Stormwater Monitoring Services and BMP Development Contract Outreach

Caltrans Division of Environmental Analysis

May 17, 2017

Location: Caltrans HeadquartersBasement Conference Room

1120 N StreetSacramento, CA 9581410:00 AM – 12:00 PM

Presented by: Nelson Kwong & Mark KeislerOffice of Stormwater Program Development

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Purpose of this Event Networking & Partnering Opportunity Information Sharing Question and Answer Session

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Agenda 10:00-10:15 Welcome / Self Introductions 10:15-10:30 Office of Business & Economic Opportunity (OBEO):

Eligibility, Certification and Goals 10:30-10:40 Div. of Proc & Contracts (DPAC): Contract Process/New

Procurement Process 10:40-10:50 Contract Overview 10:50- 11:10 Statement of Work – Stormwater Monitoring and BMP

Development 11:10- 11:25 Networking Session/Break 11:25- 11:55 Question & Answer Session 11:55-12:00 Closing Remarks

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Self Introduction / Group IntroductionParticipants Name Firm/Affiliation/CertificationsYour Goal For Attending this Event (for

Non-Caltrans Participants Only)Or Your Role/Title if you are a participant

from CaltransPlease ensure you have signed in

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Office of Business & Economic Opportunity (OBEO)

Contract goal: 5% DVBE

Where to find certified DVBEs

DVBE commitment at award

DVBE utilization/substitutions

Name: Damon DornTel: 916-324-8764

Email: damon.dorn@dot.ca.gov

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OVERVIEWA&E LEAN SIX SIGMA CONTRACT PROCESS

May 17, 2017

By: Jared LakisTel: 916-227-6901

Email: jared.lakis@dot.ca.gov

A&E New Consultant Selection Processhttp://www.dot.ca.gov/hq/dpac/aeinfo.htm

A&E LSS Projects

Look Ahead Report Advertise Negotiate Execute

ContractNeed

Identified

CONTRACT PROCUREMENT

Evaluate SOQs

Interview

CONTRACT PLANNING

Develop Scope of Work

District or Program Division of Procurement and Contracts

45 or 61 Calendar Days

30 cd

60 Calendar Days

ContractRequest

Submitted

• All Services Listed in Look Ahead Report (60 days)

• Previous Contract on Internet (Renewals Only)

• Begin Development of SOQ

• Begin Gathering Required Financial Documents

A&E Contract Planning Phase

REVIEW: 45 day A&E Contract Procurement Process

5 day

RFQ Prep

14 day

Advertise

5 day

Execute

5 day

Evaluate SOQs

5 day

Interview

11 day

Negotiate

Financial Documents Submittal Checklistsposted at http://www.dot.ca.gov/hq/dpac/aeinfo.htm

A&E Contract Procurement Process

Develop RFQ

0 5 10 15 20 25 30 35 40 45

Evaluate Financial DocumentsA&I

Initial Evaluation

RFQ Advertised

Evaluate Responsiveness

SOQ Submittal Deadline (14 Day Ad)

DPAC

Contract Request Package Received

Most Highly Qualified Consultant Identified

Selection Committee

Consultant

Final Evaluation

Financial Documents Obtained

Final Cost Proposal Received

Complete Financial Documents Package

Conduct Negotiations

Respond to Assessment

Sign & Return Contract

Contract Executed

N U M B E R O F C A L E N D A R D A Y S

Finalize Contract

Sign Contract

Review SHR Apps

• 14 day ad for Renewal of Existing Contract

• On LAR for 60 days and Existing Scope Posted

• No Significant Change In Scope

• Expired within Last 36 Months

• 30 day ad for New A&E Contract

• Significant Change from Recently Active Contract

RFQ Advertisement

• Use Current SOQ Submittal Instructions

• SOQ Responsiveness Checklist

• Past Performance Assessment Rescinded

• Use of FILR to Submit Electronic SOQ Submittal

SOQ Development

• SOQ Responsiveness Check

• Selection Committee Evaluates SOQs (5 days)

• Strengths and Weaknesses Documented

Initial Evaluation

Short List Identified • Notice to All Responsive Firms

• Invitation to Interview

• Sample Example Task Order Provided

• Example Task Order presentation• Presentation and Interview (5 days after

determining short list)• Reorder of Interview Structure

• Example Task Order Presentation (Part A)• Consultant’s Technical Scenario Questions Review• Consultant’s Oral Responses to Technical Scenario Questions (Part B1)• Consultant’s Closing Statement on Technical Scenario Questions (Part

B2)

• Strengths and Weaknesses Documented

Final Evaluation

• Most Highly Qualified Consulting Firm Identified (1 day)

