Item 1.7 - Approval of Consultant Agreement with RBF Consulting; Espola Rd Safety Imp. ProjectGlt•{ OF POIYr�f
City of Poway
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APPROVED
APPROVED AS AMENDED O
(SEE MINUTES)
DENIED O
REMOVED O
CONTINUED
RESOLUTION NO.
DATE: October 21, 2014
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Singer, City Managerod,
INITIATED BY: Robert J. Manis, Director of Development Services
Steve Crosby, City Engineer(.,
SUBJECT: Approval of Consultant Agreement Between the City of
Poway and RBF Consulting for Engineering Services for the
Espola Road Safety Improvements Project
Summary:
A Request for Proposal for Engineering Services for the preparation of plans,
specifications, and estimates for the Espola Road Safety Improvements Project was
advertised and RBF Consulting was determined to be the most qualified based upon the
evaluation criteria. The consultant fee will be based on a time and material basis not to
exceed $113,715.
Recommended Action:
It is recommended that the City Council authorize the City Manager to execute the
agreement with RBF Consulting (Attachment A) for Engineering Services for the Espola
Road Safety Improvements Project (CIP #12010) per the terms of the agreement.
Background:
Since the City's incorporation, significant attention has been directed by the City to
Espola Road. Over the years, several improvements have been implemented along
Espola Road. A program to widen the road was pursued by the City in the late 1990s,
but lapsed due to funding issues and opposition from nearby property owners.
In 2002, the City began efforts to bring the roadway into compliance with the City's
General Plan designation, at the time a Four -Lane Secondary Arterial. In response to
public concerns over the widening to a four -lane roadway, alternative design options
were evaluated.
In 2008, staff provided the City Council with a proposed roadway configuration based on
updated traffic modeling, consisting of a three -lane roadway (one travel lane in each
direction and a continuous center left -turn lane) with wider bike lanes that could facilitate
right- turning traffic. The three -lane roadway configuration for Espola Road was
accepted by the City Council and in 2010 an amendment to the General Plan
1 of 20 October 21, 2014 Item #—a
Approval of Consultant Agreement Between the City of Poway and RBF Consulting
October 21, 2014
Page 2
Transportation Master Element was approved that changed the designation of this
segment of Espola Road from a Four -Lane Secondary Arterial to a Two -Lane Special
Arterial. In 2013, the City completed the preparation of preliminary plans and an
Environmental Impact Report (EIR) for this configuration. The project limits extended
from approximately 500 feet south of the intersection of Espola Road and Twin Peaks
Road (where Espola Road crosses Rattlesnake Creek) continuing north to
approximately 1,000 feet south of the intersection of Espola Road and Titan Way (just
north of Willow Ranch Road).
The proposed project included a three -lane configuration, pedestrian /bikeway
improvements, traffic signalization, utility relocation /undergrounding, landscaping, sound
walls /retaining walls, street lighting and drainage improvements.
The City Council certified the Espola Road Improvement Project Final EIR and adopted
California Environmental Quality Act (CEQA) Findings and Statement of Overriding
Considerations on June 4, 2013, however, the City Council did not support the
construction of all of the elements contained in the preliminary project design.
On October 1, 2013 the City Council directed staff to pursue an Espola .Road
Improvement project generally consisting of the installation of a DG pathway with lodge
pole fencing along the west side of Espola Road from the existing sidewalk south of
Mountain Road, to the existing sidewalk south of Willow Ranch Road, a length of
approximately 4,300 feet, with undergrounding or relocation of existing overhead
utilities.
There is an undergrounding project that is under design now by SDG &E which will
cover approximately 2000 linear feet along Espola Road from Mountain Road to three
hundred feet north of Jerome Drive. Council has discussed in the past extending the
undergrounding to the entire length of the improvement project. Council does have the
opportunity to decide whether to extend the undergrounding during the design process
for the improvement project.
