HomeMy WebLinkAbout2014-06-10 - AGENDA REPORTS - PEDESTRIANS/CYCLISTS T0041 (2)Agenda Item• 4
CITY OF SANTA CLARITA
AGENDA REPORT/J
CONSENT CALENDAR City Manager Approval: V /��I 1 452
Item to be presented by: Andrew Yi
DATE: June 10, 2014
SUBJECT: CITYWIDE WAY -FINDING SIGNAGE PROGRAM FOR
PEDESTRIANS AND CYCLISTS, PROJECT T0041 - AWARD
DESIGN CONTRACT
DEPARTMENT: Public Works
RECOMMENDED ACTION
City Council:
1. Award the design contract to Alta Planning + Design for the Citywide Way -Finding Signage
Program for Pedestrians and Cyclists, Project T0041, in the amount of $58,855, and authorize
a contingency in the amount of $5,886, for a total amount not to exceed $64,741.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The City of Santa Clarita (City) has an extensive bicycle and pedestrian network consisting of
over 80 miles of off-street bicycle/pedestrian trails, on -street bicycle lanes, and paseos. Much of
the network does not run parallel to roadways, but rather along creeks and in residential areas. No
way -finding signage is currently posted.
In 2008, the City adopted a non -motorized transportation plan recommending a way -finding and
destination signage program. The City applied to the Metropolitan Transportation Authority's
2009 Call for Projects for the design and construction of a citywide way -finding signage
program. The City was successful in receiving a grant covering 80 percent of the cost of the
project. Grant funding became available in Fiscal Year 2013-14.
The project will provide better identification of the City's bicycle and pedestrian network and
enhance user ability to navigate to destinations. In addition, the project is consistent with the
City's goal of improving non -motorized modes of transportation. The added convenience will
encourage growth in bicycle and pedestrian use of the network, which leads to reduced
single -vehicle automobile trips and congestion.
A Request for Proposal (RFP) was advertised in The Signal newspaper on three separate days. A
total of 18 firms requested and were sent the RFP. On April 23, 2014, five funis submitted
proposals. City staff reviewed the proposals and based on their evaluations, scored the firms on a
scale of 100 possible points.
Rank
Company
Score
Location
Desi ngn Cost
1.
Alta Planning + Design
96
Los Angeles, CA
$58,855
2.
Hunt Design
90
Pasadena, CA
$71,475
3.
Selbert Perkins Design
88
Playa del Rey, CA
$180,250
4.
Graphic Solutions
85
San Diego, CA
$43,985
5.
fd2s Inc.
82
Austin, TX
$100,000
The ranking system heavily emphasized the understanding of the required scope of work, firm
experience in similar projects, qualifications of project team, ability to meet project schedules,
and overall organization of the proposal.
Alta Planning + Design demonstrated an in-depth understanding of the project needs and
illustrated a detailed scope of work. Based on their extensive design experience on way -finding
projects, other previous bicycle/pedestrian projects, and the completeness of their proposal, staff
recommends Alta Planning + Design for this design project.
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 architect and engineering services based on cost. The City was able to reach an
agreement with Alta Planning + Design at a fair and reasonable price.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds from Miscellaneous Federal Grant Fund 229 and Gas Tax Fund 230 were
previously appropriated into project Expenditure Accounts T0041229-5161.001 and
T0041230-5161.001.
ATTACHMENTS
Contract for Alta Planning + Design, Inc., available in the City Clerk's Reading File
Exhibit A - Scope of Work available in the City Clerk's Reading File
Exhibit B - Cost Proposal available in the City Clerk's Reading File
2
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
ALTA PLANNING + DESIGN, INC.
Contract No. 14-00194
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 ALTA PLANNING + DESIGN, INC., a transportation planning and design firm
("CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF WORK, 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 sixty four thousand seven hundred forty one dollars ($64,741) 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 Cost Proposal, attached hereto as Exhibit "B,"
which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the Scope of Work, attached
hereto as Exhibit "A," 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.
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4. PAYMENTS.
A. The method of payment for this Agreement will be based on actual cost plus a fixed fee.
CITY will reimburse CONSULTANT for actual costs (including labor costs, employee
benefits, travel, equipment rental costs, overhead and other direct costs) incurred by
CONSULTANT in performance of the work. CONSULTANT will not be reimbursed for
actual costs that exceed the estimated wage rates, employee benefits, travel, equipment
rental, overhead, and other estimated costs set forth in the approved CONSULTANT'S
Cost Proposal, unless additional reimbursement is provided for by contract amendment.
In no event, will CONSULTANT be reimbursed for overhead costs at a rate that exceeds
CITY's approved overhead rate set forth in the attached Cost Proposal. In the event, that
CITY determines that a change to the work from that specified in the Cost Proposal and
Agreement is required, the contract time or actual costs reimbursable by CITY shall be
adjusted by contract amendment to accommodate the changed work. The maximum total
cost as specified in Paragraph "H" shall not be exceeded, unless authorized by contract
amendment.
B. In addition to the allowable incurred costs, CITY will pay CONSULTANT a fixed fee
of $0. The fixed fee is nonadjustable for the term of the Agreement, except in the event of
a significant change in the scope of work and such adjustment is made by contract
amendment.
C. Reimbursement for transportation and subsistence costs shall not exceed the rates
specified in the approved Cost Proposal.
D. When milestone cost estimates are included in the approved Cost Proposal,
CONSULTANT shall obtain prior written approval for a revised milestone cost estimate
from the Contract Administrator before exceeding such cost estimate.
E. Progress payments will be made monthly in arrears based on services provided and
allowable incurred costs. A pro rata portion of CONSULTANT's fixed fee will be
included in the monthly progress payments. If CONSULTANT fails to submit the
required deliverable items according to the schedule set forth in the Scope of Services,
CITY shall have the right to delay payment or terminate this Agreement in accordance
with the provisions of Section 21 Termination.
F. No payment will be made prior to approval of any work, nor for any work performed
prior to approval of this Agreement.
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G. CONSULTANT will be reimbursed, as promptly as fiscal procedures will permit upon
receipt by CITY's Contract Administrator of itemized invoices in triplicate. Invoices
shall be submitted no later than 45 calendar days after the performance of work for which
CONSULTANT is billing. Invoices shall detail the work performed on each milestone
and each project as applicable. Invoices shall follow the format stipulated for the
approved Cost Proposal and shall reference this Agreement number and project title.
