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PRE-SUBMITTAL CONFERENCE
RFQ No. LRT-11-173-PMCM
PROGRAM MANAGEMENT –CONSTRUCTION MANAGEMENT
SERVICES
JUNE 7, 2011
AgendaIntroductions / Opening Remarks
Loralei Poll
Project Overview / ScopeWulf Grote
Marty Spong
Request for Proposal OverviewLoralei Poll
DBE InformationReginald Ragland
Question and AnswersLoralei Poll
Closing Remarks / AdjournLoralei Poll
Meeting Overview
Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the METRO website. http://www.valleymetro.org/metro_business_opportunities/current_opportunities/program-management_construction-management-services/
Questions: Please defer all questions until the designated Question and Answer period.
Opportunity: This conference is the sole opportunity to ask questions on the Request for Qualifications process and/or technical scope of work with METRO staff.
All RFQ questions must be submitted in writing.
Pre-Submittal Questions
During the project overview / scope presentation,write your questions on the index cards provided.
After the presentation, questions will be collectedand read aloud.
Where possible, verbal answers will be provided.
Responses to all questions will be issued to allRecord Holders by written addendum.
Responses to questions that require further researchwill be included in a written addendum.
Project Overview / Scope
Ridership
Served 12.6 million riders in 2010 51% more than projected 11% more than 2009 Averaged 40,000 weekday riders Over one million riders per month
Highest ridership day 55,247 – February 4th
Highest ridership month 1,208,924 – April
High Capacity / Light Rail Transit57-Mile System
Project Overview
This procurement is not an on-call RFQ
This procurement is for Program Management / Construction Management Services for METRO
Project Overview
Purpose: program management and/or construction management for major design and/or construction contracts
Delivery Methods anticipated: Design-Bid-Build Construction Manager at Risk Design-Build
Consultant’s role: Design – Oversight and coordination Construction – Oversight, inspection and contract
close-outs
High Capacity Transit Projects Defined
METRO Five-Year Capital Program – FY 2012 Through FY 2016
High Capacity Transit Projects• Central Mesa LRT Extension
• 3.2 Miles• 30% design complete
Schedule: Spring 2016 completion
High Capacity Transit Projects Defined – cont’d
Tempe Streetcar 2.6 miles Complete planning
in 2012 Complete
Environmental Assessment in 2013
Initiate design in late 2012/early 2013
High Capacity Transit Projects Defined – cont’d
Northwest Extension Phase I - 3.2 miles Final design 99%
complete Land acquisition
mostly done Completion date: 2023 looking for ways to
accelerate
High Capacity Transit Projects – cont.• 11 miles; 2021 completion• In planning – mode and route
selection this fallPhoenix West Corridor
METRO intends to select one (1) Consultant Team to perform all Program Management and/or Construction Management (PM-CM) elements necessary to support METRO
METRO, at its sole discretion may add to the Scope of Work all or any portion of the Projects and to discontinue or withdraw any or all projects or tasks defined in SOW
Task Order(s) and Notice to Proceed(s) that will be issued under this Agreement are at the sole discretion of METRO
METRO reserves the right
Task Order Process
Master Agreement – sample in solicitation Task Order assignments are issued by METRO to
Consultant METRO and the Consultant will negotiate and execute
a Task Order to the Master Agreement relating to each specific assignment given
Each Task Order(s) shall be negotiated to establish, but not be limited to, a defined scope of work, compensation amount, method of payment, schedule, approval of sub-consultants, DBE goal (if any), and any applicable Federal Transit Administration (FTA) requirements
PM-CM Consultant will be expected to perform seamless coordination between all projects
Some tasks may be performed simultaneously and may need staff to work concurrently on multiple projects
Expectations of PM-CM Consultant
GENERAL SCOPE OF SERVICES – SOW
These Projects also include various facilities associated with a light rail system including, but not limited to: Track work Cathodic Protection Systems facilities Landscaping, structures Station platforms / finishes Ticket vending machines Train signals / system communications Train signal houses Traction Power Sub-Station sites (TPSS) Spare parts Vehicle Specifications for Procurement Startup Integrated Testing
GENERAL SCOPE OF SERVICES – SOW
Additionally, these Project(s) will include renovation and reconstruction of those facilities directly impacted by light rail construction including, but not limited to:
Pavement Sidewalks Driveways Curb and gutter Traffic signals Underground and overhead utilities Storm drains Street lights Right-of-way (ROW) Landscaping All directly impacted areas will be rebuilt to the most current City
Standards
GENERAL SCOPE OF SERVICES – SOW
The Consultant shall be a multi-disciplinary professional consulting firm or team, specializing in cost, schedule, and quality control capabilities.
