HomeMy WebLinkAboutC28210 Mid Valley Bikepath 707-07CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Award Contract Noc2s210 for the Mid Valley Bikepath Preliminary
Engineering Services to RRM Design Group of San Clemente,
California (Project No. 707-07)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
APPLICANT: RRM Design Group
232 Avenida Fabricante, Suite 112
San Clemente, California 92672
DATE: September 25, 2008
CONTENTS: Agreement
Fee Proposal
Project Scoping Form
Vicinity Map
Recommendation:
By Minute Motion:
1. Award Contract No. C28210 for the Mid Valley Path
Preliminary Engineering Services to RRM Design Group of San
Clemente, California in the amount of $88,598 ;
2. Approve a 10% contingency of $8,859.80; and
3. Authorize the Mayor to execute the agreement.
Background:
On June 27, 2007, the City Council authorized staff to submit an application for
Congestion Mitigation and Air Quality (CMAQ) funding for the proposed Mid Valley
Bikepath along portions of Southern Pacific Railroad, between Washington Street and
Monterey Avenue. City staff has received approval from Council for CMAQ funds for
the project.
The proposed Mid Valley Bikepath will be located on the north end of the City,
beginning at the east City limits, near Washington Street and Country Club Drive, and
extending beyond the west City limits to the Agua Caliente Casino. The project is
Award Design Contract to RRM for Preliminary Engineering for Mid Valley Bike path
Page 2 of 3
September 25, 2008
intended to provide a safe, comfortable, convenient and highly connected bike route as
an alternative to using the busy streets in this area of the City. It will also provide
important regional connections, as it is part of a series of existing and planned bike
routes that will form a loop around the greater Coachella Valley area.
Discussion:
City staff issued a Request for Proposals on July 15, 2008, for the project's preliminary
engineering services. These services include a feasibility study and initial survey of the
bike path. A feasibility study is a preliminary study undertaken to determine and
document a project's viability before proceeding to final design. The study also will
recommend appropriate amenities that will be provided along the bikepath, such as
lighting, trash facilities and restrooms.
On August 15, 2008, staff received six proposals, which were reviewed by a Committee
comprised of City staff. The Committee numerically ranked the proposals in the areas
of qualifications of the firm and its personnel, management approach, technical
approach to this particular project, and overall completeness of the proposal. The
proposals received are as follows:
RRM Design Group
KTU+A
Estrada Land Planning
MSA Consulting, Inc
Masson & Associates, Inc
Coachella Valley Engineers
San Clemente, CA
San Diego, CA
San Diego, CA
Rancho Mirage, CA
Murrieta, CA
Palm Desert, CA
RRM Design Group received significantly higher scores than the other proposals. The
firm submitted an excellent proposal that demonstrated thorough knowledge of the
project and provided various other examples of bicycle feasibility studies that they had
recently completed. The firm also had excellent references from other public agencies
that highly recommend hiring RRM Design Group. RRM Design Group has successfully
completed projects for the cities of San Luis Obispo, Moorpark, Morro Bay, Riverside,
Oceanside, Whittier and Venice Beach. Their team includes a sub-consultant for right-
of-way support that has an office in Palm Desert.
The other proposals did not address key project issues, lacked recent preliminary
engineering services on bike paths, and/or did not demonstrate as thorough knowledge
or offer solutions to key project issues.
Subsequent the carefuf review of the cost proposaf submitted by RRM Design Group,
staff is confident in the value being received.
Award Design Contract to RRM for Preliminary Engineering for Mid Valley Bike path
Page 3 of 3
September 25, 2008
FINANCIAL IMPACT:
Funds are available in Account No. 233-4544-454.40-01. See attached project scoping
form.
The preliminary estimated construction cost of the project is $5,900,000. It is estimated
that the project will be able to begin construction in the summer 2011 and will be
completed in the spring of 2012.
Therefore, staff recommends that, by Minute Motion, City Council award Contract No.
C2s2�o to RRM Design Group of San Clemente, California in the amount of
$88,598; approve a 10% contingency of $8,859.80; and authorize the Mayor to execute
the agreement.
