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08-07-2012 c8 bob jones trail connection plan request proposals
counci l aGEnda uepoat C I T Y O F S A N LUIS O B I S P O FROM : Carrie Mattingly, Interim Director of Public Works Prepared By : Bryan Wheeler, Engineer I - Transportatio n SUBJECT : BOB JONES TRAIL OCTAGON BARN CONNECTION , SPECIFICATION NO. 91169, REQUEST FOR PROPOSAL S RECOMMENDATION S 1.Approve the Request for Proposals for consultant services for the "Bob Jones Trai l Octagon Barn Connection," Specification No . 91169 . 2.Authorize the City Manager to award the contract if within the Engineer's Estimate o f $77,251 . 3 Appropriate $76,230 in Caltrans Transportation Planning grant funds and amend th e original project budget to $84,751 to include additional grant funds and General Fund in - kind matching for the "Bob Jones Trail Octagon Barn Connection," Specification No . 91169 . 4 . Approve the use and transfer of General Fund in-kind grant matching funds in the amoun t of $8,521 from approved Transportation Development Act funding in the Transportatio n Division operating budget to the capital project . DISCUSSION In November 2002, the City Council adopted a preliminary alignment plan and report for th e Bob Jones City-to-Sea Trail within the City limits to Los Osos Valley Road (LOVR). Th e County adopted a similar alignment plan in 2007 . Because neither effort included planning t o the City/County jurisdictional boundary, an approximate one half mile gap had not been planne d for between the County's Octagon Barn and LOVR (Attachment 1). In July 2011, Council approved application for the Cal Trans Community-based Transportatio n Planning grant to fund the planning of the segment between LOVR and the Octagon Barn . Th e cost for the study phase was anticipated at $40,000 . However, the granting agency require d extensive community outreach and involvement which was not included in the original project scope. The City revised its grant application to follow a stipulated work program, which include d extensive community outreach and involvement (Attachment 2). The revised grant called for a consultant to organize the community outreach, collect relevant data and prepare the fina l planning report, with guidance from City staff . It is anticipated that this effort will result in a community supported preferred route plan and report that completes the planning for thi s segment of the regional route . The community and stakeholder based final planning report will be the guiding document for th e environmental, final design, permitting and construction phases of the project . Utilizing ke y planning data based on significant public input, the City/County can move into th e environmental review and final design stages . The resulting plan will also be utilized to attract funding for construction of this missing trail link . Meeting Date August 7, 201 2 Item Number C 8p C8-1 FISCAL IMPACT The Bob Jones Trail Octagon Barn Connection project is included in the approved 2011-1 3 Financial Plan, Appendix B, pages 3-175 through 3-177 (Attachment 3). The Capita l Improvement Plan originally identified $40,000 in anticipated grants to fund the study phase i n the FY 2012-13 . To meet the requirements of the community-based transportation plannin g grant, the grant was revised and additional grant funds were awarded for the public outreac h effort . The City was awarded $76,230 in Caltrans Transportation Planning grant with an in-kin d grant match requirement of $8,521 . Staff recommends utilizing already approved Transportatio n Development Act grant funds in the transportation planning division's operating budget as th e in-kind grant match which is allowable under the grant stipulation . The approved grant funding amounts are provided below . Bob Jones Trail Octagon Barn Connectio n Project Funding Informatio n Grant Funds Awarded $76,23 0 Local Match- Cash & in-kind (Transportation Development Ac t Grant Funds) $8,52 1 Total Project Cost $84,751 ALTERNATIVE S 1 .Deny the request for proposals .The City Council may choose not to approve the reques t for proposals as written . The tasks included in the request for proposals are taken directl y from the grant approval . Deviation from the proposed tasks would require Caltran s approval which, if approved, would delay the project and possibly jeopardize the gran t funding . 2 Defer project .The City Council may direct staff to delay the solicitation of consultan t services . Staff does not recommend this alternative as the grant funds are set to a contracted timeframe, with project completion scheduled for December 2013 . Any delay at this early phase of the project risks revocation of grant funding due to projec t milestone deadlines, indicated in the approved work schedule . ATTACHMENT S .Location Ma p 2.Bob Jones Trail Octagon Barn Connection, Request for Proposal s 3.2011-13 Financial Plan, Appendix B, Pages 3-175 to 3-17 7 4.Council Agenda Report authorizing Grant Applicatio n City/County Bob Jones Trail Connectio n IC Cit y Continuatio n of Trail North Los Osos valle y Count y Continuatio n of Trail South COUNTY JURISDICTIO N 0 0 .5 Mile s0.2 50.125 SLC cA cs►n Lids OI O 990 Palm Street San Luis Obispo, CA 9340 1 Notice Requesting Proposals fo r Specification No . 91169 Bob Jones Trail Octagon Barn Connectio n The City of San Luis Obispo is requesting sealed proposals for the Bob Jones Trail Connection Plan - Octagon Barn to Los Osos Valley Road (LOVR) pursuant to Specification No . 91169 . All proposal s must be received by the Public Works Department by 3 :00 p .m . on Tuesday, August 28, 2012 when they will be opened publicly at the Public Works offices, 919 Palm Street, San Luis Obispo, CA 93401 . Proposals received after said time will not be considered . To guard against premature opening, eac h proposal shall be submitted to the Public Works Department in a sealed envelope plainly marked with th e proposal title, specification number, proposer name, and time and date of the proposal opening . Proposals shall be submitted using the forms provided in the specification package . A pre-proposal conference will be held on Wednesday, August 21, 2012 at 3 :00 pm in Conferenc e Room #1 of the Public Works offices at 919 Palm Street, San Luis Obispo, CA 93401 to answer an y questions that the prospective proposers may have regarding the City's request for proposals . Specification packages and additional information may be obtained by contacting Bryan Wheeler a t (805)781-7178 or bwheeler cry loci.ty.org . S • ecification No . 