NEW YORK STATE DEPARTMENT OF TRANSPORTATION

NY Route 347 (DB Phase 3) Terry Rd. to Gibbs Pond Rd.

Design-Build Project

PIN 0054.18, Contract No. D900033

Town of Smithtown, Suffolk County

Request for Proposals

RFP Informational Meeting

December 2, 2015

Catherine TrainaAttn: NY Route 347 (DB Phase 3)

Design-Build ProjectOffice of Contract ManagementNew York State Department of

Transportation50 Wolf Road, 6th Floor

Albany, New York 12232Catherine.Traina@dot.ny.gov

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Rules of Contact

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) General Location

TOTAL FEIS PROJECT LIMIT

Design-Bid-Build Project (Completed)

Design-Build Phase 3 Project Location

Design-Build Phase 1 Project under construction

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Design-Build Phase 2 Project under construction

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Goals

Improve Safety and Mobility along the Route 347 Corridor.

Protect and Improve the Environment. Integrate the Transportation System into

the Fabric of the Communities by Implementing the Principles of Traffic Calming measures as Part of the Boulevard or Greenway Design.

Deliver the Project safely, on schedule & within budget.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Goals (Continued)

Ensure Coordination with Utility Owners, Third Parties, the Surrounding Residential Community, Project Stakeholders and any Adjacent Construction Projects.

Ensure compliance with the Project’s environmental commitments and conditions.

Provide best value to the Department.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) General Scope of Work

Reconstruction of NY Route 347 with additional travel lanes and shared-use path for pedestrians and bicyclists in a Manner that Maintains the Corridor Theme;

Pedestrian facility design and installation; Bus turnouts and enhanced bus stop design and

installation; Extensive landscape design and installation including,

but not limited to: vegetated screening, planted raised median, street trees, vegetated drainage features;

Invasive species removal; Concrete sound wall design and installation;

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) General Scope of Work (Continued)

Relocation and/or preservation of existing utilities;

ITS Installation and integration with the existing INFORM system;

Traffic signals; Installation of street and pedestrian lighting; Signing & pavement markings; Work Zone Traffic Control; Drainage.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) General Scope of Work (Continued)

All Other Items of Work Necessary to Complete the Project Safely, On Schedule, and in Compliance with the Contract Documents.

Proposers are advised that Phase 3 differs from Phases 1 & 2 in that there are no

indicative Plans included in the RFP; the Design-Builder will have greater

responsibility to develop Project Designs(Based in part on Projected Future Traffic

Volumes)

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Possible Typical Cross Section

New Sound Wall(s) or Low Screen

at/near ROW Line

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Possible Typical Plan11

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Possible Greenway Stop12

Think holistically about how the design and construction decisions will affect the final aesthetic design of the roadway.

The Technical Solutions should reflect a collective design of related elements: Tree Inventory, anticipated vegetation removals, and

proposed planting Aesthetic design of concrete materials i.e. sound walls,

retaining walls, and median barrier Shared-use path alignment, Greenway Stop, and associated

transportation features i.e. bio-swales, drainage basins, rain garden, etc.

Bus stop enhancements i.e. decorative pavement, bus shelter, solar lighting, bike racks

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Aesthetic Design13

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Status

Status of : Adjacent Projects ROW Utilities and Suffolk Co Water

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Adjacent Projects

 PIN/Description: 0054.22 (D900014) – NY 347

Safety and Mobility Improvements from Mt. Pleasant Road to Terry Road

This is a Design-Build project with anticipated completion in Fall 2016.

WZTC: Long term lane closures  Design Build Team: Grace Construction and

LIRO

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Right-of-Way

The Department anticipates that all additional ROW it deems necessary for the Project will be acquired prior to the Notice to Proceed (June, 2016) in accordance with DB §107-22. No relocations are required as a result of this project.Should the Design-Builder identify any additional ROW needs for the project, it shall be acquired in accordance with DB §107-22.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) 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 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;

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Utility Coordination – Existing Utilities – Relocations

Existing Utilities are fully described in RFP Part 4

Two types of Utility Work to be discussed:Relocations to be performed by OthersRelocations to be performed by the Design-Builder

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Utility Coordination – Existing Utilities – Relocations by Others

Relocations to be performed by Others

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Utility Coordination – Existing Utilities – Relocations by Others20

Aerial –

LIPA / Verizon / Cablevision:LIPA, Verizon and Cablevision will require approx. 10 to 12 months to relocate utility poles and aerial facilities within the Project Limits.Underground –

Verizon:Verizon’s Conduits may require relocation due to conflicts with new drainage lines; Verizon will require approx. 1 to 2 weeks per offset at duct bank and buried cable (Manholes cannot be re-located).

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Utility Coordination – Existing Utilities – Relocations by Others21

Underground –

Cablevision:Cablevision will require 2 to 3 weeks after coordination with Design-Builder to relocate underground cables.National Grid (Gas):National Grid will require 8 to 10 weeks to relocate the Gas Main from the Center Median to the South Side of Route 347;National Grid will be responsible for relocations and Tie-ins.

