request for proposals professional services for program

REQUEST FOR PROPOSALS

Professional Services For

Program Management and Project Controls For

Programs and Various Transportation Projects In

Alameda County

RFP A07-004

Issued by:

Alameda County Congestion Management Agency (CMA)

Date: March 12, 2007

RESPONSES DUE:

3:00 p.m., March 26, 2007

Alameda County Congestion Management Agency 1333 Broadway, Suite 220

Oakland, CA 94612

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TABLE OF CONTENTS

1.0 INTRODUCTION............................................................................................................. 3 2.0 SERVICES TO BE PROVIDED / SCOPE OF WORK / CONTRACT TERM ......... 3

2.1 Areas of Expertise ..................................................................................................... 3 2.2 Typical Services ........................................................................................................ 4

3.0 PROGRAM / PROJECT DESCRIPTION..................................................................... 5 4.0 PROPOSAL SUBMITTAL REQUIREMENTS............................................................ 5

4.1 Proposal ..................................................................................................................... 5 4.2 Transmittal Letter ...................................................................................................... 5 4.3 Project Understanding ............................................................................................... 6 4.4 Approach and Management Plan............................................................................... 6 4.5 Qualifications, Experience and Availability.............................................................. 6 4.6 Additional Relevant Information............................................................................... 6 4.7 References ................................................................................................................. 6 4.8 Submittal of Proposals............................................................................................... 7

5.0 SELECTION OF CONSULTANT.................................................................................. 7 6.0 SELECTION PROCESS DATES ................................................................................... 7

7.0 GENERAL CONDITIONS ………………..……………………………………..….8 8.0 ATTACHMENTS ........................................................................................................... 10

8.1 Attachment A – Proposed Scope of Work / Deliverables ....................................... 10 8.2 Attachment B – Sample CMA Contract .................................................................. 10

8.3 Attachment C - List of Firms That Received Notice of this RFP………………… 10

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REQUEST FOR PROPOSALS Professional Services

For Program Management and Project Controls

For Programs and Various Transportation Projects

In Alameda County RFP A07-004

1.0 INTRODUCTION The Alameda County Congestion Management Agency (CMA) is responsible for planning, programming and coordinating Federal, State, and Regional funds for transportation projects within Alameda County. The CMA is also involved in the delivery of various projects and programs in Alameda County. The CMA desires to have a consultant team available to work to assist CMA staff with CMA Program Management and Project Control efforts on a task order basis for various Transportation Projects and programs in Alameda County. 2.0 SERVICES TO BE PROVIDED / SCOPE OF WORK / CONTRACT TERM The CMA intends to retain a qualified professional engineering firm/team to provide task order based services to assist CMA staff with program management and project controls for various Transportation Projects and programs in Alameda County. The successful consultant team shall demonstrate competency in all fields of expertise required by this Request for Proposals (RFP), as defined in Attachment A, and shall confirm the availability of the qualified personnel proposed to perform the services required. The term of the contract anticipated as a result of this RFP will be a two-year base term with up to two one-year extensions following the base term. The CMA at its sole discretion, may, but has no obligation to, exercise one or both of the one-year extensions. 2.1 AREAS OF EXPERTISE The successful proposal shall demonstrate the capacity, experience and expertise in program management and project controls of transportation projects including transportation projects on the State Highway System, bus/transit projects, and Intelligent Transportation Systems (ITS) projects. For projects on the State Highway System, deliverables shall be prepared in accordance with current Caltrans standards, policies and procedures. For projects not on the State Highway System, deliverables shall be prepared in accordance with applicable local and regional standards, policies and procedures. The successful consultant team shall identify the specific areas of expertise required to perform the services requested in this RFP.

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The Proposer’s shall have sufficient experience in and comprehensive knowledge of Program Management and Project Controls (PM/PC). Minimum knowledge and experience shall include:

1. The Proposer must possess previous professional experience in project planning, project design, and construction management services on a minimum of five major state Transportation Projects within the last seven years.

2. The Proposer shall be a multi-disciplinary professional consulting firm or team,

specializing in cost, schedule, and quality control capabilities. 3. Minimum professional skills/disciplines to successfully accomplish the project

and which must be included in the Proposer’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 - Intelligent Transportation Systems (ITS)

4. The Proposer shall have sufficient experienced staff possessing comprehensive

knowledge to provide complete PM/PC services for all elements in the Task Order Scope of Work.

