The Consultant shall provide preliminary and final engineering services leading to the completion of plans, specifications, and estimates for construction of the desired improvements. Consultant shall prepare a detailed scope, and services based, in part and at the minimum, on information presented in this Request for Proposal (RFP) and other information. Consultant is encouraged to include items that are felt necessary for this project. The selected consulting firm will provide project management, coordination, and preparations of all required construction documents. This work will include, but is not limited to the following tasks: 4.1 Background Research: The consultant shall research and review existing topographic mapping, photos, right of way maps, “as-built” plans, record maps, surveys, assessor maps, local street improvement plans, collision reports, sight distance, approach speed, total pedestrians LETTER OF CLARIFICATION NO. 1 - OCTOBER 6, 2025 Request for Proposals Main Street and Market Street Complete Streets Phase I Project No. WT25043 / ATPL-5008(212) Page 4 of 14 and vehicle volumes, public transit routes, grade, need of advance warning signs and flashers, and other geometrical and operational characteristics for the project. The Consultant shall conduct field reconnaissance of the entire project limits. The Consultant shall work with all pertinent utilities to identify conflicts, coordinate utility plan reviews, conduct necessary coordination meetings, and locate designed improvements as required to facilitate any utility relocations. The consultant will need to coordinate with the City to the maximum extent possible to route this information to utility companies. Consultant must show all existing utilities that will be impacted or cause impact by the proposed project. The consultant is responsible for arranging and coordinating with all utility companies, within the project sphere, to resolve any utility issues. The Consultant shall identify required permits, prepare all permit applications, and assist the City with negotiations relative to permit conditions, if required. Permit fees will be paid by the City. 4.2 Utility Coordination: The consultant will be responsible for performing utility investigations and coordination with utility owners throughout the project development process. The Consultant will be present at all necessary meetings with each utility owner. The consultant will be responsible for, but not limited to, the following: - Prepare a project limits map and request utility information from each utility owner within the area of work. - Prepare Utility Letter “A” during preliminary design phase to the affected utility owners for City to review and approve prior to transmitting to utility owners. Information on existing utilities obtained as a result of the “A” letter will be transferred to base maps in both plan and profile view. A copy of the utility data obtained from utility owners will be provided to the City and the originals will be filed in the project files. - Prepare Utility Letter “B” during 65% design phase to the affected utility owners for City to review and approve prior to transmitting to utility owners. Two sets of half-sized 65% plans will be provided to each utility owner as an attachment to the letter. The letter will request that utility owners verify any utility conflicts with proposed improvements and indicate whether any future utilities are proposed in the area that may require accommodation through the improved area. Information on existing utilities obtained as a result of the “B” letter will be used to determine potential utility conflicts and to resolve the conflicts identified. A copy of the utility data obtained from utility owners will be provided to the City and the originals will be filed in the project files.
