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Home My WebLink About12-Development Services CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION From: James Funk, Director Subject: Resolution approvmg Agreement for Professional Services with Transtech Engineering, Inc. to provide Traffic Engineering Services for the Design of New and Modified Signals at 6 locations (City- Funded projects). Dept: Development Services Date: October 26, 2004 OR\G\NAL File No. MCC Date: December 6, 2004 Synopsis of Previous Council Action: 09/07/2004 Adopted FY 2004-2009 Five-Year Capital Improvement Program (CIP) Recommended Motion: Adopt Resolution. V~t/ 'RA# ~ -.TF- James F Field Engineer/ Phone: Contact Person: Michael Grubbs, Engineering Manager 5179 Supporting data attached: Staff Report, Maps, Reso., Proposal Attachment 1 ( Agreement) and Attachment B ( RFP ) Ward: 2,3,5,7 FUNDING REQUIREMENTS: Amount: $ 84,975.00 Source: (Acct. No) 250-370-5504-7491(TC05-06); 250-370-5504-7493(TC04-34); 250-370-5504- 7484(TC04-29); 250-370-5504-7485(TC04-30); 250-3 70-5505-7486(TC04-31); 250-370-5505- 7487 (TC04-41) Acct. Description: Traffic Signal Improvements - 2004/05 CIP Finance: Council Notes: Agenda Item No. I I' c= IJ./fp/Ol I~ R-e:SO .j;;lo. "Ltd., - ')'6 D CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT Subject: Resolution approving Agreement for Professional Services with Transtech Engineering, Inc. to provide Traffic Engineering Services for the Design of New and Modified Signals at 6 locations (City-Funded projects). Back!!:round: On September 7, 2003, the Mayor and Common Council adopted the FY 2004/09 Capital Improvement Program (CIP). The CIP contains a total of 17 traffic control projects to be designed and constructed in FY 2004/05. Of those 17 projects, staff has identified six (6) City-funded traffic control projects that can best be accomplished by a consultant. With the complexity and time constraints of these six (6) projects and current staffing limitations, a consultant would have greater resources to complete the designs needed in a timely manner. The consultant selected for this project will follow the City's design standards and prepare a complete working set of specifications and drawings ready for bidding. The six (6) City-funded traffic projects to be designed by an engineering consultant are as follows: 1. TC05-06 - "Mountain Drive at Northpark Boulevard". Install a fully-actuated traffic signal, modify existing access ramps to re-align with crosswalk, and modify existing signing and striping. 2. TC04-34 - "30th Street at Valencia Avenue". Modify existing traffic signal according to current standards. Install access ramps and sidewalk that are ADA compliant. 3. TC04-29 - "Sierra Way at 16th Street". Install a fully actuated traffic signal. Install access ramps that are ADA compliant. Install signing and striping as required. 4. TC04-30 - "Central Avenue at Arrowhead Avenue". Install a fully actuated traffic signal. Install new curb and gutter and curb ramps that are ADA compliant. Modify existing storm drain inlet and headwall on the southeast comer. Install signing and striping as required. 5. TC04-31 - "Little Mountain Drive at 48th Street". Install a fully actuated traffic signal. Widen the southwest comer and design the curb and gutter to its ultimate location. Install sidewalk and ramps that are ADA compliant as required. 6. TC04-41 - "Little Mountain Drive at Northpark Boulevard". Install a fully actuated traffic signal. The signal should be designed for the interim "T" intersection condition. Install access ramps that are ADA compliant as required. Requests for Proposals (RFP) for Professional Services were sent to 11 civil and traffic engineering firms. Four (4) firms responded to the RFP. Proposals were received from the following consultant entities: 2 CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT (Continued) Company Location Transtech Engineering, Inc. San Bernardino Willdan San Bernardino FPL and Associates Irvine Katz, Okitsu and Associates San Bernardino The proposals were evaluated (Phase I Rating-evaluation of proposals) by staff based on a rating system previously approved by the Mayor and Common Council for Public Works projects. The phase I rating system includes, but is not limited to, such factors as past experience with similar types of projects, adequacy and experience of staff, completeness of proposal, past experience working with the consultant, understanding the requirements of the project, local preference, and price. Transtech Engineers, Inc., Willdan, and FPL and Associates were rated the top 3 consultants for this project based on the evaluation of proposals. Therefore, interviews were conducted with these three firms (Phase II Rating-interview). A selection committee interviewing the three (3) consultant firms consisted of: Development Services Director, James Funk; Deputy Director/City Engineer, Mark Lancaster; Engineering Manager/Field Engineer, Mike Grubbs; Senior Civil Engineer, Robert Eisenbeisz and Senior Civil Engineer, Byron G. Montalvo. The reviewers/evaluators selected the team of Transtech Engineering, Inc. based on their qualifications and staff's previous experience with the firm, completeness of the proposal, understanding of the project, local preference, and other criteria established in the City Council's approved evaluation criteria and rating system. Transtech Engineers, Inc. is a local engineering firm, providing capital improvement program design and management services, and construction management and inspection services on public works projects to municipalities and counties. This company has extensive public and private sector experiences, with many projects in the City of San Bernardino. Transtech Engineers, Inc. designed numerous traffic control projects of similar scope for local municipalities and also has extensive experience in managing and inspecting the construction of these types of projects. Staff of the City has had positive working relations with Transtech Engineers, Inc. The team's response to the RFP and the evaluation interview conducted by City staff demonstrated experience with similar projects and specific knowledge of the proposed six (6) traffic control projects. Proposed fees for services were as follows: Three Highest Ranked Negotiated "n ot-to-exceed Proposed Fee fee" with #1 Ranked Company Consultant Transtech Engineering, Inc. $ 119,775.00 $ 84,975.00 Willdan $ 145,529.00 N/A FPL and Associates $ 86,260.00 N/A 3 CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT (Continued) Although FPL and Associates submitted the proposal with the lowest price, the proposal submitted by Transtech Engineers, Inc. was clearly superior based on a consideration of all the rating factors. Transtech Engineers, Inc. agreed to reduce its fee based on consolidation of the projects into two bid packages. They had previously assumed that each project would be bid separately. Financial Impact: Sufficient funding for this project is available III the following accounts III the 2004/05 Capital Improvement Program Budget. Traffic Sie:nal Proiect CIP LINE CIP ACCOUNT ESTIMATED DESCRIPTION BUDGET NUMBER AMOUNT NO. DESIGN FEE TC05-06 Mountain Drive at Northpark Blvd. $ 120,000.00 250-370-5504 $ 12,500.00 Install Fully-Activated Traffic Signal (Design & Const.) 7491 30th Street at Valencia Avenue- $ 100,000.00 250-370-5504 $ 17,500.00 TC04-34 Traffic Signal Modifications (Design & Const.) 7493 Sierra Way at 16th Street- $ 20,000.00 250-370-5504 $ 11,000.00 TC04-29 Install Fully-Activated Traffic Signal (Design only) 7484 Central A venue at Arrowhead $ 20,000.00 250-370-5504 $ 13,500.00 TC04-30 Avenue - Install Fully-Activated (Design only) 7485 Traffic Signal Little Mountain Drive at 48th Street - $ 20,000.00 250-370-5504 $ 13,500.00 TC04-31 Install Fully-Activated Traffic Signal (Design only) 7486 Little Mountain Drive at Northpark $ 20,000.00 250-370-5504 $ 16,975.00 TC04-41 Boulevard - (Design only) 7487 Install Fully-Activated Traffic Signal Total Not-To-Exceed Fee $ 84,975.00 Recommendation: Adopt Resolution. 4 City of San Bernardino, California Department of Public Works, Division of Engineering CIP No. TC05-06 NEW TRAFFIC SIGNAL AT MOUNTAIN A VENUE AND NORTHPARK BOULEVARD " ( ';8 '~. . ',~#!. . , , ." - ___ jm..o-, ~ ~I .-. > i - -,. '1-,- · I", i5 , . '- t..""L: (>v ( " .:, ~:"~."!~]i\O-O . '5?~: ~i~ ~'~ ~-'~.' G~h~~T lID " 10 := I--~-- Vlil- I~ 1 ~i !=HtRRY AV,: lJ,j'S[.'J ~. . ~1 Z,' z: :z:~:; ~'i ..,. ../, .:'i'lTi<;,--.t z, '5 __l__+__2]"__. 'r W ~I. V>il2S ~ ~i. I ' t<l ' I~ c(l 1-: i~ t!J ~; ~\ ;zi<.? 8: Zi \OC i~ . 40TH , m ir': I ~ 3: " ~ '-", -- '" 1 3 ~< I '~<_ _1 ~. ' 3['~ :z: 1 ---', ... ~. Q U, << u ~'" ,''l'l,'.';:}:{~:!-:,?/'' VICINITY N. T. S. MAP TC05-06 City of San Bernardino, California Department of Public Works, Division of Engineering CIP No. TC04-34 TRAFFIC SIGNAL UPGRADE F~W~ j ~ LtoL E /cc;t 29TH \ .t ...\- z'281H 'u '2'31:, ' ""bii 3JO o ,_._~L_ _._+l.sl!!'!!~__ ::~ r E;!~ ;~mHhj,L ":i ,0::: ~iY(~i '\ ::;1 ji' '",' !: ~!H_j" COt z:Z: : zlg ,- Zi _ I ~j_~I c. > 4; : lJD >- AT 30TH STREET AND VALENCIA AVENUE o o ,- N , . ,..t..\ '\,..." ... t I ~l ;~..~.