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Fehr & Peers Inc; 2009-01-29;
AGREEMENT FOR DONNA DRIVE NEIGHBORHOOD TRAFFIC CALMING PLAN DEVELOPMENT, STAGE 1 (FEHR & PEERS INCORPORATED) THIS AGREEMENT is made and entered into as of the Qr day of \JLQX\A__ • 20CP(. by and between the CITY OF CARLSBAD, a municipal coloration, ( CffyT)7~ ancl Fenr & Peers Incorporated, a California corporation, ("Contractor"). RECITALS A. City requires the professional services of a traffic engineering consultant that is experienced in the development of neighborhood traffic calming plans. B. Contractor has the necessary experience in providing professional services and advice related to the Donna Drive neighborhood traffic calming plan development, Stage 1 . C. Selection of Contractor is expected to achieve the desired results in an expedited fashion. D. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. E. Contractor shall not perform work on any stage or phase of the project unless a written Notice to Proceed has been issued by the City for the specific stage or phase. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of two (2) years from the date first above written. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. City Attorney Approved Version #05.06.08 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be sixty four thousand one hundred and eighty dollars ($64,180). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. City Attorney Approved Version #05.06.08 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self- administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VM". OR with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X". 10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1.1 Commercial General Liability Insurance. $1.000.000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. City Attorney Approved Version #05.06.08 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a City Attorney Approved Version #05.06.08 representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City: For Contractor: Name Robert T. Johnson Jr. Name Jeff Heald. P.E. Title City Engineer Title Senior Associate Dept Engineering Address 15707 Rockfield Blvd., Ste 155 City of Carlsbad Irvine. CA92618 Address 1635 Faraday Avenue Phone No. (949) 859-3200 Carlsbad. CA 92008 Phone No. (760) 602-2752 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST City will evaluate Contractor's duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City's Conflict of Interest Code is required of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor's affected employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. City Attorney Approved Version #05.06.08 Contractor, for Contractor and on behalf of Contractor's agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Contractor further warrants that neither Contractor, nor Contractor's agents, employees, subcontractors and consultants have any ancillary real property, business interests or income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants that the services required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. City Attorney Approved Version #05.06.08 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor 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 this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.. the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor City Attorney Approved Version #05.06.08 acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. City Attorney Approved Version #05.06.08 8 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR FEHR & PEERS., a California coifborati BAD, a municipal :e of Caufcwia CITY OF C corporatio (print name/title) W\.(AQV\Y\dU/ (e-mail address) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation. Agreement must be signed by one corporate officer from each of the following two groups. "Group A. Chairman, President, or Vice-President **Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney Deputy City Attqrney City Attorney Approved Version #05.06.08 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT personally appeared P,lM*, . / Name(s) of Signer(s) 17*1727 Contra Cotta County I j BEST ORIGINAL Place Notary Seal Above who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my Signature OPTIONAL - Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Document Date:. Number of Pages: Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer(s) Signer's Name: D Individual D Corporate Officer — Title(s): D Partner — D Limited D General D Attorney in Fact RIGHTTHUMBPRINT OF SIGNER Signer's Name: D Individual D Corporate Officer — Title(s): D Partner — D Limited D General D Attorney in Fact RIGHTTHUMBPRINT OF SIGNER D Trustee D Guardian or Conservator D Other: Signer Is Representing: Top of thumb here