1.1        Proposal Preparation / Scoping Meeting / Scope of Services

For all MDOT MAA Office of Engineering & Construction projects, the MDOT MAA Project Manager, Consultant, and end-users shall meet to review the capital program request; develop the scope, budget, and schedule for the project; identify the procurement method; and identify permit requirements. Based on the meeting, the Consultant shall prepare a proposal for MDOT MAA’s review and approval.

In addition to the contractual requirements and specific requirements for each task, consultants shall submit all proposals, unless directed otherwise, in accordance with and to include the information below. Order of activities listed may vary from task to task. Scope of each project should determine the applicability of activities listed. Prior to submitting a proposal, the Consultant and MDOT MAA Task Manager shall meet with the client to develop the project scope. Consultant should obtain an approved CTP request form, Capital Program budget, and any preliminary cost estimates performed to date.

GENERAL

Consultant shall:

1.      Develop a Description of the project.

2.      Identify Scope of Services (Phases I, II, and III, as defined in subsequent sections): List types and purpose of specific activities to be performed or considered under each phase.

3.      List items specifically not covered in the scope of services, and list of assumptions.

4.      Provide requested compensation (must be identified separately):

i.       Cost for proposal preparation

MDOT MAA will not approve and reimburse the consultants for charges associated with preparing and submitting the following types of design fee proposals:

1.      Short Form fee proposals.

2.      Supplemental fee proposals.

3.      Fee proposals prepared by subconsultants.

4.      Fee proposals for design projects that are based on an investigation and/or a study previously prepared by the same consultant.

ii.      Cost for Phase I (Pre-Design Services, Investigation, Surveying, Geotechnical, Subsurface Utility Engineering ([SUE]), etc.)

1.      If the fee proposal does not include topographic surveying, geotechnical exploration, and/or SUE provide reason(s) why these services are not included.

2.      When preparing fee proposals for geotechnical investigation, Consultants shall note the following regarding their and/or subconsultant fees:

a.      Contingency Percentage: Contingency fee is not acceptable and is not approvable. If extra work is requested/required, a fee supplement must be submitted to MDOT MAA for review and approval prior to conducting any additional work outside of the agreed upon scope.

b.      Delay/Cancellation/Non-productive time: Fees associated with possible delays, cancellations, and /or non-productive time is not pre-approvable. A fee supplement with justification should be submitted to MDOT MAA for review and approval if the subconsultant experiences any unforeseen cancellations and/or delays explicitly caused by others.

c.      Fees associated with administrative efforts such as obtaining security badge cannot be invoiced by the consultant/subconsultant.

d.       3rd Tier Subconsultant: MBE subconsultants cannot hire other subconsultants/vendors to perform work related to their scope of work. Charges associated with using 3^rd tier subconsultants will not be compensated by MDOT MAA. See Chapter 1.4.8, Adding New Subconsultants/Vendors Post Award.

iii.     Cost for Phase II (Design Services)

iv.     Cost for Phase III (Construction Administration/Shop Drawing Review/Record Drawing Preparation, Cost for Record Drawing Preparation should be shown separately). For projects with construction estimates over $10,000,000, include fees associated with Partnering. See Chapter 1.5, Partnering Requirements During Construction.

5.      Provide required time of completion for each Phase.

6.      Provide Man-Hour Breakdown

7.      Identify Out of Pocket/Direct Cost Breakdown (no markups are permitted on ODCs or subconsultant fees)

8.      Provide estimated quantity and title of construction drawings with associated man-hours.

9.      MDOT MAA Task Manager and the Consultant shall complete the attached form (List of Deliverables), which constitute major deliverables for the task.

10.   List all subconsultants to be utilized under the task. Subconsultants shall submit their proposal in the format required herein.

11.   Identify MBE/DBE Subconsultant to be utilized under the task and state the percentage of the total fee request that will be performed by the MBE/DBE subconsultant. Include a summary of best faith efforts made to secure MBE/DBE participation on the task.

                 i.          All fee proposals must include contract MBE goal; contract MBE goal obligated to-date; contract MBE goal achieved to-date; total MBE participation proposed under the task.

                ii.          If the proposed MBE participation is zero, or small relative to the contract total MBE goal, provide reasonable justification and explanation for lack of MBE subconsultant participation.

12.   Coordinate with the MDOT MAA’s GIS Coordinator regarding GIS Applicability and identify the extent of compliance with the AIRPortal GIS Design Standards.

13.   Submit a detailed design schedule within one week following approval of the proposal and notice to proceed.

14.   Consultants shall identify on every fee proposal, by name, the Project Manager, Task Manager, subject matter expert, and all individuals working on the proposed project. Individuals not charging to the task (i.e. administrative staff) need not be listed.

15.   Provide a completed Design Checklist.

On federally funded projects, reports, plans, and specifications must be prepared in accordance with FAA guidelines and requirements.

PHASE I – PRE-DESIGN SERVICES & ENGINEERING REPORTS:

Phase I services shall include the following and any additional items requested at the scoping meeting.

1.      Data collection and review of existing reports, record drawings, and other available information.

2.      Conduct topographic field surveys.

3.      Conduct Geotechnical Investigation.

4.      Conduct field inspection, investigation, and testing

5.      Evaluate environmental considerations, and identify permit requirements. Develop permit schedule.

6.      Determine availability of and evaluate existing resources (power, water, gas, sewer, drainage, etc.) and future requirements.

7.      Attendance at scoping and fact finding meetings with Maryland Aviation Administration, airport tenants and other agencies involved and prepare meeting minutes.

8.      Provide GIS Applicability Statement. This shall include the identification of the types of features to be built, moved, reconfigured or demolished during the construction as listed in MDOT MAA’s AIRPortal GIS Data Standard. Provide GIS data deliverable identification as per GIS Standards, when applicable.

9.      Prepare and submit preliminary construction cost estimate.

10.   Provide Recommendations and Concept Plans.

11.   Prepare and submit the required number of Conceptual Plans, Cost Estimate and Report with recommendations for review, prepared in accordance with FAA standards, if applicable, including all tests and data and coordinate documents with other agencies.

12.   Attend preliminary design review meeting(s).

13.   Prepare and submit the required number of preliminary plans, preliminary construction cost estimates and report and incorporate MDOT MAA’s, tenants’ and other agencies’ comments.

PHASE II SERVICES (DESIGN AND PREPARATION OF CONSTRUCTION DOCUMENTS):

1.      Conduct additional research, data collection, site investigations, testing, and topographic survey if necessary.

2.      Prepare agenda and necessary presentation material for attending and conducting pre-design conference. Prepare draft and final minutes of the meetings and distribute.

3.      Develop, coordinate, and prepare final construction phasing plan with input from MDOT MAA, FAA, tenants and other affected agencies.

4.      Prepare and submit construction cost estimate and the required number of 30%, 60% and 100% construction drawings and specifications in appropriate format for review.

5.      Incorporate MDOT MAA, FAA and other agencies’ comments and recommendations into 30%, 60% and 100% contract documents and prepare written responses to comments.

6.      Apply for and obtain all required permits and approvals. Include the required correspondence, meetings, and follow-up with agencies concerned.

7.      Attend coordination and review meetings with MDOT MAA, FAA, Fire Marshal, MDE, DNR, BG&E, Verizon, tenants, and other agencies. Prepare minutes of meetings and follow-up. Attend the Procurement Advisory Group to establish MBE goal for the construction contract.

8.      Obtain the required approvals and signatures on the contract drawings from various MDOT MAA offices, as noted on the drawings.

9.      Prepare and submit the required number of Bid documents suitable for bidding in accordance with MDOT MAA/FAA format.

10.   Prepare and submit final construction cost estimate and construction duration.

11.   Attend pre-bid conference. Respond to the contractor’s questions and prepare minutes of the meeting for incorporation into an addendum or addenda.

12.   Prepare and submit addenda for distribution (equal to the number of Bid documents produced).

13.   Respond to contractors’ questions prior to bidding and confirm in writing.

14.   Prepare bid tabulation forms in MDOT MAA/FAA format to include all bidders and recommend award.

15.   Furnish conformed documents in accordance with the MDOT MAA Design Standards. Incorporate all revisions made by addendum or addenda.

PHASE III SERVICES (CONSTRUCTION ADMINISTRATION):

1.      Justification must be prepared for Engineer’s Estimates that are above or below 10% of the apparent low bidder. Prepare Notice of Recommended Award to MDOT MAA.

2.      Review all submittals by the Contractor for compliance with the drawings and specifications and sign and date.

Consultants may receive either hard copy or electronic submittals from the Contractor.

Electronic Submittals/Shop Drawings

Consultants shall review electronic submittals the same as hard copy submittals. The submittal shall be reviewed for compliance with the contract documents and, if commenting, the Consultant shall mark on a hard copy print in red ink. The Consultant shall also initial the submittal as compliant or require resubmission. The hard copy print shall be scanned and returned electronically to the Contractor within the time specified in Section SP-8.06 of the Standard Provisions for Construction Contracts, latest edition.

3.      Provide consultation and advice to Construction Management group during construction.

4.      Attend meetings with MDOT MAA, Construction Management Group or other agencies during construction as required. The Project Engineer or other qualified personnel should be available, as requested by MDOT MAA, to meet with MDOT MAA, the Resident Engineer or the Contractor on issues related to the shop drawing submittals, field conditions and construction phasing coordination.

5.      Prepare written responses to the Contractor’s questions (RFI) regarding the plans and specifications.

6.      Conduct site visits as requested by MDOT MAA and report findings.

7.      Prepare Field Revisions, as required, to address field changes and modifications to the design.

8.      Prepare Record Drawings and GIS data (if applicable) in accordance with the MDOT MAA Design Standards.

9.      Submit Record Drawings and calculations for storm water management facilities to MDE, when applicable.

10.   Conduct an as-built survey of SWM facilities in accordance with MDE requirements. Documentation must be submitted to MDE certifying that constructed facilities meet functionality as designed.

TASK MANAGER REQUESTED ITEMS:

The Consultant shall inquire from the Task Manager the need for the following items and if applicable include the cost in the design fee proposal:

1.      Conducting Value Engineering/Peer Review.

2.      Conducting Constructability Review/Ready Check.

3.      Design for mitigation of asbestos and lead paint within the proposed construction area.

4.      Independent construction cost estimate coordination and analysis

5.      Presentation(s) to the Executive Management Team.

6.      Procurement method for construction. Consult with the Task Manager regarding the requirements for preparing construction documents for Building Permit and On-Call Construction Contractors.

NOTES TO THE CONSULTANT:

Minutes of meeting must be submitted using the MDOT MAA’s standard Meeting Minutes Template (Appendix 2B - Standard Forms).

1.      Construction cost estimates must be submitted using the MDOT MAA’s standard Construction Cost Estimate Template. Any increases to the construction estimate must be documented and justified in writing to the MDOT MAA Task Manager.

2.      Obtain concurrence from the Task Manager regarding the proposed list of assumptions and exclusions, if any, prior to submitting the proposal.

3.      Engineer’s Reports must be submitted in Draft, Draft Final, and Final.

4.      Any out of scope work performed under the task must be with prior approval of the Task Manager. The Consultant must submit a supplemental fee proposal for out of scope work prior to proceeding with the out of scope work. In circumstances where design must start before the proposal can be submitted, the supplemental proposal must be submitted within two weeks following the Task Manager’s approval to proceed with the out of scope work.