HomeMy WebLinkAbout19 - Mariners Village Improvement PlanJanuary 22, 2002
CITY COUNCIL AGENDA
ITEM NO. 19
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: MARINERS VILLAGE IMPROVEMENT PLAN - APPROVAL OF A
PROFESSIONAL SERVICES AGREEMENT WITH METROPOINTE
ENGINEERS
RECOMMENDATIONS:
1. Approve Phase I of the Professional Services Agreement with MetroPointe Engineers,
of Costa Mesa, California, for Engineering Design Services in the Mariner's Village
area at a contract price of $144,044 for Phase I of the project.
2. Authorize the Public Works Director to proceed with Phase I of the design
improvements to Coast Highway at a cost of $144,044.
DISCUSSION:
City Council approved the Mariner's Village Improvement Plan in concept on August 14,
2001. Due to the complexity of the State permit process and expertise required in
implementing a traffic calming phase, it was recommended that a civil engineering
professional with multiple levels of expertise be retained as project designer /coordinator.
On August 28, 2001, City Council directed staff to solicit Request For Proposals (RFP) for
engineering design services that would meet our requirements for conceptual plan
execution in plans and specifications, Caltrans permit processing, and traffic calming
engineering. The proposals would address design costs for a three - phased approach to
completing design of Coast Highway, Riverside Avenue and Tustin Avenue.
However, in order to maintain continuity with the previous work effort of the Mariner's
Village concept plan, the RFP required that Kirby & Company be utilized as the landscape
design sub - consultant. Ms. Kirby's firm has a long history of participation in the planning
and design efforts, has played a key role in shaping the project, and has been
instrumental in gaining community support for the project.
Three firms responded to the City's Request For Proposal:
• The Keith Companies
• MetroPointe Engineers
• W. G. Zimmerman Engineering
The proposals were reviewed to evaluate each consultant's qualifications, past experience
on similar projects, and availability. MetroPointe Engineers was ranked the highest. Upon
selection, staff negotiated with Marie Marston of MetroPointe Engineers, to provide the
SUBJECT: MARINERS VILLAGE IMPROVEMENT PLAN - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH
METROPOINTE ENGINEERS
January 22, 2002
Page 2
necessary scope of services for a fee of $327,251. MetroPointe Engineers has completed
design services competently and professionally on similar projects for other local agencies
in Southern California. However, due to the current budget allocated for the project, the
professional fee structure for a three - phased approach was developed.
The three phases entail Concept Plan design for:
• Phase I — Coast Highway, $144,044
• Phases 11 and III — Riverside Avenue, including traffic calming improvement, Tustin
Avenue, Avon Street, Village Alley, Avon Street Extension, City Parking Lot,
$183,207
The construction costs for the Council- approved Concept Plan is estimated at $1.3 million
for the three phases identified above. The breakdown of construction costs by phase is:
• Phase I — Coast Highway, $271,289
• Phase II — Riverside Avenue, including traffic calming improvement, $452,250
• Phase III — Tustin Avenue, Avon Street, Village Alley, Avon Street Extension, City
Parking Lot, $618,662
The scope of MetroPointe Engineer's professional services will include the following
activities:
• Field surveying, utility conflict resolution and soil investigation for new landscape
elements
• Design and plans and specification preparation for new landscaping, irrigation,
lighting, signing, and street furniture
• Caltrans permitlagreement preparation
• Traffic calming design and plan preparation
• Limited construction engineering assistance as requested by the City
• Traffic control plan preparation for contractor.
The current FY2001/02 budget allocates $300,000 for design and construction within the
General Fund, Account No. 7014- C2700500. Staff proposes that City Council approve the
Professional Services Agreement and authorize the design of the Phase I, Coast Highway,
portion of the project only. This action will ensure that adequate funds will be available to
design the first phase of the concept plan within this fiscal year. Staff will be proposing to
fund the construction of Phase I in the FY 2002/03 budget.
Respectfu mi d;
PU WORKS DEPARTMENT
Stephen G. Badum, Director
By:
net L. Divan, P.E.
ssociate Civil Engineer
Attachment: Professional Services Agreement
DRAFT
PROFESSIONAL SERVICES AGREEMENT
WITH METROPOINTE ENGINEERS
FOR PHASE 1, ENGINEERING DESIGN SERVICES
ON THE MARINER'S VILLAGE IMPROVEMENT PROJECT
THIS AGREEMENT, entered into this 22nd day of January, 2002, by and between
the City of Newport Beach, a Municipal Corporation (hereinafter referred to as "City"),
and MetroPointe Engineers, whose address is 3151 Airway Avenue, Suite J -1, 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 is planning to implement an Improvement Project in Mariner's
Village ( "Project').
C. City desires to engage Consultant to provide professional engineering
services for the development and implementation of landscaping,
lighting, and signage improvements and traffic calming measures in
the Mariner's Village area upon the terms and conditions contained in this
Agreement.
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D. The principal member of Consultant for the purpose of the Project is Marie
Marston.
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 and conditions provided
in this Agreement.
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 date of execution, and shall
terminate on the 22 "d day of January, 2003, 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
one hundred forty -four thousand, forty four and 00/100 Dollars ($144,044.00).
3.1 Consultant shall maintain accounting records of its billings which includes
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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 progress invoices to City payable by City
within thirty (30) days of receipt of invoice.