D Trustee D Guardian or Conservator D Other: Signer Is Representing: Top of thumb here ©2007 National Notary Association • 9350 De Soto Ave., P.O. Box 2402 • Chatsworth, CA 91313-2402 • www.NationalNotary.org Item #5907 Reorder: Call Toll-Free 1 -800-876-6827 EXHIBIT "A" FEHR & PEERS TRANSPORTATION CONSULTANTS December 19, 2008 Mr. Jim Murray Associate Engineer City of Carlsbad 1635 Faraday Avenue Carlsbad, California Subject: Scope and Cost to Develop Donna Drive Neighborhood Traffic Calming Plan Dear Mr. Murray: We are pleased to submit this scope of services and cost to develop a neighborhood traffic calming plan for the Donna Drive area. As stated in the request for qualifications, the traffic calming plan will be developed for one of the first two neighborhoods selected for traffic calming implementation by the City Council. Developed properly, the neighborhood traffic calming plan can be a popular and effective way to calm traffic in the study neighborhood. Our team is ideally suited to undertake this effort for you for the following reasons: • We are the most experienced firm (locally and nationally) in developing neighborhood traffic calming programs and plans. • Our project leaders are well respected in the field of traffic calming. We regularly contribute to national research and to the development of traffic calming standards. • Our experience allows us to customize traffic calming solutions to meet local issues and client needs. • We are motivated to make a great impression on the City through our initial work. Based on our recent discussions, Stage 1 of the attached scope of services can be completed for a not-to-exceed cost of $64,180. We will not proceed with any phase (or stage) of this work until a written Notice to Proceed has been received from the City of Carlsbad. We look forward to working with you and the City of Carlsbad on this project. If you have any questions or require any additional information regarding our scope of work, please contact us in our Irvine office at 949.859.3200. We look forward to hearing from you. Sincerely, FEHR& PEERS Jeff Heald, P.E. Senior Associate 15707 Rockfield Blvd., Suite 155 Irvine, CA 92618 (949) 859-3200 Fax (949) 859-3209 www.fehrandpeers.com City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 SCOPE OF WORK The following detailed scope of work closely follows the RFQ and the Carlsbad Residential Traffic Management Program. Through this scope, Fehr & Peers will develop a traffic calming plan for the Donna Drive project area of influence as established by the City Council. The scope is separated into two stages, the first stage focuses on development of the neighborhood traffic calming plan while the second stage involves design of the approved plan. Budget amounts are included and separated for each task in Stage 1. The magnitude of the work (civil design and landscaping) in Stage 2 is directly related to the plan developed in Stage 1. Therefore, detailed budgets for Stage 2 have not been included, as budgets for the tasks would vary depending on multiple factors, such as the types of devices, the number of devices, the amount of drainage needed due to the placement of devices, etc. Per direction from City staff, the project will be billed on a time-and-materials basis. STAGE 1: DEVELOPMENT OF NEIGHBORHOOD TRAFFIC CALMING PLAN Task 1.1 - Background Information and Kickoff Meeting We will meet with City staff to discuss the issues of the project area of influence (PAOI). Prior to this meeting we will review the Carlsbad Residential Traffic Management Program document to familiarize ourselves with the processes that have been completed as part of Phase I and II. This task will allow us to present strategies for efficiently achieving the desired results of the program's Phase III. At this meeting, we will review the neighborhood's history and critical issues/concerns. The City will also be given the opportunity to discuss traffic calming features not desired in the City and previous traffic calming experiences, either positive or negative. We will collect available data from City of Carlsbad staff and other sources including, but not limited to: • Improvement plans • Inventories of existing traffic control devices, signage, and lane striping « Traffic information, including: speeds, volumes, and collision records • Regional transit routes and schedules • Pedestrian and bicycle facilities in the PAOI • Utility atlas maps Task 1.2 - Site Reviews We will review the data collected in Task 1.1 and perform spot-checks in the field to fill any gaps and to verify any uncertain information. This task will also involve experiencing traffic conditions in the study area to become familiar with the speed and volume issues presented in Task 1.1. We will prepare a list of potential