Minimum professional skills/disciplines to successfully accomplish project(s) and must be included in the Consultant’s team are: Program Management Project Controls Project Reporting Value Engineering Cost Estimating Quality Assurance Civil & Systems
Engineering
Construction Management Document Control Systems Construction Specifications Construction Claims Procurement in accordance
with FTA regulations
Project Management Plan – SOW
The Consultant will prepare a Project Management Plan (PMP). The PMP should reflect an in-depth analysis of the project
requirements. The PMP must clearly identify how each project will be
managed and by what delivery methods. The PMP shall address management by the following
delivery methods Design Bid Build Contract CM@R Contract Design-Build Contract
The PMP shall address all items in the General Scope of Services as defined herein.
PMCM Relationship to METRO – SOW
The Consultant shall report directly to the METRO Manager of Construction. The Consultant shall perform those duties in a
manner consistent with, but not limited to, METRO's approved procedures, update Resident Engineer’s Manual, Project Management Plan, Project Quality Plan and the Quality Assurance Manual.
Pre-Construction Phase - SOW The Consultant will formulate a Project Management Plan (PMP). Provide input on lead times, pricing, procurement strategies and
alternatives for materials and equipment. Identify the recommended division of construction work into bid
packages and order of bidding, and develop a detailed preliminary construction schedule.
Perform periodic reviews of evolving design and make suggestions with regard to means and methods of construction.
Provide constructability recommendations and guidance. Perform construction operations planning. Identify phased construction opportunities and constraints. Develop, review, and update a detailed Critical Path Method (CPM)
construction schedule. Prepare cash flow analyses for both the design and construction
phases.
Pre-Construction Phase – SOW – cont’d
Attend Pre-Bid meeting and assist METRO staff as directed. Prepare project documentation utilizing existing version P3
Primavera Project Manager Software system capable of recording, logging, storing, and retrieving information pertaining to all technical, financial and administrative aspects of project.
Attend Bid Opening. Prepare Agenda for Pre-Construction Conference and distribute to
all parties. Conduct Pre-Construction Conference, prepare and distribute
meeting minutes of Pre-Construction Conference to all parties. Establish coordination and communication procedures. Document Pre-construction Conditions using video and digital
photographs in conjunction with METRO staff and Contractor.
Construction Phase – SOW
Resident Engineering Services Inspection Services Field Contract Administration Design Services Materials Testing Support Construction Project Control Support Services Implement Agency Change Order/Cost Control Plan Document Control Plan Administrative Support
Construction Phase – SOW – cont’d
Construction Safety Program Quality Assurance Program Preparation of Records for Archival Coordination with Others Project Construction Cost Estimates Contractor Schedule Analyses Rail System Integration Rail System Start-up ADA Compliance
Post Construction – SOW Post-Construction Phase Submit final record drawings or "As-Built" drawings. Substantial Completion - shall recommend to METRO when
Project is substantially complete. Final Completion Review all Project agreements. Ensure that all test and inspection records and non-compliance
reports are satisfactorily resolved. Prepare final Project accounting and closeout reports. The Consultant shall organize all pertinent data, purge all files and
send to document control. Prepare the final documentation to release all liens and recommend
final payment and release of bonds and retention. Monitor post-completion plant establishment and warranty items. Ensure contractor compliance with Davis Bacon Wages if required.