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. 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
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this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 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
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 to City that it has or shall obtain all licenses, permits, qualifications and
approvals required of its profession. If Consultant is performing inspection or construction
management services for the City, the assigned staff shall be equipped with a Nextel Plus
type cellular /direct connect unit to communicate with City Staff; consultant's Nextel Direct
Connect I.D. Number will be provided to City to be programmed into City Nextel units, and
vice versa. Consultant further represents 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, acts of God, failure of City to furnish
timely information or to promptly approve or disapprove Consultant's work,
delay or faulty performance by City, contractors, or governmental agencies,
or any other delays beyond Consultant's control.
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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
and 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 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 Marie Marston 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
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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.
8. CITY POLICY
Consultant shall 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 Project proceeds in a manner consistent with City goals and policies.
9. 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.
10. 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.
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11. 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
indemnity shall be construed as authorizing, any award of attorneys' fees in any action on
or to enforce the terms of this Agreement.
12. 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
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described herein.
Insurance policies with original endorsements indemnifying Project for the
following coverages shall be issued by companies admitted to do business in the State of
California and assigned Best's A- VII or better rating:
A. Worker's compensation insurance, including "Wavier of Subrogation"
clause, covering all employees and principals of Consultant, per the laws of
the State of California.
B. Commercial general liability insurance, including additional insured and
primary and non - contributory wording, 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
apply separately to this Project, or the general aggregate limit shall be twice
the occurrence limit.
C. Commercial auto liability and property insurance, including additional
insured and primary and non - contributory wording, 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 .
$1 million Dollars.
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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, which
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing workers compensation, 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.
13. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
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
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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.
14. 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.
Consultant shall, at such time and in such forms as City may require, furnish
reports concerning the status of services required under this Agreement.
15. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
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16. 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, CADD plotting, 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.
D. City will prepare and provide to Consultant street base digital file in
AutoCAD (DWG) compatible format.
17. ADMINISTRATION
The Public Works Department will administer this Agreement. Stephen G. Badum
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
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shall represent City in all matters pertaining to the services to be rendered pursuant to this
Agreement.
18. 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.
19. 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.
20. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
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inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant, the
additional design, construction and /or a restoration expense shall be borne by Consultant.
Nothing in this paragraph is intended to limit City's rights under any other sections of this
Agreement.
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
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prior written 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.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92658 -8915
(949) 644 -3311
Fax (949) 644 -3318
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Attention: Marie Marston
MetroPointe Engineers
3151 Airway Avenue, Suite J -1
Costa Mesa, California
92626
(714) 438 -1095
Fax: (714) 438 -1097
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
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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
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
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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
compared to contractor bids or actual cost to City.
30. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in responsible charge of the work. City agrees that Consultant shall not be
liable for claims, liabilities or losses arising out of, or connected with (a) the modification
or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of
accuracy or readability of CADD data due to inappropriate storage conditions or duration;
or (c) any use by City, or anyone authorized by City, of CADD data for additions to this
Project, for the completion of this Project by others, or for any other project, excepting
only such use as is authorized, in writing, by Consultant. By acceptance of CADD data,
City agrees to indemnify Consultant for damages and liability resulting from the
modification or misuse of such CADD data.
All drawings shall be transmitted to the City in the City's latest adopted version of
AutoCAD in ".dwg" file format. All written documents shall be transmitted to the City in
the City's latest adopted version of Microsoft Word and Excel.
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31. PATENT INDEMNITY
Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH
A Municipal Corporation
By:
City Attorney
ATTEST:
By:
City Clerk
METROPOINTE ENGINEERS
fa usersl pbw\shared \agreements\MetroPointe Mariners Vllage.doc
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EXHIBIT A
Project Understanding
The City of Newport Beach intends to implement a variety of improvements in the Mariners
Village area generally bounded by Pacific Coast Highway, Riverside Avenue, Avon Street, and
Tustin Avenue. The improvements include:
Landscaping and Irrigation including Trees and Shrubs
- Coast Highway medians and sidewalk cutouts
- Riverside Avenue sidewalk cutouts
- Avon Street
- Tustin Avenue
- Avon Street City Parking Lot
- Village Alley between Riverside and Tustin
Traffic Calming
- Riverside Avenue generally demarcating the commercial /residential interface
Pedestrian Lighting
- Riverside Avenue
- Tustin Avenue
- Avon Street
- Village Alley between Riverside and Tustin
- Avon Street City Parking Lot
District Monument Signage
- Riverside Avenue
The City has decided to separate the work into three phases. Each phase will include the three
tasks of pre- design, design, and construction services. The phases are:
Phase 1 Coast Highway Improvements
Phase 2 Riverside Avenue
Phase 3 Tustin Avenue, Avon Street, Village Alley, Avon Street
Extension, City Parking Lot
For purposes of this scope of work, we understand the City would like Phase 1 to be prepared as
a separate project and Phases 2 and 3 as a combined separate project. As such, there will be
two design contracts and two construction contracts. We have assumed the preliminary and final
design would be prepared sequentially with Phases 2 and 3 following the completion of Phase 1.
