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2010100403 BKF Engineers prj 10-10town of MEETING DATE: 10/04/10 ITEM NO: ~~'~D COUNCIL AGENDA REPORT S GA1 DATE: SEPTEMBER 20, 2010 TO: MAYOR AND TOWN COUNCIL FROM: GREG CARSON, TOWN MANAGER ~-- SUBJECT: PPW JOB NO. 10-10 -HIGHWAY 9 /UNIVERSITY AVENUE INTERSECTION IMPROVEMENT PROJECT 813-0202 AUTHORIZE THE TOWN MANAGER TO EXECUTE A PROFESSIONAL ENGINEERING DESIGN SERVICES AGREEMENT WITH BKF ENGINEERS INC. IN AN AMOUNT NOT TO EXCEED $89,559. RECOMMENDATION: Authorize the Town Manager to execute a professional engineering design services agreement with BKF Engineers Inc. in an amount not to exceed $89,559. BACKGROUND: The adopted Capital Improvement Program (CIP) Budget 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 Highway 9 and University Avenue intersection improvement project is one of the projects included in the Town's CIP Budget. The FY 2010/11 Capital Budget designates funding in the amount of $1,169,000 for this project, which includes the required design services. DISCUSSION: The intersection of Highway 9 and University Avenue is one of the heaviest used intersections in Town. No improvements have been made by Caltrans to this intersection since its construction approximately 40 years ago. The primary deficiency of this intersection is the lack of a dedicated left turn lane for the signal system, and through lanes. In addition, the curb returns at Highway 9 and University Avenue intersection are not based on current design standuds. Larger vehicles and bucks are challenged when making turns in and out of University Avenue onto Highway 9. This project will allow for the widening of University Avenue at the intersection of Highway 9 to PREPARED BY: TODD CAPURSO `~~ ~~ Director of Parks and Public Works Reviewed by:_~?~~_Assistant Town Manager V~Town Attorney Clerk Administrator _~~Finance -Community Development N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2010 ReporES\October 4\10-]OHighway9.University.Consultant.Design.docx PAGE 2 SEPTEMBER 20, 2010 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10-10 -HIGHWAY 9 /UNIVERSITY AVENUE INTERSECTION IMPROVEMENT PROJECT 813-0202 DISCUSSION (confd): accormnodate standard left turn lanes and through lanes, the reconfiguring of crosswalks, and the installation a of new traffic signal system. The Town Council, as part of the FY 2010/11 budget process, approved funding from the Town Traffic Mitigation funds for the design and construction of the improvements at the Highway 9 and University Avenue intersection. Staff successfully secured a Caltrans grant from the Highway Safety Improvement Program (HSIP) in the amount of $900,000 for this project. Utilizing this Caltrans grant, the Town would use only Traffic Mitigation Funds for the project design. Using Caltrans guidelines for grant funded projects, staff prepared a scope of work for the design of this project and prepared a request for qualifications and proposals. The following consulting firms responded to the Town's request: • BKF Engineers Inc. • PAE3Inc. • Civil Engineering Associates Inc. Staff reviewed all three consultants qualification statements and proposals, and ranked each consultant accordingly. The proposal from BKF Engineers Inc. ranked the highest and they are the most qualified. BKF's proposal completely covers the project scope of design and preparation of construction documents. In 2007, BKF Engineers Inc, was selected by Los Gatos, Monte Sereno, and Saratoga to design Phase 1 of the Highway 9 Safety Improvements Project. Phase 1 of the project was successfully completed in 2008. This firm was also selected by the City of Saratoga to design Phase 2 of the Highway 9 Safety Improvements Project and is currently working on this project. BKF Engineers Inc. has experience with similar projects and staff is confident they will perform well for the Town on this project. It is anticipated that project design will be completed by Surmner 2011 and conshuction will begin in Fa112011. 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 $89,559. PAGE 3 SEPTEMBER 20, 2010 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10-10 -HIGHWAY 9 /UNIVERSITY AVENUE INTERSECTION IMPROVEMENT PROJECT 813-0202 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 available for this project as demonstrated in the table below. _ _ _ ___ _ _ _Available_ _~, __7~pendecU . -`__ Proposed ' Budget 'Encumbered - - Contract FV 2070/11 Fiscal Tmnact NLnding To Date Amount - 471-513-0202 421-813-0202 ' $ 269,000 $ -, - $ 900,000 - . $ 89,559 ~ $' ~ ~ 179 441 ' u$s,rrr~9,00000~-: TOTALS . $ 1,169,000 ~ $ - . $ 89,559 -~ 1,079,441 'OTdL,~~II~[7,R~,~B~'CA~~F]G~ORY~:.* &~~'~_.~.{~ r~. =~F_.si~=~~s~~~ .~_.