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HomeMy WebLinkAbout07 - TPO Study Hoag Hospital Master PlanAugust 22, 2000 CITY COUNCIL AGENDA ITEM NO. 7 TO: Mayor and Members of the City Council FROM: Public Works Department SUBJECT: APPROVAL OF PROFESSIONAL SERVICES AGREEMENT FOR TRAFFIC ENGINEERING SERVICES IN CONJUNCTION WITH THE TRAFFIC PHASING ORDINANCE (TPO) STUDY FOR PHASE II CONSTRUCTION OF THE HOAG HOSPITAL MASTER PLAN OF DEVELOPMENT RECOMMENDATION: Approve a Professional Services Agreement with Linscott, Law & Greenspan Engineers to prepare a Traffic Phasing Ordinance (TPO) study for proposed construction of Phase II of the Master Plan of Development for Hoag Memorial Hospital Presbyterian. DISCUSSION: It is recommended that the City retain a consulting firm to provide traffic engineering services for the next phase of development of the Hoag Hospital campus. On May 11, 1992, an environmental impact report and traffic study was approved by the City Council for the Master Plan of Development of Hoag Memorial Hospital Presbyterian. The Master Plan of Development called for three phases of construction to complete the upper and lower campus. Hoag Hospital has completed a portion of their Phase I development and is proposing to begin construction on a large building known as the East Tower. However, because the proposed project would exceed the threshold on PM Peak hour trips allowed for Phase I, a TPO Study is required for additional development to occur as Phase II. The consulting firm of Linscott, Law & Greenspan Engineers has performed traffic studies for numerous projects within the City in the past and is well qualified to prepare the traffic analyses needed for this project. The attached Professional Services Agreement has a cost of $40,400 and includes details on the Scope of Work to be completed by this consultant. Respectfully itted, LIC WORKS DEPARTMENT Don Webb, Director By: dy- J net L. Divan, P.E. sociate Civil Engineer Attachment: Professional Services Agreement DRAFT PROFESSIONAL SERVICES AGREEMENT TRAFFIC PHASING ORDINANCE STUDY THIS AGREEMENT, entered into this day of , 2000, by and between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City "), and Linscott, Law & Greenspan Engineers, whose address is 1580 Corporate Drive, Suite 122, Costa Mesa, California 92626, (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS A. City is a Municipal Corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City has received a request to request to initiate Phase II of the Master Plan of Development by Hoag Memorial Hospital Presbyterian. C. City desires to engage Consultant to prepare a Traffic Phasing Ordinance Study for this project upon the terms and conditions contained in this Agreement. D. The principal member of Consultant for purpose of Project is Trissa de Jesus Allen. E. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant and desires to contract with Consultant under the terms of conditions provided in -1- NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the _ day of 2000, and shall terminate on the day of unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the duties set forth in the scope of services, attached hereto as Exhibit "A" and incorporated herein by reference. 3. COMPENSATION TO CONSULTANT City shall pay Consultant for the services in accordance with the provisions of this Section and the scheduled billing rates set forth in Exhibit "B" attached hereto and incorporated herein by reference. No rate changes shall be made during the term of this Agreement without prior written approval of City. Consultant's compensation for all work performed in accordance with this Agreement shall not exceed the total contract price of Forty thousand,four hundred dollars and no cents ($40,400.00). 3.1 Consultant shall maintain accounting records of its billings which includes the name of the employee, type of work performed, times and dates of all work which is billed on an hourly basis and all approved incidental expenses including reproductions, computer printing, postage and mileage. 3.2 Consultant shall submit monthly invoices to City payable by City within thirty (30) days of receipt of invoice subject to the approval of City and based upon the monthly invoices. -2- 3.3. Consultant shall not receive any compensation for extra work without prior written authorization of City. Any authorized compensation shall be paid in accordance with the schedule of the billing rates as set forth in Exhibit "B ". 3.4 City shall reimburse Consultant only for those costs or expenses which have been specifically approved in this Agreement, or specifically approved in advance by City. Such cost shall be limited and shall include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services which Consultant agrees to render pursuant to this Agreement which have been approved in advance by City and awarded in accordance with the terms and conditions of this Agreement. B. Approved computer data processing and reproduction charges. C. Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 3.5 Notwithstanding any other paragraph or provision of this Agreement, beginning on the effective date of this Agreement, City may withhold payment of ten percent (10 %) of each approved payment as approved retention until all services under this Agreement have been substantially completed. 