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HomeMy WebLinkAbout2006-390 ~~'- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2006-390 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING AN AGREEMENT FOR SERVICES WITH IBI GROUP FOR THE PROVISION OF PROFESSIONAL CONSULTING SERVICES FOR PREPARATION OF THE 1-210 CORRIDOR ENHANCEMENT PLAN. WHEREAS, the City of San Bernardino has entered into a Fund Transfer Agreement (FTA No. 74A0207) with the State of California Department of Transportation to receive an Environmental Justice Planning Grant for preparation of the 1-210 Corridor Enhancement Plan; and WHEREAS, the City of San Bernardino issued a Request for Proposals (RFP) for professional consulting services to prepare the 1-210 Corridor Enhancement Plan; and WHEREAS, the City of San Bernardino evaluated proposals submitted in response to the RFP and found the proposal submitted by illI group to be complete and responsive to the requirements stated in the RFP; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. illI Group is competent, experienced, and qualified to perform said services, based upon the Statement of Qualifications submitted to the City, and upon previous consulting experience with the City. Pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue a Purchase Order to illI Group in the amount of $246,585.00 for professional services required to prepare the 1-210 Corridor Enhancement Plan. The Mayor of the City of San Bernardino is hereby authorized and directed to execute on behalf of the City an Agreement for professional consulting services; a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by reference as though fully set forth at length. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING AN AGREEMENT FOR SERVICES WITH IBI GROUP FOR THE PROVISION OF PROFESSIONAL CONSULTING SERVICES FOR PREPARATION OF THE 1-210 CORRIDOR ENHANCEMENT PLAN. SECTION 2. The authorization to execute the above referenced Purchase Order and Agreement is rescinded if they are not signed and issued within sixty (60) days ofthe passage of this resolution. III III III III III III III III III III III III III IIIIII III III III III 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1 2 3 4 5 6 7 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING AN AGREEMENT FOR SERVICES WITH IBI GROUP FOR THE PROVISION OF PROFESSIONAL CONSULTING SERVICES FOR PREPARATION OF THE 1-210 CORRIDOR ENHANCEMENT PLAN. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the 6th day of November, 2006, by the following vote, to wit: 8 Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA x BAXTER x VACANT DERRY x KELLEY x JOHNSON x MC CAMMACK x Q~kJ.~ Cit~-clerk rl' The foregoing resolution is hereby approved this ~ day of November 2006. ~r City of San Bernardino Approved as to Form: JAMES F. PENMAN, ~'iAtJh~i~ 2006-390 Exhibit A AGREEMENT FOR CONSULTING SERVICES THIS AGREEMENT is made and entered into this sixth day of November, 2006 ("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter city ("City"), and IBI Group ("Consultant"). WITNESSETH: A. WHEREAS, City proposes to have Consultant perform the consulting services described herein below; and B. WHEREAS, Consultant represents that it has that degree of specialized expertise stated in the Scope of Services, and holds all necessary licenses to practice and perform the services herein contemplated; and C. WHEREAS, City and Consultant desire to contract for specific services in connection with the project described below (the "Project") and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and D. WHEREAS, no official or employee of City has a financial interest, within the provisions of California Government Code, Sections 1090-1092, in the subject matter of this Agreement. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows: 1.0. SERVICES PROVIDED BY CONSULTANT 1.1. Scope of Services. Contractor shall furnish consulting services to City regarding preparation of the 1-210 Corridor Enhancement Plan in accordance with Attachment A-I, Scope of Services, attached and incorporated herein. 1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant's performance of this Agreement. . 2006!...390 1.3. Warrantv. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers' compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys' fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant's performance under this Agreement. 1.4. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender or sexual orientation, or any other category protected by law, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code, Section 1735. 1.5 Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement. 1.6. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 1.7. Business License: The Consultant shall obtain and maintain a valid City Business Registration Certificate during the term of this Agreement. 1.8. No Conflict of Interest: During the term of this Agreement, neither Consultant nor its officers, employees, associates and subcontractors shall, without the prior written approval of the City, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subcontractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. 2.0. COMPENSATION AND BILLING 2.1. Compensation. Over the term of this Agreement, Contractor shall be paid for such services an amount not to exceed $246,585.00, in accordance with Attachment A-I. 2 2006'-390 2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Response unless the City or the Project Manager for this Project, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. 