Site work and paving for a civil project in West Sacramento, California. Conceptual plans call for site work for a road / highway; for paving for a road / highway; and water / sewer project.

1. Introduction 1.1. Summary STATEMENT OF PURPOSE The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to implement the Stone Blvd Extension Project (Project). Scope of services will include surveying, engineering reports preparation, environmental analysis and permitting, public outreach, utility coordination, right of way activities, plans specifications & estimates (PS&E), design services during construction, and coordination with the Union Pacific Railroad (UPRR) and California Public Utilities Commission (CPUC). More details on the City's needs for this work are provided in the Scope of Work. Qualified consultant firms or teams with a history of success in delivering roadway projects and at grade rail crossings that require coordination with UPRR are encouraged to submit proposals. Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor." SYNONYMOUS TERMS Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous: a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror b. Purchase Order, Contract, Agreement c. Services, Work, Scope, and Project d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet Question Submission Deadline:October 18, 2024, 5:00pm Question Response Deadline:October 24, 2024, 5:00pm 1.2. Background Pioneer Bluff consists of approximately 125 acres of riverfront property situated along a one-mile stretch of South River Road. It is part of West Sacramento's planned urban waterfront and is one of the prime riverfront redevelopment opportunities in the region. The area developed first as a regional petroleum storage hub and distribution point and subsequently expanded to include other industrial uses. The City began implementing its urban riverfront vision in the 1990s and has extended de-industrialization activities into Pioneer Bluff through relocation of the Cemex facility, decommissioning the City's wastewater treatment plant, and construction of the Mike McGowan Bridge. Volume I of the Pioneer Bluff Transition Plan was approved by City Council on December 2014 and conceptually summarized the Pioneer Bluff District's transition processes, scope and projected costs. The Pioneer Bluff Stone Lock Reuse Master Plan, completed on June 2018, is considered as Volume II and Volume III and expanded on as well as modified some of the analysis contained in that 2014 document. Taken together these documents are the Master Plan for Pioneer Bluff. In 2018, four Mobility Network alternatives were presented to City Council. The City Council directed staff to modify the recommended alternatives and the result is Alternative 5 which is discussed in detail in Volume II and Volume III of the Master Plan. The Master Plan identified several regional projects such as rail relocation that would need to occur prior to complete buildout. Since the development of this master plan there has been limited progress made on that regional rail relocation project. To expedite the transition of Pioneer Bluff to urban mixed-use development, the City has decided to advance a Phase 2 improvement which consists of extending Stone Blvd from the existing rail crossing at Jefferson Boulevard to South River Road to provide the first east-west connection into Pioneer Bluff. Within Pioneer Bluff, Stone Blvd is envisioned as a collector roadway with a layered street network standard. That layered network standard emphasizes mobility and access for all users. This roadway extension project is anticipated to impact the rail crossing at the intersection of Jefferson Blvd / Stone Blvd. The selected consultant will lead the coordination between UPRR and the City to develop an at-grade roadway crossing improvement that facilities both the extension of Stone Blvd and maintains the current quite zone that has been established at that rail crossing. Selected exhibits are available as attachments in this RFP while the complete master plan is located at: https://www.cityofwestsacramento.org/government/departments/economic-development-housing/pioneer-bluff-stone-lock#ad-image-0 1.3. Contact Information David Wong Principal Engineer 1110 West Capitol Avenue West Sacramento, CA 95691 Email: davidwo@cityofwestsacramento.org Phone: (916) 617-4669 Department: Capital Projects - Engineering Consultant Selection Date:November 8, 2024 Contract Negotiations:Week of November 8, 2024 City Council Award:December 4, 2024 2. Scope of Work 2.1. Scope of Work The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work "). The selected firm (Consultant) is expected to furnish all services as required to complete the scope of services described below for the Project. Services will generally include surveying, engineering reports preparation, environmental analysis and permitting, public outreach, utility coordination, right of way activities, plans specifications & estimates (PS&E), design services during construction, and coordination with the Union Pacific Railroad (UPRR) and California Public Utilities Commission (CPUC). The Consultant will provide professional and technical engineering services to develop the Project that can best meet the City's goal for delivering the Project and prepare final design documents and related activities. The required professional design services will include, but not be limited to, the topographic mapping, necessary environmental studies and permits, right-of-way engineering and acquisitions, utility coordination and agreements, design of roadway and at-grade rail crossing, drainage, municipal utilities (water and sewer), post-construction stormwater facilities (if necessary), fiber optic conduit, lighting, signing, striping, landscaping, and