CITY OF PICO RIVERA

REQUEST FOR PROPOSAL (RFP)

PROFESSIONAL DESIGN SERVICES FOR

BURKE STREET WATER MAIN REPLACEMENT AND

ROADWAY RECONSTRUCTION PROJECT

(CIP NO. 50140)

DEPARTMENT OF PUBLIC WORKS

INQUIRIES REGARDING THIS PROJECT

MAY BE DIRECTED TO:

Nadia Carrasco, Project Manager City of Pico Rivera 6615 Passons Blvd.

Pico Rivera, CA 90660

RFP Professional Design Services

REQUEST FOR PROPOSALS

PROFESSIONAL DESIGN SERVICES

The City of Pico Rivera (CITY) is publishing this Request for Proposals (RFP) to solicit proposals from qualified Engineering firms (Consultant) to provide engineering services including, but not limited to, preliminary engineering, surveying, potholing, utility notifications, right-of-entries, preparation of plans, specifications, estimates, preparation of waiver documentation to the Division of Drinking Water (DDW) including revisions, bidding and construction support services for the City’s Burke Street Water Main Replacement and Roadway Reconstruction Project.

These services will be provided through a Professional Services Agreement (“Agreement”) for the Burke Street Water Main Replacement and Roadway Reconstruction Project (“Project”) with the selected Proposer (“Consultant”). If any Consultant does not have adequate resources to perform all the professional services, sub-consultants may be retained to perform services at the agreed upon rates attached as an exhibit to the Agreement. The Department reserves the right to approve the qualifications of all sub-consultants.

The CITY invites proposals from professional Engineering firms and will receive such proposals in the Director of Public Works Office, City of Pico Rivera, 6615 Passons Blvd., Pico Rivera, California 90660, until 3:00 p.m. on Tuesday, September 01, 2026

Interested Consultants must submit four (4) copies of their Proposal labeled “REQUEST FOR

PROPOSALS TO PROVIDE PROFESSIONAL DESIGN SERVICES FOR BURKE

STREET WATER MAIN REPLACEMENT AND ROADWAY RECONSTRUCTION

PROJECT” to:

Director of Public Works City of Pico Rivera

Additionally, submit the complete Proposal on a Thumb Drive on labeled media (company name) in searchable PDF format as a single document (optimized and compressed). The naming convention for the file is “RFP Professional Design Services - company name.”

Proposals received after the time and date specified above will not be accepted and will be returned to the Consultant unopened. No pre-submittal meeting has been scheduled for this project.

The CITY reserves the right to reject any or all proposals, to waive any irregularity in any proposal received, and to be the sole judge of the merits of the proposals received, and to take all proposals under advisement for a period of 90 days. The CITY will enter into a PSA with the Consultant(s) whose proposals best meet the requirements of the Scope of Work as determined by the CITY.

The proposal submitted by the selected Consultant shall be incorporated as part of the respective Professional Services Agreement.

Instructions

INSTRUCTIONS

REQUEST FOR PROPOSALS

1. PROPOSED SCHEDULE

DESCRIPTION DATE/TIME

Request for Proposals Released Monday, July 27, 2026 Deadline to Submit Questions Thursday, August 20, 2026 – 3:00 p.m.

Deadline to Receive Proposals Tuesday, September 01, 2026 – 3:00 p.m.

The CITY reserves the right to modify any element of the timeline should it become necessary.

2. PRE-SUBMITTAL MEETING

No Pre-Submittal Meeting has been scheduled for this project.

3. SUBMISSION OF RFP

To be considered, the Proposal must be received by the City of Pico Rivera, Department of Public Works, by 3:00 p.m. on Tuesday, September 01, 2026.

Consultants must submit four (4) copies of their Proposal labeled:

“PROPOSAL FOR PROFESSIONAL DESIGN SERVICES - BURKE ST WATER

MAIN REPLACEMENT AND ROADWAY RECONSTRUCTION PROJECT”

to:

Noe Negrete, P.E.

Director of Public Works

City of Pico Rivera

In addition, the Consultant shall submit the complete Proposal on a Thumb Drive on labeled media (company name) in searchable PDF format as a single document (optimized and compressed). The naming convention for the file is “Proposal Professional Design Services - company name.”

Proposals and amendments to the Proposals received after the date and time specified above are not acceptable and will be returned to the Consultant unopened.

4. DISSEMINATION OF REQUEST FOR PROPOSALS (RFP) INFORMATION

The CITY may issue responses to requests for clarifications, questions, comments, and addenda to this RFP, or other material related to this solicitation. By submitting a Proposal, Consultant is deemed to have constructive knowledge and notice of all information pertaining to this RFP.

5. ADDENDA TO THE RFP

Any change(s) to the requirements of this RFP initiated by the CITY will be made by written addenda to this RFP. Any written addenda issued pertaining to this RFP shall be incorporated into and made a part of the terms and conditions of any resulting Professional Services Agreement (PSA). The CITY will not be bound to any modifications to or deviations from the requirements set forth in this RFP unless they have been documented by addenda to this RFP. Consultants will be required to document in their Proposal that they are aware of all addenda issued, if any, by the CITY.

