Bid Notice-Placerville Drive Bridge Replacement (CIP _41410) and Placerville Drive Bicycle and Pedestrian Facilities Phase 1 (CIP _418164).pdf

CITY OF PLACERVILLE

Engineering Department

REQUEST FOR PROPOSALS

FOR CONSTRUCTION MANAGEMENT, INSPECTION, AND PUBLIC OUTREACH

SERVICES

for

Placerville Drive Bridge Replacement (CIP #41410) and

Placerville Drive Bicycle and Pedestrian Facilities Phase 1 (CIP #418164)

Federal Project No. 5015(024) and

Federal Project No. 5015(040), respectively

Release Date: July 16, 2026

Proposals due by: August 13, 2026 at 3:00 pm

A complete copy of the RFP and attachments can be found at:

www.cityofplacerville.org/rfp-rfq-projects-out-to-bid

City of Placerville

3101 Center Street

Placerville, CA 95667

Phone: (530) 642-5250

July 16, 2026

TO: Qualified Engineering Consultants

SUBJECT: REQUEST FOR PROPOSALS NOTICE

PLACERVILLE DRIVE PROJECTS

Dear Qualified Engineering Consultant Team:

Notice is hereby given that Proposals will be received at the City of Placerville (3101 Center Street, Placerville, CA 95667) until Thursday, August 13, 2026 at 3:00 P.M. local time, for furnishing all labor, materials and equipment, and performing the scope of work necessary and incidental to:

Provide construction management services, including Resident Engineer, inspection, materials testing, construction staking quality control, public outreach services and construction contract administration services for the federally-funded Placerville Drive

Bridge Replacement and Placerville Drive Bicycle and Pedestrian Facilities Phase 1.

Construction work, inclusive of both projects, includes: demolition of the existing bridge at Hangtown

Creek; construction of a new two-lane bridge with two-way turn-lane, bike lanes, and sidewalks;

relocation of water and sewer mains; retaining walls; roadway improvements including roadway reconstruction, curb, gutter, and sidewalk, storm drainage improvements, street lighting, traffic signal modifications, pedestrian crossing improvements, and roadway striping.

The Placerville Drive Bicycle and Pedestrian Facilities Phase 1 project limits extend on Placerville

Drive from Ray Lawyer Drive to Cold Springs Road and on Green Valley Road from Mallard Lane to

Placerville Drive. The Placerville Drive Bridge Replacement Project at Hangtown Creek sits within the Bicycle and Pedestrian Facilities Phase 1 limits. The City intends to construct both projects under one construction contract. Similarly, the City also intends to award one agreement for Construction

Management, Inspection, and Public Outreach Services for both projects under this solicitation.

3101 Center Street

Proposals shall be addressed to:

3101 Center Street

Placerville, CA 95667

Attn: Melissa Savage, P.E., City Engineer/Director of Engineering

Email: msavage@cityofplacerville.org

Consultants wishing to propose in response to this Request for Proposals (RFP) are invited to notify the City of their intent to propose by emailing Melissa Savage at the email address indicated below to be added on the Proposer List. The City reserves the right to amend this RFP by addendum prior to the final submittal date and will email any addendums to the RFP directly to the Consultants on the

Proposer List.

Questions shall be addressed to Melissa Savage in writing according to the timelines indicated herein and at the address indicated above. Verbal explanation or instructions shall not be considered binding by the City of Placerville. Any modifications to this solicitation will be issued by the City of

Placerville in the form of written addenda as indicated above.

This RFP does not commit the City of Placerville to award an Agreement or pay any costs associated with the preparation of a proposal. The City of Placerville reserves the right to cancel this solicitation at any time or to extend the submittal deadline.

Sincerely, Melissa Savage, P.E.

City Engineer/Director of Engineering

Office: (530) 642-5250

CONTENTS

1. INTRODUCTION

2. SCOPE OF SERVICES

3. COST PROPOSAL/FEE

4. FEDERAL AID REQUIREMENTS

A. Disadvantaged Business Enterprise (DBE)

B. Non-Lobbying Certification

5. RESPONSE TO THIS RFP

6. PROPOSAL FORMAT REQUIREMENTS

A. Cover Letter

B. Experience with Similar Projects

C. Qualifications and Availability of Proposed Staff

D. Project Understanding

E. Public Outreach and Community Engagement

F. Local Knowledge

G. Approach to Communication with City Staff

H. Sample Agreement for Engineering Services

7. EVALUATION CRITERIA

8. INQUIRIES

9. SELECTION SCHEDULE

10. LIST OF ATTACHMENTS

11. LIST OF DOCUMENTS AVAILABLE FOR DOWNLOAD

Placerville Drive Projects – CM RFP 1

1. INTRODUCTION

The City of Placerville (City) is soliciting Proposals from qualified firms (Proposer) to provide professional construction management, Resident Engineer, inspection, materials testing, construction staking quality assurance, environmental mitigation and monitoring coordination, public outreach, office engineer, and construction contract administration services for the Placerville Drive Bridge

Replacement (“Bridge Project”) and Placerville Drive Bicycle and Pedestrian Facilities Phase 1

(“Bike/Ped Project”), collectively referred to as the Placerville Drive Projects.