4. STANDARD OF CARE 4A All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement and that it will -3- perform all services in a manner commensurate with the community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City nor have any contractual relationship with City. Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications and approvals required of its profession. Consultant further represents and warrants that it shall keep in effect all such licenses, permits and other approvals during the term of this Agreement. 4.2 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies, or any other delays beyond Consultant's control or without Consultant's fault. 5. INDEPENDENT PARTIES City retains Consultant on an independent contractor basis and Consultant is not an employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute Consultant or any of Consultant's employees or agents to be the agents or employees of City. Consultant shall have the responsibility for and control over the details in means of performing the work provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement which may appear to give City the right to direct 13 Consultant as to the details of the performance of the services or to exercise a measure of control over Consultant shall mean that Consultant shall follow the desires of City only in the results of the services. 6. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator, and any other agencies which may have jurisdiction or interest in the work to be performed. City agrees to cooperate with Consultant on Project. 7. PROJECT MANAGER Consultant shall assign Project to a Project Manager, who shall coordinate all phases of Project. This Project Manager shall be available to City at all reasonable times during term of Project. Consultant has designated Trissa de Jesus Allen to be its Project Manager. Consultant shall not bill any personnel to Project other than those personnel identified in Exhibit "B ", whether or not considered to be key personnel, without City's prior written approval by name and specific hourly billing rate. Consultant shall not remove or reassign any personnel designated in this Section or assign any new or replacement person to Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants it will continuously furnish the necessary personnel to complete Project on a timely basis as contemplated by this Agreement. -5- 8. TIME OF PERFORMANCE Time is of the essence in the performance of the services under this Agreement and the services shall be performed by Consultant in accordance with a project schedule mutually approved by the Consultant and the City. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City, and the assessment of damages against Consultant for delay. Notwithstanding the foregoing, Consultant shall not be responsible for delays which are due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. Consultant shall begin work within 10 calendar days of the execution of this Agreement. No work shall be performed by Consultant beyond the completion date as stated in the approved Project Schedule without the authorization of the Project Administrator. 8.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition, which purportedly causes a delay, and not later than the date upon which performance is due. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays, which are beyond Consultant's control. 8.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand delivery or mail. M 9. CITY POLICY Consultant will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the Project proceeds in a manner consistent with City goals and policies. 10. CONFORMANCE TO APPLICABLE REQUIREMENT All work prepared by Consultant shall conform to applicable city, county, state and federal law, regulations and permit requirements and be subject to approval of the Project Administrator and City Council. 11. PROGRESS Consultant is responsible to keep the Project Administrator and /or his/her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 12. HOLD HARMLESS Consultant shall indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all negligent acts or omissions of Consultant, its employees, agents or subcontractors in the performance of services or work conducted or performed pursuant to this Agreement, excepting only the active negligence or willful misconduct of City, its officers or employees, and shall include attorneys' fees and all other costs incurred in defending any such claim. Nothing in this -7- indemnity shall be construed as authorizing, any award of attorneys' fees in any action on or to enforce the terms of this Agreement. 13. INSURANCE Without limiting consultant's indemnification of City, and prior to commencement of work, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement policy or policies of liability insurance of the type and amounts described below and satisfactory to City. Certification of all required policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with City prior to exercising any right or performing any work pursuant to this Agreement. Except workers compensation and errors and omissions, all insurance policies shall add City, its elected officials, officers, agents, representatives and employees as additional insured for all liability arising from Consultant's services as described herein. All insurance policies shall be issued by an insurance company certified to do business in the State of California, with original