14 Staff Report - Design of Roberts Road Bridge Improvement~J W N 0
~s s COUNCIL AGENDA REPORT
G N
MEETING DATE: 6/18/07
ITEM NO: l
DATE: JUNE 8, 2007
TO: MAYOR AND TOWN COUNCIL CA
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PPW JOB NO. 04-68 - AGREEMENT FOR DESIGN OF THE ROBERTS
ROAD BRIDGE IMPROVEMENT PROJECT (0568)
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE A PROFESSIONAL CONSULTANT SERVICES AGREEMENT
WITH BIGGS CARDOSA ASSOCIATES, INC. FOR THE DESIGN OF THE
ROBERTS ROAD BRIDGE IMPROVEMENTS IN THE AMOUNT OF
$253,200.
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to execute a professional consultant services
agreement (Exhibit A) with Biggs Cardosa Associates, Inc. for the design of the Roberts Road
Bridge Improvements in the amount of $253,200.
BACKGROUND:
The Roberts Road Bridge Project has been discussed at a number of Town Council meetings
over the past 3 years starting at the meeting on September 20, 2004. This bridge was temporarily
closed while staff was pursuing grant funding opportunities for the replacement of the bridge.
With the grant funding secured on March 19, 2007, the Council authorized staff to re-open the
bridge and start the project design.
DISCUSSION:
Staff began the process of selecting a design consultant based on Caltrans guidelines for Federal
grant funded projects. This approach is similar to the process that was used for design consultant
selection for the Highway 9 Improvement project.
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
N:\ENGINEERING\COUNCIL REPORTS\roberts.road.bridge.design.agr..doc
Reviewed by: (6 Assistant Town Manager Town Attorney
Clerk Administrator Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 04-68 - AGREEMENT FOR DESIGN OF THE ROBERTS
ROAD BRIDGE IMPROVEMENTS PROJECT (0568
JUNE 8, 2007
Statements of Qualifications were received from: T.Y. LIN International, Biggs Cardosa
Associates, Inc., and Creegan+D'Angelo, Inc. design consultants and after review by staff and
Caltrans representatives, these firms were interviewed for the project design.
The consulting firms of T.Y. LIN International and Biggs Cardosa Associates, Inc. were the top
two ranked firms respectively, as determined by the interview panel, as the best qualified and
capable firms in designing the project based on their experience and expertise for providing
similar bridge design services. Staff requested a cost proposal from T.Y. LIN International for
the project based on a specific scope of work. T.Y. LIN International submitted a $354,124 cost
proposal to design the project. This amount is nearly $100,000 over the Caltrans grant that the
Town has secured for the project design. After discussions with Caltrans and review of Federal
grant requirements, staff requested a cost proposal from Biggs Cardosa Associates, Inc. for the
project design. Biggs Cardosa Associates, Inc submitted their cost proposal for the design based
on a similar scope of work for an amount of $253,200.
Town staff, along with Caltrans, reviewed the proposal from Biggs Cardosa Associates, Inc. and
concurred that it meets the project requirements and is responsive to the request, in addition to
being within the funding authorization limits. Biggs Cardosa Associates, Inc. has a good
understanding of the unique nature of this project and the neighborhood issues related to the
bridge.
It is anticipated that the design, review, permits, and approval process for this project will take
approximately 18 months to complete. Staff will work with the neighbors and residents
throughout the design phase to keep them informed and updated regarding the progress of work.
In addition, staff will hold meetings with the neighbors and design team to reach consensus on
the aesthetic elements of the new bridge. Staff firmly believes that the new bridge can be
designed to incorporate features of the old bridge and the natural surrounding area in the new
structure.
CONCLUSION:
It is recommended that the Council adopt the attached Resolution authorizing the Town Manager
to execute a Professional Consultant Services Agreement with Biggs Cardosa Associates Inc for
the design of the Roberts Road Bridge project.
