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HomeMy WebLinkAbout2018-02-27; City Council; ; Adopt a Resolution approving a professional services agreement with Stantec Consulting Services Inc to provide professional lighting consulting services specific to the VCA Review� � CITY COUNCIL� Staff Report Meeting Date: To: From: Staff Contact: Subject: Mayor February and 27, City 2018 Council Kevin Claudia Crawford, Huerta, City Village Manager Manager Claudia.huerta@carlsbadca.gov or 760-268-4759 Adopt Stantec a Consulting Resolution Services, approving Inc. a to provide professional professional services lighting agreement consulting with services specific to the Village area in an amount not to exceed $120,240. Recommended Action Adopt a Resolution approving a professional services agreement with Stantec Consulting Services, Inc. to provide professional lighting consulting services specific to the Village area. Executive Summary The city's Economic Development Division is seeking to support economic vitality in the Village with a placemaking and decorative lighting plan to enhance public safety, enrich the pedestrian experience and attract more people to the Village area streets and businesses. Urban design features, like decorative lighting solutions, have positive economic benefits in neighborhoods by encouraging pedestrians and cyclists to experience the streetscape and more easily access local shops and restaurants within a community's commercial core. After a competitive bidding process, city staff has chosen Stantec Consulting Services Inc. to complete the study. The study includes assessment of existing utility infrastructure and lighting systems and the development of a comprehensive pedestrian-oriented decorative lighting plan. Staff is recommending City Council approval of the professional services agreement. Discussion City Council has established a strategic council goal to enhance the health and vitality of the Village. As part of the 2017-2018 work-plan, improved lighting was identified as a way to support Village revitalization efforts and improve public space, infrastructure and amenities. Currently, there are three types of decorative lighting in the Village: wrapped trees on State Street, up-lighting of large trees at Grand Avenue and State Street, and decorative light poles with hanging flower baskets on Carlsbad Village Drive and State Street. Much of this lighting was installed as pilot projects through prior Council approval of capital improvement projects focused on decorative lighting. Businesses in other areas of the Village have requested additional lighting to improve foot traffic and ambiance, recognizing that there has been increased commercial activity in areas such a State Street north of Grand Avenue or along Carlsbad Boulevard. In evaluating these requests for additional lighting, staff has recognized that the existing separate lighting treatments are difficult to maintain and do not fully contribute to the potential sense of place that a comprehensive lighting strategy could create. Feb. 27, 2018 Item #4 Page 1 of 17 The current decorative lighting was selected since it is among the few lighting solutions the electrical infrastructure can support with its limited wattage capacity. As such, a comprehensive plan will seek to utilize city resources more efficiently as opposed to expanding existing pilot efforts. City staff released a Request for Proposals in July 2017 soliciting proposals from firms with experience in streetscape lighting design and electrical engineering. Six (6) proposals were received and ranked by a selection committee. This committee included four city staff: two staff members from economic development, one staff member from public works and one staff .member from parks and recreation. Responses were evaluated based on the following: proposed services and methodology, overall response, best value, related experience of the proposed project team and client reference information. Based on best value criteria, the selection committee chose Stantec Consulting Services Inc. as the consultant to lead this effort. Their team has extensive experience in assisting municipalities create placemaking and decorative lighting plans that enhance pedestrian experience, public safety and promote economic vitality while understanding the larger electric infrastructure available in a given geographic area. They are joined by sub-consultant MIG who has extensive experience in landscape design, urban planning and public outreach. A focus will be given to energy efficient lighting solutions including the use of LED lights with adaptive controls that compliment smart city strategies and support the city's climate action plan initiatives. The technical analysis completed as part of the existing conditions assessment will include