April
2023
PROPOSAL
"ON-CALL" ENGINEERING SUPPORT & GRANT
ADMINISTRATION SERVICES FOR VARIOUS STATE AND
FEDERALLY FUNDED TRANSPORTATION PROJECTS
NAI
Consulting
68955 Adelina Road
Cathedral City, CA 92234
(760) 323-5344
Cathedral City
*NAI 68-955 Adelina Road
Cathedral City, CA 92234
Consulting (760) 323-5344
April 17, 2023
John A. Corella, P.E.
Director of Engineering/Public Works
68700 Avenida Lalo Guerrero
Cathedral City, CA 92234
Subject: "On-Call" Engineering Support & Grant Administration Services for Various State and Federally Funded Transportation Projects
Dear Mr. Corella and Members of the Evaluation Team,
NAI Consulting, Inc. (NAI) welcomes the opportunity to submit this proposal to provide On-Call Engineering Support and Grant Administration Services to the City of Cathedral City for your various state and federally funded transportation projects. As you will see, we offer an outstanding project team who specialize in managing specially funded transportation projects through the Caltrans Local Assistance procedures. Our staff possess project management qualifications, experience, enthusiasm, and a positive approach to deliver successful projects Established in 1996, NAl is a team of professionals with over 50 years of combined planning and engineering experience. We are a professional engineering firm specializing in project management and civil design. We have been successful in providing similar work to many agencies within the valley including the City of Cathedral City, City of Indio, City of La Quinta, City of Rancho Mirage, City of Palm Springs, City of Palm Desert, City of Coachella, City of Desert Hot Springs, and the Coachella Valley Association of Governments (CVAG). As a local firm, we understand the management environment and have strong connections in the Coachella Valley and Caltrans District 8. Our firm is sized to be flexible to provide our clients with the opportunity to utilize us in very small or very large capacities.
Due to the complexity of public works projects, we understand that success hinges on understanding the project's goals, applying innovative engineering principals, developing successful solutions with viable alternatives, and laying out a plan for its implementation. We believe the NAI team provides the right combination of experienced staff, project understanding, and local knowledge to successfully undertake these services for the City of Cathedral City.
Serving as Principal-in-Charge and Project Manager, Josh Nickerson, P.E. will be responsible for ensuring the City of Cathedral City remains in compliance with the Caltrans Local Assistance procedures required with State and Federally funded transportation projects. He is a civil/structural engineer by training and has an in-depth knowledge of the public works project process. He uses this experience to meld the project development process with state and federal funding regulations and streamline project completion. We are confident that our experience here at NAI will successfully blend with the City of Cathedral City's project needs.
After thorough review of the proposed Professional Services Agreement, we request consideration of the following comments:
1. Section 4(K) - the City requires itemized invoices in duplicate. We request consideration to only submit invoices electronically.
2. Exhibit C requires a waiver of subrogation for Worker's Compensation Insurance. NAI will provide a blanket waiver of subrogation for our General Liability and Commercial Auto Policies. Should a separate endorsement be required for Worker's Compensation, NAIl will obtain and charge the City as a direct cost to the Contract.
3. Other Federal Requirements. Based on our review of the Professional Services Agreement, there are new changes to the federal provisions in LAPM 10R that have not been incorporated yet. We will work with the City during contract negotiations to make sure the contract contains the latest provisions and is eligible for reimbursement.
- 1 -
This proposal will remain valid for 120 days from the due date for the proposals, April 17, 2023. Please do not hesitate to contact me if you have questions or if we can provide any additional information regarding NAI Consulting, Inc. We look forward to providing our services to assist the City of Cathedral City in delivering successful Public Works Projects. The contact information for this proposal is:
Joshua Nickerson, P.E
68-955 Adelina Road
Cathedral City, CA 92234
Telephone: (760) 323-5344
Email: [email protected]
Respectfully submitted,
Joshua Nickerson, P.E
Principal in Charge, Project Management
- 2- NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
TABLE OF CONTENTS
I. COVER LETTER
II. STATEMENT OF QUALIFICATIONS .3
a. BACKGROUND.... ...3
KEY PERSONNEL 3
b. EXPERIENCE .....5
c. PROJECT UNDERSTANDING AND APPROACH ....7
III. SCOPE OF WORK ...8
APPENDIX A - Exhibit 10-01 Consultant Proposal DBE Commitment TABLE OF CONTENTS - TOC- PNAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedra! City
Il. STATEMENT OF QUALIFICATIONS
BACKGROUND
NAI Consulting (NAI) is a small firm with strong ties to the Coachella Valley. We are headquartered in Cathedral City and have been an active partner in the Capital Improvement community for over 25 years. We have supported City Staff in delivering their Capital Improvement Programs through two recessions; numerous CVAG, Caltrans, and RCTC Directors; and large corporate buyouts of previously familiar firms. We have staffed employees who have worked for public agencies and have trained employees who have gone on to work at public agencies. We have provided Project Management, Engineering Services, and Grant Administrative Services to virtually every City in and around the Coachella Valley, including Cathedral City, La Quinta, Indio, Palm Springs, Rancho Mirage, Coachella, Palm Desert, Desert Hot Springs, Beaumont and Town of Yucca Valley. NAI has remained a consistent provider of Coachella Valley capital project delivery and, more importantly, is a continuing partner with the City of Cathedral City. We appreciate the opportunity to continue to provide "On-Call Engineering Support and Grant Administration Services" to the City of Cathedral City.
