sb for jb james barker · 3/4/2020 · projects to respond to a particular requirement,...

547 W. Jackson Boulevard, Chicago, IL 60661 312-322-6900 metrarail.com

April 3, 2020 Subject: Letters of Interest & Qualifications (LIQ) No. 54632 Program Management Oversight Services for Capital Program Addendum No. 1 Dear Sir/Madam: The subject Addendum is being issued to correct, amend, add and/or delete certain words, phrases, sentences, or paragraphs in LIQ No. 54632. This Addendum No. 1 consists of:

1. Delete Exhibit 1 – Scope of Services and replace with the attached Exhibit 1 – Scope of Services,

marked Addendum No. 1, dated April 3, 2020. The changes to the document are highlighted.

All addenda are to be acknowledged on Page 35 of the Professional Services Agreement. Failure to acknowledge addenda may be cause for your proposal to be considered non-responsive. Sincerely, James Barker Department Head Construction & Facilities Maintenance Procurement SB Attachment

James Barker SB for JB

ADDENDUM NO. 1, DATED APRIL 3, 2020 EXHIBIT 1

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SCOPE OF SERVICES FOR PROGRAM MANAGEMENT OVERSIGHT SERVICES

This Scope of Services is based on the current approximately $2.5 billion 5-year Capital Program (2020-2024), of which infrastructure improvements are a significant component. 1.0 PMO Objectives and Organizational Structure

Metra’s objective is to successfully deliver Capital Program projects. In order to achieve this objective, the PMO Consultant (Consultant) will employ a multi-disciplinary staff to help manage the following key areas of the Capital Program:

• Planning • Project Development Oversight • Design Oversight Services • Construction Oversight • NEPA/ Environmental Oversight • Project Controls • Project Administration • Signal Engineering Services

In addition to the core services described herein, the Consultant may also be asked to provide professional consulting services on an "as-needed" basis. Additional details on the requirements for both core services and Task Order professional consulting services are included in the following sections. For core services, specific deliverables associated with scope items (along with the frequencies at which they are expected to be submitted) have been specified where applicable. All items are included as core services, except where specifically noted as Task Order items.

2.0 Planning Services

Planning services are required to assist Metra and the Division of Strategic Capital Planning (SCP) in developing its Capital Program in a reliable, data-driven manner. This includes but is not limited to developing discretionary grant applications, Benefit–Cost Analysis, Transit Asset Management Plan updates, transportation planning studies and capital programming activities. Specific planning services needed for the Capital Program are detailed below. 2.1 Capital Program Planning Services

2.1.1 Capital Program Development & Strategic Planning

The Consultant will assist the Division of SCP as required such that the Capital Program is appropriately and adequately planned and can be


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appropriately and adequately administered and constructed.

2.1.1.1 Program Planning

The Consultant will assist Metra’s Division of SCP with identifying, defining, and revising all projects within the Capital Program, as required, and will make project recommendations for the Capital Program in conjunction with Metra’s capital programming process. Project recommendations will incorporate Metra objectives. This task will also include determination of project relationships, estimates of construction, life-cycle costs where appropriate, and a determination of project sequencing and staging within the Capital Program. The Consultant will assist Metra to revise and refine the Capital Program as required to achieve optimum and timely planning, design, and construction of infrastructure.

The Consultant shall create and maintain a capital planning database to track the status of all projects in the Capital Program, as well as projects outside of the Capital Program that have been deemed critical needs or strategic planning initiatives in accordance with the Transit Asset Management Plan. The database will serve as a tool for preparing internal and external reports, as well as forecasting projects to be included in future Capital Program. The Consultant will also understand Metra’s Capital Program and federal, state, or local requirements within the program to ensure projects follow all applicable funding requirements.

Contract Deliverable: Create capital planning database including scope, schedule, and budget information on all projects within the Capital Program within ninety (90) days of Contract execution. Maintain capital planning database and regularly update project information throughout the duration of the contract.

2.1.1.2 Strategic Planning

The Consultant will support Metra’s Division of SCP in developing and coordinating strategic planning initiatives outside of the established Capital Program. This may include programs of projects to respond to a particular requirement, prioritization of projects based on set criteria, potentially in coordination with asset management initiatives (see Section 2.1.3), or support for a Metra response to inter-agency planning efforts, among other activities. These strategic planning initiatives will be tracked in the capital


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planning database referenced in Section 2.1.1.1. The Consultant will support Metra’s Division of SCP in preparing its annual 5-Year Capital Program Request. The document provides basic scope, schedule, and budget information for capital projects that Metra’s leadership has deemed the most critical to move forward within the next 5 years. Contract Deliverable: Develop planning initiatives or programs of projects as directed. Assist in producing Metra’s 5-Year Capital Program (updated on an annual basis). Review Metra’s 5-Year Capital Program to identify efficiencies and potential improvements based on this review.

2.1.2 Project Planning

The Consultant will perform and implement the following project planning functions:

2.1.2.1 Project Initiation

At the direction of Metra’s Division of SCP, the Consultant shall review the existing Capital Program Request Form and suggest any necessary modifications. This Request Form will outline the preliminary intended scope of work and identify assets associated with or impacted by the project. This Form will need to comply with Transit Asset Management Plan requirements. Contract Deliverable: Review and suggest improvements to an enhanced Capital Program Request Form for Metra’s Capital Program projects.