ENVIRONMENTAL ASSESSMENT:
The project is Categorically Exempt pursuant to Sections 153010), 15303(e) and 15304(b) of the
State CEQA guidelines.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 04-68 - AGREEMENT FOR DESIGN OF THE ROBERTS
ROAD BRIDGE IMPROVEMENTS PROJECT (0568)
JUNE 8, 2007
FISCAL IMPACT:
This multi-year Capital Improvement Project is budgeted with a combination of general funds
($295,720) to meet the matching requirement, and grant funds ($1,693,600) for a total of
$1,989,320. The project budget is described in the following chart:
ROBERTS ROAD BRIDGE RECONSTRUCTION PROJECT
PPW Job # 04-68
FY 2006/07 Fiscal Impact
GFAR 400-0568
Grant funds 410-0568
TOTALS
AL EXPENDITURES BY CATEGORY:
'Labor
trials, advertising
neering Design
ALS
253,200
Attachments:
Resolution approving Professional Services Agreement with Biggs Cardosa Associates Inc
(with Exhibit A - Agreement and Exhibit B - Proposal/Schedule of Charges)
T) etrihntinn
Peggy Willey, 134 Ohlone Court, Los Gatos, CA 95032
Anne Lamborn, 7 Monroe Court, Los Gatos, CA 95030
Geri Miller, 327 Oak Meadow Drive, Los Gatos, CA 95032
Kim Gavin, 132 Ohlone Court, Los Gatos, CA 95032
Approved
Expended
Revised
Amount this
Remaining
Budget
to date
Balance
Contract
Balance
295,720
2,850
292,870
292,870
1,693,600
12,528
1,681,072
253,200
1,427,872
1,989,320
15,378
1,973,942
253,200
1,720,742
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING AN AGREEMENT
FOR PROFESSIONAL CONSULTANT SERVICES WITH
BIGGS CARDOSA ASSOCIATES INC.
FOR THE DESIGN OF THE
ROBERTS ROAD BRIDGE IMPROVEMENTS
PPW JOB NO.. 04-68
WHEREAS, it is necessary for the Council to secure Professional Consultant
Services for the design of the Roberts Road Bridge Improvement Project; and
WHEREAS, the Town Council has selected the firm of Biggs Cardosa
Associates, Inc. to provide professional consultant services in connection with the design of the
Roberts Road Bridge 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 Biggs Cardosa Associates, Inc. for the Roberts Road Bridge Improvement Project
for the amount of $253,200.
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 18th day of June, 2007, 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 , 2007, by and between
Town of Los Gatos, State of California, herein called "Town", and Biggs Cardosa Associates,
Inc. engaged in providing a Professional Consultant Services agreement (Exhibit A) in
connection with the design of PPW Job No. 04-68 - Roberts Road Bridge Improvement
Project; herein called "Consultant."
RECITALS
A. Town desires to engage a professional consultant services consultant to provide
design services in connection with PPW Job No. 04-68 - Roberts Road Bridge
Improvement Project, herein called "Consultant" because of Consultant's
experience and qualifications to perform the desired work.
B. 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:
Scope of Services. Consultant shall provide Professional Consultant Design 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 June 18, 2007 to June 30, 2009. 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.
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.
EXHIBIT A
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
property and shall be delivered to Town upon the completion 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 is for an amount not
to exceed $253,200, and 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 Town 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 Dan Devlin.
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:
By: Town of Los Gatos By: Consultant
Kevin Rohani, Interim Director Biggs Cardosa Associates, Inc.
Parks and Public Works Mahvash Harms
Town of Los Gatos 1871 The Alameda, Suite 200
41 Miles Avenue San Jose, CA 95126
Los Gatos, CA 95030 Phone: (408) 296-5515
Phone: (408) 399-5773
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 Opportunity. 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 sufficient to insure Consultant for professional errors or omissions in the
performance of the particular scope of work under this agreement.
B. General Liability:
i. 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.
15.
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.
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-consultant.
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 Biggs Cardosa Associates, Inc.
Town of Los Gatos
Recommended by:
Kevin Rohani
Interim 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
BIGGS CAROOSA
ASSOCIATES INC
STRUCTURAL ENGINEERS
'1871 The Alameda, Suite 200
San Jose, CA 95126-1752
Telephone 408-296-5515
Facsimile 408-296-8114
Town of Los Gatos
Parks &Public Works Department
41 Mies Avenue
Los Gatos, CA 95031
Attention: Mr. Kevin Rohani, Interim Director of Parks & Public Works
June 8, 2007
12504-2007
Subject: Proposal to Provide Engineering Design Services for the Roberts Road Bridge Replacement
- Dear Mr. Rohani: -
Per your request Biggs Cardosa Associates, Inc. is pleased to submit our scope of work and fee proposal to provide
engineering/bridge design and environmental services for the Roberts Road Bridge Replacement.