~ ."';g.z .Design i $ 89,559' -TOTALS $ 89,559 Attachments: 1. Proposal from BKF Engineers Inc. dated August 20, 2010 1~IIIS PAGE INTENTIONALLY LEFT BLANK °_ August 20, 2010 Attachment 1 B kf Kevin Rohani, P.E. Town of Los Gatos Parks and Public Works Department 41 Miles Avenue Los Gatos, CA 95031 SUBJECT: Highway 9 /University Avenue Intersection Improvements (Project # 10-10) Dear Mr. Rohani, It is with great interest and excitement that we are responding to your request for qualifications (RFQ) pertaining to the Town of Los Gatos Highway 9 /University Avenue Intersection Improvements (Project). The following qualifications highlights BKF Engineer's (BKF) commitment, expertise and resources in preparing project plans, specification and estimates (PS&E), obtaining Caltrans and E-76 approvals, and providing construction design support services. BKF has an excellent reputation of developing roadway designs with high 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 traffic signal and roadway projects throughout California. We have chosen a solid team to give you the highest confidence in our ability to mobilize quickly, to develop optimal solutions that effectively manage the risk and complexity of the project to obtain Caltrans approvals, and to support the Town of Los Gatos's goals. BKF's experience and success in the development of traffic signal and roadway construction documents is also demonstrated by the consistency of our design team. BKF's key staff has worked together for over 10 years and has produced over 500 major and minor public projects involving Caltrans encroachment permit processing in California. These projects exceed 1 billion dollars in construction costs. BKF has an excellent reputation of meeting project schedules, developing consensus and obtaining approval from local agencies and stakeholders. The stability and knowledge of the BKF team emphasizes BKF's commitment to providing exceptional service to the Town of Los Gatos. BKF is looking forward to continuing to work closely with the Town of Los Gatos. Close communications and coordination between BKF and the Town are essential for a successful project. On an accelerated project such as this, the responsiveness by BKF to mobilize and "hit the ground running," is especially critical. The attention to client response by the BKF team is proven in its track record of "repeat client" business. The work for the Town of Los Gatos's Project will be performed out of our San Jose office location. BKF understands the commitment and resources necessary to deliver this project efficiently for the benefit of the public. We appreciate the opportunity to provide the enclosed qualifications. Please contact Natalina Bernardi at (408) 467-9100 if any additional information is required. Very truly yours, BKF ENGINraER V. Berna ~in-Charg - - ----_- "i65G Technology DriY2, Suite 85G a San =ose, CA 551?D T. (4G8) 487-9i GG & ~. (4G8) y&7-91 DD i Ill. Bkf BKF Engineers (BKF) is pleased to propose on the Town of Los Gatos' (Town) Highway 9/University Avenue Intersection Improvements Project (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. The BKF team proposed for the Project has been working together on the development and design of highway and roadway projects for over ten years. Through our projects, BKF has built a reputation on its ability to manage, design, process and deliver federally funded and Caltrans projects for local agencies and stakeholders. BKF has been singled out and specifically selected by clients to manage and deliver projects in urbanized areas involving limited right of way, utility relocations, E-76 processing, and schedule constraints. BKF has a track record of producing cost effective designs and delivering buildable projects in these multi- jurisdictional settings. It is this experience and expertise that BKF can offer the Town of Los Gatos. BKF has developed a work plan and cost proposal for the development of the Plans, Specifications and Estimate (PS&E) for the Project. Based on our field review and the project objectives and goals, it is BKF's understanding that the Town of Los Gatos has been successful in obtaining a State grant to improve the level of service and safety at the intersection of Highway 9 and University Avenue. This federally funded grant will require that the Project be in compliance of federal guidelines. Caltrans Local Assistance Office is designated to ensure that projects are in compliance with grants via the E-76 approval process. Additionally, since Highway 9 is State facility any proposed improvements will require a Caltrans encroachment permit which will be issued upon Caltrans approval of the Project plans, specifications and estimate (PS&E). The intersection of Highway 9 and University Avenue is very congested and frequently has vehicular back-ups due to turning queues exceeding available storage capacities. To improve the intersection, the Project proposes to widen the existing roadway where necessary along University Avenue to accommodate additional dedicated right turn lanes to improve the level of service. The Project will also extend the westbound left turn lane on Highway 9 to increase the storage capacity. The safety operations of the intersections will also be improved by the elimination of the left turn movement at the intersection of Highway 9 and Wraight Avenue.. As part of the Project, the existing pork chop island at the southeast quadrant of the intersection