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P R O P O S A L T O P R O V I D E
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G R O U N D W A T E R D R A I N A G E I M P R O V E M E N T S
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Cover Letter
August 9, 2023
Mr. Nicholas Delgado
City of Diamond Bar
Department of Public Works
21810 Copley Drive
Diamond Bar, CA 91765
RE: Request for Proposals for Civil Engineering Design Services for Phase 6 - Groundwater Drainage Improvements
Dear Mr. Delgado,
TAIT & Associates, Inc. (TAIT) is pleased to submit the enclosed proposal in response to City of Diamond Bar’s (City) Request for Proposals (RFP) to provide civil engineering design services for Phase 6 - Groundwater Drainage Improvements.
TAIT at a Glance. At TAIT, we have provided innovative engineering solutions to our clients for more than 58 years. We understand that public projects have their own specific issues, and with 220 associates, we have the right blend of professional engineers, surveyors, environmental assessors, and construction personnel with the experience necessary to address critical and big picture concerns. Since TAIT was founded in 1964 in Orange County, we have built mature relationships with state and local agencies throughout Southern California and consistently create successful partnerships with the agencies for which we work.
Experience and Expertise. With a diverse engineering staff, our firm has expertise in the many facets of civil engineering and construction management, both on and off site, planning, and design services including: storm drains, roadways, pavement and parking rehabilitation, water quality, water and waste water, utilities, site development and remediation, surveying, and mapping. In addition to engineering services, our company also has architecture, entitlements, and environmental groups which are ready to serve the City should the opportunity arise. Our project experience is vast and includes recent projects such as the; Reagan and Peterson Park Parking Lot Rehabilitation Design and Construction Management Project for the City of Diamond Bar, the Tustin Metrolink Station drainage improvements for City of Tustin/OCTA, and the Overly, Alley Reconstruction, and Cerritos Ave. Widening Design for City of Stanton, to name a few.
Project Team. As part of our project approach, we have reviewed the project needs and site requirements in order to propose the most effective staff. With 36 years of experience, Jacob Vandervis, PE, will act as Principal in Charge and will personally lead the team to success.
Todd Broussard, PE, will serve as the Project Manager on this contract. Mr. Broussard has over 36 years of public works experience. His extensive background in both public and private rehabilitation projects will allow for a value assessment of the proposed design while ensuring the quality expected by the City. Todd has worked with the City of Diamond Bar as Project Manager and Project Engineer on both the Phase 3 and Phase 4 Groundwater Drainage projects. His local knowledge and familiarity with City and LACFCD staff and methodologies will ensure speedy and efficient completion.
David Sloan, PE, Director of Engineering, will be the QA/QC Manager of TAIT’s services to the City. David’s involvement with preparation of the “Citywide Comprehensive Drainage Study” will ensure historical perspective and continuity.
Cover Letter
Quality and Cost Effectiveness. TAIT will work with the City on budget limits and always ensure quality services are provided at the most efficient cost possible. We have successfully met all past budgets on similar projects, creating lasting relationships with other agencies and earning repeated success and referrals.
We understand that TAIT will have contractual obligation with the City of Diamond Bar with regard to this project. We aim to act as an extension of the City’s staff and will place an emphasis on Customer Service which has been and will remain one of TAIT’s Corporate Goals “To Completely Satisfy our Customers”. We are excited to have this opportunity to continue our relationship with the City of Diamond Bar and serve on this project.
David Sloan, contact person for this procurement and can be reached at (714) 560-8643 or [email protected] at any time should you have any questions regarding our proposal.
Very truly yours,
TAIT & ASSOCIATES, INC.
David Sloan, PE
Vice President – Director of Engineering
Appendix Page | 1
Work Plan/Scope of Work
TAIT takes no exceptions to the City’s proposed scope of work. Based on our review of the City’s RFP, project site, existing records, and our preparation of the “Citywide Comprehensive Drainage Study”, the following is our proposed final scope of work for the City’s design contract:
A. Project Kick-Off Meeting
A design kick-off meeting with TAIT’s key team members, City staff, and other affected parties, will be held at the start of the project to identify clear lines of communication and review the final scope, schedule, milestones and other project details of concern. At this meeting the project’s schedule will be confirmed with the City. It is anticipated that the City will provide all pertinent record information for the existing City streets and utilities including as-built plans, record plans, CAD files and GIS files, for the project limits. Upon completion of the meetings, TAIT will also prepare meeting minutes for circulation, review and comments.