Findings:
Staff posted a Request for Proposal on eBidboard and the City's website in order to hire
a qualified consultant for engineering design services for the preparation of plans,
specifications, and estimates for the Espola Road Safety Improvements Project. Staff
received five proposals, and after a thorough review by City staff, RBF Consulting, a
Michael Baker International Company, was selected as most qualified. The evaluation
criteria included: demonstrated understanding of the services requested, prior
experience performing similar work, qualifications of the firm and assigned individuals,
acceptability and scope of service capabilities, fee structure and cost effectiveness of
the proposal, and references. While each of the Consultants generally scored strong in
many of the categories, RBF Consulting excelled in several, having recently completed
the design of a two -mile section of road in the County of San Diego which included a
2 of 20 October 21, 2014 Item #1�_
Approval of Consultant Agreement Between the City of Poway and RBF Consulting
October 21, 2014
Page 3
DG multi -use path along one side of the road, having a design team almost entirely
consisting of in -house staff, and in submitting a cost effective proposal.
Fiscal Impact:
The consultant fee will be based on, a time and material basis not to exceed $113,715.
There are sufficient funds in the Espola Road Safety Improvements Project (account
#12010) for the total cost of the design services.
Environmental Review:
This action is not subject to the California Environmental Quality Act (CEQA).
Public Notification:
Tim Thiele, RBF Consulting, 5050 Avenida Encinas, Carlsbad, CA 92008
Attachments:
A. Standard Agreement for Consultant Services with RBF Consulting including the
Scope of Work and Fee Schedule
3 of 20 October 21, 2014 Item #-Llq
City of Poway
STANDARD AGREEMENT FOR
CONSULTANT SERVICES
This Agreement, entered into this 21St day of October, 2014, by and between
the CITY OF POWAY (hereinafter referred to as "City ") and RBF Consulting, a
Michael Baker International Company (hereinafter referred to as "Consultant ").
RECITALS
WHEREAS, City desires to obtain the services of a private consultant to perform
Civil Engineering Design Services for the Espola Road Safety Improvements Project;
and
WHEREAS, Consultant is a Civil Engineering consultant and has represented
that Consultant possesses the necessary qualifications to provide such services; and
WHEREAS, City has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1. Scope of Services.
Consultant shall provide services as described in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
City shall compensate and reimburse Consultant as provided in Exhibit "A"
entitled "Special Provisions" attached hereto and made a part hereof.
3. Term of Agreement.
The term of this Agreement shall be as described on Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
4. Termination.
This Agreement may be terminated with or without cause by City.
Termination without cause shall be effective only upon 60 -day written notice to
Consultant. During said 60 -day period Consultant shall perform all consulting services
in accordance with this Agreement. This Agreement may be terminated by City for
cause in the event of a material breach of this Agreement, misrepresentation by
Consultant in connection with the formation of this Agreement or the performance of
4 of 20 ATTACHMENT A October 21, 2014 Item
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services, or the failure to perform services as directed by City. Termination for cause
shall be effected by delivery of written notice of termination to Consultant. Such
termination shall be effective upon delivery of said notice.
5. Confidential Relationship.
City may from time to time communicate to Consultant certain information
to enable Consultant to effectively perform the services. Consultant shall treat all such
information as confidential, whether or not so identified, and shall not disclose any part
thereof without the prior written consent of the City. Consultant shall limit the use and
circulation of such information, even within its own organization, to the extent necessary
to perform the services. The foregoing obligation of this Paragraph 5, however, shall
not apply to any part of the information that (i) has been disclosed in publicly available
sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in
publicly available sources of information; (iii) is now in the possession of Consultant
without any obligation of confidentiality; or (iv) has been or is hereafter rightfully
disclosed to Consultant by a third party, but only to the extent that the use or disclosure
thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the City. In its. performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
6. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its
sole cost and expense.
7. Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or
person, other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, City shall have the right to annul this Agreement
without liability, or, at its sole discretion, to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
8. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents
prepared or obtained under the terms of this Agreement shall be the property of City
and shall be delivered to City by Consultant upon demand.
5 of 20 2 October 21, 2014 Item # I .�
9. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant
or perform services of any kind for any person or entity whose interests conflict in any
way with those of the City of Poway. Consultant shall at all times comply with the terms
of the Political Reform Act and the local conflict of interest ordinance. Consultant shall
immediately disqualify itself and shall not use its official position to influence in any way
any matter coming before the City in which the Consultant has a financial interest as
defined in Government Code Section 87103. Consultant represents that it has no
knowledge of any financial interests which would require it to disqualify itself from any
matter on which it might perform services for the City.
