Agreement with TY Lin International Inc.
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C
PROFESSIONAL SERVICES AGREEMENT
Claremont Street Scalloped Street Roadway Improvements
This Professional Services Agreement ("Agreement") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and T.Y. Lin International, Inc., a California corporation, authorized to do
business in the State of Arizona, ("Consultant") as of the _____ day of _________________, 2024 (“Effective Date”).
RECITALS
A.
City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, Scope of Work (the "SOW");
B.
City desires to retain the professional services of Consultant to develop, create, make, generate, supply, deliver,
provide and/or perform the specific benefits, services, tasks, activities, expertise, etc. as set forth in the Scope
of Work; and
C.
City and Consultant desire to memorialize their agreement with this document.
AGREEMENT
The parties hereby agree as follows:
1.
Key Personnel; Other Consultants and Subcontractors.
1.1
Professional Services. Consultant will provide all Services necessary to assure all portions, tasks,
activities and specifications of the SOW (the “Services”) are completed timely and efficiently
consistent with the SOW’s requirements, including, but not limited to, working in close interaction
and interfacing with City and its designated employees, and working closely with others, including
other consultants or contractors, retained by City.
1.2
Project Team.
a.
Project Manager.
(1)
Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and handle
all aspects of the SOW such that the work produced by Consultant is consistent
with applicable standards as detailed in this Agreement; and
(2)
The City must approve the designated Project Manager.
b.
Project Team.
(1)
The Project Manager and all other employees assigned to the perform the SOW by
Consultant will comprise the "Project Team."
(2)
Project Manager will have responsibility for and will supervise all other employees
assigned to the perform the SOW by Consultant.
c.
Discharge, Reassign, Replacement.
(1)
Consultant acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in Exhibit A.
(2)
Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to perform the SOW who have been approved by
City without City's prior written consent unless that person leaves the employment
of Consultant, in which event the substitute must first be approved in writing by
City.
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(3)
Consultant will change any of the members of the Project Team at the City's request
if an employee's performance does not equal or exceed the level of competence that
the City may reasonably expect of a person performing those duties, or if the acts
or omissions of that person are detrimental to the completion of the SOW.
d.
Subcontractors.
(1)
Consultant may engage specific technical contractors (each a "Subcontractor") to
furnish certain Service.
(2)
Consultant will remain fully responsible for Subcontractor's Services.
(3)
Subcontractors must be approved by the City.
(4)
Consultant will certify by letter that all contracts with Subcontractors have been
executed incorporating requirements and standards as set forth in this Agreement.
2.
Schedule. The Services will be undertaken in a manner that ensures the SOW is completed on time and in
a cost- efficient manner. The Services, including any interim milestones, shall be completed in accordance
with the schedule contained in Exhibit A.
3.
Consultant’s Work.
3.1
Standard. Consultant must perform Services in accordance with the standards of due diligence, care,
and quality prevailing among consultants having substantial experience with the successful furnishing
of Services for projects that are equivalent in size, scope, quality, and other criteria under the SOW
and identified in this Agreement.
3.2
Licensing. Consultant warrants that:
a.
Consultant and its Subconsultants or Subcontractors will hold all appropriate and required
licenses, registrations and other approvals necessary for the lawful furnishing of Services
("Approvals"); and
b.
Neither Consultant nor any Subconsultant or Subcontractor has been debarred or otherwise
legally excluded from contracting with any federal, state, or local governmental entity
("Debarment").
(1)
City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.
(2)
Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.
3.3
Compliance.
a.
Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.
b.
Consultant must not discriminate against any employee or applicant for employment on the
basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender
identity or expression, genetic characteristics, familial status, U.S. military veteran status or
any disability. Consultant will require any Sub-contractor to be bound to the same
requirements as stated within this section. Consultant, and on behalf of any subcontractors,
warrants compliance with this section.
3.4
Coordination; Interaction.
a.
For projects that the City believes requires the coordination of various professional services,
Consultant will work in close consultation with City to proactively interact with any other
professionals retained by City ("Coordinating Professionals").
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b.
Consultant will meet to review the Services to be provided in the SOW, Schedule and in-
progress work with Coordinating Professionals and City as often and for durations as City
reasonably considers necessary in order to ensure the timely work delivery and SOW
completion.
c.
For projects not involving Coordinating Professionals, Consultant will proactively interact
with any other contractors when directed by City to obtain or disseminate timely information
for the proper execution of the SOW.
3.5
Work Product.
a.
Ownership. Upon receipt of payment for Services furnished, Consultant grants to City, and
will cause its Subconsultants or Subcontractors to grant to the City, the exclusive ownership
of and all copyrights, if any, to evaluations, reports, drawings, specifications, project manuals,
surveys, estimates, reviews, minutes, all "architectural work" as defined in the United States
Copyright Act, 17 U.S.C § 101, et seq., and other intellectual work product as may be
applicable ("Work Product").
(1)
This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2)
Consultant warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
b.
Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
c.
City Use.
(1)
City may reuse the Work Product at its sole discretion.
(2)
In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.
(3)
In such case, City will also remove any seal and title block from the Work Product.
4.
Compensation.
4.1
Compensation. Consultant's compensation for the Services, including those furnished by its
Subconsultants or Subcontractors will not exceed $60,958.39 as specifically detailed in Exhibit B
("Compensation").
4.2
Change in Scope of Work. The Compensation may be equitably adjusted if the original SOW is
significantly modified, but only as provided below.
a.
Adjustments to the SOW, including adding any additional Services or any change in the
amount of Compensation available hereunder, require a written amendment to this
Agreement and may require City Council approval.
b.
Additional services which are outside the scope of the original SOW contained in this
Agreement may not be performed by the Consultant without prior written authorization
from the City.
c.
Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the parties.
4.3
Expenses. City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred by
Consultant in connection with this Agreement, without mark-up (the “Reimbursable Expenses”),
including, but not limited to, document reproduction, materials for book preparation, postage,
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courier and overnight delivery costs incurred with Federal Express or similar carriers, travel and car
mileage, subject to the following:
a.
Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies and
procedures for business travel expense reimbursement made available to Consultant for
review prior to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;
b.
The Reimbursable Expenses in this section are approved in advance by City in writing; and
c.
The total of all Reimbursable Expenses paid to Consultant in connection with this
Agreement will not exceed the “not to exceed” amount identified in Section 4.1 above.
5.
Billings and Payment.
5.1
Applications.
a.
Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated below.
b.
The period covered by each Payment Application will be one calendar month ending on the
last day of the month.
5.2
Payment.
a.
After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
b.
Payment may be subject to or conditioned upon City's receipt of:
(1)
Completed work generated by Consultant and its Subconsultants and
Subcontractors; and
(2)
Unconditional waivers and releases on final payment from all Subconsultants and
Subcontractors as City may reasonably request to assure the City will be free of
claims arising from required performances under this Agreement.
5.3
Review and Withholding. City's Project Manager will timely review and certify Payment Applications.
a.
If the Payment Application is rejected, the Project Manager will issue a written listing of the
items not approved for payment.
b.
City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting the deficiency or deficiencies rejected for payment.
6.
Termination.
6.1
For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a written termination notice stating the effective termination date, which may not be less than 15
days following the date of delivery.
a.
Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incurred.
b.
Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that are directly associated with Project closeout and delivery of the
required items to the City.
6.2
For Cause. City may terminate this Agreement for cause if Consultant fails to cure any breach of this
Agreement within seven days after receipt of written notice specifying the breach.
a.
Consultant will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
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amount due but not paid Consultant for Services furnished, City will pay the amount due to
Consultant, less City's damages, in accordance with the provision of Sec. 5.
b.
If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject to
consequential damages more than $1,000,000 or the amount of this Agreement, whichever
is greater.
7.
Conflict. Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.
8.
Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain insurance
against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of all tasks or work necessary to complete the Project as herein defined. Such insurance shall
cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.
8.1
Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:
a.
Commercial General Liability (CGL). Insurance Services Office Form CG 00 01, including
products and completed operations, with limits of no less than $1,000,000 per occurrence
for bodily injury, personal injury, and property damage. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
b.
Automobile Liability. Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.
c.
Professional Liability. Consultant must maintain a Professional Liability insurance covering
errors and omissions arising out of the work or services performed by Consultant, or anyone
employed by Consultant, or anyone for whose acts, mistakes, errors and omissions
Consultant is legally liability, with a liability insurance limit of $1,000,000 for each claim and
a $1,000,000 annual aggregate limit.
d.
Worker’s Compensation. Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.
8.2
Indemnification.
a.
To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an "Indemnified
Party," collectively, the "Indemnified Parties") for, from, and against any and all claims,
demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys' fees and litigation
expenses (each, a "Demand or Expense" collectively "Demands or Expenses") asserted by a
third-party (i.e. a person or entity other than City or Consultant) and that arises out of or
results from the breach of this Agreement by the Consultant or the Consultant’s negligent
actions, errors or omissions (including any Subconsultant or Subcontractor or other person
or firm employed by Consultant), whether sustained before or after completion of the SOW
and/or Services.
b.
