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HomeMy WebLinkAbout19D - RFP - PRE-PRELIMINARY ENGINEERINGREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AP RI L 18, 2011 TITLE: AUTHORIZATION TO REQUEST PROPOSALS FOR PRE- PRELIMINARY ENGINEERING ANALYSIS FOR THE SANTA ANA GARDEN GROVE FIXED GUIDEWAY (PROJECT 092505) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the Public Works Agency to issue a Request for Proposals (RFP) to qualified consulting firms to prepare Pre-Preliminary Engineering project deliverables required by the Federal Transit Administration. DISCUSSION On March 7, 2011, Council authorized staff to execute a cooperative agreement with the Orange County Transportation Authority (OCTA), in an amount not to exceed $5,541,700 for Pre- Preliminary Engineering (Pre-PE) and Preliminary Engineering (PE) activities for the Santa Ana- Garden Grove Fixed Guideway Project. The cooperative agreement with OCTA defined the roles and responsibilities related to funding and project delivery between OCTA and Santa Ana for Pre- PE and PE activities consistent with Measure M2 as well as federal guidelines and requirements. Prior to entry into the PE phase, there are certain project development activities that need to be completed to satisfy Federal Transit Administration (FTA) requirements. Such activities include items such as project and fleet management plans and a detailed FTA ridership analysis for the purpose of ridership modeling. Such tasks were not included as part of the Go Local Step Two grant awards and scope of work. Therefore, in order to complete these necessary tasks, staff is requesting authorization to solicit proposals from qualified consulting firms to prepare Pre-PE project deliverables in an amount not to exceed $529,360. For your information, key RFP dates are shown below: RFP Issued: April 22, 2011 Pre-Proposal Meeting: Week of May 2, 2011 Proposal Due Date: May 20, 2011 Interview Date: Week of June 6, 2011 Contract Award: July 5, 2011 19D-1 Pre-Preliminary Engineering RFP April 18, 2011 Page 2 It should be noted that unless extended by contract amendment, the Pre-PE contract will terminate on February 1, 2012. Further, all FTA funding is passed through OCTA since they are the grant recipient. OCTA will provide oversight for the project to ensure that the federal procurement process is followed and that all documents prepared by the consultant(s) are in compliance with FTA New Starts and Small Starts funding criteria. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT On November 22, 2010, the OCTA Board allocated funding in the amount of $661,700 for the Pre-PE analysis with a required 10% local match of $66,170. Funds for the local match are available in Measure M Street Construction (accounting unit 03217660-66220, project 092505). APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godinez II Francisco Gutierrez Executive Director Executive Director Public Works Agency Finance & Management Services Agency RG:RB Exhibit 1: RFP Scope of Work 1901-2 REQUEST FOR PROPOSAL SANTA ANA-GARDEN GROVE FIXED GUIDEWAY PROJECT PRE-PRELIMINARY ENGINEERING ANALYSIS Key RFP Dates RFP Issued: Pre-Proposal Meeting Proposal Due Date: Interview Date: Contract Award: April 22, 2011 Week of May 2, 2011 May 20, 2011 Week of June 6, 2011 July 5, 2011 CITY OF SANTA ANA PUBLIC WORKS AGENCY 20 CIVIC CENTER PLAZA SANTA ANA, CALIFORNIA 92702 Issued by: Dave Biondolillo City of Santa Ana Exhibit 1 1r6b_ pe of Work IV. SCOPE OF WORK Task 1 - New Starts Templates and Application A significant amount of work in support of the project has recently been prepared through the Conceptual Engineering/Alternatives Analysis/Draft Environmental Analysis effort. At project kick-off, City of Santa Ana staff will provide Consultant with copies of the documents that provide information relevant to the Pre-PE scope of work. For efficiency and consistency, Consultant shall draw from those materials to the maximum extent feasible to prepare and assemble all documents and data needed for an FTA Section 5309 (New Starts/Small Starts/Urban Circulator) application, including: A. Project Description B. Standard Cost Categories (SCC) Annualized Cost Worksheets C. Land Use Supporting Information D. Project Financial Plan & Supporting Information E. "Making the Case" Document Task 1 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft Project Description, SCC Annualized Cost Worksheets, Land Use Supporting Information, Project Financial Plan & Supporting Information, and "Making the Case" Document 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final Project Description, SCC Annualized Cost Worksheets, Land Use Supporting Information, Project Financial Plan & Supporting Information, and "Making the Case" Document Task 2 - Project Management Plan (PMP) As a condition of Federal assistance, a grant applicant for a major capital investment project must prepare a Project Management Plan (PMP) consistent with 49 USC 5327 (Project Management Oversight) and 49 CFR 633 (Project Management Oversight Rule). The grant applicant must