6. QUESTIONS AND REQUESTS FOR CLARIFICATIONS

A. Contact Person for the Project

The Project Manager (PM) for this RFP is Nadia Carrasco, Associate Engineer, and may be reached at (562) 801-4421, ext. 4221 or via email at ncarrasco@pico-rivera.org. Consultants are required to post their questions to the City Project Manager online by visiting https://pbsystem.planetbids.com/portal/41481/portal-home. Any questions submitted by email or telephone will not be answered.

B. Clarifications of the RFP

Consultants are encouraged to promptly notify PM of any apparent errors or inconsistencies in the RFP. If a Consultant requires clarifications to this RFP, the Consultant shall notify the CITY in writing in accordance with Subsection “A” above, should it be found that the point in question is not clear and fully set forth in the RFP, a written addendum clarifying the matter will be issued.

C. Submitting Requests

All questions must be submitted to the CITY by 3:00 p.m. on Thursday, August 20, 2026.

Requests for clarifications, questions and comments received after 3:00 p.m.

on Thursday, August 20, 2026 will not be responded to.

D. City Responses mailto:ncarrasco@pico-rivera.org mailto:ncarrasco@pico-rivera.org https://pbsystem.planetbids.com/portal/41481/portal-home https://pbsystem.planetbids.com/portal/41481/portal-home

The CITY, in its sole discretion, will respond to requests for clarifications, questions and comments. Responses will be posted on Planet Bids on or before 5:00 p.m. on Thursday, August 27, 2026.

7. COST OF RFP PREPARATION

Any party responding to this RFP shall do so at their own risk and cost. The CITY shall not, under any circumstances, be liable for any pre-contractual expenses incurred by any Consultant who elects to submit a Proposal in response to this RFP or by any Consultant that is selected for PSA. Pre-Agreement expenses are defined as expenses incurred by Consultants in:

• Preparing a Proposal and related information in response to this RFP;

• Submitting a Proposal to the CITY;

• Negotiations with the CITY on any matter related to this RFP;

• Costs associated with interviews, meetings, travel or presentations; or

• Any and all other expenses incurred by a Consultant prior to the date of award, if any, of a PSA

The AGENCY will provide only the staff assistance and documentation specifically referred to herein and will not be responsible for any other cost or obligation of any kind which may be incurred by the Consultant.

8. CONFLICT OF INTEREST

By responding to this RFP, each Consultant represents to the best of its knowledge that:

• Neither Consultant, nor any of its affiliates, proposed subconsultants, and associated staff, have communicated with any member of the CITY since the release of this RFP on any matter related to this RFP except to the extent specified in this RFP;

• Neither Consultant, nor any of its affiliates, proposed subconsultants and associated staff, has obtained or used any information regarding this RFP and the proposed Scope of Work that has not been generally available to all Consultants, and

• No conflict of interest exists under any applicable statute or regulation or as a result of any past or current contractual relationship with the CITY;

• Neither Consultant, nor any of its affiliates, proposed subconsultants, or associated staff, have any financial interest in any property that will be affected by any of the potential CITY projects.

9. KEY PERSONNEL

It is imperative that key personnel proposed to provide services have the background, experience and qualifications to properly undertake all necessary services for the successful completion of the Scope of Work. The Consultant must identify all proposed key personnel in its Proposal.

The CITY reserves the right to approve all key personnel individually for any and all projects authorized by the CITY as a result of this solicitation. After a PSA has been executed, Consultant may not replace any key staff without written approval from the CITY. The CITY must approve replacement staff before a substitute person is assigned to a project. The CITY reserves the right to require the Consultant to replace a staff person assigned to the contract should the CITY consider replacement to be for the good of the project. Replacement staff will be subject to the CITY’S approval prior to assignment by Consultant.

10. BASIS FOR AWARD OF CONTRACT

The CITY intends to select the Consultant on the basis of demonstrated competence and professional qualifications in accordance with applicable State and Federal regulations. To that end, a PSA will be awarded to the Consultant(s) whose Proposal best meets the requirements of the Scope of Work as determined by the CITY. The Proposal submitted by Consultant shall be incorporated as part of the respective PSA.

TERM OF AGREEMENT

The City anticipates design services to begin immediately with a timely completion of all tasks to facilitate award of construction in the Spring of 2027. The Construction Bid Package to be delivered to the City within 120 working days from the date of the Notice to Proceed.

It is the CITY’s intent to enter into a PSA with the selected Consultant(s) for a two (2) year term.

The CITY will compensate the Consultant for actual hours worked by assigned personnel on a monthly basis. For each approved project quote, the consultant will provide an invoice clearly documenting the services performed each day and the number of hours worked.

Compensation will be based on the Schedule of Hourly Rates (Fee Schedule).

Compensation will be a Not-to-Exceed amount, as specified in the PSA and Fee Schedule.

The Fee Schedule will be in effect for the duration of the PSA.