Scope of Work
Within each of the three phases, we understand the project is divided into three tasks. The
phases, tasks, and subtasks we have identified are listed below:
Phase 1 Coast Highway Improvements
Task 1 Pre - Design
Subtask 1.1.1
Review Previous Conceptual Study
Subtask 1.1.2
Confirm Project Requirements
Subtask 1.1.3
Develop Detailed Design Parameters
Subtask 1.1.4
Confirm CADD Format and GIS
City of Newport Beach
Mariners Village Improvement Plan Page 1
Subtask 1.1.5 Define Program for Field Survey
Subtask 1.1.6 Soil Test Borings
Subtask 1.1.7 Preliminary Construction Cost Estimates
Subtask 1.1.8 Caltrans Encroachment Permit Requirements
Subtask 1.1.9 Utility Study
Task 2 Design
Subtask 1.2.1
Subtask 1.2.2
Subtask 1.2.3
Subtask 1.2.4
Subtask 1.2.5
Subtask 1.2.6
Subtask 1.2.7
Subtask 1.2.8
Subtask 1.2.9
Task 3 Construction
Subtask 1.3.1
Subtask 1.3.2
Subtask 1.3.3
Subtask 1.3.4
Subtask 1.3.5
Subtask 1.3.6
Subtask 1.3.7
Field Survey and Base Map
Site Plan
Exhibits for Coastal Development Permit
Exhibits and Information for Environmental Document
Coordination with Caltrans for Encroachment Permit
Plans
Concept Detour /Traffic Control Plans
Specifications / Estimates / Bid Documents
City Council / Coastal Commission Meetings
Pre -Bid and Pre - Construction Meetings
Shop Drawings and Submittals
Review Construction Progress
Revisions to Plans and Specifications
Addenda
Construction Progress Meetings
As- Builts
Phase 2 Riverside Avenue
Task 1 Pre - Design
Subtask 2.1.1
Subtask 2.1.2
Subtask 2.1.3
Subtask 2.1.4
Subtask 2.1.5
Subtask 2.1.6
Subtask 2.1.7
Subtask 2.1.9
Task 2 Design
Subtask 2.2.1
Subtask 2.2.2
Subtask 2.2.3
Subtask 2.2.4
Subtask 2.2.6
Subtask 2.2.7
Subtask 2.2.8
Subtask 2.2.9
Task 3 Construction
Subtask 2.3.1
Subtask 2.3.2
Subtask 2.3.3
Subtask 2.3.4
Subtask 2.3.5
Subtask 2.3.6
Subtask 2.3.7
Review Previous Conceptual Study
Confirm Project Requirements
Develop Detailed Design Parameters
Confirm CADD Format and GIS
Define Program for Field Survey
Soil Test Borings
Preliminary Construction Cost Estimates
Utility Study
Field Survey and Base Map
Site Plan
Exhibits for Coastal Development Permit
Exhibits and Information for Environmental Document
Plans
Concept Detour /Traffic Control Plans
Specifications / Estimates / Bid Documents
City Council / Coastal Commission Meetings
Pre -Bid and Pre - Construction Meetings
Shop Drawings and Submittals
Review Construction Progress
Revisions to Plans and Specifications
Addenda
Construction Progress Meetings
As- Builts
City of Newport Beach
Mariners Village Improvement Plan Page 2
Phase 3 Tustin Ave, Avon Street, Village Alley, Avon Street Extension, City Parking Lot
Task 1 Pre- Design
Subtask 3.1.1
Subtask 3.1.2
Subtask 3.1.3
Subtask 3.1.4
Subtask 3.1.5
Subtask 3.1.6
Subtask 3.1.7
Subtask 3.1.9
Task 2 Design
Subtask 3.2.1
Subtask 3.2.2
Subtask 3.2.3
Subtask 3.2.4
Subtask 3.2.6
Subtask 3.2.7
Subtask 3.2.8
Subtask 3.2.9
Task 3 Construction
Subtask 3.3.1
Subtask 3.3.2
Subtask 3.3.3
Subtask 3.3.4
Subtask 3.3.5
Subtask 3.3.6
Subtask 3.3.7
Review Previous Conceptual Study
Confirm Project Requirements
Develop Detailed Design Parameters
Confirm CADD Format and GIS
Define Program for Field Survey
Soil Test Borings
Preliminary Construction Cost Estimates
Utility Study
Field Survey and Base Map
Site Plan
Exhibits for Coastal Development Permit
Exhibits and Information for Environmental Document
Plans
Concept Detour /Traffic Control Plans
Specifications / Estimates / Bid Documents
City Council / Coastal Commission Meetings
Pre -Bid and Pre - Construction Meetings
Shop Drawings and Submittals
Review Construction Progress
Revisions to Plans and Specifications
Addenda
Construction Progress Meetings
As- Builts
The following will discuss these tasks and subtasks to define our scope of work. The scope
described below is written to apply to the three phases as identified. If all three phase numbers
are presented in the subtask description, the subtask applies to each phase. If a subtask is only
required for one phase, then it presents only that phase's subtask number. Each subtask is
noted whether it will be performed by phase or for all three phases within Phase 1.
TASK 1 - PRE - DESIGN
Subtask 1.1.1.2.1.1, 3.1.1 Review Previous Conceptual Study (performed by phase)
We will obtain the previously prepared project documentation and augment that with other
available documentation including as- builts of the roadway, as- builts of other adjacent
infrastructure, and right -of -way maps. We understand the previous conceptual study included
concept studies showing landscaping locations, the Mariners Mile Village Concept Plan (adopted
by council on 8/14/01), lighting concepts and locations, potential concepts on traffic calming, and
construction cost estimates. We will also field review the site.
Subtask 1.1.2. 2.1.2, 3.1.2 Confirm Proiect Requirements (performed by phase)
After review of the previously prepared preliminary studies, this task will ensure that we
understand the City's implementation goals for the projects. Specifically, we will define the limits
of the improvements along each street, alley and the parking lot, locations and spacing of trees
and shrubs, types of trees and shrubs, probable type of irrigation, phasing of the overall project,
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lighting standard to be used, traffic calming locations and reasonable considerations of the type of
calming to be employed, and phasing requirements.
