TASK ORDER NO. 2
OVER
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES – RFQ 769-22 SERVICE GROUP CATEGORY 1 – ROADWAY AND STRUCTURES ENGINEERING
DATED DECEMBER 2, 2022
BETWEEN
THE CITY OF LANCASTER, "OWNER"
AND
PAVEMENT ENGINEERING, INC. "CONSULTANT"
PROJECT TITLE: 2024 PMP Preventative Maintenance Project (Reference PWCP 24-006)
PROJECT DESCRIPTION: Prepare Plans, Specifications, and Estimates (PS&E)
SCOPE OF WORK: Per Attached Exhibit "1", Scope of Services
PERIOD OF SERVICES: Per Attached Exhibit "2", Schedule
COMPENSATION
FOR SERVICES: Per Fee Schedule - Not to Exceed $150,000.00
"OWNER" "CONSULTANT"
CITY OF LANCASTER PAVEMENT ENGINEERING, INC.
By: By:
Jason Caudle Joseph L. Ririe, P.E.
City Manager President
Date: Date:
Approved by Dept. Head:
APPROVED AS TO FORM:
Allison E. Burns, Esq.
City Attorney
EXHIBIT “1”
SCOPE OF SERVICES
The work to be performed under this task order shall include:
A. Task Order 2 – Scope of Services
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 1 of 14
EXHIBIT 1: SCOPE OF SERVICES
PROJECT DESCRIPTION AND LOCATION
City of Lancaster is looking to resurface approxim ately 5.75 Lane Miles of roads, as part of the 2024 PMP Preventative Maintenance Project. This project will include streets that are candidates for Preventative Maintenance trea tment. The Consultant shall fi nalize Design Base Mapping, provide Final Pavement Recomm endations, possible Tr affic Engineering Se rvices, and provide quantities and other information necessary for th e preparation of plans, specifications and estimates for this project, as part of this Task Order.
PROJECT MAP
The proposed locations for the 2024 PMP Preventative Maintenance Project include the following:
1 - Lancaster Blvd from 10th to Division
2 - Ave I from 70th St W to 60th St W
3 - Neighborhood Bounded by Ave L to W Ave L-4, from 30th St W to 27th St W.
Consultant shall assist City of Lancaster in finalizing the project location list and treatment selection by Pavement Evaluation of the existing section and providing pavement recommendations up to the available construction budget.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 2 of 14
These project locations shall incl ude approximately 5.75 Lane Miles of roadways that will be improved as part of this project. The City anticipates that the construction work will be performed within the existing street right-of-ways but may include some concrete work including sidewalks, curb and gutter, as identified in the Scope of Work.
One of the primary goals of the road improvements will be to ex tend the life of the roads by 5-7 years, proposed treatments may include a comb ination of strategic preventative maintenance treatments such as implementation of Slurry Seal, Micro-Surfacing, or Thin Maintenance Overlays.
GENERAL SCOPE OF SERVICES AND SCHEDULE
The general scope of services includes:
Project Management, Progress Meetings and Coordination with City staff o Coordination and Management of Sub-consultants (if any) Research and Field Investigation
Utility Coordination, Notices and Letters including with local Bus Services/Routes Performing Mapping and Surveying Services and prepare PS&E’s in accordance with current City of Lancaster standards, policies and procedures Civil Plans (PS&E’s)
o Construction Plans
o Striping, Signing and Marking Plans
Geotechnical Services
Quality Assurance/Quality Control
Quantity Sheets
All other existing documents or studies deemed necessary or requested by the City Milestone tasks and tentative schedule are included in Exhibit 2. City is committed to providing comments on plans within 2 weeks after submittal(s). Please note that approved plans need to be completed, signed and submitted to the City no later than April 1, 2024.
Consultant shall refer to Detailed Scope of Work herein.
ITEMS TO BE PROVIDED BY THE CITY
The City will provide record street improvement plans, record storm drain and sewer plans, record recycled water, street lighting, traffic signal, st riping/signing/marking plans and any other record plans regarding city-owned facilities.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 3 of 14
DESIGN STANDARDS AND CONSULTANT EXPECTATIONS
The proposed improvements shall, at a minimum, follow the City of Lan caster Municipal Code and Engineering Design Guidelines Policies and Procedures Manual.