• Notice to All Interviewed Firms

• Selected Firm Notified:

• Scheduled Negotiation Meeting

• Deadline to Submit Financial Documents Package

Consulting Firm Selection

• Scope Limited to Contract Fee and Escalation Rates

• Coordinator Facilitates

• Contract Manager May Attend

Negotiation

Financial Document Assessment• Financial Document Checklist (internet)

• Audits and Investigations Conducts Assessment

• Respond to Action Items within 48 hrs

• Consultant Provides Final Documents

• Cost Proposal

• Insurance Certificate

• Payee Data Record (Std 204)

• Contractor Certification Clauses (CCC-307)

• Return Signed Contract within 24 hrs of Receipt

Contract Execution

Stormwater Monitoring and BMP Development Services

Disclaimer:

The information provided in today’s outreach event does not constitutes a solicitation or offer of any contract with Caltrans. It solely serves informational purpose.

The scope of work , contract amount, schedule and other aspects of the contract are still under development. Information provided are preliminary and subject to change.

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Contract Overview

ExistingContract No.

Districts ContractAuthority

Expiration Date

Consultant

43A0324 11, 12 $7M 11/30/17 AMEC Foster Wheeler Environment & Infrastructure, Inc.

43A0325 1, 4, 5 $8M 11/30/17 Brown & Caldwell

43A0326 2, 3, 10 $9M 11/30/17 CDM Smith, Inc.

43A0327 7, 8 $8M 11/30/17 CASC Engineering & Consulting, Inc.

43A0328 6, 9 $2M 11/30/17 CASC Engineering & Consulting, Inc.

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Current Monitoring Contracts:

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Caltrans Districts

Contract Overview

Grouping of Districts Contract Authority (3 Year Contracts)

1, 4, 5 $6.5M

2, 3 $6M

6, 10 $1M

7, 8, 9 $6M

11, 12 $6M

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Preliminary Contract Grouping:

NOTE: Grouping of Districts and Contract Authority shown are for illustration only

Statement of Work Site water quality monitoring Best Management Practices (BMP) pilot site

monitoring and performance evaluation Installation/decommissioning of water quality

monitoring equipment and Site maintenance activities Physical, chemical, microbiological and toxicity

sampling/testing Laboratory analyses for samples of water or other

liquid matter, and soil or other solid matter

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Statement of Work(Continued)

Prepare reports and other submittals based on the analytical data. Reports may include but are not limited to:

Quality Assurance Project Plan/ Sampling & Analysis Plans, Post-Storm Technical Memos (PSTM), Electronic Data Deliverables (EDDs) submittals Annual Monitoring Reports/ End of Season Tech Memos Stormwater Program Annual Report related deliverables Water Quality Studies and BMP Effectiveness Reports

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Statement of Work(Continued)

Assist in developing and maintaining a statewide stormwater monitoring plan

Stormwater monitoring support for project related activities Long term characterization or performance evaluation for specific sites Quality Assurance and Quality Control (QA/QC) for field and laboratory

monitoring

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Statement of Work(Continued)

Utilize cost effective processes/procedures for producing all deliverables.

Provide Remote Data Management Systems where directed.

Participate in meetings with other agencies or other consultants regarding Permit, Total Maximum Daily Loads (TMDL), or Areas of Special Biological Significance (ASBS) compliance.

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Statement of Work(Continued)

Provide service related to the development of BMP pilot studies in accordance with the Caltrans “BMP Pilot Study Guidance Manual”. This may involve work related to design, permitting, installation, operation & maintenance, decommissioning, development of specifications and guidance for BMP pilot studies.

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Summary of Personnel Requirements

Consultant Contract and Task Order Managers:Consultant Contract Manager: The Consultant Contract Manager shall be a Civil Engineer who is licensed in the State of California to perform the tasks described in this agreement and subsequent Task Orders and shall have at least five (5) years of relevant experience including as a Contract or Task Order Manager.Task Order Manager or Project Manager: The Task Order Manager shall be a Civil Engineer, Geologist or Landscape Architect who is licensed in the State of California to perform the tasks described in this agreement and subsequent Task Order and shall have at least five (5) years of relevant experience in Storm Water Monitoring and BMP Development work in the State of California or described in the scope of service of this agreement.

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Networking Session/Break

Take the Opportunity to Network Collect all Written Questions No Questions During the networking session Reconvene in 15 mins

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Questions and Answers

This session is intended to address questions collected during the networking sessions.

Questions may be answered on location or, after the event

Questions and Answers will be posted on Division of Procurements and Contracts (DPAC) website:

http://caltrans-opac.ca.gov/

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Closing Remarks

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