Major elements of construction of the Placerville Drive Projects include the following:

• Demolition of the existing two-lane bridge over Hangtown Creek;

• Construction of a new three-span Cast-in-Place/Reinforced Concrete Slab bridge founded on CIDH piles and spread footings;

• Construction of retaining walls, including Type 1 and Type 5 walls within the Bridge

Project limits, and Type 6A/6B walls and block walls within the Bike/Ped Project limits;

• Removal and replacement of an El Dorado Irrigation District 10” water main attached to the existing bridge;

• Removal of a 20” City sewer main from its location in Hangtown Creek at the bridge and reconstruction to a new alignment in Placerville Drive;

• Installation of Rock Slope Protection around the bridge and creek embankments;

• Construction of curb, gutter, and sidewalk;

• Storm drainage system improvements;

• Pavement rehabilitation and roadway paving,

• Installation of new street lighting;

• Traffic signal modifications and installation of pedestrian crossing improvements;

• Installation of signing and striping; and

• Traffic control and a detour to facilitate bridge construction.

The Bike/Ped Project is located on Placerville Drive from Ray Lawyer Drive to Colds Springs Road, and on Green Valley Road from Mallard Lane to Ray Lawyer Drive. The Bridge Project is located within the Bike/Ped Project limits at Hangtown Creek. A location map is provided as Attachment A.

The City intends to construct both projects together under one construction contract. Similarly, the

City intends to have one Construction Management consultant team overseeing both projects. A set of the draft 100% Not for Construction Plans and Specifications for both projects are available for download from the City’s website.

The Bike/Ped Project is funded through the federal Active Transportation Program (ATP), and the

Bridge Project is funded by the Highway Bridge Program (HBP) with local matching funds on both projects. The proposer must be experienced in administering construction projects with federal funds.

It is the intent of the City to have the project constructed in accordance with the project plans and specifications prepared for the project.

Placerville Drive Projects – CM RFP 2

The tentative project schedule is as follows:

1. Proposals Due – August 13, 2026

2. Interviews – August 25, 2026

3. Award Construction Management Agreement – September 22, 2026

4. Advertise Construction Contract – October 2026

5. Award Construction Contract – December 2026

6. Begin Construction – February 2027

7. End Construction – December 2028

8. Project Close Out – May 2029

The date of the award of the Construction Management Agreement is contingent upon the City receiving federal authorization of the construction phase from FHWA/Caltrans.

It is anticipated that pre-construction services, including public outreach services, will begin immediately upon execution of the Agreement and issuance of a Notice to Proceed. Full-time construction management services will not be required until the mobilization and commencement of construction in 2027 and will continue for approximately 18 months until completion of the project.

Part-time and intermittent services will be required until acceptance of the projects and through the close-out of the federal funding.

2. SCOPE OF SERVICES

The City requires the services of a competent and experienced consulting engineering firm (CM) to provide all administration and construction contract management services for the construction of the

Placerville Drive Projects. The scope of services includes, but is not limited to, bidding support, preconstruction services (including a constructability review of draft 100% plans and specifications and public outreach), administration of the construction contract, public outreach, quality control, materials testing, inspection, coordination of environmental mitigation and monitoring, and surveying quality control. The successful firm shall provide a field site representative who is a licensed

Professional Civil Engineer in the State of California, and who will be subject to the approval of the

City to perform and function as the Resident Engineer (RE). Significant preference will be given to firms that propose an RE with at least 10 years of experience on projects of similar size and type, and that have experience administering federally funded construction contracts in accordance with Chapter

16 of the Local Assistance Procedures Manual (LAPM).

In addition to the RE, the CM firm shall provide qualified support staff, including subconsultants, to assist the City in managing the construction of the project. The CM team shall also include a designated Public Information Officer (PIO) to manage all outreach and communication to the public on behalf of the City in advance of and during the construction phase. The public outreach services scope of work shall include a detailed public information and outreach plan including all aspects of media relations and community updates.

The project construction inspectors shall have inspection experience that includes, but is not limited to, Placerville Drive Projects – CM RFP 3 the following areas:

• Caltrans Construction Management Protocols and Procedures

• General site preparation

• Underground utility construction, including water, sewer, and drainage facilities

• Bridge construction

• Curb, gutter, and sidewalk construction and ADA compliance

• Road construction and road widening, including subgrade, structural section and paving

• Retaining wall construction

• Electrical signal and lighting systems

The CM Project Manager (PM) and RE shall report directly to the City Engineer. The CM PM and the RE can be the same person.

The City expects the consultant to develop their own detailed scope of work and identify deliverables based on knowledge of City and Caltrans/FHWA procedures and understanding of the project. The scope of work, at a minimum, should include the tasks described in Attachment B, but it should include any modifications or methodology suggestions based on your experience and strategies of successful project delivery. Proposers are expected to gain a thorough knowledge of the two projects and exercise professional judgment in their development of a detailed scope of work that will deliver the project.

