Contract Advertisement Document

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Engineering, Environmental and Land Surveying Services
November 22, 2002

STATE PROJECT NO. 700-08-0123
FEDERAL AID PROJECT NO. STP-0801(518)
HAMILTON ROAD IMPROVEMENTS
(I-20 TO BENTON ROAD)
BOSSIER PARISH

The Louisiana Department of Transportation and Development (DOTD) hereby issues a request for Qualification Statements (RFQ) on Standard Form 24-102 (SF 24-102), “Professional Engineering and Related Services”, revised April 2002, from Consulting Firms (Consultant) interested in providing Engineering, Environmental, and Land Surveying Services for the preparation of an Environmental Assessment (EA) and other related documents for the widening of Hamilton Road in Bossier Parish, in accordance with the National Environmental Policy Act (NEPA), as amended, and the Federal Highway Administration’s (FHWA) regulations and guidelines. One Prime-Consultant/Sub-Consultant(s) (Consultant/Team) will be selected for this contract. A map of the project limits for the proposed work is available upon request.

Project Manager – Ms. Ann Wills, P.E., Project Manager for Design, may be reached at (225) 379-1358. The Project Manager for Environmental Assessment will be Ms. Noel Ardoin. She may be reached at (225) 248-4194.

PROJECT DESCRIPTION

This is an Urban Systems project to design an urban concrete roadway, four to five lanes with subsurface drainage; widen the existing underpass under the KCS Railroad, and provide one overpass over the Union Pacific Railroad. The existing roadway is four-lane concrete between Isle of Capri and Barksdale Boulevard and two-lane concrete between Barksdale Boulevard and Old Benton Road. Existing alignment will be used from the Isle of Capri to Old Benton Road. New alignment will be used from Old Benton Road to Benton Road. Existing signal mast arms will need to be relocated at Barksdale Boulevard (US 80). New signalization is required at Hamilton Road at Benton Road (LA 3). Street lighting is required at 300 feet spacing along the corridor.

The contract will be between the Consultant and the city. It will be monitored by the city, the DOTD and the Federal Highway Administration (FHWA).

SCOPE OF SERVICES

This is a scope of services for the preparation of an Environmental Assessment (EA) (Phase I) and other related documents for the widening of Hamilton Road in Bossier Parish, in accordance with the National Environmental Policy Act, as amended, and the Federal Highway Administration’s (FHWA) regulations and guidelines.

A. SOLICITATION OF VIEWS

The Consultant/Team will select and submit proposed logical termini with the justification thereof to the Environment Section. Final decision will be made by the Environmental Section and the FHWA.

The Consultant/Team will prepare a solicitation of views packet describing the alternative alignments being studied in the EA. The packet will contain, at a minimum, a preliminary project description and vicinity map. The packet will be sent to the Environmental Section for review. Upon approval the Consultant /Team will distribute the packet to everyone on the mailing list provided by the Environmental Section.
All communications and coordination with other federal, state and local agencies will be closely coordinated with the City and the Environmental Section.

B. ITEMS TO BE ADDRESSED IN ENVIRONMENTAL DOCUMENT

The EA will be prepared in accordance with FHWA’s Technical Guidance for the preparation of environmental documents. Below is a list of the major topics included in the EA.

Summary of Mitigation and Permits

A summary of mitigation and permits will be placed at the beginning of the EA. All potential permits and their requirements to implement the project will be identified. Any mitigation measure or enhancement committed to by the City will be listed in this summary.

Purpose and Need for Action

The purpose and need for the proposed action will be discussed in the EA.

Alternatives

All viable alternatives considered will be discussed in the EA. If any alternative is dismissed at an early stage, the reason for dismissal will be discussed in the EA. The alternatives will address the purpose and need of the project. These alternatives, including the no build alternative, will be described and analyzed in the EA.