will be eliminated and new curb ramps, in compliance with ADA standards, will be installed to improve intersection safety for pedestrian. A new traffic signal system and revised signing and striping within the Project limits will be installed. In order to implement the needed improvements, right of way acquisition is required and various existing utility facilities will be relocated. In order to meet the Town's goals for the Project, BKF proposes the following management and project approach which includes the proposed tasks for the development of the PS&E for the Town's Project: MANAGEMENT OF PROJECT BKF understands the importance of proactive project management and will provide these services throughout the duration of the Project. The Project Manager who is skilled in processing federally funded projects will have assisting him an extremely qualified design team to meet the Project delivery goals. Based on BKF's clear understanding of the Caltrans and E-76 process, the Project design will be managed to not only ensure that the Plans, Specifications and Estimate (PS&E) are complete and meet the Project goals but will target critical elemehts of work that can significantly affect the Project cost or schedule. These critical elements will be addressed at the initial stages of the Project and will be tracked continuously throughout the design process. As in many roadway projects, critical elements of work involve determining right of way needs and identifying utility relocations. In order to assess the right of way and relocation needs, the geometric design needs to be established and confirmed. BKF's project manager will focus on the completion of this task as it _ .. N.MM'.SRS.LOIT:.. is vital in determining the schedule-critical items of work. 6 kf With BKF's existing available aerial mapping, we will initiate the development of the geometric design. As part of the design, we will confirm the required storage lengths for the turn lanes in order to ensure that proper capacity is provided. Another important aspect of the intersection layout is the incorporation of bike lanes. As exclusive right turn lanes are incorporated, bike lanes need to be transitioned from the far right of the roadway to the left of the exclusive right turn lane which will widen the required roadway width. The size ~: ?a !~BkF of the intersection will be indicative of the type of trucks that will be allowed to use Highway 9 and, in particular, University Avenue. Sizing of the intersection will significantly impact the corners of the intersection which in turn will directly impact the magnitude of utility relocation and right of way. On the following page is Exhibit A which is also included in full size at the end of this section. Exhibit A provides a truck turning analysis for the intersection of Highway 9 and University Avenue. The analysis identifies the required clear area needed for trucks, buses and passenger vehicles to make right and left turns. It also confirms that simultaneous turns through the intersections can be accomplished. Exhibit A has initially identified the use of a STAA, WB-40 truck and asingle-unit truck in the analysis. This same truck turning analysis will be performed during the design process. At this time, the size of the trucks that the intersection needs to accommodate needs to be identified. The proposed geometric design will also consider Caltrans Highway Design Manual Standards. Compliance with mandatory design standards such as shoulder widths and traffic Zane widths will affect the Project geometry and limits. Balancing the impacts with the design standards needs to be evaluated and identifying design exceptions with justification will be required. These basic geometric considerations will be finalized so that the horizontal limits of the Project can be solidified. The design work though also needs to evaluate and consider the vertical elements that affect the Project footprint. Reconstructed sidewalks will need to meet ADA requirements both horizontally and vertically. Another vertical consideration is the existing driveways within the Project limits. ADA compliance through driveways can be challenging where right of way is limited. In a specific case along southbound University Avenue, an existing driveway is already constructed at a steep grade and the proposed Project widening will further compound the grade. It is important to ensure that vertical conforms can be achieved within the existing right of way or temporary construction easements may be needed. This is a critical item as one of the primary evaluations for E-76 approval is that all required Project right of way has been obtained. ~ECeNo ~' i BkF With both the vertical and horizontal geometry set, the Project can focus on the schedule and cost critical items such as physical obstructions, the need for relocation and the right of way required to accommodate all the improvements and right of way. There are several existing utilities and drainage structures that will be affected by the proposed roadway widening. At the northeast corner of the Highway 