2.1.2.2 Support for Alternative Financing Programs

The Consultant may be directed to support Metra in evaluating individual Transit-Oriented Development (TOD) or Public Private Partnership (PPP) opportunities, as well as evaluating the programmatic impact of different TOD or PPP opportunities, and its impact on Metra’s overall strategic vision. Support for alternative financing programs will be performed as agreed upon within the Service Order or a future Task Order.

2.1.3 Asset Management

The Grant Management & Accounting Division oversees Metra’s Transit Asset Management activities. It is responsible for overseeing the updating


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of information for the annual submission of information to the National Transit Database (NTD). Grant Management & Accounting Division is responsible for updating the Transit Asset Management Plan every four years. Grant Management & Accounting Division also manages the asset management data base and will be the keeper of the Decision Support Tool and the Capital Prioritization Process that will assist in Capital Programming. The Consultant may also be asked for additional support to assist Metra with managing/maintaining the Information. Tasks may include but not be limited to updating asset data at regular intervals defined by Metra, enhancing the system, or providing additional capabilities/functionality. Any additional services beyond the base scope in the paragraph above will be performed as agreed upon within a future Task Order or Service Order.

3.0 Project Development Oversight Services

Project development oversight services are those required to support Metra through initial project development.

3.1 Conceptual Project Development

In coordination with Metra’s Division of SCP, Department of Community Relations and Engineering Department, the Consultant will prepare technical conceptual plans for individual projects within the Capital Program prior to the start of detailed design. The objective of the concept plan document is to establish a baseline scope, schedule, and budget for a project to be used as a baseline for the subsequent design and/or construction phases. The Consultant will be responsible for ensuring that conceptual plan documents are submitted for Metra approvals prior to initiating design so an appropriate baseline can be established. The Consultant may also be required to prepare amendments to the baseline concept documents if there are significant changes to the project scope, schedule, or delivery method during planning/design. The Consultant will be responsible for tracking these changes and initiating amendments as appropriate. If approved by Metra, an amendment to the concept plan may serve to re-baseline the project scope, schedule, and budget. Contract Deliverable: Develop and produce conceptual plan documents as required.

3.2 Project Management Plans (PMP)

The Consultant will prepare an FTA required PMP for all major capital projects in the capital program in accordance with 49 CFR 633. A PMP serves as the implementation plan that spans the entire project from start to finish. It shall describe policies, practices and procedures related to the management, design, and construction of a project. The PMP must be tailored to include the specific action


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plan for implementing the project, and managing, the cost, schedule, quality and associated risks. The PMP must also include a Safety and Security Management Plan (SSMP). The Consultant will develop a Metra PMP template that can be used for all future major capital projects. The PMP is a living document and the Consultant will be required to make periodic changes as budgets, schedules, management and estimates change. Contract Deliverable: Create PMP for a major capital project in the capital program and prepare a template for Metra to use on future projects.

3.3 Construction Planning

The Consultant will make recommendations to Metra regarding construction phasing, logistics, site work plans, and procurement methods, in order to minimize program costs and conflicts within the Capital Program, and to maintain efficient operations of Metra.

3.4 Risk Assessment

At the project level, the Consultant will assist Metra with identifying risks that will affect schedule and budget adherence, including risks from external sources. For projects that require PMPs, the Consultant will be required to prepare a Risk Analysis Table as part of the PMP process. The Consultant may also be asked to prepare initial project Risk Analysis Tables for projects that do not require a PMP as directed. Where applicable, Metra may direct the Consultant to apply additional analytical tools, such as a risk register. The development and use of risk management analytical tools will be performed as agreed upon. Contract Deliverable: Produce initial project Risk Analysis Tables for projects as required.

3.5 Presentations, Models, Renderings, and Graphics

As directed, the Consultant will support internal and external requests for information, and the development of materials for presentations to internal and external audiences. This may include development of models, renderings, and graphics for presentations, meetings, and other communication activities, as required. These requests are generally expected to be covered by pool hours included in the contract.

4.0 Design Oversight Services

Design oversight services are those required to support Metra through the design phase of the project, following completion of the initial project plan until design completion. Specific design oversight services needed for the Capital Program are detailed below.


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4.1 Designer Procurement

The Program Manager will assist Metra with the development of documents for the procurement of design services for the Capital Program projects. This may include, but is not limited to, developing scopes of work, evaluation criteria, levels of effort and cost estimates for design service contracts.

4.2 Design Reviews

The Consultant will assist Metra with design reviews, ensuring that project designs align with scopes developed during planning, are within the identified budget, and incorporate all relevant Metra design guidelines, criteria, and standard specifications. The Consultant will also perform technical reviews of design plans as directed.

4.3 Constructability Reviews

As directed by Metra, the Consultant will perform constructability reviews of plans and specifications for projects in the Capital Program to ensure that designs can be constructed in an efficient and economical manner.