Final invoice must contain the final cost and all credits due CITY including any
equipment purchased under the provisions of Section 35 Equipment Purchase of this
Agreement. The final invoice should be submitted within 60 calendar days after
completion of CONSULTANT's work. Invoices shall be mailed to CITY's Contract
Administrator at the following address:
City of Santa Clarita
Attn: Mark Hunter, Administrative Analyst
23920 Valencia Blvd., Suite 300
Santa Clarita, CA
H. The total amount payable by CITY including the fixed fee shall not exceed $64,741.
I. Salary increases will be reimbursable if the new salary is within the salary range
identified in the approved Cost Proposal and is approved by CITY's Contract
Administrator.
For personnel subject to prevailing wage rates as described in the California Labor Code,
all salary increases, which are the direct result of changes in the prevailing wage rates are
reimbursable.
J. All subcontracts in excess of $25,000 shall contain the above provisions.
K. 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 the Cost Proposal) the tasks
performed, the percentage of the task completed during the billing period, the cumulative
percentage completed for each task, and the total cost of that work during the preceding
billing month.
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.
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:
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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 June 11, 2014 to June 10, 2015. Unless
otherwise determined by written amendment between the parties, this Agreement will terminate
in the following instances:
A. Completion of the work specified in the Scope of Work.
B. The Agreement shall end on June 10, 2015, unless extended by contract
amendment.
C. Termination as stated in Section 21.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 33
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. Consultant is advised that any recommendation for contract award is not
binding on the CITY until the contract is fully executed and approved by the
CITY.
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 CITY's Project 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 CITY's Project Manager will extend the
completion time, when appropriate, for the completion of the contracted services.
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11. CHANGE IN TERMS.
A. 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 a written agreement
between the parties.
B. CONSULTANT shall only commence work covered by an amendment after the
amendment is executed and notification to proceed has been provided by CITY's
Contract Administrator.
C. There shall be no change in CONSULTANT's Project Manager or members of the
project team, as listed in the approved Cost Proposal, which is a part of this Agreement,
without prior written approval by CITY's Contract Administrator.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. DISADVANTAGED BUSINESS ENTERPRISES (DBE) PARTICIPATION.
Consultants must give consideration to DBE firms as specified in 23 CFR §172.5(b), 49 CFR,
Part 26. If the Agreement has a DBE goal, CONSULTANT must meet the goal by using DBEs
as subconsultants or document a good faith effort to have met the goal. If a DBE subconsultant is
unable to perform, CONSULTANT must make a good faith effort to replace him/her with
another DBE subconsultant if the goal is not otherwise met.
A DBE may be terminated only with written approval by CITY and only for the reasons
specified in 49 CFR 26.53 (f). Prior to requesting CITY's consent for the proposed termination,
the prime consultant must meet the procedural requirements specified in 49 CFR 26.53(f).
14. STANDARD CONTRACT PROVISIONS FOR SUBCONSULTANT/DBE
PARTICIPATION
A. Subconsultants
i. Nothing contained in this Agreement or otherwise, shall create any contractual
relation between the CITY and any subconsultants, and no subcontract shall
relieve the CONSULTANT of his/her responsibilities and obligations hereunder.
The CONSULTANT agrees to be as fully responsible to the CITY for the acts and
omissions of its subconsultants and of persons either directly or indirectly
employed by any of them as it is for the acts and omissions of persons directly
employed by the CONSULTANT. The Consultant's obligation to pay its
subconsultants is an independent obligation from the CITY's obligation to make
payments to the CONSULTANT.
ii. Any subcontract in excess of $25,000, entered into as a result of this Agreement,
shall contain all the provisions stipulated in this Agreement to be applicable to
subconsultants.
iii. CONSULTANT shall pay its subconsultants within ten (10) calendar days from
receipt of each payment made to the CONSULTANT by the CITY.
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iv. Any substitution of subconsultants must be approved in writing by the CITY's
Contract Administrator in advance of assigning work to a substitute
subconsultant.
B. Disadvantaged Business Enterprise (DBE) Participation
i. This Agreement is subject to 49 CFR, Part 26 entitled "Participation by
Disadvantaged Business Enterprises in Department of Transportation Financial
Assistance Programs". Proposers who obtain DBE participation on this
Agreement will assist Caltrans in meeting its federally mandated statewide overall
DBE goal.
ii. If the Agreement has a DBE goal, the CONSULTANT must meet the goal by
committing DBE participation or document a good faith effort to meet the goal. If
a DBE subconsultant is unable to perform, the CONSULTANT must make a good
faith effort to replace him/her with another DBE subconsultant, if the goal is not
otherwise met. A DBE is a firm meeting the definition of a DBE as specified in
49 CFR.
iii. DBEs and other small businesses, as defined in 49 CFR, Part 26 are encouraged to
participate in the performance of contracts financed in whole or in part with
federal funds. The CONSULTANT or subconsultant shall not discriminate on the
basis of race, color, national origin, or sex in the performance of this Agreement.
The CONSULTANT shall carry out applicable requirements of 49 CFR, Part 26
in the award and administration of US DOT- assisted agreements. Failure by the
CONSULTANT to carry out these requirements is a material breach of this
Agreement, which may result in the termination of this Agreement or such other
remedy as the local agency deems appropriate.
iv. Any subcontract entered into as a result of this Agreement shall contain all of the
provisions of this section.
V. A DBE may be terminated only with prior written approval from the CITY and
only for the reasons specified in 49 CFR 26.53(f). Prior to requesting CITY
consent for the termination, the prime CONSULTANT must meet the procedural
requirements specified in 49 CFR 26.53(f).
C. Performance of DBE Consultant and other DBE Subconsultants/Suppliers
i. A DBE performs a commercially useful function when it is responsible for
execution of the work of the Agreement and is carrying out its responsibilities by
actually performing, managing, and supervising the work involved. To perform a
commercially useful function, the DBE must also be responsible with respect to
materials and supplies used on the Agreement, for negotiating price, determining
quality and quantity, ordering the material, and installing (where applicable) and
paying for the material itself. To determine whether a DBE is performing a
commercially useful function, evaluate the amount of work subcontracted,
industry practices; whether the amount the firm is to be paid under the Agreement
is commensurate with the work it is actually performing; and other relevant
factors.
ii. A DBE does not perform a commercially useful function if its role is limited to
that of an extra participant in a transaction, Agreement, or project through which
funds are passed in order to obtain the appearance of DBE participation. In
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determining whether a DBE is such an extra participant, examine similar
transactions, particularly those in which DBEs do not participate.
iii. If a DBE does not perform or exercise responsibility for at least 30 percent of the
total cost of its Agreement with its own work force, or the DBE subcontracts a
greater portion of the work of the Contract than would be expected on the basis of
normal industry practice for the type of work involved, it will be presumed that it
is not performing a commercially useful function.