5. The Proposer shall possess knowledge of all applicable regulations and codes and

shall be familiar with local conditions relating to the project work in Alameda County, Caltrans, AC Transit, BART and the various cities in the CMA jurisdiction design standards.

2.2 TYPICAL SERVICES All project services and deliverables must adhere to current Caltrans requirements for project development of improvements on a facility included on the State Highway System. For projects not on the State Highway System, deliverables shall be prepared in accordance with applicable local and regional standards, policies and procedures. These requirements include adherence to design standards, regulations, policies and procedures for all work within State right of way at the time of project advertisement. Compliance with current Federal Highway Administration requirements is also necessary for all work on the Interstate System. Any work beyond the limits of the State right of way must

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adhere to current standards for the appropriate local agency. All work must be performed and work products prepared in a format and manner customarily anticipated by the appropriate approving agency.

Each proposal should assume that the consultant firms shall furnish all business equipment required for the work such as computers, fax machines, furniture, telephones and expendable supplies such as binders, pens, pencils, etc. Onsite services will be required as part of this RFP. The successful firm will be required to sublease office space within or adjacent to CMA offices in accordance with number of onsite staff.

3.0 PROGRAM / PROJECT DESCRIPTION Alameda County’s freeways and highways remain the most congested in the nine-county Bay Area. Maintaining the existing system and expanding its capacity and efficiency will require creative transportation strategies. Building off past successes, the CMA looks forward to initiating a number of innovative projects and programs. The CMA intends to identify potential improvements to the Alameda County transportation system that will contribute to the goal of improving transportation in Alameda County. CMA implements projects and programs and provides assistance to project sponsors. The purpose of the program management and project controls is to ensure that the project delivery meet the Federal, State and local agency requirements. For the purposes of this RFP, the proposal should be based on the attached project listing, in Attachment A. 4.0 PROPOSAL SUBMITTAL REQUIREMENTS Please prepare your proposal in accordance with the following requirements. 4.1 Proposal The proposal (excluding resumes and the transmittal letter) shall not exceed a total of the equivalent of 25 single-sided, 8.5” x 11” pages. Font size shall be at least 12 point. Resumes should be included in an appendix. 4.2 Transmittal Letter The proposal shall be transmitted with a cover letter describing the firm/team’s interest and commitment to the proposed project. The letter shall state that the proposal shall be valid for a 90-day period and should include the name, title, address and telephone number of the individual to whom correspondence and other communications should be directed during the consultant selection process. The transmittal letter should be no longer than two pages. The person authorized by the firm/team to negotiate a contract with the CMA shall sign the cover letter. Address the transmittal letter as follows:

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Frank R. Furger, P.E., Chief Deputy Director CMA RFP A07-004 Alameda County Congestion Management Agency 1333 Broadway, Suite 220 Oakland, CA 94612

4.3 Project Understanding Consultants should clearly convey their understanding of the nature of the work, including coordination with and approvals from the CMA and any other agencies engaged in the project delivery process. 4.4 Approach and Management Plan This section should provide the firm’s/team’s proposed overall approach and management plan for providing the requested services on a task order basis. Include an organization chart showing the proposed relationships among consultant staff and the CMA staff, as well as any other parties that may have a significant role in meeting the objectives spelled out in this RFP. This section should also include the approach, broken down by task, to providing the services requested in this RFP and any deliverables based on the approach. The typical approach for each of the deliverables should identify the significant activities and stakeholders involved in preparing the deliverable. The description of the approach to each deliverable should be no longer than two pages. 4.5 Qualifications, Experience and Availability This section should provide the qualifications, experience and availability of the consultant team for this project. Please emphasize the specific qualifications and experience from projects similar to this project for the key team members. Key team members include the individuals that will be responsible for each of the significant deliverables listed in the Approach and Management Plan Section of the proposal and should be identified along with the overall project/contract manager (also considered a key team member). Resumes for each key team member should be included in an appendix. The resumes of key team members should include descriptions of any recent experience providing services similar to those requested by this RFP and references for such similar experience. Key team members will be expected to be committed for the duration of the project on a regular, continuous basis. Replacement of any key team member will not be permitted without prior consultation with, and written approval by the CMA. 4.6 Additional Relevant Information Provide additional relevant information that may be helpful in the selection process. 4.7 References For each key team member, provide at least three references (names and current phone

