07A5881_RFQ_Notice.pdf

March 14, 2024 RFQ Number 07A5881

STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION

REQUEST FOR QUALIFICATIONS NOTICE

NUMBER 07A5881

Read carefully as the following revisions have been made to this document:

• On 03/16/23, GENERAL the Fee & Escalation table has been revised

• On 04/01/22, GENERAL, Ukraine-Russian-related Sanctions

Requirement added

• On 04/01/22, SUBMISSION OF STATEMENTS OF QUALIFICATIONS

(SOQs), the electronic submittal time changed to 10:00am

Note: Questions concerning this Request for Qualifications (RFQ) must be submitted in writing to the attention of Adam Matheny at Adam.Matheny@dot.ca.gov. Questions must be received no later than seven (7) business days after the RFQ advertisement. Consultants contacting the District or Division directly seeking information about this RFQ will be disqualified from consideration in the selection process.

Proposers are advised that Caltrans has established a federally mandated overall annual DBE goal comprising both race neutral and race conscious elements to ensure equal participation of DBE groups specified in 49 CFR 26.5. In compliance with 49 CFR 26, Caltrans set a contract goal for DBEs participating in this solicitation expressed as a percentage of the total dollar value of the resultant Agreement. The DBE participation goal for this solicitation is twenty-two percent (22%). See section I.H. in this RFQ for requirements.

I. GENERAL INFORMATION

A. Caltrans is soliciting Statements of Qualifications (SOQs) from qualified firms that may lead to the award of a contract for On-Call Land Surveying Services – Vincent Thomas Bridge Deck Replacement, D7.

In submitting your SOQ, you shall comply with the instructions found herein. In addition to those programs that are specified in this solicitation, prospective consultants are encouraged to consider programs that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, new emerging firms, and other businesses covered by State and Federal programs.

B. The estimated contract amount is $ 2,400,000-$3,900,000.

C. The estimated contract term is five years.

D. Interviews will be held via WebEx on April 30, 2024. Confirmation letters will be sent to those firms short-listed.

mailto:Adam.Matheny@dot.ca.gov

E. The most highly qualified consulting firm will be required to submit an electronic copy of the financial documents listed on the appropriate Financial Documents Submittal Checklist available on the AE Contract Information website. The most highly qualified consulting firm will be notified of their selection and receive instructions for the electronic submission of the financial documents.

F. The most highly qualified consulting firm must submit a complete financial documents package no later than four (4) days after notification of selection. The prime consultant must submit the complete financial documents package in order for Caltrans to have the information necessary to engage in negotiations. The prime consultant is solely responsible for timely and complete submission of financial documents on behalf of the entire proposed team; financial documents will not be accepted from proposed subconsultant firms.

Failure to submit a complete financial documents package by the specified due date may result in termination of negotiations with the most highly qualified consulting firm.

G. Negotiations will be held with the top-ranked firm by teleconference/WebEx during the week of 04/30/2024. The fee for profit shall be (10.5) percent, and the escalation shall be as follows:

Year Period Escalation

1 04/16/2024 - 04/30/2025 2.08% 2 05/01/2025 - 04/30/2026 4.17% 3 05/01/2026 - 04/30/2027 4.17% 4 05/01/2027 - 04/30/2028 4.17% 5 05/01/2028 - 04/30/2029 4.17% 6 05/01/2029 – 06/19/2029 4.17% Notes:

1. Partial year will only occur on the last year of the contract term. All other periods are full years.

2. Increases to the loaded billing rates after contract execution is not authorized for any reason per Article IV, Section 17 and Article XVI, Section 6 of the California Constitution.

H. The scheduled date to complete cost negotiations and submit final cost proposal is June, 18, 2024.

I. Disadvantaged Business Enterprise Program

1. This solicitation and resultant Agreement is financed in whole or in part with federal funds and therefore subject to Title 49, Code of Federal Regulations, Part 26 (49 CFR 26) entitled "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs." To ensure equal participation for Disadvantaged Business Enterprise (DBE) groups specified in 49 CFR 26.5, Caltrans specifies a contract goal for DBE participation. The required goal for DBE participation in this solicitation is not less than twenty-two percent (22%).

https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information

2. Only participation by certified DBEs will count toward the contract goal for this solicitation. In order to count toward a contract goal, a firm must be certified as a DBE by the California Unified Certification Program (CUCP) and possess the NAICS and work codes applicable to the type of work the firm will perform on the Agreement by the SOQ submittal due date. NAICS and Work codes are provided by the Office of Civil Rights website.

3. It is the proposer’s responsibility to verity that the DBE firm is certified as a DBE by the specified SOQ submittal due date and time. The list of DBEs certified by the CUCP are located on the Office of Civil Rights website.

