DRAFT_RFP_for_Quiet_Zone_Study_at_Churchill,_Meadow,_and_Charleston.docx

Request for Proposal Quiet Zone Implementation (Churchill Drive, Meadow Drive, Charleston Road)

Background:

The City of Palo Alto is soliciting proposals from qualified consulting firms to provide professional services for the implementation of a railroad Quiet Zone at existing at-grade crossings along the Peninsula Corridor Joint Powers Board (PCJPB), also known as Caltrain. The proposed Quiet Zone will include all four at-grade rail crossings within the City.

The City previously engaged a consultant to conduct an initial study to identify required improvements and to develop conceptual plans necessary to establish a Quiet Zone along the Caltrain corridor. This Quiet Zone study is included as Attachment A. The study identified and council approved staff to proceed with four quadrant gate systems at the following three crossings in order to establish a Quiet Zone along the entire corridor within the City:

• Churchill Avenue (USDOT No. 754998E)

• Meadow Drive (USDOT No. 755010S)

• Charleston Road (USDOT No. 755011Y) In addition, a separate study was previously conducted in coordination with the City of Menlo Park for the at-grade crossing at Palo Alto Avenue (Alma Street) (USDOT No. 754992N). Since completion of that study, the City has designed and constructed the identified improvements and is currently in the final stages of Quiet Zone implementation at this crossing. Improvements at this location primarily included installation of a non-traversable median island, signage, and pavement striping. The improvement plans for this effort are included as Attachment B.

Request for Proposal The City of Palo Alto is soliciting proposals from qualified design and engineering professionals to provide Plans, Specifications, and Engineer’s Estimates (PS&E) for the construction of Quiet Zone improvements at three existing at-grade railroad crossings along the Peninsula Corridor Joint Powers Board (PCJPB), also known as Caltrain. The proposed Quiet Zone will ultimately include all four at-grade rail crossings within the City.

The scope of services includes preparation of construction documents, technical specifications, and cost estimates, as well as coordination and securing required approvals from the California Public Utilities Commission (CPUC), Federal Railroad Administration (FRA), PCJPB/Caltrain, and Union Pacific Railroad, as applicable, for the establishment or amendment of a Quiet Zone.

Consultant Qualifications The preferred Consultant team shall demonstrate experience and expertise in the following areas:

· Rail corridor and at-grade crossing design

· Railroad signal timing, preemption, and interconnect systems including Positive Train Control (PTC) and wireless crossing systems

· Design of railroad improvements, including gate arms, signal equipment, signal cabinets, and interconnections

· Civil engineering design related to roadway, pedestrian, and utility improvements

· Community outreach, stakeholder coordination, and public meeting facilitation

Scope of Work The project scope of work is anticipated to include the following tasks. Proposers shall submit a detailed and recommended scope of work that addresses the requirements below, with a focus on achieving the objective of implementing a Quiet Zone in Palo Alto.

Task 1: Kick-off meeting and Final Scope/Schedule The Consultant shall meet with the City Project Manager and key City staff to confirm project goals, refine and finalize the scope of work, establish a detailed project schedule, and agree upon communication protocols and a recurring meeting schedule.

· A project coordination meeting shall be conducted at least biweekly.

· The Consultant shall submit a final scope and schedule for City approval prior to proceeding with Task 2.

· Monthly progress reports shall be prepared summarizing scope status, schedule, budget, and key issues.

Anticipated meetings for this task include:

· One (1) project kick-off meeting

· Monthly coordination meetings with City staff

Task 2: Development of Plans, Specifications, and Engineers Estimate Consultants shall prepare design plans, specifications, and engineer’s estimates for construction of the project, based on the approved conceptual design. Improvement plans shall include all necessary required details prepared by a Registered Professional Civil Engineer with good standing with the State of California. Proposed improvements may include, but not limited to, the following types of elements: railroad gate arms and associated equipment, electrical connections for railroad signals and power connections with railroad cabinets, cabinet communication interconnect and equipment, site surveying, sidewalk realignment and/or widening, utility relocations, signage and striping, other rail improvements. Improvement plans for Railraod signal preemption and electrical connections for railroad signals and power shall be prepared by a Register Professional Electrical Engineer with good standing with the State of California.

Project Specifications shall be consistent with Caltrain and Railroad Standard Specifications. During plan development, the Consultant shall provide 50%, 90%, and 100% plans and engineer’s estimates based on the improvement plans and comparable bids for similar projects to ensure the project remains within the project budget.

The Consultant Team will be responsible for preparing its own survey and potholing to properly analyze the project area in order to prepare accurate design plans for construction. The City will make available any survey and CAD files prepared as part of past projects (if available).