Wherever the City guidelines are absent of the latest industry updates, standards or details, Consultant shall utilize the latest Standard Specifications and Plans for Public Works Construction (“Green Book”), the Los Angeles County Depart ment of Public Works Design Standards and Caltrans Standards. Wherever there is a conflict in design standards, Consultant shall submit a clarification in writing to the City Project Mana ger for direction and approval. In most cases, the more stringent design standards shall apply. Consu ltant shall refer to Detailed Scope of Work herein.
The Consultant shall provide to the City deliverables in hardcopy and electronic format as detailed in the City’s Standards for CAD Deliverables. All drawings shall be prepared in AutoCAD.
In addition, the Consultant shall coordinate a nd work with the following City Divisions during design: Capital Engineering Division (primary ), Community Development Division (Planning Group and Traffic Engineering Group), Real Estate and Econom ic Development Division (Building and Safety Group and Economic Deve lopment Group), Trans portation Division, (Transportation Administration Group), Public Works Division, and Utilities Services Division.
Any correspondence between Consultant and City employees, other than the PM, shall be copied same day to the PM as well as in the final deliverables.
ADDITIONAL INFORMATION
The Consultant shall establish and apply inte rnal accounting methods and procedures acceptable to the City for documenting and monitoring cont ract costs. The Consultant shall submit a consolidated monthly invoice in a format accepta ble to the City and broken down in a manner consistent with the Task Order. The Consultant shall include with the monthly invoice a progress report that reflects the work completed within the invoice period. Payments to the Consultant are to be in arrears. The Consultant must have actually incurred and paid the costs prior to invoicing the City.
The City shall make progress payments per the completed units detailed in Exhibit 3 submitted by the Consultant. The Consultant shall generate an invoice that details the specific units completed with a cost breakdown with hourly rates for each field function, shall provide sufficient back up to verify expenditures claimed and Consistency with fee grids and rates submitted in the cost proposal, and a brief progress report describing work completed during the invoicing period, delay details if schedule is slipping, how the Consultant will recover the schedule to meet the contract completion date, and work to be completed in the next invoicing period.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 4 of 14
The invoice must include a summary table that deta ils the total contract pr ice, previously paid, current invoice amount, and remaining balance.
Consultant shall not start work prior to receiving Notice to Proceed. The Notice to Proceed shall be issued in writing once the insurance documents are submitted and approved and a Task Order has been executed.
Consultant shall not pe rform additional work without written authorization from the City of Lancaster PM. Written Authorization shall come in the form of an Additional Authorization to the Task Order.
DETAILED SCOPE OF WORK
TASK 1 PROJECT MANAGEMENT AND COORDINATION (INCLUDES UTILITY
NOTICES/COORDINATION)
Perform all project management, scheduling, utility notices (Letters A, B & C), quality control, and quality assurance tasks necessary to maintain the project schedule, budget, and a high quality set of deliverables to the City. Consultant will maintain a project schedule and provide weekly project status reports throughout th e duration of the project. Cons ultant shall no tify the Project Manager of any scope, schedule or budget issues that may arise.
Coordination of meetings necessary for the wor k. For purposes of this proposal, please assume that there will have five (5) in-person meetings including:
One project kick-off meeting
One meeting to discuss proposed treatments, estimated construction costs and final project location list .
One meeting to assure a quality base mapped project, 30% plan progress One meeting to discuss 60% plan progress
One meeting to discuss 90% plan progress
Consultant shall organize up to two (2) additiona l meetings to complete the project. Additional meetings may include meeting with other agenci es such as utility companies or neighboring municipalities (if necessary).
Consultant shall coordinate and work with th e following City Divisions during design: Capital Program and Development Engineering Division (primary), City Engineering Division (Traffic Engineering Section), and Public Works Division (Utility & Maintenance Services Sections). Any correspondence between Consultant and City employees, other than the Project Manager, shall be copied same day to the Project Manager as well as in the final deliverables.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 5 of 14
Although the design and construction of these project locations include primarily local road funds, the Consultant shall be responsib le for determining permits requi red to construct the project.
Consultant shall prepare for the City's signature any required permits from State, Federal or other agencies/entities.
For Utility Notices, Letter A shall be distributed at 30% design, Letter B sh all be distributed at 60% design, and Letter C shall be sent at 100% design of PS&E' s. Continued communication, correspondence and coordination are expected be tween each Utility Noti ce until completion of project. Consultant shall receive and file current atlas/utility maps from all agencies and utilize all utility information for the development of PS &E's. Utility Letter Templates for A, B & C are provided in the appendix. Note: Co nsultant shall include in their proposal any potential costs for requesting utility maps, plans or data from any of the utility agencies during the utility notice process (Letter A, B & C) and design phase of the project. Consultant will be expected to adhere to all utility agency rules and regulations and may be asked to sign any non-disclosure agreements while obtaining utility maps.
