HomeMy WebLinkAbout2013-03-26 - AGENDA REPORTS - RAILROAD AVE B2014 (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT
Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
March 26, 2013
RAILROAD AVENUE BEAUTIFICATION, PROJECT B2014 -
APPROVE DESIGN CONCEPT AND AWARD DESIGN
CONTRACT
Public Works
RECOMMENDED ACTION
City Council:
1. Approve the median design concept.
2. Award the design contract for the Railroad Avenue Beautification, Project B2014, to
Penfield & Smith, in the amount of $181,545, and authorize a contingency in the amount
of $18,200 for a total contract amount of $199,745.
Authorize the City Manager or designee to execute all contracts and associated
documents, or modify the awards in the event issues of impossibility of performance
arise, contingent upon the appropriation of funds by the City Council in the annual budget
for such fiscal year, and execute all documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita has made a significant investment in the Newhall community with the
recent completion of the Old Town Newhall Library, the Main Street Streetscape, and Veterans
Historical Plaza. Beautification of the major thoroughfares such as Railroad Avenue, which
provide access to Downtown Newhall, is a continuation of the City's investment in this area.
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Public Outreach Activity
During the past year, Special Districts and Public Works staff conducted extensive public
outreach with property and business owners in the area in an effort to provide information and
receive feedback regarding the configuration of the proposed medians on Railroad Avenue. This
outreach included a meeting with key stakeholders, door-to-door visits, and mailings to each
property owner and business within the project area. Property owners and tenants in the
neighboring community were invited to attend one of two open houses at which time staff from
the City's Special Districts, Capital Improvement Projects, and Traffic and Transportation
Planning divisions were available to discuss the project.
Community members representing four properties attended the open house and expressed their
concern with the initial median configuration. After listening to the concerns from the
community, staff proposed an alternate design that carefully weighed a desire for access against
the project's primary goal of beautifying the Newhall community. This alternative was presented
to each stakeholder in follow-up meetings with City staff. Ultimately, a balance of these
competing factors was achieved, and the property and business owners who had previously
expressed concerns now support the proposed project.
Design Concept
The Railroad Avenue Beautification project will add a landscaped median from 550 feet north of
the Via Princessa overcrossing to 13th Street. The proposed median will replace striped
pavement medians with irrigated, landscaped medians consistent with the City's Landscape
Maintenance District (LMD) standards (see exhibit 1). Specifically, the median will incorporate
the City's water management technologies, standard landscape design, and hardscape design. As
part of this project, the existing median from Oakridge Drive to 550 feet north of the Via
Princessa overcrossing will be modified to match the landscaping within the proposed median.
No median is proposed in front of Fire Station 73 located at 24869 Railroad Avenue.
The location of the Railroad Avenue median was chosen for two reasons: (1) To bring the look
and benefits of well-maintained medians located throughout the City to the Newhall Community
and (2) To enhance the Railroad Avenue gateway within the City. This project exemplifies the
City's commitment to maintaining the high quality of life enjoyed by Santa Clarita residents. This
landscape design is certified and compliant with Assembly Bill 1881, the state law regarding
water efficiency. Investing in high-quality landscape projects within the public right-of-way, such
as this project, helps maintain higher property values and keeps the City on water management's
cutting edge.
The median concept attached provides a detail of access locations and limits of the new median.
This plan will be used by the selected design firm to develop the project plans and specifications
for its construction.
Staff recommends the City Council approve the proposed median configuration as it most
effectively meets the objective of beautifying the public rights-of-way within the Newhall
community with careful consideration of access for each property in the project boundary.
Design Team Selection Process
On December 4, 2012, a Request for Proposal was sent to five civil engineering design firms
with extensive experience on similar projects. All five firms prepared and submitted proposals to
the City for consideration. City staff reviewed the proposals and interviewed the top three firms:
MNS Engineers, Inc., Penfield & Smith, and Tetra Tech, Inc.
During the interviews, each firm was given an opportunity to present their team and expertise
and demonstrate their understanding of the project and understanding of the City requirements. In
addition to the presentations, the firms were asked to answer six questions as part of the
interview. Following is a summary of the civil engineering firms costs and ratings.
