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HomeMy WebLinkAboutRBF Consulting; 2009-01-29; PWENG675PWENG675 AGREEMENT FOR ENGINEERING SERVICES FOR SIERRA MORENA AVENUE TRAFFIC CALMING PLAN AND DESIGN (RBF CONSULTING) THIS AGREEMENT is made and entered into as of the O day of A U\i\ A . 20^. by and between the CITY OF CARLSBAD, a municipal 'ration, , ( City "Xjyid RBF Consulting, a California corporation, ("Contractor"). RECITALS A. City requires the professional services of an engineering consultant that is experienced in traffic engineering. B. Contractor has the necessary experience in providing professional services and advice related to traffic engineering. 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 phase of the project unless a written Notice to Proceed has been issued by the City for the specific 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. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be eighty thousand six hundred twenty two dollars ($80,622). No other compensation for the Services will be allowed except for items covered by subsequent City Attorney Approved Version #05.06.08 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. 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 City Attorney Approved Version #05.06.08 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-:VN". 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. 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. City Attorney Approved Version #05.06.08 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. City Attorney Approved Version #05.06.08 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 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 Citv: Name Robert T. Johnson For Contractor: Title Citv Engineer Name_ Title Scott Taylor Department Engineering City of Carlsbad Address 1635 Faraday Avenue Senior Vice President Address 5050 Avenida Encinas. #260 Carlsbad. CA 92008 Phone No. (760)476-9193 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 City Attorney Approved Version #05.06.08 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. 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 Agreemer CONTRACTOR RBF CONSULTING, a California Corporation Bv: CITY OF corpor ' fiign here) (print name/title) (e-mail address) c/=o -(print name/title) LORRAINE M. WOOD City Clerk (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 By:J/L4A Deputy City AttoYney City Attorney Approved Version #05.06.08 EXHIBIT "A" SCOPE OF WORK Carlsbad Residential Traffic Management Plan - Phase III The Carlsbad Residential Traffic Management Plan will be executed in two phases. RBF Consulting will not initiate work on either phase of this scope of work until written notice to proceed is provided by City of Carlsbad staff. Phase 1 Development of Conceptual Traffic Calming Design (Notice to Proceed #1) Task 1.0 Project Management RBF Consulting will be responsible for providing the City of Carlsbad and RBF Task Leaders (Project Team) with monthly progress reports, which will include the following: o Monthly Project Team Meetings, including preparation and distribution of agendas and meeting minutes; o Monthly Progress Reports, summarizing schedule, budget and action items o Monthly Updates to Decision Log and Action Item Lists o Monthly Schedule updates All agendas and meeting minutes will be distributed to the Project Team within one week of the scheduled Project Team meeting. RBF Consulting will be responsible for maintaining and distributing a decision log for the project that will be distributed monthly with the meeting minutes to the Project Team. 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 Project Team Meetings. Information regarding schedule and budget updates will be distributed to the project team via email prior to each of the schedule Project Team Meetings. Task 1.1 Kick-off Meeting Working together with City staff, the RBF Team will schedule, prepare agenda for and conduct a kick-off meeting. Attendees should include key City staff and RBF task leaders. The goal of the meeting will be to exchange information regarding the project, establish communication protocols and establish the project schedule. A portion of the kick-off meeting will be conducted in the field along the study corridor in order to visually understand the key issues identified in the first two phases of the project. Task 1.2 Establish Baseline Conditions The RBF Team will prepare a base map of all streets within the Project Area of Influence (PAOI) using an aerial photograph of the study area and information collected in Task 1.1. The base map will be field reviewed to ensure accuracy and to identify potential project constraints. The information will be compiled into base design concept sheets. In addition, the