4.4 Value Engineering Studies

As directed by Metra, the Consultant will use value engineering techniques to analyze select projects for cost effectiveness. This will include the consideration of capital, operating and maintenance costs in the analysis of the project scope. For select projects in the Capital Program, the Consultant may be asked to perform a formal value engineering study, which meets the requirements of the Society of American Value Engineers and is conducted by a Certified Value Specialist. Value engineering and certified value specialist services will be performed as agreed upon within the Service Order or a future Task Order.

4.5 Permitting and Zoning Services

The Consultant will assist Metra in the permitting and zoning processes for the Capital Program projects. This may include, but is not limited to, attending meetings with federal, state or local permitting authorities, attending municipal design review committee meetings, processing zoning changes, and expediting the permitting process for projects.

5.0 Construction Oversight Services

Construction oversight services are those required to support Metra in coordinating and expediting the execution of projects. The Consultant will work with Metra on developing strategies to most efficiently implement projects, offering expert advice based on industry best practices. Specific construction oversight services needed for the Capital Program are detailed below.


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5.1 Capital Program Construction Oversight Services

5.1.1 Construction Management Procurement and Standards

The Consultant will assist Metra with the development of documents for the procurement of consultant Construction Management (CM) services related to the Capital Program. Such assistance will include, but not be limited to, developing scopes of work, evaluation criteria, and levels of effort and cost estimates. The Consultant will also coordinate with the relevant Metra areas to assist in developing standards for CMs in areas such as safety, scheduling, change order logs and quality plans.

5.1.2 Construction Procurement

The Consultant will assist Metra in the development of documents for the procurement of construction contracts related to the Capital Program, such as low-bid contracts, design-build contracts, CM-At-Risk contracts and Job Order Contracting work orders. This may include, but is not limited to, developing scopes of work, construction specifications, evaluation criteria, levels of effort and cost estimates. For construction projects which require track access time, the Consultant will assist Metra with developing track access constraints to be included in the contract, considering all other construction or maintenance projects planned in the same timeframe.

5.1.3 Construction Submittal Reviews

Most construction submittal reviews for projects in the Capital Program will be performed by Metra along with the assistance of a construction management consultant. However, as directed by Metra, the Consultant may be asked to review construction submittals, change order items, and other deliverables, offering expert advice based on industry best practices. The Consultant will also review as-built drawing submittals for projects. The Consultant will review Metra’s as-built drawing procedures and offer expert advice best on industry best practices.

5.1.4 Construction Coordination

The Consultant will assist in coordinating the construction activities in the Capital Program among Metra Operations, Metra Engineering, Contractors to Metra and outside entities, where necessary. The Consultant will attend weekly meetings and coordinate any service impacts of the Capital Program. The Consultant will document service impacts including, but not limited proposed station closures, track closures,


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single tracking, and busing of passengers. The Consultant will also track outside events that may affect Metra construction project schedules and report back to the project team as necessary. As directed by Metra, the Consultant will be prepared to provide interface management staff to Metra to report on various construction activities and provide assistance and updates as necessary to minimize potential impacts.

5.1.5 Coordination with Metra and Other Railroad Forces

The Consultant will assist in coordinating the construction activities in the Capital Program among Metra’s labor forces, the labor forces of other railroads, contractors to Metra and outside entities where necessary. The Consultant will also track the capacity of Metra and other railroad forces, such as the availability of flagging personnel, that may affect Metra construction project schedules and report back to the project team as necessary.

5.1.6 Risk Analysis / Lessons Learned

The Consultant will be directed to update the initial Risk Analysis Tables for specific projects as identified by the Engineering Department. For all projects in which a risk analysis is requested, the Consultant will keep track of the identified risks, as well as new unforeseen issues that arise, and prepare an annual report on project outcomes / lessons learned. As directed by Metra, the Consultant may be asked to perform a formal risk assessment for specific projects, as required by FTA. For specific projects, the Consultant may also be asked to apply additional analytical tools, such as a risk register. A formal risk assessment, or the use of risk management analytical tools, will be performed as agreed upon within the Service Order or a future Task Order. Contract Deliverable: Prepare an annual Project Outcomes / Lessons Learned Report based on project outcomes / lessons learned from tracking of identified project risks or new / unforeseen issues.

6.0 NEPA/Environmental Services

NEPA/Environmental oversight services are those required to support Metra in coordinating and expediting the execution of projects. The Consultant will work with Metra on developing strategies to most efficiently implement projects, offering expert advice based on industry best practices. Specific oversight services needed for the Capital Program are detailed below.


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6.1 Capital Program NEPA Oversight Services

6.1.1 NEPA and Environmental Services Procurement

The Consultant will assist Metra in the procurement of consultant NEPA and Environmental services related to the Capital Program. Such assistance will include, but not be limited to, developing scopes of work, evaluation criteria, and levels of effort and cost estimates.

6.1.2 NEPA and Environmental Services Submittal Reviews

However, as directed by Metra, the Consultant may be asked to review NEPA documents, such as Environmental Impact Statements and/or Environmental Assessments, prepared by Metra or for Metra by others.