Disadvantaged Business Enterprise (DBE) Program
DBE Forms – Submittal Requirements
Proposed DBE Participation (Attachment A) Summary of proposed DBE(s) participation Must meet or exceed the required 3.01% DBE Goal
Rounding will not be allowed Bids submitted that do not meet the DBE Goal will be found non-
responsive and will be removed from consideration No dollars should be recorded on this form, show percentages only
Providing dollar amounts may result in your proposal being deemed non-responsive
Must be signed and dated by authorized representative of Submitter
Subcontractor Contact/Bidder List (Attachment B) Must list all subcontractors contacted by submitter for bids/quotes Must be signed and dated by authorized representative of Submitter
Qualifying DBE Firms
To be counted toward the DBE Goal, DBE firms
Must be certified through the Arizona Unified Certification Program (AzUCP) website www.azdbe.org
Must be certified in the trade for which they are included in the Proposal
Must provide a Commercially Useful Function DBEs must perform or exercise responsibility for at least 30% of total cost
of its contract with its own work force (49 CFR Part 26.55(c)(3))
DBE Forms Proposal Submittal
DBE forms A & B must be submitted with proposal
Proposals submitted without the required forms will NOT be considered
DBE Primes using their own resources to achieve the DBE Goal must include their DBE information on the “Proposed DBE Participation” form (Attachment A)
Good Faith Efforts
The Successful Submitter is required to make every effort to achieve the minimum DBE participation requirements
If the Successful Submitter is unable to achieve the required DBE participation goal, a submission of good faith efforts must be provided and approved prior to contract award
Good Faith Efforts include but are not limited to the following activities: Advertising to the DBE community Hosting an invitation to bid Hosting a pre-qualification meeting Attending City hosted DBE networking events Breaking subcontracting trades into smaller bid packages
DBE Questions
We are fully committed to meeting the DBE requirements established by 49 CFR Part 26 and upheld via the City of Phoenix DBE Program Plan.
Questions regarding DBE compliance should be addressed first to: Wendy Sanderson, DBE Coordinator at [email protected]
or Paula Barocas, DBE Coordinator at [email protected]
All other inquiries should be submitted to:City of Phoenix, Public Transit Department
Programs Oversight Section602-534-9161
Labor Compliance Regulations
City of PhoenixLabor Compliance Office
Monitors and enforces the federal labor standards on federally-funded Capital Improvement Construction
Applies to all federally-funded contracts in excess of $2,000 with few exceptions
All contractors and subcontractors, including lower-tiers, working on the project are subject to Davis-Bacon wages
DBRA(Davis-Bacon & Related Acts)
Davis Bacon Act (DBA) Copeland Anti-Kickback Act Contract Work Hours and Safety Standards Act
(CWHSSA)
Federal Regulations
Code of Federal Regulations, Title 29 Part 3 and Part 5
Applicable Federal Language Wage Decision
Technical Assistance
Contact the City of Phoenix Labor Compliance Office at (602) 261-8287
Online Resources http://www.hud.gov/offices/olr/olrnew.cfm (HUD
funding) http://www.dol.gov/dol/esa/programs/dbra/ (Non-HUD
funding)
Notice to Proposers
RFQ Schedule of Events Request for Qualifications (RFQ) SCHEDULE OF EVENTS The solicitation, receipt and evaluation of SOQs, and the
selection of the Offeror awarded to perform the Work, will conform to the following anticipated schedule: RFQ Release: Monday, May 23, 2011 Pre-Proposal Conference: Tuesday, June 7, 2011 Addendum Issued Friday, June 17, 2011 Last Date for Questions/Inquiries: Friday, July 8, 2011 Final Addendum Issued Tuesday, July 19, 2011 Proposals Due Thursday, August 4, 2011 Oral Presentations (if necessary) Thursday, September 1, 2011 Notice of Intent to Award Tuesday, September 6, 2011 Board Approval Wednesday, October 19, 2011 Notice to Proceed Wednesday, November 2, 2011
Correspondence & Communications
All Request for Qualification documents are available by: Request via e-mail to [email protected]
All correspondence, communications, and/or contacts regarding this RFQ shall be in writing and must be addressed to:
Manager , Procurement & Risk Management ServicesValley Metro Rail, Inc.101 N. 1st Avenue, Suite 1300Phoenix, AZ 85003FAX: 602.271.9361 Email: [email protected]
SOQ Addendum Process
Clarifications or modifications to RFQ Documents Result of issues requiring changes which were
received at Pre-Submittal Conference or identified by the Agency
Projected date for final Addendum is Tuesday, July 19, 2011
Addenda issued only to “Document Holders of Record” who obtained the RFQ documents from METRO
SOQ Delivery, Due Date & Time
SOQs shall be submitted in a sealed package, clearly marked in the lower left hand corner as follows:
RFQ No. LRT-11-173-PMCM (Name of Submitting Firm)Due: August 4, 2011 (Phoenix local time) 3:00 P.M.
SOQs shall be addressed to:Manager , Procurement & Risk Management Services Valley Metro Rail, Inc.101 North 1st Avenue, Suite 1300Phoenix, Arizona 85003
The deadline for submission of SOQs is Tuesday, August 4, 2011 by 3:00 p.m. (prevailing local time), hereinafter referred to as the “Submittal Date”.
SOQ Delivery, Due Date & Time
Timely receipt of a Statement of Qualifications will be determined by the date and time the SOQ is received at the above address. SOQs received after the Submittal Date shall be returned to Offeror(s) unopened and without further consideration by the Agency.
Offerors are encouraged to hand-deliver their SOQs. No facsimile or electronic submissions will be accepted.
Allow a minimum of 15 minutes for parking.
Valley Metro Rail, Inc. Request for Qualifications
(RFQ) Process
Proposal Format
Offerors shall submit one (1) clearly marked original,ten (10) bound copies, for a total of eleven (11)printed, bound copies. Offerors shall also submit one (1) compact disk (CD)
containing a pdf of your Proposal.
Proposal Format / Evaluation Criteria Section I – Introduction (maximum 2 pages)
Introductory Letter
Section II - Evaluation Criteria (maximum 24 pages)
1. Understanding the Project(s) 2. Proposed Work Plan3. Project Schedule4. Organization and Management 5. Description of Firm 6. Firm Project Experience7. Individual Project Experience 8. Sub-consultants9. Key Personnel
Proposal Format / Evaluation Criteria
Section III – Additional Supportive Information(maximum 4 pages)
Resumes, additional project descriptions, additional references, graphs, charts, photos and similar information that Offeror desires to include in support of their Proposal
Section IV – Required Inclusions (not included in page limits)
Required Documents & Acknowledgements
Attachment E DBE Program plus DBE Forms Attachment F Exceptions Form Attachment G Acknowledgment of Addenda Attachment H List of Proposed Subcontractors Attachment I Certification regarding Lobbying Attachment J Certification of Offeror regarding
Debarment, Suspension, and Other Responsibility Matters
Attachment K Responsibility Questionnaire Attachment L Buy America Certificate
Contract Award
Notice of Intent to Award Each Offeror shall be notified in writing of the
Agency’s Intent to Award a Contract at least five(5) working days prior to award of the Contract.
Protest Procedures Protest Procedures
Interested parties have a right to seek resolution of any concerns, issues, or perceived wrongs associated with this procurement. Upon receipt of a written protest(s), issues of concern will be researched and a written final determination to the protesting party will be issued by the Chief Executive Officer of the Agency. In responding to this RFQ, the Offeror agrees that any legal action in any state or federal court relating to this procurement may not be commenced until the administrative Protest Procedures promulgated by the Agency have been exhausted.
Protests must be made in accordance with the Agency’s written protest procedures, which are available from the Manager, Procurement & Risk Management Services, Valley Metro Rail, Inc., 101 North 1st Avenue, Suite 1300, Phoenix, Arizona 85003.
Public Disclosure
Proposals will not be publicly opened. Offerors will specifically mark and clearly label
“CONFIDENTIAL” any materials which are deemed to contain trade secrets or other proprietary information and which are exempt from public inspection and copying.
Post-Award Debriefing
Post-Award debriefings may include, at METRO’s discretion, the following information: The Agency’s evaluation of the significant strengths
and weaknesses or deficiencies in the Offeror’s proposal in accordance with the evaluation criteria;
Past performance information on the debriefed Offeror but not the names of individuals providing reference information about an Offeror’s past performance;
A summary of the rationale for the selection decision; Reasonable responses to relevant questions about
whether the evaluation procedures contained in the solicitation and other regulations were followed.
Post-Award Debriefing
Post-Award debriefings will not include:
Point-by-point comparisons of the debriefed Offeror’s proposal with those of other Offerors;
Specific numerical evaluation scores; Confidential business information.
Questions and Answers
