5 - Blossom Hill Road Improvements - BKF Engineers1owN MEETING DATE: 12/19/11
A ITEM NO:
c Gatos COUNCIL AGENDA REPORT
DATE: DECEMBER 9, 2011
TO: MAYOR AND TOWN COUNCIL 4
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 10 -05 — BLOSSOM HILL ROAD IMPROVEMENTS (CHERRY
BLOSSOM LANE TO CAMINO DEL CERRO)
AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH BKF ENGINEERS,
INC. TO PROVIDE CONSTRUCTION SUPPORT SERVICES IN AN
AMOUNT NOT TO EXCEED $40,924.
RECOMMENDATION
Authorize the Town Manager to execute an amendment to the professional services agreement
with BKF Engineers, Inc. to provide construction support services in an amount not to exceed
$40,924.
BACKGROUND
The Town of Los Gatos hired BKF Engineers Inc. in 2010 to perform the engineering design for
the road and street improvements on Blossom Hill Road. This work was concluded with the
preparation of final plans and specifications for the project, and submittal of construction
documents by the consultant. Staff solicited bids for a construction contract for this project and
will present the results to Town Council for award on December 19, 2011.
DISCUSSION:
Construction support services are an important element in this large scale project because of the
complexity of the design and coordination work involved. The following summary is prepared
in order to better understand the distribution of work efforts for the construction of this project.
I':__'.__' .: ... .
Director of Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney % , finance
N:\ PPW\ MANAGEMENT \COUNCIL \COUNCIL REPORTS\2011 Reports\December 19\ PPWJobNo.10- OS.BHRImprovements. Design. BKF.Const.Support.Amendment.docx
PAGE 2
DECEMBER 19, 2011
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 10 -05 — BLOSSOM HILL ROAD IMPROVEMENTS (CHERRY
BLOSSOM LANE TO CAMINO DEL CERRO)
DISCUSSION (cont'd.h
The key components of the construction of this project are:
• Day -to -day construction inspections: The Town Engineering Inspector, along with
support from an outside construction management firm, will monitor and inspect
contractor's daily work; measure and document quantities of materials used on the
project and insure compliance with the plans and specifications. Since this is a grant
funded project, it requires an added level of documentation and monitoring of the project
to insure compliance with Caltrans' requirement towards reimbursement of grant funds to
the Town. This added resource is needed on this project.
• Coordination with the design team during construction: Town Engineering staff will
work closely with the contractor, neighbors and residents, and design team to provide
responses to inquiries and questions that may arise during the course of the project's
construction. This is an important role especially on this project with many detailed
design elements.
• Construction support services: This work requires the project consultant to provide field
survey staking, review of all shop drawings and various product' submittals for the
construction, provide design clarifications and information, and attend various meetings.
At the conclusion of the construction work, an as -built document for the project will also
be prepared for the Town by the design team.
BKF Engineers Inc. will be assigned the task of providing construction support services for this
project as outlined in the attached proposal and scope of work. The existing agreement with BKF
Engineers, Inc. needs to be amended for the consultant to provide construction support services.
Staff recommends approval of the amendment to the BKF Engineers Inc. contract in the amount
not to exceed $40,924.
ENVIRONMENTAL ASSESSMENT
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A
Notice of Exemption will not be filed.
FISCAL IMPACT
There are sufficient funds for this project as demonstrated in the following table.
PAGE 3
DECEMBER 19, 2011
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 10 -05 — BLOSSOM HILL ROAD IMPROVEMENTS (CHERRY
BLOSSOM LANE TO CAMINO DEL CERROI
Available .Expended/
Bu et i. Fucumbered
Proposed Future
Contract Commitment
a
FY2010 /11 Fiscal Impact Funding To Date
Amount � Amount
1471-812-0111 $ ._... 927,933 mm $ _ 32,438 : $ 40,924 $ 673,967
u }.
1421 -812 -0111 450,000
450,000
TOTALS $ 1 $ 32438
�
$. _< 40,924 i 1 123 967
�M
8O
UR �(?RX
.
Contract
1,023,967
.... ,. , ..:_
Contingency
; 100,000
; Matenals &Advertising 1_..
__ »...
jProject Construction 1 27,880
. ,
$ 40,924
_....._. ». . ... .,,
ITOTALS $ 32,438 $ 40,924 $ 1,123,967
Attachment:
1. Original design agreement with BKF Engineers Inc. dated September 7, 2010
2. Amendment to the design agreement with BKF Engineers Inc.
3. BKF Engineers Inc. Proposal for Construction Support Services dated $40,924 (Exhibit A)
THIS PAGE
INTENTIONALLY
LEFT BLANK
Attachment 1
CLERK DEPART114- bil`i'
AGR
AGREEMENT FOR CONSULTANT SERVICES IHH �!
THIS AGREEMENT is dated for identification September 7, 2010 and is mace QY an etween M
TOWN OF LOS GATOS, a California municipal corporation, ( "Town ") and F'Engm a s______ _
Inc., ( "Consultant "), whose address is 1650 Technology Drive, Suite 650 Sanr�; -C —A
This Agreement is made with reference to the following facts. This contract will remain in effect
from September 7, 2010 to June 3'0, 2011.