neighborhood traffic management and operational improvement ideas to address key traffic and/or safety issues. This initial site review will be traffic-specific. Prior to design, we will conduct a separate site review which will include observation and analysis of existing landscape improvements, existing grading and/or drainage 1 FEHR & PEERS City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 conditions, existing landscape irrigation systems and associated equipment, existing utilities, and other features significant to our professional work. Maps of the study area will be produced for use in future design concept workshops. Task 1.3 - Neighborhood Meeting #1: Tutorial of Neighborhood Traffic Management Process We will facilitate a community meeting to introduce the project and discuss the following details of the development of a neighborhood traffic calming plan: • Scope of work including process and timeline • Data, neighborhood concerns, and results of previous phases • Overview of potential neighborhood traffic calming measures This meeting, and subsequent neighborhood and committee meetings, will be held at an hour conducive to involvement from residents in the neighborhood. Typically, neighborhood meetings are held on weekday evenings, after the residents' workday ends. This scope assumes that the neighborhood meetings will be held at a reasonable hour (weekday evenings or Saturday mornings). The meeting should be attended by all interested neighbors in the study area, City staff, and a member of the Fire Department and Police Department. To help inform the community of the plan kickoff meeting, we will prepare and print a flyer for distribution to the households within the pilot plan area. The flyer will also contain a survey form soliciting the community's input regarding the current traffic issues. Per the RFQ, we are assuming the City will mail the flyers. This meeting will also provide a forum for community members to voice additional concerns relating to traffic issues in their neighborhood and understand more about the plan process. The traffic related concerns gathered from the community members will be valuable in understanding the issues at hand, formulating solutions, and identifying locations for additional traffic data collection. We will also encourage interested community members to be part of the Neighborhood Traffic Calming Committee (NTCC) to participate in the plan development. A description of the NTCC members' role and time commitment required to actively participate in NTCC meetings will be provided. Task 1.3.1 - Formation of NTCC At the first neighborhood meeting, City staff will implement a "vote" process where residents will select members to be part of the NTCC. We will collect and tabulate the "votes." A summary of the results will be given to City staff, who will then contact the chosen community members. The selected community members will form the NTCC. Task 1.4 - NTCC Meeting #1: Neighborhood Traffic Management Plan Tutorial. Clarify Problems and Goals We will facilitate NTCC Meeting #1, which will be used to educate the committee members on the practice of neighborhood traffic management. The tutorial will cover traffic calming devices in the City's toolbox and the measurable impacts associated with their installation in various other cities. FEHR & PEERS City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 Due to the size of the NTCC, a maximum of five residents per the City's guidelines, we expect the informational portion of the meeting to be brief. Therefore, we propose to cover the 'problems and goals' as part of Meeting #1. After the informational portion of the meeting we will engage the NTCC in discussions on the following topics: • Review collected traffic data • Review comments received at the neighborhood meeting and via the initial mailers • Identify and prioritize traffic issues to select the most important problems within the PAOI • Establish quantitative goals for improving traffic conditions related to the priority issues • Review list of potential neighborhood traffic management ideas • Solicit input on potential neighborhood traffic management ideas At the meeting NTCC, members (who do not already have a copy) will receive a hardcopy of the Carlsbad Residential Traffic Management Program to review prior to the plan development meeting. We will provide all agendas, figures, and other materials for this meeting, and we will generate a meeting summary. Task 1.4.1 - NTCC Meeting #2: Develop Recommended Plan After setting goals and reviewing the traffic data, the committee members are typically eager to begin plan development. Therefore, NTCC Meeting #2 will be focused on developing the draft neighborhood traffic calming plan. Our experience has been that the plan