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New York State Department of Transportation

This is an informational meeting for the Wellwood Ave. over Route 27 Design-Build Project. The meeting will cover project goals, scope of work, procurement schedule, and submission guidelines.

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New York State Department of Transportation

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  1. New York State Department of Transportation Wellwood Avenue over Route 27 Design-Build Project PIN 0059.10, Contract No. D900032 Town of Babylon, Suffolk County Request for Proposals RFP Informational Meeting November 5, 2015

  2. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Rules of Contact Peter Russell Attn: Wellwood Avenue over Route 27 Design-Build Project Office of Contract Management New York State Department of Transportation 50 Wolf Road, 6th Floor Albany, New York 12232 Peter.Russell@dot.ny.gov

  3. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Agenda • Project Overview • Department’s Goals & Project Requirements • Scope of Work • Status of: ROW and Utilities • General Contract Information • Alternative Technical Concepts • Procurement Schedule • One-on-One Meetings • RFP Content • Quality Control & Quality Assurance • Evaluation and Selection • Additional Information and Submission Guidelines • Questions and Answers

  4. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)General Location N

  5. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)General Location PIN 0059.10 – Wellwood Ave. (CR3) over NY27, Town of Babylon, Suffolk County BIN 1018259 Wellwood Ave. (CR3) over NY27

  6. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Project Location PIN 0059.10 – Wellwood Ave. (CR3) over NY27, Town of Babylon, Suffolk County

  7. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Goals • Replace BIN 1018259, Wellwood Avenue (CR3) over Route 27 (Sunrise Highway) in Suffolk County. • Ensure the safety of the travelling public. • Ensure coordination with utility owners, third parties and any adjacent construction projects. • Ensure a long-service life for all Project elements to satisfy long term preservation goals. • Ensure compliance with the Project’s environmental commitments and conditions.

  8. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Goals (Continued) • Maximize the benefit of the public investment in the Project by • Providing cost-effective solutions that maximize value over the lifespan of the Bridge; • Sequencing construction to minimize effects on vehicular traffic operations; • Reducing future maintenance requirements; • Minimizing effects on residential neighborhoods and business communities • Minimizing impacts on the environment • Deliver the Project safely, on schedule & within budget. • Provide best value to the Department

  9. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)General Scope of Work • Removal of existing four span, approximately 222 feet long, Aluminum Bridge structure, including substructure and foundations • Construction of a new bridge structure, including substructure and foundations, which will accommodate and enhance pedestrian and bicycle access. • Reconstruction of existing Wellwood Avenue highway approaches and connecting ramps within the existing right of way as necessary. • Work Zone Traffic Control to maintain the existing number of through travel lanes during construction

  10. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)General Scope of Work (Continued) • Removal, containment and disposal of asbestos containing materials. • Coordination with various utility companies to develop construction stages that will minimize the impacts to utilities during construction. • Coordination with Suffolk County and the local community to inform them of potential impacts and mitigations during various construction stages.

  11. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Existing Condition EXISITING BRIDGE HALF-SECTION EXISITING BRIDGE ELEVATION

  12. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Right-of-Way • The Department owns all Right-of-Way within the existing Wellwood Ave. / NY 27 interchange. • Maps depicting the Highway Boundary Line have been posted as a reference document. • No additional Right-of-Way acquisitions or temporary easements are anticipated to be required for this project.

  13. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Work Zone Traffic Control (WZTC) Requirements / Restrictions • The existing number of through travel lanes shall generally be maintained on both Wellwood Ave. and NY 27. • Auxiliary (acceleration / deceleration) lanes on Wellwood Ave. and/or NY 27 may be closed throughout the duration of construction. • Short-term lane closures on Wellwood Ave. and NY 27 are permitted during the days and times noted in Part 3, Section 15.3.5 • In lieu of an approved ATC, no off-site detours shall be permitted. • If an otherwise acceptable ATC proposes an off-site detour over roadways other than state highways, the Department will most likely issue a conditional approval requiring documentation of a commitment from the agency or agencies with jurisdiction to allow the use of their roads for the detour. Such documentation shall be provided no later than the date indicated in ITP Appendix A.

  14. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination – Existing Utilities In accordance with Part 4 – Utility Requirements, Design-Builder is responsible for: • Verifying utility facility locations; • Identifying & resolving any conflicts not yet documented; • Coordinating with utility owners for utility relocations; • Providing stakeout and final layout of utility relocations; • Protecting existing utilities; • Cost to repair damages to utilities caused by Design-Builder; • Informing the Department of all meetings/correspondence with utility owners.