Continued coordination throughout th e project with the City is ne cessary including coordination with all utility agencies and AVTA.
The following is a list of the representative utility companies/agencies that shall be contacted (but not limited to):
Southern California Edison
Southern California Gas
AT&T
Frontier
Sanitation Districts of Los Angeles County, District #14 Spectrum
Los Angeles County Waterworks (Consultant shall determine if any privately owned water companies are within the project boundari es and coordinate with those agencies) AVTA
City of Lancaster (Sewer, Storm Drain, Recycles Water, Streetlights, Traffic Signals)
Consultant shall conduct surface id entification of all utilities lo cated at project locations. The Consultant shall submit to each utility company a preliminary set of plans that provide the project locations, proposed treatment (including depth of treatment) and identify any areas where existing utilities may conflict with the proposed improvements.
Consultant must provide quality assurance and control of survey, design plans, specifications, and estimates prior to each submittal. This task is required to verify that no unsafe design changes have been made or proposed, geometric layout has not b een critically altered, improvement goals are being met, economy of project is maintained, plans are consistent across improvements, there are no conflicts between trades, and construction integrity of the design is ensured.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 6 of 14
TASK 2 RESEARCH AND GEOTECHNICAL SERVICES
2.1 Research
Research shall include all avenues required that may be used in support of the engineering design improvements between the project limits, to produ ce a complete PS&E package; as a minimum, the following shall be provided:
Research all existing record dr awings from City, County and/or other agencies that have jurisdiction within the project sites and record drawings or atlas/ut ility maps. Consultant shall verify the details/items represented on all record drawings obtain all updated record drawings from proper sources.
Research all survey records and obtain tie sheets, field books, monu ment recovery notes and/or street improvements plans depicting centerline of ROW survey monumentation from the County other than City issued records.
Research pertinent record maps, vesting deeds and Assessor Parcel information to compile the boundary lines from a "best fit" combination of these record sources.
Consultant shall perform a field review. The field investigation will be used to document general alignment, visually evaluate any noticeable or potential drainage issues, and to take note of issues that may affect the design. In addition, the Consultant shall take the opportunity to verify existing record plans, utility responses, and survey information available at the time of the field visit. A photo log of the site shall also be provided to the City.
Incidental research.
2.2 Geotechnical
The geotechnical investigation wi ll include field investigation a nd exploration work to obtain representative soil samples and pavement corings for use in pe rforming soil testing and report preparation for the geotechnical analysis of the subsurface material relating to all project excavations and subgrade preparation.
In preparation for the filed exploration, the C onsultant will notify Underground Service Alert (USA) at least 48-hours prior to commencing the field work to locate undergr ound utilities or services where drilling geotechnical borings. The following is an outline of the work:
Coordination with the supervising civil engineer and City of Lancaster staff regarding the scope and schedule of Consultant's work and select location for pavement core
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 7 of 14
Coordination with the coring co ntractor and traffic control personnel prior to the start of work
A no fee permit shall be obtained from the C ity of Lancaster prior to the start of geotechnical work.
Coordination and Clearance with underground se rvice alert prior to the proposed coring and auguring in order to locate potentially affected utilities.
Completion of cores through the existing asphalt concrete (A C) and/or Portland cement concrete (PCC) pavements at pertinent locatio ns to be determined by the Consultant to assist in the successful desi gn of the project. Removal of any base course beneath the pavement shall be performed using manual labor.
Observations and documentation of subsurface materials exposed along all locations to be tested will be performed by our field personnel at each core location. Subgrade soil samples will be collected at each location for lab testing. Collection of soils may require the use of a hand auger in order to obtain a sufficient amount of soil to perform the testing.
Base material and pavement cores shall be immediately replaced /repaired following observation to minimize mobilization cost s for the coring contractor and traffic management. Hot mix asphalt or Caltrans Set 45 shall be used for pavement repair.
Traffic Management Services shall be provi ded during the coring in accordance with the latest California MUTCD.
Perform R-value and soil classification testing on soil samples at each location.
Prepare a report providing pavement desi gn recommendations based on R-Value test results in accordance with the City's Engineering Design Guideline Policies & Procedures Manual. Report shall include treatment options and cost to life-cycle recommendations.