development is an interactive process with hands-on input from the NTCC. The intent of this design concept meeting will be to allow residents to develop their traffic calming plan, with consultant and City staff guidance, as needed. To facilitate NTCC plan development, we propose to bring large maps of the PAOI and tiles (similar to game pieces) of each approved traffic calming device from the toolbox. NTCC members are able to select and shift tiles (traffic calming devices) to various locations on the maps before agreeing on an optimal location. After the committee agrees upon a draft plan, one representative will present the plan to the NTCC and City staff at the meeting. This mini-presentation helps to gather the committee's thoughts, solidify the plan, and provides practice for the public meeting. Task 1.4.2 - NTCC Meeting #3 (If Needed) It is our belief that the development of a draft neighborhood traffic calming plan can be completed in two meetings; however, if circumstances prevent the NTCC from completing a draft plan in two meetings, then we will facilitate Meeting #3 to finalize development of a draft plan. Task 1.5 - Rendering of Draft Neighborhood Traffic Calming Plan We will graphically represent the draft neighborhood traffic calming plan as developed by the NTCC. Although we will produce a to-scale map of the neighborhood and device locations using AutoCAD software, the purpose of this task is to prepare a map for distribution to the residents in the PAOI. We've found that true "engineering drawings" can often be overly technical for the general public. Therefore, we propose the use of symbols to represent traffic calming devices on an easily readable map. This map will be used in FEHR & PEERS City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 subsequent survey mailers sent to residents of the PAOI. The map will also be distributed to the NTCC electronically, allowing members to print their own copies for use in their public outreach efforts. A more formal draft plan will be compiled using AutoCAD software and will depict the devices in their proposed locations. We will identify the addresses adjacent to the proposed devices, locations of driveways, and estimated loss of on-street parking adjacent to each device. Task 1.5.1 - Affected Agencies Meeting Note: This task was not included in the original RFQ. We believe this step is necessary to ensure an acceptable neighborhood traffic calming plan. If the City so desires, this task could be removed from the scope and the timeline/budget adjusted accordingly. Our experience has shown that it is important to involve affected agencies early in the plan development due to the impedance that certain traffic management measures may pose to certain groups. Although affected agencies are encouraged to attend the community meetings, this task includes separate discussions with them. As part of this task, we will facilitate a separate meeting with the following agencies to solicit feedback on the proposed neighborhood traffic calming plan: • Carlsbad Police Department • Carlsbad Fire Department • Transit • School Officials • Maintenance • Waste Management Additionally, the Public Works staff will have time to review and provide comments on the proposed plan. Task 1.5.2 - NTCC Meeting #4 (If Needed) The comments and suggestions provided at the affect agency meeting will be reviewed and discussed with NTCC. This additional NTCC meeting gives the committee an opportunity to modify their plan based on comments received from the affected agencies. Task 1.6 - Neighborhood Meeting #2: Present Proposed Plan We will attend a neighborhood meeting, after the formulation of the proposed plan, and provide supporting materials to the NTCC, which will present the neighborhood traffic calming plan. Although we are capable of presenting the committee's plan to the neighborhood, our experience has been that the neighborhood at-large will be more receptive to a plan if it is communicated by residents instead of by an outside consultant. Therefore, we proposed the NTCC deliver the presentation with full support from both us and City staff. We will prepare and document the proposed neighborhood traffic calming plan, in the form of a PowerPoint presentation and supporting wall graphics and handouts. This will be useful in communicating the plan to the public at the community meeting. FEHR Si PEERS 'esidential Traffic Management Plan - Scope of Work December 2008 Task 1.6.1 - NTCC Meeting #5 - Review Outcome and Make Final Modifications Note: This task was not included in the original RFQ. We believe this step is necessary to ensure an acceptable neighborhood traffic calming plan. If the City so desires, this task could be removed from the scope and the timeline/budget adjusted accordingly. We will