9116 9 TABLE OF CONTENT S Contents Scope of Wor k Project Backgroun d Project Component s B .General Terms and Condition s Proposal Requirements Contract Award and Execution Contract Performanc e C.Special Terms and Condition s Contract Term Proposal Content Proposal Evaluation and Selectio n Proposal Review and Award Schedule 9 D .Agreement 1 3 E .Insurance Requirements 1 5 F .Proposal Submittal Form s Proposal Submittal Summar y References 17 Section A SCOPE OF WOR K SCOPE OF WOR K The City of San Luis Obispo is seeking a consultant to perform community outreach and corridor planning work on a section of the Bob Jones trail at the southern entrance to the City . This plan i s expected to identify and recommend a specific Class I trail alignment based on site analysis and publi c input gathered through various outreach efforts . The goal of this project is to develop a 1/2-mile bikewa y corridor plan for the only unplanned section of the 24-mile Bob Jones City-to-Sea Trail : from th e County's Octagon Barn and the City of San Luis Obispo's Los Osos Valley Road . Utilizing an extensive public outreach planning process, the effort will result in a community supported preferred route plan an d report that completes the planning for this regional non-motorized transportation system . Final desig n and construction will be part of future phases to follow the planning effort . The timeframe in which to complete this project is limited . All work is to be completed by November 2013 . Total consultan t services budget is limited to $77,251 . PROJECT BACKGROUN D The completion of the Bob Jones City to Sea Trail has been identified as a major goal for the City of Sa n Luis Obispo in addition to being designated in City's transportation plans and various County plannin g documents . The Bob Jones Trail will serve as a portion of the State's Coastal Trail as well as providing a trail connecting the City of San Luis Obispo to the community of Avila Beach and the City of Pism o Beach. Route planning has been approved or is currently in process for all sections of the trail with th e exception of the Octagon Barn to LOVR section . The City of San Luis Obispo was awarded a Community-Based Transportation Planning (CBTP) gran t for the project in 2011 . CBTP grants promote transportation and land use planning projects tha t encourage community involvement and partnership . Projects need to include community and key stakeholder input, collaboration, and consensus building through an active public engagement process . As such, the project will actively involve the community and stakeholders . The consultant and appointe d ad-hoc advisory body will seek broad participation and input from all stakeholders . Community outreach efforts at a minimum will include a kickoff citywide forum to inform and inspire city and neighborhoo d residents and businesses,a community opinion survey, a multi-modal transportation assessment, webpag e development and maintenance, and any other outreach techniques proposed by the consultant to solicit a wide range of ideas, views and experiences . The grant requires the completion of specific tasks as detailed below . PROJECT COMPONENT S 1 . Public Outreac h Project Kick-off Public Workshop #1 :The City, County and the consultant will host a public worksho p to inform property owners, neighborhood residents, businesses, and other interested parties about th e upcoming planning process, seek participants for a Bob Jones Trail Connection stakeholders group , and build support and enthusiasm for the trail . The consultant will be responsible for solicitin g attendance by advertising in local newspapers and other local media such as workshop flyers . Outreach efforts to non-english speaking communities will also be required . The consultant will b e responsible for all presentation materials, the workshop program, and a written workshop summary . Project Stakeholders Group :Through the kick-off workshop, the consultant will solicit a team of projec t stakeholders that will assist staff and the consultant in the development of a route plan . Members ar e anticipated to include affected agricultural property owners, the adjacent Los Verdes residentia l development, the San Luis Obispo Land Conservancy, a representative from the City and Count y Bicycle Advisory Committee and Planning Commission, and a representative from the environmenta l and agricultural community . The group will meet a minimum of two times : Once prior to the data collection and research portion of the project to scope the project, and again after the 2nd publi c workshop, to review the preliminary concept plan . Farmers Market Booth :A booth will be staffed at a minimum of one Thursday and one Saturday Sa n Luis Obispo Farmer's Market, to inform and encourage additional participation of the communit y (including non-english speaking members of the community) in shaping the vision for connecting thi s regional bikeway system . Public Opinion Survey :The Consultant will prepare and distribute, a community opinion survey t o English and non-english speaking communities to inform the public and solicit ideas, opinions, an d concerns . The consultant is also responsible for survey development, analysis and preparation of th e findings . Results will help guide the planning process and final products . Web Page Development :As a method of public outreach, the Consultant will develop and maintain a webpage providing the most up to date information on the project . ;Deliverabl e Public Workshop #1 Documentatio n Workshop outreach/advertising, PowerPoin t presentation, workshop summary, photos, attendance sheet, interested parties contac t information Project Stakeholders Group PowerPoint Presentation, Summary meetin g notes, Photos Farmer 's Market Booth Hard copy presentation materials, complete d surveys Public Opinion Survey Survey and results analysi s Web Page Development Finalized web page and updates 2 . Trail Connection Desig n Data Collection and Research :The Consultant, with City and County assistance, will collect data via sit e visits and other research methods and organize base data for the project including : • Zoning •Topographic surve y •Flood zone & creek setback information • Location of utilities/easement s • Existing vegetatio n • Title report information Data Analysis :The Consultant will analyze the data, identifying issues, potential impacts, patterns and trends, potential opportunities (such as integration of flood control improvements into the projec t design) and constraints (such as City creek setback requirements, bicycle path design guidelines, ect .) and prepare a graphic/visual presentation of the results . Synthesis and Concept Planning :The Consultant will develop alternative design concepts for the rout e and connections at either end based on stakeholder input, data analysis, City/County General Pla n goals and objectives, regional factors, and other inputs . Consultant proposals shall outline th e delivery method for the alignment plan and alternatives (ie . 