Ranking
Company
Location
Overall Cost Score
1
Penfield & Smith
Camarillo, CA
$181,545 94
2
MNS Engineers, Inc.
Westlake Village, CA
$209,033 90
3
Tetra Tech, Inc.
Irvine, CA
$152,602 87
The overall ratings take into consideration both the proposal and the interview. Based on the
City's evaluation process, staff recommends Penfield & Smith as the top -qualified civil
engineering design firm for the completion of the civil engineering and landscape architecture
design. Penfield & Smith's rating is a reflection of their experience with similar median projects
within the City and due diligence during the preparation of their proposal. They performed a
preliminary investigation of the project site during the preparation of their proposal and presented
items that will make the design process move forward in an expedited manner. Penfield & Smith
has hired Pacific Coast Land Design, Inc., for all the landscape architectural design, a firm with
experience designing City Landscaping projects including several medians within the City and
responsible for LMD's standard landscaping design plans.
The third -ranked firm, Tetra Tech, Inc., did not include all the necessary tasks to adequately
complete the design of the project.
The contingency amount requested will cover the cost of unforeseen additional engineering
studies and/or plans as part of investigating the as -built conditions of Railroad Avenue.
California Government Code 4526 prescribes selection of architectural and engineering services
to be based on demonstrated competence and professional qualifications necessary for the
satisfactory performance of the services required and does not authorize the selection of
professional architectural and engineering services based on cost. The City was able to reach an
agreement with Penfield & Smith, at a fair and reasonable price.
3
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds from Landscape Maintenance District Funds (Fund 357) Zone 2008-1 are
appropriated in expenditure account B2014357-5161.001 to provide for the design costs.
ATTACHMENTS
Exhibit 1 - Project Concept Plan
Penfield & Smith Project Work Statement available in the City Clerk's Reading File
Penfield & Smith Project Fee Estimate available in the City Clerk's Reading File
Penfield & Smith Contract available in the City Clerk's Reading File
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1327 Del Norte road. Ste 200
Camaralo. CA 93010
tel 905-981-0706
fax 805-981-0251
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Santa Barbara
Cama,i0o
Santa Maria
Lancaster
Civil Engineering
Land Surveying
Land Use Planning
Construction
management & Inspection
Traffic & Transportation
Engineering
Transportation Planning
Structural Engineering
Water Resources
Engineering
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Penfield £Smith
W.O. 20843.01
February 12, 2013
(Revised March 11, 2013)
Trolis Niebla
City of Santa Clarita
23920 Valencia Blvd
Santa Clarita, CA 93155
Subject: Railroad Ave Beatification Project—Work Statement
TASK 1: PRELIMINARY INVESTIGATION
Subtask 1.1 Site Investigation
Using available mapping, we will walk the site and analyze the
existing conditions. Pictures will be taken and cataloged for use by
the entire design team. We will identify areas requiring
topographic surveying (e.g. curb ramps, utilities), as well as any
other conditions that may require coordination with our sub -
consultants and/or other agencies. Penfield & Smith shall
Output 1) Document existing conditions for use on design basemap.
2) Determine topographical survey limits
Subtask 1.2 Aerial Topography and Supplemental Survey
Set aerial mapping targets as directed by aerial mapping firm. We
will use durable monuments, such as iron pipes, to enable future
use and ties to the mapping if required. Perform survey to position
targets using a combination of GPS and conventional survey
methods, as appropriate.
Coordinate with aerial mapping firm to obtain color aerial
photography. Topographic mapping will be a 150 foot wide strip,
centered on Railroad Avenue, and will be compiled using standard
photogrammetric methods at a scale of 1 inch equals 20 feet, with
a one foot contour interval as an AutoCad drawing file.
Perform field survey to collect data to supplement aerial
topographic mapping. Our survey will locate surface utilities such
as manholes, valves, paint marks, poles, meters, hydrants, and
other visible utility features. Our survey will also include the
location of potholes and pothole reference marks that may be performed in
connection with this project.
March 11, 2013
Page 2
Download and compute field survey data. Surveyed features will be added to the
topographic mapping Autocad file on separate, identifiable layers.
