilot project included
$3M in Federal Transit Administration (FTA) grants and
$400,000 in regional air district grants. This project that set the stage for future grants including a $6M Solutions Helen Dyda, Public Information Officer
916.774.5443 | [email protected] and/or
development necessari Ed Sofield, Alternative Transportation Division Pusic Trans Ageng Saty an and Dalianaged 91-7454 EScotigroration De Business Enterprise goals.
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 8
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects C. Project Understanding and • Monitoring of the development of the design plans and technical specifications to be provided by the design
Approach engineer.
We believe that how the Interwest Team will serve the • Technical review of the design plans, including acting City is significantly different from our competitors. How as an extension of City engineering plan check and we provide services will be driven by the core values approval for compliance with the applicable codes and and beliefs which define our corporate philosophy and standard drawings. approach to providing services and creating desired • Quality control plan check, value engineering, and outcomes for the cities we serve. reviewing cost estimates. • Budget and funding control to make sure the project is Approach to Program Management completed within available budget during all phases of work.
FUNDS MANAGEMENT & PROGRAM • Preparation of all necessary paperwork, including MANAGEMENT PHASE environmental clearances, for the approval of bid • Preparation of all necessary funding documents for the package by all involved regulatory agencies. obligation and authorization of the use of federal and
• Preparation of Administrative Section of the
local funds, and coordination with required agencies to specifications.
obtain such approvals/authorizations.
• Conducting a "Constructability Review" of the plans
• Preparation of necessary documentation and submittals and specifications. We will review and approve the
to obtain necessary approvals, including environmental construction plans, shop drawings, and contract documentation, right of way certifications, Authorization documents prior to bidding and report to the City any
to Advertise, Authorization to Award, Authorization to
areas where there may be an opportunity to save money
Proceed with Construction, Project Closeout, various
or find areas that can be corrected prior to the bid,
Certifications and Final Report as required on Federally resulting in complete bid packages and more competitive Funded Projects in compliance with Caltrans Local
bids and fewer construction change orders.
Assistance Procedures Manual (LAPM).
• During the PS&E phase, our team will hold monthly
• Preparation of reimbursement invoices, expenditure
progress meetings with the City staff, and prepare and
reports, and quarterly progress updates as required to
make at least 2 presentations to the City Council on the Caltrans and/or the County Transportation Commission.
project. Interwest will prepare Council staff reports and • Enforcement of federal fund requirements in accordance present to the City Council the completed PS&E Bid with the LAPM. package and request to advertise for construction bids. • Preparation and management of Design Request for
Proposal (RFP). BIDDING AND ADVERTISEMENT PHASE
• Post and update items on the City's website for the
PS&E PHASE project to provide project information, and also post the bid package (plans and specifications) on the site for
Every effort must be made to stay within the scope of access by potential bidder for downloading. the approved project, and adhere to the environmental
• Maintaining a log of plan holder's information.
document constraints. Any changes to the scope must
be approved by the City; changes to the scope during • Conducting pre-bid meeting. We will outline specific the PS&E phase will likely increase construction costs, project requirements, organize, and attend the pre- may require additional environmental studies, and construction meetings prior to the Notice to Proceed being issued. List of invitees & attendees will be
possibly delay the schedule. As the PS&E package
distributed.
develops, a bigger emphasis is made on public outreach, constructability, traffic handling and staging. All can • Provide a background check of lowest 3 bidders, and significantly impact construction costs. We are able to establishing lowest responsive qualified bidder. provide the following services: • Preparing Council staff report and presenting to the City • Oversight and management of design engineering team Council to award the contract to the lowest responsible and all other specialty consultants. qualified bidder for the construction.
THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 9
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects • Coordinating the award and execution of the contract, Projects. We create and apply management systems including review of insurance, bonding, and other that work and carefully monitor program effectiveness required documents.
by closely tracking work quality, quantity, and cost. Our During the bidding process, the Interwest Team will approach begins with the identification of specific project be available to answer bidders' questions, prepare priorities and their scheduled completions. drafts of addenda and assist in reviewing bids and Delivering projects under aggressive schedules involves recommending a contract award. We will also advertise management, administration, and oversight of project bid notices on various trade publications, and conduct development teams from inception to completion. Project bid evaluation and bid analysis. During construction, management to Interwest means complete ownership we will also provide supplemental support to the City of all aspects including project delivery, funding, project and construction management section for construction development, and programming. We measure our inquiries. This supplemental construction support success in meeting deadlines, project budgets and most includes: importantly, our client's expectations. Areas of focus • Reviewing and preparing responses to RFls, providing include:
bid packages to potential bidders and advertising bid • Monitoring program effectiveness notices on various trade publications. • Agency coordination on joint projects • Reviewing submittals and shop drawings for compatibility • Following Local Assistance Procedures Manual and with design along with the design engineer. Guidelines
• Reviewing and providing recommendations of change • Stakeholder & community outreach order proposals.