D. Prompt Payment of Funds Withheld to Subconsultants
i. Any subcontract entered into as a result of this Agreement shall contain all of the
provisions of this section.
ii. No retainage will be withheld by the CITY from progress payments due the prime
CONSULTANT. Retainage by the prime CONSULTANT or subconsultants is
prohibited, and no retainage will be held by the prime CONSULTANT from
progress due subconsultants. Any violation of this provision shall subject the
violating prime CONSULTANT or subconsultants to the penalties, sanctions, and
other remedies specified in Section 7108.5 of the California Business and
Professions Code. This requirement shall not be construed to limit or impair any
contractual, administrative, or judicial remedies, otherwise available to the prime
CONSULTANT or subconsultant in the event of a dispute involving late payment
or nonpayment by the prime CONSULTANT or deficient subconsultant
performance, or noncompliance by a subconsultant. This provision applies to both
DBE and non -DBE prime CONSULTANT and subconsultants.
E. DBE Records
i. The CONSULTANT shall maintain records of materials purchased or supplied
from all subcontracts entered into with certified DBEs. The records shall show the
name and business address of each DBE or vendor and the total dollar amount
actually paid each DBE or vendor, regardless of tier. The records shall show the
date of payment and the total dollar figure paid to all ferns. DBE prime
consultants shall also show the date of work performed by their own forces along
with the corresponding dollar value of the work.
ii. Upon completion of the Agreement, a summary of these records shall be prepared
and submitted on the form entitled, "Final Report -Utilization of Disadvantaged
Business Enterprise (DBE), First -Tier Subconsultants," CEM -2402F (Exhibit 17-
F, Chapter 17, of the LAPM), certified correct by the CONSULTANT or the
CONSULTANT's authorized representative and shall be furnished to the CITY's
Contract Administrator with the final invoice. Failure to provide the summary of
DBE payments with the final invoice will result in 25 percent of the dollar value
of the invoice being withheld from payment until the form is submitted. The
amount will be returned to the CONSULTANT when a satisfactory "Final
Report -Utilization of Disadvantaged Business Enterprises (DBE), First -Tier
Subconsultants" is submitted to the CITY's Contract Administrator.
F. DBE Certification and Decertification Status
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If a DBE subconsultant is decertified during the life of the Agreement, the decertified
subconsultant shall notify the CONSULTANT in writing with the date of
decertification. If a subconsultant becomes a certified DBE during the life of the
Agreement, the subconsultant shall notify the CONSULTANT in writing with the date
of certification. Any changes should be reported to the CITY's Contract Administrator
within 30 days.
15. COST PRINCIPLES.
A. CONSULTANT agrees that the Contract Cost Principles and Procedures, 48 CFR,
Federal Acquisition Regulations System, Chapter 1, Part 31.000 et seq., shall be used to
determine the cost allowability of individual items.
B. CONSULTANT also agrees to comply with federal procedures in accordance with 49
CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments.
C. Any costs for which payment has been made to CONSULTANT that are determined by
subsequent audit to be unallowable under 49 CFR Part 18 and 48 CFR, Federal
Acquisition Regulations System, Chapter 1, Part 31.000 et seq., are subject to repayment
by CONSULTANT to CITY.
16. STATE PREVAILING WAGE RATES.
A. CONSULTANT shall comply with the State of California's General Prevailing Wage
Rate requirements in accordance with California Labor Code, Section 1770, and all
Federal, State, and local laws and ordinances applicable to the work.
B. Any subcontract entered into as a result of this Agreement if for more than $25,000 for
public works construction or more than $15,000 for the alteration, demolition, repair, or
maintenance of public works, shall contain all of the provisions of this Article.
17. DISPUTES.
A. Any dispute, other than audit, concerning a question of fact arising under this Agreement
that is not disposed of by agreement shall be decided by a committee consisting of
CITY's Contract Administrator and the CITY's Director of Public Works, who may
consider written or verbal information submitted by CONSULTANT.
B. Not later than 30 days after completion of all deliverables necessary to complete the
plans, specifications and estimate, CONSULTANT may request review by the City
Council of unresolved claims or disputes, other than audit. The request for review will be
submitted in writing.
C. Neither the pendency of a dispute, nor its consideration by the committee will excuse
CONSULTANT from full and timely performance in accordance with the terns of this
Agreement.
18. AUDIT REVIEW PROCEDURES.
A. Any dispute concerning a question of fact arising under an interim or post audit of this
Agreement that is not disposed of by agreement, shall be reviewed by CITY's Chief
Financial Officer.
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B. Not later than 30 days after issuance of the final audit report, CONSULTANT may
request a review by CITY's Chief Financial Officer of unresolved audit issues. The
request for review will be submitted in writing.
C. Neither the pendency of a dispute nor its consideration by CITY will excuse
CONSULTANT from full and timely performance, in accordance with the terms of this
Agreement.
19. 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.
20. 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 term, 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.
21. TERMINATION.
A. CITY reserves the right to terminate this Agreement upon thirty (30) calendar
days written notice to CONSULTANT with the reasons for termination stated in
the notice.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
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 1(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.
The maximum amount for which the Government shall be liable if this Agreement
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is terminated is $64,741 dollars.
22. OWNERSHIP OF DATA.
A. Upon completion of all work under this Agreement, ownership and title to all reports,
documents, plans, specifications, and estimates produced as part of this Agreement will
automatically be vested in CITY; and no further agreement will be necessary to transfer
ownership to CITY. CONSULTANT shall furnish to CITY all necessary copies of data
needed to complete the review and approval process.
B. It is understood and agreed that all calculations, drawings and specifications, whether in
hard copy or machine-readable form, are intended for one-time use in the construction of
the project for which this Agreement has been entered into.
C. CONSULTANT is not liable for claims, liabilities, or losses arising out of, or connected
with the modification, or misuse by CITY of the machine-readable information and data
provided by CONSULTANT under this Agreement; further, CONSULTANT is not liable
for claims, liabilities, or losses arising out of, or connected with any use by CITY of the
project documentation on other projects for additions to this project, or for the completion
of this project by others, except only such use as may be authorized in writing by
CONSULTANT.
D. Applicable patent rights provisions regarding rights to inventions shall be included in the
agreements as appropriate (48 CFR 27, Subpart 27.3 - Patent Rights under Government
Contracts for federal -aid contracts).