"Consultant" means an individual who, pursuant to a contract with a state
or local agency:
(A) Makes a governmental decision whether to:
1. Approve a rate, rule or regulation;
2. Adopt or enforce a law;
3. Issue, deny, suspend, or revoke any permit, license,
application, certificate, approval, order, or similar
authorization or entitlement;
4. Authorize the City to enter into, modify, or renew a contract
provided it is the type of contract that requires City approval;
5. Grant City approval to a contract that requires City approval
and to which the City is a party, or to the specifications for
such a contract;
6. Grant City approval to a plan, design, report, study, or similar
item;
7. Adopt, or grant City approval of, policies, standards, or
guidelines for the City, or for any subdivision thereof; or
(B) Serves in a staff capacity with the City and in that capacity participates in
making a governmental decision as defined in Regulation 18702.2 or
performs the same or substantially all the same duties for the City that
would otherwise be performed by an individual holding a position specified
in the City's Conflict of Interest Code.
6 of 20 3 October 21, 2014 Item # 07
DISCLOSURE DETERMINATION:
X 1. Consultant/Contractor will not be "making a government decision"
or "serving in a staff capacity" as defined in Sections A and B
above.
No disclosure required.
❑ 2. Consultant/Contractor will be "making a government decision" or
"serving in a staff capacity" as defined in Sections A and B above.
As a result, Consultant/Contractor shall be required to file a
Statement of Economic Interest with the City Clerk of the City of
Poway in a timely manner as required by law.
DEPARTMENT DIRECTOR
10. No Assignments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which City, in its
sole discretion, consents to in advance thereof in writing. Any assignment or
subcontracting in violation of this provision shall be void.
11. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time sheets,
accounting records, and other evidence pertaining to costs incurred and shall make
such materials available at its office at all reasonable times during the contract period
and for three (3) years from the date of final payment under this Agreement, for
inspection by City and copies thereof shall be furnished, if requested.
12. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City of Poway. City shall
have the right to control Consultant only insofar as the results of Consultant's services
rendered pursuant to this Agreement; however, City shall not have the right to control
the means by which Consultant accomplishes such services.
13. Licenses, Permits, Etc.
Consultant represents and declares to City that it has all licenses, permits,
qualifications, and approvals of whatever nature that are legally required to practice its
profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect at all times during the term of this Agreement, any
7 of 20 4 October 21, 2014 Item # 0
license, permit, or approval which is legally required for Consultant to practice its
profession.
14. Consultant's Insurance.
Consultant shall provide insurance as set forth in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
15. Indemnification.
(a) For Claims (as defined herein) other than those alleged to arise from
Consultant's negligent performance of professional services, City and its respective
elected and appointed boards, officials, officers, agents, employees and volunteers
(individually and collectively, "Indemnitees ") shall have no liability to Consultant or any
other person for, and Consultant shall indemnify, protect and hold harmless
Indemnitees from and against, any and all liabilities, claims, actions, causes of action,
proceedings, suits, damages, judgments, liens, levies, costs and expenses, including
reasonable attorneys' fees and disbursements (collectively "Claims "), which
Indemnitees may suffer or incur or to which Indemnitees may become subject by reason
of or arising out of any injury to or death of any person(s), damage to property, loss of
use of property, economic loss or otherwise occurring as a result of Consultant's
negligent performance under this Agreement, or by the negligent or willful acts or
omissions of Consultant, its agents, officers, directors, sub - consultants or employees.
(b) For Claims alleged to arise from Consultant's negligent performance of
professional services, Indemnitees shall have no liability to Consultant or any other
person for, and Consultant shall indemnify and hold harmless Indemnitees from and
against, any and all Claims that Indemnitees may suffer or incur or to which
Indemnitees may become subject by reason of or arising out of any injury to or death of
any person(s), damage to property, loss of use of property, economic loss or otherwise
to the extent occurring as a result of Consultant's negligent performance of any
professional services under this Agreement, or by the negligent or willful acts or
omissions of Consultant, its agents, officers, directors, sub - consultants or employees,
committed in performing any of professional services under this Agreement. For Claims
alleged to arise from Consultant's professional services, Consultant's defense obligation
to Indemnitees shall include only the reimbursement of reasonable defense costs and
attorneys' fees to the extent caused by Consultant's negligence.
(c) The foregoing obligations of Consultant shall not apply to the extent that
the Claims arise from the sole negligence or willful misconduct of City or its elected and
appointed boards, officials, officers, agents, employees and volunteers.