I. RECITALS
1.1 The Town desire to engage Consultant to provide engineering design services for
improvements to Blossom Hill Road fiom Cherry Blossom Lane to Camino Del Cerro,
PPW Project # 10 -05.
1.2 The Consultant represents and affirms that it is qualified and willing to perform the desired
work pursuant to this Agreement.
H. AGREEMENTS
2.1 Scope of Services Consultant shall provide services as described in the proposal dated
August 13, 2010 sent to the Town on August 13, 2010, which is hereby incorporated by
reference and attached as Exhibit A.
2.2 Time of Performance Consultant shall perform the services described in this agreement as
follows: Design roadway improvements and prepare construction documents for the above
referenced project by June 30, 2011.
2.3 Compliance with Laws The 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 shall maintain a Town :of Los Gatos business license pursuant to
Chapter 14 of the Code of the Town of Los Gatos.
2,4 Sole Responsibility Consultant shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
2.5 InformationlReport Handling All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the
Town's property and shall be delivered to the Town upon the completion of Consultant's
services or at the 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 the Town to the public, and the
Consultant shall not make any of the these documents or information available to any
individual or organization not employed by the Consultant or the Town without the written
consent of the Town before such release. The Town acknowledges that the reports to be
prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a
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defined project, and Town's use of the information contained in the reports prepared by the
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.
2.6 Compensation Compensation for Consultant's professional services 'shall not exceed
$87,877, inclusive of all costs. Payment shall be based upon Town approval of each task.
2.7 Billing Billing shall be monthly by invoice within thirty (30) days of the rendering of the
service and shall be accompanied by a detailed explanation of the work performed by whom
at what rate and on what date. 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. All invoices and statements to the Town shall be
addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
;Los Gatos, CA 95031 -0655
2.8 Availability of Records Consultant shall maintain the records supporting this billing for
not less than three years following completion of the work under this Agreement.
Consultant shall make these records available to authorized personnel of the Town at the
Consultant's offices during business hours upon written request of the Town.
19 Assignability and Subcontracting The services to be performed under this Agreement are
unique and personal to the Consultant. No portion of these services shall be assigned or
subcontracted without the written consent of the Town.
2.10 Independent Contractor It is understood that the 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 the 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, the 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.
2.11 Conflict of Interest Consultant understands that its professional responsibilities are solely
to the Town. The Consultant has and shall not obtain any holding or interest within the
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Town of Los Gatos. Consultant has no business holdings or agreements with any individual
member of the Staff or management of the Town or its representatives nor shall it enter into
any such holdings or agreements. In addition, Consultant warrants that it does not presently
and shall not acquire any direct or indirect interest adverse to those of the 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 the 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 the Town's sole
discretion, sever any such employment relationship.
2.12 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,
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
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 injuuy, 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 the Town all certificates of insurance, with
original endorsements effecting coverage. Consultant agrees that all
certificates and endorsements are to be received and approved by the 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.
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General Liability:
The 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 the Consultant; products and completed operations of Consultant,
premises owned or used by the Consultant. This requirement does not apply
to the professional liability insurance required for professional errors and
omissions.
ii. The Consultant's insurance coverage shall be primary .insurance as respects
the Town, its officers, officials, employees and volunteers. Any insurance or
self-insurances maintained by the Town, its officers, officials, employees or
volunteers shall be excess of the 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 the Town, its officers, officials, employees or
volunteers.
iv. The 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.
3.2 All Coverages Each insurance policy required in this item shall be endorsed to state that
coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the Town. Current certification of such insurance shall be kept on file at all
times during the term of this agreement with the Town Clerk.
3.3 Workers' Compensation 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 the 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.
3.4 Indemnification The Consultant shall save, keep, hold harmless and indemnify and defend
the 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 the
Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant.
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IV. GENERAL TERMS
4.1 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.
4.2 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.
4.3 Termination of Agreement The Town and the Consultant shall have the right to terminate
this agreement with or without cause by giving not Tess than fifteen days (15) written notice
of termination. In the event of termination, the Consultant shall deliver to the Town all
plans, files, documents, reports, performed to date by the 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 the Town bears to completed services
contemplated under this Agreement, 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.
4.4 Amendment No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and the Consultant.
4.5 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.
4.6 Notices Any notice required to be given shall be deemed to be duly and properly given if
mailed postage prepaid, and addressed to:
Town of Los Gatos BKF Engineers Inc.
Attn: Town Clerk Attn: Natalina Bernardi, VP
110. E. Main Street 1650 Technology Drive, Suite 650
Los Gatos, CA 95030 San Jose, CA 95110
or personally delivered to Consultant to such address or such other address as
Consultant designates in writing to Town.
4.7 Order of Precedence In the event of any conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect of the Products or Services and any
attachments to this Agreement, then the terms and conditions of this Agreement shall
prevail over attachments or other writings.