project team will create materials summarizing potential traffic calming tools that will be used to convey potential options to the community during the workshops and with the Neighborhood Traffic Calming Committee (NTCC) and staff. Such materials will include matrices of potential traffic calming tools and large boards illustrating potential traffic calming options. The potential traffic calming tools will be limited to only those features included in the Carlsbad Residential Traffic Management Program. These materials will be used throughout the project. Task 1.3 Neighborhood Kick-off Workshop The RBF Team will prepare a Powerpoint presentation, related graphics and existing conditions maps for the Neighborhood "Kick-Off1 Workshop. The RBF Team will be responsible for facilitation of the meeting. The purpose of this meeting is to educate the residents within the PAOI on the Phase III process as well the history of the project. Potential traffic calming measures that could be implemented in their community will be described during this meeting. Residents will be asked to provide their input regarding the existing conditions and traffic concerns along the corridor. A minimum of one to two members of the NTCC will be identified by City staff prior to the Neighborhood Kick-off Workshop. City staff will coordinate with NTCC members in selecting the date, time and location of the Kick-off Workshop. City staff will be responsible to secure the meeting location and payment of any facility fees. At the Kick-Off Workshop, the NTCC members will be introduced to the community and additional committee membership opportunities will be announced. RBF Consulting will provide an interest list sheet at the meeting where interested parties can identify themselves. It will be the responsibility of the initial members of the committee to identify and select the remaining members. The RBF Team will provide a "camera ready" flyer for the meeting. City of Carlsbad will be responsible for reproducing the flyers and distributing the flyers to the community. Task 1.4/1.5 Traffic Calming Concept Plan Meetings & Preliminary Design Upon the establishment of the NTCC, the RBF Team will schedule a kick-off meeting with the community members and City staff. During this meeting, we will establish a series of meetings that will be conducted either in the evening or on weekends in order to accommodate NTCC schedules. The frequency of meetings and location of meeting will be determined during the kick-off meeting. Following the kick-off meeting, a series of three working meetings will be conducted to develop the initial concept plan. However, it may be determined through the process that fewer or additional meeting may be necessary. These changes to the schedule will be made at the discretion of the NTCC. The focus of each meeting will be as follows: o Meeting 1 - RBF Team works with the community and discusses existing concerns along the study corridor, identifies potential traffic calming measures to address the issues, and conducts hands-on exercise to mark up an aerial photo. o Meeting 2 - RBF Team reviews constraints and potential concerns with NTCC. Focus of the meeting will be revising the concepts and addressing concerns raised by RBF Team, City staff and the NTCC. o Meeting 3 - RBF Team presents Traffic Calming Concept Plan to NTCC and City staff. Pending consensus by the NTCC, the RBF Team would prepare for presentation of findings to residents within the PAOI. Copies of the plan would be provided to NTCC members so that the information could be shared and discussed between community members. Following each meeting, RBF will take the concepts developed by the committee and prepare conceptual plans to illustrate the concepts. Constraints and potential concerns will be identified during conceptual design process. The plan will be revised following each meeting by RBF Consulting. Traffic Calming Concept Plans will be prepared in AutoCAD to a scale that is acceptable to City staff. The plans will illustrate existing property lines, driveways, parking, utilities and drainage features. Impacts to these existing conditions will be clearly identified in the draft Traffic Calming Concept Plan developed by the NTCC and discussed at the working meetings. For each meeting, the RBF Team will maintain meeting minutes that will be available to the committee for review and comment. Meeting minutes will be emailed within two days of the meeting. Task 1.6 Neighborhood Workshop - Presentation of Traffic Calming Concept Plan The RBF Team will be responsible for scheduling, preparing materials for and conducting the second of two Community Workshops. This meeting may be held on either a Saturday morning or weekday evening to encourage community participation. The