facilitate a final NTCC meeting, at which we will accomplish the following: • Review comments and ideas voiced at the neighborhood meeting • Revise proposed plan as needed based on comments and ideas This meeting is intended to reassure the NTCC that the plan they developed was well received by the neighborhood at-large and would be presented to the PAOI as such. We will provide supporting materials and handouts, as needed. Typically, this committee meeting can be held immediately following the second neighborhood meeting, as the committee is expected to attend the neighborhood meeting. Task 1.7- Advisory Survey Process and Approval We will develop a resident survey on the proposed neighborhood traffic calming plan. The survey will include a description and map of the plan and a mail-back form. The mail-back form will identify the address of the voter, so that approval of residents immediately adjacent to proposed devices can be verified. City staff will mail surveys to the neighborhoods and tally the results. A positive advisory vote by the neighborhood at-large will give the City confidence of widespread neighborhood support. However, if a positive advisory vote by the neighborhood is not achieved, then the process may return to the plan development step (Task 1.4.1). The following tasks would be needed to modify the neighborhood plan in an attempt to gain sufficient widespread support. If the initial neighborhood plan achieves the required support, then these tasks are not needed. This scope assumes changes needed during re-development of the neighborhood plan would involve minor adjustments only. For example, minor adjustments could involve relocation of proposed devices or switching devices with similar traffic calming features. It is assumed that the changes would not warrant an additional meeting with the affected agencies. Task 1.8 - Re-Survey Process Before the development of the modified neighborhood plan, the NTCC can work to gain support for the existing traffic calming plan via an outreach program. The neighborhood may be re-surveyed after the conclusion of the outreach program. Similar to the previous task, we will provide assistance to the City during the re-surveying process Task 1.8.1 - NTCC Meeting #6: Re-develop Recommended Plan As part of this task we will work with the NTCC to re-visit the items contained in Task 1.4.1. Task 1.8.2 - NTCC Meeting #7: Refine Re-developed Plan As part of this task we will work with the NTCC to re-visit the items contained in Task 1.4.2. FEHR & PEERS City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 Task 1.9 - Re-rendering of Draft Neighborhood Traffic Calming Plan We will depict the revised draft neighborhood traffic calming plan, similar to Task 1.5. Task 1.10- Neighborhood Meeting #3: (Re-)Present Proposed Plan We will attend a neighborhood meeting, after the formulation of the revised neighborhood plan. We will assist the NTCC in sharing the draft plan with the neighborhood, similar to Task 1.6. Task 1.10.1 - NTCC Meeting #8 - Review Outcome and Make Final Modifications We will facilitate a NTCC meeting at which we will review comments voiced during the neighborhood meeting and revised the proposed plan, as needed. This task is similar to Task 1.6.1. Task 1.11- Advisory Survey Process and Approval Similar to Task 1.7, we will provide a resident survey on the revised proposed neighborhood traffic calming plan. City staff will mail and administer the survey. Task 1.12- City Council Meeting Note: This task was not included in the original RFQ. We believe this step is necessary to ensure an acceptable neighborhood traffic calming plan. If the City so desires, this task could be removed from the scope and the timeline/budget adjusted accordingly. We will attend one City Council meeting where we will support City staff. We will prepare maps, a presentation, and assist in the council report preparation, if needed. FEHR & PEERS esidential Traffic Management Plan - Scope of Work STAGE 2: PREPARATION OF FINAL TRAFFIC CALMING IMPROVEMENT PLANS, SPECIFICATIONS, AND COST ESTIMATES Note: A detailed budget and scope for this phase of the project will be determined and agreed to after the neighborhood plan has been firmly established. Draft tasks for Stage 2 have been included in this section; however, these tasks are not included in the proposed budget. We understand that the continuation of the project into Stage 2 is dependent on the results of the support survey. We intend to support the NTCC in their efforts to develop and gain approval for a well-prepared neighborhood traffic calming plan. However, if approval is not initially achieved, then we understand the need to return to the plan development step, as previously described. We will receive authorization from the City before