11. REQUIRED FORMAT FOR PROPOSALS

The CITY is requiring all proposals submitted in response to this RFP to follow a specific format. The Proposal, including the Appendices, shall not exceed thirty (30) pages in length, with exception of required resumés, utilizing 8.5″ x 11″ pages with one-inch margins. As an exception, 11″ x 17″ pages may be used to display organizational charts.

Font size shall not be smaller than 12 point for text or eight (8) point for graphics. Dividers used to separate sections will not be counted. Creative use of dividers to portray team qualifications, etc. is discouraged.

Consultants are required to prepare their written Proposals in accordance with the instructions outlined below. Deviations from these instructions may be construed as non-responsive and may be cause for disqualification. Emphasis should be placed on accuracy, completeness, and clarity of content.

The written Proposal should be organized as described below. Each section of the written Proposal should contain the title of that section, with the response following the title. The following are the required titles with a brief statement as to that section’s desired content:

A. Letter of Offer

The Letter of Offer shall be addressed to Noe Negrete, Director of Public Works, City of Pico Rivera, and at a minimum, must contain the following:

• Identification of Consulting firm or individual, including name, address and telephone number.

• Name, title, address, and telephone number of Contact Person.

• Federal Tax ID or Social Security No. for firm or individual.

• A statement to the effect that the Proposal shall remain valid for a period of not less than 90 calendar days from the date of submittal.

• Identification of all proposed sub-consultants or subcontractors, including legal name of the company, address and contact person.

• Acknowledgement that Consultant is obligated by all addenda to this RFP.

• Signature of a person authorized to bind Consulting firm to the terms of the

RFP.

• Signed statement attesting that all information submitted with the Proposal is true and correct.

B. Qualifications of the Firm

This section of the Proposal shall explain the ability of the Consultant to satisfactorily perform the Scope of Work. More specifically, in this section, the Consultant shall:

• Provide a profile of the Consultant including the types of services offered; the year founded; form of organization (corporate, partnership, sole proprietorship); number, size and location of offices; number of employees.

• Provide a detailed description of Consultant’s financial condition, including any conditions (e.g., bankruptcy, pending litigation, outstanding claims in excess of twenty-five thousand dollars ($25,000) for or against the firm; planned office closures or mergers that may impede Consultant’s ability to provide engineering and professional consulting services.

• Provide a list of previous projects in which the Consultant and subconsultants have worked together. The list should clearly identify the previous projects and include a summary of the roles and responsibilities of each party.

• Provide information on the strength and stability of the Consultant; current staffing capability and availability; current workload; and proven record of meeting schedules on similar types of projects.

C. Proposed Staffing

This section should identify key personnel to be assigned and their qualifications and experience. The Proposal should include brief resumes, not more than two (2) pages for each individual.

A statement that key personnel will be available to the extent proposed for the duration of the Professional Services Agreement and an acknowledgement that no person assigned to a project shall be removed or replaced without the prior written concurrence of the AGENCY.

D. Consultants and/or Sub-consultants

The CITY desires to enter into a PSA with a Consultant that will be responsible for all work, products, and services. There is to be no assignment of any aspect of assigned projects without the prior written authorization of the CITY. If the Consultant plans on using subconsultants, then company profile, name, address, and telephone for all subconsultants providing support during the term of the PSA is required. Define the responsibilities and give a description of services to be provided by subconsultants. Describe the Consultant’s business and reporting relationship with any subconsultants. Include references and resumes for all third-party Firms in the Proposal. The CITY has the right to accept or reject any changes made to the proposed project team members, including the use of subcontractors.

E. Work Approach

This section of the Proposal shall include a narrative that addresses the Scope of Work and demonstrates that Consultant understands the Scope of Work. More specifically, the Proposal should include the Consultant’s general approach for providing the services specified in the Scope of Work. The work approach shall be of sufficient detail to demonstrate the Consultant’s ability to accomplish the specified Scope of Work.

F. Client References

List the three (3) most recent similar clients (including name, address, contact person, and phone number). For each client provide a description of projects completed and their location. The CITY is most interested in California municipality clients and may randomly select agencies to contact from the list as part of the evaluation process.

G. Rights to Materials

All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the Consultant that are submitted as part of the Proposal and not withdrawn shall, upon receipt by CITY, become property of CITY.

H. Schedule of Hourly Rates

The Proposal shall include a Schedule of Hourly Rates that identifies the job titles of all personnel to be assigned to the CITY projects. Hourly rates will reflect all costs for office overhead, including direct and indirect costs. The Schedule of Hourly Rates shall remain fixed for the term of the PSA.

12. PROPOSAL EVALUATION PROCESS AND CRITERIA

A. GENERAL

The Proposals will be evaluated based on the information and qualifications presented, reference checks, and other information, which may be gathered independently. Requests for clarification and/or additional information from any Consultant may be requested at any point in the evaluation process. Pricing (hourly rates) will be an important criterion; however, the CITY reserves the right to select a firm that presents the best qualifications, but not necessarily the lowest price.

