The URL can be used to link to this page

Home My WebLink AboutCC Resolution 12437 (NTPP Francisco Blvd. E)RESOLUTION NO. 12437 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH JACOBS / CARTER BURGESS WHEN SPECIFIC CALTRANS DETERMINED FUNDING CALENDAR DATES ARE MET FOR THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) PROJECT #2000 (FRANCSICO BLVD. EAST IMPROVEMENTS) IN THE AMOUNT OF $488,939. WHEREAS, the Federal Transportation legislation in 2005 (SAFETEA- LU) allocated $25 million to the County of Marin for Non -Motorized Transportation Pilot Program (NTPP); and WHEREAS, One of the projects selected for a planning and design study was the "Francisco Blvd. East Improvement Project" in the amount of $500,000; and WHEREAS, The City followed the Federal Guidelines in selecting a consultant for this project using the two-step Request for Qualifications (RFQ) and Request for Proposal (RFP) process; and WHEREAS, the most qualified consultant team was Jacobs / Carter Burgess, and their proposal is attached hereto as Exhibit "A" with a fee in the amount of $488,939. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael that the Professional Scope of Services for Jacobs / Carter -Burgess, as attached hereto, is accepted and Council does hereby authorize the Public Works Director to enter into Professional Services Agreement with Jacobs / Carter Burgess, at a time no earlier than the date specified in the Caltrans E-76 permit, for professional engineering services in a form approved by the City Attorney and in an amount not to exceed $488,939 for professional services listed in Exhibit A. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 3rd`h day of March, 2008, by the following vote, to wit: AYES: COUNCILMEMBERS: Brockbank, Connolly, Heller, Miller & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None File No.: 16.01.241.01 MIBIT A �rt� C e>� �'�➢ {:�B+sc�ei, �rtl'�:'�S. tikFkaa�iawl6'+.':awlrti�`rtrhi" ."} l�4 I W' Ifl ' it �w •'I",��3�1'��rw��?�R o �fl�'��n �Ti,�SO��Q"Y�7 ��4""d�b,I.�G �,�'I,��.��I, � I I � 1 1 ly till rolau m�.�"�i o ®! E��`� City of San Rafael Nonmotorized Transportation Pilot Program , Talble 4 P` 11 b''q 11, Cover Letter Project Work Pro-ni.ni Scliedule 0 Exc.eptions to Contract December 14, 2007 Mr. Nader Mansourian, City Traffic Engineer CITY OF SAN RAFAEL Department of Public Works 111 Morphew Street P.O. Box 151560 San Rafael, CA 94915 Re: Technical and Cost Proposal for Nonmotorized Transportation Pilot Program (NTPP) Dear Mr. Mansourian and Selection Committee Members: Carter & Burgess, Inc. is delighted to have been selected to provide our technical proposal for your review to design and deliver City of San Rafael projects identified in Marin County's Non -motorized Transportation Pilot Program (NTPP). Jacobs, one of the largest architecture, engineering and construction firms in the country, recently acquired Carter & Burgess, Inc. The integration of these two firms, which will initially operate as Jacobs Carter Burgess, provides worldwide capabilities that span the entire lifecycle of projects – from planning and design through construction, management, and operation. While this is an exciting change that substantially expands our resources and technical depth, you have my commitment that we know that it is people not firms who do projects and we will provide you with the exceptional service and value that you have come to expect from us. For this assignment, our team is specifically interested in the Francisco Boulevard East Improvements project because of our previous work with San Rafael and Caltrans on the previous phase of this project. Carter & Burgess recognizes that these projects merge longstanding issues and desires voiced by a host of stakeholders—elected officials, neighborhood groups, environmental organizations, and regulatory agencies. We are prepared to work with the City of San Rafael to find solutions that will meet your schedule and NTPP goals. This team brings the strengths needed to achieve the following: ■ Seasoned professionals who are also strong communicators; • Partners, lead by Kai Chan, PE experienced with Caltrans' approval process and with its specific issues; • Depth of resources and capacity to deliver tasks expeditiously to meet the City's aggressive schedule; and ■ A collaborative team with demonstrated ability to deliver solutions for complicated projects. Since we have the people with the expertise and commitment to deliver outstanding project management, innovative project solutions, and good design — we are ready to begin ... We look forward to continue working with the City of San Rafael and would be delighted to present our team's qualifications to you in person. Sincerely, Randy Pierce, P.E. Dina Potter, P.E. West Sector Manager Vice President – Transportation Programs City of San Rafael Nonmotorized Transportation Pilot Program / Houi s 131 udge t I. fccU(dlic-tion Jacobs, one of the largest architecture, engineering and construction firms in the country, recently acquired Carter & Burgess, Inc. The integration of these two firms, which will initially operate as Jacobs Carter Burgess (JCB), provides worldwide capabilities that span the entire lifecycle of projects - from planning and design through construction, management, and operation. While this is an exciting change that substantially expands our resources