< " 1 \ v-" g ~-+--, ~ IGIIQIlr \ ~ "'" 01f ~ ~~ , .' HIGlLAND AV 1tIJ,'/, HIli "" VICINITY MAP N.T.S. TC04-34 City of San Bernardino, California Department of Public Works, Division of Engineering CIP No. TC04-29 NEW TRAFFIC SIGNAL w kT'0e. :r~I{"il,w I ",,-w . t--_. ~ '" v.l lli.1______ i ?C,:] :---------::.0-1 ~pl._sr;.'.1l1w ; ~_ "W~_,~ ~~~-.,..,,- '--~-- --- i~ . SAN . BEI/NARD!IIO lIS z ,,'" ,-----, :~tm~l r.~r~- s"~- ~L~~_ t;iW ITTtl t~- _1____ __._~-- ~AN\+\T 60~: ':"OJ . ",' ~AI~IOL1.A:_ w:~ :~ w t;;\~ 5' <. ~"':'_d___'~~j_ --F"-~ ---- z: I W' VIR(IINIA V~_~lN_IA1\~h~llr~t r--sf--- SI ;,.?J< I ,F. W ,~, o AT SIERRA WAY AND 16TH STREET W 26TH ~!!,_;I~i-~2f ! I W z, 24111 . .:Z ___---j_+___ L_.5-,-- o .! I, ;.!'- ._.. Lf31ID___: n;! I I ~ i _ z. i IAV SBlH.JII. 13~O ~ 2~O I I tDJ I ~ >1 ~I w.;;'; 1 ,''0. wlzli,l~:" .__?9~_1 : 51 . I '-- I- t:~}]r;- -; -::. _ ! -~~~ ~ V1 !f-l.?I~--!. To r II W I ..i ,~< W__.., i 18TH ~"'...: STI T1GJ --- ~r- ;IGQ'; :' 0.. >1 \ ,-, .~ 17TH ~ I <I ; 51 :;_.~-- r-T'---- 'lJ""j ~ r~--.t-- i 111:1'- .ll i 16TH ',' ! 5T o ~'---r-'-~- =']'--'1 '-::> i'" \' !! ~I< I: '"'"': I ~0.L,_l:g :I: ~~zi :l"""_-+f-_~ ::.:..-;~l :1 ~ $T it ~ 14TH t' ---I ::1 ---~-4-JO~ ,I-~ 3J.5 20~ I; W !i . ;zt '~'''..,.j(,('jl'''l C5i ~l W WABA~- ___.1 Sl. ~13TH;~i16 ! r- PACIFIC HS """Q II> i~. '0 \~ I~ ii'i i i :::JI ~I ...1 ",i'OJ CIl w 0, Vii t; j { "', ~: ~~(~.~{- ..1.._._', ifl ~! ~I (/"I: ~, w' o..! _~-t~- o o ~ :c\ :~ J:_ , " VICINITY MAP N. T. S. TC04--29 City of San Bernardino, California Department of Public Works, Division of Engineering CIP No. TC04-30 NEW TRAFFIC SIGNAL AT CENTRAL A VENUE AND ARROWHEAD A VENUE '0 5T OAK 'JI W E S-'~ W HI~O;;: \ CT . I I::' SI 9 .w..R1P...~H AV~ > W--iT- L.2I_~ ~! ~i al,< w~ll.dy~ iWlICLU!.T~.~ ~t->---~\~-- ~1 w w ~ I! .::;: ST '~i BIR~H - ~!l ilL/') ~i ;:"r.s"roV"') g !! ' ;:;;;,:5! ST W ....- I- OAK i 0::1 <I....... ... --r~-r- '--r-- \:e: ~i (/) : ! i U)!~! ':" I ",L"'4oo STLvl 500 I... NATCl/AL · .FS HARllY SHEPPAjp ,_ BL.!J " W HEIlOERSON f- '" W , DELTA ~. i:;:c "': :;; V11 f- \ li4TE 10 lIl;G 51 M , PA MIL CENTRAL gs 780 0-::1 ~I '" ~ d; ~ a 00 W III LLCR!5r , Sf ~i "'ffi ::;; :;c: , , , I ~I ~I ~i E i ENNIS :----;..1 i <i "'! ~I. I '" I , , E ,..1 ilU'IAS : 3 1i :J MILL CIH(IN/TY PARK ~!o VJ-"o :;i'cr-. > '" I I'" , ~ !lQ~-"N PIONEER ST . . ~.~ -.W-;OO. ~i.- i5i~ ",I VICINITY MAP N.T.S. TC04-30 City of San Bernardino, California Department of Public Works, Division of Engineering CIP No. TC04-31 NEW TRAFFIC SIGNAL AT LITTLE MOUNTAIN DRIVE AND 48TH STREET -~ s leti- ~__ 40 \~ I ~\ .....t' I \ ~j tn! ~i tni @! ~:~ <j' , ~_~Lwl~ ~; 1,~aT- -48nt " ;,~ ti1; j~ t tc' 0: 576 ~ \", C-I"", 0-\.... ~~jg ,.., f " i '- ~ '11", SEE A J1 i ~r(Wl{f~1 ? .,,l,+0[[} ,~ 1 OPPjR P.': IN fiutNf..- 34 itj}{':~.jt,.,;X f VICINITY MAP N. T.S. TC04-31 City of San Bernardino, California Department of Public Works, Division of Engineering CIP No. TC04-41 NEW TRAFFIC SIGNAL AT LITTLE MOUNTAIN DRIVE AND NORTHPARK BOULEVARD " 8 '" "CIl-- HILLS COORSE + 8u" ' +" r' v/Sl' } . VICINITY MAP N. T.S. TC04-41 OR'GJNAL CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION From: James Funk, Director Subject: Resolution approvmg Agreement for Professional Services with Transtech Engineering, Inc. to provide Traffic Engineering Services for the Design of New and Modified Signals at 6 locations (City- Funded projects). Dept: Development Services Date: October 26, 2004 File No. MCC Date: December 6, 2004 Synopsis of Previous Council Action: 09/07/2004 Adopted FY 2004-2009 Five- Year Capital Improvement Program (CIP) Recommended Motion: Adopt Resolution. ~Jar:~ Field Engineer/ Contact Person: Michael Grubbs, Engineering Manager Phone: 5179 Supporting data attached: Staff Report. Maps. Reso.. Proposal Attachment A ( Agreement) and Attachment B ( RFP ) Ward: 2,3,5,7 FUNDING REQUIREMENTS: Amount: $ 84,975.00 Source: (Acct. No) 250-370-5504-7491 (TC05-06); 250-370-5504-7493(TC04-34); 250-370-5504- 7484(TC04-29); 250-370-5504-7485(TC04-30); 250-3 70-5505-7486(TC04-31); 250-370-5505- 7487 (TC04-4l ) Acct. Description: Traffic Signal Improvements - 2004/05 CIP Finance: Council Notes: Agenda Item No. '*ft1t J~ CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION ST AFF REPORT Subiect: Resolution approving Agreement for Professional Services with Transtech Engineering, Inc. to provide Traffic Engineering Services for the Design of New and Modified Signals at 6 locations (City-Funded projects ). Back2round: On September 7, 2003, the Mayor and Common Council adopted the FY 2004/09 Capital Improvement Program (CIP). The CIP contains a total of 17 traffic control projects to be designed and constructed in FY 2004/05. Of those 17 projects, staff has identified six (6) City-funded traffic control projects that can best be accomplished by a consultant. With the complexity and time constraints of these six (6) projects and current staffing limitations, a consultant would have greater resources to complete the designs needed in a timely manner. The consultant selected for this project will follow the City's design standards and prepare a complete working set of specifications and drawings ready for bidding. The six (6) City-funded traffic projects to be designed by an engineering consultant are as follows: 1. TC05-06 - "Mountain Drive at Northpark Boulevard". Install a fully-actuated traffic signal, modify existing access ramps to re-align with crosswalk, and modify existing signing and striping. 2. TC04-34 - "30th Street at Valencia Avenue". Modify existing traffic signal according to current standards. Install access ramps and sidewalk that are ADA compliant. 3. TC04-29 - "Sierra Way at 16th Street". Install a fully actuated traffic signal. Install access ramps that are ADA compliant. Install signing and striping as required. 4. TC04-30 - "Central Avenue at Arrowhead Avenue". Install a fully actuated traffic signal. Install new curb and gutter and curb ramps that are ADA compliant. Modify existing storm drain inlet and headwall on the southeast comer. Install signing and striping as required. 5. TC04-3l - "Little Mountain Drive at 48th Street". Install a fully actuated traffic signal. Widen the southwest comer and design the curb and gutter to its ultimate location. Install sidewalk and ramps that are ADA compliant as required. 6. IC04-4l - "Little Mountain Drive at Northpark Boulevard". Install a fully actuated traffic signal. Ihe signal should be designed for the interim "I" intersection condition. Install access ramps that are ADA compliant as required. Requests for Proposals (RFP) for Professional Services were sent to 11 civil and traffic engineering firms. Four (4) firms responded to the RFP. Proposals were received from the following consultant entities: 2 CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT (Continued) Company Location Transtech Engineering, Inc. San Bernardino Willdan San Bernardino FPL and Associates Irvine Katz, Okitsu and Associates San Bernardino The proposals were evaluated (Phase I Rating-evaluation of proposals) by staff based on a rating system previously approved by the Mayor and Common Council for Public Works projects. The phase I rating system includes, but is not limited to, such factors as past experience with similar types of projects, adequacy and experience of staff, completeness of proposal, past experience working with the consultant, understanding the requirements of the project, local preference, and price. Transtech Engineers, Inc., Willdan, and FPL and Associates were rated the top 3 consultants for this project based on the evaluation of proposals. Therefore, interviews were conducted with these three firms (Phase II Rating-interview). A selection committee interviewing the three (3) consultant firms consisted of: Development Services Director, James Funk; Deputy Director/City Engineer, Mark Lancaster; Engineering Manager/Field Engineer, Mike Grubbs; Senior Civil Engineer, Robert Eisenbeisz and Senior Civil Engineer, Byron G. Montalvo. The reviewers/evaluators selected the team of Transtech Engineering, Inc. based on their qualifications and staff's previous experience with the firm, completeness of the proposal, understanding of the project, local preference, and other criteria established in the City Council's approved evaluation criteria and rating system. Transtech Engineers, Inc. is a local engineering firm, providing capital improvement program design and management services, and construction management and inspection services on public works projects to municipalities and counties. This company has extensive public and private sector experiences, with many projects in the City of San Bernardino. Transtech Engineers, Inc. designed numerous traffic control projects of similar scope for local municipalities and also has extensive experience in managing and inspecting the construction of these types of projects. Staff of the City has had positive working relations with Transtech Engineers, Inc. The team's response to the RFP and the evaluation interview conducted by City staff demonstrated experience with similar projects and specific knowledge of the proposed six (6) traffic control projects. Proposed fees for services were as follows: Three Highest Ranked Negotiated "not-to-exceed Company Proposed Fee fee" with #1 Ranked I Consultant I Transtech Engineering, Inc. I $ 119,775.00 $ 84,975.00 ~ Willdan $ 145,529.00 N/A FPL and Associates $ 86,260.00 N/A 3 . CITY OF-SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT (Continued) Although FPL and Associates submitted the proposal with the lowest price, the proposal submitted by Transtech Engineers, Inc. was clearly superior based on a consideration of all the rating factors. Transtech Engineers, Inc. agreed to reduce its fee based on consolidation of the projects into two bid packages. They had previously assumed that each project would be bid separately. Financial Impact: Sufficient funding for this project IS available In the following accounts in the 2004/05 Capital Improvement Program Budget. Traffic Si nal Proiect CIP LINE CIP ACCOUNT ESTIMATED DESCRIPTION BUDGET NUMBER AMOUNT NO. DESIGN FEE TC05-06 Mountain Drive at Northpark Blvd. $ 120,000.00 250-370-5504 $ 12,500.00 Install Fully-Activated Traffic Signal (Design & Const.) 