HomeMy WebLinkAbout2015-02-10 - AGENDA REPORTS - MEDIAN PROJ B1014 (2)0
Agenda Item: 3
CITY OF SANTA CLARITA
0 AGENDA REPORT
CONSENT CALENDAR /
CITY MANAGER APPROVAL: ✓ !
DATE: February 10, 2015
SUBJECT: VALENCIA BOULEVARD MEDIAN REFURBISHMENT, PROJECT
B1014 - AWARD DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Damon Letz
RECOMMENDED ACTION
City Council:
1. Award the design contract to Pacific Coast Land Design, Inc., for the Valencia Boulevard
Median Refurbishment, Project B1014, in the amount of $88,748 and authorize a
contingency in the amount of $13,252 for a total contract amount not to exceed $102,000.
2. Transfer $94,000 of Zone 2008-1 Landscape Maintenance District funds (357) project
savings from expenditure account B3003357-5161.001 to expenditure account B1014357-
5161.001.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The proposed Valencia Boulevard Median Refurbishment project is the first of a citywide
median turf removal program.
This project will remove existing turf and replace it with plant material that requires significantly
less water and replace the aging spray head irrigation system with more durable and efficient
irrigation bubbler heads, which supports the City of Santa Clarita's (City) goal of reducing water
use in the medians. Additionally, the project will make provisions to use recycled water when
available.
This project exemplifies the City's commitment to maintain the high quality of life enjoyed by
residents. Investing in high-quality landscape projects within the public right-of-way helps
maintain higher property values and keeps the City on the cutting edge of water management.
APPROVEMPage I Pg. 35
This project is one facet of an overall program to improve our water management infrastructure,
while keeping the City's public areas well -landscaped.
A Request for Proposal (RFP) was sent to four qualified landscape architecture funis who have
previously worked with the City. The RFP asked firms to identify their relevant experience in
similar projects and demonstrate their design approach for this project.
On December 10, 2014, the four firms submitted proposals. City staff reviewed the proposals
and based on their evaluations, scored the firms on a scale of 100 possible points.
Rank
Company
1.
Pacific Coast Land Design, Inc.
2.
ValleyCrest Design Group
3.
L. Newman Design Group, Inc.
4.
JMD Landscape Architecture
Score
Location
Design Cost
95
Ventura, CA
$88,748
81
Santa Ana, CA
$74,708
77
Westlake Village, CA
$133,723
68
Glendale, CA
$49,205
The scoring system heavily emphasized the understanding of the following: required scope of
work; key development items; potential issues and resolutions; solutions to drainage issues;
understanding of the City's median landscape design guidelines; experience with previous
median landscape designs; qualifications of the project team and their resources; and
organization of the proposal. Additionally, each consulting firm was asked to provide detailed
hours and scope of work required for them to prepare the plans, specifications, and engineer's
estimate.
The top firm, Pacific Coast Land Design, Inc. (PCLD), was the only firm that demonstrated an
in-depth understanding of the project needs and provided a detailed scope of work. PCLD
analyzed existing irrigation lines and connection points that can be utilized on this project and
was the only firm to realize the importance of this assessment, illustrating their understanding of
the design needs for the project.
PCLD was previously hired by the City to design the Soledad Canyon Road Median
Refurbishment between Magic Mountain Parkway to Shadow Pines Boulevard. The design
accurately anticipated all work items, and the construction is currently being performed on
Soledad Canyon Road between Saugus Speedway and Luther Drive.
Based on their design experience on previous City median projects and the completeness of their
proposal for this project, staff recommends the City Council award the design contract to Pacific
Coast Land Design, Inc., for this project.
The requested contingency will cover any additional design needs for modifying the length of
existing medians, design coordination with California Department of Transportation or Los
Angeles County Department of Public Works, or potholing street sections to explore irrigation
sleeves.
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
Page 2
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professional architect and engineering services based on cost. The City was able to reach an
agreement with PCLD at a fair and reasonable price.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Landscape Maintenance District (LMD) Zone 2008-1 (357) funds in the amount of $20,000 are
currently appropriated in expenditure account B1014357-5161.001. The requested transfer of
project savings from reduction in scope for the Sand Canyon/State Route 14 Beautification
project in the amount of $94,000 in LMD Zone 2008-1 (357) from expenditure account
B3003357-5161.001 will create a project budget of $114,000. This amount will adequately
provide for expenditures to date of $10,000 for conceptual design, award of the design contract,
and staff oversight.
ATTACHMENTS
Location Map
Contract for Pacific Coast Land Design, Inc. (available in the City Clerk's Reading File)
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PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
Pacific Coast Land Design, Inc.
Contract No.
This AGREEMENT is entered into this day of 20� by and
between the CITY OF SANTA CLARITA,
("CITY") and [Pacific Coast Land Design, Inc.
("CONSULTANT -J.
1. CONSIDERATION.
1 municipal corporation and general law city
], [Landscape Architecture and Urban Design]
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 Two Thousand dollars ($102,000) 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 `B," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached 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 home
by CONSULTANT.
Revised 12011 Page 1 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 `B') 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:
i. Carefully investigated and considered the scope of services to be
performed; and
ii. 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 February 11, 2015 toFebruary 12, 2016.
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 "A."
B. Termination as stated in Section 15.
Revised 1/2011 Page 2 of 10
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
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 CITY 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 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 agreement between the parties.
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 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.
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
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
Revised 1/2011 Page 3 of 10
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.
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.
19. ASSIGNABHdTY. 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.
Revised 12011 Page 4 of 10
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 only.
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:
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 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
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
Re iwd V2011 Page 5 of 10
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 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 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:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain coverage at CONSULTANT'S
expense and deduct the cost of such insurance from payments due to
CONSULTANT under this Agreement or terminate. 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.
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.
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:
Pacific Coast Land Design, Inc.
3639 Harbor Boulevard, Suite 107
Ventura, CA 93001
Attention: Mike Zielsdorf
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard., Suite 300
Santa Clarita, CA 91355
Attention: James Tong
Revised 1/2011 Page 6 of 10
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.
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 "I" 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.
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.
Revised 112011 Pagel of 10
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 In (1) 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 assigns.
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. AUTIIORITY/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.
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 party 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.
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.
Revised 1/2011 Page 8 of 10
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 (I-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 1/2011 Page 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and
year first hereinabove written.
FOR CONSULTANT:
L-fi
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
Un
City Attorney
Date:
Revised 1/2011 Page 10 of 10
EXHIBIT 'A'
WORK STATEMENT JANUARY 19, 2015
TASK 1 PRELIMINARY INVESTIGATION
SUB -TASK 1.1 SITE INVESTIGATION
After reviewing City provided mapping and background data, Pacific
Coast Land Design and Tetra Tech will walk the site with the City Project
Manager. PCLD will note existing conditions at this time. Existing trees will
be visually inspected for general health and form; those in decline will be
tagged for review by the City Urban Forestry staff to determine suitability
for removal. Existing irrigation facilities will be catalogued to assist with the
production of a comprehensive Existing Irrigation Facilities Plan to be de-
veloped following completion of the field survey and digital base map by
Tetra Tech.
PCLD will also identify damaged median & curb concrete with the City
Project Manager. Pictures will be taken and filed. We will identify the items
to be catalogued through field surveying (e.g. utilities, existing irrigation
facilities, traffic signs, trees, as well as any other conditions that may require
team coordination and/or other agencies.
OUTPUT 1. Map of existing conditions for development of design base map.
