HomeMy WebLinkAbout03/06/2001, C2 - REQUEST FOR PROPOSALS FOR THE DESIGN OF FOUR CAPITAL IMPROVEMENT PROJECTS: HISTORIC SOUTHERN PACIFI council `DM=h 6.2001
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C I T Y OF SAN LUIS OBISPO
FROM: Mike McCluskey. Director of Public Works 050
Prepared By: Terry Sanville, Principal Transportation Planner
SUBJECT: REQUEST FOR PROPOSALS FOR THE DESIGN OF FOUR CAPITAL
IMPROVEMENT PROJECTS: HISTORIC SOUTHERN PACIFIC
FREIGHT WAREHOUSE REHABILITATION: GARDEN STREET
MAKEOVER; MISSION PLAZA: BROAD STREET "DOG LEG;" AND
MORRO STREET BICYCLE BOULEVARD AND INTERSECTION
IMPROVEMENTS.
CAO RECOMMENDATION
1. Authorize staff to distribute the projects' Request for Proposals (RFPs) and for the CAO to
award and execute contracts with gaalifieu service providers if the amounts are within
budget
2. Appropriate $8,600 from the General Fund to provide the matching funds required by the
approved Federal Transportation Enhancement Activity (TEA) Graiit for re.flabilitating the
Historic Southern Pacific Freight Warehouse.
3. Appropriate $43,000 from the General "Fund to support design services for thy: i\lission
Plaza"dogleg"project.
4. Approve budget transfers from the New Traffic Signals project account ($17,500), the
Minor Bicycle Facility project account ($8,750), the Downtown Access Improvements
project account ($8,750) to fund the cost of designing the Morro Street bicycle boulevard
and intersection improvements.
DISCUSSION
A.Synopsis of Each Project
The Capital Improvement Program (CIP) that is part of the 1999-2001 Financial Plan specifically
includes the first three projects summarized below. The fourth project is intended to carry out
Council-directed actions to improve traffic operations on Santa Barbara Street and to irnprove
bicycle access to the downtown.
I. Historic SPRR Freight Warehouse Rehabilitation. In 1999 the City purchased this historic
freight warehouse front Union Pacific Railroad. The City received a federal grant to help
rehabilitate the structure. The intended use of the building is a railroad museum. In 2000, the
City Council approved a lease agreement with the San Luis Obispo Railroad Museum
(SLORRM), a non-profit group that will operate the museum. Federal and local funds will be
used to improve all of the building's systems and provide for exterior landscaping. SLORRM
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Council Agenda Report:RFPs for the Design of Four Capital Improvement Projects
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will be responsible for funding tenant improvements inside the structure. Because the building
is potentially eligible for listing on the National Register of Historic Places, its rehabilitation
must meet standards set by the Federal Department of Interior and the State Historical
Preservation Office.
Study and Design Budget: $75,000
Source of Funds: 88.5% Federal TEA Grant and 11.5% General Fund (Note: the current
Financial Plan does not show a General Fund appropriation to match the secured Federal Grant
funds. Approval of CAO Recommendation#2 will provide for the requisite matching funds.)
Budget Reference: Appendix B, page 352.
2. Garden Street Makeover. The City will renovate Garden Street between Marsh and Higuera
Streets to beautify the area and improve pedestrian circulation. This project was introduced
over a decade ago when Garden Street merchants presented a conceptual design to the ARC.
This project is consistent with the Conceptual Physical Plan for the City's Center and is called
for by the 1994 General Plan Circulation Element (project DA, page 49). This project is also
an adopted City Council financial planning goal (reference 1999-01 Financial Plan).
Study and Design Budget: $40,000
Source of Funds: 100% General Fund
Budget Reference: Appendix B, page 246
3. Mission Plaza: Broad Street "Dog Leg." The City would close Broad Street between Palm
and Monterey Streets to through automobile traffic (the "dog leg"segment) and expand Mission
Plaza into the area. Public vehicle access to the parking lot adjoining the Historical Museum on
Monterey Street would be retained, along with access to the mid-block dwelling at 975 Broad
Street. There is no specific "architectural program" established for this plaza extension; and
any program will be significantly affected by how vehicle access is h:.ndled. Therefore, this
project's RFP suggests that the selected consultant, city staff,project stakeholders, and the ARC
and City Council be involved in establishing a project scope and conceptual design.
Staff anticipates that closing the Broad Street dogleg to through vehicular traffic will continue
to be a public issue. Therefore, in developing a concept plan for the plaza expansion, the
consultant will be required to prepare alternative sketch plans that demonstrate various levels of
vehicle.access — e.g. full closure consistent with current policy; one-way traffic flow; retention
of existing traffic lanes but removal of curb parking, or cul-de-sac options.
Since all adopted City documents call for the complete closure of Broad.Street, all consultant-
prepared sketch plans should be proposed as possible phases of an effort to fully close the
Broad Street dogleg. When the City Council reviews these sketch plans, it will decide whether
to phase in the street closure, authorize full closure as part of the project's initial construction,
or amend its current policy and accept a partial street closure as a permanent solution. Any
sketch plan alternative will also demonstrate the effects of retaining any through vehicular
access on the availability and use of expanded public plaza space.
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Council Agenda Report: RFPs for the Design of Four Capital.Improvement Projects
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On February 3, 2001, the City Council adopted budget goals that will guide the preparation of
the 2001-03 Financial Plan. One of these goals reads as follows:
Downtown Cultural Center Plan: Prepare a specific plan and environmental impact
report that will forward the development of a Cultural Center in the Downtown. The plan
should use the Conceptual Physical Plan for the City's Center as its guide and include the
following in its scope: The Mission, Mission Museum, Mission Plaza (extended) [emphasis
added], county Historical Museum (expanded), Art Center (expanded), Little Theater
(relocated), Children's Museum (expanded) and other supportive elements, including
parking. The plan should be prepared with the assistance of a design and environmentally
sensitive consultant and should address: private and public funding commitments and
construction timetables, necessary property acquisitions, street closures and circulation
proposals [emphasis added].
The bold faced items within this goal statement indicate that the Mission Plaza extension and
closure of the Broad Street dogleg is an integral part of a larger vision for the cultural center
area. Therefore, by approving the distribution of this project's RFP, the Council would be
initiating a pan of this larger vision before the area's overall plan is complete.
Alternatively, the Council may choose to defer the distribution of this project's RFP pending
the adoption of_ the Downtown Cultural Center Plan. The length of time that the
.implementation of this project would be deferred will depend on the priority given to the
preparation of the cultural center plan. However, even if that planning effort received a high
priority, given current department workloads and the amount of time needed to hue consu!tants
and prepare, process and adopt a specific plan, construction of the Mission Plaza extension.
could be some years away.
Given the Iona-standing status of the Mission Plaza Expansion project, its inclusion in the
1999-2001 Financial Plan, the 1993 Conceptual Physical Plan, and the 1994 General Plan
Circulation Element, and its status as an adopted 1999-01 City Council goal, staff recommends
that the City Council authorize the distribution of RFPs at this time..
Study and Design Budget: $20,000 for study. (Note: the Financial Plan identifies $43,000 in
2001-02 to cover the cost of designing this project. Approval of CAO Recommendation#3 will
appropriate funding at this time to cover the full scope of study and design services.)
Funding Source: 100% General Fund
Budget Reference: Appendix B,page 250
4. Morro Street Bicycle Boulevard and Intersection Improvements. In 1999 the City Council
supported changes to Santa Barbara Street to improve traffic operations. One proposed change
is to install left tum pockets on Santa Barbara Street at the Upham-Morro Street intersection.
These turn pockets would address current safety concerns and provide access to the newly
developing Railroad Transportation Center (RTC) on the south side of Santa Barbara Street.
The Council also supported, in concept, the installation of a traffic signal at this intersection,
and the closure of the south end of Morro Street to through motor vehicle traffic. By closing
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Council Agenda Report:RFPs for the Design of Four Capital Improvement Projects
Page 4
can avoid the highly trafficked Osos Street corridor. This bicycle boulevard concept has been
supported by the Bicycle Advisory Committee (BAC) and is recommended by the BAC as a
Council Goal for the upcoming Financial Planning cycle.
Study and Design Budget: $35,000 staff estimate
Funding Source: 50% USHA Grant (New Traffic Signal) 25% USHA Grant (Downtown
Access Improvements), 25% USHA Grant (Minor Bicycle Projects). CAO Recommendation
#4 suggests that funding from these project accounts be transferred to this project's account.
These transfers are fully consistent with the scope and intent of the USHA Grants — which'
provide funding for"categories"of projects.
Budget Reference: New traffic signal (Appendix B, page 188); Downtown Access
Improvements (Appendix B,page 237),Minor Bicycle Projects(Appendix B,page 244).
B. Services Required
Each of these four projects may require architectural, landscape architectural, and engineering
design services to varying degrees. All of the projects will involve "stakeholder groups" and a
schematic and final design process that must satisfy stakeholder and community needs. All projects
will involve actions by the City's Architectural Review Commission and the City Council.
FISCAL IMPACTS
These RFPs only cover the cost of studying project alternatives and preparing construction
documents for the selected designs. The funding identified by the 1999-01 Financial Plan for these
services and the sources of these funds are shown in the previous section of this report.