4. A DBE must perform a commercially useful function (CUF) for the type of work it will perform on the Agreement as provided in 49 CFR 26.55I(1)-(4). A DBE performs a CUF when it is responsible for the execution of a distinct element of the work of the Agreement and is carrying out its responsibilities by actually performing, managing, and supervising the work involved.

5. See “Statement of Qualifications Submittal Instructions and General Contract Process Information” for detailed information and references to the required forms. Required forms will be made a part of the Agreement. Failure to meet the DBE goal or Good Faith Effort requirements and provide required DBE participation at due date and time of SOQ submittal may result in the SOQ submittal being rejected as non-responsive.

6. The requirement to advertise for the purpose of identifying potential DBEs as part of a Good Faith Effort (GFE) attainment is waived. See form ADM-0312F for more information.

7. Federal and/or State prevailing wage rates may apply. This requirement, if applicable, will be specified in the draft Agreement.

See SOQ Submittal Instructions, Section I., H. regarding the California Department of Industrial Relations (DIR) Consultant/Contractor Registration Program on the AE Contract Information website.

8. Caltrans does not guarantee, either expressly or by implication, that any work or services will be required under any contract issued as a result of this RFQ.

9. A Pre-award or Post-award Audit will be performed on any contract issued as a result of this RFQ.

10. Contract boilerplate can be obtained on the AE Contract Information website.

11. Pursuant to Executive Order (EO) N-6-22 issued March 4, 2022, persons identified in the list established by the US Department of the Treasury are ineligible to bid on, submit a proposal for, enter into, or renew any Agreement with the State for any goods and/or services.

Any person who submits a bid or proposal to Caltrans certifies that it is not identified in the most current lists located https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions.

If applicable, any person who submits a bid or proposal to Caltrans https://dot.ca.gov/programs/civil-rights https://dot.ca.gov/programs/civil-rights https://dot.ca.gov/programs/civil-rights https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions certifies that its subcontractors are not identified in the most current lists located https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions

II. SCOPE OF WORK/DELIVERABLES

The work to be performed for this RFQ is described in the Scope of Work/Deliverables and is hereby incorporated as Attachment 1.

III. CONFLICT OF INTEREST

A. Conflicts of interest may occur due to direct or indirect financial or business interests in the work to be performed or in any real property acquired for such project. Conflicts of interest can include, but are not limited to, past, existing or planned activities or because of relationships with other persons or firms. If there is a conflict of interest, the proposed team, including both the prime consultants and subconsultants, and individual employees of team members would actually or potentially be unable to render impartial assistance or advice to Caltrans. The proposer’s objectivity or availability in performing the contract work may be impaired due to actual or potential conflicts of interest.

B. If the proposed team determines that any actual or potential conflicts of interest exists, it must identify and describe in detail each conflict of interest to Caltrans, using the Disclosure of Potential Conflict of Interest Form, which can be found on the AE Contract Information website. Along with the description of the actual or potential conflicts of interest, the proposed team shall also offer measures to avoid, neutralize, or mitigate all listed conflicts. The list of conflicts, including conflicts that apply to individuals as well as firms, and the mitigation measures on the Disclosure of Potential Conflict of Interest Form must be submitted as a separate section in the Statement of Qualifications.

Disclosure of information will not disqualify a proposed team from competing for a contract. The existence of actual or potential conflicts of interest will be used as a criterion to evaluate team availability during the evaluation and selection process. Caltrans reserves the right to terminate negotiations with the first selected firm and begin negotiations with the next selected firm or to cancel the procurement prior to execution if Caltrans learns that the selected team failed to disclose any actual or potential conflicts, which it knew or should have known about, or if the proposed team provided or omitted information on the disclosure form that results in the information being false or misleading.

C. After award, conflict of interest guidelines and policies shall continue to be monitored and enforced by the Caltrans Contract Manager.

Additional information about Conflict-of-Interest issues can be found in the SOQ Submittal Instructions and General Contract Process Information document (Section V. Post Government Employment Restrictions and Section VI. Conflict of Interest Concerning Consultant(s)) found on the AE Contract Information website (see link below). The State and Federal contract boilerplates on DPAC’s website also contain information on conflict-of-interest issues (Exhibit D) and https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions can be found on the AE Contract Information website (see link below).

D. The prime consultant and subconsultants may be proposed on SOQs for other Caltrans A&E on-call contracts; however, the Caltrans Contract Manager may prohibit work on specific project(s) where Caltrans determines that a conflict of interest exists.

IV. SUBMISSION OF STATEMENTS OF QUALIFICATIONS (SOQs) A. IMPORTANT: Download “Statement of Qualifications Submittal

Instructions and General Contract Process Information” from the AE Contract Information website (Dated Rev. 10/07/2020) .

Failure to follow these instructions may result in rejection of your SOQs.

B. SOQ Package Submittal Instructions Read instructions below carefully. You will be required to submit an electronic SOQ file to Sacramento.