This indemnity and hold harmless provision applies even if a Demand or Expense is in part
due to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Consultant will be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Consultant or of any person or entity
for whom Consultant is responsible.
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c.
Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
8.3
Other Insurance Provisions. The insurance policies required by the Section above must contain, or
be endorsed to contain the following insurance provisions:
a.
The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or in
connection with the performance of all tasks or work necessary to complete the Services as
herein defined. Such liability may arise, but is not limited to, liability for materials, parts or
equipment furnished in connection with any tasks, or work performed by Consultant or on
its behalf and for liability arising from automobiles owned, leased, hired or borrowed on
behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later
revisions are used.
b.
For any claims related to the SOW and/or Services, the Consultant’s insurance coverage
shall be primary insurance with respect to the City, its officers, officials, employees, and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees or volunteers shall be in excess of the Consultant’s insurance and shall not
contribute with it.
c.
Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.
8.4
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.
8.5
Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which any
insurer may acquire from Consultant by virtue of the payment of any loss. Consultant agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation. The Workers’
Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City for all work
performed by the Consultant, its employees, agent(s) and subcontractor(s).
8.6
Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to obtain,
submit or secure the City’s approval of the required insurance policies, certificates or endorsements
prior to the City’s agreement that work may commence shall not waive the Consultant’s obligations
to obtain and verify insurance coverage as otherwise provided in this Section. The City reserves the
right to require complete, certified copies of all required insurance policies, including any
endorsements or amendments, required by this Agreement at any time during the Term stated herein.
Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance policies,
certificates or endorsements shall not be considered a Force Majeure or defense for any failure by
the Consultant to comply with the terms and conditions of the Agreement, including any schedule
for performance or completion of the Project.
8.7
Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.
8.8
Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.
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9.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrants
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate to
their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The Consultant or
subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Consultant and subconsultant warrant to keep their respective
papers and records open for random inspection during normal business hours by the other party. The parties
shall cooperate with the City’s random inspections, including granting the inspecting party entry rights onto
their respective properties to perform the random inspections and waiving their respective rights to keep such
papers and records confidential.
10.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.
11.
Uyghur Forced Labor Prevention Act (UFLPA). Consultant certifies that it does not currently, and during
the term of this Agreement, will not use:
a.
the forced labor of ethnic Uyghurs in the People’s Republic of China;
b.
any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c.
any contractors, subcontractors or suppliers that use the forced labor or any goods or
services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.
12.
Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.
13.
Notices.
13.1
A notice, request or other communication that is required or permitted under this Agreement (each
a "Notice") will be effective only if:
a.
The Notice is in writing; and
b.
Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).
c.
Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if:
(1)
Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service; or
(2)
As of the next business day after receipt, if received after 5:00 p.m.
d.
The burden of proof of the place and time of delivery is upon the Party giving the Notice.
e.
Digitalized signatures and copies of signatures will have the same effect as original signatures.
13.2
Representatives.
a.
Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the SOW and/or Services, and his or her address
for Notice delivery is:
James Barr
1475 North Scottsdale Road, Suite 450
Scottsdale, AZ 85257
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b.
City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
City of Glendale
c/o Randy Proch
6210 West Myrtle Avenue
Glendale, Arizona 85301
With required copy to:
City Manager
City Attorney
City of Glendale
City of Glendale
5850 West Glendale Avenue
5850 West Glendale Avenue
Glendale, Arizona 85301
Glendale, Arizona 85301
c.
Concurrent Notices.
(1)
All notices to City's representative must be given concurrently to City Manager and
City Attorney.
(2)
A notice will not be deemed to have been received by City's representative until the
time that it has also been received by the City Manager and the City Attorney.
(3)
City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.
d.
Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
14.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-profit
corporation or other entity whose primary purpose is to own or manage the SOW or Services.
15.
Entire Agreement; Survival; Counterparts; Signatures.
15.1
Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties regarding
the SOW or this Agreement.
a.
Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.
b.
Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
c.
Inconsistencies between the solicitation, any addenda attached to the solicitation, the
response or any excerpts attached as Exhibit A, and this Agreement, will be resolved by the
terms and conditions stated in this Agreement.
15.2
Interpretation.
a.
The parties fairly negotiated the Agreement's provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.
b.
The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
c.
The Agreement will be interpreted in accordance with the laws of the State of Arizona.
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15.3
Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requirement, and every other right, remedy
and responsibility of a Party, will survive completion of the SOW, or the earlier termination of this
Agreement.
15.4
Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.
15.5
Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
15.6
Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
reformed to conform with applicable law.
15.7
Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
16.
Term.
16.1
Extensions. The term of this Agreement commences upon the effective date and continues for a 1
year initial period. The City may, at its option and with the approval of the Consultant, extend the
term of this Agreement an additional 1 years, on an annual basis. Consultant will be notified in
writing by the City of its intent to extend the Agreement period at least thirty (30) calendar days prior
to the expiration of the original or any extension period. Price adjustments will only be reviewed
during the Agreement extension period and will be a determining factor for any extension. There
are no automatic extensions or renewals of this Agreement.
16.2
Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any extensions, at the City’s sole discretion, this Agreement may be extended on
a month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procurement process to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
17.
Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.
18.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
and political subdivisions of the State. Any such usage by other entities must be in accord with the ordinances,
charter, rules and regulations of the respective entity and the approval of the Contractor and City. For a list
of SAVE members, click on the following link:
http://www.mesaaz.gov/business/purchasing/save
19.
Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A
Scope of Work
Exhibit B
Compensation
The parties enter into this Agreement effective as of the date shown above.
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City of Glendale,
an Arizona municipal corporation
_____________________________________
By:
Its: City Manager
ATTEST:
Julie K. Bower
(SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
T.Y. Lin International, Inc.,
a California corporation
_____________________________________
By: James Barr
Its: Vice President
EXHIBIT A
Professional Services Agreement
SCOPE OF WORK
T.Y. Lin International, Inc. will provide services as described in the 2023-2024 On-Call RFQ, attached as Exhibit A..
Claremont Street Scalloped Street Roadway Improvements
Updated Final Design Proposal, City Project No. TBD
March 21, 2024
Page 1
March 21, 2024
Mr. Tony S. Abbo, PE, PTOE
City Traffic Engineer
City of Glendale
6210 West Myrtle Avenue, Suite 112
Glendale, AZ 85301
Subject:
Proposal for Scalloped Street Improvements along West Claremont Street
East of 74th Avenue to 73rd Drive
City of Glendale Project Number TBD
Dear Tony:
TY Lin International (Consultant) is pleased to present this proposal to provide engineering design
services for final design for ½-street pavement, curb, gutter, sidewalk, and traffic improvements along W.
Claremont Street between the northern returns at 74th Avenue to approximately 325’ east. Right-of-way
acquisition from two (2) parcels is anticipated to be necessary to facilitate the proposed roadway cross
section installation.
Included as part of these final design services are roadway and sidewalk improvements to ensure
pavement grades are compliant with engineering standards. Utility mapping and coordination, field
topographic surveys, and project management and coordination services are also included as part of the
project.
Design will be closely coordinated with all City departments. Design will tie in with the design and
current construction of the off-site improvements being completed by the subdivision development
along the west side of 74th Ave from Bethany Home Road to Claremont Street. Detailed description for all
tasks to be completed by Consultant is contained in the following.
Tasks
Task 1 – Project Management, Coordination and Meetings
Consultant shall provide project coordination and management services for performance of the design
contract and shall include administrative elements required to complete the project design, including but
not limited to: attending meetings, preparing meeting notes, coordination with City staff, coordination
with project stakeholders, the development team, utility owners and adjacent property owners. Services
shall also include progress reporting, invoicing, quality control and other administrative functions. The
following is a list of activities that will be performed as part of this task:
Project Schedule: Consultant shall update the project schedule on a monthly basis for the duration of
the project. The schedule shall include project meetings, project deliverables and major milestones. The
following is the project schedule that the Consultant shall target. The Consultant shall revise and submit
for review an updated schedule whenever completion of the project design, or any of the partial
completion points listed in the schedule are delayed by one week or more.
Claremont Street Scalloped Street Roadway Improvements
Updated Final Design Proposal, City Project No. TBD
March 21, 2024
Page 2
Notice to Proceed (NTP)
0
Data Collection/Survey/Utility Mapping
NTP + 6 Weeks
Submit Roll Plot Layout for Proposed Improvements
NTP + 12 Weeks
Submit 60% Plans and Cost Estimate
NTP + 20 Weeks
Submit 100% Plans, Specifications, Cost Estimate
NTP + 28 Weeks
Submit Sealed Plans, Specifications, Cost Estimate
NTP + 36 Weeks
Invoicing and Progress Reports: Consultant shall prepare monthly invoices and progress reports
showing the percent complete for all project tasks and other direct expenses related to the project and a
description of activities completed during the invoice period. It is anticipated that invoices will be
submitted electronically to the City’s Project Manager.