  15. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination – Existing Utilities – Relocations by Others Two types of Utility Work to be discussed: • Relocations to be performed by Others • Relocations to be performed by The Design Builder

  16. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination – Existing Utilities – Relocations by Others Relocations to be performed by Others

  17. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination – Existing Utilities – Relocations by Others • Telecommunications: • Verizon shall relocate their facilities currently located within the sidewalk to an adjacent existing conduit system. • Verizon shall install four (4) new conduits on the replacement structure, and shall be responsible for all work and materials related to the installation. • Verizon shall be responsible for abatement of hazardous materials in the existing conduits. • Lightower and Cablevision shall relocate overhead facilities as necessitated by the DB’s design and associated utility pole relocations • LIPA / PSEG LI (Electric): • PSEG LI, on behalf of LIPA, shall relocate utility poles and overhead facilities as necessitated by the DB’s design • National Grid (Gas): • National Grid shall adjust gas valve boxes impacted by profile revisions and bring buried valve boxes to grade. No other impacts to National Grid’s facilities are anticipated.

  18. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination – Existing Utilities – Relocations by Others Relocations to be performed by the Design-Builder

  19. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination – Existing Utilities – Relocations by DB • Telecommunications: • The Design-Builder shall coordinate with Verizon regarding installation or four telecommunications conduits on the new structure by Verizon. • Verizon shall perform all work for installation of the conduit and supply all materials, including conduit, hangars, rollers and other appurtenances. • Suffolk County Water Authority (Water): • Should the Design-Builder’s design impact SCWA’s facilities, the Design-Builder shall be responsible for all design and construction work associated with any necessary adjustments, replacements and/or relocations of SCWA facilities • Town of Babylon (Highway Lighting): • The Design-Builder shall be responsible for all work related to the highway lighting system on Wellwood Avenue, exclusive of relocation of utility poles. • The Design-Builder shall coordinate with PSEG LI regarding the final location of any poles which are to be exclusively used by the highway lighting system.

  20. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Utility Coordination • Three Way Coordination – DB, Utility & State • Coordination meeting will be held between the Department, all short-list firms, and the utility companies on November 17, 2015. • DB Responsibilities • The Design-Builder is expected to coordinate with any and all affected utility owners and the Department to negotiate and execute 3-party Final Utility Work Agreements. The Design-Builder is responsible for participating in the negotiations & coordinating the work schedules. • Status of Preliminary Utility Work Agreements • Draft Preliminary Utility Work Agreements were distributed for signature to the potentially affected utilities on October 5, 2015. • Signed Preliminary Utility Work Agreements are expected to be included in the Final RFP.

  21. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032) General Contract Information

  22. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Contract Information • Lump Sum Design-Build Contract; • Best Value Selection Process (50% Price, 50% Quality); • Project Completion Date shall be the earlier of: • November 1, 2018; or • The number of days past NTP proposed by the successful Proposer on Form SCD (ITP Appendix E) • Liquidated Damages will be imposed for not meeting the Interim Completion and/or Project Completion dates indicated on form SCD, or for exceeding the number of traffic impact days or total traffic impact duration indicated on form SCD; • Early Completion Bonus for achieving the Interim Milestone and/or Project Completion in fewer than the number of calendar days indicated on form SCD; and/or for impacting traffic for fewer than the number of Traffic Impact Days indicated on form SCD; • Escrow Submission of Bid Documents for Successful Proposer.

  23. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Contract Information (Continued) • There is a Schedule of Prices and a Work Payment Schedule provided in the RFP; • Schedule of Prices (Form SP) • Construction Work • Design Services • Construction Inspection Services • Quality Control Services (Material Testing) • Force Account Work (amount provided by Department) • Mobilization - % of Construction + Force Account (4% max) • Work Payment Schedule (Form WPS) • Breakdown of construction work items • Input by Proposer (100% max)

  24. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Contract Information (Continued) • Stipend to Unsuccessful Proposers (50% of Qualified Costs, $85K max.); Must satisfy criteria in ITP General Instructions; • Pass All Pass/Fail Factors • Achieve at least 60 points on Quality Factors • Proposal must be Competitive and Reasonable • Proposal not Selected by Department as providing the Best Value • There is a Buy America Clause • There is an Iran Divestment Act Clause • There is a DBE Participation Goal of 13% • All ROW owned by NYSDOT • Any additional Environmental and Construction Related Permits by Design-Builder

  25. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Anticipated Procurement Schedule

  26. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)ATCs • Alternate Technical Concepts (ATCs) are proposals from the Proposer to design and construct the Project in a manner that is different than the Contract Requirements and which: • are submitted to the Department for review, consideration and approval prior to Proposal submittal; • have significant savings in time, and/or reduction of traffic impacts, and/or community disruption, and/or project costs, and/or environmental impacts, and/or other beneficial impacts to Project parameters; • in the Department’s judgment offers an equal or superior Project.