Prepared By:
�
Aaron Kulp
Associate Engineer
Approval:
Approved by:
,�1�
�
Mark Greenv✓ood, P.E.
Director of Public Works
, �
�
Homer Croy �
ACM for Development Services
Carlos L. Orte
City Manager
e
Paul Gibson
Finance Director
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Intersection Improvements at Frank Sinatra Drive and Portola Avenue (Project Number 572-08)
Project/Construction Cost EstimatesCommunity Benefits
Staff
FundFY 08-09FY 09-10FY 10-11FY 11-12FY 12-13Total
Traffic Circulation
Safety
Property Acquisition:
$ - $ 166,667 $ - $ - $ - $ 166,667
400
Parks & Recreation
Professional Services:
$ 88,598 $ 38,333 $ 295,000 $ - $ - $ 421,931
233; 400
Community Design
Fees:
$ - $ - $ - $ - $ - $ -
Construction:
$ - $ 4,333,333
$ - $ - $ 4,333,333$ -
400; CMAQ
Equipment:
$ - $ -
$ - $ - $ - $ -
Administration:
$ - $ -
$ - $ - $ - $ -
Direct Staff Costs:
$ 12,265 $ 51,313
$ 12,633 $ 13,012 $ 13,402 $ -
1400
Contingency:
$ 11,402 $ 41,000 $ 59,000 $ 866,667 $ - $ 978,069
400; CMAQ
Other:
$ - $ -
$ - $ - $ - $ -
Total:
$ 112,265$ 258,633$ 367,012$ 5,213,402$ -$ 5,951,313
Recurring Cost Estimates
Staff
FundFY 08-09FY 09-10FY 10-11FY 11-12FY 12-13Total
Maintenance Costs:
$ - $ - $ - $ - $ 50,000 $ 50,000
400
Replacement Costs:
$ - $ - $ - $ - $ - $ -
Administration:
$ - $ - $ - $ - $ - $ -
Direct Staff Costs:
$ - $ - $ - $ - $ - $ -
0
Contract Staff Costs:
$ - $ - $ - $ - $ - $ -
Other:
$ - $ - $ - $ - $ - $ -
Total:
$ -$ -$ -$ -$ 50,000$ 50,000
Total All Costs:$ 112,265$ 258,633$ 367,012$ 5,213,402$ 50,000$ 6,001,313
Potential Increase to Public Safety Costs:$ -$ -$ -$ -$ -$
-
Project Fund Sources
FundFY 08-09FY 09-10FY 10-11FY 11-12FY 12-13Total
General Fund:
$ 112,265 $ 258,633 $ 367,012 $ 2,213,402 $ 50,000 $ 3,001,313
233; 400
Job Creation
Measure A Funds:
$ - $ - $ - $ - $ - $ -
Redevelopment Funds:Temporary Jobs Created:
$ - $ - $ - $ - $ - $ -
30
Storm Drain Funds:Average Income:
$ - $ - $ - $ - $ - $ -
-
Grant Monies:
$ - $ - $ - $ 3,000,000 $ - $ 3,000,000
CMAQ
Other:Permanent Jobs Created:
$ - $ - $ - $ - $ - $ -
0
$ -
Total:
$ 112,265$ 258,633$ 367,012$ 5,213,402$ 50,000$ 6,001,313
Contract No. c2s2�o
Page 1 of 7
AGREEMENT
THIS AGREEMENT, made and entered into this 25th day of September 2008, by
and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter
referred to as "CITY" and RRM Desian Group, hereinafter referred to as
"CON SU LTANT".
WITNESSETH:
WHEREAS, CONSULTANT is a corporation, the principal members of which are
Professional CONSULTANTS duly registered under the laws of the State of California;
and
WHEREAS, CITY desires to engage CONSULTANT to render certain technical
and professional consultant services as set forth in Exhibit "A", City's Scope of Work
contained in the Request for Proposals (RFP) and CONSULTANT's Proposal and
Agreement Letter, incorporated herein by reference, in connection with the performance
of the Preliminary Engineering Services for the Mid Valley Bikepath (Project No. 707-
07).
NOW, THEREFORE, the parties hereto agree as follows:
(1) CITY hereby agrees to engage CONSULTANT to perform the
technical and/or professional services as hereinafter set forth.