1. The electronic submission of a single unprotected (i.e. not password protected) PDF file of the SOQ is required. The electronic submittal will be accepted until 10:00 a.m. on 04/16/2024. Hard copies of the SOQs are NOT required. Fax copies or copies transmitted by email will not be allowed.

2. You will be required to create a Novell Filr account with Caltrans.

Send an email message to the Contract Analyst, Adam Matheny, at Adam.Matheny@dot.ca.gov containing the information listed below for a link and instructions to complete the self-registration page and submit the SOQ electronically.

• Your firm’s name

• Your email address

• The solicitation number for which you would like to submit a SOQ The file name shall include the contract number, consultant name (max. 25 characters) separated by an underscore (_), ending with the “.pdf” extension.

Example A: 50A0694_JohnDoeConsulting.pdf Example B: 50A0694_aaa1234engineer.pdf

3. SOQ submittals will be considered non-responsive if the electronic submittal is not received by the date and time specified in this RFQ.

C. Request for RFQ Copies Copies of this RFQ may be obtained on the CaleProcure website.

mailto:Adam.Matheny@dot.ca.gov https://www.caleprocure.ca.gov/pages/index.aspx

Attachment 1

SCOPE OF WORK/DELIVERABLES

LAND SURVEYING SERVICES

For Caltrans, Division of Design, District 7 Project Specific Contract for EA: 39020

A. Purpose of Work

The consultant must perform Land Surveying Services, on an “as-needed” basis to support the California Department of Transportation (Caltrans), Division of Design, Office of Surveys, District 7. The Caltrans contract manager will assign specific work to the consultant to augment the Caltrans work force through issuing task orders describing the services to be performed. The consultant must only perform work assigned in an authorized task order. This contract does not guarantee that a task order will be issued.

B. Location of Work

The work must be performed on project EA 3902 to improve the State transportation system within the county of Los Angeles in California. The specific location of the project is the Vincent Thomas Bridge on Route 47.

EA County Route Limits Description

39020 LA 47 0.4/2 VINCENT THOMAS BRIDGE

DECK REPLACEMENT

C. Required Services

1. Under an authorized task order, the consultant must provide land surveying services within the geographical jurisdiction of this contract set forth in the “Location of Work” section, including all necessary personnel, material, transportation, lodging, instrumentation, and the specialized facilities and equipment to satisfy all appropriate agencies and required to ensure compliance with all federal, state, and local statutes, laws, codes, regulations, policies, procedures, ordinances, standards, specifications, performance standards, and guidelines, applicable to the consultant's services and work product

3. The project that Caltrans, Division of Design, Office of Surveys________, District 7________, plans to work on under this contract are:

Project Number Co-Rte-PM Project Description

0722000334_____ EA 07-39020____ LA-047-0.4/2REPLACE

BRIDGE DECK AND SEISMIC SENSORS.

4. Caltrans intends to utilize this contract to complete a specific piece of work if it is within the geographical jurisdiction of this contract set forth in the “Location of Work” for each of the projects in this contract utilizing the services described in this Scope of Work (SOW) and as described in a task order. Caltrans may find it necessary to create a separate contract (or contracts) that involves a specific project in this contract and includes part of the work in this contract. Caltrans reserves the right to procure A&E services involving the listed projects or unlisted projects (within the geographical jurisdiction of this contract set forth in “Location of Work” Section) involving in whole or in part the same work using a project-specific agreement if the schedule to complete performance of the specific project extends beyond the term of this contract or the cost exceeds the dollar balance remaining in the contract after accounting for amounts due to the consultant for work previously performed and for work scheduled to be performed in executed task orders

Should a project-specific agreement be procured under these provisions, the parties mutually agree that, under Exhibit D, Section III, Termination of this Contract, Caltrans must terminate for convenience the portion of the contract that includes the common SOW identified in the project specific agreement per Exhibit D, Section III, Termination of this Contract. Such partial termination for convenience must be processed by amendment to this contract. Unless otherwise required by law, regulation, or Caltrans policy or procedure, the consultant may compete for these project specific contracts.

The scope of work for this contract is to provide professional land surveying services to establish baseline conditions and to monitor deformation (micro-geodesy) of the Vincent Thomas Bridge (bridge no. 53-1471, postmile LA-047 0.86) located in the State of California as requested by

CALTRANS.

The Vincent Thomas Bridge was built in 1961 and is a 6061-foot-long suspension bridge spanning the main channel of the Port of Los Angeles between San Pedro and Terminal Island. The main span, west approach, and east approach are respectively 2513-, 1842-, and 1706-feet in length. At the centerline of the main span, the air gap of the bridge has a mean average of approximately 188-feet with a range between roughly 184- to 193-feet depending upon tidal influences.