and technical depth, you have my commitment that we know that it is people not firms who do projects and we will provide you with the exceptional service and value that you have come to expect from us. The objective of this planning study is to analyze improvements, identify a preferred alternative, and prepare construction document for significantly improved bicycle and pedestrian use along East Francisco between Bellam Boulevard and Second Street as part of the Non -motorized Transportation Pilot Program Any feasible and approvable alternative along this constrained urban corridor must address restricted right-of-way, congested traffic operations, Bellam Interchange planning, and Caltrans requirements. East Francisco Boulevard (East Francisco) is a critical arterial street that connects Grand Avenue to the north and provides access to the downtown San Rafael for residences south of the San Rafael Creek and east of the Highway 101 and Route 580 freeways. Motorists use East Francisco to travel north/south through the city, to access businesses along East Francisco and often to bypass congestion at the Highway 101/Route 580 interchange. In addition, many pedestrians and bicyclists use East Francisco to traverse the freeways to access key destinations throughout the city. Bellum Boulevard is a major east west arterial because it is one of the few freeway undercrossings in the area. The planned health center east of the Bellam Boulevard Interchange and Target store west of the Bellam Boulevard Interchange on Bellam, along with the general growth of the area, will exacerbate the need for better traffic operations and improved bicycle and pedestrian facilities in the area. Our analysis of the cross-section alternatives confirmed that there are limited solutions because of the very constrained right-of-way and developed business corridor. Highway 101 is immediately west of East Francisco with new barrier walls on the right-of- way line for most of the project and commercial developments and businesses are along the east right-of-way line. A Caltrans Encroachment Permit will be required because East Francisco is located within the state's right-of-way north of Harbor Street. Additionally, the standard Caltrans outer separation requirement y between the �f;i` �� _;'—�-•� .."` �, „ freeway and city street is already nonstandard. Therefore, any widening of East Francisco to improve lane widths, East F"N oq, :: s . nd'p ocent to Caltrans facility provide turning lane(s), accommodate bicycle and pedestrian facilities, and provide drainage, signage, lighting, fire hydrants and landscaping will further reduce that requirement and require that additional impacts on the freeway and numerous businesses be assessed. To streamline the project and efficiently build consensus for a preferred alternative, the following options for East Francisco will be analyzed. • Multi -use path - phase 1 includes section along East Francisco between Bellam Boulevard and Second Street and phase 2 along Grand Avenue crossing the San Rafael Canal • Class II bike path - along East Francisco with improvements to the existing sidewalk Class III bike facility Building on the previous San Rafael and JCB work in this corridor, the constraints and relationship to each of the above alternatives as well as the design criteria will be summarized in a Design Alternative Report (DAR) to document and support the preferred alternative. The DAR will be prepared concurrently while we engage affected stakeholders to understand their issues and manage their expectations, perform planning and environmental studies, identify a preferred alternative, and prepare construction documents for advertisement no later than December 2009. City of San Rafael Nonmotorized Transportation Pilot Program Because JCB is working with the Transportation Authority of Marin and San Rafael on the 1580/Highway 101 (1580/Hwy 101) Connector Project, JCB can help advance the East Francisco schedule using one of two scenarios described below. In addition, JCB will prov'de strategic advice on various project development approaches based on past experience and current relationships with Caltrans. Combined 1580/Hwy 101 Connector and East Francisco Project - This approach requires strategic discussions and cooperation among the San Rafael, TAM and Caltrans — and the JCB team is the only team that can provide the high level of coordination needed between the two projects. The schedule and funding benefit of combining the two projects is dependent on Caltrans approving an environmental re-evaluation of the Gap Closure Project Environmental Document that includes the 1-580/Hwy 101 Connector and East Francisco. Because these discussions have not yet begun, Karla Nicholas can work with the 1-580/Hwy 101 Connector environmental specialist (PBS&J) and Caltrans to advocate for San Rafael's East Francisco. Separate East Francisco Project — This approach provides environmental clearance for East Francisco individually through Caltrans Local Assistance Office if combining the two projects hinders progress of East Francisco or if Caltrans does not agree with the re-evaluation approach. Because there are different STIP/CMIA and Local Assistance project development processes, this approach may be more beneficial. For instance, the 1-580/101 Connector is a STIP/ CMIA project and requires a Caltrans Project