Contract No. c2s2io
Page 2 of 7
(2) CONSULTANT shall perform all work necessary within the
schedules provided herein to complete the services set forth in Exhibit "A" attached
hereto and by reference incorporated herein and made a part hereof.
(3) All information, data, reports and records and maps as are existing
and available from the CITY and necessary for the carryings out of the work outlined in
Exhibit "A" hereof shall be furnished to CONSULTANT without charge by CITY and
CITY shall cooperate in every way reasonable in the carrying out of the work without
delay.
(4) CONSULTANT represents that, it employs or will employ at its own
expense, all personnel required in performing the services under this Agreement.
(5) All of the services required hereunder will be performed by
CONSULTANT or under its direct supervision, and all personnel engaged in the work
shall be qualified and shall be authorized or permitted under state and local law to
perform such services.
(6) The execution of this Agreement by the parties hereto does not
constitute an authorization to proceed. CITY's Director of Public Works has not
authorized CONSULTANT to proceed.
(7) The CONSULTANT shall work closely with the CITY's Director of
Public Works, or his designated representative, who shall be the principal officer of the
CITY. The CONSULTANT shall review and receive the Director of Public Works
approval of the details of work as it progresses. The Registered Civil CONSULTANT
hereby designated by the CONSULTANT as its representative for supervision of the
work required by this Agreement is Jerry Michael R.C.E. No. 36895.
Contract No. c2s2�o
Page 3 of 7
(8) The CONSULTANT warrants that he has not employed or retained
any company or person, other than a bona fide employee working solely for the
consultant, to solicit or secure this Agreement, and that he has not paid or agreed to
pay any company or person, other than a bona fide employee working solely for the
consultant, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration, contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty, CITY shall have the right to annul this
Agreement without liability, or in its discretion to deduct from the contract price or
consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
(9) The right is reserved by the CITY to terminate the Agreement at
any time upon seven (7) days written notice, in the event the project is to be abandoned
or indefinitely postponed, or in the event the CONSULTANT's services, in the sole
judgment of CITY, are unsatisfactory or because of the CONSULTANT's failure to
prosecute the work with diligence or within the time limits specified or because of his
disability or death. In any such case, the CONSULTANT shall be paid the reasonable
value of the services rendered, based upon CONSULTANT's standard hourly rates, up
to the time of the termination. The CONSULTANT shall keep adequate records to
substantiate costs and provide copies of original timecards in the event of termination or
suspension.
(10) All documents including tracings, drawings, estimates, reports,
investigations and computations shall be delivered to and become the property of the
CITY. CITY acknowledges and agrees that all plans, specifications, reports and other
Contract No. c28210
Page 4 of 7
design documents prepared by CONSULTANT pursuant to this agreement shall be
used exclusively on this project and shall not be used for any other work without the
written consent of CONSULTANT. In the event CITY and CONSULTANT permit the re-
use or other use of the plans, specifications, reports or other design documents, CITY
shall require the party using them to indemnify and hold harmless CITY and
CONSULTANT regarding such re-use or other use, and CITY shall require the party
using them to eliminate any and all references to CONSULTANT from the plans,
specifications, reports and other design documents.
(11) The CONSULTANT shall comply with all federal, state and local
laws, ordinances and regulations applicable to work.
(12) No change in the character or extent of the work to be performed
by the CONSULTANT shall be made except by supplemental authority in writing
between CITY and the CONSULTANT. The supplemental authority shall set forth the
changes of work, extension of time and adjustment of the fee to be paid by CITY to the
CONSULTANT, if any.
(13) In connection with the execution of this Agreement, the
CONSULTANT shall not discriminate against any employee or applicant for
employment because of race, religion, color, sex or national origin. The CONSULTANT
shall take affirmative actions to insure equal employment opportunity and that
employees are treated during their employment without regard to their race, religion,
color, sex or national origin. Such actions shall include, but not limited to, the following:
employment, upgrading, demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay, or other forms of compensation and selection for
Contract No. c2s2�o
Page 5 of 7
training, including apprenticeship. This clause shall be included in each related
subcontract, if any, awarded by the CONSULTANT.
(14) The CITY agrees to pay the CONSULTANT for the work required
by this Agreement on the following basis:
CONSULTANT shall submit invoices monthly for services performed in
the previous month not to exceed the total contract amount of eiqhtv-eiqht thousand,
five hundred ninetv-eiqht and no cents dollars ($88.598.00) CITY agrees to pay all
undisputed invoices within thirty (30) days of receipt of invoice. CITY agrees to notify
CONSULTANT of disputed invoices within fifteen (15) days of receipt of said invoice.
(15) The CONSULTANT agrees to complete the work and submit the
report as described in Exhibit "A".
(16) In the event that any judgment is entered in any action upon this
Agreement, the party hereto against whom such judgment is rendered agrees to pay the
other party an amount equal to the reasonable value of the legal services performed in
his or its behalf in such action and that such amount may be added to and made a part
of such judgment.
(17) This Agreement shall be binding on the successors and assigns of the
parties, but the CONSULTANT without written consent of the CITY shall not assign it.
(18) The CONSULTANT shall be an independent contractor, not an
employee of the CITY.
(19) Prohibited interests are as follows:
No officer, member or employee of the CITY during his tenure or one year
thereafter shall have any interest, direct or indirect, in this Agreement or the proceeds
thereof. The parties hereto covenant and agree that to their knowledge no member of
Contract No. c2s210
Page 6 of 7
the City Council, officer or employee of the CITY has any interest, whether contractual,
non-contractual, financial or otherwise, in this transaction, or in business of the
contracting party other than the CITY, and that if any such interest comes to the
knowledge of either party at any time a full and complete disclosure of all such
information will be made in writing to the other party or parties, even if such interest
would not be considered a conflict of interest under applicable laws.
The CONSULTANT hereby covenants that he has, at the time of this
Agreement, no interest, and that he shall not acquire any interest in the future, direct or
indirect, which would conflict in any manner or degree with the performance of services
required to be performed pursuant to this Agreement. The CONSULTANT further
covenants that in the perFormance of this work the CONSULTANT shall employ no
person having any such interest.
(20) The CONSULTANT shall indemnify and save harmless the CITY,
its officers and employees from and against any liability, loss, cost or expense resulting
from any injury or damage to persons or property arising out of, pertaining to, or relating
to the negligence, recklessness, or willful misconduct of the CONSULTANT, its agents
or employees, while engaged in the performance of this Agreement. The
CONSULTANT shall submit to CITY, prior to the Notice to Proceed is issued,
certification of adequate coverage for "errors and omission" insurance in amounts
approved by the City Attorney. Any such insurance shall not be canceled prior to
written notice to and approval from the CITY.
(21) In case of conflicts within the contract documents, the document
precedence shall be as follows:
Contract No. c2s210
Page 7 of 7
(a) This Agreement;
(b) Exhibit "A", City's Scope of Work in the Request for Proposals
(c) CONSULTANT's Proposal of Services, and any written
modifications thereto.
IN WITNESS WHEREOF, said parties have executed this Agreement the
date first hereinabove written.
CITY OF PALM DESERT
Municipal Corporation
RRM DESIGN GROUP
Consultant
Jean M. Benson, Mayor
Date:
ATTEST:
Rachelle D. Klassen, City Clerk
APPROVED AS TO CONTENT:
Authorized Signature
Date:
Mark Greenwood, P.E. David J. Erwin
Director of Public Works City Attorney
Exhibit “A”
Mid Valley Bike Path Scope of Services
Task A: Corridor Assessment
Subtask A.1: Data Collection and Corridor Base Mapping
Subtask A.2: Kick-Off Meeting and Corridor Tour
Task B: Bike Path Corridor Plan Development
Subtask B.1: Bike Path Alignment Alternatives Plan
Subtask B.2: Focus Group Meeting
Subtask B.3: Draft Bike Path Alignment Plan
Subtask B.4: Refined Bike Path Alignment Plan
Subtask B.5: Final Bike Path Alignment Plan
Task C: Project Coordination
Subtask C.1: Project Coordination & Management
Subtask C.2: Project Development Team (PDT) Meetings
Exhibit “A”
Mid Valley Bike Path Scope of Services
Task A: Corridor Assessment
With the Notice-to-Proceed in hand, RRM Design Group (RRM) will immediately begin site
investigation activities as we gear-up for the Bike Path Corridor Assessment effort. The
Bike path Corridor Assessment phase will generally include the following scope of
services:
Subtask A.1: Data Collection and Corridor Base Mapping
As a first step in preparing Mid Valley Bike Path Study, RRM will use design and
operational standards established by local, regional, state, and Federal standards. We
work collaboratively with the Rails-to-Trails Conservancy, the California Public Utilities
Commission, AASHTO, and Caltrans to stay current with the latest bikeway design
standards. In addition, RRM will collect from the City all relevant data for the design
effort, including:
• GIS Database of Project Area
• Aerial Photo of Project Area (digital file)
• Coachella Valley Water District Topographic Survey, and Property Boundaries
• Regional Transportation Plan
• As-Built Plans for the Existing Bike Path Segments
• Coachella Valley Non-Motorized Transportation Plan
• City Bike path Design Standards
• Project Study Reports
• Route Concept Reports
• Stakeholder and City Contact Information
• Underground and/or Overhead Public Utility Maps
• Funding Source Project Requirements
• Tribal Boundary Maps
• Coachella Valley Multiple Species Habitat Conservation Plan
• City Traffic Data Reports
This data will be useful in developing the physical, jurisdictional and land use features
of the proposed bike path corridor. The data will also play a critical role in assessing all
aspects of each potential bike path segment route.
As part of this task, RRM will create detailed base maps in digital format which will
include the existing portions of the existing bike paths. The maps will be compiled by
merging data layers from the City’s GIS files and City/County bike path as-built
drawings. This scope of work assumes that all relevant GIS data layers including parcels
and ownerships are available from the City’s GIS database and can be acquired by the
design team. The intent and purpose of developing such a base map file is to provide a
thorough model of the existing conditions on which to prepare all subsequent bike path
alignment studies.
Deliverables: Collect and review relevant data as noted above.
Compile data in a portable file for use by the client and design team.
Digital base maps in hard copy and digital format.
Subtask A.2: Kick-Off Meeting and Bike Path Corridor Tour
After we have reviewed data, prepared base maps, performed an analysis of parcels and
ownership and studied the aerial photos, RRM will conduct a kick-off meeting. This
meeting will be attended by the primary client team and key RRM team members. This
Exhibit “A”
Mid Valley Bike Path Scope of Services
meeting will afford an opportunity to review and refine the project schedule, key
milestones, and project management protocol. This meeting will also provide a forum to
discuss the data we’ve collected thus far, identify any data needs we might still have and
set dates for upcoming meetings and/or activities.
Following the kick-off meeting and armed with our base maps, cameras, caps, and water
bottles, we will conduct a full-day driving/walking/biking tour of the bike path corridor.
This tour will be attended by interested members of the client team and key RRM team
members. This will be a down and dirty expedition through the wilds of the study area.
The objective of this tour is to become intimately familiar with the study area on a first-
hand basis allowing institutional memory to be transmitted from the City to the planning
team. We will capture potential bike path alignments with our mobile GPS units,
identifying as many constraints and opportunities as possible, and photograph,
document, and discuss challenges and potential solutions as we go.
Given the large geographic areas the bike path corridors traverse, our team will perform
subsequent field tours to capture additional bike path information as we prepare the
Bike Path Routing Alternatives Plan in Task B.1.
Deliverables: Prepare for and conduct one (1) Kick-Off Meeting. Meeting minutes
memo. Conduct and record results of field tour of study area.
Task B: Bike Path Corridor Plan Development
With the knowledge gained from our bike path corridor assessment, RRM will quickly
begin the Bike path Corridor Plan Development effort to discover the project’s most
promising bike path alignments and design opportunities. This phase will generally
include the following scope of services:
Subtask B.1: Bike Path Alignment Alternatives Plan
Building on our bike path corridor analysis in Task A, RRM will prepare a Bike Path
Alignment Alternatives Plan. This plan will identify all feasible bike path alignments,
including alternative alignments along the bikeway corridor. The alignments will be
developed by evaluating opportunities and constraints within each alignment option or
sub-options, and will provide recommendations for the most promising bike path
alignment. The Alignment Alternatives Plan will consider the major issues affecting the
extended bike path system such as the commuting and recreational value, path
connections, right-of-way needs, environmental issues, security concerns,
constructability, ownership, access points, and vehicular interface aspects.
Deliverables: Bike Path Alignment Alternatives Plan in hard copy and digital format.
Alternative alignment memorandum summarizing path options outlined
in the bike path alignment plan exhibit.
Subtask B.2: Focus Group Meeting
RRM will present the Opportunities and Constraints Maps, and Bike Path Alignment
Alternatives Plans developed in Tasks A.3 and B.1 to the Focus Group. This meeting will
afford an opportunity to present and discuss the overall design approach, opportunities
and constraints affecting the path’s alignment, and alignment alternatives developed to
date. The meeting’s goal is to develop a general consensus among the Focus Group
members for a preferred bike path alignment(s) which will become the basis-of-design
for the Draft Bike Path Plan. Focus Group members will be selected by City staff, and
Exhibit “A”
Mid Valley Bike Path Scope of Services
may include representative from the City of Palm Desert, CVWD, Riverside County,
Caltrans, Agua Caliente Casino, UPRR, and other agencies.
Deliverables: Prepare for and Present the Bike Path Alignment Alternatives Plan to the
Focus Group.
Subtask B.3: Draft Bike Path Alignment Plan
Building on the input on the bike path alternative plans from the Focus Group, RRM will
prepare a Draft Bike Path Alignment Plan. The plan will detail and evaluate the issues at
play relative to the City’s goal of establishing a plan to guide the phased implementation
of the Mid Valley Bike Path, and will provide the recommended alignment for the most
promising bike path through each reach of the path. Tentatively, the Draft Bike Path
Alignment Plan exhibit will also be accompanied by a draft memorandum which will
summarize the approach, recommendation and process by which the alignments were
analyzed. The pan exhibit will include standard cross sections for the bike path at
specific locations, bridge under crossings, property ownership,
In addition to the alignment plan RRM’s Cost Estimator will provide the bike path
corridors’ estimated implementation costs. The detailed and comprehensive order-of-
magnitude cost assessment will account for the bike path’s major expenses including,
but not limited to:
Deliverable: Six (6) copies of Draft Bike Path Alignment Plan, Draft Cost Estimate, and
Draft Alignment Memorandum.
(Note: this scope assumes that all Draft Bike Path Alignment Plan
comments generated by the reviewing entities will be screened by City staff
and provided to RRM as a single comprehensive comments package.)
Subtask B.4: Refined Bike Path Alignment Plan
Based on the comments received and follow-up review session with the client team (see
PDT meetings under Task C), RRM will prepare the Refined Bike Path Alignment Plan.
The sections presented in draft form will be refined to include City and Focus Group
comments and suggestions as appropriate. This refined plans will be presented to the
City team for review and comment prior to the City staff’s presentation of the Trail
Alignment Plan to the Park and Recreation Board.
Deliverable: Six (6) copies of Refined Bike Path Alignment Plan, Draft Cost Estimate
from Task B.3 and refined Bike Path Alignment Memorandum from Task
B.3.
(Note: this scope assumes that all Refined Bike Path Alignment Plan
comments generated by the reviewing entities will be screened by City
staff and provided to RRM as a single comprehensive comments package.)
Subtask B.5: Final Bike Path Alignment Plan
Based on the results of the Refined Bike Path Alignment Plan presentation to the Park
and Recreation Board, and follow-up review session with the client team (see PDT
meetings under Task C), RRM will prepare the Final Bike Path Alignment Plan. The plan
will be accompanied by the refined report memorandum summarizing the bike path
recommended phasing and prioritization.
Exhibit “A”
Mid Valley Bike Path Scope of Services
As part of this task, RRM’s Cost Estimator will prepare an update to the draft cost
opinion based on the approved Final Bike Path Alignment Plan. The cost opinion will detail
material and unit costs for the project as defined within the Final Bike Path Alignment Plan.
