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Engineering and Land Surveying Services
September 24, 1004

STATE PROJECT NO. 700-99-0353
FEDERAL AID PROJECT NO. MG-9904(515)
RETAINER CONTRACT FOR
SUBSURFACE UTILITY ENGINEERING SERVICES
STATEWIDE



Under Authority granted by Title 48 of Louisiana Revised Statutes, 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 January 2003, from Consulting Firms (Consultant) to perform engineering and land surveying services required to conduct Subsurface Utility Engineering services for various statewide projects. All requirements of Louisiana Professional Engineering and Land Surveying (LAPELS) Board must be met prior to the execution of the contract. 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 – Mr. Robert E. Boagni, P.E., he may be reached at (225) 379-1890.
PROJECT DESCRIPTION

The purpose of this contract is to achieve accuracy and economy in project-driven utility inventories, conflict assessment, relocations, and processes, through the application of Technologies that are not otherwise readily available to the DOTD, and to enable the DOTD to assign various tasks such as utility coordination, utility relocation design, cost estimating, agreement development, etc., on statewide projects using Subsurface Utility Engineering (SUE), in accordance with the “ASCE 38-02 Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data”.

Definitions and Terms:

Utility Quality Level: A professional opinion of the quality and reliability of utility information. Quality level used is determined by the means and methods of the professional and the DOTD.

QL A: Utility Quality Level A. Indicates the precise horizontal and vertical location of utilities obtained by the actual exposure (or verification of previously exposed and surveyed utilities) and subsequent measurement of subsurface utilities, usually at a specific point.

QL B: Utility Quality Level B. Indicates information obtained through the application of appropriate surface geophysical methods to determine the existence and approximate horizontal position of subsurface utilities.
QL C: Utility Quality Level C. Indicates information obtained by surveying and plotting visible above-ground utility features and by using professional judgment in correlating such information to QL D information.

QL D: Utility Quality Level D. Indicates information derived from existing records and oral recollections.

Subsurface Utility Engineering (SUE): A branch of engineering practice generally utilized in the preliminary design stages of the project that involves managing certain risks associated with utility mapping at appropriate quality levels, utility coordination, utility relocation design and coordination, utility condition assessment, communication of utility data to concerned parties, utility relocation cost estimates, implementation of utility accommodation policies, and utility design.

Louisiana One Call: Utility Notification Center of Louisiana.
SCOPE OF SERVICES

The scope of services is described as follows:

I. General

A. Work Standards
Except as may be modified or specified herein, or otherwise approved by the DOTD, the collection and depiction of information, and any required submittals, shall conform to the applicable provisions of CI/ASCE 38-02, “Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data.” A copy may be obtained from the American Society of Civil Engineers at www.asce.org.

B. Certification
The Consultant’s Professional Engineer or Professional Land Surveyor in responsible charge of the work shall perform a final review of, seal, and sign all applicable submittals, including but not limited to hard copies of electronic data, and plan drawings.

C. Electronic Data
II. Miscellaneous Tasks

A. Training and Orientation
Assist the DOTD in conducting training and orientation sessions for interested parties. A training session will cover such items as available services, detection and excavation technology, project deliverables, and task order development.

B. Scoping Assistance for Task Orders
Assist the DOTD in developing the scope of work for a subsequent task order by assessing project SUE needs, generating alternatives, and/or making recommendations.

C. Work Plan and Schedule
Develop a detailed work plan and schedule of activities showing conformance to the work requirements and time constraints imposed by the task order; and obtain DOTD’s approval of said work plan prior to commencing work.

D. Mobilization
E. Traffic Control
F. Permits and Rights of Entry
G. Condition Assessments
H. Aerial or Ground-Mounted Utility Facilities
I. Unknown Lines
III. Project Utility Coordination/Design Tasks

A. Project Meetings, Site Reviews 2. Record and report on proceedings.
B. Preconstruction Utility Coordination
C. Conflict Assessment, Development of Alternatives, Cost Estimates
D. Utility Design
E. Construction Coordination and Monitoring
IV. Quality Level D Tasks

A. Records and Information Research
B. Records Collection C. Records Review
D. Aerial or Ground-Mounted Facilities
E. Compilation and Presentation of Data
V. Quality Level C Tasks

A. Inclusive of QL D Tasks
B. Identification of Surface Utility Features
C. Aerial or Ground-Mounted Facilities
D. Surveys
E. Confined Space Procedures
F. Correlation, Interpretation, and Presentation of Data; Resolution of Discrepancies 4. As appropriate, amend the indicated quality level of depicted information.