evaluating existing street pole power and overall electrical infrastructure in the Village. This analysis will have implications not just for decorative lighting recommendations, but can also be used to assist future capital efforts related to the implementation of smart city technology in the Village area. The decorative lighting plan will support current and future economic development, active transportation and access to and within the Village by providing a cohesive sense of space, ambiance and orientation. When executed, a successful decorative lighting program will enhance the visual experience for all types of street-level activities. This decorative lighting plan focuses on the Village area because the goal of the plan focuses on driving additional pedestrian activity throughout the Village commercial core, especially at night. This plan will be developed in conjunction with the recommendations set for in the new draft Village & Barrio Master Plan. The consultant will review the master plan so that the recommendations of the lighting plan can be incorporated in the larger implementation of the master plan effort. The comprehensive lighting plan will include categorizing lighting recommendations in a phased approach so that the city can flexibly implement the plan based on funding and resource availability. This agreement includes project deliverables, timelines and milestones including periodic reporting and presentations to the project team. It provides for a one year term, with the possibility for an additional one (1) year extension. Fiscal Analysis Funding for this contract will be appropriated from the Community and Economic Development Department operating budget. No additional appropriation is required. Feb. 27, 2018 Item #4 Page 2 of 17 Next Steps Following the execution of this contract, the consultant will begin performing the specific tasks within the contract. These tasks include: • Existing conditions analysis that includes a technical assessment of the city's electrical infrastructure in the Village and consideration of long-term energy needs • Alignment with streetscape recommendations in the city's updated Village & Barrio Master Plan • Lighting needs assessment & preference surveys including at least 100 intercept surveys to be conducted in the study area • Public outreach workshops with real-time interactive results on participant responses and preferences • Delivery of a comprehensive lighting plan including phased recommendations that reflect a cost-benefit analysis for the city's consideration • Comprehensive lighting plan presentations to Planning Commission & City Council Environmental Evaluation (CEQA} The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(c) -minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion. Public Notification This item was noticed in accordance with The Ralph M. Brown Act and was available for viewing at least 72 hours prior to the meeting date. Exhibits 1. Resolution approving the professional services agreement between the City of Carlsbad and Stantec Consulting Services, Inc. Feb. 27, 2018 Item #4 Page 3 of 17 RESOLUTION NO. 2018-024 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH STANTEC CONSULTING SERVICES, INC. TO PROVIDE PROFESSIONAL LIGHTING CONSULTING SERVICES SPECIFIC TO THE VILLAGE AREA IN AN AMOUNT NOT TO EXCEED $120,240. Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California has established a strategic council goal to enhance the health and vitality of the Village; and WHEREAS, city staff has researched the benefits of placemaking and decorative lighting to local downtowns and has found that comprehensive lighting solutions enrich the pedestrian experience, improve public safety and attract more people to local area businesses; and WHEREAS, the city requires technical expertise in lighting design and engineering, lighting and electrical analysis, survey data collection, public outreach, and decorative lighting plan development to successfully improve the pedestrian experience and create a cohesive sense of place throughout the Village; and WHEREAS, a request for proposals for professional decorative lighting services was issued in July 2017 and on August 23, 2017 a total of six (6) proposals were received; and WHEREAS, four (4) city staff members participated on the selection committee and evaluated proposals using criteria outlined in the RFP and rated Stantec Consulting Services, Inc. as the top professional services provider who will best meet the city's needs and best address the city's goals and objectives; and WHEREAS, payments made to contractor for said lighting services shall be funded from the General Capital Construction fund. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the professional services agreement with Stantec Consulting Services, Inc. (Attached hereto as Attachment A) is hereby approved. 