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numbers) from recent work (previous three years) similar or relevant to this project. Include a brief description of each project associated with the reference, and the role of the respective team member. These references should be included with the resumes in an Appendix as mentioned above in Section 4.5. 4.8 Submittal of Proposals Seven (7) copies of your proposal are due at the CMA offices no later than the time and date specified in Section 6.0, below. Envelopes or packages containing the proposals should be clearly marked, “Proposals Enclosed- ACCMA RFP A07-004.” 5.0 SELECTION OF CONSULTANT The overall process will be to evaluate the technical components of all the proposals completely and independently. The proposals will be evaluated based on the following criteria:

1. Qualifications and specific experience of key team members. 2. Project understanding and approach, including an understanding of CMA, Caltrans

and other agency review, approval and coordination processes. 3. Experience with similar types of projects. 4. Satisfaction of previous clients. 5. Schedule and capacity to provide qualified personnel.

Two or more of the firms/teams may be invited for interviews. The project manager and key team members should attend the interview. The evaluation/interview panel may include representatives from the CMA, Caltrans, and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. Costs for travel expenses and proposal preparation shall be borne by the consultants. Once the top ranked firm/team has been determined, CMA staff will start contract negotiations with that firm/team. If contract negotiations are not successful, the second ranked firm/team may be asked to negotiate a contract with the CMA, and so on. Provided negotiations are proceeding well, the CMA may elect to initiate a portion of the work scope with a Notice to Proceed (NTP), prior to execution of the contract. 6.0 SELECTION PROCESS DATES

March 20, 2007

Questions pertaining to this RFP should be emailed to Liz Brazil prior to the pre-proposal meeting at the following email address: [email protected]. Responses to the material questions received by 5:00 p.m. on this date will be provided at the pre-proposal meeting.

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mailto:[email protected]

March 21, 2007

A Pre-proposal Meeting will be held at 10:00 a.m. at the CMA offices, 1333 Broadway, Suite 220, Oakland, CA 94612. Attendance is optional.

March 26, 2007 Proposals are due no later than 3:00 p.m. on March 26, 2007 at the CMA offices, 1333 Broadway, Suite 220, Oakland, CA 94612. Late submittals will not be accepted.

March 28, 2007 Interviews for consultant selection will be held on March 28, 2007. (If necessary)

All questions pertaining to this RFP should be emailed to Liz Brazil, Contracts Administrator, at the following email address: [email protected]. All such emails must include the subject line “CMA RFP A07-004 Question:” and then the stated question in the body of the email. CMA will be unable to provide individual responses, and CMA will not respond to the questions posed by means other than email. Responses to all questions submitted by the March 20, 2007, deadline that may have a material impact on the proposal will be provided to all attendees of the pre-proposal meeting discussed above, and will also be posted on the CMA website: www.accma.ca.gov.

7.0 GENERAL CONDITIONS A. Limitations This RFP does not commit the Alameda County CMA to award a contract or to pay any costs incurred in the preparation of a proposal in response to this RFP. B. Rejection of Proposals The Alameda County CMA reserves the right to reject any or all proposals. C. Award All finalists may be required to participate in negotiations and to submit such price; technical or other revisions of their proposals as may result from negotiations. CMA will select the consultant based on qualifications, and that price is subject to negotiation. A pre-award audit of the consultant may be required. If so, cost negotiations cannot be completed until after the audit report is received. D. Work Scope Modifications The Alameda County CMA reserves the right to request changes to the staffing and/or scope of services contained in any of the proposals and to enter negotiations with any of the proposers regarding their submittal. E. Contract A sample contract is shown in Attachment A. It is expected that the terms of the contract will

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mailto:[email protected]

http://www.accma.ca.gov/

be acceptable to the consultant unless exceptions are included in the submittal. F. Non - Discrimination Contractors shall not discriminate on the basis of race, color, national origin, sex, or physical disability in the performance of CMA contracts. G. Conflict of Interest The consultant providing Project Control Services to CMA ("Consultant") represents CMA in managing and reviewing invoices of other CMA consultants, subconsultants, contractors and subcontractors. To avoid the appearance of undue influence, the Consultant, and the team of firms and individuals which comprise the Consultant ("Team"), is prohibited from pursuing any contract directly with CMA as a prime consultant or part of a Joint Venture, Limited Liability Company or Partnership in the prime consultant role. The Consultant is also prohibited from participating in any contract as a subconsultant.