Output 1) Deliverables include an AutoCad drawing file of the topographic mapping, as
well as a digital color image in TIF image format. We will add a title sheet with
surveyor's notes, vicinity map, legend, and a control point listing with descriptions
and coordinates for use ir. construction documents.
Subtask 1.3 Perform Existing Utility Research
Option 1, consists of coring the pavement in the center of the road to determine
the total structural section and visually reviewing the pavement to determine if
there will be any constructability problems such as the existing pavement
" —sloughing off at the saw-cut'line'.'PEI will core the`pavement at eight location:
and report the findings and our observations in a letter report. During the coring
operation, PEI will make the core holes accessible to the landscape architect for
soil sampling. PEI will backfill the holes
Along with the initial site investigation and the supplemental survey data
gathered, Penfield & Smith will contact dry and wet utility companies and
agencies to obtain record drawing information to document existing utilities within
the work area specifically where proposed for grading removals. Record
utility maps will be compiled onto an e.<isting utility basemap used for design.
Contact Dig Alert to obtain a list of providers and utility owners for the project
area. We will send a letter and map to each entity on the list with a request for
maps or a clearance statement.
Compute alignments of subsurface utilities from record maps and atlases
received in response to our requests. Subsurface alignments will be oriented and
adjusted to the topographic mapping using the surveyed locations of surface
features where possible.
Output 1) Existing Utility Basemap
Subtask 1.4 Perform Pavement Evaluation
Penfield & Smith will coordinate with Pavement Engineering, Inc. (PEI) to
perform coring to determine existing pavement section. The coring information
will be provided along the entire project to obtain representative data to identify
thicknesses of the existing asphalt and base sections. A report shall be prepared
assessing the existing asphalt sections.
PEI has been asked to provide pavement investigation and potential evaluation
services to assist with a new median design project for the City of Santa Clarita.
PEI has found that proper investigation, including adequate cores and deflection
data, is invaluable during both the design and construction phases of the project.
Our experience suggests that gathering this additional data helps produce
designs that can last longer than average approaches, which can result in
additional savings to the City.
March 11, 2013
Page 3
Coring the pavement in the center of the road to determine the total structural
section and visually reviewing the pavement to determine if there will be any
constructability problems such as the existing pavement sloughing off at the saw -
cut line. PEI will core the pavement at five locations and report the findings and
our observations in a letter report.
Output 1) PEI will prepare a report with the coring structural section finding
Subtask 1.5 Soil Subgrade Testing
Penfield & Smith shall consult with Pacific Coast Land Design (PCLD). PCLD
shall perform Agronomic soil testing of median subgrade. Samples shall be
taken at 8 locations .(6" to 8" top soil and 8" to 24" subgrade to be tested
separately at each location). The test will determine if the existing top soil and
subgrade is suitable for planting and provide soil amendment recommendations.
Output 1) Report detailing Landscape planting and soil preparation recommendations.
TASK 2: PROJECT MANAGEMENT
Subtask 2.1 Kick off Meeting
'The first step in the process -will be to meet with City staff to review the details of
the project with a Project Kick-off Meeting. We believe it is important for the
team to understand the nuances of the project, as well as all special concerns,
before proceeding. During this meeting, the technical approach presented and
the scope will be discussed and modified as needed. The project schedule and
the project development team (PDT) will also be a major topic of discussion.
Develop a Project Development Team (PDT)
Present a preliminary project schedule. Discuss the project schedule
including important milestones, major activity and deliverables.
Discuss the scope to insure it captures all the City departments
requirements.
Output 1) Kick-off Meeting Agenda
2) Meeting Minutes including
3) Revisions to the scope and project schedule updates.
4) Monthly Project Development Team (PDT)
Subtask 2.2 Project Development Team (PDT) Meetings
Penfield & Smith will conduct monthly (PDT) meetings to insure the project stays
on schedule and to discuss status, concepts and critical issues that may affect
the scheduled completion date. This will be a good opportunity to assign action
items to members to the design team. PDT meetings shall also be scheduled at
every City review period to discuss City comments
Output 1) Meeting minutes with action items
2) Schedule updates and review project schedules
March 11, 2013
Page 4
Subtask 2.3 Prepare Monthly Progress Reports
Project progress reports shall be prepared and submitted to the City on a
monthly basis to monitor scope, anticipated work and tasks for the following
month, indicate accomplished tasks, schedule and budget. Format shall be
approved by the City.
