REQUEST FOR PROPOSAL

REQUEST FOR PROPOSAL Engineering Design Services for the Preliminary Engineering of Lake Nepessing/Davison/Genesee Intersection Improvements Sections 1, 2, 11 and 12 of Elba Township Lapeer County, Michigan

TABLE OF CONTENTS SECTION 1 General Information... 3 SECTION 2 Scope of Work... 5 SECTION 3 Scope of Services... 10 SECTION 4 Project Administration... 11 SECTION 5 Proposal Rating Method... 13 APPENDIX A Survey and Right-of-Way Requirements...15 2

REQUEST FOR PROPOSAL I. Objective SECTION 1: GENERAL INFORMATION The purpose of this Request for Proposal ( RFP ) is to provide interested and qualified consultants with specific information to prepare and submit a proposal for preliminary engineering and utility coordination services for the Lake Nepessing/Davison/Genesee Intersection Improvements ( Intersection Improvements ) project. The selected firm shall provide a complete design and bid package as further described in Sections 2 and 3 of this RFP. The LCRC shall use a qualifications-based selection ( QBS ) process as outlined in Section 5 of this RFP. II. Issuing Office The RFP is issued by the Lapeer County Road Commission ( LCRC ) Engineering Department. All correspondence, questions and additional information regarding this RFP shall be addressed to: Ryan Doyle, P.E. Lapeer County Road Commission 820 Davis Lake Road Lapeer, MI 48446 Phone: 810-664-6272 E-Mail: rdoyle@lcrconline.com III. Proposals Two (2) copies of the proposal shall be submitted. The information included therein should be as concise as possible. The total submittal shall not be more than twenty (20) single pages of content (A size). To be considered, each Proposer must submit a complete response to this RFP using the format provided in Section 5. No other distribution of proposals is to be made by the Proposer. The proposal must be signed in ink by an official authorized to bind the Proposer to its provisions. Each proposal must remain valid at least ninety (90) days from the due date of this RFP. 3

IV. Changes in RFP Should any prospective Proposer be in doubt as to the true meaning of any portion of this RFP, or should the Proposer find any patent ambiguity, inconsistency or omission therein, the Proposer shall make a written request for an official interpretation or correction. Such requests shall be submitted to the issuing office not less than five (5) business days prior to the final date of submittal of the proposal. The person making the request shall be held responsible for its prompt delivery. Such interpretation or correction, as well as any additional RFP provisions that the LCRC may decide to include, will be made only as addenda, which will be emailed to each firm recorded as having received a copy of the RFP. Any addenda issued by the LCRC shall become a part of the RFP and shall be taken into account by each Proposer in preparing his or her proposal. V. Proposal Receipt Proposals must arrive at the LCRC on or before 1:30 p.m., October 15, 2013. Each Proposer is responsible for the timely delivery of his or her proposal. Late proposals will not be considered. VI. Disclosures All information in a Proposer s proposal is subject to disclosure under the provisions of Public Act No. 442 of 1976 known as the Freedom of Information Act. This Act also provides for the complete disclosure of contracts and attachments thereto. All unsuccessful proposals will be retained for thirty (30) days after acceptance of the successful proposal. VII. Type of Contract A standard Engineering Services Agreement will be executed between the LCRC and the Consultant. The LCRC reserves the right to award the total proposal, to reject any and all proposals in whole or in part, and to waive any informality or technical defects if, in the LCRC s sole judgment, the best interests of the LCRC will be so served. VIII. Questions and Additional Information There will not be a pre-proposal meeting. Please contact Ryan Doyle at 810-664-6272, or rdoyle@lcrconline.com with questions regarding this RFP. 4