The 1999-01 Financial Plan identifies design and construction funding for the SPRR Freight
Warehouse Rehabilitation in FY 2000-01 ($440,000) and for the Garden Street Makeover in FY
2001-02 ($250,000). Staff believes that the amount of funding currently available to support the
Freight Warehouse project will be insufficient to fully rehabilitate the building. During the five
years since this project was first conceived, the building has continued to deteriorate, the cost of
construction has increased, and the expectations of the level of improvements have also increased.
What started as a "building stabilization and partial restoration project" has evolved into a "turn
key"project for the San Luis Obispo Railroad Museum (SLORRM), with SLORRM supporting the
costs of interior tenant improvements only. Staff believes that achieving this higher expectations
will require additional funding—possibly as much as an additional $500,000. The Architect who is
hired to prepare rehabilitation plans will be required to produce cost estimates at an early sage of
design process. Should additional funding be required, staff suggests that the use of Community
Development Block Grant (CDBG) funding be considered, as well as private funding sources.
Staff is alerting the Council to this situation at this time so that there are no surprises as the project
proceeds.
The Monro Street Bicycle Boulevard and Intersection Improvements project is not specifically
included in the 1999-01 Financial Plan. However,more broadly defined programs that are included
in the Financial Plan encompass it. For example, two already-funded programs include: downtown
bicycle access improvements identified for FY1999-00, and minor bicycle projects for FY 1999
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Council Agenda Report:RFPs for the Design of Four Capital Improvement Projects
Page 5
through 2003. CAO Recommendation # 4 suggests that funding from these broader program
budgets be transferred into this prograrn's account, in the amounts specified. Concerning the-actual
construction of the new traffic signal, it is staff's intent to submit a separate CIP request for the
installation of a traffic signal at the Santa Barbara-Upham intersection.
The 1999-2001 Financial Plan does notddentify construction funds for the Mission Plaza Extension
project because its scope has yet to be defined and could vary significantly. The Financial Plan
only identifies $20,000 for "study" of the project with funds for project design targeted for FY
2001-2002. Approval of CAO Recommendation#3 would advance the necessary funds to proceed
with both study and design of the project at this time. Funding for construction of the project will
be requested after its design has been approved.
All capital projects that are targeted for construction after FY 2000-01 do not have an official City
funding commitment. Therefore, in approving these RFPs and sanctioning the proposed design
services, the Council should be prepared to consider requests for construction funding as part of the
upcoming 2001-03 Financial Planning Cycle for the Garden Street Makeover and for installing a
traffic signal at Morro and Santa Barbara Streets. It is likely that a request for construction funding
for the Mission Plaza expansion will be deferred until the mid-point of the upcoming Financial Plan
cycle.
ALTERNATIVES
The Council may choose to defer the distribution of RFPs for one or more of the four projects
identified in this report.
ATTACHMENTS
Workscope Sections of RFPs for.
1. The Morro Street Bicycle Boulevard
2. Historic Southern Pacific Freight Warehouse Rehabilitation
3. Garden Street Makeover
4. Mission Plaza Extension: Broad Street Dogleg
Complete RFD's are available in the Council Reading File
1:\Everyone\CouncitAgendaReportsTouT CIPRFPs
C2-5
City of
San Luis Obispo
spo ------
995 Morro Street,San Luis Obispo,CA 93401
Notice Requesting Proposals for
Planning and Engineering Services:
Morro Street Bicycle Boulevard & Intersection Improvements
(Specification No.
NOTICE IS HEREBY GIVEN THAT the City of San Luis Obispo, State of California, will
receive sealed proposals for the Morro Street Bicycle Boulevard & Intersection Improvements
pursuant to Specification No. The Department of Public Works must receive all
proposals by 3:00 P.M. on Friday, Proposals received after said time
will not be considered. To guard against premature opening, each proposal shall be submitted to
the Public Works Department in a sealed envelope plainly marked with the proposal title,
consultant name and address, and time and date of the proposal opening. Proposals shall be
submitted using the forms provided in the specification package.
General Work Description: Prepare conceptual plans and final construction plans, specifications,
and estimates (PS&E) for improvements to the south end of Morro Street at Santa Barbara Street.
These improvements will involve:
1. Closing the street to through vehicular traffic while retaining through access for bicycles
and pedestrians;
2. Installing a traffic signal at the reconfigured Morro-Upham-Santa Barbara Street
intersection; and
3. Establishing a new pavement striping scheme at this intersection that provides for a
southbound turn pocket on Santa Barbara Street at the City's Railroad Transportation
Center property.
For additional information,contact Terry Sanville,Principal Transportation Planner,in the San Luis
Obispo Public Works Department,Transportation Division at(805) 781-7178.
G:\TmnsportationPmje=\GardenStMormStMissionPL,Lza\RFP(MorroSawtOosure)
The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410. C2-6
Specification No.
TABLE OF CONTENTS
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A. Description of Work F 1
B. General Terms and Conditions 8
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 13
Proposal Content
Project Management
Submittal of References
Statement of Contract Disqualification's
Statement of Consultant Information
Proposal Evaluation and Selection
Contract Award
Failure to Award
Proposal Review and Award Schedule
Pre-Proposal Conference
Ownership of Materials
Release of Reports and Information
Copies of reports and Information
Required Deliverable Products
Attendance of at Meetings and Hearings
Accuracy of Specifications
D. Sample Form of Agreement 21
E. Insurance Requirements 23
F. Proposal Submittal Forms 25
Sub-consultant Listing
References
Statement of Past Contract Disqualifications
Consultant List
Attachments
Exhibit A: Area map showing key features and streets.
Exhibit B: City Approved Specifications for Traffic Signal Video Detection Systems
Exhibit C: Staff-Prepared Concept Design for Morro Street Closure
Exhibit D: Santa Barbara Street Traffic Lane Delineation Plan(part of RTC Plan Set)
Exhibit E: Architectural Review Check Lists
Exhibit F: Listing of Digital Map Information available from City
Section A
DESCRIPTION OF WORK
1. INTRODUCTION
The City of San,Luis Obispo wants to improve bicycle access to its Central Business District
(CBD). While access from the north and west has been provided through the installation of Class It
bike lanes on selected City streets, options for installing bike lanes from the south are more limited
due to narrow street rights-of-way and the heavy use of curb areas for vehicle parking.
As shown on the attached Exhibit A, Osos Street provides the most direct access route to the CBD
and is used as the primary vehicle access route. However, that street is narrow and curb parking is
heavily used. In contrast, Morro Street, which parallels Osos Street one block to the west,has very
low traffic volumes, has a broad curb-to-curb dimension, modest use of curb parking, and passes
through a relatively-quiet residential district. It is the City's intent to establish Monro Street as the
primary bicycle access route into the downtown from the south.
While the City wants to direct bicyclists to use Morro Street, improvements that encourage this
street's use by bicyclists (e.g. turn pockets, a traffic signal on Santa Barbara Street, and the removal
of stop signs at certain intersections along Morro Street) can also encourage inappropriate "cut
through vehicle traffic." As a way of protecting residents along Morro Street from cut through
traffic while fostering free flow bicycle access, the City intends to close Morro Street to vehicle
traffic at its south end. This street closure will have an important additional benefit of simplifying
the traffic operations at the existing five-approach intersection by eliminating one of its approaches.
Closing Monro Street at its south end will also enable the installation of a southbound left tum
pocket on Santa Barbara Street to provide access at the northern driveway to the City's newly
developing Railroad Transportation Center (RTC). The RTC, which fronts the east side of Santa
Barbara Street, will provide parking for increased AMTRAK patronage, layover parking for the
regional bus system, and will include a Railroad Museum and historic railroad displays sometime in
the near future. Future access demand at this northern driveway will be significant as the RTC
becomes fully operational and as an additional outlet for the already-developed Railroad Square
Area.
Finally, with the creation of the RTC on the south side of Santa Barbara Street, pedestrian and
bicycle access from the southeast via the Jennifer Street Bridge will create a need for a safe crossing
location along Santa Barbara Street. A traffic signal is needed at the northern driveway of the RTC
to safely manage vehicle turning at this new intersection and enable pedestrians and bicyclists to
cross this busy arterial street. This need for an additional controlled access point is significant
because the nearest existing signal-controlled intersections are over 450 meters from this location in
either direction.
2. GENERAL PROJECT DESCRIPTION
The City wants to hire a qualified consultant team to prepare a new design for the Morro-Upham-
Santa Barbara Street intersection that includes the following features and meets the following
performance objectives:
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Design Features
I Close Morro Street at its south end by modifying and extending the sidewalks and landscaped
parkways across the street. Full access to Upham Street shall be maintained.
2 Provide a pathway that cuts through the street closure area and enables bicycle and pedestrian
access between Morro and Santa Barbara Streets.
3 Install a traffic signal that safely manages traffic from Upham and Santa Barbara Street,
enables access to and from the RTC at its northern driveway, and manages pedestrian and
bicycle traffic crossings of Santa Barbara Street.
4 Redesign the lane markings on Santa Barbara Street, primarily north of its intersection with
Morro Street,to include a southbound left turn pocket at the RTC's northern driveway.