Output 1) Summary of project progress.
2) Monthly PDT Meetings
Subtask 2.4 Quality Assurance/ Quality Control Plan
Quality Assurance and Quality Control is are two critical steps that is applied to
all of Penfield & Smith projects. Penfield & Smith has developed and will
implement a QA/ QC plan throughout the entire duration of the project. An
internal constructability review shall be performed by one of our senior inspectors
to provide perspective from the contractors point of view.
Output 1) Quality Control Plan and Check list
Subtask 2.5 Public Hearings
Penfield & Smith and Pacific Coast Land Design shall attend 1 public meeting in
support to City staff. Prepare-t�.Indered exhibits for display and prepare a power
point presentation if needed.
Output 1) Rendered project exhibits
2)Power Point Presentation
TASK 3: DESIGN
Subtask 3.1 Preliminary Engineering (50% Submittal)
Prepared with the topographical mapping and the studies conducted during Task
1, Penfield and Smith and its consultants shall develop a conceptual plan
showing the proposed medians, existing utilities, drainage connects, traffic
control, landscape and irrigation concepts. Once the plan is developed we shall
meet with the Project Development Team to further enhance the plan. Meeting
minutes shall be prepared for meetings during this phase. If required, a field
meeting can be arranged to further understand any issues that may come up
during our initial investigations and studies. Comments will then be incorporated
onto the 50% plan. If necessary, a meeting with agencies and utility companies
will be held to insure that we address any potential utility conflicts. We assume a
Standard Urban Stormwater Mitigation Plan (SUSMP) will not be required for this
project.
Subtask 3.1.1 Prepare Preliminary Demolition Plan
A construction demolition plan shall be prepared for the project. The plan shall
indicate AC pavement sawcut limits, general demolition notes and details if
necessary. Plan shall also indicated features and utilities that need to be
protected in place. The plan shall minimized the amount of removals to not
March 11, 2013
Page 5
interfere with the existing traffic lanes as much as possible.
Output 1) Prepare preliminary 50% demolition plan
Subtask 3.1.2 Prepare Preliminary Street Median Plan
Prepare Street improvement plan and profile at V=20'. Grading plan views
shall show flow line, top of curb elevations, stationing, grade breaks, and saw
cut limits. Cross sections at every 50' intervals and details shall be shown on a
separate sheet with legends. The plan shall comply with the City of Santa
Clarita standards.
The median design shall consider curbs with shedding gutters in areas where
drainage flow away from the median and curbs with collecting gutters where
drainage comes toward the median.
Output 1) Prepare preliminary 50% plan and profile street median improvement
plan
Subtask 3.1.3 Prepare Preliminary Storm Drain Plans
It is anticipated storm drain improvements will be necessary near the Via
Princessa bridge. A superelevation was observed and noted. A new median will
block the current drainage pattern. Alternatives shall be considered such as
median breaks, bioswales and storm drain improvements. The most cost
effective solution shall be developed during the preliminary design stage.
Output 1) Preliminary 50% plan and profile storm drain plan.
Subtask 3.1.4 Prepare Preliminary Striping and Signage Plans
Conduct field investigation of all existing signage, striping and pavement
markings. Update base mapping as necessary to reflect existing
conditions. Identify existing signs and/or markings will conflict with proposed
median improvements, those can remain in place and what additional signage
and striping is required. Penfield & Smith's traffic engineer will coordinate work
with the City's Traffic Engineering and Fire Departments to make sure that City
and adjacent property owner interests are being served.
Output 1) Preliminary Striping and Signage Plan at V=40' in conformance
with CAMUTCD and City standards.
Subtask 3.1.5 Prepare Preliminary Traffic Control Plans
Review overall road width and work area requirements, including all required
utility work. Examine access to private property, especially those accessed by
larger design vehicles. If necessary, develop construction staging plans to
address foreseen access or constructability, issues. Coordinate with Transit
provider concerning potential bus stop closures and/or route delays. Review
access needs and space requirements with the local Fire Station and incorporate
needs into plan. We will work closely with City staff to develop a traffic control
plan that will likely generally follow one of two options:
March 11, 2013
Page 6
1. Remove on -street parking and shift through lanes toward the outer curb
lane — This would allow for additional capacity on Railroad Avenue as well
as additional work area for construction of the median; but would
eliminate much needed parking for local businesses as well as exclusive
space for bus stops.
