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HomeMy WebLinkAbout53-Public Works . CICr OF SAN BERNARDUO File No. 13.89 _~ - REQUUT FOR COUNCIL Ao-nON . Roger G. Hardgrave, Director From: Public WorkslEngineering Authorize the Award of the 5-Level Subject: Parking Structure Traffic Control Improvement Project to DKS & Associates -- Ward 1 Dept: 9-26-85 Date: Synopsis of Previous Council action: 07-01-85 -- City Administrator directed to prepare a recommendation for approval of a RFP for a consultant to analyze and recommend spaces, signage, and circulation of the 5-level parking structure. Recommended motion: Adopt Resolution. cc: John Matzer Jr., City Administrator Glenda Saul, Executive Director - RDA Ralph Prince, City Attorney: Prepare Resolution A -::!:## ----'... , Contact person: Peter H. Liu Phone: 5226 FUNDING REQUIREMENTS: Amount: $16,800.00 Ward: Source: RDA I SUPllorting data attached: Staff Report Finance: Council Notes: 1 Agenda Item No. ~ ~ 75-0262 - - . CIN OF SAN BERNARD~ - REQU~T FOR COUNCIL AcQ.ON STAFF REPORT As directed by the Hayor and Common Council, the Engineering Division prepared a Request for Proposal (RFP) for the improvement of traffic circulation and signing in the 5-level parking structure. The RFP requires the project be conducted in 3 phases: to produce the best and most cost effective circulation and signing plan; to conduct a user survey and evaluate parking consolidation; and to prepare detailed engineering plans and specifications. The RFP was issued on July 18, 1985 to a total of eight leading traffic engineering consulting firms. Two firms responded to the RFP and sub- mitted their proposals on August 28,1985. The two firms are: Mr. Bob Wirts and DKS Associates. A consultant interview was subsequently conducted on September 12, 1985, by an interview panel consisting of Mr. Ray Fox, Central City Parking District Commissioner; Mr. Ray Schweitzer, Deputy City Administrator; Wayne Overstreet, Public Buildings Superintendent; and Peter Liu, Traffic Engineer. The interview panel basically reviewed the qualifica- tions, past work experience, personal assignment, and technical work. approach of each consulting firm and concluded in consensus to award the contract to DKS & Associates for an amount that the project time and material shall not exceed $16,800.00, which includes 15% contingency. It is recommended that the project be awarded to DKS Associates for not to exceed $16,790.00 and a contract agreement be executed between DKS & Associates and the City of San Bernardino. 2 75-0264 - .... .... . c o !"'"\ '-' RESOLUTION NO. ~ , .........,; ] RESOLUTION OF TIlE CITY OF SMI BERNARDINO AIUIHlING A CONTRACT 2: TO OKS & ASSOCIATES FOR TIlE It1P!<OVEf.\ENT inF TRAFFIC CIRCULATIOU MID SIGNING IN TilE 5-LEVEL PARKING STRUCTURE: 3 Il E I T RES 0 L V E D BY" HEM A YO RAN D C 0 ~H' 0 N CO U N C IL 0 F THE r. IT Y 0 r 4 SAN BERNARDINO AS FOLLOHS: 5 SECTION 1. DKS & Associates is the lowest responsible bidder 6 for improvements of a pub1 ic project, to-wi t: 7 improvements of traffic circulation and signing in the 5-1evel 8 par kin g s t r u c t u r e , for a n am 0 un t not to ex c e e d $ 16 , 790.00, 9 contract is awarded to said bidder accordingly, but such awar 10 shall be effective only upon the contract being fully executed b) 11 the parties; all other bids therefor are hereby rejected; and th 12 Mayor is hereby authorized and directed to execute said contract 0 13 behalf of the City; a copy of the contract is attached hereto 14 marked Exhibit '''A'' and incorporated herein by reference as fully a 15 though set forth at length. 16 SECTION 2. The City of San Bernardino does not intend tha. 17 it shall be obligated by making this award unless and until th 18 contract is fully executed and no oral a~reement rehting tl1erct 19 is intended or authorized and should not be Implied by this award. 20 I HEREBY CERTIFY.that the foregoing resolution was du'l 21 adopted by the Mayor and Common Council of the Ci ty of Sa 22 Be r n a r din 0 a tam e e tin 9 th ere 0 f 2:J hel d on the ___day of 24 following vote, to-wi t: 1985, by th. 25 1/1/ 26 II/I 27 1/1/ 2R 1 C 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 ]6 17 18 HI 20 21 22 23 24 25 26 27 28 -~ AYES: NAYS: ABSENT: - - ~ ..... o o '\ -.J Counci 1 f.lembers C i ty C 1 e r. k The foregoing resolution is hereby approved this Approved as to form: day of , 1985. Mayor of the City of San Bernardino 2 - - - - - c o o :.J ~, AGREH1ENT FOR COIJ"UL TANT SERVICES FOR IMPROVEf~ENTS TO TRAFFIC CIRCULATION AND SIGIJlNG IN THE 5-LEVEL PARKING STRUCTURE THIS AGREH1ENT, made and entered into thi s day of . 