07 Staff Report - Highway 9 Safety Improvement Project~pW N 0
!pS ~A~OS COUNCIL AGENDA REPORT
MEETING DATE: 10/16/06
ITEM NO:
DATE: OCTOBER 10, 2006
TO: MAYOR AND TOWN COUNCIL ;
FROM: DEBRA J. FIGONE, TOWN MANAGER O
SUBJECT: PPW JOB NO.05=17 = HIGHWAY 9-SAFETY IMPROVEMEN -PROJECT
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE PROFESSIONAL CONSULTANT SERVICES AGREEMENT
WITH BKF ENGINEERS FOR PREPARATION OF CONSTRUCTION
DOCUMENTS AND CALTRANS ENCROACHMENT PERMIT
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to execute professional consultant services
agreement (Exhibit A) with BKF Engineers for preparation of construction document and
Caltrans encroachment permit.
BACKGROUND:
The Town of Los Gatos, City of Saratoga, and City of Monte Sereno received a Federal grant for
a pedestrian and bicycle safety enhancement project on Highway 9. This project would provide
continued bicycle lanes and pedestrian pathways along Highway 9 in addition to improving
signing and striping of the road.
The Town of Los Gatos was designated as the lead agency on this project, since the Town has an
approved Disadvantage Business Enterprise (DBE) program through Caltrans. Having an
approved DBE program is a requirement for this project since it uses Federal grant funds.
A cooperative agreement amongst the above agencies for cost sharing was presented to the
Council and approved on September 18, 2006.
PREPARED BY: OHNE. CURTIS
Director of Parks and Public Works
NAB&E\COUNCIL REPORTS\05-17.Highway 9.Safety.Improve.9506.Report #1
Reviewed by: Assistant Town Manager own Attorney
Clerk Administrator CG Finance ommunity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 05-17 - HIGHWAY 9 SAFETY IMPROVEMENT PROJECT
OCTOBER 10, 2006
DISCUSSION:
Staff followed the guidelines of Caltrans related to federally funded projects and prepared
request for statements of qualifications from consulting firms. The consulting firms of Gier and
Gier Inc, Nolte, Inc., and BKF Engineers, Inc. submitted qualification statements to the Town.
Staff from Los Gatos, Monte Sereno, and Saratoga interviewed all three (3) firms and
unanimously determined BKF Engineers, Inc. to be the most qualified firm for this project. BKF
Engineers, Inc. has a great deal of experience in similar projects and staff, behoves they can
perform well for the Town and our partnering municipalities on this project. The attached cost
_proposal was negotiated with BKF Engineers, Inc. in coordination with Monte Sereno and
Saratoga. - - The Highway 9 Safety Improvement Project is divided in two phases to ensure all Federal
funding deadlines are adhered to and safety improvements are constructed as expeditiously as
possible.
The first phase of the work is to design and construct bicycle safety improvement and signing
and striping of the road which will be designed by the consultant presented to the Council in this
report. The construction of bicycle lanes will be along the edge of the current roadway and will
be accomplished with minimal widening of the road. All of the work will be done within the
current Caltrans right-of-way and will not require a new right-of-way acquisition, which is not
only costly, but time consuming. The construction of the bicycle lane improvements and signing
and striping is anticipated to begin in fall 2007.
The next phase of the work is to address various pedestrian deficiencies of Highway 9 and a
wide range of options and features that may be considered for such facilities. This task will
require extensive analysis of pedestrian facilities demand in each municipality along the
Highway 9 route. A conceptual design will be prepared to outline the extent and cost of any
pedestrian facilities. Based on this plan, each municipality can pursue funding for the final
design and construction of the pedestrian facilities within their jurisdiction. The preparation of
the above mentioned conceptual design of pedestrian facilities is not a part of the contract with
BKF Engineers Inc. at this time. This work will be done after the construction of the bicycle
facilities and accounting of the project.
CONCLUSION:
It is recommended that the Council adopt the attached Resolution authorizing the Town Manager
to execute a Professional Services Agreement with BKF Engineers to prepare construction
document and Caltrans encroachment permit.
ENVIRONMENTAL ASSESSMENT:
The project is Categorically Exempt pursuant to Sections 15301 (c), 15303(e) and 15304(b) of
the State CEQA guidelines.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 05-17 - HIGHWAY 9 SAFETY IMPROVEMENT PROJECT
OCTOBER 10, 2006
FISCAL IMPACT:
The cost proposal from BKF Engineers is for $216,693. This amount is distributed amongst the
Town of Los Gatos, City of Saratoga, and City of Monte Sereno based on the cooperative
agreement which was presented to the Town Council on September 18, 2006.