We understand that this project will require the preparation of construction plans, specifications and estimate for
various types of engineering services for the Roberts Road Bridge replacement. All of the work will be performed in
conjunction with the Federal HlghwayBridge Replacement and Rehabilitation Program (FIBRRP). The project will
require engineering services for bridge design and roadway design, environmental documents, obtaining permits,
utility coordination, geotechnical engineering, traffic control, hydraulic analysis, right-of-way engineering and bidding.
Our proposal does not include construction support services and inspection services at this time.
Should you have any questions or require any additional information please call (408) 296-5515 Ext. 1128 or e-mail
me at mha=abiggscardosa.com.
Sincerely,
BIGGS CARDOSA
ASSOU TES, INC.
vash N1 Harms, SE
Principal
CC:
Dan Devlin; Biggs Cardosa Associates, Inc.
Steve Biggs; Biggs Cardosa Associates, Inc.
G:\RFP-RFQ-SOQ-LOI-Proposals\2007\125042007 Robert Road\Fee proposahRoberts Road - Scope and Fee Cover Letter.doc
EXHIBIT B
.3c~rmk
Proposal to Provide Preliminary Engineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
TOWN OF LOS GATOS
PROPOSED SCOPE OF SERVICES
FOR
ROBERTS ROAD BRIDGE
CONSULTANT's scope of work outline will be as indicated in the following:
TASK 0: PROJECT MANAGEMENT AND ADMINISTRATION
0.1 Administration
0.2 Project Review Meetings
- - -0.3 Quality Control Program
TASK 1: PROJECT ANALYSIS & REVIEW
1.1 Review of Available Documentation
1.1.1 Structural Data
1.1.2 Civil Data
TASK 2: ENVIRONMENTAL ASSESSMENT [By David Powers]
David J. Powers & Associates, Inc. (DJP&A) will conduct the studies necessary to comply with NEPA and CEQA
for this project. DJP&A will also obtain permits for the project from the California Department of Fish & Game,
Regional Water Quality Control Board, and the U.S. Army Corps of Engineers.
2.1 Field Review and PES Form
DJP&A will conduct a field review of the bridge site in order to document existing site conditions and to determine
potential constraints/issues. Based on the field review, DJP&A will fill out the Caltrans Preliminary Environmental
Study (PES) form.
2.2 Section 106 Compliance
An Archaeological Survey Report and a Historic Property Survey Report will be prepared at the site of the bridge.
These reports will be prepared in the required Caltrans/FHWA formats to address the provisions of Section 106 of
the National Historic Preservation Act. This scope assumes that these reports will not turn up any resources of
significance within the construction impact zone. This task will be completed by our subconsultant, Basin
Research Associates.
2.3 Natural Environment Study and Riparian Mitigation Plan
Conduct Field Surveys
H. T. Harvey & Associates will conduct reconnaissance surveys of the biotic resources of the project site to
characterize its plant and animal communities and arrive at a preliminary determination regarding the sites
potential to support suitable habitat for special-status plant and animal species. The dominant habitats of the
project site will be mapped on base materials to be provided by others. This task assumes that suitable base
materials are available.
Proposal to Provide PreliminaryEngineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
Species-specific surveys for special-status plants and animals are not proposed at this time. Additional surveys
may be recommended if reconnaissance surveys detect suitable habitat for special-status species that may be
adversely affected by the project. These surveys, if deemed necessary, would have to be scoped and budgeted
under a separate contract. These reconnaissance surveys will also include an assessment of the potential for the
site to support regulated habitats. The results of the background review and surveys will be compiled into an
existing conditions section.
Assess Project Impacts
Project biologists will utilize the results of Task 3a to assess project impacts to biotic resources and
jurisdictional areas. The results of the impact assessment will be provided in a brief summary to the client for
consideration. This impact assessment may influence an-alteration-of-project design-alternatives to reduce
impacts. If project alternatives are modified during or after this task and a significant amount of work is
required to re-analyze impacts then additional budget may be required.