2. Close the #1 through lane in each direction — This would reduce the
capacity of Railroad Avenue while maintaining the on -street
parking. However, there may be operational problems associated with
parallel parking maneuvers within a single travel lane. This will depend
on the volume of traffic on Railroad Avenue throughout the day, the hours
lane closures are allowed and the relative importance of on -street parking
to local businesses.
Output 1) Preliminary Traffic Control Plan at V=40' in conformance with
W.A.T.C.H. Manual, CAMUTCD and City standards
Subtask 3.1.6 Prepare Preliminary Planting Plan
Define limits of decorative concrete within the medians, layout trees and shrubs
per LIVID Median Design Standards and Traffic Division sightline restrictions.
Include landscape notes and legend.
Output 1) Planting Plans at 1"=20' with stamped concrete limits, tree and shrub
layout.
2) Planting Detail Sheets (1) total
Subtask 3.1.7 Prepare Preliminary Irrigation Plan
Define Points of Connection & new water meters if required, layout mainline, note
roadway crossings & boring, include irrigation notes, equipment legend, include
preliminary water use calculations for service request to water purveyor and
AB1881 requirements.
Output 1) Irrigation Plans at V=20' with P.O.0 /water meter locations, mainline &
equipment legend.
2) Irrigation Detail sheets (2) total
Subtask 3.1.8 Prepare Preliminary Technical Specifications with Bid Schedule
Prepare draft technical specifications including a quantified bid schedule. The
specifications shall be based on the City of Santa Clarita and Standard
Specifications for Public Works Construction. Bid schedule shall match the
engineers estimate of probable cost.
Output 1) Provide digital and hard copy draft specifications including bid
schedule.
Subtask 3.1.9 Prepare Preliminary Engineers Estimate of Probable Cost
Prepare draft engineer's estimate of probable cost. Estimate shall be based on
similar project construction bid result from the City of Santa Clarita and
surrounding areas. The estimate shall include a breakdown of costs for each
item of work and match the bid schedule.
March 11, 2013
Page 7
Output 1) Draft engineer's estimate of cost
Subtask 3.2 Construction Documents (90% Submittal)
Once the 50% comments are received, we shall proceed to develop construction
documents. Penfield & Smith will conduct a team design meeting to review the
documents and discuss City comments. We will incorporate review comments
into the subsequent submittal and provide the City with a log of how each
comment was addressed. If it is determined that more field data is necessary,
Penfield & Smith shall obtain further supplemental survey data to refine the 50%
plan set.
Subtask 3.2.1 Demolition plan
Refine the 50% demolition plan based on comments received. If necessary,
confirm demolition limits in the field. Confirm all possible utility conflicts and
features that are to be protected in place. Update demolition details if needed.
Output 1) 90% Demolition Plan
Subtask 3.2.2 Street Median Plan
Update 50% plan based on comments received. Incorporate additional
supplemental survey data into the plan. Update grading surfaces, details and
plan and profiles.
Output 1) 90% Street Median Plan
Subtask 3.2.3 Storm Drain Improvement Plan
Update 50% storm drain plans based on City comments and new supplemental
survey data if necessary.
Output 1) 90% Storm Drain Improvement Plans.
Subtask 3.2.4 Signage and Striping Plans
Update 50% signage and striping plans based on City comments. Meet with the
City Traffic Engineering Department to confirm the design.
Output 1) 90% Signage and Striping Plans
Subtask 3.2.5Traffic Control Plans
Revise 50% traffic control plans based on City comments. Meet with the City
Traffic Engineering Department to confirm the design.
Output 1) 90% Signage and Striping Plans
Subtask 3.2.6 Planting Plans
Complete planting plans including all required decorative concrete notes and
horizontal dimensions. Make revisions to plans per City review of 50% submittal.
Output 1) Completed Planting Plans at 1"=20' suitable for final City review.