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4.8 Entire Agreement This Agreement, including all Exhibits, constitutes the complete and
exclusive statement of the Agreement between the '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, the Town and Consultant have executed this Agreement.
Town of Los Gatos by:
Greg Larson, Town Manager
Recommended by:
V) . ( ( Pre I'd en pr) Y g
Todd Capurso, L Pa;rfcs & Public Works Title
Director
Approved as to Form:
Mile Martell &, Interim Town Attorney
ATTEST:
Town of Los Gatos, Los Gatos, California
aTc, Ros e, Cleric Administrator
Page 6 of 6
Consultant, by:
i'
August 13, 2010
Town of Los Gatos
Parks & Public Works Department
41 Miles Avenue
Los Gatos, CA 95031
Attn: Kevin Rohani, P.E., Town Engineer
EXHIBIT A
RE: PROPOSAL FOR CONSULTANT SERVICES FOR PROJECT #10 -05 BLOSSOM HILL ROAD
IMPROVEMENTS
Dear Mr. Rohani,
It is with continued interest and excitement that BKF Engineers (BKF) Is responding to your request for
proposal (RFP) and submitting this cost proposal pertaining to the Town of Los Gatos Consultant Services for
Project #10 -05 Blossom Hill Road Improvements (Cherry Blossom Lane to Camino De/ Cerro) (Project).
BKF has an excellent reputation of developing roadway design with ihigh quality construction documents and
punctual project delivery, BKF's ability to perform all the required work in -house results in a stellar history of
performance in delivering roadway projects for our clients. From first -hand experience and interaction on
other projects, you are aware that each member of our team will be committed through the duration of the
Town's Project. To emphasize our commitment, I am proposing to be the Project Manager on the Town of
Los Gatos Project and will personally ensure that the Town's objectives and goals are met,
BKF's experience and success in the development of construction documents is also demonstrated by the
consistency of our design team. The majority of BKF staff has worked together for over 10 years and has
produced over 500 major and minor public projects in California. These projects exceed $1 billion in
construction costs. The stability and project knowledge of the BKF team emphasizes BKF's commitment to
.providing exceptional service to the Town of Los Gatos.
BKF Engineers is excited to continue a successful relationship with the Town of Los Gatos. BKF understands
the commitment and resources necessary to deliver the Project. The BKF team and the Town of Los Gatos
have had a great working relationship, and the BKF team is excited to continue to provide our outstanding
level of service to the Town of Los Gatos. We appreciate the opportunity to provide the enclosed proposal
and look forward to working with the Town of Los Gatos in the near future. Please contact Natalina Bernardi
at (408) 467 -9100 if any additional information is required.
Very truly yours,
B 7aV, rn i, P.E.
al and Vi President
16501' ®ahnalagy Ctrive, Suit® 65Q o Sin .►asp, CA 95110
1', (408) 467 -9100 a F. (408) 467.9199
Nbc
BKF
BKF Engineers (BKF) is pleased to propose on the Town of Los Gatos Project #10 -05 Blossom Hill Road
Improvements (Cherry Blossom Lane to Camino Del Cerro) (Project). The work involved for the project
specifically compliments BKF's skills and expertise. BKF provides a large spectrum of services Including civil
engineering, surveying, traffic, land planning and public outreach services for local agencies (including City,
State and Federal), developers, contractors, and corporations. BKF has built a reputation over the last 25
years on its ability to successfully manage, design, and process roadway projects of various scope and size
on schedule and within budget. We understand the commitment and resources necessary to deliver
projects efficiently for the benefit of the public. BKF has the organizational depth of expertise and ability to
draw upon diverse services and staff as a project progresses. BKF's goal is to maintain our long -term
working relationships with our clients by producing accurate, cost - effective work products and delivering
them on schedule.
For the Town's Project, BKF has assembled a project team which will be committed to the success of the
Project. This skilled design team is uniquely qualified and experienced. All the work to meet the goals of
the project will be performed by BKF with the exception of the design of minor retaining walls which will be
provided by Biggs Cardosa Associates (BCA).
BKF has developed a work plan and cost proposal for the development of the Plans, Specifications and
Estimate (PS &E) for Project #10 -5. Based on our field review and the project objectives and goals, it ds
BKF's understanding that the Town of Los Gatos wishes to improve Blossom Hill Road as follows:
Project # 10 -05 Blossom Hill Road Improvements (Cherry Blossom Lane to Camino Del Cerro)
The Town of Los Gatos desires to have continuous bike lanes and sidewalks from Cherry Blossom Lane to
Camino Del Cerro (approximately 3600 linear feet). The addition of the sidewalk facility will connect to the
existing sidewalks. The proposed improvements will be constructed within the existing street right of way.