7491 30th Street at Valencia Avenue- $ 100,000.00 250-370-5504 $ 17,500.00 TC04-34 Traffic Signal Modifications (Design & Const.) 7493 Sierra Way at 16th Street- $ 20,000.00 250-370-5504 $ 11,000.00 TC04-29 (Design only) 7484 Install Fully-Activated Traffic Signal Central A venue at Arrowhead $ 20,000.00 250-370-5504 $ 13,500.00 TC04-30 Avenue - Install Fully-Activated (Design only) 7485 Traffic Signal Little Mountain Drive at 48th Street - $ 20,000.00 250-370-5504 $ 13,500.00 TC04-31 Install Fully-Activated Traffic Signal (Design only) 7486 Little Mountain Drive at Northpark $ 20,000.00 250-370-5504 $ 16,975.00 TC04-41 Boulevard - (Design only) 7487 Install Fully-Activated Traffic Signal Total Not-To-Exceed Fee $ 84,975.00 Recommendation: Adopt Resolution. 4 19 20 / / / 21 22 23 24 25 26 i i 27 28 CC~fPY 1 RESOLCTlOl\' !'iO. 2 RESOLCTlO:\' OF THE CITY OF SA!'i BER.~ARDINO APPROVE\G A SERnCES AGREE\IENT WITH TRAl\STECH El\GI:\'EERS, Il\C. FOR THE DESIGl\ OF NEW TRAFFIC SIGl\ALS AND SIGl\AL 'lODIFICATlONS AT SIX LOCATIONS (ClTY-FUNDED PROJECTS). BE IT RESOLVED BY THE 'IA YOR AND CO'IMON COL'NCIL OF THE CITY I OF SAN BERl\ARDI:\O AS FOLLOWS: 3 4 5 6 7 8 9 10 11 12 SECTION 1. Transtech Engineers. Inc.. 198 N. Arrowhead Avenue, Suite 'T', San Bernardino, CA. 92408. is competent, experienced and able to perform the design of new traffic signals and signal modi fications. and has provided the most ad\'antageous and best proposal for pro\'ision of the Design of New Traffic Signals and Signal ;..lodifications at Six Locations (City- Funded Projects) per Agreement for Professional Ser;iees, attached hereto and incorporated herein as Attaclm1ent I, for the not-to-exceed amount of 84,975.00. Pursuant to this 13 determination, the Purchasing Manager is hereby authorized and directed to issue Purchase 14 Orders for said ser;ices to said finn which references this Resolution. The Mayor is hereby 15 16 17 18 authorized and directed to execute said Agreement on behalf of the City. SECTIO~ 2. The authorization to execute the above referenced Agreement is rescinded if it is not executed within sixty (60) days of the passage of this resolution. - I - Yea. ! ~ (f/, /~/tY/ 1 2 3 4 RESOLlTTION OF THE CITY OF SAN BERcl\;ARDINO APPROVING A SERnCES AGREEMENT WITH TRANSTECH ENGIl'JEERS, INC. FOR THE DESIGN OF NEW TRAFFIC SIGNALS Al'\D SIGl'\AL MODIFICATIONS AT SIX LOCATIONS (CITY-FUNDED PROJECTS). 5 I HEREBY CERTiFY that the foregoing resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held 7 on the day of , 2004, by the follov.:ing vote, to \vit: 8 9 10 11 12 NAYS ABSTAIN ABSENT :\ '(ES Council Members: ESTRADA LONGVILLE MC GI1\TNIS 13 DERRY 14 15 KELLEY JOID:SON 16 \K CA\IMACK 17 18 19 20 Rachel Clark, City Clerk day of ,2004. The foregoing resolution is hereby approved this 21 22 23 Approved as to 24 form and legal content: Judith Valles. Mayor City of San Bernardino 25 JAMES F. PENMAN, City Attorney 26 ~' /;:'AI) ;:-J; 27 By: ~r~;;"'I/' 28 5r, /Jef'4f cry Ai7v,..lt~ - 2 - A TT ACHMEl\"T "1 " AGREEMENT FOR PROFESSIONAL SERVICES Design of Nev,' Traffic Signals and Signal Modifications at 6 Locations (City Funded Projects) This AGREEi\1E1\:T is made and entered into this day of 2004, by and between the CITY OF SAN BERJ"JARDINO, California. a municipal corporation. hereinafter referred to as the "City" and Transtech Engineers, Inc., hcreinafter referred to as "Consultant." WITNESSETH: A. WHEREAS, City has need for Traffic Engineering Services; and, B. WHEREAS, Consultant is competent, experienced and able to perform said services; and, C. WHEREAS, Consultant has provided the most advantageous and best proposal for the provision of such services; :\'OW THEREFORE, the parties hereto agree as follows: I. SCOPE OF SERVICES Consultant shall perfornl those services specified in the Request for Proposal (RFP), dated September 7,2004, to provide Civil Traffic Engineering Services for the Design of Various Traffic Signals and Signal Civil/Modification Projects at Six Locations attached and incorporated herein as Attachment A; with updated scope of work, fee and time schedule for these projects as provided by the Consultant in his updated proposal dated October 25, 2004, attached and incorporated herein as Attachment B. -, TER,\'1 OF AGREEME:\IT The services of Consultant are to commence after the City has authorized work to start by issuance of a Notice to Proceed. This Agreement shall expire one year from the date of this Agreement, unless extended by written agreement of the parties. 3. STANDARD OF PERFORMANCE Consultant shall complete all work product and design in confornlance with City of San Bernardino Standard Specifications and Standard Drawings. 4. CHANGES/EXTRA SERVICES A. Performance of the work specified in the Proposal is made an obligation of Consultant under this Agreement, subject to any changes made -1- Agreement for Professional Sernces with Transtech Engineers. Inc. subsequently upon mutual 'Hitten agreement of the parties. Any change. which has not been so incorporated, shall not be binding on either party. 5. CO:\IPENSATION A. The City shall reimburse the Consultant for actual costs (including labor costs. employee benefits, overhead, profit, other direct and indirect costs) incurred by the Consultant in performance of the work, in an amount not to exceed 584,975.00, except that reimbursement shall not include courier services, mileage or reimbursement for travel to the City to attend meetings or conduct the activities. Actual costs shall not exceed the estimated wage rates and other costs as set forth in the Proposal. B. Said compensation shall not be altered unless there is significant alteration in the scope, complexity or character of the work to be perfom1ed. Any adjustment of the total cost of services will only be permitted when the Consultant establishes and City has agreed, in writing, that there has been, or is to be, a significant change. C. The Consultant is required to comply with all Federal, State and local laws and ordinances applicable to the work. 6. PA YMENT BY CITY A. The billings for all services rendered pursuant to this Agreement shall be submitted monthly by Consultant to City and shall be paid by City within thirty {30) days after receipt of same, excepting any amounts disputed by City. City retains the right to challenge all or any part of an invoice. All tasks as specified in Proposal shall be completed prior to final payment. 7. Sl'PERVISION AND ACCEPTANCE OF SERVICES A. The Director of Development Services of City or his designee, shall have the right of general supervision over all work performed by Consultant and shall be City's agent with respect to obtaining Consultant's compliance hereunder. No payment for any services rendered under this Agreement shall be made without prior approval of the Director of Development Services or his designee. 2 Agreement for Professional Services wIth Transtech Engmeers. Inc. S. CO:\lPLlA!\'CE WITH CIVIL RIGHTS LAWS AND A:\IERICA!\'S WITH DISABILITIES ACT Consultant hereby certifies that it will not discriminate against any employee or applicant for eniplo)ment because of race, color, religion, sex, marital status, national origin or disability. Consultant's hiring practices and employee policies shall comply with applicable Federal, State and local laws. Such action shall include, but not be limited to, the following: Recruitment and recruitment advertising, employment, upgrading and promotion. 9. TERl\HNA TION OF AGREEME!\'T A. This Agreement may be terminated by either party upon thirty (30) days written notice in the event of substantial failure of the other party to perfOl1TI in accordance with the terms of this Agreement. Each party shall have twenty (20) days following date of such notice within which to correct the substantial failure giving rise to such notice. Consultant hereby covenants and agrees that upon termination of this Agreement for any reason, Consultant will preserve and make immediately available to City, or its designated representatives, maps, notes, correspondence. or records related to work paid for by the City and required for its timely completion, and to fully cooperate with City so that the work to be accomplished may continue. Any subsequent use of such incomplete documents shall be at the sole risk of the City and City agrees to hold harmless and indemnify Consultant from any claim, losses, costs, including attorney's fees, and liability arising out of such use. B. This Agreement may be terminated for the convenience of the City upon thirty (30) days written notice to Consultant. Upon such notice, Consultant shall provide work product to City and City shall compensate Consultant in the manner set forth above. C. Following the effective date of termination of the Agreement pursuant to this Section, the Agreement shall continue until all obligations arising from such termination are satisfied. 