2. Determine limits of field survey and features to be catalogued.
SUB -TASK 1.2 EXISTING UTILITY RESEARCH AND MAPPING
Along with the initial site investigation and the supplemental survey, Tetra
Tech will contact dry and wet utility companies and agencies to obtain
record drawing information to document existing utilities within the work
area. Record utility maps will be compiled onto an existing utility base
map used for design. Dig Alert twill be contacted to obtain a list of provid-
ers and utility owners for the project area. A letter and map will be sent to
each entity on the list with a request for maps or a clearance statement.
Tetra Tech will compute alignments of subsurface utilities from record maps
and atlases received in response to requests. Subsurface alignments will be
oriented and adjusted to the digital base map using the surveyed loca-
tions of surface features where possible.
OUTPUT 1. Existing Utility Base Map.
SUB -TASK 1.3 FIELD SURVEY
Tetra Tech will perform a field survey within the limits of the existing medi-
ans. The field survey will locate surface utilities such as manholes, valves,
paint marks, poles, meters, and other visible utility features. The engineer
will download and compute Feld survey data. Surveyed features will be
added to digital base map on identifiable layers. Where the existing medi-
ans are to be modified, horizontal and vertical data will be recorded to
assist with the production of street improvement plans in those areas.
Valencia Boulevard Median Refurbishment, City Project B1014 I of 7 City of Santa Clarita
EXHIBIT 'A'
WORK STATEMENT
OUTPUT AutoCAD drawing file of the surveyed features. Surveyor's notes, vicinity
map, legend, and a control point listing with descriptions
and coordinates will be added to the project design cover sheet.
SUB -TASK 1.4 DIGITAL PROJECT BASE MAP
Following completion of the Site Investigation, Field Survey and Utility
Research & Maooina PCLD & Tetra Tech will produce a digital project
base map from a combination of sources including the City provided
median plans, Georeferenced City GIS aerial, acquired utility information
and the gathered field survey data.
OUTPUT 1. Digital project base map in AutoCAD format at 1" = 20' resulting in (7)
24" x 36" 'D' size sheets to be used for design purposes.
SUB -TASK 1.5 EXISTING IRRIGATION FACILITIES PLAN
With base map in hand. PCLD will inventory the existing irrigation facilities
to assess the viability of reusing existing POC equipment, sleeves, mainline
and controller wire. PCLD anticipates visiting the site with the LMD
maintenance contractor to observe the operation of the existing Point of
Connection (P.O.C.) equipment including water meter, backflow with
associated valves and the automatic controllers. The equipment will be
reviewed to determine if it meets the specifications of the current LIVID
standards. Areas currently being irrigated will be noted (some P.O.C.s'
appear to be irrigating both parkway and medians) to determine if the
P.O.C. equipment and in-place pipe, wire and sleeving can
accommodate the increase in the number of stations that will be required
in the expanded planting areas. Irrigation equipment to be removed or
abandoned will be noted. Based on the analysis of the existing systems,
recommendations will be made for new sleeve locations or modification
to the existing points of connection should it be required. This exhibit will
be provided as part of the construction plan set in Task 3 Design and serve
as the basis for the development of the irrigation plans for construction.
OUTPUT 1. Exiting Irrigation Facilities Plan Exhibit -
(2) 30x42 plan sheets at 1" = 40'.
SUB -TASK 1.6 STAMPED CONCRETE AND SOIL CORING (WITHIN MEDIANS)
Wallace Labs will perform exploration within the medians at 6 locations
determined by the City PM and PCLD during the initial Site
Investiaation. Prior to starting exploration, test locations will be marked,
and Underground Service Alert will be notified with at least 48 hours notice
before excavation will start.
Valencia Boulevard Median Refurbishment, City Project 81014 2 of 7 Cify of Santa Clarita
EXHIBIT 'A'
WORK STATEMENT
The team anticipates that one hand auger boring will be advanced within
4 of the existing planter areas without the need to core through con-
crete. In the other 2 locations, C.F. Engineering will sawcut & remove an 8"
square piece of concrete or asphalt to allow access to the soil below the
existing pavement. All borings will be advanced to depths of approximate-
ly 5 feet, and logged by a project geologist. Core samples of the soils that
are encountered will be obtained from each boring at depths of 24 and
60 inches below existing grade. The depth of the existing stamped con-
crete and base will be noted to define removal and soil import quantities.
Borings will be backfilled with cuttings generated during the excavation
process.
Samples will be returned to Wallace Labs for testing. Testing will include
agronomic and permeability tests consistent with the requirements of AB
1881 soils management plan.
The scope of the soil testing is based on the City requested data to be
gathered on the soil subgrade. It is anticipated that this scope item will be
reviewed with the City PM at the Project Kick-off meeting and assessed
during the initial site visit to determine if the number of testing locations
can be reduced.
OUTPl 1. Agronomic Soils Report containing test results for all core samples with
permeability interpretations, and recommendations to facilitate ade-
quate permeability within the planted section.
2. Agronomic soils report with recommended actions to amend the soils
for planting and irrigation.
SUB -TASK 1.7 PAVEMENT CORING SLEEVE EXCAVATION
C,F, Engineering will perform pavement coring in 2 locations to facilitate
the taking of soils samples for agronomic testing, excavation in planter
areas (2 per median) & evaluation of existing sleeves - 2 days of labor, jack
hammer and demo.
Valencia Boulevard Median Refurbishment, City Project B1014 3 of 7 City of Santa Clarito
EXHIBIT 'A'
WORK STATEMENT
TASK 2 PROJECT MANAGEMENT
SUB -TASK 2.1 KICKOFF MEETING WITH WRITTEN SUMMARY
Review and possibly adjust proposal scope of work and schedule. Discuss
communication & documentation format between City, consultants, utility
companies and reviewing agencies. The list of Project Development Team
(PDT) members will be established including the City PM and necessary
City Staff, PCLD, Tetra Tech and affected utility companies and Reviewing
Agencies deemed appropriate by the City.
City to transfer site information to Consultant. Consultant/Staff meeting
schedules and date of 60°% submittal will also be discussed.
Team will discuss project overview including known site issues and needed
information.
OUTPUT 1. Kick-off Meeting Agenda
2. Meeting Minutes including any revised scope or schedule changes.
3. PDT contact list.
SUB -TASK 2.2 DETAILED PROJECT SCHEDULE
Produce project schedule for review at kick-off meeting. Define submittal
dates and periods for City review, update schedule as needed through
the course of the project.
OUTPUT 1. Up to date project schedule for review at City review meetings.
SUB -TASK 2.3 CONDUCT MONTHLY PROJECT DEVELOPMENT TEAM (PDT) MEETINGS
Pacific Coast Land Design will conduct the monthly meetings to review the
progress of the project, discuss resolution of any issues such as utility
coordination that may affect the scheduled completion of the project.
The meetings will include affected utility agencies as appropriate at the
direction of the City PM. PDT meetings shall be scheduled at every City
review period to discuss City comments. (7) total meetings anticipated.
OUTPUT 1. Meeting Agenda
2. Meeting minutes
3. Schedule Updates with revised submittal dates
SUB -TASK 2.4 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
upcoming month, indicate accomplished tasks, schedule and
budget. Format shall be approved by the City.
OUTPUT 1) Summary report of project progress.