date and time of this meeting will be determined by the NTCC and announced at the neighborhood Kick-off Workshop if possible. During this workshop, NTCC members will present the Traffic Calming Concept Plan to the community and discuss the reasons for the tools selected and placement of the traffic calming elements. The RBF Team will be available to assist in responding to question and addressing design elements of the plan. All materials for the presentation will be prepared by RBF Consulting. This includes graphics, Powerpoint presentations and handouts. RBF Consulting will be responsible for preparing a "camera ready" flyer that will be submitted to City of Carlsbad. City of Carlsbad will be responsible for reproducing the flyers and distributing the flyers to the community. If necessary, it will be City of Carlsbad responsibility to secure the meeting location and pay any facility fees. Task 1.7 Survey Residents within Project Area of Influence The RBF Team will provide 11"x17" copies of the Traffic Calming Strategy to City of Carlsbad staff for distribution within the community within one week of the second community meeting. The RBF Team will also assist City staff in developing a support survey that will be distributed to residents within the PAOI. Reproduction of materials and distribution to the community shall be the responsibility of City of Carlsbad. A minimum of two weeks should be allotted for residents to file their responses to the survey. The RBF Team will recommend strategies to the NTCC members help maximize the return rate on the surveys. Task 1.8 Determining the Next Steps Following the survey submittal deadline, the RBF Team will coordinate an NTCC meeting to discuss results of the survey and determine the "next steps" for the project. One of three actions will occur: o Option 1 - If a two-thirds percent approval is not achieved, then the NTCC may decide to revise and resubmitted to the community. Task 1.9 has been established to address this work program. o Option 2 - If support is low or clear direction is not given it may be necessary to forego improvements in the study area. The RBF Team will then conduct a project closeout meeting with City staff and NTCC. A brief report summarizing the results of the process will be prepared, as summarized in Task 1.10. o Option 3 - In the event, the Traffic Calming Strategy is approved with two-thirds support on the first pass, the RBF Team will prepare a summary report of the findings of the Phase III traffic calming program. Task 1.10 has been established that will include preparation of a summary report. If the Traffic Calming Strategy is approved, the RBF project manager will present the strategy with City staff to the City Council (Task 1.11). Task 1.9 Additional Meetings/Revisions to Concept Plan This task will be initiated only if the necessary approval required in the Carlsbad Residential Traffic Management Plan is not reached (a two-thirds majority with a 40% return rate) and the NTCC determines that refinements to the concept plan would achieve the necessary support. RBF Consulting will schedule and conduct a meeting with the NTCC to determine what changes could be made to the concept plan. RBF Consulting will revise the plan and distribute to the Project Team/NTCC for approval. Once the NTCC is satisfied with the revised Traffic Calming Concept Plan, the plan will be redistributed to the community at an Open House type community meeting. Mail voting will reinitiated. RBF Consulting will be responsible for preparing the necessary graphics and materials for the NTCC meetings and community Open House, which includes the survey and flyer for the meeting. City of Carlsbad will be responsible for reproducing and distributing the flyers and surveys to the residents in the PAOI. This scope of work assumes that if the second survey does not reveal the necessary support, as summarized in the Carlsbad Residential Traffic Management Plan, the process would end. RBF Consulting would proceed with Task 1.10 and prepare the summary report. Task 1.10 Summary Report Once all tasks are completed in Phase 1 of this work program, RBF Consulting will prepare a summary report that will include the steps taken in the project. Results of the community outreach efforts and concept plans will be included in the report. The report wiil include a summary of the surveys conducted. Task 1.11 Attendance at City Council Meeting If determined to be necessary, RBF Consulting will be available to attend up to one (1) City Council meeting to review the findings of the Carlsbad Residential Traffic Management Plan - Phase III efforts for the PAOI. During this meeting, RBF Consulting will be available to assist with the presentation and respond to comments from the City Council