10. CONTI!\'GE!\'CIES In the event that, due to causes beyond the control of and without the fault or negligence of Consultant, Consultant fails to meet any of its obligations under this Agreement. and such failure shall not constitute a default in performance, the City may grant to Consultant such extensions of time and make other arrangements or additions, excepting any increase in payment, as may be reasonable under the - 3 - Agreement for Professional Services with Transtech Engineers. Inc. circumstances. Increases in payment shall be made only under the "changes" prO\ision of the Agreement. II. INDEPENDENT CO~TR.ACTOR Consultant shall act as an independent contractor in the performance of the senices provided for under this Agreement Consultant shall furnish such services in its own manner and in no respect shall it be considered an agent or employee of the City. 12. ASSIGNMENT OR SUBCONTRACTING Neither this Agreement. nor any portion thereof, may be assigned by Consultant without the written consent of City. Any attempt by Consultant to assign or subcontract any performance of this Agreement without the '-"Titten consent of the City shall be null and void and shall constitute a breach of this Agreement. 13. NOTICES All official notices relative to this Agreement shall be in writing and addressed to the following representatives of Consultant and City: CONSULTANT Transtech Engineers, Inc. 198 N. Arrowhead Ayenue San Bernardino. CA 92408 Ph: (909) 383-8579 Fax: (949) 595-8863 CITY Mr. James Funk, Director Development Services Department City of San Bernardino 300 North "0" Street San Bernardino. CA 92418 1..+ RESPONSIBILITIES OF PARTIES Upon termination, or completion of all work under this Agreement, Consultant will transfer ownership and title to City of all programs. reports. documents. plans and specifications. 15. INDEMNITY Consultant shall indemnify. defend and hold CITY, its officers, employees and agents harn1less from and against any and all claims, demands. suits, actions, proceedings, judgments, losses, damages, injuries, penalties, costs, expenses (including attorney's fees) and liabilities, of, by, or with respect to third parties, which arise from Consultant's negligent performance of services under this Agreement Consultant shall not be responsible for, and City shall indemnify. defend and hold harmless Consultant from and against, any and all claims, demands. suits. actions. proceedings, judgments, losses. damages, injuries, .. 4" Agreement for ProfessIOnal Services wllh Translech Engmeers. IrK. penalties, costs, expenses (including attomeys' fees) and liabilities of, by or with respect to third parties, which arise from the City's negligc:nce. With respect to any and all claims. demands, suits, actions, proceedings. judgments. losses. damages, injuries, penalties, costs, expenses (including attomeys' fees) and liabilities of, by or with respect to third parties, which arise from the joint or concurrent negligence of Consultant and City, each party shall assume responsibility in proportion to the degree of its respective fault. 16. LIABILITY/INSURANCE Consultant shall maintain insurance policies meeting the minimum requirements set forth herein. All insurance maintained by the Consultant shall be provided by insurers satisfactory to the City. Certificates evidencing all insurance coverage required herein shall be delivered to the City prior to the Consultant performing any of the services under the Agreement. All insurance certificates required herein shall name the City as an additional insured and provide for thirty (30) days written notice from the insurer to the City prior to cancellation of any insurance policy of the Consultant. A. ERRORS & OMISSIONS - The Consultant shall maintain errors and omissions insurance with a combined single limit of not less than One Million Dollars (S I ,000,000.00) per occurrence. B. COMPREHENSIVE GENERAL LIABILITY A~TD AUTOMOBILE I01SlJRA.NCE - The Consultant shall maintain comprehensive general liability and automobile liability insurance with a combined single limit of not less than One :Y1illion Dollars (S 1,000,000.00) per occurrence. C. WORKER'S CO!\lPENSA nON INSURANCE - The Consultant shall maintain \vorker's compensation insurance in accordance with the laws of the State of Califomia for all workers employees by the Consultant. 17. VALIDITY Should any provision herein be found or deemed to be invalid, this Agreement shall be construed as not containing such provision, and all other provisions which are otherwise lawful shall remain in full force and effect. and to this end the provisions of this Agreement are declared to be severable. 18. ENTIRE AGREEMENT This Agreement represents the entire and integrated understanding between the parties hereto and supersedes all prior and contemporaneous negotiations, representations, understandings and Agreements, whether written or oral, with - 5 - Agreement for Professional Services with Transtech Engmeers. In, respect to the subject matter thereof This Agreement may be amended only by written instrument signed by both parties. Iii - 6- Agreement for Professional Services wIth Transtech Engineers. Inc. IN WIT;\ESS \'v"HEREOF, the parties hereto have executed this Agreement on the date shown below. TRANSTECH ENGINEERS, INC. by: Signature Dat~: Print Name/Title CITY OF SAN BER..l\TARDINO by: Judith Valles Mayor City of San Bernardino Date: A nEST: Rachel Clark. City Clerk ApprO\ed as to form and legal content: James F. Penman City Attorney By: ~-~ I Tj Sr./J'fity ~A,' , 11.'1 - 7 - A TTACH!\lENT "A" .... City of San Bernardino Development Services Department PUBLIC WORKS DIVISION REQUEST FOR PROPOSAL TO PROVIDE CIVIL/TRc\FFIC ENGINEERI~G SERVICES FOR THE DESIG~ OF VARIOUS TR.\FFIC SIGNALS A:\D SIGNAL l\lODIFICA TION PROJECTS ISSCED O:\': SEPTEl\IBER 7 200-t 1 of 10 I. INTRODUCTION The City of San Bernardino (City) intends to engage the services of a consulting engineering finn (Consultant) to prepare plans, specifications and cost estimates (PS&E), for traffic signal improvements at six (6) intersections as part of the City of San Bernardino Capital Improvements Program (CIP). II. SCOPE OF SERVICES I. Consultant shall prepare all required construction documents, including plans, specifications, and cost estimates for the instal1ation of new fully actuated traffic signals at the following intersections: . Sierra Way at 16th Street (TC04-29) Special concerns: Existing overhead electrical power/utility lines are located along the south edge of 16th street, crossing Sierra Way and along the east edge of Sierra Way, crossing 16th Street. Existing dense trees located along both sides of Sierra way will need to be removed or trimmed to provide adequate signal visibility. Additional right of way (R/W) may be required depending on curb ramp design. . Central Avenue at Arrowbead Avenue (TC04-30) Special concerns: This is a "T" intersection with a commercial driveway located opposite of Central Avenue on the west edge of Arrowhead Avenue. There are no curb and gutter improvements on Central Avenue or the east edge of Arrowhead Avenue. Curb and gutter and curb ramp improvements will be required for the northeast and southeast curb returns with appropriate pavement tapers and transition to existing conditions. The curb and gutter should be constructed at the ultimate location for both streets, which may require additional right-of way. An existing stonn drain inlet and headwall, located on the southeast comer, wil1 need to be removed and relocated using one or two curb inlet catch basins connecting to the existing lateral. The construction documents for this location will include plans for street and stonn drain improvements. . Little l\lountain Drive at 48th Street (TC04-31) Special concerns: The southwest comer is vacant. The south edge of 48th Street and the west edge of Little Mountain Drive are both unimproved. The signal improvement plans should be designed for ultimate conditions (i.e. full street improvements). Curb ramps and sidewalks are required on the other three comers. Existing underground electrical Page 2 of 10 power appears to be located on the west edge of Little Mountain Drive north of 48th Street. Additional R/W may be required at the south east comer of the intersection. . Little Mountain Drive at North Park Boulevard (TC04-41) Special concerns: This is an existing "I" intersection that will be a four leg intersection when the future CSUSB access road is constructed. This signal should be designed for the interim HI" intersection condition. An existing drainage inlet is located on the north edge of North Park, north of the pavement edge. This will not be modified until the new northerly road is constructed. A concrete-lined channel is located along the east edge of Little Mountain Drive, crossing under North Park via a reinforced concrete box (ReB) structure. This may affect the positioning of loop detectors. The culvert headwall on the southeast comer will need to be carefully considered for pole location and ADA clearance requirements. Existing underground electrical power appears to be located on the north east comer. Additional R/W may be required. Coordination with the San Bernardino County Flood Control District will be required. . Mountain Avenue at North Park Boulevard (TC05-06) Special concerns: The existing curb ramps located on the northerly comers may need to be reconstructed to properly align with crosswalks. Construction of a curb ramp is required on the southwest comer. Existing underground electrical power appears to be located on the northeast comer. Additional R/W may be required depending on the curb ramp design. 