3. That the Mayor is hereby authorized and directed to execute the professional services agreement with Stantec Consulting Services, Inc. in an amount not to exceed $120,240. 4. That the City Manager is authorized to extend the agreement for a period of up to one year beyond its initial term. Feb. 27, 2018 Item #4 Page 4 of 17 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 27th day of February, 2018, by the following vote, to wit: AYES: NOES: ABSENT: K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. M. Hall. {SEAL) Feb. 27, 2018 Item #4 Page 5 of 17 AGREEMENT FOR MUNICIPAL LIGHTING SERVICES STANTEC CONSUL TING SERVICES, INC. THIS AGREEMENT is made and entered into as of the 27th day of --L..--""---'-"'--..........,.<....:...=--.:.-+---+---' 20.li, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), n STANTEC CONSULTING SERVICES, INC., a California corporation, ("Contractor"). RECITALS A. City requires the professional services of a consulting firm that is experienced in technical lighting assessments including the development of decorative and placemaking lighting solutions. B. Contractor has the necessary experience in providing professional services and advice related to lighting infrastructure, pedestrian oriented decorative and placemaking lighting. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. 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 one (1) year from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 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 one hundred twenty thousand two hundred forty dollars ($120,240). 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". City Attorney Approved Version 9/27/17 Feb. 27, 2018 Item #4 Page 6 of 17 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 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 City Attorney Approved Version 9/27/17 2 Feb. 27, 2018 Item #4 Page 7 of 17 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-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager 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. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability Insurance. $2,000,000 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. 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 Commercial General Liability which shall provide primary coverage to the City. 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. City Attorney Approved Version 9/27/17 3 Feb. 27, 2018 Item #4 Page 8 of 17 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 any time, 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 identifiqble. 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 notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City Name Title Claudia Huerta Village Manager Department Community and Economic Development Address 1635 Faraday Avenue City of Carlsbad Phone No. 760-268-4759 For Contractor Name Title Address Chris Dragman Senior Lighting Designer 9191 Towne Centre Drive, Ste 220 San Diego, CA 92122 Phone No. 858-622-2759 Email Chris.dragman@stantec.com 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. City Attorney Approved Version 9/27/17 4 Feb. 27, 2018 Item #4 Page 9 of 17 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories. Yes D No [8] 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 whose services are 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. 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 City Attorney Approved Version 9/27/17 5 Feb. 27, 2018 Item #4 Page 10 of 17 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 acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION 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 nor 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 9/27/17 6 Feb. 27, 2018 Item #4 Page 11 of 17 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. STANTEC CONSULTING SERVICES, INC. a California corporation 1gn here) fA,c:::.-r-oveprt>cJ Vt ~(7fZ-01{7c:vr (print name/titl {sign here) CITY OF CARLSBAD, a municipal corporation of the State of California By: l~ ATTEST: /'~fZL-fil-lL ~,;,~ hi/J{//';4L-CityClerk (print name/title) 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: CELIA A. BREWER, City Attorney City Attorney Approved Version 9/27/17 7 Feb. 27, 2018 Item #4 Page 12 of 17 EXHIBIT "A" SCOPE OF SERVICES Contractor will provide lighting design services to create a comprehensive pedestrian-oriented decorative lighting plan for the Village that will enhance quality of life and economic vitality. The lighting plan will support current and future economic development, active transportation and access to and within the Village by providing a cohesive sense of space, ambiance, orientation, and by enhancing the visual experience for all types of pedestrian activities. 