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HomeMy WebLinkAbout04/15/2008, C6 - RAILROAD SAFETY TRAIL BRIDGE: HIGHWAY 101 CROSSING; SPECIFICATION NO. 90741 council April 15,2008 j ac,Enaa RepoRt CITY O F SAN LUIS OBISPO FROM: Jay Walter, Public Works Director Prepared By: Michael J. McGuire, Engineer III Iti M SUBJECT: RAILROAD SAFETY TRAIL BRIDGE: HIGHWAY 101 CROSSING; SPECIFICATION No. 90741 CAO RECOMMENDATIONS: 1. Approve a contract in the amount of$143,500 with Quincy Engineering Inc. for preliminary study and design services for "Railroad Safety Trail Bridge: Highway 101 Crossing", Specification No. 90741. 2. Approve the transfer of$88,500 from the construction account to the design account for these services. DISCUSSION As part of the City's continuing effort to provide bike trails through the City of San Luis Obispo, completion of the links between existing and new portions of the Railroad Safety Trail are of paramount importance. One of these vital links is the pedestrian/bike bridge crossing over State Highway 101, connecting the recently designed and soon to be constructed Phase 4 of the Railroad Safety Trail, which starts at Highway 101 and ends at Foothill Boulevard, and the future segment of the trail from Highway 101 south to Marsh Street (see Attachment 1). In December, 2007, a Bicycle Transportation Account (BTA) Grant of$495,000 was obtained for design and construction of the Highway 101 pedestrianibike bridge along with City matching funds of$55,000, for a total of$550,000 for the project. As a condition of award of the BTA Grant, construction of the bridge must begin within the first fiscal year in which the funds were allocated and must be completed by April 1, 2010 or the funding will be reallocated. Given the complexity of designing and installing a bridge over a major State right-of-way, and to insure that the grant funding is not lost, it is imperative that the design process begin immediately. Before the BTA Grant was approved, staff approached Quincy Engineering Inc. of Sacramento, to request a proposal for preliminary study and design services for the Highway 101 pedestrian/bike bridge project (see Attachment 2). Quincy Engineering recently participated in the Request for Proposals (RFP) for pre-qualified design consultant services for the City as part of the efforts to make use of Measure Y revenues. Ultimately, they were not selected as the single firm for services but they were noted for their extensive bridge design experience and their twenty-plus years of experience with Caltrans protocol and procedures, as many members of their staff had worked in the bridge design division of Caltrans. They have already submitted, as part Railroad Safety Trail Bridge: Highway 101 Crossing Page 2 of the design RFP, their qualifications and insurance information, which are acceptable for contractual work with the City. Staff is recommending a sole-source contract with Quincy Engineering for their exclusive bridge design experience (see Attachment 3). Quincy Engineering will perform the preliminary study and engineering to determine the best type of bridge (concrete or steel) to be installed based on research and site investigations of topography, utilities and soils. Once a bridge type has been selected, the City will contract with Quincy Engineering for the final design phase of preparing plans and specifications for the project. Since City staff will be limited in performing any tasks associated with the design due to current workloads, and because of the time and complexity of dealing with multiple agencies (Caltrans, Union Pacific Railroad and the City), Quincy Engineering will also coordinate sub-consultants and encroachment permitting as part of their preliminary study and design services for this project. FISCAL IMPACT From the first contact with Caltrans and as mentioned in the CIP Financial Plan, it was identified that the state grant alone would not be sufficient to fund design and construction of the bridge project. A total project cost ranging from $1,000,000 to $1,500,000 has been anticipated. In comparison to the costs for design and construction of the Los Osos Valley Road widening at Highway 101, this bridge project is proportional in design and construction costs. Anytime a project, however big or small, involves state and railroad right-of-ways, special design considerations are triggered and project costs will be higher than a typical public works construction project. This project was approved in