Impacts

Analysis of each alternative, including the no build will be made. Items to consider include, but are not limited to, traffic patterns, permits, land use, community/social, economic, historic, cultural, recreational, archaeological, noise, air, wetlands, floodplains, farmland, and endangered or threatened species and/or their habitat. Some of these items may require the production of a separate document in addition to the analysis in the EA. Potential mitigation measures designed to reduce or alleviate impacts will be discussed in the document.

Wetlands

Wetlands in the project area will be identified and delineated utilizing the latest appropriate Corps of Engineers guidelines. A Wetlands Finding, using latest FHWA criteria will be written. Information referenced may include infrared photography, National Wetlands inventory (NWI) maps, quadrangle maps, soil maps, etc. Referenced information will not substitute for an on-site field determination which will be made. Acreage of wetlands impacted and their value will be calculated and exhibits suitable for reproduction indicating the limits of wetlands in the area affected by the project and the areas to be impacted will be made. All paperwork necessary for the permit application will be prepared by the Consultant/Team for the City’s use in obtaining the necessary permits. Photographs of each soil sample with the appropriate Munsell soil chart in the same photograph will be included in the report. Each wetland area will be located on a quadrangle sheet as well as a layout map with the station numbers noted.

Environmental Site Assessment

A Phase I Environmental Site Assessment will be performed on the site in accordance with the latest version of ASTM Standards E 1527. The Phase I Environment Site Assessment has four components; Records Review, Site Reconnaissance, Interviews, and Report.

Noise and Air Quality

Noise samples will be measured and the current FHWA approved noise model will be used. To determine air quality impacts, the current approved admissions model for CO impact analysis, MOBILE 5A, (MOBILE 6 if approved at the time of this project) will be used. Additionally, the dispersion models for assessing impacts on sensitive receptors, CAL3QHC and CALINE3, will be used. The impact on regional air quality will be discussed.

Cultural Resources
Archaeology/Historic Properties (Sections 106 & 4(f))

After initial coordination with the State Historic Preservation Officer, a survey will be made to determine the presence of National Register eligible archaeological sites, both historic and prehistoric, as well as any standing structures or other places or objects, including bridges, that may be eligible for listing on the National Register. The survey will meet the current standards of the Louisiana Division of Archaeology. All research and documentation necessary to comply with Sections 106 and 4(f) will be prepared by the Consultant/Team (i.e., Preliminary Case Reports, Documentation for a Determination of No Adverse Effect, Section 4(f) Statements, Site Forms, etc.). All coordination with the SHPO’s office will be through the Environmental Section or with the express approval of the Environmental Section.

Socio-economic

Impacts to land uses and community services along each alternative will be addressed in the EA along with the social and economic impacts to the community. The Consultant/Team will evaluate whether the project has a disproportionate adverse impact on minority or low-income groups. The Consultant/Team will evaluate possible mitigation or enhancement measures to reduce or lessen adverse impacts, if any, on the community. To assist in the analyses, the Consultant/Team will contact and coordinate with local officials and community leaders.

Relocations

Relocation impacts will be confirmed via field surveys as well. A Conceptual Stage Relocation Plan will be prepared and submitted. Cost estimates for relocations, displacements, right-of-way, construction costs, etc. will be included in the document.

Recreational Sources (4(f) and 6(f))

All public recreational and public park land will be identified and delineated. Research, analysis, and documentation of compliance with Section 4(f) of the DOT Transportation Act will be done by the Consultant/Team. Use of Land and Water Conservation Funds will be identified by the Consultant/Team. If such funds are present, the Consultant/Team will prepare all documentation for coordination with the appropriate agencies.

Other

Coordination with the railroad will be necessary. Other items that will be evaluated and coordinated with the appropriate agencies include but are not limited to threatened and endangered species, prime farmland, sole source aquifers, coastal zone, 100-year floodplain, water wells, and Coastal Barrier Island. Some of these items utilize standard forms; other coordination is by letter or permit application. Items of special or local interest should also be noted and evaluated within the context of the project.

