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HomeMy WebLinkAboutC24660 Release Retention Portola Avenue Interchange on I-10 637-02Contract No. C24660 CITY OF PALM DESERTrf PUBLIC WORKS DEPARTMENT 1� .. STAFF REPORT REQUEST: RELEASE RETENTION IN THE AMOUNT OF $39,443.67 FOR CONTRACT NO. C24660 WITH DOKKEN ENGINEERING FOR THE PORTOLA AVENUE INTERCHANGE ON INTERSTATE 10 (PROJECT NO. 637-02) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Dokken Engineering 9665 Chesapeake Drive, Suite 435 San Diego, CA 92123 DATE: November 10, 2011 CONTENTS: Contract Vicinity Map Recommendation By Minute Motion, release retention in the amount of $39,443.67 for Contract No. C24660 with Dokken Engineering for the Portola Avenue Interchange on Interstate 10 (Project No. 637-02). Retention is being held in Account No. 213-0000-206-0000. Background On December 8, 2005, the City Council approved Contract C24660 with Dokken Engineering (Dokken) in the amount of $739,839.00, including a five percent contingency, to complete the Project Approval and Environmental Documentation (PA&ED) Phase for the proposed new interchange on Interstate 10 (1-10) at Portola Avenue. On July 10, 2008, the City Council approved Amendment No. 1 to Contract C24660 in the amount of $94,000.00 with Dokken for additional services needed to incorporate new requirements specified at the time by both the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA) with regard to the New Connection Report (NCR) prepared by Dokken. Staff Report Release Retention for Contract C 24660 November 10, 2011 Page 2of2 On November 25, 2008, Caltrans approved the NCR. On November 15, 2010, FHWA preliminarily/conditionally approved the NCR but required that the westbound off -ramp lane be extended several hundred feet to the east, which led to the re-evaluation of all of the environmental studies. At this time, Dokken is not asking for another change order to perform the additional re- analyses of the numerous environmental studies. However, in order to pay its sub - consultants who perform these analyses, Dokken is requesting that the City release the five percent retention withheld to date. The original contract specifies that the City will retain five percent of each invoice amount to be released upon the satisfactory completion of the work specified in the agreement. Usually, there is no retention for professional service contracts, but an exception was made to this particular contract to ensure better management and performance of the consultant. Staff has no objection to Dokken's request and, therefore, recommends that the City Council release the retention withheld to date in the amount of $39,443.67. It is anticipated that Dokken will complete the PA&ED phase of the project in May 2012. Fiscal Analysis There is no fiscal impact associated with this action. Prepared By: ,,. Bo Chen, P'E., City Engineer �9� Paul S. Gibson, Director of Finance J C Mark Grpdn*ood, P.E.,J Director of Plublic Works CITY COUNCIL ACTION APPROVED RECEIVED MEETING DATE - I'b._ --), C, i _ rvaL AYES:F (! Ef NOES: Lr) _ ABSENT: ti%r1C ABSTAIN; K VERIFIED BY: M. Wohlmuth, City Manager Original on File with City Clerk's Office CONTRACT NO. C24660 AGREEMENT THIS AGREEMENT, made and entered into this 8th day of, December 2005, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY" and DOKKEN ENGINEERING, hereinafter referred to as "ENGINEER WITNESSETH: WHEREAS, ENGINEER is a corporation, the principal members of which are Professional ENGINEERS duly registered under the laws of the State of California; and WHEREAS, CITY desires to engage ENGINEER to render certain technical and professional engineering services as set forth in Exhibit "A", City's Scope of Work contained in the Request for Proposals (RFP) and Engineer's Proposal, incorporated herein by reference, in connection with the preparation of a Project Report and Environmental Documentation for Project: New Interchange on 1-10 at Portola Avenue (637-02). NOW, THEREFORE, the parties hereto agree as follows: (1) CITY hereby agrees to engage ENGINEER to perform the technical and/or professional services as hereinafter set forth. (2) ENGINEER shall perform all work necessary within the schedule provided herein to complete the services set forth in Exhibit "A" attached hereto and by reference incorporated herein and made a part hereof. MAgends ItemsV005-13ec 8tAward Dckken Portals I-10 637-02AAgreement Dokken 637-02.doc CONTRACT NO. C24660 (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 ENGINEER without charge by CITY and CITY shall cooperate in every way reasonable in the carrying out of the work without delay. (4) ENGINEER 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 ENGINEER or under its direct supervision, and all personnel engaged in the work shaTr 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 ENGINEER to proceed. (7) The ENGINEER 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 ENGINEER shall review and receive the Director of Public Works approval of the details of work as it progresses. The Registered Civil Engineer hereby designated by the ENGINEER as its representative for supervision of the work required by this Agreement is Chris Johnson, P.E., R.C.E. No. 56639. (8) The ENGINEER 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, 2 M%genda ItemM2005-Dec 81Award Dokken P0401a 1.10 637-02tAgreement Dokken 637.02.doc CONTRACT NO. C24660 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 sevan (7) days written notice, in the event the project is to be abandone;° or indefinitely postponed, or in the event the ENGINEER's services, in the sole judgment of CITY, are unsatisfactory or because of the ENGINEER'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 ENGINEER shall be paid the reasonable value of the services rendered, based upon ENGINEER's standard hourly rates, up to the time of the termination. The ENGINEER 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 design documents prepared by ENGINEER 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 ENGINEER. In the event CITY and ENGINEER permit the re -use or other use of the plans, specifications, reports or other design documents, CITY shall require 3 W :AAgende Itemst2005-Dec Mward Dokken Portota 1-10 637.021Agreement Dokken 637-02.doc CONTRACT NO. C24660 the party using them to indemnify and hold harmless CITY and ENGINEER regarding such re -use or other use, and CITY shall require the party using them to eliminate any and all references to ENGINEER from the plans, specifications, reports and other design documents. (11) The ENGINEER 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 ENGINEERashall "be made except by supplemental authority in writing between CITY and the ENGINEER. 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 ENGINEER, if any. (13) In connection with the execution of this Agreement, the ENGINEER shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. The ENGINEER 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 training, including apprenticeship. This clause shall be included in each related subcontract, if any, awarded by the ENGINEER. (14) The CITY agrees to pay the ENGINEER for the work required by this Agreement on the following basis: 4 W:%genda Items12005-Dec 81Award Ookken Portda 1-10 637-021Agmement Dokken 637-02.doe CONTRACT NO. C24660 ENGINEER shall submit invoices monthly for services performed in the previous month not to exceed the total contract amount of: $739,839 (Seven Hundred and Thirty -Nine Thousand, Eight Hundred and Thirty -Nine Dollars and 00/100). CITY agrees to pay all undisputed invoices within thirty (30) days of receipt of invoice. CITY agrees to notify ENGINEER of disputed invoices within fifteen (15) days of receipt of said invoice. CITY will retain five percent (5%) of each invoice amount to be released upon the satisfactory completion of the work of this Agreement. (15) -70he ENGINEER agrees to complete the work and within the draft° schedule as set forth in Exhibit nA". (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 it shall not be assigned by the ENGINEER without written consent of the CITY. (18) The ENGINEER 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 5 W-Mgenda Itemsi200"ec Mward Dokken Ponola 1.10 637.021Agreement Dokken 637.02.doc CONTRACT NO. C24660 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 ENGINEER hereby covenants that he has, at the time of this Agreement, no intetest, 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 ENGINEER further covenants that in the performance of this work the ENGINEER shall employ no person having any such interest, (20) The ENGINEER 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 caused by the negligent acts or omission of the ENGINEER, its agents or employees, while engaged in the performance of this Agreement. The ENGINEER shall submit to CITY, prior to the Notice to Proceed is issued, certification of adequate coverage for "errors and omission" insurance in amounts specified in the RFP or 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: 6 W:. Agende ltemS12005-Dec Mward Dokken Portola 1-10 637-02VAgreement Dokken 637-02-doc CONTRACT NO. C24660 (a) This Agreement; (b) Exhibit "A", City's Scope of Work (c) Engineer'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 Munic' al rp ration Jim IFehlMh/, Mavor Date: I:;' ATTEST: offi;!, - �Rpham � Min- OEM - APPROVED AS TO CONTENT: 04 rps h", - Mar0reenwood, P.E. ActA6 Director Of Public Works APPROVED AS TO FORM: , Cily Attorney DOKKEN ENGINEERING Authorized Sighe re Date: 7 W ingenda ItemM2005-Dec Mward Dokken Ponota 1-10 637-021Agreement Dokken 637.02.doc CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California ss. County of 5 61)y / c 6 c: On 0ecea4le✓ /5;11'itibefore me, ✓01,et0h Jlyol ,--j i�✓/,,i Date I Name and Title of Officer (e.g., "Jane Doe, Notary Public") personally appeared C r r S Name(s) of Signer(s) L1 personally known to me W proved to me on the basis of satisfactory evidence to be the person(/6 whose name(pr) is/are- subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized JQSEPH GQNZ/►t EZ capacity(ies), and that by his/her/their V. COMM. #14�41064 to Signatufe(g On the instrument the perSOn%s�; Or H NotaryPubac-CalNomla (A the entity upon behalf of which the person(s'j w SAN OIEOO COUNTY Mymn CoExp.SW23.M, [ acted, executed the instrument. •i WITNESS my hand and official seal. _ 4 Place Notary Seal Above Signature of Kotery Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Document Date: Number of Pages: Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer Signer's Name: ❑ Individual Top of tM�mb here ❑ Corporate Officer — Title(s): EJ Partner — ❑ Limited ❑ General lJ Attorney in Fact ❑ Trustee ❑ Guardian or Conservator ❑ Other: Signer Is Representing: 01997 National Notary Association - 9360 De Soto Ave., P.O. Box 2402 • Chatsworth, CA 91313.2402 Prod. No. 5907 Reorder: Call Tog -Free 1.800.87"827 CONTRACT NO. C24660 EXHIBIT "A" CITY SCOPE OF WORK SERVICES W:Wgenda Items12005-Dec 81Award Dokken Portda 1-10 637-021Agreement Dokken 637-02.doc Scope Of Worit Appendix A SECTION 1. DESCRIPTION OF PROJECT 1.1 PROJECT DESCRIPTION 1.1.1 Background The City of Palm Desert (City), in cooperation with the California Department of Transportation (Caltrans), is issuing Request for Proposals for professional and technical consultant services for preliminary engineering and environmental documentation (PRIED) for the proposed construction of a new interchange on interstate 10 (1-10) at Portola Avenue (hereinafter referred to as Project). Based upon traffic projections, and the existing and future land use, both the City and the County of Riverside have expressed the desire to construct the new interchange to reduce traffic congestion at the adjacent existing Monterey Avenue and Cook Street interchanges and accommodate future traffic demand in the project area. In April 2005, Caltrans prepared the attached Project Study Report (PSR) that will serve as the programming document and scope of work for the Project and environmental approval. Four different alternatives, including No -Build, were investigated in the PSR. The Consultant shall evaluate/analyze the Alternatives presented in the PSR for inclusion in the PRIED. The Project is included in the 2004 Regional Transportation Plan (RTP) and 2004 Federal Transportation Improvement Program (FTIP). The Project is also consistent with the City's General m Plan/Circulation element adopted in March 2004, which will involve aligning the north end of Portola Avenue to cross 1-10 at a right angle and interconnect with Varner Road on the north. The City is currently preparing a Project Report and environmental document for ramp Improvements to the Monterey Avenue interchange. A PSR/PDS to add lanes on 1-10 was approved in March 2002, The proposed new interchange will accommodate the ultimate 10-lane facility stated in the Route Concept Report Fact Sheet. 