6.1.3 Environmental Impact Scoping and Analysis

The Consultant will provide environmental coordination, oversight and strategic advice as directed. The Consultant will also provide support for environmental analyses done in conjunction with the Federal Transit Administration (FTA) to meet requirements under the National Environmental Policy Act (NEPA). This will include assisting Metra with preparing Documented Categorical Exclusion documents as directed. The Consultant may also be directed to assist Metra with preparing more extensive NEPA environmental documents, such as Environmental Impact Statements or Environmental Assessments, as needed. Environmental documentation includes technical analysis of environmental, socio-economic, historical, cultural and other impacts, as well as documentation of viable alternatives. This work may also include coordinating public feedback and involvement. Preparation of Categorical Exclusions, Environmental Impact Statements or Environmental Assessments will be performed as agreed upon within the Service Order or a future Task Order.

6.1.4 State Historic Preservation Office (SHPO) Coordination

As directed by Metra, the Consultant will assist Metra in the SHPO approval process. The Consultant will submit project descriptions, requests for approval and any required backing documentation for projects that involve historic resources or structures to Metra.

6.1.5 NEPA Mitigation Tracking

As directed by Metra, the Consultant may be requested to prepare and


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coordinate NEPA Mitigation Tracking Logs and documentation throughout the NEPA Phase, Design Phase, Construction Phase and Post-Construction Phase of projects. This also includes tracking mitigation required by other types of project permitting, such as United States Army Corps of Engineers (USACE) and SHPO.

7.0 Project Controls Services

Project controls services are required to ensure that projects are delivered on schedule, within budget, and within the requirements dictated by the project funding sources. Specific project controls services needed for the Capital Program are detailed below.

7.1 Capital Program Project Controls Services

7.1.1 Cost Estimating

During the planning and design phases of projects, the Consultant will prepare and periodically update cost estimates for all projects in the Capital Program. The level of detail contained in individual cost estimates will vary based on the information available for specific projects. In general, the Consultant will be responsible for preparing initial concept-level cost estimates for projects in the planning phase, and subsequently updating these cost estimates as more detailed information becomes available during the design phase. As projects move into the implementation phase, the Consultant may also be asked to prepare detailed labor estimates for Metra workers based on track access requirements dictated in the construction documents. The Consultant will also assist Metra in reviewing cost estimates prepared internally or by outside parties to confirm that correct methodologies and assumptions were used, and the estimates are reasonable. Contract Deliverable: Develop and produce cost estimates as required for projects in various phases of development.

7.1.2 Funding Management

The Capital Program is funded by multiple sources, including but not limited to Federal funds, Illinois Department of Transportation (IDOT) funds, Regional Transportation Authority (RTA) funds, and other potential funding sources. The Consultant will assist Metra with funding management activities as described below.

7.1.2.1 Funding Planning

The Consultant will assist Metra with regularly analyzing the overall Capital Program funding plan and providing


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recommendations on how to best utilize the various funding sources available to address the Program’s highest priority projects. The Consultant will also assist Metra with assigning funds to project tasks as new sources become available to ensure that specific tasks being funded over time coincide with the anticipated project cash flows. The Consultant will also assist Metra with identifying new potential funding sources for the Capital Program and preparing necessary documents to apply for funding.

7.1.2.2 Outside Funding Agency Reporting Requirements

As directed, the Consultant will prepare regular project status reports for outside agencies providing funding for projects in the Capital Program, which includes but is not limited to the FTA, IDOT and RTA. The content of the reports and the frequency at which they are to be submitted to Metra will vary based on the individual agreements and requirements dictated by each funding agency. In addition to the regular project status reports, the Consultant will also assist Metra with responding to requests for information from outside funding agencies as needed. Contract Deliverable: Produce regular project status reports for outside funding agencies as required by each agency.

7.1.2.3 Contract or Task Change Management The Consultant will assist Metra with preparing, processing and tracking the status of contract changes for projects, including task amendments, contract modifications and change orders. The Consultant will provide analysis and recommendations on approving changes and will recommend budget and schedule recovery strategies where appropriate. As directed Metra, the Consultant will review the task or contract changes requested by third-party consultants and contractors. As contract changes occur throughout projects, the Consultant will assist Metra with tracking changes to scope, funding, schedule, contract and/or task duration and funding agency concurrence related to changes.

7.1.3 Budget and Cost Management

The Consultant will assist Metra with budget and cost management for all projects in the Capital Program. Specific tasks associated with Metra’s


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budget and cost management process are included below.

7.1.3.1 Budget Development

Prior to the start of design, the Consultant will develop a comprehensive budget for each project in the Capital Program in coordination with Metra. In general, the comprehensive project budget will be established based on the most recent cost estimate prepared by the Consultant unless otherwise directed by Metra. The Consultant will also understand Metra’s Capital Program and federal, state, or local requirements within the program to ensure projects follow all applicable funding requirements.