B. EVALUATION CRITERIA

The Proposals will be rated according to the following selection criteria (in no particular order):

1. Overall responsiveness of the submittal, clearly stating an understanding of the CITY’S needs and the work program to be utilized to deliver said professional services and demonstrating a good, practical approach in providing the services. (10 points)

2. Proposer’s capabilities and experience directly related to the responsibilities, knowledge, and expertise of the firm in providing relevant professional services. Specialized experience for the work, along with the ability to manage, control and to schedule concurrent projects and tasks at multiple locations. (20 points)

3. Relevant experience and qualifications of the Consultant (15 points)

4. Educational background and experience of the Consultant’s key individuals

(15 points)

5. Demonstrated track record of Consultant and subconsultant team members working together on relevant projects/services (10 points)

6. Quality of past performance for the CITY or similar agencies (references on similar recent work) (15 points)

7. Cost (15 points)

C. EVALUATION PROCESS

After evaluating all Proposals received, the CITY will rank the firms and the most qualified firms will be invited to an interview, if necessary, with the CITY evaluation committee.

Upon completion of the Proposal evaluation process, a short list will be established, and the City will enter into negotiations with the top ranked Consultant for the professional design services. Compensation for the subject services will be negotiated based on what is fair and reasonable to the CITY. Should CITY staff and the top-ranked Consultant(s) be unable to reach an agreement, negotiations with those Consultants will be terminated and negotiations will commence with the next ranked Consultants in order of their evaluation ranking until agreements are reached and the Consultants are selected.

D. INTERVIEW

For the interview, if necessary, the Consultant should have available the project manager and key personnel to discuss the following:

1. Major elements of the Proposal

2. Description of related experience for Consultant

3. Description of related experience for key personnel

E. FINAL SELECTION /AWARD OF CONTRACT

The final selection will be the Consultant which, as determined by the CITY, is the most responsive and responsible, meets the CITY’S requirements in providing Professional Design Services, and is in the CITY’S best interest. The CITY maintains the sole and exclusive right to evaluate the merits of the Proposals received. The term of the contracts will begin after PSA is awarded and fully executed, and all required supplemental paperwork, insurance documents, etc. have been received and approved.

13. EXCEPTIONS OR ADDITIONS

The Proposal shall include a detailed description of all exceptions to the provisions and conditions of this RFP upon which the Consultant’s submittal is contingent, and which shall take precedence over this RFP.

14. INSURANCE REQUIREMENTS

Prior to executing a PSA, the Consultant will be required to submit to the CITY the required insurance certificates.

The Consultant shall indemnify and hold the CITY and its officers, agents, employees, and assigns harmless from any liability imposed for injury whether arising before or after completion of work hereunder or in any manner directly or indirectly caused, occasioned, or contributed to, or claims to be caused, occasioned, or contributed to, in whole or in part, by reason of any act or omission, including strict liability or negligence of Consultant, or of anyone acting under Consultant’s direction or control or on its behalf, in connection with, or incident to, or arising out of the performance of the PSA.

The Consultant selected will be required to maintain the following levels of insurance coverage for the duration of the services provided, as well as any sub-consultants hired by the Consultant:

• Comprehensive general liability, and Umbrella or Excess Liability Insurance covering all operations by or on behalf of Consultant providing insurance for bodily injury liability and property damage liability for the following and including coverage for:

Premises, operations, and mobile equipment

Products and completed operations

Broad form property damage (including completed operations)

Explosion, collapse, and underground hazards

Personal Injury

Contractual liability in the amount of Two Million Dollars ($2,000,000) per occurrence combined single limit; Two Million Dollars ($2,000,000) aggregate for products/completed operation; Two Million Dollars ($2,000,000) general aggregate (General aggregate must apply separately to Consultant’s work under this Agreement.); and Five Million Dollars ($5,000,000) umbrella or excess liability.

• Worker’s Compensation Insurance as required by the laws of the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than One Million Dollars ($1,000,000) per accident for bodily injury or disease.

• City to be listed as additional insured on CGL and Auto liability.

• Automobile Liability Insurance for owned, hired and non-owned vehicles utilized by Consultant, its employees or subconsultants, in the amount of One Million Dollars ($1,000,000) per accident for bodily injury and property damage.

• Professional Liability Insurance against errors and omissions in the performance of the work with coverage limits of not less than One Million Dollars ($1,000,000) per occurrence of claim/ Two Million Dollars ($2,000,000) in the aggregate.

15. RIGHTS OF THE CITY

The CITY reserves the right, in its sole discretion and without prior notice, to terminate this RFP; to issue subsequent RFPs; to procure any project-related service by other means;

to modify the Scope of Work; to modify the CITY’S obligations or selection criteria; or take other actions needed to meet the CITY’S goals. In addition, the CITY reserves the following rights:

• The right to accept or reject any and all Proposals, or any item or part thereof, or to waive any informalities or irregularities in any Proposal.

• The right to amend, withdraw or cancel this RFP at any time without prior notice.

• The right to request or obtain additional information about any and all Proposals.

• The right to conduct back-ground checks of any Consultant. This may include, but is not limited to, contacting individuals and organizations regarding capabilities and experience of the Consultant.