1.1-2 Statement of Intent Consultant shall perform professional and technical engineering services to prepare a Project Report (PR) and an Initial Study/ Environmental Assessment (IS/EA). A Mitigated Negative Declaration and Finding of No Significant Impact (ND/FONSI) is anticipated. If further study reveals that immitigable impacts will occur, an Environmental Impact Report/Environmental Impact Study (EIR/EIS) would be required. 1.1-3 Project Description The Project proposes to construct a new interchange and ramps on Interstate 10 at Portola Avenue, KP 72.0/72.8 in the City of Palm Desert, Riverside County. The proposed Project will include the extension of Portola Avenue from its existing terminus at Dinah Shore Drive to 1-10 and the realignment of adjacent Varner frontage road within the Project area. The City, via a separate project, also plans to extend Dinah Shore Drive to Portola Avenue. 1.1-4 Project Approach The City has assessed the key objectives and the approach to the Project. The primary objectives of the Project are to: • Prepare and deliver for approval a PR and ED to both Caltrans and the Federal Highway Administration (FHWA). • Prepare and process a New Connection Report for approval by Caltrans and FHWA. • Minimize the traffic impacts of construction upon Varner Road and 1-10. The minimum logical termini for the traffic studies for the Project are as follows: • Northerly limit: Proposed intersection of Portola Avenue and the realigned Varner Road • Southerly limit: Proposed intersection of Portola Avenue and Dinah Shore Drive • Freeway limits: Monterey Avenue and Cook Street Interchanges. The development and approval of the PR and ED will require close coordination and communication and between the consultant, City, Caltrans, and other agencies staff. NEW INTERSTATE 10 A r PORTOLA AVENUE INTERCHANGE A-f Scope Of Work Appendix A 1.2 STANDARDS 1.2-1 Latest Editions Consultant shall perform all services under the Agreement in conformance and in compliance with the latest Caltrans editions of applicable design and environmental standards, FHWA's 'Technical Advisory T6640.8A", requirements as set forth in the National Environmental Policy Act, the California Environmental Quality Act and other applicable federal and state regulations. The project will be done in conformance with customary U.S, English Units. 1.2-2 Conflicts In case of conflict, ambiguities, discrepancies, errors or omissions among the reference materials obtained by Consultant from other agencies, Consultant shall submit the matter to City for clarification. Any work affected by such conflicts, ambiguities, discrepancies, errors or omissions which is performed by Consultant prior to clarification by City shall be at Consultant's risk. Such conflicts, ambiguities, discrepancies, errors or omissions among the references shall not give rise to a claim by Consultant for extra work unless Consultant can demonstrate that it has incurred additional expenses as a result thereof. 1.2-3 Preliminary -Engineering and Environmental Documentation ~° Preparation of the Project Report will be in accordance with the latest edition of the Caltrans "Project Development Procedures Manual" and the "Highway Design Manual". Any additional nonstandard features shall require documentation by the Consultant and approval from Caltrans. Environmental Documentation work shall be done in conformance with both State and Federal guidelines. 1.2-4 Drafting All drafting shall be in conformance with the latest Caltrans "Plans Preparation Manual" and "Supplemental Manual". 1.2-5 Reference Material Consultant shall utilize as appropriate, but not limited to, the following documents: • Caltrans Highway Design Manual • Caltrans Project Development Procedures Manual • Caltrans & FHWA Environmental Guidelines & Manuals • Caltrans Drafting Manual • Caltrans CADD Manual • Caltrans Standard Specifications • Caltrans Standard Plans • Riverside County Hydrology Manual • Caltrans Right of Way Engineering Procedures Handbook • Caltrans Survey Manual • Applicable Caltrans District 8 Design Memorandum • Applicable Local Codes and Manuals • Federal Highway Administration guidelines • American Disabilities Act (ADA) Standards • Caltrans District 9 Quality ControliQuality Assurance Plan SECTION 2. GENERAL CONDITIONS AND REQUIREMENTS 2.1 SCOPE OF WORK GENERAL CONDITIONS AND REQUIREMENTS 2.1-1 Consultant shall carry out the instructions as received from the City Project Manager and shall cooperate fully with Caltrans staff assigned to this project. 2.1-2 It is not the intent of the foregoing paragraph to relieve the Consultant of their professional responsibility during the performance of this Scope of Work. In those instances where the Consultant believes a better design or solution to a problem is possible, Consultant shall promptly notify City/Caltrans of these concerns, together with the reasons. 2.1-3 Consultant shall be responsible for the accuracy and completeness of reports, studies, data, plans, and estimates prepared for this project and shall check such material accordingty. Caltrans will provide NEW INTERSTATE 90 AT PORTOLA AVENUE INTERCHANGF, A-2 Scope Of Work Appendix A Quality Assurance for the reports and plans for conformity with Caltrans design standards and applicable State and Federal regulations. The responsibility for accuracy and completeness is the Consultant`s. 2.1-4 Reports, studies, plans, data, estimates, and documents produced by the Consultant shall be subject to approval and acceptance by Caltrans and FHWA. in the event of non -acceptance due to errors and omissions, the Consultant shall have ten (10) business days to make corrections and return the documents to Caltrans. 2.1-5 The reports, studies, plans, data, estimates, and other documents furnished under this Scope of Work shall be of a quality acceptable to City and Caltrans. The criteria for acceptance shall be a product of neat appearance, well organized, technically and grammatically correct, checked and having the preparer and checker identified. The minimum standard of appearance, organization and contents of the reports and drawings shall be that of similar types produced by Caltrans. 2.1-6 The page identifying preparers of engineering reports, the title for specifications and each sheet of plans, shall bear the professional seal, certificate number, registration classification, expiration date of the certificate, and signature of the professional engineers) responsible for their preparation. -3 2.1-7 To assist in the understanding of project objectives and progress of work, meetings between City, Caltrans and the Consultant will be held as needed. The project objectives, Consultant's work schedule, and other related issues will be discussed and issues or problems shall be resolved. 2.1-8 City and Caltrans shall have the right, from time -to -time, to monitor and review the progress and/or processes of the Consultant by visiting the Consultant's facilities or by requiring coordination meetings. 2.1-9 All project related questions for FHWA and the State Historic Preservation Office (SHPO) must go through Caltrans. Any applicant or their consultants for any project related questions should not contact FHWA or SHPO. Caltrans will contact both agencies to resolve any project related questions for the applicant. Caltrans shall maintain a record of such contacts and shall transmit copies of those records to City and Consultant. 2.1-10 City and Caltrans will retain responsibility for final consultation, both informal and formal, with State and Federal agencies regarding Project mitigation and compensation proposals. 2.1-11 Surveys performed by the Consultant shall conform to the requirements of the Land Surveyors Act and Caltrans Surveys Manual. in accordance with the Act, 'responsible charge" for the work shall reside with a pre January 1,1982, registered Civil Engineer or a Licensed Land Surveyor, in the State of California. 2.1-12 Consultant's personnel shall wear white hard hats, rubber sole shoes, and safety vests while visiting the Project site. Consultant shall comply with OSHA regulations regarding safety equipment and procedures, safety instruction issued by Caltrans, and the safety provisions included in the Caltrans Survey Manual. 2.1-13 Where Consultant is required to prepare and submit studies, reports, plans, etc., to Caltrans as required by this Scope of Work, these shall be submitted in draft as scheduled, and the opportunity provided for Caltrans to request revisions, prior to final submission. 2.1-14 The City Project Manager will administer the Consultant Agreement and provide genera! direction to Consultant. Caltrans is responsible for Quality Assurance and approval of reports, plans, estimates and other required and deliverables. 2.1-15 Material to be furnished by City/Caltrans (as available): • Existing aerial photographs and mapping • Existing site survey information • Existing right-of-way maps • Existing land -net information and any pertinent record of information • Copies of existing plans (half-size) • Existing and future traffic data NF_W INTERSTATE #O AT PORTW AVENUE INTERCHANGE A-3 Scope Of Work Appendix A Consultant is responsible for any required fee, 2.1-16 Caltrans Responsibilities: • Provide all current standards, existing plans, and manuals (at consultant cost) • Perform Quality Assurance for all work and deliverables • Attend project meetings • Coordinate and communicate with FNWA • Provide guidance with Environmental Document SECTION 3. STATEMENT OF WORK Four major Project activities have been identiied that will comprise the preparation of the PR/ED. They are: • Task 1: Project Management, Coordination, and Administration • Task 2: Engineering Development • Task 3: Project Report, Fact Sheets, and New Connection Report • Task 4; Environmental Document 3.1 TASK 1 - PROJECT MANAGEMENT, COORDINATION & ADMINISTRATION This task includes the project management services in meetings, schedules, progress reports, quality assurance, invoicing, and administration of Consultant's work. 3.1-1 Coordination/Administration 3.1-2 Coordination and Meetings Purpose: To meet with affected parties; to discuss issues pertinent to the analysis, design, and environmental impacts of the project and to obtain direction for the study. Methodology. Consultant shall participate in the following meetings: • PDT (Project Development Team) Meetings will be held monthly to discuss project issues with the involved agencies and to make decisions affecting the direction of the PR and ED. The Consultant shall prepare and distribute meeting notices, agendas, handout material relevant to the agenda, meeting minutes, Action Item List, and Deliverable Matrix. • Agency Coordination[Technical Workshop Meetings will also be held to discuss technical issues with specific agencies. The Consultant will provide any required presentation materials and progress plans as appropriate, Products: PDT meeting notices, agendas, handouts, minutes, Action Item List, and Deliverable Matrix. 