1985, by and between the CITY OF SAN BERNARDINO,- a municipal corporatlon, hereinafter referred to as "CITY," and DKS ASSOCIATES. a Cal ifornia Corpora- tion, having a place of 'business in Oakland, California, hereinafter referred to as "CONSULTANT." I RECITALS The CITY needs and requires the services of a qual ified engineering consultant to prepare pl ans, specifications, cost estimates and project reports, gather data. and perform other related services for the improvement of the City's 5-level parking structure. CONSULTANT is qualified and is willing to perform services required. The CITY and CONSULTANT therefore agree as follows: II SCOPE OF SERVICES CONSULTANT shall render certain technical andlor professional services, described in Exhibit A. which by this reference is made a part of this agreement, for the improvements of traffic circulation and signing in the 5-level parking structure in the City of San Bernardino. III PERFORMANCE BY PERSONNEL All of the services requi red hereunder will be performed by CONSUL TAtH or by CITY-approved subconsultants working for CONSULTANT and all personnel engaged in the work shall be fully qualified and be authorized or permitted under State and local law to perform such services. EXHIBIT "A" - 1 - - . . c 0, o ::; i,:. : C~/' IV COMPENSATION In consideration for the technical and professional engineering services set forth in Exhibit A. the CONSUL TMH shall be reimbursed on a. time and materials basis in accordance \~ith the rates set forth in Exhibit B with a total cost not to exceed $16.800 except to the extent said amount is increased by written amendment to this contract. When the CONSULTANT establ i shes that there has been or is to be a change in: A. Scope. complexity or character of the services to be performed; B. Conditions under which the work is required to be performed; or C. Duration of work from the time period specified in the Agreement for Completion of the work. the total cost of the contract will be adjusted where such change causes a change in the cost of performing the services. Any change in scope of service shall be at ,request of City. V METHOD OF PAYMENT, CONSULTANT shall submit monthly invoices based on total services perfonlled. CITY will pay the CONSULTANT within 30 days of receipt of said invoice in accordance with the provisions of Section IV-Compensation. VI INTEREST OF CONSULTANT The CONSULTANT covenants that it presently has no interest and shall not acqui re any interest. di rect or i ndi rect. which woul d confl ict in any . manner or degree wi th the performance of the services contempl ated by thi s Agreement. No person having such interest, shall be employed by or associated with the CONSULTANT. - 2 - - . c o o ~, ...i .1.,....., ~") VII F I NO INGS, CONF IIlENTIAI., OVlNERSIII P, Rl PW"iS';JNF ul<r~ArTU N~'tC. All reports, information, data, and exhibits prepared or assembled by CONSULTJ\HT in connection with the performance of its services pursuant to this Agreement are confidential and the CONSULTANT agre,es that they shall not be made avai lable to any individual or organization without the prior written consent of the CITY. No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The final report furnished by CONSULTANT to CITY shall become the sole property of CITY, and CITY shall have unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, ,any reports, data, or other materials prepared under this Agreement. ViiI MATERIALS TO BE PROVIDED BY CITY The CITY shall furniSh CONSULTANT with a full-scale set of "AS-BUILT" plans for the 5-level parking structure verified as correct by the CITY. IX TERM The servi ces of CONSULTANT wi 11 commence when the CITY has authori zed work to start by the issuance of a Notice to Proceed. CONSULTANT shall provide the CITY with a technical memorandum documenting the evaluation of garage redes i gn concept a 1 ternat i ves at the end of the ei ghth (8) week following Notice to Proceed. A final set of plans, specifications and appropriate documentation shall be compl eted by the end of the fourth week fo 11 owi ng approval of the garage redes i gn concept a lternat i ve by the Common Council of the CITY, and said approval is received in writing by CONSULTANT. In the event that all of the services required to be performed under thi s Agreement have not been performed \1i thi n twel ve (12) months from the ~ate hereof for any reason other than a default by CONSULTANT hereunder, CONSULTANT shall have the right, upon giving thirty (30) days prior written notice to Client, to terminate this Agreement and to be paid to the date of termination for all