The Consultant may develop one scope of work that identifies the tasks for each project, but a separate cost proposal must be prepared for each of the two projects.

If desired, the City can provide an office space cubicle for the CM firm located within the Engineering

Department at City Hall for use during construction. The CM firm shall provide its own equipment

(computers, printer, office materials, testing equipment, vehicles, etc.).

3. COST PROPOSAL/FEE

In a separate, sealed envelope, Proposers must provide two separate cost proposals (i.e., one for each project) for all services to be delivered, and a breakdown of costs delineated by tasks as described and outlined in the Scope of Services. A schedule of hourly rates in a cost-plus format for all proposed staff and the amount of time each person will devote to each project must be included. Define any reimbursable expenses requested to be paid by the City. The cost proposal must be in a Cost-Plus-

Fixed-Fee format in accordance with current requirements of Chapter 10 of the LAPM. Attachment

C includes a sample cost proposal.

This project will require Financial Document Review from the Caltrans Independent Office of Audits and Investigations (IAOI). The review by IOAI and acceptance of the Indirect Cost Rates must be completed prior to City Council approval of the Agreement for Engineering Services. Again, the City

Placerville Drive Projects – CM RFP 4 intends to award one Agreement for both projects.

For consultant services on public works projects involving local, State, and/or Federal funds, the

City requires that fee schedules must be consistent with applicable prevailing wage requirements.

4. FEDERAL AID REQUIREMENTS

As mentioned above, the projects are funded with federal ATP and HBP funds. This project is therefore subject to the provisions of the most recent LAPM, and all applicable federal-aid requirements.

A. Disadvantaged Business Enterprise (DBE)

In accordance with the US DOT Interim Final Rule, published on October 3, 2025, this procurement does not have a consultant contract Disadvantaged Business Enterprise (DBE) goal due to the temporary suspension of the DBE program.

B. Non-Lobbying Certification

The prospective participant certifies by signing and submitting a proposal to the best of his or her knowledge and belief that:

(1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of

Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying

Activities," in accordance with its instructions.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The prospective participant also agrees by submitting his/her proposal that he/she shall require that the language of this certification be included in all lower-tier subcontracts which exceed

Placerville Drive Projects – CM RFP 5

$100,000 and that all such sub-recipients shall certify and disclose accordingly.

Exhibit 10-Q Disclosure of Lobbying Activities form, Attachment D of this RFP, shall be completed and submitted with the proposal.

The successful proposer will be responsible for meeting all federal funding requirements for this project.

5. RESPONSE TO THIS RFP

Consultants wishing to propose in response to this RFP are invited to notify the City of their intent to propose by emailing the City Engineer and requesting to be added to the Proposer List. The City reserves the right to amend this RFP by addendum prior to the final submittal date and will email any addendums to the RFP directly to the Consultants on the Proposer List

Firms responding to this RFP shall submit three (3) hard copies of the proposal and one (1) electronic copy. Proposals shall be submitted in sealed envelopes or containers that bear the name and business address of the firm and shall also be plainly labeled as follows in the lower left-hand corner of the envelope:

CITY OF PLACERVILLE

PLACERVILLE DRIVE PROJECTS

CONSTRUCTION MANAGEMENT SERVICES PROPOSAL

The City of Placerville will accept written Proposals at the following address:

Engineering Department

3101 Center Street

Placerville, CA 95667

Attn: Melissa Savage, P.E.

Proposals may be hand-delivered or mailed via U.S. Post Office or overnight service. The City of

Placerville will NOT accept proposals submitted via e-mail.

Deadline for receipt of Proposals is 3:00 p.m. on Thursday, August 13, 2026.

If all required information is not provided, a Proposal may be considered incomplete and non-responsive and rejected without evaluation. Late submittals, submittals to the wrong location, or submittals with inadequate copies are considered non-responsive. Submitting additional information after the deadline will not be allowed.

The City of Placerville reserves the right to reject any or all Proposals and to waive any and all irregularities and to select the firm which, in its opinion, best serves its interests based on the

Placerville Drive Projects – CM RFP 6 qualifications of the firm. The City makes no representation that any contract/Agreement will be awarded in response to this RFP. The City will not be liable for any costs incurred by the Proposers incidental to the preparation and presentation of qualifications either orally or in the Proposal. Any costs incurred in the preparation of the Proposal, in the submittal of additional information, and/or in any other aspect of the Proposal prior to the award of a written agreement will be borne by the

Proposer. Proposals shall remain in effect for a period of 120 days from the submittal deadline.

6. PROPOSAL FORMAT REQUIREMENTS

Each response to this RFP shall include the information described in this section. Provide the information in the specified order. Failure to include all of the elements specified may be cause for rejection. Additional information may be provided but should be succinct and relevant to the goals of this RFP. Excessive information will not be considered favorably.

The Consultant’s Proposal package shall be limited to 20 double-sided 8.5-inch by 11-inch pages.