Recommendations shall take into considerat ion any constructability concerns. These considerations are to be included on the report.
For the purposes of this Task Order, ther e will be a visual ev aluation along with a preliminary cost estimate for each segmen t. This will follow by pavement section evaluation at the locations approved by the C ity, until construction cost estimate meets available budget.
Please assume coring will be performed at 500-foot maximum intervals on each location, on each direction.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 8 of 14
For the purposes of the Task Order, please assume deflection tests will be performed at 100-ft maximum intervals in each travel lane.
TASK 3 MAPPING AND SURVEYING SERVI CES & BASE MAPS (30% PLANS,
TREATMENT SELECTION & ESTIMATE)
3.1 Mapping and Surveying
Field survey shall include all mapping and su rveying tasks required to produce a complete topographic map that may be used in support of civil design of improvements at each location for this project including all exte nded and transition limits for th e purpose of st riping, signing and markings. As a minimum, cost shall include the following:
Perform centerline control survey. All centerline intersections, beginning and ending curves and major control points shall be found (or established if not existing) and measured. If a point must be reset to establish the centerline, a comer record and/or record of survey must be filed with the County for all set points and a copy returned to the City.
Consultant shall conduct the design surveyin g necessary for the final engineering work.
Topographic base map will be produced by ground survey methods. The base maps shall identify all existing street improvements, drainage structures, fire hydrants, utility facilities, landscaping, striping, markings, signs, street lights, and other appurtenant improvements in each project area.
Consultant’s survey crew shall conduct site visits to gather data and deta ils needed to design the project. The latitudinal limits of the survey will be within the street right-of-way and 250’ past the intersection unless otherwise specified.
All elevations shall be refere nced to the closest found City and County benchmark. Flow line elevations along the gutter will be included to determine the limits of removal for curb and gutter.
Design cross sections shall be pl otted using a 1:4 vertical and a 1:40 horizonta l scale at 50’ intervals to depict proposed and existing elevations and cross slope.
All field survey will be supplemented by GIS information
The Consultant shall, at no addi tional cost to the City, correct errors, omissions, and unworkable and/or improper design/drafting on the original drawings that ar e covered subsequent to the completion of the plan checking process.
3.2 Base Map
Develop and/or update an electronic base map of th e selected street areas for both project sites.
City will provide incomplete base maps for one of the two projec t locations. Consultant will be Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 9 of 14
responsible to verify that information is accurate and complete. Base maps shall be compatible with the City's current ACAD system (see CA D Deliverable Standards in Appendix). The development of the base maps shall consist of surveying and drafting plan locations showing existing property lines (ROW to ROW including all approach intersections plus 300' beyond the intersection sites in each dir ection), concrete improvements, drainage lines, all surface and underground utilities, power poles, streetlights, traffic signals, asphalt concrete limits, and striping and signage. Each surveyed feature shall be clearl y labeled or noted by a sy mbol as identified in the field.
The Consultant shall prepare all base maps in accordance with the latest City of Lancaster Engineering Design Guidelines and label all land uses on base maps. Base mapping shall be field verified to ensure base mapping is reflective of existing conditions. Wherever the City guidelines are absent of the latest industry updates, standards or details, Cons ultant shall util ize the latest Standard Specifications and Plans for Public Works Construction (Green Book), the Los Angeles County Department of Public Works Design Sta ndards and Caltrans Standards. Wherever there are conflicts in design standards, Consultant shal l submit a clarification in writing to the Project Manager for direction and approval. In most cases, the more stringent standards shall apply for the design and development of PS&E's.
Plans shall be in English units and must conform to Caltrans, Federal, City, and County standards, regulations, policies, procedures, manuals, and pr actices. The Consultant shall provide clear, concise, and complete Plans. The Consultant shall include other details that are of benefit to and/or requested by the City, such as existing utility cove rs, existing driveways, curb ramps, etc., and to provide enough detail to delineate pavement limits.
TASK 4 ENGINEERING PL ANS (60%, 90%, 100% PS&E s)
4.1 General
Consultant shall prepare construction documents ( PS&E's) for the project, which shall cover the work necessary to bid and construct the improvements described in this Task Order (including quantities of each individual item and treatment that would be included in bid schedule). The plans shall show tie back into existing curbs or AC edge of pavement and flow line. The Consultant shall make all submittals in hardcopy and electronic (editable and PDF) copies on disk. In general, the City will expect three (3) hard copies of submittals and one (1) disk. The following submittals are envisioned for the completion of the design: 30%Plans, (covered under Task 3), 60% PS&E, 90% PS&E, and 100% (Final) PS&E's.