2. Consultant shall prepare all required construction documents, including plans, specifications, and cost estimates for the modification of an existing actuated traffic signal to add protected left turn phasing on all approaches at the following intersection: .. 30th Street at Valencia Avenue (TC04-34) Special concerns: Sidewalk and curb ramp improvements are required on the northerly comers and curb ramp improvements are required on the southerly comers, which have existing sidewalk. The sidewalk on the northeast comer will need to extend north along the east edge ofYalencia to Mockingbird Lane, where an additional curb ramp is required. Page 3 of 10 Additional R/W may be required depending on curb ramp design. Coordination with CAL TRANS may be required. 3. Consultant shall prepare the traffic signal plans, specifications, and cost estimates for the intersections identified in Items I and 2 in conformance with City of San Bernardino standards, Caltrans standards, and the requirements of the Manual on Uniform Traffic Control Devices (MUTCD) and California Supplement, latest edition. Additionally, the consultant shall prepare the plans, specifications, and estimates in conformance with the following design requirements: a) The plans shall be prepared at a scale of I inch = 20 feet on standard 24" by 36" sheets, using the City of San Bernardino standard title block. b) The plans shall clearly show existing conditions, including but not limited to, the location and type of signal poles, and equipment, loop detectors, signing and striping, pavement markings, and street improvements. c) Consultant shall be responsible for survey; research and other data needed to establish existing conditions. d) The plans shall clearly show the location and type of the proposed improvements, including but not limited to, the type and location of signal poles, loop detectors, wiring, signing and striping, pavement markings, curb markings, parking spaces and street improvements. Proposed signing and striping plans shall be shown separately from the traffic signal design in each plan set. e) The plans shall include pole schedules that clearly specify the types and locations of all signal poles including, but not limited to signal and luminaire mast arm lengths; the types, locations, and attachments of pedestrian and vehicle displays; locations of pedestrian push buttons; and street name signs. t) The plans shall include phasing diagrams that reflect phase sequences adhering to National Electrical Manufacturers Association (NEMA) phasing standards. g) In addition, the plans shall clearly indicate: . the type and location of existing and proposed signing and striping, including but not limited to lane striping, stop bars, cross walks, pavement markings, and any other traffic control devices. . the type and location of existing and proposed street improvements, including but not limited to curbs, gutters, curb ramps, and cross gutters. . the type and location of existing and proposed vehicle detection, signal indications, wiring, conduit systems, and electrical service (including identification of the power source). Page 4 of 10 i) Consultant shall be responsible for all work associated with documenting existing conditions. j) All sidewalks and curb ramps shall be designed in compliance and accordance with the Americans with Disabilities Act (ADA). k) The plans, specifications and estimates shall be for fully actuated traffic signal systems. I) The plans, specifications and cost estimates shall be signed and sealed by a civil engineer, licensed to practice civil engineering in the State of California. Legal descriptions and plats shall be signed and sealed by a civil engineer or land surveyor, licensed to practice surveying in the State of California. m) Consultant shall prepare a separate set of plans, specifications, and cost estimates for each location unless otherwise directed or approved by the City Engineer. 4. Consultant should meet and confer with City staff during the preliminary design phase to resolve design issues and ensure continuity with City standards and preferences. 5. Consultant shall conduct utility research and identify the location and depth of all existing utilities within the limits of the proposed improvements. Consultant shall be responsible for identifying and resolving utility conflicts both overhead and underground. Copies of all written communication (including maps) between the consultant and utility companies shall be provided to the City. 6. Consultant shall conduct the necessary research to determine the existing public right-of- way and identify any additional right-of-way that must be acquired to construct the subject improvements. Where right-of-way acquisition is required, the consultant shall prepare the appropriate legal descriptions and plats describing the property to be acquired. 7. Consultant shall identify any additional improvements that are required to construct the traffic signal improvements. Additional improvements may include but not be limited to curb and gutter, drainage improvements, storm drains, street widening, curbs, curb ramps, and channelization. If additional improvements are required, consultant shall include the design of those improvements in the scope of the proposal and incorporate them into the plans, specifications and cost estimates. 8. Consultant shall submit an updated project schedule within 1 week of receiving a notice to proceed, indicating the design tasks and project timing from start to submittal of final PS&E for each location. The Consultant shall estimate two (2) City plan reviews for each plan set. The first review should be estimated to take two (2) weeks and the second review should be estimated to take one (I) week for schedule purposes. Consultant shall provide an updated schedule showing progress and timing every two weeks. Page 5 of (0 III. PROJECT PHASING Consultant shall manage the design, prepare the construction documents, and develop the work schedule consistent with the following priorities: Priority 1 Consultant shall include a schedule in the proposal showing completion of PS&E, ready for bid at the earliest possible date for the following two projects: . Mountain Avenue at North Park Boulevard (TC05-06) . Valencia Avenue at 30th Street (TC04-34) The City desires to solicit bids for construction of the above projects within two (2) months after the notice to proceed is issued. Priority 2 Consultant shall include a schedule in the proposal showing completion ofPS&E, ready for bid within six (6) months after the notice to proceed is issued for the folIowing projects: . Sierra Way at 16th Street (CIP No. TC04-29) . Arrowbead at Central Avenue (CIP No. TC04-30) . Little Mountain Drive at 48th Street (CIP No. TC04-31) . Little Mountain Drive at North Park Boulevard (CIP No. TC04-41) Plans shalI be prepared in such a way that projects can be bid individually or in combination. Upon completion of the consultant's work, the City sha1l have in hand, both an electronic, and a hard copy of an approved and signed set of completed plans, technical specifications, quantities, estimates and special provisions ready for bidding including alI supporting data, calculations, utility locations, utility notices, survey data, permits and other details necessary to complete this project in a format acceptable to the City. Consultant should expect to meet with the City on a bi-weekly basis for updates on project progress, concerns, problems and accomplishments. The project design must be completed within six (6) months after the notice to proceed is issued. IV. PROPOSAL REQUIREMENTS A. Six (6) copies of the proposal shall be submitted to the following: City of San BernardIno Department of Development Services Division of Public Works A TTN: ~1r. Byron G. Montalvo, P.E., Senior Civil Engineer 300 North "D" Street, yd Floor San Bernardino, CA 92418 Page 6 of 10 Proposals shall be received in hand by this Division up to the hour of 5:30 P.M. on Mondav. October 4. 2004. B. Responsive proposals will include, but not be limited to, the following: 1. Responsive proposals will present a Scope of Services that includes at a minimum the above described services and any other tasks necessary to achieve completion of design (PS&E) needed for the successful construction of the improvements at the identified locations. 