• The right to waive minor discrepancies, informalities and/or irregularities in the RFP or in the requirements for submission of a Proposal.

• The right to modify the response requirements for this RFP. This may include a requirement to submit additional information; an extension of the due date for submittals; and modification of any part of this RFP, including timing of RFP decisions and the schedule.

• The right to disqualify any Consultant on the basis of real or perceived conflict of interest that is disclosed or revealed by information available to the CITY.

• The right at any time, subject only to restrictions imposed by a written contractual agreement, to terminate negotiations with any Consultant and to negotiate with other Consultants who are deemed qualified.

• Although cost is an important factor in deciding which Consultant will be selected, it is only one of the criteria used to evaluate Proposals. The CITY reserves the absolute right, in its sole discretion, to award a PSA, if any, which under all the circumstances will best serve the public interest.

• The CITY reserves the right to reject any or all Proposals or to make no award at all, to determine whether any alternate Proposals are equal to the specifications and general requirements, and to accept Proposals with minor variations from the RFP and/or conditions. The CITY reserves the right to negotiate for a higher level, lower level or additional Scope of Work.

This RFP is not a contract or commitment of any kind by the CITY. This RFP does not commit the CITY to enter negotiations with any Consultant, and the CITY makes no representation that any PSA will be awarded to any Consultant that responds to this RFP.

Proposals received by the CITY are public information and will be made available to any person upon request after the CITY has completed the Proposal evaluation process.

Submitted Proposals are not to be copyrighted.

Should a PSA be subsequently entered into between the CITY and Consultant, it shall be duly noted that entering into such an Agreement shall be interpreted, construed, and given effect in all respects according to the laws of the State of California.

Waiver of Proposals

Proposals may be withdrawn by submitting written notice to the CITY’S Contact Person at any time prior to the submittal deadline. Upon submission, the Proposal and all collateral material shall become the property of the CITY.

16. CALIFORNIA PUBLIC RECORDS ACT DISCLOSURES

The Consultant acknowledges that all information submitted in response to this RFP is subject to public inspection under the California Public Records Act unless exempted by law. If the Consultant believes any information submitted should be protected from such disclosure due to its confidential, proprietary nature or other reasons, it must identify such information and the basis for the belief in its disclosure. Any Proposal submitted with a blanket statement or limitation that would prohibit or limit such public inspection shall be considered non-responsive and shall be rejected. Notwithstanding that disclaimer, it is the intention of the CITY to keep all submittals confidential until such time as negotiations are successfully concluded.

ATTACHMENTS:

1) Appendix A: Scope of Services

2) Appendix B: Sample Professional Services Agreement

3) Appendix C: Non-Collusion Affidavit

APPENDIX A

PROFESSIONAL DESIGN SERVICES

SCOPE OF SERVICES

The Consultant’s services will generally consist of provide engineering services, including preliminary engineering, surveying, potholing, utility notifications, right-of-entries, preparation of plans, specifications and estimates, preparation of waiver documentation to the Division of Drinking Water (DDW) and revisions, bidding and construction support services for the City’s Burke Street Water Main Replacement and Roadway Reconstruction Project (CIP 50140).

The project includes removal and replacement of asphalt paving, trenching and shoring, installation of approximately 2,300 linear feet of 8-inch ductile iron pipe, wedge gate valves, fire hydrants, new water services without meters, cut and plug existing pipe, abandon existing water valves and remove valve cans, temporary A.C. pavement, and all pressure testing and disinfection of pipeline.

The project also includes improvements for the roadway reconstruction, including pavement assessment, pavement rehabilitation, utility adjustments, survey, parkway improvements, sidewalk, driveway approaches, curb and gutter, ADA upgrades, and signing and striping. Also, identification of any trees damaging sidewalk along the project limit and installation of root barriers.

The existing roadway is underlain by Macadam. The design and specifications shall address the special non-recycling of Macadam, which may require special disposal.

The water main replacement and roadway improvements are along Burke Street from Passons Boulevard to the east end limits by Farmland Avenue; see Exhibit ‘A’ for Vicinity Map.

Project tasks shall include, but are not necessarily limited to, those items noted below. If the Consultant feels that additional tasks are warranted, they must be clearly identified in the Consultant’s proposal.

Design and prepare construction plans and special provisions for the Project, in accordance with the City Standards, Pico Rivera Water Authority Standards, latest applicable AWWA Standards, and the current Greenbook Standard Plans and Specifications.

The selected Consultant shall provide all instruments, equipment, tools, personnel, and supervision required to provide the engineering design services for the water main replacement and roadway reconstruction project identified in this scope, including but not limited to, the following tasks:

A. Project Management

1. Conduct pre-design (kick-off) meeting with City representatives to review project requirements.

2. Maintain ongoing communication with the City of Pico Rivera Project Manager, including review meetings at the concept stage and at 65%, 90%, and 100% completion.

3. Prepare and distribute meeting agendas and minutes.

4. Provide a detailed overall project schedule for City approval and provide a two-week look ahead schedules for Project Delivery Team (PDT) meetings.