Existing roadways, structures, utilities, and othe r items affected by the project will be shown in addition to the proposed construction. The plans will include vertical and horizontal layout and design, pavements, existing curb ramps, typical sections, details, signing and striping, ROW and property lines and any necessary details.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 10 of 14
The following plan sheets are anticipated to be included in the design:
a. Title sheet - Includes project information, vicinity map, location map, benchmark, sheet index, and City and utility contact information.
b. Notes - Contains standard City and Engineers notes, legend, and abbreviations.
c. Survey Control - Contains Surveyor's notes and benchmark information, control data, curve and line tables, and plan showing control points and start/end construction labeled in cyan and right-of-way lines labeled in proper colors per City of Lancaster standards. Please contact Tom Aranda of the Capital Program Divi sion for a list of standard plotting colors and settings.
d. Sections and Details - Contai ns typical roadway sections, sheet layouts, and details for work described on the plans.
e. Demolition Sheet - Shows items to be removed, relocated, or protected.
f. Plan and Profile Sheets - For the street improvements, standard roadway plan sheets shall be used. The plan view will be prepared at a scale of 1"=40' for horizontal and 1"=10' for vertical. Utility modifications to relocate clear of the proposed improvements shall also be shown on the plan view of the sheets. The sheets will provide the appropriate construction call outs, including limits of the project, pave ment areas, curb, gutter, ramps, and other details necessary to construct the project. The pl ans will include sufficient detail to locate the improvements based on roadway station callouts and horizontal line and curve data.
The plan will include the right-of-way clearly marked and adjacent properties identified by parcel number and property owner.
g. Construction Details - Project details will be included as necessary. Details may include pavement section details, drainage detail s, utility relocation details, new utility construction details, etc. for the project desi gn. However, details ma y also include curb return conforms or grading details. In addition, specific design criteria will be provided to accommodate and create safe and ADA compliant pedestrian facilities. Pavement will be designed to the same structure as existing intersection pavements or based on a resulting Geotechnical report R-values and Testing and Traffic Index as provided by the City.
h. Striping, Signing and Marking Plans - The plans will use California MUTCD references and detail numbers, where applicable and available, and specific information to specify signing, striping or pavement markings not included in the current manual. A schedule of proposed striping and a schedule of pavement markings w ill be shown on the plans.
Thermoplastic shall be included for all long ling striping, including but not limited to, lane lines, broken lane lines, double solid lines, and e dge lines. Project li mits to include all Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 11 of 14
required approach striping. For Signs, the size, shape, lettering type and size, colors, and symbols, to specify signs not included in the current manual. A schedule of proposed signs will be shown on the plan. Project limits to include all required approach signing.
i. Final Bid Set - 100% PS&E’s - Final Plans, Specifications and Estimates include 100% plans, stamped and signed for Bid package.
Phases for PS&E’s
(For 30% Plans, see Task 3)
4.2 60% PS&E's
Prior to 30% PS&E’s Consultant shall have met with the City of Lancaster to obtain approval of proposed FINAL treatment selection and project se gments. The Final project segments shall be mapped as per Task 3. After approval of the base plans (30% Plans), the Consultant will produce 60% design documents. The 60% design documents will include preliminary plans, technical specifications, and estimates (i.e., rough order of magnitude, or opinions of probable construction costs). The plans will include hor izontal control and call-outs to sufficiently layout the design elements (plan and profile, survey control, demo plans, curb, gutter, striping/signing/marking plans, affected utilities such as manholes, va ults, handhole boxes, etc., miscellaneous utility improvements and construction details) Consultant shall identify any major dr ainage issues (i.e., low points). Following the submittal and the 60% review, Consultant will arrange to meet with the City to discuss the design comments. The City will provide Consultant with one non-conflicting set of redline mark-up plans. Utility Notification Letter B to be sent with 60% plans to all utilities per Task 1. Engineer's estimate shall be drafted and totaled for City Engineer's review; draft shall follow City's Bid Schedule format (sample to be provided by City).
Due to extended review period for signing and striping plans, first submittal of S&S plans will be when 60% plans are due.
Consultant shall prepare signing and striping plans for arterial streets, according to CAMUTCD and City of Lancaster requirements.