Our hours of operation have us in the office:
Monday-Thursday from 7:00 AM to 5:00 PM
Fridays from 7:00 AM to 4:00 PM
With every other Friday off.
Since we are a small, family-owned business, our hours are flexible, and you can reach us by cellphone at any time.
The unique quality that has made NAI successful in the Coachella Valley is our ability to be utilized as much or as little as our clients require. We aim to integrate with the existing City organization without interfering with management decisions to expand department staff or reorganize as they see fit. We focus on public work staff augmentation rather than replacement. This model allows our clients to utilize our services in one year to staff an open position and then scale back the next year, only managing their large federal projects. We are able to staff a desk at the City as much or as little as your projects require.
KEY PERSONNEL
PRINCIPAL IN CHARGE - PROJECT MANAGEMENT - Mr. Joshua Nickerson, P.E.
Josh is a registered Engineer in the State of California and serves as the Principal in Charge of Project Management.
With over 12 years of experience in design and project management, he brings an array of knowledge to support capital improvement projects from the cradle to the grave. Throughout his career in the Coachella Valley, he has developed a solid reputation for providing administrative and engineering support for federal and state-funded projects. With his in-depth knowledge of state and federal procedures as well as his continuously developing network of agency contacts, he successfully manages projects through the federal and state funding requirements. This ongoing support requires a significant amount of interagency coordination between the cities, the Riverside County Transportation Commission (RCT), the California Transportation Commission (CTC), and the California Department of Transportation (Caltrans).
He has a profound knowledge of local standards as well as state standards; including the Local Assistance Procedures Manual, the Local Assistance Program Guidelines, the Project Development Procedures Manual, the Caltrans Construction Manual, etc. Typical services he provides include project budgeting and scheduling, FTIP coordination/updating, RCTC, CTC, and Caltrans coordination, request for authorization (RFA) preparation for federally funded phases of work, request for allocation for state-funded phases of work, CEQA/NEPA review, federal and state invoicing, federal RFP preparation, federal project specifications preparation, etc.
PRINCIPAL IN CHARGE - CIVIL ENGINEERING - Ms. Lorissa Gruehi, P.E Lorissa is a registered Engineer in the State of California and serves as the lead civil engineering/project manager as needed. She has over 18 years of experience working on a variety of infrastructure planning, design, and construction projects, including design-build. She has experience working directly with project development teams to create efficient and constructible projects that meet the client's objectives.
Through staff extensions, Lorissa has supported cities in becoming more efficient and successful in delivering capital projects. She has proven herself to be a capable asset to City On-Call Programs. Typical services she provides include plan checking and estimating, value engineering analysis, request for proposal (RFP) preparation, project STATEMENT OF QUALIFICATIONS - 3- *PNAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
engineering support, preparation and tracking of project schedules and budgets, preparation of bid documents, preparation of bid summary comparisons, and construction support.
Lorissa has been the lead civil engineer for roadway widening projects, pavement management projects which have ranged from slurry seal, pavement rehabilitation, and traffic calming; ADA related improvements which have ranged from pavement reconstruction, sidewalk reconstruction, signing and striping modifications, and curb reconstruction; as well as various sidewalk and curb ramp improvement projects throughout the valley.
PROJECT MANAGER - Mr. Alexander Klan
Alex will serve as the Project Manager for this contract. As an industrial engineer, he has over 20 years of experience in financial, technical, and project management in the shipping, manufacturing, and construction industries. He has a solid background in quality management systems and auditing. In the past few years, he has developed thorough knowledge for providing administrative and engineering support for federal and state-funded capital improvement He has been part of the team at NAI Consulting since 2019 and has attended multiple LAPM, PMP, and other training classes to focus his skills on capital project management.
He has detailed knowledge of local standards as well as state standards, including the Local Assistance Procedures Manual and the Local Assistance Program Guidelines. Alex can support the following efforts: project management, project budgeting, and scheduling, FTIP coordination/updating, preparation of federal and state compliance paperwork, CEQA/NEPA review, RFP preparation, project specifications preparation, etc.
ASSISTANT PROJECT MANAGER - Ms. Erika Sinohuiz
Erika provides project management support. She serves as a project assistant for various capital improvement and federally funded projects. She has experience working directly with project managers, project development teams, and city staff to ensure efficient and timely project delivery that meets the client's objectives and satisfies federal and state requirements.
As an integral part of our process for project delivery, Erika is familiar with federal funds and the capital improvement process. She assists with project specifications, bid comparisons, federal forms, federal and state invoicing, project closeouts, and other duties, as necessary.
ASSISTANT ENGINEER - Mr. Jose Cortez
Jose will serve as the assistant engineer for this contract. He has experience with construction projects and providing services, such as CAD work, estimating project engineering, and project managing. This experience has led to working with city staff and project managers to prepare plans and ensure scopes of work, schedules, and budgets are in line to be completed without having to reduce quality and increase cost.
Through Jose's support as an Assistant Engineer, he has gained experience with pavement management projects and ADA improvements. These projects range from sidewalk gap closures, pavement rehabilitation, signing and striping modifications, curb ramp reconstruction, providing bid documents, estimates, specifications, bid comparisons, plan checking, budget tracking, and other responsibilities.