5 Modify Morro Street between Santa Barbara and Marsh Streets to create a bicycle boulevard.
The purpose of this boulevard is to give priority to north-south bicycle traffic flow on Morro
Street in a safe and convenient manner.
Performance Objectives
5 The design of the street closure shall maintain all existing driveway access to properties
adjoining the south end of Monro Street and the east end of Upham Street.
6 All improvements within the public right-of-way shall use materials and be designed
consistent with the policies and standards contained within the City's Railroad District Plan.
7 The planned traffic signal will use video detection that meets specifications established by the
City (see attached Exhibit B). The selected video detection system must be capable of
detecting bicycles.
8 To the greatest extent possible, maintain existing curb parking for vehicles along Monro Street
between Church Street and its planned southern terminus. The development of a closure plan
for Monro Street shall include an evaluation of diagonal parking options for this street segment
and options for enabling motorists to turn around at the street's southern terminus.
3. PROJECT HISTORY AND CONCEPTUAL DESIGN
After two years of development, the City Council adopted the Bicycle Transportation Plan in 1993.
One key issue that arouse during the plan's adoption was how to provide bicycle access to the
downtown from the Santa Barbara Street corridor. Creating a bicycle boulevard on Morro Street or
removing curb parking along Osos Street to accommodate bike lanes were alternatives that were
discussed. Area residents and business owners criticized both of these alternatives for a variety of
reasons. As a result, the adopted 1993 Bicycle Transportation Plan did not resolve this issue.
Rather, the plan stipulates that bikeway options shall be evaluated as a"future study" item. Now is
the time to resolve this issue. The design a specific bikeway option—the bicycle boulevard—is the
subject of this RFP.
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In 1998, a traffic consultant working for the City prepared plans for improving traffic operations
along the Santa Barbara— Osos Street corridor between Islay and Broad Streets (State Route 227).
This operational plan was reviewed by the City Council. The Council directed its staff to work
with the property owners along Santa Barbara Street and impacted side streets to develop a plan
more acceptable to the owners and tenants. In July 1999, the Public Works Staff presented
recommendations for changing Santa Barbara Street to the City Council and the Council endorsed
those changes.
As part of these previous studies, a conceptual design for the closure of Morro Street was prepared
(attached as Exhibit Q. As part of its support for the Santa Barbara Street operational plan, the
Council endorsed the basic concept of closing Monro Street with the understanding that residents
and property owners would be consulted to resolve any specific design issues. At that time
residents and owners that participated in the public meetings appeared to support the closure of
Morro Street (as a way of mitigating potential through traffic impacts) but were concerned about
impacts to driveway access and curb parking along that street. Also, the City's Fire Marshall
expressed a desire to be involved in the design of any street closure and identified the need to
consider emergency service options for the area.
As part of the development of the RTC, the City is widening Santa Barbara Street along its eastern
edge, generally extending from Morro Street to High Street. This widening allows the installation
of a two-way tum pocket in the center of the street and dedicated left tum pockets at each end of
this long block(tum pockets at Upham and High Streets). An excerpt from the RTC's construction
plan is included as Exhibit D that shows the interim configuration of the Morro-Upham-Santa
Barbara Street intersection.
In sum, the construction of the RTC and the closure of the south end of Morro Street to improve
traffic operations create the opportunity for establishing a bicycle boulevard on Morro Street and
thereby resolving a long-standing bicycle access issue.
4. THE PLANNING PROCESS
While the concept of closing the south end of Morro Street has already been introduced to our City
Council and area residents, the acceptability of such an action may depend on.the specific design
developed. Key stakeholders in the process include residents along Morro Street and along the east
end of Upham Street, the owners of the restaurant on the corner of Upham and Santa Barbara
Streets,representatives of local bicycle advocacy groups(SLO Bicycle Club, City Bicycle Advisory
Committee), and City Fire Department officials. In establishing the design for this project,the City
anticipates that the following activities will be undertaken:
A. Evaluate existing conditions to understand current and developing traffic, pedestrian, and
bicycle circulation situation.
B. Prepare a dimensioned Concept Plan that clearly identifies all proposed changes within
the Morro Street, Upham Street, Santa Barbara Street site area. An administrative draft of
the Concept Plan will be critiqued by City staff prior to its release for public review.
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D. Sponsor a neighborhood workshop that solicits input from project stakeholders and
follow up with individual contacts with those stakeholders wishing to provide detailed
feedback.
E. Refine project design based on public and City staff input, prepare and submit application
and plan materials to the Community Development Department necessary to secure project
approval from the City's Architectural Review Commission (see checklists attached as
Exhibit E).
F. Prepare construction plans, specifications and estimates in a format and including
information that meets all City standards and that is ready for distribution to bidders.
Throughout this planning process, the selected consultant will take the lead in preparing all
documents, applications, plans, and related materials and for arranging for public meetings and
opportunities for public input. The City will provide public notice of meetings as needed.
5. DELIVERABLES AND SPECIFIC SERVICES
Consistent with the planning process described above, the selected Consultant shall provide at least
the following:
Deliverables
A. A dimensioned concept plan (site plan, with sample elevations as needed) of the site area
that accurately shows all improvements in plan view at a scale that is suitable for public
presentations and discussion. The concept plan shall show the relationship of
improvements to adjoining private properties and access to them.
B. A complete Architectural Review Commission (ARC) project application and all
requisite accompanying materials necessary to achieve approval from the ARC.
C. Presentation materials and information needed to schedule and conduct the
neighborhood workshop.
D. A bid-ready set of construction documents (PS&E) that meet all City standards. Plans
sets should be submitted for plan check review at 75%, 90% and 100% of completion.
Note: consultant proposals should identify each plan sheet that the consultant anticipates
would be a part of this final bid package.
Specific Services
E. Scheduling all meetings and presentation of plans to groups, individuals, and the ARC.
F. Modify initial plan concepts that are the result of the public review and the City's own
internal plan review process.
G. Coordination of the efforts to prepare this project's design with other public and private
activities that may affect the site area.
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H. Conduct any special studies that may be needed to validate the functionality of the
proposed design and arrangement of improvements within Morro-Santa Barbara Street.
City staff does not anticipate that additional traffic studies will be needed to design this
project. The Santa Barbara Street Operational Study(Fehr&Peers, 1999) should provide
sufficient traffic data; or City Transportation Staff can collect supplemental data as needed.
(Since the need for other special studies is unknown, they have not been identified in this
RFP. However, based on its knowledge, the consultant may identify the need for extra
studies as part its proposal and shall stipulate their costs.)
H. Be available for up to 20 hours of consultation during the construction phase of the
project. (The City will provide all construction inspection and management services.)
I. Provide PS&E related services such as an accurate site survey. (The cost of these
services shall be listed.separately.)
The City's Project Manager (CPM) will be responsible for preparing a project description and
securing an environmental clearance for the project from the San Luis Obispo Community
Development Department (the designated local lead agency). The issuance of a Categorical
Exemption under the California Environmental Quality Act (CEQA) is anticipated. Should other
environmental studies be required,the City will be the responsibility for completing them.
6. PROJECT BUDGET
The City has not established a specific budget for design services for this project.
7. STANDARDS TO BE USED
In performing the services and providing the products described in the preceding section, the
Consultant shall, as a minimum,use the following standards:
❖ Metric Engineering Construction Standards&Metric Engineering Design Standards,City
of San.Luis Obispo Pubic Works Department,Engineering Division.
❖ San Luis Obispo Architectural Review Guidelines and application materials. All ARC
materials are available from the San Luis Obispo Community Development (Planning)
Department at 990 Palm Street, San Luis Obispo, 93401.
❖ CAD Drafting Standards, San Luis Obispo Public Works Department, Engineering
Division.
❖ Pertinent plan documents including the Railroad District Plan (1999), Bicycle
Transportation Plan (1993). Consultants should note that this project is within the
Railroad District Plan area. This plan includes standards for the design of public and
private improvements with the overall goal of preserving and enhancing the historic
railroad character of the area.
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8. INFORMATION TO BE PROVIDED BY CITY
The digital map data listed on Exhibit F is available from the City of San Luis Obispo Geodata
Services section. Contact Alice Carter at (805) 781-7167 for questions about the form and content
of the data sets. The City will provide this `off the shelf' data to the selected Consultant at costs
established by the City's GIS Division.
The Public Works Department Engineering Division maintains a variety of mapped information
sources that may be helpful in developing this project. Contact Christine Comejo at (805) 781-
7216 with specific questions.
The City will provide a complete set of construction drawings for its Railroad Transportation
Center, including the approved interim lane delineation plans for Santa Barbara Street and the Santa
Barbara-Morro Street intersection. The traffic study that was completed for he RTC will also be
made available along with other CEQA documents.
The City will provide a copy of the Santa Barbara Street Operational Study(Fehr and Peers, 1999)
to the selected consultant. This study includes existing traffic volumes and turning movements at
key intersections,including the Santa Barbara-Upham-Morro Street intersection.
ATTACHED
Exhibit A: Area map showing key features and streets.