E. CITY may permit copyrighting reports or other agreement products. If copyrights are
permitted; the agreement shall provide that the Federal Highway Administration
("FHWA") shall have the royalty -free nonexclusive and irrevocable right to reproduce,
publish, or otherwise use; and to authorize others to use, the work for government
purposes.
F. Any subcontract in excess of $25,000 entered into as a result of this Agreement, shall
contain all of the provisions of this Section.
23. CONFIDENTIALITY OF DATA.
A. All financial, statistical, personal, technical, or other data and information relative to
CITY's operations, which are designated confidential by CITY and made available to
CONSULTANT in order to carry out this Agreement, shall be protected by
CONSULTANT from unauthorized use and disclosure.
B. Permission to disclose information on one occasion, or public hearing held by CITY
relating to the Agreement, shall not authorize CONSULTANT to further disclose such
information, or disseminate the same on any other occasion.
C. CONSULTANT shall not comment publicly to the press or any other media regarding the
Agreement or CITY's actions on the same, except to CITY's staff, CONSULTANT's
own personnel involved in the performance of this Agreement, at public hearings or in
response to questions from a Legislative committee.
D. CONSULTANT shall not issue any news release or public relations item of any nature,
whatsoever, regarding work performed or to be performed under this Agreement without
prior review of the contents thereof by CITY, and receipt of CITY's written permission.
E. Any subcontract entered into as a result of this Agreement shall contain all of the
provisions of this Section.
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F. All information related to the construction estimate is confidential, and shall not be
disclosed by CONSULTANT to any entity other than CITY.
24. INSPECTION OF WORK. Consultant and any subconsultant shall permit CITY, the state,
and the FHWA if federal participating funds are used in this Agreement; to review and inspect
the project activities and files at all reasonable times during the performance period of this
Agreement including review and inspection on a daily basis.
25. 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 negligent acts of 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 or 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, of the design professional. The term "design professional" includes
licensed architects, licensed landscape architects, registered professional engineers, professional
land surveyors and the business entities which offer such services in accordance with the
applicable provisions of the California Business and Professions Code.
26. NATIONAL LABOR RELATIONS BOARD CERTIFICATION. In accordance with
Public Contract Code Section 10296, CONSULTANT hereby states under penalty of perjury that
no more than one final unappealable finding of contempt of court by a federal court has been
issued against CONSULTANT within the immediately preceding two-year period, because of
CONSULTANT's failure to comply with an order of a federal court that orders CONSULTANT
to comply with an order of the National Labor Relations Board.
27. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
28. 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 only.
29. RETENTION OF RECORDS/AUDIT. For the purpose of determining compliance with
Public Contract Code 10115, et seq. and Title 21, California Code of Regulations, Chapter 21,
Section 2500 et seq., when applicable and other matters connected with the performance of the
Agreement pursuant to Government Code 8546.7; CONSULTANT, subconsultants, and CITY
shall maintain and make available for inspection all books, documents, papers, accounting
Revised 10/2013 Page 11 of 20
records, and other evidence pertaining to the performance of the Agreement, including but not
limited to, the costs of administering the Agreement. All parties shall make such materials
available at their respective offices at all reasonable times during the contract period and for
three years from the date of final payment under the Agreement. The state, State Auditor, CITY,
FHWA, or any duly authorized representative of the Federal Government shall have access to
any books, records, and documents of CONSULTANT that are pertinent to the Agreement for
audit, examinations, excerpts, and transactions, and copies thereof shall be furnished if
requested. Subcontracts in excess of $25,000 shall contain this provision.
30. EVALUATION OF CONSULTANT. CONSULTANT's performance will be evaluated by
CITY. A copy of the evaluation will be sent to CONSULTANT for comments. The evaluation
together with the comments shall be retained as part of the Agreement record.
31. STATEMENT OF COMPLIANCE.
A. CONSULTANT's signature affixed herein, and dated, shall constitute a certification
under penalty of perjury under the laws of the State of California that CONSULTANT
has, unless exempt, complied with, the nondiscrimination program requirements of
Government Code Section 12990 and Title 2, California Administrative Code, Section
8103.
B. During the performance of this Agreement, CONSULTANT and its subconsultants shall
not unlawfully discriminate, harass, or allow harassment against any employee or
applicant for employment because of sex, race, color, ancestry, religious creed, national
origin, physical disability (including HIV and AIDS), mental disability, medical
condition (e.g., cancer), age (over 40), marital status, and denial of family care leave.
Consultant and subconsultants shall insure that the evaluation and treatment of their
employees and applicants for employment are free from such discrimination and
harassment. Consultant and subconsultants shall comply with the provisions of the Fair
Employment and Housing Act (Gov. Code §12990 (a -f) et seq.) and the applicable
regulations promulgated thereunder (California Code of Regulations, Title 2, Section
7285 et seq.). The applicable regulations of the Fair Employment and Housing
Commission implementing Government Code Section 12990 (a -f), set forth in Chapter 5
of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this
Agreement by reference and made a part hereof as if set forth in full. Consultant and its
subconsultants shall give written notice of their obligations under this clause to labor
organizations with which they have a collective bargaining or other Agreement.
32. DEBARMENT AND SUSPENSION CERTIFICATION.
A. CONSULTANT's signature affixed herein, shall constitute a certification under penalty
of perjury under the laws of the State of California, that CONSULTANT has complied
with Title 2 CFR Part 180, "OMB Guidelines to Agencies on Govemmentwide
Debarment and Suspension (nonprocurement)", which certifies that he/she or any person
associated therewith in the capacity of owner, partner, director, officer, or manager, is not
currently under suspension, debarment, voluntary exclusion, or determination of
ineligibility by any federal agency; has not been suspended, debarred, voluntarily
excluded, or determined ineligible by any federal agency within the past three (3) years;
does not have a proposed debarment pending; and has not been indicted, convicted, or
had a civil judgment rendered against it by a court of competent jurisdiction in any matter
Revised 10/2013 Page 12 of 20
involving fraud or official misconduct within the past three (3) years. Any exceptions to
this certification must be disclosed to CITY
B. Exceptions will not necessarily result in denial of recommendation for award, but will be
considered in determining CONSULTANT responsibility. Disclosures must indicate to
whom exceptions apply, initiating agency, and dates of action.
C. Exceptions to the Federal Government Excluded Parties List System maintained by the
General Services Administration are to he determined by the FHWA.
33. 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:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation 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 he 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
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 during 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 0106 92, including symbol 1 (Any Auto).
Revised 102013
Page 13 of 20
E. The above policies must provide for thirty (30) days' written notice to the City
Clerk of CITY of any cancellation or material change.