the 2007-09 Financial Plan (see pages 3-281 to 3-283, Appendix B). The project budget provides $55,000 for design. Consultant Proposal: $136,492 Design Contingency: 7,008 Total Design Proposal: $143,500 Adopted Design Budget: $55,000 Additional Funding Needed: $889500 Adopted Construction Budget: $495,000 Transfer to Design: <88,500> Balance After Transfer: $406,500 Rather than request additional design funds from the General Fund at this time, staff determined that moving funds from the construction budget would provide the necessary design funds leaving any request from the General Fund.to a later date. The final design phase, estimated to cost $100,000 to $150,000, will also require a transfer of funds from the construction budget once this preliminary study and design has been completed. The construction phase of the project has been estimated to range from $500,000 to $750,000, depending on the bridge type eze -z Railroad Safety Trail Bridge: Highway 101 Crossing Page 3 selected, which will exceed the amount currently budgeted and will require additional Council consideration. ALTERNATIVES Deny the contract. In the preparation of the proposal for design services for the bridge project, Quincy Engineering has developed a familiarity with the scope of tasks required for this project and upon contract approval, will be ready immediately to start the preliminary study and design phase of the project. Denying the contract will require obtaining a proposal from another bridge engineering consultant and obtaining qualifications and insurance information, resulting in delays to the design and construction schedules for this project, and may or may not be any less expensive. It also jeopardizes completing the project within the BTA Grant time-frame for completion and may result in losing that grant funding. ATTACHMENTS 1. Aerial Photo (color copies provided to Council) 2. Quincy Engineering Proposal 3. Contract G:\Staff-Reports-Agendas-Minutes\—CAR\2008\CIP\90741 Hwy 101 Bike Bridge C � t r •-� ��� t' , . I c P � .r X� Attachment 1 :L I `1; �� .' .µJ4 ,` y` ,� �. t• t �� - � •, i ��• r \r$ /�'�t `� y : ter •�( ,..,/' CA' 1 r,1F 1 OV ! y • A � . w t '. s' . Yd IL r• MI PIN AL ZMA .'r. M.. _ � 1 •i` `.4.v Jif .�'•. �, 'F VAIL AN ak 04 Y� d • l !. W". � � . � T � �a- J7►'ye't - i. � Yf \fir / •. J �r ? 1 ' " ' 1 \.,p.'w•� Attachment 2 C1 SENT BY E-MAIL QUINCY ENGINEERING, March 10, 2008 INC. Mr. Michael McGuire 3247 Ramos Circle City of San Luis Obispo Sacramento.CA Public Works Department 95827-2501919 Palm Street (916)368-918-9181 Fax: (916)368-1308 San Luis Obispo, CA 93401 200 Hawthorne Ave.SE E-530e: Route RCalifornia Blvd / State Rte 101 Pedestrian Overcrossin Suite E-530 g Salem,OR —Project Proposal 97301-4996 (503)763-9995 Fax: (503)763-9981 Dear Mr. McGuire, It is our pleasure to submit Quincy Engineering, lnc.'s project approach and cost proposal for this project. Our estimate is based on upon delivering quality products that meet with your expectations. Our fee proposal to provide engineering services based on the attached Scope of Work is estimated at$136,492 including subconsultants. Phase 2 final design and construction support services have not been included in this cost proposal. We will be available to add this service after completion of Phase 1 preliminary engineering. A detailed spreadsheet showing hours by task and anticipated direct costs is attached. Thank you for the opportunity to work with you and your staff on this interesting project. Quincy Engineering, Inc. Sincerely. Mario Quest, P.E. Project Manager Attachments l I C� s' Attachment 2 Z N E T a) T ` L a) C T O C '^ L a) a) 0) () '^ 'O = a) C L _T m p p Q) -C OU OY 3 � y O O � "O C � � ;� � N _ •vi Q w ~ N 0 N 0) �. � . p r Q O Q < . 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IIL ?r 111 n W U Attachment 2 tri-]r-lilol.f,jl4ril'fill; o) F7 1 13 : ❑ a) 13 c (D G a) N 13c > E3c 13a c c O o 0 3 13w E3Um ;Al 3 -0 ,� ❑ ° � °o T Q 4n c L N ,�o 0 c O c UQ E � p p 3 aO O U ^ c a Q w C la o U O U 70 O)o C) c� 3 (Dc O w O ON �. o 6 Q. O Q o U o O 2c U _ O O N > I,' a O '� r ii C. w �. OOO LU a) QI. ooa -0 QUO UU � T ° � „tYo aoi c .3 -0 H C) a) o m ld U o o Cl o o > �� a� Q U 'a) a) a) O a) O Pl; O OOH NO tea) .i O O a) pE 0 C. a)' Q. U a O) - -O E — O m LU u C3a c l 3 0 O c 0 0 c O O Q C O U �O 3 O c a O 0 a) 1 o c N Qt U oma . = a) E -0 E Q ` c o -u o 0 _ '3a U3 rno ? c0a o E o ,g 2 °� 0C: a) (D -d CL ° E � rn ° c � (D > O ° 3� E U am ° aoa4c F- a) EO a° � ac -° o0 o . w O ? N a) a)U LU c 3 0 = c O � c p O N c U Ln E N O o v, ° ° a E c °' 0 o c 3 � 'ui o a o v a) .� Q. p_j d1 O U �„ O U Q U O c m O c U U p Q O .^ E 2 U II O 0 O U N a` O a 0 O U p. cm O O U m O �_ 6 6 0 6 T 6 N -0 O O O ~ a a) a) O a) O } O a .c c N C _ c D c U ` c aw > -a o > E E _T E m a) 3 a � ami Zc, a) E c c g a m _ 0 .6 E t � c 4 O 0 N N :L) N -O v) d. d 0- d. CO CO CL N Q_ � O NOO O OD > QO) (D a) a) O lA > CO O 7 U C G ® C d ® © C L O n D T C Q > C X -r 0 0 N O M w H O a) U -0 .9 O U O CD O J ~ v In n. O p e� O Q V 7n , v, m LZ U pr V •�. •V r pi i lit c W I. o m i � a col E- pi w � O III Ih - Attachment 2 Cost Proposal City of San Luis Obispo -California Boulevard /SR 101 Pedestrian OC Project Date: 3/10/2008 Quincy Engineering, Inc. Direct Labor. $27,367.54 Escalation for Multi-Year Project(7:5%): $2,052.57 ,Overhead(1:69): —� $49,719.98 A. Labor Subtotal $79,140.08 Subconsultant Costs: McMillan Land Surveys $8,900.00 Fugro West, Inc. $31,400.00 $0.00 B. Subconsultant Subtotal $40,300.00 Other Direct Costs: Plotter/Computer hours @ $10.00 $0.00 Travel 1200 miles @ $0.505 $606.00 Pier Diem/Hotel days @ $150.00 $0.00 Phone/Fax $0.00 Delivery 12 @ $20.00 $240.00 Printing: Blue Line Vellum/Mylars 0 sheets @ $25.00 $0.00 81/2 X 11 Reproduction $100.00 11 X 17 Reproduction $0.00 Mounting Boards for Presentations $100.00 Newsletters(Translation and printing) Mailings(6x) C. Other Direct Cost Subtotal: $1,046.00 Labor Subtotal A. _ $79,140.08 $11,871.01 Subconsultant Subtotal B. _ $40,300.00 j Fee(10.0%): $4,030.00 Other Direct Cost Subtotal: C. _ $1,046.00 Fee(1.0.0%): $104.60 TOTAL= $136,491,.70 Note: Invoices will be based upon actual QEI hourly rates plus overhead at 169% (plus fee. Subconsultant and Direct Costs will be billed at actual cost plus fee. JP1141 CostProposat Phase 1 revl.xls Project 1 Budget 3/10/2008 Quincy Engineering, Inc. eclz /6 I _ ` 1 Attachment 2 IVAWAG Wmaaua'WaS § G s W U Q Q 3 'aul laaM wOni -�NaS Wal wallpFp » o Ly m o m m m o 0 o e aJaWilno 4 N F (wwo)Jques n LJgiwO � � m o CMwo z c � m s a a o 'aw'°"3 3 rciR m --4W3 WRMGV » 9 q O. JQ"&1304 3 o S w JaauA3 � F O G m m U JasWtu3 q. m � O w6 m m OJaauidJ3 JquJyr a .31 m % 3 s C '"W"quay m f0 JaagBu3 F � V Ja(wd laa�OaaH � Jmu!6u3Ua(wd•aOgJS a ♦ C JaNuey� C i aOJryM q lagauud� y i N s 2 o m S 8 w v m@ RQ Z Y Y @ gEg 8 55 m O L r a n d u 5 ddd a ' F a w g d z m lie a m` F N m m o wm N m + R Al $3 Attachment 2 Quincy En_gineerin_q, Inc. Year 2008 Hourly Rates Rates are effective January 1,2008 through December 31,2008 Labor by Classification Hourly Rate Principal Engineer/Project Manager $48-80 Senior Engineer/Project Engineer Resident Engineer $42-75 Senior Engineer/Design Engineer $40-70 Associate Engineer/Bridge Representative $35-65 Assistant Engineer $25-44 Engineering Assistant $16-32 Engineering Detailer/Draftsman $20-44 Drafting Technician $15-30 Administrative Assistant $15-35 Office Support Staff $8-25 Overhead 169% Other Direct Costs Rate Office Computer&Software Included in Overhead Phone/Fax Included in Overhead Reproduction(in office) Included in Overhead Reproduction(vendor) Cost Delivery Cost Car Mileage $0.485 per mile Other Travel Cost Subconsultants Cost Short Term Per Diem $135 per day Long Term Per Diem $1950 per month Pickup Truck $1200 per month Field Computer/Printer $180 per month Cellular Phone $120 per month Misc. Cost Fee Labor+Overhead 12-15% Other Direct Costs 0-15% Note: Labor Costs to be invoiced based on actual hourly rate plus overhead plus fee. Other Direct Costs to be invoiced at actual cost plus fee. - Attachment 3 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on ,2008 by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and QUINCY ENGINEERING, INC., hereinafter referred to as Consultant. WITNESSETH WHEREAS, on October 19, 2007, requested proposal for Railroad Safety Trail Bridge: Highway 101 Crossing, Specification No. 90741 . WHEREAS, pursuant to said request, Consultant submitted a proposal that was accepted by City for said services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. Term. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said services. 2. Start and Completion of Work. Work on this project shall begin within fifteen calendar days after contract execution and shall be completed within 210 calendar days thereafter. 