services rendered and costs incurred hereunder. - 3 - . c o o :) (.)' X CONTRACT EXTENSION If the work is delayed at any time by reason of a suspension order by the CITY or because of any other act of the CITY. or because of neg1 ect by the CITY without contributory fault or neglect on the part of the CONSUL TANT, or if the work shou1 d be del ayed at any. time by reason of strikes. acts of God, the public enemy. acts of the CITY, fire, floods. epidemics, quarantine restrictions, freight embargoes. abnonna1 force, violence of the elements. or for any other unforeseen cause beyond the control and without the fault or negligence of the CONSULTANT. or for any other reason which in the opinion of the CITY is proper justification for such del ay, then the CONSULTANT shall be entit1 ed to an extension of time equivalent to the time actually lost by such delay. XI CONTRACT TERMINATION CITY may terminate this Agreement at any time by giving written notice to CONSULTANT of such termination and specifying the effective date thereof. at least fifteen (15) days before the effective date of such termination. If this Agreement is terminated by CITY as provided herein, CONSULTANT will be paid for all services performed up to the effective date of termina- tion. XII NONDISCRIMINATION In connection with the execution of this contract. CONSULTANT shall not discriminate against any employee or applicant for employment because of race, religion, color. sex or national origin. In the event the CONSULTANT subcontracts or assigns any portion of the CONSULTANT'S duties under this contract, the CONSULTANT shall require its subcontractor or assignee to comply with the terms of this paragraph in the same manner as required of the CONSULTANT. - 4 - - - c o o ~,~."'/ ~._~ j' XIII CONSULTANT TO HOLO HARMLESS CONSULTANT shall hold CITY. its elective and appointive boards. commis- sions. officers. agents and employees harmless from any liability for damage or claims for damage for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT'S negligent acts. errors or omissions under this Agreement. whether such acts be by CONSULTANT or by anyone or more persons directly or indirectly employed by or acti ng as agent for CONSULTANT. CONSULTANT agrees to and shall defend CITY and its elective and appointive' boards. cOlll11issions. officers, agents and employees from any suits or actions at law or in equity for damages caused by reason or any of the CONSULTANT'S negl igent acts, errors or omissions. XIV RELATIONSHIP OF PARTIES CONSULTANT and itsempl oyees are acting as i ndependent contractors, and not as employees of CITY. In the performance of personal services pursuant to the provi sions of thi s Agreement. CONSULTANT shall not be supervised. directed, or under the control or authority of any CITY officer or employee. except and to the extent as may be expressly or implicitly required by the terms and provisions of this A~reement. XV ASSIGNABILITY The experience, skill and expertise of CONSULTANT is of the essence of this Agreement. CONSULTANT shall not assign (whether by assignment or novationli this Agreement or delegate the duties or any right or interest hereunder in whole or in part without the prior written consent of CITY, Any assignment or attempt to assign this Agreement without such prior written consent or by operation of law shall be void and shall constitute cause for termination. - 5 - - - - . c o o :> XVI WORKER'S COMPENSATION CONSULTANT shall provide proof of workers compensation insurance coverage for all its employees employed pursuant to this Agreement. Evidence of such insurance shall be furnished to CITY'S Risk Management Division prior to commencement of work. XVII CHANGES Should CITY require changes in the scope of the services of CONSULTANT to be performed hereunder, such changes, including any corresponding increase or decrease in the amount of CONSULTANT'S compensation which shall be mutually agreed upon by CITY and CONSULTANT, sna11 be incorporated in this Agreement only by written amendments hereto. XV III NOTICES Any notices required to be given hereunder shall be in writing and shall be personally served or given by mail. Any notice given by mai 1 shall be deemed given when deposited in the United States mail, certified and postage prepaid, addressed to the party to be served as follows: TO CITY: CITY OF SAN BERNAROINO 300 NORTH "0" STREET SAN BERNAROINO. CA. 92418 ATTN: ROGER G. HARDGRAVE DIRECTOR OF PUBLIC WORKS TO CONSULTANT: OKS ASSOCIATES 742 SOUTH HILL ST., #904 LOS ANGELES. CA 90014 ATTN: MICHAEL P. MEYER SENIOR TRANSPORTATION ENGINEER - 6 - ~ . c '. o o J XIX ENTIRE