2.3. Method of Billing. Consultant may submit invoices to City's Project Manager for approval on a progress basis, but no more often than monthly.. Said invoice shall be based on the total of all Consultant's services which have been completed to City's sole satisfaction. City shall pay Consultant's invoice within thirty (30) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the authorized change order, where applicable, on all mVOlces. 2.4. Records and Audits. Records of Consultant's services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times for a period of three (3) years from the Effective Date. 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Attachment A-I. The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement. 3.2. Excusable Delavs. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of one (1) year, ending one year after the Effective Date, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. 3 . 2006'-390 4.2. Notice of Termination. A. Without Cause: The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, without cause, at any time, by providing written notice to Consultant. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination without cause. B. With Cause: The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement with cause. In the event of termination with cause, City shall provide Consultant with thirty (30) days written notice of the cause for termination. If Consultant fails to cure within the thirty (30) days thereof, termination shall become effective upon expiration of the thrity (30) days. C. With or Without Cause: In the event of termination for any reason, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. 4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. Compensation for work in progress shall be prorated as to the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant. 4.4 Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City no later than ten (10) days of termination of this Agreement, at no additional cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal 4 2006-390 injury with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (b) Automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (c) Workers' compensation msurance as required by the State of California. (d) Professional errors and omissions ("E&O") liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder. 5.2. Endorsements. The comprehensive general liability insurance policy shall contain or be endorsed to contain the following provisions: (a) Additional insureds: "The City of San Bernardino and its elected and appointed boards, officers, agents, and employees are addition- al insureds with respect to this subject project and contract with City." (b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the coverage reduced, until thirty (30) days after written notice is given to City." (c) Other insurance: "Any other insurance maintained by the City of San Bernardino shall be excess and not contributing with the insurance provided by this policy." 5.3. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.4. Non-limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property. 5 . 2D06:"'390 6.0. GENERAL PROVISIONS 6.1. Entire Agreement. This Agreement constitutes the entire Agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement. 6.2. Representatives. The Director of Development Services or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement. Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement. 6.3. Proiect Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement. Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City. 6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail. IF TO CONSULTANT: IF TO CITY: David Chow, PE, AICP IEI Group 18401 Von Karman Ave. Ste. 110 Irvine, CA 92612 Fax: 949-833-5511 Tel: 949-833-5588 Valerie C. Ross Director of Development Services 300 North" 0" Street San Bernardino, CA 92418 Fax: 909-384-5080 Tel: 909-384-5057 6 2006-390 6.5. Attorneys' Fees. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office in enforcing this contract on behalf of the City shall be considered as "attorneys' fees" for the purposes of this paragraph. 6.6. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in San Bernardino County, California. 6.7. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or assignment shall release Consultant of Consultant's obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement. 6.8 Indemnification and Hold Harmless. Consultant shall protect, defend, indemnify and hold harmless City and its elected and appointed officials, officers, and employees from any and all claims, liabilities, expenses, including attorney fees, damage to property or injuries to or death of any person or persons or damages of any nature including, but not by way of limitation, all civil claims or workers' compensation claims, to the extent caused by negligent or intentional acts, errors or omissions of Consultant, its employees, agents or subcontractors in the performance of this Agreement. 6.9. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall secure, at his expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 6.10 Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall 7 2006-390 indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from City's use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City. 6.11 Public Records Act Disclosure. Consultant has been advised and is aware that all reports, documents, information and data including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 6250 et. seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code Section 6254.7, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court. 6.12. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City's representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction. 6.13. Prohibited Emplovrnent. Consultant will not employ any regular employee of City while this Agreement is in effect. 6.14. Order of Precedence. In the event of an inconsistency or conflict in this Agreement and any of the attached Exhibits or Attachments, the terms set forth in this Agreement shall prevail. 6.15. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the 'performance of its obligations hereunder except as expressly provided herein. 6.16. No Third Partv Beneficiarv Rights. This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. 8 2006-390 6.17. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect thc meaning or interpretation of this Agreement. 6.18. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 6.19 Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement. 6.20. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 6.21. Severabilitv. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party is materially impaired, which determination as made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations. 6.22. Countermirts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. 6.23. Corporate Authoritv. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Agreement. III III 9 2006-390 AGREEMENT FOR CONSULTING SERVICES IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. CITY OF SAN BERNARDINO, A Municipal Corporation, IBI GROUP ~r-,,~_'- Pat 'ck J. orris, Mayor ~ ..b~,~r)ov,.., /f/l~~ P/!iP....utn..... Name and Title Ry ~--O-- Signature \:'Au Ii:> c..~~ {t::ltRPCTOR., Name and Title Approved as to form: James F. Penman, City Attorney By fi;tLIf/;lI~ 10 2.006-390 ATTACHMENT A-I CITY OF SAN BERNARDINO 1.210 CORRIDOR ENHANCEMENT PLAN ~ lelJ IMPLEMENTATION PLAN IBI Group Team believes the 1-210 Corridor Enhancement Plan project represents an exciting opportunity to provide technicai assistance to the City of San Bernardino and its residents as the community seeks to develop a vision for the future enhancement of the 1-210 Freeway Corridor. In this section. we layout our team's Project Approach, as well as raise some factors for consideration as the project moves forward. Following that, we provide our proposed Project Implementation Plan and its associated tasks and deiiverables. PROJECT ApPROACH I OVERALL FACTORS FOR CONSIDERATION We propose the formation of a Technical Advisory Committee (TAC), to be composed of representatives from a number of key agencies and organizations, as well as Community-Based Organizations (CBOs) and other stakeholders (as directed by the City's Project Manager). Suggested members could include representatives from: . City of San Bernardino Development Services, . City of San Bernardino Redevelopment Agency, o San Bernardino Council of Governments (SAN BAG), o Caltrans District 8, o Omnitrans, and .CBOs The primary purpose of the T AC would be to facilitate the development of key components of the plan critical to the project's schedule, as well as review and comment on project deliverables. The T AC would further assist in keeping all parties involved well-informed throughout the project. We have significant positive experience in working with TACs on projects, and believe that this iterative process generally results in a better overall product, one which features the early- and continuing "buy-in" of participating agencies and organizations. Scheduling the initial TAC meeting as soon as possible and ensuring that all relevant members are available to review the project, its goals and objectives will be very important. This will be an opportunity for the TAC and project team to refine the Scope of Work, project priorities, and timeline if necessary. The initial TAC meeting will also provide for establishing a calendar for future meetings and deliverables, as well as for scheduling important events, such as the charrettes and presentations. The compressed time periods for some tasks may require discussion with City staff and Technical Advisory Committee members on the need to provide all materials to the project team expeditiously. We recognize that the schedule for completion of the work will be challenging, but we believe with the necessary coordination and communication, is very much achievable. The project team will aggressively move to begin the project upon receipt of Notice to Proceed. The broad range of technical specialties and level of experience in the IBI Group Team provides that simultaneous consultations with key organizations such as the City of San Bernardino, San Bernardino Council of Governments (SAN BAG), Caltrans, and Omnitrans can be conducted. The benefit of our approach is that it allows for the results and findings of these consultations to be brought back to the T AC for review and discussion, and maintains a high-level of coordination and communication between all