Consultant shall include in their fee, time required for meetings with City, Caltrain (JPB), CPUC, FRA and for plan review at various levels of design submittals and final approval from Caltrain staff.

Deliverables for Task 2 should include the following items:

· 50% PS&E Design Packages (PDF & 24”x36” size plans, up to 10 sets)

· 90% PS&E Design Package (PDF only)

· 100% PS&E Bid Package (24”x36” size plans, 5 sets, soft copy in pdf format and CADD files)

· Technical Project Specifications (soft copy in pdf format and Microsoft Word documents)

· 50% and 100% Engineers Cost Estimate

· Procurement of all necessary permits to allow for the construction of the project

Meetings with City and JPB staff for the review of design plans, specifications and construction staging shall be held on a regular basis and should be included in the Consultant’s fee. The Consultant shall also serve as a scribe at all meetings and provide the City with meeting notes and action notes within 5- business days of each meeting.

The Consultant should plan on the following anticipated meeting schedule to successfully develop the final project plans:

· Quarterly coordination meetings with City and PCJPB staff

· Diagnostic meeting with all stakeholders (as needed)

· Monthly coordination meeting with City Staff

Task 3: Permitting & Reviews Consultant shall assist in the development and submittal of materials required by outside agencies necessary for the implementation of the Quiet Zone. Consultant shall prepare and submit the GO 88-B application to the California Public Utilities Commission (CPUC) on behalf of the City to seek approval for the alteration of the at-grade crossing.

Services shall include:

· Preparation and submittal of the CPUC General Order (GO) 88-B application

· Coordination with PCJPB/Caltrain to obtain plan review approvals, Site Specific Work Plan (SSWP) review and approval, permits, and service agreements for work within the Caltrain right-of-way

· Coordination with the FRA and preparation of all documentation required to obtain final Quiet Zone authorization

· Preparation of environmental documentation pursuant to the California Environmental Quality Act (CEQA). The project is anticipated to be categorically exempt; therefore, preparation and filing of Notices of Exemption are expected. Required filing fees shall be paid by the Consultant.

Deliverables include:

· Final signed and approved Construction plan set, technical specifications, and bid schedule for Caltrain procurement to construct improvements

· Service Agreement with Caltrain to perform this work

· Notice of Intent (NOI) filing

· GO 88-B approval

· Notice of Establishment (NOE)

· Final field review meeting

· Notice of Exemption (CEQA)

Task 4: Community Outreach The Consultant shall be responsible for the preparation of all outreach materials, including media ads to be coordinated for publication by the City, meeting notice flyers for mailing to residents by the City, and community meeting presentations. The Consultant shall also serve as a scribe at all community meetings.

The Consultant should plan on the following anticipated meeting schedule to successfully develop the final project plans:

· Attend two (2) community outreach meetings

· One (1) Palo Alto Bicycle Advisory Committee meetings,

· One (1) City-School Traffic Safety Committee meeting

· One (1) PTC meeting

· Two (2) Rail Committee meetings

· One (1) City Council meeting.

The City will assist in securing community and project team meeting facilities. The Consultant shall be responsible for the preparation of all outreach materials, including media ads to be coordinated for publication by the City, meeting notice flyers for mailing to residents by the City, and community meeting presentations. The Consultant shall also serve as a scribe at all community meetings and provide the City with meeting notes and action notes within 5- business days of each meeting.

Task 5: Construction Support Services (Optional):

Construction of the Quiet Zone improvements is anticipated to be managed by the Peninsula Corridor Joint Powers Board (PCJPB/Caltrain). The Consultant shall provide design support services, as needed, during the bidding and construction phases to assist the City and PCJPB/Caltrain.

During the bidding period, services may include responding to bidder questions and supporting the preparation of addenda, as required.

During construction, services may include, but are not limited to:

· Review and response to contractor submittals

· Response to Requests for Information (RFIs)

· Preparation of change order documentation related to design modifications

· Participation in field reviews and meetings to resolve design conflicts or required changes

· Review and inspection of railroad signal connections, interconnections, and equipment necessary for railroad preemption and implementation of advanced preemption systems All design support services shall be provided in coordination with the City and PCJPB/Caltrain and shall comply with applicable railroad and Caltrain standards.

Caltrain Design Guidelines:

http://www.caltrain.com/about/doingbusiness/engineering/engineeringstandards.html

Attn: Ripon Bhatia, Senior Engineer Office of Transportation, City of Palo Alto, 250 Hamilton Avenue, Palo Alto, CA 94301