Valencia Boulevard Median Refurbishment, City Project B1014 4 of 7 City of Santa Clarito
EXHIBIT 'A'
WORK STATEMENT
SUB -TASK 2.5 QUALITY ASSURANCE/QUALITY CONTROL PLAN
Quality Assurance and Quality Control are two critical steps applied to all
Pacific Coast Land Design projects. PCLD will implement an internal QA/
QC plan through the entire duration of the project. Submittals of both
plans and specifications will be compiled prior to scheduled delivery dates
to the City and internally reviewed and checked by the Managing Princi-
pal. Review comments are distributed to the project team for correction
prior to final submittal to the City for review.
OUTPUT 1) Quality Control Plan and Check list.
SUB -TASK 2.6 ATTEND PUBLIC MEETING AT DIRECTION OF CITY (INCLUDED - NO CHARGE)
Pacific Coast Land Design shall attend 1 public meeting if required in sup-
port to City staff for review of the project by Council. It is noted that the
production of a rendered design exhibit for public presentation is no longer
a part of this project.
OUTPUT 1. Project presentation Agenda and Coordination with City PM
SUB -TASK 2.7 FIELD WALK WITH CITY PM TO REVIEW 907. PLANS S SPECIFICATIONS
Pacific Coast Land Design will visit the site with the City PM to identify po-
tential issues during construction and note any remaining design comple-
tions tasks prior to submittal of the 100% Plans and Specifications.
OUTPUT 1. Meeting notes with action items for completion of the 100% plans and
specifications.
TASK 3 DESIGN
SUB -TASK 3.1 PRELIMINARY DESIGN PLANS (60% CONSTRUCTION DOCUMENT SUBMITTAL)
Prepared with the digital mapping and the studies conducted during Site
Investigation, PCLD and its consultants shall develop preliminary design
plans defining the proposed refurbishment of the planted medians.
Due to the fact that a conceptual plan is not part of the project, this sub-
mittal will provide the City with the opportunity to review the proposed de-
sign prior to production of full construction documents and technical spec-
ifications. This set of plans will include a draft copy of all plan sheets. Draft
technical specification sections will be included with headings tied to an
itemized Bid Schedule with costs.
The intent is to give the City the opportunity to review proposed solutions
for making use of the existing irrigation facilities, the planting concept
showing the existing trees and the proposed layout of the new trees and
shrubs as well as the limits of demolition and proposed concept for subsur-
face drainage to facilitate permeability in the planted section.
Valencia Boulevard Median Refurbishment, City Project B1014 5 of 7 City of Santa Clarita
EXHIBIT 'A'
WORK STATEMENT (JANUARY 15, 2015)
OUTPUT The following products will be produced for the 60% Submittal:
1. Project Cover sheet - (1 sheet) Includes sheet index, consultant & utility
contact info & General notes.
2. Traffic Control Plans - (4 sheets, 1 " = 40')
3. Street Improvement Plans
4. Demolition, Removals & Protection Plans (10 sheets, 1" = 20')
5. Preliminary Hardscape Layout & Planting Plans (10 sheets, 1"= 20')
6. Hardscape, Subsurface Drainage & Planting Details (3 sheets)
7. Preliminary Irrigation Plans (10 sheets, 1"= 20')
8. Update Existing Irrigation Sleeving Plan (4 Sheets, 1" = 40')
9. Irrigation Details & AB 1881 Water Use Calculations (3 sheets)
10. Stormwater Pollution Prevention Plan and erosion control (3 sheets)
11. Bid Schedule to match City format—will include itemized costs and
function as the preliminary cost estimate to assist with design analysis
and construction budgeting.
12. Technical specifications in draft form
Following review of the 60% Plans and Specifications, the Design Team will
meet with the City Project manager to review the City comments and
corrections before moving to production of the 90% Construction
Documents.
All City review comments will be processed by PCLD and distributed to the
design team.
SUB -TASK 3.2 CONSTRUCTION DOCUMENTS (90% SUBMITTAL)
Following the review of the 60% plans, the design team will move to
produce the 90% plans and specifications. The ultimate goal of this
submittal is to produce a final plan set for review by all required City
departments. The team will make corrections and revisions to the plans per
the City 60% comments and will result in nearly complete versions of the
listed products below. This plan set will be used to review the design
solutions on-site with the City PM.
OUTPUT The following products will be produced for the 90% Submittal:
1. Project Cover sheet - (1 sheet) Includes sheet index, consultant & utility
contact info & General notes.
2. Traffic Control Plans - (4 sheets, 1" = 40')
3. Street Improvement Pians
4. Demolition, Removals & Protection Plans (10 sheets, 1" = 20')
5. Hardscape Layout & Planting Plans (10 sheets, 1"= 20')
6. Hardscape, Subsurface Drainage & Planting Details (3 sheets)
7. Irrigation Plans (10 sheets, 1" = 20')
8. Update Existing Irrigation Sleeving Plan (4 Sheets, 1" = 40')
9. Irrigation Details & AB 1881 Water Use Calculations (3 sheets)
10. Stormwater Pollution Prevention Plan and erosion control (3 sheets)
11. Bid Schedule to match City format—will include itemized costs
12. Technical specifications
Following review of the 90% Plans and Specifications, the Design Team will
meet with the City Project manager to review the City comments and
corrections before moving to production of the 100% plans.
Valencia Boulevard Median Refurbishment, City Project 81014 6 of 7 City of Santa Clarita
EXHIBIT 'A'
WORK STATEMENT
SUB -TASK 3.3 CONSTRUCTION DOCUMENTS (100% SUBMITTAL)
Following the review of the 90% plans, the design team will move to pro-
duce the 100% plans and specifications. These documents will be com-
pleted and submitted to the City for final review of the project by affected
City departments and will undergo a constructability review by City
Construction Inspector Staff
OUTPUT 1. 100% completed Plans, specifications and estimates for final City re-
view and comment.
SUB -TASK 3.4 ISSUE PLANS AND SPECIFICATIONS FOR BID
PCLD understands that final, minor comments will be issued following City
review of the 100% plans and specifications. These corrections will be
made to the project documents and the bid set will be published on Mylar
with stamp and signature.
OUTPUT 1. Completed project plans, printed on Mylar with stamp and signature.
2. Completed project specifications with itemized bid schedule including
project quantities.
3. Project quantity breakdown with back-up for City records during con-
struction.
Valencia Boulevard Median Refurbishment, City Project B1014 7 of 7 City of Santa Clorito
EXHIBIT •B'
COST PROPOSAL
TASK 1: PRELIMINARY INVESTIGATION
.Print: ai
Pro• M r
Designer
Admin
-Fee
SUB -TASK
TASK DESCRIPTION
$ 135
115
$ 85
$ 75
1.1
SRe Invest: alion
1 I 1
Initial field visit vv/Civil Engineer & City PM; include follow-up
documentation and meeting notes
6
6
3.L2 -
CivilEnamor inifTal field visit - combinedw/ProectKick-ofTmeeti
Teho Tech: Civil (LUMPSUM) $ 578
Sub -Task 1.1: Site Investigatioril Investigation $ 1,778
1.2 Existing Utility Research 6 Mapping Tetra Tech: Civil (LUMP SUM) $ 2,500
WRJASK 1.2: Iffilitv Research 8 Ma in $ 2,500
1.3 IField Survey Tetra Tech: Survey(LUMP SUM)
$ 2,501
SUB -TASK 1.3: Field Survey
$ 2,501
1.4 1 Digital Protect Base Ma
1 A.2 Civil Engineer - link City georeferenced aerie] to field survey & utility
into, Trace City provided georeferenced aerial photo for median
Tetra Tech: Civil JLUMP SUM 2,255
I.A.7 lAdd landscape site data and develop landscape base sheet
2 7 $ 825
SUB -TASK 1.4: Digital Project Base Ma $ 3,080
1.5 ExIsfing Irrigation Facilities Plan 2 - 24x36 sheets 4 22
$ 2,330
Sub -Task 1.5: Existing Irrigation Sheet Crossin Plan
1.6 A ronomto Soil Testing
.1.6.1 Soil Coring & Field Exploration Activities 6 Locations totof Wallace tabs: Soils Testing (LUMP SUM) s 998
1. 6.2 JAcranornic Soils Testing Per A&rf881 rP uiremenfs W0110C9labs: Soils.Tosfin LUMP SUMP 1 $ :: 1,953
SUB -TASK 1.6: Stamped Concrete & Soil Coring 1 $ 2,951
1.7
Pavement coring in 2 locations,. excavation in planter areas (2 per
median) & evaluation of existing sleeves - 2 days of labor jack
nommer and deme;.