submit the PMP in time for FTA to review the applicant's plan in conjunction with its New Starts/Small Starts grant application. The 196-4 PMP is a dynamic document for managing engineering, design, construction and start- up of a project. The PMP must provide sufficient detail to demonstrate the grant applicant's technical capability to carry out the project. Consultant shall develop a draft PMP that addresses the following items: A. Adequate recipient staff organization with well-defined reporting relationships, statements of functional responsibilities, job descriptions, and job qualifications; B. Budget that covers the project management organization, appropriate consultants, property acquisition, utility relocation, systems demonstrations staff, audits, and miscellaneous payments the recipient may be prepared to justify; C. Construction schedule for the project: D. Document control procedure and recordkeeping system E. Change order procedure that includes a documented, systematic approach to handling of construction change orders; F. Organizations structures, management skills, and staffing levels required throughout the construction phase, G. Quality control and quality assurance functions, procedures, and responsibilities for construction, system installation, and integration of system components; H. Material testing policies and procedures; 1. Internal plan implementation and reporting requirements; J. Criteria and procedures for testing the operational system or its major components; K. Periodic updates of the plan, especially related to project budget and project schedule, financing, ridership estimates, and the status of local efforts to enhance ridership where ridership estimates partly depend on the success of those efforts; L. The recipient's commitment to submit a project budget and project schedule to the Secretary of Transportation each month; and For purposes of this task, Consultant shall assume that items b and c, Budget and Construction Schedule, would be the same regardless of which agency chooses to implement the project. 10 1901-5 It is assumed that a final decision regarding project ownership and management may be reached before completion of Pre-PE. If that is the case, Consultant shall prepare a final PMP focused on the single, approved scenario. The final PMP shall include a plan for managing later stages of the project. Consistent with FTA guidance, such plan shall be laid out in general terms with a description of how and when the details will be developed. Nonetheless, the grant application prepared by Consultant shall demonstrate that the plan will be developed and implemented as necessary to stay ahead of the implementation of the project. Task 2 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft PMP 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final PMP Task 3 - Safety & Security Management Plan (SSMP) Consultant shall prepare a SSMP which fully complies with 49 CFR 633 and is prepared in accordance with FTA's Circular C 5800.1. Sections of the SSMP shall include: A. Management Commitment and Philosophy B. Integration of Safety and Security into Project Development Process C. Assignment of Safety and Security Responsibilities D. Safety and Security Analysis E. Development of Safety and Security Design Criteria F. Process for Ensuring Qualified Operations and Maintenance Personnel G. Safety and Security Verification Process H. Construction Safety and Security 1. Requirements for 49 CFR Part 659, Fixed Guideway Systems; State Safety Oversight J. Federal Railroad Administration (FRA) Coordination Plan (if necessary) K. Department of Homeland Security (DHS) Coordination Plan Task 3 Deliverables.- 196-6 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft SSMP 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final SSMP Task 4 - Fleet Management Plan, Draft (FMP) Consistent with the requirements set forth in FTA's Circular 9030.1D, Consultant shall develop a draft FMP that proposes how the Santa Ana-Garden Grove fixed guideway system will be properly planned for and managed. The FMP shall be substantially consistent with the adopted Record of Decision (if applicable) and sufficiently complete in detail and analysis to readily demonstrate the project's ability to maintain and/or improve service levels, operating costs, and the reliability and quality of service for a minimum of 10 years following project construction. A. The FMP shall plan for and discuss the overall management of the entire fleet of vehicles and related support functions and equipment, addressing all the reasonably foreseeable factors that are relevant to the determination of equipment needs in light of demand for service. It should address in detail the composition of the fleet, operating conditions, maintenance, facilities, peak vehicle demand, and spare ratio; B. The FMP shall discuss in detail: a. Requirements for peak and spare vehicles including schedule spares, maintenance spares, parts spares, b. Requirements for support functions such as heavy maintenance, capital and operating parts inventory and information technology, c. Strategies for acquiring new vehicles or overhauling existing equipment and the tradeoffs between them, d. Strategies for maintenance and operations including reducing spare vehicles, and e. Strategies for reducing operating costs and increasing service reliability. 