Prepare Administrative Draft NES
The data collected in Tasks 3a and 3b will be used as the basis for preparing a Natural Environment Study
Report per Caltrans guidelines. The principal sections of the report will be as follows:
Summary of Findings and Conclusions
Introduction
Study Methodology
Environmental Setting and Description of Biotic Resources
Iii-Depth Studies (comprising the Wetlands Delineation and the Biological Assessment for
Special Status Species)
Project Impacts
Draft Conceptual Mitigation Measures assumes a suitable site is available within the project
area
Cumulative Effects.
References/Personal Contacts
Appendices
Graphics will be produced to portray the habitat types of the site, impact areas, and, if appropriate, proposed
mitigation sites. This task assumes that H.T. Harvey & Associates does not have to locate mitigation sites.
The Natural Environment Study will be submitted to the clients for review and comment.
Prepare Final NES
H.T. Harvey & Associates will revise the administrative draft NES based upon one set of comments. It is
anticipated that the revisions to the NES will be relatively minor. If significant revisions were required then
additional budget would be required.
Proposal to Provide Preliminary Engineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
Prepare Riparian Mitigation Plan
H.T. Harvey & Associates will prepare a conceptual riparian mitigation plan. This document will be a permit
support document that will describe where and how riparian mitigation will be implemented. This scope assumes
that sufficient area for mitigation will be available at the site, at and adjacent to the location of the existing bridge.
2.4 CE Forms
DJP&A will complete the local CEQA Categorical Exemption forms and the Caltrans/FHWA NEPA Categorical
Exclusion forms. The CEQA form will be filed with the County Clerk on behalf of the Town of Los Gatos.
2.5 Environmental Pm nits
On behalf of the Town, DJP&A will prepare the appropriate applications and obtain the following permits from the
following agencies:
Streambed Alteration Agreement
Nationwide Section 404 Permit
Section 401 Water Quality Certification
California Department of Fish & Game
U.S. Army Corps of Engineers
Regional Water Quality Control Board
This task shall include the payment of the applicable application fees by DJP&A on behalf of the Town. DJP&A
will undertake the necessary coordination and attend field reviews, as required, to obtain these permits.
2.6 Section 4(f) Evaluation
The project will require short-term closures of the Los Gatos Creek Trail. Therefore, a Section 4(f) Evaluation is
required and will be prepared as part of this scope. The evaluation will utilize the Nationwide Section 4(f)
Evaluation for Projects with Minor Involvements with Public Parks.
TASK 3: PUBLIC OUTREACH [By the Consultant and Town]
Town will provide services to inform and involve the public during the development of the project.
Consultant will provide exhibits and the supporting documents.
TASK 4: TOPOGRAPHIC MAPPING, SURVEYS AND RIGHT-OF-WAY ENGINEERING
4.1 Topographic Surveying
It is assumed that the Town will provide an aerial base of the existing project limits that may be used as base
sheets forthe project. The aerial base willbe supplemented with the topographic field surveys. The limits of the
topographic survey will be approximately 50 feet beyond the proposed bridge and roadway improvements.
Field surveys will locate the utilities and hard surface features within the project site. The location of utilities
shown will be based on visible surface evidence, existing USAunderground markings and/or as-built plans. The
survey will obtain the invert elevations for the manholes and drainage inlets. Limited creek channel cross-
sections will be provided for the design for the bridge. Atotal of 4 channel cross sections will be observed along
the Creek The location of the cross sections will be specified bythe bridge engineerpriorto commencement of
field work The cross sections will generally be taken along the channel bottom at 25' intervals extending to a
point 25' beyond the top of bank on both sides of the channel.
Proposal to Provide Preliminary Engineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
4.2 Right of Way Engineering
The existing public right of way and parcels adjacent to the bridge will be delineated based on record drawings
and title reports. Prelimi-narytitle reports of adjacent parcels will be obtainedbythe consultant. It is assumed that
one parcel will require a boundary resolution to verifythe property lines. The property lines of the one parcel
requiring boundary resolution will be physical identified by one set of survey stakes. Easements will be
established based on title reports and record drawings. The delineation of the right of waylines and easements
will incorporated into the project base sheets.