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) Utility Coordination – Existing Utilities – Relocations By DBer

Relocations to be performed by the Design-Builder

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Utility Coordination – Existing Utilities – Relocations by DBer23

All Utility Work related to LIPA, Verizon, Cablevision and National Grid Facilities to be performed by the owner.

Design-Builder will coordinate with impacted utilities 2 weeks in advance of a relocation and conduct surface preparations and rough grading as needed prior to the relocation.

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Utility Coordination – Existing Utilities – Relocations by DBer

Suffolk County Water Authority: The 12 inch water main on NY 347 in the

vicinity of the center median from Terry Rd to Lake Ave. shall be relocated to the north side of NY 347 by the Design-Builder;

The Design-Builder shall be responsible for all costs to design and reconstruct these mains as well as all service connections, hydrants, valves, water meters, etc.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Work Zone Traffic Control (WZTC) Requirements / Restrictions

The Design-Builder shall provide access to all commercial properties and driveways within the Project Limits at all times;

Closure Restrictions for NY 347 4 Lane Sections (2EB & 2WB lanes): Westbound: No lane closures permitted between 6

AM – 10 PM; Eastbound: No lane closures permitted between 11

AM – 10 PM. No Full Closures with Detours Permitted; See RFP for Additional Restrictions.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)

General Contract Information

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Contract Information

Lump Sum Design-Build Contract; Best Value Selection Process (50% Price, 50% Quality); Project Completion Date shall be the earlier of:

May 31, 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 Commercial Driveway Access Impact days 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 Commercial Driveway Access for fewer than the Number of Commercial Driveway Access Impact Days indicated on form SCD;

Escrow Submission of Bid Documents for Successful Proposer.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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)

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Contract Information (Continued)

Stipend to Unsuccessful Proposers (50% of Qualified Costs, $100K 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 14% All ROW owned by NYSDOT Any additional Environmental and Construction

Related Permits by Design-Builder

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Anticipated Procurement Schedule

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Activity Due DateDraft RFP Informational Meeting December 2, 2015

Final RFP to Shortlisted Firms December 16, 2015

Date Proposers may start submitting ATCs for review December 17, 2015

Proposal period one-on-one meetings with all Proposers, specific dates to be determined.

December 18, 2015 to January 14, 2016

Final date for Proposers to submit ATC’s for review January 15, 2016

Final date for requests for changes to Proposer’s organization and personnel January 18, 2016

Final date for Department’s responses to ATCs submitted for review January 20, 2016

Final date for receipt of Proposer questions February 3, 2016

Issue Date for Final Addendum and/or answers to Proposer questions February 5, 2016

Final Date for proposers to respond to conditional approval of ATC’s February 3, 2016

Proposal Due February 17, 2016

Post Proposal meetings (if required) TBD

Selection of Best Value Mid March, 2016

Limited Negotiations (if required) TBD

Contract Award Mid-May, 2016

Notice to Proceed Early June, 2016

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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)

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Request for Proposals (RFP) Documents

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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

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Quality Control (QC)

Quality Control is the Design-Builder’s Responsibility The QC Manager shall be responsible for the 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

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033) RFP Evaluation and Selection

Pass/Fail Evaluation Factors Legal – Financial – Administrative – DBE Compliance - Price Proposal

(Bond/Conformance)

Quality Evaluation Factors (50%) Key Personnel (25 points) Management Approach (24 points)

Overall Design-Build Team Organization (6 points) Design Management Plan (4 points) Construction Management Plan (5 points) Quality Control Plan (9 points)

Technical Solutions (45 points) Design Approach (8 points) Construction Approach (7 points) Schedule (30 points)

Cohesiveness (5 points) Project Completion (7 points) Interim Completion Milestones (11 points) Impacts to Commercial Driveway Access (7 points)

Project Support (3 points) Proposal Format(3 points)

Price (50%)

Design-Builder must obtain a minimum score of 60 points on Quality

Evaluation factors

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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))

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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.

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)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/designbuildproject21 Reference Documents include:

NY 347 Aesthetic Design Guide; NY 347 Noise Analysis; D900033 Soil Borings; PIN 005422 Q5 – Anticipated Peak Flows East of Project

Limits; Traffic Signal Detail Sheets – Hidden Ponds and Terry Road; Region 10 Regional design Sheets; Final Design Report, Final Environmental Impact

Assessment (Section 4F); Route 347 Re-Evaluation Appendices; D95016 – 347 (454 to Rt. 25) Record Plans D261357 Plans Volumes 1 and 2; and 53-12-1953 As-Built Drawings Potentially others (To be Determined).

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Catherine TrainaAttn: NY Route 347 (DB Phase 3)

Design-Build ProjectOffice of Contract ManagementNew York State Department of

Transportation50 Wolf Road, 6th Floor

Albany, New York 12232Catherine.Traina@dot.ny.gov

NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Rules of Contact

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NY Route 347 (DB Phase 3)Design-Build Project (PIN 0054.18, D900033)Questions and Answers

Questions ?

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