Given this, excess street width will be used to implement Improvements thus requiring the development of
a revised striping plan along Blossom Hill. Road to install the proposed bike lanes. Based on a cursory visual
inspection, it appears that sidewalk along the south side of Blossom Hill Road will be constructed from the
existing sidewalk to the east of Blossom Hill Elementary School and continue easterly where it will confirm
to an existing sidewalk to the west of Atwood Road. The proposed sidewalk along the north side of
Blossom Hill Road will be installed from Cherrystone Road to an existing sidewalk to the west of Camino Del
Cerro. The sidewalk alignment may also meander within the project site in order to avoid existing
obstructions while staying within the existing street right of way. The sidewalk will be a minimum of 4 -feet
wide and be ADA compliant. In designing the sidewalk improvements, curb and gutter will be installed.
Based on the existing profile of Blossom Hill Road, it is assumed that the storm runoff will flow to existing
catch basins along Blossom Hill Road and at the curb returns of the side streets. It is assumed that the
Blossom Hill Road Improvements are exempted from the current C3 water quality requirements. The design
of the improvements will be considerate of existing conditions including improvements that may have been
built within the street right of way by adjacent property owners. BKF will carefully review the grades at
driveway entrances to private parcels to ensure that there are no negative consequences to the owners.
Based on the existing site grading and working within the existing right of way, small retaining walls may
be required at certain locations along the sidewalk. These wails will be designed by BCA. In addition to
restriping Blossom Hill Road for bike lanes, BKF will evaluate the existing excess paved area to the east of
Blossom Hill Elementary School and provide parallel parking stalls enhance the area.
It is assumed that the Town will provide the required environmental clearance for the Blossom Hill Road
Improvements. Geotechnical exploration will not be included as part of this proposal; it will be assumed
that unusual soil conditions are not present within the project site. Aerial mapping will not be utilized to
develop project base sheets. BKF will use the Town's available site information and supplement available
information with a topographic survey to obtain an accurate base for the design. BKF understands that the
proposed work will be interfacing with several property owners and assist the Town with community
outreach including presenting the project to the community via a public meeting.
The Town desires to have approved bid plans and specification for advertisement so that the construction
of the Blossom Hill Road Improvements may commence in Spring 2011. BKF is committed to meet the
Town's schedule and goals accordingly.
_.. .. ........ .
ww w.bkf.com
PROJECT UNDERSTANDING
BRF The proposed tasks for the development of the PS &E for the Town's Project are as follows:
Task 1 Project Management
BKF's Principal -in- Charge /Project Manager (Project Manager) will be responsible for managing the project
team including the subconsultant team, providing the resources to complete the job, monitoring and
updating the Project budget and schedule, implementing a quality assurance /quality control program and
communicating regularly with the Town and stakeholders. BKF's Project Manager will keep the Town
informed by close communications on a day -to -day basis and be continually available to Town as needed.
To maintain the Project schedule, BKF will act as strategic counsel by flagging issues, providing
recommended solutions for discussion and implementing the accepted action.
BKF will ensure that coordination with the Town and stakeholders is enhanced via focus meetings as
needed. During the PS &E, meetings will take place to review the design and comments at the various
stages of design. For the Blossom Hill Road Improvements project, BKF will be available to assist the Town
with obtaining stakeholder consensus. BFK will attend and present the project to the stakeholders at a
community public meeting.
BKF will provide project management services for each task for the entire duration of the projects. BKF's
Project Manager will be responsible for ensuring that the project tasks are completed in a timely manner to
the satisfaction of the Town.
Task Z Data Collection
Immediately after receiving the Notice -to- Proceed, BKF will perform field Investigations and review all
available documentation. We will conduct preliminary investigations and verify right -of -way and utility
locations. This task will consist of compiling, reviewing existing data pertinent to the Project and performing
investigations necessary to verify the Project criteria and scope. Also included are planning phase
activities, identifying supplemental information and surveys, conducting site visits /field review /field trips,
and obtaining information and requirements related to utilities and right -of -way conditions. BKF will include
the following during this task:
Data Collection and Review BKF will obtain and review available data and information necessary for the
design of the Project. This information may be obtained from the Town and utility companies, or other
organizations. Data to be reviewed includes the following:
As -built plans
o Utility information
a Survey control data
Right -of -way information
Site Visits — BKF will conduct frequent site visits to evaluate and document the existing Project site
conditions.
Design Surveys and Survey Control Data — BKF will provide supplemental design surveying services for the
Project. BKF will review the existing available information and perform additional field surveys necessary to
support the Project design. The survey information will be used to supplement the Project base sheets.