Project Meetings: Consultant shall attend a Project Kick-Off meeting as well as comment
resolution/coordination meetings with the City following each of the milestone submittals outlined in the
Schedule provided previously. In addition, Consultant shall also attend up to two (2) additional project
meetings as needed based on the direction of the City Project Manager. Additional project meetings could
include either meetings with the City, developer team, property owner(s) or utility owners. Consultant
shall prepare all materials for comment resolution/project coordination meetings (agenda, sign-in sheet,
Summary of Comments forms, exhibits, etc.) and shall provide to the City Project Manager at least 2 days
in advance of meeting for review prior to distribution to project team. Following completion of project
coordination meetings, Consultant shall prepare meeting notes within 5 business days and provide to the
City Project Manager for review prior to distribution to the group.
It is not assumed that a Public Meeting will be needed for the project. Should a public meeting be
determined to be necessary, Consultant can attend the public meeting and provide any necessary
exhibits/technical information necessary for presenting the project to the public.
Task 2 – Data Collection and Field Review
A site visit will be conducted by the Consultant and City staff (if desired) to identify key areas of concern
and engineering challenges that might have an impact on the project design. The site visit will familiarize
us with the following:
•
General topography
•
Existing utilities
•
General irrigation system, and drainage system, conditions
•
Existing features (roadway striping, adjacent sidewalk ramps, box culverts, etc.)
•
Other site features not shown on as-built maps
Consultant shall obtain as-built plans from the City for the existing improvements along Claremont Street
within the project limits. Consultant shall also obtain all as-built information for City utility facilities such
as City water and sewer, ITS and any other facilities installed by the City which could potentially be
impacted by the project. City has already provided Consultant with the development plans for offsite
improvements planned along 74th Avenue for Beazer Homes. These plans will be referenced in the
design of tie-in elements such as pavement and curb and gutter grades and horizontal alignment.
Claremont Street Scalloped Street Roadway Improvements
Updated Final Design Proposal, City Project No. TBD
March 21, 2024
Page 3
Task 3 – Field Survey, Base Mapping and Legal Descriptions
TYLin Sub consultant, Trace Consulting, will complete field topographic surveys, project base mapping
and legal descriptions and exhibits for acquisition of new right-of-way. Field topo surveying and mapping
limits along Claremont Street commencing approximately 200’ south of Claremont Street along 74th
Avenue and continuing easternly through the 73rd Drive intersection. Field topo surveying and mapping
limits will also include the location of the tailwater ditch and irrigation structure(s) approximately 100’
north of project curb line along Claremont Street. Cross sectional topographic information will be
obtained at 50’ cross sections including an additional 25’ north along Claremont Street. Field topographic
survey shots will pick up information such as existing survey monuments, pavement shots, curb, gutter
and sidewalk, curb return information, striping, key grade break ground shots, adjacent property walls,
above ground utility appurtenances and locations of any existing signage.
Legal descriptions and exhibits will be created using title reports and section/centerline field survey to
define the boundaries of properties where new right-of-way is anticipated. Closure data shall be
provided for all written legal descriptions and exhibits.
Consultant shall also research the existing R/W and parcel line information along Claremont Street to
delineate existing right-of-way and parcel lines on the project base mapping. For this effort, right-of-way
and parcel lines will be based on available as-built plans, GIS survey information through the Maricopa
County Assessor’s Maps online tool and any supplemental mapping that the City can provide. Section
corners will not be surveyed in the field nor shall a boundary survey be performed as part of this
task to establish the existing right-of-way.
A base map will be prepared at 1”=20’ scale depicting the existing improvements within the project
limits. The base map will include the aforementioned centerline, right-of-way and parcel line information
as well as mapping for all existing utilities within the project area based upon the utility mapping
obtained from each of the utility companies as described in Task 4 of this Scope of Work. The base map
shall be prepared in AutoCAD format in accordance with current City guidelines with information
compiled in Civil3D. For additional detail on this task, see Trace Consulting Subconsultant proposal
attached to this Scope of Work.
Task 4 – Utility Mapping and Coordination
Utility coordination is anticipated to be required for the project to obtain existing facility mapping,
coordinate proposed improvements and identify any relocations should any be necessary due to
proposed conflicts (none anticipated). Design for any new or relocated facilities is specifically
excluded from this Scope of Work. If requested by the City, Consultant can prepare an amendment to
the contract to complete new and/or relocation design work for any impacted utilities. The following
tasks are associated with these efforts:
Utility Mapping
Coordination will entail email and phone communication with the utility companies shown below to:
obtain mapping for existing facilities present within the project area (digital or hard copies) and to share
project .dwg base files for utility owner’s use in evaluating conflicts.
•
Salt River Project (SRP) Power
•
City of Glendale Water/Sewer/Fiber/Storm Drainage
Claremont Street Scalloped Street Roadway Improvements
Updated Final Design Proposal, City Project No. TBD
March 21, 2024
Page 4
•
Southwest Gas
•
CenturyLink/Lumen
•
Cox Communications
•
SRP Water/Private Irrigation
Utility Conflicts
Consultant shall provide conflict letters in conjunction with the 60% plans to all utility companies having
facilities present within the project area. Should any conflicts be encountered, Consultant shall
coordinate with the utility companies to mitigate conflicts. If feasible, Consultant shall adjust proposed
improvements to avoid utility conflicts without jeopardizing the project’s purpose and goals.
Provide Information to Utility Companies
Consultant shall provide CAD files in AutoCAD format and project plans in PDF format to utility
companies upon request.
Potholes
Given that no underground improvements are planned as part of the project, potholes are not
included as part of this scope of work. If necessary, Consultant can obtain potholing information via a
separate agreement should they be determined to be necessary during the course of design.
Utility Relocation
If any utility relocations are required, Consultant shall work with the City and utility companies to
determine if the relocation of the facilities are to be included as part of the project (by the City’s
contractor) or prior to construction. Where the utility relocation is to be included as part of the project,
the Consultant shall coordinate design details and work with the City to develop construction costs
associated with the relocation work.
Review of Utility Relocation Design Plans
Consultant shall review any utility relocation plans to ensure compatibility with the proposed design
plans. If the utility relocation work is to be performed by the utility companies prior to the construction
of the City’s project, Consultant shall include the proposed alignment of the relocated facility in the final
construction plans.
Task 5 – Claremont Street Improvement Plans
Consultant shall complete Improvement Plans for the length of the improvements along Claremont
Street. Improvements will be for a ½ street roadway cross section matching City standards for a Local
roadway (either a L-1 or a L-4 street section). Improvements will start at the northeastern parcel
boundary of the Beazer Homes Development. The ½ street improvements will continue easterly for
approximately 350’ east and tie in to the existing curb, gutter, and sidewalk.
Design plans will utilize a combination of City and MAG standards related to the proposed pavement
design, curb and gutter, driveway connections and signing/pavement marking design. Consultant will
develop a roll plot layout for all proposed roadway infrastructure for over the shoulder review. Based on
the feedback from the City, the project team will prepare 60% and 100% design packages, inclusive of all
Design Plan sheets, special provisions, and cost estimate (PS&E) based on City of Glendale Design
Standards. The project team will coordinate with utility companies to ensure compliance with adjacent
utility infrastructure.
Claremont Street Scalloped Street Roadway Improvements
Updated Final Design Proposal, City Project No. TBD
March 21, 2024
Page 5
Specifically excluded from this task are the preparation of any cross sections or an earthwork
report as part of the project design given the minimal overall grading effort associated with the
proposed improvements. Traffic Sequencing and Traffic Control Plans are also specifically
excluded from this Scope of Work. Drainage Plans and Drainage Details are also specifically
excluded from this Scope of Work.
The following plan sheets will be developed and included at each submittal stage as detailed below
(anticipated number of sheets shown in parentheses):
Concept Layout for Roadway and Traffic Infrastructure
•
Roll Plot Exhibit (1)
Consultant shall incorporate any feedback received from the City on the Roll Plot Layout. Roadway
Improvement Plan and Profile Sheets will be prepared at a scale of 1”=20’. Other sheets will be prepared
at a reasonable scale for clarity and ease of review by the City. Removals will be depicted on the Roadway
Plan and Profile Sheets.
The 60% plans will include the following sheets as part of this task.
60% Plans
•
Cover Sheet (1)
•
Legend and Notes Sheet (1)
•
Typical Sections and Key Map Sheet (1)
•
Geometric Control Sheet (1)
•
Irrigation Detail Sheet (1)
•
Roadway Plan and Profile Improvements (2)
•
Signing and Striping Details/Plans (2)
As part of the 60% submittal, it is anticipated that 9 plan sheets will be created and submitted for the
project.