12 19D-7 C. The FMP shall include operating and financial data such as current estimates of vehicle operating costs, reliability and life expectancy, for decision-making and performance review. D. The FMP shall be formatted and calculated in conformance with FTA Circular 9030.1 D, specifically with respect to: a. Definition of terms, b. Description of existing system and expansion plans, both project and non- project related, c. Justification of the demand for revenue vehicles and operating spare ratio, d. Process for reconciling demand versus supply to determine if additional vehicles will be needed, overhauled, procured or other changes in maintenance practices, inventory, information technology, capital investment will be implemented instead; e. Preventive maintenance schedule for the procured/overhauled rail car fleet; f. Grantee's reliability program, past performance and plans to improve reliability including profile monitoring and support of maintenance, failure rates and rail cars out-of-service, and train failure definitions and actions; E. The FMP shall discuss the selection and specification of vehicle equipment and systems and how the specifications matched the appropriate technology with the planned transit applications for the best performance at the lowest cost. F. The FMP shall ensure that the project's estimates of costs, service levels, quality, or reliability are mechanically correct and complete, consistent with the grantee- defined methodologies and free of any material inaccuracies or incomplete data. G. The FMP shall discuss the project's forecasts and schedule, to be consistent with the plan scope and project scope adopted in the Record of Decision (if applicable) and the proposed Revenue Operations Date and shall free of any material inaccuracies or incomplete data. Task 4 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft FMP 13 19D-8 Task 5 - Quality Management Plan (QMP) Consultant shall prepare a QMP that is consistent with the requirements presented in FTA's Quality Assurance and Quality Control Guidelines (February 2002). Task 5 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft QMP 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final QMP Task 6 - Real Estate Acquisition Management Plan (RAMP) Consultant shall prepare a RMP which fully complies with 49 CFR Part 24 and is based upon FTA's "Model for Development of a Real Estate Management Plan". Task 6 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft RAMP 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final RAMP Task 7 - Investment Grade Ridership Forecasts Consultant shall review the ridership forecasts developed during the Conceptual Engineering phase and, if necessary, perform additional work to provide defensible travel demand forecasts for the following years, taking into account typical "ramp up" effects of new transportation modes: A. Opening Day (2015) B. Interim (2025) C. Long-Term (2035) The resulting forecasts shall based upon OCTAM, but shall include refinements necessary to accurately forecast system ridership. Consultant shall secure OCTA 14 19D-9 concurrence on any proposed refinements to OCTAM and, if necessary, develop travel surveys and analyze travel forecasting uncertainties to support the proposed approach to developing Santa Ana-Garden Grove fixed guideway system ridership forecasts. The final report shall detail any post-processing or "off-model" work that was completed and include ridership forecast for Task 8, FTA Summit Analysis. Task 7 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft ridership forecasts 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final ridership forecasts Task 8 - FTA Summit Analysis Using the FTA Summit software, Consultant shall determine Transportation System User Benefits for reduced the set of "Build" and "No Build" alternatives selected for the Santa Ana-Garden Grove fixed guideway project. This information shall be presented in a report that includes: A. Thematic Maps for each of the Build Alternatives versus the Baseline Alternative B. Production & Attraction Maps for Each Trip Purpose & Period C. Daily Totals Additional inputs and outputs from Summit, such as trip length frequency reports and row and column sum outputs, shall also be provided. Task 8 Deliverables: 1. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the draft Thematic Maps for Each of the Build Alternatives versus Baseline, Production & Attraction Maps for Each Trip Purpose & Period, and Daily Totals 2. One electronic version (on CD in Microsoft Office Word 2007 or Microsoft Office Excel 2007 format) and 12 hard copies of the final Thematic Maps for Each of the Build Alternatives versus Baseline, Production & Attraction Maps for Each Trip Purpose & Period, and Daily Totals 15 19D-10