The structural monitoring will remain in place for an extended period. This will include pre-construction, construction, and post construction surveying activities as required by CALTRANS.

The duration will be defined by CALTRANS within the task order.

The scope of the Contract may include, but is not limited to, the following:

a. Observe and record impacts of deformations/deflections on the structure and report to

CALTRANS.

b. Monitor changes in the baseline records to identify and provide early warning of potential adverse impacts to CALTRANS.

c. Develop survey the control network, instrumentation, and data collection plans (including layout, installation, operation, and personnel details) as defined by CALTRANS that include robotic total station instruments along with instruments that record both environmental and temporal conditions.

d. Develop and implement a quality control plan for instrumentation, monitoring, data collection, and analysis; provide recommendations to CALTRANS.

e. Develop a plan to monitor settlements/displacements of the structure due to construction or other activities and report to CALTRANS in near real-time.

f. Data delivery shall be in a format requested by CALTRANS.

g. Select, design, and install various types of instrumentation such as robotic total stations, prisms, optical surface survey points, solar panels, batteries, instrument housings, telemetry communication equipment, mounting brackets, instrument housings, equipment shelters, and other instruments that may be required to monitor physical movement of key locations on the structure in an automated manner.

h. Other incidental surveying services that may be needed to aide in assessing the structural monitoring of the structure during this contract. Incidental surveying services shall follow current policies established in the CALTRANS District 7 Office of Surveys.

i. Quality control is the responsibility of the consultant with CALTRANS staff in a quality assurance role.

j. The consultant shall develop a training plan and conduct a training workshop designed for selected number of CALTRANS staff who will perform the quality assurance tasks on this project. It is imperative that CALTRANS staff have a thorough and in-depth understanding of the consultant’s methods, equipment, and workflow processes to perform the necessary quality assurance functions during this project. CALTRANS surveyors and the consultant’s Project Manager will work in close collaboration for the duration of the project.

k. Data collected on all instruments (raw data and final data) shall be always available for

CALTRANS securely via the Internet.

l. Installation, maintenance, and protection of all instrumentation, software, communication devices, servers, power, and other equipment used during the project is the responsibility of the consultant.

7. Consultant must be available, on two days’ written notice:

a. To meet with Caltrans; to participate in internal Project Development

Team (PDT) meetings or other Caltrans meetings.

b. To provide technical expertise on an “as-needed” basis.

8. Maintaining a stable work force is essential to the successful completion of Caltrans, Division of Design, District 7, work. The consultant must implement a personnel retention plan.

D. Workplan Standards Guide (WSG) Codes

Task orders are based on the Caltrans WSG. The latest WSG is found in the Guide to Project Delivery WSG, which is available from the Caltrans’ Publication Unit and on the Internet at http://www.dot.ca.gov/hq/projmgmt/guidance.htm.

The WSG references the WBS categories, which are potential and related work activities applicable to this contract. The WSG references WBS categories which present the potential and related work activities that the consultant may have to perform. All revisions to the current version of the WBS must apply during the life of this contract.

The WBS activities below applicable to this Contract are limited to those set forth below:

185.10.50 Control Surveys

270.10.20 Project Control for Construction

270.66 Technical Support

Note 1: The anticipated work for WBS code 160.20.55, 185.10.55 and 270.15.55 must be limited to field surveys and related office processing for aerial mapping control placement and positioning.

Note 2: This WBS code is to be used only for projects with no two (2) phase work.

http://www.dot.ca.gov/hq/projmgmt/guidance.htm

The consultant must not work on any projects in the planning phase (K-Phase), and the consultant will not be reimbursed for any work performed during this phase of a project.

E. General Personnel Requirements

1. The consultant’s personnel must be capable, competent, and experienced in performing the work in this contract with minimal instruction. Personnel skill level must match the specific job classifications, as set forth or in the consultant’s cost proposal, attachment 2 and task complexity. The consultant’s personnel must be knowledgeable about, and comply with, all federal, state, and local laws and regulations.

2. The consultant must submit a written request and obtain the Caltrans CM’s prior written approval for any substitutions, additions, alterations, or modifications to the consultant’s originally proposed personnel and project organization, as depicted on the proposed consultant’s organization chart or the consultant’s cost proposals. The substitute personnel must have the same job classification, as set forth or in the consultant’s cost proposal, attachment 2, not exceed the billing rate, and meet or exceed the qualifications and experience level of the previously assigned personnel, at no additional cost to Caltrans.

3. In responding to Caltrans’ task order and in consultation with the Caltrans contract manager and the Caltrans task order manager, the Consultant contract manager must identify the specific individuals proposed for the task and their job assignments. The consultant must provide documentation that proposed personnel meet the minimum qualifications as required by this contract.

