2. Scope of Work 2.1. Scope of Work The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work "). The selected firm (Consultant) is expected to furnish all services as required to complete the scope of services described below for the Project. Services will generally include surveying, engineering reports preparation, environmental analysis and permitting, public outreach, utility coordination, right of way activities, plans specifications & estimates (PS&E), design services during construction, and coordination with the Union Pacific Railroad (UPRR) and California Public Utilities Commission (CPUC). The Consultant will provide professional and technical engineering services to develop the Project that can best meet the City’s goal for delivering the Project and prepare final design documents and related activities. The required professional design services will include, but not be limited to, the topographic mapping, necessary environmental studies and permits, right-ofway engineering and acquisitions, utility coordination and agreements, design of roadway and at-grade rail crossing, drainage, municipal utilities (water and sewer), post-construction stormwater facilities (if necessary), fiber optic conduit, lighting, signing, striping, landscaping, and such other tasks required to complete the PS&E, and final bid documents for the Project inclusive of the components listed below. The Consultant will also need to provide design support services during advertisement, award, and construction. The Consultant will be expected to manage and control costs and resources, and complete work in adherence to the agreed upon Project schedule and will assign a Project Manager who will act as the City’s primary contact and will be entirely responsible for project management activities throughout the life of the Project (including subconsultant work, if applicable). The following is a suggested breakdown of Project tasks and should be incorporated into the fee schedule under the appropriate activities. Task 1. Project Management & Coordination Task 1.1. Meetings and Consultation Consultant responsibilities will include: A. A kick-off meeting, with the City and Consultant to review and refine the work scope and schedule, identify critical milestones, and determine appropriate paths of communication, will be held prior to beginning work. B. Preparation of a baseline schedule of work and conduct periodic meetings with the City to discuss progress. Baseline schedule will be updated to reflect Project progress. C. Setup and facilitation of Project Development Team (PDT) meetings, interagency meetings, field reviews, stakeholder meetings, and other Project related meetings. D. Preparation of agendas, meeting material, minutes, and sign-in sheets for all meetings. E. Continuous consultation and advice, through oral and written communications on all matters relating to the Project. F. Consultant is expected to attend ten (10) general coordination meetings. These meetings include City Council meetings and two (2) City Commission meetings as well as separate meetings for local neighborhoods and interested community groups, including existing ad-hoc committee. Outreach meetings will be held to address public concerns and ideas for the design and implementation of the Project, and may be held in the evenings and/or on the weekend. Consultant may recommend adjustments to the number of outreach meetings and/or outreach approach as they deem fit in their proposal. G. The City Project Manager must be kept abreast of all Project coordination with outside agencies, prior to any meeting with an outside agency or organization. Task 1.2. Reporting and Invoicing A. Consultant will develop, implement, and adhere to a comprehensive schedule of performance to ensure accomplishing the scope of services. B. Consultant will adhere to the Project budget. In collaboration with the consultant team, the City desires to establish a budget that is realistic for successful Project delivery. The City’s expectation is that the consultant will be aggressive in managing the Project in order to avoid or minimize contract amendment. C. Consultant will submit invoices monthly on the 15th of each month and should include expenses for the preceding month with the billing period beginning and ending in the same calendar month. (i.e. – the invoice for period January 1 – January 31 would be due on February 15th). Should the 15th fall on a weekend or holiday, the invoice will be due on the next business day. Invoices received on-time will be payable by the City to the Consultant 30 days from the invoice date. D. Consultant will prepare written Progress Reports and Project schedules to accompany each monthly invoice to allow City staff to determine if Consultant is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed. The status report must outline all activities for which expenses are submitted by the consultant or subconsultants. All activities must be itemized by task/subtask and be consistent with the agreed upon scope of services. Progress Reports must include the following: o Status of work completed to date o Expense allocation by task/subtask o Work anticipated to be completed in the next reporting period o Problems/Obstacles identified during the reporting period o Estimated percentage of completion for each deliverable E. Incomplete or inaccurate invoices will be returned to the Consultant unapproved for correction. Invoices will include: o Names of the Consultant personnel performing work. o Dates and times of Project work. o Itemized costs by task, including identification of each employee or subcontractor staff that provided services during the period of the invoice, number of hours and hourly rates for each employee or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and subcontractor invoices.