• Ensuring environmental regulation compliances
• Performing final review/evaluation & assisting with the preparation of punch list for work deficiencies. In the following pages, we have provided a draft • Preparing of the record drawings of the completed approach for one of the master plan projects listed in projects based upon the redlined set of as-built plans. the RFP, a Pavement Master Plan. All estimates are based on preliminary research conducted by our team
QUALITY CONTROL MEASURES and our experience with similar projects. Should we be selected to provide these services, we would collaborate For all projects, Interwest staff will create and apply with the City to identify specific priorities and timelines tailored management systems that work and will and thoroughly review all project documentation and carefully monitor program effectiveness, closely tracking background materials. work quality, quantity, and cost.
Delivering projects under aggressive schedules requires ADDITIONAL SERVICES (AVAILABLE UPON careful management, administration, and oversight of REQUEST) project development teams from inception to completion
with committed, complete ownership of all aspects. CONSTRUCTION PHASE Despite this approach, some projects may fall behind The Interwest team has the capability of assisting schedule. If this occurs, Interwest will quickly review the City by providing construction management and
the reasons for the delay, identify options for getting the administration on a project, including inspection
project back on track, and implement the selected option services. When selected, our Construction Inspectors
after consulting with the City. Scope, schedule, and document the condition of the project as well as the budget impacts of the delay will be scrutinized to ensure adjacent areas prior to the contractor mobilizing, thus critical elements are not jeopardized by implementation minimizing any dispute that may arise regarding existing of the corrective action.
vs. construction damage. In addition, our team has the
Interwest has extensive experience and success in capabilities to provide the following:
developing and implementing municipal public works • Attendance at and chairing of weekly, bi-weekly, or projects, including those with State and/or Federal monthly project meetings with the contractors and funding requirements and management of various stakeholders. We prepare the agenda and discuss master plans and Capital Improvement Program schedule, cost estimating and budgeting, changes, THOUGHTFUL SOLUTIONS. THRIVING COMMUNITIES. 10
Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects contractor and sub-contractor evaluation and selection, • Maintaining at the project site, an up-to-date copy of all safety issues, etc. This has proven to be an important contracts, drawings, specifications, addenda, change step to getting the project on schedule early. orders & other modifications, in good order and marked • Coordination with City staff, contractor when applicable; to record all changes made during construction. All agencies, and project stakeholders. We coordinate work documents are tracled, including all correspondence. with other agencies to maximize contractor efficiency • Ensuring an office engineer is available for projects and keep the project on schedule. with significant document control needs; all files are • Preparation of weekly status reports and statements of set-up by our office engineer, regardless of project size. working days and any other statements that are required We maintain a digital photographic library amd note significant activities.
by the City.
• Participation in field meetings and document issues, • Maintaining RFI submittal and change order logs. findings, direction, changes, etc., and development of Ensuring consultants and engineers respond within solutions. contract time frames. We track the number of days submittals are outstanding and with a particular party
• Direct supervision, scheduling and problem resolution on a weekly basis and report this information to the
for the contractor.
appropriate staff.
• Maintenance of the Engineer's and Inspector's Daily • Monitoring Contractor and sub-contractors regarding Reports, and recording work in progress, which may compliance with prevailing wage rates and affirmative include the hours worked by men and equipment.
action requirements applicable to the project, including • Contract Time Monitoring which includes reviewing a Labor Compliance Program in accordance with AB working days, contract time requirements, and 1506 and the Davis-Bacon Act. Our inspectors and documentation of time extensions. office engineers are trained on the appropriate forms • Inspection and enforcement of NPDES, and SWPPP. and techniques necessary to conduct these compliance activities. Our team also collects and reviews for
compliance with all State and Federal regulations, and
CHANGE ORDER REVIEW/DISPUTE certified payroll records requirements.
RESOLUTION
Contract administration services and review of any LABOR COMPLIANCE SERVICES requests for contract change orders to verify that the work Interwest can work with the City-designated Labor
is necessary and outside of the contract. Additionally, Compliance firms to ensure labor compliance
we negotiate the best way for the City to pay for the
responsibilities including all aspects of compliance, such work, whether that is time and materials, unit prices, or as reviewing certified payroll submittals, confirming all a negotiated amount. We advise the City as to their
fringe benefit and apprentice requirements are met, and effect on the contract time and cost. We can perform
reviewing interview and daily reports to ensure all labor independent estimates of proposed change order work compliance documentation is accurate and complete. when necessary or when directed by the City.
MATERIALS TESTING SERVICES
DOCUMENT CONTROL
Interwest can work with the Materials Testing Firm
Our proven method of controlling documents and
designated by the City and will monitor all testing
project files through systems developed and used by
services during construction. We maintain a log of all
Caltrans. We apply consistent procedures to track all
test reports, coordinate with the Contractor to perform documentation, regardless of project size and location. retesting on any failing tests, coordinate the delivery Doing so results in a standard documentation and filing of test results to the City, and prepare and forward a
system for capital projects. As a result, records retrieval progress payment report along with all other logged
is quick and efficient.
information.