2. Identify the professional, technical and support staff that will be performing the work associated with the proposed scope of services. Short resumes may be included, but extensive resumes should be limited to key personnel only. 3. Include a timeline indicating project milestones for the delivery of final plans, specifications, and cost estimates ready for public bid, including but not limited to a flow chart showing project tasks and timing for each location. The schedule must reflect the earliest delivery of the construction documents for locations identified as Priority 1 above. Include allowances for review periods. 4. Include a list of similar projects recently completed by the Consultant, identifying the location, date, agency and contact person name, address and phone number. 5. Previous obligations with other projects (related to time and availability of staff). 6. Name of sub-consultants to be used for specific aspects of the project, including a summary of previous working arrangements on similar types of work. 7. Statement of local preference eligibility, including identification of any office located in the City of San Bernardino and the number of employees stationed at the office, the number of employees doing business inside the City limits, and a machine copy of your firm's City of San Bernardino Business License. 8. Items, actions or information the Consultant expects to be provided by the City. 9. Any comments or suggestion that the Consultant believes necessary to improve the finished project or to comply with the requirements of this RFP. 10. Separate sealed envelope. Fixed fee or not-to-exceed fee for the work required by this RFP, together with an hourly rate sheet applicable to this project for classifications above, including all materials and expenses, shall be submitted in a separate sealed envelope. Page 7 of 10 Include a summary of the fee for each location (plan set) and the total fee. A separate fee proposal is required for each location for cost tracking within the City's Capital Improvement Program. Please note that the City will not payor compensate for travel time, courier services, mileage or reimbursement for travel to the City of San Bernardino to attend meetings or conduct the activities necessary to complete tasks required to be performed as part of consultant services. V. SELECTION PROCESS The selection process will be based on a point system and will consist of three phases as follows: ./ ~ 1. First phase selection shall consist of an evaluation brtaff (including the Development Services Director, City Engineer, a Senior Engine9f" and Project Manager) of proposals based on the above items identified in Section 1ft B (except No. 10). An additional five (5) points will be given to City of San Bernardino based consultants. In order to be deemed as "City of San Bernardino Based Consultant, the company shall have an office with a minimum of one (1) owner or employee doing business inside the City limits and shall possess a City Business License. The three (3) consultants with the highest points will continue to the interviews. A maximum of 100 points can be achieved in this phase of the selection process. The three consultants with the highest numerical scores will be invited to continue with the second phase of the selection process. 2. Second phase of the selection process will consist of staff evaluation of a presentation by the three consultants with the highest numerical score from the first phase selection. The interview will be detailed questions on this specific project, including, but not limited to, personnel, schedule, project staging, and knowledge of the project. Five (5) points of local preference will also be awarded in this phase of the selection process for Consultants that meet the requirements identified in paragraph 1 above. A maximum of 100 points can be achieved in this phase of the selection process. 3. The third and final phase of the selection process will consist of staff submitting a final package to the Mayor and Council for consideration approval. Final scores of the top three consultants will be submitted to the Mayor and Common Council with a recommendation to award an Agreement for Professional Services to the consultant with the highest numerical score. However, the Mayor and Common Council have the prerogative to award an Agreement for Professional Services to any of the top three consultants or reject all proposals. 4. If the Mayor and Common Council award an Agreement for Professional Services. the selected consultant will be requested to execute an Agreement for Professional Services (draft copy attached). Failure of the consultant to execute the Agreement within 60 days of approval by the Mayor and Common Council will void the approval. Page 8 of 10 VI. GENERAL This "Request for Proposal" does not commit the City to award a contract, pay any costs incurred in the preparation of a proposal in response to this request, procure or contract for any services. All proposals submitted in response to this request will become the property of the City and may be used by the City in any way deemed appropriate. The City reserves the right to accept or to reject, in part or in its entirety, the response to the request for proposal if such action is deemed to be in the best interest of the City. Any contract entered into as a result of this proposal shall be considered to include the items of work detailed in this proposal unless specifically deleted in the proposal at the request of the City. VII. PAYMENT The Consultant that is recommended by Staff and approved by Mayor and Common Council shall attend the pre-design meeting to establish the start date. Once the Notice to Proceed has been given, the Consultant can submit for payments. The City will release funds at percentages with receipt of Plans, Notices, or Specifications. No payment shall be given above the percentage of completed work accepted by the City. The City shall hold 15% of the total cost for 360 calendar days after acceptance of plans and specifications by the City, or 45 calendar days after the City issues a Notice of Completion for the project, whichever occurs first. Any request for additional infonnation or clarification should be submitted to Mr. Byron Montalvo, Public Works, at (909) 384-5263. ATTACHMENTS: Site Location Maps Liabi lity/Insurance Requirements Draft Copy of Agreement for Professional Services Page 9 of 10 LIABILITY I INSURANCE REQUIREMENTS Engineer shall maintain insurance policies meeting the minimum requirements set forth herein. All insurance maintained by the Engineer shall be provided by insurers satisfactory to the City. Certificates evidencing all insurance coverage required herein shall be delivered to the City prior to the Engineer performing any of the services under the Agreement. All insurance certificates required herein shall name the City as an additional insured and provide for thirty (30) days written notice from the insurer to the City prior to cancellation of any insurance policy of the Engineer. A. ERRORS & OMISSIONS - The Engineer shall maintain errors and omissions insurance with a combined single limit of not less than One Million Dollars ($1,000,000.00) per occurrence. B. COMPREHENSIVE GENERAL LIABILITY AND AUTOMOBILE INSURANCE - The Engineer shall maintain comprehensive general liability and automobile liability insurance with a combined single limit of not less than One Million Dollars ($1,000,000.00) per occurrence. C. WORKER'S COMPENSATION INSURANCE - The Engineer shall maintain worker's compensation insurance in accordance with the laws of the State of California for all workers employees by the Engineer. Page 10 of 10 A TTACH:\1E:\'T "B" lrans/ech ENGINEERS .PLANNERS .MUNICIPAL CONSULTANTS 198 N Arrowhead Avenue. SUite I .San Bernardmo _ California 92408. Telephone (909; 383-8579 . Faeslmlle 1909) 595.88E3 October 25, 2004 Mr. Byron Montalvo, PE Senior Civil Engineer Development Services, 3rd Floor 300 North D Street San Bernardino, CA 92418 Subject: UPDATED SCOPE OF WORK, FEE AND SCHEDULE TO PROVIDE PROFESSIONAL TRAFFIC ENGINEERING SERVICES FOR THE DESIGN OF VARIOUS TRAFFIC SIGNALS AND SIGNAL MODIFICATION PROJECTS Dear Mr. Montalvo: Thank you for selecting Transtech Engineers, Inc. as the most qualified firm for the subject project. Per your request, we are submitting our updated scope of work, fee and schedule, which is based on the work scope clarifications provided by the City. Should you have any questions or need additional information, please contact the undersigned at your convenience. Sincerely, Transtech Engineers, Inc. ~ Ali Cayir, PE, Principal Tel 909-383-8579, Ex!. 121, Fax: 909-595-8863 e-mail: Cavir@transtechecom ~'.wPROC~SS\P=lOPCSA~ \2004\2t.(6J sa CESiGN 'J~ VAR!C',;S TRA,;:;::C SIGNA,~S A.NS' MOOiFICA ~iCNS", 10-25-04, UPDA -ED SCOPE 0;:: WORK A.ND cEE.do: Submitted 10: r, i_. Scope of Work. Fee and Schedule ~ 1UI!'ItIl'f,.: Submitted by: Cover Letter TRANSTECH ',' ~ i.~.''''''Ji'Uii;l~:' < ,', ','~' ," ' .. .. ,'" , ". " _ _ . .~~.: ~"~I:IUJ~~~; "". J ~~ I (j\," "', '. ~ . ">1 Sierra Way at 16th Street (TC04-29) z ~ ':;:1'::t ~ ~ W 1:':'; Sl ~ l.'1'I::>t ::: ~ .; z f ~bll S "18 . '31:, ::~ 1 ~ ~ ',t" ' L-lll"""";'! A', t' < REMARI<S ..:l,D,~, R:.=HTir'S at "~r/v and S\;^j ~>::;Ine:s. Sl:~m:'~'e~ :c .;...J:I,; Central Avenue at Arrowhead Avenue (TC04.30) (.'