Following resolution of all comments received from the City on the 60% submittal, Consultant shall
prepare 100% plans showing all design features and plan details. 100% plans will be ‘all-inclusive’ and
represent the fully biddable project plan set.
For the Sealed construction document submittal, Consultant will address any final comments received on
the 100% plans and will submit final sealed plans along with any supplemental analysis or calculation
materials.
Task 6 – Cost Estimates and Specifications
Consultant shall prepare Cost Estimates at the 60%, 100% and sealed submittal stages. Project cost
estimates will include a tabulation of bid items in accordance with any applicable City standards for
bid item numbering. Unit costs will be provided for each bid item and will be based on recent bid
pricing for similarly sized projects within the general City of Glendale area.
Consultant shall develop technical specifications relevant to the project construction requirements.
MAG Standard Specifications and Details will be referenced by the Special Provisions along with
Claremont Street Scalloped Street Roadway Improvements
Updated Final Design Proposal, City Project No. TBD
March 21, 2024
Page 6
City of Glendale Standard Details and Specifications. Special Provisions will be prepared in City
standard format. Special Provisions shall be submitted at 100% and sealed submittal stages.
Allowances
Task 7 – Reimbursable Expenses
For budgetary purposes, an allowance of $250 has been included for reimbursable items such as
mileage, copies, mail and delivery services. All reimbursable items shall be invoiced by the
Consultant to the City at direct cost. Cost data (backup) will be included with the appropriate
invoices.
Exclusions
Exclusions from this Scope of Work include, but are not limited to:
•
Boundary Survey
•
Environmental Analysis
•
Geotechnical Field Investigation and Analysis
•
Offsite Hydrology Creation
•
Construction Phasing/Traffic Control
•
Cross Sections and Earthwork Analysis
•
Proposed Utility Design
•
Potholing
•
Drainage Analysis and Design
•
Anything not expressly contained within this Scope of Work
The total professional fee requested for the completion of these tasks is $60,958.39. A breakdown
of the fee is provided on Exhibit A as part of this proposal.
Should you have any questions and/or require additional information, please contact me.
Sincerely,
James Barr, P.E.
Contract Manager
ph: (602) 680 - 8264
www.traceconsulting.us
1201 East Jefferson Street ► Suite 3
Phoenix ► AZ ► 85034
Certified S/DBE
March 20, 2024
Mr. James Barr,
R+H Southwest Area Sector Manager, Vice President
Project Manager
T.Y. Lin International
1475 N. Scottsdale Road, Suite 450
Scottsdale, AZ 85257
Phone: (480) 333-4405
Email: james.barr@tylin.com
Re:
Scope of Services and Fee Proposal for
City of Glendale – 74th Avenue and Claremont Street – Survey Services
Dear Mr. Barr:
TRACE Consulting, LLC (TRACE) is pleased to submit the enclosed Scope of Services and Fee Proposal for professional
services for the referenced project. The Scope of Services was created based on your email dated March 13, 2024 and
follow-up communications.
We are excited about the opportunity to work with the T.Y. Lin International team and the City of Glendale on this project
and look forward to providing quality and timely professional services. We are ready to begin work immediately.
If you have any questions, please feel free to contact me at (602) 680-8264.
Sincerely,
TRACE Consulting, LLC.
Chintan S. Jhaveri, PE
Richard L. Andersen, RLS
Principal
Survey Manager
Enclosures:
Scope of Services
Fee Estimate
N:\Proposals\BIDS\TYLIN\CoG 74th Ave-Claremont Street\City of Glendale - 74th Ave and Claremont St SOS 240320.docx
TRACE Consulting, LLC
Page 3 of 3
74th Ave & Claremont St
Glendale, AZ
SCOPE OF SERVICES
CITY OF GLENDALE – 74TH AVENUE AND CLAREMONT STREET
SURVEY SERVICES
PROJECT TASKS
Survey Limits:
Located at the intersection of 74th Avenue and Claremont Street in Glendale, AZ. See attached Exhibit A outlined in
red.
Survey Control:
TRACE shall perform ground survey to establish horizontal and vertical control throughout the project limits. The
horizontal survey data used for the project shall be presented in State Plane Coordinates, North American Datum
of 1983 (NAD 83), Arizona Central Zone, International Feet, modified to ground coordinates, and NAVD88 vertical
datum. We will also set temporary benchmarks within the project area in areas not anticipated to be disturbed by
construction.
Topographic Survey:
TRACE shall perform topographic survey at 50’ cross sections of the roadway including all visible existing features
such as edge of pavement, crown, water meter boxes, water valves and top of nuts, gas valves or markers,
communication line markers, manholes and inverts, utility poles and guy wires, surface expressions of sub-surface
utilities, fences, walls, irrigation structures and ditches, pavement markings and traffic signs will also be collected
within project limits.
Survey Base Mapping:
TRACE will process data collected in Task 1 above using AutoCAD Civil 3D. A 2D topographic survey base file
and 3D existing surface file will be created to include surveyed features.
Centerline and Right of Way Base Mapping:
TRACE will create a centerline and right of way base map using monuments found in the field together with
information available on the county website and title reports provided by the client.
Legal Descriptions and Exhibits `
TRACE shall provide one (2) legal descriptions and exhibits for the acquisition of new right-of-way. We shall utilize
title reports (provided by the Client) and Sectional/centerline field survey to define the boundaries of properties
where new right-of-way is anticipated. We shall provide closure data for all written legal descriptions and exhibits.
2
TRACE Consulting, LLC
Page 3 of 3
74th Ave & Claremont St
Glendale, AZ
Deliverables (Electronic format):
1. 2D base file of topographic survey
2. Monument lines and Right of Way in AutoCAD Civil 3D format (.dwg)
3. 3D surface file (.xml)
4. Topographic Survey Points (.txt)
5. Survey Control Report
6. Legal descriptions and exhibits for R/W acquisition (2)
EXCLUSIONS
•
Obtaining Title Reports (provided by client)
•
Utility Research and Mapping
•
Sub-surface Utility Exploration
•
Anything not specifically included is excluded.
FEE ESTIMATE
Project
Principal
Project
Manager
Project
Engineer
Sr. CAD
Technician
Survey
Crew
210.32
$
179.88
$
133.42
$
103.71
$
152.48
$
Total
SURVEY (ALLOWANCE)
1.0 Topographic Survey Services
Survey Control
2
8
10
1,579.60
$
Topographic Survey
2
16
18
2,799.44
$
Data processing 2D & 3D
2
12
14
1,604.28
$
Centerline and R/W base mapping (,dwg)
2
8
10
1,189.44
$
Legal descriptions and exhibits (2)
8
12
20
2,683.56
$
QC and provide deliverables
2
6
8
982.02
$
Total
-
18
-
38
24
80
10,838.34
$
CONTRACT TASK/PHASE
TOTAL
HOURS
25'
75'
LOCATE TAILWATER
DITCH AND IRRIGATION
STRUCTURES
50' CROSS SECTIONS FROM B/W
ON THE SOUTH TO 25' NORTH
OF B/W ON THE NORTH
EXHIBIT A
On-Call Consulting Services 2023-24
1
REQUEST FOR STATEMENT OF QUALIFICATIONS
CITY OF GLENDALE
2023 – 2024 ON-CALL
PROFESSIONAL SERVICES
City of Glendale
Engineering Department
June 2022
On-Call Consulting Services 2023-24
2
TABLE OF CONTENTS
Page #
REQUEST FOR STATEMENT OF QUALIFICATIONS (SOQ)
INTRODUCTION...………………………………………………………………………………………………
3
SECTION I SERVICES CATEGORIES.………………....………………………………………………….
3
SECTION II SCOPE OF WORK...……………………………………………………………………….…...
7
SECTION III CONTRACT PROVISIONS.………………………………………………………………....... 11
SECTION IV REQUEST FOR QUALIFICATIONS SELECTION CRITERIA...…………………………….
11
SECTION V SUBMITTAL REQUIREMENTS....…………………………………………………………….
12
SECTION VI SELECTION PROCESS…………………….………………………………………….…...…...
14
SECTION VII GENERAL INFORMATION AND SCHEDULE.………………....…………………………...
14
SECTION VIII PROTEST OF SOLICIATION AND CONTRACT AWARD.…....…………………………...
15
On-Call Consulting Services 2023-24
3
CITY OF GLENDALE
REQUEST FOR STATEMENT OF QUALIFICATIONS
2023-2024 ON-CALL
PROFESSIONAL SERVICES
INTRODUCTION
The City of Glendale is seeking qualified professional firms to provide on-call engineering, architectural and other
related services. The on-call list will be in effect for two years, starting January 1, 2023, through December 31, 2024,
with renewal options for two (2) additional one-year periods, if determined to be in the City’s best interest. Successful
firms will be required to submit an annual, updated statement of qualifications to stay on the On-Call List. Per ARS
Title 34 a contract or multiple contracts for a single procurement shall be equal to or less than $500,000.