Work activities include:
• Maintaining all project documents, drawings, contract change orders, contractor submittals, shop drawing and
correspondence in electronic form and hard copy.
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Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects PROJECT CLOSE-OUT Approach to Grant Administration
When requested, our Project Manager can have a Services role in overseeing the project closeout. The master Interwest understands the challenges local agencies project schedule will include the key activities for endure when it comes to serving the public. There are project closeout, which may include: immediate needs and concerns, but also progressive • Coordinating a final walkthrough with the City, projects and programs that are all waiting to be Contractor, Design Engineer, and all other involved implemented to better serve the community. However, project personnel and developing a punch list of the biggest stumbling block is funding. Interwest knows incomplete or deficient work
grant funding is a critical factor in the development of • Making recommendations to the City regarding final any capital infrastructure projects or programs. project approval and acceptance and submitting a
signed Notice of Completion Our Grant Administration team is not only well-qualified with grant administration, but can also provide grant
• Making recommendations regarding the final
writing and research. They provide full grant services, progress payment request and assisting the City
during the project warranty period, if needed including filing grant progress reports, attending funding meetings, processing reimbursements, including
• Preparing all required documentation for project processing grant extensions, if necessary. closeout and delivering said documentation to the
City Grant Management - Interwest will review the budget, timeline, and scope of work for awarded grants and work with City staff and the Project Manager to communicate
GUARANTEED DELIVERABLES
any necessary updates and requirements. Interwest
There are several important areas of work requiring will review the terms of the grant agreements to ensure special attention to ensure successful completion of that all contracts meet the requirements set forth by the a project: granting agency.
Standardization & Maintenance of Project Interwest will maintain a list of awarded grants, noting Documentation: In order to effectively combat project status, reimbursements, amendments, and claims, it is vitally important that the construction milestones. This list will be updated on a regular basis managers and inspector follow a uniform standard to and shared with the City to ensure that budget line items ensure that potentially volatile issues are dealt with in and milestones are met. a timely, accurate and consistent manner. Interwest
Grant Reporting - Interwest will establish a grant
has instituted such a system and has a proven track
reporting schedule per each granting agency and
record of helping its clients to avoid costly claims.
project. Interwest will work with City staff and the Project Monitoring Quality & Objectiveness of Field Manager to collect all data and information needed for Personnel: Our construction supervisors routinely grant reports. All necessary documentation for grant check the files and performance of our construction reports will be complied and provided to the City for inspectors. Regular training meetings are conducted submittal to the granting agency. at which changes in rules and regulations are
Grant Close-Out - Upon completion of a project,
discussed.
Interwest will confirm all grant requirements have been Public Relations: Public Relations consist of public made and no obligations are remaining. Interwest works projects that impact residents and businesses will assist the City in preparation of all close-out and present unique, non-technical challenges which documentation. must be addressed throughout the life of a project.
Interwest staff work closely with stakeholders to GRANT RESEARCH make them aware of the project, its status and any
If requested by the City, our team can also provide
changes that are made. We have dedicated staff that
technical and strategic expertise needed to effectively possesses the skill set needed to navigate the public
address grant criteria and make an effective assessment relations arena.
of a project's alignment with grant program priorities and viability to be successful.
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Cathedral City | On-Call Engineering Support & Grant Administration Services For Various State and Federally Funded Transportation Projects
3. Scope of Work
Interwest will provide weekly engineering support on or off site as determined by the Director of Engineering / Public Works. We understand that the anticipated length of the contract is two years. Interwest can and will confidently deliver the typical services to be provided including, but not limited to, the following:
a. Preparing for City's signatures any necessary documents, and coordinate with various regional, county, state and federal funding agencies to acquire and maintain funding and approvals. b. Identifying grant opportunities, preparing applications and documents (i.e. proposals and plans), evaluating and preparing budgets, and completing required federal forms. c. Attending Project Development Team meetings on behalf of the City. d. Assisting in the preparation of formal and informal requests for proposals for design and/or construction projects and summarizing proposals received.
e. Monitoring and reporting on project status, budget vs. actual expenditures, and contract time vs. actual time, f. Preparing and tracking project schedules.
g. Preparing correspondence, reports, and memoranda necessary to administer various State and federally funded transportation projects
h. Assisting with TPPS, FTIP, VAG, RCTC, SCAG, and related governmental agency projects. i. Providing services in compliance with current Caltrans/Federal Highway Administration or other applicable state/federal policies and procedures where required for the project. j. Other duties as assigned by the Director of Engineering / Public Works.
We tully understand that we will be providing engineering support and grant administration services to ensure delivery of the projects remains consistent with FTIP, HBP and HSIP project schedules and programming guidelines, communicating with Caltrans on project deliverables and other administrative functions associated with delivering federally funded Local Assistance projects.
Cathedral City
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