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SN97, SN98, SN99 Pre Proposal MEETING MINUTES

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SN97, SN98, SN99 Pre Proposal MEETING MINUTES LOS ANGELES SANITATION AND ENVIRONMENT MEETING MINUTES Pre-Proposal meeting TOS SN-97 – San Fernando Valley Green Streets Network Evaluation along Agnes Avenue between Vanowen Street and Kittridge Street TOS SN-98 – San Fernando Valley Green Streets Network Evaluation along Victory Boulevard between Coldwater Canyon Avenue and Whitsett Avenue TOS SN-99 – San Fernando Valley Green Streets Network Evaluation along Glenoaks Boulevard between Paxton Street and Filmore Street. Location: 1149 S. Broadway, Los Angeles, CA 90015 5th Floor Executive Conference Room Date: January 10, 2019 Time: 10:00 am to 11:00 am 10:00 AM - Begin Presentation Introductions were made. Los Angeles Sanitation and Environment (LASAN) Project Manager (PM), Project Engineers, and On-Call manager provided presentation to the attendees, emphasizing on new/revised proposal dates, and construction completion dates. It was discussed that the presentation, questions and answers, and attendees list will be shared with all attendees. The three projects are a partnership effort between LASAN, LA Department of Water and Power (LADWP), and State Coastal Conservancy. Projects are located in areas that are disadvantaged, lack storm drain infrastructure, and have a high potential for recharge to the San Fernando groundwater basin. In addition, project sites are located in the LA River Watershed and are subject to TMDLs and the MS4 permit which make them ideal locations for water quality improvement. Project Engineers Ms. Esther Woo, Ms. Paola Grano, and Ms. Jane Parathara described site characteristics, the expected recharge volume, land use, and typical utility conflicts for their perspective projects. The area in the figure shown in the TOS solicitation and presentation is for reference only and the actual project and drainage area may extend beyond what is shown in dotted rectangles. Water capture volumes shown should be considered to be minimum values. Consultants should maximize the capture potential. Ms. Thu Van Ho stated that a Prime cannot submit a proposal if they are listed as a sub to another Prime for the same project . However, a Prime is allowed to submit a proposal for one project and be a sub for another project . Mini Sub-consultant Outreach document for adding new subs must be submitted with proposal. Page: 1 of 4 TOS SN-97, 98, 99 Pre Proposal Meeting Minutes LOS ANGELES SANITATION AND ENVIRONMENT The presentation ended with LASAN PM thanking the attendees and opening up the question and answer session. *IMPORTANT UPDATES: The deadline to submit proposals has been extended to February 7, 2019 at 2:00 PM . The construction/implementation completion date has been changed to be 12 months after the Notice to Proceed date. 10:28 AM - Additional Questions 1. Question: Does CEQA need to be done? Answer: The City expects that a notice of exemption (NOE) will be needed for the projects. For similar projects, the City (LASAN) took the lead in filing NOE. The CEQA requirement will vary from project to project but if it’s determined that NOE is needed, LASAN will take the lead on filing. 2. Question: What water quality constituents/parameters need to be monitored? Answer: Refer to Coordinated Integrated Monitoring Program, compliance monitoring guidelines. The focus will be on fecal indicator bacteria and heavy metals, both dissolved and recoverable such as Pb, Cu, Zn. Depending on the individual site and land use more parameters may be added to the list. 3. Question: Does the maximum allowable pages for the proposal exclude resumes as well as certificates? Answer: Yes, the page limit excludes resumes and certificates. 4. Question: In the Attachment A, how would we submit the billing for parts of project that are lump sum? Answer: All employees of Prime identified to work on the project have to be included in proposal with the billing salary rates. LASAN expect billing salary rates will apply to phases such as pre- design and design. For phases that are construction/ implementation/ installation, Prime has to develop a cost breakdown table (Schedule of Values) for lump sum. For each invoice, a Payment Application shall be signed and certified by Contract Administration Public Works Inspector. For an invoice that falls during construction/installation phase, you can expect to have two line items; one for hours worked and one for lump sum. The LASAN PM will decide