F. 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 be 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"
G. Should CONSULTANT'Sinsurance 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.
H. 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
21. In the alternative should CONSULTANT fail to meet any of the insurance
requirements under this Agreement City may cancel the Agreement immediately
with no penalty.
34. SUBCONTRACTORING.
A. CONSULTANT shall perform the work contemplated with resources available within its
own organization; and no portion of the work pertinent to this Agreement shall be
subcontracted without written authorization by CITY's Contract Administrator, except
that, which is expressly identified in the approved Cost Proposal.
B. Any subcontract in excess of $25,000 entered into as a result of this Agreement, shall
contain all the provisions stipulated in this Agreement to be applicable to subconsultants.
C. Any substitution of subconsultants must be approved in writing by CITY's Contract
Administrator prior to the start of work by the subconsultant.
35. EQUIPMENT PURCHASE.
A. Prior authorization in writing, by CITY's Contract Administrator shall be required before
CONSULTANT enters into any unbudgeted purchase order, or subcontract exceeding
$5,000 for supplies, equipment, or CONSULTANT services. CONSULTANT shall
provide an evaluation of the necessity or desirability of incurring such costs.
B. For purchase of any item, service or consulting work not covered in CONSULTANT's
Cost Proposal and exceeding $5,000 prior authorization by CITY's Contract
Administrator; three competitive quotations must be submitted with the request, or the
absence of bidding must be adequately justified.
C. Any equipment purchased as a result of this Agreement is subject to the following:
"CONSULTANT shall maintain an inventory of all nonexpendable property.
Nonexpendable property is defined as having a useful life of at least two years and an
Revised 102013 Page 14 of 20
acquisition cost of $5,000 or more. If the purchased equipment needs replacement and is
sold or traded in, CITY shall receive a proper refund or credit at the conclusion of the
contract, or if the contract is terminated, CONSULTANT may either keep the equipment
and credit CITY in an amount equal to its fair market value, or sell such equipment at the
best price obtainable at a public or private sale, in accordance with established CITY
procedures; and credit CITY in an amount equal to the sales price. If CONSULTANT
elects to keep the equipment, fair market value shall be determined at CONSULTANT's
expense, on the basis of a competent independent appraisal of such equipment.
Appraisals shall be obtained from an appraiser mutually agreeable to by CITY and
CONSULTANT, if it is determined to sell the equipment, the terms and conditions of
such sale must be approved in advance by CITY." 49 CFR, Part 18 requires a credit to
Federal funds when participating equipment with a fair market value greater than $5,000
is credited to the project.
D. All subcontracts in excess $25,000 shall contain the above provisions.
36. SAFETY.
A. CONSULTANT shall comply with OSHA regulations applicable to CONSULTANT
regarding necessary safety equipment or procedures. CONSULTANT shall comply with
safety instructions issued by CITY Safety Officer and other CITY representatives.
CONSULTANT personnel shall wear hard hats and safety vests at all times while
working on the construction project site.
B. Pursuant to the authority contained in Section 591 of the Vehicle Code, CITY has
determined that such areas are within the limits of the project and are open to public
traffic. CONSULTANT shall comply with all of the requirements set forth in Divisions
11, 12, 13, 14, and 15 of the Vehicle Code. CONSULTANT shall take all reasonably
necessary precautions for safe operation of its vehicles and the protection of the traveling
public from injury and damage from such vehicles.
C. Any subcontract entered into as a result of this Agreement, shall contain all of the
provisions of this Section.
D. CONSULTANT must have a Division of Occupational Safety and Health (CAL -OSHA)
permit(s), as outlined in California Labor Code Sections 6500 and 6705, prior to the
initiation of any practices, work, method, operation, or process related to the construction
or excavation of trenches which are five feet or deeper.
37. 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.
38. 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:
Alta Planning + Design
448 S. Hill Street, Suite 501
Los Angeles, CA 90013
Attention: Randy Anderson
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
Attention: Mark Hunter
Revised 10/2013 Page 15 of 20
Any such written communications by mail will be conclusively 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.
39. CONFLICT OF INTEREST.
A. CONSULTANT shall disclose any financial, business, or other relationship with CITY
that may have an impact upon the outcome of this Agreement, or any ensuing CITY
construction project. CONSULTANT shall also list current clients who may have a
financial interest in the outcome of this Agreement, or any ensuing CITY construction
project, which will follow.
B. CONSULTANT hereby certifies that it does not now have, nor shall it acquire any
financial or business interest that would conflict with the performance of services under
this Agreement.
C. Any subcontract in excess of $25,000 entered into as a result of this Agreement, shall
contain all of the provisions of this Section.
D. CONSULTANT hereby certifies that neither CONSULTANT, nor any firm affiliated
with CONSULTANT will bid on any construction contract, or on any contract to provide
construction inspection for any construction project resulting from this Agreement. An
affiliated firm is one, which is subject to the control of the same persons through joint -
ownership, or otherwise.
E. Except for subconsultants whose services are limited to providing surveying or materials
testing information, no subconsultant who has provided design services in connection
with this Agreement shall be eligible to bid on any construction contract, or on any
contract to provide construction inspection for any construction project resulting from
this Agreement.
F. 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 38. NOTICES of any staff changes relating to this Agreement.
i. In accomplishing the scope of services of this Agreement, all officers, employees
and/or agents of CONSULTANT(S), unless as indicated in Subsection ii., 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 ii.
Initials of Consultant
ii. 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
Revised 102013 Page 16 of 20
following CONSULTANT(S) shall be subject to the Disclosure Category "I" of the
CITY's Conflict of Interest Code:
40. REBATES, KICKBACKS OR OTHER UNLAWFUL CONSIDERATION.
CONSULTANT warrants that this Agreement was not obtained or secured through rebates
kickbacks or other unlawful consideration, either promised or paid to any CITY employee. For
breach or violation of this warranty, CITY shall have the right in its discretion; to terminate the
Agreement without liability; to pay only for the value of the work actually performed; or to
deduct from the contract price; or otherwise recover the full amount of such rebate, kickback or
other unlawful consideration.
41. 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 shall have the right to annul this Agreement without liability, or at its discretion;
to deduct from the contract price or consideration, or otherwise recover the full amount of such
fee, commission, percentage, brokerage fee, gift, or contingent fee.
42. 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.
43. 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.
44. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
45. ENTIRE AGREEMENT. This Agreement, its Attachments, and all of the contract
documents 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. The contract documents consist of the Request for Proposal and all referenced
attachments, forms, and exhibits; together with this Agreement and all required insurance
certificates, permits, notices, and affidavits; and also including any and all addenda or
supplemental agreements clarifying or extending the work contemplated as may be required to
insure its completion in an acceptable manner. All of the provisions of said contract documents are
made a part hereof as though fully set forth herein. This Agreement will bind and inure to the
benefit of the parties to this Agreement and any subsequent successors and assigns.