Report, while East Francisco Project does not. The two design packages could be combined into one construction project following Caltrans environmental and encroachment approval. JCB is committed to partnering with San Rafael and TAM to determine the best way to advance both 1-580/Hwy 101 Connector and East Francisco. Obtaining utility information is in itself a long lead-time activity that many times delays the design schedule and start of construction. Negotiating funding agreements, designing utility relocations, and executing utility relocation contracts are also critical path items because utility companies normally contract out their utility relocation work. To avoid utility coordination delays, JCB plans to advance utility identification and verification work in the way we did for 1-580/Hwy 101 Connector. Rather than using the typical multi -step process of requesting, waiting for, then verifying information from the utility companies, JCB accesses the USA database to identify utilities in the project area allowing our utility technicians to physically locate and mark the underground utilities along with the field survey. Including these locations with the survey enables the design team to identify conflicts early enough to avoid them and/or begin the relocation process to avoid construction conflicts. 2. \V01 Prow -am S(_ollr Because we think that developing East Francisco and completing the PS&E as a separate project then combining it with the 1580/101 Connector for construction may be more beneficial to the budget and schedule constraints, we used this scenario as the basis for this scope. We also propose preparing three design submittals — 60%, 95% and a Final because San Rafael will be better served using the limited budget and schedule available to develop stakeholder consensus rather than preparing a formal 30% submittal. Therefore, the Caltrans Encroachment Permit process will be used and closely coordinated with the 580/101 Connector Project design team. This project is included in a federally funded program, SAFETEA- LU's Non -motorized Transportation Pilot Program; therefore, the scope of work incorporates typical Caltrans procedures for a Federal -aid Project sponsored by a Local Agency. The Local Assistance project development requirements are detailed in the scope of work and project schedule, and generally include the following steps. • Request for Authorization/ Approval (E-76) for Preliminary Engineering • Conduct Preliminary Environmental Studies • Conduct Field Review • Prepare Environmental Document • Request for Authorization for Right of Way and Utility Relocation • Develop Plans, Specifications and Estimates (PS&E) • Acquire Right of Way • Request for Authorization for Construction • Construct Project (Advertise and Award) Technical Prop;,xsal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program To ensure that JCB meets The City of San Rafael's expectation for this project, the scope of services as stated on page 3 of the RFP are cross-referenced with our detailed project tasks. RFP TASK NO RFP TASK ITEMS DETAILED JCB PROJECT ITEMS 1 Perform field traffic data collection Task 2 - Project Data Collection and observation, surveys, and right of way 2 Conduct preliminary assessment of Task 3 - Develop Alternatives the project area and identify issues such as traffic operations, safety, excessive slope, R/W, roadway constraints, environmental issues, accessibility issues, drainage issues 3 Prepare detailed alternative report Task 3.2 - Prepare Design Alternatives to aid in selecting the most feasible Report alternative for design and future construction 4 Provide CEQA and NEPA Task 4 - Perform Environmental Studies compliance and Obtain Permits 5 Coordinate with pertinent Task 4 - Perform Environmental Studies regulatory agencies, stakeholder and Obtain Permits; and obtain permits Task 5 - Outreach; and Task 6.5 - Obtain Caltrans Encroachment Permit 6 Coordinate appropriate public Task 5 — Outreach outreach, workshops and public meeting 7 Prepare plans and specifications Task 6 - Design Preferred Alternative 8 Ensure design comply with Task 6 - Design Preferred Alternative engineering practices for bikeways and pedestrian improvements 9 Prepare engineer's estimates for Task 6 - Design Preferred Alternative each submittal 10 Prepare necessary Caltrans Local Task 1- Project Management Assistance documents and other FHWA documents (Form E-76) 11 Attend monthly meetings and Task 1- Project Management submit progress reports 12 Provide weekly schedule and Task 1 - Project Management milestone updates 13 Participate in monthly conference Task 1 - Project Management calls 14 Provide assistance during bid Task 6.7 -Advertise and Award Project period 15 If required, provide appraisal maps, Task 2.2 - Perform Design Surveys, plans, and Legal for any required Research R/W and Define R/W Line acquisition, and monument records Table 1 - Task and Item Cross Reference Technical Proposal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program 1 I'r de t i, laiui;',en rent Assumptions Meeting summaries will indicate issues discussed, resolutions identified, further actions needed, and an updated Action Item Log Project files will be maintained in JCB's Oakland office Monthly Invoices and Progress Reports will include identification of problem areas and recommendations to rectify the