AGREEMENT Thi s Agreement represents the enti re agreement between the CITY and the CONSULTANT and supersedes all prior negotiations. representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both the CITY and the COI~SULlANT. In the event any provision of this Agreement shall be held to be invalid and unenforceable, the other provisions of this Agreement shall be val id and binding on the parties hereto. CITY OF SAN BERNARDINO OKS ASSOCIATES A CALIFORNIA CORPORATION By: By: Date President Titl e Title '. '. .. - 7 - - -- - . . c o o -../ c.; EXHIBIT A OKS Associates Scope of Services The scope of services to be performed by OKS Associates conforms to the three-phase scope identified by the City in its Request for Proposal. OKS Associates feels however, that Phases 1 and 2 of the study effort should be undertaken simu1 taneous1y so that the information regarding user charac- teristics (Phase 2) will be available and taken into consideration during the development of alternative garage layout redesigns (Phase 1). At the conclusion of Phases 1 and 2, a Technical Memorandum will be provided to the City, documenting the findings of the data collection effort and providing an evaluation of alternative parking layout and graphics concepts and OKS' recommendation for redesign of the parking structure. It is anticipated that a time lag may occur between the completion of Phases 1 and 2 of the study and the start of Phase 3, whil e the Common Counc i1 reviews OKS' analysis and recommendations prior to giving the go-ahead on final design of the selected scheme. The key elements of OKS' scope of services for each of these three phases of the project are outlined below: Phase 1 -- Alternative Parking Layout Concepts 1. Oeve10p two conceptual parking layout/circulation plans. 2. Quantify number of parking spaces provided by each plan. 3. Identify locations for directional signs and pavement markings. 4. Estimate order-of-magnitude costs for implementation of each plan and costlbenefit ratio in terms of additional spaces created by restri pi ng. The types of parking layout and circulation alternatives that will be considered will include changes in the angle of parking, direction of traffic flow, location and number of compact car spaces, location of cross-over ais1e(s) in center of each floor and direction of flow on ramps. In generating the alternative layout concepts, OKS Asso- ciates will also take into consideration the likely users of each floor. Existing signing will also be reviewed and alternative signing and graphics schemes evaluated for the parking structure and its driveway access points. Phase 2 -- Identify Parking Garage User Characteristics 1. Conduct parking duration and occupancy counts during a typical day by recording vehicle 1 icense plate numbers hourly for all occupi ed spaces. 8 - - - - , c o 1"'"'"" , , "'-I :J 2. Conduct mailback/drop-off user survey of all parkers in the structure on a typical weekday. 3. Conduct traffic counts at garage access points. 4. Monitor pedestrian movements. The data collection efforts conducted during Phase 2 will be designed to determine trip purpose and trip destination, location and duration of stay. access route to structure, percentage of compact cars. average vehicle occupancy (number of carpools), and number of handicapped parkers. The parking duration/occupancy data will be collected by recording the last three digits of license plates on all cars parked in the structure every hour from 7:00 am until 6:00 .pm. This will a110w OKS to determine which spaces are utilized throughout the day. and how long people remain parked in each space. A user survey will be conducted by placing a ma;.l-back or drop-off questionnaire on the windshield of each vehicle. The questionnaire will briefly explain the purpose of the survey and solicit the help of current parki ng structure users in improvi ng the structure. A mail back/drop-off questionnaire is proposed so that traffic flow at the entrances and ex i ts of the struc ture will not be di srupted by survey workers. Signs will be placed at each of the stairways and pedestrian walkways explaining the purpose of the questionnaire with drop off boxes located at the structure's exit driveways. The traffic counts at the garage access points will be undertaken to determine utilization of each driveway, direction of turns int%ut of each driveway, types of vehicles, and vehicle occupancy. OKS staff wi 11 al so observe the routes util i zed lJy pedestri ans as they enter and exit the structure. Product of Phases 1 and 2 At the conclusion of Phases 1 and 2 of this study, OKS Associates will prepare a technical memorandum providing an evaluation of each of the parking layout and graphics concepts developed during Phase 1. A recommendation will be provided to the City by OKS as to the parking 1 ayout determi ned to prov i de the most cost-effec ti ve improvement to the structure. Two levels of improvement will be evaluated: (1) the minimum level of improvement which does not change existing circulation patterns, but simply incorporates compact spaces and improves garage signing and (2) a more extensive redesign of the garage including changes in circulation patterns. 