3. Termination. If, during the term of the contract,the City determines that the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Consultant has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Consultant to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Consultant's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Consultant shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the compensation quoted in its proposal. If, at any time during the term of the contract,the City determines that the project is not feasible due to funding shortages or unforeseen circumstances, the City reserves the right to terminate the contract. Consultant will be paid compensation due and payable to the date of termination. 4. Ability to Perform. The Consultant warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work Attachment 3 hereunder in compliance with any and all applicable federal, state, county, city, and special district laws, ordinances,and regulations. 5. Sub-contract Provisions. No portion of the work pertinent to this contract shall be subcontracted without written authorization by the City, except that which is expressly identified in the Consultant's proposal. Any substitution of sub-consultants must be approved in writing by the City. For any sub-contract for services in excess of$25,000,the subcontract shall contain all provisions of this agreement. 6. Contract Assignment. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 7. Inspection. The Consultant shall furnish City with every reasonable opportunity for City to ascertain that the services of the Consultant are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations to fulfill its contract requirements. 8. Record Retention and Audit. For the purpose of determining compliance with various laws and regulations as well as performance of the contract, the Consultant and sub-consultants shall maintain all books, documents, papers, accounting records and other evidence pertaining to the performance of the contract, including but not limited to the cost of administering the contract. Materials shall be made available at their respective offices at all reasonable times during the contract period and for three years from the date of final payment under the contract. Authorized representatives of the City shall have the option of inspecting and/or auditing all records. For Federally funded projects, access to records shall also include authorized representatives of the State and Federal government. Copies shall be furnished if requested. 9. Conflict of Interest. The Consultant shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract, or any ensuing City construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract,or any ensuing City construction project which will follow. The Consultant covenants that it presently has no interest, and shall not acquire any interest--direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Consultant further covenants that, in the performance of this work, no sub-consultant or person having such an interest shall be employed. The Consultant certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Consultant shall at all times be deemed an independent Consultant and not an agent or employee of the City. 10. Rebates, Kickbacks or Other Unlawful Consideration. The Consultant warrants that this contract was not obtained or secured through rebates, kickbacks or other unlawful consideration, either promised or paid to any City employee. For breach or violation of the warranty, the City shall have the right in its discretion; to terminate the contract without liability; to pay only for the value of the work actually performed; to deduct from the contract price; or otherwise recover the full amount of such rebate, kickback or other unlawful consideration. 11. Covenant Against Contingent Fees. The Consultant warrants by execution of this contract that no person or selling agency has been employed, or retained, to solicit or secure this contract upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Consultant for the purpose of securing business. For breach or violation of this warranty, the City has the right to annul this contract without liability; pay only for the value of the work actually performed, or in its discretion, to'deduct from the contract price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee. 12. Compliance with Laws and Wage Rates. The Consultant shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. This includes compliance with prevailing wage rates and their payment in accordance with California Labor Code. :For purposed of this paragraph, Railroad Safety Trail Bridge:Highway 101 Crossing Page 2 of 6 I Attachment 3 "construction"includes work performed during the design and preconstruction phases of construction, including but not limited to, inspection and land surveying work. 13. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Consultant is required to pay. 14. Permits, Licenses and Filing Fees. The Consultant shall procure all permits and licenses, pay all charges and fees, and file all notices as they pertain to the completion of the Consultant's work. The City will pay all application fees for permits required for the completion of the project including building and regulatory permit application fees. Consultant will provide a 10 day notice for the City to issue a check. 15. Safety Provisions. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 16. Public and Employee Safety. Whenever the Consultant's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences,temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 17. Preservation of City Property. The Consultant shall provide and install suitable safeguards,approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Consultant's operations, it shall be replaced or restored at the Consultant's expense. The facilities shall be replaced or restored to a condition as good as when the Consultant began work. 18. Immigration Act of 1986. The Consultant warrants on behalf of itself and all sub-consultants engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 19. Consultant Non-Discrimination. In the award of subcontracts or in performance of this work, the Consultant agrees that it will not engage in, nor permit such sub-consultants as it may employ,to engage in discrimination in employment of persons on any basis prohibited by State or Federal law. 20. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Consultants are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its proposal, the Consultant and all sub-consultants named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the effect of ambiguities or defects in the specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of Consultant to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the Consultant. An ambiguity or defect shall be considered patent if it is of such a nature that the Consultant, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore,failure of the Consultant or sub-consultants to notify City in writing of specification defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful Consultant to achieve the project's objective or standard beyond the amounts provided therefor in the proposal. In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the specifications, or any other matter whatsoever, Consultant shall immediately notify the City in writing, and the Consultant and all sub-consultants shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one(1) working day of Consultant's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute. Railroad Safety Trail Bridge:Highway 101 Crossing Page 3 of 6 j 1 Attachment 3 21. Indemnification for Professional Liability. To the fullest extent permitted by law, the Consultant shall indemnify, protect, defend and hold harmless the City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and cost which arise out of, pertain to, or relate to the negligence, recklessness,or willful misconduct of the Consultant. 22. Standards. Documents shall conform to City Standards and City furnished templates shall be used. 23. Consultant Endorsement. Technical reports, plans and specifications shall be stamped and signed by the Consultant where required. 24. Required Deliverable Products and Revisions. The Consultant will be required to provide documents addressing all elements of the workscope. Plans shall be prepared using City's standardized title blocks and coversheets. Draft plans maybe submitted for review using either the full D(2406)format or a reduced 11 x1 7 format. Consultant shall ensure that drawings and notes are clearly legible if using the reduced format. Specifications and bid documents shall conform to standard City formats unless authorized. The City's current Standard Specifications and Engineering Standards must be incorporated where applicable. City staff will review any documents or materials provided by the Consultant and, where necessary, the Consultant will respond to staff comments and make such changes as deemed appropriate. Submittals shall include the previous marked up submittal(returned to the Consultant)to assist in the second review. Changes shall be made as requested or a notation made as to why the change is not appropriate. 