and community. Phase 2 Preparation of Traffic Calming Improvement Plans, Specifications and Cost Estimates All tasks included in Phase 2 of this work program will be conducted pending the written authorization by City of Carlsbad to proceed. Task 2.1 Phase 2 Kick-off Meeting The RBF Team will work together with City of Carlsbad in establishing a schedule for the completion of both design and environmental review at a Phase 2 kick-off meeting. During this meeting, a submittal schedule and communication protocol shall be developed. The RBF Team will schedule the meeting, prepare necessary agendas and meeting minutes and follow up with City staff on any outstanding items. Task 2.2 Prepare Project Plans and Estimates The RBF Team will prepare final improvement plans for the selected Traffic Calming Strategy. Plans shall be prepared at a scale of 1" = 20' for roadway improvements and 1" = 10' for traffic calming details. Plan sheets shall be 24" x 36" in size and prepared in accordance with City of Carlsbad design requirements. City title block and border will be included on all design sheets. The initial submittal to City of Carlsbad will be a 30% submittal which will be used in the environmental review process. This submittal will not include specifications, but will include an engineer's estimate of costs. No further plans will be prepared until City of Carlsbad provides the written authorization to move forward with Task 2.3. Task 2.3 Completion of PS&E Pending the authorization of City staff to continue with the final design plans, the plans will be submitted to City of Carlsbad for review and comment at 70, 90 and 100%. Upon receipt of comments, the RBF Team will meet with City staff to review comments and return the plans for next submittal within two weeks of coordinating comments with City staff. Although plans and cost estimates shall be provided for staff review at each submittal, outline specifications will be provided at 70% submittal followed by full draft specifications at 90% submittal. The RBF Team will work together with City staff in determining the approach Specifications boiler plate document for this project. Task 2.4 Final Submittal Upon approval of the final design, the RBF Team will submit full size sets of plans on Mylar of drawing files, specifications and engineer's cost estimates. In addition, digital drawing files shall be submitted per the City's "Standards for the Digital Submittal of Maps and Plans". Exhibit "B" City of Carlsbad - Traffic Management Plan Phase III Sierra Morena Allocation of Hours by Task Tasks Phase 1 - Developing the Concept Plan Task 1 .0 Project Management Task 1.1 Phase 1 Kick-Off Meeting Task 1.2 Establish Baseline Conditions Task 1 .3 Neighborhood Kick-Off Workshop Task 1 .4 Traffic Calming Design Concept Meetings Task 1 .5 Preliminary Design Task 1 .6 Neighborhood Workshop - Presentation of Traffic Calming Concept Plan Task 1 .7 Survey of Residents in PAOI Task 1 .8 Determining the Next Steps Task 1 .9 Additional Meetings/Revisions to Concept Plan Task 1.10 Summary Report Task 1.11 Attendance at City Council Meeting Phase 2 - PS &E Task 2.1 Phase 3B Kick-Off Meeting Task 2.2 Prepare Project Plans, Specifications & Estimates (30%) Task 2.3 Complete PS&E (70%, 90%, 1 00%) Task 2.4 Final Submittal Budget $5,400 $900 $5,020 $6,182 $9,180 $7,080 $4,042 $2,520 $900 $5,964 $1,904 $720 $850 $7,800 $18,160 $4,000 Allocation of Hours Project Manager ($180) 30 2 4 4 16 2 2 2 2 8 4 4 2 4 4 4 Project/Traffic Engineer ($135) 2 4 2 8 2 2 4 2 8 24 8 Project Planner ($135) 2 8 16 8 16 2 8 Design Engineer ($110) 24 8 40 2 20 2 50 120 20 Assistant Planner ($88) 10 24 40 24 8 8 Administrative Support ($60) 4 2 2 4 8 Reimbureible 1000 500 1000 500 1000 Total Budget $80,622 90 66 60 286 114 20 4,000 Phase 1 Budget $49,092 76 24 60 94 114 20 Phase 2 Budget $30,810 14 42 0 192 0 0 EXHIBIT "B" BUDGET Carlsbad Traffic Management Plan - Phase 3 RBF Consulting will complete the tasks outlined in the scope of work for a not to exceed fee of $80,622. A breakdown by task is provided on the following page. In Task 1.4 of the scope of work, RBF Consulting will conduct three (3) meetings with the NTCC to develop a Traffic Calming Design Concept. Based on the hourly summary included in the attached spreadsheet, the cost per NTCC meeting is as follows: Preparation Time: $ 1,500 (Presentation materials, handouts, agendas, etc) Meeting Time: $ 1,100 (Set up, clean up, up to 3 RBF staff per meeting) Meeting Wrap Up $ 500 (Follow up to outstanding issues per meeting) Total Per Meeting Cost: $ 3,100 Following each NTCC meeting, RBF Consulting will prepare concept designs or revisions. The cost associated with the conceptual design is allocated in Task 1.5 of the provided breakdown by task attached.