MANAGEMENT ANALYST - Ms. Diana Smith
Diana serves as project management and administrative support. She has served as an administrator to various private sector-funded projects and has experience working closely with project managers, project superintendents, architects, and state and city staff to ensure the fluidity of each project. Diana is familiar with budgeting, schedule tracking, project and consultant reimbursement invoice preparation, and overall project organization requirements. Her experience with the state and local agencies allows her to care for further administrative needs as they arise.
PROJECT ASSISTANT - Ms. Stephanie Milette
Stephanie acts as project management and administrative support for improvement projects. Stephanie is familiar ith budget and schedule tracking, project filing, preparing progress payment invoicing for consultant reimbursemer nd project reimbursement. She aids in the preparation of federal and state invoicing, utility letters and coordinatio bid comparison, due diligence, drafting of award packages and administrative assignments.
STATEMENT OF QUALIFICATIONS - 4- PNAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
NAI'S EXPERIENCE WITH SIMILAR WORK
The NAI Project Portfolio includes a wide variety of projects similar to those listed in the Cathedral City Request for Proposals. In addition to the support NAl has provided the City for the projects listed in the RFP, NAI is also currently supporting City of Palm Springs in managing the Ramon Road and Vista Chino Bridge improvements.
The following is a Project Spotlight of key projects that the proposed NAI Team are delivering:
RANCHO LOS COYOTES PAVEMENT IMPROVEMENTS - CPN. ST2201
Contact Information: Juan Raya Email: [email protected] Phone: 760-541-4225 Funding Source: Local Total Cost: $1,278, 100.00 Completion: 2023 Key Personnel: Lorissa Gruehl, Erika Sinohuiz, Jose Cortez Essential Functions: Lead Designer, Progress Monitoring, Schedule & Budget Tracking Project Challenges: Hydraulics, Private Improvements, Grade Issues Project Description: The improvements will include installing the full width street section of 36' curb to curb, including the curb and gutter, and drainage improvements utilizing drywells. These improvements will consider local drainage issues. Many driveways are currently at or below the centerline elevation. The improvements will include evaluating the centerline profile to create positive drainage for the abutting driveways. Additionally, there are existing private improvements within the public right of way that will be evaluated to determine which conflict with the proposed improvements.
ATP CYCLE 5 - PALM DRIVE NORTH PHASE 1 - CPN. 3000
Contact Information: Daniel Porras Email: [email protected] Phone: 760-329-6411 Funding Source: Federal Total Cost: $3,172,000.00 Completion: 2023 Key Personnel: Alex Klan
Essential Functions: Grant Administration
CITY OF DESERT HOT SPRINGS Project Challenges: State Funded Project Description: The project consists of constructing buffered Class Il bike lanes, sidewalks, ADA curb ramps, street lighting, bus warning lights, RRFB signals, and repave/re-stripe a one-mile segment on Palm Drive from Pierson Boulevard to Mission Lakes Boulevard. Flashing beacons will be installed at all bus stops to alert motorists to slow down. This project is expected to dramatically reduce pedestrian and bicycle collisions and create safer walking and biking conditions.
AVENUE 44 LOW WATER CROSSING REPLACEMENT - CPN. BR1101
Contact Information: Juan Raya Email: [email protected] Phone: 760-541-4225 Funding Source: Federal, State Total Cost: $30,500,000.00 Completion: 2025 Key Personnel: Josh Nickerson, Erika Sinohuiz
Essential Functions: Federal Compliance, Consultant Selection, Contract Management, , Schedule and Budget Tracking, Progress Monitoring, Environmental Review, Plan Checking Project Challenges: Federally Funded, CVWD Coordination, ROW Relocation Assistance CITY OF INDIO Project Description: This project includes removal of the existing low water crossing along Avenue 44 for the construction of a new bridge which is designed to meet current structural, hydraulic, and geometric standards. To properly meet future vehicular traffic, the completed bridge will have four lanes of travel and sidewalks on each side of the bridge. The new bridge will intersect with the Coachella Valley (CV) Link. As such, the design details for the new bridge on Avenue 44 will provide the appropriate vehicle and pedestrian undercrossing or overcrossing design elements as part of the project. The project also includes widening Avenue 44 from two to four lanes between Palo Verde Street and Apache Street.
STATEMENT OF QUALIFICATIONS - 5- NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
HSIP 7 SIGNAL MODIFICATION - CPN. 15-32
Contact Information: Joel Montalvo Email: [email protected] Phone: 760-322-8339 Funding Source: Federal Total Cost: $3,000,000.00 Completion: 2023 Key Personnel: Josh Nickerson, Erika Sinohuiz, Stephanie Milette Essential Functions: Federal Compliance, Contract Management, Consultant Selection, Schedule and Budget Tracking, Environmental Review, Progress CITY OF PALM SPRINGS Monitoring, Cultural Review, Plan Checking Project Challenges: Hydraulics, Private Improvements, Grade Issues Project Description: This project will improve 17 signalized intersections with the latest in traffic safety equipment and bring curb ramps at the corners to current Americans with Disabilities Act (ADA) guidelines. The Project will convert most of the intersections from a protective/permissive operation to fully protected operation and include Advanced Dilemma Zone Detection.