However, because there are a limited number of firms with the expertise required both for participation on the Project Control Team and for participation on the projects themselves, CMA does not want to unfairly limit the ability of CMA and Project Sponsors to use these firms, and in fairness to the firms themselves, many of which are small and/or local businesses, Team members may participate on such projects as subconsultants, as long as they do not enter sole source relationships with any prime consultant.

The Team members should not, however, be placed in a position where a Team member would be responsible for reviewing that Team member's own work. If any Team member is selected as a subconsultant on a project administered by CMA, then that Team member may not have any role in managing, coordinating or monitoring that project or contract on behalf of CMA. If application of this prohibition requires the removal of that Team member from an ongoing role or responsibility, the Consultant shall be responsible for ensuring continuity of such project control services at the Consultant's own cost.

H. Levine Act Selected consultants will be required to disclose on the record any contribution of more than $250.00 which they have made to a CMA Board member within the twelve-month period preceding the submittal deadline of this RFP. This applies to your company, any member of your team, any agents for you or other team members and to the major shareholders of any closed corporation, which is part of your team. If you have made a contribution which needs to be disclosed you must provide written notice of the date, amount and receipt of the contribution(s) to the CMA’s Executive Director, Dennis Fay. This information will need to be provided before the CMA can approve any contract. I. SBE and LBE Policy

CMA has adopted a Small Business Enterprise (SBE) Policy, pursuant to which the CMA encourages all prime contractors to utilize qualified SBE subcontractors on CMA projects, CMA promotes the direct purchase of goods from qualified SBEs by utilizing SBE vendors when such vendors are available and the price of the goods sought is

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reasonable, and, for professional services contracts, CMA seeks the utilization of qualified SBEs when such SBEs are available. All prime contractors are required to report on SBE usage during the term of each contract, using a form provided by CMA. For purposes of CMA’s SBE Policy, an SBE shall be a “small business” within the meaning of 13 CFR Part 121 and California Government Code Section 14837. In the event that the CMA’s SBE Policy conflicts with any Federal, State or other funding source’s programs, policies, regulations or requirements, CMA shall make the SBE Policy consistent with said funding source’s programs, policies, regulations and requirements to the extent permissible by law. CMA’s SBE Policy is neutral as to race, ethnicity, national origin, age, sex, religion, sexual orientation and other protected classes. CMA has also adopted a Local Business Enterprise (LBE) Policy, pursuant to which the CMA encourages all prime contractors to utilize qualified LBE subcontractors on CMA projects. CMA promotes the direct purchase of goods from qualified LBEs by utilizing LBE vendors when such vendors are available and the price of the goods sought is reasonable, and, for professional services contracts, CMA seeks the utilization of qualified LBEs when such LBEs are available. All prime contractors are required to report on LBE usage during the term of each contract, using a form provided by CMA. I. DBE PROGRAM As a condition of receiving federal funds, CMA has signed an agreement with Caltrans pursuant to which CMA has agreed to implement Caltrans’ Disadvantaged Business Enterprise (DBE) Program Plan (hereinafter referred to as the DBE Program) as it pertains to local agencies. The DBE Program is based on U.S. Department of Transportation (DOT), Title 49, Part 26, Code of Federal Regulations requirements. 8.0 ATTACHMENTS The following documentation is attached:

8.1 Attachment A – Proposed Scope of Work / Deliverables 8.2 Attachment B – Sample CMA Contract 8.3 Attachment C – List of Firms That Received Notice of this RFP

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Attachment A – Proposed Scope of Work / Deliverables

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1. Background and Description of Work The Alameda County Congestion Management Agency (CMA) is advancing multiple transportation improvement projects including the following listing by CMA project number.

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Task 1.0 PROJECT CONTROLS and SPECIAL PROJECT SERVICES The PM/PC will take the lead role in developing and maintaining a Project Controls System based on CMA’s accounting system Fundware and in providing project delivery assistance for CMA Capital Projects as authorized on a task order basis. 1.1 Cost Control/Reporting The PM/PC will maintain a comprehensive program cost reporting system that will provide timely and accurate data and assist CMA management in controlling and adjusting program requirements, needs, materials, equipment and systems, to complete CMA Capital Projects within the approved budget. The PM/PC shall perform a monthly cost trends analysis identifying existing and anticipated cost trends and recommend corrective actions to CMA to keep the project within the approved budget. Cost control and trend reporting will be performed using personal computers utilizing a relational data base program. The PM/PC will prepare monthly Project Cost Report for each transportation project every month for use by CMA staff. The Project Cost Report including cash flow graphs will be prepared and combined as part of an executive level Program Cost Report. The Cost Reports will be prepared in a format acceptable to CMA. The report will include original budget, current budget, incurred expense, commitments and forecast at completion. Other Cost Reporting tasks include: - Cash flow analysis to determine the funding needs that must be encumbered for the CMA Capital Projects on a yearly basis. - Cost Trend Analysis - Variance Analysis. - Supporting CMA staff in overseeing the Program's compliance with State and Federal guidelines for funding eligibility and liaison with other agency staff. Deliverables