7.1.3.2 Cost Tracking

In order to ensure that project expenditures are accurately tracked, and the forecast of project cost is accurately projected and updated, the Consultant will prepare monthly cost reports using standard templates. The cost reports will include current and forecasted budget information based on actual and anticipated changes, as well as project expenditures to date. These reports must align with actual expenditures from Metra’s Microsoft Dynamics (AX) system and must incorporate pending costs and potential cost increases. Metra has an established internal system for tracking tasks in the AX system based on the expenditure type. The Consultant will be expected to generate cost summary reports for each project using Metra’s standard internal task definitions. The Consultant will also assist Metra in classifying and tracking project costs based on specific cost classification categories (i.e. FTA’s Standard Cost Categories (SCC) codes), as required by project. Contract Deliverable: Provide cost summary reports broken down by the required cost classification codes on a monthly basis.

7.1.3.3 Cost Change Management

The Consultant will assist Metra to ensure that proposed project changes are incorporated in the project reporting tool and are evaluated for budget impact. The Consultant will provide analysis and recommendations on approving changes and will recommend budget recovery strategies where appropriate. As directed by Metra, the Consultant will review the CM cost estimate for Change Order requests or provide an additional independent


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estimate. As cost changes occur throughout the project, the Consultant will assist Metra with recommendations for reallocating funding among various budget line items.

7.1.3.4 Cash Flows

The Consultant will prepare project cash flows which track and predict project expenditures over time by funding source. The cash flows will be updated on a quarterly basis or as requested by Metra. Contract Deliverable: Produce project cash flows that are updated on a quarterly basis or as requested by Metra.

7.1.4 Schedule Management

7.1.4.1 Project Schedule Updates

The Consultant will prepare and update schedules for each project in the Capital Program. The schedule will include an activity or milestone for every major planning, financing, designing, procuring, manufacturing, and construction milestone. It will also incorporate cost projections for design and construction and assist in developing cash flow projections. For projects in the planning, design, or bid phase, the schedule developed by the Consultant will serve as the primary project schedule. Once a project has been awarded to a contractor, the Consultant will prepare summary schedules based on the approved schedules submitted by the contractor. The Consultant summary schedules will be used to convey basic schedule information about the project to internal and external stakeholders. Contract Deliverable: Provide project schedules for each project in the Capital Program that are updated on a monthly basis.

7.1.4.2 Program-Wide Schedule Reports

The Consultant will prepare a program-wide schedule for all active projects in the Capital Program to assure that the Capital Program is properly scheduled, executed, and controlled. The Consultant may be directed to provide staging and critical path schedule activities, so that multiple schedule alternatives can be analyzed. The critical path schedule will identify the implementation sequence of all program projects, their location and durations.


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Contract Deliverable: Provide program-wide schedule which includes all active projects in the Capital Program and update on a monthly basis. The Consultant will also prepare a quarterly report on the program-wide schedule which tracks deviations from the baseline schedule for all active projects in the Capital Program, reasons for the deviations, and average durations for common Capital Program activities (as defined by Metra). Based on the data in the monthly reports, the Consultant will prepare an annual report which summarizes lessons learned and opportunities for improvement and recommend durations to be used in future schedules for common Capital Program activities. Contract Deliverable: Provide a quarterly report on the program-wide schedule which tracks deviations from the baseline schedule for all active projects in the Capital Program, the reasons for deviations, and average durations for common Capital Program activities. Contract Deliverable: Provide an annual report which summarizes lessons learned and opportunities for improvement and recommend durations to be used in future capital projects.

7.1.5 Monthly Project Controls Meetings and Database

In collaboration with Metra staff the Consultant will schedule and lead monthly project controls meetings with key Metra and Consultant staff members to review cost and schedule documents. A project controls report, which includes a list of open action items and documents to review, will be prepared for each meeting. In coordination with Metra Grants and SCP staff, the Consultant will provide a database that tracks Capital Program Projects, the status of subtasks for each project, and specific grant information and cost information. Contract Deliverable: Produce project controls reports that are accurately projected and updated on a monthly basis.

7.1.6 Additional Periodic Reports

As directed by Metra, the Consultant will assist in developing additional reports to monitor various aspects of the Capital Program. This may include additional program-wide reports.


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8.0 Project Administration Services

Project administration services are required to ensure that all projects are adhering to the corporate and department Quality Management Plan (QMP) and records management policies, as well as ensuring that all required documentation is received prior to closing out specific contracts. The scope included below applies to the Capital Program.

8.1 Quality Management

8.1.1 Implementation of Metra’s QMPs

Metra maintains QMPs that applies to all phases of a capital improvement project. The QMP consists of Manuals, Procedures, Work Instructions, Sample forms, and associated live forms. The goals for the QMP are as follows:

• Provide reliable and consistent project implementation • Provide comprehensive and constructible design documents and

standards • Establish, administer, and demonstrate consistent project processes

and procedures. In coordination with Metra, the Consultant will perform and/or assist Metra with quality audits of the QMP to ensure full implementation and adherence to its requirements on capital projects.

8.1.2 Updates to the QMPs

As updates to the QMP become necessary, the Consultant will assist Metra with tracking required changes and follow all required procedures when making updates to the plan.

8.1.3 Update Design Guidelines, Criteria, and Specifications

In conjunction with Metra, the Consultant will update design guidelines, criteria and specifications. The Consultant Quality Assurance staff will assist with coordinating and engaging the appropriate Metra departments to obtain input for the required changes.