(d) In any and all Claims against City by any employees of the Consultant,
anyone directly or indirectly employed by it or anyone for whose acts it may be liable,
the indemnification obligation under this Section 15 shall not be limited in any way by
any limitation on the amount or type of damages, compensation or benefits payable by
or for the Consultant under worker's compensation acts, disability benefit acts or other
employee benefit acts.
8 of 20 5 October 21, 2014 Item # % .h
16. Consultant Not an Agent.
Except as City may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind City to any obligation whatsoever.
17. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The City shall have the right to review and disapprove personnel
for assignment to Poway projects.
City shall have the unrestricted right to order the removal of any person(s)
assigned by Consultant by giving oral or written notice to Consultant to such effect.
Consultant's personnel shall at all times comply with City's drug and
alcohol policies then in effect.
18. Notices.
Notices shall be given as described on Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
19. Dispute Resolution.
In the event of a dispute between City and Consultant concerning the
terms of this Agreement or its performance, the parties agree to initially submit such
dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration
or litigation. In the event that the subject of such action is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 60 -day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each
party shall bear its own attorneys' fees and costs incurred. Any action to enforce or
interpret the terms or conditions of this Agreement shall be brought in the Superior
Court in San Diego County, Central Division. Consultant hereby waives any right to
remove any such action from San Diego County as is otherwise permitted by California
Code of Civil Procedure section 394.
20. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant"
shall mean the individual or corporate consultant and any and all employees of
consultant providing services hereunder.
9 of 20 6 October 21, 2014 Item # I -�
21. Counterparts.
This Agreement (and any amendments) may be executed in multiple
counterparts, each of which shall be deemed an original, but all of which, together, shall
constitute one and the same instrument. Documents delivered by telephonic facsimile
transmission shall be valid and binding.
22. Entire Agreement.
This Agreement shall constitute the entire understanding between
Consultant and City relating to the terms and conditions of the services to be performed
by Consultant. No agreements, representations or promises made by either party,
whether oral or in writing, shall be of any force or effect unless it is in writing and
executed by the party to be bound thereby.
23. Pension Reform Act of 2013
At all times during the term of the Agreement with the City, no officer,
director, shareholder, member, partner, employee, or contractor, providing services to
the City, will be a "retired annuitant," under the City's retirement system, ineligible for
temporary employment under section 7522.56 of the California Government Code,
which was added as a part of the Pension Reform Act of 2013. For the purposes of this
statement a "retired annuitant" is a person retired from the California Public Employees'
Retirement System ( "CalPERS "). Any retired annuitant proposed to provide work on
behalf of the City must be eligible for appointment under the Pension Reform Act of
2013, and any other applicable laws, without any adverse financial impact to the City.
(Remainder of page intentionally left blank)
10 of 20 7 October 21, 2014 Item # k . -
IN WITNESS WHEREOF, the parties hereto have duly executed this
Agreement on the date first above written.
CITY OF POWAY
By:
Daniel Singer, City Manager
Dated:
ATTEST:
Sheila R. Cobian, CMC, City Clerk
APPROVED AS TO FORM:
By:
Morgan L. Foley, City Attorney
RBF Consulting, a Michael Baker
International Company
By:
Name, Title
Dated:
11 of 20 8 October 21, 2014 Item # I ,�
"SPECIAL PROVISIONS"
EXHIBIT "A"
A. Scope of Services.
Consultant agrees to perform consulting services as required by City.
Consultant shall provide the necessary qualified personnel to perform the services. In
performance of the services Consultant shall provide Civil Engineering Services as
detailed in the Scope of Services submitted with the proposal dated September 5, 2014,
which is included in this document as Attachment 1.
B. Compensation and Reimbursement.
City shall pay Consultant a fee in accordance with the Fee Proposals
submitted with the proposals dated September 5, 2014, which is included in this
document as Attachment 2. Total fee is not to exceed $113,715. Consultant's fee shall
include and Consultant shall be responsible for the payment of all federal, state, and
local taxes of any kind which are attributable to the compensation received.
In addition to said consulting fee, Consultant shall be reimbursed for all
reasonable expenses, including lodging, telephone, and travel (air, auto, rail)
necessarily incurred in performance of the services. Consultant shall bill City for such
expenses as incurred, referencing this Agreement. All expenses shall be itemized and
supported by receipts for amounts in excess of Twenty -Five Dollars ($25.00).