9/University Avenue intersection, there is atwo-directional power pole which will need to be relocated. Multiple other utilities are located in the vicinity of the curb returns as well as a large drainage Swale. The relocation of these obstructions will need to be well coordinated with the affected owners and agencies. BKF's utility coordinator will begin discussions with the utility owners early in the Project phase. His existing relationships with PG&E and other utility owners will prove valuable to the Project as he has assisted the VTA in their numerous rail and roadway projects. Early conversations will concentrate on area needs for relocation to establish right of way 'requirements for the utilities. Subsequent discussions will include design and construction schedules to ensure that the utilities are relocated outside of the Project limits prior to construction. Since finalizing the geometric and vertical design, identifying required utility relocations and conforms and assessing all the Project right of way needs such as fee acquisition and temporary construction easements will determine if Caltrans finds the Project in compliance with their encroachment permit requirements and if the design is project-ready for E-76 issuance, these tasks will be evaluated early in the Project and will be carefully managed throughout the process. PR07ECT APPROACH BKF understands the relationship between the approval process of preliminary design and final design as it affects the overall schedule of a project and Caltrans final approval. Having worked on several federally funded projects, we understand the need of developing complete plans and specifications in the early phases of design development. This allows for early submission of the project to Caltrans local assistance for E-76 approval. Ensuring that the Town is continually informed is a key to avoiding scheduling delays. The following project approach outlines the tasks that will be taken for the completion and approval of the Highway 9/University Avenue Intersection Improvements Project. Task I 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, Caltrans (including their Local Assistance Office, Encroachment Permit Unit and various project units), utility owners and other stakeholders. BKF's Project Manager will keep the Town informed by close communications on a day-to-day basis and be continually available to the Town and Caltrans 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. On a monthly basis, BKF's Project Manager will review, prepare and submit status on budgets, progress, schedule, and performance and document any changes in design scope, cost or schedule. This information will be summarized in a monthly progress report and updated schedules. mrwne'.4LS.c~m ~-i BKF will ensure that coordination with the Town, Caltrans and other stakeholders is enhanced via regularly scheduled meetings and focus meetings as needed. During the PS&E, meetings will take place to review the design and comments at the various stages of design. Joint resolutions meetings will be held if necessary. The joint resolutions meetings are where comments that need clarification or further information are resolved in a face-to-face meeting. All resolutions are documented in joint resolution reports and distributed in order to ensure that the subsequent project submittals meet the project expectations. As a partner with the Town on this Project, BKF will be available to assist the Town with informing and/or obtaining consensus among the stakeholders. BKF's Project Manager understands the necessary effort, communication and tenacity required in ensuring that the encroachment permit and E-76 local assistance process is effective and timely. Our extensive experience with processing design exception fact sheets, Caltrans encroachment permits, and E-76 approvals and our existing personal relationships with Caltrans staff will bean immeasurable asset to the Project. BKF will provide project management services for each task for the entire duration of the Project. BKF's Project Manager will be responsible for ensuring that the Project tasks are completed in a timely manner and will use the following management activities to facilitate the Project objectives to the satisfaction of the Town: Project Administration -Supervise, coordinate and monitor the design for conformance with Caltrans' and Local Assistance E-76 standards and policies for federally funded projects. BKF will establish and implement a quality control procedure for design activities, perform in-house quality control reviews for each task, and submit project deliverables to the Town and/or Caltrans for review in accordance with the approved schedule. Kick-off Meetino - A partnering/kick-off meeting will be scheduled with the Town soon after the Notice- to-Proceed to confirm Project scope and objectives. Proiect Meetings -Conduct monthly Project meetings. BKF will attend monthly progress meetings with the Town. BKF will discuss the Project progress, issues which may affect the Project schedule and budget and any other agenda items