This is a service / maintenance or supply contract in San Marino, California. Contact the soliciting agency for additional information.

ituated 12 miles from the majestic foothill mountains, the beautiful City of San Marino, with a population of approximately 13,000 is located north-east of Los Angeles in the San Gabriel Valley and covers approximately 3.75 square miles. Incorporated in 1913, San Marino is primarily a residential community known for expansive properties surrounded by beautiful gardens, wide streets, well-maintained parkways, and top-performing schools. The City's Parks and Public Works Department is responsible for the maintenance and repair of 59.8 centerline miles of public streets, including 21.4 miles of arterial streets, 5.6 miles of collector streets and 32.9 miles of local streets. The Department is also responsible for the maintenance and repair of 12 parking lots and 22 alleyways. The Project is a citywide roadway pavement rehabilitation project consisting of 26 segments of on various residential, collector, and arterial streets throughout the City of San Marino with a PCI of 53 or below. The project's construction scope of work includes, but is not limited to the following: mobilization; traffic control and construction signage; removal and replacement of concrete curb and gutter, concrete cross gutter and concrete driveway approaches; installation of ADA compliant curb ramps; clearing and grubbing; removal and preparation of native subgrade materials; removal and disposal of Macadam base materials; localized pavement repairs; construction of cold-milling asphalt concrete pavement and overlay with hot mix asphalt (HMA); surface reconstruction; full reconstruction; removal and restoration of traffic markings and striping; painting curb house numbering and curb face painting. The Project will be advertised for construction bid in May 2024 with construction anticipated to begin in Summer 2024 and be completed within 90 working days. All written inquiries and requests for additional information pertaining to this RFQ/RFP, any Addendum, or any matter relating to selection process, must, unless otherwise identified in an Addendum, be directed through the Question & Answer section of this project on the City's OpenGov portal prior to 5:00 pm on Wednesday, May 8, 2024. This section contains definitions that are used throughout this RFQ/RFP, including appropriate abbreviations as indicated. "Addendum/Addenda" is any and all amendments to this RFQ/RFP and any and all responses to written questions regarding this RFQ/RFP issued by the City in a written format and incorporated by reference into this RFQ/RFP. "Distribution List" is the list of interested parties to be used for the distribution of any and all Addenda prepared by City. "City" or "Owner" is the City of San Marino. "Professional Services Agreement" or "PSA" is the Professional Services Agreement, including Appendices, attached to this RFQ/RFP, to be executed by City and the Selected Respondent. "Project Manager" is any person authorized by City to manage or administer the RFQ/RFP process and to whom all communications, both written and oral, shall be directed during the RFQ/RFP issuance, evaluation and selection process. "Project" is the City's Project Management/Construction Inspection Services for the Street Rehabilitation Program project, more particularly described in this RFQ/RFP. "Qualification" is a written response to this RFQ/RFP, including all exhibits, supplementary materials, and attachments thereto, pursuant to the requirements set forth in this RFQ/RFP. "Request for Qualifications/Proposals" or "RFQ/RFP" is any and all documents comprising this RFQ/RFP package, including those documents and attachments hereto and any and all Addendum/Addenda which City may issue. "Respondent" is an individual, firm, partnership, corporation, consortium, joint venture, or other entity that chooses to submit a Proposal in response to this RFQ/RFP. "Selected Proposer" is a Respondent selected and approved by the City Council to execute the Professional Services Agreements. "Services" are the work, services, equipment and materials to be furnished by Selected Proposer under the Professional Services Agreement. A preliminary scope of services is described below for the construction management, inspection, materials testing, and related services for the Project. Respondents are encouraged to supplement this preliminary scope of services as needed to meet the quality assurance, schedule, and budgetary expectations of the City of San Marino for the Project. The final scope of services may be refined during contract negotiations with the selected Consultant to better meet the City's expectations. The Selected Respondent will be required to submit all electronic files generated during the course of the project to the City, including but not limited to RFI's, approved submittals, manuals, as-built plans, inspector's daily field reports, inspection punch list, laboratory or field-testing reports, meeting agendas, meeting minutes, and other related documentation. The Selected Respondent shall appoint a Construction Manager "CM" to be the City's primary point-of-contact and be responsible for all work under this agreement. The CM shall