- Draft and Final Versions of Cash Flow Analysis Report. - Draft and Final Versions of Cost Trend Analysis Report. - Draft and Final Versions of Project/Program Cost Reports.

1.2 Schedule Control/Reporting PM/PC will review and/or develop the CMA Program Schedule and individual Project Schedules utilizing Primavera Project Planner software. Further development of detailed

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working schedules for final design, procurement, construction, utilities and right-of-way and project study reports will be required of each project. These detailed Working Schedules will be sub-elements of each Project Schedule and overall Program Schedule and include schedule variance analysis (plan vs. actual), trends analysis, 3-month look-ahead, and percentage complete. PM/PC will attend meetings, as required, to gather information for schedule updating and reporting. PM/PC will report progress against the CMA Program Schedule, individual Project Schedules, and Project sub-element Working Schedules and update these schedules at least monthly. PM/PC will conduct a twice monthly meeting, or as required, to coordinate and discuss schedule-related issues with Project, Program and CMA staff. At the direction of the Chief Deputy Director, PM/PC team will perform special schedule studies, including schedule exceptions analysis, and prepare recommendations for schedule workarounds. Deliverables:

- Monthly Project Schedule Updates - Meeting Agenda - Written summaries of Special Schedule Studies

1.3 Management Reporting PM/PC will prepare and distribute a monthly executive level Project Report. The report will contain an executive summary, a listing of areas of concerns and action, a report for each milestone on the Project Schedule, and a copy of the updated Project Schedule. Once a month, PM/PC will prepare and issue copies of the updated CMA Program Schedule including all updated Project Schedules, to all interested program participants. PM/PC, working in cooperation with each Project Design Team, will issue copies of the Working Schedules to appropriate Program staff members whenever it is updated. Specialty schedule graphics will be prepared and distributed, as required. At the request of CMA's Chief Deputy Director, the PM/PC will prepare special management reports for the CMA Executive Management, CMA Board of Directors, Advisory Committees, and Caltrans. Deliverables: - Monthly Executive Project/Program Report

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1.4 Document Control The CMA will have the PM/PC prepare and implement a Document Control Plan which will manage repositories of documents and historical information for specific projects and to ensure a consistent style and approach to creation, update and format of documents The PM/PC will also be responsible for accumulating, distributing and preserving records of documents originating from project participants. The Project Design Team Consultants will be responsible for Drawing Control. Deliverables:

- Documentation Describing Document Control System

1.5 Value Engineering Reviews The PM/PC will perform value engineering reviews on the CMA Capital Projects. These reviews will be conducted at the (35%) and (65%) design level. The PM/PC will utilize a certified Value Engineering specialist to conduct this independent review. Deliverables: - Value Engineering Reports 1.6 Program Management Advisor and Construction Oversight Manager The PM/PC will provide a dedicated Program Management Advisor (PMA) responsible for the management and delivery of program controls and, as requested by CMA, design and construction management oversight support services. The Program Management Advisor will be the responsible contact for the consultant’s contract, and will facilitate timely submission of documentation and required submittals. The Program Management Advisor will assist with managing performance of project planning, design oversight, cost and schedule control of CMA consultant’s work, and progress reporting to CMA. PM/PC will provide a Construction Oversight Manager if requested by CMA and will oversee the construction of projects as might be requested by CMA and manage construction oversight inspection staff as may be assigned to CMA Capital Projects by CMA. 1.7 Program Management Plans and Procedures A Program Management Plan will be prepared for the CMA designated projects. The PM/PC will prepare, maintain and update this plan to reflect the needs of CMA organization.