IX. Cost Liability The LCRC assumes no responsibility or liability for costs incurred by the Consultant prior to the execution of an Engineering Services Agreement. The liability of the LCRC is described in the standard Engineering Services Agreement, a copy of which is available upon request. I. Location & Project History SECTION 2: SCOPE OF WORK Davison Road is an east-west two lane primary road (former state highway) that runs across Lapeer County. It is 3 lanes wide at the intersection. Lake Nepessing Road is a two lane primary that approaches Davison Road from the south and ends at the intersection. It currently has a left turn lane at the intersection for 3 total lanes. Genesee Road is a local dead end road that ends at Lake Nepessing Road, just south of the Davison Road intersection. The existing intersection has a stop condition for Genesee and Lake Nepessing Road traffic. Davison Road is unrestricted. Davison and Lake Nepessing Roads are on the county all-season network and shall be re-built to that standard. There are several commercial businesses in the area and they are located on all three roads. There is a large wetland area located in the southeast quadrant of the intersection. There are several utilities located within the existing right-of-way of all roadways. These utilities are present and must be mapped and impacts defined and/or mitigated. The Consultant is responsible for all aspects of utility coordination for the Intersection Improvements. II. Design Details & Tasks A. Provide a design for a single lane modern roundabout at the intersection. The Consultant shall be responsible for reviewing the TIS and associated RODEL analysis. The consultant shall also consider the impact of providing by-pass lanes for northbound right turn and westbound thru traffic. B. General Design Standards: The current version of AASHTO Policy on Geometric Design of Highways and Streets, AASHTO Roadside Design Guide, Roundabouts An Informational Guide (FHWA-RD-00-067), Roadway Lighting Design Guide (AASHTO), The American National Standard Practice for 5

Roadway Lighting, Michigan Department of Transportation ( MDOT ) Standard Plans, MDOT Road Design Manual, the current Michigan Manual of Uniform Traffic Control Devices ( MMUTCD ), MDOT Access Management Guidebook, LCRC design standards and Highway Capacity Manual will be required. C. Specifications: The current version of the MDOT Standard Specifications for Construction (including the latest MDOT Supplemental Specifications and Special Provisions) will apply along with project specific Special Provisions. D. Road Classification: Road is a county all-season route, primary road classified as a minor arterial under the National Functional Classification system. Lake Nepessing Road is a county all-season route, primary road classified as a minor arterial under the National Functional Classification system. Genesee Road is a county normal route, local road classified as a local under the National Functional Classification system. E. Design Vehicle: The design vehicle shall be a minimum of WB-50, with a WB-62 if possible within right-of-way limitations. F. Survey: A complete design survey shall be provided meeting the requirements outlined in Appendix A. G. Drainage: Both enclosed drainage and open channel drainage shall be utilized for the Intersection Improvements. Enclosed drainage shall be provided utilizing curb and gutter section. All drainage systems shall be sized to handle a ten-year design storm, and meet the requirements of the MDEQ and the LCRC. H. Soil Conditions: A geotechnical evaluation shall be conducted by the Consultant and recommendations shall be provided for all aspects of the Intersection Improvements. All future and existing lanes shall be included in the soil investigation through both soil borings and pavement cores. The borings shall be at least five feet below the depth of any proposed pavement structure and 15 feet below the depth of the existing ground otherwise. All traffic control required to perform the soil investigation shall be in accordance with the MMUTCD and LCRC standards. Miss Dig must be notified at least three (3) working days prior to any exploration. I. Horizontal & Vertical Alignment: The Consultant shall prepare base plan level geometrics (approximately 30% design) and an Engineer s Estimate of Probable Cost. Preparation of the plans shall include 3-D surface modeling for the existing intersection, design of preliminary profiles and determination of a preliminary footprint of the proposed roundabout concept including initial right-of-way impacts. LCRC shall review and approve the geometric layout prior to proceeding. 6