HSIP 9-1 PALM DRIVE PEDESTRIAN IMPROVEMENT - CPN. 3019
Contact Information: Daniel Porras Email: [email protected] Phone: 760-329-6411 Funding Source: Federal Total Cost: $410,000.00 Completion: 2024 Key Personnel: Alex Klan
Essential Functions: Grant Administration, Consultant Selection Project Challenges: State Funded
Project Description: The improvements will include replacing existing pedestrian indications with countdown style pedestrian indications, replacing existing pedestrian push buttons with accessible pedestrian signals (APS), adding detectable warning surfaces on existing ADA ramps, detector loops, DLCs, and replacing existing marked crosswalks with continental style crosswalks and limit lines. A total of six intersections will be upgraded with this project; providing safer conditions for walkers and bicyclists.
REFERENCES
NAI has maintained long-standing relationships with all our clients through on-call contract management. NAI provides similar on-call work through the following contracts:
CLIENT CONTACT PHONE EMAIL
City of Cathedral City John Corella - Director of Engineering & (760) 770-0327 Public Works [email protected]
Design Professional Services Term: June 9, 2021, to June 9, 2023 City of La Quinta Bryan McKinney - Public Works Director (760) 777-7045 & City Engineer [email protected]
Project Management and Contract Administration Support Services Term: July 1, 2019, to June 30, 2024 City of Indio Timothy Wassil - Director of Public Works (760) 391-4017 [email protected] As-Needed State and Federally Funded Transportation Project Management and Grand Administration Term: July 1, 2019, to June 30, 2024 City of Palm Springs Joel Montalvo - City Engineer (760) 322-8339 [email protected] On-Call Project Management Services for Various Federally Funded Transportation Projects Term: April 4, 2022, to April 4, 2024 City of Desert Hot Springs Nicholas Haecker - Director of Public Works (760) 329-6441 [email protected] Grant Administration Services Term: Not to Exceed Cost
Town of Yucca Valley Noel Owsley - Town Engineer (760) 346-3250 [email protected] Federal Aid Assistance on Various Projects Term: Not to Exceed Cost STATEMENT OF QUALIFICATIONS - 6- NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
PROJECT UNDERSTANDING AND APPROACH
It is our understanding that the City of Cathedral City is seeking consulting services to assist staff in contract administration for State and Federally funded transportation projects. This work is expected to include assisting in grant preparation; coordination with outside agencies as necessary; and actively managing the transportation projects through project completion including final project documentation required by each grant. In addition, the work is expected to include assisting with the management of regional funds such as TUMF and Measure A, and other duties as specified by the Director of Engineering/Public Works. All state and federal aid documents will be prepared in accordance with the Caltrans Local Assistance Procedures Manual (LAPM) and Local Assistance Program Guidelines (LAPG) as applicable.
As mentioned previously, we have been providing similar requested services for numerous local agencies since our inception. Managing projects through Caltrans Local Assistance can be incredibly challenging and tedious. Starting with the programming of outside funding for a particular project, we will work with the City to prepare a successful grant application. Once awarded, we work with RCTC to correctly establish the project details in the FTIP and provide continual updates to ensure that the project is funded appropriately and in the correct federal fiscal year throughout its life. Once the project is in the FTIP, we apply for a federal project number from Caltrans Local Assistance. We will then assist the City by reviewing the PES and any technical studies that may be required. After the environmental document is approved, we assist the City in reviewing and securing the ROW Certification and PS&E Certification for submittal. assist the City in managing federal and state invoicing, preparing project general specifications to include state and federal provisions, assisting with additional paperwork required during construction, and completing the Final Report of Expenditures. We will also assist the City in drafting Requests for Proposals to include state and federal provisions through the project process.
We know that a complete understanding of the Caltrans Local Assistance Procedures Manual is a full-time job and requires diligence on behalf of the City to ensure that Caltrans Local Assistance processes the appropriate documentation in a timely manner. We have developed unique relationships with Caltrans and RCTC staff that has proven extremely valuable when discussing project specific information.
The requested services as outlined in the RFP are consistent with the services that NAI provides to all our municipal clients. As such, NAI is versed in providing professionally qualified contract staff experienced with the Caltrans Local Assistance Procedures Manual (LAPM) applicable to federally funded projects.
NAI will become an extension of City Staff in administering the progress of each federal and state funded project described in the RFP, attending Project Development Team (PDT) meetings as needed, monitoring progress with action items, maintaining project schedules, and reviewing project submittals, etc. In addition to daily project management, NAI will provide general capital program management for the projects that will be managed by NAI. This will include developing a project management and controls system to brief the City's upper management of the capital improvement program status and budgets.
problems efficiently. The NAI team has a track record of identifying potential problems early and working through them in the best interest of the project. This problem solving starts with effective communication between all interested parties and a strong understanding of project development.
STATEMENT OF QUALIFICATIONS - 7- NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
I. SCOPE OF WORK
As demonstrated, NAl is very familiar with the project development process. NAI will provide the requested services through the specific project development tasks outlined below.