The professional on-call services may include federal aid projects. If selected to participate on a federal aid project
the consultant and any proposed sub-consultants must certify in writing that they are not currently debarred and/or
suspended or excluded from participation in federal programs.
SECTION I – SERVICE CATEGORIES:
The following is a list of the types of services that the City typically seeks assistance for. This list of service categories
is not comprehensive, and the City reserves the right to add related services as necessary.
1.
General Engineering – May include the following services:
•
Site grading and drainage
•
Area drainage master studies and flood plain mapping
•
Storm drain design, hydrology, and hydraulic analysis for storm drains
•
Pavement management
•
Large and small area GIS/Mapping
•
Aquifer recharge of effluent or surface water; including on-site conveyance systems, site
characterization studies, and installation of monitoring equipment
•
Storm Water Pollution Prevention Plans (SWPPPs)
•
Water system modeling studies
•
Water and wastewater transmission and distribution systems
•
General survey services: boundary surveys, construction staking, legal descriptions, as-built surveying,
and topographic surveys.
•
Architectural Landscape, including arborist services
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
2.
Land Surveying – May include projects related to the following:
•
Boundary Surveying & Mapping
•
Final Plat, Land Division, Map of Dedication
•
ALTA/NSPS Land Title Surveys
•
Legal Descriptions & Graphic Exhibits
•
Topographic Survey
•
Horizontal & Vertical Control Survey
•
Construction Staking & As-builts
•
Geographic Information Systems
Note: Up to five firms may be selected to provide the required services for this category.
On-Call Consulting Services 2023-24
4
3.
Grading and Drainage – May include projects related to the following:
•
Site grading and drainage design
•
Area drainage master studies and flood plain mapping
•
Storm drain design, hydrology, and hydraulic analysis for storm drains
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, training, and project close-
out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
4.
Solid Waste Municipal Landfill – May include projects related to the following:
•
Planning and evaluating related master plan development, cost analysis, waste modeling and statistical
evaluations, landfill operation, closure / post-closure and financial assurance, facility management,
equipment optimization and utilization techniques, and environmental regulatory compliance.
•
Standard calculations for landfill operation and optimization such as waste quantity estimates (e.g.,
tonnage, volume, air space), soil to waste ratios, waste densities, and environmental/air quality
emissions.
•
Routine design activities including geotechnical and hydrological studies, construction cost projections
and management oversight on design projects such as waste cell sequencing, leachate collection and
pumping, stormwater management and landfill gas.
•
Document preparation including permit applications and modifications; design reports and feasibility
studies; cost estimates; construction plans, specifications and bid documents; and facility and
environmental plans.
•
Meetings and presentations, including attendance and/or representation of the city at various public and
governmental agency meetings.
•
Regulatory agency interaction and liaison requiring robust knowledge of federal, state, and local agency
policies, guidelines, and regulations.
•
Landfill specific haul road and customer roadway design
•
Site grading and drainage
•
Area drainage master studies and flood plain mapping
•
Landfill area GIS/Mapping
•
General environmental services: Phase I & II assessments
Note: Up to five firms may be selected to provide the required services for this category.
5.
Water/Wastewater Facilities – May include projects related to the following:
•
Water and Wastewater treatment plants
•
Sanitary sewer lift stations and odor control
•
Treated effluent pumping systems and effluent line systems
•
Water and Wastewater system modeling studies
•
Pumping and storage systems
•
Electrical and mechanical design specific to Water and Wastewater facilities
•
Groundwater Wells (permitting, design, rehab), hydrologic investigations, and groundwater modeling
studies
•
Instrumentation and controls, SCADA system design, programming, and integration specific to Water
and Wastewater facilities
•
Utility security services in the areas of critical infrastructure studies, security vulnerability assessments,
emergency response, hazard impact analysis, risk reduction studies, and building and security design
services
On-Call Consulting Services 2023-24
5
•
Review of water and wastewater system studies, master planning, and design drawings for new
development projects
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
6.
Water/Wastewater Distribution – May include projects related to the following:
•
Water and wastewater system modeling studies
•
Water transmission and distribution systems
•
Wastewater collection systems
•
Review of water and wastewater system studies, master planning, and design drawings for new
development projects
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
7.
Hydrogeology - May include projects related to the following:
•
Hydrogeological investigation and studies
•
Groundwater and surface water level, flow, and chemistry monitoring
•
Water quality tests and assessments
•
Pumping tests for aquifer characterization
•
Water supply potential assessments
•
Monitoring and reporting to support permit requirements
•
Water balance studies and calculations
•
Application preparation and submission for applicable permits.
Note – Up to five firms may be selected to provide the required services for this category.
8.
Roadway/Transportation – May include projects related to the following:
•
Full street/roadway improvements; including intersection widening and/or reconstruction, roadway
reconstruction, storm drains, new medians, streetlights, traffic signals, ITS, signing and pavement
markings, landscaping, and other associated street improvements
•
Right-of-way plans, acquisition, and easement development
•
Surveying services; construction staking, legal descriptions, as-built surveying, and topographic surveys
•
Street lighting/ pedestrian lighting, ITS facilities
•
Cost Estimating (Conceptual Design, Construction and Ongoing Operations/Maintenance
•
Project management including construction administration, inspection, oversight of construction
activities, training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
•
ITS infrastructure design and plan submittal (PS&E)
•
Traffic control design and plan submittal
•
Traffic signal design and plan submittal (PS&E)
•
Streetlight design and plan submittal (PS&E)
•
Signing and Pavement Markings (PS&E)
•
Other design items that relate to traffic engineering.
Note: Up to five firms may be selected to provide the required services for this category.
9.
Transportation Studies & Traffic Engineering - May include projects related to the following:
•
Traffic investigations/studies/reports, special events, warrant analysis (signal/HAWK/stop sign, etc.),
capacity analysis, etc.
On-Call Consulting Services 2023-24
6
•
Cost Estimating (Conceptual Design, Construction and Ongoing Operations/Maintenance
•
Construction administration, inspection, oversight of construction activities, training, and project close-
out documents (e.g.: Record Drawings, O&M manuals, etc.).
•
Speed Studies
•
Crash analysis
•
Traffic Impact Analysis (using HCM, Synchro, Vissim, etc.)
•
Safety Studies
•
Road Safety Assessments
•
Studies related to school safety, circulation, and access
•
Study relating to Signals, HAWK crossings, ITS facilities, etc.
•
Neighborhood Traffic Studies
•
Traffic Calming and Mitigation
•
Transportation Planning
•
Travel demand modeling
•
Origin and destination studies
•
Airport planning studies
•
Airport landside and airside design
•
Transit demand studies
•
Transit rate studies
•
New transit route studies
•
Plan review
•
Development of a Pavement Management Program
o
MicroPAVER
o
Street pavement inventory
o
Evaluation of pavement and drainage conditions
o
Pavement Condition Index
o
Ride Quality Index
o
Life cycle options/scenarios
o
Cost of options/scenarios
•
Grant application (local/regional, state, and federal) including benefit cost
•
Project/activity public input/outreach.
Note: Up to five firms may be selected to provide the required services for this category.
10.
Landscape Architecture - May include the following services:
•
Conservation park maintenance and management
•
Multi-use and natural desert trail maintenance and management
•
Demographic and geographically/statistically studies/surveys
•
Recreation/park facility assessments
•
Architectural landscape, including arborist services
•
Horticultural/Tree/Turf analysis and assessment
•
Conceptual and final design documents
•
Inventory and salvage plans
•
Planting and irrigation system improvements and design
•
Landscape and hardscape design improvements of existing park & recreation facilities
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
11.
Geotechnical Engineering – May include the following services:
•
General geotechnical services: reports, construction, and materials testing/sampling (field & laboratory),
QA/QC, subsurface investigations and reports, subsidence investigations and reports, geotechnical
On-Call Consulting Services 2023-24
7
designs, geotechnical special inspections, and forensics. Laboratory should be AMRL certified, with
ATTI certified field technicians.
•
Cost Estimating (Conceptual Design, Construction and Ongoing Operations/Maintenance
•
Construction administration, inspection, oversight of construction activities, and project close-out
documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
12.
Structural Engineering – May include the following services:
•
General structural engineering services
•
Structural ratings and calculations, bridge, box culverts, retaining walls and building designs, and special
inspections.
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, and project close-out
documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
13.
Architectural – May include the following services:
•
General architectural services
•
Programming development
•
Conceptual and final design
•
Master Planning
•
Development of architectural drawings and specifications
•
Design improvements of existing facilities (including park and recreation facilities)
•
Design of new facilities
•
Interior space planning and interior design
•
Energy code calculations and design
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
14.
Mechanical, Plumbing and Electrical Engineering – May include the following services:
•
General electrical engineering services
•
Lighting and sports field lighting.