3-D graphic simulations). Public Workshop #2 :The City, County and the consultant will hold a second public workshop to discus s the alternative concepts and to solicit feedback in selecting a preferred route for the trail connection . The consultant will be responsible for soliciting attendance by advertising in local newspapers an d other local media such as workshop flyers . Outreach efforts to non-english speaking communitie s will also be required . The consultant will be responsible for all presentation materials, the program o f the workshop, and a written workshop summary . Draft Report on Preliminary Findings :With input from Workshop #2, the Consultant will prepare a draft route plan and report which summarizes the results of data collection, planning and design work , community involvement, and stakeholder comments . Public Hearings :The Consultant will present the draft route plan and report to the City/County advisor y bodies for review and approval of a preferred trail route plan and report . Specifically, the consultan t will present at the City Planning Commission, City Bicycle Advisory Committee, the Count y Planning Commission, and the County Bicycle Advisory Committee . The consultant will b e responsible for notifying interested parties and stakeholders of the hearings via email, webpage , and/or other City approved methods . Final Report and preferred trail route :The Consultant will prepare a final preferred route plan and repor t reflecting advisory body actions . The report shall include outreach summary, community workshop s summary, commission/council presentations . 1Deliverable Project Adminisei ation and Coordination Documentatio n Monthly written progress report s Data Collection and Research Background information .files, site pla n Data Analysis Graphic/visual presentations of background dat a and analysis Synthesis and Concept Planning Site plan, sketches, illustrations, 3-D graphi c simulations or other City approved metho d Public Workshop #2 Workshop outreach/advertising, PowerPoin t presentation, workshop summary, attendance sheet , photos, interested parties contact informatio n Draft Report on Preliminary Findings Report with illustrations, memo documenting desig n Public Hearings Public hearing outreach, PowerPoint presentation , meeting notes Final Report and Preferred Trail Route Final Report and Preferred Route Plan Section B GENERAL TERMS AND CONDITION S PROPOSAL REQUIREMENTS 1 Requirement to Meet All Provisions.Each individual or firm submitting a proposal shall mee t all of the terms, and conditions of the Request for Proposals (RFP) specifications package . B y virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of al l provisions of the RFP specifications . Proposal Submittal .Each proposal must be submitted on the form(s) provided in th e specifications and accompanied by any other required submittals or supplemental materials . Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to th e Public Works Department, City of San Luis Obispo, 919 Palm Street, San Luis Obispo, CA , 93401 . In order to guard against premature opening, the proposal should be clearly labeled wit h the proposal title, specification number, name of proposer, and date and time of proposa l opening . NO FAX SUBMITTALS WILL BE ACCEPTED . 3 . Insurance Certificate.Each proposal must include a certificate of insurance showing : a.The insurance carrier and its A .M . Best rating. b.Scope of coverage and limits . c.Deductibles and self-insured retention . The purpose of this submittal is to generally assess the adequacy of the proposer's insuranc e coverage during proposal evaluation ; as discussed under paragraph 12 below, endorsements ar e not required until contract award . The City's insurance requirements are detailed in Section E . Proposal Quotes and Unit Price Extensions .The extensions of unit prices for the quantitie s indicated and the lump sum prices quoted by the proposer must be entered in figures in th e spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures . The Proposal Submittal Form(s) must be totally completed . If the unit price and the total amoun t stated by any proposer for any item are not in agreement, the unit price alone will be considered as representing the proposer's intention and the proposal total will be corrected to conform to th e specified unit price . 5.Proposal Withdrawal and Opening .A proposer may withdraw its proposal, without prejudic e prior to the time specified for the proposal opening, by submitting a written request to th e Director of Finance for its withdrawal, in which event the proposal will be returned to th e proposer unopened . No proposal received after the time specified or at any place other than tha t stated in the "Notice Requesting Proposals" will be considered . All proposals will be opened an d declared publicly . Proposers or their representatives are invited to be present at the opening o f the proposals . 6.Submittal of One Proposal Only .No individual or business entity of any kind shall be allowe d to make or file, or to be interested in more than one proposal, except an alternative proposa l C8-10 when specifically requested ; however, an individual or business entity that has submitted a sub- proposal to a proposer submitting a proposal, or who has quoted prices on materials to suc h proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices t o other proposers submitting proposals . 7.Cooperative Purchasing .During the term of the contract, the successful proposer will exten d all terms and conditions to any other local governmental agencies upon their request . Thes e agencies will issue their own purchase orders, will directly receive goods or services at thei r place of business and will be directly billed by the successful proposer . 