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Project Procedures for the Program Controls, Design and Construction Oversight phase for the various CMA projects will also be the responsibility of the PM/PC. Deliverables: - Draft and Final Versions of Program Management Plan 1.8 Public Information Program Support The PM/PC will support CMA’s community outreach program for the CMA Capital Projects. It is anticipated that this will be limited to the preparation of cost, community relations schedule and construction information on the CMA Capital Projects for CMA’s Marketing department. 1.9 Quality Assurance Program The PM/PC will develop and maintain a detailed Quality Assurance Program for the CMA Capital Projects that includes the design and construction phases of the Program. The PM/PC will be responsible for providing a quality assurance coordinator to conduct periodic quality audits of design and construction work phases. 1.10 Project Liaison and Coordination The PM/PC will support CMA staff in coordinating program activities and maintaining good working relationships with the following:

- Caltrans and other State Agencies - Federal Highway Administration and other federal agencies - CMA Advisory Committees - Cities, the County, and special districts along highway project sites - Utility Companies - Private Companies along highway project sites - Railroad

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Task 2.0 CONSTRUCTION MANAGEMENT OVERSIGHT ASSISTANCE The PM/PC is to be prepared to provide the following Construction Management Oversight support services to CMA as may be requested by CMA through cooperative agreements with Caltrans. 2.1 Construction Management Oversight The CMA may have the PM/PC prepare a Construction Management Plan in cooperation with Caltrans and the affected local agencies. 2.2 Civil Construction Inspection PM/PC should have the ability to supply civil inspection staff and field administration staff for specific selected projects. Inspection staff shall be knowledgeable with Caltrans standard specifications and requirements. 2.3 Construction Scheduling The PM/PC, as part of its Program Controls responsibility, may be required by CMA to provide experienced project control engineers on all major civil and structural contract packages. The project control engineer will review and approve all contract schedule submittals, attend weekly construction field meetings, support CMA'S negotiating team for change notices and change orders, and prepare a written construction schedule status report for each contract on a monthly basis. 2.4 Caltrans Project Coordination Process The PM/PC may be requested by CMA to provide assistance in the coordination of the Caltrans review process for project’s construction contract change orders. 2.5 Contract Conditions The PM/PC may be responsible for reviewing Caltrans standard and special conditions for each construction contract package. 2.6 Biddability Review at 100% PS&E The objective of the Biddability Review is to coordinate the integration of bid documents, Special Conditions, General Conditions, and Technical Specifications for projects scheduled to bid for construction. PM/PC will perform biddability reviews to the level of effort agreed to with CMA.

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2.7 Turnover Program

The PM/PC will prepare a plan which details the necessary steps to have construction projects completed and turned over for Caltrans maintenance. This plan will include but is not limited to: • As built drawings • Comprehensive punch list for the Contractor and CMA • Submittal of warranties and project relief of maintenance signed 2.8 Constructability Reviews The PM/PC, as an ongoing activity until all contracts have been completely designed, will review design packages at various stages of completion to a level of effort agreed to in advance by CMA. The PM/PC will provide specific comments and recommendations on the plans and specifications as to their constructability, allowed time for construction, liquidated damages potential, measurement and payment, interface with other work, traffic control, clarity, risk potential, etc. 2.9 Change Management The PM/PC will develop and maintain a change procedure to control all changes, program wide. As requested by CMA, the Consultant will also coordinate, monitor, and report all significant changes in design and construction. 2.10 Claims Analysis At the request of CMA, the PM/PC will perform review and analysis of contractor claims and provide recommendations for resolution of the claims.

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Task 3.0 CAPITAL PROJECTS DEVELOPMENT ASSISTANCE Working under the direction of CMA's Chief Deputy Director, the PM/PC may be asked to provide specific project development support resources. The PM/PC must be able to provide some or all of the following project development support activities: 3.1 Caltrans Project Coordination Process The PM/PC must be able to provide assistance in the coordination of the Caltrans review process for each project identified by CMA. 3.2 Project Study Report and Project Report/Environmental Document Contracts • PSR and PR/ED Review and Oversight The CMA’s Chief Deputy Director, or his designee and PM/PC’s Program Management Advisor will review the status of current Draft PSR and ED activity in cooperation with the consultants of record. For coordination meetings, the Design Consultant will prepare an agenda and action items follow up list of major issues. As requested by CMA, PM/PC staff will prepare a follow up list. • Environmental Document The Design Consultant will have the lead role in developing the ED. It will be the Design Consultant’s responsibility to interface with CMA, Caltrans Environmental, and other agencies to agree on the Environmental Document, and Technical Studies 35% scope. CMA’s Project Manager will review the status of the Environmental Document and coordinate with required agencies to obtain approval per a baseline schedule. PM/PC will assist with Environmental document coordination as requested by the CMA Project Manager. 3.3 Design Oversight • Preliminary Design Oversight (through 35% milestone) CMA’s Project Manager will implement the scope, cost, and schedule process to manage the technical aspects for preliminary design oversight through the 35% milestone (including development or review of PSR’s). The PM/PC will provide design coordination support to CMA’s Project Manager as requested. • Project Meetings CMA’s Project Managers will conduct Project Meetings with the Design Consultant