Attachments:
Resolution approving Professional Services Agreement with BKF Engineers (with Exhibit A -
Agreement and_Exhibit B - Proposal/Schedule of Charges)
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING AN AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
WITH BKF ENGINEERS
TO PREPARE A FEDERAL ENVIRONMENTAL REPORT (NEPA) FOR
PPW JOB NO. 05-17 - HIGHWAY 9 SAFETY IMPROVEMENT PROJECT
WHEREAS, it is necessary for the Council to secure professional consultant
services to provide assistance to the Town to prepare a Federal Environmental Report (NEPA)
for PPW Job No. 05-17 = Highway-9-Safety Irnprovement-Project, and- - -
WHEREAS, the Town Council has selected the firm of. BKF Engineers
to provide professional consultant services in connection the Highway 9 Safety Improvement
Project; and
NOW, THEREFORE, IT IS RESOLVED that the Town Council of the Town
of Los Gatos hereby approves the attached Agreement (Exhibit A) for Professional Consultant
Services with BKF Engineers to prepare a Federal Environmental Report (NEPA); and
BE IT FURTHER RESOLVED that the Town Manager is hereby authorized
and directed to execute said agreement on behalf of the Council.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos held on the 16th day of October, 2006, by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
THIS AGREEMENT is entered into this day of , 2006, by and between
Town of Los Gatos, State of California, herein called "Town", and BKF Engineers,
engaged in providing a Professional Consultant Services agreement (Exhibit A) to prepare a
Federal Environmental Report (NEPA) in connection with PPW Job No. 05-17 - Highway 9
Safety Improvement Project; herein called "Consultant."
RECITALS
A. Towns-considering-undertaking-activities--to- PREPARE--AFEDERAL
ENVIRONMENTAL REPORT (NEPA) FOR THE TOWN OF LOS
GATOS.
B. Town desires to engage a professional consultant services consultant to provide
consulting services to prepare a Federal Environmental Report (NEPA) in
connection with PPW Job No. 05-17 - Highway 9 Safety Improvement Project,
herein called "Consultant" because of Consultant's experience and qualifications
to perform the desired work.
C. Consultant represents and affirms that it is qualified and willing to perform the
desired work pursuant to this Agreement.
AGREEMENTS
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
1. Scope of Services. Consultant shall provide Professional Consultant Services as
requested by the Town as outlined in (Exhibit A).
2. Time of Performance. The services of Consultant are for the period of
from October 16, 2006 to October 16, 2007. The Town will review the Consultants'
performance at the end of the contract period and will have the option of renewing the
contract. Should Town not renew a contract, the award and authorization of the contract
shall automatically expire. Town shall give Consultant at least 15 days notice, prior to
the cancellation or expiration of the contract.
3. Compliance with Laws. Consultant shall comply with all applicable laws, codes,
ordinances, and regulations of governing federal, state and local laws. Consultant
represents and warrants to Town that it has all licenses, permits, qualifications and
approvals of whatsoever nature which are legally required for Consultant to practice its
profession.
EKIIBIT A
Consultant represents and warrants to Town that Consultant shall, at its sole cost and
expense, keep in effect or obtain at all times during the term of this Agreement any
licenses, permits, and approvals which are legally required for Consultant to practice its
profession. Consultant shall maintain a Town of Los Gatos business license pursuant to
Chapter 14 of the Code of Town of Los Gatos.
4. Sole Responsibility. Consultant shall be responsible for employing or engaging all
persons necessary to perform the services under this Agreement.
5. Information/Report Handling. All documents furnished to Consultant by Town and all
reports and supportive data prepared by Consultant under this Agreement are Town's
- rc -ert-and shall be delivered to Town u on the com letion of Consultant`s services or at
Town's written request. All reports, information, data, and exhibits prepared or assembled
by Consultant in connection with the performance of its services pursuant to this
Agreement are confidential until released by Town to the public, and Consultant shall not
make any of the these documents or information available to any individual or
organization not employed by consultants by Consultant or Town without the written
consent of Town before such release.
Town acknowledges that the reports to be prepared by Consultant pursuant to this
Agreement are for the purpose of evaluating a defined project, and Town's use of the
information contained in the reports prepared by Consultant in connection with other
projects shall be solely at Town's risk, unless Consultant expressly consents to such use in
writing. Town further agrees that it will not appropriate any methodology or technique of
Consultant which is and has been confirmed in writing by Consultant to be a trade secret
of Consultant.
6. Compensation. Compensation for Consultant's professional services shall be based upon
Town authorization for each peer review. Billing for each peer review shall be based on
the Consultant's Schedule of Charges (attached hereto as Exhibit "B" and incorporated by
reference herein).
Billing shall be accompanied by a detailed explanation of the work performed, by whom,
at what rate, and on what date. Billing invoices submitted for payment must reference the
Town Purchase Order Number, and if applicable, the appropriate project address and
Town Application Number. Also, plans, specifications, documents or other pertinent
materials shall be submitted for Town review, even if only in partial or draft form.