3.1-3 Administration Administration shall include the following elements of the work: • Supervise, coordinate and monitor work for conformance with Caltrans' standards and policies. • Apply for and obtain Caltrans' encroachment permits necessary for Consultant to be on the job site. • Prepare, circulate and file correspondence and memos as appropriate. • Maintain project files using Caltrans Uniform File System. Thirty days after notice to proceed, the Consultant shall submit the Project Master Schedule to the City Project Manager for review and approval and to the Caltrans Project Manager for information. The Master Schedule shall include: • Work items and deliverables identified in accordance with a Work Breakdown Structure (WBS) as developed by the Consultant. • Work items of agencies and other third -parties that may affect or be affected by the Consultant's activities Resource loading of work items in work hours to show the effort required performing the work. Resource loading will be used to develop plan and actual progress curves_ The Project Master Schedule shall be prepared to include the data for the total project and the critical path shall be identified. The order, sequence, and interdependence of significant work items will be NEW INrensTATE 10 ATPORroLA AVENUE INTERCHANGE A - 4 scope Of Work Appendix A reflected on the Project Master Schedule. The four identified tasks shall be used to develop the Project Master Schedule. Products: • Project Master Schedule • Caltrans Encroachment Permits • Project Files (Caltrans Uniform File System) 3.1-4 Progress Reports and Invoices The Consultant shall submit a monthly invoice and Progress Report of the work, Progress shall be based on physical percent complete such as number of drawings or deliverables completed or estimated progress toward completion. Progress payments will be based upon percent complete of the major tasks identified. The Consultant shall submit one copy of a monthly Progress Report to the City Project Manager consisting of a written narrative and an updated bar chart format of the Project Master Schedule. This report shall be received no later than the tenth (1 Qt) calendar day of the month. The narrative portion of the monthly Progress Report shall describe overall progress of the work, discuss significant problems and present proposed corrective action and show the status of major changes. All schedule tasks will be updated to reflect current percent complete, if the latest completion time for a significant work item does not fall within the time allowed by the original Project Master Schedule, the sequence of work and/or duration shall be revised by the Consultant through concurrent operations, additional staffing or overtime, until the resultant schedule indicates that all significant project completion dates shall be met. If during the course of the work, the Consultant falls behind in overall performance in accordance with the current schedule, a project management meeting will be called to determine the cause. If cause is found to be due to Consultant performance, payment to Consultant may be withheld pending the submittal of an action plan outlining the steps, which will be taken to correct the identified delay(s). The initial Project Master Schedule referenced in Section 3.1-1b, as agreed to by City shall become the project target. The target schedule shall be displayed on the updated Project Master Schedule. Products: • Progress Reports and invoices 3.1-5 Quality Assurance (QA) Program Purpose: To provide City with a quality product, Methodology: Consultant shall maintain a quality assurance plan in effect during performance of the services under this Agreement to ensure that the reports, plans, studies, estimates, and other documents submitted under the agreement shall be complete, accurate, checked and proofread to meet professional engineering practices in effect at the time of execution of the Agreement, and of a quality acceptable to City Product. Quality Assurance Plan. 3.1-6 Public Meetings Purpose: To provide City with support for public meetings. Methodology: The Consultant shall organize and attend public information meetings with City/Caltrans staff and appropriate team members to inform the public and interested parties of the City's intent to construct the proposed project and to obtain input for the project development process. The meetings shall be conducted to identify economic, social and environmental issues perceived as important by the public. The meetings shall be held using the Caltrans open house format. The format of the open house is informal, allowing attendees to speak directly with City/Caltrans/Engineer representatives about their concerns. The public information meeting summary report shall become part of the formal project documentation and may be summarized as part of the discussion of project - related public outreach efforts. 3.1-7 Consultant shall prepare a Cooperative Agreement Report (CAR) for review and approval by Caltrans. 3.1-8 Risk Management Plan Purpose: To minimize project risk AlEwINTERSTATE 10AT PORTotAAVENUEINTERCHANGE A-5 Scope Of Work Appendix A Methodogy. Engineer shall apply a systematic process to plan for, Identify, analyze, respond to, and monitor project risk. Products. Risk Management Plan 3.2 TASK 2 - ENGINEERING DEVELOPMENT Activities consist of the development of engineering plans to support the evaluation of the improvement alternative(s) presented in the Draft PR and Draft ED. 3.2-1 Data Collection Purpose: To obtain existing and previously documented information for all features of the proposed project. Methodology: This subtask involves the collection and assembly of available existing information in the vicinity of the project. The information will include recent traffic counts, as -built plans, existing roadway geometries and intersection configurations, right of way maps, and other physical features of the project area. The Consultant shall also perform field reconnaissance where necessary. Product. Inventory of all available existing engineering data 3.2-2 Field Surveys w" Purpose: To obtain necessary survey data of Project area to be included in the Draft Project Report. Methodology: The Consultant shall obtain the necessary permits to perform surveys. The Consultant shall perform surveys including mapping necessary to complete the Project Report. This includes horizontal and vertical control, public and franchise utilities, drainage surveys, topographical surveys, cross sections, open-ended traverses, profile data sheets, and required documentation. Surveys shall be performed in accordance with the current Caltrans "Survey Manual" and its revisions. Work not covered by the Manual shall be performed in accordance with accepted professional surveying standards. The minimum standard of survey quality shall be that of similar surveys performed by Caltrans. The Consultant shall research record survey information at the County Surveyor's office, the City of Palm Desert, and at Caltrans. The Consultant shall establish horizontal and vertical control based on local Caltrans first order monuments and establish a supplementary horizontal control network throughout the project area based on the California State Plane Coordinate System, NAD83, Zone 6. Third order or better vertical control shall be established for ground surveys in terms of the North American Vertical Datum of 1988. The Consultant shall perform all supplementary control survey work. The Consultant shall also set at least eight (8) aerial targets and perform a static GPS control survey to establish coordinates and elevations on the targets. The Consultant shall coordinate flyover photogrammetry of I-1l}/Portolla Avenue for the project limits. The Consultant shall coordinate with City. Caltrans will designate the existing horizontal and vertical control monuments that are to be the basis of Consultant performed surveys. Caltrans will provide the California Coordinate System values and/or elevation values for these monuments. The Consultant shall adjust the Consultant performed surveys to the designated control monuments and their values. The Consultant shall use no other control. Survey points, lines, and monuments shall be established, marked, identified and referenced, as required to complete the Project Report. Additionally, survey notes, drawings, calculations and other survey documents/materials shall be completed as required to complete the Project Report. A copy, except as otherwise specified herein, of original survey documents resulting from this Agreement (including original field notes, adjustment calculations, final results, and appropriate intermediate documents) shall be delivered to City and Caltrans and shall become the property of City and Caltrans. The Consultant shall retain original survey documents (or a copy, if the original is to be provided to Caltrans) for future reference. When the survey is performed with a Total Station Survey System, the original field notes shall be a hard copy listing, in a readable format, of the data (observations) as originally collected and submitted by the survey party. The party chief shall sign the fisting. Product: Survey Plans, original and 10 copies (full size) NEW INTER5TA1 E 10 AT PORTOLA AVENUE !N MRCHANGE A - 6 Scope Of Work Appendix A 3.2-3 Utility Impacts Purpose: To develop a database of utility records Methodology: The Consultant shall perform a utility search for affected utilities in the project area. The search shall include field review and review of available as-builts and encroachment permits for the project area. The Consultant shall research records for both public and franchise utilities and shall plot the location of all existing facilities including: water, storm drain, electric, and fiber optic cable. The Consultant shall include preparation of a database of utility records indicating the type of utility, owner, drawing number, and other vital information. The identified utility companies shall be sent a letter requesting information regarding existing and proposed utilities. The information developed shall be submitted as part of alternative exhibits and later summarized in the alternatives Section of the draft Project Report and incorporated into the Utility Information Sheet attachment. Product. Complete base utilities mapping 3.2-4 Right of Way Mapping Purpose: To develop a right of way base snapping Methodology: The Consultant shall research right-of-way maps and documents for mapping of the existing right of -way. The Consultant shall acquire and review record information including, but not limited to, County Assessor Maps, Caltrans Right of Way Maps, Subdivision Maps and Parcel Maps, Record of Survey Maps, Road Surveys and grant deeds. Based on field data, the Consultant shall produce a digital base right-of-way map showing Caltrans and County right-of-way and all private properties within the project limits. The information developed shall be submitted as part of all alternative exhibits and summarized in the alternatives Section of the draft Project Report and incorporated into the Right of Way Data