4 copies of the draft preliminary design evaluation report 4 copies of the final preliminary design evaluation report Draft reports and plan submittals shall be submitted as paper copies. Final documents shall be submitted as camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size, ready for reproduction AND one electronic copy submitted in Adobe Acrobat format including all original stamps and signatures In the event the City will be compiling the final specifications, incorporating the Consultant's work, the final specifications will also be required to be submitted in Microsoft Word format. Electronic files shall be submitted on CD and all files must be compatible with the Microsoft operating system. Each CD must be clearly labeled and have a printed copy of the directory. Files may be emailed to the City in lieu of putting them on CD. 25. Ownership of Materials. Upon completion of all work under this contract, ownership and title to all reports, documents, plans,specifications, and estimates produced as part of this contract will automatically be vested in the city and no further agreement will be necessary to transfer ownership to the City. The Consultant shall furnish the City all necessary copies of data needed to complete the review and approval process. It is understood and agreed that all calculations, drawings and specifications, whether in hard copy or machine readable form, are intended for one-time use in the construction of the project for which this contract has been entered into. The Consultant is not liable for claims, liabilities, or losses arising out of, or connected with the modification, or misuse by the City of the machine-readable information and data provided by the Consultant under this agreement. Further,the Consultant is not liable for claims, liabilities, or losses arising out of, or connected with any use by City of the project documentation on other projects,except such use as may be authorized in writing by the Consultant. 26. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Consultant as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Consultant without the prior written approval of the City. Railroad Safety Trail Bridge:Highway 101 Crossing Page 4 of 6 i ) Attachment 3 The Consultant shall not issue any news release or public relations item of any nature, whatsoever, regarding work performed or to be performed under this contract without prior review of the contents thereof by the City and receipt.of the City's written permission. 27. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Consultant is required to furnish in limited quantities as part of the work or services under these specifications, the Consultant shall provide such additional copies as are requested, and City shall compensate the Consultant for the costs of duplicating of such copies at the Consultant's direct expense. 28. Attendance at Meetings. Consultant shall attend meetings with staff as indicated in the consultant's proposal. 29. Consultant Invoices. The Consultant shall deliver a monthly invoice to the City, itemized by project work phase or, in the case of on-call contracts, by project title. Invoice must include a breakdown of hours billed and miscellaneous charges and any sub-consultant invoices, similarly broken down, as supporting detail. 30. Payment For providing services as specified in this Agreement, City will pay and Consultant shall receive therefore compensation in a total sum not to exceed $136,492. Should the Consultant's designs, drawings or specifications contain errors or deficiencies, the Consultant shall be required to correct them at no increase in cost to the City. Progress payments shall be made on a monthly basis as invoiced by the Consultant for expenses incurred with cumulative monthly payments not to exceed: $ 116,018 (85%) Prior to completion of pre-report tasks; and $ 129,667 (95%) Prior to submittal of draft preliminary design evaluation report; and $ 136,492 (100%) Prior to submittal of final preliminary design evaluation report or as noted below For on-call services, the City will pay and the Consultant shall receive compensation as agreed to on a project by project basis. The Consultant shall be reimbursed for hours worked at the hourly rates attached to this agreement. Hourly rates include direct salary costs, employee benefits, overhead and fee. In addition, the Consultant shall be reimbursed for direct costs other than salary and vehicle cost that have been identified and are attached to this agreement.. The Consultant's personnel shall be reimbursed for per diem expenses at a rate not to exceed that currently authorized for State employees under State Department of Personnel Administration rules. 31. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials,supplies, equipment or services provided by the Consultant(Net 30). 32. Resolution of Disputes. Any dispute, other than audit, concerning a question of fact arising under this contract that is not disposed of by agreement shall be decided by a committee consisting of the City's Project Manager and the City Director of Public Works, who may consider written or verbal information submitted by the Consultant. Not later than thirty days after completion of all deliverables necessary to complete the plans, specifications and estimate, the Consultant may request review by the City Council of unresolved claims or disputes,other than audit, in accordance with Chapter 1.20 Appeals Procedure of the Municipal Code. Any dispute concerning a question of fact arising under an audit of this contract that is not disposed of by agreement, shall be reviewed by the City's Chief Fiscal Officer. Not later than 30 days after issuance of the final audit report, the Consultant may request a review by the City's Chief Fiscal Officer of unresolved audit issues. The request for review must be submitted in writing. Neither the pendency of a dispute, nor its consideration by the City will excuse the consultant from full and timely performance in accordance with the terms of this contract. 33. Agreement Parties. Railroad Safety Trail Bridge:Highway 101 Crossing Page 5 of 6 Attachment 3 City: Mike McGuire Consultant: Mario Quest City of San Luis Obispo Quincy Engineering, Inc. 919 Palm Street 3247 Ramos Circle San Luis Obispo, CA 93401 Sacramento,CA 95827-2501 All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as shown above. 34. Incorporation by Reference. Consultant's Tasks 1 — 6 of proposal dated March 10, 2008, are hereby incorporated in and made a part of this Agreement. 35. Amendments. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Engineer. If, at any time during the project,the consultant is directed to do work by persons other than the City Project Manager and the Consultant believes that the work is outside of the scope of the original contract, the Consultant shall inform the Project Manager immediately. If the Project Manager and Consultant both agree that the work is outside of the project scope and is necessary to the successful completion of the project, then a fee will be established for such work based on Consultant's hourly billing rates or a lump sum price agreed upon between the City and the Consultant. Any extra work performed by Consultant without prior written approval from the City Project Manager shall be at Consultant's own expense. 36. Complete Agreement. This written agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement, the said specification and incorporated documents. Authority to Execute Agreement. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. I ATTEST: CITY OF SAN LUIS OBISPO: i Audrey Hooper, City Clerk David Romero, Mayor APPROVED AS TO FORM: CONSULTANT: i Jonatha owell, City Attorney By: Fn Quincy, President I i I i i Railroad Safety Trail Bridge:Highway 101 Crossing Page 6 of 6 = Page 1 of 1 Council,SloCity From: Adam Fukushima [adamf@slobikelane.org] Sent Mon 4/14/2008 1 To: Council,SloClty RED FILE RECEIVED Cc: Subject Railroad safety Trail Bridge MEETING AGENDA APR 14 2008 Attachments: DA `� o(ITEM # C /p SLO CITY CLERK Dear Honorable Mayor and Members of Council, In regards to item C6 on the April 15 City Council agenda,we are glad to see that the Railroad Safety Trail Bridge over Hwy 101 project Is going to the design phase.We appreciate your effort.in this project and look forward to seeing it built.Thanks for your support for active lifestyles, reducing traffic congestion,and a more livable San Luis Obispo. Best regards, Adam Fukushima tZ¢COUNCI�o E ` tL Adam Fukushima, Executive Director CAO X CDD DIR San Luis Obispo County Bicycle Coalition V ACRO FIN DIR P.O.Box 14860 UI ATTORNEY Co— FIRE CHIEF San Luis Obispo CA 93406 CLERK/ORIC Ple PW DIR (805)547-2055 11 DEPT HEADS POLICE CHF www.slobikelane.org �iR REC DIR T2 UTIL DIR HR DIR x C�UU.�.iGc L k &A o https:Hmail.slocity.org/exchange/slocitycounciUlnbox/Railroad%20Safety%20Trail%2OBr... 4/14/2008