concerned parties. It will be critical that TAC members are active participants, particularly during the Background Analysis task, and can ensure that all needed reports. data, and related materials are conveyed to the project team quickly. September 1, 2006 2006-390 [;I CITY OF SAN BERNARDINO 1.210 CORRIDOR ENHANCEMENT PLAN PROJECT IMPLEMENTATION PLAN The IBI Group Team accepts the Scope of Work as provided in the RFP, and offer the following observations and considerations regarding it that we believe could assist in the study process. Backqround Analvsis There is a concern regarding the statement that "the timeframe for background analysis continues beyond the initial public outreach and first charrettes meetings, since background data will be put to use as It becomes available, and the concerns of the public voiced in initial contacts may affect the scope or content of the background analysis." This issue should be discussed amongst TAC members at the initial meeting. Given the short time available for completion of the project, establishing boundaries over the potential to expand the scope beyond that outlined in the Request for Proposals (RFP) will be an important consideration, and setting clear priorities at the outset of the project will be key. Also an option for consideration is rather than a complete market analysis as called out in the RFP, reviewing and updating trends and data from recently completed or on-going similar studies which include the project study area could provide a means by which economic development strategies could be created in a more timely fashion. An example is the use of the City of San Bernardino's Comprehensive General Plan Update, completed in November 2005. To help with the overall aggressive schedule, we suggest that the period for Background Analysis be six weeks. Initial Outreach and Presentations IBI proposes that the initial outreach meetings begin immediately upon the Notice to Proceed, and be conducted concurrently with the Background Analysis work. The IBI Group Team includes Arellano and Associates, who have been involved in previous phases of the Route 30/1- 210 construction effort as the prime consultant for the Public Information Program. Given this experience and familiarity with many of the potential Community-Based Organizations, a preliminary list of groups could be established and contacted quickly to advise them of the project's initiation, and to solicit their participation. This early contact will assist in encouraging engagement in the study and in the charrettes, which may need to be scheduled during the winter holiday period. By necessity, this would mean compressing the period for this effort from the eight weeks as noted in the Scope of Work down to approximately six weeks. Charrettes We propose that the City Project Manager and TAC work with the Project Team to focus and refine the charrette process, including the dates, times and locations for these workshops, This is in order to ensure that they can be completed in time to provide meaningful input to the development of the Draft Strategy Elements and to the resulting 1-210 Corridor Enhancement Plan. There may be opportunities to combine discussion of several strategy topics into a single charrette event. Participants would join with others in a small group atmosphere and discuss a strategy topic for a shorter period of time 30-45 minutes, and then join another small group to discuss a different strategy topic in another part of the room. Such an arrangement could facilitate maximum results in a shorter period of time than the three month process outlined in the RFP. September 1, 2006 2006-390 ~ 'IB] CITY OF SAN BERNARDINO 1.210 CORRIDOR ENHANCEMENT PLAN A significant consideration is that the schedule for the two rounds of charettes will likely involve holding them during November and December which tend to be difficult times to get people to participate. The active involvement and participation of one or more CBOs, as well as individuals and organizations contacted early through the Initial Outreach and Presentations can assist in the achievement of this effort. We believe that given careful attention to these factors, it may be possible to hold the two rounds of charrettes over two months. Preparation of Draft Strateqv Elements The RFP provides a three and one-half month period for this task. Recognizing the limited timeframe of the project, we believe that the time for this task may be compressed, with the active participation of the City of San Bernardino staff and TAC members as required. The project team will develop the Draft Strategy Elements fOllowing the first round of charrettes and present them to the T AC as soon as possible thereafter. An expedited review and approval of the preliminary draft elements by the City and T AC will allow the revision and refinement of materials to be presented at the second round of charrettes. Final Plan Preparation The Scope of Work contained in the RFP suggests that this task would be accomplished by the end of 2006. Given the difficulty with the holiday period, we believe a Draft Final 1-210 Corridor Enhancement Plan could be completed in early to mid-January 2007. We anticipate a two-week period for the T AC's review and comment, leaving time for the Final version of the document to be prepared by the first or second week of February 2007. As discussed, we accept the scope of work as described in the RFP with the following refinements in task descriptions and deliverables. Task 1 - Technical Advisory Committee meeting #1 Deliverables: . Meeting minutes . Final Scope of Work and Project Schedule Task 2 - Initial Outreach and Presentations The Project Team would initiate contact with the community through organizations and individuals starting with the Notice to Proceed. and based on existing contact Information from other phases of the 1-210 construction effort. Deliverables: . Contact list, schedule and venues for charrettes . Memo to City Staff identifying results of initial community outreach I !1?! I September 1, 2006 2006-390 lfl CITY OF SAN BERNARDINO 1.210 CORRIDOR ENHANCEMENT PLAN Task 3 - Background Analysis Task 3. 