C. PUBLIC MEETING

All arrangements for the Public Meeting, including location, time preparation of legal notice, preparation of appropriate exhibits, preparation of the technical presentation, and handouts will be made by the Consultant/Team, subject to the City’s and the Environmental Section’s approval. The Consultant/Team will advertise the notice of the Public Meeting in the newspaper and inform the local officials and community leaders. The text of the notice will be provided to DOTD’s Environmental Engineer Administrator for his review at least one (1) month prior to the anticipated Public Meeting date. Public Meeting exhibits and technical presentation will be supplied to the City and DOTD’s Environmental Engineer Administrator for approval prior to the Public Meeting Date.

Actual conduct of the Public Meeting will be by staff from the City or their Consultant. The Consultant/Team will have knowledgeable informed staff present at the Public Meeting to address the queries of the public, in regard to environmental, engineering and other project related issues. The Consultant/Team will tape and prepare a verbatim transcript of the Public Meeting. The Consultant/Team will be responsible for the distribution of the transcript. Usually fifty (50) copies of the transcript are needed for the distribution.

D. REVIEW OF DRAFT ENVIRONMENTAL DOCUMENT

The document will be written in accordance with FHWA’s guidelines. The Consultant/Team will provide the City with the appropriate number of copies of the document for their review. Five (5) copies of the document will be provided to DOTD’s Environmental Section for their review, comments and distribution to FHWA. For each revision, an additional five (5) documents will be required for DOTD.

E. ENVIRONMENTAL ASSESSMENT

The document will be typed, single spaced, on 216 x 279 mm paper with inside margins of not less than 38 mm wide. All pages will be numbered. Photographs, plans, maps, drawings and text must be clear and clean with typed or mechanically lettered captions. Exhibits utilizing the 216 x 279 mm format are preferred. The Consultant/Team will distribute the document after it is approved for public distribution by FHWA. Usually fifty (50) copies of the EA are required for distribution. The Consultant’s name and logo will not appear on the cover of the document. They can appear, however, on the inside cover sheet in a size not to exceed the City’s and FHWA’s name and logo.

F. PUBLIC HEARING

After approval by the Department’s Environmental Section and FHWA, the EA will be made available to the public, and a Public Hearing will be scheduled. All arrangements for the Public Hearing, including location, time preparation of legal notice, preparation of appropriate exhibits, preparation of the technical presentation, and handouts will be made by the Consultant/Team, subject to the City and the Environmental section’s approval. The Consultant/Team will advertise the legal notice of the Public Hearing in the newspaper and inform local officials and community leaders. The text of the legal notice including the project map will be provided to DOTD’s Environmental Engineer Administrator for his review at least two (2) months prior to the anticipated Public Hearing date. Public Hearing exhibits and the Public Hearing technical presentation will be supplied to the City and the DOTD’s Environmental Engineer Administrator for approval prior to the Public Hearing date and authorizing the legal advertisement.

Actual conduct of the Public Hearing will be by staff from the City or their Consultant. The Consultant/Team will have knowledgeable informed staff present at the Public Hearing to address the queries of the public, in regard to environmental, engineering and other project related issues, before the Hearing, at the recess, and after the Hearing. The Consultant/Team will tape and prepare a verbatim transcript of the Public Hearing. Fifty (50) copies of the transcript will be distributed by the Consultant/Team.

G. PUBLIC HEARING & ENVIRONMENTAL DOCUMENT COMMENTS

All comments received during the commenting period on the EA including those received at the Public Hearing will be addressed in the final environmental document by the Consultant/Team. After approval by the Department’s Environmental Section of the final document and issuance by FHWA of the FONSI, fifty (50) copies of the final document will be distributed by the Consultant/Team.

H. MISCELLANEOUS

The distribution lists for the EA, transcripts, and FONSI must be approved by the City and the Environmental Engineer Administrator prior to the distribution of any of these documents.

The Consultant/Team will notify the City and the Environmental Section when fieldwork begins and ends.