Revised 102013 Page 17 of 20
46. 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.
47. 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.
48. AUTHORITY/MODIFICATION. 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.
49. 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 party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
50. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
51. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
52. 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.
53. 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 Agreement and has a demonstrated capacity to deal fairly and effectively with and to
satisfy CITY.
54. NON_DISCRIMINATION CLAUSE. During the performance of this Agreement,
Consultant and its subconsultant shall not unlawfully discriminate, harass, or allow harassment
against any employee or applicant for employment because of sex, race, color, ancestry, religious
creed, national origin, physical disability (including HIV and AIDS), mental disability, medical
condition (e.g., cancer), age (over 40), marital status, and denial of family care leave. Consultant
and subconsultants shall insure that the evaluation and treatment of their employees and
applicants for employment are free from such discrimination and harassment. Consultant and
subconsultants shall comply with the provisions of the Fair Employment and Housing Act (Gov.
Revised 10/2013 Page 18 of 20
Code §12990 (a -f) et seq.) and the applicable regulations promulgated thereunder (California
Code of Regulations, Title 2, Section 7285 et seq.). The applicable regulations of the Fair
Employment and Housing Commission implementing Government Code Section 12990 (a -f), set
forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated
into this Agreement by reference and made a part hereof as if set forth in full. Consultant and its
subconsultants shall give written notice of their obligations under this clause to labor
organizations with which they have a collective bargaining or other Agreement.
Consultant shall include the nondiscrimination and compliance provisions of this clause in all
subcontracts to perform work under the Agreement.
55. 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 CONSULTANT 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 10/2013
Page 19 of 20
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and
year first hereinabove written.
FOR CONSULTANT:
In
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
ATTEST:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
0
City Attorney
Date:
Revised 1012013 Page 20 of 20
Exhibit "A"
Task 1: Project Management
1.1 Kick-off Meeting
The Alta team will work with the City of Santa Clarita
project manager to organize the Project Development
Team (PDT). PDT members are anticipated to include
Alta and SKA Design as well as representatives from
City departments and other agency representatives, as
appropriate.
Following formation of the PDT, Alta will plan and facili-
tate a project kickoff meeting with the PDT to clarify
the project scope, background, and objectives. Alta will
provide an agenda in advance of the meeting for approval
and distribution by the City project manager. We will
use this meeting to establish communication channels,
verify existing local standards and guidelines, and review
the project schedule. If necessary, changes to the scope
of work will be made after the kickoff meeting and an
amended scope and schedule will be published.
A draft Project Management Plan will be circulated to
the City project manager within two weeks of the Notice
to Proceed providing a detailed project baseline schedule
indicating milestones, major activities and deliverables to
the City for review and comment. Upon approval, a Final
Project Management Plan will be submitted. Should the
need for scope revisions occur after the initial work plan
is approved, we will work with the City project manager
to define and document additional scope items.
Alta will further utilize this meeting as a strategy session.
We will work with the group to define the wayfinding
system goals and mission. As a group we will discuss
Alta designed wayfinding signage for the City of EI Monte's
first pedestrian wayfinding program.
criteria for destination inclusion, including designations,
main attractions, districts, and regional bicycle routes.
We will also discuss desired implementation budget and
potential funding streams for the fabrication, installa-
tion, and maintenance of the system.
1.2 Project Management
Alta will prepare monthly progress reports, progress
schedule updates, and supporting data. The progress
report shall include accomplished tasks for the month,
anticipated progress for the next month, pending issues,
and schedule completion target dates.
Alta will meet with the City approximately once a
month to report on the progress of the work. A brief
written summary of these meetings shall be prepared and
submitted to the City.
Additionally, Alta will meet and coordinate with
impacted utility companies, agencies or property owners
regarding the proposed wayfinding and signage program.
Quality Assurance Measures
Effective project management requires communication so
that each team member has a common expectation of the
project outcome. The following outlines Alta's procedures
for effectively managing a project.
Effective Communication
Throughout the planning and design process, Alta's
project manager will be in regular contact with the City's
project manager to keep him/her apprised of the project
effort and to seek input at key decision points. This will
include face-to-face meetings, emails, telephone calls, and
written documents. Alta will produce detailed meeting
minutes of and correspondence to keep a clear record of
direction given and steps taken to achieve that direction.
In addition, we will use an action item list to understand
which tasks are completed, versus which are in progress,
and whose responsibility it is to complete the unfinished
tasks.
Quality Control
Alta employs a three-tier quality control program,
including review of deliverables by the Project Manager,
a company Principal, and a copy editor prior to sending
to the client. This Quality Control Plan will be in effect
during the course of the project.
Design, Preparation of Plans, Specifications and Estimates for Cityende Wayfinding Signage Program 120 -fn
Alta Planning + Design LU
Task 1 Deliverables
• PDT contact list and working protocols
. Study Work Plan
• Revised Scope of Work
• Revised Project Schedule
. Approved Project Management Plan
• Written summaries for monthly progress meetings
• Notes from meetings or communications with utili-
ties, agencies, and property owners
Task 2: Develop and Conduct
Public Participation Plan
Our goal is to engage the public and stakeholders in a
creative and informative process that brings forward rele-
vant concerns and information to inform the development
of the wayfinding signage program.
2.1 Prepare Public and Stakeholder
Participation Plan
Alta will workwith the PDT to prepare a robustpublic and
stakeholder participation plan that ensures community
input is solicited and received regarding the wayfinding
program. The Public Participation Plan, will be devel-
oped and incorporated into the Project Management
Plan. The methods of pre -meeting outreach and meeting
format will be carefully resolved to take advantage of the
ideas and experience of Santa Clarita staff, and staff from
other agencies and representatives from local groups. The
outreach plan and recommended meetings will inform
community stakeholders about the project, educate about
constraints and opportunities, and solicit input from
stakeholders in a creative and cost-effective manner.
The Public Participation Plan will outline specific tasks,
their purpose in relation to the project, a schedule of
public outreach activities, due dates, and deliverables
associated with each tasks. The following are key items
related to our public engagement program:
2.2 Focus Group Meetings/Event
Attendance
The Alta team will arrange and conduct up to three (3)
focus group or event meetings to present and discuss the
wayfinding program. We will contact stakeholder agen-
cies and organizations that will be active participants in
the project development and decision making process.