problem(s) and a narrative status for work accomplished in the invoice period, and budget status with percentage complete, budget expended, and remaining budget by task Scope Project Management, Cost Control, and File Systems —All team members will adhere to the established systems and procedures. JCB would like to reserve the option to add subconsultants, with San Rafael's approval, if it is beneficial and cost effective. We may like to add CirclePoint to enhance the public outreach services with bilingual staff and meeting logistics. CirclePoint is currently working with JCB and TAM on the Greenbrae Corridor. • Caltrans Local Assistance and Permits Functional Units — Confirm and document procedures and requirements early in the project. These requirements will be monitored and tracked to ensure compliance. Depending on the project development approach implemented, combined with 1580/ Hwy 101 Connector or separately using the Caltrans Local Assistance Project process, JCB will identify key Caltrans staff that will have influence over the project, provide strategic advice throughout the life of the project, and help coordinate meetings to streamline the project development process. JCB will prepare required oversight or local assistance documents. Request for Authorizations /Authorization to Proceed (E-76) — The project schedule includes needed authorizations to receive federal funding and these requests will be tracked in the project action item log to ensure that San Rafael submits and receives Federal authorizations before each project phase for which federal reimbursement will be requested. These include preliminary engineering/environmental, right-of- way, utility relocation, and construction phases of work. Kick -Off and Monthly Project Update Meetings — Meetings will facilitate communications and track project action items. These meetings include work program, schedule updates, project issues, and action item lists. JCB will assist San Rafael in preparation of semi-annual NTPP status reports. In addition, JCB will conduct monthly conference calls, staggered two weeks apart from monthly project update meetings, with the City Project Manager. • Monthly Progress Reports and Invoices -Fask2 (,'olleca I"riw,ctDala Assumptions • Boundary lines separating the sidewalk and adjacent properties are included; not for individual lots • Title reports will be provided by the City of San Rafael • Only easements adjacent to project streets will be noted on maps • TAM's 1580/Hwy 101 Connector survey information and elevation datum will be used to ensure compatibility between project • Field crews will not enter sewer and storm drain manholes, therefore pipe sizes will be estimated using as -built drawings • Appraisal Maps, Plans, and Legal Descriptions are not included Scope Collect Existing and Field Data (Traffic, Bicycle and Pedestrian) — The JCB Team will meet with San Rafael's PM to determine the range of data needed to support a Project Alternative Report (DAR) for this project. The DAR will summarize the development of project alternatives and reasons supporting the preferred alternative. The data collected will include available information and new information collected from other agencies and field reviews. Field reviews include performing surveys, and inspecting utilities and street facilities during the course of preparing the plans, specifications, and estimates. In addition, JCB will videotape East Francisco Boulevard to facilitate design and to serve as a record for construction purposes. A limited field data budget of $5,000 is included in this scope. Collect Project Design Requirements — The JCB Team will meet with San Rafael's PM to confirm City design requirements, obtain City standard plans and specifications, and any other City policies, procedures and standards that apply to the project. Similarly, we will meet with Caltrans functional units to discuss and confirm Caltrans requirements. Technical Proposal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program h? \\ My \I;f r \,•.0 [Jill .I • Control Survey — Perform field survey to locate existing monuments and controls to reestablish control lines and tie to approved monumentation. Field survey shall be established through GPS and a level loop will establish elevations at control points and at other permanent locations along the project. Survey shall depict monuments and control points surveyed and survey adjustments required to reestablish existing control and new control line for design purposes. • Right -of -Way Verification and Base Map — Research will locate recorded and unrecorded survey information. Potential sources of information include Caltrans' records of surveys, subdivisions maps, Marin County survey field notes, right- of-way maps, City of San Rafael records, unrecorded survey maps, etc, and local surveyors. Afield reconnaissance map will be prepared showing the established right-of-way widths along East Francisco with a focus on adjacent property lines and monuments of records to aid in the field search. • Monuments and other information collected in the field will be analyzed and compared to record information. Roadway centerlines and right-of-way shall be determined from this information, title reports shall be reviewed for right-of-way widths and easements, and a base map shall be prepared from this data. Topographic