attend all meetings and briefings designated by the City. The CM will be available to the City in order to report on activities and schedules, address and resolve problems, and discuss progress related to the Project. The CM will managed trained inspector(s) to observe and document the construction activities. The Selected Respondent will provide project inspection services that will ensure contractor compliance with applicable codes/regulations, construction drawings, specifications and quality control required by the contract documents. Inspector shall issue correction notice, Notice of Non-Compliance (as required), and notify, along with the CM, the City in writing if work does not conform to contract documents. Together with the CM, the Inspector shall monitor the progress of the Project, report issues to the City, and coordinate with the contractor to ensure that inspections and materials testing are carried out as needed. The Project Description is contained in Attachment A. Draft Budget is contained in Attachment B. The Draft Project Schedule is contained in Attachment C. The Draft Project Professional Services Agreement is contained in Attachment D. The Project Plans are included in Attachment E. 2.2. Scope of Services The CM and Inspector shall maintain and submit daily diaries, note where work is occurring, progress status, manpower assigned by the contractor, weather conditions, equipment and materials delivered, construction equipment, vehicles and materials, assist in communication to clarify work may be needed, note occurrences or conditions that might affect contract costs or schedule, record any work or material in place that does not correspond with the contract documents as well as resulting action(s) taken, list any problems or abnormal occurrences that arise during each day, lack of activity on the part of the contractor and note corrective actions taken. At a minimum, scope of services for the project shall include the following: PRE-CONSTRUCTION PHASE. CM/Inspector shall meet with City and construction contractor for all necessary pre-construction activities related to the project. Such work may include, without limitation: Perform pre-construction walk-through and documentation Facilitate pre-construction coordination meetings with contractors and utilities CONSTRUCTION PHASE. CM/Inspector shall work with City and construction contractor to protect the City from defects and deficiencies during construction. Such work may include, without limitation: Provide full-time construction inspection to monitor and document daily progress of the contractor including progress reports, maintaining project documentation, daily inspection and diaries, monthly construction and other invoicing, weekly statement of working days. Assist the Engineer of Record, contractor, and City with the interpretation of plans and specifications, analysis of changed conditions, and development of corrective action(s) Assist the contractor with coordinating the logistics of the site for efficient traffic flow. Conduct periodic inspections of contractor safety protocols such as utilizing spotters, properly controlling traffic and wearing proper safety equipment. Provide quality assurance, materials testing, and uphold engineering standards. Oversee and inspect contractor's quality control testing and materials collection Submit written project updates to the City on a weekly basis. Coordinate, log, and manage and respond to submittals, requests for information (RFI's), and other project correspondence. In coordination with the Engineer of Record, review and approve contractor's submittals required by the plans and specifications. Review invoices, verify quantities installed/placed, and sign contractor pay applications prior to City signature Track the project budget, and monitor project construction costs and forecasts Review the contractor's baseline schedule and subsequent project updates for adherence or impacts to the critical path Prepare, review, negotiate, and provide recommendations to the City for approval/denial of any construction change orders. Facilitate weekly construction progress meetings, and other meetings as required, with the City and construction contractor Communicate with the public about the progress of the project and issues related to construction. Assist the City with public relations and project outreach efforts. Provide information to the City for the website, social media updates and weekly briefing newsletters including 3-week look ahead schedules, photos, and project maps as needed. Coordinate, as necessary, with the City's Public Works, Police, and Fire Departments and other agencies and project stakeholders such as the Huntington Library, San Marino Unified School District, California American Water, and neighboring cities as may be required. CLOSE-OUT PHASE. CM/Inspector shall assist with the completion of the Project. Such work may include, without limitation; Prepare project punch list and oversee completion by contractor Prepare project close-out documentation including as-built plans. ADDITIONAL SERVICES. CM/Inspector may be requested to perform Additional Services, as defined in the attached Professional Services Agreement, and shall be compensated for such services.