211
cityufsantaclarita
Alta Planning+ Design
Alta will prepare a robust stakeholder participation plan. As an
added option, Alta can facilitate public meetings to present
and discuss wayfinding program elements.
While the PDT will make the final decisions, these stake-
holders will provide important information and advice,
and may be involved in implementation of the program.
2.3 Outreach and Presentation Materials
Alta will prepare public information and presentation
materials for use in the public and stakeholder process.
Materials may include the following:
e Project Fact Sheet: A colorful project fact sheet
will be developed with input by the City staff for
immediate use on the project. This will be critical
to explain the study purpose, goals, process and
schedule. The fact sheet can be used for web -based
information, emailed, and as a leave -behind during
outreach activities.
• PowerPoint Presentation: The Alta team will
develop a PowerPoint presentation for use during
outreach events and open house meetings.
• Project Display Boards: The Alta team will develop
project display boards to highlight key aspects of
the program for use at outreach events and open
house meetings.
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Alta will prepare public information and presentation
materials, including a project fact sheet.
2.4 Optional Public Open House Meetings
If authorized, the Alta team will plan and schedule up
to two open house style public meetings to present and
discuss the elements of the wayfinding program. Public
input will be facilitated regarding the important desti-
nations and connections that need to be highlighted, the
types of on-site and off-site information to be provided,
and alternative styles for the signs and other elements.
Task 2 Deliverables
• Public and Stakeholder Participation Plan
all Agenda and notes for up to three (3) Focus Group/
Event Meetings
• Outreach and Presentations Materials
• Optional Agendas and notes for up to two (2) Public
Open House Meetings
Task 3: Wayfinding Project
Development
3.1 Background Data Review
The Alta team will obtain and review existing comple-
mentary plans, maps, data, and identity standards. The
team will conduct a review of best wayfinding exam-
ples and practices for bicycle and pedestrian networks
and summarize our findings in a report. In addition to
signing this will include examples of entry treatments,
markings, mileposts, supporting maps and guides, and
web -based or smart phone applications that are currently
utilized to assist non -motorized navigation. Documents
to be reviewed and referenced during preparation of the
wayfinding program and designs will include:
Manual on Uniform Traffic Control Devices
(MUTCD)
California Highway Design Manual Chapter 1000
(Caltrans)
all, California Manual of Uniform Traffic Control
Devices
• Standard Plans for Public Works Construction
(American Public Works Association)
• The "Greenbook" 2012 Edition, Standard
Specifications for Public Works Construction
(American Public Works Association)
U.S. Access Board Supplemental Rule to Address
Shared Use Paths
Design, Preparation of Plans, Spedfications and Estimates for Citywide Wayfindfng Signage Program 22
Alta Planning + Design L
. AASHTO Bicycle Facilities Guide
• NACTO Urban Bikeway Guide
• City of Santa Clarks, Design Standards
• Pertinent City policies, codes and ordinances
3.2 Analysis of Routes and Destinations
Alta will review key transportation, civic, commercial,
educational, and other major trip generators to determine
what destinations should be included in the wayfinding
system. Based on input from the PDT, stakeholders,
and the public, and our own analysis, Alta will map key
transportation, civic, commercial, educational and other
destinations or major trip generators to determine which
destinations shouldbe included in the wayfinding system.
3.3 Field Work
Alta and SKA Design will conduct field work to analyze
site conditions andpreliminarlly determine signlocations,
including a photo-surveywalk through of the project area
to document typical and site-specific conditions.
3.4 Sign Designs
The Alta team will prepare conceptual themes to commu-
nicate the City of Santa Clarita's brand via the wayfinding
system. Opportunities to reflect the local culture, history,
and sense of place will be sought throughout the design
process. We will prepare detailed sign designs including
sign types, sizes, text, poles, and hardware. This will
include concepts for a hierarchy of pathway/route
network signs. The designs will consider information
RAZORBACK GREENWAY SIGN SYSTEM
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The signage program will play an important role in the perception and experience of the Santa Clarita Valley, expressing the
character of the region and promoting the transportation network. The signage program we developed for the Razorback
Greenway, shown above, contributes to the growth of NW Arkansas for tourists and residents alike.
231 Qty of santaclarita
Alta Planning + Design
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Our objective will be to prepare a functional and consistent guidance/branding system that will help users identify and navigate
to and from major destinations and at potential vehicle conflict points. Alta recently developed the signage design and placement
plan above for the City of San Mateo.
hierarchy, terminology/nomenclature, audience consid-
erations, security and emergency considerations, consis-
tency with design standards and best practices, branding
and marketing goals, and vandal resistance/maintenance.
Flexibility will also be considered so that unique districts,
jurisdictions or significant pathways may be uniquely
identified. In addition to signs, wayfinding elements may
include pavement patterns or markings, identity features
such as gateways, and supporting information such as
maps and guides. These elements would be developed
conceptually for the Preliminary Wayfinding Plan, but
would not be included in the Design Documents unless
authorized through a budget amendment.
SKA Design will prepare a preliminary sign programming
package consisting of drawings that illustrate each sign
type. The preliminary package will contain graphics that
highlight design -related options and issues, including
sign forms, sizes, materials, fabrication methods, color
and graphic elements such as type style, arrow design and
symbology. Sign concepts will include options for inclu-
sion of a Quick Response or QR code so that additional
wayfinding, destination or interpretive resources may be
accessed via smart phone technology.
3.5 Sign Location Maps
Alta will prepare detailed maps showing proposed sign
locations. Mileposts and destination distance information
will be considered, along with integration of a regional
route numbering system. Alta will prepare sample bicycle
and pedestrian network maps that show typical locations
of sign types, as well as a sign installation location matrix
by sign size and type.
Design, Preparation of Plans, Spedficationsand Estimates for(nywide Wayfinding5ignage Program I'fA
Alta Planning+Design LY
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construction administration.
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construction administration.
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For the Santa Monica Beach Path, Alta prepared a CA MUTCD-compliant off-street signage system, from concept through
construction administration.
251 City'antaliarita
•l Alta Planning + Design
3.6 Draft Wayfinding Program Review and
Finalization
Alta and SKA Design will submit preliminary designs to
the PDT for review, including full-scale sign mock-ups.
The budget includes up to three different iterations of
sign concepts.
Designs will be finalized based on a consolidated inter-
nally consistent set of review comments. Two meetings
with the PDT/City Staff are included in this sub -task.
Task 3 Deliverables
• Maps of the pathway system highlighting routes,
destinations and preliminary sign locations, and
documentation of conditions for sign locations.