Mapping and Cross -Sections — Using existing topographic mapping and field survey information, cross sections will be developed at 50 -feet stations between Bellum and Grand, a distance of approximately 5,000 feet. Cross sections along East Francisco will extend 10 feet beyond the existing right-of-way. Generally, cross sections will include the location and grade of the street centerline and crown, grade breaks, edge of pavement, edge/flow line/top/back of curb, back of walk, and an asphalt or dirt shot. Additionally, within the topographic mapping limits, the location and grade of the following items will be located: fronts of buildings, building angle points, door entrances and floor elevations, curb returns, edge of pavement, substantial grade differentials, valley gutters, trees, walkways, signs, fences, concrete work, building columns, downspouts, cleanouts, valves, visible utilities, and any other items identified by the party chief. Sewer manholes, storm drain manholes, inlets, and pipe flow line elevations shall be located as well. Trees with trunk diameters greater than 4 inches will be located and the approximate trunk size and drip line will be noted. Field Note Reduction — Field ties and topographic cross sections shall be reduced and plotted at an appropriate scale for engineering design work. Spot elevations shall be shown. Contours shall not be generated. A field review of the topographic survey will be performed to insure adequate topographic features are tied and quality is assured. A digital survey base map shall be prepared which includes the street alignment and topographic survey information. The survey base map is to be used by the JCB Planning and Engineering Team. Centerline Stationing — City of San Rafael stationing will be used for street centerline. Nails will be set at 100 -feet stations and a paint dot will be set at 50 -feet stations along East Francisco between Bellam Blvd and Grand Ave. This stationing will locate cross sections and allow San Rafael and JCB to readily determine critical locations. Appraisal Maps, Plans, and Legal Descriptions —If needed, JCB will work with San Rafael to determine the level of work and provide a scope and budget to complete the task. !'., I ,)..i (.0O111)1iii\I.IO":IIII I�I H 11 p'' ¢11 ld II M�"'d l' JCB will use the USA database to identify utilities in the area early an the project and contact the individual utility companies to obtain utility information. The JCB Utility and Survey teams will work together during the field survey activities to locate and map underground utilities. Potential conflicts will be identified and discussed at three (3) utility coordination meetings that will be organized, attended, and documented at the 60%, 90%, and Final design submittals. If potholing is needed, the JCB utility team will coordinate it. 'I'aslc 3 Develop Alternadvuti Assumptions • Up to three (3) alternatives described in the RFP Scope T _3A 1115(,•. t \\-01115 \.Nn (:RUN' -SI (:I to JCB develop design layouts and typical cross-sections for the three (3) alternatives described in the RFP. They will be developed early in the project using our previous work for TAM to facilitate project planning with San Rafael, TAM, and Caltrans and discussions with stakeholders. Technical Proposal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program A Design Alternative Report (DAR) will be prepared for San Rafael's use to document and support the selection of the preferred alternative. This DAR will provide the roadway design criteria, alternatives analyses addressing traffic operations, bicycle and pedestrian usage, construction costs, safety, right- of-way, and environmental requirements. The final DAR will also include stakeholder input and the preferred alternative. It is anticipated that the report will include the following sections. Executive Summary • Project Background • Purpose and Need • Project Data and Information • Project Alternatives Analyses • Final Report - Stakeholder Input and Study Recommendations 'I" I. I - PC1101-111I:nvin'aa n(n(aI Slu(IieS and Ohtain I �rrnit5 Assumptions • A Categorical Exclusion (CE) is anticipated Scope I LI Ili < () iw m) 1:\\ ire: t,ti v i u Ci I. \is.\%( i Aiwimv n Since the proper environmental approach is very important to this project, we will work closely with PBS&J, the 1-580/Hwy 101 Connector Environmental Team, to assess the best environmental approach for East Francisco. JCB will coordinate and assist them with early discussions with Caltrans Environmental Division and Local Assistant Office to confirm the best approach to recommend to San Rafael. Based on a separate environmental clearance approach, JCB will identify the environmental study footprint for the three (3) project alternatives and develop a complete Project Description (including project limits, purpose and need, logical terminal and independent utility), prepare project area maps and cross-sections. We will conduct preliminary environmental investigation, request technical information from resource and regulatory agencies, and complete the Preliminary Environmental Studies (PES) form in accordance with typical Caltrans Local Assistance Office requirements. .I .