  27. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)ATCs (Continued) • Proposers may submit, on a confidential basis, any number of ATCs, using Form ATC, for the Department’s approval; • The proposed end product of each alternative must, in the Department’s judgment, be equal to or better than the Work product described in the Contract Documents; • Department may provide ‘Conditional Approval’ of an ATC; • The Design-Builder is solely responsible for obtaining approvals from any local municipality, public agency or permit issuing agency for ATC concepts which would affect their facilities, operations or issued permit.

  28. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)One-On-One Meetings • One-On-One Meetings may be requested by proposers during the period stated in the RFP; • If One-On-One Meetings are held, at least one meeting will be offered to each Proposer; • Department reserves the right to disclose to all Proposers any issues raised during the meetings that may materially affect the project; • Department will not disclose information pertaining to an individual Proposer’s technical concepts, proposal or ATCs; • Additional One-on-One Meetings may be held if required to review ATCs or if the Department believes it is warranted.

  29. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Request for Proposals (RFP) Documents • RFP Documents: • Instructions to Proposers • Part 1: D-B Agreement • Part 2: General Provisions, Section DB 100 and Appendices • Part 3: Project Requirements (Scope of Work) • Part 4: Utility Requirements • Part 5: Special Provisions • Part 6: RFP Plans • Part 7: Engineering Data • Part 8: Special Specifications (Including New DB Specifications) • Part 9: The Design-Builder’s Proposal • Part 10: RFP Addenda (If Any) • Reference Documents: On Department’s web site (Not Part of the Contract Documents)

  30. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Request for Proposals (RFP) Documents • RFP Documents: • Instructions to Proposers • General Instructions • Appendix A – Project Information • Appendix B – Administrative Submittal Requirements • Appendix C – Technical Submittal Requirements • Appendix D – Price Proposal Submittal Requirements • Appendix E – Forms • Appendix F – Conflicts of Interest Policy • Appendix G – Abbreviations and Definitions

  31. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Quality Control (QC) • Quality Control is the Design-Builder’s Responsibility • Design-Builder shall appoint a QC Manager responsible for QC Plan for both Design and Construction • Design QC shall be the Design-Builder’s responsibility and shall be performed in accordance with the QC Plan • Construction Inspection shall be performed by an Independent Engineering Firm (Hired by the Design-Builder) • Materials Testing shall be performed by an Independent Materials Testing Firm or Laboratory (Hired by the Design-Builder) • The Materials Testing Firm shall report to the Construction Inspection Firm • Offsite Plant Quality Control shall be performed by the Department

  32. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Quality Assurance (QA) • Design and Construction Quality Assurance is Department’s Responsibility • The Department may perform QA on any of the Design-Builder’s Design and Construction Activities • The Department will utilize an independent Consultant to perform QA of the Design-Builder’s Designs • Construction QA will be performed by Department Staff • Offsite Plant Quality Assurance will be performed by the Department • RFP Part 2, Appendix 112C describes in detail the Department’s QA Role for the Project

  33. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)RFP Evaluation and Selection Pass/Fail Evaluation Factors • Legal – Financial – Administrative – DBE Compliance - Price Proposal (Bond/Conformance) Quality Evaluation Factors (50%) • Key Personnel (27 points) • Management Approach (20 points) • Overall Design-Build Team Organization (5 points) • Design Management Plan (5 points) • Construction Management Plan (5 points) • Quality Control Plan (5 points) • Technical Solutions (46 points) • Design Approach (7 points) • Construction Approach (8 points) • Schedule (31 points) • Cohesiveness (4 points) • Project Completion (9 points) • Interim Completion Milestones (8 points) • Impacts to Traffic (10 points) • Project Support (3 points) • Proposal Format(4 points) Price (50%) Design-Builder must obtain a minimum score of 60 points on Quality Evaluation factors