Charts, exhibits, and schedules may be included in 11-inch by 17-inch page format and shall be folded to fit into an 8.5-inch by 11-inch sheet and will each count as one (1) page. The page limit does not include the outside cover, section dividers, the required cover letter, or appendices. Resumes, Subconsultant Commitment Memoranda, the Scope of Services, and contract document review comments shall be provided in Appendices. The cost proposal must be provided in a separate sealed envelope as discussed above in Section 3 and is not included in the page limit. As noted above, separate cost proposals must be provided for each project. Proposals that do not contain the required information as described in this RFP or do not contain the required number of copies may be rejected.

The proposal must include a discussion of the following items:

A. Cover Letter

The cover letter shall include all items listed below:

• Title of this RFP

• Name and Mailing Address (include physical location if mailing address is a PO Box)

• Contact Person’s Name, Telephone Number, and Email Address

• A statement that the submitting firm will perform the services and adhere to the requirements described in this RFP, including any addenda (reference the addenda by date and/or number).

• Acknowledgement that all proposals may be considered public information. After award of an Agreement, or rejection of all proposals, all of part of any submittal may be released to any person or firm who may request it. Therefore, proposers shall specify in their Cover Letter if any portion of their submittal should be treated as proprietary and not releasable as public information. Proposers should be aware that all such requests may be subject to legal review and challenge.

Placerville Drive Projects – CM RFP 7

• The Cover Letter must be signed by an officer empowered by the Consultant to sign such material and thereby commit the Consultant to the obligations contained in the

RFP response. Further, the signing and submission of a response shall indicate the intention of the proposer to adhere to the provisions described in this RFP and a commitment to enter a binding contract/Agreement.

B. Experience with Similar Projects

Provide relevant summaries of the firm’s experience with similar projects. The summaries should include the dates and duration of the project, one reference and a brief description of the project. The description is to include, at a minimum, an outline of the complexities of the project and the firm’s approach to completing the project. Experience with federally funded projects of similar types and sizes must be included in this summary, including consultant staff that worked on the project. Preference is given to project references that demonstrate an understanding by the staff proposed for this project of the type of work relevant in this RFP.

C. Qualifications and Availability of Proposed Staff

Identify specific staff members to be assigned to the project and a table showing the percentage of time that key staff members are available during the course of the projects.

Provide a brief summary of the qualifications and experience of each team member assigned to each project, including length of service with the firm, and the qualifications/experience of any subconsultant staff proposed on your project team. Include an organization chart.

Describe the current and anticipated workload of each team member. Include information related to the Firm’s Organization, including its constituent parts, and size variation of staffing levels over the past five years. Also include a discussion of project commitments made to other agencies and a table showing the percentage of time key staff members are available during the project.

Resumes should not be more than two (2) pages for key team members and one page or less for support staff and shall be included in an Appendix to the proposal.

Include qualifications and experience of any subconsultant(s) to be used. Identify the services which would be completed by subconsultant(s). A brief Subconsultant

Commitment Memorandum must be included in an Appendix to the proposal for each subconsultant. It shall be written on their letterhead and signed by an officer of the company verifying their commitment to perform the work.

D. Project Understanding

Provide a detailed discussion of your firm’s approach to the successful implementation and management of the Placerville Drive Projects. Include thorough discussions of

Placerville Drive Projects – CM RFP 8 methodologies you believe are essential to accomplishing the two projects concurrently, including engineering constraints, milestones, and required approvals relating to the projects. Include a proposed work schedule to accomplish all the required tasks within the desired timeline; the schedule should include submittal review/approval times for the

City and other project stakeholders. Identify the staff who would be assigned to each task, including subconsultants.

Provide an outline, from the details in the Scope of Services in Attachment B, of your firm’s plan to accomplish the project and include any special services your firm offers to meet the City’s need for timely completion and overall success.

Illustrate to the City how your firm will manage the construction of these projects effectively from the initial plan, specification and estimate review to the final punch list and federal funding close-out.

Provide a quality assurance review of the draft Plans and Specifications for both projects

(download the files at https://www.cityofplacerville.org/rfp-rfq-projects-out-to-bid), and provide written comments in the form of a summary memorandum and “redline” markups of the plans and specifications. The review must be completed and submitted with the proposal.

E. Public Outreach and Community Engagement

Provide a written discussion of your approach to public outreach services for projects of this size. Describe your understanding of the projects and identify any potential community concerns or issues that may arise during construction. Identify the staff or consultant that will be responsible for the public outreach services and their experience on similar projects. Explain your plan for responding to time-sensitive or emergency issues.

F. Local Knowledge

Provide a brief summary of your understanding of the City of Placerville and the

Engineering Department’s approach to transportation infrastructure project delivery.

Describe your understanding of Placerville’s unique topography and historical context and how to address potential issues arising from either. Summarize your knowledge of

Placerville’s political climate and the will of the City Council.

G. Approach to Communication with City Staff

The Resident Engineer will report directly to the City Engineer/Director of Engineering.

Please describe your approach to effective communication with the City and how you will navigate the decision-making process in construction management.