that the Town may request for discussion. BKF will prepare the agenda, action logs, updated project schedules and meeting minutes. Focus Meetings -Attend meetings such as design coordination meetings, and comment review meetings with the Town, Caltrans, utility owners and other agencies for coordination and to resolve issues. Meetings will be held during the performance of each task or as needed by BKF, the Town, Caltrans, or other stakeholders. Stakeholder Coordination -Coordinate with utility owners to confirm relocation requirements, rights and both design and construction schedules to assure timely flow of information for each task activity. CPM Schedule - Prepare a detailed Critical Path Method (CPM) schedule for the entire project using Microsoft Project software. The Microsoft Project CPM schedule will be updated on a monthly basis and submitted at each monthly Project Meeting. Invoices/Progress Reports -Prepare and submit budget reports, monthly progress reports, and invoices in accordance with the Town requirements. Task 2 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 or adjustments. This task will consist of compiling, reviewing existing data pertinent to the Project and performing investigations and studies necessary to verify Project criteria and scope. Also included are planning phase activities, identifying and requesting supplemental information and surveys, conducting site visits/field review/field trips, and obtaining information and requirements related to utilities, right-of-way, and permits. BKF will include the following during this task: ^ ® Data Collection and Review - BKF will obtain and review available data and information necessary for final ® design of the Project. This information may be obtained from the Town, Caltrans, utility companies, or B k F other organizations. Data to be reviewed includes the following: • Any previous report(s) or documents related to the proposed project area s As-built plans • Utility information • Survey control data • Right-of-way information including the Caltrans maps delineating access control limits o Traffic Studies conducted in support of Project scope Encroachment Permit Application -BKF will prepare a Caltrans encroachment permit application for submission and processing. The permit will allow for BKF and its Project team to perform site visits and investigations required to establish the Project's existing conditions within the State right-of-way. Site Visits -BKF and its Project team will conduct frequent site visits to evaluate and document the existing project site conditions. Design Survevs and Survey Control Data -BKF will provide supplemental design surveying services for the Project. BKF will use an existing Highway 9 aerial base map, review the information provided and perform additional field surveys necessary to support the Project design. These surveys will include verifying utilities and drainage facilities, pavement elevations and locations, conforms, vertical clearances, obstructions, trees, lighting fixtures, fences, drainage swales and ditches. 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 far the projects. Proiect Base Sheets -Project base sheets will be developed under this work task. It is assumed that an existing aerial base map of Highway 9, in BKF's possession and formally used for a Town project; can be used for the Project as design base sheets. The base sheets will be supplemented with the topographic field survey performed. The proposed work plan proposes to update project base sheets early in the design phase so that the base sheets may be used for the geometric development and right of need assessments. In this manner, the preliminary geometric work performed is based on the most accurate information available and will minimize revisions in later phases. Utility Verification -BKF will perform utility research and surveys to map the existing utilities in the Project area, positively locate utilities that potentially conflict with the proposed improvements and develop relocation plans for conflicting utilities. This level of effort will minimize construction costs and ensure the correct placement of the proposed improvements. BKF will: • Review and update as-built utility information for the Project area • Request utility mapping from all affected utility owners • Update base mapping with existing utility information • Submit utility maps to affected utility owners for verification e Identify potential utility conflicts • Verify utility rights within Project limits It is assumed that the minor widening required for the Project will be designed to match the existing pavement sections. Based on this, no geotechnical field investigations or analysis is being proposed. This includes testing of soil for hazardous materials. Task 3 Preliminary Design The focus of this task is to set the vertical and horizontal geometry for the Project. The geometry will need to __._ _. - vv+uu~abkicom i Bkf be based on the Project goals as well as Caltrans Highway Design Manual Standards. Geometric Drawings -Upon completing the review