•,k, I,',,......I'u�cc�a�r i V'ini r'i�, @. ii;s o. i �°a ii .ir,i ,`,,i�;i,ii JCB has the unique advantage of having a full service in-house environmental group to complete the environmental technical studies. Based one the NEPA/CEQA requirements for this project, the JCB will prepare the required technical environmental compliance studies. The compliance studies will be based on the agreed PES done in cooperation with Caltrans. The following environmental studies are anticipated and included in this task. L) (..Nu n NI'I'A I 1 u;,, (I II The PES form, technical reports, and NEPA documents will be submitted to the Caltrans District Local Assistance Engineer and we will work with her to complete the environmental process. The anticipate environmental document is a Categorical Exclusion (CE), as East Francisco is expected to have minimal significant impacts on planned growth or land use; have no relocation of significant numbers of people; and to have no significant impact on any natural, cultural, recreational, historical or other resources; no significant air, noise or water quality impacts; and minimal affect on travel patterns. l', isk 5 — Supprn I ()uu•c, h L;IfMT, Assumptions • City of San Rafael will organize, notify, and document Outreach meetings and efforts • JCB will also help coordinate setting up the meetings; prepare agendas and exhibits; and document the meetings. • Up to six (6) outreach meetings will be attended • JCB, working with the City's PM, will establish a list containing the key stakeholders and representative groups for which JCB will contract by phone to inquire about Stakeholder issues. Scope JCB Team will work I #I --- with San Rafael to V develop a Stakeholder Involvement Plan'''` , and will attend public ,� • -. . `.Q �� outreach events and "� ' ate• �<< <3. a� �c ¢ _ city council meetings to understand their concerns, identify their expectations, and to manage their expectations to minimize controversies regarding the project. City of San Rafael Nonmotorized Transportation Pilot Program iu n JCB will coordinate with San Rafael to provide technical design support and exhibits for meetings with the public and work as a partner with San Rafael to present the project studies and the preferred alternative. JCB will meet with San Rafael after each of the 60% and 90% and Final submittals to review comments to ensure that commitments to stakeholders are implemented. JCB will access the impacts of each alternative and summarize them in a matrix form for easy comparison by stakeholders. �Ifli PI I"01ied AILcinaLi�(' Assumptions • Microstation, using Caltrans formats, will be used for consistency with Caltrans and 1580/Hwy 101 Connector • Guidances include: Manual of Uniform Traffic Control Devices (MUTCD) and California Supplement, American Disabilities Act of 1990 (ADA) standards, Title 24 requirements, and American Association of State Highway and Transportation Officials (AASHTO) "A Policy on Geometric Design of Highways and Streets" • Caltrans Highway Design Manual Standards will be used for bikeway design • Up to 20 copies of each deliverable will be provided for review • One review cycle for each deliverable will be conducted; San Rafael and Caltrans reviews will be conducted concurrently • San Rafael's Public Works Director or City Engineer will approve any design exceptions Right -of -Way Appraisals and Acquisitions are not included • Preparation of Caltrans cooperative agreement is not included • No borings for embankments, retaining walls, or structures are included; materials testing for pavement design are included Scope JCB will assist San Rafael to submit the Authorization for Right of Way Acquisition and Utility Relocation to obtain the Authorization to Proceed ( E-76) to Caltrans Local Assistance Office. This submittal is important and approval imperative in order to request for Federal reimbursement of the project funds. JCB will draft the Request Form using the forms provided in the Caltrans Local Assistance Procedures Manual and will help coordinate with Caltrans. Depending on the preferred alternative, partial right-of-way acquisition and/or temporary construction easements may be required. JCB will coordinate right-of-way related issues and provide exhibits and information regarding property lines and their relationship to the project for meetings with property owners. Because there is federal funding, a Caltrans -certified right-of-way agent is needed. , nll 6.2— 1 N I ml\ I\, I) S1I{\ISI IaWl%R, h 1�I°a cn lc\Ilo-.11", AVI) L',oi\iui 01S`G) • 60% Plans, Specifications, and Estimate (PS&E) — Preliminary plans will be prepared in compliance with Caltrans format in terms of units and scaling. In addition, the design will conform to the Manual of Uniform Traffic Control Devices (MUTCD) and California Supplement, American Disabilities Act of 1990 (ADA) standards, and Title 24 requirements. Since the project is not on the State Highway System, the horizontal and vertical design (alignments, grades, lane widths, shoulders, horizontal and vertical clearances, etc.) will be in accordance with American Association of State Highway and Transportation Officials' (AASHTO's) current edition of "A Policy on Geometric Design of Highways and Streets." However, in accordance with the Local Assistance Procedures Manual, the bikeway design will conform to Caltrans Highway Design Manual Standards. Again, because the, San Rafael's Public Works Director or City Engineer can approve any design exceptions. JCB will prepare any Design Exception Fact Sheets