VI. Quality Level B Tasks

A. Inclusive of QL C Tasks
B. Line Detection and Marking
C. Surveys
1. Survey all markings that indicate the presence of a subsurface utility.
D. Correlation, Interpretation, and Presentation of Data; Resolution of Discrepancies 4. As appropriate, amend the indicated quality level of depicted information.

VII. Quality Level A Tasks

A. Inclusive of QL B Tasks
B. Selection of Test Locations
C. Selection of Method
D. Compliance with the Louisiana One Call Requirements
E. Excavation of Test Holes
1. Clear the test hole area of surface debris. 7. Revise the test hole location as necessary to positively expose the utility.
8. Store excavated material for re-use or disposal, as appropriate.

F. Collection, Recording, and Presentation of Data 2. Elevation of existing grade over utility at test hole. 5. Approximate centerline bearing of utility line. 7. Utility structure material composition, when reasonably ascertainable.
8. Identity of benchmarks used to determine elevations.
9. Utility facility condition.
10. Pavement thickness and type when applicable.
11. Soil type and site conditions.
12. Identity of utility owner/operator.
13. Other pertinent information as is reasonable ascertainable from test hole.


G. Site Restoration
H. Interpretation of Data and Resolution of Discrepancies
ITEMS TO BE PROVIDED BY DOTD

1. Copies of applicable “as constructed” plans showing information pertinent to the work.
2. Information, if known, on involved utilities, such as owner name, contact person, permit records, or utility maps; provided, however, that the DOTD does not warrant the accuracy or completeness of such information.
3. Prints or electronic files of project plans, profiles, cross sections, details or correspondence pertinent to the work (if available).
4. Alignment, centerline, profile, and survey control data (if available).
5. Liaison with utility owners and property owners as necessary to facilitate the Consultant’s access to pertinent records or property.
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, ASTM Standards or DOTD Test Procedures
2. DOTD Location and Survey Manual
3. DOTD Roadway Design Procedures and Details
4. DOTD Hydraulics Manual
5. DOTD Standard Specifications for Roads and Bridges
6. Manual of Uniform Traffic Control Devices (Millennium Edition)
7. DOTD Traffic Signal Design Manual
8. National Environmental Policy Act (NEPA)
9. National Electric Safety Code
10. DOTD Environmental Impact Procedures (Vols. I-III)
11. Policy on Geometric Design of Highways and Streets
12. Construction Contract Administration Manual
13. Materials Sampling Manual
14. DOTD Bridge Design Manual
15. Consultant Contract Services Manual
16. Geotechnical Engineering Services Document
17. Bridge Inspectors Training Manual/90
18. ASCE 38-02 Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data

COMPENSATION

The total amount payable under this Retainer Contract for services to be performed under the various TO’s shall not exceed a maximum of $300,000. Compensation to the Consultant for services rendered in connection with each TO will be made on the basis of Negotiated Unit Rates and Billable Rates with a maximum compensation limitation based on the Consultant’s Audited Salary and Overhead Rates.
CONTRACT TIME

This Retainer Contract will be in effect for two years. Upon expiration of the two year contract time, no new TO will be executed. However, the Consultant/Team will complete any work in progress. The contract time for each TO will be specified in the executed TO. The services to be performed for each TO will be determined upon activation of the TO. The Consultant will proceed with the services required in the TO upon direct order of the DOTD.
MINIMUM PERSONNEL REQUIREMENTS

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

1. At least one Principal of a firm under consideration must be a Registered Professional Engineer in the State of Louisiana.
2. The Prime Consultant must employ on a full time basis a minimum of one Registered Professional Engineer in the State of Louisiana, with at least three years experience as a Responsible Member in the design of Transportation Facilities using Subsurface Utility Engineering (SUE). Please include contact persons and telephone numbers to verify SUE experience, and a corresponding support staff. The Prime Consultant must have a complete corresponding SUE staff, including both office and field personnel, and equipment needed to perform the required services in accordance with the ASCE 38-02 Standards.
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):
EVALUATION CRITERIA

The general criteria to be used by DOTD (when applicable) 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 similar 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 4;

Consultants will 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 three (if three are qualified) highest rated Consultants 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. The Prime Consultant may require the Sub-consultant(s) to carry professional liability insurance. 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.louisiana.gov), will not be considered for this project.
SUBMITTAL REQUIREMENTS

Two complete sets of the SF 24-102 must be submitted to DOTD. Please include three references for SUE experience, including contact persons and telephone numbers. All submittals must be in accordance with the requirements of this advertisement and the Consultant Contract Services Manual. Any Consultant/Team failing to submit any of the information required on the SF 24-102, or provide inaccurate information 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. 700-99-0353 and will be submitted prior to 2:00 p.m. on Monday, October 11, 2004, 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