1. Assist in Writing Grant Applications
The first step in managing grant funded projects is to secure the regional, state, or federal funding. Besides CVAG's well known 75% project funding support for Regional Arterial Projects listed in the Transportation Project Prioritization Study (TPPS) report, there are numerous other grant opportunities that we will assist and manage in applying. Common transportation grant opportunities include:
1. TDA Article 3 (SB821) Bicycle and Pedestrian Facilities through RCTC
2. Congestion Mitigation and Air Quality (CMAQ) through CVAG
3. Surface Transportation Block Grant (STBG) through RCTC
4. Highway Safety Improvement Program (HSIP) through Caltrans
5. Active Transportation Program (ATP) through CTC
6. Highway Bridge Program (HBP) through Caltrans
7. State Transportation Improvement Program (STIP) through CTC
8. Sustainable Planning Grant (SCAG) through Caltrans
9. Urban Greening Grants (SB859) through CNRA
As grant opportunities arise, we will work with the City in drafting the language in the application. We will prepare or review all information necessary for successful application as needed.
2. Coordination with RCTC
The Riverside County Transportation Commission (RCT) acts as the Regional Transportation Planning Agency (RTPA) for Riverside County. They are our liaisons to the Southern California Association of Governments (SCAG) who are mandated by federal law to operate and maintain the Federal Transportation Improvement Plan (FTIP) for several counties in Southern California including Riverside County. Local agencies must work directly with RCTC to properly fund and manage their projects in the FTIP.
Common coordination activities include:
• Updating the FTIP with appropriate project changes
Provide a general City update to RCTC every two years
Provide a list of projects to be included in the Regional Transportation Plan (RTP) Provide any funding, invoice, or other project related update request by RCTC.
3. Coordination with Caltrans Local Assistance
The California Department of Transportation (Caltrans), Department of Local Assistance, is our oversight for federally funded projects. They are the stewards for the Federal Highway Administration (FHWA) in enforcing federal regulations As such, many funding and other project related approvals must be approved by Caltrans before the project can move forward. We have found that poor coordination with Caltrans is one of the top reasons that a project falls behind schedule.
Common coordination activities include:
• Document submittals, meeting requests, and maintaining an open communication channel. We will often contact Caltrans Local Assistance when preparing a document to discuss their initial feedback and to inform them of the pending submittal. In this way, Caltrans will be aware of the document being sent for approval. After submittal, we then follow up with Caltrans persistently to receive the needed approval. If any comments are received, we are quick to correct the documents and return to Caltrans so that the Cathedral City projects are kept first in line.
4. Coordination with CTC
The California Transportation Commission (CTC) oversees all state funded projects. While the submittals still go through Caltrans, the CTC will approve most project related information including funding, environmental documents, and ROW clearance. Unlike Caltrans approvals, the CTC only meets monthly and to get an approval on the agenda, local agencies must submit the appropriate documents to Caltrans two (2) months before the desired CT meeting.
SCOPE OF WORK - 8- PNAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
For state funded projects, we will assist the City with the following:
• Coordinating with the CTC to ensure correct and on-time submittals. • In coordinating with the CTC, we work with both Caltrans and RCT to ensure all project details are correctly outlined
5. Coordination with Other Agencies and Stakeholders
As a representative of the City for each assigned project, NAI will maintain a positive relationship with other impacted agencies and stakeholders. This includes utilities agencies, flood control districts, regulatory agencies, the Coachella Valley Association of Governments (CVAG) and adjoining jurisdictions that share public improvements. As part of this on-going coordination NAI will hold stakeholder meetings as necessary to ensure the project is well received and meets the expectations of everyone involved
6. Assist with Ancillary State and Federal Requirements Our team knows that there are state and federal regulations that extend beyond the life of a single project. Every year he City must submit updated DBE and ADA forms specifying how the local agency is planning to comply with thes federal requirements throughout the year. Every five years, the City must update its Quality Assurance Program (QAP to ensure that the construction material testing and certifications are kept current.
We know all of these ancillary state and federal requirements and will assist the City in maintaining good standing with Caltrans Local Assistance. We will be responsible to track and update the DBE/ADA annual forms in accordance with LAPM Chapter 9 "Civil Rights and Disadvantaged Business Enterprises", and ensure the City's QAP is in compliance with Caltrans procedures outlined in the Caltrans QAP Manual.
7. Assist with Consultant Selection
NAI will coordinate with the City to identify the services required for each contract. Whether planning, environmental, design, right of way, or construction management, NAI will develop the scope of work programs to include in a Request for Proposals (RFP). In addition, NAI will prepare an Independent Cost Estimate to use during negotiations. NAI will use this estimate to determine the Disadvantaged Business Enterprise (DBE) goal for the RFP.
7.1 Assist with Consultant Selection - Request for Proposals In accordance with Chapter 10 - Consultant Selection of the LAPM, NAI will prepare the RFP to select the most qualified firm for the services required. This will include reviewing the City's standard RFP and adding any federal language necessary. NAI will also review the City's standard Professional Services Agreement and add any additional federal aid clauses that are required. The federal requirements update frequently, so it is imperative to always check the LAPM for updates before issuing an RFP.
NAI will coordinate with the City's Consultant Selection Committee to ensure everyone has signed the Conflict-of- Interest Statements and is using the appropriate evaluation forms. As part of the Consultant Selection Committee, NAI will evaluate the submitted proposals and rank the consultants based on the evaluation form. NAI will review the scope and fee of the top ranked consultant and negotiate a fair and equitable price for the City.
For Contracts with federal reimbursement over $1,000,000, once NAI and the City have negotiated a final contract with the top ranked proposer, NAI will assist the prime consultant in compiling the necessary financial documents for submittal to Caltrans. NAI will prepare the 10-C Form for Caltrans review and approval before the City can execute the final agreement. This task will include compiling any additional information or forms necessary for the complete submittal.