Right of way will be delineated on the base sheets and will be based on record information. It is not
anticipated that right of way boundary resolution will be conducted for the Project.
www,bkf.com
B-KF
Utility Verification — BI<F will perform utility research to map the existing utilities in the Project area. it is
anticipated that utility relocations will be avoided by the project improvement design. This level of effort
will minimize construction costs and ensure the correct placement of the proposed improvements. BKF will:
Review as -built utility Information
Request utility mapping from all affected utility owners
♦ Update base mapping with existing utility information
♦ Submit utility maps to affected utility owners for verification
♦ identify potential utility conflicts
Task 3 Preliminary Design
Upon completing the review of available documentation, BKF will initiate the preliminary design process by
evaluating the geometric design that would satisfy the Project need and purpose. The geometric
alignments, both horizontal and vertical, will be developed with sufficient detail to describe the existing and
proposed Project elements. The preliminary design will 'be developed based on collectively considering
existing features, the existing available right of way, coordination of above and below ground utilities, and
the circulation and installation of bicycle and pedestrian facilities. Based on the review of existing
information and the assessment performed, BKF will develop geometric alternatives including vertical
design information which address the assessment results and the Project goal. The goal of this phase Is to
finalize the alignments and develop a conceptual plan for the Town's review. For the Blossom Hill Road
Improvements Project, the conceptual plan can be used in the presentation to the community. The concept
drawings developed will be enhanced to create an exhibit which clearly demonstrates the project features.
The exhibit will be presented to the community in a public forum. The exhibit will delineate pedestrian and
bicycle facilities and the existing right of way line. Typical cross sections can be added to identify features
in relationship to the right of way.
Task 4 65% PS &E Submittal
All components of the final design plans, special provisions and estimate will be included during this task.
With the establishment and review of the geometric design and vertical alignments, design will be
production- oriented for preparation of project plans. The plans will be developed to a 95% level in order to
obtain a thorough understanding of the proposed' design features. Development of the following
Information will be performed during this task in order to provide a 65% PS &E submittal to the Town:
Title She will be prepared to provide an overview of the project limits and an index of project sheets.
Layout and Grading Plans will be prepared on 40' scale plan sheets. Skeleton base sheets will include basic
horizontal and vertical layout information and identify all major construction features. Existing utilities will
be identified on the plans so that potential obstructions can be highlighted to contractors. In addition to
existing utility information, existing drainage facilities will be identified. The plans will identify drainage
modifications, locations of structures and subsurface features. Elevations and details will be provided in
order to establish the construction of the drainage features.
Construction Detail Sheets will identify various elements of work which require additional detail or enlarged
scales.
Signing and Striping Plan will be prepared on 40' scale and will delineate the proposed striping and sign
plan. A field survey will be conducted to develop an inventory of existing signs so that the disposition of
existing signs may be highlighted in the plans.
Stage Construction and Traffic Handling Plans will be prepared which will address any roadway
modifications needed during the process of constructing the bike lanes and sidewalk. The plans will also
identify construction area signs.
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Specifications will be prepared for all work items necessary for the construction of the Project. BKF will
assemble the specification which shall be in accordance with the Town standards. The Town will provide
the "boiler plate" for the specifications.
Cost Estimates — BKF will review current information available on the Project and conduct an independent
construction cost estimate in order to validate the current estimates and verify funding requirements for
construction of the projects. The cost estimate will identify construction work items, quantities, unit costs,
and summarize the estimated total Project cost.
Quality Assurance /Quality Control (QA/QC) — BKF will perform an in -house QA /QC review of the documents
submitted to the City and Caltrans. BKF's quality control review for the 95% submittal will include the
review of the design package for compliance with the governing jurisdictional standards and completeness.
The review will focus on ensuring that the plan elements are clearly delineated. The different project sheets
will present the design in a common manner with no contradictions or variances.
Task 5 100% PS &E Submittal
BKF will focus on resolving and incorporating all design comments resulting from the 65% submittal. All
gaps in the design caused by changes will be specifically targeted for immediate resolution. Construction
details for the project elements will be finalized as part of this phase of the design process.
With the 65% PS &E comments and completed resolution meetings, the Project plans will be updated for
this submittal. During this task, BKF's experienced Project Manager will closely monitor the progress of the
following critical activities and the progress of finalizing the design. The individual components of the PS &E
will be reviewed for completeness and compliance to standards. A complete, checked set of documents will
be made available. Prior to delivering the 100% submittal, BKF will complete its own in -house quality
control review of all outgoing documents. Cost estimates and schedules will be updated and compared to
the available budget.
Task 6 Bid Set Submittal
For the Bid Set submittal, BKF will Incorporate and resolve any final remaining comments as a result of the
100% submittal in order to produce bid documents which are ready to advertise. All aspects of the design
will be finalized in order to prepare a complete set of final and constructible bid documents.
Prior to completion of the 100% design documents, the design team will conduct additional site
investigations. It is crucial that the design engineers are confident that existing conditions are depicted
accurately in the documents. BKF will conduct a final quality control review on all documents to ensure
that all design elements are thoroughly addressed.
Task 7 Construction Support
BKF will be available to provide design support services during the construction phases BKF's Project
Manager will be responsive to the Town's request to attend required meetings, and be available to answer
RFI's, review submittals and shop drawings and provide drawings or supplemental information for
construction facilitation. At the conclusion of the construction project, BKF can modify the design plans with
the contractor's red -lined mark -ups in order to provide Project as -built documents,
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N 1-I-U
INTEROFFICE MEMORANDUM AGREEMENT PROCESS
DATE
09/20/2010
SIGNATURE
Department Head _� J
Town Attorney i
Town Manager
PLEASE RETURN ORIGINALS TO CLERK DEPARTMENT
VENDOR NAME: BKF Engineers Inc.