C.F.En ineedn : Coring, Sleeve excavation
$ 2.671
SUB -TASK 1.7: Potholing
$ 2,671
TASK 1: Total PCLD Hours 1 0 10 28 0 138
SUBTOTAL TASK 1: PRELIMINARY INVESTIGATION $
TASK 2: PROJECT MANAGEMENT Principal
Pro'M r
Des( ner Admin
Fee
ES
SUB -TASK TASK DCRIPTION $ 135
$ 115
$ 85 $ 75
2.1 Kick-oB Meetin with WriHen Summa
2 1 1 Develop meeting agenda, attendance at meeting, meeting notes,
PDT contact list
5
3 $ 830
2.1=(2 ICiwif En ineer-attendance at project Kick -oft mooringTetra Teck Civil -(LUMP:SUM) $ 578
Sub -Task 3.1: Kick•oR Meeting with WriBen Summaryl $ 1,408
2.2 Detailed Pro'ect Schedule 2
$ 230
Sub -Task 3.2: Detailed Project Schedule
$ 230
2.3
Conduct Monthly Project Development Team Meetings
231
Develop meeting agenda, attendance at meeting, meeting notes,
contact required agencies/utilities 12 meetings of City Hall, 3 Telecom
meelin s
10
3
$ 1,405
2.32.
Civil Engineer-. attendance at PDT and: planreviev+ mtgs
(Tmecom Onfy)
Tetra lech: 0'il (LUMP SUM]
$ 771
Sub4ask 3.3: Monthly Project Development Team Meetings
$ 2,176
2.4 Pre are Monthly Progress Report 1 1 2$ 230
h] Proess Report $
Sub -Task 3.4: Prepare Montr230
2.5 lQuality AssuroncelQuallty Control Plan 1 4
$ 540
Sub -Task 3.5: Quality Assurance/Quay Control Plan
$ 540
2.6 lAffend Public Meetin at Direction of CR No Charge) $
Sub -Task 3.6: Attend Public Meeting at Direction of CN $
2.7 Field Walk W Ci PM: Review 90% Plans 8 Specs
271 Deld Walk.vdh followupdocumentation 1 6 I $ 775
2.72 Civil Engineer - Field Walk Tefra Tech: Gii({LUMPSUMJ $ 771
Sub -Task 3.7: Field Walk with Cit PM to Review 90% Plans & Specificationsl Specifications $ 1,546
TASK 2: Total PCLD Hours 1 4 25 7 7-1732-
SUBTOTAL TASK 2: PROJECT MANAGEMENT $ 6,129
Page 1 of 3
EXHIBIT'S'
COST PROPOSAL
Page 2 of 3
TASK 3: DESIGN
Princt al
Pro' M r
Desi mer
Admin
Fee
SUB -TASK
TASK DESCRIPTION
135
$ 115
$ 85
$ 75
3.1
PRELIMINARY DESIGN PLAN SUBMITTAL)
3.1.1
Project Cover sheet including sheet index, consultant & utility contact
info and General noles
1
3
b
370
3.1.2a -
Traffic Control Plan (4 sheets, 1"=40'
Tetra Tech: Civil (LUMP SUM)
$
5,429
3.1.2b
Call Encroachment Permit Coordination
Tetra Tech: Civil (LUMPSUMI
$
906
3.13
Street Improvement Plans -Median Modifications in 4locollans
2 sheets. .)"=.20'
Tetra Tech civil PP
$
'4,167
3.1.4
Demolition, Removals & Protection Plans 7 sheets, I" = 20
4 20
b
2,160
3.1.5
Hordscape Layout & Planting Pans 17 sheets, I" = 20
4 26
$
2,670
3.1.60
Hordsco , Subsurface Drainage & Planting Details f3 sheets
2 6
b
740
3.1.6b
".. all
Civil - develooment of subsurface dreill
Tetra Tech: Civil LUMP SUM
$
1,453
3.1.7a
Iri ation Plans 7 sheets, I"= 20
2 26
$
2.440
11,71c
Ini atlon Plans Existing Irrigation Facilities Plan SI evin P. .0
3 1
b
255
3 1 8
Irrigation Defois & AB 1881 water Use Calculations j3 sheetsi
2 1 6 1
$
740
3.1.9
Stormwater Pollution Prevention Plan & erosion control 13 sheets
Tetra Tech: Civil (LUMP SUM)
$
5.333
3.1,10
Costed Bid Schedule to match City format Prelim. Cost Fstimale
4 4
b
800
3.) llo
Draft Technicalspecifications
4
b
460
3.1.11b
Civil - Technicals cifiicallarl S¢ "ds.
Tetra Tech: Civil fLUMP SUM)
$-
1,303
Meet whir City to review City comments on 60% plans
Included above in TASK 3- PROJECT MANAGEMENT
$
Sub -Task 3.1: PRELIMINARY DESIGN PLANS 607. Submittal
$
29,226
3.2
CONSTRUCTION DOCUMENTS 907. SUBMITTAL
3.2.1
Project Cover sheet including sheet index, consultant & utility contact
into and General notes
1 2
b
170
3.120
Final Traffic Control Plan J4 sheeh, I" = 40'
Tetra Tech: Civil (LUMP SUM
$
2,506
3.22b
CaBrars Encroachment Pemnit Coordination
To, fro Tech: Civil (LUMPSUM
$
614
3.13(2
Final Street Improvement Plans - Median Modifications in 4 locations
sheets, T"=20'1
Tetra Tech: Civil ILUMP SUM)
$
1,453
J24
Final Demolition, Removals & Protection Plans 7 sheets. I"= 20
n 16
b
1.820
0-25
Rnal Hardscape Layout & Planting Plans P sheels. 1"=20'1
4 26
b
2.670
316o
Final Hardscape, Subsurface Drainage & Planting Details (3 sheets)
3 3
b
600
3.2.66
Civil - development of subsurface drainage details
Tetra T¢ch Civil LUMPSUM
$
623
3.2.7a
Final Irrigation Plans j7 sheets, 1"= 20'j
4 38
$
3,690
3.2.7b
Ini ohon Plans - T Imoortion Facilities Plan
I I
S
85
3.2.8
Final Ini anon Details & AB 1881 Water Use Calculations 3 sheets
6 1
$
625
3.2.9
Sionewoter Pollution Prevention Plan & erosion control (3 sheets)
Tetra Tech: CivilLUMP SUM
b
-
1.366
3.2.10
Costed Bid Schedule to match CII format U dated Cosi Est.