Upon approval of the geometric layout, the Consultant shall submit Grade Inspection ( GI ) Plans (approximately 75% design) in accordance with MDOT and LCRC plan requirements. LCRC and MDOT shall review and the Consultant shall incorporate review comments for the Final Plan submittal. J. Right-of-Way/Grading Easements: A complete right-of-way plan will be required to be prepared by the Consultant and incorporated into the project s plan set. The right-of-way plan shall identify all the required right-of-way acquisitions and/or grading easements. The LCRC will prepare all required right-of-way acquisition documents and/or grading easements. LCRC will be responsible for the acquisition of all the required right-of-way and grading easements. K. Utility Coordination: All utility agencies must be notified of the project and plans and their existing and proposed facilities within the project limits must be obtained and incorporated into the design of the project. Utility meetings must be conducted to determine utility conflicts, identify where exploration holes will be taken, coordinate resolution of conflicts, and timing of relocations. L. Permits: The Consultant must obtain approvals or waiver letters for permit applications from the following regulatory agencies: 1. MDEQ NPDES and Wetland 2. SHPO (State Historic Preservation Office) for the Intersection Improvements This list of permits may not be all inclusive. The Consultant is responsible for securing approvals or waiver letters from all applicable agencies required by law for design and construction of project. M. Pavement Structural Design: Based upon the geotechnical evaluation, the Consultant shall provide a recommendation for the pavement cross section. N. Maintenance of Traffic: A complete construction staging plan will be required for the project. Construction signing plans and detour routes shall also be required. O. Permanent Signage and Pavement Marking: All permanent sign locations and pavement markings will be included in the construction plans. The current MDOT Standard Pavement Marking Plans and the current MMUTCD shall be used. P. Landscaping: A landscaping plan shall be provided for the roundabout including a proposed plan for the area within the central island and standard roadway restoration along the outside of the roundabout. The Consultant shall coordinate with the LCRC the types material (stone) recommended for landscaping of the central island and colored/textured concrete for the truck apron and splitter islands. 7

Q. Lighting: A Lighting plan shall be provided for the roundabout. The Consultant shall provide lighting design calculations based on the assumption that the proposed lighting will cover the entire roundabout including approximately 275 feet of the roundabout approach legs. III. Information that will be provided by the LCRC to the Consultant A. Copies of executed right-of-way/grading easements for incorporation into final plans. IV. Project Meetings & Public Participation A. Kick-Off Meeting: A kick-off meeting will be held with LCRC staff, county and township representatives. B. Project Review Meeting(s): It is anticipated that bi-weekly design review checkups (phone call/email/or meeting) may be necessary with LCRC staff to verify that the project is progressing in the manner and timeframe anticipated. C. Formal Plan Review Meetings: It is anticipated plan review meetings will be held for the base plan and GI plan. D. Public Information Meeting(s): It is anticipated that two (2) public information meetings will be held to inform the public of the proposed project and potential impacts to the surrounding area. These public information meetings will be held using a standard open house format. V. Deliverables A. Design Survey: The design survey shall include a scaled drawing of existing planimetric and topographic features tied to the existing survey centerline, existing right of way lines, property lines, a minimum of two site benchmarks (NAVD88 Datum - list source), three physical control monuments with MCS83 state plane coordinates (using LCRC approved methodology), field notes for all level loops, and adjustment notes for horizontal and vertical control. An AutoCAD digital copy of the drawing file will be provided to the LCRC using AIA civil/survey layering standards. B. Design Report: The design report should include all computations, design exceptions, notes, minutes, utility coordination correspondence, permit applications, permits and related correspondence and other documentation relating to the design of the project. C. Final Bid Documents: The final bid documents submittal shall include; 2 sets of the final full size plans (D size with a scale of 1:40 horizontal, 1:4 vertical), a PDF document of the final full size plans,4 sets of the half size plans on 11 x 17, a 8

PDF document of the half size plans, the engineer s opinion of probable costs, the proposal that contains all relevant special provisions, supplemental specifications, standard details and other related bid information, and any other documents required by LCRC to complete a full bid package for the project. D. Final Cross-Sections: Final cross-sections should be provided at intervals not to exceed 50 feet, at all driveways and non-parallel ditches or drains (D size with a scale of 1:20 horizontal, 1:10 vertical). Cross-sections shall be taken out to 75 feet each side of the centerlines of each road. E. Electronic Data Files: All electronic data should be provided to the LCRC including, but not limited to; estimate (MERL), grade book, storm calculations, proposal, final plans and cross-sections both in AutoCAD and PDF formats. VI. Design Team All key personnel shall be listed with their experience as well as a breakdown of the proposed hours and tasks to be completed by each staff person. The principle design engineer and project manager must be specified in the Proposal. If Sub-Consultants will be utilized, qualifications for the firm and their key personnel must be submitted. The selected firm must submit a written request to substitute key personnel or Sub-Consultants. The design survey must be conducted under the direct supervision of a Michigan Licensed Professional Surveyor and the existing condition map will be signed and sealed by said Surveyor. SECTION 3: SCOPE OF SERVICES The services to be provided by the Consultant shall include, but are not necessarily limited to, the following: I. Attend a pre-design meeting with the LCRC to establish the concept of the project based on the Scope of Work and to coordinate design schedules. II. III. IV. Provide a detailed listing of the layering scheme and symbology to be used for this project to the LCRC for review prior to plan development. A complete field survey shall be provided by the Consultant for the completion of the design. Conduct a soils condition investigation and geotechnical analysis. V. Conduct a condition survey of any existing drainage and utility structures within the project limits. 9