Payment shall be net thirty (30) days.
Only one (1) purchase order number per invoice will be accepted. All invoices and
statements to Town shall reference Town's purchase order number and be addressed as
follows:
Invoices: Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95030
Statements: Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95030
7. Availability of Records. Consultant shall maintain the records supporting this billing for
not less than three (3) years following completion of the work under this Agreement.
-Consultant- shall-make--these -records available to authorized personnel- of-Toovri at-
Consultant's offices during business hours upon written request of Town.
8. Project Manager. The Project Manager for Consultant for the work under this Agreement
shall be Natalina Bernardi.
9. Assignability and Subcontracting. The services to be performed under this Agreement are
unique and personal to Consultant. No portion of these services shall be assigned or
subcontracted without the prior written consent of Town.
10. Notices. Any notice required to be given shall be deemed to be duly and properly given if
mailed postage prepaid, and addressed to:
To Town:
John E. Curtis
Director of Parks and Public Works
Town of Los Gatos
41 Miles Avenue
Los Gatos, CA 95030
Phone: (408) 399-5774
To Consultant: BKF Engineers
1650 Technology Drive, Suite 200
San Jose, CA 95110
(408) 467-9100
11. Independent Contractor. It is understood that Consultant, in the performance of the work
and services agreed to be performed, shall act as and be an independent contractor and
not an agent or employee of Town. As an independent contractor he/she shall not obtain
any rights to retirement benefits or other benefits which accrue to Town employee(s).
With prior written consent, Consultant may perform some obligations under this
Agreement by subcontracting, but may not delegate ultimate responsibility for
performance or assign or transfer interests under this Agreement.
Consultant agrees to testify in any litigation brought regarding the subject of the work to
be performed under this Agreement. Consultant shall be compensated for its costs and
expenses in preparing for, traveling to, and testifying in such matters at its then current
hourly rates of compensation, unless such litigation is brought by Consultant or is based
on allegations of Consultant's negligent performance or-wrongdoing.
12. Conflict of Interest. Consultant understands that its professional responsibilities is solely
to Town. Consultant has and shall not obtain any holding or interest within Town of Los
Gatos. Consultant has no business holdings or agreements with any individual member of
the staff or management of Town or its representatives, nor shall it enter into any such
holdings or agreements during the term of this agreement, including any amendments.
In addition, Consultant warrants that it does not presently and shall not acquire any direct
or indirect interest adverse to those of Town in the subject of this Agreement, and it shall
immediately disassociate itself from such an interest should it discover it has done so and
shall, at Town's sole discretion, divest itself of such interest. Consultant-shall not
knowingly, and shall take reasonable steps to ensure that it does not, employ a person
having such an interest in this performance of this Agreement. If after employment of a
person, Consultant discovers it has employed a person with a direct or indirect interest
that would conflict with its performance of this Agreement, Consultant shall promptly
notify Town of this employment relationship, and shall, at Town's sole discretion, sever
any such employment relationship.
13. Equal Employment OpportunitX. Consultant warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment
opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate
against persons employed or seeking employment with them on the basis of age, sex,
color, race, marital status, sexual orientation, ancestry, physical or mental disability,
national origin, religion, or medical condition, unless based upon a bona fide
occupational qualification pursuant to the California Fair Employment & Housing Act.
14. Insurance.
A. Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring him/her and his/her firm to
an amount not less than: one million dollars ($1,000,000) combined
single limit per occurrence for bodily injury, personal injury and property
damage.
ii. Consultant agrees to have and maintain for the duration of the contract, an
Automobile Liability insurance policy ensuring him/her and his/her staff
to an amount not less than one million dollars ($1,000,000) combined
single limit per accident for bodily injury and property damage.
iii. Consultant shall provide to Town all certificates of insurance, with
original endorsements effecting coverage. Consultant agrees that all
certificates and endorsements are to be received and approved by Town
before work commences.
iv. Consultant agrees to have and maintain, for the duration of the contract,
professional liability insurance in amounts not less than $1,000,000 which
is- sufficientto insure Consultant-for professional errors-or-omissions-in-the-
performance of the particular scope of work under this agreement.
B. General Liability:
Town, its officers, officials, employees and volunteers are to be covered as
insured as respects: liability arising out of activities performed by or on
behalf of Consultant; products and completed operations of Consultant,
premises owned or used by Consultant. This requirement does not apply
to the professional liability insurance required for professional errors and
omissions.
ii. Consultant's insurance coverage shall be primary insurance as respects
Town,. its officers, officials, employees and volunteers. Any insurance or
self-insurances maintained by Town, its officers, officials, employees or
volunteers shall be excess of Consultant's insurance and shall not
contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to Town, its officers, officials, employees or
volunteers.
iv. Consultant's insurance shall apply separately to each insured against
whom a claim is made or suit is brought, except with respect to the limits
of the insurer's liability.
C. All Coverages: Each insurance policy required in this item shall be endorsed to
state that coverage shall not be suspended, voided, canceled, reduced in coverage
or in limits except after thirty (30) days' prior written notice by certified mail,
return receipt requested, has been given to Town. Current certification of such
insurance shall be kept on file at all times during the term of this agreement with
Clerk Administrator.
D. In addition to these policies, Consultant shall have and maintain Workers'
Compensation insurance as required by California law and shall provide evidence
of such policy to Town before beginning services under this Agreement. Further,
Consultant shall ensure that all subcontractors employed by Consultant provide
the required Workers' Compensation insurance for their respective employees.
15. Indemnification. Consultant shall save, keep and hold harmless indemnify and defend
Town its officers, agent, employees and volunteers from all damages, liabilities,
penalties, costs, or expenses in law or equity that may at any time arise or be set up
because of damages to property or personal injury received by reason of, or in the course
of performing work which may be occasioned by a willful or negligent act or omissions
of Consultant, or any of Consultant's officers, employees, or agents or any sub-
-
consu tart--
16. Waiver. No failure on the part of either party to exercise any right or remedy hereunder
shall operate as a waiver of any other right or remedy that party may have hereunder, nor
does waiver of a breach or default under this Agreement constitute a continuing waiver of
a subsequent breach of the same or any other provision of this Agreement.
17. Governing Law. This Agreement, regardless of where executed, shall be governed by
and construed to the laws of the State of California. Venue for any action regarding this
Agreement shall be in the Superior Court of the County of Santa Clara.
18. Termination of Agreement. Town and Consultant shall have the right to terminate this
agreement with or without cause by giving not less than fifteen (15) days written notice
of termination. In the event of termination, Consultant shall deliver to Town all plans,
files, documents, reports, performed to date by Consultant. In the event of such
termination, Town shall. pay Consultant an amount that bears the same ratio to the
maximum contract price as the work delivered to Town bears to completed services
contemplated under this Agreement pursuant to the noted Scope of Services and (Exhibit
A) hereto, unless such termination is made for cause, in which event, compensation, if
any, shall be adjusted in light of the particular facts and circumstances involved in such
termination.
19. Amendment. No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by Town and Consultant.
20. Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be
entitled to reasonable attorney's fees, including costs of appeal.
21. Entire Agreement. This Agreement, including Exhibits A and B, constitutes the complete
and exclusive statement of the Agreement between Town and Consultant. No terms,
conditions, understandings or agreements purporting to modify or vary this Agreement,
unless hereafter made in writing and signed by the party to be bound, shall be binding on
either party.
IN WITNESS WHEREOF, Town and Consultant have executed this Agreement as of the
date indicated on page one (1).
Town of Los Gatos
Debra J. Figone, Town Manager
Town of Los Gatos
BKF Engineers
Principal
Recommended by:
John E. Curtis
Director of Parks and Public Works
ATTEST:
Clerk Administrator of the Town of Los Gatos,
Los Gatos, California
Approved as to Form:
Orry P. Korb, Town Attorney
i
October 4, 2006
BRF
BKF Job No. 20066048-PP
Mr. Kevin Rohani
ENGINEERS
Town Engineer
SURVEYORS
Town of Los Gatos
PLANNERS
41 Miles Avenue
P.O. Box 949
Los Gatos, CA 95031
- - - - - -Subject: -Bid-Documents-and Caltrans Encroachment-Permit
Highway 9 Safety Improvements Project
In the Town of Los Gatos, City of Monte Sereno and City of Saratoga
Dear Mr. Rohanii:
i65o Technology Drive
Suite 65o
San Jose
California 95iio
phone 408.467.9100
www.bkf com
The Town of Los Gatos, City of Monte Sereno and City of Saratoga are working
cooperatively to improve the safety for bicyclists and pedestrians along Highway 9
from Big Basin Way/Saratoga Avenue in the City of Saratoga, through the City of
Monte Sereno to Los Gatos Boulevard in the Town of Los Gatos. It is the project's
intent to provide a design which limits improvements to $1,000,000, in order to obtain
Caltrans project approval via a Caltrans Encroachment Permit. Prior to the submission
of the PS&E and Caltrans Encroachment Permit Application, it is anticipated that
preliminary studies which include providing a project aerial base, conducting
supplemental field surveys to identify limitations and evaluating design parameters
and alignment to establish a continuous bike lane through the project limits via
striping and minor shoulder widening. BKF Engineers (BKF) proposes to perform the
following scope of services in preparing and obtaining environmental clearance and a
Caltrans Encroachment Permit to construct the above described Highway 9 Safety
Improvements project:
Task 1: Project Management/Team Leadership
BKF has assumed that the duration for obtaining a Caltrans Encroachment Permit will
be 8 months. Throughout the project duration, BKF will attend monthly project
development team meetings which may be attended by the Town of Los Gatos, City of
Monte Sereno, City of Saratoga (Cities), Caltrans and other project stakeholders. It is
assumed that there will be 8 project meetings and 2 public meetings that will require
BKF's participation. BY-F's environmental and bicycle consultant will be in
attendance at the public meetings to assist with questions posed by the communities.
In addition to attendance at monthly meetings, BKF will coordinate the work involved
in the design development and approval of the Caltrans Encroachment Permit with the
project team members, including the involved jurisdictions, consultants and Caltrans.
Design review and comment resolution meetings will be scheduled to facilitate the
reviews and approval of the Caltrans Encroachment Permit.
EXHIBff' B
Mr. Kevin Rohani
October 4, 2006
BKF Job No. 20066048-PP
Page 2 of 4
Task 2: Preliminary Investigations/Conceptual Design Alternatives
For this task, BKF will collect all available information from Caltrans (including as-
builts and right of way record mapping for the corridor), the involved jurisdictions,
utility companies and effected stakeholders. Utility maps will be obtained and work
coordinated with the respective utility owners. All collected information will be
reviewed to develop an existing base and set the project parameters and criteria. The
Town of Los Gatos' existing aerial base will be extended to provide coverage within
the City of Saratoga project limits. Existing monumentation information, used to
- -
develop the existing aerial base will be obtained and verified. It is assumed that the
project datum will comply with NAD 1983 horizontal and the vertical datum
established in the original aerial base. For this project, Caltrans ABC Mapping will not
be provided. Supplemental topographic surveys and site investigations will be
performed by BKF to verify existing features and conform elevations. The surveyed
information will be used to supplement the project base sheets. A geotechnical study
will not be conducted. For the purposes of this project, existing pavement sections will
be used for the shoulder widening design. The geotechnical work will be limited to
reviewing existing available information to establish and provide conservative soil
information for the proposed retaining wall design. It is anticipated that the project
will require no utility potholing.
BKF will develop a design alignment along the Highway 9 project limits which meet
the project goals. This phase of work will focus on design development at various
segments throughout the project limits to evaluate the opportunity of providing bike
lanes via pavement striping or roadway widening. In developing the design, work will
be conducted to establish the geometric layout, profiles for bicycle facilities, retaining
wall limits and heights, and roadway modifications. Working with the involved
jurisdictions, a project alignment will be identified. The alignment will be coordinated
with BKF's bicycle consultant for endorsement on the implementation strategy in
consideration of the constraints. The project alignment, constraints and criteria will be
presented to the public for consensus. The agreed upon design alignment will be
developed in the PS&E for contract drawings.
BKF will prepare an environmental document to clear the project. Based on our
discussions with the involved jurisdictions, the Town of Los Gatos will be the CEQA
lead agency for the project and Caltrans will be the NEPA lead agency. Based on the
assumptions that no right of way will be required; no work will be conducted within
parks; cultural resources, including existing creeks, will not be impacted; surface
archeological testing will not be required and there are no endangered species or
historic buildings that will be effected by the project, the environmental document for
CEQA will be Category Exemption and the project will be eligible for a Categorical
Exclusion under NEPA.
Mr. Kevin Rohani
October 4, 2006
BKF Job No. 20066048-PP
Page 3 of 4
Task 3: Development of Initial Construction Documents
BKF will prepare Project Plans, Specifications and Estimate (PS&E) for the proposed
Highway 9 Safety Improvements project in compliance with Caltrans Encroachment
Permit requirements. BKF will determine the base sheet layouts. Project plan sheets
shall be prepared in accordance with the pre-determined Project standard borders and
drafting standards and will be supplemented with design required standard details,
symbols and abbreviations. Plans shall be in English units and in AutoCAD 2005
electronic format.
For the PS&E, the proposed geometric alternative will be evaluated to confirm that
Caltrans' Highway Design Manual criteria are met. Should existing project constraints
prohibit the incorporation of a design criteria, a design exception will be drafted for
Caltrans review and approval. BKF has estimated that there will be no more than 3
design exceptions required for the project.
BKF shall prepare plan sheets which will include layouts, typical cross sections,
roadway grades, construction detail plans, drainage plans, traffic handling sheets and
signing and striping plans. It is anticipated that retaining wall design for the project
will be based on Caltrans standard retaining walls with a height of no more than four
feet. Information to supplement Caltrans standard plan design for retaining walls will
be included in the project Construction Detail Sheets. For this task, the project design
will be developed to a 95% level design.
With the establishment and review of the geometric design and vertical alignments,
the design will be production-oriented for preparation of project plans. Based on
reviewed information, preliminary investigations and design work, and jurisdictional
requirements, project plan details will be incorporated. This phase of work will
include providing the following project plans for the design submittal:
• Title Sheet
• Typical Cross Section Sheets
Layout / Grading Sheets
• Construction Detail Sheets
• Drainage Sheets
• Traffic Handling Plans
• Signing and Striping Sheets
• Cross Section Sheets
Task 4: Final PS &E and Caltrans Review
Subsequent to the submission of the initial PS&E to Caltrans, it is anticipated that
there will be 3 additional submittals to Caltrans for the issuance of the Encroachment
Permit.
Mr. Kevin Rohani
October 4, 2006
BKF Job No. 20066048-PP
Page 4 of 4
BKF shall compile and distribute review comments to the project design team. BKF
shall review comments and determine conflicts. Review conflicts and clarifications
will be summarized and presented to the Cities. BKF shall organize, attend and lead a
comment resolution meeting with Cities and other jurisdictional authorities to discuss
conflicting comments and obtain clarifications for the review comments if needed.
BKF shall document the comment resolutions in the comment resolution meeting
minutes. The meeting minutes shall_ be distributed to the Cities and attendees.
_BKF-shall incorporate review comments and update and complete the Project plans for
the final design submittal. All aspects of the design will be finalized in order to - -
prepare a complete set of final bid documents. Comments on the construction cost
estimate and project specifications will be reviewed and incorporated. BKF shall
verify quantities based on the design plans, verify unit cost prices based on recent bid
results and update the construction cost estimate. The project specifications will be
modified to ensure that all elements of the design drawings are addressed.
Specifications will include technical specifications and be supplemented with the
project boiler plate to be provided by the Cities. The final PS&E will be packaged and
prepared for bid circulation. The scope at this time does not include bid support,
construction staking or construction assistance.
BKF proposes to provide the required engineering work as described above and in.the
enclosed "Summary of Fees & Hours" for an estimated not-to-exceed fee of $216,693
which includes printing, delivery and mileage. The amount of effort for each
individual task is further described in the. "Summary of Fees & Hours". All fees shall
be paid on a time and material basis in accordance with BKF's Professional Personnel
Service Fees schedule. Any services not outlined in this proposal or the "Summary of
Fees & Hours" shall be considered extra work.
BKF has the experience and qualified personnel to successfully complete the proposed
Caltrans approval document. We have reviewed our workload to insure that BKF will
have adequate time available to complete the work in accordance with your schedule.
BKF looks forward to the opportunity of working for the Town of Los Gatos, City of
Monte Sereno and City of Saratoga on the Highway 9 Safety Improvements Project.
Should you have any questions or require additional information, please feel free to
contact me.
Very truly yours,
BKF ENGINEERS
N alina V. B fi~
P 'nc pal/Vicf res
SUMMARY OF FEES & HOURS
Scope of Fees, Hours and Services
Project Bid Documents and Caltrans Encroachment Permit
Town of Los Gatos, City of Monte Sereno, and City of Saratoga
Highway 9 Safety Improvements Project
BKF Engineers
1650 Technology Drive, Suite 200
San Jose, CA 95110
Tel 408.467.9100, Fax 408.467.9199
October 4, 2006
Bid Documents and Cah ans Encroach neat Permit
Task 1 Project Management/Coordination
Task 2 Preliminary Investigations, Data Collection, and Design Evaluation
j - -Task 3 -Development of Initial Construction Documents - -
Task 4 Final PS&E and Caltrans Review
TASK
PIC PM Eng III Eng II Eng I Tech
Draft
Surv
Total
Cost
Rate/hr
$ 175 $ 142 $ 120 $ 106 $ 93 $ 104 $
92
$ 211
Hours
Task 1
22 56 6 6 0 0
0
0
90
$
13,158
Task 2
4 32 34 64 82 28
0
60
304
$
39,306
Task 3
14 81 88 172 183 136
0
0
674
$
73,907
Task 4
10 42 46 52 54 40
0
0
244
$
27,928
BKF
50 211 174 294 319 204
0
60
1,312
Subtotal
$8,750 $29,962 $20,880 $31,164 $29,667 $21,216
$0
$12,660
$
154,299
Reimbursable Expenses:
Printing 4.0% of professional fees
$
6,172
Delivery/ Mileage 4.0% of professional fees
$
6,172
Total Reimbursable Budget
$
12,344
Subconsultants:
1
David Powers and Associates - Environmental Engineering
$
20,900
2
HJW - Aerial Mapping
$
8,800
3
Fehr & Peers - Bicycle Design Advisory & Coordination Services
$
5,500
4
Parikh Consultants Inc - Geotechnical Exploration
$
3,850
5
Biggs Cardosa Associates - Structural Engineering
$
11,000
Total Subconsultant Bud et
$
50,050
Total Bud et
$
216,693
Legend
PIC
Principal in Charge
Eng I
Engineer I
PM
Project Manager
Draft
Drafter
Eng III
Engineer III
Tech
Technician (Engineering or Survey)
Eng II
Engineer II
Surv
Survey Field Crew
See Page 4 for Project Assumptions and Exclusions.
- Pagel of 4
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Task 1 Project Management/Coordination
(It is assumed that the project duration will be 8 months)
Task 1.1 Attend Monthly PDT meetings and Prepare Meeting Minutes (8 Total - once a month for project duration)
Task 1.2 Public Meetings (2 Total)
Task 1.3 Coordinate Design with Team Members, Stakeholders and Consultants
TASK
PIC
PM Eng III Eng II Eng I Tech Draft Surv Tot Hrs
Cost
Task 1.1
12
26 38
$
5,792
Task 1.2
6
6 12
$
1,902
Task 1.3
4
24 6 6 40
$
5,464
Subtotal
22
56 6 6 0 0 0 0 90
$
13,158
Task 2 Preliminary Investigations, Data Collection, and Design Evaluation
Task 2.1 Conduct Survey Control for Aerial Planimetric Mapping in Saratoga (Paint and Tie-Down Aerial Panels)
Task 2.2 Request/Collect/Review available CT and City As-Buflts, R/V1/ Record Maps, and other Project Improvements Plans
Task 2.3 Request/Collect/Review Available Utility Record Information
Task 2.4 Input Existing Highway, Utility and Right of Way Information Based on Collected Record and As-Built Data
Task 2.5 Perform Site Visit to Verify Conceptual Design Alternatives and Areas Requiring Supplemental Survey Information
Task 2.6 Perform Initial Surveys In Areas Requiring Supplemental Topographic Information (NAD 1983 & existing vertical datum)
Task 2.7 Evaluate and Establish Design Implementation Requirements
Task 2.8 Establish Bike Lane Alignment
Task 2.9 Prepare Exhibits for Public Meeting
TASK
PIC PM
Eng III
Eng II
Eng I Tech Draft
Surv Tot Hrs
Cost.
Task 2.1
4
4
4
12 24
$
3,996
Task 2.2
2
4
8
14
$
1,452
Task 2.3
2
2
6
10
$
1,054
Task 2.4
4
16
8 8
36
$
3,840
Task 2.5
2
4
6
6
18
$
1,958
Task 2.6
4
6
36
48 94
$
14,764
Task 27
4 8
12
24
10
58
$
6,750
Task 2.8
4
8
4
16
$
1,952
Task 2.9
2
8
8 16
34
$
3,540
Subtotal
4 32
34
64
82 28 0
60 304
$
39,306
Paget of 4
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Task 3
Development of Initial Construction Documents
Task 3.1
Develop the Project Cover sheet
Task 3.2
Prepare Typical Section Sheets
Task 3.3
Establish Layout, Grading and Construction Detail Plans
Task 3.4
Drainage Plans, Details and Quantity Sheets
Task 3.5
Develop Traffic Handling and Construction Area Sign Plans
Task 3.6
Prepare Pavement Delineation and Signing Plans
Task 3.7
Develop Cross Sections Sheets
Task 3.8
Analyze hydrologic conditions and prepare drainage caics
Task 3.9
Prepare Design Exceptions (Assume 3)
Task 3.10
Prepare Project Special Provisions
Task 3.11
Develop Quantities and Construction Estimate and Schedule
Task 3.12
Conduct Independent Quality Control Review
TASK
PIC PM Eng III Eng II Eng I
Tech Draft
Surv Tot Hrs
Cost -
Task 3.1
6
6
12
$
1,260
Task 3.2
3 8 15
8
34
$
3,501
Task 3.3
4 18 24 48 80
40
214
$
22,824
Task 3.4
2 8 10 20 16
14
70
$
7,750
Task 3.5
2 12 12 16 8
12
62
$
7,182
Task 3.6
6 10 18 4
12
50
$
5,580
Task 3.7
4 12 40
32
88
$
8,888
Task 3.8
4 6 12
22
$
2,560
Task 3.9
4 12 4 20 4
12
56
$
6,624
Task 3.10
2 4 16 4
18
$
3,262
Task 3.11
4 8 16
18
$
2,904
Task 3.12
6 6
12
$
1,572
Subtotal
14 81 88 172 183
136 0
0 656
$
73,907
Task 4 Final PS&E and Caltrans Review
(Assume that there will be three review submittals to Caltrans for Encroachment Permit)
Task 4.1 Revise plans per Caltrans & Cities review comments
Task 4.2 Modify special provisions
Task 4.3 Update Final Quantities, Estimates & Schedule
Task 4.4 Update & finalize design exceptions
Task 4.5 Perform In-house Quality Control Review
Task 8.3 Prepare Right of Way Certification
TASK
Pic PM
Eng III
Eng II Eng I Tech Draft
Surv Tot Hrs
Cost
Task 4.1
8 18
20
32 42 38
158
$
17,606
Task 4.2
6
12
18
$
2,292
Task 4.3
2
8 12
22
$
2,248
Task 4.4
6
2
12 2
22
$
2,572
Task 4.5
8
8
16
$
2,096
Task 8.3
2 2
4
8
$
1,114
Subtotal
10 42
46
52 54 40 0
0 244
$
27,928
Page3 of 4
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Project Assumptions and Exclusions:
1. It is assumed that the project will be an Caltrans encroachment project.
2. Project will be eligible for a Categorical Exclusion under NEPA. Environmental Document under CEQA
will be a Categorical Exclusion.
3. It is assumed that all improvements will reside within existing State right of way and no additional or new R/W will be required.
4. The Project will consist of providing bicycle lanes within the project limits via restriping and minor shoulder widening.
5. Project will not include work within creeks, drainages or wetlands.
6. It is assumed that no more than 3 design exceptions will be prepared and processed.
7. No cultural resources will be impacted by the project.
8. Surveys for threatened /endangered/ special status species will not be needed.
9. Project will not impact parks.
10. Surface archeological testing will not be required.
11. Historic evaluations of structures and/or buildings will not be required.
1.2. It is assumed that the existing project aerial mapping provided by the Town of Los Gatos is adequate for the work.
Supplemental planimetric mapping in Saratoga shall be flown on the same-vertical and horizontal datum and specifications - - - - -
as the mapping in Los Gatos and Monte Sereno.
13. This proposal does not include providing a iSA Phase 1.
14. A traffic forecasting and operations report will not be required.
15. It is assumed that the Project will not require preparation of a DIB 78.
16. It is assumed that the Project will not require preparation of a Longitudinal or Transversal Utility Exception Report.
17 It is assumed that the project will not require modifications to signalized intersections.
18. It is assumed that the Project will not require preparation of a Traffic Management Plan.
19. It is assumed that the Project will not require preparation of a Hydraulic/Floodplain Study Report.
20. It is assumed that the Town of Los Gatos will be CEQA Lead Agency.
21. Project design units will be imperial (feet).
22. It is assumed that the Project will not require Caltrans' ABC Mapping.
23. Potholing has been excluded from this scope of fee and services.
24. Structural work will be limited to retaining walls estimated to be no higher than 4 feet. Preparation of a structural
Advance Planning Study is excluded from this project.
25. It is assumed that geotechnical services will be limited to recommendations based on historic records. Existing
pavement sections will be used for the design and soil recommendations for structures will be based on existing
available information/or conservative estimates.
26. Vehicular, bicyclist and pedestrian counts are excluded from the scope of this project.
27. It is assumed that Erosion Control and Storm Water Prevention Plans are not required for the project.
28. It is assumed that the project duration will be 8 months.
- - - - - Page4 of 4
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t
ENGLNEW-1 SURVEYOR$ e PULNNM
PERSONNEL
ENGINEERING
Associate
Project Manager
Engineer IV
- - Engineer I, 111 III -
PLANNING
Senior Planner
Associate Planner
PROFESSIONAL PERSONNEL SERVICE FEES
JANUARY 1, 2006 - DECEMBER 31, 2006
HOURLY RATES
$150.00
$142.00
$131.00
- - $93.00-$106.00--$1-20.00--
SURVEYING
Project Manager
Surveyor I, 11, 111, IV
Field Surveyor
Survey Party Chief
Survey Chainman
Apprentice I, II, III, IV
DESIGN AND DRAFTING
Technician I, II, III
Drafter I, II, III, IV
Student Engineer/Surveyor
CONSTRUCTION ADMINISTRATION
Senior Construction Administrator
Resident Engineer
Field Engineer I, II, III
SERVICES AND EXPENSES
Project Assistant
Clerical/Administrative Assistant
Principals' time on projects is chargeable at $175.00- $200.00 per hour.
$59.00
$52.00
Charges for outside services, equipment, and facilities not furnished directly by BKF Engineers willbe billed
at cost phis 10%. Such charges may include, but shall not be limited to printing and reproduction services;
shipping, delivery, and courier charges; subconsultant fees and expenses; special fees, permits, and insurance;
transportation on public carriers, meals, and lodging; and consumable materials. Mileage will be charged at
the prevailing IRS rate per mile.
Monthly invoices are due within 30 days from invoice date. Interest will he charged at 0.833% per month on
past due accounts.
$110.00
$104.00
$142.00
$93.00 -$106.00- $ 120.00 -$131.00
$118.00
$118.60
$93.00
$49.00- $67.00- $77.00- $86.00
$89.00 - $96.00 - $104.00
$69.00 - $76.00 - $84.00 - $92.00
$52.00
$140.00
$101.00
$93.00 - $103.00 - $119.00
Expert witness/litigation rates are available upon request.