returning to the plan development step or before beginning Stage 2. Task 2.1 - Prepare Final Traffic Calming Improvement Plans. Specifications, and Cost Estimates The City-approved conceptual engineering layout (as developed in the previous Stage 1) will be used as the basis for final design and the preparation of plans, specifications, and construction quantities. We will prepare improvement plans to implement the chosen traffic calming options. At this time, we believe these items could consist of street narrowing, diverters, landscaped parkway bulbouts with opportunities for parking, and similar traffic calming devices as included in the City's toolbox. With a street narrowing project, we will need to design the revised street cross section, new curbs, and review whether the centerline has shifted (if it is an unequal narrowing). It may also be desirable to examine the street pavement and determine its condition and whether rehabilitation is needed. Field survey will be needed for creation of the controlled base maps and representation of the calming options in plan form (we will coordinate with the City to determine the needed base map information). It is anticipated our construction plan set will include the following sheets: . Title • Typical Cross Sections • Layout & Profiles • Off-Site Improvements & Details • Construction Details » Signing & Striping • Traffic Handling / Staging . Planting Plan & Details • Irrigation Plan & Details As the streets generally contain the water and sewer lines which service the neighborhood, we will need to determine if location of the new curb placement and resulting landscape improvements will impact the existing service lines. For instance, if the waterline is currently near one of the street edges, it may become a conflict to the proposed landscape improvements and may require relocation. It may also be necessary to adjust meter locations and adjust existing manholes, pull boxes, and valve boxes to proposed grade. We will coordinate with the utility companies for modifications necessary to their facilities. We will work the utility company to coordinate any necessary work on their part. FEHR & PEERS City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 The staging of the construction is an important factor to the timely completion of the project and to minimizing inconvenience to the traveling public, the adjacent residents, and business owners. It is important to ensure that access is maintained and disruptions are minimized. Specifications will also be prepared. At the 70% submittal, we will submit a specification outline. At that time, we can determine if the City chooses to use Greenbook specifications, Caltrans specifications, or some other variation. At the 90% and final submittal, we will submit the complete specifications. The City will provide the proposal forms, current Standard General Provisions, and Construction Contract Agreement to incorporate into the document. We will work with the City on assembling the entire contract document package. Additionally, a preliminary construction cost estimate must be prepared to inform the City of the upcoming financial obligation and to provide an engineer's estimate as a basis for the anticipated construction costs. The estimate will depict quantities in imperial units and associated prices for each work item along with appropriate mobilization and contingency costs. Costs for associated utility work will also be included in the estimate. We will research the latest unit prices available and consult the City on specific prices and use available historical cost information from other recent projects to ensure the unit prices are current. The cost estimates will be updated at each submittal milestone to reflect the current status of construction costs. Using the cost estimate as a basis, we will determine which items in the cost estimate will be included as contract items in the bid list. We have found an essential part of the PS&E is preparing a bid proposal which references the location of the contractor's payment clause. In this manner, we can ensure that all bid items have a clear manner of payment. We cross check the construction plans, cost estimate and bid item list to ensure all items of work are paid for, correct bid and estimate item size and quantity. Since the engineer's cost estimate and bid proposal may not list the same items, we will ensure the bid list covers means of payment for all work items. It is also important to coordinate with our team members on specific items, such as final pay items, partial pay items, lump sum items, etc. Task 2.1.1 - Landscaping It is anticipated that traffic calming devices in the neighborhood traffic calming plan will require landscape improvements. For example, many traffic calming measures