All reference material utilized will be noted and an accurate and complete bibliography supplied to the Department with the draft and final documents. Accessibility and location of all reference material utilized will be noted (i.e. library location, etc.). Utilization of unpublished material or otherwise not easily accessible material will be specifically coordinated with the Environmental Section prior to its use in the document.

On all correspondence with the Department’s Environmental Section the Consultant/Team will use all applicable state project numbers (i.e. engineering and construction), along with the project name, route number, parish, and federal aid project number.

The Consultant/Team will provide the City and the Environmental Section with a monthly progress report. The report will include the estimated and actual date of completion of each task to be performed. The Consultant/Team will use the Department’s standard form for invoicing.

ITEMS TO BE PROVIDED BY THE CITY OR DOTD

1. Traffic Data
2. Soil Survey
3. As-built Plans (if available)

REFERENCES

All designs and engineering documents will meet the standard requirements as to format and content of the DOTD; and will be prepared in accordance with the latest applicable editions, supplements and revisions of the following:

1. AASHTO Standards
2. DOTD Location and Survey Manual
3. DOTD Roadway Plan Preparation Manual
4. DOTD Hydraulics Manual
5. DOTD Standard Specifications for Roads and Bridges
6. Manual of Uniform Traffic Control Devices
7. National Environmental Policy Act (NEPA)
8. National Electric Safety Code
9. DOTD Environmental Handbook

COMPENSATION

Compensation for the Environmental Assessment/FONSI (Phase I – Part 4), will be cost plus a fixed fee of $15,080 with a maximum limitation of $132,436, based on a pre-determined work effort.

CONTRACT TIME

The consultant will proceed with the services specified herein after the execution of this contract and upon written Notice-To-Proceed from the DOTD, in accordance with the following:

Environmental Assessment/FONSI (Phase I, Part 4), will not exceed 18 months, including review time.

ADDITIONAL SERVICES

The scope of services, fees and contract time for future Engineering and Land Surveying Services to provide topographic survey, preliminary and final roadway and bridge plans, geotechnical services (if required), title research reports, property survey, right-of-way maps and title updates (if required), traffic data, signal design, street lighting, and additional Environmental Services for Section 4(f) or Section 6(f) (if required), will be established by a Supplemental Agreement(s) upon satisfactory completion of the previous phases of work.

MINIMUM MANPOWER REQUIREMENTS

The following requirements must be met at the time of submittal:

1. At least one Principal of the Prime Consultant must be a Registered Professional Civil Engineer in the State of Louisiana.
2. The Prime Consultant must employ on a full time basis a minimum of four Registered Professional Civil Engineers, including one Registered Professional Civil Engineer with at least five years experience in highway design, and a corresponding support staff.
3. In addition to the above requirements, the Prime Consultant must also employ on a full-time basis, or through the use of a Sub-Consultant(s):
a. One Registered Professional Civil Engineer with at least five years experience in Traffic Engineering, and a corresponding support staff.
b. One Registered Professional Civil Engineer with at least five years experience in Bridge Design, and a corresponding support staff.
c. One Registered Professional Electrical Engineer with at least three years experience, and a corresponding support staff.
d. One Environmental Professional with a minimum of three years experience in responsible charge of the preparation of documents in accordance with NEPA for the FHWA, including Environmental Assessments and Section 4(f) Statement.
e. One Environmental Professional with a minimum of three years experience with mobile source air quality analysis.
f. One Environmental Professional with a minimum of three years experience with highway traffic noise analysis.
g. One Environmental Professional must be able to demonstrate that they have taken the Advisory Council’s course, “Introduction to Section 106 Review” or its equivalent.
h. One Wetlands Biologist with a degree in biology, or a related field, and three years experience in wetlands delineation.
i. One Principal Investigator, for the archaeological work, meeting the Archaeologist Qualifications as published in the Louisiana Register dated April 20, 1994.
j. Ecological, archaeological, and other environmental professionals as required for the performance of a significant portion of the work.
k. One Registered Professional Land Surveyor with a minimum of five years experience in right-of-way maps.