VENDOR NUMBER: 1200
❑ Business License Required L in process)
For Clerk /Finance Only:
IHH #: % Expiration Date :� ' l
c -�P.O. Required
0 No P.O. Required
Finance
Note: Requisitions must be completed for agreements over $1,000.
SUBJECT: Agreement between BKF Engineers Inc. and the Town of Los Gatos for PPW JOB NO,
10 -05 Blossom Hill Road Im movements Proieect.
BACKGROUND:
The adopted Capital Improvement Program (CIP) for FY 2010/11 — 2014/15 designates funding for various
infrastructure improvement projects for the purpose of improving and enhancing the quality of life in the
community. The Blossom Hill Road improvements are one of the projects included in the Town's CIP. This
project will allow for the widening of Blossom Hill Road between Cherry Blossom Lane and Camino del
Cerro, the reconfiguring of crosswalks at Blossom Hill and Cherry Blossom, and the installation of sidewalks
and bicycle lanes along Blossom Hill Road. The FY 2010/11 Capital Budget designates funding in the
amount of $90,000 for the design of these improvements.
DISCUSSION:
Attached please find the staff report submitted to and approved by the Town Council September 7, 2010.
The staff report contains all background and discussion information pertaining to this agreement.
FISCAL: Funding for t1 project is available in account no. 471 - 812 -0111, as demonstrated in the attached
Council Report Fiscal Table.
N: \PPWPJ \AGREEMENT COVER MMMOS \BKF.10 -05.BI lmpProi.SeplO.doc
r
THIS PAGE
INTENTIONALLY
LEFT BLANK
o MEETING DATE.. 09/07/10
,y
ITEM NO:
.3
cos un��� COUNCIL AGE NbA REPORT
DATE: AUGUST 2G, 2010
TO: MAYOR AND TOWN COUNCIL cr
FROM: GREG LAR SON, TOWN MANAGER
SUBJECT: PPW JOB NO,._ 10.0 —BLOSSOM HILL ROAD IMPROVEMENTS PROJECT
CHERR BLOSSOM LANE TO CAMINO DEL CERROI 471 - 812 -0111
AUTHORIZE THE TOWN MANAGER TO EXECUTE A PROFESSIONAL
ENGINEERING DESIGN SERVICES AGREEMENT WITH BKF ENGINEERS
INC. IN AN AMOUNT NOT TO EXCEED $87,877,
RECOMMENDATION
Authorize the Town Manager to execute a professional engineering design services agreement
with BKF Engineers Inc. in an amount not to exceed $87,877,
BACK-
The adopted Capital Improvement Program (CIP) for FY 2010/11 — designates funding
for various infrastructure improvement projects for the .purpose of improving and enhancing the
quality of life in the co=nundty. The Blossom Hill Road improvements are one of the projects
included in the Town's CIP, This project will allow for the widening of Blossom Hill Road
between Cherry Blossom Lane and Camino del Cerro, the reconfiguring of crosswalks at
Blossom Hill and Cherry Blossom, and the installation of sidewalks and bicycle lanes along
Blossom Hill Road. The FY 2010111 Capital Budget designates funding in the amount of
$90,000 for the design of these improvements.
DISCUSSION
Blossom Hill Road is a major arterial road in the Town, and is the primary east -west connection
to San Jose and the neighboring communities. Additionally, it is the direct access route to
Blossom Hill Elementary School and Fisher Middle School, The section of Blossom Hill Road
from Santa Cruz Avenue to Cherry 'Blossom Lane has already been unproved with standard
roadway width, sidewalks, and bicycle lanes, and is within Town limits.
PREPARED BY : TODD CAPURSO
Director of Parks and Public
Reviewed by: Assistant Town Manager ,own Attorney
Clerk Administrator _AQ-,_ Finance Community Development
PACE 2
AUGrUST 26, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NQ 10 -05 —BLOSSOM HILL ROAD IMPROVEMENTS (CHERRY
, BLQSSOM LANE TO CAMINO DEL CBRRQ) 471 - 812 -0111
DISCUSSION cont'd
Although the section of Blossom Hill Road from Cherry Blossom Lane to Camillo Del Cerro is
also within the Town limits, it is also adjacent to neighborhoods within unincorporated areas of
Santa Clara County and the City of San Jose.
Staff has worked over the past several years to secure grant funding for improvements on this
section of Blossom Hill Road (Cherry Blossom Lane to Camino .Del Cerro), The Town was not
successful in securing the Safe Routes to School grant from State of California in 2008 for this
project, however, an improved and revised application has been submitted for the 2010 grant
cycle.
The Town. Council, as part of the FY 2010 -11 budget process., approved funding from. the Town
Traffic Mitigation funds for designs' and construction of the improvements along Blossom Dill
Road from Cherry Blossom Lane to Camino Del Cerro, If the Town is successful in securing the
Safe Routes to School grant for 2010, the grant funds will be used for the project in place of
Town funds. This approach ensures that much needed improvements will be designed -and
constructed using either funding scenario.