8.1.4 Review of external project QMPs

The Consultant will review externally provided quality management plans as required. When requested, the Consultant will assist with field audits of Contractor quality processes for individual projects based on the requirements of the QMP.

8.1.5 Training

The Consultant will assist with the development and tracking of training


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programs; and will provide training on Metra’s QMP requirements as needed to Metra and consultant/contractor project personnel.

8.2 Records Management

8.2.1 Master Project List

The Consultant will maintain a master list of all projects in the Capital Program, which contains the Project Element numbers, Purchase Agreement, Purchase Order numbers and project names. Contract Deliverable: Provide master project list of Metra capital projects on a monthly basis. Metra will review this list with the Consultant and advise of changes.

8.2.2 Web-based Project Management Tool

Metra does not currently use a web-based construction management software program to manage capital improvement projects. The Consultant shall propose up to three (3) web-based project management tools that it has used in the past. Metra shall be the final authority to choose which system is best for Metra operations, however, the Consultant shall be responsible for providing technical support services for the selected web-based service system for all Metra users (both internal and external), including but not limited to assisting users with troubleshooting issues, conducting training sessions for users, creating new projects, updating existing processes, and creating new processes. The Consultant will also ensure that project records are organized and that projects are properly archived. The Consultant will also be engaged in all updates to the web-based system and make recommendations to Metra on how to continually improve the system. If necessary, during the duration of this contract, the Consultant may be asked to assist with the development of an RFP for web-based project management services. Contract Deliverable: Provide assistance on the development of a web-based project management services RFP.

8.2.3 Permanent Records Management

Metra is currently in the process of implementing Bentley’s ProjectWise Software for permanent records management. It is currently anticipated that this technology will be installed prior to the start of the PMO contract. The Consultant will assist Metra in implementing this technology, including but not limited to developing standard processes and rules for records management, establishing folder structures, and migrating files from legacy Metra records management systems into the new system. The Consultant will also assist Metra with auditing specific projects to ensure that records management and retention policies are being followed. Records management activities will be performed as agreed upon within the Service Order or a future Task Order.


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8.2.4 Support CAD/BIM Upgrade

Metra is not in the market to acquire new CAD/BIM software; however, we wish to keep abreast of software that can result in improved efficiencies and better identification of potential construction conflicts. The Consultant will provide expertise to assist Metra in understanding the benefits of software technology like BIM. The Consultant may also be requested to assist with preparing an RFP to acquire such technology. This activity will include training on new standard processes or technical tools. CAD/BIM upgrade activities will be performed as agreed upon within the Service Order or a future Task Order.

8.3 Project Close-Out

The Consultant will perform project close-out audits to ensure that all external contract deliverables have been received, and when applicable have been filed appropriately in the web-based project management tool as well as the permanent records management system, prior to closing out contracts. Once all contract requirements are met, the Consultant will prepare a memo to Metra recommending that the contract be closed. Contract Deliverable: Prepare contract close-out memos once all close-out requirements are met for specific contracts.

9.0 Contract Administration

Activities performed by the Consultant’s employees relating to personnel management, compliance with the Consultant's internal policies, billing and invoicing and other activities not directly related to the provision of services to Metra will not be part of this Scope of Work. Metra will not be billed for any time or costs relating to the aforementioned activities. 9.1 Communications

The Consultant will maintain and file the following documents that are necessary to support the successful and timely completion of the Capital Program in a web-based system.

9.1.1 Lists of Consultant Staff Members

The Consultant will maintain an up-to-date list of all Consultant staff members which includes names, positions/titles, office location, and contact information (phone and email address). This will be maintained in the project record established ProjectWise. Contract Deliverable: List of Consultant staff members that is regularly updated as staffing changes occur.


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9.1.2 Meeting Minutes and Agendas

The Consultant will be responsible for providing meeting agendas, meeting materials, and meeting minutes prior to and after meetings to document discussions for the respective project or task files.

9.1.3 Referral of Requests for Information

The Consultant will refer all media inquiries and requests for information, by outside parties, to the Director of Media Relations Department, or his designee. The Consultant will only release information upon specific direction from Metra.

9.2 Program Files

The Consultant will maintain project files and records including, but not limited to, reports, drawings, databases, and computer files of any type. All project files are the property of Metra and will be maintained by the Consultant in good condition. These files in all formats must be turned over to Metra upon direction or end of assignment or contract.

9.3 Personnel Management

The Consultant will manage its personnel to avoid, neutralize and mitigate organizational conflicts of interest, as described in the contract documents.

9.3.1 Organization Chart

The Consultant will prepare and maintain an organization chart portraying all positions authorized in the Cost & Pricing documents, including the aggregate number of positions. This chart will be updated with changes and forwarded to Metra, as changes occur or are required. Contract Deliverable: Develop and produce quarterly organizational chart for review by Metra. This organization chart may be requested more frequently or as changes occur.