4. The consultant’s personnel must typically be assigned to and remain on specific Caltrans projects/deliverables until completion and acceptance of the project/deliverables by Caltrans. Personnel assigned by the consultant must be available at the start of a task order and after acceptance of the project/deliverable by Caltrans.

5. After the Caltrans contract manager’s approval of the consultant’s personnel proposal and finalization of a task order, the consultant may not add or substitute personnel without the Caltrans contract manager’s prior written approval.

6. Resumes containing the qualifications and experience of the consultant’s and sub-consultant’s personnel, which include existing, additional, and substitute personnel, and copies of their minimum required certifications, must be submitted to the Caltrans contract manager for review before assignment on a project or task order. The resume and copies of current certification for each candidate must be submitted to the Caltrans contract manager within one week of receiving the request.

7. The Caltrans contract manager or Caltrans task order manager may interview the consultant’s personnel for the qualifications and experience. The Caltrans contract manager’s decision to select the consultant’s personnel will be binding to the consultant and its sub-consultants. The consultant must provide adequate qualified personnel to be interviewed by the Caltrans contract manager or Caltrans task order manager within one week of receiving the request.

8. The Caltrans task order manager will evaluate the adequacy (quality and quantity) of the work performed by the consultant’s personnel, and determining whether the deliverables satisfy the acceptance tests and criteria. The Caltrans contract manager consulting with the Caltrans task order manager may reject any consultant personnel determined by the Caltrans contract manager to lack the minimum qualifications. If the level of performance is below expectations, the Caltrans contract manager may direct the consultant to immediately remove consultant personnel from the project specified in a task order and request another qualified person be assigned as needed. The substitute personnel must meet the qualifications required by this contract for performance of the work as demonstrated by a resume and copies of current certifications submitted by the consultant. Substitute personnel must receive prior written approval from the Caltrans contract manager. Invoices with charges for personnel not pre-approved by the Caltrans contract manager for work on the contract and for each task order must not be reimbursed.

9. The consultant must not remove or replace any existing personnel assigned to task orders without the prior written consent of the Caltrans contract manager. The removal or replacement of personnel without the written approval from the Caltrans contract manager will violate the contract and may cause termination of the contract per Exhibit D, Section III, Termination of the Contract.

10. When assigned consultant personnel is on approved leave and required by the Caltrans contract manager, the consultant contract manager must provide a substitute employee until the assigned employee returns to work from the approved leave. The substitute personnel must have the same job classification, as set forth in the consultant’s cost proposal, attachment 2, not exceed the billing rate, and meet or exceed the qualifications and experience level of the previously assigned personnel, at no additional cost to Caltrans. Substitute personnel must receive prior written approval from the Caltrans contract manager to work on this contract.

11. Other project personnel not identified on the consultant’s cost proposal, must also satisfy minimum qualifications for assigned task orders. Caltrans’ prior written approval is required for all personnel not identified on the consultant’s organization chart or the consultant’s cost proposals before providing services under this contract.

12. The consultant is responsible to provide fully trained personnel to efficiently perform the work. The consultant’s personnel may be asked to attend certain special training if recommended by the Caltrans contract manager. On such occasions, with the approval of the Caltrans contract manager, Caltrans will compensate the consultant for the consultant’s actual cost for time spent in training only. All other costs, fees, and expenses associated with the training, including any transportation costs and training fees, must be the consultant’s responsibility.

13. In location(s) where the consultant personnel is expected to work for extended period(s) of time, the consultant must either relocate the personnel or strive to hire local persons.

F. Land Surveying Personnel Requirements

1. The consultant, including the prime consultant and all sub-consultants, must throughout the life of the contract, retain within its firm, a staff of people properly licensed and certified under the laws of the State of California and qualified to perform all aspects of the required work described in this contract and all work specified in a task order with any emergencies that may arise during the life of this contract. The consultant must be prepared to provide additional personnel during the period performance of this contract to accommodate the work.

2. Consultant Contract Manager

The consultant contract manager must coordinate work-related matters and consultant’s operations under this contract with the Caltrans contract manager in coordination with the Caltrans task order manager.

The consultant contract manager must be a Professional Land Surveyor or pre- January 1, 1982 Registered Civil Engineer licensed in the State of California and be in good standing with the California State Board of Professional Engineers, Land Surveyors, and Geologists (BPELSG) during the contract period.

The consultant contract manager must have a minimum of five years of responsible experience performing the duties as a contract manager performing deformation monitoring projects similar in nature to the proposed project, along with documented experience using the same type of instrumentation requested under this solicitation.

The consultant contract manager must be knowledgeable about all Caltrans policies and procedures. The consultant contract manager must be an employee of the prime consultant.

Besides other specified responsibilities, the consultant contract manager must handle all matters related to the consultant’s personnel, sub-consultants, land surveying services work, and consultant’s and sub-consultants’ operations including, but not limited to:

a. Ensuring that deliverables are acceptance tested and that criteria are specific, measurable, attainable, realistic and time-bound; and that the deliverables satisfy the acceptance tests and criteria.

b. Supervising, reviewing, monitoring, training, and directing the consultant’s and sub-consultants’ personnel.

c. Assigning qualified personnel to complete the required task order work as specified on an “as-needed” basis in coordination with the Caltrans contract manger and Caltrans task order manager.

d. Administering personnel actions for consultant personnel and ensuring appropriate actions taken for sub-consultant personnel.

e. Maintaining and submitting organized project files for record tracking and auditing.

f. Developing, organizing, facilitating, and attending scheduled coordination meetings, and preparation and distribution of meeting minutes.

g. Implementing and maintaining quality control procedures to manage conflicts, insure product accuracy, and identify critical reviews and milestones.

h. Assuring that all applicable safety measures are in place.

i. Providing invoices in a timely manner and providing monthly contract expenditures.

j. Reviewing invoices for accuracy and completion before billing to Caltrans.

k. Managing sub-consultants.

l. Managing overall budget for the contract and provide report to the Caltrans contract manager.

m. Monitoring and maintaining required DBE or DVBE involvement.

n. Ensuring compliance with the provisions in this contract and all specific task order requirements.

o. Knowledge, experience, and familiarity with prevailing wage issues and requirements in State of California.

The consultant’s Survey Manager shall be available on demand to meet with Caltrans regarding any technical questions.

3. Consultant Task Order Manager

For each task order, the consultant must provide a consultant task order manager to coordinate the consultant task order operations with the Caltrans contract manager in coordination with the Caltrans task order manager.

The consultant task order manager must be accessible to the Caltrans contract manager in coordination with the Caltrans task order manager during normal Caltrans working hours that task order work is underway.

The consultant task order manager (who may not be the consultant contract manager) must be assigned to conduct, or direct the conduct of, all work assigned under a single task order. The consultant task order manager must be a Professional Land Surveyor or a pre-January 1, 1982 Registered Professional Civil Engineer licensed in the State of California and be in good standing with the BPELSG during the Contract period. The consultant task order manager must be the primary contact for the assigned task order and be available for communication with Caltrans.

4. Consultant Personnel and Team Member Qualifications.

The consultant team member must be capable of assisting the consultant contract manager in all aspects of the required work. The consultant team member’s required professional qualifications must be identified. in each task order.

5. In this contract, a person authorized to review and approve consultant land surveying deliverables in place of the consultant task order manager must be called the consultant land surveying responsible person. The consultant land surveying responsible person, must be a Professional Land Surveyor or a pre- January 1, 1982 Registered Professional Civil Engineer licensed in the State of California and be in good standing with the BPELSG during the contract period.

6. All deliverables under this contract not fully approved by Caltrans bearing the signature of the consultant land surveying responsible person who is no longer employed by the consultant or its sub-consultants, must be replaced with deliverables under this contract bearing the signature of a qualified replacement consultant land surveying responsible person currently employed by the consultant or its sub-consultants. In such an event, no additional time will be allowed or cost reimbursed to the consultant without the prior written approval of the Caltrans contract manager.

7. All of the consultant’s work must be conducted under the direction of the consultant contract manager who must have the experience as described in this contract. All deliverables under this contract requiring the consultant land surveying responsible person’s signature, must be produced by the responsible consultant personnel having appropriate experience, and must be signed by a consultant land surveying responsible person.

8. Party Chiefs

Party Chiefs must fulfill one of the following requirements:

a. A Professional Land Surveyor licensed in the State of California and be in good standing with the BPELSG.

b. A pre-January 1, 1982, Registered Professional Civil Engineer licensed in the State of California and be in good standing with the BPELSG.

c. An experienced surveyor/union-certified party chief/journeyman with a documented minimum of five years of field surveying experience who serves as chief under the direction and supervision of a person who is a Professional Land Surveyor licensed in the State of California or pre- January 1, 1982, Registered Professional Civil Engineer licensed in the State of California and be in good standing with the BPELSG. This direction and supervision must be provided in a manner and with a span of control and immediacy that enables the supervisor to be in “Responsible Charge” of the work as defined in the Business and Professions Code, Division 3, Chapter 15 (The Land Surveyors Act).

Party Chief: The duties of the survey party chief include, but are not limited to:

plan, coordinate and direct the daily operations and/or assignments of a field survey party, oversees tailgate safety meetings every ten working days or more often as the work location requires, insures the survey party is working in a secure and safe manner; direct the survey party in procedures to be used in fieldwork that conforms with the Caltrans Surveys Manual; verify project datum and project control; check the accuracy of the survey data collected and construction stakes set; and produce a daily Field Surveys Party Report, which verifies the survey party time and project charges.

10. Project Surveyor

Project Surveyor must fulfill one of these licensing requirements and be in good standing with the BPELSG during the Contract period.

a. A Professional Land Surveyor licensed in the State of California.

b. A pre-January 1, 1982, Registered Professional Civil Engineer licensed in the State of California.

Project Surveyor: The duties of the project surveyor in the office include, but are not limited to: prepare survey requests and supporting information for the field survey; analyze, reduce and/or adjust field survey data to produce maps, reports, digital terrain models, project control maps, and related documents.

11. Land Surveying Assistants

The Land Surveying Assistants must fulfill one of the following requirements:

a. A degree (Associate, Bachelors, Masters, or higher) in land surveying or surveying engineering from an ABET accredited institution (College or University) and a minimum of two years of qualifying experience in land surveying.

b. Possession of a valid Land Surveyor-in-Training certificate issued or accepted by the BPELSG, and a minimum of two years of qualifying experience in land surveying.

c. An experienced surveyor with a documented minimum of four years of surveying experience who works under the direction and supervision of a Professional Land Surveyor licensed in the State of California or pre- January 1, 1982, Registered Professional Civil Engineer licensed in the State of California and be in good standing with the BPELSG.

The land surveying assistants to the party chiefs and project surveyor must be capable of assisting in all required and associated field and office land surveying work, able to perform difficult survey and complex professional land surveying work involving duties in the field or office with little direct supervision.

12. Land Surveying Technicians

The land surveying technicians must work under the direction of a Professional Land Surveyor licensed in the State of California or a pre-January 1, 1982 Registered Professional Civil Engineer licensed in the State of California and be in good standing with the BPELSG. The land surveying technicians must fulfill one of these criteria:

a. The equivalent of a two-year college degree, preferably with an emphasis in mathematics and engineering and a minimum of one year of qualifying experience in land surveying.

b. A documented minimum two years of demonstrated experience acceptable to Caltrans in a land surveying services related field, under the direction of a Professional Land Surveyor licensed in the State of California.

The land surveying technicians must be capable of assisting in all required office and/or field land surveying services work.

13. Instrument person

The instrument person must be union certified as an instrument person or have a minimum six years of qualifying experience in land surveying. The instrument person reports to the party chief and must be capable of assisting the party chief in all required field and office surveying work.

14. Rod person

A rod person must have a minimum two years of qualifying experience in land surveying and may augment a party comprising at a minimum one party chief and one instrument person as the project task workload dictates, and as preapproved by the Caltrans contract manager.

15. Surveying Journeymen Chainman

The surveying journeymen chainman must be union certified as a journeyman or have a minimum four years of qualifying experience in land surveying. The surveying journeyman chainman to the party chief must be capable of assisting the party chief in all required field and office surveying work.

16. Apprentice Chainman

A surveying apprentice must have a minimum one year of qualifying experience in land surveying. The surveying apprentice may augment a party comprising at a minimum one party chief and one instrument person as the project task workload dictates, and as pre-approved by the Caltrans contract manager.

Compensation for the journeyman/apprentice chainman must be under the contract and supported by documentation from the Northern or Southern California Surveyors Joint Apprenticeship Committee and in compliance with the

Division of Apprenticeship Standards (DAS). The apprentice chainman must be enrolled in the Northern or Southern California Surveyors Joint Apprenticeship Program and have union level certification for the level achieved.

17. The consultant must have personnel with documented and demonstrated expertise and experience in the fields of Geographic Information Systems (GIS) and geodetic survey control.

18. Minimum Requirements for Survey Party Membership:

Unless otherwise specified in the task order, each survey party must comprise a party chief and up to three assistants, unless additional survey party members are required for safety. At a minimum, one assistant to the party chief must be capable of assuming temporary leadership of the survey party, absent a party chief, or in emergencies.

G. Consultant Availability and Work Hours

1. The typical workday includes all hours worked as identified in the task order or as directed by the Caltrans contract manager. Unless otherwise specified in a task order or directed by the Caltrans contract manager, the normal work week must comprise forty (40) hours.

2. During the contract period, the Caltrans task order manager and/or contract manager may reassign a consultant's employee from a project or an office with low activity to assist on another project or office with high activity. The consultant contract manager will be notified at least two working days prior to this reassignment.

H. General Requirements

1. The consultant must prepare the required deliverables, backup documents, and other items required by this contract according to requirements of this contract and applicable Caltrans Manuals for the work.

2. The consultant’s timesheet/invoices/expenses must be subject to the consultant contract manager’s review and the approval of the Caltrans contract manager before submitting timesheets, invoices, or expense reimbursement requests for payment.

3. The consultant must begin the required work within two working days after receiving a fully executed task order and issuing the Notice to Proceed from the Caltrans contract manager to the consultant contract manager or on the date specified in the task order. Some work, however, may require consultant personnel to mobilize within 24-hours of notifications. Once the work begins, the work must be prosecuted/performed diligently until all required work has been completed to the satisfaction of the Caltrans contract manager or Caltrans designee task order manager. The work must not be performed when conditions prevent a safe and efficient operation, and must only be performed with written authorization by Caltrans.