8. General Contract Management
As detailed in the requested services, NAI will actively manage the consultant contracts as assigned. This will include attending PDT meetings, reviewing schedules, approving consultant invoices, managing project submittals, and maintaining project budgets. Without this active management, we have found that many contacts will stagnate as the consultants lose direction of the project needs.
9. Prepare and Submit Request for Federal Project Number A federal project number is required for all federally funded projects. Before we can submit any documents for Caltrans approval, we will need to apply for a federal project number. The request for federal project number will follow the SCOPE OF WORK - 9 - NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
procedures outlined in LAPM Chapter 3, "Project Authorization". A field review form performed in accordance with LAPM Chapter 7, "Field Review" ", must be included with the request for federal project number.
10. Prepare and Submit Request for Allocation (State Funded Projects) A request for funding allocation is required for all state funded phases of a project. Typical phases of a capital improvement project subject to state funding include the Project Approval and Environmental Document (PA&ED) Phase; the Plans, Specifications, and Estimate (PS&E) Phase, the Right-of-Way (ROW) Phase, and the Construction (CON) Phase. Allocation is required prior to performing any reimbursable work beginning with the date that the CTC meets to approve the allocation.
The request for allocations will follow the currently adopted guidelines established in the LAPG for each state's funding source.
11. Prepare and Submit RFA for Federally Funded Projects he request for authorization (RFA) Is required for all tederally tunded phases of a project. Typical phases of a capita mprovement project subject to federal funding include Preliminary Engineering (PE), ROW, Utility Relocations, an CON. Authorization is required prior to beginning any reimbursable work beginning with the date that the FHWA representative signs the project authorization document (E-76).
The RFA will follow the procedures outlined in LAPM Chapter 3, "Project Authorization". Each RFA requires differing levels of project information. We will work closely with the City to ensure proper documentation is provided.
12. Assist with Project Funding Cost Adjustments
Throughout the life of a capital improvement project, the funding may need to be adjusted. This could occur if the project has cost overruns and requires additional funding from the grant administrator, or if the project needs to adjust funds within a specific phase of work, i.e. from Construction Engineering to the Construction Contract. We will prepare the finance letter and other appropriate documentation required for the cost adjustments, including any backup documentation required.
13. Assist with State and Federal Project Invoicing
Throughout the project, any state or federally funded phase requires diligent project invoicing. All state and federal funding agreements are reimbursement agreements, meaning the City must first pay the contractor or consultant invoice then request reimbursement from Caltrans. We understand that diligent project invoicing is not only required by state and federal funding agreements but is also beneficial to the City since they must fully support project invoices prior to reimbursement. We will work hard to make sure that the City receives the programmed reimbursement in a timely manner.
1 Caltrans reimbursement requests must be submitted at least once every six (6) months, but not more frequently than once per month. Submitted invoices will follow the procedures outlined in LAPM Chapter 5, "Invoicing". We will maintain a log of all invoices paid on the project to contractors and consultants for quick reference when preparing the request for reimbursement. We will prepare the invoice backup and tracking log and bring to the City for signature prior to mailing to Caltrans. We will quickly respond to any Caltrans comment and keep the City informed of all progress.
14. Review PES and Environmental Technical Studies
The first task of any capital improvement project is receiving approved environmental clearance. For regional and state funded projects, a CEQA document is required which is the responsibility of the local agency. However, when federal funds are involved, the City is required to receive NEPA clearance as well. The NEPA document is provided by Caltrans as part of their stewardship agreement with FHWA. As such, the City must submit a Preliminary Environmental Study (PES) to Caltrans that outlines the environmental setting for the project. The PES identifies any technical studies that may be required and the level of environmental document to be developed (CE, EA, or EIS).
As necessary, we will provide assistance in reviewing the PES form and any technical studies that may be required We have thorough experience managing projects through the NEPA process and will provide invaluable experience on how to scope the environmental setting in the PES to avoid unnecessary and costly technical studies. We will also review technical studies to ensure the study is scoped properly to avoid unnecessary mitigation measures. Our reviews will follow the guidelines outlined in LAPM Chapter 6, "Environmental Procedures", and the Caltrans Standard Environmental Reference (SER).
SCOPE OF WORK - 10 - NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
15. Prepare the Plans, Specifications, and Engineer's Estimate for Minor Capital Projects For basic capital improvement projects, such as ADA upgrades, pavement rehabilitation, and restriping projects, we have a team of engineers capable of preparing a biddable set of plans, specifications, and engineer's estimate. We will work with the City identify the full scope of work to be done, prepare any plans necessary on full size sheets or just exhibits as the project dictates, prepare the technical specifications required for any material or methods being used on the project in conformance with the Standard Specifications for Public Works Construction or other standard specifications as necessary, and determine the estimate of probably construction costs for budgeting purposes.
16. Review/Draft PS&E Certification
Another step that must be completed for federal aid capital improvement projects before beginning the construction phase is for the City to certify that the PS&E is prepared in accordance with all applicable local, state, and federal standards. Depending on the type of construction, whether the project is on the National Highway System (NHS), and the size of the project, Caltrans may or may not specify what design standards to use per LAPM Chapter 11, "Design Standards". This PS&E Certification also includes a checklist of federal contract language that must be included in the project specifications.