Placerville Drive Projects – CM RFP 9

H. Sample Agreement for Engineering Services

Attachment E provides the City’s standard Agreement for Engineering Services for federally-funded projects. Proposers must review the Sample Agreement and make a statement in their proposal to accept the Agreement as-is or provide requested exceptions or deviations. The City intends to make no substantive changes to the Agreement for

Engineering Services unless otherwise necessitated by updates to the contract requirements per Chapter 10 of the Local Assistance Procedures Manual following this solicitation. The City reserves the right to reject requested exceptions or deviations.

Attachment F contains the City’s standard legal notices and contract provisions.

7. EVALUATION CRITERIA

The City reserves the right to make the selection based on its sole discretion. A review panel selected by the City Engineer will evaluate the proposals provided in response to this RFP. The primary objective of the City is to select a qualified Consultant to perform necessary professional services to successfully manage the construction of the Placerville Drive Projects. The City has established the following criteria for the selection process:

• The selection process shall be fair, open, and competitive.

• Selection shall be based upon demonstrated competence, professional qualifications, experience, and capabilities to perform the required services. Ranking of the Proposals shall follow the scoring criteria described below.

• After the Proposals are reviewed and ranked, a short list will be prepared by the selection panel, and the City will determine if in-person interviews will be necessary. Virtual interviews will not be an option.

• Upon completion of the evaluation process, negotiations will commence with the highest-ranking firm. If negotiations are unsuccessful, then the City will begin negotiations with the second-ranked firm. The City reserves the right to reject any and all Proposals and to negotiate with any responsible, responsive firm. The City is under no obligation to issue contracts for the services described in this RFP.

The following evaluation criteria and rating schedule will be used to rank and determine the most highly qualified firm(s):

Placerville Drive Projects – CM RFP 10

Evaluation Criteria Maximum

Points Possible

1. Experience with Similar Projects 25

2. Qualifications of Proposed Staff 20

3. Understanding of the Two Projects 20

4. Demonstrated Experience with Community Engagement 15

5. Local Knowledge 10

6. Approach to Communication with City Staff 10

Total Possible Points: 100

Reference checks will be performed at the sole discretion of the selection committee for the top teams selected for interviews.

8. INQUIRIES

All inquiries and responses to the Request for Proposals (RFP) should be submitted to:

City of Placerville

Engineering Department

3101 Center Street

Attention: Melissa Savage, P.E.

Prospective Proposers are encouraged to promptly notify the City, in writing, of any apparent major inconsistencies, problems, or ambiguities in this RFP by Friday, August 7, 2026 by 4:00 pm.

A final addendum will be issued no later than Monday, August 10, 2026 at 5:00 pm.

9. SELECTION SCHEDULE

Tentative Schedule

Deadline for Inquiries August 7, 2026, 4:00 pm

Proposals Due August 13, 2026, 3:00 pm

Proposal Evaluation by Review Team August 14-21, 2026

Placerville Drive Projects – CM RFP 11

Interviews August 25, 2026 Approval of CM Agreement September 22, 2025 Construction Project Advertises October 2026 Award Construction Contract December 2026

10. LIST OF ATTACHMENTS

A. Location Map B. Scope of Services C. Sample Cost Proposal – Cost-Plus-Fixed-Fee Format D. Disclosure of Lobbying Activities (Exhibit 10-Q) E. Sample Agreement for Engineering Services F. City Legal Notices

11. LIST OF DOCUMENTS AVAILABLE FOR DOWNLOAD

https://www.cityofplacerville.org/rfp-rfq-projects-out-to-bid

a. Draft (Not for Construction) 100% Plans and Specifications – Both Projects

b. Mitigation and Monitoring Plan – Both Projects

c. Design Reports and Technical Memos:

a. Geotechnical Report – Bike/Ped Project

b. Design Hydraulic Study – Bridge Project

c. Foundation Report – Bridge Project

d. Temporary Creek Diversion Memo – Bridge Project

e. Stormwater Management Plan – Both Projects

f. Drainage Report – Both Projects

Placerville Drive Projects – CM RFP

ATTACHMENT A

LOCATION MAP

ATTACHMENT A

3101 Center Street

Placerville Drive Bridge Replacement Project (CIP #41410)

Placerville Drive Bicycle and Pedestrian Facilities Phase 1 (CIP #41816)

Vicinity Map – No Scale

Project Location Map – No Scale

Project Location

Placerville Drive Bicycle and

Pedestrian Facilities Phase 1

Placerville Drive

Bridge Replacement

ATTACHMENT B

SCOPE OF SERVICES

Placerville Drive Bicycle and Pedestrian Facilities Phase 1 Project (CIP #418164)

ATTACHMENT B

SCOPE OF SERVICES

PROJECT BACKGROUND

The Placerville Drive Bicycle and Pedestrian Facilities Project Phase 1 Project (CIP #418164) will provide safe and accessible bicycle and pedestrian facilities and improve multi-modal connectivity on Placerville Drive between Ray Lawyer Drive/ Green Valley Road and Cold Springs Road. The project will also construct sidewalk and bicycle facilities on Green Valley Road from Placerville

Drive to Mallard Lane for safe access to nearby community resources.