2 4
b
670
3.2.1 la
Final Technical specifications w/ measurement & a meat
17 1 1
1 b
1'Mu
3.2.11b
Civil- Find Technicalspecifications sections
Tetra Tech: Civil (LUMPSUM
b
636
Meet with City to review City comments on 90%plars. Wolk site with
Ions Included above in TASK 3- PROJECT MANAGEMENT)b
-
Sub -Task 3.2: CONSTRUCTION DOCUMENTS (90% Submittal)
$
18,809
3.3
CONSTRUCTION DOCUMENTS 100%SUBMIl
3.3.1
ltant & uiili
100% Project Cover sheet including sheet index, co:Detaift
I
b
A5
3.3.20..
100% Traffic Control Plan 14 sheets, 1"=d0'
7eha tech: Civil (LUMP SUM)
$
7,224
3.326
Caltrans Encroachment. Permit Coordination
Tetra Tech: Civil f UMP SUM
$
385
3.3.3
100% Street Improvement Plans - Medan Modificas in 4 locations
i2 sheets, i"=20'1
Tetra Tech: Civif(LUMPSUM'
b
823
3.3.4
100% Demolition, Removes & Protection Plans 7 shs. I"= 20'
3 16
S
1,705
3.3.5
100%Hordsco e Layout & Planting Plans 7 sheets= 20'
2 16
1,590
3.3.6
100%Hardscope, Subsurface Drainage & Planting 3 sheets
3 3
$
600
3.3.7a
100%Irrigation Plans (7 sheets, 1"= 20'
4 38
$
3,690
3.2.7b
litigation Plans - Existing Irrigation Facilities Plan
0 0
3.3.8
100% Irrigation Details & AB 1881 Water Use Calculations (3 sheels)
4
$
340
3.3.9
StormwotecPollution Prevention Plan & erosion control 13 sheets)
Tetra Tech: CivilLUMP SUM
$
461
3.3.10
Costed Bid Schedule to match Cit formal Final Cost Estimate
2 4
$
570
3.3 .1 to
100% Technical secifications w/ measurement & payment
4 1 1 2
b
610
1111b
Civil- 100%Techrlicals cficaliomsecflons
Tetra Tech: Civd (LUMPSUM)
b
192
Meet with City to review City comments on 100%plans.
Included above in - P NT
b
-
Sub -Task 3.3: CONSTRUCTION DOCUMENTS (100% Submittal)
$
12,276
Page 2 of 3
EXHIBIT'B'
COST PROPOSAL
3.4 ISSUE PLANS 6 SPECIFICATIONS FOR BID
3 4 1 a Final revisions to plans and specifications per City review of the 100%
submittal. Print & sign m lar Bid Set
4 6
b
970
3.4.1b Civil -revisions per 100% review, issue signed Mfor bid plans
Tetra Tech: Civil (LUMP SUM
;-.--__
823
3,4,2 Bid assistance to City at request of PM
4 16
b
970
Sub -Task 3.3: CONSTRUCTION DOCUMENTS 1007.SubmBta1
2,763
TASK 3: Tofol PCLD Hours 1 0
1 61 1 196 12
5L
-
SUBTOTAL TASK 3:DESIGN
REIMBURSABLE EXPENSES
Oratt Plan Sets 1 per submittal 34 plan sheets x $6.00/sheet x 4 City reviews f3 formal IInformal(
R
'.020
Final signed Mylars for completed bid set- 34 plan sheets x 621.00/sheet
g
714Total
ReImbursobles
$
1,734
TOTAL PROJECT 00% PLANS, SPECIFICATIONS & ESTIMATES) $ 88,7 —
TOTAL FEES - (PACIFIC COAST LAND DESIGN) $ 43,474
TOTAL SUB -CONSULTANT FEES (TETRA TECH - CIVIL/SURVEY) $ 39,652
TOTAL SUB -CONSULTANT FEES (WALLACE LABS -SOILS TESTING) $ 2,951
TOTAL SUB -CONSULTANT. FEES (C.F. ENGINEERING -FIELD POTHOLING) $.' 2,671
`Srrb( omofton t fees include 5 0 adm.... oralion chorye.
Reimbursoble Expenses:
Reproduction of all documents and postage and shipping charges requested by the City in addition to those listed above shall be paid for at cost
plus 15% far handling.
Page 3 of 3
CITY OF SANTA CLARITA
DEPARTMENT OF PUBLIC WORKS
REQUEST FOR PROPOSAL (RFP)
PROFESSIONAL SERVICES
1,
PREPARATION OF PLANS, SPECIFICATIONS
& ESTIMATE
FOR
VALENCIA BOULEVARD MEDIAN REFURBISHMENT
PROJECT LIMITS: VALENCIA BOULEVARD
FROM TOURNEY ROAD TO MAGIC MOUNTAIN PARKWAY
CITY PROJECT B-1014
TO: Prospective Consultants
DATE: November 7, 2014
SUBJECT: Request for Proposal (RFP) to prepare 100% Plans, Specifications, and Estimate
(PS&E) for Valencia Boulevard Median Refurbishment project.
DUE DATE: Three (3) copies of the proposal with total project cost to furnish 100% PS&E
are to be submitted to:
James Tong, Associate Engineer
City of Santa Clarita
23920 Valencia Boulevard
Santa Clarita, CA 91355
by 4:00 p.m. on December 10, 2014. Proposals received after this time will not be considered.
General questions regarding the project shall be emailed to James Tong at iton santa-
claritaxom. The questions are due by 12/2/14 at 4 pm. Any proposal questionnaires received
after 4 pm on 12/2/14 will not be answered. The response(s) to the consultant's
questionnaires will be disseminated by 12/4/14.
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
TABLE OF CONTENTS
I.
INTRODUCTION/BACKGROUND ................................................................................................... l
11.
SCOPE OF WORK..............................................................................................................................1
111
DESIGN REQUIREMENTS................................................................................................................7
IVSCHEDULE
.........................................................................................................................................7
V
ORGANIZATION OF THE PROPOSAL............................................................................................8
VI
EVALUATION AND SELECTION PROCESS................................................................................11
VII
INSURANCE REQUIREMENTS.....................................................................................................12
VIII
RESPONSE TO RFP..........................................................................................................................13
IX.
EXHIBITS.........................................................................................................................................13
X.
ATTACHMENTS..............................................................................................................................14
Valencia Boulevard Median Refurbishment, Project 81014
Request for Proposal
I. INTRODUCTIONBACKGROUND
The City of Santa Clarita (City) has a population of approximately 177,000 and is located
in the center of the Santa Clarita Valley, approximately 35 miles northwest of the City of
Los Angeles. Municipal boundaries encompass over 40 square miles of land, situated
primarily on the valley floor and lower reaches of the surrounding canyons. Situated
within the "V" formed by two freeways, the City is bounded by the Golden State Freeway
(1-5) to the west and the Antelope Valley Freeway (SR -14) to the east.
The proposed project is the remove all existing turf, irrigation system (spray), evaluate
and recommend to staff the health condition of the existing trees, and design the overall
landscape and irrigation system per the latest City's LMD median guidelines. The
selected landscape architectural firm will be expected to look for opportunity to expand
landscaping area where currently is covered with stamped concrete. In addition, the
proposed improvements will have traffic safety and circulation items such as median
modification and reduction of median noses. Lastly, the selected consultant will be
required to assist the City staff on the research and design for the Interlocking Pavers as a
bid alternate to replace all the existing stamped concrete.