endorsements, with Best's A- VII or better carriers, unless otherwise approved by City Risk Manager. A. Worker's compensation insurance covering all employees and principals of Consultant, per the laws of the State of California. B. Commercial general liability insurance covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial general liability insurance or other form with a general aggregate is used, either the general aggregate shall In apply separately to this Project, or the general aggregate limit shall be twice the occurrence limit. C. Commercial auto liability and property insurance covering any owned and rented vehicles of Consultant in a minimum amount of $1 million combined single limit per accident for bodily injury and property damage. D. Professional errors and omissions insurance which covers the services to be performed in connection with this Agreement in the minimum amount of One million Dollars ($1,000,000.00). Said policy or policies shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days' prior notice has been given in writing to City. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of Consultant's operation hereunder. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Consultant agrees that in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, that Consultant shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right of subrogation which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. 14. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate or transfer this Agreement or -9- io any of the services to be performed under this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or co- tenant if Consultant is a partnership or joint - venture or syndicate or co- tenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint-venture. 15. OWNERSHIP OF DOCUMENTS Each and every report, draft, work product, map, record and other document reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed documents for other projects and any use of incomplete documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived as against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. -10- Consultant shall, at such time and in such forms as City may require, furnish reports concerning the status of services required under this Agreement. 16. CONFIDENTIALITY The information, which results from the services in this Agreement, is to be kept confidential unless the release of information is authorized by City. 17. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of his responsibilities under this Agreement, City agrees to provide the following: A. City will provide access to and upon request of Consultant, provide one copy of all existing record information on file at City. Consultant shall be entitled to rely upon the accuracy of data information provided by City or others without independent review or evaluation. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting, copying and other services through City's reproduction company for each of the required submittals. Consultant will be required to coordinate the required submittals with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. C. City staff will provide usable life of facilities criteria and provide information with regards to deficient facilities. 18. ADMINISTRATION This Agreement will be administered by the Public Works Department. Richard -11- Edmonston shall be considered the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 19. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit and make transcripts or copies of such records. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 20. WITHHOLDINGS City may withhold payment of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work for a period of thirty (30) days from the date of withholding as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per annum from the date of withholding of any amounts found to have been improperly withheld. -12- -3 21. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other consultants in connection with Project. 22. CONFLICTS OF INTEREST A. Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act"), which (1) requires such persons to disclose financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 23. SUBCONSULTANT AND ASSIGNMENT Except as specifically authorized under this Agreement, the services included in this Agreement shall not be assigned, transferred, contracted or subcontracted without priorwritten approval of City. 24. NOTICES All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, first class mail, addressed as hereinafter provided. -13- All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: City of Newport Beach 3300 Newport Boulevard P. O. Box 1768 Newport Beach, CA, 92658 -8915 (949) 644 -3344 Fax (949) 644 -3318 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attention: Trissa de Jesus Allen Linscott, Law & Greenspan Engineers 1580 Corporate Drive, Suite 122 Costa Mesa, CA 92626 (714) 641 -1587 Fax(714)641 -0139 25. TERMINATION In the event either part hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) days, or if more than two (2) days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) days after receipt by defaulting party from the other party of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the nondefaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 25.1 City shall have the option, at its sole discretion and without cause, of -14- terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, City shall pay to Consultant that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 26. COMPLIANCES Consultant shall comply with all laws, state or federal and all ordinances, rules and regulations enacted or issued by City. 27. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein whether of the same or a different character. 28. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereon. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 29. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his /her judgment as a design professional and is supplied for the general guidance of City. Since Consultant has no control over the cost of labor and material, or over competitive bidding or market conditions, Consultant does not guarantee the accuracy of such opinions as -15- compared to contractor bids or actual cost to City. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: By: Robin Clauson Assistant City Attorney ATTEST: LaVonne Harkless City Clerk CITY OF NEWPORT BEACH A Municipal Corporation By: Mayor City of Newport Beach LINSCOTT LAW & GREENSPAN ENGINEERS LIM F:\ users \pbw\shamd \agreements \fyOM1 \hoag hospital phase II -16- Trissa de Jesus Allen E N G I N E E R S ENGINEERS & PLANNERS • TRAFFIC, TRANSPORTATION, PARKING 1580 Corporate Drive, Suite 122 • Costa Mesa, California 92626 Phone: 714641 -1587 • Fax: 714641 -0139 June 21, 2000 Ms. Janet L. Divan, P.E. PUBLIC WORKS DEPARTMENT CITY OF NEWPORT BEACH 3300 Newport Boulevard, Newport Beach, California 92658 -8915 SUBJECT: REVISED PROPOSAL TO PREPARE A TRAFFIC IMPACT & PARKING STUDY FOR THE HOAG HOSPITAL MASTER PLAN: PHASE II Newport Beach, California Dear Ms. Divan: As requested, Linscott, Law & Greenspan, Engineers (LLG) is pleased to submit this proposal to prepare a Traffic Impact & Parking Study related to the.Phase II development of Hoag Hospital's Master Plan. Based upon our meeting with you and Mr. Rich Edmonston on October 26 and December 14, 1999, and with you on June 8, 2000, the TPO Analysis that is required for Phase II of the Hospital's Master Plan should focus on a short-term timeframe (i.e., by the Year 2005), rather than the long -term evaluation that has already been incorporated in the City's General Plan. As we understand it, this long -term analysis included all three phases of the Master Plan (Phases I, II, and III). We are also aware that the preparation of the Traffic Impact & Parking Study for the project should conform to the procedures outlined in. the City's Traffic Phasing Ordinance (TPO) dated July 13, 1999. Therefore, the scope for the study will primarily identify any potential project - related traffic impacts and possible improvements, if any, at the completion of the Master Plan's Phase II (i.e., one year after the completion of Phase II, as required by the TPO). The City's General Plan traffic analysis model, and long -term horizon year, will not be used or "run" in the study, since future traffic forecasts already developed by the City for cumulative project traffic will be directly applied, and Phase II project - generated traffic will be estimated through explicittfocused- area assignment by LLG. Philip M. Linscott, P.E. (Ret.) lack M. Greenspan, P.E. William A. Law, P.E. (Ret.) Paul W. Wilkinson, P.E. John P. Keating, P.E. David S. Shender, P.E. Pasadena - 626 796 -2322 • San Diego - 619 299 -3090 • Las Vegas - 702 451 -1920 • An LG2WB Company Exhibit 8 LINSCOTT LAW & GREENSPAN E N G I N E E R S Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 2 In addition, the proposed work scope includes the following primary tasks: • Validation of the traffic generation forecasts and resultant mitigation measures associated with Phase I. This will require traffic generation surveys of existing conditions at Hoag, so that empirical trip rates could be developed. The surveys will be conducted at two isolated facilities (James Irvine Surgery Center and Cancer Center), and for the entire hospital. (the surveys were already performed by collecting daily traffic counts along 21 driveways /roadways within the campus) • Provide very detailed and thorough discussion on "Gross Square Footage" versus "Effective Square Footage" for the purposes of estimating traffic generation for the project • Evaluation of up to three land use scenarios (to be developed and identified by Hoag Hospital) as "Project Alternatives" • Develop approximate cost estimates for mitigation measures (if any), and identify the project's potential fair -share contribution to each physical improvement (if any) • Review of site access and internal circulation within the project site • Review of the parking rates developed for Phase I, and the results of the most recent Parking Utilization Survey performed at Hoag Hospital, in order to estimate parking requirements for Phase II • Comment on TDM compliance for the project SCOPE OF WORK The methodology defined in the following sections reflect the City's requirements and our interpretation of the study's needs. Task 1: Project Initiation and Coordination Along with Hoag Hospital representatives, LLG will meet with City staff to obtain a clear understanding of the project description and objectives, and to review in detail the elements identified in our scope of services. All issues of concern to the City will be identified and discussed, with the study /data collection