Deliverables: Meeting Agenda & Minutes
B. Records Research & Compilation
Research of record Information from City files will be conducted to acquire existing available design records and utility information. It is anticipated that the information collected during the research phase will be used to assist in the development of the project base maps.
Deliverables: Digital Copies of Obtained Records
C. Design Field Walk, Topographic Survey and Basemapping This task includes hours required to review the site conditions for each project location to document current field conditions and review any chances that have occurred since the date of the initial report preparation. This task also includes the field survey time required to obtain topographic and aerial drone survey and storm drain invert data at each of the project locations. Survey will be on a temporary basis of bearing and benchmark, however, it will be placed on California State Plane coordination system so as to allow the correlation of an aerial drone orthographic image.
Deliverables: Field Notes, Observations, & Photos, Topographic Field Survey D. Utility Research & Notification
As part of our base scope of work, TAIT will prepare and distribute two utility notices to affected utility agencies.
The first notice will be distributed at project inception and will notify the utilities of the project and will request records for only areas that the Utility foresees conflicts with. The second notice will be distributed to all present utilities at the 80% design completion stage and will include a reduced size plan for the utility’s review and comment. TAIT will review all obtained record data and will coordinate with utilities that may be affected in order to obtain further design and construction requirements. All utility coordination, records and data will be compiled at the end of the project and will be submitted to the City for future reference.
Deliverables: Utility Notices (1st & 2nd)
Appendix Page | 2
E. Drainage Improvement PS&E
Upon completion of the project research and Base mapping, TAIT will initiate the preparation of the PS&E design package.
D.1) Preliminary Design Analysis, Coordination, & Recommendations: As an initial task for the design process, TAIT will prepare preliminary alignments and conduct initial design conflict checks in order to implement the initial design recommendations for each project area. Initial items anticipated during the preliminary design task are as follows:
• Contact and verify design and submittal requirements for LACFCD connection permit • Check record depths for utility crossings and determine if further potholing/review will be required • Prepare preliminary design alignments and submit to City for initial review and approval D.2) Construction Drawings: Upon completion of the preliminary design and the City’s approval of the initial design concept, TAIT will initiate the preparation of the design plans. Based on our review of the RFP, the following are the anticipated plan sheets on this contract:
SHEET DESCRIPTION SCALE SHEETS
Title Sheet -- 1
Notes, Details, & Typical Sections -- 1
Drainage Improvement Plans 1” = 10’ 1
Total Sheet Count -- 3
The Drainage Improvement Plans will be prepared at a 1” = 10’. Because an LA County Flood Connection Permit will be required on this project, the plans that require connections must include a plan and profile of the lateral connection, per the County’s formatting requirements. Stationing will be determined by roadway and existing storm drain stationing and will be depicted on the plans for connection points with elevations, and plan callouts for each construction item. Drainage improvement plans will be prepared as early as possible to facilitate an expedited submittal to the County for review and approval.
QA/QC: Prior to each submittal, TAIT will conduct a full QA/QC review. Upon completion of the QA/QC review, TAIT staff will incorporate the noted comments and will begin compiling the PS&E for submittal to City. TAIT will plot, compile and deliver the noted number and format of PS&E to the City for each submittal per the RFP requirements.
Deliverables: Preliminary Plans, 80% Plans, & 100% Plans F. Specifications:
TAIT will prepare draft technical specifications for the proposed project based on the City boilerplate specifications. Each work item will have a clear measurement and payment clause in order to avoid costly change orders during the construction phase. The Specifications will be prepared as a standalone document in the event that the concurrent roadway rehabilitation project specifications, as mentioned in the RFP, are not Appendix Page | 3
used. Finally, the project specifications will be reviewed by the QA/QC Manager prior to each submittal per the quality assurance program.
Deliverables: 80% Specifications & 100% Specifications
G. Engineer’s Estimate:
TAIT will prepare an engineer’s cost estimate at the 80% PS&E submittal stage for City review and input. Unit prices will be checked against recent City of Diamond Bar projects. Work items will be prepared to correlate with the preliminary specifications, and will include all work items including mobilization, storm water compliance, and traffic control, or as coordinated with the concurrent street rehabilitation project. The cost estimate will be reviewed by the QA/QC Manager prior to each submittal per the quality assurance program.