Exhibit B: City Approved Specifications for Traffic Signal Video Detection Systems
Exhibit C: Staff-Prepared Concept Design for.Morro Street Closure
Exhibit D: Santa Barbara Street Traffic Lane Delineation Plan(part of RTC Plan Set)
Exhibit E: Architectural Review Check Lists
Exhibit F: Listing of Digital Map Information available from City
s
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GeoData «--`"Services
CIL)'of&%I)lUlS oolspo
990 Palm, San Luis Obispo CA 93401
(805) 781-7167
Digital Map Data Available from the City of San Luis Obispo
Geodata Services
December 2000
Basic (5200) - giaeering Geographic Data Set
DWG format:
control points (GPS)
contours - 2M
contours - 0.5M
right-of-way
street centerlines
street names
city reference grid
utility water lines (schematic)
utility sewer lines (schematic)
SEP format:
control points (GPS)
contours - 2M
right-of-way
.street names
city reference grid
city limits
• Enhanced ($350) - Geogqraphic Data Set - Basic plus:
railroad tracks
railroad right-of-way
airport runways
highway 101 centerlines
highway 101 paveout
city limits
county line
greenbelt boundary
watershed boundary
urban reserve line
SLO county major roads
creeks
Laguna Lake
historic districts
truck routes
building footprints
general plan / landuse
zoning
* Enhanced Plus ($400 e_v_erythin3 above_
plus parcels and address voints
Also available:
Aerial Imagery ($200) - MrSID® (Lizardtech) format with viewer application setup
included
All City of San Luis Obispo digital maps are in CA State Plane, Zone V, MAD 83, meters
(horizontal) and CA State Plane, Zone V, NAV 88, epoch 92, meters (vertical)
C2-17
City of San Luis Obispo
Geodata Services
Regarding Geographic Information and Aerial Photography:
Distribution Liability:
Disclaimer:
While every effort has been made to ensure that this data is accurate and reliable within the limits of
the current state of the art, the City of San Luis Obispo does not assume liability for any damages
caused by any errors or omissions in the data, nor as a result of the failure of the data to function on
a particular system. The City of San Luis Obispo makes no warranty, express or implied, that this
data is accurate and reliable,nor does the fact of distribution constitute such a warranty. Users must
assume responsibility to determine the appropriate use of these data.
Limitation of Use:
The City of San Luis Obispo provides this data to you for your exclusive use. This data may
not be given away, sold or otherwise distributed to any third party without express written
permission from the City of San Luis Obispo.
In addition, the City of San Luis Obispo water and sewer maps are schematic representations only
and should not be relied upon for any purpose that requires accurate location of these features. For
further information,contact the City of San Luis Obispo,Utilities Department.
C2-18
City of
San Luis Obispo
995 Morro Street,San Luis Obispo,CA 93401
Notice Requesting Proposals for
Planning and Engineering Services:
Historic Southern Pacific Freight Warehouse Rehabilitation
(Specification No.
NOTICE IS HEREBY GIVEN THAT the City of San Luis Obispo, State of California, will
receive sealed proposals for the Historic Southern Pacific Freight Warehouse Rehabilitation
pursuant to Specification No. The Department of Public Works must receive all
proposals by 3:00 P.M. on Friday, * Proposals received after said time
will not be considered: To guard against premature opening, each proposal shall be submitted to
the Public Works Department in a sealed envelope plainly marked with the proposal title,
consultant name and address, and time and date of the proposal opening. Proposals shall be
submitted using the forms provided in the specification package.
General Work Description. This project will be undertaken in two phases:
1. Work with the intended users of the freight warehouse — the San Luis Obispo Railroad
Museum (SLORRM) — and with historic preservation agencies (City Cultural Heritage
Committee, State Historic Preservation Office (SHPO)) to prepare a preliminary plan for
the rehabilitation and reuse of the freight warehouse; and
2. After securing requisite approval of the preliminary plan from the City's Architectural
Review Commission, prepare final construction plans, specifications, and estimates (PS&E)
for improvements to the building consistent with the approved preliminary plan, and receive
final approval of these documents from the State Historic Preservation Office and the San
Luis Obispo City Council.
For additional information, contact Tim Bochum,Deputy Director of Public Works, in the San Luis
Obispo Public Works Department, at(805)78177203.
G-\Transportation\Tramport=onProjects\GardenStMonnStMissionPlaza\FreightWaTehouseRehabilitation
The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410.
C2-19
Specification No.
TABLE OF CONTENTS
A. Description of Work 1
B. General Terms and Conditions 8
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 13
Proposal Content
Project Management
Submittal of References
Statement of Contract Disqualification's
Statement of Consultant Information
Proposal Evaluation and Selection
Contract Award
Failure to Award
Proposal Review and Award Schedule
Pre-Proposal Conference
Ownership of Materials
Release of Reports and Information
Copies of reports and Information
.Required Deliverable Products
Attendance of at Meetings and Hearings
Accuracy of Specifications
D. Sample Form of Agreement 18
E. Insurance Requirements 20
F. Proposal Submittal Forms 22
Sub-consultant Listing
References
Statement of Past Contract Disqualifications
Consultant List
Attachments
Exhibit A: Site Plan for the Railroad Transportation Center.
Exhibit B: Proposed Space Utilization(Source:SLORRM)
Exhibit C: Photograph of Building(June,2000)
Exhibit D: Site Area for Building Rehabilitation Project
Exhibit E: Architectural Review Checklist
Exhibit F: Digital map data list
Exhibit G: Excerpts,Railroad District Plan
Section A
DESCRIPTION OFWORK
1. INTRODUCTION
The City of San Luis Obispo has received a Federal Transportation Enhancement Activity (TEA)
grant to help pay for the rehabilitation of the historic Southern Pacific Freight Warehouse located at
1940 Santa Barbara Street. In 1999,the City purchased the warehouse and land surrounding it from
the Union Pacific Railroad. The City wants to hire a qualified architect to undertake the necessary
evaluations, to work with project stakeholders and local and state agencies, and to prepare
construction documents necessary to fully restore this historic railroad building.
The freight warehouse sits on land adjacent to the railroad right-of-way,' on a site called the
Railroad Transportation Center (RTC), located at 1960 Santa Barbara Street, San Luis Obispo,
California. The RTC provides vehicle parking for AMTRAK patrons and functions as a layover
facility for the San Luis Obispo Regional Transit system (see attached Exhibit A). The intended
use of the freight warehouse is a railroad museum, with incidental space reserved for a restroom
and a small lounge for bus drivers employed by the regional transit system. The City has entered
into a long-term lease agreement with the San Luis Obispo Railroad Museum (SLORRM), a non-
profit organization that will operate the railroad museum. As part of this lease agreement,
SLORRM has prepared an exhibit that shows their desires for apportioning the building's interior
space for the various functions—attached as Exhibit B.
The freight warehouse has been identified by the City as a structure that is potentially eligible for
inclusion on the National Register of Historic Places. Because of this building's historic status, the
U.S. Department of Interior's standards for the rehabilitation of historic buildings must be used.
The City's Cultural Heritage Committee and the State Historic Preservation Officer(SHPO) must
review the project's plans. The City has also adopted the Railroad District Plan that includes
policies and standards for development or rehabilitation efforts within the district area. These
policies and standards shall guide the preparation of rehabilitation plans for the warehouse.
2. GENERAL PROJECT DESCRIPTION
A photograph of the freight warehouse is attached as Exhibit C. The building depicted in the
photograph shows evidence of long-term neglect. Notwithstanding its appearance, the
warehouse continues to be used by a local furniture retailer for storage of inventory. This use is
controlled by a month-to-month lease-agreement with the City.
Adjoining the freight building on the "railroad side" of the structure is a strip of land also owned by
the City. This strip is reserved for the installation of a railroad track and the display of historic
railroad cars and equipment. SLORRM also has ideas for installing other displays and equipment
within the RTC site itself, including a historic boxcar in the planter area along the west side of the
building. SLORRM has proposed to use the boxcar for storage of materials associated with the
museum's operation and maintenance of historic railroad displays. No City approval of this
arrangement has been granted to date.
C2-21
-2-
Project Site Area and Design Objectives: The site area is shown on Exhibit D and is bounded on
the east by the City's common property line with the Union Pacific Railroad, and on the north,
south, and west by the edge of the concrete platform (shared pedestrian and bicycle path) that was
installed as part of the RTC's development. When the RTC was developed, utilities (water, sewer,
electric, gas, and telecommunications) were extended under the parking lot to this project's site.
The location of these utility extensions is depicted on plan sheets that are part of the RTC's plan set.
The design of rehabilitation plans for the Historic Southern Pacific Freight Warehouse should
achieve the following objectives:
❖ Provide habitable space(not including tenant improvements within the part of the building
reserved for museum space)that can accommodate a publicly accessible Railroad Museum,
and a restroom and small lounge area for bus drivers employed by the regional transit
system.
❖ Provide a rehabilitated building that utilizes materials and architectural elements that are
consistent with the historic character and use of the building and with the City's adopted
Railroad District Plan.
❖ Rehabilitate the building in a way that successfully meets City's Historic Preservation
Program Guidelines and the Secretary of the Interior's Standards for the Rehabilitation of
Historic Properties, as published by the U.S. Department of Interior as administered by the
State Historic Preservation Office.
❖ Provide a building that complies with access provisions of the Americans With Disabilities
Act(ADA)and the State Building Code.