1 - Field Review In this task, members of the Project Team would conduct a field review of the Project Study Area, Ideally with members of the T AC. This field review would add additional input and information beyond that provided as part of the data request. Task 3.2 - Analysis of Opportunities and Constraints/Development of Draft Strategy Alternatives This task would analyze and identify existing conditions, opportunities and constraints for each of the five Strategy Elements (which have a total of eight components as laid out in the RFP). The proposed products will be developed as a collaborative effort with the City and TAC at a level that is consistent with the expectations and budget. Task 3.2.1 - Freeway Screening The overall methodology for developing screening strategies along the 1-210 will be to identify up to seven typical conditions which will exist once the new freeway is constructed. These conditions may include views to interchanges, views to the back of sound walls, and direct views onto the freeway. The conditions will be identified in collaboration with the City and the T AC. Task 3.2.2 - Acoustical Analysis The Acoustical Analysis subtask would have three main components. These are: . Assessment of existing noise impacts . Assessment of future noise impacts . Identification of potential solutions . Potential funding sources for solutions Task 3.2.3 - Multi-modal Mobility This would include a review of existing and planned transit services and routes, an assessment of sidewalks and bicycle routes, and consultation with Omnitrans, Caltrans, and others. Special attention will be given to maintaining connectivity in the City and unmet transit needs. Task 3.2.4 State Street Corridor Improvement The Project Team will assess what might be required as part of a draft State Street Corridor Improvement Strategy. It is anticipated that the interchange at State Street will serve as a major ingress and egress gateway for economic development in the region. Input would be solicited from the City and other stakeholders for improvement ideas. These ideas along would be incorporated into alternative concepts (maximum of 2) for presentation at the initial round of charrettes. These concepts could exhibit features including decorative walls, special pavement, themed lighting, site amenities, plant materials and other features. This task will be coordinated closely with Task 3.2.6 Economic Development. Task 3.2.5 - Vehicle Trip Reduction In this subtask, potential opportunities for Vehicle Trip Reduction would be assessed. The work will be coordinated with Task 3.2.3 Multi-modal Mobility strategy as appropriate. Task 3.2.6 - Economic Development This subtask would review existing appropriate reports and documents and would update this information, identifying both existing economy activity within the project study area, as well as potentiai economic development opportunities resulting from the completion of the 1-210 freeway. This subtask wi Ii focus on identifying a strategy to maximize the September 1, 2006 2006-390 CITY OF SAN BERNARDINO 1.210 CORRIDOR ENHANCEMENT PLAN 1!f economic development potential that can be expected. We will work with the City and appropriate members of the TAC to identify the areas of influence, define priorities, and objectives for commercial and other land uses. Task 3.2.7 - Neighborhood Revitalization The IBI Team will work closely with City staff and utilize existing information and field review to develop concepts and strategies. Public involvement will playa key role in this effort. Task 3.2.8 - Transit-Oriented Design Special attention will be focused on identifying the principles of Transit Oriented Development that make sense for the City. As appropriate, this task may be combined and incorporated in other strategy elements including Task 3.2.7 Neighborhood Revitalization and Task 3.2.6 Economic Development. Deliverables Five Strategy Elements background reports Task 3.3 - Preparation of Outlines, Materials for Charrettes Based on the results of the Background Analysis for each strategy area, outlines will be prepared showing how these strategies would be presented to the public for its input and comment at the first round of charrettes. The underlying philosophy for the charrettes will be the presentation of alternative solutions to the issues identified by the project team. Deliverables . Five scripts for the first round of charrettes . Draft materials for presentation at charrettes Task 4 - Technical Advisory Committee meeting #2 At this meeting, the T AC will review and comment on the background reports and other materials prepared in Task 