methodology confirmed during this initial meeting. Any available relevant information such as current traffic count data, study horizon, background /ambient traffic growth rate, list of cumulative projects, programmed roadway improvements, and any previous traffic studies conducted in the study area will be obtained. LINSCOTT LAW & GREENSPAN E N G I N E E R S Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 3 Task 2: Data Collection/Existing Conditions Inventory We will analyze the existing traffic operating conditions within the study area. Per City staff's directions, and being consistent with the Hoag Memorial Hospital Presbyterian Master Plan Traffic Impact and Parking Analysis prepared by LSA Associates, Inc. (dated September 27, 1991), the following 15 intersections will be analyzed in detail: 1. Orange Street & PCH 2. Prospect Street & PCH 3. Balboa Boulevard/Superior Avenue & PCH 4. Riverside Avenue & PCH 5. Tustin Avenue & PCH 6. Dover Drive/Bayshore Drive & PCH 7. Bayside Drive & PCH 8. Jamboree Road & PCH 9. Newport Boulevard & Via Lido 10. Newport Boulevard & Hospital Road 11. Superior Avenue & Placentia Avenue 12. Newport Boulevard southbound "off- ramp" & PCH 13. Superior Avenue & Hospital Road 14. Hoag driveway & Hospital Road 15. Hoag driveway & PCH LLG has obtained all recent (1998 and 1999), available peak hour traffic counts from the City at the study intersections, and expect to receive 2000 counts soon. In addition to the 21 daily traffic count locations within the campus, new counts were collected during the morning and afternoon commute peak hours on a typical weekday (i.e., 7 -9 AM, 4 -6 PM) for the Hoag driveway & Hospital Road intersection. An inventory of existing roadway physical characteristics will be conducted for all facilities within the study area (i.e., intersection lane configurations, widths, posted speed limit, adjacent land use, on- street parking restrictions, etc.). Task 3: Project Traffic Forecasts Trip generation of hospital uses are typically estimated by applying trip generation rates contained in the Trip Generation Manual (6th Edition, Institute of Transportation Engineers). However, because Phase II is planned to be developed in conjunction with the restructuring of other existing hospital facilities and operations, it is important to consider the overall effect of these proposed changes on future project trip generation. It is equally important to validate the trip generation rates applied to Phase I, so that their potential application to Phase II could be determined. zo LIN'COTT LAW & GREENSPAN Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 4 Existing Traffic Generation Surveys In order to determine the amount of vehicular traffic currently generated at the hospital, we have collected 24 -hour traffic counts at Hoag's key driveways /internal roadways for two weekdays. In addition to the collection of daily traffic counts, we will work with Hoag to determine the "user group" or person counts currently generated at the hospital. These "user group" counts will include the number of outpatients, employees, visitors (or the number of inpatients, if the number of visitors are not tracked), and volunteers. We will then translate these person trips to an approximate vehicle volume using industry standards for Average Vehicle Occupancy (AVO). The estimated volume will be adjusted to include ambulance traffic and Phase I construction traffic, then compared to the existing traffic counts collected at each of the hospital's driveways. This provides an appropriate validation tool for the driveway counts. Based upon the daily traffic counts, LLG will evaluate the James Irvine Surgery Center and Cancer Center, in order to develop empirical trip rates that would uniquely represent the tripmaking characteristics of each medical facility. These empirical rates could then be applied to the project. Empirically- Derived Trip Rates for the Project By dividing the hospital's existing traffic generation by Hoag's size (in terms of square footage, beds, or employees), trip rates could be derived for the project, and "isolated" project components (i.e., James Irvine Surgery Center and Cancer Center). These empirical trip rates will be compared to the factors applied to Phase I in the LSA study. We will get approval from the City as to which set of trip rates would be appropriate for Phase II. Project Traffic Generation, Distribution, and Assignment Traffic anticipated to be generated by Phase II will be based upon the application of trip generation rates that LLG had identified and developed with the City's approval. The project - related traffic will be distributed and assigned to the street system based on anticipated travel patterns to /from the site. The project - related traffic forecast and distribution pattern will be reviewed by City staff prior to incorporating this information in the traffic report. We will provide very detailed and thorough discussion on "Gross Square Footage" versus "Effective Square Footage" for the purposes of estimating traffic generation for the project Task 4: Cumulative Base Projections The future Cumulative Base in the Year 2005 will be developed by applying an annual background traffic growth rate to existing traffic counts and adding the trips generated by cumulative projects. The annual background traffic growth rate and list of related projects will be obtained from the