❖ Provide a building that, to the extent feasible and consistent with rehabilitation guidelines,
complies with seismic safety building code provisions.
3.THE PLANNING PROCESS
When restored, the Historic Southem Pacific Freight Warehouse will be the signature building
within the Railroad Transportation Center. Its rehabilitation is one important element of a long-
standing City and private property owner effort to upgrade and enhance the community's Railroad
Historic District. Key stakeholders in the planning process include representatives of SLORRM,
City Planning and Public Works staff, staff representatives for the San Luis Obispo Council of
Governments (SLOCOG), the State Historic Preservation Office, District 5 Caltrans officials
(Federal TEA Grant administration), and the City's Cultural Heritage Committee. In establishing
the design for this project, the City anticipates that the consultant team hired for this work will
undertake the following activities:
A. Conduct a Structural and Architectural Evaluation of the building to document the
status of existing foundation, wall, floor, roof, windows, doors, architectural details and
materials, and utility systems (if present) and prepare a report that presents information,
findings and recommendations. The consultant shall be responsible for costs of any
materials testing. The purpose of this report is to establish the physical feasibility of
-3-
restoring existing building systems and to identify those building elements that will need to
be replaced,either in part or in total.
While it is the intent of the City to fully rehabilitate this structure, the building is in very
poor condition. Circumstances may dictate that the Architect recommend the
reconstruction of the building, using as many elements of the old structure as possible, to
create a duplicate structure, or something very close to the original. If the findings of the
structural and architectural evaluation suggest this strategy, the Architect shall identify in
the recommendations section of the evaluation which elements from the old building can
be included in the duplicate structure.
B. Conduct a Hazardous Materials Evaluation of the building and, if needed, develop a
remediation plan to the satisfaction of the City Fire Department and the County Air
Pollution Control District for the removal and disposal of these materials.
C. Sponsor a Stakeholders Meeting to present the findings of the structural and architectural
evaluation, verify project objectives, and identify planning, design, and use issues that
should be considered in preparing rehabilitation plans.
D. Make Early Contact With the SHPO to apprise SHPO staff of the intent to reconstruct or
restore the building, the findings and conclusions of the structural and architectural
evaluation, and solicit any agency concerns for the project. The consultant will verify the
SHPO review process at this time.
E. Prepare a dimensioned Schematic Rehabilitation Plans (site plan and elevations) that
clearly identifies all proposed improvements to the structure, materials to be used, and site
plan improvements including landscape and signage concepts for adjoining planter areas.
The consultant will also submit a construction cost estimate for rehabilitating the freight
building based on the improvements called for by the schematic rehabilitation plan.
F. Hold a Second Stakeholders Meeting to solicit comments on the acceptability of the
proposed rehabilitation, and revise the plans, as needed and as authorized by the City
project manager,to address these issues.
G. Work with Caltrans District 5 Local Assistance Division (John Smida at 805-5424605) to
prepare and submit requisite Environmental Documents needed to comply with the
National Environmental Policy Act(NEPA). Schedule a"field review"with Caltrans local
assistance staff and the City's Project Manager (CPM) for the purpose of establishing a
precise scope of environmental studies. If special studies (other that historic-architectural
preservation analysis, and hazardous materials evaluation) are required, the City will be
responsible for preparing them or soliciting consultant assistance. It is anticipated that the
filing of Finding of No Significant Effect (FONSE) will be the outcome of the NEPA
process.
The City's Community Development Department is the lead agency responsible for
administering the California Environmental Quality Act (CEQA). The selected consultant
shall provide the Department with all information necessary to complete an Initial
4
Environmental Study including a complete project description and the design of mitigation
measures, as appropriate. The Department will be responsible for preparing and publishing
the Initial Environmental Study. It is anticipated that a Negative Declaration (with
mitigation as required by the Department)will be the outcome of the CEQA process.
H. Prepare and submit a complete Architectural Review Commission (ARC) Application
to the City's Community Development Department for processing (see checklists attached
as Exhibit E). Given the historic status of the freight warehouse, the project plans will
first be reviewed by the City's Cultural Heritage Committee (CHC), a seven-member
committee that advises the ARC on historic preservation matters. The CHC will make
recommendations to the ARC. It is anticipated that the City's architectural review process
will be divided into two phases:
1. Schematic Approval: The CHC and ARC reviews, suggests changes to, and
approves the schematic rehabilitation plans described in paragraph E above.
2. Final Approval: The ARC reviews and approves a plan set that meets all
information requirements of the City's architectural review process.
Early consultation with the City's Community Development Department staff should be
made to ensure that ARC application materials provide the requisite information.
I. Present the project to the CHC and ARC at scheduled public meetings, respond to
questions and comments, and revise plans, as needed, to address concerns that were raised.
Consultant proposals should provide for attendance at up to four (4) public meetings as
part of the architectural review process. Proposals should include a per meeting cost for
additional attendance, if needed.
J. Complete a set of construction plans, specifications and estimates in a format and
including information that meets.all City standards and that is ready for distribution to
prospective bidders. Proposals responding to this RFP should identify each plan sheet that
the consultant anticipates would be a part of this final bid package.
K. Be available and prepared to present project to the City Council and respond to Council
questions at the time that Council authorization for advertising bids is sought.
Throughout this planning process, the selected consultant will take the lead in preparing all
documents, applications, plans, and related materials and for arranging for public meetings and
opportunities for public input. The City will provide public notice for all meetings,as required, and
will prepare the Initial Environmental Study and all staff reports that transmit project plans to the
CHC, ARC and City Council.
4. DELIVERABLES AND SPECIFIC SERVICES
Consistent with the planning process described above, the selected Consultant shall provide at least
the following:
-5-
Deliverables
A. Structural and Architectural Evaluation Report that document the status of existing
foundation, wall, floor, roof, doors and windows, architectural details and materials, and
utility systems (if present) and presents information, findings and recommendations for
reconstruction or restoration.
B. A Hazardous Materials Report and Remediation Plan as needed that evaluates the
structure and meets all requirements of the City Fire Department and the Air Pollution
Control District.
C. Schematic Rehabilitation Plans (site plan and elevations) that clearly identify all
proposed improvements to the structure, materials to be used, and sight plan improvements
including a landscape concept for adjoining planter areas. An estimate of probable
construction costs will also be submitted at this time.
D. Environmental Documents and information necessary to complete the NEPA and CEQA
environmental review process.
E. A complete Architectural Review Commission (ARC) Application that presents all
information necessary to receive final ARC approval for the rehabilitation project.
F. A complete set of Construction Plans, Specifications and Estimates in a format and
including information that meets all City standards and that is ready for distribution to
prospective bidders. Plans sets should be submitted for plan check review at 75%, 90%
and 100% of completion. In response to this RFP, Consultant proposals shall identify each
plan sheet that the consultant anticipates would be a part of this final bid package.
The original structure did not include any known heating, venting or air conditioning
systems. It is the City's intent that energy use be minimized. Therefore, super efficient
systems should be used to the greatest extent possible and wall insulation that exceeds
building code requirements should be considered. (For example, if a concrete floor slab is
proposed, a hydronic floor heating system should be considered. Ceiling fans or a whole
house fan arrangement might be used for cooling.)
Spec Services
G. Arranging for all meetings and presentation of plans to groups, individuals, the CHC,
and the ARC.
H. Modify initial plan concepts as the result of the public review and the City's own internal
plan review process.
I. Coordination of efforts to prepare a design for restoring the freight building with effected
state and local agencies and with other public and private activities that may effect the site
area.
J. Be available for up to 20 hours of consultation during the construction phase of the
project. (The City will provide all construction inspection and management services.)
-6-
K. As needed, provide PS&E related technical services such as an accurate site survey.
(The cost of these services shall be listed separately.)
5. PROJECT BUDGET
The City has earmarked$75,000 to cover consultant.services for this project.
6. STANDARDS TO BE USED
In performing the services and providing the products described in the preceding section, the
Consultant shall,as a.minimum,use the following standards:
❖ Metric Engineering Construction Standards & Metric Engineering Design Standards, City
of San Luis Obispo Pubic Works Department, Engineering Division. Any improvements
needed outside the structure that are covered by this RFP shall be dimensioned and bid in
metric units. All reconstruction or restoration work on the structure itself shall be specified
in Standard English Units.
❖ San Luis Obispo Architectural Review Guidelines and application materials. All ARC
materials are available from the San Luis Obispo Community Development (Planning)
Department at 990 Palm Street, San Luis Obispo, 93401.
❖ CAD Drafting Standards, San Luis Obispo Public Works Department, Engineering
Division.
❖ Policies and standards contained within the City-adopted Railroad District Plan.
❖ The City's Historic Preservation Program Guidelines and the Secretary of the Interior's
Standards for the Treatment of Historic Properties, as published by the U.S. Department of
Interior and administered by the State Historic Preservation Officer.
7. DESIRED QUALIFICATIONS OF CONSULTANT
It is the City's objective to hire a properly licensed architectural consultant and appropriate sub-
consultant team that have significant experience with the rehabilitation of historic structures and
with super energy efficient heating,cooling,and wall systems.