As part of the project confirmation process, we may need to obtain concurrence of specific City
and Caltrans details required, may need to meet with City and Caltrans staff, and may need to
meet with other stakeholders such as the Mariners Mile Business Owner's Association (MMBOA),
the Newport Heights Homeowners Association, City Council members, the California Coastal
Commission, and Newport Heights Community Association, and others.
Subtask 1.1.3. 2.1.3. 3.1.3 Develop Detailed Design Parameters (performed by phase)
Since the emphasis of the project is landscaping implementation, we expect detailing the project
specific design parameters will include preparing a Design Development Landscape Plan. This
plan would likely show preliminary phase lines, the general layout of walks, planting areas,
conspicuous utilities and signage, and planting, with identification of tree, shrub, groundcover,
and turf areas and species recommendations.
Additional scope for 2.1.3, Phase 2— Riverside Avenue
For Riverside Avenue, we will develop the basis for a traffic- calming scheme. We will consider
the overall intent of the calming and then identify measures which could be studied for
implementation. This could include the'bulbing out" of curbs, use of special pavements and
installation of a "vertical element' to alert motorists they are entering an area where pedestrians
are present and slower speeds are appropriate. Traffic calming measures usually take the form
of roadway narrowing, combined with a vertical element, including street furniture and
aesthetically designed monument signing. All of these techniques will be examined including the
use of special treatment for any pedestrian crossings whereby traffic is not controlled by stop
signs or traffic signals. The installation of traffic calming measures is generally controversial
therefore, an attempt will be made to secure public input via the City on the measures before a
final decision is made.
In addition, a trial implementation of any bulb -outs using sand bagging may be considered. We
have found that temporary placement of sand bags to simulate traffic calming elements is useful
in both preparing the final design and in assessing community acceptance of such measures.
Consequently, the use of a 60 to 90 day trial implementation will be evaluated.
Subtask 1.1.4.2 1.4 3.1.4 Confirm CADD Format and GIS (performed by phase)
We will prepare the drawings and exhibits in AutoCad 2002. We will determine up -front with the
City, whether there are specific layering formats to be followed and then implement those as
requested. This is particularly important if the City wants electronic files made available at the
conclusion of our work. If the City has available GIS information which can be included on the
base maps, we will augment our field surveyed base map with that information.
Additional 1.1.4, Phase 1— Coast Highway
We do not anticipate providing electronic files to Caltrans. In our experience, this is only required
when Caltrans administers the construction contract. It is our understanding the City will work
under an encroachment permit, and therefore, be the construction contract administrator.
Caltrans works in metric format, however, since this project will be processed through their permit
department, we will likely be able to prepare the plans imperial format showing metric in
parentheses (dual- units). We have had success with this approach on other projects and will
verify that it is acceptable prior to preparing the plans in this manner.
Subtask 1.1.5 2.1.5. 3.1.5 Define Program for Field Survey (performed in Phase 1)
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In this subtask, we will obtain existing vertical and horizontal control data from the County of
Orange GPS System and if the City requests, Caltrans data as well. We can tie our survey into
both County and Caltrans monuments. We will establish this need prior to performing the field
survey. The survey will consist of establishment of horizontal and vertical control, establishing
street centerline control, obtaining locations of existing curb returns and critical street geometry,
culture and street furniture within the street right of way limits, a few cross sections, particularly
on Coast Highway in the proposed landscaped medians, and details of existing facilities directly
adjacent to locations of proposed tree /shrub planters within the streets, alley, and parking lot.
The program for Feld survey will be defined in Phase 1 for all three phases.
Subtask 1.1.6, 2.1.6. 3.1.6 Soil Test Borings (performed in Phase 1)
It is our understanding there has been some difficulty in tree growth for past plantings. Therefore,
we have included the sampling of on -site soils to determine what amendments may be needed to
help induce growth. We have included Wallace Laboratories on our team to obtain and test the
samples and prepare a report describing the proposed soil treatments. For purposes of this
scope of work, we have included one soil test on Coast Highway (median), one on Tustin
Avenue, and the others on Riverside Avenue. It is especially important on Riverside Avenue
where past palm tree plantings have not thrived. We will coordinate with the City and our project
team to also evaluate the palm subdrainage requirements and provide an opinion on causes for
deterioration of previously planted trees.
Subtask 1.1.7. 2.1.7. 3 1.7 Preliminary Construction Cost Estimates (performed by phase)
We will review the previously prepared preliminary construction cost estimates to confirm their
quantities, unit prices, and contingencies appear current and recognize the entire project scope.
We know this is an important component of the early design review to ensure there is adequate
funding once the project is developed for construction. If the cost estimates appear to be
understated or overstated, we will discuss with City staff and determine the appropriate course of
action.
Subtask 1.1.8 Caltrans Encroachment Permit Requirements (Phase 1 only)
At the time of the notice to proceed, we will need to prepare an encroachment permit application
to perform the field survey and agricultural soil test samples within state right -of -way. We will
prepare and process this application and permit. The permit generally takes 4 -6 weeks to secure.
As a follow up to two meetings the City held with Caltrans last year (1/29/01, 2/21/01), we expect
to schedule an additional preliminary meeting with Caltrans to reestablish key contacts for
communication between the project team members, City staff, and Caltrans staff. We will also
redefine the project, obtain their preliminary thoughts on the proposed Coast Highway landscape
improvements, and expected implementation phases as well as establish the expected process
for approval.
From the previous meetings, we understand Caltrans is concerned about the documentation of
existing lane widths on Coast Highway in this segment. Since this project is limited to sidewalk
and median plantings, with no changes to the lane configuration, we do not believe this effort will
be necessary. We have not included this effort in our fee.