8.Communications .All timely requests for information submitted in writing will receive a written response from the City . Telephone communications with City staff are not encouraged , but will be permitted. However, any such oral communication shall not be binding on the City . CONTRACT AWARD AND EXECUTIO N 9.Proposal Retention and Award .The City reserves the right to retain all proposals for a perio d of 60 days for examination and comparison . The City also reserves the right to waiv e non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete on e part of a proposal and accept the other, except to the extent that proposals are qualified b y specific limitations . See the "special terms and conditions" in Section C of these specification s for proposal evaluation and contract award criteria . 10.Competency and Responsibility of Proposer .The City reserves full discretion to determin e the competence and responsibility, professionally and/or financially, of proposers . Proposer s will provide, in a timely manner, all information that the City deems necessary to make such a decision . 11.Contract Requirement .The proposer to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has bee n sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications . 12.Insurance Requirements .The Contractor shall provide proof of insurance in the form , coverages and amounts specified in Section E of these specifications within 10 (ten) calenda r days after notice of contract award as a precondition to contract execution . 13.Business Tax .The Contractor must have a valid City of San Luis Obispo business tax certificate before execution of the contract . Additional information regarding the City's business ta x program may be obtained by calling (805) 781-7134 . CONTRACT PERFORMANC E 14.Ability to Perform .The Contractor warrants that it possesses,or has arranged throug h subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, an d special district laws, ordinances, and regulations . C8-11 15.Laws to be Observed .The Contractor shall keep itself fully informed of and shall observe an d 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 . 16. Payment of Taxes .The contract prices shall include full compensation for all taxes that th e Contractor is required to pay . 17. Permits and Licenses .The Contractor shall procure all permits and licenses, pay all charge s and fees, and give all notices necessary . 18. Safety Provisions .The Contractor shall conform to the rules and regulations pertaining t o safety established by OSHA and the California Division of Industrial Safety . 19.Public and Employee Safety .Whenever the Contractor's operations create a conditio n 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 othe r devices and take such other protective measures as are necessary to prevent accidents or damag e or injury to the public and employees . 20.Preservation of City Property .The Contractor shall provide and install suitable safeguards , approved by the City, to protect City property from injury or damage . If City property is injure d or damaged resulting from the Contractor's operations, it shall be replaced or restored at th e Contractor's expense. The facilities shall be replaced or restored to a condition as good as whe n the Contractor began work . 21.Immigration Act of 1986 .The Contractor warrants on behalf of itself and all subcontractor s engaged for the performance of this work that only persons authorized to work in the Unite d States pursuant to the Immigration Reform and Control Act of 1986 and other applicable law s shall be employed in the performance of the work hereunder . 22.Contractor Non-Discrimination .In the performance of this work, the Contractor agrees that i t will not engage in, nor permit such subcontractors as it may employ, to engage in discriminatio n in employment of persons because of age, race, color, sex, national origin or ancestry, sexua l orientation, or religion of such persons . 23.Work Delays .Should the Contractor be obstructed or delayed in the work required to be don e hereunder by changes in the work or by any default, act, or omission of the City, or by strikes , fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, o r labor due to federal government restrictions arising out of defense or war programs, then the tim e of completion may, at the City's sole option, be extended for such periods as may be agreed upo n by the City and the Contractor . In the event that there is insufficient time to grant suc h extensions prior to the completion date of the contract, the City may, at the time of acceptance o f the work, waive liquidated damages that may have accrued for failure to complete on time, due t o any of the above, after hearing evidence as to the reasons for such delay, and making a finding a s to the causes of same . C8-12 Payment Terms .The City's payment terms are 30 days from the receipt of an original invoic e and acceptance by the City of the materials, supplies, equipment or services provided by th e Contractor (Net 30). 25.Inspection .The Contractor shall furnish City with every reasonable opportunity for City t o ascertain that the services of the Contractor are being performed in accordance with th e 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 no t relieve Contractor of any of its obligations to fulfill its contract requirements . 26.Audit .The City shall have the option of inspecting and/or auditing all records and other writte n materials used by Contractor in preparing its invoices to City as a condition precedent to an y payment to Contractor . 27.Interests of Contractor .The Contractor covenants that it presently has no interest, and shal l not acquire any interest direct, indirect or otherwise-that would conflict in any manner o r degree with the performance of the work hereunder . The Contractor further covenants that,in the performance of this work, no subcontractor or person having such an interest shall b e employed. The Contractor certifies that no one who has or will have any financial interest i n performing this work is an officer or employee of the City . It is hereby expressly agreed that, i n the performance of the work hereunder, the Contractor shall at all times be deemed a n independent contractor and not an agent or employee of the City . 