8. INFORMATION TO BE PROVIDED BY CITY
The digital map data listed on Exhibit F is available from the City of San Luis Obispo Geodata.
Services section. Contact Alice Carter at (805) 781-7167 for questions about the form and content
of the data sets. The City will provide this "off the shelf' data to the selected Consultant at costs
established by the City's GIS Division.
-7-
The Public Works Department Engineering Division maintains a variety of mapped information
sources that may be helpful in developing this project. Contact Christine Cornejo at (805) 781-
7216 with specific questions.
A complete set of construction documents and associated reports for the just-completed Railroad
Transportation Center will be made available to the selected consultant in hard copy or electronic
file format.
ATTACHED
Exhibit A: Site Plan for the Railroad Transportation Center.
Exhibit B: Conceptual Floor Plan for Reuse of Building(Source: SLORRM)
Exhibit C: Photograph of Building(June, 2000)
Exhibit D: Site Area for Building Rehabilitation Project
Exhibit E: Architectural Review Checklist
Exhibit F: Digital map data list
Exhibit G: Excerpts,Railroad District Plan
C2-27-
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City of
�_.....
San Luis Obispo
995 Morro Street,San Luis Obispo,CA 93401
Notice Requesting Proposals for
Planning and Engineering Services:
Garden Street Makeover (Specification No. )
NOTICE IS HEREBY GIVEN THAT the City of San Luis Obispo, State of California, will
receive sealed proposals for the Garden Street Makeover pursuant to Specification No.
. The Department of Public Works must receive all proposals by 3:00 P.M. on Friday,
Proposals received after said time will not be considered. To guard
against premature opening, each proposal shall be submitted to the Public Works Department in a
sealed envelope plainly marked with the proposal title, consultant name and address, and time and
date of the proposal opening. Proposals shall be submitted using the forms provided in the
specification package.
General Work Descritrtion: Prepare conceptual plans and final construction plans, specifications,
and estimates (PS&E) for the renovation of Garden Street between Marsh and Higuera Street to
accommodate improved pedestrian facilities, landscaped public spaces, bicycle parking and
locations for public arta
For additional information,contact Tent'Sanville,Principal Transportation Planner, in the San Luis
Obispo Public Works Department,Transportation Division at(805) 781-7178.
G.kTransportation%TtansportationProjects\GardenStMorroStM issionPLa=\RFP(GardenSt.Plan)
® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(8M)781-7410. C2-3
1�
Specification No.
TABLE OF CONTENTS
r. . . , .
A. Description of Work 1
B. General Terms and Conditions 7
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 12
Proposal Content
Project Management
Submittal of References
Statement of Contract Disqualification's
Statement of Consultant Information
Proposal Evaluation and Selection
Contract Award
Failure to Award
Proposal Review and Award Schedule
Pre-Proposal Conference
Ownership of Materials
Release of Reports and Information
Copies of reports and Information
Required Deliverable Products
Attendance of at Meetings and Hearings
Accuracy of Specifications
D. Sample Form of Agreement 20
E. Insurance Requirements 22
F. Proposal Submittal Forms 24
Sub-consultant Listing
References
Statement of Past Contract Disqualifications
Consultant List
Attachments
Exhibit A: ARC Application Checklists
Exhibit B: Catalog of Digital Information.Available from SLO Geodata Services Division
Exhibit C: Location Maps
-I-
Section A
DESCRIPTION OF WORK
2 n F^ °ate +�� n'R. :i, f.t '"!yp.a 1�. ` .R37 5:. ¢� `a ti•o '7.�
1. INTRODUCTION.
The City of San Luis Obispo has a prosperous Central Business District (CBD). One important
component of this district is the segment of Garden Street (a local service street) that lies between
Higuera and Marsh Streets (arterials serving the CBD). For years,this particular street segment has
been identified as an appropriate location for enhancements to the pedestrian shopping and
socializing environment. Land uses along the street are small, include cafes and entertainment uses,
and create a unique intimate setting. During some special events throughout the calendar year,
Garden Street is closed and used as a public plaza; and during Thursday evenings, part of the street
is used for musical entertainment as part of San Luis Obispo's Farmers Market..
The City wants to hire a qualified professional designer to prepare conceptual plans and final
construction documents for the makeover of this street segment.
2. GENERAL PROJECT DESCRIPTION
Existing Conditions: Garden Street between Higuera and Marsh Streets is 93 meters long and
has a curb-to-curb width of 10.4 meters. This street width accommodates two traffic lanes (one
in each direction) and metered curb parking on both sides of the street, with one space reserved
for bicycle parking. Sidewalks (2.4 meters wide) extend along both sides of Garden Street and
include mature street trees and portable landscape containers. Bulbouts (extensions of the comer
curb lines) have been constructed on Garden Street at its intersection with Marsh Street, and
textured crosswalks have been installed along all four comers of the Marsh-Garden intersection.
At a mid-block location, an alley intersects Garden Street, extends westward, and serves
adjoining businesses that have frontages on Higuera Street. A similar "L-shaped" private drive
extends eastward from.Garden Street and serves surrounding businesses. These alleys must
remain to enable delivery, resident, and emergency vehicle access.
Previous Design Efforts: in the late 1980's, a committee of Garden Street merchants hired a
landscape design firm to prepare a schematic site plan for Garden. This schematic plan was
reviewed and approved by the City's Architectural Review Commission (ARC) and formed the
basis for including the project in the City's Capital Improvement Program (CIP). However,
because grant funding for its construction was not forthcoming, no further design work was
undertaken and the project languished. Key elements of this previous design included:
❖ One-way traffic circulation on Garden Street from Marsh to Higuera Streets.
❖ Provision of diagonal parking along the east side of the street.
❖ Bulb outs at the intersection of Garden and Higuera and at a mid-block location.
❖ Enhanced sidewalk areas including pedestrian seating,landscaping and bicycle parking.
-2-
Project Site Area and Design Objectives: The site area for the Garden Street Makeover involves
the entire public street right-of-way for Garden Street extending from Marsh Street on the south to
Higuera Street on the north. At the north end of Garden Street, a new design for a mid-block
pedestrian crossing of Higuera Street and any modifications to the arrangement of curb lines and
curb parking on Higuera Street must also be addressed. The design and construction of the Garden
Street Makeover should achieve the following objectives:
❖ Improve pedestrian circulation and access to area businesses.
❖ Create attractive landscaped public spaces that enable comfortable social interaction.
❖. Enable community events within the public street right-of-way.
❖ Maintain,limited through vehicular circulation for private vehicles, and unobstructed access
for delivery and emergency service vehicles.
❖ Provide bicycle parking and vehicle parking for downtown patrons.
❖ Improve pedestrian safety at crosswalk areas,consistent with City crosswalk policy.
❖ Be constructed of durable materials that resist vandalism and excessive wear while
improving the street's aesthetics.
Existing City Policy: The City's General Plan Circulation Element adopted in November 1994
identifies the Garden Street Makeover as a planned capital project on page 29, item DA. The
element describes the project as follows:
Garden Street (Marsh to Higuera): Establish I travel lane with pedestrian enhancements with
possible closure in the future. Accomplish as part of implementing a downtown master plan.
In 1993 the City adopted A Conceptual Physical Plan for City's Center — the "master plan"
referenced above. This concept plan shows this pertinent segment of Garden Street as having one-
way traffic circulation from Marsh to Higuera Street, diagonal parking along the east side of the
street,bulb outs on all four corners, and a mid-block pedestrian crossing.
3. THE PLANNING PROCESS
Given the status of Garden Street as a unique community space,public involvement in planning and
designing the Garden Street Makeover will be important. Key stakeholders in the process include
area merchants, property owners, patrons of Garden Street establishments, San Luis Obispo
Downtown Association representatives, representatives from emergency service providers (City
Fire and Police), special events staff that work for the City Parks and Recreation Department, and
the general retail shopping public. In establishing the design for this project, the City anticipates
that the following activities will be undertaken:
A. Evaluate existing conditions to understand current circulation and access patters, the
dimensions of public spaces,and utility locations.
B. Contact and meet with project stakeholders to verify project objectives and identify
design and planning issues.
C2-34-
-3-
C. Prepare a dimensioned Concept Plan that accurately identifies all proposed changes
within the Garden Street right-of-way that meet this project's design objectives. Prior to
its release for public review, City staff will critique an administrative draft of the Concept
Plan.
D. Sponsor a community workshop that solicits input from project stakeholders and,
following the workshop, contact individual stakeholders who wish to provide detailed
feedback.
E. Refine project design based on public and City staff input,prepare and submit application
and plan materials to the Community Development Department necessary to secure final
approval from the City's Architectural Review Commission (see checklists attached as
Exhibit A).
F. Prepare construction plans, specifications and estimates in a format and including
information that meets all City standards and that is ready for distribution to prospective
bidders. Note: consultant proposals should idents each plan sheet that the consultant
anticipates would be apart of this final bid package.
Throughout this planning process, the selected consultant will take the lead in preparing all
documents, applications, plans, and related materials and for arranging for public meetings and
opportunities for public input. The City will provide public notice of meetings as needed.