The City is soliciting the services of a landscape architectural and civil engineering firm
with landscape architect as the lead consultant to prepare and assemble the necessary
contract documents for the project. The selected landscape architectural firm shall provide
100% Plans, Specifications, & Estimate including a detailed cost estimate per City's
Project Manager's direction and Construction Engineering Support as an Add Alternate.
The design of the Soledad Canyon Road Median Refurbishment plans and
specifications shall adhere to the Santa Clarita LMD Median Landscaping standard
dated June 2014. A copy of the median standard is included in the proposal.
II. SCOPE OF WORK
Requested Consulting services shall hereby consist of all items of work necessary to
finalize the design and complete detailed construction Plans, Specifications, and Estimate
of the proposed project and additional support services, as needed by the City. The
following list includes a brief description of the major tasks to be performed by the
Consultant. This list is not intended to be all-inclusive or limiting:
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
Here is a list of items for the scope of work to be included in the cost
proposal:
• median refurbishment from Tourney Road to Magic Mountain Parkway.
• Median modification to eliminate of left/tum out from Portofino Apartment
Complex. See attached plan. Street Improvement Plan is required for this.
• Median nose cut at the crosswalk: one location(east end) at Valencia and
Goldcrest Avenue and two locations at Valencia and Rockwell Canyon Road.
See attached plan. Street Improvement Plan is required for this.
• Prepare traffic sign removal and relocation details and instruction as part of the
median modification.
• Prepare concrete pad (15' x 10') design around the existing LAC Sanitation
District for maintenance truck.
• Prepare Irrigation Street Crossing Plan to field identified the existing conditions.
• Prepare the type of efficient irrigation system with recycled water ready.
• Prepare a water efficient work sheet and include calculations for maximum
applied water allowance, estimated total water use, pressure loss calculation for
the worst case and additional AB 1881 requirements mentioned in the City's LMD
Median Landscaping Stardard dated June 2014.
• Prepare Irrigation Schedule for "Peak Summer" and "typical Monthly."
• Prepare the type of hardscaping with a choice of both integral colored stamped
concrete and interlocking paver. Field identified any existing concrete median
curb or curb and gutter needs to be reconstructed.
• Prepare a sight distance triangle for vehicular line of sight vs. proposed planting.
• Prepare a traffic control plan for lane closure at each direction for both daytime
and night time work. Traffic Control Plan will also require Caltrans' approval.
• Prepare Storm Water Pollution Prevention Plan (SWPPP) Risk Level 1 including
the Erosion Control Plan and other requirement. This is to be prepared by QSP.
• Prepare a detailed overall project cost for base bid and additive alternate to
include the interlocking pavers.
• Prepare a detailed itemized bid schedule with measurement and payment for each
bid items to the satisfactory of the City's Project Manager.
• Prepare a design schedule for completion and provide the City's Project Manager
with the number of working days required to complete the construction phase.
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Valencia Boulevard Median Refurbishment, Project 81014
Request for Proposal
TASK 1: PRELIMINARY INVESTIGATION
■ Obtain and review ALL available documents including but not limited to
underground and overhead utilities, base maps including aerial photographs.
Confer and coordinate with affected Agencies and utility companies to identify
design controls and considerations necessary for plan preparation and approvals.
• Map all the existing utilities structures, i.e., box, valve, vault, manhole, and road
and directional signs on project base plans based on as -built plans obtained from
utility companies and from the survey.
■ Perform all necessary land surveying including horizontal and vertical control
points for a median slated for modification.
■ Locate all existing irrigation line and electrical wirings for abandonment. Prepare
the new locations for the new irrigation line and electrical wirings.
■ Locate all existing underground sleeves and evaluate and recommend if the
existing sleeves can be used for the irrigation and wiring expansion.
■ Perform coring sample at the median modification to determine the structural
section for the thickness of asphalt, base material for removal and replanting
purposes and soil permeability test.
■ Perform coring test to determine the thickness of the hardscaping to be removed
and also recommend if the underneath base material can be re -used for planting
purposes.
■ Evaluate the existing stamped concrete if it meets the latest stamped concrete
standard to be remained in place.
■ Perform potholing at each end of the median island curb and edge of the gutter if
new sleeves or the existing sleeves need to be upsized for the future irrigation
lines and wiring upgrades.
• Evaluate and provide recommendation to the existing tree conditions including its
roots if it is in good condition to stay.
• Identify the existing utility lines and provide recommendation if potholing is
necessary during construction to avoid conflict with proposed landscaping.
pothole information shall be identify on the plans.
• Perform soil analysis Testing for proposed landscaping purposes. If the base
material or subgrade material is required to remove for due to impermeability
issues, the Consultant shall prepare soil export and import analysis
• If necessary, the Consultant or Civil Engineer shall prepare and analyze for the
removal/replacement of the base and subgrade materials and also prepare on-site
permeability design.
• Consultant shall propose a design for permeability purpose, i.e., leech line, sump,
or other design that meet that EPA standard.
Valencia Boulevard Median Refurbishment, Project 81014
Request for Proposal
TASK 2: PROJECT MANAGEMENT
■ Meet with the City's Project Manager and City staff for the design kick-off
meeting to discuss the scope, purpose pertinent details of the project, and the
preparation of 1' submittal for site conceptual plan.
• At the first design kick-off meeting, the consultant is required to provide a
detailed project baseline schedule indicating milestones, major activities, and
deliverables to the City for review and comments. Consultant shall update the
schedule, as required.
■ Conduct a monthly Project Development Team (PDT) with City's Project
Manager, City's staff, and the Lead Landscape Architect to review progress of the
design, discuss issues and conflict and its resolution; utility coordination; identify
potential issues during the construction. The PDT meeting will also include
affected utility agencies such as Valencia Water Company, SCE, CLWA, LAC
Public Health and others if deemed necessary by the City's Project Manager.
Coordination with LAC Public Health is required for the provision for future
recycled water line.
■ At the monthly PDT meeting subsequently after the kick off meeting, Consultant
is required to provide monthly progress reports, progress schedule updates, and
supporting data. The progress of the design plans, specifications, and estimate to
City's Project Manager. There will also be discussion on pending issues, and
schedule completion target dates.
■ Have a quality control plan for the completeness of plans, specifications, and
estimate during the entire course of the project.
• Attend public meetings if necessary and prepare project site conceptual plan and
photo simulation of before and after if necessary for display at meetings as
required.
• Conduct field walk with City's P.M. and Project Lead Architect to review the
90% plans, specifications, and itemized bid schedule and also identify field
potential issues during the construction.
TASK 3: DESIGN
• Complete necessary design and construction approvals for the project from City's
PM, and the required Agencies including plan checking coordination with the
City's LMD, Traffic Division, and Development Services Division.
■ Provide copies of plan check comments and implement necessary plan check
comments from City's staff and all affected agencies.
■ Confer and coordinate with affected Agencies and utilities companies to identify
design controls and considerations necessary for plan preparation and approvals.
■ Conduct team meetings with affected Agencies to review project schedules,
concepts, plans, and specifications.
■ Prepare separate construction staging, traffic control, and detour plans.
• Perform design surveys for median modification and identify any existing
4
Valencia Boulevard Median Refurbishment, Project B1014
Request fm Proposal
elements, i.e., curb, curb/gutter, stamped concrete, surface or above -ground utility
structures for protection, relocation, or removal and replacement.