•
Energy management
•
General mechanical/plumbing engineering services: HVAC, plumbing, and gas utilities
•
Cost Estimating
•
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
SECTION II - SCOPE OF WORK
The developed scope of work will be specific to the requirements of the project and/or needs of the City. However,
the following information is presented as a general description for design and construction administration services that
a selected firm may be required to perform. The services listed may include, but are not limited to, the following:
A.
General Project administration may include, but are not limited to, the following services:
1.
Coordinating with the City Project Team during all phases of the project. The City Project Team could
vary depending on the nature of the project.
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2.
Conducting project meetings as necessary to maintain the project budget and schedule, chairing periodic
regular meetings and any additional meetings as requested by the City: setting agendas, and preparing
and distributing meeting minutes. Meetings under basic services may include:
a.
Meetings with the City Project Team, client departments, City management and Council.
b.
Meetings with oversight committees.
c.
Meetings required for obtaining review approvals and permits.
d.
Meetings with Utility companies.
e.
Meetings with general public, property, and business owners, etc.
3.
Coordinating with private, public and City utilities (i.e., APS, SRP, Century Link, Southwest Gas, Cox
Communications, City Information Technology Department, Water and Sewer Services Department,
etc.) regarding standard technology and utility issues and incorporating pertinent information in the
plans.
4.
Submitting and retrieving all required contract documents to the various required reviewing agencies.
5.
Preparing and maintaining a project schedule after meeting with the designated City Project Team.
Determine appropriate submittal deadlines and to coordinate project submissions. The Consultant will
be responsible for the master scheduling through the design phase. Once the construction phase begins
the master scheduling, responsibilities will be transferred to the contractor with the assistance of the
Consultant.
6.
Obtaining all federal, state, county, local and utility approvals required for permitting purposes necessary
for the completion of the Project. The contractor will be required to obtain the necessary permits
associated with construction of the Project, including City Building Safety, NPDES, SWPPP, Air
Quality/Dust Control, and others. As the Project progresses, the Consultant will furnish to the City copies
of all communications between the Consultant and the respective agency or department and all approvals
and permits for the Project.
7.
Submitting a written monthly progress report and updated project schedule to the City and Project Team
during the entire period of the project, through both design and construction. Submitting a projected
monthly billing consistent with the project tasks, the project schedule, and the fee proposal. Also, the
Consultant will submit an updated cash flow schedule, with the monthly billing to Engineering
Administration for the entire period of the project, through both design and construction.
B.
Design Services may include, but are not limited to, the following:
1.
Preparing design documents. The design documents shall include, but may not be limited too, design
concept reports, project assessment studies, schematic design studies, construction cost estimating, and
final permit ready design drawings, specifications and bid documents (construction documents). These
documents will fix and illustrate the size and character of the entire Project including the kinds of
materials; type of structures; and such other work as may be appropriate.
2.
Designing the Project so that construction conforms to all applicable building codes and standards, city
design guidelines, City Building Standards Manual, and other applicable statutes and regulations.
3.
Preparing drawings using computer programs and formats as dictated by the City of Glendale
Engineering Department. Final bid specifications shall be prepared as dictated by the City of Glendale
Engineering Department.
4.
Design drawings shall comply with all applicable federal, state, and local laws and codes in effect at the
time the drawings, plans and specifications are approved by the City.
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5.
Upon completion of the design drawings, specifications and contract documents, the Consultant shall
provide a specified number of sets of all construction documents and applicable design calculations for
review and approval by the appropriate City agencies and/or other applicable authorities. These
documents must be sealed and signed by the appropriate responsible party. With the submission of the
construction plans, specifications and contract documents, the Consultant shall submit a detailed Project
cost estimate.
6.
Coordinating the applicable permit process and assist in filing the required documents to secure approval
of all governmental authorities having jurisdiction over the design of the Project. All original filing and
approval fees shall be paid by the City or reimbursed to the Consultant if paid by the Consultant. The
Consultant shall ensure that the plans prepared by the utility companies have been incorporated into the
final plan set, if applicable. The Consultant shall submit to the City a copy of all correspondence between
the Consultant and utility companies, including utility review submittals and conflict notices.
7.
Incorporating all corrections received from the reviewing entities into the final bid set of contract
documents. If required, the Consultant shall resubmit the revised plans for final approval. Additionally,
if required by the Project Manager, the Consultant shall review and revise the cost estimate, reflecting
the modifications made for the final submittal.
8.
Upon approval of the final construction documents the Consultant shall deliver to the City the final
reproducible drawings and final specifications on computer disc (CD). Drawings shall be in a format
approved by the City and the specifications shall be in MS Word format. All final documents shall be
sealed and signed by the appropriate responsible party. Sealed final documents may be in electronic PDF
format.
9.
After the construction documents are approved the consultant will assist the City in the bid phase. The
consultant will prepare all addenda and shall prepare a bid acceptance or rejection recommendation
letter.
10.
For federal aid projects Consultant services may include the completion and approval of the following
submittal documents:
a.
Project Assessment (PA) or Design Concept Report (DCR)
b.
PS&E (30%, 60%, 90%, and 100% stage submittals)
c.
Required clearances (Environmental, Right-of-Way, Utilities, and Materials)
C.
Construction Administration Services may include, but are not limited to, the following:
1.
Upon acceptance of the bid and contract award for the construction of the project, the Consultant shall
provide construction administration services. The services involved shall include, but are not necessarily
limited to, the following:
2.
Preconstruction Conference: Conduct a preconstruction conference with the Contractor, the City, and other
interested parties prior to issuance of the Notice to Proceed. The Consultant will be required to notify all
interested parties and affected utilities of the date and time of the preconstruction conference to be held
at City Hall. In addition to conducting the meeting, the Consultant will take minutes and issue them to
all attendees.
3.
Quality Acceptance: The Consultant could be required to provide quality acceptance services to perform
inspection and acceptance testing of all items of work required by the construction documents. The
Consultant shall monitor construction for compliance with the project plans and specifications.
a.
The Consultant could be required to provide an on-site representative to observe all phases of
construction activities. The on-site representative’s time shall be based on the requirements of the
project and the Contractor’s construction schedule. The on-site representative shall be a full-time
employee, a professional engineer/architect, licensed by the State of Arizona, with two years
minimum construction inspection experience or a construction inspector, with five years
minimum experience in the architectural, engineering and/or construction profession, and shall
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have had prior quality acceptance experience on a project of comparable size and scope. The City
shall be provided the resumes of a minimum of two candidates for review and approval.
b.
The Consultant shall bring any deficiencies in the work or materials to the attention of the City
and Contractor. Reports of these deficiencies shall be forwarded to the City Project Manager for
review. The Consultant will resolve any construction-related problems, conflicts, or
discrepancies, and will recommend remedial actions, but shall take no action without the prior
approval of the City Project Manager.
4.
Construction Schedule Review: The Consultant shall review the construction schedule with particular
emphasis on assuring that reasonable time allowances have been made for the work required. The
Consultant shall observe construction progress and maintain and issue a monthly construction
observation report based upon information observed. Review construction progress with the Contractor
and compare that progress with known activities on the site to the monthly progress pay request issued
by the Contractor. Review the monthly progress pay request and submit comments and/or
recommendations to the Contractor and the City for their action. The final monthly pay requests will be
approved and processed by the City.
The Consultant will prepare a “Contractor Schedule Review” statement. The “Contractor Schedule
Review” statement must be signed by the Consultant and submitted to the City Project Manager for
approval. All updated schedules must be reviewed and approved prior to issuance of monthly progress
payments to the Contractor. The Consultant shall initiate any required correspondence necessary to
assure the Contractor remains on schedule.
5.
Schedule Review and Utility Coordination: The Consultant shall review the Contractor schedule with
particular emphasis on insuring that reasonable time allowances have been made for work required by the
various utility companies, prior to approval. The Consultant will assist in the resolution of any utility conflicts
discovered. The consultant shall initiate any required correspondence to ensure that the Contractor remains
on schedule.
6.
Submittal Review and Coordination of Submittal Reviews: The Consultant shall review the contract
documents, prepare a list of all required submittals, and provide the list to the Contractor. The Consultant
will review all submittals and shall maintain a submittal log and coordinate all reviews and any necessary
resubmittals.
7.
Show Drawing Review: The Consultant shall review all shop drawings to verify Contractor’s compliance
with the project plans and specifications.
8.
Conduct Project Meetings: The Consultant shall conduct construction project meetings, prepare an agenda
and minutes of the meeting, and distribute to all attendees. The Consultant will provide update reports
to the City Project Manager. The update reports can be in the form of construction meeting minutes.
9.
Special Inspections: The Consultant shall coordinate with the Contractor and the City all special
installation inspections. In addition to the special inspections required by the City’s Building Safety
Department, the special inspections shall include roofing and structural inspections. Special inspections
shall be performed during installation by a qualified professional, certified or registered by the State of
Arizona and approved by the City.
10.