4. DELIVERABLES AND SPECIFIC SERVICES
Consistent with the planning process described above, the selected Consultant shall provide at least
the following:
Deliverables �� '" -
A. A dimensioned concept plan (site plan, with sample elevations as needed) of the site area
accurately showing all improvements in plan view at a scale that is suitable for public
presentations and discussion.
B. A complete Architectural Review Commission (ARC) project application and all
requisite accompanying materials necessary to achieve final design approval from the
ARC. Consultant will also provide a estimate of probable construction costs at this time.
C. Presentation materials and information needed to schedule and conduct any public
meetings or public outreach effort.
D. A bid-ready set of construction documents (PS&E) that meet all City standards. Plans
sets should be submitted for plan check review at 75%, 90%and 100%of completion.
4-
Specific Services:.
E. Scheduling all meetings and presentation of plans to groups,individuals, and the ARC.
F. Modify initial plan concepts that are the result of the public review and the City's own
internal plan review process.
G. Coordination of the efforts to prepare a design for Garden Street will other public and
private activities that.may effect the site area.
H. Conduct any special studies (such as traffic circulation) that may be needed to validate
the functionality of the proposed design and arrangement of improvements within Garden
Street. (Since the need for extra studies is unknown, they have not been identified in this
RFP. However, based on its knowledge, the consultant may identify the need for extra
studies as part its proposal and stipulate their costs.)
H. Be available for up to 20 hours of consultation during the construction phase of the
project. (The City will provide all construction inspection and management services.)
I. As needed, provide PS&E related services such as an accurate site survey. (The cost of
these services shall be listed separately.)
The City Project Manager (CPM) will be responsible for preparing a project description and
securing an environmental clearance for the project from the San Luis Obispo Community
Development Department (the designated local lead agency). The issuance of a Categorical
Exemption under the California Environmental Quality Act (CEQA) is anticipated. Should other
environmental studies be required,the City will be the responsibility for their preparation.
5. PROJECT BUDGET
The City has earmarked$40,000 to cover design services for this project.
6. STANDARDS TO BE USED
In performing the services and providing the products described in the preceding section, the
Consultant shall,as a minimum,use the following standards:
❖ Metric Engineering Construction Standards&Metric Engineering Design Standards,City
of San Luis Obispo Pubic Works Department,Engineering Division. Consultants should
note that project is within the portion of the downtown where Mission Style sidewalks (salt
textured tan concrete with the trim) are required.
❖ San Luis Obispo Architectural Review Guidelines and application materials. All ARC
materials are available from the San Luis Obispo Community Development (Planning)
Department at 990 Palm Street, San Luis Obispo, 93401.
-5-
❖ CAD Drafting Standards, San Luis Obispo Public Works Department, Engineering
Division.
❖ Pertinent plan documents including the 1994 General Plan Circulation Element and the
1993 Conceptual Physical Plan for City's Center.
7. INFORMATION TO BE PROVIDED BY CITY
The digital map data listed on Exhibit B is available from the City of San Luis Obispo Geodata
Services section. Contact Alice Carter at (805) 781-7167 for questions about the form and content
of the data sets. The City will provide this "off the shelf' data to the selected Consultant at costs
established by the City's GIS Division.
The Public Works Department Engineering Division maintains a variety of mapped information
sources that may be helpful in developing this project. Contact Christine Comejo at (805) 781-
7216 with specific questions.
ATTACHED
Exhibit A: ARC Application Checklists
Exhibit B: Catalog of Digital Information Available from SLO Geodata Services Division
Exhibit C: Location Maps
-6-
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City of
San Luis Obispo .......1.4-4
995 Morro Street,San Luis Obispo,CA 93401
Notice Requesting Proposals for
Planning and Engineering Services:
Mission Plaza Extension (Specification No.
NOTICE IS HEREBY GIVEN THAT the City of San Luis Obispo, State of California, will
receive sealed proposals for the Mission Plaza Extension pursuant to Specification No.
The Department of Public Works must receive all proposals by 3:00 P.M. on Friday,
. Proposals received after said time will not be considered. To guard
against premature opening, each proposal shall be submitted to the Public Works Department in a
sealed envelope plainly marked with the proposal title, consultant name and address, and time and
date of the proposal opening. Proposals shall be submitted using the forms provided in the
specification package.
General Work Description. This project will be undertaken in two phases:
1. Work with community organizations,City staff, City Advisory Bodies, and the City Council
to establish a concept plan for the use of the Broad Street Dogleg (street segment between
Palm and Monterey Street)as public plaza area; and
2. Prepare final construction plans, specifications, and estimates (PS&E) for improvements
within the targeted street areas consistent with the concept plan approved by the City
Council.
For additional information,contact Terry Sanville, Principal Transportation Planner,in the San Luis
Obispo Public Works Department,Transportation Division at(805)781-7178.
G-.XTrmsportation\TmmportationPmjects\GardenStMoffoStMissionPl=\RFP(MissionPlazaEx=sion)
The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410. C2-40
Specification No.
TABLE OF CONTENTS
A. Description of Work I
B. General Terms and Conditions 8
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 13
Proposal Content
Project Management
Submittal of References
Statement of Contract Disqualification's
Statement of Consultant Information
Proposal Evaluation and Selection
Contract Award
Failure to Award
Proposal Review and Award Schedule
Pre-Proposal Conference
Ownership of Materials
Release of Reports and Information
Copies of reports and Information
Required Deliverable Products
Attendance of at Meetings and Hearings
Accuracy of Specifications
D. Sample Form of Agreement 21
E. Insurance Requirements 23
F. Proposal Submittal Forms 25
Sub-consultant Listing
References
Statement of Past Contract Disqualifications
Consultant List
Attachments
Exhibit A: Aerial Photograph of the Mission Plaza Area.
Exhibit B: Sample Calendar of Events in Mission Plaza(year 2000)
Exhibit C: Site area for the proposed Mission Plaza Extension
Exhibit D: Architectural Review Commission application checklist
Exhibit E: Digital map data list
� r`J
Section A
DESCRIPTION OF WORK
1. INTRODUCTION
The City of San Luis Obispo wants to expand Mission Plaza. The purpose of this plaza expansion
is to provide additional space for informal and scheduled public functions. In order to provide
space for these functions, a portion of Broad and Monterey Streets — referred to as the "dogleg" —
would be closed to through vehicle traffic. This street segment is a local commercial street that
currently provides access to adjoining private and public properties and is used for local circulation
by Downtown visitors.
The City wants to hire a qualified consultant to work with community organizations,City staff,City
Advisory Bodies, and the City Council to establish a concept plan for the use of the dogleg area.
The concept plan should be the result of a public process that provides a variety of opportunities for
stakeholders to participate. Both the City's Architectural Review Commission and the City Council
will consider the concept plan.
Once the City Council approves a concept plan for the site area, the consultant will be responsible
for preparing construction documents (PS&E), in a "bid ready" form, to enable advertising the
project for bids.
2. GENERAL PROJECT DESCRIPTION
Existing Conditions (see attached Exhibit A & C): In 1970, the City completed the initial
phase`of the Mission Plaza project. Over the past thirty years additional improvements have
been made within the plaza. Examples include an arbor constructed in front of Old Mission San
Luis Obispo de Telosa, extended walkways adjoining the arbor, and the "Court of Flags"
constructed in 1976 to commemorate the United State's bicentennial.
Mission Plaza is bordered by the San Luis Obispo Art Center at the corner of Broad and
Monterey Streets. The non-profit organization that operates this facility has plans for expanding
the center in the near future. Across the street from the Art Center is the San Luis Obispo County
Historical Museum. The San Luis Obispo County Historical Society, a non-profit organization,
operates this facility. The museum was fully restored in 2000. Adjoining the museum is a 27-
space City parking lot that provides spaces for museum staff and daily permit parking for the
general public. Curb parking along the Broad Street dogleg includes meters with a two-hour
parking limit.
As implied by the plaza's name, Old Mission San Luis Obispo de Telosa is the signature
structure adjoining the open plaza area. Public access to this active Catholic Church is provided
off of the plaza and by rear and side entries off of Palm and Chorro Streets. The west wall of the
Mission also abuts Broad Street,but there is no access provided from that street.
Since its inception, Mission Plaza has been used for special community events that are routinely
scheduled throughout the calendar year. A copy of the calendar for the year 2000 is attached as
Exhibit B. Events held in the plaza can be of various scales. For the small- to moderate-scale
-Z_
events, the Broad Street dogleg remains open to vehicle traffic while the plaza areas directly
adjoining the Mission are reserved for pedestrian-accessed activities. For the larger-scale events,
the dogleg is closed to vehicle traffic and the roadway itself is used as public plaza space. The
Catholic Church also periodically used Mission Plaza for activities associated with weddings and
funerals. The responsibility for overall management of plaza events lies with the City's Parks and
Recreation Department while the responsibility for maintaining the plaza's facilities lies with the
City's Public Works Department, Parks Division.
Project Site Area and Design Objectives: The site area for the Mission Plaza Extension involves
the entire public street right-of-way for the dogleg segment of Broad and Monterey Streets
(reference Exhibit Q. At the north end of this dogleg segment, the design must also address any
desired changes to the Palm-Broad Street intersection. The design of the Mission Plaza Extension
should achieve the following objectives:
❖ Maintain vehicle access to the 27-space parking lot adjoining the Historical Museum.