■ Prepare a street improvement plan for median modification, reconstruction detail
of curb and gutter removal/replacement, reinforcement of existing manholes if
needed. The street plans with existing and proposed conditions shall be in
conformance with City standard street plans. City will compensate for this item of
work as added work request if deemed necessary by City's Project Manager.
■ Prepare a drainage design if the proposed re -design of the median will impact the
existing drainage patterns mitigation measures. The drainage design plan shall be
included in the construction plans.
■ Prepare landscape & irrigation plans. Landscape and irrigation plans shall include
trees, plants, shrubs, hardscaping, irrigation design, details, notes, and legends.
All Landscape and Irrigation plans shall conform with AB1881. The design shall
include the remove and replacement of the existing irrigation and electrical
wirings, and any existing landscape that needs to be removed and re -landscaped.
■ Irrigation design shall consider if the existing water meter(s) requires upgrades
and the existing electrical meter(s) can be reused.
■ Prepare a design for the permeability of the irrigation water into the base material
beyond the depth of the planting soil if necessary. The permeability design shall
meet the EPA requirements.
■ Prepare a separate plan or plan(s) for the construction staging, traffic control, and
detour plans. The consultant shall coordinate with City's Traffic Engineer on the
construction hours allowed during the daytime work and night work as required
by the City's Traffic Engineer. The consultant shall prepare a construction
provisions to explain the detail of the construction requirement provided by the
City's Traffic Engineer. Bid item(s) shall be included in the bid schedule.
• Prepare a storm water pollution prevention plans (SWPPP) for the construction
activities listed in the bid items. The preparation of the SWPPP shall be done by
the qualified SWPPP Developer (QSD) and it shall meet all the requirements of
the State's General Permit for SW discharges associated with the construction
activities and the SWPPP shall adhere to the latest CASQA format and the latest
DLOQ/NPDES CAS000002.
• Consultant shall work closely with City's Storm Water Specialist for the
preparation and acceptance of the construction SWPPP.
• Provide the City with an original complete set of plans and profiles,
specifications, and estimate. The original plans are to be plotted on Mylar.
• Prepare construction specifications shall be written specific to the project. The
preparation of the project specifications shall be in conformity with 2012
Greenbook standard and the latest City's LMD standard dated May 2012.
• Prepare itemized bid items similar to the attached bid schedule used at another
City's project. The consultant shall prepare the language of measurement
and payment for each bid items and no exceptions taken. The language used
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Valencia Boulevard Median Refurbishment, Project B 1014
Request for Proposal
shall conform to the 2012 Greenbook.
• Prepare a construction cost estimate that matches to the bid schedule item by item
included in the contract documents and provide the unit prices and LS price of
each bid items. The City's Project Manager will determine which line items shall
identify as unit prices or lump sum prices.
■ Awarded Consultant is required to submit 60% plans and specifications,
90% plans, specifications, and estimates and 100% plans, specifications, and
estimate for review and approval by City's Project Manager and City's staff.
■ Consultant shall provide the breakdown of the quantity for the line items specify
as unit prices and lump sum prices in the bid schedule.
• Provide electronic copy of all documents developed 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
(i.e. "Word," "Excel," "PowerPoint," and "Project.")
■ Provide bid assistance to the City's project manager, response to the bidders'
questionnaires, and review and evaluation of product substitution request by
bidder(s) during the bid advertisement period.
III. DESIGN REQUIREMENTS
The work to be performed by the Consultant shall also be based on the procedures,
guidelines, standards, and the code contained in the current editions of the publications
listed below:
■ California Manual of Uniform Traffic Control Devices (Caltrans)
■ Standard Plans for Public Works Construction (American Public Works
Association)
• The "Greenbook" 2012 Edition, Standard Specifications for Public Works
Construction (American Public Works Association)
• AB1881
■ City of Santa Clarita, Landscape Maintenance District Standards dated June 2014
• All pertinent City policies, codes, and ordinances
The City expects the Consultant to prepare a comprehensive proposal with
recommendations, actions, and procedures to accomplish the objects set forth above. The
City seeks a Consultant who is committed to providing high-quality work in a reasonable
timeframe that meets all applicable state and federal regulations.
The City shall provide all relevant data in its possession that pertains to this project in
support of the Consultant's professional services. The City assumes no responsibility
whatsoever with respect to the sufficiency or accuracy of any information supplied. The
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
Consultant shall be responsible for evaluation of all information supplied by the City.
The City's Project Manager will direct and coordinate this Project. The Consulting
Project Manager shall receive, coordinate, and transmit reports and documents to and
from the consulting team and act as a liaison.
IV. SCHEDULE
Time is of the essence for this project. The City intends to contract with a Consultant in
early February 2015 for the award of design contract (100% PS&E) by the City Council.
The City anticipates the design efforts for the project to be completed by June 30 2015.
Bidding and construction activities will begin promptly after design approvals are obtained.
V. ORGANIZATION OF THE PROPOSAL
The proposal shall be submitted in the following format:
1. INTRODUCTION
A general introduction and description of the proposal and demonstration of the
consultant's understanding of the project shall be provided. The format of the
introduction is at the discretion of the consultant; however, a restatement of the
City's objectives is suggested and should be provided.
2. QUALIFICATIONS OF FIRM AND ASSIGNED STAFF
Include the following:
• A Statement of Qualifications (SOQ).
• A brief company history of comparable work.
• A company brochure (if available).
• Include any experience your firm has with providing street design
services for other public agencies for three projects.
• For each project, please include the name of the public agency (if applicable),
location, type of project, year completed, and names of your staff involved.
• References and phone numbers of individuals responsible for the three projects
listed above.
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
3. WORK STATEMENT
Describe the work program. Explain the proposed technical approach that addresses
the specific issues identified in this RFP. Provide a description of the relationships
between these activities. The organization of the plan of study should be as follows:
TASK: An overview of a related group of subtasks or activities.
SUBTASK: A detailed description of the work, including the methodology to be
performed.
OUTPUT: A description of the result of the particular activity or subtask.
The task, subtask, output format should be repeated throughout the plan of study until
all the proposed work has been described.
4. SCHEDULE
Describe the time schedule for each proposed task and subtask described in No. 3
above. Proposed work periods, milestones, and completion dates, as well as
anticipated meeting dates, shall also be identified.
5. TOTAL COST
The cost proposal shall be submitted as part of the overall proposal. The
submitted cost proposal shall show a unit price per the above-mentioned 4 tasks.
Each task shall be broken down by subtask as identified in the scope of work. The
cost estimate for each subtask shall be broken down by classifications, providing
hourly billing rates for personnel, with the estimated total based on man-hour
estimates. The estimate shall include all clerical, administrative, and support
functions. The cost estimate shall include provisions for meeting with the agency to
report progress of the work. Consultants are also to include anticipated
reimbursable costs with their cost proposal.
YOUR COST PROPOSAL SHALL BE BROKEN DOWN WITH
ITEMIZED COST PER THE ABOVE-MENTIONED TASKS.
6. SUB -CONSULTANTS
List all sub -consultants proposed for this project. Include their qualifications,
previous experience, and specific responsibilities. The sub -consultant list shall
include but no be limited to their name, address, telephone number, type of
work to be performed by each sub -consultant and total approximate dollar amount
of each.
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
7. LABOR COMPLIANCE PROGRAM
In response to Title 29, Part 5 (29 CFR 5) of the Code of Federal Regulations, and
regulations of the Federal Highway Administration (FHWA) and the United States
Department of Labor, the City institutes a Labor Compliance Program (LCP) for the
purpose of implementing its policy relative to the labor compliance provisions of
state and federally -funded contracts and specifically to comply with the provisions of
Labor code Section 1771.5.