2, as well as on the draft outlines and other materials for the charettes. As a result of comments and feedback received from the T AC, reports and charrette materials will be revised as necessary. Deliverables . Meeting notes . Revised background reports . Revised materials for first round of charreltes Task 5 - Charrettes Round #1 A series of five chareltes will be held in this task. Ideally, the charettes would have the opportunity to address a number of different strategies at each one. Their dates, times and locations will be based on input from the T AC and from participating Community-Based Organizations (CBOs). Ideally, the selected CBOs will be members of the TAC, so as to provide their maximum involvement throughout the project. In addition to presentation boards which would highlight key issues and major findings from the background analysis, each charelte would feature a series of small group activities that discussed and addressed a particular issue, such as Multi-modal mobility. Within this group, a series of issues might be raised, and then a number of options to address those concerns presented. Comparative factors such as relative cost and ease of maintenance might be provided. Each Ilml September 1, 2006 2006-390 CITY OF SAN BERNARDINO 1.210 CORRIDOR ENHANCEMENT PLAN jil group would then discuss the options, and would provide feedback in the form of written comments and preferences. After a period of time, say 15-20 minutes per group, the participants would move to the next station to discuss another strategy topic. Facilitators at each station would ensure that the process provided an opportunity for all participants to be heard, and would assist in the discussion to the extent necessary in order to provide participants with: . Basic charrette ground rules . The strategy to be discussed . The information and tools with which to discuss it . The means by which their input would be collected (survey cards, game pieces, etc.) The goal of this round of charrettes would be to solicit the sense of the community regarding each of the strategy areas and how they might be addressed in the future through the 1-210 Corridor Enhancement Plan. Deliverables: . First round of charrettes . Meeting summaries from each charrette held Task 6 - Preparation of Draft Strategy Elements Based on input and preferences expressed by the public during the first round of charettes, the Project Team will prepare draft versions of each of the strategies to be included in the 1-210 Corridor Enhancement Plan, as well as materials for use at the second round of charrettes. Deliverables: . Preliminary draft strategy outlines for the five Strategy Elements . Materials for use at the second round of charrettes Task 7 - Technical Advisory Committee meeting #3 The T AC will review and comment on the Draft Strategy Elements and materials to be presented at the second round of charettes. The Draft Strategy Elements and materials for the second round of charrettes will be revised as necessary. Deliverables: . Meeting notes . Revised draft Strategy Elements . Revised materials for second round of charrettes Task 8 - Charrettes Round #2 The Draft Strategy Elements, formulated through the background analysis and the community's input at the first round of charrettes, will be presented for final comment and input. Ideally, the goal of this round of charrettes would be to reach consensus on the preferences and priorities in each Strategy area to be reflected in the 1-210 Corridor Enhancement Plan. Deliverables: . Second round of charrettes . Meeting summaries from each charrette held September 1, 2006 2006-390 1iI CITY OF SAN BERNAROINO 1.210 CORRIDOR ENHANCEMENT PLAN Task 9 - Preparation of Draft Corridor Enhancement Plan Based on the results of the second round of charrettes, the draft Strategy Elements would be combined with data from the background reports in a Draft 1-210 Corridor Enhancement Plan. Deliverable: Draft 1-210 Corridor Enhancement Plan Task 10 - Technical Advisory Committee meeting #4 At this final TAC meeting. the Draft 1-210 Corridor Enhancement Plan would be reviewed, and TAC members would provide direction to the Project Team on revisions necessary to finalize the document. The document would be revised accordingly. The PowerPoint presentation to be given to the Mayor and Common Council would also be reviewed. Deliverables: . Meeting minutes . Comments on Draft 1-210 Corridor Enhancement Plan . Draft PowerPoint presentation for Mayor and Common Council Task 11 - Preparation of Final Corridor Enhancement Plan The Final 1-210 Corridor Enhancement Plan would be revised to reflect the comments and feedback of the TAC. Following this revision, the 1-210 Corridor Enhancement Plan would be printed and provided to the City in hard copy form, as well as on CD-Rom for reproduction and electronic dissemination. Presentation on the project and the resulting plan would be made to the Mayor and Common Council. Deliverables: . 1-210 Corridor Enhancement Plan (10 bound hard copies, and an electronic copy on CD-Rom, suitable for reproduction of additional hard copies or for uploading to the Internet. . PowerPoint presentation to Mayor and Common Council September 1, 2006 lBl ,;/lnrt> 2006-390 2006-390 ~ i il w w . ! ! M ! I . 1 ~ f 1 j ~ ~ II ~ f~~ 1 . ,; , . . ~ i. ui . x H a. n ~ i If . I 1 I~ ,I . " . II ~h 1 . ~ j ~ i. ui u .~ :: a. ~ t i . - S . fl: