1-RFP 2027-12 ATTACHMENT B.pdf

RFP 2027-12 Attachment B Page 1 of 10

ATTACHMENT B – STATEMENT of WORK

TASK 1 PROJECT MANAGEMENT

Consultant shall provide management and coordination of Services under this SOW for delivery of Tasks and Deliverables according to the agreed upon delivery schedule.

1.1 Administration & Record Keeping

Consultant shall:

• Prepare a Project design schedule using the Critical Path Method. The Project schedule must include but is not limited to: all major authorized tasks as agreed upon by the Parties, Project design team meetings, and milestones (type and date) specified in this SOW and required to complete all Services under this Contract. Consultant shall update the Project schedule during the Project if milestone or deliverable due dates are modified.

• Prepare invoices and progress reports according to the requirements set forth in the Compensation Exhibit of the Contract. Each progress report must:

o Include a summary of previous period’s activities and the planned activities for the upcoming period;

o Identify percentage completed of each Task/Deliverable;

o Reconcile the budget with the actual amount billed to date;

o Identify unresolved issues and concerns that may affect the SOW, schedule and/or budget for Services.

For budgeting purposes, it is assumed that up to six progress reports will be necessary.

• Develop and maintain a Project file to include survey and engineering computations, assumptions, meeting agendas and minutes, working drawings, quality control and review documentation, correspondence, and memoranda. (See Contract Terms & Conditions, Records Maintenance; Access)

1.1 Consultant Deliverables and Schedule

Consultant shall provide:

• Project Draft Design Schedule submitted within 7 calendar days of Notice to Proceed (NTP).

• Updated Project Design Schedule, as necessary, via timeline agreed to by Agency Project Manager (APM).

• Progress reports and invoices submitted electronically to APM no later than the 20th calendar day of the month following the reporting period.

1.2 Coordination

Consultant shall:

• Coordinate with the APM as the main point of contact for coordination and management of Consultant Services under the Contract;

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• Contact other Agency staff and regulatory agency staff, if necessary throughout the Contract, to gather any additional information needed for the Project, Project site, regulations and guidance;

• Provide overall management, direction and coordination of staff (including sub-consultants, if any) to include any necessary internal Consultant staff meetings;

• Contact APM via telephone or other agreed upon communication means on a bi-weekly basis to provide Project status information

1.2 Consultant Deliverables and Schedule

Consultant shall provide:

• On-going coordination and communication as needed to appropriately manage the Services under this Contract (no tangible deliverables for this task).

• Meeting minutes and phone memoranda as agreed with the APM.

1.3 Project Meetings

1.3.1 Project Kickoff Meeting

Consultant shall organize, conduct, prepare for and attend a one hour Project kickoff meeting. The Project kickoff meeting will be held virtually with Agency, Consultant’s PM and other necessary Consultant staff in attendance. Consultant shall prepare the meeting agenda with input from the Agency. The purpose of the Project kickoff meeting is to review Project issues such as SOW; work products and deliverables; schedules; budgets; right of way; utility coordination/design; design criteria; guidance documents; standards and quality control. Consultant shall schedule Project kickoff meeting within 10 business days of Notice to Proceed (NTP). Consultant shall prepare draft meeting minutes for review by Agency. For budgeting purposes, it is assumed that up to two Consultant staff shall attend the one hour Project kickoff meeting.

1.3.2 Project Development Team Meetings

Consultant shall organize, conduct, prepare for and attend up to three Project Development Team (“PDT”) Meetings; none via telephone and three in-person or virtually. Each in-person PDT meeting will be held at Gresham City Hall or virtually with Agency, Consultant’s PM and other necessary Consultant staff in attendance.

Consultant shall prepare the meeting agenda with input from the Agency. Consultant shall prepare draft and final meeting minutes to be distributed to Agency and all other meeting participants. For budgeting purposes, it is assumed that up to two Consultant staff shall attend each in-person PDT meeting.

1.3 Consultant Deliverables and Schedule

For each meeting, Consultant shall provide:

• Meeting agenda submitted electronically to APM and all other meeting participants two business days prior to meeting.

• Meeting minutes submitted electronically to APM and all other meeting participants within 7 business days of meeting.

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TASK 2 TRAFFIC ENGINEERING & MANAGEMENT

Consultant shall provide traffic engineering and design Services under this SOW for delivery of Tasks and Deliverables according to the agreed upon delivery schedule.

2.1 RRFB and PHB Design

Consultant shall prepare plans, specifications and construction cost estimate (“PS&E”) for the construction of RRFBs at the following locations:

Main Street Nearest Intersecting Street SE Stark Street 169th SE Stark Street 182nd SE Stark Street 238th 182nd Lincoln SE Glisan Street 165th W Powell Boulevard Wal Mart Driveway

Consultant shall prepare plans, specifications and construction cost estimate (“PS&E”) for the construction of PHBs at the following locations:

Gresham Fairview Trail Crossings Division Street NW Burnside Road SE Stark Street NE Glisan Street

All RRFB and PHB plans and specifications must conform to Manual on Uniform Traffic Control Devices (“MUTCD”), Agency and National Electric Code (“NEC”) standards as applicable. The City’s preference is to use solar to power the RRFBs. Consultant shall coordinate with the utility for service connections, if needed. The City’s preference is to integrate illumination with the RRFBs themselves.

Plans and specifications shall include locating pedestrian push buttons and curb ramps to meet current MUTCD and ADA standards. All RRFB and PHB installations will have integrated overhead lighting unless a site can’t accommodate that overhead lighting.

2.1 Consultant Deliverables and Schedule

Consultant shall provide:

• 30% plans, special provisions, and cost estimate included in Design Acceptance Package submittal (Task 3.0)

• 90% plans, special provisions, and cost estimate included in 90% PS&E submittal (Task 4.1)

• Final plans, special provisions, and cost estimate included in Final PS&E Package submittal (Task 4.2)

2.2 Permanent Signing

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Consultant shall prepare plans, specifications, and construction cost estimates for the permanent signing associated with the proposed improvements. The design must be completed in accordance with applicable MUTCD and Agency standards.

2.2 Consultant Deliverables and Schedule

Consultant shall provide:

• 30% plans, special provisions, and cost estimate included in Design Acceptance Package submittal (Task 3.0)

• 90% Permanent Signing plans, special provisions, and cost estimate included in 90% PS&E submittal (Task 4.1)

• Final Permanent Signing plans, special provisions, and cost estimate included in Final PS&E Package submittal (Task 4.2)

2.3 Permanent Pavement Markings

Consultant shall prepare plans, specifications, and construction cost estimates for the permanent pavement markings associated with the proposed improvements. The design must be completed in accordance with applicable MUTCD and Agency standards.

2.3 Consultant Deliverables and Schedule

Consultant shall provide:

• 30% plans, special provisions, and cost estimate included in Design Acceptance Package submittal (Task 3.0)

• 90% Permanent Signing plans, special provisions, and cost estimate included in 90% PS&E submittal (Task 4.1)

2.4 Traffic Control Plans (“TCPs”)

Consultant shall prepare and submit plans, specifications, and construction cost estimates for temporary traffic control to accommodate the public during construction. Consultant shall develop plans and specifications to accommodate vehicle, bicycle and pedestrian traffic during construction. Agency standard plans must be referenced where possible.

Consultant’s TCPs must indicate such elements as traffic control sequencing, work zone limits, transitions, traffic control devices, signage, detours and staging cross sections (where applicable), and work zone details for vehicles, bicycles and pedestrians.

Consultant shall prepare a Temporary Pedestrian Accessible Route Plan (“TPARP”) as part of the TCPs. The TPARP must include a pedestrian route through or around each work area that is equal to or better than the route that was there before construction.

TCPs must meet MUTCD and Agency requirements.

2.4 Consultant Deliverables and Schedule

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• 30% plans, special provisions, and cost estimate included in Design Acceptance Package submittal (Task 3.0)

• 90% Permanent Signing plans, special provisions, and cost estimate included in 90% PS&E submittal (Task 4.1)

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TASK 3 DESIGN ACCEPTANCE PACKAGE (30%)

The objective of the DAP is to identify the size of the Project footprint, required design exceptions, environmental impacts, NEPA classification and any required environmental permits prior to advancing needed environmental permit application(s), right-of-way acquisitions, and preparing the Advance and Final Plans. The DAP package is intended to be a complete deliverable with all submitted items completed to a well-defined state.

Consultant shall prepare and submit a Draft DAP for review by Agency and a Final DAP that records and addresses comments received from Draft review, which include design plans (30%), cost estimate and a design narrative and that address the following:

• Description of the purpose, need, and design solution for the Project;

• Summary of existing conditions, (i.e., Project location, roadway classification, lanes, ADT, posted speed, and other design standards pertinent to the Project);

• Summary of design exceptions that will be necessary

• Environmental impacts and summary of proposed mitigation measures;

• Environmental permitting requirements identified;

• Utility conflicts;

• Proposed ROW needs;

• Draft and Final Access Management Strategy

• Design acceptance checklist

Consultants shall prepare DAP plan sheets according to the following table:

Name of Sheet Scale

Estimated # of

Sheets Title sheet N/A 1 Details 1” = 40’ 5 Roadway plans 1” = 40’ 5 Sign and striping plans 1” = 40’ 5 Signal plans 1” = 40’ 4 Illumination 1” = 40’ 10 Landscaping 1” = 40’ 2

Consultant shall summarize and reference in the DAP all of the reports and technical memoranda pertinent to the Project. Consultant shall prepare and submit design plans and a cost estimate as appendices within the DAP. Drawings submitted with the Draft DAP must be marked as "Design Acceptance Plans for Review." Engineered documents and reports that are finalized with the DAP must bear the responsible engineer’s seal.

Consultant shall prepare the Title sheet in accordance with Agency standards and provide an index to the drawing set.

Agency will provide comments on the Draft DAP. Consultant shall address Agency comments. Consultant shall arrange and attend a DAP Plan Review Meeting to communicate and discuss resolution to Agency review comments. Consultant shall provide written responses to address review comments received from Agency after attending the DAP Plan Review Meeting and prepare the Final DAP for the record.

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For budgeting purposes it is assumed that up to 2 Consultant staff shall attend the 1 hour DAP Plan Review Meeting, including travel time.

3 Consultant Deliverables and Schedule:

• 1 electronic copy of Draft DAP in PDF format to APM within 6 weeks of NTP.

• 1 electronic copy of written responses to DAP review comments to APM within 1 week of the DAP Plan Review Meeting.

• 1 electronic copy of Final DAP in PDF format to APM within 1 week of Agency acceptance or resolution of comments.

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TASK 4 - PLANS, SPECIFICATIONS, AND ESTIMATE (“PS&E”)

Consultant shall prepare plan sheets according to the following table:

Name of Sheet Scale Estimated

# of Sheets

90% Advanced Submittal

Final Submittal

Title sheet N/A 1 X X Details N/A 2 X X Temporary protection and direction of traffic and Temporary Pedestrian Accessible Route (TPAR) plan(s)

1” = 40’ 7 X X

Demo & Erosion control 1” = 30’ 3 X X RRFB plans (includes sign and striping) 1” = 30’ 6 X X

PHB Plans 1” = 30’ 4 X X Curb Ramp plans 1” = 5’ 10 X X

4.1 Advance PS&E (90%)

This task includes preparation of advance plans, Special Provisions, construction cost estimate, risk assessment, and quality control reviews, as well as incorporating comments from previous reviews.

Advance Plans:

Consultant shall prepare drawings, per Table above and reference Agency standard drawings and details, and other related drawings.

Advance Special Provisions:

Consultant shall update Project Special Provisions based on changes and clarifications to the Project design, as determined at Preliminary plans and in accordance with 2024 Oregon Standard Specifications for Construction as amended. Consultant shall prepare the Special Provisions to the 90% level (the “Advance Special Provisions”) in MS Word utilizing “Track Changes”.

The Advance Special Provisions must incorporate Agency’s boilerplate Special Provisions corresponding with the Project bid date. If a bid date has not been identified, Consultant shall use the most current boilerplate Special Provisions. Boilerplates, by bid date, can be found at the following website:

https://www.oregon.gov/odot/Business/Pages/Special-Provisions.aspx

Consultant shall obtain concurrence from Agency for any unique special provisions or changes made to the boilerplate Special Provisions, beyond fill-in-the-blank changes. Consultant shall document the changes made to the Special Provisions and Agency concurrence.

https://www.oregon.gov/odot/Business/Pages/Special-Provisions.aspx

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Consultant shall consult with Agency and incorporate the required insurance information into the Special Provisions.

Advance Cost Estimate:

Consultant shall update the construction cost estimate quantities and unit costs utilizing Agency standard bid items to support the Advance Plans (the “Advance Cost Estimate”). Consultant shall prepare the estimate to include mobilization, contingencies, and construction engineering based on the percentages agreed to by both parties. The estimate must be based on unit prices utilizing Agency, ODOT, and Consultant historic bid information and anticipating a 2027 bid letting. Consultant shall prepare the final cost estimate using excel or Agency required software.

Advance PS&E Revisions/Corrections:

The APM will submit a single electronic file of Advance PS&E Comment Log review comments to Consultant. Consultant shall address comments received and communicate with the APM the proposed resolution to the comments. Consultant shall provide written response to address review comments received from the APM on the Advance PS&E.

4.1 Consultant Deliverables and Schedule

Consultant shall submit the following to the APM within 6 weeks of the APM’s written approval (e-mail acceptable) of the Design Acceptance Package(Task 3):

• Advance Plans (PDF)

• Advance Special Provisions in electronic format (MS Word, utilizing “Track

Changes”)

• Advance Construction Cost Estimate in electronic format (Excel and PDF)

• Comment response log for plans and specifications (Excel)

• Special Provisions changes and Agency concurrence

• Civil Rights request for goals worksheet

Consultant shall submit Advance PS&E Review Comment Log with initial responses to the APM within 2 weeks of receipt of comments.

4.2 Final PS&E Package (100%)

Consultant shall prepare the Final PS&E package for bidding purposes. The final plans, Special Provisions, and construction cost estimate must incorporate all revisions agreed to and documented on the Advance PS&E Comment Log (Task 3.2).

Agency will review final plan sheets and note any final revisions needed prior to preparation and submittal of Professional of Record (POR)-signed Final Plans within 2 weeks of receipt of documents from Consultant. Consultant shall incorporate final revisions into POR-signed Final Plans.

Upon request from Agency, Consultant shall resolve comments from Agency.

4.2 Consultant Deliverables and Schedule

Consultant shall submit the following to Agency, 4 weeks prior to the PS&E due date:

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Description To APM

Electronic Paper Unsigned Final Design Plans (11 x 17) PDF

Project Special Provisions Word &

PDF

POR Certification with all Special Provisions sections stamped PDF

Signed Special Provision Integrity Certification PDF

Special Provision Summary Form Excel

Construction Cost Estimate (Agency Format) PDF & Excel

Consultant shall submit the following to APM, no later than 1 week prior to the PS&E Due Date:

• POR-signed Final Plans in PDF format