on the billing method during Task Agreement negotiation phase and before construction begins. There will be a memo to the TAF that will detail how billing was agreed upon. Page: 2 of 4 TOS SN-97, 98, 99 Pre Proposal Meeting Minutes LOS ANGELES SANITATION AND ENVIRONMENT 5. Question: What is the design process (do the project follow 30%, 60%, final design phases) for these projects? Answer: Since LASAN expect that Integrated Project Delivery process will be used, the sequences of phases are not similar to conventional design-bid-award process. The project delivery method may not have defined dates on pre-design, 30% design, 90% design. Construction can begin before final design plans are signed, depending on the complexity of the project. 6. Question: Does Prime need to pre-identify subs in the proposal? Answer: Yes. LASAN needs to know the level of experience that the project team brings to the project. Since subs are a part of the project team it would be best if the subs are pre-identified in the proposal. It would make a stronger proposal. 7. Question: Are there B-permit requirements? Answer: From our experience, LASAN has not been required to obtain a B-permit as most are in the public right of way. Prime and LASAN will work with other agencies to obtain the necessary permits. 8. Question: Do we need approval with DOT for traffic control? It’s a 7 month to 1 year process. Answer: The project needs to be designed and implemented without necessitating a DOT approved traffic control plan. 9. Question: Can LASAN share the assessment report on how the recharge volume and drainage areas were calculated? For example, SN-97 drainage area is approximately 20 acres based on the dotted rectangle on the presentation. How was 60 ac-ft/year calculated? Answer: For SN-97, LASAN conducted a desktop level evaluation using a larger drainage area than the one shown in the figure in the TOS and presentation. The figure shown in the TOS/RFP is for reference only. The actual drainage area may be larger. 10. Emailed Question: For dry well installation, which of the following agency’s guidelines will apply/abide for this project? • City of Los Angeles Department of Building and Safety Guidelines For Stormwater Infiltration Page: 3 of 4 TOS SN-97, 98, 99 Pre Proposal Meeting Minutes LOS ANGELES SANITATION AND ENVIRONMENT • County of Los Angeles Department of Public Works Guidelines for Geotechnical Investigation and Reporting Low Impact Development Stormwater Infiltration Answer: The project components are expected to be located on existing public right of way, and as a result, neither DBS’s guidelines nor LA County DPW guidelines apply. Consultant is to determine the feasibility of the infiltration using new or existing geotechnical and other engineering (above ground, subsurface) information. 11. Emailed Question: In order to achieve minimum annual capture goal, a much larger project area than the area highlighted in Figure 1 of the RFP may be required. Is there any guidance on the actual project limits? Answer: In the proposal, consultants should demonstrate how to analyze and maximize the local drainage area and boundary and propose the most effective and efficient drainage area based on drainage characteristics and site limitation. 12. Emailed Question: What are the acceptance criteria for these projects? Answer: LASAN is looking to install distributed, compact footprint, green stormwater infrastructure projects that can be designed and placed on existing public ROWs, including but not limited to dry wells, bioswales, permeable surfaces, and combination, 13. Emailed Question: Is the annual capture goal cumulative and applied to all captured runoff? Or only the cumulative capture of first 1” or 2” rain per year? Answer: The annual capture goal is the cumulative total captured runoff in a year. Sizing for single event should be based on LACFD’s 24-hour, 85th percentile rainfall. Annual captured should be modeled or calculated using various factors such as design capacity of project components, location of project components, drainage area, and runoff coefficient. Before design could be approved, the Consultant team should be able to demonstrate, in a technical memo, how the design shall satisfy the annual volume needed to capture. 10:45 AM - Meeting Concluded COMPANION DOCUMENTS • Powerpoint Presentation (in pdf) • Memo on the revised proposal date, signed by Mr. Wing Tam (pdf). • Attendee Sign-in Sheet (3 pages, in pdf) Page: 4 of 4 TOS SN-97, 98, 99 Pre Proposal Meeting Minutes .
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