The Consultant shall prepare all Traffic Engineer ing documents, including plans, specifications and estimates (PS&E), for construction. The City will provide the main body of the specifications called Part D; specifications expected of the Consultant shall be limited to technical provisions required to meet design intemt by th e consultant such as but not li mited to details, cut sheets and specifications for items beyond the Greenbook. Part D shall remain as close as possible to template provided by the City. Technical changes and recommendations shall be approved by the City.
4.3 90% PS&E's
Based on the 60% comments, Consultant will bri ng the 60% design documents to a 90% level of design. The 90% design documents will include plans and estimates for the project. The plans will Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 12 of 14
include necessary horizontal control in addition to vertical grades to layout the design elements, including detailed grades at curb returns, prof iles, details on existing or proposed utilities and sufficient details to construct all the design elements; design documents shall street improvements plans, striping/signing/marking plans and construction details.
Prior to the 90% submittal, the Consultant shall verify quality assurance of the horizontal and vertical control of the proposed layout to verify that the design is accurate with respect to City sign standards and that no unsafe design changes are proposed, and construction integrity of the design is maintained.
Following the 90% submittal and City review, the Consultant will arrange to meet with the City to discuss the design comments. The City will provide the Consultant with one non-conflicting set of redline mark-up plans.
PS&E's for Final Bid Set - Final Plans include 100% plans, specifications and estimates, stamped and signed for Bid package. Consultant shall deliver 100% construction documents (Final Bid Set). No formal meeting is anticipated following City review.
TASK 5 DELIVERABLES
Consultant shall provide to the City deliverables in hardcopy and electronic format for all phases shown below and as detailed in the Capital Program Division's Standards for CAD Deliverables, WORD (Specifications) and EXCEL (Estimate) files. Provide hard copies in numbers as stated.
Cost of the following deliverables shall include reimbursable costs includi ng but not limited to shipping, supplies, etc.:
5.1 Project Management, Coordi nation and Utility Notices
a. PDF of Kick-off Meeting (1) (Agenda and Minutes)
b. PDF of Scope Acceptance Meeting (Agenda and Minutes) c. PDF of Progress Meetings (3) (Agenda and Minutes for 30%, 60% and 90%) d. PDF of Utility Meetings, Coordination Calls/Emails, Correspondence, Notification Letters (B & C) and all Utility issued record Maps (WORD for Utility Notification Letters) e. PDF copies of Permit Documentation/Correspondence/Notices (if permits necessary) f. PDF and MICROSOFT PROJECT PROFESSIONAL 2016 FOR GANTT CHART of Detailed Project Schedule
g. A disk containing a copy of ut ility contact log and utility notifications/request for information/record drawings research letters.
h. Excel Spreadsheet Report of Affected Utilities for adjustment.
5.2 Research and Geotechnical
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 13 of 14
a. PDF of all record maps not issued by City (street, storm, sewer, electrical, etc.) b. PDF of all atlas/utility maps not issued through Letter B & C process c. PDF of all of survey records, tie sheets, field books, monument records, etc. (not provided by City)
d. PDF of boundary and ROW maps obtained
e. PDF of all record maps, vesting deeds and As sessor Parcel information (not provided by City)
f. PDF of all geotechnical documents, reports, field samples, photos and correspondences g. PDF of all incidental research documents (not provided by City) h. PDF Report of Portland Cement Concrete (PCC) improvements. i. PDF Report for Current TI based on EASALs , along with Recommended Structural Section.
j. PDF Revised Pavement Recommendation Report (Report shall include treatment options with cost to life-cycle recommendations, and constructability considerations.
5.3 Mapping, Surveying and Base Map (30% Plans)
a. One (1) PDF plot of the topographic mapping/ survey control signed and sealed by a California Licensed Land Surveyor. If the survey and mapping work are more than two (2) sheets, then one (1) electronic copy per the Standards for CAD Deliverable in Appendix I is acceptable.
b. Consultant shall provide to th e City deliverables in hardc opy and electronic format as detailed in the Capital Program Divisions Standards for CAD Deliverables c. A disk containing digital photos taken during the field survey d. PDF copies of all maps/exhibits/data obtained during the course of the survey e. PDF copies of list of APN's .
f. A disk containing copies of all survey records from tie sheets, field books and monumentation recovery notes not issued by City (if recording of monumentation was required during the course of the fieldwork).
g. 30% Plans (demolition, street layout , plan and profile, preliminary striping/signing/markings and any preliminary construction details) h. A disk containing editable AutoCAD files of all legal descriptions , exhibits, and road deeds.
i. Excel Spreadsheet of Centerline and corner tie quantities and locat ions for replacement after construction.