VI. VII. VIII. IX. Notify all utility agencies (as a representative of the LCRC) of the proposed construction project and obtain plans of their existing and proposed facilities within the project limits. If the drawings show areas where utility locations are expected to conflict with proposed improvements then exploration holes WILL be required by the utility companies and the Consultant will be responsible for coordinating with the utility company and using a survey crew to locate the utility and tie it to the design datum. Miss Dig must be notified at least three (3) working days prior to any exploration. Investigate all existing and proposed utility interference, public or private, within the project limits, identify utility conflicts and coordinate utility relocations with the appropriate agency. Prepare programming application, road and drainage plans, proposal and engineer s opinion of probable cost for a MDOT bid letting. Prepare and submit all necessary permit documents to the appropriate agencies. X. Attend up to two (2) public information meetings and provide exhibits. XI. Attend and document all project progress and plan review meetings. Two (2) sets of plans, completed cross-sections, specifications and engineer s opinion of probable costs shall be submitted to the LCRC prior to each plan review. SECTION 4: PROJECT ADMINISTRATION I. Project Schedule LCRC staff anticipates the following tentative schedule to meet a March 2015 bid date. If the reviews and approvals by LCRC are delayed, the schedule will be adjusted accordingly. January 2014 Kick-Off Meeting March 2014 Base Plans/Right-of-Way Plans April 2014 Utility Coordination Meeting June 2014 Grade Inspection Submittal July 2014 Grade Inspection Review Meeting August 2014 Public Meeting October 2014 Final Plans, Proposal, and Estimate March 2015 Bid Date April 2015 Public Meeting II. Fee 10

Once the Consultant is selected based on qualifications, the LCRC will attempt to negotiate a fee for engineering services that considers all work and staff required, including appropriate overhead and fixed fee (profit). Unless the scope of the project changes, this fee will be considered a Not to Exceed Amount. The fee shall be divided into partial amounts by major elements as provided on the project schedule. III. Progress Payments Monthly progress payments will be processed upon providing justification of the actual hours and expenses. Progress payments will be processed utilizing the following guidelines: ITEM % of Total Base Plans... 30% of Design Grade Inspection Plans... 75% of Design Final Plans, Proposal and Estimate... 100% of Design SECTION 5: PROPOSAL RATING METHOD I. Professional Qualifications - 25 points A. State the full name and address of the organization and, if applicable, the branch office or other subordinates that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership or corporation. If as a corporation, include the state in which it is incorporated. If appropriate, indicate whether it is licensed to operate in the State of Michigan. B. Include the number of executive and professional staff who will be employed in the work by skill and qualification. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals are considered key to the successful completion of the project. Identify individuals who will do the work on this project by name and title. Resumes or qualifications are required for key project personnel. 11

C. State the history of the firm in terms of length of experience, types of services provided and other relevant information. Identify the technical details that make the firm uniquely qualified for this work. II. Past Performance with Similar Projects - 35 points The written proposal shall include a list of specific experience in this area and indicate the firm s ability to have projects completed within the budgeted amounts as well as references. A summary of related projects with the original deadline and cost estimate versus the actual design completion date and final cost of the design is appropriate in this section. III. Proposed Work Plan - 40 points A detailed work plan is to be presented which lists all tasks determined to be necessary to accomplish the work of this project. The work plan shall define resources needed for each task (title and person hours) and the staff person completing the project element tasks. In addition, the work plan shall include a time line schedule depicting the sequence and duration of tasks and showing how the work will be organized and executed. The work plan shall be sufficiently detailed and clear to identify the progress milestones (i.e. when project elements, measures and deliverables are to be completed). Additional project elements suggested by the Proposer are to be included in the work plan and identified as Proposer suggested elements. The Proposer shall also submit, as part of the work plan, a sheet entitled Consultant s Understanding of the Project. The Proposer shall include specific items that were omitted from the RFP and, in particular, any Gray Areas of the RFP that will need to be addressed during the project. The Consultant s Understanding of the Project shall become part of the contract and a basis for negotiating extra work. Any item sufficiently addressed in the RFP shall supersede the Consultant s Understanding of the Project. Include any other information believed to be pertinent but not specifically requested elsewhere. IV. Authorized Negotiator Include the name and contact information of the person(s) in the organization authorized to negotiate the Engineering Services Agreement with the LCRC. 12