City. LINSCOTT LAW & GREENSPAN Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 5 The City's General Plan traffic analysis model, and long -term horizon year, will not be used or "run" as part of the study, since future traffic forecasts already developed by the City through explicit/focused -area assignment of cumulative project traffic will be obtained, and directly applied in the study. Task 5: Traffic Impact Analysis Using the City's TPO analysis procedure, each of the key intersections will be analyzed to determine whether a formal analysis using the Intersection Capacity Utilization (ICU) method will be required. If the ICU analysis is required, then detailed AM and PM peak hour level of service analysis will be conducted for the following traffic scenarios: • Existing (2000) • Year 2005 Cumulative Base (one year after completion of Phase II) — which includes background/ambient traffic growth, cumulative projects, and system -wide improvements; without the project • Year 2005 Cumulative Plus Project Alternative 1 (i.e., Phase II) • Year 2005 Cumulative Plus Project Alternative 1 (i.e., Phase II), and any mitigations, if necessary • Year 2005 Cumulative Plus Project Alternative 2 (i.e., Phase II) • Year 2005 .Cumulative Plus Project Alternative 2 (i.e., Phase II), and any mitigations, if necessary • Year 2005 Cumulative Plus Project Alternative 3 (i.e., Phase II) • Year 2005 Cumulative Plus Project Alternative 3 (i.e., Phase II), and any mitigations, if necessary Task 6: Project Alternatives LLG will evaluate of up to three land use scenarios (to be developed and identified by Hoag Hospital) as "Project Alternatives ". Task 7: Mitigation Measure Cost Estimates, Project Fair Share Contribution, and TDM Compliance LLG will develop approximate cost estimates for mitigation measures (if any), and identify the project's potential fair -share contribution to each physical improvement (if any). City staff will be consulted on the appropriate fair -share equations to use for the project. In addition, we will also comment on TDM compliance for the project. `L LINSCOTT LAVV & GREENSPAN Task S: Site Access and Internal Circulation Analysis Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 6 LLG will evaluate and comment on the proposed internal circulation scheme of the project, focusing on: • Site access adequacy and safety (i.e., number of access points, ingress/egress operations, any potential conflicts with adjacent driveways) • On -site circulation design (i.e., lane geometrics, traffic volumes, sight clearance, stopping distance, throat lengths, vehicle stacking at site driveways, storage /queuing requirements) • Building/structure layout • Parking layout • Transit and pedestrian connections/circulation and access • Emergency /service /delivery truck access Task 9. Parking Analysis We will review the parking rates developed for Phase I, and the results of the most recent Parking Utilization Survey performed at Hoag Hospital, in order to estimate parking requirements for Phase II. Per City staff direction, the Parking Utilization Survey conducted by Hoag Hospital most recently can be used to identify existing parking demand and characteristics. Through "practical estimation", as opposed to City parking code -based calculations, we will derive parking demand ratios from the empirical data, and apply it to Phase II to estimate the future parking demand at Hoag. The estimated demand will then be compared to the proposed parking supply to determine any "practical" (i.e., not code - based) surplus or shortfall in parking. We will also perform parking demand calculations for Phase II based upon the application of parking rates per the City's Parking Code, and the rates developed for Phase I. Task 10: Report Preparation Our findings and recommendations developed as part of the above tasks will be presented in a report, which will include all necessary tables and graphics. We will submit a Draft Study (two copies) to you for comments, within six weeks of notice -to- proceed. Upon receipt of comments from you, we will revise the report (if necessary), and provide you with three bound copies and one unbound copy of the Final Report. 7 LINSCOTT LAW & GREENSPAN Task 11: Meetings and Presentations Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 7 In addition to Task 1, LLG staff will attend up to 12 meetings (8 internal meetings with City staff and Hoag Hospital representatives to discuss project - related issues, three Planning Commission hearings, and one City Council hearing). The cost of additional meetings has not been included in the proposed fee for this project. COST ESTIMATE The services outlined in this proposal will be invoiced monthly on a time and materials basis, according to the attached Fee Schedule, or the Fee Schedule in effect when our services are performed. Our proposed tasks could be accomplished within an initial cost estimate of $40,400, and will not be exceeded without your prior authorization. The following provides a breakdown of the total cost to complete the study: Task 1: Project Initiation and Coordination $400 Task 2: Data Collection/Existing Conditions Inventory $2,400 Task 3: Project Trip Generation, Distribution, & Assignment $5,800 Task 4: Cumulative Base Projections $2,800 Task 5: Traffic Impact Analysis and Mitigation $5,500 Task 6: Project Alternatives (up to 3 alternatives) $3,800 Task 7: Cost Estimates, Fair -Share, TDM Compliance $5,500 Task 8: Site Access & Internal Circulation Analysis $4,500 (Preferred Scenario plus 3 Alternatives) Task 9: Parking Analysis $2,500 (Preferred Scenario plus 3 Alternatives) Task 10: Report Preparation $1,200 Task 11: Meetings and Presentations (12) $6-000 TOTAL BUDGET: $40,400 Expansion of services beyond the initial budget estimate will necessitate an increase to this budget maximum, with the additional services performed in response to your specific request. PROFESSIONAL LIABILITY Should this proposal be accepted, the Client (represented by the signature below) agrees to limit Linscott, Law & Greenspan's liability to the Client and to all Contractors and Subcontractors on .I? �LINSCOTT LAW & GREENSPAN Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 8 the project due to Linscott, Law & Greenspan's negligent acts, errors, or omissions, such that the total aggregate liability of Linscott, Law & Greenspan to all those named shall not exceed $50,000.00 or Linscott, Law & Greenspan's total fee for the services rendered on this project, whichever is greater. Please note that for the purposes of preparing contract paperwork, Linscott, Law & Greenspan, Engineers, is a dba for LG2WB Engineers, Inc., a California corporation. ACCEPTANCE You may indicate acceptance of this proposal by signing in the space provided on the next page and returning the original for our files, or by issuance of an appropriate purchase order or consultant contract. A copy is enclosed for your files. We are ready to begin work immediately upon receiving your notice to proceed. To the extent possible, our work will be done in coordination with your time frame. We appreciate the opportunity to submit this proposal and look forward to working with you on this project. Should you need further assistance, or have any questions regarding this proposal, please call me at (714) 641 -1587. Very truly yours, LINSCOTT, LAW & GREENSPAN, ENGINEERS �, aL len Trissa (de Jesu Al en Transportation Engineer III cc: Peri Muretta Leif Thompson, Hoag Hospital Randy Regier, Taylor & Associates Attachment P2990167 -adm y LINSCOTT LAW & GREENSPAN Ms. Janet Divan, P.E. CITY OF NEWPORT BEACH June 21, 2000 Page 9 ACCEPTED FOR TASKS I THROUGH 11 AS OUTLINED ABOVE, NOT TO EXCEED $40,400 WITHOUT PRIOR AUTHORIZATION AUTHORIZING AGENT FIRM ADDRESS �6 TITLE FEDERAL ID NUMBER fiM"l LINSCOTT LAW & GREENSPAN Effective January 1, 2000 FEE SCHEDULE TITLE PER HOUR Principal PrincipalEngineer ........................................................................ ............................... $ 150.00 Associate Principal Engineer ....................................................... ............................... $ 140.00 Transportation Engineers Senior Transportation Engineer ............................. Transportation Engineer III ..... ............................... Transportation Engineer II ...... ............................... Transportation Engineer I ....... ............................... Transportation Planners Senior Transportation Planner ................. Transportation Planner III ........................ Transportation Planner II ......................... Transportation Planner I .......................... ........... $ 120.00 ...................... ............................... $ 100.00 ...................... ............................... $ 85.00 ...................... ............................... $ 70.00 ..................... ............................... $ 100.00 ..................... ............................... $ 85.00 ..................... ............................... $ 70.00 ..................... ............................... $ 60.00 Technical Support Engineering Associate II .................. ............................... Engineering Associate I ................... ............................... CADD Drafter /Senior Technician ... ............................... Engineering Computer Analyst II .... ............................... CADD Drafter / Technician ............... ............................... Word Processor / Secretary ................ ............................... Engineering Computer Analyst I ..... ............................... Engineering Technician ................... ............................... Engineering Aide I ........................... ............................... ........... ............................... $ 70.00 ........... ............................... $ 65.00 ........... ............................... $ 65.00 ........... ............................... $ 65.00 ........... ............................... $ 60.00 ........... ............................... $ 45.00 ........... ............................... $ 50.00 ........... ............................... $ 45.00 ........... ............................... $ 30.00 Public Hearing support may be charged at 125% of the base rate. Subcontractors and other project - related expenses will be billed at cost plus 15 %. Consultation in connection with litigation and Court appearances will be quoted separately. The above schedule is for straight time. Overtime will be charged at 1.50 times the standard hourly rates. Interim and /or monthly statements will be presented for completed work. These will be due and payable upon presentation unless prior arrangements are made. A finance charge of 1.5% may be charged each month on the unpaid balance. ?7