The Placerville Drive at Hangtown Creek Bridge Replacement Project involves replacement of the existing functionally obsolete two-lane bridge over Hangtown Creek, 0.3 miles west of Cold Springs

Road. The bridge will be replaced with a two-lane bridge with a center turn-lane, bike lanes, and sidewalk on both sides of the street. The Bridge Project limits extend from Pierroz Road (west of the bridge) to approximately 523 Placerville Drive (east of the bridge) as shown on the project plans.

The City intends to construct both projects together under one construction contract.

The scope of services for Construction Management, Inspection and Public Outreach must identify the tasks to be completed for each project. A separate cost proposal must be prepared for each of the two projects.

Major elements of construction of the Placerville Drive Projects include the following:

• Demolition of the existing two-lane bridge over Hangtown Creek (Bridge Project);

• Construction of a new three-span Cast-in-Place/Reinforced Concrete Slab bridge founded on CIDH piles and spread footings (Bridge Project);

• Construction of retaining walls, including Type 1 and Type 5 walls (Bridge

Project):

• Construction of Type 6A/6B walls and block walls (Bike/Ped Project);

• Removal and replacement of an El Dorado Irrigation District 10” water main attached to the existing bridge (Bridge Project);

• Removal of a 20” City sewer main from its location in Hangtown Creek at the bridge and reconstruction to a new alignment in Placerville Drive (Bridge Project);

• Installation of Rock Slope Protection around the bridge and creek embankments

(Bridge Project);

• Construction of curb, gutter, and sidewalk;

• Storm drainage system improvements;

• Pavement rehabilitation and roadway paving,

• Installation of new street lighting;

• Traffic signal modifications and installation of pedestrian crossing improvements

(Bike/Ped Project);

• Installation of signing and striping; and

• Traffic control and a detour to facilitate bridge construction.

PROJECT DESCRIPTION

The CITY is contracting with CONSULTANT to provide professional construction management, inspection, public outreach, survey quality control, minor environmental mitigation oversight, materials testing and administrative services during construction. Work shall be performed in accordance with applicable CITY and Caltrans standards and standard practice.

ITEMS OF WORK

The CITY contracts with the CONSULTANT to provide all required construction engineering services necessary to provide project inspection (including survey quality control and environmental mitigation and monitoring coordination), public outreach, materials testing, and construction management services for the Construction Project. The intent of the contract is to have the

CONSULTANT provide a Resident Engineer, necessary support staff, equipment and materials for the required services. The work product shall meet the minimum requirements identified in this scope of services.

General

The intent of this scope of work is to set forth the requirements and responsibilities of the

CONSULTANT for construction management, inspection, material testing, verification, and recommendation for acceptance of improvements of the proposed construction project to assure consistent and satisfactory quality of such improvements in accordance with the approved construction documents.

The CONSULTANT will provide a Construction Manager (CM) and sufficient staff to perform construction administration oversight and inspection services during the construction of the

Construction Project. All CONSULTANT staff shall work under the supervision of the CM.

These services will encompass serving as the CITY’S Resident Engineer (RE) to the Construction

Contractor and the public with regard to activities at the construction site, interpretation of the requirements of the Construction Contract Documents, assessing the acceptability of the

Contractor's work, construction staking quality control and materials testing. The

CONSULTANT’s CM shall be a licensed Professional Civil Engineer registered in the State of

California.

The CONSULTANT’s services will include review and analysis of construction documentation prior to bidding, documentation of pre-construction site conditions, interpretation of and

Contractor’s conformance to the project plans, specifications, contract documents, and regulatory permits (as applicable). The CONSULTANT will assess the acceptability of the Contractor’s work by contract requirements and standards, visual observation, photo and video documentation and all applicable soil and material testing. When necessary, the CONSULTANT shall issue Notices of Non-Compliance and/or take other action to ensure correction of deficiencies. If safety violations are observed, the CONSULTANT shall take appropriate action to ensure correction of deficiencies. The CONSULTANT shall also manage requests for information/clarification, coordinate work with the design engineer, as required, and manage the project changes, evaluate

Contractor’s claims, and prepare progress pay estimates.

The CONSULTANT will not be responsible for the construction staking but will be required to provide quality assurance and verification for vertical and horizontal control accuracy, as necessary; construction staking will be handled through the construction contractor.

All construction management, materials testing, inspection and related activities shall be completed as described in the Construction Management Plan (CMP) Manual prepared by the

CONSULTANT specifically for this project and approved by the CITY. In addition to the approved CMP Manual, the CONSULTANT shall perform its activities in accordance with, but not limited to, the following documents:

a) Project Plans and Specifications

b) Regulatory Agency Permits (as applicable)

c) Public Works Inspectors Manual, 7Th Edition

d) Caltrans Local Assistance Procedures Manual

e) Caltrans Construction Manual & Bulletins

f) Caltrans Standard Test Methods

g) Caltrans Surveying Manual

h) Caltrans Manual of Traffic Control for Construction & Maintenance Work Zones

i) California Manual of Uniform Traffic Control Devices

Time required by the CONSULTANT to reach the designated construction office will not be considered part of the services for which payment will be made.