Client Provided Items
X Aerial Mapping within the project limits
X As-built improvement plans for Roberts Road and Bridge
X As-built plans for the utilities
X The Town will be responsible for contacting underground service alert (USA) to have them mark the
utility locations.
Deliverables (provide all in electronic format)
X Project base sheets created with Town provided aerial and supplemented with field surveys
X Right of Way and Easement Delineation
TASK 5: RIGHT-OF-WAY DOCUMENTS
It is assumed that there will be no fee acquisitions involved for the project. It is assumed that one temporary
construction easement and two utility easements may be needed for the project. Plats and legal descriptions
describing the metes and bounds will be prepared for the easements. The descriptions will be based on
information developed as part of the right of way engineering task
Deliverables
X Legal description and plats
TASK6: GEOTECHNICAL REPORT [ByPankh Consultants, Inc.]
Our approach to preparing geotechnical studies is based on Caltrans guidelines for preparation of Bridge Foundation
Reports. As a general guideline the field exploration program is based on drilling two new borings to about 80' depth.
Based on the geologic maps the site is underlain by alluvium and Monterey Shale (probably in the creek). Due to the
narrow bridge width and the horizontal site distance to the approaches, it might be prudent to close the bridge during the
field exploration. At a minimum traffic control will be required. The borings will be drilled to the rock formation and into
it to establish the material identityand its quality. Based on this we have developed a scope of work as discussed below.
Task 6.1
Research and Data Collection: Review of readilyavailable geologic and soil literature in the vicinityof the site including
review of any as-built drawings and existing LOTB, if any.
Permits/USA Clearances: We will apply for the SCVWD permit. We assume that the Town will provide any
encroachment permits, if necessary.
Task 6.2-
Field Exploration: For the bridge structure, we will drill two borings up to 80' in depth using a hollow stem auger drill
rig. These explorations will provide an evaluation of subsurface conditions for the proposed structure.
Proposal to Provide Preliminary Engineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
The boring locations will depend upon the available access and overhead and underground utilities. Traffic control is
anticipated at this time and it is preferred to close the road.
Classify and continuously log subsurface soil conditions encountered in each test boring at the time of drilling. Obtain
"relatively undisturbed" and bulk samples of substrata from test borings. The borings will be drilled and capped in
accordance with the pem-iit requirements.
Task 6.3- Laboratory Testing: Perform laboratory tests on representative soil samples such as moisture density,
unconfined compression, gradation analyses, corrosion tests and Plasticity Index test, as necessary.
Task 6.4- Soils Analysis/Evaluation: Perform engineering analyses and develop design recommendations for-the
proposed foundations.
Task 6.5-_ _ - Prepare Draft Foundation Memo (Type Selection-Letter): Prepare preliminary recommendations for - -
foundations and provide a Type Selection Memo with the LOTS.
Task 6.6
Prepare Final Foundation Report: Prepare detail report including design recommendations for foundation types and
footing elevations lateral design capacities, pile foundation recommendations or spread footings.
Discuss seismic considerations, evaluate the liquefaction potential and comment on the site soil conditions from this
standpoint. Information related to Caltrans Seismic design criteria (SDC v 1.4) such as depth to rocklike material, etc.
shall be provided.
Prepare a final Foundation report.
Using the general plan as a base map, we will provide boring logs.
Task 6.7- Design Review Consultation through final design.
TASK 7: UTILITY INVESTIGATION AND COORDINATION [ByBKF]
Identify and locate utilities (both underground and overhead) within the project limits and notify all utility
companies, governmental agencies and sanitary and water districts. Obtain plans of all existing utility facilities
and coordinate all work with the respective utility companies to determine locations and depths of facilities for
design purposes. Supplement base sheets with existing utilityinforrnation. Check for utilityconflicts and develop
a plan to resolve conflict issues. Coordinate with utility companies for potential utility relocations.