Sheet attachment. Based on the right-of-way requirements for the project, the Consultant shall prepare a right-of-way plan. Product: Complete base right of way mapping 3.2-5 Geometric Development Purpose: To develop geometric layout plans, profiles, and typical sections to be included in the PR and ED. Methodology: Geometric layout plans, profiles, and typical sections shall be developed based on design standards as defined in Caltrans Highway Design Manual, latest edition. Lane, shoulder, buffer, and right-of-way widths will be labeled, in addition to vehicular demands, proposed geometric improvements should take into consideration other modal activities such as pedestrians and bicycles. Geometric plans shall be prepared utilizing the U.S. English System of units. The geometric layout plans, profiles & superelevation, and typical sections will be submitted to the City and Caltrans for review. Comments received will be incorporated as required. Prior to the approval of the PR, the Consultant shall prepare final geometric approval (GAD) plans, including preliminary right of way requirements for the alternatives and a Design Checklist and submit to the City and Caltrans for final review. The Consultant shall conduct a final geometric review meeting with the City and Caltrans to obtain final approval of the Recommended Alternative. Products: • Layout plans, profiles, and typical sections of the Project alternatives (35 copies). • Layout plans, profiles and typical sections (GAD) of the Recommended Alternative of the Project (original mylars & 35 copies) 3.2-6 Cost Estimates Purpose: Prepare cost estimates for the proposed alternatives to be analyzed in the Project Report. Methodology: Based on the preliminary engineering plans and the structure cost estimates described above, Project Report level cost estimates shall be prepared. Product: • Cost Estimate (original & 10 copies for each project) NEW INTERSTATE 10 AT PORTOLA AVENUE INTERCHANGE A - 7 Scope Of Worlc Appendix A 3.2-7 Right -of -Way and Utility identification Purpose: To identify right-of-way impacts and proposed utility impacts associated with the alternative developed in the Draft PR. Existing right-of-way lines and major utilities shall be identified on the engineering plans. Methodology: Based on the preliminary geometric plans, right-of-way acquisition delineation shall be prepared for each alternative for review and approval by City and Caltrans. Potential impacts associated with proposed mainline and arterial interchange reconfigurations shall be delineated via right-of-way lines on appropriate base mapping. Specific delineation of proposed ramps shall be developed during the PR stage to be carried forward into the ED. Each parcel potentially affected shall be reviewed to assess the degree of impact and the likely Project impact (full take, partial take, severance, etc.). Field reconnaissance shall be made, each utility company affected contacted, and a preliminary determination of relocation requirements and responsibilities will be made. Products: • Right-of-way tines Delineated on Geometric Plans • Right-of-way Data Sheets • List of Utilities within Project Area and preliminary impacts 3.2-8 Railroads/PUC Processing The Consultant shall be involved in any Railroad and PUC coordination. 3.2.9 Construction Staging(Traffic Handling Purpose: To develop a construction staging and traffic handling concept for the alternatives carried forward in the Draft PR and ED. Methodology: A conceptual construction staging and traffic -handling concept shall be prepared to verify constructability and feasibility of traffic handling. This concept shall be developed assuming the existing mainline capacity will be maintained during construction. The construction staging and traffic -handling concept shall identify detour concepts that minimize disruption and impacts to adjacent residents and businesses. The stage construction plans shall assist in estimation of emissions associated with the construction phase of the proposed project. The emissions estimates shall be based on the duration and extent of construction. Because the project construction may involve lane closures, and traffic detours, it may be necessary to conduct an evaluation of the potential for CO "hot spots" during the construction phase of the project. The exhibits shall depict the conceptual construction staging of the project and the exhibits shall be 11 X17 sheets. Products. • Construction Staging and Traffic Handling Concepts and Transportation Management Plan (one original & 10 copies) 3.2-10 Traffic Analysis The Consultant shall prepare a traffic analysis to support environmental study and alternative selection. Traffic forecast data would be based upon year 2030 projections. 3.2-10a Data Collection All necessary data required to document the exlsting conditions in the study area shall be collected. As part of the data collection effort, The Consultant shall conduct field reviews to determine existing roadway segment geometry, lane configurations, lane widths, turn pocket storage lengths, traffic signal timing, and traffic signal phasing. Based on the data, a detailed traffic simulation model shall be developed and used to analyze existing and future traffic conditions. 3.2-101b Intersection Counts The Consultant shall count intersection turning movements. Counts shall be collected by vehicle classification (Le., passenger vehicles, 2-axle trucks, 3-axle trucks, and 4+ axle trucks).The Consultant shall conduct AMlPM peak hour counts at the intersections: • Dinah Shore/Portola 3.2-10c Street Segment ADT's The Consultant shall conduct 24-hour directional machine counts (ADT's) on the following street segments: NEW INTERSTATE 10 Ar PORTOLA AVENUE INTERCHANGE A - 8 Scope Of Work Appendix A • Varner Road • Dinah Shore Drive • Portoia Avenue Product. The Consultant shall complete traffic data collection necessary to complete the Traffic Forecast Volumes Report. 3.2-10d Traffic Forecast Volumes Report All necessary data required to document the existing conditions in the study area shall be collected. As part of the data collection effort, the Consultant shall conduct extensive field reviews to determine existing roadway segment geometry, lane configurations, lane widths, turn pocket storage lengths, traffic signal timing, and traffic signal phasing. Based on the data and regional modeling, the Consultant shall develop a Traffic Forecast Volume Report. The data contained within the Traffic Forecast Volumes Report shall form the basis for the Level of Service (LOS) analysis developed and documented in the Traffic Operations Analysis Report. The Traffic Forecast Volumes Report shall be included in the Project Report as an attachment. The Traffic Forecast Volumes Report shall contain the following: • Executive Summary and Methodology used to develop future demand volumes. • Aver a Daily. Traffic (ADT) - freeway mainline, ramps and roadway segments for: Existing cond�ons (2006); without project (2015); without project (2035). • Freeway mainline and ramps - AM/PM peak hours for: Existing conditions (2006); without project (2015); without project (2035). • Intersections - AM/Midday/PM peak hours for: Existing conditions (2006); without project (2015); without project (2035) Product. The Consultant shall complete and obtain City/Caltrans concurrence of the Traffic Forecast Volumes Report. 3.2-10e Traffic Operational Analysis Report The Consultant shall prepare a Traffic Operations Analysis Report that examines predicted traffic operations in the vicinity of the interchange under the following conditions: A. Existing conditions (2006), B. Interim condition - opening year (2015) with and without project. C. Design year — (2035) with and without project. The traffic operations analysis shall: • Analyze freeway mainline operations and LOS per HCM 2000 methods. The analysis shall determine free flow speed, densities (passenger cars per mile per lane), and LOS for the freeway segments analyzed. • Analyze ramp access and egress points per the methods contained in "Chapter 25-Ramps and Ramp Junctions" of the 2000 HCM. The analysis shall determine LOS within the ramp influence areas of the freeway. • Analyze interchange ramps for Intersecting Lane Vehicles (ILV) per Caltrans HDM, Topic 406 and HCM 2000 delays, LOS, lane configuration requirements and turn pocket storage length. • Analyze intersections using both ILV and LOS per HCM methods, including average delay, lane configuration requirements and turn pocket storage length. • Analyze roadway segments volume -to -capacity ratios and lane requirements. • Perform Caltrans Traffic Signal Warrant analysis. • Perform signal timing/signal coordination studies. • Determine Traffic Index (TI) Values as required for ramps, COUNTY arterial roads and the freeway mainline. • Analyze ramp and street intersections for LOS during construction using lane configurations, signal timing and turn pocket storage lengths available based upon conceptual stage construction drawings for the two "build" alternatives. The LOS/ILV analysis shall be performed under scenarios A-C above for the "no -build" condition; scenarios B-C for two build alternatives. Product. The Consultant shall complete and obtain approval of the Traffic Operational Analysis Report. 3.2-11 Geotechnical Studies NEW INTERSTATE 10 AT PORTOLA AVENUE INTERCHANGE A-8 Scope Of Work Appendix. A Purpose: Identify the sub -surface conditions in the Project area, develop the traffic index for purposes of establishing the roadway structural section, and prepare a preliminary structures foundation report. Methodology: the consultant, if necessary to assess potential impacts, shall conduct preliminary geotechnical investigations and estimate construction costs. The Consultant shall begin an investigation by reviewing available geologic and geotechnical literature pertaining to the project site. The Consultant shall review published and unpublished soil and geologic data in our files, as -built plans for the existing interchange and other pertinent documents as available from appropriate public agencies, including Caltrans. This shall include a review of fault and geologic maps prepared by the California Division of Mines and Geology, the U.S. Geologic Survey, and the COUNTY of Riverside. Prior to the field investigation the Consultant shall submit a plan showing locations of the proposed borings along with completed application package to Caltrans District 8 Permit Office in order to obtain an Encroachment Permit, Following Caltrans approval of the proposed boring locations, the Consultant shall contact Underground Service Alert (USA) to identify potential conflicts between our planned exploration locations and existing underground utilities. The field exploration program shall consist of exploratory hollow -stem auger borings. The field investigation for the Geotechnical Design Report shall consist of drilling and sampling of six borings. One boring sh_Al( be advanced at each on or off ramp to depths ranging from five to ten meters (15 to 30 feet) or to practical refusal, whichever occurs first. The remaining two borings shall be drilled on either side of the interchange, one east of 1-10 and one west of 1-10 to depths ranging from five to ten meters (15 to 30 feet) or to practical refusal, whichever occurs first. In addition, in order to complete the Structure Foundation Report, the Consultant shall advance three hollow -stem auger borings for the bridge. A boring shall be drilled as close to the location of the proposed abutments and bent as possible. Two borings shall be drilled to maximum anticipated depth of about 18 meters (60 feet) and one to a maximum depth of about 30 meters (100 feet), or to practical refusal, whichever occurs first. The borings shall be drilled with a truck -mounted drill rig. The typical sampling interval shall be 1.5 meters (five feet) in the borings. The number of blows necessary to drive both a Standard Penetration Test (SPT) sampler and a California -type sampler shall be recorded. An engineer or geologist shall maintain a log of the materials encountered in the borings, and obtain samples for visual examination, classification and laboratory testing. Groundwater, if encountered, shall be measured in the open borehole at the time of drilling. Upon completion, the borings shall be backfilled with soil from the excavations and site conditions are to be reinstated to pre -exploration conditions or better. It is assumed that access to drilling locations can be obtained with a standard truck mounted rig, or readily available limited -access drifting equipment. Provisions for grading any access roads for borings is not included in this scope. 3.2-11a Laboratory Testing Laboratory testing shall be performed on selected samples obtained during field exploration to assess the physical characteristics of the subsurface materials. Testing may include moisture/density, gradation, plasticity index, sand equivalent, consolidation, collapse potential, direct shear, maximum density/optimum moisture content, corrosion potential, and R-Value. The testing program may be modified based on the actual subsurface materials encountered during exploration. 3.2-11 b Geotechnical Information The Geotechnical Design Report for design and construction of embankments and pavement structural sections shall be prepared in general accordance with California Test Method CAL-1 30, and shall present the data obtained during field exploration and laboratory testing, as well as conclusions and recommendations pertaining to the following: • Project description including proposed improvements, climatic conditions, terrain and surface drainage, and land use. • Discussion of geotechnical setting including regional geology, subsurface soil and groundwater conditions. • Recommendations for design of retaining walls, including foundation type, allowable capacity and lateral pressures. • Recommendations for construction of roadway and embankment foundations and estimated settlement. • Evaluation of gross and surficial stability of the proposed fill slopes. NEw 1NTERSrATE 10 AT PoRTOLA AvsNUE INTERCHANGE A-10 Scope Of Work Appendix A • Earthwork considerations including excavation characteristics, erosion controls and estimates for shrinkage and bulking. • Collapse, expansive and corrosion potentials of the subgrade soils and recommended mitigation measures, if necessary. • Earthquake considerations including seismic design criteria for fill embankment, and seismic hazards including the potential for liquefaction, ground rupture due to surface faulting and seismically induced settlement. • R-Values shall be developed and alternatives for pavement structural sections shall be provided, along with recommendations for the most suitable pavement types. Recommendations for pavement structural design based on traffic indices assumed or provided by the client. A pavement evaluation study of existing structural pavement sections shall be performed consisting of nondestructive pavement deflection testing, pavement condition survey, and coring of existing pavements to determine required overlay thickness, • Discussion of materials available including local and commercial sources and materials specifications. • Develop the traffic index for purposes of establishing the roadway structural section. Product. The findings, conclusions and recommendations shall be presented in a Draft Geotechnical Design Repor_ with logs of the borings and laboratory test results. After review by the City and »• Caltrans, comments shall be incorporated into the report and a final report submitted. 3.2-11c Preliminary Structures Foundation Report The Preliminary Structure Foundation Report shall be prepared in accordance with Caltrans Guidelines for Foundation Investigations and Reports, and shall include the following: • Seismic design recommendations including recommended acceleration response spectra in accordance with the current Caltrans Seismic Design Criteria. • Recommendations for design and construction of shallow or deep foundations including recommended bearing capacities, lateral resistance, and total and differential settlements. • Overall stability analyses of footings, slope and foundation materials; evaluation for static and pseudo -static conditions. • Construction considerations. • Log of Test Borings (LOTS) Sheets. Product: Conclusions and recommendations pertaining to design and construction of foundation systems shall be presented in a Draft Structure Foundation Report with a site map showing boring locations, LOTB Sheets and laboratory test results. After review by the City and Caltrans, comments shall be incorporated into the report and a final report submitted. 3.2-11d Preliminary Investigation for Hazardous Waste -Aerial Deposited Lead Study The Consultant shall sample a total of twenty locations at the project site. Four locations shalt be sampled along the main line 1-10, and four locations shall be sampled on Varner Road. All locations shall be sampled at the surface, and depths of 0.45 and 0.9 meters. A total of 60 samples shall be collected. Samples shall be obtained in or geotechnical borings as appropriate or from separate hand -angered borings. Each sample shall be split in the lab and tested using both EPA Method 6010B and EPA Method 7420 (using citric acid). A total of 120 lab tests shall be performed. Product: The findings, conclusions and recommendations shall be presented in a Draft Aerially Deposited Lead Study. After review by the City and Caltrans, comments shall be incorporated into the study and a final study submitted. 3.2-1le Prepare Pavement Design Report in conformance with the requirements outlined in the District 8 Guidelines for Pavement Design Approval dated January 25, 2000, a Pavement Design Peer Review package shall be submitted for approval to Caltrans. The purpose of the pavement peer review is to better identify project scope in the area of pavement design. The submittal package shall consist of a cost estimate for the pavement items, design exception fact sheets, existing structural section information, existing and projected traffic data, Traffic Indexes, R-values, deflection study, materials report and a pavement condition survey. Product: The Consultant shall complete and obtain City/Caltrans concurrence of the Pavement Design PEER Review package. 3.2-12 Structure Advance Planning Studies NEW INTERSTATE }O AT PORTOLA AVENUE INTERCHANGE A-11 Scope Of Work Appendix A In conjunction with the alternative development, Advance Planning Studies (APS) shall be prepared for the Project. Methodology: The Consultant shall prepare the APS in accordance with Caltrans guidelines. The APS will include the preparation of a General Plan (GP) and cost estimates. Preparation of the GP's shall begin with review of background information including: as -built structure plans, bridge maintenance records, preliminary bridge site data, and previously prepared APS's. The Consultant shall prepare 2 GP alternatives for the new over -crossing in accordance with the Caltrans Memos to Designers. Each GP shall consist of a drawing showing bridge plan, elevation, typical section, engineer's estimate and structure type. Products: . Original and ten copies of the Draft and final APS TASK 3. PROJECT REPORT, FACT SHEETS, & NEW CONNECTION REPORT This task shall involve the preparation of the Draft and Final Project Reports, Fact Sheets, New Connection Reports, and any needed engineering exhibits for the ED under concurrent preparation. 3.3-1 Preliminary Draft Project Report, New Connection Report and Fact Sheets Purpose: To -develop the Preliminary Draft PR, Draft New Connection Report, and any Draft Mandatory aNd Advisory Fact Sheets documenting the engineering evaluation of the alternatives and to satisfy Caltrans project development procedures. Methodology; The Preliminary Draft PR, Draft New Connection Report, and Draft Fact Sheets shall be prepared in accordance with Caltrans' Project Development Procedures Manual, The Preliminary Draft PR shall contain a discussion of existing conditions, the need for improvements, an analysis and feasibility of the alternatives considered, constructability, comparative costs, staging options, and overall impacts of the proposed Project. Additionally, the Preliminary Draft PR shall summarize appropriate background information, the methodology used, the resulting data, and information defining the impacts and benefits for each alternative. Draft Fact Sheets shall be prepared to document reduced standard features for each of the alternatives. The consideration of non-standard features shall be closely coordinated with Caltrans and FHWA staff to assure acceptability and compliance with state and federal requirements. The Preliminary Draft PR, Draft New Connection Report, and Draft Fact Sheets shall be submitted for City, Caltrans and FHWA for review and comment. Products: • Preliminary Draft PR (10 copies each) • Draft Mandatory Fact Sheets (10 copies) • Draft Advisory Fact Sheets (10 copies) • Draft New Connection Report (10 copies) 3.3-1 a Introduction Section The Consultant shall develop a three or four sentence introduction that discusses project limits, purpose, cost, program, fiscal year and Project Development Category. Build alternatives shall be summarized in the draft Project Report. The final Project Report shall describe the preferred alternative. 3.3-1b Recommendation Section The Consultant shall develop a three or four sentence section recommending that the DED be approved and publicly circulated. For the final Project Report a recommendation shall be made that the project be approved using the preferred alternative and that the project proceed to the design phase. For the final Project Report, a statement shall be prepared that attests that the local affected agencies have been consulted, their views considered and that the local agencies are in agreement with the report. 3.3-1c Background Section The Consultant shall discuss the project history, summarize any community interaction and issues from previous studies, and describe the existing interchange facility. 3.3-1d Need and Purpose Section The Consultant shall complete a Need and Purpose Section that provides a discussion of why the project is needed and the objectives of the project. Key issues that have an impact on the need and NEW INTERSTATE 10 AT PORT0LA AVENUE INTERCHANGE A-12 Scope Of wort( Appendix A purpose shall be highlighted. This section shall discuss applicable program objectives such as the Regional Transportation Plan and other planning documents, Impacts on state, regional, and local planning, including transit service shall be discussed. Discussions of existing and forecasted traffic data, traffic levels of service, traffic capacity, land use, and summarized safety and accident reports shall be included. An analysis of the interchange to determine if disabled access is in compliance with the Americans with Disabilities Act (ADA 1998) shall be conducted. Recommended improvements to ensure compliance shall be developed. The Traffic Forecast Volumes Report and the Traffic Operational Analysis Report shall form the basis for traffic information summarized in this section. 3.3.1e Logical Termini The Consultant shall prepare, in accordance with FHWA requirements, a discussion concerning logical termini. Logical termini for project development are defined as the rational end points for transportation improvements and the review of environmental documents. The discussion of logical termini shall ensure that the project has demonstrated independent utility, sufficiently addressed environmental concerns and does not restrict consideration of alternatives for other potential transportation projects. 3.3-1f Alternatives Section The ConsultAt shall complete a project Alternatives Section that documents both Non -feasible (rejected) Alternatives and Feasible Alternatives. The draft Project Report shall discuss the "No -build" Alternative with up to 2 Build Alternatives. The preferred alternative shall be identified in the final Project Report. Proposed engineering features of the project shall be discussed and analyzed including ramp metering, CHIP enforcement areas, utility impacts, highway planting, erosion control, non -motorized and pedestrian safety, roadway rehabilitation and upgrading, structures rehabilitation and upgrading, cost estimates, and right-of-way data. Conceptual geometric drawings shall be included as attachments to the draft Project Report. Engineering reports and studies attached to the draft Project Report shall include the following: 3.3-1g Existing Accident Data Safety and accident information reports shall be obtained by the the Consultant for the project area. The mainline and ramp data shall be obtained from Caltrans Traffic Accident Surveillance and Analysis System'(TASAS) Table B and Table C data. In addition, local agency data for intersections affected by alternatives shall also be obtained and used. An analysis shall be conducted on the data to determine the number of accidents, where and when they occurred, the type of accident and why the accidents occurred. Tables shall be prepared that summarize and compare these factors for both the mainline and ramps. 3.3-1h Alternatives Matrix All alternatives studied shall be documented and a determination made as to their feasibility. To assist In the documentation of comparisons between alternatives, the Consultant shall create an alternatives matrix. The matrix selection criteria shall compare each of the alternatives for traffic LOS improvements, right of way acquisition requirements, environmental impacts, conformance with need and purpose, design factors including design exceptions, utility relocation impacts, maintainability and cost. 3.3-1i Utility Information Sheet The Consultant shall update the utility information sheet. Names of all utilities and points of contact shall be developed. A description of the location, existing facility and potential conflicts with the project shall be prepared. 3.3-1 j Preliminary Hydrology/Drainage Report The Consultant shall analyze existing drainage systems for their ability to accommodate future design flows, including proposed improvements. Caltrans and City standards shall be followed for analysis and a Preliminary Hydrology/Drainage Report shall be prepared summarizing findings and proposed drainage improvements. 3.3-1 k Storm Water Quality Assessment (SWQA) NEW /NTERSTArE 10 A rPORToL4 AVENUE INTERCHANGE A-13 Scope Of Worir Appendix A The Consultant shall prepare a SWQA. The Consultant shall study storm water quality during project development. The Consultant shall identify potential storm water quality impacts and develop options to avoid, reduce or minimize the potential for storm water quality impacts. 3.3-11 Storm Water Data Report (SWDR) The Consultant shall ensure that the programmed project includes sufficient right-of-way and budget for required storm water controls and identify project -specific permanent and temporary Best Management Practices (BMPs) that may be required to mitigate impacts. Drainage areas and total disturbed area shall be defined, as shall climatic conditions, existing drainage site conditions, site permeability, soil texture, existing vegetation and groundwater. 3.3.1m Right of Way Data Sheet The Consultant shall compare and summarize right-of-way impacts for the two build alternatives. Impacts shall be summarized in terms of number of parcels that could be potentially affected, impacts to property access, and a preliminary estimate of right-of-way acquisitions cost shall be determined and the Consultant shall prepare a Right of Way Data Sheet. 3.3-1n Engineer's Estimate The Consultant shall develop preliminary engineer's estimates for the two build alternatives. The estimates shall be in Caltrans estimate format using escalation cost factors. 3.3.2 Final Draft Project Report and Final New Connection Report and Fact Sheets Purpose: To incorporate City, Caltrans, and FHWA review comments to the Drafts. Methodology: Upon receipt of City, Caltrans, and FHWA review comments of the Preliminary Draft PR, Draft New Connection Report, and Draft Fact Sheets and after adequate time to develop response actions, a meeting shall be held with the above agencies and the Consultant to discuss the comments and the appropriate responses taken. This step reduces the opportunity for misunderstanding and provides clear direction toward the development of an approved product. Once concurrence has been reached on all outstanding issues, the Draft PR, Final New Connection Report and Fact Sheets shall be prepared, signed by a Registered Civil Engineer and submitted to Caltrans for signature and approval. Product: • Final Draft PR (original and 35 copies • Final Mandatory Fact Sheets (original and 10 copies • Final Advisory Fact sheets (original and 10 copies) 3.3-3 Draft Final Project Report (PR) Purpose: To document recommendation of the Locally Recommended Alternative (LRA). Methodology: After circulation of the Draft ED, and concurrent with the preparation of the Final ED, Consultant shall prepare a Draft Final PR, which recommends the Preferred Alternative. The report shall review the development of the Preferred Alternative including public and agency comments obtained during the public meetings and environmental review period. Product.: • Draft Final PR (35 copies) 3.3-4 Final Project Report Purpose: To incorporate City, Caltrans, and FHWA review comments to the Draft Final PR. Methodology. Upon receipt of City, Caltrans, and FHWA review comments of the Draft Final PR and after adequate time to develop response actions, a meeting will be held with the above agencies and the Consultant to discuss the comments and the appropriate responses taken. Once concurrence has been reached on all outstanding issues, the Final PR shall! be prepared, signed by a registered Civil Engineer and submitted to Caltrans for signature and approval. Products: • Final PR (original and 35 copies) TASK 4 - ENVIRONMENTAL DOCUMENT 3.4-1 Prepare Draft Preliminary Environmental Evaluation Purpose: To identify the potential environmental issues associated with the Project and to document them in a checklist format for inclusion in the Notices of Preparation. WwINTERSrArE 10ATP0RT(xAAvENUEINTERCHANGE A-14 Scope Of Work Appendix A Methodology. Prior to preparing environmental documentation or notices, a Preliminary Environmental Evaluation (checklist) shall be prepared to identify the potential environmental issues associated with the Project. The checklist shall be prepared in the latest CEQA format and shall be in conformance with CEQA, NEPA, Caltrans, and FHWA guidelines. From the results of this checklist, the appropriate environmental documentation (ND/FONSI/EIR/EIS) shall be determined, leading to a Notice of Determination (NOD) and a Record of Decision (ROD) for the project. Product. • Draft Preliminary Environmental Evaluation for the Project (10 copies) 3.4-2 Final Preliminary Environmental Evaluation Purpose: To incorporate City and Caltrans comments to the Draft. Methodology: Upon receipt of City and Caltrans review comments of the Draft, revisions shall be incorporated and the Final Preliminary Environmental Evaluation will be prepared. Product: • Final Preliminary Environmental Evaluation for the Project (original and 10 copies) 3.4-3 Issue Notice of Preparation (NOP), Notice of intent (NOI), and Notice of Initiation of Studies (NOIS) Purpose: To Atify agencies and the public that an ED is being prepared for this Project and to solicit comments or suggestions concerning alternative(s) or social, economic, and environmental factors. Methodology: Following approval of the initial alternative(s), the Consultant shall prepare and circulate a Notice of Preparation (NOP), a Notice of Intent (NOi), and a Notice of Initiation of Studies (NOIS), indicating that City has initiated environmental analyses and preliminary engineering for the Project, and is requesting comments defining environmental and other concerns. These notices shall be sent to local residents, elected officials, responsible agencies, and other special interest groups on the Project mailing list. Comments received shall be used to identify particular agency and public concerns and to initiate early agency consultation. Product: • Draft and Final NOP, NOI, and NOIS (original and 10 copies each of final) 3.4-4 Conduct Environmental Evaluation Environmental analyses shall be prepared to meet California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) requirements, and in accordance with Caltrans and FHWA guidelines. The Consultant shall coordinate with Caltrans in determining the specific content and format requirements for the studies. 3.4.4a Area of Potential Effects Map Purpose: To identify all properties that are considered to be directly or indirectly affected by the Project. Methodology: The Area of Potential Effects (APE) shall be prepared according to and comply with Caltrans Standard Environmental Reference (SER), Volume 2 and approval will! be obtained from the Caltrans District Heritage Preservation Coordinator and the FHWA area engineer. Product: • Draft and Final APE map for the Project (10 copies each) 3.4-4b Floodplain Evaluation Report Purpose. To evaluate potential impacts of the Project on the 100-year (base) floodplain. Methodology: The Consultant shall prepare a Floodplain evaluation report in accordance with Executive Order 11988, FHWA Federal Aid Policy Guide (FAPG) Part 650 Subpart A, and Caltrans' Floodplain Encroachment Evaluation Guidelines, by reviewing the most recent Federal Insurance Rate Maps (FIRM maps) of the Project area and identifying the limits of the base (100-year) floodplain and regulatoryfloodway. Encroachment of the floodplain shall be identified and analyzed. A Flood Risk Assessment shall be conducted and included in the Floodplain Evaluation, The Corps of Engineers, Riverside County Flood -Control District, and the Coachella Valley Water District shall be contacted to identify hydrologic conditions near the Project. Products: • Draft and Final Floodplain Evaluation Report (10 copies of draft, 10 copies of final, original of final) 3.4.4c Water Quality Analysis NEW iNmRsTATE 10 A T PORT0i A AVENUE INTERCHANGE A-16 Scope Of Work Appendix A Purpose: To evaluate the potential impacts on water quality that may be caused by the direct introduction of pollutants into surface bodies of water, the alteration of surface drainage patterns, and changes to area groundwater levels due to an increase of impermeable surfaces. Methodology: A water quality section shall be prepared by reviewing and documenting existing available records to describe ambient conditions in nearby water channels, natural or manmade. Water quality data for bath surface and groundwater shall be used from published reports. The impacts of the Project shall be evaluated and potential mitigation measures to alleviate both short-term (during construction) and long-term impacts shall be identified. Throughout the project, the Consultant shall coordinate with the Riverside County Flood Control District and the Coachella Valley Water District, Verify applicability of Sole Source Aquifer, NPDES, and other laws and regulations to the project and design of drainage facilities. Product: • input to Preliminary Draft ED 3.4-4d Air Quality Report Purpose: To analyze regional and micro scale impacts of the Project on air quality. Methodology: The Consultant shall conduct an air quality analysis to satisfy CEQA, state and federal environmental requirements, and conformity provisions of the Clean Air Act Amendmen6jCAAA). The Consultant shall also analyze changes in regional pollutant emissions, changes in localized emissions, and the implications of these changes with regard to conformity requirements. A detailed description of the baseline conditions will include the air basin setting, current air pollution levels, trends, and the region's compliance with state and federal standards. Changes in regional emissions under the Preferred Alternative shall be estimated from changes in the regional travel activity (vehicle miles traveled). At the local level, Carbon Monoxide (CO) concentrations shall be analyzed using the Caltrans and EPA approved CALINE4 computer model. Model inputs, including meteorology, traffic data, and emissions data (from the latest version of EMFAC7 series), shall be developed according to Caltrans CO protocol, and the Caltrans Air Quality Technical Notes. Air Quality receptors shall be selected according to EPA recommended criteria and shall include locations of expected maximum concentrations. In addition, a qualitative discussion on construction and PM10 impacts shall also be included in the air quality technical report. Product: • Draft and Final Air Quality Report for the Project (10 copies of draft, 10 copies of final, original of final) 3.4.4e Traffic/Circulation impact Report Purpose: To analyze impacts, both beneficial and adverse, and identify appropriate mitigation measures. Methodology: The Consultant shall analyze the traffic/circulation impacts and prepare a technical report. Available data, reports, and relevant studies will be reviewed. Existing AM and PM peak hour level of service shalt be calculated using the Highway Capacity Manual methodology. Any existing deficiencies in the arterial system or traffic control devices shall be identified. Accident rates shall be studied. Product: • Draft and Final Traffic/Circulation Impact Report for the Project (10 copies of draft, IC copies of final, original of final) 3.4-4f Hazardous Materials/Waste Initial Site Assessment Purpose: To identify existing hazardous materials and waste sites, extent of contamination and remediation measures. Methodology: The Consultant shall prepare an Initial Site Assessment (ISA) that shall identify known and potential contaminant occurrences and sources. This shall begin with a database search of federal, state, and local records, review of available documents on area geology, hydrology, and contaminant occurrences. Two of the many databases and information sources to be used include EPA National Priority List (NPL)/Superfund Sites, and the Leaking Underground Storage Tank (LUST) list. The ISA report shall describe methodology, findings, and conclusions, and identify the need for preliminary site investigations (PSI) at these sites. NEW 1NMRSrATE 10 AT PORToLAAyENUE (NTERCHANGE A-16 Scope Of Work Appendix A Product. • Draft and Final ISA for the Project (10 copies of draft, 10 copies of final, original of final) 3.4.4g Visual Impact Assessment Report Purpose: To assess the visual quality impacts on viewer groups, and to recommend mitigation for adverse impacts. Methodology: In accordance with FHWA and the U.S. Department of the Interior guidelines, a licensed Landscape Architect shall prepare this analysis. The existing visual environment and views shall be analyzed using available mapping, aerial photos, and site reconnaissance. Project plans and profiles shall be analyzed to identify proposed physical changes to the study area and to aid in the identification of key observer viewpoints. Three key viewpoints (visual quality "sensitive receptors") shall be identified for the Project. Visual quality of proposed conditions shall be evaluated OF and FROM the key viewpoints. That is, visual quality shall be evaluated "OF" the proposed improvements and "FROM" the improved facility toward the viewpoint. FHWA methodology, including the evaluation of unity, intactness, and vividness, shall be applied. Mitigation measures, such as finish treatment of structures and sound barriers and plantings, shall be recommended. Computer -generated visual simulations at the key viewpoints of both proposed and mitigated visual conditidIns shaft be prepared as required. These will prove to be valuable tools In public meetings. Product: • Draft and Final Visual Impact Assessment for the Project (10 copies of draft, 10 copies of final, camera-ready original of final) 3.4-4h Noise Report Purpose: To evaluate the noise impacts resulting from the construction and operation of the Project. Methodology: Consultant shall conduct a noise analysis, which shall include an assessment of existing conditions and the design year future conditions for the Project. Existing short-term noise measurements and simultaneous traffic counts shall be conducted at sites deemed representative of existing noise sensitive land uses. Measurement results and traffic counts shall be used to establish existing conditions and calibrate the computer noise model. Future year traffic noise levels with and without the Project shall be predicted using an Intergraph -based Traffic/Noise( CADD program in conjunction with the SOUND32 Highway Noise Prediction Model. Level of Service C traffic levels shall be used to represent peak noise hour (worst case) per Caltrans requirements. Noise sensitive areas where future noise levels approach or exceed the FHWA noise abatement criteria or are substantially above existing noise levels shall be identified. A noise barrier analysis shall be prepared by modeling the use of different height noise barriers at the freeway right-of-way and shoulder locations. An assessment of potential noise impacts from construction activities shall also be conducted_ Product: • Draft and Final Noise impact Report for the Project (10 copies of draft, 10 copies of final, original of final) 3.4-4i Cultural Resources Purpose: To Identify properties and places Ilsted in or eligible for inclusion in the National Register of Historic Places (NRHP), determine the impacts on these resources, and recommend measures to minimize harm. Methodology: Archaeological and historic property surveys of the Project's direct and indirect APE shall be completed. In compliance with Caltrans, FHWA and State Historic Preservation Office (SHPO) requirements, a Historic Resources Evaluation Report (HRER) and Archaeological Survey Report (ASR) shall be prepared along with the umbrella document, the Historic Property Survey Report (HPSR). These documents shall be prepared in conformance with Section 106 of the National Historic Preservation Act, Appendix K of CEQA Guidelines, as well as standards and guidelines of Caltrans and SHPO. This analysis does not include preparing Section 106 Finding of Effect documentation. Product: • ASR, HRER, and HPSR for the Project (10 copies of draft, 10 copies of final, original of final) MEW INTERSTATE 10ArPoRroLAAVEnyEWaRctimcE A-17 Scope Of Work Appendix A 3.4-4j Biological Resources and Wetlands Purpose: To evaluate the potential impacts on biological resources and wetlands/waters of the U.S. Methodology., Wetlands Delineation shall be prepared and the ordinary high water mark (OHWM) shall be identified to establish jurisdictional boundaries for the UA Army Corps of Engineers and the California Department of Fish and Game. The wetlands delineation shall be in accordance with the Federal Manual for Identifying and Delineating Jurisdictional Wetlands. The U.S. Army Corps of Engineers, U.S. Fish and Wildlife Service, Environmental Protection Agency, and Soil Conservation Service have adopted this method. Through coordination with these agencies, the need for Section 404 (individual or nationwide permit) and Section 1600 Agreement (Streambed Alteration Agreement) shall be determined. This coordination may begin sooner in the study as part of the NEPA1404 integration process. Consultant shall coordinate with Regional Water Quality Control Board and determine the need for Section 401 of the Clean Water Act. The Consultant shall coordinate with the U.S. Fish and Wildlife Service and the California Department of Fish and Game to identify any threatened and endangered species known to exist in the area. Consultant shall prepare a Natural Environmental Study (NES) in compliance with Caltrans current format and SER guidance. Product: • Draliand Einal NES • Input to Draft ED 3.4-4k Socioeconomics/Environmental Justice Purpose: To identify the socioeconomic effects of the Project on neighborhoods; cities, and minority and low-income populations. Methodology: The socioeconomic report shall be prepared in accordance with Caltrans' Guidance for Socioeconomic Analysis and include discussion of existing socioeconomic conditions, impacts, and recommended mitigation measures shall be identified. Impacts to minority and low-income populations shall be addressed in compliance with Executive Order 12898: Federal Actions to Address Environmental Justice in Minority and Low Income 'Populations. Community profiles shall be collected and shall be used to help identify regional and local trends in regards to local industry, occupations, and tax base. Property tax and sales tax revenue issues shall be identified and discussed. Potential impacts during the construction phase due to access limits shall be analyzed. To comply with Executive Order 12898, data from the 2000 U.S. Census shall be used to identify characteristics of populations within census block groups traversed by or adjacent to the proposed project right-of-way. The public outreach program shall be used to identify any small minority or ethnic neighborhoods that could potentially be affected. Particular issues to be evaluated include impacts to adjacent residential neighborhoods, three public schools, and mobile home parks. Product: • Input to Draft ED 3.4-41 Land Use Analysis Purpose: To identify project inconsistency or incompatibility with the existing and future land uses in the area. Methodology: Existing planning documents for Riverside County and City of Palm Desert, including general plans, land use elements, circulation elements, and zoning maps will be reviewed, as they pertain to the study area. Approved development plans in the project area shall also be reviewed for potential conflicts with the Project. Beneficial and adverse impacts of the Project and mitigation measures shall be identified. Product: • Input to Draft ED 3.4-4m Energy Analysis Purpose: To evaluate the potential energy consumption of the Projects. Methodology: Direct and indirect energy consumption shall be estimated for each alternative using factors provided in Caltrans Translab Energy and Transportation Systems. Baseline and NEW INTERSTATE 10 AT PORTOLAAVENUE INTERCHANGE A-18 Scope Of Work Appendix A year 2020 traffic shall be used in the estimation of direct energy consumption. Indirect energy consumption Includes construction of roadway improvements and vehicles. Direct energy shall be estimated, depending on type of improvement and vehicles used, using average daily traffic (ADT), the number of vehicle miles traveled (VMT), length of the alternative(s), vehicle fuel consumption, and vehicle mix. Construction related energy consumption should be estimated using an input-output method based on the construction costs of each alternative. The payback period (the length of time required for the direct energy savings to offset the indirect energy savings) shall be estimated for each alternative using the construction energy and the annual energy savings due to the project. Product: • Input to Draft ED 3.4-4n Growth Inducement and Cumulative impacts Purpose: To determine if the Project would induce growth or contribute to cumulative impacts. Methodology: Data collected for other analyses shall be used to identify if the proposed transportation improvements would potentially induce population and development growth beyond that envisioned in local planning and zoning documents, and whether cumulative impacts would occur. The improveg access proposed by this Project would likely increase the growth in business development in the area. Analysis shall investigate whether the level of growth is consistent with local planning documents for the area. The proposed Project may be implemented at the same time as other proposed projects in the area. Construction -related activities such as road closures may need to be coordinated to avoid unexpected traffic congestion or conflicting detour plans (cumulative impacts). Mitigation measures shall be recommended to minimize impacts commensurate with the project's contribution to the impact. Product: • Input to Draft ED 3.4-5 Final Technical Reports Purpose: To incorporate City and Caltrans review comments to the Draft Technical Reports. Methodology: For each technical report itemized below, Consultant shall incorporate City and Caltrans review comments to the draft versions. To facilitate this effort, Consultant shall discuss comments with the applicable reviewers as needed for clarification and direction. Product: (10 copies of draft, 10 copies of final, and original of final) • 3.4-5a Floodplain Evaluation Report • 3.4-5b Air Quality Report • 3.4-5cTraffiic/Circulation Impact Report • 3.4.5d Hazardous Materials/Waste ISA • 3.4-5e Visual Impact Assessment Report • 3A-5f Noise Report • 3.445h NES • 3.4-5i ASR • 3.4-5k HRER • 3.4-61 HPSR 3.4-6 Prepare Screen Check Draft Environmental Document Purpose: To document the public and agency coordination, potential environmental impacts and recommended mitigation. Methodology: An ED, as determined by the results of the Preliminary Environmental Evaluation, shall be prepared in accordance with the Caltrans Standard Environmental Reference and FHWA Technical Advisory T8640.8A. Concurrent with the technical analyses described above, the Consultant shall prepare a Screencheck Draft ED incorporating an environmental checklist, technical analyses, a discussion of critical environmental issues identified, an analysis of the cumulative effects of the Project, Mitigation measures, and a list of potential permits required. Product • Screencheck draft ED (10 copies) NEW INTERSTATE 10 ATPORTOLA AVENUE INTERCHANGE A-19 Scope Of Work Appendix A 3.4-7 Draft Environmental Document Purpose: To incorporate City and Caltrans review comments to the Screencheck. Methodology. Following review by City and Caltrans, the Screencheck Draft ED shall be revised. The Final Draft ED shall be submitted to City, Caltrans, and FHWA for review and approval. The Draft ED shall be distributed to agencies and the public for review and comment. Product. . Draft ED for the Project (original and 20 copies) 3.4-8 Public Hearing Purpose: To receive agency and public comments on the Draft ED. Methodology: A Notice of Availability shall be prepared, following approval of the Draft ED, for publication in the appropriate local! newspapers and any non-English newspaper that may be applicable. Consultant shall assist City/Caltrans in conducting a formal Public Meeting. A Record of Public Meeting shall be prepared and submitted to City and Caltrans. Products: • Notice of Availability (original and 10 copies) • Record of Public Meeting (10 copies) 3.4-9 Prepare Responses to Comments Purpose. To document the responses to comments on the Draft ED. Methodology. The Consultant shall address comments received from agencies and the public during the circulation period and the public hearing. The responses shall be submitted to City and Caltrans for review. Product: • Screencheck Final ED (20 copies) 3.4-10 Final ENVIRONMENTAL DOCUMENT Purpose: To document the selection of the Preferred Alternative, timing and responsibility of mitigation measures identified in the Mitigation Monitoring Plan Methodology: Following this review, the Final ED and Mitigation Monitoring Plan, described below, shall be prepared and submitted for approval. The Consultant shall prepare a Final ED describing the Preferred Alternative. The Final ED shall be submitted to City, Caltrans, and FHWA for approval and signature. The Consultant shall prepare a Mitigation Monitoring Plan in a matrix format. The matrix shall include a description of each mitigation measure, organized by topic, numbered to correspond with the impacts, and referenced back to the ED. For each mitigation measure, the reporting process, timing of measure, responsible party, and verification of compliance shall be identified. Products: • Final ED (20 copies and original) • Draft and Final Mitigation Monitoring Plan (10 copies each, original of final) 3.4-11 Prepare Notice of Determination/Record of Decision Purpose: To complete the CEQA/NEPA process for environmental clearance. Methodology. Filing of the Notice of Determination (NOD) and Notice of Availability (NOA) completes the CEQA and NEPA processes. The NOD is submitted to the State Office of Planning and Research to determine whether the project will have a significant environmental effect, the type of environmental document prepared, if mitigation measures were made a condition of project approval, and if there are any Statement of Overriding Considerations or CEQA Findings, A Draft NOD and NOA shall be prepared and submitted to City and Caltrans for review and comment. Following this review a final NOD and NOA shall be prepared and submitted to City and Caltrans. Product: Draft and Final NOD and NOA for the Project (10 copies) NEW INMRSTATE 10 ArPORroLAAYENuE INTERCHANGE A-20 Scope Of Work Appendix A Potential Additional Tasks Focused Surveys for Special Status Species Based on the results of a preliminary literature review, and the Preliminary Environmental Assessment (PEAR) prepared for the 1-10 at Portola Avenue project, the proposed project may have potential effects to the following special status species: Coachella Valley milk vetch (Federally Endangered); Coachella Valley giant sand treader cricket (State Special Animal); Coachella Valley fringe -toed lizard (Federally Threatened/State Endangered); • Desert tortoise (Federally Threatened/State Endangered); Burrowing owl (State Species of Special Concern); and, Palm Springs round -tailed ground squirrel (Federal CandidatelState Species of Special Concern). If the general biological field survey reveals that suitable habitat is present for the above species, or any other species identified during the preparation of the NES, then additional surveys may be required in order to determine the presence or absence of such species. The scope of these surveys would be dependent on the extent of habitat to be surveyed for a particular species, and coordination with the U.S Fish and Wildlife Service (USFWS) and/or California Department of Fish and Game (CDFG) as appropriate. Since the scope and nature of the surveys has not yet been determined, the cost for focused surveys cannot be accurately estimated. However, an estimate of costs has been included based on a 50 acre focused survey study area for each species. The Consultant will prepare letter reports summarizing the results of any necessary focused surveys. It threatened or endangered species may be affected by the project, coordination with the USFWS and CDFG will be required for compliance with the Federal/State Endangered Species Acts. Endangered Species Act Biological Assessment In the event that endangered species (i.e., Coachella Valley fringe -toed lizard) or critical habitats are present, The Consultant will be available to provide assistance with the Endangered Species Act Section 7 Consultation process, including preparation of the Biological Assessment, attendance at meetings, coordination with the project team, responding to information requests from the U.S. Fish and Wildlife Service, and researching mitigation options. Assistance with the Section 7 Consultation process, If necessary, is an additional task and is not included in the proposed scope of services; this task is identified for informational purposes only. Until the field work and NES have been completed, the cost for Section 7 Consultation services cannot be accurately estimated. However, as a rough estimate of the cost for The Consultant to assist with a Section 7 Consultation is included in the fee proposal. Wetlands. The PEAR indicates that there are no potential jurisdictional waters or wetlands on the project site. However, if potential jurisdictional waters or wetlands are identified during the biological studies to be conducted for the NES, the following scope tasks will be conducted if the project affects such riparian areas. The Consultant will complete a focused wetland delineation according to the 1987 Corps of Engineers Wetland Delineation Manual, the currently accepted methodology. We anticipate that a routine delineation, tailored to the site characteristics, will be adequate. We will also complete a jurisdictional "waters of the U.S." determination according to current Corps standards. Finally, we will determine the extent of any streambed and associated riparian areas subject to review by CDFG under Section 1600 et seq. of the Fish and Game Code. The results of the delineation will be presented In a detailed report that will include mapping of any wetland areas and jurisdictional areas. Please note the results of the delineation are subject to verification by the Corps and CDFG. The Consultant will prepare and process applications for project permits required for compliance with Sections 401 and 404 of the Federal Clean Water Act, and Section 1602 of the California Fish and Game Code. Section 401 permits are under the regulatory authority of the Regional Water Quality Control Board NEW INTERSTATE 10 AT PORTOLA AVENUE (NTERCHANGE A-21 Scope Of worir Appendix A (RWQCB), Section 404 permits are under the U.S. Army Corps of Engineers (Corps), and Section 1602 permits are under the California Department of Fish and Game (CDFG). Section 7 Consultation is under the regulatory authority of the U.S. Fish and Wildlife Service (USFWS). This scope is based upon the assumption that the project will qualify for a Nationwide Permit under Nationwide Permit #14. Under the Nationwide Permit program, no individual crossing (or multiple crossings of a single watercourse) may exceed 0.5 acres of temporary or permanent impact. This cannot be verified until the jurisdictional determination is approved by the Corps. Until the field work and NES have been completed, the cost for permitting actions cannot be accurately estimated. WwWmRsrArE I0ATPOR7oLAAVENUEINrERCHANGE A•22 Scope Of Work Appendix A SECTION 4. PROJECT SCHEDULE The €ollowing is the preliminary schedule for delivery product. The Consultant shall develop final schedule for review and approval of the City. A. Begin Work December 2005 B. Preliminary Draft PR December 2006 C. Draft PR July 2007 D. Draft ED July 2007 E. Final D January 2008 F. 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