of available documentation and using existing traffic data to establish the length of the proposed turn pockets, BKF will initiate the geometric development process by evaluating the geometric design that would satisfy the Project's need and purpose. The geometric alignments, both horizontal and vertical, will be developed with sufficient detail to describe the existing and proposed project elements. As described earlier in Manage of Project in this section, setting the geometry properly at the initiation of the Project will minimize costly project impacts and avoid delays to the Project approval. Many sensitive components to cost and schedule involve right of way requirements, magnitude of utility relocations, and grade differentials at conforms which are all identified with the development of the geometric design. The geometric design will consider the specific issues cited above and will be developed based on collectively considering existing features, the existing available right of way, coordination of above and below ground utilities, location of proposed traffic signal equipment and the circulation and installation of bicycle and pedestrian facilities. The geometric design will be developed with sufficient detail to describe the existing and proposed project elements. It is essential that the geometric drawings produce a design that minimize right of way, cost and time consequences and meet Caltrans' and other necessary jurisdictional approval. As the design is developed, BKF will be careful to comply with the Caltrans' Highway Design Manual to minimize and/or avoid processing Design Exception Fact Sheets. The geometric reviewed will be reviewed with the Town to confirm that the Town goals are met. Desion Exception Fact Sheets - As part of the preliminary design and in conjunction with the development of the geometric drawings, BKF will conduct a final review of the geometry and complete the Design Checklist (DIB78), to ensure that all mandatary and advisory design exceptions are identified. Design Exception Fact Sheets will be prepared for the mandatory and advisory design standards that could not be met. These facts sheets would be submitted with the initial Caltrans submittal. BKF would also suggest that a meeting be set with Caltrans Headquarters Geometrician to verify their concurrence with the design exceptions. This would avoid lengthy reviews and project delays that are sometimes associated with the approval of Design Exception Fact Sheets. Task 4 Initial Encroachment Permit (45°!o PS&E) Submitta{ All components of the final design plans, special provisions and estimate (PS&E) 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. [Required facts sheets have been prepared and drafted in the preliminary phases of work, and can be submitted with the initial encroachment permit submittal.] The plans will be developed to a 95% level in order to obtain a thorough review from Caltrans and to facilitate the encroachment permit approval process. Development of the following plans and documents will be performed during this phase in order to provide to the Town and Caltrans the initial encroachment permit submittal: Highway Plan Sheets -BKF will prepare, coordinate and submit design plan sheets in imperial units for all highway and roadway design. The following drawings will be in AutoCad format, convertible to Microstation CADD, and will be in compliance with Caltrans` current CADD Users Manual and current Drafting and Plans Manual: Title Sheet will be prepared to provide an overview of the project limits and an index df 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. BKF will identify and propose final locations of all utilities that are affected by the Project (e.g. water, sewer, gas, electric, cable TV, telephone) on the plan sheets. The respective owners will conduct relocation of gas, electric, cable TV and telephone. For these utilities, BKF will provide approximate relocation requirements to Caltrans, for coordination with the appropriate utility. 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. _._ _ tuv,N.. zi i ^Jll~ ® Tvoical Cross Sections for the highway will be based on the approved standard sections, including (i B k f pavement structural sections. Construction Detail Sheets will identify various elements of work which require additional detail or enlarged scales. Staaina Plans will be prepared as stage construction plans and traffic handling plans on 50' scale plan sheets. The Plans will identify construction area signs and temporary striping to accommodate the construction of the Project. Pavement Delineation and Sianina Plan will be prepared on 50' scale and will delineate the proposed striping and sign plan. Afield survey will be conducted to develop an inventory of existing signs so that the disposition of existing signs may be highlighted in the plans. Electrical Plans will be developed and augmented by field verification of the as-built plans. Based on the obtained information, BKF will prepare electrical plans which will depict the relocation of affected facilities. In addition, BKF will coordinate with PG&E in identifying electrical service points. Traffic Sional Modification Plans will be developed. The traffic signal modification plans for the Highway 9/University Avenue will be based on existing as-builts. Conductor schedules sheets will also be developed. Specifications will be prepared for all work items necessary for the construction of the Project. BKF will assemble data and assemble the appropriate standard Special Provisions for the Project and draft non- standard Special Provisions if required. The specifications shall be in accordance with Caltrans Standard Specifications and Federal guidelines in compliance with E-76 requirements. 