needed, and will advise San Rafael regarding the design exception approval process. An Opinion of Probable Cost for construction will be prepared that includes work items, quantities, unit prices, subtotals, and typical contingency add-ons. The latest edition of the Caltrans Cost Data Book or in-house historical cost data will be used unless San Rafael has alternative item pricing information. Draft special provisions and specifications using a combination of San Rafael and Caltrans standard construction specifications will be provided in Microsoft Word format. • Perform 60% Submittal QC Review — JCB will perform and document the internal QC review of the 60% PS&E prior to submitting the package to San Rafael and Caltrans for review. • Resolve San Rafael and Caltrans Comments — JCB will provide time for San Rafael and Caltrans to concurrently Technical Proposal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program r !0 V review the 60% Submittal. Comments from the City and Caltrans will be reviewed and addressed. Responses to comments will be provided in writing and at a meeting with San Carlos and Caltrans reviewers. JCB will facilitate a comment/response resolution meeting. I ; '• Sou. r' (1O" I'S,'; t: Prepare 90% PS&E — Upon resolution of all comments received on the 60% PS&E submittal, the 90% PS&E will be completed. At this stage, al plan sheets needed for final approval will be included. The 90% PS&E will be submitted to San Rafael and Caltrans for one concurrent review. Perform 90% Submittal QC Review — JCB will perform and document the internal QC review of the 90% PS&E prior to submitting the package to San Rafael and Caltrans for review. Resolve San Rafael and Caltrans Comments — JCB will provide time for San Rafael and Caltrans to concurrently review the 90% Submittal. Comments from the City and Caltrans will be reviewed and addressed. Responses to comments will be provided in writing and at a meeting with San Carlos and Caltrans reviewers. JCB will facilitate a comment/response resolution meeting. I. (I.1 I)ICI-\I I -.I, S1, I SII I FI „u II,%I:. Prepare Final — Comments received on the Final PS&E submittal will be incorporated into the Final PS&E. At this point, the specifications will be finalized and the bid quantity sheet finalized. The Final PS&E will then be resubmitted to the City for a last review. Perform Final Submittal QC Review— JCB will perform and document the internal QC review of the Final PS&E prior to submitting the package to San Rafael and Caltrans for review. Resolve San Rafael and Caltrans Comments — JCB will provide time for San Rafael and Caltrans to concurrently review the Final Submittal. Comments from the City and Caltrans will be reviewed and addressed. Responses to comments will be provided in writing and at a meeting with San Carlos and Caltrans reviewers. JCB will facilitate a comment/response resolution meeting. Complete Final Plans, Specifications and Estimate — JCB will perform a "punch list review" and back -check that comments/resolution from previous reviews have been incorporated into the Final PS&E. At this point, all the final plans, specifications, and estimate will be signed/stamped by the Engineer on Record. Half-size (11 x 17) plans and a complete set of electronic drawings (dwg) files CD ROM will be provided. L G..) 01t \r• CI IIt\%, F ('IU a II� a P'- • II l JCB will prepare the Caltrans Encroachment Permit for San Rafael's signature and coordinate with Caltrans to obtain approval. I'\ e (�Ai O,SI'I,%( ) II I I,Vw, v � Y I r11, l,W a",,VW!P I, NII ,ul .'N,,III\ I11". Currently, no decision has been made whether San Rafael, TAM, or Caltrans will perform construction administration. JCB will advise San Rafael regarding construction administration requirements depending on the project development approach used. For example, if Caltrans performs construction administration, San Rafael and TAM will need a cooperative agreement with Caltrans. The Caltrans cooperative agreement process must be started early to avoid any schedule impacts. JCB included this process in the detailed project schedule. While the development and negotiation for a cooperative agreement is included in the scope, JCB can provide a separate scope and budget. •I \tih(i.r _..Slap°I°I,)f'C Y;IIY',li f•.?.I)l�11',1IIU llm Il I The JCB Team will attend and document up to five (5) meetings as requested to support San Rafael during the bidding process. Each meeting requires four (4) project manager hours and two (2) project engineer hours. Faslc i CAMStruclion Nlanagcrnicnt or Design Services dau-il Ef 0)nstruction ;,Nor included) JCB can provide full service construction management if requested. Technical Proposal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program The project must be completed by December 2009 to meet Marin County's Non -motorized Transportation Pilot Program requirements. The JCB Team discussed the aggressive schedule, work scope, Caltrans requirements, and coordination with 1580/Hwy 101 Connector project; and, we are confident that we can deliver this project. The summary of our detailed schedule assumed a February 1, 2008 Notice -to -Proceed and is shown below in Table 2 - Schedule of Work for City of San Rafael's NTTP Project #2000 - Francisco Boulevard East Improvement Project. RFP ITEM JCB PROJECT NUMBER TASK NUMBER 1 2 2 3 3 4 4 5 5 6 TASKS Field