4. The consultant contract manager, consultant task order manager, and key personnel must be accessible to the Caltrans contract manager and the Caltrans task order manager during normal Caltrans working hours or after hours as required by the Caltrans contract manager.

5. The consultant contract manager may direct the consultant’s employees to work overtime to meet task order schedules at the request of the Caltrans contract manager or task order manager. All overtime must be pre-approved by the Caltrans contract manager. Overtime must be worked only when directed in writing by the Caltrans contract manager and specifically required by the task order, and must only be paid to persons covered by the Fair Labor Standards Act.

6. All consultant personnel must sign a confidentiality and nondisclosure agreement.

7. The consultant may disclose no information to third parties without prior written approval of the Caltrans contract manager.

8. The consultant must only provide incidental non-A&E services, such as Computer Aided Drafting & Design (CADD) support, GIS support, utilities location support, traffic control, office support, field office support, and meeting support, provided (a) such services are necessary for completing the A&E tasks and/or deliverables performed by the consultant described in executed task orders and covered by the work in this contract and (b) the rendering of the services is approved in advance by the Caltrans contract manager. These incidental services must only be provided to support the consultant’s personnel performing A&E services, tasks, and deliverables on this contract. The contract amount spent on such incidental services must be relatively minor when compared to the professional A&E services performed. The consultant must not be paid or reimbursed for any incidental non-A&E services provided to Caltrans unless provided in the fashion described in this contract and included in the executed task order. The consultant ensures that task orders only include any incidental non-A&E services.

10. Incidental training services may be provided only if the training involves the specific work product of this agreement. Such incidental training services are permitted, but only if:

a. The training involves the specific work product created under this agreement (and does not involve general A&E training and is not the work product of a previous agreement); and

b. The total aggregate cost of all training under this agreement does not exceed 10% of the total authority of the agreement; and

c. The training is an incidental task within the agreement and not the purpose for entering this agreement.

11. The Caltrans contract manager shall be included in any communications with other Caltrans staff when clarifying work-related issues.

I. Coordination

1. For each task order, The consultant must carry out instructions received from the Caltrans functional task order manager. If an instruction or direction is unclear to the consultant, the consultant must ask the Caltrans task order manager to clarify the instruction or direction.

2. The foregoing paragraph does not relieve the consultant of professional responsibility during the performance of this contract. Where the consultant believes a better standard solution to a task being performed or an issue being addressed is possible, the consultant must promptly notify the Caltrans contract manager and task order manager of these concerns, with the reasons therefore.

However, Caltrans must make all final decisions on the consultant’s activities and investigations.

3. The consultant must work closely with the Caltrans contract manager and the Caltrans functional task order manager identified in the task order.

4. The consultant must have the capability to send to and receive from Caltrans’ digital electronic mail system and file transfer protocol system including, but not limited to, attachments for word processing, photographs, spreadsheets, and databases.

5. Caltrans must not reimburse the consultant for costs to relocate its personnel to the service area of this contract. Caltrans must not reimburse the consultant for per diem costs, unless preapproved by the Caltrans contract manager. Caltrans must not reimburse the consultant for out-of-state travel without prior written approval from the Caltrans contract manager.

6. The consultant must obtain the Caltrans contract manager’s approval prior to making presentations at non-Caltrans sponsored conferences or workshops for any services provided under this contract.

7. The consultant must notify the Caltrans contract manager or Caltrans task order manager in writing a minimum one week before it begins any field work, unless the task order specifies some other notification date.

8. Caltrans must not incur costs beyond the funding commitments in the contract and each task order. If the consultant anticipates that funding for work will be insufficient to complete work, the consultant must promptly notify the Caltrans contract manager.

J. General Equipment Requirements

1. The consultant or its sub-consultants must incorporate no materials or equipment of a single or sole source origin without the advance written approval of Caltrans.

2. The consultant may claim reimbursement for providing equipment or supplies.

However, such claimed costs must comply with 48 Code of Federal Regulation (CFR), Chapter 1, Part 31 (Federal Acquisition Regulation - FAR cost principles) and 2 CFR, Part 200, and follow the consultant's company-wide allocation policies and charging practices with all clients including federal government, state governments, local agencies, and private clients.

K. Land Surveying Equipment Requirements

1. Office Equipment and Supplies (Consultant’s Office):

The consultant must have and provide adequate office equipment and supplies to complete the work required by this contract. Such equipment and supplies must include, but not be limited to:

a. Office supplies.

b. Computers with software, printers, plotters, fax machines, calculators, data collectors and their necessary attachments and accessories.

c. Data…