PHASE 1: SITE SURVEY AND PRELIMINARY/CONCEPTUAL DESIGN • Site visit to evaluate site constraints and conditions to determine the appropriate location of all proposed facilities and improvements. • Prepare a complete topographical, utility, and ROW survey of the project area. Survey shall include all existing improvements, including existing underground and above-grade infrastructure, existing roadway infrastructure, utility poles, drainage structures, fences, signs, streetscape furniture, etc. All existing underground utilities must be shown on the survey including type of structure, type of casting, size, invert and material of pipes entering each structure. • Participate in an initial interdepartmental kickoff meeting to review and discuss the conceptual design. The Consultant is to prepare meeting(s) minutes for distribution one-week following any meetings or substantive conversations as determined by the City. • Provide a schematic design concept/rendering with an associated preliminary engineer’s cost estimate. Concept to include illustrative sketches and precedent images as well as explanations for locations and amenities. The concept shall include all requirements noted in of this RFP as well as the initial kick-off meeting. • Incorporate feedback from the City Administration. • Identify all permits and approvals required. • Schedule for Phase 1 (Six (6) weeks total) o Initial interdepartmental kickoff meeting to discuss concept requirements (within one (1) week of project award) o Preliminary concept packages (with preliminary cost estimates) due within three (3) weeks of initial meeting with the City; City will provide comments within one (1) week o Final 100% completed concept packages (with final cost estimates) due within one (1) week of receiving comments from the City NOTE: PRELIMINARY DESIGN CONCEPT MUST BE FORMALLY APPROVED BY THE CITY ADMINISTRATION PRIOR TO ADVANCING TO PHASE 2. PHASE 2: FINAL DESIGN, PERMITTING, SPECIFICATIONS, AND PUBLIC BID • Once Phase 2 authorization has been given, the successful candidate shall proceed with the final design of construction and permitting documents. • Progress meetings will be held for project updates as determined, scheduling, and discussion of issues to be expedited (via Zoom). The Consultant is to prepare meeting(s) minutes for distribution one-week following any meetings or substantive conversations as determined by the City. • Develop a bid ready set of contract drawings and specifications for the project, including alternates, based upon approved design and budget. • Perform any and all field work to provide for proper Final design of all improvements. • Final design shall be compliant with current ADA accessibility standards. • All work performed on this project shall conform to the following standards and specifications. o City of Passaic Design Standards; o N.J.D.O.T. Design Manual Roadways, latest edition; o N.J.D.O.T. Standard Specifications for Road and Bridge Construction, latest addition; o Current NJDEP Regulations; o Any and all Standards of any Agency having jurisdiction on this project. o Plans shall be prepared in accordance with standard engineering practices and shall include: Title Sheet, Key Map, Index of Sheets, etc. Estimate of Quantities; Existing Conditions, Clearing and/or Demolition Plans; Site/Construction Plan; Grading and Utility Plans; Drainage design and maintenance manual; Landscaping Plans; Lighting & Electrical Plans; Structural Plans; Maintenance and Protection of Traffic – Traffic Control Plans; Construction Details; Soil Erosion and Sediment Control Plan and Details. • Final Estimate of Quantities shall be included on the Plans as well as in the Bid Proposal. • All specifications shall comply with all requirements of the NJEDA UIF Grant Funding requirements and any other requirements stipulated by the NJDOT, County of Passaic and City of Passaic. • Secure permitting and regulatory approval of contract documents. • Consultant is responsible for all project management related to PSE&G applications & approvals. • Provide project schedules for procurement and construction. • Provide final engineer's estimates to the City. Additionally, a digital MS-Excel copy of the Engineer’s Estimate shall be provided for review prior to submittal of final documents. • All plans, specifications and estimates to be provided to the City in core format (AutoCAD, Word, etc.) and in PDF format. • Final plans shall be approved by the City Engineer and / or proper authorities from the City of Passaic. • All plans will be prepared on 24 x 36 size plan sheets. • All final documents in both PDF and native file formats; including drawing files compatible with the most recent edition of AutoCAD. Supplemental Technical Specifications, Estimate of Quantities, and Engineer’s Estimate shall be furnished to the City in both PDF and native file formats as well. • Schedule for Phase 2 o Time is of the essence for this project. Based on grant funding deadline requirements, construction is to be completed and closed out by September 30, 2026. o According to preliminary timelines submitted to the NJEDA, the City of Passaic anticipates publicly advertising the project for construction on June 10, 2025. The full Phase 2 submission shall be received by the City no later than one (1) week prior to the bid advertisement date on June 3, 2025. • Public Bidding o Prepare full and complete construction plans and specifications for public bid. o Certain items may be bid as alternate bids at the discretion of the City. o Respond to all bidders’ technical questions and Requests for Information (RFIs) during public bidding phase and prepare Addendums as necessary. o Review bids with The City Engineer and Director of Purchasing, verify references and provide bid tabulation summary and make written recommendation on the award.