• Draft and Final Preliminary Wayfinding Program
Plan, including illustrations, graphics and sched-
ules of sign types and other elements
• Agendas and notes for up to two (2) meetings with
City Staff/PTD
Task 4: Prepare Design
Documents
Based on the approved Preliminary Wayfinding Program,
Alta will prepare construction documents for implemen-
tation of the system. The design work will be coordinated
with the City and all agencies that will be affected by the
proposed project.
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Alta will develop conceptual identity features such as
gateways, and supporting information such as maps and
guides. Alta designed this map kiosk for the Park to Playa Trail.
4.1 Wayfinding Signage Construction Plans
Alta will prepare Wayfinding Signing Plans for submit-
tals at 60%, 90% and 100% design to install wayfinding
signage along the City's bicycle and pedestrian network
for the locations determined in Task 3: Wayfinding
Project Development.
The Signing plans will be prepared in accordance with
current City of Santa Clarita and California Manual of
Uniform Traffic Control Devices (MUTCD) standards.
The signing plans will be shown on an aerial background
at a scale of Y" 200' using AutoCAD 2009 version or equiv-
alent drafting software on 24" x 36" full-size sheets for up
to 35 sheets.
Alta will prepare a cover sheet for the sign design plan
set and will prepare up to three sign detail sheers for the
wayfinding signs. The dimensions, letter heights, color
schemes, material types, and graphics for each sign will
be provided to Alta by SKA Design for inclusion in the
sign detail sheets. The number of signs requiring detail
sheets to he determined in Task 3.
4.2 Wayfinding Signage Specifications
Alta will prepare the detailed technical specifications at
90% and 100% design to accompany the sign design plans.
The specifications will be prepared in accordance with
the bid schedule, item by item, and per the "Greenbook"
2012 edition.
4.3 Wayfinding Signage Opinion of
Probable Cost Estimates
Alta will prepare the Opinion of Probable Cost Estimates
at 90% and 100% design to accompany the sign design
plans. The estimate will include a breakdown of costs for
each item of work and match the bid schedule, item by
item, included in the specifications.
4.4 Meetings and Coordination
Alta will complete necessary design and construction
approvals for the project from required agencies, and
provide all necessary plan check copies required by
affected agencies.
Alta will attend up to three (3) meetings with City Staff/
PDT and the affected Agencies to review project sched-
ules, draft plans, and specifications. Alta will prepare
notes of those meetings for distribution to the team.
Design, Preparation of Pians, Spedfications and Estimates for Citywide Wayfinding Signage Program 126
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Alta Planning + Design LV
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The Rancho Palos Verdes California Coastal Trail signage plan blends the identity of the City of Rancho Palos Verdes with the
state's California Coastal Trail Emblem. Alta prepared preliminary identity planning, concept design, and plans, specifications,
and estimates forthe projects and is currently involved with construction period services.
271
City of Santa Ciarita
Alta Planning + Design
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The Rancho Palos Verdes California Coastal Trail signage plan blends the identity of the City of Rancho Palos Verdes with the
state's California Coastal Trail Emblem. Alta prepared preliminary identity planning, concept design, and plans, specifications,
and estimates forthe projects and is currently involved with construction period services.
271
City of Santa Ciarita
Alta Planning + Design
Alta will provide electronic copies of documents devel-
oped during the contracted period with the City.
Drawings are to be developed on AutoCAD Version 2009
or equivalent and documents shall be prepared utilizing
the Microsoft office Suite.
Task 4 Deliverables
• Submittal of Wayfinding Signage Plans at 60%,
90% and 100% design
• Submittal of Wayfinding Signage Specifications at
90% and 100% design
• Submittal of Wayfinding Signage Cost Estimates at
90% and 100% design
• Agendas and meeting notes for up to three (3) meet-
ings
eetings with City Staff/PTD and Required Agencies
Task 5: Bid Phase Support
SKA Design will assist Alta in responding to questions
related to the sign design plans and technical specifica-
tions during the bid phase. if necessary, we will update
the plans and technical specifications based on questions
during the bid phase.
wayfinding guide for the City of Santa Clarita's bicycle and
pedestrian network that addresses the multiple facets of the
system.
Design, Preparation of Pians, Specifications and Estimates for Citywide Wayfinding Signage Program I'fp
Rita Planning+Design Lv
Exhibit "B"
Cost Proposal
The Alta team's proposed fee breakdown by task is presented below. We are flexible in developing an allocation of work effort and budget that best meets the needs of
the City.
:1. Project Management
1.1 Kick -oft Meeting
1 2 Project Management
:2. Develop and Conduct Public Participation Plan
2.1 Prepare Public and Stakeholder Participation Plan
2.2 Focus Group Meetings/Event Attendance
2.3 Outreach and Presentation Materials
:3. Wayfinding Project Development
3.1 Background Data Review
3.2 Analysis of Routes and Destinations
3.3 Field Work
3.4 Conceptual WayBnding Signage Design
3.5 Sign Location Maps
3.6 Draft Wayfun ing Program Review and Finalization
:4. Prepare Design Documents
4,1,60%,90% and 100% Construction Plan Preparation
4.290%and 100% Technical 5pecification Preparation
4.3 90% and 100% Cost Estimate Preparation
4.4 Meetings and Coordination
:5. Bidding Assistance
5.1: Bid Phase Support
f Total Hours
fTotal Fee
ibursable Expenses & Travel
act Total
(OPTIONAL) Attend Two Open House Meetings
rudy Rate•
5210
$110
$110
$100
$45
$150
$120
$105
$90 $75 $60
.
56
$6,120
4
4
8
$840
4
4
40
48
55,280
77
$7,305
4
8
12
$1,720
9
9
3
21
$2,025
4
24
16
44
$3,560
274
$28,330
2
2
8
2
14
$1,330
4
2
12
4
8.
12
4
46
$5,040
8
8
8
8
32
53,480
2
8
16
4
4
12
16
8 4
74
$7,620
2
2
24
16
44
$3,560
4
8
4
4
4
12
16
8 4
64
$7,300
95
$9,490
4
2
48
16
70
56,580
1
2
8
11
51,270
1
4
5
$650
9
9
$990
12
$1,48
2
4
2
4
12
51,480
20
76
18
199'
S7
12
40
64
20 8. 0
514
$52,725
$ 4,200 $
8,360 $
1,980 $
19,900 $
2,565
$ 1,800 $
4,800 $
6,720 $
1,800 $ 600 $ -
$1,850
$200
$2,050
16 16
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Design, Preparation of Plans, Specifications and Estimates for Citywide Wayfinding Signage Program I1
Alta Planning + Design 1