Service Group Category 1
Prepare Plans, Specifications and Estimates (PS&E)
2024 PMP Preventative Maintenance (Reference: PWCP 24‐006) Exhibit 1, Page 14 of 14
5.4 Plans (60%, 90% & 100% PS&E’s)
a. 60% Plans and Estimates (P&E's) - (3-hard copies)
b. 90% PS&E's (3-hard copies)
c. PDF copy of list of APN's and identification of areas were ROW acquisition will be needed (for 60%, 90% and 100% phases).
d. Excel Spreadsheet of Material Testing Quantities
e. Excel Spreadsheet of Centerline ties and corner record Quantities f. Excel Spreadsheet of Bid Item Quantity Inspection sheets (Breakdown by street segment) g. PS&E's Final Bid Set (100%) - stamped and signed (3-hard copies) h. Consultant shall provide to the City deliverables in hardcopy and electronic format for all items a. through h. described above.
ADDITIONAL SERVICES NOT INCLUDED
Services other than those set forth in this exhibit shall constitute extra services. Extra services include but are not limited to, attendance at meeti ngs other than those included in the Scope of Services, additional plan sheets, topographic surve y, etc. shall be considered additional services and will be performed only with written authoriza tion from the City and for additional fees to be negotiated prior to authorization.
EXHIBIT “2”
SCHEDULE
A. Task Order 2 – Original Schedule
Service Group Category 1 (Reference RFQ 769-22)
Prepare Plans, Specifications and Estimates (PS&E) 2024 PMP Preventative Maintenance
(Reference: PWCP 24-006)
Exhibit 2, Page 1 of 1
E
XHIBIT 2: SCHEDULE
Immediately following selection, the selected Consultant will be notified with a Notice of Intent to Award. Task Order will be processed and executed as soon as possible following selection, and shall be in place prior to Notice to Proceed.
TASKS COMPLETE BY
Notice to Proceed Immediately Following
Task Order Execution
Consultant shall submit Baseline Schedule as part of their Proposal. Schedule shall identify 30, 60, and 90 % Deliverables of PS&E; as well as Pavement Re-Evaluation Report. Final Bid Set shall be delivered as stated below.
T
o be Submitted with
Proposal
Final Bid Set 100% (Construction, S&S) April 01, 2024
C
ity review periods, as noted in Exhibit 1, are included in this schedule; no additional time will be awarded for allowable time with City.
With submittal of a Proposal, the Consultant acknowledges understanding and awareness of the proposed schedule. No price adjustments will be permitted for acceleration.
EXHIBIT “3”
FEE SCHEDULE
The Consultant shall maintain separate costs and shall identify the specific costs. The costs under this task order shall include:
A. Task Order 2 – Original Payment and Fees
Service Group Category 1 (Reference (RFQ 769-22)
Prepare Plans, Specifications and Estimates (PS&E) for
2024 PMP Preventative Maintenance (Reference: PWCP 24-006) Exhibit 3, Page 1 of 2
TASK
NO. DESCRIPTION PRICE
1. PROJECT MANAGEMENT AND COORDINATION
(INCLUDES UTILITY NOTICES/COORDINATION)
$14,240.00
2. RESEARCH AND GEOTECHNICAL SERVICES $9,040.00
2.1 Research
2.2 Geotechnical
3. MAPPING AND SURVEYING SERVICES & BASE MAPS
(30% PS&E, TREATMENT SELECTION & ESTIMATE)
$47,620.00
3.1 Mapping and Surveying
3.2 Base Map
4. ENGINEERING PLANS (60%, 90%, 100% PS&Es) $79,100.00
4.1 General
4.2 60% P&E's
4.3 90% PS&E's
4.4 PS&E's for Final Bid Set
5. DELIVERABLES $0.00
5.1 Project Management, Coordination and Utility Notices
5.2 Research and Geotechnical
5.3 Mapping, Surveying and Base Map (60% PS&E)
5.4 Plans (60%, 90% & 100% PS&E’s)
TOTAL COST*
TIME AND MATERIALS NOT TO EXCEED
$150,000.00
EXHIBIT 3: PAYMENT AND FEES*
Service Group Category 1 (Reference (RFQ 769-22)
Prepare Plans, Specifications and Estimates (PS&E) for
2024 PMP Preventative Maintenance (Reference: PWCP 24-006) Exhibit 3, Page 2 of 2
TASK
NO. DESCRIPTION PRICE
EXHIBIT 3: PAYMENT AND FEES*
TOTAL COST AMOUNT WRITTEN IN WORDS
One hundred fifty thousand dollars
a. Hours** and Personnel
b. Rate and Personnel
* Hours are for progress tracking purposes only. This is a time and materials not to exceed contract to provide services as described in Exhibit 1, complete. Additional hours and associated costs will only be considered for change in scope and must be authorized in writing prior to expenditure. * In support of Exhibit 3, Consultant shall provide two fee grids (in table format), with an itemized breakdown by:
PROJECT FEE GRID AND RATES
CITY OF LANCASTER
2024 PMP PREVENTATIVE MAINTENANCE PROJECT (PWCP 24-006) The Pavement Engineering Inc fee for the work is based on the referenced RFP and our experience with similar projects performed for c lients throughout the State of California.