We will collaborate with the consultant from the beginning of a design project to ensure proper design standards are used, and we will review existing PS&E documents to ensure all items in the PS&E Certifications are completed adequately. This may include securing any design exceptions or public interest findings as needed. The PS&E Certification will be completed in accordance with the guidelines outlined in LAPM Chapter 12, "Plans, Specifications, and Estimate"
17. Prepare City Boilerplate Specifications with State and Federal Provisions One of the main components of the design phase of a capital improvement project is preparing the project specifications for the contractors to bid. For state and federal aid projects, these specifications must include additional provisions, including establishing DBE goals, and bidder forms for the bid to remain eligible for federal reimbursement.
We will work with the currently adopted standard specifications for the City to include the additional provisions and forms. The additional clauses can either be inserted into the general specifications section or we can create a new section titled "Special Federal Specifications". All language will be added in accordance with LAPM Chapter 12, "Plans, Specifications, and Estimate".
Once these specifications have been prepared, they can be amended with the final project technical specifications that are developed by the prime consultants and approved by the NAI team.
18. Review/Draft Utility Agreements
Many capital improvement projects require either the relocation or adjustment of utility facilities. When state and federal funds are involved in the project, the City must determine who is fiscally responsible for the utility relocation or from FHWA for the relocation to be eligible for federal reimbursement.
Depending on the complexity of the project, we will either support the project by drafting utility agreements or we will review utility agreements prepared by others for conformance with Caltrans procedures. Utility agreements must be executed prior to receiving ROW Certification. All utility agreements will be prepared per the guidelines outlined in LAPM Chapter 14, "Utility Relocations"
19. Review/Draft ROW Certification
Before any federal project can be begin the construction phase, the City must certify that it has secured all property rights and easements to all properties being accessed. This Right-of-Way (ROW) Certification is then submitted to Caltrans for review and approval. The ROW Certification could include full acquisitions with relocation assistance, possession and use agreements, temporary construction easements, and/or utility agreements among other items.
Depending on the complexity of the project, we will either support the project by drafting the ROW Certifications or we will review ROW Certifications prepared by others for conformance with Caltrans procedures. All ROW Certifications will be prepared per the guidelines outlined in LAPM Chapter 13, "Right of Way".
SCOPE OF WORK - 11- NAI Consulting
PROPOSAL: ON-CALL ENGINEERING SUPPORT & GRANT ADMINISTRATION SERVICES FOR
VARIOUS STATE AND FEDERALLY FUNDED TRANSPORTATION PROJECTS Cathedral City
20. Assist with Bidding Procedures and Provide Construction Support For federally funded projects, we understand the challenges that cities face once the authorization to proceed with construction (E-76) is received. From following the proper bid advertising criteria, to reviewing DBE good faith efforts, to proper construction management and inspection, navigating the federal regulations and paperwork can be daunting Before construction begins, we will sit down with the City and outline all federal construction requirements. We will assist the City in establishing bid advertising procedures as required, attending any pre-bid meetings, reviewing bid documents for federal compliance, preparing bid summary sheets, reviewing DBE goals and good faith efforts, and submitting the award package to Caltrans. During construction we will manage the construction management team by reviewing subcontractor request forms, labor compliance, progress payments, and contract change orders as needed We will ensure that the City complies with all guidelines outlined in LAPM Chapter 15, "Advertise and Award Project", Chapter 16, "Administer Construction Contracts", and the Caltrans Construction Manual.
21. Prepare and Submit Final Report of Expenditures
including key dates, a contract change order summary, and a material certification among other items.
We will prepare and submit the Final Report of Expenditures for federal aid projects. We will work with the City to ensure the material certification is filled out properly, noting any exceptions. We will compile the contract change order summary, final detail estimate, and final inspection form. We will ensure the contractor submits final DBE paperwork prior to issuing the Notice of Completion to include in the Final Report of Expenditures. A successful project closeout is contingent upon following proper federal procedures throughout the life of the project, and we will be there every step of the way.
Project Management and Control System
NAI utilizes a very simple but streamlined project management and control system. We track project history, deliverables, and action items with Microsoft Excel. This allows us to quickly update pertinent project information for minimal cost and minimum training. To supplement the Project Status Sheets, we use Microsoft Project to track both a master schedule of all projects and a detailed schedule of individual projects.
By using Excel and Project, we ensure all our clients have the same project management and control system tools to take over project delivery at any point. This approach fits with our vision of integrating seamlessly into our client In addition to the project management and control system, NAI maintains a business cloud account with Citrix Sharefile.
With Sharefile, we are able to provide our clients with unlimited cloud-based storage and document delivery as necessary. This service can be used to mirror all the NAI files associated with this as needed support so that the City can access everything NAI produces at any time.
We have been successfully delivering capital projects to our municipal clients for over 25 years with this management system, and we encourage you to reach out to our municipal references. However, if the City desires more elaborate tools like Basecamp, Trackit, Asana, or Slack, we will be happy to discuss.
Other Services
One quality that NAI provides above managing grant funded projects is the ability to assist the City in developing their annual Capital Improvement Program. Every year City staff must provide a CIP to City Council for approval in the budget for that fiscal year. The CIP identifies how public works projects will be funded for that fiscal year and into the future. The development of the CIP begins with identifying the full list of projects necessary to fully realize the General Plan. Then, using appropriate planning documents, these projects must be prioritized based on need and funds available. The projects will be funded by a mix of local funds such as the Developer Impact Fees, Gas Tax, and Measure A; along with funds from other agencies such as State, Federal, CVAG, and neighboring agencies.