1) EXISTING CONDITIONS ANALYSIS (LIGHTING AND TECHNICAL) (A) Analyze Existing Site Lighting Conditions Contractor will provide oversight of the project team and will provide two-person teams to perform a direct, on the ground survey of existing lighting and electrical systems. Contractor will utilize various methods for documenting the existing conditions including web based sources and existing civil plans, if available. City will provide any available existing plans to Contractor along with SDG&E contact. Contractor will document existing conditions for street lighting, pedestrian scale lighting and decorative lighting, both public and private. After review of the existing systems, including existing streetscape and landscape features Contractor will perform light-level studies of typical application areas-to determine a baseline for existing conditions. Analysis will also include an assessment of existing energizing infrastructure and will identify energizing opportunities and constraints for additional lighting in the study area. Contractor will research existing electrical service points where possible and identify any need for metered service. Contractor will coordinate drawings and photos to produce a comprehensive review packag~ of the existing conditions. The technical analysis will take into account the city's Climate Action Plan-implementation and smart city and other best practices related to municipal iighting solutions. Deliverables • Existing conditions package including drawings, photos, plans and description of existing streetscape and landscape conditions. It will also include identification of landscape and streetscape opportunities and constraints for future lighting electrical improvements as they relate to the development of the decorative lighting plan Kick-off meeting with city staff • On-site walk-through with city staff 2) INTERCEPTS (A) One-on-One Intercepts (Design) Contractor will collaborate with City to design, distribute, and evaluate a lighting needs assessment survey through intercept. The survey will include precedent imagery of lighting concepts as part of the question sets. The survey will be as concise as possible to ensure respondents are not over-burdened by time required to complete survey. The survey will be available in English and Spanish. City Attorney Approved Version 9/27/17 8 Feb. 27, 2018 Item #4 Page 13 of 17 Deliverables Survey to be administered in the field Identify key locations with diverse lighting levels to conduct intercept surveys (B) One-on-One Intercepts (Field) Contractor will conduct a minimum of 100 completed survey intercepts in the Village area. Project team members will attend major community events and destinations frequented by Village area residents (e.g., farmer's market, grocery, faith-based facilities). Contractor staff will conduct intercepts over three days (with at least one Spanish-speaking team member) as well as support intercept surveys with technical data specific to one-on-one interviews. Deliverables A minimum of 100 completed intercept surveys • Raw data and survey compilation report 3) ONLINE SURVEY AND PUBLIC OUTREACH (A) Online Survey Contractor will meet with City staff to determine the appropriate extent of input needed for the project. Contractor will develop the technical content including presentation materials for existing conditions and proposed solutions for street, pedestrian and decorative lighting, both public and private. · Online Survey Design Contractor will coordinate with City staff to deliver the survey. These initial programming meetings will determine the methods to be used. Contractor will collaborate with City staff to design, distribute, and evaluate a lighting needs assessment survey through online surveys. One survey instrument will work effectively for both in person/intercept and online formats, and will produce comparative findings between the two methods. The survey will include precedent imagery of lighting concepts as part of the question sets. The survey will be as concise as possible to ensure respondents are not over- burdened by time required to complete survey. Contractor and City assume up to two rounds of review to finalize the survey instrument. The survey will be available in English and Spanish. Online Survey Build and Distribution Upon City approval of the survey design, Contractor will create questions and City staff will upload questions to the city's on line survey hosting site. Contractor will test on line survey. After testing and refining survey Contractor will provide City with a brief narrative, explaining the survey and encouraging participation to be included in community newsletters, social media and the like. City will design and print information cards with online survey information, and the city and community partners will distribute the survey link