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teams. The Design Consultant Team Lead will prepare an agenda that will also include subconsultant issues. The Project Meeting agenda will cover the following issues: • Scope (Project Technical Issues) • Environmental • Design • Cost Issues • Schedule Issues • Right of Way Certification Issues As requested by the CMA’s Project Managers, the PM/PC team will compile “trends” from the Project Meetings. PM/PC will maintain trends of potential changes in scope, cost, or schedule. The PM/PC Program Management Advisor will set up and oversee action item follow up list development and chair a weekly program issues meeting compiled from project design team meeting action lists. • 35% Design Report Submittal PM/PC will assist with the review of Design Consultant’s detailed 35% Design Report at the 35% design milestone as requested by CMA. • QC Review of the 35% Design Report and Value Analysis (VA) CMA will perform a QC review of the 35% design submittals. PM/PC will assist with design QC review as requested. CMA will have a VA Analysis performed at 35% of design. ` • Final Design PM/PC Project Coordinators will assist CMA with the scope, cost, and schedule process as may be requested through final design and pre-construction. • QC Review of 65% and 95% Submittals PM/PC will be qualified to perform QC reviews of the 65% and 95% design submittals as requested by CMA. • Design Services during Bidding Period As requested by CMA, PM/PC will be qualified to assist with the process of answering construction contractors’ questions during the advertising period of the project. • Design Support During Construction As requested by CMA, PM/PC will be qualified to assist with the process of responding

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to RFI's to ensure that it is answered timely and correctly. 3.4 Administrative Functions The PM/PC shall be qualified to assist CMA contracts staff with the administration of professional services contracts, and shall be qualified to perform the following functions: • Assist in contract, agreement, and Agreement for Services negotiations with

Consultants, Sub-consultants and Professional Services persons. • Review contracts, agreements, and Agreement for Services of consultants and

sub-consultants and verify completeness and consistency of wording according to CMA standards and format.

• Assist CMA contracts staff with the preparation of contracts, amendments to contracts, agreements and Agreements for Services. • Review invoices received from consultants, sub-consultants and professional services persons for submittal to CMA Finance for payment. Liaison with CMA Finance and consultants to rectify problems with invoices. • Maintain accurate records of consultants, sub-consultants and professional services person’s budgets, billings, and coordinate insurance requirements with the CMA's Risk Manager. • Assist CMA Contracts staff in the identification, evaluation, and resolution of issues related to contract compliance as may be requested by CMA. • Assist CMA Staff with the maintenance of Project Delivery Administration Guide manual and policies as may be requested by CMA 3.5 Estimating PM/PC will be required to provide experienced estimators for CMA capital project contract packages. PM/PC will prepare an independent estimate check of the various submittals of contract plans and specifications from the Project Design Teams. The PM/PC shall validate major bid item quantities and point out discrepancies, compare independent cost estimate to the Project Design Team's cost estimate and reconcile differences before contract advertisement. If requested by CMA, the PM/PC will also prepare check estimates on change orders during the Construction Phase of the CMA Capital Projects. The PM/PC will also provide estimating assistance for change order and claims negotiations as requested by

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CMA. Deliverables: - Written Summaries of Estimate Review Exercises 3.6 Environmental Review Support The PM/PC will assist, as requested, CMA’s Environmental Analysis efforts in the development and approval of each project’s Environmental Document. 3.7 Real Estate Acquisition Coordination As may be requested by CMA, the PM/PC will be qualified to provide real estate acquisition coordinator services. This function will coordinate the identification of right-of-way requirements for the projects consistent with the overall CMA Program Schedule.