Landscape Inspections: A qualified Landscape Architect shall inspect and approve plant material at the
source, inspect the soil preparation and planting, inspect, and test the irrigation and sprinkler system, and
monitor the landscape during the plant establishment and guarantee period. The Landscape Architect
will coordinate the activities required.
11.
Value Engineering: The Consultant will review and make recommendations on any value engineering
proposals, which the Contractor may submit during the project. No value engineering proposal shall be
implemented without the prior approval of the City Project Manager.
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12.
Change Order Requests: The Consultant shall review and make recommendations on all change order
requests from the Contractor. No change order shall be implemented without the prior approval of the
City Engineer. The Consultant shall prepare all necessary documents and submit to the City Project
Manager for approval.
13.
Final Inspection and Payment: The Consultant will maintain a running deficiency list during the project and
keep the Contractor informed as to its current status. The Consultant will conduct, with the assistance of the
City, a final inspection and prepare a final punch list, including all items remaining on the deficiency list, as
well as any additional items discovered during the final inspection. Subsequent inspections should be
anticipated to ensure completion of all identified deficient items.
14.
Project Closeout: The Consultant will compile a list of required final submittals, including, but not
necessarily limited to record drawings, warranty and guarantee documents, lien waivers, product manuals,
maintenance and operation manuals, and any spare parts and training required to be provided by the
Contractor. The Consultant shall review the project closeout documents for final approval.
15.
As-Built Drawings: The Consultant shall prepare record as-built drawings of the completed work based
upon markups from the Contractor’s record drawings and deliver the drawings to the City upon
completion of the work. The Consultant will provide one set of record drawings on bond paper and on a
computer disk in the appropriate format of ACAD approved by the City. The Consultant will provide a
second set of record drawings in PDF format. Each drawing sheet shall be presented as a separate PDF
file and shall include the seal and signature of the architect/engineer of record. The seal and signature of
the architect/engineer of record is not required on the computer disk with the ACAD file.
The RECORD DRAWING signature block on the cover sheet must be filled out and signed by the
appropriate responsible party.
16.
Warranty Corrections and One/Two Year Warranty Inspections: The Consultant will work closely with
the City through the one-year and two-year warranty periods on all warranty work. The Consultant will
prepare and submit all warranty requests and follow-up with the City and the Contractor to ensure all
warranty corrections have been completed in a timely manner. The Consultant will attend and conduct,
with the assistance of the City, a one-year and two-year warranty inspection. The Consultant will prepare
a punch list of deficient items discovered during the inspections. The Consultant should anticipate
subsequent site visits to ensure completion of any identified deficient items discovered during the
inspections.
17.
Other Services that may be required:
a.
Make recommendations regarding requests for substitutions.
b.
Coordinate project requirements with other agencies, including Maricopa County Department of
Environmental Services.
c.
Coordinate project with other vendors or contractors (i.e., furniture and equipment providers, City
telecommunications and information technology representatives, cable installers, etc.).
d.
If requested by the City, coordinate the installation of any materials/items not provided under the
construction contract.
SECTION III – CONTRACT PROVISIONS
The firm must acknowledge in their cover letter to this RFQ submittal they have reviewed the City’s
Professional Services Agreement (PSA) and are willing to execute the agreement without revisions or
modifications. An example of the City’s Professional Service Agreement (PSA) is available for downloading and
reviewing on the City’s website at www.glendaleaz.com on the Engineering Department’s page under Design and
Construction Documents and Forms.
Prior to the award of a contract the selected firm will be required to provide an Arizona business license(s) held by
the firm and authorizing the firm to transact business in Arizona by the Arizona Corporation Commission.
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The selected firm will be required to identify any contracts or subcontracts, held by the firm or officers of the firm,
terminated within the last two years, and shall briefly describe the circumstances. The selected firm will also be
required to identify any claims filed on a contract that resulted in litigation or arbitration within the last two years and
shall briefly describe the circumstances and the outcomes. This information applies only to contracts or subcontracts
issued in the state of Arizona.
SECTION IV – REQUEST FOR QUALIFICATIONS SELECTION CRITERIA
NOTE: For the convenience of the review committee, responses to the RFQ selection criteria, items A through C
below, shall be limited to five (5) pages (8.5" x 11", with 1” margins) per category, using Times New Roman 10-
point font, plus a one-page cover letter (total - 6 pages).
Headers and footers are allowed within the 1” margins and may include decorative headers/footers that include
information such as page number; project title; date; firm name, address, phones numbers, website information; etc.,
but must not include any information relative to the selection criteria. Firms shall provide responses to items A through
C, in alphabetical order. Appendices with additional information are not allowed and shall not be included in the firm’s
response to this RFQ.
Firms interested in being selected for the City of Glendale 2023-2024 On-Call Professional Services list should submit
a response addressing the specified criteria listed below. Parties interested in being selected for the On-Call
Professional Services list must address the following subjects:
A. FIRM INFORMATION (1 Page Limit):
General information of Firm
1. Provide the following information:
•
Name of Firm and address.
•
Brief description of firm.
•
The Category your firm wishes to be considered for.
•
Home office location and the location of the office that will be performing the majority of the work.
•
Number of employees in the office that will be performing the majority of the work.
•
Name of Primary contact and title, including phone number and email.
•
Legal organization of the firm.
•
Arizona business and professional licenses/registrations held by the firm.
•
Contract(s) or subcontract(s) which have been terminated within the last five years.
•
Any litigation or arbitration actions within the last two years. Briefly describe the circumstances and the
outcomes.
2. Describe how your firm will support the team and required services:
•
Financial and leadership resources.
•
Project management systems and tools.
3. List the category elements that your firm will performed in-house and the category elements that will require
the services of a sub-consultant or outside firm.
Note: There will be an expectation that a firm selected from the On-Call list will have the necessary
resources to perform the in-house services as listed above. If not, the City may elect to select another
firm from the On-Call list.
B. EXPERIENCE OF FIRM (2 Page Limit):
1. List only projects that are similar in nature to the category your firm wishes to be considered for. Projects
must have been awarded to your firm in the last three years (July 2019 to July 2022). Provide the following:
•
List no more than ten (10) projects per category.
•
Projects should be in the general Phoenix Metro area, preferred, or in Arizona.
•
Brief project description. The description must include similar elements as the category the firm wishes
to be considered for.
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•
List the project services performed under the contract.
•
Contract amount.
•
Project status: start date, completion date and percent completed if project is not completed.
•
Procurement method (direct select, selected through RFQ process, selected from another agencies On-
Call list, etc.).
2. Provide at least two general references, with contact information (phone number and email). The references
do not have to be germane to any of the projects listed.
C. EXPERIENCE OF KEY PERSONNEL (2 Page Limit)
1. Provide an organization chart showing all key personnel that could be performing services relative to the
category the firm wishes to be considered for. Include their home office location, number of years of overall
experience and number of years employed by the submitting firm, current professional licenses/certifications.
2. For each key person identified list the following:
•
Brief resume, and primary role and duties.
•
Two general references (outside of firm), with contact information (phone number and/or email).
3. For each key person identified above provide two projects with similar elements as the category your firm
wishes to be considered for. If a project selected for a key person is the same as one selected for the firm,
provide just the project name and the role of the key person. For projects other than one selected for the firm
provide the following:
•
Project name and location.
•
One sentence project description.
•
Role and responsibility of the key person.
•
Contract amount.
•
Completion or estimated completion date.
•
Procurement method (direct select, selected by RFQ, On-Call list, etc.)
SECTION V - SUBMITTAL REQUIREMENTS
A separate response shall be submitted for each category that the firm wishes to be considered for. Firms are to submit
their individual qualifications and experience for each category. Firms may submit on as many categories as they wish,
however, a firm will not be selected for more than two categories when the selection process is complete, unless it is
determined by the City to be in the City’s best interest to include a firm in more than two categories.
No team submittals will be accepted. Firms cannot submit with another firm, no joint venture, or other types of
submittals. Firms cannot augment their team with firms that provide services that the submitting firm does not typically
provide.
Submit a one-page cover letter with your response to this RFQ. Include the firm name, address, contact information
and the category your firm wishes to be considered for. The cover letter may include photos, graphics, firm logo, etc.,
if desired. The firm must acknowledge in their cover letter to this RFQ they have reviewed the City’s
Professional Services Agreement (PSA) and are willing to execute the agreement without revisions or
modifications. An example of the City’s Professional Service Agreement (PSA) is available for downloading and
reviewing on the City’s website at www.glendaleaz.com on the Engineering Department’s page under Design and
Construction Documents and Forms.
Firms interested in submitting on this project must be registered as a vendor in order to submit a proposal. To
register please visit the Vendor Self Service site at:
https://glendaleazvendors.munisselfservice.com/Vendors/Default.aspx
Firms that wish to submit for the 2023-2024 On-Call Professional Services should familiarize themselves with the
City’s VSS website prior to the submittal date to ensure they can access the site prior to submittal. Should a firm
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encounter any problems accessing the website please email your questions to EngineeringDept@glendaleaz.com or
call the main Engineering phone number, 623-930-3630.