V. Interview The LCRC will evaluate each proposal by the above-described criteria and point system (I through III) to select the Consultant for this project. The LCRC reserves the right to not consider any proposal that it determines to be unresponsive and deficient in any of the information requested for evaluation. The LCRC then will schedule interviews, if necessary, with the selected firms. The selected firms will be given the opportunity to discuss in greater detail their qualifications, experience, proposed work plan and fee proposal. The interview shall consist of a presentation of no longer than thirty (30) minutes by no more than five (5) representatives of the firm (including the person who will be project manager on this project). The presentation will be followed by no more than one (1) hour of questions and answers. Audiovisual aids may be used during the oral interviews. The firms interviewed will be re-evaluated using the above criteria (I through V), after the interview and a final decision made. I. Topographic Survey APPENDIX A SURVEY AND RIGHT-OF-WAY REQUIREMENTS The limits of this survey shall be defined by the Consultant in order to accomplish the intended intersection improvements. The Consultant shall be responsible for collection of all survey data required for the design and construction of this project meeting the specifications and accuracy requirements as outlined in the Michigan Department of Transportation s Design Survey Manual. The Consultant shall provide a hard copy scaled map (not to exceed 1 =50 ) with 1 ft. contour intervals of the existing conditions survey. The survey will be signed and sealed by the Michigan Licensed Professional Surveyor who directly supervises the survey. The survey shall also be delivered to the LCRC in digital format using AutoCAD and AIA civil/survey layer scheme. In general, the survey shall include: Three physical monuments on site with MCS83 state plane coordinates with a relative positional accuracy meeting 0.07 feet +50ppm. 13

Two site benchmarks NAVD88 datum (state source) or as approved by LCRC in advance of design. Cross sections at intervals of 50 feet. Topographic features at a density sufficient to develop computer terrain models and determine drainage impacts. Planimetric features including but not limited to trees, other vegetation, utilities, mailboxes, and guardrails. Recover/Establish the Legal Alignment from which all right of way, titles, and easements are described. Establish Structure Alignment and clearly show relationship to Legal Alignment if differences exist. Structures: Position and elevation shown to 0.01 feet of critical objects and structures within limits of the survey including: bridge footings, piers, abutments, walls, decks, sidewalks, catch basins, bridge under-clearance measurements. Clear and detailed sketches of the structure should be drafted in relation to any established reference lines. Existing Right of Way Lines and Easements. Existing Property Lines based on Tax Equalization Records. II. Utilities LCRC has not contacted any utility agency or collected any as-built utility information. The Consultant is to coordinate with the utility agencies and LCRC the need to field locate any existing utilities or test hole locations. III. Alignment and Right of Way The Consultant shall develop a hard copy and digital AutoCAD drawing file of the existing legal alignment, relationship of bridge alignment to legal alignment, right of way, property, and survey control (horizontal and vertical) for the project area for inclusion in the plans. The plan shall show coordinates and elevations of all horizontal and vertical control with a description of the monument and its location. Witnesses and current Land Corner Recordation Certificate Liber and Page will be posted on the plan where appropriate. IV. Additional Right-of-Way Requirements 14

During the course of the design phase, areas identified as needing additional right of way, easements, grading and/or driveway permits will be presented to LCRC. Upon determination of the necessity for the additional right-of-way or other easements, the Consultant will provide a digital AutoCAD drawing file showing the area needed. LCRC will develop the necessary drawings and documents for right of way acquisition. Final negotiated right-of-way lines will be delivered to the Consultant in digital format for inclusion in the final plans. 15