Staff prepared the scope of work for design of this project and solicited cost proposals fiom three
professional engineering consultants. All three of these firms are well qualified and competent
in performing the design services for this project. Bid proposals were received as follows:
BKF Engineers Inc.
$87,877
• Harris & Associates Im.
$90,505
• Nolte Associates Inc.
$92,482
The proposal from BIB` Engineers Inc, is the lowest cost and fully covers the project scope of
desig1a an d preparation of construction documents. Staff reconnmends the award of this contract
to BKF Engineers Inc.
-'ending approval of the design contract by the Town Council, staff will then work with the
consultant to meet with property owners within the project limits on Blossom Hill Road, in order
to work cooperatively on the design, This collaborative approach would be to address various
roadway deficiencies while accommodating individual property owner's needs.
It is anticipated that project design will be completed by Summer 2011 and construction will
begin in Fall 2011.
CONCLUSION
Staff recommends that the Town Council authorize the Town Manager to execute .a professional
engineering design services contract with BKF Engineers Inc. in an amount not to exceed
$87,877.
PAGE 3
AUGUST 2G, 2010
MAYOR AND TOW- N COUNCIL
SUBJECT: PPW JOB N0, 10 -05 —BLOSSOM-HILL ROAD IMPROVEMENTS (CHERRY
BLOSSOM LANE TO CAMNO DEL CERRO) 471- 812 -0111
ENVIRONMENTAL ASSESSMENT;
This is a project as defined under CEQA but is Categorically Exempt (Section 15301 c).
A Notice of Exemption will not be filed,
FISCAL IMPACT
There are sufficient fiends available for this project as demonstrated in the table below.
Available &pendedl
Proposed
Budget Ihcumbere.d
Contract
T+� 2010/11 Funding To bate
Amount
471 - 812 -0111 $ 90,000 $ -
$ 87,877
TOTAIS S H400 • 87, 877
�•aec`ve.'?_2�i;,u` _:ar =:p: v,rla:, 'lif;. c."^"L,e Flrr_`:E_r:,.•n'!�?c;:t . •• , Tr:F _ ,....
> r fir= ':
�ti .._:ill ?t}6`...._�`, !,_ (���Jj��,� 1 _,i.U�Y�i%i...� i. .:3,1L:•_� �,,•r _ — ':�i3., .. Irii4 :x('r.'n -s.: � ,ie)�: �1n =='� .. _"
Des ign $ 87,877
TOTALS S , 87,877
Attachments:
1. Consultant Proposal
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INTENTIONALLY
LEFT BLANK
Attachment 2
AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES
This AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES is entered into this
the day of , 2011, by and between the TOWN OF LOS GATOS, State of
California, herein called "Town," and BKF ENGINEERS INC., herein called "Consultant."
RECITALS
A. Town and BKF Engineers Inc. entered into an agreement for design consultant services
on September 7, 2010 ( "Agreement "), a copy of which is attached (Attachment 1) hereto
as and incorporated herein by reference.
B. Consultant will provide additional construction support and design services which were
not included in the original contract, in connection with this project.
AMENDMENT
I. The Agreement is hereby amended to provide additional construction support and
design services for this project in accordance with this Amendment as shown on
the letter from BKF Engineers Inc. dated November 30, 2011 (Exhibit A),
attached hereto and incorporated herein by this reference at a cost not to exceed
$40,924.
2. Time of Performance; The service period of the consultant agreement shall be
extended to December 30, 2012.
3. All other terms and conditions of the Agreement dated September, 2010 remain in
full force and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment to the
Agreement for Consultant Services as of the date indicated on page one.
Town of Los Gatos, by:
BKF Engineers Inc., by:
Greg Larson, Town Manager
Department Approval:
Todd Capurso
Director of Parks and Public Works
Approved as to Form:
Judith Propp, Town Attorney
THIS PAGE
INTENTIONALLY
LEFT BLANK
Exhibit A
November 30, 2011
Town of Los Gatos
Parks & Public Works Department
41 Miles Avenue
Los Gatos, CA 95031
Attn: Kevin Rohani, P.E., Town Engineer
RE: PROJECT #10 -05 BLOSSOM HILL ROAD IMPROVEMENTS
CONSTRUCTION ASSISTANCE AND SURVEY STAKING
Kevin:
Thank you for the opportunity to present this proposal for engineering and surveying services through the
next phase of work on the Blossom Hill Road Improvements Project (Project). As the Project enters the
construction phase of work, BKF Engineers (BKF) will provide construction assistance and support and
surveying staking to the Town of Los Gatos..
For the construction assistance and support services, BKF's Project Manager will be responsive to the Town's
request to attend required meetings, and be available to answer RFI's, review submittals and shop drawings
and provide drawings or supplemental information for construction facilitation. At the conclusion of the
construction project, BKF can modify the design plans with the contractor's red -lined mark -ups in order to
provide Project as -built documents.