  34. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)RFP Evaluation and Selection – Impacts to Traffic • Two sub-criteria: Traffic Impact Days and Traffic Impact Duration • From ITP Appendix G: • “Traffic Impact Day” means any day, or part of a day, on which the number of travel lanes/auxiliary lanes…are reduced from the existing number, and/or travel lane widths are less than the minimum requirement prescribed in RFP Part 3…or any day on which traffic is detoured (either off-site or on-site with the introduction of additional traffic signals, stop signs, yield signs, and/or turning movement restrictions) from a given roadway or structure. A shoulder closure(s) only does not constitute a Traffic Impact Day. Travel lanes are defined as through, ramp, and auxiliary lanes.(Red text indicates changes from Draft RFP) • “Traffic Impact Duration” means the number of consecutive Calendar Days between the date of the first Traffic Impact Day…and the date of the last Traffic Impact Day. • Any day with a lane closure, including lane closures permitted by RFP Part 3 or an approved ATC, is counted as a Traffic Impact Day

  35. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Additional Information – Submission Guidelines • All proposals must be self-contained. • Proposals should not have links to external web sites. • Proposals should contain all information needed for evaluation. • Do not “assume the Department knows” your firm and its experience/qualifications.

  36. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Additional Information – Submission Guidelines • Submit ALL Forms required • Do not alter any Form unless indicated on the Form. • Do not add any appendices or attachments to the Forms. • Do not include photographs or illustrations unless specifically indicated. • Do not submit with Proposal: • Form SA (Stipend Agreement) => 20 Days after Proposal Due Date • Form BDEA (Bid Document Escrow Agreement) • PAB (Payment Bond (Labor and Material Bond)) • PEB (Performance Bond (Faithful Performance Bond))

  37. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Additional Information – Submission Tips • Instructions to Proposers (ITP) Appendix E - Forms: • Form LSI – Letter of Subcontract Intent • Complete one form for each Tier 1 Subcontractor/Subconsultant • Dollar value on Form LSI for a DBE firm should match the dollar value on Form LDB Table 1 (List of Proposed DBEs) for that firm. • Form NC – Non-Collusion Affidavit • Form shall be signed and notarized • There is no signature line; sign at bottom of the form. • Form R – Summary of Individual’s Experience • Information presented on Form R should match information provided on resumes (project title, time spent on project, etc.) • Individual’s Total Time on Project should reflect total QUALIFYING time on project. • Project Owner should be the entity that owns the infrastructure which was constructed.

  38. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Additional Information – Submission Tips • ITP Appendix E – Forms (continued): • Form U – Conflict Questionnaire • Be sure to answer all questions on page 2. • ITP Appendix C – Technical Proposal • Section C4.3.1 Initial Baseline Progress Schedule • Submit appropriate number of pages • Include Major Design AND Construction activities including breakdown of work by location, type, task. Minimum required information listed in RFP. • Section C4.3.3 Gantt Chart • Usually 1 page • simplified schedule – Major construction activities ONLY. • Be sure to follow instructions – pages which do not follow the ITP instructions will be removed and not evaluated.

  39. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Additional Information – Submission Tips • Design-Builder’s Proposal Volume 2, Technical Proposal: • Section 1, Key Personnel & Firms Experience and Section 2, Management Approach Submittal • Proposed titles for this Project on Resumes should match titles on Organization Chart and Form R. • Resumes should reflect individual’s actual duties on each past project, not just a general project description. • Information should be consistent between resumes and Form R (project roles, dates, etc.) • Place resumes and Forms in the order that they are requested in the RFP.

  40. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Additional Information • Responses to Proposer Questions will be posted on the Department’s Project Web Site • Reference Documents are Posted on the Department’s Project Web Site: https://www.dot.ny.gov/main/business-center/designbuildproject20 • Reference Documents include: • Bridge Inspection Report; • Bridge Record Plans; • Final Design Report; • Asbestos Assessment Report; • Existing Utility Plans • Survey Data (Photogrammetry, DTM Surfaces); • Historical Subsurface Exploration Boring Logs; and • Potentially others (To be Determined).

  41. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Rules of Contact Peter Russell Attn: Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Office of Contracts New York State Department of Transportation 50 Wolf Road, 6th Floor Albany, New York 12232 Peter.Russell@dot.ny.gov

  42. Wellwood Avenue over Route 27Design-Build Project (PIN 0059.10, D900032)Questions and Answers Questions ?

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