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 Project. The cost estimate will identify construction work items, quantities, unit costs, and summarize the estimated total project cost, including allowances for supplemental work, owner furnished materials, expenses, mobilization and contingencies. PEER - A PEER is prepared to document the engineering analysis of the proposed work. The analysis includes review of the proposed improvements to determine drainage, maintenance, operation and environmental impact on the state highway system. The PEER will essentially summarize all the work prepared for the initial encroachment permit submittal. The PEER will be submitted with the 95% PS&E package for Caltrans review. Ouality Assurance/Quality Control (OA/OC) -BKF will perform an in-house QA/QC review of the documents submitted to the Town and Caltrans. BKF's quality control review for the 95% submittal wil include the review of the design package for compliance with the governing jurisdictional standards anc 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 manrier with no contradictions or variances. Task 5 100°/u PS&E Submittal BKF will focus on resolving and incorporating all design comments resulting from the 95% submittal. A major task associated with this resolution is balancing the requirements and sorting out the needs of the stakeholders. All gaps in the design caused by changes or pending design and policy decisions 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 95% PS&E comments and completed joint resolution meetings, the project plans will be updated for this submittal. 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. As a result of the coordination efforts with the Town and Caltrans, review time during this phase will be minimized. Prior to delivering the wu~.h~•.6l.f.cam i BkF 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. In addition to the PS&E, BKF will develop the right of way certification and project engineer utility certification for submission to Caltrans. With these certifications complete, Caltrans can verify that the project meets its funding requirements concerning right of way and thus that the project is ready to proceed to construction. During this task, BKF's experienced Project Manager will closely monitor the progress of the following critical activities and the progress of finalized the design. Coordination with the utility owners and agencies will continue to ensure that their designs are finalized and incorporated into the Project plans. BKF will also work with the utility owners and agencies to ensure that the relocation work is scheduled in advance of the Project to avoid obstructions during construction. BKF will work with the Town and Caltrans Local Assistance Office to ensure that all the requirements for Project approval have been met including the identification and acquisition of right of way needs. Task 6 Encroachment Permit Submittal For the Encroachment Permit 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 list and advertise. All aspects of the design will be finalized in order to prepare a complete set of final and constructable bid documents. Prior to completion of the 100% design documents, BKF will conduct additional site investigations. Given the changing environment surrounding the project area, it is crucial that the design engineers are confident that existing conditions are depicted accurately in the documents. BKF will conduct a quality control review on all documents to ensure that all design elements are thoroughly addressed. BKF will package the documentation and project files for delivery. This will be submittal to Caltrans for the issuance of an Encroachment Permit. With the sign off from the Caltrans Permit Department, Caltrans Local Assistance is able to approve the Project for federal funding compliance and issue the E-76 for construction. Task 7 Bid Assistance BKF will be available to provide design support services during the bidding phase. BKF's Project Manager will be responsive to the Town's request to attend required meetings, to review bids and to provide clarifications, addendums and written recommendations. v.,,,vz:. c i ; ~ :car, S O o i `c . e C' ~ O i V U ~ H y' V d o 3 O G a ti ~ e ti u c S Id Vi m . b e ~ N m ', N m .. r r n h m 'o c b m m o c ', m o. oo m. ' ~ O r N m N N O m °' o m O ' N 1O 0! 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