EVALUATION CRITERIA

The general criteria to be used by DOTD in evaluating responses for the selection of a Consultant to perform these services are:

1. Consultant’s firm experience on similar projects, weighting factor of 3;
2. Consultant’s personnel experience on similar projects, weighting factor of 4;
3. Consultant’s firm size as related to the estimated project cost, weighting factor of 3;
4. Consultant’s past performance on DOTD projects, weighting factor of 6;
5. Consultant’s current work load, weighting factor of 5;
6. Location where the work will be performed, weighting factor of 6;

Sub-Consultants will also be evaluated as indicated in Items 1- 6. The evaluation will be by means of a point-based rating system. Each of the above criteria will receive a rating on a scale of 0-4. Then the rating will be multiplied by the corresponding weighting factor. The firm’s ratings in each category will then be added to arrive at the Consultant’s final rating.

If Sub-Consultants are used, each member of the Consultant/Team will be evaluated on their part of the contract proportional to the amount of their work. The individual team member ratings will then be added to arrive at the Consultant/Team rating. DOTD's Consultant Evaluation Committee will be responsible for performing the above described evaluation, and presenting a short list of the five (if five are qualified) highest rated Consultant/Team to the Secretary of the DOTD. The Secretary will make the final selection.

CONTRACT REQUIREMENTS

The selected Consultant will be required to execute the contract within 10 days after receipt of the contract.

INSURANCE - During the term of this contract, the Consultant will carry professional liability insurance in the amount of $1,000,000. This insurance will be written on a “claims-made” basis. Prior to executing the contract, the Consultant will provide a Certificate of Insurance to DOTD showing evidence of such professional liability insurance.

AUDIT - The selected Consultant/Team will allow the DOTD Audit Section to perform an annual overhead audit of their books, or provide an independent Certified Public Accountant (CPA) audited overhead rate. This rate must be developed using Federal Acquisition Regulations (FAR) and guidelines provided by the DOTD Audit Section. In addition, the Consultant/Team will submit semi-annual labor rate information, when requested by DOTD.

The selected Consultant/Team will maintain, an approved Project Cost System and segregate direct from indirect cost in their General Ledger. Pre-award and post audits, as well as interim audits, may be required. For audit purposes, the selected Consultant/Team will maintain accounting records for a minimum of five years after final contract payment.

Any Consultant currently under contract with the DOTD and who has not met all the audit requirements documented in the manual and/or notices posted on the DOTD Consultant Contract Services Website (www.dotd.state.la.us), will not be considered for this project.

SUBMITTAL REQUIREMENTS

Two copies of the SF 24-102 must be submitted to DOTD. Any Consultant/Team failing to submit any of the information required on the SF 24-102, will be considered non-responsive.

Any Sub-Consultants to be used, including Disadvantaged Business Enterprise (DBE) Sub-Consultants, in performance of this contract must also submit a SF 24-102, completely filled out and containing information pertinent to the work to be performed.

The Sub-Consultant’s SF 24-102 must be firmly bound to the Consultant’s SF 24-102. In Section 9, the Consultant’s SF 24-102 must describe the work elements to be performed by the Sub-Consultant(s), and state the approximate percentage of each work element to be subcontracted to each Sub-Consultant.
Name(s) of the Consultant/Team listed on the SF 24-102, must precisely match the name(s) filed with the Louisiana Secretary of State, Corporation Division, and the Louisiana State Board of Registration for Professional Engineers and Land Surveyors.

The SF 24-102 will be identified with State Project No.700-08-0123, and will be submitted prior to 2:00 p.m. on Monday, December 16, 2002, by hand delivery or mail addressed to:

Department of Transportation and Development
Attn.: Dr. Babak Naghavi, P.E., P.H.
Consultant Contract Services Administrator
1201 Capitol Access Road, Room 405-T
Baton Rouge, LA 70802-4438 or
Post Office Box 94245
Baton Rouge, Louisiana 70804-9245
Telephone: (225) 379-1989