into the community. Data Compilation City will collect and download online survey results and give raw data to Contractor. Contractor will combine intercept raw data and online survey data in tabular format with simple charts/graphs with high level findings about the results. The results will be City Attorney Approved Version 9/27/17 9 Feb. 27, 2018 Item #4 Page 14 of 17 qualitative in nature-not statistically valid. The data will be provided in .CSV, .XLS. and .PDF format. Deliverables • Survey design meeting Online survey • Survey copy with appropriate brief narrative for newsletter & postcard distribution • Raw data and survey compilation report (B) Public Outreach Workshops Contractor will lead design and facilitation of two (2) Community Workshops in collaboration with City staff. The purpose of the workshops will be to inform the community about the project purpose and latest developments, and to collect input of community priorities for Viilage decorative lighting needs. Contractor will facilitate one (1) meeting repeated on two nights within a 1-2 week time period. Preparation and Production Contractor will develop copy for meeting notices (English and Spanish) and will send to the City. City will design and distribute hardcopy and electronic meeting notices. Contractor will develop and produce technical information for presentations and handout, and develop facilitation and community input tools and handouts. City staff will secure workshop locations, and will provide .Spanish translation professionals and ·equipmen_t to support large group presentations/discussions. Format and Facilitation Contractor will coordinate with City to define objectives, agenda and format for each workshop. The workshop format will include: presentation from the project team, large group facilitation, mapping exercises, and/or preference priority-setting exercises.· Contractor will provide interactive tools to produce real time results at workshops. Contractor will provide a lead facilitator and staff at each workshop. Contractor, City and other project team members will provide facilitation/engagement support at the workshops for interactive exercises, as needed. Contractor will create a simple facilitation guide and provide training/guidance for team members one hour prior to the start of each workshop. Up to two weeks after each workshop, Contractor will summarize the input collected via flipchart pages, wall graphics, comment cards and other methods in a concise and thorough summary report for the City. Deliverables • Coordinate, facilitate and lead two (2) outreach workshops with real-time interactive technology Provide and print all meeting materials and visualizations Facilitation guide and training for city staff workshop facilitators • Workshop summary report (1 per workshop) City Attorney Approved Version 9/27/17 10 Feb. 27, 2018 Item #4 Page 15 of 17 4) DECORATIVE LIGHTING PLAN & PRESENTATIONS (A) Develop Report with 2 Re-Writes Contractor will lead the effort to develop a comprehensive Lighting Plan for the Village. Contractor will work to develop recommended urban design improvements in conjunction with community input, city input and incorporate such elements into the comprehensive lighting plan. Contractor will review the City's updated Village & Barrio Master Plan to ensure recommendations of the lighting plan are in alignment with streetscape recommendations in the city's updated plan and can be incorporated in the larger implementation of the master plan effort. The plan will include recommendations for the following: • Light fixtures including pole-top lights, bollard lights, spot lights, and uplights. • Seasonal and festival lighting (string lights, wrapped tree lighting, holographic/projected lighting, etc.) • Options for light fixture manufacturers and approximate probable cost of construction • Light levels (footcandles) and lamp fixture types (warm, cool, color corrected, etc.) to augment urban design objectives (i.e. added lighting at intersections and crosswalks, art/sculpture lighting). Electrical infrastructure to support the above, including public and private lighting. Contractor will include in the report best practices for decorative lighting from comparative downtown areas, identify policy implications that may affect citywide lighting standards and address future lighting implications, such as smart city initiatives. The report will include an implementation plan with costing including any changes in San Diego regional electrical policy that might result in cost savings for the city. The implementation portion of the report will include categorizing recommendations in a phased approach so that there is flexibly to implement the plan based on funding and resource availability. Contractor and City assume up to two rounds of revisions for the plan. Deliverables: • Village Lighting Plan (8) Presentations at Planning Commission & City Council Contractor will participate in presentations to the Planning Commission and to the City Council. Contractor will support City in preparing presentation materials and delivering presentation at two meetings: one Planning Commission meeting and one City Council meeting. Contractor will be expected to answer questions from both the Planning Commission and City Council and provide any technical information necessary to support major recommendations in the plan. Deliverables: • Contractor to present at one Planning Commission meeting and one City Council meeting City Attorney Approved Version 9/27/17 11 Feb. 27, 2018 Item #4 Page 16 of 17 Fee and Schedule The contractor will be paid a maximum of one hundred twenty thousand and two hundred and forty dollars ($120,240) for all work necessary to carry out the requirements of this agreement as noted in section 5 of the recitals. The Contractor shall be paid within 90 days, in response to invoice, and invoices are expected to include completed line items. The final line invoice will be paid, not to exceed the maximum amount provided in this agreement, upon acceptance of the work and services, and within 90 days after receipt of the invoice. 1 EXISTING CONDITIONS ANALYSIS {LIGHTING & Electrical) 1A Analyze Existing Site Lighting Conditions $ 23,100.00 18 Analyze Existing Site Electrical Conditions $ 11,000.00 Task 1 Total $ 34,100.00 21NTERCEPTS 2A One-on-One Intercepts (Design) 28 One-on-One Intercepts (Field) Task 2 Total 3 ONLINE SURVEY AND PUBLIC OUTREACH 3A Online Survey 38 Public Outreach Workshops Task 3 Total $ 3,500.00 $ 8,050.00 $ 11,550.00 $ 11,440.00 $ 21,000.00 $ 32,440.00 4 DECORATIVE LIGHTING PLAN & PRESENTATIONS 4A Develop Report with 2 Re-writes $ 33,400.00 48 Present at Commission & Council $ 8,750.00 Task 4 Total $ 42,150.00 Total Project $120,240.00 February 2018 February -March 10 March -April -May 2018 Existing Conditions Intercepts Online Survey & Public Outreach I Analysis Existing Conditions Analysis 1A 2A 28 3A 18 38 June -July 2018 Decorative Lighting Plan 4A 48 Feb. 27, 2018 Item #4 Page 17 of 17 Andrea Dykes From: Sent: Cori Schumacher <cori@corischumacher.com> Tuesday, February 27, 2018 12:15 PM To: Andrea Dykes Cc: Cori Schumacher Subject: For Agenda Item #4 Dear Andi, Ca n you please print 5 copies of these for me? Thank you, Cori Campfire ~ c<-"1 Agenda Item #4 ,;;. Carlsbad Vill ageEJ Sturbucks 9 CARLSBAD A andmark Sign Y Carlsbad Inn Q Bench Resort T Cafe ' ' • Elan Sandcastl~ Shores Apartments\ 9 \, Tam a rack Beach Resort '!'-It, ~ .... \ "~~(' ' \ \ \ 1 ' ' \ ' \ ' \ ' All Receive -Agenda Item # _:t__ For the Information of the: CITY COUNCIL AC~~CA v' CC v Date ~City Manager 7 l ~ vv ii '\ ollos Maria ~ \ ,,\ v Holiday Par Pine Avenue Park Chase Field Magnolia five \ OFFICER'S CERTIFICATE of STANTEC CONSULTING SERVICES INC., A NEW YORK CORPORATION I, the undersigned, do hereby certify that: l . I am the duly elected and acting Corporate Counsel of Stantec Consulting Services Inc., a New York corporation (the "Corporation"). 2. On June 15, 2017, the following resolution was adopted by the Corporation's Board of Directors: BE IT RESOLVED THAT: l . the Corporation hereby adopts the Operating and Signing Authority Policies, as modified or amended from time to time, of Stantec Inc. 2. execution of any documents for and on behalf of the Corporation shall be governed by the Operating and Signing Authority Policies, as modified or amended from time to time, of Stantec Inc.; 3. the Secretary or any of the Corporate Counsels of the Corporation be authorized, empowered and directed from time to time as required to facilitate the execution of contracts or submission of proposals, to sign, and to seal with the Corporate Seal, Certificates of the foregoing action evidencing the authority delegated In the Operating and Signing Authority Policies, as amended from time to time, of Stantec Inc. 3. Karl Pihl is Senior Principal Engineer of the Corporation, and in that capacity is duly authorized to sign contracts in accordance with the Corporation's Operating and Signing Authority Policies in connection with the following project: City of Carlsbad Agreement for Municipal Lighting Services IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Corporation, this 7th day of February, 2018. Corporate Seal: Jeffrey P. Stone Vice President and Associate General Counsel Assistant Secretary h. J'.25:qs1· q .. State of California Secretary of State CERTIFICATE OF QUALIFICATION I, DEBRA BOWEN, Secretary of State of the State of California, hereby certify that on the 13th day of November, 2009, STANTEC CONSULTING SERVICES INC., a corporation organized and existing under the laws of New York, complied with the requirements