The probable cost estimate will be prepared using a spreadsheet format.
Deliverables: Six (6) copies of the Final Bike Path Alignment Plan, Final Cost Estimate,
and Final Bike Path Alignment Memorandum.
One (1) color master “hard copy” of the Final Bike Path Alignment Plan.
One (1) digital file of the Final Bike Path Alignment Plan in PDF format.
Task C: Project Coordination
Managing the design team while keeping the project running smoothly is paramount its
success. RRM will coordinate and manage all project aspects for the City. This phase will
generally include the following scope of services:
Subtask C.1: Project Coordination and Management
RRM’s project manager will coordinate with City and design staff, funding sources,
resource and planning agencies, sub-consultants, stakeholders and other agencies as
necessary on an on-going basis throughout all phases of the project. This task also
includes internal QA/QC, document review, day-to-day project coordination efforts
including general correspondence, telephone conferencing, and update and summary
memos likely to be required in supporting City staff as we develop the corridor plan.
Deliverables: Memos, meeting minutes, and general correspondence for document
control, compiled in a three-ring binder located in our office and available
for access by City staff at meetings.
Subtask C.2: Project Development Team (PDT) Meetings
RRM’s project manager, and appropriate team member(s) as the subject matter dictates,
will prepare for and facilitate up to ten (10) PDT meetings (four (4) in person and six (6)
via teleconference) with City staff during all phases of the project. These meetings will
provide an opportunity to collectively review, discuss, and clarify any corridor planning
issues so that work may proceed in an efficient manner.
Deliverables: Prepare for and attend up to ten (10) PDT Meetings with City staff.
Prepare and distribute meeting minutes and progress reports
______________________________________________________________________________________
Client Responsibilities
• Meeting location and facilities
• Public meeting noticing
• One contact person who will serve as the City’s representative and will consolidate all
Agency review comments into one list of official comments to which RRM can respond
Limitation of Scope
Please note that the tasks to be performed by the RRM team are limited to those
outlined above. This scope of services excludes the following:
Exhibit “A”
Mid Valley Bike Path Scope of Services
• Environmental studies (CEQA/NEPA)
• Property appraisals
• Eminent domain services
Any additional services that RRM Design Group is asked to perform over and
above the tasks described above will be billed on a negotiated and City
approved fixed fee or hourly basis as additional services.
Exhibit “B” Compensation
Mid Valley Bike Path
Task A: Corridor Assessment
A.1: Data Collection and Corridor Base Mapping Fixed Fee: $ 7,480
A.2: Kick-Off Meeting and Corridor Tour Fixed Fee: $ 2,080
$ 9,560
Task B: Bike Path Corridor Plan Development
B.1: Bike Path Alignment Alternatives Plan Fixed Fee: $ 17,460
B.2: Focus Group Meeting Fixed Fee: $ 1,760
B.3: Draft Bike Path Alignment Plan Fixed Fee: $ 19,620
B.4: Refined Bike Path Alignment Plan Fixed Fee: $ 9,080
B.5: Final Bike Path Alignment Plan Fixed Fee: $ 9,578
$ 57,498
Task C: Project Coordination
C.1: Project Coordination & Management Fixed Fee: $ 9,220
C.2: Project Development Team (PDT) Meetings T&M (Est. Budget): $ 8,320
$ 17,540
Reimbursable Expenses T&M (Est. Budget): $ 4,000
Estimated Project Budget $ 88,598
Notes:
1. Fixed Fee tasks will be billed as the work progresses until the task is completed and the total amount
stated in the contract for the task is invoiced.
2. Estimated budgets for tasks shown as “Time and Materials (T&M)” are provided for informational purposes
only. Amounts billed for these tasks will reflect actual hours and reimbursable expenses, and may be
more or less than the estimate given.
3. Reimbursable expenses include such things as document reproduction, plotting services, public workshop
materials, lodging, car rental, mileage (current federal rate), parking fees, phone and fax charges,
electronic data transfer, overnight delivery and standard mail, and will be billed on a cost plus 10% basis.
4. RRM reserves the right to adjust hourly rates on an annual basis.
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