5. Facilitate timely communication between the design team and City staff to resolve project issues and maintain progress.

Deliverables:

• Overall Project Schedule

• 2-week look ahead schedules at PDT meetings

• Timely Meeting Agendas and Minutes

B. Agency and Utility Coordination

1. Coordinate with utility companies and agencies affected by the project and notify utilities of planned project improvements.

2. Request and collect utility records, including atlas sheets, mapping, and as-built plans for inclusion to the construction plans.

3. Review utility information to identify potential conflicts, including contacting each affected utility company to determine profiles of high hazard/high pressure facilities that may interfere with proposed construction.

4. Lead efforts to identify ownership of unknown utility lines.

5. Submit 65%, 90% and 100% plans to the utility companies for review and comment, including notification of date of planned construction start.

6. Maintain a utility contact matrix documenting contacts, issues, etc. with utility companies.

• Timely Meeting Agendas and Minutes

• Utility notification letters

• Utility Matrix

C. Preliminary Engineering

1.01 - Design Survey

1. Perform a minimum of ten (10) pothole inspections.

2. The Consultant or its California Registered Land Surveyor shall conduct the necessary land surveys to prepare design and construction plans for the project. Such surveys shall provide sufficient site-specific data for proper and accurate design.

3. Perform research at Los Angeles County and the City of Pico Rivera for survey information.

4. Set target survey control points. Establish horizontal and vertical coordinates on all control points.

5. Re-set and record disturbed centerline ties.

6. Obtain existing elevations utilizing electronic field data collection methods at 50-foot or other acceptable intervals to establish accurate profiles. The need for full-width street sections is to be determined by the Consultant.

7. Obtain topographic feature locations for a complete and accurate representation of existing conditions within the public right-of-way.

8. Obtain complete record drawings and other documents to show location of all utilities, location and dimensions of all walks and drives, location of all trees and landscaping which may be affected by the improvements.

• Electronic copy of aerial/field survey. (CAD, PDF and GIS files)

• ASCII File of Field Survey

1.02 – Records Research and Field Reviews

1. Become familiar with the City’s potable water distribution systems in the area by reviewing

City-provided maps of the pipeline networks and available “as-builts” / record drawings and site-specific data to be used as references.

2. The City will make available the GIS geodatabase as well as the latest aerial for the specific site and subject neighborhood where available.

3. Research and review base data documents including as-built improvement plans, utility information, existing pavement section information, and other available record data.

4. A field visit of the project area/ site shall be warranted.

5. Prepare a Field Condition Assessment Memo. Include the following:

a. Perform preliminary field reconnaissance and photo-document existing conditions.

b. Identify special conditions that might create conflicts or change orders during construction. Identify how issues will be resolved.

6. Conduct a Design Review field meeting with City staff at 65% and 90% design completion to evaluate design recommendations against existing conditions.

Deliverables:

• Three Hard Ring Bound Copies of a Field Condition Assessment Memo And Electronic Copies (MS Word and PDF)

• One Design Review Field Meeting, Including preparation of Agenda and Minutes.

1.03 - Pavement (Geotechnical) Engineering All work identified herein shall be performed by a Geotechnical Engineer Registered in the State of California or a Professional Engineer Registered in the State of California with an expertise in pavement design.

The collection of coring samples by geotechnical will require a no-fee permit from the Pico Rivera Public Works Department.

1. Pavement Evaluation Memo - Evaluate existing pavement conditions prior to making design recommendations. Document potential areas of reconstruction as well as special problem areas that may require a form of pretreatment prior to overlay, such as rutting and flushing.

2. Geotechnical Memo – Provide testing and recommendations for shoring, soil handling and preparation of subbase.

3. Coordinate coring and testing, including core log prepared by the pavement engineer identifying core locations and locations requiring R-value testing. Engineer’s observations shall be used as part of determining pavement properties to recommend a rehabilitation approach.

4. During the field reconnaissance determine, mark and record coring locations, and identify and record deflection test point alignments.

5. Perform a review of cores and test data to ascertain potential problems with specific strategies, such as geometric constraints, wet subgrade, thin pavement sections, fabric interlayer’s affecting cold milling, special base materials, etc.

6. Evaluate cracking conditions on the roadway in lanes and segments, core and test information, and calculate based on Asphalt Institute methods a design overlay thickness and strategy including various overlay materials and interlayers.

7. Perform value engineering evaluation of lifespan versus cost for viable strategies.

8. Perform deflection testing at 100-foot intervals in the design lanes and 200 feet in the alternate lanes in each direction of travel, as an optional item to the City. State your reasoning why or why not deflection testing is beneficial for this design.

9. Prepare pavement report, including summary of existing conditions and recommendations for rehabilitation applying all the parameters and strategies to the analysis, which shall be based on traffic index (TI).

10. Prepare typical sections and special provisions for pavement, and coordinate design of pavement rehabilitation.

11. Take design plans to the site and mark repair areas in the field conforming to City-agreed parameters, and generally proof overlay design aspects such as special conditions for cold milling, and other treatments and coordinate for recording and plotting on plans.