Our total estimated project fee, excluding optional tasks, is broken down as follows:
PROJECT ENGINEERING & DESIGN SERVICES FEE
Task 1 – Project Management & Coordination $14,240
Task 2 – Research Services $9,040
Task 3 – Mapping & Surveying Services $47,620
Task 4 – Prepare Diagrammatic “For Construction” Exhibits $79,100 Total Estimated Project Fee $150,000
Our fee includes an
swering questions during the bid process and preparing addenda as necessary. The fees will be invoiced on a time and material basis. All fees and costs associated with this project are subject to final negotiation with the City of Lancaster. The following breakdown shows our estimated costs for each portion on the project. The individual fees associated with each task will serve as a guideline for progress payments.
TASK 1 PROJECT MANAGEMENT & COORDINATION
Position Rate Hours Total
Senior Principal Engineer $260 16 $4,160
Senior Associate Engineer $200 30 $6,000
Assistant Engineer $175 16 $2,800
Clerical $80 16 $1,280
Task 1 Total Estimated Fee: $14,240
TASK 2 RESEARCH SERVICES
2.1 Research Existing Condition
Senior Associate Engineer $200 8 $1,600
Assistant Engineer $175 16 $2,800
Engineering Technician $140 24 $3,360
Clerical $80 16 $1,280
Task 2 Total Estimated Fee: $9,040
TASK 3 MAPPING & SURVEYING SERVICES
3.1 Mapping & Surveying
Senior Associate Engineer $200 24 $4,800
Assistant Engineer $175 50 $8,750
Engineering Technician $140 50 $7,000
Estimated Phase 3.1 Total: $20,550
3.2 Base Map
Senior Associate Engineer $200 16 $3,200
Assistant Engineer $175 58 $10,150
Senior Engineering Technician $155 8 $1,240
Engineering Technician $140 40 $5,600
Estimated Phase 3.2 Total: $20,190
3.3 Concept Level Budget Analysis
Senior Principal Engineer $260 8 $2,080
Assistant Engineer $200 24 $4,800
Estimated Phase 3.3 Total: $6,880
Task 3 Total Estimated Fee: $47,620
TASK 4 PREPARE DIAGRAMMATIC “FOR CONSTRUCTION” EXHIBITS
4.1 Prepare Diagrammatic Exhibits (30%)
Senior Associate Engineer $200 8 $1,600
Assistant Engineer $175 24 $4,200
Senior Engineering Technician $155 4 $620
Engineering Technician $140 16 $2,240
Estimated Phase 4.1 Total: $8,660
4.2 Prepare Diagrammatic Exhibits (60%)
Senior Principal Engineer $260 8 $2,080
Senior Associate Engineer $200 60 $12,000
Assistant Engineer $175 80 $14,000
Senior Engineering Technician $155 16 $2,480
Engineering Technician $140 40 $5,600
Estimated Phase 4.2 Total: $36,160
4.3 Prepare Diagrammatic Exhibits (90%)
Senior Principal Engineer $260 4 $1,040
Senior Associate Engineer $200 40 $8,000
Assistant Engineer $175 40 $7,000
Senior Engineering Technician $155 16 $2,480
Engineering Technician $140 24 $3,360
Estimated Phase 4.3 Total: $21,880
4.4 Prepare Diagrammatic Exhibits (100%)
Senior Principal Engineer $260 4 $1,040
Senior Associate Engineer $200 24 $4,800
Assistant Engineer $175 24 $4,200
Senior Engineering Technician $155 8 $1,240
Engineering Technician $140 8 $1,120
Estimated Phase 4.4 Total: $12,400
Task 4 Total Estimated Fee: $79,100