28.Hold Harmless and Indemnification .The Contractor agrees to defend, indemnify, protec t and hold the City and its agents, officers and employees harmless from and against any an d all claims asserted or liability established for damages or injuries to any person or property , including injury to the Contractor's employees, agents or officers that arise from or ar e connected with or are caused or claimed to be caused by the acts or omissions of th e Contractor, and its agents, officers or employees, in performing the work or services herein , and all expenses of investigating and defending against same; provided, however, that th e Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents , officers or employees . 29.Contract Assignment .The Contractor 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 individua l or business entity of any kind without the previous written consent of the City , 30.Termination .If, during the term of the contract, the City determines that the Contractor is no t faithfully abiding by any term or condition contained herein, the City may notify the Contracto r in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten day s specified in the notice, such shall constitute a breach of the contract and the City may terminat e the contract immediately by written notice to the Contractor to said effect . Thereafter, neithe r party shall have any further duties, obligations, responsibilities, or rights under the contrac t C8-13 except, however, any and all obligations of the Contractor's surety shall remain in full force an d effect, and shall not be extinguished, reduced, or in any manner waived by the terminatio n thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performe d from the beginning date in which the breach occurs up to the day it received the City's Notice o f Termination, minus any offset from such payment representing the City's damages from suc h breach . "Reasonable value" includes fees or charges for goods or services as of the las t milestone or task satisfactorily delivered or completed by the Contractor as may be set forth i n the Agreement payment schedule ; compensation for any other work, services or goods performe d or provided by the Contractor shall be based solely on the City's assessment of the value of th e work-in-progress in completing the overall workscope . The City reserves the right to delay any such payment until completion or confirme d 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 Contractor be entitled t o receive in excess of the compensation quoted in its proposal . C8-14 Section C SPECIAL TERMS AND CONDITION S 1 . Proposal Content .Your proposal must include the following information : Submittal Form s Proposal submittal summary . Certificate of insurance . Statement of past contract disqualification s References from at least three firms for whom you have provided similar services . Qualification s e.Experience of your firm in performing similar services . f.Resumes of the individuals who would be assigned to this project, including any sub - consultants . g.Standard hourly billing rates for the assigned staff ; including any sub-consultants . h.Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project . Work Progra m i.Description of your approach to completing the work. j.Estimated hours for your staff in performing each major phase of the work specified i n the provided work program . Include sub-consultants . k.Services or data to be provided by the City . 1 . Any other information that would assist us in making this contract award decision . m.An example of a similar work project, completed by your firm, if available . Compensatio n n.Proposed compensation and payment schedule tied to the project components describe d in Section A. Proposal Length and Copie s o.Proposals should not exceed 30 pages, including attachments and supplementa l materials . Three copies of the proposal must be submitted . Proposal Evaluation and Selection .Proposals will be evaluated by a review committee base d on the following criteria : a.Understanding of the work required by the City . b.Quality, clarity and responsiveness of the proposal . C8-1 5 a . b . c . c . Demonstrated competence and professional qualifications necessary for successfull y performing the work required by the City . Recent experience in successfully performing similar services . e.Proposed approach in completing the work . f.References . g.Background and related experience of the specific individuals to be assigned to thi s project . h.Proposed compensation . As reflected above, contract award will not be based solely on price, but on a combination o f factors as determined to be in the best interest of the City . After evaluating the proposals an d discussing them further with the finalists or the tentatively selected contractor, the City reserve s the right to further negotiate the proposed work and/or method and amount of compensation . Proposal Review and Award Schedule .The following is an outline of the anticipated schedul e for proposal review and contract award : a .Issue RFP 8/8/1 2 b .Conduct pre-proposal conference 8/21/1 2 c .Receive proposals 8/28/1 2 d .Complete proposal evaluation 8/31/1 2 e .Conduct finalist interviews (if needed)9/6/1 2 f.Finalize staff recommendation 9/13/1 2 g.Award contract 9/14/12 Pre-Proposal Conference .A pre-proposal conference will be held at the following location , date, and time to answer any questions that prospective proposers may have regarding this RFP : Tuesday, August 21, 2012 at 3 :00 p .m . Public Works Dept . Conference Room #1 919 Palm Street, San Luis Obispo, CA 9340 1 Ownership of Materials .All original drawings, plan documents and other materials prepare d by or in possession of the Contractor as part of the work or services under these specification s shall become the permanent property of the City, and shall be delivered to the City upon demand . 6 Release of Reports and Information .Any reports, information, data, or other material give n to, prepared by or assembled by the Contractor as part of the work or services under thes e specifications shall be the property of City and shall not be made available to any individual o r organization by the Contractor without the prior written approval of the City . 