March 11, 2013
Page 8
Subtask 3.2.7 Irrigation Plans
Completed irrigation design in medians. Layout bubbler heads for trees and
shrubs, layout all lateral lines and equipment. Update water use calculations per
AB1881 requirements. Make revisions to plans per City review of 50% submittal.
Output 1) Completed Irrigation pans at 1 "=20' suitable for final City review.
Subtask 3.2.8Technical Specifications with Bid Schedule
Revise technical specifications based on City comments received and
coordinate with PCLD. Update bid schedule if necessary and confirm the
schedule matches the engineers estimate.
Output 1) 90% Technical Specifications with bid schedule. Provide hard copy set
and a digital set is necessary.
Subtask 3.2.9 Engineers Estimate of Probable Cost
Update engineers estimate based on comments and revised bid schedule.
Coordinate items with the design team.
Output 1) 90% engineers estimate of probable cost. Provide hard copy set and
digital copies if required.
Subtask 3.3 Construction Documents (100% Submittal)
Subtask 3.3.1 Produce 100% Plans
Penfield & Smith and it's sub consultants shall prepare final plans based on the
90% comments received. If necessary, a final design meeting will be held to
insure that comments from all City departments are addressed. Final revision to
the technical specifications and the bid schedule will be made.
Output 1) Provide complete set of wet signed plans printed on Mylar.
2) Provide digital plans in AutoCAD and PDF format.
Subtask 3.3.2 Produce 100% Technical specifications
Provide final technical specifications for the project based on 90% comments.
Bid schedule shall be finalized and shall be consistent with the engineers
estimate of probable cost.
Output 1) 100% technical specifications with bid schedule. Provide hard copy set
and digital set in MS word and PDF formats.
Subtask 3.3.3 Produce 100% Engineers Estimate of Probable Cost
Revise 90% engineers estimate. Update unit costs and quantities.
Output 1) Provide 100% Engineers Estimate of Probable Costs. Provide hard
copies and digital formats such as MS Excel and PDF's
Subtask 3.3.4 Storm Water Pollution Prevention Plan (SWPPP)
March 11, 2013
Page 9
Prepare and process the SWPPP and aid in filing the NOI for the project. Post
construction BMP's are not anticipated and are not included in the scope.
Output 1) Storm Water Pollution Control Plan with NO[ form.
TASK 4: ADDITIONAL BEAUTIFICATION DESIGN (OPTIONAL)
Subtask 4.1 Site Investigation
Additional site review with documentation (completed with site review for base
design scope) to assess constraints and suitability of west side R.O.W. for
additional landscaping and beautification features. Review existing planting and
irrigation in median north of Via Princessa overpass and note discrepancies from
City provided existing median plans. Penfield & Smith shall include supplemental
survey and desktop Right of Way research to confirm city limits along the west
side of the project site.
Output 1) Document existing conditions for use on design basemap.
2) Supplemental survey and desktop Right of Way research
Subtask 4.2 Existing Utilities
Assess existing median and west side parkway irrigation & electrical service for
use with proposed design improvements.
Output 1) Existing electrical and irrigation system info for both median and west side
improvement area added to design basemap.
Subtask 4.3 Conceptual Design -West Side ROW
Subtask 4.3.1 Conceptual Design Exhibit
OMIT
Output
Subtask 4.3.2 Review Meeting -West Side Beautification Concepts With Staff
OMIT
Output
Subtask 4.4 Preliminary Design (50% Construction Documents Submittal)
Subtask 4.4.1 Prepare Landscape Base Sheet
Additional landscape base sheet formatting; combine information gathered during
site investigation with existing median plans and engineered base for Landscape
Plan Production of Additional Beautification elements.
Output 1) Landscape Base sheet with existing site and utility info added.
March 11, 2013
Page 10
Subtask 4.4.2 Preliminary Planting Plans- West Side ROW
OMIT
Output
Subtask 4.4.3 Demolition Plan- Existing Median
Prepare demolition plan for the existing median. Plan will show limits of
hardscape, landscape and irrigation removals. Plan will also include general
demolition notes, details and legends.
Output 1) Demolition Plan with notes and details.
Subtask 4.4.4 Preliminary Planting Plans —Existing Median
Two (2) additional sheets added to base scope. Define limits of existing
decorative concrete within the median, layout trees and shrubs per LIVID Median
Design Standards and Traffic Division sightline restrictions.