9.3.2 Key Personnel

The Consultant will identify Key Personnel on the organization charts. Positions that are considered Key Personnel are included below:

• Lead Contact(s) at Prime Consultant Firm(s) • Program Manager • Deputy Program Manager, Project Implementation • Deputy Program Manager, Project Controls and Administration • Design-Build Oversight Manager • Planning Lead • Civil/Structural Lead


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• Architectural Lead • Mechanical Engineering Lead • Electrical Traction Power Lead • Signal Engineering Lead • Construction Lead, Capital Program • NEPA/Environmental Lead • Operations/Interface Manager • Telecommunications Engineering Lead

No changes in staff assignments for Key Personnel may be made by the Consultant without the prior written approval of Metra.

9.3.3 Other Staff Changes or Additions

No staffing changes or additions may be made by the Consultant without the prior written approval of Metra.

9.3.4 Position Standards

The Consultant will prepare standards and wage rate ranges for each position on the organization charts. These standards will address, for each professional position, at a minimum, the desired level of education, professional discipline, years and type of experience, and registration requirements. These position standards are to be included in the position descriptions after Metra's approval.

9.3.5 Position Descriptions

The Consultant will prepare a description for each position on its organization charts. These position descriptions will contain the position, title, a detailed explanation of duties, authority and responsibility, position reporting to, salary rate, home office classification, date position was established, and position standards.

9.3.6 Resumes

The Consultant will provide a standard detailed resume for all staff in the organization and primary personnel on task orders for Metra review and approval.

10.0 Signal Engineering Services

Signal engineering services are in addition to those listed in this LIQ and those required to support Metra in coordinating and expediting the execution of signal projects. The Signal Engineering Lead shall work with the Metra Director of Signal Engineering. The Consultant shall develop strategies to most efficiently implement projects and offer expert advice based on industry best practices. The Consultant will serve as a technical lead on all major systems projects, systems initiatives and perform all work required to manage the program. The Consultant will provide signal field testing and construction oversight to


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ensure smooth cutovers of designs into service. Specific signal engineering services needed for the Capital Program are detailed below. Ensure all work is in compliance with:

a. PTC and FRA Title 49 Code of Regulations including 49 CFR 233, 234, 235, 236 and 243. PTC can be found under CFR 236 Subpart I

b. Metra’s Signal Specifications and Technical Specifications c. Metra’s CADD Standards and Cell Libraries d. Metra’s Third Party Consultant Quality Management Plan (TPCQMP). e. American Railway Engineering and Maintenance-of-Way Association

Communications and Signals Group; Signal Manual of Recommended Practice (AREMA), Latest Version

f. American Railway Engineering and Maintenance-of-Way Association Manual for Railway Engineering (AREMA)

g. Current Metra Engineering and applicable Federal, State, Local Standards, and Local Codes

h. Regulatory authorities including but not limited to ICC (Illinois Commerce Commission) and USDOT United States Department of Transportation

i. USDOT and IL MUTCD (Manual for Uniform Traffic Control Devices)

10.1 Preliminary Engineering Services

Preliminary engineering services shall be required to support any Signal, PTC, Interlocking, and Grade Crossing upgrade, or any signal equipment upgrade. The Consultant shall furnish preliminary engineering design contract drawings and basic boilerplate bid documents to be used by Metra to solicit potential contractors to bid on the design and provide all required material and equipment for installation by Metra signal forces. The bid documents shall include the scope of work, all required contract drawings, and specifications. The Consultant shall provide support and any necessary revisions to bid documents during the bid phase.

The Consultant shall identify and include all other work requirements necessary to successfully complete the project as required, even those work items not specifically listed in this Section. The Consultant shall perform site specific field reviews and collect data as needed; Specify any grade crossing or signal train control locations for any upgrade; Ensure PTC design requirements are incorporated; Coordinate with local authorities, state authorities, and other regulatory government agency as required; Coordinate with all foreign railroads. Contract Deliverables: Consultant shall provide preliminary engineering design contract drawings and basic boilerplate bid documents; site specific report on the existing signal layout; safe braking distance calculations with report; proper wire sizing and calculations with report; accurate power and load calculations with report; load and voltage drop report; track, signal, and cable plans; route and


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aspect charts; detailed construction cost estimates and project schedules; typical drawings with bill of material tables; CSI specifications and general design requirements.

10.2 Project Management Services

Work with Metra’s Signal Engineering project manager and staff, to oversee and review the General Contractor’s (GC) services that include but are not limited to, hardware design; software design; manufacture; required documentation; delivery of equipment; demonstration; testing; interface coordination; activation of the upgraded interlocking’s, PTC, grade crossings, train control systems and subsystems for the duration of the projects.

10.2.1 General Scope of Work

The Consultant shall hold Bi-Weekly Project Status meetings; review all GC submittals and verify compliance with the Metra specifications per contract requirements for the duration of the project; review all requests for material (RFMR’s) and all requests for information (RFIs) within ten (10) business days of receipt and provide Metra recommended action(s) to address any identified issue(s); review all change order requests within ten (10) business days and ascertain whether requested change(s) is within the GC’s original scope of work and determine required action. If change is out of scope, provide scope of work detail and a cost estimate for Metra’s review and approval; review GC’s invoices for correctness and compliance with Metra’s pay application; Perform utilities applications and service requests; verify GC compliance with Metra’s TPCQMP in their submittals, transmittals, invoices, and all other correspondence; review and track project schedule and submit a monthly status report for Metra’s review; maintain all project logs under the guidelines of Metra’s TPCQMP; Ensure coordination between contractors, Metra and foreign railroad. Contract deliverables: Monthly status reports, meeting minutes, submittal logs, and TPCQMP documents.