~ " ,. <( ^ ;; ~ f L ~ ~ ?' ... '" :,,^' Cr.nt'ai ';lil! E. C'!ntll; Ave s REMARKS: No curb. guile!. s!dev'iaik ori the east sicle of Arrowhead Av'enue 2(:c1 Clf) both sides of Centra! Avenue. Ex;st;;;Q s~crr-; j(a:n ir:i-=~ ai~cj hr::3~'h\:3Jl Cli .SE cc.;rr,t;i rtE80S tc o-c: r::J~:cst(;'cJ:ne\:\/ catch bc~s;:-! i:"'II.=)/ i~e'2j L::; be G~:i3ti"0;=:E:cJ /~:;~:-~ 8 r1C~'\' l;:~jte:~2: 10 I~-;;,.ill-i ;:~-lr:;. E/iS~!:'1g PF .:~n ea::t sije fT';dY c,~:)nf;;c.t \oVItt-: ult.!i"iat;? stree~ ai;gnGlen~. ,L,rj,j _:"12.~: ;-.';-"" L:e :'-e l:_~L-~~~~j 1~~CI~stfuct curb rst..lIT~S a: ;\..~ "2 i.J '~<~~:,J~',~ie(S SE'p8~~:>;' ~~i:~;-i::: -'.-::':" "--,-, .."- ~<>:-.':'< ,::::~:,'1 '::;l~~:-(:7i CH'~ r: i:~:;C':'~';',. ;":;;:.::-.r -,' . r;::,. -"-~i::-,~r f~~E C:;;-i' ~ ~,E '-:r,(C)P 'c. ,~, . ' ~ Sd)rr.l::.~~:: SL,ty,';~~P(i oy -.. (\~. . " _;.'1 ; Little Mountain Drive at 48th Street ITC04-31} g g r ;;;. c :5 (l ~ ~ ;;r Ul ~ ~ ~ L "b ", -~ .-' '" ::t "" --< W4 J~Jfr~r Ln '~"V"'t"l'- .' -, 'L:' "",.n _ REMARKS SiN CGr:l8r not imr'rove,_-i <: ... '" lC '" fl c g Additional R/'N rilay be r,2qurec1 to ::,xstrc:'~:t curb :'s~cun, a:SV'i c:;rne" r--~eec1s FIOA 'anlp~. :;...;srr.i:red !o ';'i) ::. 1) ;.-" -;.....~ 1- Sl.;:).~i':i' Little Mountain Drive at North Park Boulevard (TC04-41) >. ~ ~ )> ~ -::~" -1:": '...... - ~y,6 I'*" . !\t\"~ '(-\0 ~, ,,;0'-' .'!:',cJ-\.. 0,........1 ... " 5 ~ ... f .,> .~ " " .'1. .:':; ..))~, ;- '.'3'i~ ~ ~I..,,\ '-/ 0 " - '" (5 Q ~ e- N ~ ;; ~ '; IN 1'1" D' ~ l:tj ~ .c " n ... RE~JARKS ~,ortli ar\p~OcCh Uninlpr.:Jlied fut~;~e ac::;ess road te CSUSB C~c;n::n:,te cr:2nnsl aC;'CSS2a:,t a~p(ca-.~J'1 n:a~: F'np;:);:t ioop plCii:ement 'Jideo detection may be p;'oposed to avoid cutting Il,tO COI,uste channel for loops and condill Lx loops. C/c)n~rete channe~ IT~ay ai3U lfTl;J3Cr !oC21.ion of sIgnal poles/fol..;ndJtlor~s. sp;-ead f.. r-il'nr-j~~i(""r' r~c..c:;("'n r;"3 j he (~iJ~ ! '1.....e;,...J .J'.."..l .LII...",v_, .....\...,.....,,~.l .) ") ~'..J ....... ......4 I............ i-~'1". nEi<'J~;' ",/,.i:;') l--=:r1\,-, f' C>~f~"~'.i iJ;stt'::: 1,,1."i:; 3u.)~:tr~n .~;; ;': t';~~' f: S :.:' :.::-) l'-~.' So brc" ttee by P~(j~" 4- "!';='.~:HC',i;':"":"': '.... Tv;...;'" Mountain Avenue at North Park Boulevard (TC04-41) ',." 561'1 3r z ~ ~ '" :.. c ~ ~ "'i ~ ~ ~ ..:: c 0 0 9 v' ~~ O(/",fo, .,::. Nortl]park EH"d .;; -' -"'''f:~~.., .' : ~ ""l_.IJt:~:W' C'C~f ~l -' I.) ? ::: :r co: ." 'C :=~:~ll":':-::'t~ ~) ~ REi\1f-..RI<S ~-,;eeJ-sf-\D.::~, rarnp a: :S\,\I CCJt,:~r, ;, ...... ,",:;-'):;~..~~~.r; ~:~ :<.~~....;; ;~+ ~'t..!: ~<~ ~ ~ . .' t, . ~ ... ~. ~. E;:isting f/.J,b.. rarnr-'s 'In n'Jrth S!C)~ ::lppe?f' tel te r,c:i ii-' '=orn~)1i?;<:e \/.j:t!-! ,AJJ,L\ st3ndards. n~C! 21::3C; r:-,:~:;:,' n9s<1 l:J tOle: I~e._/:'::t.~-}:;-L!.~k', L', r_.,,-cr~e'-<-, a:l~j:-; ji\~:~1 n:j\r,,,' '::lj~1':2\ C(css\,valks 3'-'jrT':~to.~ t~ :~,.....or;:, -!i;~: j.. r c, 7:;'~;';'~=:-',. '11__...... 30th Street at Valencia Avenue (TC04-34) .~ c;".. . "6 J?Q' Mock; . o?gb!rd Ln r:"_:.:-:':.:. ~ "- "-n ..,.-"~,,_.._ :J _ _+ "::':';;;:~~;J~4_--rr~~Y~~[ >..,.,,,. _ _ _." _ '___'. -~ - ~-~~'''O' .<,,-<~t: t..,~_"""",,,,,,,,."! r~~~~~.,~~~:':~ "T1 :: - ~ ~ ~ 3 > g c;' ". '{~);-:X.d;,~~~~.~~~~~ ~. .,_.~...:-..;. . RD,1ARKS: Sc;:):h 3p~r-c3ch 20 Free\~./ay Bri~~~ge [leek /':-:2/ i;-n~act loop p!3cerY;en~ \'!dec detectir)r n:~iY r.e nrop038<J for adV3flCe:1 d0~ec:t!');., 2;-"--] for c.Jnduit for advanced loops to avod '~dtt'ng :ntc b;-;d;JS" deck. r<~H';/ p.J!ss \1'.'11: tie rec:Jire,j for LT- ~rhasin'J l~e'J\i AD/\ rai11r~)S req:"iired 8il aH corners. Nevv' sk.1e-'Jva;:, on 11.::Vttl Sj;Jc? vvi!: ;j~1pact 6xist:ng !an(1~CaUe and j((iga~ion, AddlLiJna; R/\'V n~ay t~~~:: nes(ie,j .:';: -',+ L.:.: 1')::1.,/ :..;e 'v\dtnin Sla~8 ...L~'ri:,cji;:tj~)r~ dUE 3:.: F"-~?e".:\:?V 0rllj~~2 ('.,~ay rsqulre :.;}::Cil ~~-,:', j ar.r;,rc)\:~; ~:-,~ ,-,: (~2it'..3r~s. :';_~'r'it:?~ ~r :;...J;1i: :~::C; ::.)' i=' :-;~~F: I) ~-\,:,. ~)TC~~~-: SCOPE OF WORK THE FOLLOWING ARE VARIOUS TASKS THAT WILL BE PERFORMED BY TRANSTECH ON THIS PROJECT: Assemble Existing Data: Assemble and review available information pertaining to the project, including existing survey data, as-built improvement plans, City map, aerial photographs, utility information, and other available record data. Field Surveys: Field reviews will be performed to identify and/or verify existing conditions such as existing traffic control devices, deficient pavement within the area of proposed loops, potential utility conflicts, etc. The field surveys will be conducted by senior level traffic engineers to ensure not only physical conditions are properly identified, but also other improvements that may enhance the safety of the intersection as well as may be necessary for compliance with the current design codes. Site Photos: Photos (5" x 7" prints) or hard copy digital photos (photo quality with 1280 x 960 minimum resolution) will be provided with the submittal of the detailed recommendations. Photos will be mounted and clearly labeled on 8-1 /2-inch by 11- inch stock and will show existing cabinets and hardware, existing services, TS standards, and all approaches of the intersection. Utility Coordination: Coordinate with the utility companies in order to identify all existing underground and overhead utility lines which may interfere with the installation of proposed traffic signal equipment. For electrical services, we will coordinate with Southern California Edison Company. Potholing for Utility Verification: At locations where a concentration of existing underground utilities are identified after utility record search, we will conduct potholing to verify exact location and depth of utilities which potentially interfere with the signal pole foundations. We will use SafeProbe's nondestructive excavation technique to locate utilities and subsurface structures, and to determine their depths below ground. The service is provided utilizing a truck containing a soil agitator and a powerful vacuuming device, along with a storage container with state-of-the-art electronic equipment. SafeProbe conducts an electronic subsurface survey to locate and mark the position, path and estimated depth of all existing utilities. Potholing is performed using the air/vacuum soil extraction method for the purpose of locating, marking, measuring and recording the exact location of the existing underground utilities. Vacuum excavation utilizes the kinetic energy in a high velocity air stream to penetrate, expand and break up soil. The loosened chunks of soil Submitted to: Iiiii' Scope of Work Fee and Schedule ....~,..I Submitted by: Page 7 TRANSTECH and small rocks are then removed from the hole through the use of a very powerful vacuum. In this way, a hole is created that is typically 10 inches to two feet round or square, and as deep as required to expose the buried utility. The major advantages offered by vacuum excavation are safety, cost effectiveness and time efficiency (substantially less expensive than and operation takes half the time of conventional potholing method). This state-of-the-art technology, designed to identify and excavate to locate subsurface structures and utilities, is a nondestructive method with respect to the subsurface systems, and will never damage the buried utility. It is a soft-touch dig, suck and seek method of potholing. The test hole is then backfilled with the original soil unless permit regulations require a special fill. All holes are compacted in 6" stick lifts to provide maximum compaction and to mainlain future integrity of the hole, and pavement is restored in-kind. PS&E (plans, specifications, estimates): · Design parameters will conform to latest guidelines of the State of California Traffic and Highway Design Manuals, the Federal Manual on Uniform Traffic Control Devices (MUTCD), local agency standards, American Public Works Association Standard Plans for Public Works Construction, and the latest editions of Public Works Standard Plans, and Specifications (Green Book), and/or Caltrans Standard Plans, and Standard Specifications, and "A Policy on Geometric Design of Highways and Streets (AASHTO)." · Controllers, controller operation, signal phasing, and detector patterns will be in conformance with applicable agency standards and shall be clearly shown on the traffic signal plans. . Discussions will be held with the City staff regarding City's requirements and procedures affecting the construction of the project which, in our opinion, would not lead to the best results when applied to the project, and recommendations will be made for alternative methods and options. · Construction cost estimates will be prepared in detail on Transtech's standard construction cost data sheets. · In addition to signal design, the City will be advised as to the necessity and manner of providing or obtaining services related to the site, such as right of way, utility surveys, and pavement deficiencies. · Traffic Control Plans: Separate traffic control plans will not be prepared, as such plans would not be necessary for traffic signal construction work. Traffic control will be covered by referring to applicable standards of Work Area Traffic Control Handbook) WATCH and Caltrans Traffic Manual. · Signing and Striping Plans: Separate signing and striping plans will not be prepared. Any signing and striping changes necessary as a result of the traffic signal construction will be shown on traffic signal plans. · CVII Plans: For sidewalks and ADA ramps the task would be limited to the immediate area within the curb returns where new signal poles are being installed. New sidewalk and ADA ramps will be shown on Signal Plans with a reference note to applicable standard plan. · Right-of-way: We will check existing right-of-way maps, which would be provided by the City, to verify that the proposed improvements are within the existing right-of- Submitted to: !