Output 1) Planting Plans at V=20' with stamped concrete limits, tree and shrub
layout. (One (1) additional sheet added to base scope)
Subtask 4.4.5 Preliminary Irrigation Plans
Two (2) additional sheet added to base scope. Note retrofit and expansion of
irrigation system in existing medians, layout mainline, note roadway crossings &
boring, include irrigation notes, equipment legend, include additional areas in
preliminary water use calculations for service request to water purveyor and
AB1881 requirements.
Output 1) Irrigation Plan at 1"=20' with P.O.0 / connection to existing irrigation
system, mainline & equipment legend.
(One (1) additional sheet added to base scope)
Subtask 4.4.6 Landscape & Irrigation Details
All irrigation retrofit details required to define landscape construction for
existing medians and west side R.O.W. landscape improvements.
Output 1) Landscape Details Sheet.
(One (1) additional sheet added to base scope)
Subtask 4.4.7 Landscape Specifications & Draft Bid Schedule with Cost
Additional sections to draft technical specifications w/ quantified Bid Schedule
and estimated costs.
Output 1) Additional sections added to base bid draft technical specifications and
quantified bid schedule.
March 11, 2013
Page 11
Subtask 4.6 Design (90% Construction Document Submittal)
Complete all plans and specifications related to the additional beautification
design areas. Make required revisions per City review of 50% submittal.
Output 1) Completed Plans and technical specifications suitable for final City
review. (Included with plans and specifications defined in base bid)
Subtask 4.6 Design (100% Construction Document Submittal
Produce Completed Bid Set related to the additional beautification design areas.
Make required revisions per City review of 90% submittal.
Output 1) Completed, Stamped and signed Mylar Plans and technical
specifications suitable for bid.
(Included with plans and specifications defined in base bid)
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3
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
Penfield & Smith, Inc.
Contract No. 13-00091
This AGREEMENT is entered into this day of 20 . by and
between the CITY OF SANTA CLARITA, a municipal corporation and general law city
("CITY") and Penfield & Smith, Inc. (`CONSULTANT").
I. CONSIDERATION.
A. As partial consideration. CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below: and
B. As additional consideration. CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement: and
C. As additional consideration. CITY agrees to pay CONSULTANT a sum not to
exceed One Hundred Eight- One Thousand Five Hundred Fort Five dollars
($181,545) for CONSULTANT's services. CITY may modify this amount as set
forth below. Unless otherwise specified by written amendment to this
Agreement. CITY will pay this sum as specified in the attached Exhibit "Project
Fee Estimate," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "Project
Work Statement." which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor. technical,
administrative, professional and other personnel, all supplies and materials.
equipment, printing, vehicles, transportation, office space and facilities. and all
tests, testing and analyses, calculation. and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement. CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
Revised 1/2011 Page I of 10
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "Project Fee Estimate") the tasks performed, the percentage of the task completed during
the billing period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected and
actual expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available. unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year. this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work. CONSULTANT will provide the CITY with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement. CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed; and
Carefully considered how the services should be performed: and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site. CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from 3/27/13 to 3/27/14. Unless otherwise
determined by written amendment between the parties, this Agreement will terminate in the
following instances:
A. Completion of the work specified in Exhibit "Project Work Statement."
B. Termination as stated in Section 15.
Revised 1/2011 Pale 2 of 10
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 22
of this Agreement: and
ii. CITY. gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. if delay occurs. CONSULTANT must notify the Manager within forty-eight hours
(48 hours), in writing. of the cause and the extent of the delay and how such delay interferes with
the Agreement's schedule. The Manager will extend the completion time, when appropriate, for
the completion of the contracted services.
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions; deletions, or other revisions. and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written aureement between the parries.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement. all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of; or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any tern, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION.
A. CITY may, terminate this Agreement at any time with or without cause
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
Revised 1/2011 Page 3 of 10
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice. CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT'S own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur. all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section I (C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents. data, studies, drawings, maps; models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired. but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION. CONSULTANT agrees to indemnify and hold CITY harmless from
and against any claim, action, damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of the performance of this agreement by CONSULTANT.