10.3 Signal Engineering Design Standards, Recommended Practices and Procedures Manuals

The Consultant shall provide signal engineering services for the creation of new Metra Signal Engineering Manuals and Procedures. The manuals and procedures shall conform to industry standard best practices. The new manuals shall be compliant with the Metra Signal Training Program and with FRA Title 49 CFR 243 Training, Qualifications, and Oversight for Safety-Related Railroad Employees. Contract Deliverables: Consultant shall create the following signal standard manuals and procedures: Signal Design Criteria Manual; Signal Design


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Standards; Recommended Practices and Procedures; Signal Standard Drawings, Plans, and Typicals with Bill of Materials tables; Signal Construction Standards and Procedures; Signal Maintenance Test, Inspection, and Procedures; Signal Engineering Safety Standards; CADD / Microstation Design Standards and Procedures; Project Development processes; Preliminary Engineering; Signal Cutover Procedures; Training Manuals; CSI Specifications; Software Development, Management, Version Control Plan; Software Reduced Test Validation Procedures; and Design Checking Procedures. 10.3.1 Signal Engineer’s Toolbox

The Consultant shall provide signal engineers’ tools and information for design and construction of technical applications. Contract deliverables: Provide signal design calculators and charts; signal project cost estimation and scheduling calendars.

10.3.2 Highway-Rail Grade Crossings

The Consultant shall provide general design requirements and criteria for grade crossing systems and pedestrian crossing systems. Contract deliverables: Provide general design requirements and criteria for gate systems; pedestrian crossings; crossing out of service procedures; remote monitoring; and traffic signal preemption. In addition, grade crossing field surveys may be required.

10.4 CADD Services

Consultant shall provide CADD services that includes creating the following listed below. Contract deliverables: Micro-station smart cell libraries and seed files; micro-station macros; standard signal design and construction drawings, symbols, and typicals; system route and aspect charts; system crossing exhibits; system plan views.

10.5 Additional Tasks

The Consultant may be requested to as-build as in-service plans and perform CADD services to ensure accurate field plans, perform technical reviews, provide construction management oversight; develop project processes; create simulation software files for Signal software. Contract deliverables: Technical reports; construction management oversight reports; Project workflows; and software simulation files.


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11.0 DBE Compliance and Community Outreach

The Consultant will assist Metra with coordinating community outreach for design and construction capital program projects with a DBE goal; providing community outreach recommendations; developing community workforce utilization plans for construction capital program projects; developing a DBE goal attainment plan; developing quarterly reports for federal and non-federal DBE goal achievement; and ensuring federal and non-federal DBE goal achievement for capital program projects.

12.0 Development and Implementation of a Mentor-Protégé Program The Consultant will work with Metra to outline and implement a Mentor-Protégé Program. The program shall be developed within the guidelines provided in the federal DBE Regulations, as set forth in Appendix D to 49 CFR Part 26, to enhance the capacity and capability of DBE firms and thereby increase opportunities for DBE participation on Metra contracts. The goals of the program include creating and strengthening working relationships between established and emerging companies; increasing opportunities for DBE firms to participate in Metra contracts; enhancing DBE firms’ capabilities; increasing the pool of qualified DBEs for various types of work on Metra projects; and encouraging DBEs to bid as prime contractors on future Metra contracts.

12.013.0 Service Order(s)

At the beginning of the contract, Metra and Consultant will develop a Service Order outlining the specific contract services to be implemented. The duration of the Service Order(s) will be determined by Metra. At the written direction of Metra, the Consultant will meet requirements as specified in the Service Orders. Service Orders will include, but not be limited to, Detailed Scopes of Work, Schedules, Contract Deliverables, Disadvantaged Business Enterprise Exhibits Schedules, Cost & Price Analysis Forms including approved Other Direct Costs, and Workforce Loaded Work Plan.

13.014.0 Task Order Services

In addition to the core services provided as part of the Service Order, the Consultant may be asked to provide Task Order professional consulting services on an "as-needed" basis. At the written direction of Metra, the Consultant will meet short-term requirements in excess of core services specified in the Service Orders. Task Orders may include technical services provided on an hourly basis or specific projects with short-term deliverables. Examples of Task Orders might include development of a pilot project, additional scheduling or cost estimating assistance, a review of a product Metra is interested in investigating, or a special study to support a grant application. Task Order documentation will include, but not be limited to, Detailed Scopes of Work, Schedules, Contract Deliverables, Disadvantaged Business Enterprise Exhibit Schedules, Cost & Price Analysis Forms including approved Other Direct Costs, and Workforce


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Loaded Work Plans. Task Orders are intended to bring on staff quickly and may commence at the written direction of Metra, provided that level of effort has been determined and sufficient funds are available. Complete paperwork will be submitted within 2 weeks after the initiation of the Task Order or prior to another Task Order being implemented (whichever is sooner).

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