❖ Maintain delivery and emergency service access to all properties that have frontage on the
dogleg street segment(unless side street access for delivery vehicles is available).
❖ Maintain private vehicle access to (a) the dwelling at 975 Broad Street; and(b)businesses
fronting Higuera Street and Mission Plaza itself that currently gain vehicle access through
Mission Plaza.
❖ Provide expanded plaza area with improvements needed to effectively serve current large-
scale community events and those envisioned by organizations that currently sponsor
events.
❖ Provide expanded opportunities for informal social interaction and appreciation of cultural
facilities in the area.
❖ Be constructed of durable materials that are consistent with Mission Plaza's current
architectural theme,complement the historical character if its setting, and are functional for
current and anticipated Mission Plaza uses.
Existing City Policy: The City's General Plan Circulation Element adopted in November 1994
identifies the Mission Plaza Expansion project as a planned capital project on page 30, item D.S.
The element describes the project as follows:
Broad Street (Palm to Higuera) Monterey Street(Nipomo to Broad): close streets, maintain
service access, expand Mission Plaza. Close streets consistent with the Conceptual Physical
Plan for the City's Center.
In 1993 the City also adopted A Conceptual Physical Plan for City's Center—as referenced above.
This plan presents one physical development concept for the downtown. Since 1993, the City has
been selectively implementing various elements of the plan. The concept plan states that:
-
3
Broad and Monterey Street [segments referenced above] should be abandoned and converted
into pedestrian ways as extension of Mission Plaza. Limited vehicular access should be
allowed (e.g. emergency access, trolleys, and access for private parties as may be required
under various agreements with same).
It important for the consultants to note that this Mission Plaza Extension project does not include
the segment of Monterey Street between Broad and Nipomo Streets as envisioned by the
Circulation Element and Downtown Concept Plan. This additional extension may occur at some
time in the future but should be considered in the overall design of this extension.
3. THE PLANNING PROCESS
Mission Plaza is an important well-used community space. Any planned extension of the plaza will
be of keen interest to those who use, manage, and maintain the plaza and to those who operate
businesses nearby. Key stakeholders in the planning process include organizations that sponsor
events in the plaza, the Parks and Recreation Department (who calendar and manage plaza events),
the Public Works Department, Parks Division (who maintain the facilities), the Police and Fire
Departments, area businesses and property owners including the Catholic Church, business
organizations (such as San Luis Obispo Downtown Association and the Chamber of Commerce),
and people who use the plaza daily or on an occasional basis (both San Luis Obispo residents and
visitors). In establishing the design for this project, the City anticipates that the following activities
will be undertaken:
A. Evaluate existing conditions to understand current circulation and access patterns, the
dimensions of public spaces, and utility locations.
B. To the degree possible, contact and meet with project stakeholders to verify project
objectives and identify design and planning issues.
C. Prepare a dimensioned Concept Plan that accurately identifies all proposed changes
within the project site area that meet its design objectives.
It is envisioned that the closure of the Broad Street dogleg to through vehicular traffic will
continue to be a public issue. Therefore, in developing a concept plan, the consultant shall
prepare alternative sketch plans that demonstrate various levels of vehicle access—e.g. full
closure consistent with current policy; one-way traffic flow; retention of existing traffic
lanes but removal of curb parking,or cul-de-sac options.
Since all adopted City documents call for the complete closure of Broad Street (subject to
the access allowances identified in Section 2), all sketch plans should be proposed as
possible phases of an effort to fully close the Broad Street dogleg. When the City Council
reviews these sketch plans, it will decide whether to phase in the street closure, authorize
full closure as part of the project's initial construction, or amend its current policy and
accept a partial street closure as a permanent solution. Any,sketch plan alternative must
also demonstrate the effects of retaining any through vehicular access on the availability
and use of expanded public plaza space.
C2-44-
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J
After receiving the public's response to the various sketch plan alternatives, secure City
Council endorsement of a recommended sketch plan and implementation strategy, then
proceed with the completion of a final concept plan for Architectural Review Commission
and City Council consideration.
D. Sponsor community workshops that solicit input from project stakeholders concerning
any sketch plan alternatives (see discussion above) and on the final concept plan, and
follow up with individual contacts with those stakeholders wishing to provide detailed
feedback.
E. Refine project design based on public and City staff input, and any initial direction
provided by the City Council, prepare and submit application and plan materials to the
Community Development Department necessary to secure final approval from the City's
Architectural Review Commission (ARC) (see checklists attached as Exhibit D). Given
the historic setting of this project,the plans for this project will need to be reviewed by the
City's Cultural Heritage Committee(CHC).
F. Secure City Council approval of the project's design that was approved by the
Architectural Review Commission(ARC).
G. Prepare construction plans, specifications and estimates in a format and including
information that meets all City standards and that is ready for distribution to bidders. Note:
consultant proposals should identify each plan sheet that the consultant anticipates would
be a part of this final bid package.
Throughout this planning process, the selected consultant will take the lead in preparing all
documents, applications, plans, and related materials and for arranging for public meetings and
opportunities for public input. The City will provide public notice of meetings as needed.
4. DELIVERABLES AND SPECIFIC SERVICES
Consistent with the planning process described above, the selected Consultant shall provide at least
the following:
Deliverables
A. Sketch Plans (reduced scale plans showing implementation phasing, circulation, parking
and plaza areas) that demonstrate the various options for reducing or eliminating vehicle
access through the"dogleg" segment of Broad Street and expanding public plaza areas.
B A dimensioned Concept Plan (site plan, with sample elevations as needed) of the site area
showing all improvements in plan view at a scale that is suitable for public presentations
and discussion.
-s-
J
C. A complete Architectural Review Commission (ARC) project application and all requisite
accompanying materials necessary to achieve final approval from the ARC.
C. Presentation materials and information needed to schedule and conduct any public
meetings or public outreach effort.
D. A bid-ready set of construction documents (PS&E) that meet all City standards. Plans
sets should be submitted for plan check review at 75%, 90% and 100%of completion.
Specific Services
E. Scheduling all meetings and presentation of plans to groups, individuals, the CHC, and
the ARC.
F. Modify initial plan concepts that are the result of the public review and the City's own
internal plan review process.
G. Coordination of efforts to prepare a design for the Mission Plaza Extension with other
public and private activities that may affect the site area (e.g. such as the expansion of the
Art Center).
H. Conduct any special studies (such as traffic circulation) that may be needed to validate
the functionality of the proposed design and arrangement of improvements within the site
area. (Since the need for special studies is unknown, they have not been identified in this
RFP. However, based on its knowledge, the consultant may identify the need for special
studies as part its proposal and stipulate their costs.)
I. Be available for up to 20 hours of consultation during the construction phase of the
project. ('The City will provide all construction inspection and management services.)
I As needed,provide PS&E related services such as an accurate site survey on a time and
materials basis. (The cost of these services shall be listed separately.)
The City's Project Manager (CPM) will be responsible for preparing a project description and
securing an environmental clearance for the project from the San Luis Obispo Community
Development Department (the designated local lead agency). The issuance of a Categorical
Exemption under the California Environmental Quality Act (CEQA) is anticipated. Should other
environmental studies be required,their preparation will be the responsibility of the City.
5. PROJECT BUDGET
The City has earmarked$63,000 to cover consultant services for this project.
6. STANDARDS TO BE USED
In performing the services and providing the products described in the preceding section, the
Consultant shall, as a minimum,use the following standards:
-6-
r
❖ Metric Engineering Construction Standards &Metric Engineering Design Standards,City
of San Luis Obispo Pubic Works Department,Engineering Division. Consultants should
note that project is within the portion of the downtown where Mission Style sidewalks(salt
textured tan concrete with file trim)are required.
❖ San Luis Obispo Architectural Review Guidelines and application materials. All ARC
materials are available from the San Luis Obispo Community Development (Planning)
Department at 990 Palm Street, San Luis Obispo, 93401.
❖ CAD Drafting Standards, San Luis Obispo Public Works Department, Engineering
Division.
❖ Pertinent plan documents including the 1994 General Plan Circulation Element and the
1993 Conceptual Physical Plan for City's Center.
5. INFORMATION TO BE PROVIDED BY CITY
The digital map data listed on Exhibit E is available from the City of San Luis Obispo Geodata
Services section. Contact Alice Crawford at (805) 781-7167 for questions about the form and
content of the data sets. The City will provide this "off the shelf' data to the selected Consultant at
costs established by the City's GIS Division.
The Public Works Department Engineering Division maintains a variety of mapped information
sources that may be helpful in developing this project. Contact Christine Cornejo at (805) 781-
7216 with specific questions.
Parking inventory information is available from the Public Works Department, Parking Section
office. Contact Keith Opalewski at (805) 781-7234 for more information. The Public Works
Department Transportation Division will undertake traffic counts if they are needed by the
consultant to address traffic issues that arise during the project's development.
ATTACHED
Exhibit A: Aerial Photograph of the Mission Plaza Area.
Exhibit B: Sample Calendar of Events in Mission Plaza(year 2000)
Exhibit C: Site area for the proposed Mission Plaza.Extension.
Exhibit D: Architectural Review Commission application checklist
Exhibit E: Digital map data list
-7-
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