Statements for reimbursement of expenses shall be paid within ten (10) days of
approval by City. All air travel shall be billed at coach or special fare rates. Only
lodging outside San Diego County shall be reimbursable. Consultant shall receive prior
authorization for air travel and lodging expenses. All other expenses shall be
reimbursed in accordance with City's cash disbursement policies in effect at the time
incurred.
C. Term of Agreement.
This Agreement shall be effective from the period commencing October 21,
2014, and ending October 21, 2016, unless sooner terminated by City as provided in the
section of this Agreement entitled "Termination." Upon expiration or termination of this
Agreement, Consultant shall return to City any and all equipment, documents or materials
and all copies made thereof which Consultant received from City or produced for City for
the purposes of this Agreement.
D. Consultant's Insurance.
1. Coverages:
Consultant shall obtain and maintain during the life of this
Agreement all of the following insurance coverages:
12 of 20 9 October 21, 2014 Item #1A. .
(a) Comprehensive General Liability, including premises -
operations, products /completed, broad form property damage, and blanket contractual
liability with the following coverages: General Liability $1,000,000 Bodily Injury and
Property Damage combined each occurrence and $2,000,000 aggregate.
(b) Automobile Liability, including owned, hired, and non -owned
vehicles: $1,000,000 combined single limit.
(c) Consultant shall obtain and maintain, during the life of the
Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy
limits of not less than $1,000,000 combined single limits, per claim and annual
aggregate.
(d) Workers' Compensation insurance in statutory amount. All
of the endorsements which are required above shall be obtained for the policy of
Workers' Compensation insurance.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following three provisions:
(a) Additional Insured. (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
"City of Poway and its elected and appointed boards, officers,
agents, and employees are additional insureds with respect to this subject project and
contract with City."
(b) Notice.
"Said policy shall not terminate, nor shall it be canceled, until thirty
(30) days after written notice is given to City."
(c) Primary Coverage.
"The policy provides primary coverage to City and its elected and
appointed boards, officers, agents, and employees. It is not secondary or in any way
subordinate to any other insurance or coverage maintained by City."
3. Insurance Certificates:
Consultant shall provide City certificates of insurance showing the
insurance coverages described in the paragraphs above, in a form and content
approved by City, prior to beginning work under this Agreement.
13 of 20 10 October 21, 2014 Item # 0
E. Notices.
All notices, billings and payments hereunder shall be in writing and sent to
the following addresses:
To Development Services:
To Consultant:
City of Poway
13325 Civic Center Drive
P.O. Box 789
Poway, CA 92074
RBF Consulting, Inc.
5050 Avenida Encinas
Carlsbad, CA 92008
14 of 20 11 October 21, 2014 Item # 0
ATTACHMENT 1
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SCOPE OF WORK
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To develop a comprehensive understanding of the opportunities and constraints along Espola Road, the RBF Team will
undertake a comprehensive data collection and mapping effort.
Field Investigation - Building upon the available information from the City of Poway, the RBF Team will develop a base map to be
used throughout the process. Our team will conduct a thorough field investigation for the roadway conditions and residents
access points. Our team will research and verify as -built conditions shown on the as -built plans provided by the City.
RBF will conduct utility research to obtain records for storm drain, sewer, water, gas, electric, telephone and cable television.
RBF will also obtain records for existing streets. In obtaining this information, RBF will coordinate with the City of Poway, County
of San Diego, SDG &E, AT &T and cable service provider. Results of the field investigation will be integrated into an AutoCad base
map that will be used by the project team to develop final design plans.
Task 1 Deliverables
■ Base Plan Layout
RBF will meet with City staff at each submittal milestone. RBF shall incorporate all City comments into the plans, specifications,
and cost estimates. RBF will prepare meeting minutes for all meetings.
Maintain Project Schedule and Budget - The RBF project manager will coordinate regularly with the City's project manager on
schedule and budget updates. Issues and decisions that will affect the budget will be discussed prior to the monthly billings or as
the need arises. Information regarding schedule updates will be distributed to the project team via email prior to each of the
scheduled Project Team Meetings.