12. Monitor inclusion of the final details on the project plans, and estimates, special details, construction notes, and specifications to ensure proper implementation at time of construction.

13. Civil engineer shall review the mix design documentation submitted during construction.

Pavement Engineer to verify product conforming to specifications to ensure the design lifespan of the roadway.

14. The Pavement Report shall include cost-effective pavement rehabilitation strategies that meet the project budget. At a minimum, four pavement rehabilitation strategies shall be offered, one of which shall consist of pavement pulverization. Each shall meet the minimum 15-year design and be accompanied with an Engineering Estimate. Prior to preparing the draft Pavement Report, Consultant shall obtain City Approval of pavement rehabilitation methods and costs.

• Three copies of a Pavement Evaluation Memo and Geotechnical Memo, stamped and signed by California Registered Engineer. (PDF)

• Three copies of Draft Pavement Engineering Report. (PDF)

• Three copies of Final Pavement Engineering Report stamped and signed by California Registered Engineer. (Ring-Bound Hard Copies and PDF)

1.04 National Pollution Discharge Elimination System (NPDES) Program and Environmental Compliance

1. The project shall comply with NPDES program requirements. Consultant shall prepare an NPDES compliance memo. It shall identify what elements of the program apply to the project, what NPDES Technical Documents are required to be prepared, and make recommendations for cost-effective construction and post construction BMPs, as applicable. The consultant shall be responsible for the preparation of any required technical documents such as the NOI, SWPPP, BMP design, etc.

2. Prepare environmental document and signed clearance forms for this project, as an optional item to the City.

• Three complete sets of draft and final documents referenced in this section

• NPDES compliance memo

• NPDES Technical Documents and Design

• Environmental Clearance (optional item to the City)

1.05 Division of Drinking Water (DDW) and revisions

1. Prepare and submit waiver documentation to the Division of Drinking Water (DDW) and revisions.

• Waiver Documentation, and revisions, to the Division of Drinking Water (DDW) and revisions.

D. Engineering Plans and Specifications

The Consultant agrees to consult with the City at such reasonable times and places as may be necessary to accomplish the foregoing. In performing said services the Consulting Engineer shall use whenever possible the standard specifications and forms including Bid Forms, Notice to Bidders, Contract forms and other Public Works Forms prepared and approved by the City of Pico Rivera for Public Works Projects. All drawings and specifications shall be adequate and sufficient for the City of Pico Rivera to solicit bids for the award of the contract for said work.

1. The construction plans, at a minimum, shall identify and provide details of point of connections to existing water main lines; and identify water main, service lines, valves, and appurtenances to be protected-in-place, abandoned, removed, replaced, or eliminated.

Civil design plans are to include removals, existing and proposed improvements, utility base mapping, necessary tree removal and installation of root barrier, etc. The plans shall be at a horizontal scale of 1”=40’ and vertical 1”=4’.

2. Design elements required to comply with the NPDES program.

3. Complete Project Specifications and Special Provisions and complete Construction Bid Package including compliance requirements with local, state, and federal regulations and program requirements shall be provided with the 90% Design Plans submittal. Electronic copies of the Project Specifications (PDF and MSWORD file) shall also be provided. (City to provide to the selected Consultant the current Specifications Template for use/ reference.)

4. Plans, specifications (including City’s front-end format), and estimates shall be provided at levels of completion of approximately 65%, 90%, 100% and Final. The City of Pico Rivera will provide review comments at the concept, 65%, 90% and 100% design stage. It is expected that Final Plans will be complete and include comments and input from all stakeholders. Complete Engineer’s Cost Estimate (including list of quantities and estimated cost per unit) shall be provided with the 65%, 90%, 100% Design Plans and Final submittal. Quantities shall be shown on each plan sheets. Electronic copies of the Engineer’s Cost Estimate (EXCEL file) shall also be provided.

5. The Consultant shall have all calculations, reports, specifications, and plans signed and stamped by a California Registered Civil Engineer. Such registrations shall be current.

6. All work submitted by the Consultant shall be complete and shall be carefully checked prior to submission. If the City discovers any errors or omissions prior to approving the Consultant’s work, the work will be returned for correction and the Consultant will not be allowed additional compensation. Should the City or others discover errors or omissions in the work submitted by the Consultant after the City’s approval thereof, the City’s approval shall not be used as a defense by the Consultant.

7. Plans shall conform to the City of Pico Rivera standard plans and shall be prepared utilizing AutoCAD software. Copies of AutoCAD files shall accompany each level of plan submittal.

8. All work identified herein shall be approved by a California Registered Civil Engineer.

Final Plans shall be provided on both pdf and AutoCAD files with all the external references, survey, topo, etc. E-transmitted shall also be provided to the City.

• Submit 35% Preliminary Plans (plan view only)

• Three sets of plan submittals, DWG and PDF at 65%, 90%, 100% completion plans and specifications (MS Word) for Cities’ review and comments. Revise plans based on City comments.