Traffic Data Collection, Observations, Survey, ROW Research Develop Alternatives Environmental Permits Outreach Design of Preferred Alternative 6 1, 6.6, 6.7 Construction Management Services Overall Table 2 - Schedule Summary BEGIN February 2008 February 2008 February 2008 February 2008 March 2008 December 2008 February 2008 COMPLETE April 2008 May 2008 May 2008 July 2008 December 2008 December 2009 December 2009 As part of the JCB Team's schedule analysis, the relationship between the East Francisco and 1-580/Hwy 101 Connector schedules were assessed to coordinate key milestones and project activities. The detailed project schedule, using Microsoft Project, is shown on the following page and allows San Rafael and both project teams to examine schedule impacts of various project development approaches. -N,.. •.. ,. �r� .�. �- City of San Rafael Nonmotorized Transportation Pilot Program # to cs iii !'N "a! a i, Table 3 — Cost Estimate for City of San Rafael's NTTP Project #2000 - Francisco Boulevard East Improvement Project presented below summarizes the JCB Team's estimate of person -hours and overall cost. Included on the following page is our team's detailed cost estimate for your review. We welcome discussions with San Rafael to verify project development approaches, levels of effort, and project assumptions. We are committed to modifying our assumptions to ensure we meet San Rafael's need and expectations. ITEM JCB ITEM DESCRIPTION NUMBER NUMBER 1 2 Field Traffic Data Collection, Observations, Survey, ROW Research 2 3 Develop Alternatives ;i 4 Environmental Permits 4 5 Outreach 5 6 Design of the Preferred Alternative 6 1, 6.6, 6.7 Other Tasks TOTAL Total Cost of the Project Table 3 - Hours and Budget Summary QUANTITY UNITS UNIT TOTAL ($) COST 672 person hours see $123,246 detailed cost 104 person hours see $17,964 detailed cost 296 person hours see $42,712 detailed cost 124 person hours see $23,804 detailed cost 1426 person hours see $236,231 detailed cost 242 person hours see $44,982 detailed cost TOTAL $488,939 City of San Rafael Nonmotonzeransportat�on Plotrogram 1 na�m.m��; erRequ renlent' ;w i The JCB team has a strong and successful working relationship with Caltrans as well as other federal, state and local regulatory agencies. We previously worked with Caltrans to review their field monumentation, right-of-way appraisal maps, plats and legal descriptions and field survey information for East Francisco. This work, in addition to Kai's and the team's relationships fostered a good working relationship and sense of partnership between our team and Caltrans. Many of our team members worked for Caltrans as employees for many years. Our team's relationships with Caltrans staff will streamline the Local Assistance process. These relationships and our deep understanding of Caltrans requirements provides the opportunity efficiently navigate the Caltrans encroachment, relinquishment and design exception processes — and expedite the project to construction. In addition to Caltrans experience, our team has worked on many federally funded projects and understands FHWA processes and procedures. ,wions to Contract We have reviewed the City of San Rafael's Professional Services Agreement and we would like the opportunity to discuss a few items in Article 1. Article I, Section C — • a. We believe it would be consistent with Section 2782.8 of the Civil Code to omit "excepting only liability arising ... intentional misconduct of LOCAL AGENCY" from the last two lines of the first paragraph. • b. In the sixth line of the second paragraph, please omit "where same arises out of the" and substitute "to the extent said liability arises out of the negligent". • c. Please omit "excepting only that resulting ... officials, or agents" from the last two lines of the second paragraph. Article I, New Section I — Request additional Section I: • I. The total aggregate liability of CONSULTANT arising out of the performance or breach of this Agreement shall not exceed an amount equal to the compensation paid to CONSULTANT under this Agreement. Notwithstanding any other provision of this Agreement, CONSULTANT and LOCAL AGENCY shall not be liable to each other for contingent, consequential, or other indirect damages including, without limitation, damages for loss of use, revenue or profit; operating costs and facility downtime; or other similar interruption losses, however the same may be caused. The limitations and exclusions of liability set forth in this Section shall apply whether claims are asserted based on breach of contract, tort (including negligence), strict liability or otherwise. Technical Proposal for Project Number 2000 - Francisco Boulevard East Improvements City of San Rafael Nonmotorized Transportation Pilot Program 1 b17 reoces IMI AW I iinily f.W K,:w@� DrN,@ ;� Sod? Imh CA TKW�, WhOwl F& eject: I in j 10 V580 WMA Nv , IMP i UI I Vv'[ � i ii -W e F", Authority; (Avb'.urw f�0 Centt".,v Dinw- C,Za)on rr) ";07 -;...3 W 0 wlini 1111 Inpil 1! io: W", Susar� L.,ac.J,,Je r" ul, Jge 70 Guy of Pe us 11 !Enghsh StreW PeOwns CA 94952 (7f)7) 77,'3,430 1 Related Prqjrycr: P'ahw�r Fl eon Younger Mewdyff Ph"O'S 2,0 ', aCapiW A i,::Vu ii!, ii 1'5 IN F�:72.25 .":a1 7" A'etatOd Pf'QjOCL (,NU FkK-41 AN Brown b, x 01 Laj 1 P �:I[ 11 [ n s -i V\,',I y ET Gmve, CA 95;0,.� qM 6) 470 022 � ReMled PrWeW CTI Qwn Eb COPY Eke Mae ""WT.