in the City's toolbox have the benefit of including landscaping in the devices, such as median islands, bulbouts, chicanes, etc. Landscape planting and irrigation plans will be prepared for the devices, as needed. Development of the landscape plans will include the following tasks: • Prepare Planting Plans - Plans will delineate location of trees, shrubs, and ground cover. In addition, the plans will identify genus/species of trees, shrubs, and ground cover • Coordinate plant material types and proposed locations with consulting civil engineer to avoid intrusion into necessary sight distance lines • Prepare Plant Materials List and Planting Details • Prepare Irrigation Plans - Plans will delineate location and size of the following: water meter(s), backflow prevention assemblies, and routing of irrigation mainline, location of control, gate/ball, and quick coupling valves, irrigation laterals, and sprinkler heads. Additionally, plans will indicate location and specification of automatic irrigation controller(s) • Prepare Irrigation Equipment Legend/Schedules, Details, and Hydraulic Calculations • Coordinate location(s) of irrigation crossovers, conduits, and sleeves with consulting civil engineering and City of Carlsbad FEHR & PEERS City of Carlsbad Residential Traffic Management Plan December 2008 Scope of Work • Coordinate utility (water/electrical) requirements with consulting civil engineer and City of Carlsbad • Prepare technical specification for irrigation, planting, and associated maintenance • Prepare Estimate of Probable Construction Costs • Perform internal QA/QC procedures Task 2.2 - PS&E Submittal and Review We will prepare the PS&E submittal at the 30%, 70%, 90% and final levels. A good time to schedule a meeting with the City is upon receipt of their review comments such that comments can be clarified and issues discussed and resolve. We will provide a written response to City comments at the 30%, 70%, and 90% reviews. We anticipate the City comments will come from a variety of departments, including at a minimum, Public Works, fire, and police. As part of the submittal process, we will also provide our plans to the utility owners present within the project limits so they can verify their facilities and determine any impact. Task 2.2.1 - Landscaping Plan Submittal and Review Similar to the Civil PS&E Submittal and Review, the landscaping portion of the design will also address comments at the 30%, 70%, and 90% completion levels. During the submittal procedures, the landscape architect will respond to City of Carlsbad comments at each submittal milestone. Task 2.3 - Final PS&E Submittal At the conclusion and approval of the PS&E, we will submit the final documents to the City. The final submittal will consist of mylar plan sheets, electronic files, contract specifications, a bid proposal, and the estimated cost. Digital copies of the plans will be submitted per the City's "Standards for the Digital Submittal of Maps and Plans." We will also need to determine any special requirements for a Resident Engineer file. We have also budgeted to provide construction engineering assistance. This will include: one pre- construction meeting, two field visits, two site visits, and responding to RFIs. Task 2.3.1 - Landscaping Construction Documents Similar to the aforementioned Civil Engineering submittal, 100% PS&E submittals will be prepared for the landscape improvement plans and will incorporate items discussed in the previous tasks. MEETINGS Our budget has been set assuming attendance at all foreseeable meetings. Meetings will be attended as needed and billed on a time-and-materials basis. PROPOSED PROJECT BUDGET The Stage 1 tasks identified in the scope of work can be completed for a not-to-exceed cost of $64,180. The cost is separated by staff-hour by task in the following table. FEHR & PEERS Task / Description Billing Rates Fehr & Peers Hours By Person Principal $220 Engineer $145 Support $115 Budget Stage 1 A - Development of Neighborhood Traffic Calming Plan (first iteration) Task 1.1- Background Information and Kickoff Meeting Task 1 .2 - Site Review Task 1.3- Neighborhood Meeting #1 : Tutorial ol Neighborhood Traffic Management Process Task 1.3.1 - Formation of NTCC Task 1 .4 - NTCC Meeting #1 : Neighborhood Traffic Management Plan, Tutorial, Clarify Problems, and Goals Task 1.4.1 - NTCC Meeting #2: Develop Recommended Plan Task 1.4.2 NTCC Meeting #3 Task 1.5 - Rendering of Draft Neighborhood Traffic Calming Plan Task 1.5.1 - Affected Agencies Meeting Task 1.5.2 - NTCC Meeting #4: Modify Recommended Plan Task 1.6 - Neighborhood Meeting #2: Present Proposed Plan Task 1 .6.1 - NTCC Meeting #5 - Review Outcome and Make Final Modifications Task 1 .7 - Advisory Survey Process and Approval Stage 1A Sub-total (Hours) Stage 1A