Consultant proposal must demonstrate understanding, acclimation and application of
pertinent LCP requirements and objectives to ensure effective program compliance.
8. STATEMENT OF OFFER AND SIGNATURE
The proposal shall be signed by an individual authorized to bind the consultant,
shall contain a statement to the effect that the proposal is a firm offer for a 90 -day
period, and shall contain a statement that the proposed work will be performed at
a "not -to -exceed" price. The statement should indicate whether the City's
professional services agreement (Exhibit 2) is acceptable, and should identify any
requested deviation therefrom.
9. STATEMENTS AND AGREEMENT
Each respondent shall fully execute the following forms and disclosure statements
using the forms provided as attachments hereto and submit them with the proposal:
• Attachment A - City of Santa Clarita Disclosure Statement
• Attachment B- Equal Opportunity/Affirmative Action Statement
• Attachment C - Hold Harmless Agreement
VI. EVALUATION AND SELECTION PROCESS
Primary consideration will be given to the general appropriateness of the proposal for the
project, the technical competence and creative ability of the consultants (as described in the
proposal) and the firm's willingness to work closely with City staff and other professionals.
The City reserves the right to reject all proposals that are inappropriate, inadequate, or are
otherwise non-responsive to the City's needs.
The Division Head, with staff assistance, will evaluate all proposals for adequacy, technical
competence, and suitability of the consultant. Selection will be based on the content of the
written proposal received by the City, and additional information received in follow-up
interviews as deemed necessary. The consultant's commitment of staff to the project will
also be heavily weighed in the selection process. Only staff who will in fact be committed
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
to the project should be set forth in the proposal and participate in the interview process of
the City.
City may require an oral interview for consultant with the highest ranking firms
based on the review of the proposals. Selection of the top consultant will be based on
the summation of total average scores accumulated from both proposal review and
oral interview.
The City will select one firm with which to negotiate an agreement for services, and the
selected firm will be notified by letter of the City's decision. If a contractual agreement
cannot be reached with the first selection, the City may elect to negotiate with other qualified
participating firms. The City reserves the right to select a consultant based on the review of
the proposals, or to request the top candidates to participate in an oral interview for this
project. All respondents to the RFP will be notified of the results of the selection process.
A prospective consultant must meet the following standards, as they pertain to this Request
for Proposal:
1. The consultant must have, and be able to demonstrate, adequate technical and financial
resources for performance, as well as adequate equipment, or have the ability to obtain
and to manage such resources and equipment as required during the performance period
of the proposed contract.
2. The consultant must have the necessary experience, organization, technical
qualifications, skills, and facilities, or have the ability to obtain and to manage them
(including any sub -contractor arrangements).
3. The consultant must have demonstrated experience performing the type of professional
services requested, as well as the ability to perform/analyze the technical studies
required.
4. The consultant must be able to comply with the proposed or required performance
schedule for this project.
5. The consultant must have a satisfactory record of contractual performance.
6. The consultant must be an Equal Opportunity Employer and have all insurance required
by the City.
The consultant must be otherwise qualified and eligible to receive an award under all
applicable laws and regulations.
to
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
VII. INSURANCE REQUIREMENTS
The Offeror must be able to maintain a minimum coverage of $1,000,000 in professional
errors and omissions coverage, with a comprehensive general liability and property
damage insurance covering all operations hereunder of Offeror, its agents and employees,
including but not limited to premises and automobiles. A minimum coverage of $1 million
combined single limits is required. Evidence of such coverage, in the form of a certificate of
insurance and policy endorsement which names the City of Santa Clarita, its officers,
employees and agents as additional insured shall be submitted with the proposal.
Said policy or policies shall provide for thirty (30) days' written notice to the City Clerk of
the City of Santa Clarita of cancellation or material change.
VIII. RESPONSE TO RFP
The City of Santa Clarita Department of Public Works must receive three (3) copies of the
completed proposal by the close of the business as specified on page one of this RFP. The
proposal shall not exceed 25 pages (double sided if desired), excluding proposal covers,
dividers, or attachments.
1. Disclaimer
This RFP does not commit the City to award a contract, or to pay any amount
incurred in the preparation of the proposal. The City reserves the right to accept or
reject all proposals received as a result of this request, to negotiate with any qualified
consultant, or to cancel this RFP in part or in its entirety. The City may require the
selected consultant to participate in negotiations and to submit such technical, price,
or other revisions of the proposal as may result from negotiations. The City reserves
the right to extend the time allotted for the proposal, and to request a best and final
offer, should it be in its best interest to do so.
The proposal may be awarded in its entirety as proposed; however, the City reserves
the right to award elements of the work, independently, and to do portions "in-
house." Additionally, the City reserves the right to award subsequent work on this
project based on information presented in this proposal, without recourse to a
separate or subsequent RFP process, should it be in its best interest to do so.
2. Limitations
All reports and pertinent data or materials shall be the sole property of the City of
Santa Clarita, and may not be used or reproduced in any form without the explicit
Valencia Boulevard Median Refurbishment, Project B1014
Request for Proposal
written permission of the City.
The consultant should expect to have access to only the public records and files of
local government agencies in preparing the proposal or reports. No City staff
assistance should be anticipated by the consultant. Good business practices, such
as the use of formal letters of request and the making of appointments should be
followed.
The selected consultant will be required to enter into the City's standard
"Professional Services Agreement" (see Exhibit 3).
IX. ATTACHMENTS
Attachments A, B, and C shall be included in the proposal package.
X. EXHIBITS
• Exhibit 1 —Santa Clarita LMD Median Landscaping standard dated June 2014
• Exhibit 2 —The existing conditions of the medians on Valencia Boulevard
• Exhibit 3 - Professional Services Agreement - sample
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ATTACHMENT A
CITY OF SANTA CLARITA DISCLOSURE STATEMENT
The following information must be disclosed:
List the names of all persons having a financial interest in the Request for Qualifications.
2. If any person identified pursuant to No. 1 above is a corporation or partnership, list the
names of all individuals owning more than ten percent of the shares in the corporation or
owning any partnership interest in the partnership.
3. If any person identified pursuant to No. I above is a non-profit organization or a trust, list
the names of any persons serving as a director of the non-profit organization or as a
trustee or beneficiary or trustor of the trust.
4. Has the offeror had more than $250.00 worth of business transacted with any member of
the City of Santa Clarita staff, boards, commissions, committees, and Council within the
past twelve months? If yes, please indicate the person(s) with whom you have conducted
business.
NOTE: Attach additional pages as necessary.
Signature of Offeror
Print or Type Name of Offeror
Date
13
ATTACHMENT B
EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT
The offeror hereafter described will not discriminate against any employee or applicant for
employment because of race/color, national origin, sex, sexual preference, religion, age, or
handicapped status in employment or the provisions of services.
Signature
Typed Name and Title
14
ATTACHMENT C
HOLD HARMLESS AGREEMENT
Offeror agrees to indemnify and hold harmless the City of Santa Clarita against and from any and
all damages to property or injuries to or death of any person or persons, including employees or
agents of the City, and shall defend, indemnify and hold harmless the City, its officers, agents and
employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature,
of or by anyone whomsoever, in any way resulting from or arising out of the negligent or
intention all acts, errors, or omissions of the offeror or any of its officers, agents, or employees.
Signature
Typed Name and Title
15