Should CITY be named in any suit, or should any claim be brought against it by suit or
otherwise, arising out of performance by CONSULTANT of services rendered pursuant to this
Agreement, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory
to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in
settlement or costs incurred in defense otherwise. Notwithstanding any provisions of this
Agreement to the contrary, design professionals shall be required to defend and indemnify the
City only to the extent allowed by Civil Code Section 2782.8, namely for claims that arise out of,
pertain to, or relate to the negligence, recklessness or willful misconduct of the design
professional. The term "design professional" includes licensed architects, licensed landscape
Revised 1/2011 Page 4 of 10
architects, registered professional engineers. professional land surveyors and the Business
entities which offer such services in accordance with the applicable provisions of the business
and Professions Code.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this A<*reement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. .Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work oniv.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records. and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement. and at all other times this
Agreement is effective. CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Tyne of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits
$1.000,000
$1;000,000
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury. personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
Rmsed 1/2011 Page i of 10
excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10
11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a
"claims made." basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be on an `occurrence basis" if such coverage
is available. or on a "claims made` basis if not available. When coverage is
provided on a "claims made basis." CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect durin- the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol I (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VIL"
F. Should CONSULTANT. for any reason, fail to obtain and maintain the insurance
required by this Agreement. CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 15.
In the alternative should CONSULTANT fail to meet any of the insurance
requirements under this a<,reement Citv may cancel the Agreement immediatelv
with no penalty.
G. Should CONSULTANT'S insurance required by this Agreement be cancelled at
any point prior to expiration of the policy. CONSULTANT must notify City
within 24 hours of receipt of notice of cancellation. Furthermore.
CONSULTANT must obtain replacement coverage that meets all contractual
requirements within 10 days of the prior insurer's issuance of notice of
cancellation CONSULTANT must ensure that there is no lapse in coverage.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
Revised 1/2011 Page 6 of 10
25. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Penfield R Smith
1327 Del Norte Road, Suite 200
Camarillo, CA, 93010
Attention: Sal Contreras
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard_. Suite 300
Santa Clarita. CA 91355
Attention: Trolis Niebla
Any such written communications by mail will be conclusive]\, deemed to have been received by
the addressee upon deposit thereof in the United States mail, postage prepaid and properly
addressed as noted above. In all other instances. notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation. CITY's Conflict of Interest Code (on file in
the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to
notify the CITY pursuant to Section 25. NOTICES of any staff changes relating to this
Agreement.
A. In accomplishing the scope of services of this Agreement, all officers, employees
and/or agents of CONSULTANT(S), unless as indicated in Subsection B.. will be
performing a very limited and closely supervised function, and, therefore. unlikely to
have a conflict of interest arise. No disclosures are required for any officers.
employees, and/or agents of CONSULTANT. except as indicated in Subsection B.
Initials of Consultant
B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be
performing a specialized or general service for the CITY. and there is substantial
likelihood that the CONSULTANT'S work product will be presented, either written
or orally, for the purpose of influencing a governmental decision. As a result. the
following CONSULTANT(S) shall be subject to the Disclosure Category "1" of the
CITY's Conflict of Interest Code:
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee; to solicit or
secure this Agreement. Further. CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage; brokerage fee, gift or other consideration contingent upon or.resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
Revised 1/2011 Page 7 of 10
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in. and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are two (2) Attachment(s) to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assiLns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly. this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
34. AUTHOR] TYIMODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a parry is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
Revised 1/2011 Page 9 of 10
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood.
explosion. acts of terrorism. war. embargo, government action. civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources. surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
40. PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports
the Immigration and Nationality Act (INA) which includes provisions addressing employment
eligibility. employment verification, and nondiscrimination. Under the INA. employers may hire
only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.)
and aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (1-9). The Contractor shall establish appropriate procedures and controls so
no services or products under the Contract Documents will be performed or manufactured by any
worker who is not legally eligible to perform such services or employment.
[SIGNATURES ON NEXT PAGE]
Revised 1/3011 Pa -e 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and
year first hereinabove written.
FOR CONSULTANT:
By:
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
Revised 1/2011 Paue 10 of 10