Subtask 1.1.9 2.1.9. 3.1 .9 Utility Studies (performed in Phase 1)
During this task, it will be necessary to make contact with the affected utility companies, inform
them of this project, and obtain copies of their as -built plans. All underground and overhead
utilities within the sphere of the project limits will be contacted to verify location, type, and size of
facility. If it is necessary during construction to excavate in the vicinity of any existing utilities,
Caltrans will require utility potholing to physically locate underground facilities in State right -of-
way. Physically locating utilities has not been included in our fee.
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TASK 2 - DESIGN
Subtask 1.2.1.2.2.1. 3.2.1 Field Survey and Base Map (performed in Phase 1)
In this task, we will prepare the field survey and base map for use in the preparation of plans.
The base map will indicate street centerline data, curbs, gutters, cross - gutters, sidewalk, surface
utilities and culture, spot elevations, adjacent building limits, etc. We will augment the Feld survey
map with the right -of -way maps and with the collected utility as- builts in creating the base maps.
The base map will serve as the base information for all conceptual and final design and
construction documents.
We will develop the base map by initially creating a base coordinate system in CAD and
establishing street centerline data from field survey. We will prepare the base map topography
from the centerline data, as -built plans, and field survey.
Additional 1.2.1, Phase 1— Coast Highway
The base map for Coast Highway will be prepared in imperial units to meet City standards for
consistency throughout the plan set. Caltrans will require metric units for the portions of work
within State right -of -way and as such our plan is to show dual units (imperial- metric). We will
confirm this prior to performing the field survey and preparation of the base map.
Subtask 1.2.2. 2.2.2. 3.2.2 Site Plan (performed by phase)
We will prepare a Site Plan, which will in effect show the design development for the landscaping,
indicating the following information:
a. Preliminary phase lines;
b. General layout of walks, planting areas and conspicuous utilities;
c. Planting, with identification of type and species of tree, shrub, groundcover, and turf
areas and recommendations.
Trees and low growing ground cover will not only harmonize with the current streetscape palette, but
address water efficiency standards. The plan format will be presentation quality, color renderings at
an appropriate scale for viewing from a comfortable distance, accompanied by reduced versions of
drawings.
This site plan will serve as the preliminary design concept plan. The site plans will be developed
to show sufficient detail to ensure the proposed construction elements meet with the City's
approval prior to proceeding with final design. The site plans will also include pedestrian lighting,
preliminary civil and traffic calming if determined by this point.
Subtask 1.2.3. 2.2.3.3 2.3 Exhibits for Coastal Development Permit (performed in Phase 1)
We understand the City must prepare and process a Coastal Development Permit (CDP) through
the California Coastal Commission. We will support the City in this effort, preparing technical
exhibits as necessary to explain the proposed work. For purposes of this proposal, we have
assumed four exhibits will be required.
Subtask 1.2.4.2.2.4 3.2.4 Exhibits and Information for Environmental Document
(performed in Phase 1)
We will support the City's preparation of the project environmental document by providing
information and preparing exhibits as required. For purposes of this proposal, we are assuming
two exhibits will be prepared.
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Based on our experience with the Caltrans Permit Branch on similar projects where minor street
work is necessary, such as minor trenching for electrical or irrigation connections, we are
anticipating the encroachment permit application will require the following items of work:
a. Construction plans for all work in State right -of -way, including traffic control plans and
utility plans.
b. Water Pollution Control Program (WPCP) meeting Caltrans and State Water Resources
Control Board requirements.
c. Coordination with several Caltrans functional units including Traffic Operations, Project
Design, Environmental Planning, and Materials Research.
d. Environmental requirements will include a cultural resources search provided by the
South Central Coastal Information Center, and native lands search provided by the
Native American Heritage Commission.
e. Coordination with utility companies to indicate locations of potential high and low risk
facilities on the plans as required per Caltrans Policy on High and Low Risk Utilities.
Subtask 1.2.6. 2.2.6, 3.2.6 Plans (performed by phase)
We will prepare drawings for each phase of the project. Generally, there will be street and
parking lot civil drawings, details for demolition, landscaping and irrigation, lighting, irrigation,
traffic calming, and potentially utility modification plans.
Street Plans
Street plans would indicate sidewalk cutouts for planters, median modifications, if any, and traffic
calming treatments. The plans will show existing curb, sidewalk, medians, and driveways. They
will also show existing private property features and right -of -way lines. We do not anticipate new
medians or new curbs and therefore, no profiles are anticipated. Pavement and /or sidewalk
removal limits and reconstruction will be delineated. If replacement of concrete is necessary at
the cutouts, our plans will indicate that. Drainage modifications are not anticipated.
Construction detail sheets would be necessary to define the specific improvements including any
specific monument signs, sidewalk cutouts, traffic calming devices, and other facilities as may be
encountered. Traffic signing and striping modifications are not anticipated. If the traffic calming
measures impacted the existing pavement delineation, we would provide a plan to indicate the
replacement delineation.
Utility Review
We will preliminarily determine the conflicts or impacts the improvements will have with the
existing utilities and summarize the information on the project plans. We will provide continued
coordination and related follow -up with the affected underground and overhead utility companies
regarding the specific impact locations throughout the project as well as identifying their future
needs.
We will identify costs associated with utility modifications or relocation, if necessary. Cost
evaluation will require a determination of prior rights. We will work with the City in determining
prior rights. If the utility company has prior rights, the modification cost will be borne within the
project and included in the cost estimates. If the City has prior rights, the modification cost will be
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borne by the utility company. The City will be kept informed of contacts with the utility companies
and, if desired, will receive copies of collected utility information and correspondence. Our
preliminary engineering plans will be forwarded to the utility companies so they can verify their
facilities and impacts and use them for their modification /relocation design, if required.
Landscaping
We will prepare a preliminary landscape development plan to be used for general discussion
among the City staff. After comments have been received, we will prepare construction
landscape plans. We will prepare planting plans showing tree, shrub, vine, and groundcover
locations. A plant list, with plant names and sizes, will be provided.
Lighting & Electrical Design
Based on the Design Development Landscape Plan, we will determine irrigation points of
connection, electrical service requirements, and sleeving requirements. We will also determine
the general layout of the electrical connection for the irrigation equipment. We will prepare
irrigation plans showing identification, location, and sizing of irrigation systems and their
component parts. This work will require coordination with the electric company on power source
for the irrigation controller and show the point of connection for irrigation on the drawings.
We will also prepare details of the planting, irrigation, meter box footings, landscape and electrical
materials with information required for construction, installation and finishing of the landscape
components of the project.
Based on the Design Development Landscape Plan, and preferred City spacing for pedestrian
lights, we will prepare a general layout of the pedestrian lights and lights for signage provided by
others with catalogue cut sheets.
Submittals
Phase 1— Coast Highway
Caltrans requires complete documents prior to submittal to their permits department. We expect
we will have three submittals — the first will be 90 %, which will represent a complete set of plans,
lacking only responses to Caltrans comments. After we receive their comments, the 100% set
will be submitted for review. Minor comments would be anticipated and the final bid document
set would be submitted to obtain their approval and the encroachment permit.
Phases 2 and 3 — Riverside Avenue, Tustin Avenue, Avon Street and Extension, City Parking Lot
Following the submittal of our draft site /concept plan, we expect we would prepare and submit to
the City a 75 %, a 90 %, and a 100% set of construction documents for review.
75% Submittal
• Plans with enough detail for City to review impacts
• Outline Specifications
• Cost Estimate (15% Contingency)
90% Submittal
• Plans at a 100% complete level, less responses to comments.
• Full Specifications
• Cost Estimate (10% Contingency)
• Bid List
100% Submittal
City of Newport Beach
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• Complete Plans (Autocadd 2002)
• Complete Specifications (electronic and hard copy)
• Cost Estimate (5% Contingency)
• Bid List (electronic and hard copy)
• 1 set of Plan Originals on Mylar
Cost Estimate (Electronic & Hard Copy)
• Specifications (Electronic & Hard Copy)
Subtask 1.2.7. 2.2.7. 3.2.7 Concept Detour /Traffic Control Plans (performed by phase
We will prepare concept — level detour and traffic control plans. The plans would delineate the
work area and the traffic control appropriate in accordance with the WATCH handbook. Caltrans
will require traffic control plans for work in State right -of -way based on Caltrans standards.
Subtask 1.2.8, 2.2.8, 3.2.8 Specifications, Estimates, Bid Documents (performed by phase)
Specifications & Bid Documents
We will prepare or refer to a standard specification for all the technical items of work. As part of
the specifications preparation, we will ensure there are pay clauses appropriate to each bid item.
The pay clause will include the payment method for each item.
Per the City's requirements, we will prepare the project specifications using the City's Standard
Special Provisions (1994 Edition) and the Standard Specifications for Public Works Construction.
We expect the City will provide the General Conditions, Special Requirements, Bid Forms, bond
information, etc. We will work with the City on assembling the entire contract document package.
Quantity Calculations and Cost Estimates
A construction quantity and cost estimate will be prepared for each of the submittals. The
estimate will show quantities and unit prices for each item along with appropriate mobilization and
contingency costs. Our unit prices will be based on a combination of prices obtained from recent
construction bids for similar projects, discussions with City staff, and discussions with others in
the construction industry. The items listed in the cost estimate will be the basis for the
preparation of the bid list. We will work with the City to ensure the bid schedule is in accordance
with the City's preference for the item list, method of measurement, etc.
Subtask 1.2.9. 2.2.9. 3.2,9 City Council / Coastal Commission Meetings (performed by
phase
We will identify the stakeholders at the project onset and determine the extent of coordination and
deliverables necessary. This project could have a number of stakeholders beyond the
customary project team of the City, consultant, and Caltrans, such as City Council members,
business representatives from Mariners Village (Mariners Mile Business Owner's Association),
the California Coastal Commission, and Newport Heights Community Association.
We will support the City throughout the project development and will attend meetings at the City
Council, Coastal Commission or others as requested. We have put in an allowance in our budget
for these meetings. How many?
Subtask 1.2.10.2.2.10, 3.2.10 Design Meetings (performed by phase)
Project team meetings will be held regularly to ensure project goals are met and to resolve
issues, discuss status, coordinate design, determine phasing, determine scope, etc. We expect
we would have a kickoff meeting and other meetings throughout the project development
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process. Additionally, meetings would be held with Caltrans following the submittal of our permit
documents and their review.
We will meet after the City and Caltrans reviews. The meetings would be devoted to reviewing the
comments, clarifying the design, and agreeing to the required changes for the next submittal. We
also want to be sure that each submittal has fully addressed the reviewer's comments. In addition to
the required meetings, we will also provide coordination between the, City, Caltrans, project team,
and other stakeholders to ensure the project is on track and the schedule maintained.
TASK 3 - CONSTRUCTION
Subtask 1.3.1.2.3.1. 3.3.1 Pre -Bid Meeting and Pre - Construction Meeting (performed by
phase)
We will attend the City's pre -bid meeting and pre- construction meetings. At this time, we have
estimated there will be two of each — one contract for Phase 1 and one contract for Phases 2 and
3.
Pre -bid services will include responding to bidders' questions, keeping a log of bidders' questions
and the responses we provide. The log of bidders questions and answers provided will be
submitted to the City upon the close of the bidding period. Questions arising from the bidders
shall be discussed, as necessary, with the City prior to responding to the bidders. Pre -
construction services will include attending the pre- construction meeting, analysis of the
Contractor's payment schedule, and analysis of the Contractor's construction schedule.
Subtask 1.3.2. 2.3.2 3.3 .2 Shop Drawings and Submittals (performed by phase)
As submitted by the Contractor and received from the Construction Manager, we will check the
construction and shop drawing submittals for conformity with the intent of the plans and
specifications. Shop drawings and submittals are expected to include review of plan material
photographs, samples of materials specified, etc. Based on approval of the plant material
photographs, we will tag the palms at the place of growth. We will return the required number of
copies to the Construction Manager with particular comments noted and in accordance with the
time frames established. We will keep an updated log of submittals received indicating the date
received, dates sent and returned from subconsultants if applicable, date returned to the
Construction Manager, and the status of each whether approved or returned requiring additional
information. We can provide copies of the log over the course of the construction as requested
by the City.
Subtask 1.3.3, 2.3.3. 3.3.3 Review Construction Progress (performed by phase)
AMhe request of the City or Construction Manager, we will provide consultation and advice. We
will coordinate with the City, Contractor, the Construction Manager, and project team to resolve
issues and respond to telephone and meeting related inquiries. We will review design changes
as they occur and work closely with the City to facilitate timely responses when changes arise.
As necessary, we will prepare written clarification in response to Contractor's Requests for
Information (RFIs).
We will make periodic visits to the site to become familiar with the progress and quality of
construction and to ascertain whether the construction work is proceeding in accordance with our
design intent and contract documents. We will observe the layout and installation of proposed
pavements, observe the location and quality of plant material and landscape grading, observe
layout and installation of irrigation systems and specified coverage tests, and observe in order to
establish 90 -day establishment period in coordination with the City's landscape maintenance
personnel. At the end of the 90 -day establishment period, we will conduct a final observation
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and, upon finding the project acceptable, and recommend acceptance of the landscape
installation to the City.
Subtask 1.3.4.2.3.4. 3.3.4 Revisions to Plans and Specifications (performed by Phase)
If requested during construction, we will make revisions to the plans and specifications to facilitate
a design change intent. We will ensure these changes reflect the City and Caltrans overall intent
and meet current standards.
Subtask 1.3.5. 2.3.5. 3.3.5 Addenda (performed by phase)
During the bid period, we will prepare addenda if changes are discovered or clarifications are
needed that should be reflected in the contractor's bids. We will coordinate with the City and
Caltrans before issuance.
Subtask 1.3.6. 2.3.6. 3.3.6 Construction Progress Meetings (performed by phase)
We anticipate the City will request us to attend some of the Contractor's progress meetings
during the course of construction. Our attendance may be required to discuss RFIs, shop
drawings, review progress, and other construction related issues. We may also meet at the site
to review existing site conditions prior to beginning construction.
Subtask 1.3.7. 2.3.7. 3.3.7 As- Builts (performed by phase)
Following the completion of the construction, we will acquire the Contractor's daily red - pencil "as-
built" plans from the City. We will revise our plans to indicate all field changes on the original file
drawings. This final "as- built" set of drawings will be provided to the City for their records.
Our Project team agrees to incorporate the following (as described in the RFP Section C) into our
design documents:
Standards. Manuals. and Requirements
• 1994 City of Newport Beach Design Criteria, Special Provisions, and Standard
Drawings for Public Works Construction
• "Green Book'— Standard Specifications for Public Works Construction
ADA Requirements
• Caltrans Standard Plans for Signing and Striping
• City Requirements and Approval for Plans, Special Provisions, and Contract Bid
Documents
City Standard Professional Services Agreement
$1.0 Million E &O Insurance with City named as Additional Insured
Products become Public Domain
Production Techniques
• Autocadd 2002
City Standard Mylars Sheets (final plots)
• Format Electronic Files for Construction Staking
• Reproduction Cost Included in Proposal — Progress Drawings and Final Mylars
Signed Drawings and Documents
Management Techniques
• Informal Reviews of Progress
Day to Day Communication with City
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• Coordination Meetings
• Documents Signed by Consultant (appropriately licensed individuals)
Committed and Assigned Key Personnel — Changes only with City Approval
Experienced Project Manager and Dedicated Design Team Through Completion
of Project
Payment based on Monthly Requests for Reimbursement
• Work Begins upon Notice to Proceed Issued by City
We understand all of these requirements and take no exception.
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Project Team
We have assembled our project team based on the City's requirements for this project, quality
reputations and strengths of the firms, their personnel, and our previous working relationships.
Our Project Team includes subconsultants who are an integral part of the Team providing
specialists in all disciplines required for the project. The Project Team includes:
MetroPointe Engineers, Inc.
Kirby & Company
d.d. Pagano Irrigation
Konsortum 1
Wallace Laboratories
Austin -Foust Associates
Kelsurveys
Subconsultants
Project Management / Civil Engineering
Landscape Architecture
Irrigation Consulting
Electrical Engineering / Lighting
Agricultural Soil Testing
Traffic Engineering
Field Survey / Base Mapping
Kirby & Company is a professional consulting practice offering capabilities of resolving
contemporary urban design and planning problems. For 20 years, the professionals at Kirby &
Company have been involved in a wide range of urban, suburban, regional, and campus projects
of all sizes. Kirby's projects reflect a commitment to interdisciplinary design solutions responsive
to both site conditions and clients' needs. They interplay their knowledge of land use planning,
urban design, landscape architecture, site planning, regional and urban planning and
environmental analysis into play with other related disciplines to create innovative and workable
built environments.
Kirby's approach to planting design creates plant palettes that support regional landscape
identity, enhance the particular qualities of the site, and form sustainable groupings based on
cultural compatibility. They have extensive experience in all facets of land planning and design
and are dedicated to the development of exemplary projects that withstand the test of time in
creating imageable and livable environments.
d.d. Pagano, Inc. Irrigation Consultants has provided professional services for over thirty years in
development and research in the field of irrigation. Irrigation design development, product research
and testing, water conservation analysis, system analysis and construction methods are only a few
of the services that make d.d. Pagano, Inc. Irrigation Consultants a recognized leader in the field of
irrigation consulting. This knowledge and experience is reflected in all irrigation designs - designs
which are geared to provide the end user with the most efficient, innovative and cost - effective
irrigation system possible.
The staff of d.d. Pagano, Inc. Irrigation Consultants has provided expertise in the field of irrigation
design and consultation for a variety of projects with special interest in the design of resorts,
residential communities and commercial developments. Their office has worked closely with many
communities and commercial developers to determine the specific irrigation needs of each
development, as well as long term maintenance requirements. This information has been compiled
in order to help develop irrigation design and construction criteria compatible with the environmental
conditions of various resort/commercial projects. In addition to design and consultation work for
resort/commercial projects, the firm has provided design and consultation work for mitigation of
plant restoration and wildlife habitat areas. All projects draw upon a variety of irrigation design
concepts and methods to meet every need.
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KONSORTUM 1 is a full- service electrical engineering firm specializing in design and engineering
for major commercial, educational, retail, corporate, institutional, hospitality and municipal
projects. Services include all aspects of architectural lighting design, telecommunications
consulting, audio /visual, and access control / security system consulting. The firm's staff,
assisted by the latest computer -aided design technology, serves clients ranging from nationally
recognized architects, large corporations and national developers, universities and educational
groups, as well as design -build electrical contractors.
KONSORTUM 1 provides a full range of design services including the following: full service
electrical engineering, architectural lighting consulting, utility company consulting, fire alarm and
life safety systems consulting, security and access control systems consulting, CCTV security
systems consulting, audio /visual systems consulting, telecommunications systems consulting,
and electrical due diligence surveys and reports.
Austin Foust Associates provides traffic and transportation planning and design to both public
and private clients. They specialize in traffic modeling, traffic operations, parking and lighting
studies, signal design, signing and striping, traffic handling /phasing /detouring, traffic control, and
traffic management plans. The staff of Austin -Foust and MetroPointe Engineers have worked
together on numerous projects for over 10 years.
Kelsurveys is in the practice of land surveying. The professional tasks they offer include
A.I..T.A. land title surveys, residentiaVcommerciaVindustrial, as -built certification, subdivision,
boundary surveys, record of survey mapping, complete photogrammetric services, tentative and
final parcel mapping, horizontal and vertical monitoring, topographic survey (aerial and ground
depiction, legal description preparation, lot line adjustments, and utility research and coordination.
The utilization of the state of the -art computer and survey equipment (total stations) enables
Kelsuveys to be very competitive with Feld to office operations. The firm's personnel have
combined years of experience exceeding one -half century.
City of Newport Beach
Mariners Village Improvement Plan Page 14
We have prepared the attached project schedule as a draft to begin discussions with the City. It
indicates the work performed in two steps consisting of Phase 1 followed by a combined Phase 2
and Phase 3. Each task and subtask of the phases is indicated as described in our scope of
services. We believe our schedule would provide for a realistic duration with appropriate review
periods.
City of Newport Beach
Mariners Village Improvement Plan Page 15
etroPoi me
Engineers
RATE SCHEDULE
PROFESSIONAL SERVICES
HOURLY RATE ($1
Principal
$110.00
Project Manager
$100.00
Senior Engineer
$ 90.00
Engineer/ Sr. Designer
$ 80.00
Jr. Engineer/ Designer
$ 70.00
CADD Designer/ Technician
$ 60.00
Clerical / Admin Support
$ 50.00
REIMBURSABLE EXPENSES
Reproduction Cost
Consultant Services Cost plus 10%
Automobile Transportation $0.365 / mile
Computer Plots $ 1.50 / SF Bond
$ 2.00 / SF Vellum
$ 3.00 / SF Color
$ 4.00 / SF Mylar
Delivery, Freight, Courier Cost
Agency Fees Cost
Commercial Travel / Subsistence Cost
Effective Through 12/31/02
EXHIBIT B
Mariners Village Improvement Plan
Phase 1 - Pacific Coast Highway
MetroPointe
$67,125
Kirby
$63,968
Subtotal
$131,093
Markup & Reimbursables
$12,951
Total Phase 1
$144,044
Phase 2 & 3 - Riverside Avenue; Tustin Avenue
Avon Street, Villate Ailey, Avon Street W
City Parking Lot
MetroPointe Phase 2
$35,800
MetroPointe Phase 3
$29,380
Kirby Phase 2 & 3
$94,130
Subtotal
$159,310
Markup & Reirnbursables
$23,897
Total Phases 2&3
$183,207
Total Phases 1, 2, & 3 $327,251