of California law in effect on that date for the purpose of qualifying to transact intrastate business in the State of California, and that as of said date said corporation became and now is qualified and authorized to transact intrastate business in the State of California, subject however, to any licensing requirements otherwise imposed by the laws of this State. NP-25 (REV 1/2007) IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this day of November 17, 2009. DEBRA BOWEN Secretary of State ms ~ OSP 06 99731 3 2'sqa1 q State of California Secretary of State I, DEBRA BOWEN, Secretary of State of the State of California, hereby certify: That the attached transcript of ~ page(s) has been compared with the record on file in this office, of which it purports to be a copy, and that it is full, true and correct. Sec/State Form CE-107 {REV 1/2007) IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this day of NOV 1 8 2009 ~~--~ DEBRA BOWEN Secretary of State ATEMENT AND DESIGNATION BY FOREIGN CORPORATION Stantec Consulting Services Inc. (Name of Corporation) ENDORSED -FILED in the Office of !he Secretary of State of the State of California NOV 13 2009 ----------------------, a corporation organized and existing under the laws of NewYmk , makes the following statements and designation: ------------------(St at a or Place of Incorporation) 1. The address of its principal executive office is 200-1 0 160 112th Street, Edmonton,.AB T5K2L6 2. The address of its principal office in the State of California is 19 Technology Drive, Irvine, CA (If none, leave Item 2 blank.) 92618 DESIGNATION OF AGENT FOR SERVICE OF PROCESS IN THE STATE OF CALIFORNIA (Compiete either Item 3 or Item 4.) 3. (Use this paragraph If the process agent is a natural person.) -----------------------, a natural person residing in the State of California, whose complete street address is ---------------------- _______ _,_ __________ , is designated as agent upon whom process directed to this corporation may be served within the State of California, in the manner provided by law. 4. (Use this paragraph if the process agent is another corporation.) Corporation Service Company which will do business in California as CSC-Lawyers Incorporating Service a corporation organized and existing under the laws of Delaware is designated as agent upon whom process directed to this corporation may be seived within the State of Califomia1 in the manner provided by law. 5. It irrevocably consents to service of process ·directed to It upon the agent designated above, and to service of process on the Secretary of State of the State of California if the agent so designated or the agent's successor Is no longer authorized to act or cannot be found at the address given. Jennifer A.I. Addison -Secretary (Signature of Corporate Officer) (Typed Name and Title of 01:ficer Signing) If an 1naMdua1 Is designated as the agent for service of process, Jm;/1.1de the agent's business or residential strest address in California (a P. 0. Box address is not acceptable}. If another corporatfon Is designated as /he agent for servic6 of process, co not Include the address of the designated co,poratlon. Note: Corporate agents must have complied with Callfomia Corporatlom; Code section 1505 prior to designation, and a corp·oratfon cannot act as fts own agent. · secretary of State Form S&DC·STOCKINONPROFIT (REV 05/2009) State of New York Department of State } ss: I hereby certify, that the Certificate of Tncorporation of STANTEC CONSULTING SERVICES INC. was filed on 08/27/1929, under the name of MANHASSET CIVIL ENGINEERS INC., fixing the duration as perpetual, and that a diligent examination has been made of the Corporate index for documents filed with this Department for a certificate, order, or record of a dissolution, and upon such examination, no such certificate, order or record has been found, and that so far as indicated by the records of this Department, such corporation is an existing corporation. A Certificate of Amendment MANHASSET CIVIL ENGINEERS INC., changing its name to CHARLES E. WARD INC., was filed 11/15/1968. A Certificate of Amendment CHARLES E. WARD INC., changing its name to THE SEAR-BROWN GROUP, INC., was :filed 03/30/1988. A Certificate of Amendment THE SEAR-BROWN GROUP, INC., changing its name to STANTEC CONSULTING GROUP, INC., was £iled 04/02/2004. A Certificate of Amendment STANTEC CONSULTING GROUP, TNC., changing its name to STANTEC CONSULTING GROUP INC., was filed 06/18/2004. A Certificate of Amendment STANTEC CONSULTING GROUP INC., changing its name to STANTEC CONSULTING SERVICES INC., was filed 12/20/2004. 20Q9lll3D332 * 45 *** Witness my hand and the official seal of the Department of State at the City of Albany, this 12th day of November two thousand and nine. ~~~ Daniel Shapiro First Deputy Secretary of State