Deliverables: 80% Estimate & 100% Estimate
H. LA County Flood Control District Connection Permits
TAIT will initiate contact with LA County Flood at the inception of the project. During the 80% PS&E Phase, TAIT will prepare the connection permit application form and will submit the connection permit to the County for review & approval. This task includes the necessary hours to prepare the required forms, compile and submit the previously noted plans, and revise/resubmit the plans to the County based on received comments. The preparation of a Hydrology Study and a Water Quality Management Plan are not included and assumed to not be required for this Connection Permit due to the fact that hydrology/hydraulics are not being revised. Based on the two previous Groundwater Drainage projects, we do not believe a de minimis permit is warranted for this project, and therefore not included as a part of this Task item.
Deliverables: LA County Flood Connection Permit Package I. Bid & Construction Assistance
Upon approval of the PS&E and issuance of the Bid documents, TAIT will provide support to the City during the entirety of the bidding and construction phase. TAIT will actively respond to any received RFIs, and will provide necessary support to City staff to provide additional material that may be required on a T&M basis.
Deliverables: Response to RFIs (Assumes 4 max)
J. Design Project Management & Meetings
This work item includes all project management, project meeting, coordination, and administrative hours for this contract. As part of our base scope, in addition to the design kickoff and site visit meeting, TAIT has assumed one additional project meeting to be held at City Hall during the life of the design phase. All other meetings and correspondence will be via digital conferences to review project material.
Deliverables: Meeting Agendas & Minutes
K. As-Built Plans
TAIT will compile the contractor and inspector provided red line documents for this project and prepare a final As-Built PDF plan set for City review and records.
Appendix Page | 4
ALTERNATE WORK ITEMS:
2-A: Utility Potholing
The need for final utility potholing and locating will be reviewed as part of the initial design phase of this project.
Depending on the alternative selected and based on the City’s desire to either verify any unknown crossings during design or defer to construction, TAIT will work with the City to obtain location specific proposals for any necessary utility locating, potholing, or tracing that may be desired. TAIT has provided a budgetary fee of $5,000 to cover the costs of any anticipated utility locating services on this contract. Upon authorization of the alternate work item, TAIT will obtain bids from qualified contractors and will work with the City to maximize this budget item.
F. FEE SCHEDULE
A Not to Exceed (NTE) fee schedule is presented below, based on the scope presented in the RFP and includes all work items requested necessary for this project.
TAIT & ASSOCIATES PROPOSAL FOR
GROUNDWATER DRAINAGE IMPROVEMENTS PHASE 6 Total Estimated Fee: $ 46,320 PROJECT FINANCIAL SUMMARY Total Estimated Fee + Alternate Items: $ 53,970 BILLING RATES 245 255 145 350 115 TOTAL PROJET COSTS
WORK TASK PM QA/QC Designer 2-Man Admin Consultant/ ITEM TOTALS TASK # P.E. Manager I Survey Expense HOURS BILLABLE
1) DESIGN SERVICES
Project Kick Off Meeting A 2 2 $ - 4 $ 1,000
Records Research & Compilation B 1 8 $ - 9 $ 1,405
Design Field Walk, Topographic Survey, and Basemapping C 4 8 8 $ - 20 $ 4,940 Utility Research and Notification D 2 12 2 $ - 16 $ 2,460 Drainge Improvement PS&E E 32 4 40 0 0 $ - 76 $ 14,660
Preliminary Design Analysis, Coordination, & Recommendations E.1 16 2 16 $ - 34 $ 6,750 Construction Drawings E.2 16 2 24 $ - 42 $ 7,910
Specificatoins F 10 1 $ - 11 $ 2,705
Engineer's Estimate G 4 1 8 $ - 13 $ 2,395
LACFCD Connection Permit H 12 4 $ - 16 $ 3,520
Bid & Construction Assistance I 12 $ - 12 $ 2,940
Design Project Management & Meetings J 10 1 2 $ - 13 $ 2,935 As Built Plans K 2 6 $ - 8 $ 1,360
SUBTOTAL 89 9 80 8 4 $ - 190 $ 40,320
REIMBURSABLES (Reprographics, Design Mileage, LACFCD Permit, etc.) $ 6,000 TOTAL NOT TO EXCEED BASE FEE $ 46,320
2) ALTERNATE WORK ITEMS
Utility Locating/Potholing A 2 8 $ 6,000 10 $ 7,650
SUBTOTAL 2 0 8 0 0 $ 6,000 10 $ 7,650
CLIENT: City of Diamond Bar
PROJECT: PHASE 6 DRAINAGE IMPROVEMENTS
PREPARED BY:MTB 2023.08.08