Pre-Proposal ConferenceCentral Mesa Extension Design-Build Services
RFP No. LRT-12-176-MESADBOctober 13, 2011
Agenda Introductions / Opening Remarks
Loralei Poll
Project Overview / Scope Wulf Grote (P.E.), Dan Ross, Roy Alvarado Marty Spong, Suresh Shrimavle (P.E.),
Harvey Estrada (P.E.), Howard Steere and Marc Ahlstrom (P.E.)
Question and Answers By Panel
Request for Proposal Overview Loralei Poll
Closing Remarks / Adjourn Loralei Poll
Meeting Overview
Be sure to sign in:Sign-In sheets will be available on the METRO website.http://www.valleymetro.org/metro_business_opportunities/current_opportunities/central_mesa_light_rail_extension_design-build_services/
Opportunity:This conference is the sole opportunity to ask questions on the Request for Proposal process and/or technical scope of work with METRO staff.
Questions may be asked as each person goes through their presentation.
Any questions that can’t be answered verbally will require the question be submitted in writing.
Pre-Proposal Questions
Index cards are available, if necessary.
Where possible, verbal answers will be provided. Responses to questions that require further research will be included in a written addendum.
All written questions will be issued to the short-listed qualified firms by written addendum.
Project Overview
Wulf Grote, P.E.Director, Planning & Development
Central Mesa LRT Extension
The Central Mesa Light Rail Extension Project consists of approximately 3.1 miles of double track alignment extending from the Central Phoenix/East Valley (CP/EV) LRT Project’s eastern limits to an end of line station on Main Street between Olive ad Ashland.
Street Configurations
Federal Process
FTA Funding Status Small Starts Program President’s Budget
FTA Project Construction Grant Agreement Summer 2012 target
Current Authorities Design Real Estate Acquisition Utility Relocation
Two Notices to Proceed
Project Team
METRO Marty Spong
Manager, Construction & Utilities
Rick Mason (PB Wong)Project Manager
Loralei PollSenior Contract Administrator
City of Mesa Marc Ahlstrom, P.E.
Deputy EngineerCity of Mesa Engineering Department
Project Controls
Dan RossCapital Projects Schedule Manager
Project Controls – Project Budget
SCC - Descrription2011 Dollars ($)
Adjusted30% Estimate
Escalation to 2014 (Midpoint of
Construction)
TOTAL - 10 - Guideway & Track Elements $ 21,026,290 $ 22,833,775 TOTAL - 20 Stations Stops & Terminals $ 12,762,028 $ 13,864,334 TOTAL - 40 Sitework & Special Conditions $ 41,382,377 $ 43,635,214 TOTAL - 50 Systems $ 17,427,880 $ 18,917,215
TOTAL Construction $ 92,598,575 $ 99,250,538
80 - Professional Services
Final Design $ 7,300,826 $ 7,300,826 Partnering $ 10,000 $ 10,000 Off-duty Police $ 500,000 $ 500,000 Project Schedules and Reports $ 250,000 $ 250,000
Legal; Permits; Review Fees by other agencies, cities, etc. $ 2,000,000 $ 2,000,000
Surveys, Testing, Investigation, Inspection $ 2,000,000 $ 2,000,000 Construction Vehicles (5) (Metro Personnel) $ 400,000 $ 400,000 Contractor commissioning - Startup Support $ 750,000 $ 750,000 Design Services During Construction $ 2,000,000 $ 2,000,000
TOTAL - 80 Professional Services $ 15,210,826 $ 15,210,826
TOTAL PROJECT COST $ 107,809,401 $ 114,461,364
Project Controls Updated Project Schedule
See Attached
Project Controls Updated Project Schedule
See Attached
Right of Way Activities
129 Parcels Impacted 81 Owners Priority Properties Identified 39 Priority 1 Parcels + USA Fee Areas 9 Priority 2 Parcels 81 Priority 3 Parcels
Preliminary Title Reports Ordered on All Properties 123 Reports (including all of the Priority 1 & 2 parcels)
have been received
Acquisition Activities
Phase 1 Environmental studies have begun Appraisers selected from the RFQ Appraisals by ARCADIS
Priority 1 Properties
Park-and-Ride Area 9 Parcels
Cut and Re-face (building impacts) 7 Parcels
Complicated Acquisitions Time Consuming, Corporate Ownership, Foreclosure, Severe Impacts, Relocation, etc. 19 Parcels
TPSS and Signal Building Locations 5 Parcels
Priority 2 Properties
Less complicated and less time consuming
Required to support construction sequence
Potholing, Third Party Utility and Easements
Roy AlvaradoUtility Manager
Subsurface Utility Engineering
Five Phases Utility crossing the guide-way Utility that crosses above and
below SRP Irrigation facilities Pothole for proposed offset
manholes Storm drain laterals and
proposed catch basins City of Mesa Irrigation System
Materials – Backfill Encounter slurry/concrete Concrete pieces River run
CCTV and Easements
CCTV Sanitary Sewer City of Mesa – Irrigation System SRP Irrigation – (3) crossing
Easements USA Fee Exchange (7) Locations CenturyLINK Parcels CME2210 and CME2218
PUFE
Third Party Utilities
AT&T (Main Street: Alma School Rd. to Country Club Dr.) Manholes
CenturyLINK (a.k.a. Qwest) Massive Duct Banks Manholes
Cox Communications Fiber and Coaxial Cable
Salt River Project – Electric Salt River Project – Water Zayo Fiber Solution
Construction Overview
Marty SpongManager, Construction & Utilities
Storm Drain Manholes
84” storm drain under the trackway
Manholes moved outside the trackway
Manholes up to 20’ deep 9 sites between Alma
School & Hobson 2 sites in downtown
Trenches specific to the area
Traffic impactsRemoving debris from trench
Manholes
Compacting subgrade prior to placement of pipe
Forming and rebar installed
Manholes
Concrete placement on manhole Finishing base section of manhole
Utility Relocation
12-inch sewer line
Repairing damage to telephone/fiber optics line
Mesa Temple
Pioneer Park
Activity Centers
Downtown Mesa
Mesa Center Plaza
Activity Centers
Downtown Mesa – Main Street
Systems Overview
Suresh Shrimavle, P.E.Chief Maintenance Engineer
Systems
Coordination during construction Systems Integration Group shall focus on promoting awareness of
Systems Engineering Principles and Benefits during the execution of D-B Contract
Share Systems Engineering knowledge and recommended practice application
Group shall focus on providing learning and knowledge exchange opportunities for promoting Systems Engineering principles and application
Start Up
Design Overview
Harvey EstradaDesign Manager
Design Intent
Guideways Streets Station locations
Public Involvement
Howard SteerePublic Involvement Manager
Community Relations
Public Involvement Goals: Minimizing impacts to businesses, residents and traveling public Maintaining positive community relations Work with contractor to be prepared to respond to public comment and
concerns in a proactive manner Provide the public advance notification of possible street lane closures,
detours, and rerouting of transit services
Public Involvement Activities: 60% & 90% Design review Construction Kickoff – D-B Contractor Meet & Greet Community Working Group updates
Community Relations
Day-to-day coordination / notification 14 day advanced notice access affected in front or adjacent to any property 7 day advanced notice all street closures & water/sewer shutdown 72 hours advanced notice for temporary traffic control 48 hours advanced notice for major street closure 24 hours advanced notice of water shutdown, local street/alleyway closure
Written documentation of stakeholder communication
Construction Signage
The Contractor shall provide courtesy signage, banners and customized traffic guide signage for businesses directly impacted by the light rail construction zone A-frames Banners ROW Street signage
Community Advisory Board
Serves as the voice of the community during construction Regular construction review meetings Evaluate the Design-Build Contractor’s performance
throughout construction Composed of: Residents Business representatives Property owners
Staff
METRO Lisa Procknow, Public Involvement Coordinator Gary Flunoy, Business Assistance Specialist Howard Steere, Public Involvement Manager
City of Mesa Neighborhood Outreach Coordinator Engineering Communications Coordinator Economic Development Ombudsman
D-B Contractor Community Outreach contact
City of Mesa
Marc Ahlstrom Deputy Engineer
City of Mesa
Transit Outreach Coordinator Engineering Public Relations Economic Development Project Manager
City of Mesa
Project has broad community and political support Downtown Mesa is unique Public involvement in downtown will be critical to
maintaining good relationships Maintaining access to businesses is essential Close coordination with many City departments
will be needed
Disadvantaged Business Enterprise (DBE) Program
&Labor Compliance Regulations
DBE Goal and City of PhoenixLabor Compliance Office
A separate meeting has been scheduled for DBE Goal and Labor Compliance
This meeting is set for:Monday, October 24, 2011 - 9:00 A.M.
METRO Board Room101 N 1st Avenue, Suite 1300
Phoenix, AZ 85003
Your outreach people need to attend this meeting
Insurance Requirements
Contractor Provided Insurance
Commercial General Liability, minimum $5 Million per occurrence; naming AGENCY as Additional Insured
Auto Liability, minimum $5 Million per occurrence; naming AGENCY as Additional Insured
Workers Compensation statutory limits; employer’s liability $1 Million minimum policy limit
Professional Liability, minimum $5 Million per occurrence; naming AGENCY as Additional Insured
All risk builder’s risk insurance with a limit of liability equal to the final completed value of the Work; naming AGENCY as loss Payee
Valley Metro Rail, Inc.Request for Proposal (RFP)
Process
Correspondence &Communications
All correspondence, communications, and/or contacts regarding this RFP shall be in writing and must be addressed to:
Manager of Procurement & Risk Management ServicesValley Metro Rail, Inc.101 N. 1st Avenue, Suite 1300Phoenix, AZ 85003FAX: 602-271-9361 Email: [email protected]
Notice to Offerors
Step 1 solicitation was the (RFQ) and those firms who have been short-listed are here today.
Step 2 is the Request for Proposal (RFP) which requires a detailed technical package of the proposed design solution, additional team information and cost to complete the project.
Proposal Process
Request for Proposal documents have been provided on CDs to short-listed firms. If you have not received: Request via e-mail to [email protected]
All questions regarding this solicitation must be submitted in writing to Manager, Procurement & Risk Management Services E-mail to [email protected], or Fax to 602.271.9361
Schedule of Events
Request for Proposal (RFP)Solicitation, receipt and evaluation of proposals, and the selection of the Offeror awarded to perform the work, will conform to the following anticipated schedule: RFP Release Monday, September 26, 2011 Pre-Proposal Conference Thursday, October 13, 2011 First Addendum Issued Wednesday, October 26, 2011 Last Date for Questions/Inquiries Thursday, November 10, 2011 Final Addendum Issued Tuesday, November 22, 2011 Proposals Due Thursday, January 05, 2012 Presentations/Discussions Thursday, February 02, 2012 Final Revised Proposal (FRP) if necessary Monday, February 06, 2012
Schedule of Events – cont’d
Notice of Intent to Award Monday, February 13, 2012
Commence Contract Negotiations Thursday, February 09, 2012
Conclude Contract Negotiations Friday, February 24, 2012
Rail Staff Working Group Agenda Due Wednesday, February 29, 2012
Rail Management Committee Approval Wednesday, March 07, 2012
Board Approval (3rd Wednesday) Wednesday, March 21, 2012
Contract Execution Wednesday, March 28, 2012
Notice To Proceed Friday, March 30, 2012
RFP Addendum Process
Clarifications or modifications to RFP Documents Result of issues requiring changes which were
received at Pre-Proposal Conference, RFI or identified by the Agency Projected date for final Addendum is Tuesday,
November 22, 2011 Addenda issued only to “Short-Listed Firms” who
obtained the RFP documents from METRO
RFP Delivery, Due Date & Time
RFPs shall be submitted in a sealed package, clearly marked in the lower left hand corner as follows:
RFP No. LRT-12-176-MESADB (Name of Submitting Firm)Due: January 5, 2012 (Phoenix local time) 3:00 P.M.
RFPs 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 RFPs is Thursday, January 5, 2012 by 3:00 p.m. (prevailing local time), hereinafter referred to as the “Submittal Date”
RFP Delivery, Due Date & Time
Timely receipt of Proposals will be determined by the date and time the Proposal is received at the above address. Proposals 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 Proposals. No facsimile or electronic submissions will be accepted.
Required Documents & Acknowledgements
Offerors shall complete and submit the following attachments: Attachment F – Exceptions Form Attachment G – Addenda Acknowledgement Attachment H – List of Subcontractors Resubmit with RFP response
Attachment I – Lobbying Certificate Submitted with RFQ Response
Attachment J – Certification Submitted with RFQ Response
Required Documents & Acknowledgements
Attachment K – Responsibility Questionnaire submitted with RFQ Response
Attachment L – Buy America Certificate Attachment M – Labor & Material Payment Bond after final negotiation with highest ranked Design-Builder
Attachment N – Performance Bond after final negotiation with highest ranked Design-Builder
Attachment Q – Bid Bond (10%) submit in separate envelope with price proposal
Attachment R – Price Proposal submit in separate sealed envelope
Submittal Requirements
The RFP (Step 2) response will be submitted in two separate envelopes. Firms will first be graded on technical proposals
(envelope #1). After selection committee has determined the
scores based on the technical proposals, the price(envelope #2) will be opened and the firm with thebest overall point score will be selected for award. The price envelope will be opened last so as not to
sway the technical evaluators looking at envelope#1 of the Proposal.
Proposal Format
Offerors shall submit one (1) clearly marked original,seven (7) bound copies, for a total of eight (8) printed,bound copies Offerors shall also submit one (1) compact disk (CD)
containing a PDF of their Technical Proposal andPrice Proposals in separate folders.
Proposal Format / Evaluation Criteria
Technical Proposals Introduction – cover letter (5 pages) Design-Build Approach (30 pages) 300 pts Quality Management Plan Staffing Plan Risk Management Plan
Proposed Project Schedule (10 pages) 200 pts
Proposal Format / Evaluation Criteria
Design Phase Approach (50 pages) 500 pts Design Process Narrative Preliminary Design Drawings & Specifications Package
Construction Phase Approach (20 pages) 200 pts Project Close Out & Warranty (10 pages) 100 pts Technical Proposals Total 125 Pages (1300 points)
Price Proposal (20 pages) 700 pts Price Proposal Total 20 Pages (700 points)
Selection Process
Sealed Proposals (not publicly opened)
Responsiveness Determination
Selection Committee Evaluation Score and rank Technical Proposals per published
Evaluation Criteria Open Price Proposals Presentation / Discussions (optional) Final Revised Proposal (FRP) (BAFO) Final Ranking
Stipend
Offerors are solely responsible for all costs and expenses of any nature associated with responding to this RFP METRO shall award a stipend based on the project’s
final budget in the amount of two-tenths of one percent to each short-listed Offeror who provides a response Stipend agreement or waiver must be signed
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 daysprior 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. Uponreceipt of a written protest(s), issues of concern will be researchedand a written final determination to the protesting party will be issuedby the Chief Executive Officer of the Agency. In responding to thisRFQ, the Offeror agrees that any legal action in any state or federalcourt relating to this procurement may not be commenced until theadministrative Protest Procedures promulgated by the Agency havebeen exhausted.
Protests must be made in accordance with the Agency’s writtenprotest procedures, which are available from the Manager, Contracts& Procurement Valley Metro Rail, Inc. 101 North 1st Avenue, Suite1300, Phoenix, Arizona 85003.
Public Disclosure
Proposals will not be publicly opened. Proposals received are public records. Subject to public inspection and copying after the
contract award. 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 discretion, the following information: The agency’s evaluation of the significant strengths and
weaknesses or deficiencies in the Offeror’s proposal inaccordance with the evaluation criteria;
Past performance information on the debriefed Offerorbut not the names of individuals providing referenceinformation 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 thesolicitation 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