Client Provided Items
X As-built plans for the utilities
Deliverables (provide all in electronic format)
X Project base sheets supplemented with existing utilityinformation
X Proposed utility design and relocation
TASK s: HYDRAULICS STUDY [By BKF]
Available data will be reviewed and field visits conducted to verify the Creek's existing conditions and
parameters. Coordination will take place with the Town and SC'VWD to obtain available information including
the peak design discharges for Los Gatos Creek (Roberts Road Bridge). Based on the coordination with
Proposal to Provide Preliminary Engineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
SCVWD, it is assumed that minimal hydraulic analyses will be required to determine the 100- and 50-year flow
characteristics, including water surface elevations (depths) and velocities of the Los Gatos Creek at the Roberts
Road Bridge. No detailed hydrologic analysis is expected. To support the environmental documents, a
floodplain risk assessment will be prepared for the Roberts Road Bridge site. A bridge scour analyses will be
performed to determine the scour potential for the Roberts Road Bridge site per the methodology specified in
the FHWNs HEG 18 Manual. Countermeasures for bridge local scour and long-term stream bank instability
will be evaluated and itemized per the guidelines in FHWA's HEG23 Manual. A Bridge Design Hydraulic Study
Report for the for the Roberts Road site summarizing the recommendations and results of the hydraulic and
scour analyses will be prepared.
Deliverables:
-X- -Bridge-Location Hydraulic Study Reports
X Bridge Design Hydraulic Study Reports
TASK 9: ARHCITECTURAL, CIVIL, AND STRUCTURAL PS&E
9.1 Bridges Architecture; 2 renderings included.
9.2 35%RoadwayPlans Specifications &Estimate [ByBKF]
9.3 Bridge Type Selection and 35% Submittal [ByBiggs Cardosa Associates]
9.4 Final Design [By Biggs Cardosa Associates& BKF]
65 Percent PS&E; Independent Check 95 Percent PS&E; Final PS&E
9.2 and 9.4 Roadway Plans Specifications & Estimate [ByBKF]
The Plans, Specifications and Estimate (PS&E) submittals will consist of 35%, 65%,95% phases and the 100%
levels of completion. Each submittal will be reviewed for quality control and subsequent submittals will address
the Town's and other agencies' comments from the reviews of earlier submittals. Submittals of PS&E for civil
and structural work as described below, at 65% and beyond shall be combined with the bridge plans.
The roadway design shall include layout, grading, typical sections, utility design, striping, signing and
construction details necessary to construct the roadway, including pavement, grading, drainage, etc. A detour
plan will be prepared for any anticipated closures. Cross sections and earthwork calculations shall be prepared.
Plans sheets shall conform to the Town of Los Gatos standards and requirements.
Special Provisions, using Caltrans 2006 Standard Specifications (English) and Standard Special Provisions will be
prepared for the project. The Town's boilerplate provisions will be provided for incorporation into the contract
documents. Quantitytake-offs will be performed and an engineer's construction estimate prepared.
Preliminary Special Provisions will be provided at the 65% PS&E, to be updated with each subsequent submittal.
Preliminary quantity and cost estimates shall be prepared at 35%, 65% and 95% levels of completion and
finalized with the 100% PS& E package.
9.3 Bridge Type Selection and 35% Submittal [ByBiggs Cardosa Associates]
The CONSULTANT shall consider up to three alternative types or combination of span lengths of
structures for the bridge type selection. The length of the bridge will be determined on the basis of the
hydraulic study data, site topography, impact on the wetland, and roadway geometrics. A Bridge Type
Selection Report (including the Type Selection Memorandum, Vicinity Map, General Plan, General Plan
Cost Estimate, and a roadway marginal cost estimate) shall be prepared by the CONSULTANT and
submitted to the TOWN. The TOWN will review the draft Bridge Type Selection Report and return a copy
to the CONSULTANT with comments. Issues raised by the TOWN will be discussed with and resolved by
the CONSULTANT and agreed changes made to the Bridge Type Selection Report. The revised report
shall be submitted to the TOWN for approval.
Proposal to Provide PreliminaryEngineering, Environmental and Engineering Design Services for
Bridge at Roberts Road
Deliverables:
X Five copies of the Bridge Type Selection Report
9.4 Final Design
9.4.1 65 Percent PS&E
The CONSULTANT shall prepare the 65 percent plans. The structure design will be performed during this
task after type selection approval is received from the TOWN and Caltrans. The 65 percent PS&E shall be
sufficiently developed so that an independent bridge design check can be completed. The 65 percent PS&E
shall include plans and draft special provisions.