such other tasks required to complete the PS&E, and final bid documents for the Project inclusive of the components listed below. The Consultant will also need to provide design support services during advertisement, award, and construction. The Consultant will be expected to manage and control costs and resources, and complete work in adherence to the agreed upon Project schedule and will assign a Project Manager who will act as the City's primary contact and will be entirely responsible for project management activities throughout the life of the Project (including subconsultant work, if applicable). The following is a suggested breakdown of Project tasks and should be incorporated into the fee schedule under the appropriate activities. Task 1. Project Management & Coordination Task 1.1. Meetings and Consultation Consultant responsibilities will include: A kick-off meeting, with the City and Consultant to review and refine the work scope and schedule, identify critical milestones, and determine appropriate paths of communication, will be held prior to beginning work. Preparation of a baseline schedule of work and conduct periodic meetings with the City to discuss progress. Baseline schedule will be updated to reflect Project progress. Setup and facilitation of Project Development Team (PDT) meetings, interagency meetings, field reviews, stakeholder meetings, and other Project related meetings. Preparation of agendas, meeting material, minutes, and sign-in sheets for all meetings. Continuous consultation and advice, through oral and written communications on all matters relating to the Project. Consultant is expected to attend ten (10) general coordination meetings. These meetings include City Council meetings and two (2) City Commission meetings as well as separate meetings for local neighborhoods and interested community groups, including existing ad-hoc committee. Outreach meetings will be held to address public concerns and ideas for the design and implementation of the Project, and may be held in the evenings and/or on the weekend. Consultant may recommend adjustments to the number of outreach meetings and/or outreach approach as they deem fit in their proposal. The City Project Manager must be kept abreast of all Project coordination with outside agencies, prior to any meeting with an outside agency or organization. Task 1.2. Reporting and Invoicing Consultant will develop, implement, and adhere to a comprehensive schedule of performance to ensure accomplishing the scope of services. Consultant will adhere to the Project budget. In collaboration with the consultant team, the City desires to establish a budget that is realistic for successful Project delivery. The City's expectation is that the consultant will be aggressive in managing the Project in order to avoid or minimize contract amendment. Consultant will submit invoices monthly on the 15th of each month and should include expenses for the preceding month with the billing period beginning and ending in the same calendar month. (i.e. - the invoice for period January 1 - January 31 would be due on February 15th). Should the 15th fall on a weekend or holiday, the invoice will be due on the next business day. Invoices received on-time will be payable by the City to the Consultant 30 days from the invoice date. Consultant will prepare written Progress Reports and Project schedules to accompany each monthly invoice to allow City staff to determine if Consultant is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed. The status report must outline all activities for which expenses are submitted by the consultant or subconsultants. All activities must be itemized by task/subtask and be consistent with the agreed upon scope of services. Progress Reports must include the following: Status of work completed to date Expense allocation by task/subtask Work anticipated to be completed in the next reporting period Problems/Obstacles identified during the reporting period Estimated percentage of completion for each deliverable Incomplete or inaccurate invoices will be returned to the Consultant unapproved for correction. Invoices will include: Names of the Consultant personnel performing work. Dates and times of Project work. Itemized costs by task, including identification of each employee or subcontractor staff that provided services during the period of the invoice, number of hours and hourly rates for each employee or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and subcontractor invoices. Consultant will prepare a report(s), updated monthly, to document all key findings and decisions made including a Project budget detail and key approvals. Consultant will include this document with each invoice. Task 2. Data Collection and Review Consultant will complete a comprehensive review of the existing Project data that include as-built drawings, adopted plans and policies, prepared and approved documents and in-progress work products. Request and gather additional information and data as needed. Consultant should highlight any special or potential conditions that may impact the final design, either as opportunities or constraints. Identify permitting agencies, if any, and their submittal requirements to successfully procure relevant permits. Task 3. Topographic and Right of Way Mapping Consultant will provide all topographic surveys necessary for the Project. All surveying and mapping shall comply with the provisions of the Professional Land Surveyors Act, Sections 8700 to 8805 Business and Professions Code, the provisions of the California Coordinate System, Sections 8801 through 8819 of the Public Resources Code and any other applicable code in the State of California. Consultant will include and verify any existing surveys, specify existing and proposed right of way, land dedications, and easement agreements. Consultant will verify property lines at those locations where any portion of the project infringes upon the required setback limits or lies within 100 feet of project improvements, work areas, storage, and staging areas. Consultant will perform surveying necessary to establish ground control, property boundary and obtain mapping for the entire Project area sufficient for final design, drainage and utility features, and conforms to match existing improvements on public and private properties that may be affected by the construction of the Project. Consultant will perform utility research to identify existing utility locations based on record drawings and field services, such as utility potholing, to positively identify existing utilities that may be impacted by the Project. Consultant will obtain Title Reports necessary for property research and mapping. Task 4. CEQA Environmental Documentation Consultant will be responsible for determining and completing the appropriate level and type of environmental documentation and meetings attendance required to advance the proposed Project to construction. The proposed scope of work should identify a CEQA workplan including major milestones and schedule. Environmental documentation may include, but not limited to, tribal consultations as provided for in Assembly Bill 52 (AB-52). Consultant will be responsible for the production of all technical studies necessary for approval of CEQA. Task 5. Engineering Studies and Reports Task 5.1. Geotechnical Engineering Consultant will review existing geological and soil data in the vicinity of the project site. Geotechnical and/or geologic investigations shall be of sufficient detail for the detailed design of, but not limited to, pavement, backfill and embankment, and general soil characteristics. Consultant will conduct geotechnical investigation and provide an evaluation of subsurface and foundation conditions for the proposed improvements. The work includes, but not be limited to, site investigation, field exploration, determination of ground and slope stability/ground water conditions, LOTBs. Perform soil analyses to determine the corrosion along the proposed utility alignment. Cathodic protection systems, if necessary, shall be designed based on the corrosion study result. Task 5.2. Phase II Environmental Site Assessment Consultant will prepare a plan for potential locations to collect soil samples, determine the number and depth of the samples, and identify the method of sample collection. Sampling and laboratory analysis will be performed to confirm the presence of hazardous materials on the Project site. Consultant will prepare a Phase II Environmental Site Assessment (ESA) to identify the vertical and lateral extent of soil and groundwater contamination and provide recommendations to be incorporated into the PS&E for addressing and handling of hazardous materials during construction. Task 5.4. Drainage and Stormwater Analysis Consultant will perform drainage analysis of the proposed improvements and address impacts potential impacts or connections to existing systems. Proposed improvements must comply with post-construction stormwater requirements. Documentation shall include, at minimum, capacity of proposed and impacted existing facilities, and analysis results. Prepare Storm Water Pollution Prevention Plan. Task 6. Permits, Agreements and Coordination Consultant will coordinate with the various agencies involved in the approval of this Project, including, but not limited to, Union Pacific Railroad, California Public Utilities Commission, Pacific Gas & Electric, and California State Water Resources Control Board. Based on the Project objectives, information, existing conditions, and proposed improvements, Consultant will verify and determine the required permits and permit requirements necessary for Project completion. Task 7. Utility Coordination Consultant will coordinate with utility providers within the Project limits. Consultants will prepare utility conflict maps and required forms as part of the coordination. Consultant is expected to attend utility coordination meetings. These meetings include meetings with utility companies. Task 8. UPRR Rail Coordination Lead coordination between UPRR and the City to develop an approved rail crossing. Attend and prepare agenda and meeting minutes for all necessary coordination meetings between UPRR and the City. Prepare all necessary documents including but not limited to any exhibits, agreements or forms necessary for review by UPRR. Review all documents prepared by UPRR including but not limited to license, right of entry, construction and maintenance agreements. Task 9. Quiet Zone Coordination Lead coordination between CPUC and the City to develop an approved rail crossing that maintains the existing Quiet Zone. Attend and prepare agenda and meeting minutes for all necessary coordination meetings between CPUC and the City. Prepare all necessary documents including but not limited to any exhibits, agreements or forms necessary for review by CPUC. Task 10. Right of Way Services Consultant will prepare appraisal maps, legal descriptions and plat maps, and all other information and documents required for right of way acquisitions, easements and rights of entry. Consultant will perform all-inclusive right of way appraisal and acquisition for the Project. Consultant will coordinate with the City for the negotiation and acquisition. The City will perform the negotiation for the impacted parcels with private property owners. Consultant is expected to attend four (4) right of way coordination meetings. These meetings include coordination meetings with affected property owners. Consultant is expected to coordinate the right of way in persistent manner to avoid delays in the schedule. Consultant must notify the City of potential issues with right of way appraisal or acquisition immediately. Consultant will be responsible for identifying and confirming all right of way and easement requirements with utility providers as part of the overall utility coordination process. When appropriate, Consultant will coordinate with the City to determine final acceptable terms and condition of title. Consultant will obtain Litigation Guarantees when required. Consultant will file a record of survey for any new right of way acquired. Task 11. Design Task 11.1. Preliminary Design (30%) Develop design base mapping which includes utilities, right-of-way easement, lot lines and other pertinent features. Develop preliminary design, showing existing and proposed improvements. Determine if project will be subject to the requirements of the Phase II Municipal Separate Storm Water Sewer System (MS4) Permit and Construction General Permit (CGP). Perform photometric analyses to ensure adequate lighting for the proposed facilities. Identify utilities to pothole (Assume 20 utilities). Consultant shall include an allowance of 10 additional potholes in the budget for additional potholes that may be required during design. Prepare list of technical specifications and engineer's cost estimate. Two (2) sets of the 30% design submittal shall be presented to the City for review. The submittal shall include half-size drawings and probable construction cost estimate. One meeting shall be scheduled with City staff to review the comments for the 30% design submittal. Task 11.2. Initial Design Submittal (60%) Incorporate the 30% Preliminary Design Comments. Coordinate potholing activities to determine the existing utilities depths. The selected potholes shall ensure that the foundations for traffic signal poles or street light poles can be accommodated and positioned where indicated on the plans. Prepare complete detailed plans and profiles, including but not limited to, civil infrastructure improvements, traffic signals (if necessary), signal timing (if necessary), curb ramps, sewer utility, water utility, fiber optic conduit, street lighting, pavement markings, standard and project specific details, technical specifications and 60% engineer's cost estimate. The City will provide specifications for the fiber option conduit to be installed. Consultant shall coordinate with the City of location and details of the infrastructure needed. Prepare City standard front-end specifications and technical specifications (inclusive of bid schedule, measurement and payment section) and other related documents for bid. (If necessary) Apply and coordinate electrical service application with PG&E to initiate new service for the traffic signal modifications and street lighting. Assist the City with procuring the necessary permits from outside agencies. A constructability review shall be performed at the 60% design level. The 60% Design Submittal shall be considered a complete design submittal. Two (2) sets of the 60% design submittal shall be presented to the City for review. The submittal shall include half-size drawings, contract documents and probable construction cost estimate. One meeting shall be scheduled with City staff to review the comments for the 60% design submittal. Task 11.3. Revised Design Submittal (90%) Incorporate the 60% Design Submittal Comments. Two (2) sets of the 90% design submittal shall be presented to the City for review. The submittal shall include half-size drawings, contract documents and probable construction cost estimate. One meeting shall be scheduled with City staff to review the comments for the 90% design submittal. The 90% Design Submittal shall be considered a complete design submittal. Task 11.4. Final Design Submittal (100%) Incorporate the 90% Design Submittal Comments Three (3) sets of the 100% design submittal shall be presented to the City. The submittal shall include two (2) half-size stamped and signed drawings, one (1) full-size stamped and signed drawing, contract documents and probable construction cost estimate. Submit all digital files (AutoCAD, MS Word, MS Excel, etc.) for the project. Task 12. Bidding Support Provide bidding assistance, clarifications which ma include responding to questions from potential bidders, attending the pre-bid conference and job walk, assisting with preparation of addenda, and reviewing the submitted bids. Prepare a conformed set of bid documents incorporating any addenda issued during the bid period. (If necessary) Assist with applying for coverage and performing data entry as required by the Construction General Permit. Task 13. Design Support During Construction (Optional) Consultant will attend preconstruction meeting, respond to construction RFI's or design clarification, issue design modifications, and review shop drawings or change orders requiring designer review. Consultant shall provide one set of record drawings, for the City of West Sacramento showing as-built changes as shown on red-lined markups provided to Consultant by the Resident Engineer. Participate in the final inspection and assist with punch list of deficiencies. Preparation and submittal of digital record drawings to the City. Additional Optional Task(s) Consultant is encouraged to recommend additional tasks deemed vital to the Project's success and the City may also include additional related tasks at its discretion. 2.2. Term of Contract The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, "Extension") upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract. Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time. If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.