We have the ability to assist the City each year to identify what projects have been completed and what projects must be added to the CIP. We will help prepare project budgets and schedules to make sure appropriate funds are available throughout the year. We will also track the CIP projects on an individual level to ensure all projects remain on budget and ahead of schedule.
SCOPE OF WORK - 12 - *NAI Consulting
APPENDIX A
Cathedral City
Local Assistance Procedures Manual Exhibit 10-01
Consultant Proposal DBE Commitment
Reset Form
ExIIT 10-01 CONsULTANT PROPOSAL DBE COMMITMENT
1. Local Agency: City of Cathedral City . 2. Contract DBE Goal: 0%
3. Project Description: "On-Call" Engineering Support & Grant Administration Services
4. Project Location: Various locations through the City of Cathedral City
5. Consultant's Name: NAI Consulting, Inc. 6. Prime Certified DBE: |
7. Description of Work, Service, or Materials 9. DBE Contact Information Supplied 10. DBE %
N/A 0.00
Local Agency to Complete this Section
17. Local Agency Contract Number:
11. TOTAL CLAIMED DBE PARTICIPATION 0.00 %
18. Federal-Aid Project Number:
Consultant's Ranking after Evaluation:
IMPORTANT: Identify all DBE firms being claimed for credit regardless of tier. Written confirmation of each listed DBE is this om is comptite tha acurate certications are valid and information on required 04/17/2023
21. Local Agency Representative's Signature 22. Date 12. Preparer's Signature 13. Date Joshua Nickerson, PE 760-323-5344
23. Local Agency Representative's Name 24. Phone 14. Preparer's Name 15. Phone Director/Project Management
25. Local Agency Representative's Title 16. Preparer's Title DISTRIBUTION: Original - Included with consultant's proposal to local agency.
JA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 65 380 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 958 LPP 18-01 Page 1 of 2
January 2019
Local Assistance Procedures Manual Exhibit 10-01
Consultant Proposal DBE Commitment
INSTRUCTIONS - CONSULTANT PROPOSAL DBE COMMITMENT
CONSULTANT SECTION
1. Local Agency - Enter the name of the local or regional agency that is funding the contract.
2. Contract DBE Goal - Enter the contract DBE goal percentage as it appears on the project advertisement
3. Project Location - Enter the project location as it appears on the project advertisement.
4. Project Description - Enter the project description as it appears on the project advertisement (Bridge Rehab, Seismic Rehab, Overlay, Widening, etc.).
5. Consultant's Name - Enter the consultant's firm name.
6. Prime Certified DBE - Check box if prime contractor is a certified DBE.
7. Description of Work, Services, or Materials Supplied - Enter description of work, services, or materials to be provided. Indicate all work to be performed by DBEs including work performed by the prime consultant's own forces, if the prime is a DBE. If 100% of the item is not to be performed or furnished by the DBE, describe the exact portion to be performed or furnished by the DBE. See LAPM Chapter 9 to determine how to count the participation of DBE firms.
8. DBE Certification Number - Enter the DBE's Certification Identification Number. All DBEs must be certified on the date bids are opened.
9. DBE Contact Information - Enter the name, address, and phone number of all DBE subcontracted consultants.
Also, enter the prime consultant's name and phone number, if the prime is a DBE.
10. DBE % - Percent participation of work to be performed or service provided by a DBE. Include the prime consultant if the prime is a DBE. See LAPM Chapter 9 for how to count full/partial participation.
11. Total Claimed DBE Participation % - Enter the total DBE participation claimed. If the total % claimed is less than item "Contract DBE Goal," an adequately documented Good Faith Effort (GFE) is required (see Exhibit 15-H DBE Information - Good Faith Efforts of the LAPM).
12. Preparer's Signature - The person completing the DBE commitment form on behalf of the consultant's firm must sign their name.
13. Date - Enter the date the DBE commitment form is signed by the consultant's preparer.
14. Preparer's Name - Enter the name of the person preparing and signing the consultant's DBE commitment form.
15. Phone - Enter the area code and phone number of the person signing the consultant's DBE commitment form.
16. Preparer's Title - Enter the position/title of the person signing the consultant's DBE commitment form.
LOCAL AGENCY SECTION
17. Local Agency Contract Number - Enter the Local Agency contract number or identifier.
18. Federal-Aid Project Number - Enter the Federal-Aid Project Number.
19. Proposed Contract Execution Date - Enter the proposed contract execution date.
20. Consultant's Ranking after Evaluation - Enter consultant's ranking after all submittals/consultants are evaluated. Use this as a quick comparison for evaluating most qualified consultant.
21. Local Agency Representative's Signature - The person completing this section of the form for the Local Agency must sign their name to certify that the information in this and the Consultant Section of this form is complete and accurate.
22. Date - Enter the date the DBE commitment form is signed by the Local Agency Representative.
23. Local Agency Representative's Name - Enter the name of the Local Agency Representative certifying the consultant's DBE commitment form.
24. Phone - Enter the area code and phone number of the person signing the consultant's DBE commitment form.
25. Local Agency Representative Title - Enter the position/title of the Local Agency Representative certifying the consultant's DBE commitment form.
LPP 18-01 Page 2 of 2
January 2019