Time charged by each individual to a contract executed as a result of this Proposal shall be properly documented on CITY approved time sheets. A copy of each time sheet shall be submitted to the

CITY with each monthly invoice as designated by the CITY. Separate invoices shall be prepared and submitted for each project. Invoices shall follow the format stipulated in the approved cost proposal and shall reference the Project Title and CIP Number.

There shall be no reimbursable expenses on this project unless approved in writing, in advance, by the CITY.

The Project public outreach services shall include the following tasks:

Task 1 Public Outreach Services

The CONSULTANT shall identify a Public Information Officer (PIO) to serve as the primary liaison between the City, construction management team, businesses, local residents, commuters, all members of the public, and elected officials. The PIO will develop and implement a detailed Public

Information and Outreach Plan for their specific approach to managing and informing the public about project timelines, traffic impacts, detours and construction milestones.

Preconstruction Services

The PIO will develop the detailed Public Information and Outreach Plan for CITY review and approval. The plan will identify communication strategies, target audiences, and messaging protocols. With input from the CITY, the PIO will develop a stakeholder database containing a list of affected property owners, businesses, community organizations, emergency services, local schools, and all other members of the public affected by the project. During the preconstruction phase, it is anticipated that one “open house” style public meeting will be held to provide the public with a comprehensive update about the project and anticipated timelines. The PIO will develop initial project flyers, fact sheets, and mailers/newsletters for local distribution in advance of the start of construction. The PIO will develop communication tools to be used for the duration of the project, including but not limited to, a project hotline (phone number), email distribution list, and project-specific website.

Construction Phase Services

During the construction phase, the PIO will prepare weekly updates of construction activities and traffic control to be distributed on the project website and to the email distribution list. The weekly updates shall include progress photos. The PIO will manage all localized communications with businesses/residents directly impacted by the project including the distribution of door hangers and notices for work items such as utility shutoffs, driveway closures, significant traffic control changes, or night work. The PIO will perform all media relations on behalf of the CITY. The PIO will draft all press releases for CITY review for significant project milestones or traffic control changes. The

PIO will serve as the primary contact for media inquiries. The PIO must be available for on-call work to handle after-hours/weekend emergency communications. The PIO will develop rapid response protocols for any emergency incidents or major issues within the work zone.

All communications and public outreach materials must be compliant with the Americans with

Disabilities Act (ADA) requirements.

Deliverables:

• Public Information and Outreach Plan – due one month after Notice to Proceed

• Weekly Updates (for website and email distribution)

• All communications materials – door hangers, flyers, public meeting materials, etc. to be approved by the CITY before distribution

The Project inspection, materials testing, construction management, and related construction engineering services shall include the following tasks:

Task 2 Construction Management Plan

The CONSULTANT shall prepare a Construction Management Plan (CMP) for the project for

CITY approval. The plan shall indicate the standards and level of effort that the CONSULTANT’s staff will adhere to during all phases of this work and describe deliverables to be received by the

CITY. At a minimum, the plan shall include the sections listed below:

a) Project Organization

b) Meetings

c) Communications Management

d) Preparation of Management Reports

e) Clarifications and Contract Interpretations of Specifications

f) Submittals/Shop Drawings

g) Design Modifications

h) Change Orders

i) Schedule Management

j) Claims Management and Resolution

k) Testing and Testing Documentation

l) Progress Pay Estimate Preparation

m) Inspection and Inspection Reporting

n) Defective Work Correction

o) Record Drawings

p) Complaint & Community Relations Procedures

q) Safety

r) Photo/Video Documentation

s) Certified Payroll Review

t) Special Inspections

u) Other Tasks

The plan shall describe the level of effort anticipated to be maintained by the Construction

Manager (CM) and inspectors for the various activities during the construction period and project closeout. The plan shall describe all deliverables and timing for periodic reports.

Deliverables:

• Three copies of final Construction Management Plan due prior to the pre-bid conference.

Task 3 Administration

The Consultant is to provide construction administration of the project to facilitate the ongoing construction efforts and maintain State and CITY regulations. At a minimum the consultant shall:

a) Comply with Cal-OSHA regulations regarding safety equipment and procedures, and safety instructions issued by the State.

b) Provide administrative, management and related services as required to coordinate the work of the contractor, to complete the project in accordance to contract documents, State regulations and in with the CITY’s objectives for cost, time and quality. Provide weekly status reports to CITY. Weekly status reports shall include summaries of work with photos that is currently being performed, behind schedule, unresolved deficiencies and defective work, outstanding change orders and status of any claims.

c) Coordinate with the CITY and all other involved agencies to obtain and comply with all required permits.

d) Recommend necessary or desirable changes in the construction contractor’s scope of work to the CITY, review and evaluate contractor’s request for changes, assist in negotiating contractor’s proposals, submit recommendations to the CITY supported by field data, and if they are accepted, prepare change orders for signature and the CITY’s authorization.

e) Maintain strict cost accounting records on authorized work performed under unit costs, additional work performed on the basis of actual costs of labor and materials, or other work requiring accounting records.

f) Develop and implement procedures for the review and processing of applications by contractor for progress and final payments. Make written recommendations to the CITY for Contractor payments.

g) Consult with the CITY and potentially the design engineer if the contractor requests interpretations of the meaning and intent of the plans and specifications and assist in the resolution of questions which may arise.

h) Provide a staffing schedule each month for the following month. This schedule is subject to the CITY’s approval.

i) Manage and coordinate any utility work to be performed by utility agencies (work not part of contractor’s responsibilities): EID, PG&E, AT&T and Comcast.

Deliverables:

• Weekly Status Reports

• Required permits

• Cost Control Program

• Cost Accounting Records

• Progress Payment Recommendations

• Draft and Final Change Orders

• Staffing Schedules

• Other reports as required

Task 4 Pre-Bid Contract Document and Constructability Review

CONSULTANT shall perform a quality assurance review the draft 100% PS&E package for each project and provide written comments in the form of a summary memorandum and “redline” markups of the plans and specifications. This review will be completed and submitted with the proposal.

CONSULTANT shall review final contract plans, specifications, permits, agreements, environmental documents and the Resident Engineer files consisting of design engineer memos to

Resident Engineer, and technical reports and studies.

CONSULTANT shall prepare a project schedule which includes all preconstruction and construction utility relocations, and notification timelines noted on all permits, agreements, and contract documents. Upon receipt of contractor’s schedule, the RE’s schedule will be updated.

Deliverables:

• Quality Assurance review memorandum, comment matrix, and markups

• Schedule

Task 5 Documentation of Pre-Construction Conditions

CONSULTANT shall document pre-construction site conditions using photographs, written notes and video. Special or sensitive areas shall be noted and extra documentation may be required for these special or sensitive areas. Each photo shall be labeled with date, location, detailed description and photographer’s name. Copies of all documentation, including photographs, notes, and video, shall be submitted to the CITY’s Engineer and become the property of the CITY.

Deliverables:

• Copies of all documentation, including photographs, notes, and video.

Task 6 Documentation and Record Keeping

The Consultant shall maintain all documents to provide a detailed account of the construction effort, progress and contractual obligations. The consultant shall provide at a minimum the services below:

a) Verify that all required bonds and certificate of insurance have been received from the contractor and forwarded to the CITY for approval.

b) Maintain at the provided office, on a current basis and in good order: a record copy of all contracts, drawings, specifications, addenda, change orders and other modifications; shop drawings, product data, samples, submittals, purchases, materials, equipment, applicable handbooks, maintenance and operating manuals and instructions; and other related documents and revisions which are relevant to the contract work.

c) During the course of construction, maintain one set of plans for each project with markings and dimensions in red ink to denote field changes or other corrections.

d) A detailed photographic history of all phases of the project will be maintained on a daily basis. Each photograph will be labeled as to location, direction of view, date, time and items of interest. The photographs will be maintained in an album and the photographs will be indexed for ease of retrieval. Photos will also be taken of the following:

− Traffic Control

− Disputed work items

− Work that has to be duplicated, replaced or removed

− Completed work

− Extra work

Deliverables:

• Documents required by this section

Task 7 Meetings

Anticipated pre-construction meetings include project review meeting with the CITY and Design

Engineer; and a pre-construction meeting with the Contractor, CITY, Design Engineer, Caltrans

Encroachment Permit Office, and utility companies. Other anticipated meetings shall include daily discussions between the CM or designated representative and the Contractor; weekly meetings between the CM, contractor, and CITY; and meetings scheduled as needed with utility companies, other groups, or agencies. Consultant shall take minutes of the meetings and distribute them to attendees within one week of the meeting. Meetings shall be held at the offices of the CITY

Engineering Department or at a mutually agreeable location determined during the pre-construction meeting.

Deliverables:

• Project Review Meeting with CITY and Design Engineer

• Pre-construction meeting with CITY and all applicable parties related to the project.

• Weekly meetings with CITY and all applicable parties related to the project.

• Any meetings necessary to immediately resolve project issues related to scope, cost, or schedule.

• Meeting minutes

Task 8 Environmental, Permitting, and Storm Water Pollution Prevention Plan Support

The Consultant shall review and perform all activities in conformance with the environmental studies and regulatory permits (as needed) for each project.

CONSULTANT shall have a Qualified Storm Water Pollution Prevention Plan Practitioner (QSP) to oversee the implementation of the project specific Storm Water Pollution Prevention Plan

(SWPPP) submitted and implemented by the contractor. The Consultant shall provide all oversight and inspections to ensure compliance with the Construction Stormwater General Permit (2022-

057-DWQ).

Deliverables:

• Inspection and BMP Monitoring

Task 9 Schedule Review

The CONSULTANT shall review the Contractor’s construction schedule, request updates on a weekly basis and track delays or accelerations based on actual Contractor operations as defined in the CMP. Work with the Contractor to maintain the project schedule to show current conditions and suggest revisions that may be required.

Deliverable:

• Weekly Schedule Review Documentation

Task 10 Cost Control and Monthly Progress Payments

The CM shall implement necessary procedures for an effective system of cost control to track progress payments, contract change orders, quantity overruns, claims and extra work requests. The

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