The scope of services for construction staking is as follows and is based on the Project plans dated October 7,
2011 and prepared by BKF;
Control — BKF will expand the existing horizontal and vertical control to provide project Bench Mark,
Rough Grade/ Demo — BKF will provide stakes for the rough grading and demolition. These points
will be set at approximately 2 feet from the saw cut line in the existing pavement will include cut / fill
information to the top of curb and /or finish grade elevation.
Finish Grade Stakes — BKF will provide stakes for finish grading. These points will be set at all
angle points, BCs, ECs, Radius points, grade breaks, and conform points; and will include cut / fill
information to the top of curb and /or finish grade elevation.
Storm Drain — BKF will provide stakes for the installation of the storm drain system. These stakes
will be placed on a predetermined offset to the line and to each structure (2 stakes per structure) and
will include cut information to the invert of the line as well as to the rim of structures.
JOW recn €larogy Ur[ve, quite 'M o San Jose, GA 95110
T. (408) 467.9100 o F. (406) 457 -9199
BRF Fire
Hydrant/ Back Flow Preventer — BKF will provide staking for the installation of Fire Hydrant
and back flow preventer these will include cut /fill Information to finish grade and /or grades provided
in civil drawings.
Lighted Crosswalk — BKF will provide stakes for mastarm poles at lighted crosswalk. These points
will include cut / fill information to the top of curb and /or finish grade elevation.
EXCLUSIONS
The following items are specifically excluded from this proposal. If sufficient time Is given, fees for
these items will be provided prior to start of services.
1. Topography checks and calculations of quantities for site balance or removals
2. Re- staking
3. Landscaping
4. Decorative paving
5. Irrigation
6. Sign location
f
NOTIFICATION
It is understood whenever the contractor on the job needs survey staking services done, they will
make an attempt to schedule such services in 4 -hour increments per scope item in order to reduce
unnecessary travel time. They will also attempt to provide the surveyor with a minimum of 48 -hour
notice before such service is to be performed.
i
EXTRA STAKING
If re- staking or additional services are required after BKF has set the proposed stakes as indicated in
the proposal, the client will assume the cost of said re- staking. Service designated as extra will be
billed at surveyor's hourly rates per the prevailing BKF Engineers rate schedule.
Based on the above scope services, BKF will provide the following services on a not to exceed time and
materials basis for the following amounts:
Construction Assistance Support $ 3,886
Record Drawings $ 3,684
Construction Staking $ 32,900
Plotting, Printing and Deliveries 454
Total $ 40,924
1650 Technology Drive, Suite 650 * San Jose, CA 95110
T. (408) 467 -9100 e R (406) 467 -9199
Should any .additional services be requested or required which are beyond the services described herein, BKF
RX
will notify the Town and obtain approval prior to commencing any additional work task. All fees, including
our base services and additional work, shall be paid on a time and material basis in accordance with our
attached Professional Personnel Service Fees schedule.
BKF appreciates the opportunity to provide this proposal to the Town of Los Gatos and looks forward to
continuing its successful with the Town. If you have any questions or require additional information, please
feel free to contact me at (408) 467 -9100.
Very truly yours,
BKF ENGIN RS
f
s
N al a V. Bernard
rinc' al and Vice
'1650 Technology Drive, Sete 650 o San Jose, CA 95110
T. (408) 467 -9106 o F. (408) 467.9199
ENGMER5 /SURVEYORS /PLANNERS
PROFESSIONAL PERSONNEL SERVICE FE ES
PERSONNEL
ENGINEERING
Associate
Project Manager
Engineer IV
Engineer'I, II, III
PLANNING
Planner I, II, III
SURVEYING
Associate
Project Manager
Surveyor I, II, III, IV
Survey Party Chief
Survey Chaiuunan
Apprentice I, II, III, IV
Instrumentman
DESIGN AND DRAFTING
Technician 1, II, III
Drafter I, II, III, IV
Student Engineer /Surveyor
CONSTRUCTION ADIVIINISTRATION
Senior Construction Administrator
Resident Engineer
Field Engineer I, 11, 111
HOURLY RATES
$167.00
$158.00 - $163.00
$146.00
$104.00 - $119.00 - $136.00
$104.00 - $119.00 - $135.00
$167.00
$158.00 - $163,00
$104.00 - $119.00 - $ 136.00 - $146.00
$131.00
$103.00
$54.00 - $75.00 - $85.00 - $96.00
$115.00
$99.00 - $107.00 - $116.00
$77.00 - $85.00 - $94.00 - $103.00
$55.00
SERVICES AND EXPENSES
Project Assistant
Clerical/Administrative Assistant
Principals' time on projects is chargeable at $193.00- $2.15.00 per hour.
$155.00
$113.00
$104.00 - $119.00 - $136.00
$67.00
$57.00
Charges for outside services, equipment, and facilities not furnished directly by BKF Engineers will be billed
at cost plus 10 %. Such cliarges 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 be charged at 0.833% per month on
past due accounts.
Expert witness/litigation rates are available upon. request.