En Envi vironmental Cultural Resource A&E C Contract Outreach - - PowerPoint PPT Presentation

En Envi vironmental Cultural Resource A&E C Contract Outreach – Distri rict 6

June 1 10, 0, 2 202 020 1:30 P 30 PM – 3:3 3:30 P PM Vi Via W Web ebex

Agenda da

1:30 PM – Welcome & Purpose of the Outreach 1:40 PM – Roundtable Introductions 1:55 PM – Office of Civil Rights and Small Business Liaison 2:05 PM – Calmentor 2:10 PM – Contract Overview and DPAC Updates 2:45 PM – Questions and Answer Session *Official responses to be posted on the DPAC Website 3:30 PM – Adjourn

Consultant R Roun undtable Introd

• duction

Participant’s name and firm title What Specialty Services/Certifications your firm provides? Are you planning to be a prime or a sub-consultant? Goal for attending this event (for non-Caltrans participants)

Purp rpose of t this Out Outreach ch

General Information Sharing Office of Civil Rights Opportunity DPAC Updates Networking and Partnering Opportunities Question and Answer Session

Discl claimers

The information provided in this event does not constitute a solicitation

• r offer of any contract with Caltrans.

For this outreach, the scope of work, duties, contract amount, schedule, and all aspects of the contract are not final. Information provided is preliminary and subject to change.

Offi fice of C Civil Rights (OCR)

Promote equal opportunity in Caltrans programs, services, and activities DBE Program Overview DBE Eligibility & Certification DBE Participation Goal: Anticipated 10% How to find a DBE firm For more information please visit: https://dot.ca.gov/programs/civil-rights

Offi fice of C Civil Rights - OC OCR

(Contact I Informati tion)

Lorena Ramos California Department of Transportation District 6 Small Business Liaison Office: (559) 444-2585 Cell: (559) 908-0269 Email: Lorena.Ramos@dot.ca.gov Amanda Himes California Department of Transportation Office of Civil Rights Outreach Branch Manager Office: (916) 639-6394

DBE P Progr

• gram O

Overview

DBE E Eligib ibilit ility

• The business must be at least 51% owned by a socially and economically disadvantaged

individual(s): Asian-Pacific, Black, Hispanic, Native American, Subcontinent Asian, Women

• The business’s last 3-year average gross receipts cannot exceed $23.98 million (varies by

industry)

• Personal net worth of the disadvantaged owner(s) cannot exceed $1.32 million
• Owner(s) duties must include managerial and operational control of the business
• Must be independently owned and operated

DBE P Progr

• gram O

Overview

DBE C Cer ertification P Process ess

• DBE paper application and the personal net worth statement
• OCR website for instructions and mailing address - https://dot.ca.gov/programs/civil-rights/dbe-certification-

information

• For DBE certification questions, call: (916)-324-1700 - ask to speak to the Analyst of the Day . Or email them

at: DBE.Certification@dot.ca.gov

• DBE Program Overview, Certification and Contracting Video: https://www.youtube.com/user/CaltransD5

Calmentor P r Program

Ov Overview

• Caltrans Regional/District Consultant Services Unit (CSU) has implemented an Architectural & Engineering

(A&E) mentor-protégé program, also known as “Calmentor".

• Partnering with the American Council of Engineering Companies (ACEC), the Calmentor Program promotes

partnership with the private consulting industry

• The Calmentor Program is consistent with the Governor’s Executive Order No. S-11-06 to encourage new

businesses, grow existing businesses, and promote small and emerging business contracting with the State

• f California.
• Calmentor supports the participation of certified Small Business Enterprise (SBE), Disadvantaged Business

Enterprise (DBE), and Disabled Veterans Business Enterprises (DVBE) firms in the North Region.

• Voluntary participation in the program is through acceptance and screening of completed applications from

mentors and protégés.

Calmentor P r Program:

Mission n and G nd Goals

Mission Statement The mission of the Calmentor Program is to increase the pool of small firms participating in transportation projects by providing them opportunities to network and partner with larger, established firms. Goals and Objectives

• Establish a mentoring Program that pairs small firms with larger, established firms in the same field of expertise
• Enhance the growth potential of small firms
• Ensure that both small and large firms have equal opportunities to participate in transportation projects
• Establish a clear, accessible entry point for small firms that want to do business with Caltrans or other public agencies
• Develop business relationships that foster new opportunities for both large and small firms
• Encourage small firms to obtain certification from appropriate agencies
• Increase the pool of small businesses

Calmentor P r Program:

Parti ticipants ts

• Participants of the Program are Mentors, Protégés, Sponsors, and/or Steering

Committee members.

• Mentors are large, established firms who are typically prime consultants willing to

commit time to help small firms achieve their growth potential.

• Protégés are small firms who are seeking A&E contracts with Caltrans or other public

agencies.

• Caltrans Region District CSU is the program’s primary sponsor whose aim is to facilitate

the growth of small firms. Any public or local organization may join to co-sponsor the Program.

Calmentor P r Program:

Con

• ntact I

Infor

• rmation
• n f

for

• r Central R

Regi gion

• n

Public Sector Members

• Erin Von Tersch - Caltrans - Calmentor State Rep

Erin.G.VonTersch@dot.ca.gov

• Rory Quince - Consultant Services, Caltrans CR

Rory.Quince@dot.ca.gov Private Sector Members

• Steve Mendenhall - Chaudhary & Associates

steve.mendenhall@chaudhary.com Central Region Calmentor Program

• https://dot.ca.gov/caltrans-near-me/district-6/district-6-programs/d6-calmentor

Ge Gener eral I Infor

• rmation
• n
• Location: Cultural Resources in District 6
• Scope: The Consultant shall perform consultation, research, professional and

technical services required for Cultural Resource Services

• Cost: Contract estimated value is $2.4 M to $3.9 M
• Duration: Contract term is 5 years; 3 years to write Task Orders and 2 years to finish

work

• Existing Contract #: 06A2268
• Current Consultant: Far Western Anthropological Research Group, Inc.
• Work Performed: Phase I, II, and III Cultural Resource Studies, Architectural History

Studies, Native American Monitoring and Geo Arch Studies

Con Contract Ser Servic ices

(Introduction)

Caltrans staff Archaeologists and Architectural Historians

• Do the day-today Section 106 and CEQA historical

resource compliance for Caltrans undertakings/projects

• This Includes doing records searches, pedestrian

surveys, completing of 523 forms, developing historic and prehistoric contexts, and preparing documents for consulting party review on a regular basis. Caltrans partners with our private sector Consultants

• For more complicated and specialized tasks and

projects, requiring extended fieldwork, analyses of ecofacts and artifacts, site boundary testing, NRHP evaluations, use of specialized equipment, laboratory space, etc.

Scop

• pe

e of S Services es

Types of endeavors include but not limited to:

• Cultural resource identification (historic and prehistoric)
• Cultural resource recordation
• Cultural resource evaluation
• History and Ethnography of Native Californians and other Ethnic-groups
• Ecofactual and artifactual analysis
• Evaluation of architectural and engineering structures
• Report writing and production
• Assessing adverse effects and proposing project changes and/or mitigation

*Note consultant will be responsible for traffic control while conducting field work

Specialized S Stu tudies

Specialized studies shall include, but not limited to:

• Radiocarbon dating
• Obsidian hydration dating
• Identification and analysis of human remains
• Identification and analysis of marine and terrestrial mammal bone
• Identification and analysis of Fish bone
• Identification and analysis of invertebrate remains
• Identification of macro and micro-botanical material
• Analysis of lithic artifacts
• Geomorphologic analyses

Native American n Moni nitoring ng

• Usually anytime there is ground disturbance on or near a Native

American site, a monitor must be present

• Monitors are also sometimes needed to monitor during construction

Standard Environ

• nmen

ental Refer eren ence

(SER) ER) V Volume 2 2

Please use link provided below

https://dot.ca.gov/programs/environmental-analysis/standard-environmental- reference-ser

Do Docu cuments: s:

Exh xhibits w with Co Content a and Format G Guides

• Exhibit 2.6 – Historic Property Survey Report (HPSR) Format ad Content Guide
• Exhibit 2.7 – Environmentally Sensitive Area Action Plan (ESA) Format and Content Guide
• Exhibit 2.8 – Finding of Adverse Effect (FNAE) Format and Content Guide (Includes Standard

Conditions)

• Exhibit 2.9 – Finding of Adverse Effect (FAE) Format and Guide
• Exhibit 5.1 – Archaeological Survey Report (ASR) Format and Guide
• Exhibit 5.3 – Extended Phase 1 Report (XPI) Format and Guide

Do Docu cuments: s:

Exh xhibits w with Co Content a and Format G Guides (cont.) .)

• Exhibit 5.5 – Archaeological Evaluation Report (Phase II) Format and Guide
• Exhibit 5.6 – Data Recovery Plan (DPR) Format and Guide
• Exhibit 5.8 – Archaeological Data Recovery (Phase III) Report Format and Content Guide
• Exhibit 5.11 – Post-Review Discovery and Monitoring Plan Format and Content Guide
• Exhibit 6.2 – Historical Resources Evaluation Report (HRER) Format and Guide
• Exhibit 7.5 – Secretary of the Interior’s Standards for the Treatment of Historic Properties (SOIS)

Action Plan, Format, and Content Guide

Progr

• grammatic A

Agreem eemen ents

Please see links provided below:

• Section 106
• PRC 5024

CALTRANS P PROF OFESSIONALL ALLY QU QUALI ALIFIED STAFF S STANDARDS

• All cultural resources studies carried out by Caltrans or its consultants must be

conducted by or under the direct supervision of individuals who meet the Secretary of the Interior’s Professional Qualifications Standards for the relevant field of study (36 CFR Part 61). The standards are designed to ensure program quality and satisfy federal mandates associated with compliance with Section 106

• f the National Historic Preservation Act.
• Caltrans meets these standards by certifying its cultural resources staff as

Professionally Qualified Staff (PQS). Caltrans PQS must meet the standards in the appropriate field. Those not fully qualified as archaeological Principal Investigators (PI) or Principal Architectural Historians (PAH) may accomplish many important tasks with oversight, generally in the form of peer review or under direct supervision by qualified staff.

• Minimum qualifications for all cultural resources staff are found in the Caltrans

Programmatic Agreement, Attachment 1.

Tentative S Schedule D6 Cultu tural

• Advertisement – Week of 08/10/20
• SOQ Due – Week of 09/14/20
• Interview – Week of 09/28/20
• Cost Negotiation – Week of 10/10/20
• Award & Execution – Week of 10/21/20

Divi vision of Procurement and C Contracts

(DPAC)

YOUR PROCUREMENT PARTNER

Caltrans Website ADA Compliance With Section 508 of the Federal Rehabilitation Act for persons with disabilities. Safe Harbor Rate Program Continues at a rate of 110% until California’s proposal is approved by FHWA Personnel Additions Additions will not be allowed within 6 months of Request for Qualifications (RFQ) start date, regardless of execution date. Advertisement Period All Advertisements will be for 30 calendar days. Main Contact for Documents and Questions AE.Customer.Service@dot.ca.gov

DPAC C Ne New Proc

• ces

ess

Contract Planning – District or Program = 60 Calendar Days

• Contract Need Identified
• Develop Scope of Work
• Look Ahead Report
• Contract Request Submitted

A&E Streamline Contract Procurement – Division of Procurement and Contracts = 75 Business Days

• Advertisement – 25 Business Days
• Evaluate SOQs – 5 Business Days
• Consultant Interviews – 5 Business Days
• Negotiate and Execute – 40 Business Days

DPAC A C A&E S E Strea eamline e Ne Negot

• tiation Phase O

e Only

(Stage A e A)

Ready to Do Business

• Consultant provides Readily Available Documents(RADs)
• Are RADs complete? Indirect Cost Rate, Payroll, Other Direct Cost Sheet,

Company Policies

• If Yes  Proceed to Phase B
• If No  Terminate Negotiations

8 Days

A&E Strea eamline Ne e Negot

• tiation
• n Phase Only

(Sta tage ge B B)

Remaining Financial Documents

• Consultant submits Remaining Financial Documents (RFDs)
• Is Financial Package Complete?
• If Yes  Proceed to Phase C
• If No  Terminate Negotiations

6 Days

A&E Strea eamline Ne e Negot

• tiation
• n Phase Only

(Sta tage ge C C)

Audits and Investigations’ Review

• A&I reviews Complete Financial Package
• Consultant responds to A&I findings
• Has Consultant respond to ALL findings?
• If Yes  Proceed to Phase D
• If No  Terminate Negotiations

15 Days

A&E Strea eamline Ne e Negot

• tiation
• n Phase Only

(Stage D e D and nd De Debriefing)

Comment Resolution and Execution

• Comment Resolution Meeting with Consultant, if necessary
• Consultant submits Final Cost Proposal and Supporting documentation
• Does Cost Proposal address all issues?
• If Yes  Contract execution
• If No  Terminate Negotiations

11 Days Debrief after Contract Execution

• Caltrans debriefs Consultant

DPAC

(Up Updates)

Major Changes to A&E Streamline Procurement Process

• Returning to Business Days
• Statement of Qualification (SOQ) Instructions Update
• New Negotiation Phase Process
• Caltrans Financial Requirements and Instructions document
• Financial Document Structure (FDS)
• New Cost Proposal

SOQ S Submittal I Instructions

(Up Update 1 1)

New Definition: Key Personnel Key Personnel are individuals who are essential to the work being performed under this contract. Key Personnel shall be representative of required and advertised classifications. Together, Key Personnel shall compose a complete team of various classifications, to perform required work for substantial period.

SOQ S Submittal I Instructions

(Up Update 2 2)

New Definition: Vendor Services Vendor Services will require a minimum of three bids to be submitted to the Caltrans Contract Manager when these services are required at the task order level. The Vendor Services must be listed in the SOQ transmittal letter. The name of vendors should be listed in the SOQ. For example, you may list “Traffic Handling Services Vendor” and include the name of the vendor.

SOQ S Submittal I Instructions

(Cla larif ific icatio ion)

• All proposed personnel to be utilized on the contract must be listed in the

Organizational Chart.

• The consultant is required to identify the Key Personnel in the

Organizational Chart with a symbol(i.e. such as a star or a picture of a key).

• Resumes for all proposed personnel listed on the Organizational Chart shall

be included in the SOQ.

• The SOQ is now included as an attachment in the executed contract.

SOQ S Submittal I Instructions

(New R Requ quirem emen ents) s)

• Resumes must be grouped by firm.
• Resumes must be arranged by classification and numbered for each

individual firm.

• Each consultant shall represent and warrant that proposed personnel meet

the requirements specified in the RFQ for their corresponding classification, including but not limited to: education, licensing, certifications and experience.

Financ ncial & Cost Accoun unting Requirements

(DPAC Up Updates)

Readily Available Documents (RADs) – required by Day 5.

1. Indirect Cost Rate – ICR 2. Contractor Cost Certification – CCC 3. Internal Control Questionnaire (AASHTO Appendix B) – ICQ 4. Payroll 5. Other Direct Costs, with Unit Rate justification(s) – ODC 6. Company Policies – Policies 7. Safe Harbor Rate documents - SHR

Financ ncial & Cost Accoun unting Requirements

(DPAC U Updates continued)

Remaining Financial Documents (RFDs) – Required by Day 11.

1. Complete Cost Proposal (CCP) 2. Executive Compensation Analysis – ECA 3. Labor Summary Report – LSR 4. Post-Closing Trial Balance – PC TB 5. Income Statement – IS 6. Chart of Accounts – CoA 7. Other Reviews/Audits (if applicable) - Other

Cost Proposal

Goals

• Streamline A&E contract procurements
• Reduce contract execution timelines
• Develop a simpler cost proposal for all stakeholders
• Utilize a consistent method of reimbursement of costs to all firms

Websites

• New Caltrans Website:

https://dot.ca.gov/

• Caltrans, Division of Procurement and Contracts (DPAC) A&E Website:

https://dot.ca.gov/programs/procurement-and-contracts

• Look Ahead Report:

https//dot.ca.gov/programs/procurement-and-contracts/ae-contract- information

Network rking & Partneri ring Opport rtunity ty

A list of all today’s attendees will be posted on the DPAC Website with Prime-Consultants and Sub-Consultants for your reference. Utilize the list to form your potential team partners.

Qu Ques estion

• n & Answer

er S Session

• n

Outreach information including questions and answers will be posted

• n the DPAC A&E website:

https://dot.ca.gov/programs/procurement-and-contracts/ae-contract- information/a-e-outreach-events