7 .Copies of Reports and Information .If the City requests additional copies of reports, drawings , specifications, or any other material in addition to what the Contractor is required to furnish i n limited quantities as part of the work or services under these specifications, the Contractor shal l provide such additional copies as are requested, and City shall compensate the Contractor for th e costs of duplicating of such copies at the Contractor's direct expense . C8-1 6 Required Deliverable Products .The Contractor will be required to provide : a.Three copies of proposal addressing all elements of the workscope . City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes a s deemed appropriate . b.When computers have been used to produce materials submitted to the City as a part o f the workscope, the Contractor must provide the corresponding computer files to the City , compatible with the following programs whenever possible unless otherwise directed b y the project manager : •Word Processing Wor d •Spreadsheets Exce l •Desktop Publishing Adobe InDesign •Computer Aided Drafting (CAD)AutoCAD Attendance at Meetings and Hearings .As part of the workscope and included in the contrac t price is attendance by the Contractor at public meetings to present and discuss its findings an d recommendations . Contractor shall attend, either in person or remotely, as many "working " meetings with staff as necessary in performing workscope tasks . 10.Alternative Proposals .The proposer may submit an alternative proposal (or proposals) that i t believes will also meet the City's project objectives but in a different way . In this case, th e proposer must provide an analysis of the advantages and disadvantages of each of th e alternatives, and discuss under what circumstances the City would prefer one alternative to th e other(s). If an alternative proposal is submitted, the maximum length of the proposal may b e expanded proportionately by the number of alternatives submitted . 11.Accuracy of RFP .The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact . Proposers are cautione d to undertake an independent analysis of any test results in the specifications, as City does no t guaranty the accuracy of its interpretation of test results contained in the specifications package . In preparing its proposal, the proposer and all subcontractors named in its proposal shall bea r sole responsibility for proposal preparation errors resulting from any misstatements or omission s in the plans and 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 o r defects in the plans and specifications will be as determined by law, any patent ambiguity o r defect shall give rise to a duty of proposer to inquire prior to proposal submittal . Failure to s o inquire shall cause any such ambiguity or defect to be construed against the proposer . An ambiguity or defect shall be considered patent if it is of such a nature that the proposer, assumin g reasonable skill, ability and diligence on its part, knew or should have known of the existence o f the ambiguity or defect . Furthermore, failure of the proposer or subcontractors to notify City i n writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal . C8-1 7 To the extent that these specifications constitute performance specifications, the City shall not b e liable for costs incurred by the successful proposer to achieve the project's objective or standar d beyond the amounts provided there for in the proposal . In the event that, after awarding the contract, any dispute arises as a result of any actual o r alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever , Contractor shall immediately notify the City in writing, and the Contractor and all subcontractor s 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, o r additional compensation has been granted by City. Failure to provide the hereinbefore describe d written notice within one (1) working day of contractor's becoming aware of the facts giving ris e to the dispute shall constitute a waiver of the right to assert the causative role of the defect o r ambiguity in the plans or specifications concerning the dispute . Section D FORM OF AGREEMENT AGREEMEN T THIS AGREEMENT is made and entered into in the City of San Luis Obispo o n ia_(c call by an d between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, an d (()ti"I R :\( ()R N \NI IN ( \1'I 1 \1 II I I [RS I, hereinafter referred to as Contractor . WITNESSETH : WHEREAS, on August 8, 2012 City requested proposals for the Bob Jones Trail Connection Plan pe r Specification No. 91169 . WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for sai d services . NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafte r 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, a s first written above, until acceptance or completion of said services . 2. INCORPORATION BY REFERENCE .City Specification No . 91169 and Contractor's proposal dated I d tc ~, are hereby incorporated in and made a part of this Agreement . 3. CITY'S OBLIGATIONS .For providing services as specified in this Agreement, City will pa y and Contractor shall receive therefor compensation in a total sum not to exceed $77,251 . 4.CONTRACTOR'S OBLIGATIONS .For and in consideration of the payments and agreement s hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services a s described in this Agreement . 5. AMENDMENTS .Any amendment, modification or variation from the terms of this Agreemen t shall be in writing and shall be effective only upon approval by the City Manager of the City . C8-19 6.COMPLETE AGREEMENT .This written Agreement, including all writings specificall y incorporated herein by reference, shall constitute the complete agreement between the parties hereto . No ora l agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be o f any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the partie s hereto . 7. NOTICE .All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows : City Bryan Wheele r City of San Luis Obisp o 919 Palm Street San Luis Obispo, CA 9340 1 Contractor Nam e Address 8.AUTHORITY TO EXECUTE AGREEMENT .Both City and Contractor do covenant that eac h individual executing this agreement on behalf of each party is a person duly authorized and empowered to execut e Agreements for such party . IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written . ATTEST : CITY OF SAN LUIS OBISP O By: City Clerk City Manage r APPROVED AS TO FORM : CONTRACTO R By : City Attorney C8-20 Section :E INSURANCE REQUIREMENT S The Contractor shall procure and maintain for the duration of the contract insurance against claims fo r injuries to persons or damages to property which may arise from or in connection with the performanc e of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors . Minimum Scope of Insurance .Coverage shall be at least as broad as : 1.Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2.Insurance Services Office form number CA 0001 (Ed . 1/87) covering Automobile Liability, cod e 1 (any auto). Workers' Compensation insurance as required by the State of California and Employer's Liabilit y Insurance . Errors and Omissions Liability insurance as appropriate to the consultant's profession . Minimum Limits of Insurance .Contractor shall maintain limits no less than : 1 . General Liability : $1,000,000 per occurrence for bodily injury, personal injury and propert y damage . If Commercial General Liability or other form with a general aggregate limit is used , either the general aggregate limit shall apply separately to this project/location or the genera l aggregate limit shall be twice the required occurrence limit . 2 Automobile Liability : $1,000,000 per accident for bodily injury and property damage . 3.Employer's Liability: $1,000,000 per accident for bodily injury or disease . 4.Errors and Omissions Liability : $1,000,000 per occurrence . Deductibles and Self-Insured Retentions .Any deductibles or self-insured retentions must be declare d to and approved by the City . At the option of the City, either: the insurer shall reduce or eliminate suc h deductibles or self-insured retentions as respects the City, its officers, officials, employees an d volunteers ;or the Contractor shall procure a bond guaranteeing payment of losses and relate d investigations, claim administration and defense expenses . Other Insurance Provisions .The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions : The City, its officers, officials, employees, agents and volunteers are to be covered as insureds a s respects: liability arising out of activities performed by or on behalf of the Contractor ; product s and completed operations of the Contractor ; premises owned,occupied or used by th e Contractor; or automobiles owned, leased, hired or borrowed by the Contractor . The coverage shall contain no special limitations on the scope of protection afforded to the City,its officers , official, employees, agents or volunteers . For any claims related to this project, the Contractor's insurance coverage shall be primar y insurance as respects the City, its officers, officials, employees, agents and volunteers . Any -C8-21 insurance or self-insurance maintained by the City, its officers, officials, employees, agents o r volunteers shall be excess of the Contractor's insurance and shall not contribute with it . The Contractor's insurance shall apply separately to each insured against whom claim is made o r suit is brought, except with respect to the limits of the insurer's liability . Each insurance policy required by this clause shall be endorsed to state that coverage shall not b e suspended, voided, canceled by either party, reduced in coverage or in limits except after thirt y (30) days' prior written notice by certified mail, return receipt requested, has been given to th e City . Acceptability of Insurers .Insurance is to be placed with insurers with a current A .M . Best's rating o f no less than A : VII . Verification of Coverage .Contractor shall furnish the City with a certificate of insurance showin g maintenance of the required insurance coverage . Original endorsements effecting general liability an d automobile liability coverage required by this clause must also be provided . The endorsements are to b e signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to b e received and approved by the City before work commences . C8-22 PROPOSAL SUBMITTAL FOR M The undersigned declares that she or he has carefully examined Specification No .91169, which is hereb y made a part of this proposal ; is thoroughly familiar with its contents ;is authorized to represent th e proposing firm ; and agrees to perform the specified work for the following cost quoted in full : Proposal Item: Bob Jones Trail Octagon Barn Connection Public Outreach Program (LS ) Trail Connection Design (LS ) TOTAL Certificate of insurance attached ; insurance company's A .M . Best rating: Firm Name and Address PhoneContact SignatureofAuthorized Representative Date C8-23 REFERENCE S Number of years engaged in providing the services included within the scope of the specifications unde r the present business name : Describe fully the last three contracts performed by your firm that demonstrate your ability to provide th e services included with the scope of the specifications . Attach additional pages if required . The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications . Reference No .1 Customer Nam e Contact Individua l Telephone & FAX numbe r Street Address City, State, Zip Cod e Description of services provide d including contract amount, whe n provided and project outcome Reference No .2 Customer Nam e Contact Individual Telephone & FAX numbe r Street Addres s City, State, Zip Cod e Description of services provide d including contract amount, when provided and project outcom e Reference No.3 Customer Name Contact Individual Telephone & FAX numbe r Street Addres s City, State, Zip Code C8-2 4 Description of services provide d including contract amount, when provided and project outcome C8-25 STATEMENT OF PAST CONTRACT DISQUALIFICATION S The proposer shall state whether it or any of its officers or employees who have a proprietary interest i n it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal , state, or local government project because of the violation of law, a safety regulation, or for any othe r reason, including but not limited to financial difficulties, project delays, or disputes regarding work o r product quality, and if so to explain the circumstances . Do you have any disqualification as described in the above paragraph to declare ? Yes q No C3 Ifyes, explain the circumstances. Executed on at under penalt y of perjury of the laws of the State of California, that the foregoing is true and correct . Signature of Authorized Proposer Representative C8-26 TRANSPORTATIO N BOB JONES TRAIL OCTAGON BARN CONNECTION • ATTACHMENT 3 Project Descriptio n Complete the planning effort, environmental and permitting work, and land acquisition for the extensio n of the Bob Jones City-to-Sea trail between the Octagon Barn and Los Osos Valley Road . 