On the submittal to this RFQ, please display the firm information and project title as shown:
BID NO.: 42300001
TITLE: 2023-2024 ON-CALL PROFESSIONAL SERVICES
Please provide your response to this RFQ no later than:
Thursday, August 4, 2022, no later than 2:00 p.m. (local time)
Any proposal received after this time will not be considered and will be returned to the firm.
Firms interested in submitting on the 2023-2024 On-Call Professional Services list should submit a response
addressing the specified Request for Qualifications (RFQ) criteria. Please be advised that failure to comply with
the following criteria could be grounds for disqualification:
•
Receipt of submittal by the specified date and time.
•
Adherence to maximum page requirement and font size.
•
Acknowledgement in their cover letter the firm has reviewed the City’s Professional Services Agreement
(PSA) and are willing to execute the agreement without revisions or modifications.
Adherence to the maximum page criterion is critical. Each page shall be 8 ½ x 11 with 1” margins. Any page with
criteria information will be counted in the five (5) page limit. Pages that have photos, charts and graphs will be counted
towards the maximum five (5) page limit. Submittals may include front and back design covers (not to be confused
with the “cover letter”). The front and back design covers can include the project title, firm logo, photos, graphics,
etc. The front and back design covers will not be counted toward the five (5) page limit but must not include any
information relative to the selection criteria. Also, 1” margins may include decorative headers/footers that include
information such as page number; project title; date; firm name, address, phones numbers, website information; etc.,
but must not include any information relative to the selection criteria.
All questions regarding this Request for Qualifications must be submitted in writing prior to 4:00 p.m., July 25, 2022,
to:
City of Glendale
Engineering Department, 3rd Floor
5850 W. Glendale Avenue
Glendale, AZ 85301-2599
Or by E-Mail to :
EngineeringDept@glendaleaz.com
City of Glendale Representatives:
John Murphey
Bill Passmore
SECTION VI - SELECTION PROCESS
Your submittal will be evaluated based on your firm’s responses to the RFQ selection criteria and the overall quality
of the submittal.
A Selection Committee organized for this On-Call RFQ will review and evaluate the submittals using a forced
ranking system. No individual points will be assigned to the selection criteria listed above. The results of the
individual rankings will be submitted to the City Engineering Department Professional Team for final review and
recommendation. Firms with a total number of 20 employees or less may be given special consideration if determined
by the City Engineering Department Professional Team to be in the City’s best interest. This special consideration
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does not include firms with multiple offices that have a total number of employees greater than 20. There will be no
oral interviews as part of the selection process.
The qualifying Firms, as determined by the City Engineering Department Professional Team, will be placed on a pre-
qualified On-Call list. For each procurement a qualified selection committee will evaluate the experience and
qualifications of the firms as it relates to the specific procurement. The final list and order of preference for a specific
procurement will be determined by the selection committee.
The City intends to select five (5) pre-qualified firms for each of the categories listed above. However, if it is
determined to be in the City’s best interest the City may select fewer or more firms than indicated.
The City does not guarantee an awarded contract to any of the selected pre-qualified firms.
Staffing substitutions must be approved by the city in writing prior to execution of a contract. Additional contract
details are available in the city’s PSA as described elsewhere in this request.
Firms selected for the on-call pre-qualification list are free to pursue any other RFQ’s publicly advertised by the City
without jeopardizing their on-call status. It is not the City’s intention to discontinue advertising RFQ’s for professional
services.
SECTION VII – GENERAL INFORMATION AND SCHEDULE
No reimbursement will be made by the City for any costs incurred prior to the execution of a written contract and a
formal notice to proceed. The City reserves the right to reject all submittals and re-solicit or cancel this procurement
if deemed by the City to be in its best interest. The City also reserves the right to waive any informality or irregularity
in any submittal to this RFQ and to be the sole judge of the merits of the respective submittals received.
A firm, business or individual, may be disqualified for any of the following:
•
Litigation pending against the City.
•
Failure to perform faithfully any previous contract with the City after said previous contract was terminated for
cause.
•
Failure to disclose any pending violations, lawsuits, etc., and any actions that may be a conflict of interest.
•
Previously defaulting or terminating a contract with the City.
•
Current or pending litigation which is likely to have a negative impact on a firm’s ability to execute this contract.
•
These are a continuing disclosure requirement. Any such matter commencing after the execution of a contract,
must be disclosed in a timely manner in a written statement to the City.
All firms or persons interested in submitting on this RFQ will refrain from direct or indirect contact with any person
who may play a part in the selection process, or any person employed by the City, other than the authorized
representatives as identified by the Engineering Department. This policy is intended to create a level playing field for
all potential firms and to protect the integrity of the selection process. Any changes to this RFQ will be in the form of
an addendum.
Submittals to this RFQ will become the property of the City of Glendale. No post-submittal reviews will be offered
under this procurement.
SELECTION PROCESS – SCHEDULE
The following tentative schedule has been prepared for this project. This schedule is subject to change.
RFQ’s submittals Due to Engineering Department by 2:00 p.m.
August 4, 2022
Estimated Pre-Qualification Selection Process Complete
Week of October 3, 2022
Final Selection Notifications Mailed
Week of December 5, 2022
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SECTION VIII – PROTEST OF SOLICTATIONS AND CONTRACT AWARDS
In the event that a protest is lodged in connection with the subject procurement, the City will follow the policy and
procedures of the Arizona Department of Administration, with the City Executive Director of Financial Services
serving as Chief Procurement Officer, the City Engineer as Procurement Administrator, and the Director of
Engineering as Director. In the event that a protest cannot be resolved at the Director level, the procurement
Administrator will appoint an independent “Reviewer” to serve as “administrator law judge” in the appeal process.
EXHIBIT B
Professional Services Agreement
COMPENSATION
METHOD AND AMOUNT OF COMPENSATION
Purchase Order of $60,958.39.
NOT-TO-EXCEED AMOUNT
The total amount of compensation paid to Consultant for Services as defined herein during the entire term of the
Project must not exceed $60,958.39.
DETAILED PROJECT COMPENSATION
Attached.
TOTAL
SUBCONSULTANT/
TOTAL
DIRECT
OVERHEAD
PROFIT
TYLI
TOTAL FEE
VENDOR
HOURS
RATE
150.70%
10%
TOTAL
TASK
DESCRIPTION
Hours
$
Hours
$
Hours
$
Hours
$
Hours
$
$
$
$
$
$
$
BASIC SERVICES
1
Project Management, Coordination and Meetings
12
$996.00
12
$780.00
8
$416.00
$0.00
$0.00
32
$2,192.00
$3,303.32
$549.53
$6,044.85
$6,044.85
2
Data Collection and Field Review
$0.00
8
$520.00
4
$208.00
8
$352.00
4
$156.00
24
$1,236.00
$1,862.64
$309.86
$3,408.50
$3,408.50
3
Field Survey, Base Mapping and Legal Descriptions
$0.00
$0.00
2
$104.00
$0.00
8
$312.00
$10,838.34
10
$416.00
$626.91
$104.29
$1,147.20
$11,985.54
4
Utility Mapping and Coordination
$0.00
2
$130.00
8
$416.00
16
$704.00
8
$312.00
34
$1,562.00
$2,353.92
$391.59
$4,307.51
$4,307.51
5
Claremont Street Improvement Plans
4
$332.00
20
$1,300.00
40
$2,080.00
80
$3,520.00
100
$3,900.00
244
$11,132.00
$16,775.81
$2,790.78
$30,698.59
$30,698.59
8
6
Cost Estimates and Specifications
2
$166.00
4
$260.00
8
$416.00
16
$704.00
$0.00
30
$1,546.00
$2,329.81
$387.58
$4,263.39
$4,263.39
18
$1,494.00
46
$2,990.00
70
$3,640.00
120
$5,280.00
120
$4,680.00
$10,838.34
374
$18,084.00
$27,252.41
$4,533.64
$49,870.05
$60,708.39
ALLOWANCES
7
Reimbursable Expenses
$250.00
18
$1,494.00
46
$2,990.00
70
$3,640.00
120
$5,280.00
120
$4,680.00
$10,838.34
374
$18,084.00
$27,252.41
$4,533.64
$49,870.05
$60,958.39
GRAND TOTAL
SUBTOTAL BASIC SERVICES
$250.00
SUBTOTAL ALLOWANCES
PROJECT MANAGER
PROJECT ENGINEER
PROJECT ENGINEER
DESIGN ENGINEER
CADD TECHNICIAN
$83.00
$65.00
$52.00
$44.00
$39.00
FINAL DESIGN FOR SCALLOPED STREET IMPROVEMENTS ALONG CLAREMONT STREET
SR.
21-Mar-24
EXHIBIT A - COMPENSATION
FEES ASSOCIATED WITH CITY OF GLENDALE PROJECT NO. TBD