Sub-total (Budget) 4 8 4 4 2 2 2 2 8 2 38 $8,360 Stage 1B - Re-development of Neighborhood Traffic Calming Plan (second iteration, Task 1 .8 - Re-survey Process and Approval (if first survey fails to garner support, then the foilowing efforts are needed) Task 1.8.1 - NTCC Meeting #6: Re-develop Recommended Plan Task 1.8.2 NTCC Meeting #7: Refine Re-developed Plan Task 1 .9 - Re-rendering of Draft Neighborhood Traffic Calming Plan Task 1.10 - Neighborhood Meeting #3: (Re-)Present Proposed Plan Task 1.10.1 - NTCC Meeting #8 - Review Outcome and Make Final Modifications Task 1.1 1 - Advisory Survey Process and Approval Stage 1B Sub-total (Hours) Stage 1B Sub-total (Budget) 4 2 2 8 2 18 $3,960 8 10 20 2 20 20 12 24 10 12 16 2 6 162 $23,490 if needed) 3 8 6 8 12 2 3 42 $6,090 12 32 4 8 8 8 36 4 8 16 8 144 $16,560 $2,040 $2.830 $8,340 $750 $4,700 $4,700 $3.100 $8,060 $2,350 $3,100 $5,920 $730 $1,790 $48.410 4 4 4 8 8 4 32 $3,660 $895 $2,500 $1,770 $2,520 $4,420 $730 $895 $13,730 Stage 1C - City Approval Meetings Task 1.12- City Council Meeting Stage 1C Sub-total (Hours) Stage 1C Sub-total (Budget) Stage 1 Total Hours Stage 1 Total Plan Development Budget 4 4 $880 60 $13,200 8 8 $1,160 212 $30,740 0 $0 176 $20,240 $2.040 $2,040 448 $64,180 fp F LH II & Pi. I 10 Traffic Management Plan - Scope of Work December 2008 PROPOSED PROJECT SCHEDULE The following summarizes the proposed project schedule for Stage 1 and 2. Tasks Duration (weeks) Stage 1 Task 1 - Background Information and Kickoff Meeting Task 2 - Site Reviews Task 3 - Neighborhood Meeting #1: Tutorial of Neighborhood Traffic Management Process Task 3.1 - Formation of NTCC Task 4 - NTCC Meeti ng #1: Neighborhood Traffic Management Plan Tutorial, Clarify Problems and Goals Task 4.1 - NTCC Meeting #2: Develop Recommended Plan 2 Task 4.2 - NTCC Meeting #3 2 Task 5 - Rendering of Draft Neighborhood Traffic Calming Plan 2 Task 5.1 - Affected Agencies Meeting 3 Task 6 - Neighborhood Meeting #2: Present Proposed Plan 3 Task 6.1 - NTCC Meeting #4 - Review Outcome and Make Final Modifications 1 Task 7 - Advisory Survey Process and Approval 4 Sfage 1 Total = 24 weeks Stage 2 Task 1 - Prepare Final Traffic Calming Improvement Plans, Specifications, and Cost Estimates The preparation of base maps and the initial survey is expected to be completed within 4 weeks after authorization to proceed with Stage 2. Task 2 - PS&E Submittal and Review The 30% design documents can be completed within 4 weeks after completion of the survey and base mapping. Subsequent submittals can typically be completed within 4 weeks from receiving all agency comments. Task 3 - Final PS&E Submittal The final PS&E submittal can typically be completed within 4 weeks from receiving the final comments. Sfage 2 Total = 20 weeks Total = 44 weeks 11 FEHR & PEERS City of Carlsbad Residential Traffic Management Plan - Scope of Work December 2008 From our experience developing traffic calming plans we know that neighborhood projects have a much higher success rate when they are approved by the residents of the neighborhood. Development of a neighborhood traffic calming plan is time consuming due to public meetings, public mailers, public surveys, etc. In addition, the development of a neighborhood traffic calming plan involves participation from a number of parties, from the neighborhood committee to the affected agencies to the City Council. Therefore, the actual schedule of the development is partially beyond our control and is dependent on the availability of others, such as neighborhood committees, affected agencies, etc. We will make the utmost effort to complete the project in a timely fashion. Upon receipt of the Notice to Proceed, we will prepare a comprehensive Project Management Plan memorandum within two weeks that includes budget and schedule estimates for all of the tasks described in the Scope of Work, providing specific project milestones for review and approval by the City Engineer/Project Manager. In addition, we will prepare a Quality Assurance/Quality Control (QA/QC) Plan for this project, which identifies the accuracy and reviewing procedures of each element of the project products and their designated responsible charges. The Fehr & Peer's team realizes the success of any consulting service is based on how well the consultant understands the objectives of the client, and on smooth interaction between consultant team and client. Project management is very important to maintain the understanding and effective communication, especially working in conjunction with a variety of stake holders. To this end, we pay particular importance to the day-to- day project management; including meetings, monthly progress reports, ongoing tracking of schedules, invoicing, and overall administration of the project. 12 FEHR & PEERS