9 '- . . c o o :) DKS staff will work closely with City staff in developing andevalu- ating the parking layout and graphics 'concepts. This will be partic- ularly important in identifying how each alternative would relate to/impact the City's parking consolidation proposal. City staff will be provided with the opportunity to comment on a Draft Technical Memo- randum prior to OKS Associates finalizing the memorandum in a fonnat appropriate for transmittal to the Mayor and Common Council. OKS Associates' project manager will attend two public meetings to present and discuss the findings of Phases 1 and 2 of this study. Phase 3 -- Design of Selected Alternative Following the selection of one of the parking layout/circula~ion alternatives. OKS will prepare a final design for the improvements and prepare plans, specifications and cost estimates for the project. It is anticipated that the improvement program will be put out to competitive bid for implementation by a private contractor, The final design plans will identify the locations of any paint removal (i .e., in areas where existing striping needs to be removed) and illustrate all pavement markings (parking stall lines. circulation aisle channelization and directional arrows) which need to be installed. The plans will also specify the locations of signs. including signs on 2nd. "0" and "E" Streets at the garage access points, and indicate the type of sign (material), the message, size of letters, size of sign, color of sign, and any other type of graphic to be i ncl uded on the si gn. The si gni ng pI an wi 11 be desi gned to provide directions to both vehicular and pedestrian traffic as well as indicate any restrictions on the use of individual parking spaces. OKS Associates. in consultation with Anil Verma, will al so evaluate the desirabil ity of an overall graphics scheme for the parking struc- ture. For example, if it is determined that the columns on each floor should be painted different colors to assist drivers in remem- bering their parking location, the final design plans will specify the colors and locations where painting is required. . The plans provided by OKS Associates will be prepared on reproducible mylar base sheets with the City of San Bernardino title block. Detail sheets will be included as necessary to illustrate the design of all signs and pavement markings to be installed in the parking structure. OKS Associates will also prepar"e the specifications which will accompany the pl ans when they are put out to bid. An estimate will al so be prepared by OKS of the cost to compl ete the install ation of the recommended improvements. 10 - - . c o o :J OKS wil 1 respond to one set of unified comments compil ed by City staff on the p1 ans and specs and will' revi se them as necessary. prior to their inclusion in a bid package for this project. The City of San Bernardino will provide OKS Associates with a set of As-Built plans (Scale: 1" = 20') for the parking structure. illus- trating the locations of all columns, dr,iveways, channelization islands and parking stalls. Standard provisions to be included 'in the speci- fications for this project will also be provided to OKS by the City. 11 . . c I!JflJiE::iJ associates o o 0 Traffic . Transportation . Engineering EXHIB IT B FEE SCHEDULE Engineers and Planners Hourly Rote 1 2 3 4 5 6 7 8 9 30 o 5 55 60 65 70 80 95 Technicians A B C D ~5 33 38 8 Project expenses will be billed ot cost plus 10% for service and handling. Project expenses include project-related costs such as transportation, subsistence, reproduction, postage, telephone, computer charges and subcontroctor services. All invoices ore due and poyoble within 30 days of dote of invoice. Invoices outstanding over 30 days will be assessed a 2-1/2% service charge fer each 30 days outstanding beyond the initiol payment period. Late charges are not Included In ony agreement for maximum charges. These rates ore effective June 3, 1985 and will be revised no later than June I, 1986. Expert witness charges available on request.