The design shall be done in accordance with the current Caltrans Highway Design Manual, Bridge Design
Specifications, Bridge Design Details Manual, Bridge Design Aids Manual, and Bridge Memos to Designers.
- Design live loading shall be HS20-44 and Permit Loading. Seismic design shall be in accordance tivith - -
current Caltrans criteria and standards.
Details and construction specifications shall be prepared in accordance with Caltrans Standard Plans,
Standard Specifications, and Standard Special Provisions. Full-size plans shall be standard size (22 x 34).
Deliverables:
X Five sets of 65 Percent Plans (22 x 34)
X One half-size set of 65 Percent Plans (11 x 17)
X Five sets of annotated Bridge Special Provisions
X Five copies of the preliminary construction Cost Estimate
9.4.2 Independent Check
The CONSULTANT shall have the 65 percent PS&E checked independently by an experienced engineer
registered in California and not involved with the original design. The independent checker will check the
design, verify member capacities, and review the special provisions and quantity calculations for the bridge.
Issues raised bythe checker will be discussed with and resolved bythe designers. The final design will
reflect agreement among the designers and the independent checker.
9.4.3 95 Percent PS&E
The CONSULTANT shall prepare 95 percent PS&E for review and approval of the TOWN. The 95
percent
PS&E shall include 65 percent PS&E updated in response to comment from the TOWN and the
independent bridge checker. The specifications will be presented in standard Caltrans format. The TOWN
will provide
sections 1 through 8 and a typical contract for inclusion in the bid documents.
The CONSULTANT will submit the engineer's construction cost estimate. Unit costs will be estimated
based on recent contract data from appropriate industry publications, Caltrans data, the CONSULTANT's
similar projects, or the TOWNS similar projects.
Deliverables:
X Five sets of plans (22 x 34)
X One set of half-size plans (11 x 17)
X Five sets of annotated Special Provisions
X Five copies of quantity calculations, check quantity calculation & Cost Estimate
X Two sets of Bridge Design Calculations
X Two sets of independent bridge design check calculations
Proposal to Provide PrehminaryEngineeting, Environmental and Engineering Design Services for
Bridge at Roberts Road
9.4.4 100 Percent PS&E
Following the reviews bythe TOWN, agreed-upon revisions shall be made to the 95 percent PS&E. The
specifications, half-size plans, and other bid documents will be submitted to the TOWN for final approval.
Deliverables:
X Five sets of 100 Percent Plans
X Five sets of 100 Percent Special Provisions
X Two copies of Cost Estimate
9.4.5 Deliver Final PS&E
After receipt of final approval, an original set of stamped and signed plans, and an engineer's estimate will be
submitted to the TOWN for its use in soliciting construction bids. The CONSULTANT shall provide the
quantity calculations to the TOWN for use in administering the contract.
Deliverables:
X Five sets of final plans (Bond)
X Five sets special provisions (Hard Copy & CD)
X Two sets of Quantity Calculations, Quantity Check Calculations & Estimate
X Two sets of Bridge Design Calculations (if revised)
X Two sets of Independent Bridge Design Check Calculations (if revised)
X One set of Reproducible Plans
One set of Resident Engineers Pending File for the Bridge Design
TASK 10: . BIDDING PHASE
The TOWN will advertise the project for bidding and distribute the plans to prospective bidders. The
TOWNs project coordinator will be the designated person to receive contractor inquiries. The
CONSULTANT's project manager and project staff will assist the TOWN as requested during the bidding.
The work may include answering questions, providing consultation and interpretation of the construction
documents, and assisting the TOWN in preparation of addenda to the PS&E during the advertisement
period. Attending pre-bid meetings or bid opening and analysis of bids will also be provided if requested.
TASK 11: CONSTRUCTION SUPPORT SERVICES (not included)
G:\RFP-RFQ-SOQ-LOI-Proposals\2007\12504 2007 Robert Road\Fee proposaRRoberts Road ScopeofServices outline-.doc
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