HomeMy WebLinkAbout2020-06-16; City Council; Resolution 2020-109RESOLUTION NO. 2020-109
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH GHD INC.
FOR CONSULTING SERVICES ON THE SOUTH CARLSBAD BOULEVARD
CLIMATE ADAPTATION PROJECT IN AN AMOUNT NOT TO EXCEED $249,645
FOR THE THREE YEARS OF THE AGREEMENT.
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary,
desirable, and in the public interest to engage in sea level rise and coastal erosion adaptation planning
associated with the realignment of South Carlsbad Boulevard and assessment of other land uses; and
WHEREAS, staff issued a request for proposals in compliance with Carlsbad Municipal Code
Section 3.28.060.A to obtain professional services to assist the city with implementation of the South
Carlsbad Boulevard Climate Adaptation Project; and
WHEREAS, after review of four proposals submitted in response to the Request for Proposals,
staff selected GHD Inc. (GHD) as the most qualified consultant for the project; and
WHEREAS, staff and GHD have negotiated the scope of work and associated fee in an amount
not to exceed $249,645; and
WHEREAS, sufficient funds are available to fund this professional services agreement through
the State Coastal Conservancy Climate Ready Grant, as secured through City Council Resolution No.
2020-077, adopted on May 5, 2020.
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 mayor is authorized and directed to execute the Agreement between GHD Inc.
and the City of Carlsbad for consulting services on the South Carlsbad Boulevard Climate
Adaptation Project, attached hereto as Attachment A.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 16th day of June 2020, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Schumacher.
None.
None.
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AGREEMENT FOR CONSULTANT SERVICES TO ASSIST IN THE IMPLEMENTATION OF
THE SOUTH CARLSBAD BOULEVARD CLIMATE ADAPTATION PROJECT
GHD, INC.
AGREEMENT is made and entered into as of the /? fL day of
~ , 2020, by and between the CITY OF CARLSBAD, a municipal
, ("City"), and GHD, Inc., a California corporation, ("Contractor").
RECITALS
A. City requires the professional services of a consulting firm that is experienced in
coastal processes and engineering, transportation engineering, multimodal transportation design,
workshop facilitation, and visualization and rendering preparation.
B. Contractor has the necessary experience in providing professional services and
advice related to coastal processes and engineering, transportation engineering, multimodal
transportation design, workshop facilitation, and visualization and rendering preparation.
C. Contractor has submitted a proposal to City under Request for Proposal (RFP20-
1090ENV), 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 three (3) years from the date first above
written. 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
two hundred forty-nine thousand six hundred forty-five dollars ($249,645). 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".
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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
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
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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 (CGL) Insurance. Insurance written on an
"occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 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.
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 Agreernent.
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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 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 notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Michael Grim
Title Senior Program Manager
Department Environmental Mgmt.
City of Carlsbad
Address 1635 Faraday Ave.
Carlsbad, CA 92008
Phone No. 760-602-4623
For Contractor
Name Craig Lewis, SE
Title Principal
Address 655 Montgomery St., Suite 1010
San Francisco, CA 94111
Phone No. 415-350-8337
Email Craig.Lewis@ghd.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.
Ill
Ill
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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.
Yes0 NoO
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
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
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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.
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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
GHD, Inc., a California corporation
By:
f,gyS~
(sign here)
Iver Skavdal, President
(print name/title)
By:
J. ~fi~ (signhre)
J. Duncan Findlay, Secretary
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By:
Matt Hall, Mayor
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
,:; 7 ? BY: <..../<---"L,L~_..l'..,-<.__<.., ~.,
Assistant City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES
GHD, Inc., shall perform the following tasks during the contract period for an amount not-to-
exceed two hundred forty-nine thousand six hundred forty-five dollars ($249,645):
TASK 1. PRELIMINARY DESIGN CONCEPTS
Task 1.1 -Kick-Off Meeting: Schedule and conduct the kick-off meeting with the project team,
consisting of the City, Scripps Institution of Oceanography Center for Climate Change Impacts
and Adaptation (CCIA) and State Coastal Conservancy (SCC), to review the project scope of
work, schedule, budget, and a Stakeholder Engagement Plan. Finalize a meeting agenda and
review the design schedule with the project Team. Following the kick off meeting, refine and
forward the finalized design schedule and engagement plan.
Task 1.2 -Existing Reports: Existing studies and plans for the project area will also be reviewed
and summarized. Studies to be reviewed include:
• Carlsbad Sea Level Rise Vulnerability Assessment (December 2017)
Draft City of Carlsbad Local Coastal Plan (September 2019)
• Las Encinas Revetment Alternatives Analysis (May 2017)
Carlsbad Boulevard Realignment and Land Exchange Project (AECOM)
• Alternatives Development (2013)
Environmental baseline (2012)
South Carlsbad Coastal Redevelopment Area (SCCRA) Plan (2000)
Phase 1 concept plans (1998)
Phase 2 concept plans (2001)
NCTD Los Angeles to San Diego (LOSSAN) Corridor-Wide Strategic Implementation Plan
(2012)
San Diego Regional Transportation Plan and any SANDAG transportation climate
vulnerability data/materials
City of Carlsbad traffic studies conducted on Carlsbad Boulevard.
Task 1.3 -Select Stakeholder Listening Session: Conduct a separate kick-off "listening session"
for the project team with other entities such as: City staff across departments, California State
Parks, Caltrans, California Coastal Commission (CCC), and other key stakeholders at the team's
discretion. This is in addition to later workshops and interviews during project engagement. The
purpose of the listening sessions is to record initial thoughts, perspectives on project history, and
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key priorities and concerns.
Task 1.4 -Initial Data Gathering and Synthesis: Develop a GIS-driven basemap that will compile
available spatial data of the study area. Data to be populated in this database may include, but
not be limited to: coastal hazard data (erosion, flooding, and inundation limits), parcel (ownership
and limits), topography/ bathymetry, special interest place names (informal beach access
locations, beach names, parking areas, surf spots, etc.), drainage, major utilities, shoreline
features (revetments, bridges, etc.), biological data and environmental sensitive areas, and
zoning and land use. Available as-built, structural condition, and geotechnical data will also be
collected at this phase to aide in the engineering design.
Task 1.5 -Opportunities and Constraints Mapping: Through analysis of existing data, notably
CoSMoS cliff erosion projections for various sea level rise scenarios over the project's planning
horizon (e.g. years 2050 and 2100), areas will be identified that have the fewest threats from
coastal hazards and greatest potential for future transportation alignments and re-use. Areas
where co-benefits exist for coastal recreation, access, and environmental restoration will also be
identified at this stage. These areas will be highlighted in maps and diagrams to inform the
outreach meetings and serve as the focus areas for the Task 3 -Conceptual Adaptation Design.
Task 1.6-Preliminary Design Concepts: Once all data has been collected and reviewed, begin
developing preliminary design concepts of the bi-directional roadway along the exiting
northbound Carlsbad Boulevard alignment, community vision spaces and multi-use coastal trail.
The approach to the design of these elements in this phase is as follows:
Carlsbad Boulevard Realignment: Advance the concept of the landward realignment of
South Carlsbad Boulevard with resiliency and co-benefits as a central goal. Develop a
series of exhibits and a decision matrix to allow for a repository of decisions made through
the development of the concept. The development of this option will analyze:
• Intersection types (roundabout or signalized intersection): Analyze intersection types at
three roadway crossings within the project area. The analysis will focus on pros and cons
of each of the intersection types at each of the crossings. The pros and cons will be
documented on the decisions matrix and they will be compared against each other based
on geometry, safety, cost, environmental impacts and other factors as determined by the
project team.
• Shoreline protection: Analyze the proposed realignment against future coastal hazards to
ensure it meets coastal resiliency goals. This includes evaluation of the current extent of
the existing shoreline protection at and near the Las Encinas Creek Bridge to determine
if minimization or softening of the shoreline is possible within the realignment concept.
• Roadway transitions: Evaluate and provide options for roadway transitions on the north
and south ends of the project. Also analyze new roadway connections options to existing
parking lots and State Parks facilities. These options will be analyzed in parallel with the
intersection types to provide a complete system that operates efficiently.
• Roadway cross-section geometry: Develop cross-section roadway alternatives that
include City and stakeholder desired amenities. The analysis will include roadway and
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bikeway width studies, the need for roadside protection and bike lane buffers to name a
few.
Community Vision Spaces: The landward alignment of the roadway will make available a
significant amount of coastal space. Once the possibilities for the road realignments are fully
understood there will be areas that will create unique "community vision spaces" that will
provide opportunities for ecosystem enhancement, recreation, and educational
interpretation. An extensive stakeholder engagement process will then be implemented. This
process will contain three to five sessions with key stakeholders (e.g., the City, State Parks,
CCC), which will incorporate the following crucial conversations:
• Collective Goals: During this phase, stakeholders will discuss what goals they would like
to achieve with these "community vision spaces". What does success look like? What are
the key priorities? This dialogue will likely begin with individual organizations or
departments bringing forward goals that most closely align with their organizational
missions. This long list of goals will be molded into a collective desired outcome for the
project and future phases of the project.
Visioning & Ideation: Early in the brainstorming it will be important for stakeholders to
envision their dream for the site without considering constraints (e.g., costs, permitting).
This is often the point at which innovative solutions are identified and provides the
Project team an opportunity to generate excitement about the Project and develop
shared investment in the Project's success. This will result in broad-brush concepts to
be further refined.
• Identification of Land-Uses: As the concepts are developed it will be helpful to conduct
a participatory mapping exercise using the up-to-date GIS map to identify key land-use
areas. In other words, what areas do we want to be designated as natural (e.g., habitat
enhancement), recreation and public access (e.g., beach access and views), or for
ecosystem enhancement and educational via elements like interpretive signage. During
this phase, some early ideas around what might be incorporated into the different
aspects of the project will be compiled to inform the more detailed alternatives designed
in the next phase of the project.
• Opportunities and Challenges: After the preferred land uses and approximate locations
of the different uses are identified, it will be important to more closely look at what may
constrain the proposed concepts (e.g., engineering feasibly, land ownership,
environmental impacts) alongside opportunities that may provide unique possibilities to
advance the concepts. This provides an opportunity to discuss any major red flags that
would prevent concepts from being advanced into the next phase of design, while also
ensuring the concepts are not overlooking an opportunity that could help overcome
specific barriers to implementation.
Up to five unique concepts at two anticipated Community Vision Spaces will be developed
(amount may be revised upon Project Kick-Off scope refinement) within lands regained
through of the roadway realignment. Design considerations for these concept proposals are
guided by the priorities of the stakeholders, the community goals and vision, and
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understanding of project conditions. Key design elements will include:
-Low cost operation and maintenance
-Affordable construction methods and life-cycle cost consideration
-Retail food and beverage vendor concepts and other revenue-generating opportunities
-Adaptive reuse proposals for existing infrastructure
-Successive phases for adaptive reuse, recreation and habitat
-Surface parking and rest area concepts
-Public art and interpretive design that enhances narrative value
-Active and passive recreation ideas tied to mobility and access
-Native habitat restoration and related coastal resiliency measures
-Viewshed conservation and improvements
Multi-Use Coastal Trail Network: Similar to the Carlsbad Boulevard Realignment concept:
develop multi-use coastal trail options to identify the alignment and type of north-south trail
within the project area; study the location of the trail in relation to regional trail connections,
as well as how the trail can be adapted over time to accommodate climate change; and,
evaluate various trail cross-sections to accommodate goals and objectives set by the City
and stakeholders.
Another key consideration as part of the trail design is the evaluation of beach access options
within the study area. This includes: identification of optimal locations and types of beach
accesses along the project area and identification of access locations based on areas of
highest use and future visions for the area. Two types of beach access systems within the
project area will likely be evaluated: at-grade trail access (formalized form of the existing
condition) and stairway access. The locations of these options will be studied to maximize
access to the beach and minimize environmental impacts.
The preliminary design concept work will take into consideration the cliff erosion modeling by
CCCIA to ensure that project elements are sited appropriately within the context of future coastal
hazard risks.
TASK 1 OUTCOMES:
• Collective understanding of project goals and outcomes
• Stakeholder buy-in on placement of roadway, trails, and community vision spaces
TASK 1 DELIVERABLES
Five preliminary concepts including roadway realignment and multi-use trail
Ten preliminary graphic illustrations of community vision spaces
Three to five stakeholder engagement sessions, as outlined in Task 5 -Engagement
Strategy
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• Preliminary Design Project Report
TASK 2. CLIFF HAZARD ANALYSIS
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Remain engaged and informed of CCCIA's cliff hazard analysis to ensure understanding of the
science behind the analysis, and how the results can best be translated to both stakeholders
and integrated into the design alternatives. Additionally, be available to attend and co-facilitate
any workshops where these results may be presented to help support the CCCIA team in
answering questions about how the results are being integrated into the design of the roadway,
community vision spaces and the multi-use coastal trail.
TASK 2 OUTCOMES
Science directly linked to design and effectively translated to key stakeholders
TASK 2 DELIVERABLES
Attendance at three to four informational and update calls with the CCCIA and the City
Attendance at one expert-focused workshop hosted by CCCIA, as outlined in Task 5 -
Engagement Strategy
TASK 3. CONCEPTUAL DESIGN ALTERNATIV~S
Refine preliminary design concepts into three key design alternatives. To facilitate this process,
create a list of benefits the stakeholders would like to see. The benefits will include
environmental, community, and recreational benefits, alongside important considerations such
as project goals, plan and policy alignment. This list of benefits will then be compiled into a
decision-matrix that stakeholders will walk through with each of the conceptual designs to
determine the three preliminary designs that maximize the co-benefits the site will offer. This
process will help to narrow down the preliminary concepts and begin the refinement of the top
three conceptual design alternatives. As the top three concepts are refined, the project team
will design viable alternatives with consideration for the site-specific constraints.
TASK 3 OUTCOMES
Resilient conceptual design alternatives that reflect community priorities and are grounded
in engineering viability.
TASK 3 DELIVERABLES
Three conceptual design alternatives
Three to four stakeholder engagement sessions, as outlined in Task 5 -Engagement
Strategy
One interagency presentation and collaborative remote or face-to-face meeting to calibrate
expectations and obtain decisions or direction
• Concept Design Project Report
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TASK 4. PREFERRED DESIGN ALTERNATIVE
The decision-support matrix originally used to narrow down the preliminary concepts to three
preferred alternatives in Task 3 will be revisited in this task. The matrix will be updated with any
newly identified benefits or priorities learned during stakeholder conversations. The matrix will
be used to identify which one of the final three conceptual designs will be advanced into the
preliminary engineering design phase. The chosen design alternative will then be advanced to
the 15-30% design phase, which will include rough layouts, volumes/takeoffs, and estimate of
probable construction costs. Once the engineering design is finalized, the results will be
presented to the key stakeholders to identify next steps to move the preferred alternative into
the implementation phase.
All project materials produced as part of this project will be summarized in a technical Final
Design Report. The report will consist of GIS constraints maps, design concepts, the final
decision matrix, and stakeholder meeting notes amongst other materials generated during the
project. The report will provide a narrative to relay the basis of the preferred design and
memorialize decisions made.
As the preferred design alternative is prepared, a Long-Term Master Plan Summary document
for the project will also be prepared. This is needed to summarize community goals, engagement
activities and outcomes, the design process, and explain the phased adaptation over time -it
will serve as the more public and aspirational touchstone useful to the Carlsbad community. It
will be a visually compelling document, easily consumable by a general constituent audience
intended to inform the interested parties of the project direction by explaining how a stakeholder
driven process led to a collaborative design proposal. This document will accompany the Final
Design Report, which includes all technical and feasibility reporting.
TASK 4 OUTCOMES
A design that reflects City priorities and has broad buy-in from stakeholders
TASK 4 DELIVERABLES
15-30% engineering design of Preferred Alternative
Two to three stakeholder engagement sessions, as outlined in Engagement
Strategy (Task 5)
Final Design Report/ Feasibility Study Report
• Long-Term Master Plan Summary document
TASK 5. WORKSHOPS AND STAKEHOLDER MEETINGS
Develop and implement a comprehensive engagement strategy that considers the options for
both in-person and virtual meetings. The strategy will allow for ongoing feedback loops that
maximize meaningful input while avoiding stakeholder fatigue by recognizing limited individual
and organizational capacity to participate in projects.
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The engagement strategy will include:
List of key stakeholders, including staff technical experts and decision-makers;
Timeline of expected engagement opportunities (e.g., meetings, workshops, conference
calls) as well as review cycles;
Objectives, participants, and venues for each engagement opportunity; and
A built-in logical approach that can be followed while still allowing for flexibility considering
external requirements for the pandemic as controlled by the state and local health agencies.
There will be three different categories of engagement meetings that will cater to different
audiences:
Project team meetings
Interdepartmental engagement within the City (e.g. Public Works, Parks and Recreation,
Planning)
lnteragency engagement (e.g. State Parks, CCC, sec, CalTrans)
The strategy will include accommodations for the current and potentially future gathering
constraints due to COVID-19. These accommodations will require a digitally-based stakeholder
engagement strategy that can provide an opportunity to drive innovation in approaches to
engagement, and to capture the diversity of stakeholders engaged. Possible strategies include:
Short and sharp 15-minute discussions that leverage technology (i.e. web-based chat and
collaboration tools) that allow for the sharing of information that can result in quick decisions
and suggested refinements or adjustments.
Structured but informal working group meetings (60 minutes or less) conducted as virtual
workshops that would use techniques familiar to participants from traditional face-to-face
consultation. This would include the use of drawing tools, presentation tools and white-
boards for idea generation and organization of thoughts. These meetings could start with
informal presentations of previous refined ideas that would generate discussion of live on-
the-fly comments that provides direction for the team to refine.
When allowed, some interactions should still have the goal of face-to-face meetings that
allow for a charette-style interaction.
The strategies should limit the need for stakeholders to learn new and complex technology
platforms, while increasing stakeholder comfort with participating in engagement through virtual
venues.
TASK 5 OUTCOMES
Clearly defined stakeholders to engage along with milestones and pre-determined agendas
on topics that are needed to keep the project going
A good mix of management staff and departmental technical experts that will provide a wide
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range of inputthat will focus the team on solutions that are implementable and supportable
Streamlined engagement process with clearly defined points of contact via established
communication pathways
Confirmed choice of digital collaboration tools
Established stakeholder ownership over the final design
TASK 5 DELIVERABLES
Memo outlining engagement strategy, including stakeholder meetings and internal City
meetings
• Weekly or bi-weekly quick open discussions via teleconferencing that will result in initial
decisions
Three to five stakeholder remote engagement sessions (e.g. collaborative meetings) during
Task 1 -Preliminary Design Concepts
One "listening session" for the project team to hear initial thoughts, perspectives on project
history, and key priorities from key stakeholders during Task 1 Preliminary Design Concepts
One expert focused workshop during Task 2 -Cliff Hazard Analysis, between the technical
teams at CCCIA and the management and technical teams made up of staff and the
consultants.
Three to four stakeholder remote engagement sessions (e.g. workshops, meetings) during
Task 3 -Conceptual Design Alternatives
One interagency meeting (face-to-face if allowed) during Task 3 -Conceptual Design
Alternatives to identify agency concerns that could help steer the direction of project
alternatives and solutions
Two to three stakeholder engagement sessions (e.g. workshops, meetings) during Task 4 -
Preferred Design Alternative
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