• One full-size plot of Final Plan drawings.

• Electronic files of final plans (MS Word, DWG and PDF)

E. Bid Support Services Consultant shall provide support during the bidding phase. Work includes but is not limited to the following:

1. Respond to Requests for Information (RFIs) during the project advertisement period and log questions and responses.

2. Prepare project addenda at the direction of the City.

Deliverables:

• Tabulated Response to RFIs

• Addenda, as necessary

F. Construction Support Services

1. Attend the pre-construction meeting, job walk, and job-site meetings over the course of the construction schedule.

2. Provide response to contractor's requests for information (RFI) about the plans and specifications forwarded to the Consultant by the City. This task includes conferring with the City’s Construction Manager regarding the RFI as appropriate. Regularly scheduled construction observation is specifically excluded from this scope of work.

3. Review and approve submittals and shop drawings

4. Prepare Plan Clarifications for change orders addressing unforeseen conditions.

5. Prepare redesign and details for any errors or omissions, at no additional cost to the

City.

Deliverables:

• Tabulated Response to RFIs

• Submittal reviews

• Plan Clarifications

• Redesign and details for any errors or omissions, at no additional cost to the

City.

G. Prepare Record Drawings (As-Builts) Within 60 days following the completion and acceptance of the project, furnish City a complete set of revised original plan set showing as-built conditions. Revisions will be solely based on as-built information provided by the City’s Construction Manager and the Contractor.

Deliverables:

• Furnish a complete set of revised original record drawings

• Revised Mylar Sheets, as necessary.

APPENDIX B

(Sample Agreement)

AGREEMENT NO. _______

PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF PICO RIVERA AND

[INSERT CONSULTANT’S NAME]

1. IDENTIFICATION

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into by and between the City of Pico Rivera, a California municipal corporation (“City”) and [INSERT CONSULTANT’S NAME], (“Consultant”). City and Consultant are sometimes hereinafter individually referred to as a “Party” and collectively referred to as “Parties.”

2. RECITALS

2.1 City has determined that it requires professional services from a consultant to provide on-call construction management and inspection services.

2.2 Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees.

Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.

NOW, THEREFORE, for and in consideration of the performance by the Parties of the mutual covenants and conditions herein contained, the Parties hereto agree as follows:

3. DEFINITIONS

3.1 “Scope of Services”: Such professional services as are set forth in the Consultant’s INSERT PROPOSAL DATE proposal to City attached hereto as Exhibit “A” and incorporated herein by this reference.

3.2 “Approved Fee Schedule”: Such compensation rates as are set forth in the Consultant’s INSERT PROPOSAL DATE proposal to City attached hereto as Exhibit “B.”

3.3 “Commencement Date” : [INSERT DATE]

3.4 “Expiration Date” : [INSERT DATE]

4. TERM

The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11:59 p.m. on the Expiration Date unless extended by written agreement of the Parties or terminated in accordance with Section 22 below.

5. CONSULTANT’S SERVICES

5.1 Consultant shall perform the services identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the Parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement. In no event shall the total compensation and costs payable to Consultant under this Agreement exceed the sum of $[INSERT COMPENSATION AMOUNT], ([WRITE OUT AMOUNT IN WORDS]) unless specifically approved in advance, in writing, by City.

5.2 Consultant shall perform all work to the highest professional standards of Consultant’s profession and in a manner reasonably satisfactory to City.

6. COMPENSATION

6.1 City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept in full satisfaction for such services, payment in accordance with the Approved Fee Schedule.

6.2 Consultant shall submit to City an invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within ten (10) business days of receipt of each invoice, City shall notify Consultant in writing of any disputed amounts included on the invoice.

Within thirty (30) calendar days of receipt of each invoice, City shall pay all undisputed amounts included on the invoice. City shall not withhold applicable taxes or other authorized deductions from payments made to Consultant.

6.3 Payments for any services requested in writing by City and not included in the Scope of Services shall be made to Consultant by City on a time-and-materials basis using Consultant’s standard fee schedule. Fees for such additional services shall be paid within sixty (60) days of the date Consultant issues an invoice to City for such services.

7. BUSINESS LICENSE

Consultant shall obtain a City of Pico Rivera business license prior to commencing performance under this Agreement.

8. COMPLIANCE WITH LAWS

Consultant shall keep informed of State, Federal and Local laws, ordinances, codes and regulations that in any manner affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Consultant shall at all times comply with such laws, ordinances, codes and regulations. Without limiting the generality of the foregoing, if Consultant is an out-of-state corporation or LLC, it must be qualified and registered to do business in the State of California pursuant to sections 2105 and 17708.02 of the California Corporations Code. The City, its officers and employees shall not be liable at law or in equity occasioned by failure of Consultant to comply with this Section.

9. CONFLICT OF INTEREST

Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder.

During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date of this Agreement if both:

(i) such work would require Consultant to abstain from a decision under this Agreement pursuant to a conflict of interest statute; and (ii) City has not consented in writing prior to Consultant’s performance of such work.

10. PERSONNEL

Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services.