Task 2 Deliverables
• Schedule and conduct Project Team meetings
• Prepare and distribute progress reports, action items, decision logs, and meeting minutes
• Regular schedule and budget coordination with City's Project Manager
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The City has conducted prior outreach during the evolution of the project to gain the support of the community on the concept
for Espola Road. The RBF Team includes a number of staff members experienced in community outreach, public speaking and in
serving as an extension of staff. In his current role with the City of Del Mar, Tim Thiele presents issues and concepts before the
City Council. We understand that our role on this project will be messengers of the project's progress.
As part of this task, RBF will be responsible for Public Neighborhood Meeting Workshop materials and exhibits for presentation
at the end of the 30% design phase. RBF will provide to the City materials to be posted on the City website, Facebook posts to
draw attention to the website, and other social media opportunities to keep the public informed throughout the design phase.
Task 3 Deliverables
• Exhibits and Presentation Materials for the Neighborhood Meeting
• Meeting summary for the Neighborhood Meeting
PROPOSAL ■ SEPTEMBER 5, 2014
1 NIT) 0J Jdk T 1 0 N A L October 21, 2014 Item #
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Task 4. Geotechnical Investigation
RBF team partner, Southern California Soil & Testing, will explore subsurface conditions by hand digging 4 test pits to a depth of
about 3 feet or refusal, whichever is less. An SCAT engineer or geologist will log the test pits and obtain samples for
examination and laboratory testing. The laboratory program will include classification tests and R -Value tests.
We will prepare a final report that will include a plot plan, exploration logs, and a summary of the field exploration findings.
SCS &T will submit an electronic copy of the report. The report will include conclusions and recommendations regarding:
• Subsurface conditions at each test pit location
• Excavation conditions and the potential for difficult excavation conditions
• Lateral earth pressures for the design of retaining walls
• Subgrade preparation for unsuitable or saturated materials including estimated depths, quantities of over - excavation,
and treatment procedures
• Unsurfaced road section recommendations
Results of the investigation will be summarized in a written report complete with field and laboratory data. Four copies of the
report will be submitted.
Task 4 Deliverables
■ Geotechnical Report
Task 5. Surveys and lapping
Building upon topographic and mapping data provided by the City, RBF will conduct research with the City of Poway and the
County of San Diego to assemble right -of -way plans and survey records. Record maps will be organized for retrieval purposes
-and CADD calculations completed to identify record parcel limits and search locations for controlling survey monuments. As part
of this task, data will be collected to establish the vertical location of existing utilities along the corridor. A survey crew may be
utilized to obtain miscellaneous utility information, such as water meter box locations and invert elevations.
-- Task 5 Deliverables
■ Preliminary Plan Layout
• Right of Way and Utility Base Map
Task 6. Utility Coordination
RBF will be responsible for coordinating their work with all utility companies during the entire project. Utility coordination
includes sending 30 %, 90% and 100% design plans to the utility companies. RBF will obtain facility maps from each utility
company and incorporate them into the alignment plans, as well as incorporate all comments from the utility companies. RBF
will ensure that all existing utilities are shown properly on the plans and will coordinate all required efforts with all utility
companies that have to relocate their facilities as part of the project.
Task 6 Deliverables
■ Correspondence records with all outside agencies
PROPOSAL ■ SEPTEMBER 5, 2014
1 N 166 01 �& T 1 0 N A L October 21, 2014 Item # .' t�,
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Task 7. Plans, Specifications and Estimates
Development of 30% Design
As part of the development of the 30% plans, we will coordinate with the City to develop a preferred alternative for the
alignment of the DG pathway along Espola Road. After the City approves a conceptual design, we will begin preparation of our
30% submittal. Plan development with consider the location of necessary retaining walls and heights, and wall treatment
options. RBF will provide structural designs for walls that are in excess of standard drawing walls.
With the completion of the 30% submittal, the City of Poway and RBF will have the opportunity to initiate the process of
coordinating with the SDG &E representative and other the utility companies. Plans will be distributed to the various utility
companies to begin the review process. It is important that we also coordinate with the Post Office at this stage in the design. A
plan will be required for mail delivery during the construction phase of the project. At the same time we will start preparing
materials for a public workshop to present the project to the affected residents.
After the development of the 30% drawings, we will review them with the City to collaboratively share comments and further
develop the design. RBF would then accompany the City on a site visit to review the impacts to private property and determine
the final limits of improvements and further review the plans to ensure that all of the City's concerns are being met.