0 Maintenance/R.eplacement ® New project 0 Fleet Replacement 0 New Fleet Reques t Council Goal / Measure Y Priority - List : Traffic Congestion Relie f Need and Urgency Currently the County's conceptual plan for the Bob Jones City-to-Sea Trail terminates at the Octago n Barn and the City's plan begins at Los Osos Valley Road (LOUR). Planning for this section between the Octagon Barn and LOVR is needed to ensure a continuous trail is developed . A joint City/County grant application is proposed to fund the planning effort. Readiness to Buil d q Study complete or 0 n/a q Equipment purchased or © n/a q Property owned or property agreement in plac e •Environmental approval and permits complete or q n/a Cl Specifications or construction documents complet e Environmental Review and Permits Require d •Environmental Review •Building Permi t 0 Waterway Permits (Fish & Game, Water Quality, Army Corps ) •Railroad •Other : Land acquisitions or easements will be required . Operating Program Number and Title : 50500 Transportation Planning/Engineering Project Phasing and Funding Sources C8-27 TRANSPORTATIO N Project Funding by Source . Budget to Date 2011-12 2012-13 2013-14 2014-15.2015-16 Total General Fund Grant $0 $0 $0 $0 $0 $40,000 $0 $125,000 $0 $40,000 $0 $345,000 $0 $550,00 0 Total $0 $0,$40,000_$125,000 $40,000,$345,000 $550,000 The project is dependent on the City/County receiving a grant to pay for the initial study, environmenta l review, and land acquisition (if needed). Future grants would be sought to pay for the design an d construction . General Fund would assume ongoing maintenance costs . Reduced /Enhanced Project Alternative s q Reduced project is feasible — Cost of reduced project : Q Project can be phased — Number of years for phasing :Project is presented as a phased project . Project Team Assignment Program Estimated Hours Project Management CIP Engineering Design 16 0 Environmental Review Planning Development Review 4 0 Project Proponent Transportation Planning & Eng .4 0 Contract Administration PW Administration 100 Construction Inspection CIP Engineering 8 0 ATTACHMENT a ~ Initial Project Costs by Phas e Budet to Date 2011-12 2012-13 2013-14 2014-15 2015-16 Total Study $0 $0 $40,000 $0 $0 $0 $40,00 0 Environmental / Permit $0 $0 $0 $25,000 $0 $0 $25,00 0 Land Acquisition $0 $0 $0 $100,000 $0 $0 $100,000 Design $0 $0 $0 $0 $40,000 $0 $40,000 Construction $0 $0 $0 $0 $0 $300,000 $300,00 0 Construction Management $0 $0 $0 ,$0 $0 $45,000 $45J 000 , Total $0 $0 $40,000 $125,000 ,.$40,000 $345,000 $550,00 0 Ongoing Costs by Typ e 2013-14 2014-15 2015-16 Total $0 $0 $0 $2,500 $2,500 , $0 $0 $0 $2,500,$2,50 0 Budget to late 2011-12 2012-1 3 Contract Services $0 $0 Total $0 $0 BOB JONES TRAIL OCTAGON BARN CONNECTIO N Detail of ongoing costs and alternatives to ongoing cost s Costs include general maintenance of the facility and assume no landscaping will be installed with th e project. C8-2 8 Meeting Date July 19, 201 1 Item Number counci lj aGEnda RepoR C C I T Y O F S A N L U I S O B I S P O FROM : Jay Walter, Public Works Directo r Prepared By : Peggy Mandeville, Principal Transportation Planne r SUBJECT : CALTRANS TRANSPORTATION PLANNING GRAN T APPLICATIO N RECOMMENDATION 1.Approve the submission of a Caltrans transportation planning grant for multi - jurisdictional corridor planning for the southern entrance to San Luis Obispo (Bob Jone s Trail : Octagon Barn Connection). 2.Adopt a resolution authorizing the City Manager to enter into any subsequent cooperativ e agreements or contracts for the project and execute the grant documents . DISCUSSION In November 2002, the City Council adopted a preliminary alignment plan and report for the Bo b Jones City-to-Sea Trail within the City limits to Los Osos Valley Road (LOVR). The County adopted a similar alignment plan in 2007 . Because neither effort included planning to th e City/County jurisdictional boundary, an approximate one mile gap has not been planned fo r between the County's Octagon Barn and the City's LOVR . With the assistance of community member Helene Finger, on March 30, 2011 staff submitted a community based transportation planning grant application titled, Multi-Jurisdictional Corrido r Planning for the Southern Entrance to San Luis Obispo . The grant will fund the planning of a 1 - mile bikeway corridor on the Bob Jones City-to-Sea Trail between the Octagon Barn and Lo s Osos Valley Road (Attachment 1). The effort will result in a community supported preferre d route plan and report that completes the planning for this regional non-motorized transportatio n system . The community and stakeholder based final planning report and preferred trail route will be th e guiding documents for the environmental, final design, permitting and constructing phases of th e project . Armed with key planning data based on significant public input, the City/County will b e prepared to move into the environmental review and final design stages . The resulting plan wil l also be utilized to attract funding for construction of this missing link . A component of the grant application requires a local resolution from the applicant's governin g board stating the title of the person authorized to enter into a contract with Caltrans . The attached resolution will satisfy this requirement . C8-29 CONCURRENCE S As part of the FY 2011-13 Financial Plan goal setting process, the Bicycle Advisory Committe e recommended this project as a Major City Goal . FISCAL IMPAC T The project is included in the approved FY 2011-13 Capital Improvement Plan and titled, Bo b Jones Trail : Octagon Barn Connection (Attachment 2). The Capital Improvement Plan identifie s $40,000 in grants to fund the study . To meet the requirements of the community based transportation planning grant, additional funds were allocated to the public outreach effort. Specifically, the following funding information was included in the grant application : Project Funding Informatio n Grant Funds Requested $76,23 0 Local Match- Cash $6,35 5 Local Match- In Kind $2,11 5 Total Project Cost $84,70 0 Source of Local Match City General Fund If the City is awarded the grant, the local match can be met within the Transportation division's adopted budget . ALTERNATIVE S Deny the grant application .The City Council may direct staff to withdraw the transportatio n planning grant application . Staff does not recommend this alternative as the grant funds th e planning effort needed before additional grants can be sought for the design and construction . ATTACHMENT S 1.Location Ma p 2.FY 2011-13 Capital Improvement Plan Excerp t 3.Resolution T :\Council Agenda Reports\Public Works CAR\2011\Transportation\Transportation Planning Grant application\CAR .doc C8-3 0