3.8 Utility Coordinator

As may be requested by CMA, the PM/PC will provide a utility coordinator during the design and construction phases of the CMA Capital Projects. The PM/PC may be asked to provide knowledgeable utility field inspectors to oversee utility design integration/resolution during design and relocation during construction. 3.9 Permit Coordinator • The PM/PC will provide staff responsible for scheduling and coordinating applications and receipt for all permits necessary for the construction of CMA assigned projects. 3.10 Caltrans Project Coordination Process The PM/PC will be responsible for providing assistance in the coordination of the Caltrans review process for each project, including but not limited to: • Environmental Document review and approval. • Right-of-way certification • Utilities Relocation • For Design Coordination scope see Sections 3.0, 4.0, and 5.0 3.11 Draft Right of Way Certification A draft Right of Way Certification will be prepared by the Design Consultant Team leader. The draft will certify that Right of Way issues caused by the footprint of the proposed project are identified. PM/PC will review the draft certification.

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3.12 Risk Management The PM/PC will provide a Risk Manager who will assist CMA in identifying project risks and Risk Response Team members and in forming a Risk Response Team that will decide how to approach, plan, and execute risk management activities for each project.

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Task 4.0 PROGRAM FUNDING and SELECTED PROJECTS DEVELOPMENT ASSISTANCE The PM/PC will be qualified to provide Program Funding and Selected Projects Development support services to CMA as requested. 4.1 Funding Administration CMA will manage and coordinate obtaining outside funding, including California’s recent infrastructure bond measures and processing grant applications or preparation of funding agreements and insuring follow up to obtain the funds for the timely use on projects. PM/PC will assist with funding invoice preparation and payment follow up as may be requested by CMA. 4.2 Caltrans Project Coordination Process The PM/PC will be qualified to provide assistance in the coordination of the Caltrans project development review process for each project, including but not limited to: (See Section 3.1 through Section 3.11) 4.3 Third Party Agreements PM/PC will be qualified to prepare detailed cost sharing agreements with participating cities and the County as well as third party agreements with agencies and parties for utility relocations and/or joint projects as may be required. 4.4 Administrative Functions The PM/PC shall be qualified to administer professional services contracts, and perform the following functions: (See Section 3.4)

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Task 5.0 ITS/IT PROJECTS DEVELOPMENT and OPERATIONS ASSISTANCE

5.1 The PM/PC may be requested to provide technical oversight and support of ITS

projects as requested by CMA. The PM/PC ITS technical representative must have thorough knowledge of ITS industry and experience in planning, design, management and system integration experience with ITS Systems. ITS oversight services may include but are not limited to the following:

• Management of ITS system integration project. This includes providing a

technical representative competent to provide advise and direction to design consultants, system integrators, vendors working to provide ATIS, ATMS, APTS, TMC, CVO, TOS and other ITS systems designs.

• Management of traffic signal and systems design. This task includes providing a technical representative competent to provide advice and direction to design consultants working to provide CMA designs. These designs range from basic video monitoring to state of the art traffic and control systems that are capable of real time detection and event monitoring with interactive response and implementation. • The ITS technical representative may represent CMA at all meetings and provide technical interpretation services for CMA and other Agency staff. • The ITS technical representative may assist the CMA with creation and implementation of service agreements with vendors working to maintain complex traffic information monitoring systems. • The ITS technical representative may provide management services of other sub- consultants involved with the construction management of ITS plans. 5.2 Caltrans Project Coordination Process The PM/PC will be qualified to provide assistance in the coordination of the Caltrans review process for each project, including but not limited to: (See Section 3.1 through Section 3.3) 5.3 Administrative Functions The PM/PC shall be qualified to administer professional services contracts, and shall be qualified to perform the following functions as may be requested by CMA: (See Section 3.4)

1. Draft and Final versions of reports of findings and/or recommendations based on specific technical studies required for the preparation of project scoping documents.

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The Final versions shall be accompanied by written responses to all comments provided on draft or earlier versions of the reports. 2. Draft and Final versions of PSR’s, or PSR Equivalents prepared in accordance with the applicable requirements for each specific project. The Final versions shall be accompanied by written responses to all comments provided on draft or earlier versions of the PSR’s or Equivalents. 3. Agendas and Records of Meeting for formal meetings held in relation to the preparation of the project scoping documents. 4. Preliminary cost estimates for all phases of each project. 5. Preliminary project delivery schedules for all phases of each project. 6. Reports of findings and/or conclusions based on any filed site visits performed including electronic files for any photographs or videos taken during the site visit.

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Attachment B – Sample Contract

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Attachment C – List of Firms That Received Notice of this RFP

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request for proposals professional services for program

Business

chief deputy

highway project

key team members

cmas project

key team member

technical

state highway

program management