As a part of the 30% submittal, RBF will provide an opinion of probable construction costs for the improvements and outline
project specifications.
Development of 90% Design
RBF will further develop the earlier design addressing all of the issues identified above and any others that are brought forth
through the 30% review. At this point in the process we will also provide an updated estimate of probable costs to see where
the project stands relative to the funding available. The City of Poway and RBF will continue to work closely with the SDG &E
representatives and the various affected utility companies during this phase of the design. The project specifications, special
provisions and bid schedule will also be completed and submitted with the 90% plans.
100% Completion of Plans, Specifications and Cost Estimate
Upon concurrence that the 90% design appropriately addresses all concerns, we will develop the construction documents to
-- - - -- - their completion, with a final review of the 100% PS &E package by the City.
Task 7 Deliverables:
• Street Improvement Plans (30 %, 90% and 100 %)
■ Earthwork Calculations
• Final Drainage
■ Utility Plans
■ Engineer's Cost Estimate
• Specifications and Special Provisions
• Digital submittal of all submitted items
Task 8. Landscaping and Irrigation Designs
RBF will prepare one set of final landscape construction plans, specifications and estimates in sufficient form and detail to bid
and construct replacement landscape and irrigation improvements damaged or removed during construction of decomposed
granite path and related improvements. The plans will be prepared based on City design goals and objectives, City design
d 'standards and site opportunities and constraints.
Michael Baker:
PROPOSAL ■ SEPTEMBER 5, 2014 24
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It is assumed that all landscape and irrigation improvements will be constructed on private property and will be replaced in kind
of existing to the greatest extent feasible and as required to control erosion. The preparation of as -built plans of existing
irrigation systems, the preparation of elaborate landscape designs and detailed irrigation system design for each individual
private property is specifically excluded from this scope of work.
The landscape plans will include approximate limits of work, general description of the work to be performed, and replacement
planting, including plant species, location and container size.
The irrigation plans will include approximate limits of work, general description of the work to be performed; typical
construction details as well as a design build performance specification.
The plans and an estimate of probable construction cost will be submitted for review, comment and approval at the 30 %, 90%
and 100% levels of completion.
Task 8 Deliverables
■ Landscape and Irrigation Plans
OTSM1061 177 111
RBF will develop Erosion Control Plans tailored to the specific construction site. This plan will identify sources of sediment and
pollutants and establish an approach for reducing these in storm water discharge. Said plan will be supplied to the Owner and
Contractor for use on -site during grading activities.
Task 9 Deliverables
■ Erosion Control Plans
Task 10. Right Of Way Plats and Legal Descriptions
At the request of the City, RBF shall prepare up to 15 permanent or temporary construction easements on a time and materials
basis, for the project. Easement documents are limited to the preparation of plat maps and legal descriptions.
Task 10 Deliverables
■ Plats and Legal Descriptions
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RBF shall attend the pre -bid and pre - construction meetings. RBF shall prepare any addendums needed during the bid phase of
the project.
RBF shall review field design changes, Requests for Information (RFIs) and construction issues as may arise during construction.
RBF shall prepare any construction changes necessary during the construction phase of the project. RBF will attend meetings
and perform field visits at the request of the City.
RBF will revise the approved improvement plan package for the project, based upon field changes and revisions as provided by
the Contractor's Field Superintendent and approved by the City of Poway. Plans shall be processed with the City to obtain final
site acceptance.
RBF will perform construction management and special inspections for the DG path, retaining walls, fences and other
miscellaneous improvements in support of the project. Inspections will be performed by a certified inspector from RBF's
Construction Management and Inspection Department. An initial budget of four months has been budgeted for this task.
PROPOSAL ■ SEPTEMBER 5, 2014
INTE AT10NAL
180 0 October 21, 2014 Item #_10
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Our sub consultant, SCS &T, is available to perform construction testing services for the project which would include:
• Observe excavations conditions
• Observe placement and compaction of backfill
• Observe subgrade preparation and placement of aggregate base and perform tests to evaluate subgrade and aggregate
base compaction
• Prepare a final summary report upon completion of the project that summarizes compaction test results, field
observations and laboratory test results
PROPOSAL s SEPTEMBER 5, 2014
INTERNATIONAL
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