~ Scope of Work, Fee and Schedule '_;aktttf~ Submitted by: Page 8 TRANSTECH way. However, if during the review it is found that additional right-of-way is required or the maps are incorrect, we will prepare necessary right-of-way plans showing exact take areas. However, the City shall be responsible for negotiating with property owners and acquiring necessary right-of-way. o Specifications, bid package, contract documents: Transtech will prepare new/updated specifications per current edition of Standard Specifications for Public Works (Green Book), including administrative front section. Transtech will utilize tried and tested technical specifications and special provisions suited specifically for this type of project. Transtech's library of specification clauses are also well suited to provide appropriate best management practices and requirements of the contractor consistent with the provisions of the National Pollutant Discharge Elimination System (NPDES) and the Clean Water Act. o Final Design: Based on the City's comments and requirements. revise the plans, specifications, and estimates. Upon final approval, submit final original plans, specifications, and estimates to the City for bidding purposes. Final design plans will show all necessary information in adequate detail to permit construction directly there from and indicate and delineate all details necessary for a construction contractor. They will be prepared in AutoCAD format, and electronic files will be provided to the City. o The final product to be provided by Transtech is an approved set of complete plans, specifications and estimates ready for bidding with all supporting data, calculations and other details necessary to complete the project in a format acceptable to the City. Plans and specifications will conform to the requirements of the City of San Bernardino, and the Standard Plans and Specifications for Public Works Construction (Green Book), latest edition with traffic signals referring to Caltrans Standard specifications, Section 86 and Caltrans Standard Plans (instead of using Section 307 of Green Book). Caltrans Encroachment Permit and Coordination: Portion of 30th Street and Valencia Avenue intersection may be within State Jurisdiction due to 30 Freeway bridge. If required by Caltrans, we will coordinate for Encroachment Permit. Constructability Review/In-house Independent Plan Check: Transtech understands that the quality, accuracy and correctiveness of the products prepared by Transtech are the full responsibility of Transtech. The review by and approval of the products by the City staff as well as all other involved agencies does not relieve us, of any liability and responsibility. Answering Questions and Preparing Addenda during Bidding Process Our Project Manager will answer any questions asked during the bidding phase, and prepare necessary addenda to answer questions and provide additional clarifications. Submitted to: I~ Scop, ;{ Work. Fee and Schedule I....Jofta\1...: Submitted by: Page 9 TRANSTECH FINAL PRODUCT TO BE PROVIDED BY TRANSTECH TO CITY I Title Signal Stripin Street Specs Remarks I Location Sheet Plan gPlan Plan ! Mountain Avenue at Location P1.A and P1.B are Priority 1 P1.A North Park Boulevard I 1 0 0 locations. and will be designed under 1 (TC04-41 ) PS&E Bid Package. Sidewalk 30. Slceel " V','"'' 1 1 1 improvements on the east side of Valencia between 30th and Mockingbird P1.B 1 0 1 Lane will be shown as a separate detail Avenue (TC04-34) on a separate sheet. P2.A Sierra Way at 16th Street 1 0 0 (TC04-29) P2.B Little Mountain Drive at 1 1 0 0 1 I Location P2.A, P2.B and P2.C will be 48lt1 Street (TC04-31) designed under 1 PS&E Bid Package. Little Mountain Drive at P2.C North Park Boulevard 1 0 0 (TC04-41 ) Central Avenue at Location P3.A, due to extensive P3.A Arrowhead Avenue 1 1 1 0 1 roadway work. will be prepared under a (TC04-30) separate PS&E Bid Package. THE FOLLOWING TASKS WERE NOT PART OF CITY'S RFP AND NOT A PART OF TRANSTECH'S SCOPE OF WORK AND FEE Support during Construction Phase Meeting: The City's request for proposal does not include construction management and inspection services. However, if requested by the City. we will be available to provide any support services and to answer questions on as needed basis during construction. We will continue to make our services available during the construction phase of the project to address and correct the plans and other material prepared by us. We will provide interpretation and/or clarification of the approved construction documents as they specifically relate to the design, design intent, and execution of the Project. All interpretations and clarifications shall be subject to final approval by the City. In the case this is required due to errors and omissions on our behalf, this service will be provided at no cost to Public Works. However, plan revisions and change orders requested by the City due to unforeseen conditions which may arise during the construction will be paid at hourly rates. As-Built Plans: Transtech's scope and fee does not include preparation of as~built plans. This service can be provided when the project is constructed and the extent of as-built revisions are known, based on which a scope and fee can be negotiated. Submitted to: ~ '_; Scope of Work. Fee and Schedule '~~"'.. Submitted by: Page 10 TRANSTECH rn w U >rn 0::.... Wu rnw C), zO -0:: 0::0.. 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'" ci ..... .... <IJ OJ "0 <IJ .c:: ,> U) "0 c: '" <IJ <IJ lJ... ~- o ~ w w u. ~ <( ~ o ~ '0 <IJ "- o u U) IV '0 .... iQ .... o ~ ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 12-io-o~ Item # Vote: Ayes 1-,,\ Nays ...e- Change to motion to amend original documents D 2<Xr'\ - 3~O Absent A- \ 'Z.. Resolution # Abstain -fr Companion Resolutions NulIN oid After: Coo days / Resolution # On Attachments: D 2.-<\;--{)S PUBLISH D POST D Note on Resolution of attachment stored separately: D RECORD W/COUNTY D By: Date Sent to Mayor: Date of Mayor's Signature: Date of Clerk/CDC Signature: i 2- \(-O~ I) -q-b't l"z.-q -O~ Reso. Log Updated: Seal Impressed: g- ~ Date Memo/Letter Sent for Signature: 151 Reminder Letter Sent: ! 2.-t 0- cJ ~ Date Returned: 2nd Reminder Letter Sent: Not Returned: D Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): YesL No BYf' Yes No----L..- By Yes No 1 By~ , Yes No / B0= - Yes No ,/ By Copies Distributed to: Animal Control D EDA D Information Services D City Administrator D Facilities D Parks & Recreation D City Attorney ~ Finance 0' Police Department D Code Compliance D Fire Department D Public Services D Development Services IH" Human Resources D Water Department D Others: 0 Notes: Ready to File: Revised 12/18/03 OFFICE OF THE CITY CLERK RACHEL G. CLARK, C.M.C. . CITY CLERK 300 North "D" Street. San Bernardino' CA 92418-0001 909.384.5002' Fax: 909.384.5158 www.ci.san-bernardino.ca.us December 10, 2004 Transtech Engineers, Inc. 198 N. Arrowhead Avenue San Bernardino, CA 92408 Dear Sir or Madam, At the Mayor and Common Council meeting of December 6, 2004, the City of San Bernardino adopted Resolution 2004-380 - Resolution approving a services agreement with Transtech Engineers, Inc., for the design of new traffic signals and signal modifications at six locations. Enclosed is one (1) original agreement. Please sign in the appropriate location and return the original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San Bernardino, CA 92402, as soon as possible. Please be advised that the resolution and agreement will be null and void if not executed within 60 days, or by February 4, 2005. If you have any questions, please do not hesitate to contact me at (909)384-5002. Sincerely, , i}u ~L)lt J-'/t ~',.~, '0 Michelle Taylor Senior Secretary Enclosure CITY OF SAN BERNARDINO ADOPTED SHARED VAI>UES: Integrity' Accountability' Respect for Human Dignity' Honesty lranslech ENGINEERS. PLANNERS. MUNICIPAL CONSUL TANTS 624 Brea Canyon Road - Walnut - California 91789 - Telephone: (909) 595.8599 - Fax: (909) 595.8863 December 15, 2004 City of San Bernardino City Clerk's Office P.O. Box 1318 San Bernardino, CA 92418 Attn: Michelle Taylor, Senior Secretary Dear Ms. Taylor: Enclosed is one (1) original signed agreement for the design of new traffic signals and signal modifications at six locations. Certificate of insurance will follow via US mail directly to your office from our insurance agent. If you have any questions, please contact me at (909) 595-8599, Ext. 120. Sincerely, ?anstesh (::ngit:leers, Inc-') -~~~ 'cr;); /~ (j() /- ~.a/ f//.f~ cs:~ qgz Administrative Assistant \24257 58 SANTA FE DEPOT AREA PLAN\Trasmittal Agreement L TR 12 15 04.doc