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CC 2016-04-12_09e Agreement_Swinging Bridge EvaluationMEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT BY: MATT HORN, CITY ENGINEER SUBJECT: CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR SWINGING BRIDGE EVALUATION DATE: APRIL 12, 2016 RECOMMENDATION: It is recommended the City Council: (1) approve an Agreement for Swinging Bridge Evaluation with Quincy Engineering for an amount not to exceed $33,000; and (2) appropriate $5,000 from the Local Sales Tax Fund to support Phase One work. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Swinging Bridge Evaluation work was funded in the amount of $40,000. Obtaining geotechnical ground borings cost $3,000. Completing necessary maintenance work on the Swinging Bridge cost $9,000, leaving an available project budget of $28,000. The Phase One Swinging Bridge Evaluation work will cost $33,000. The Consultant has estimated the Phase Two work to cost in the ra nge of $37,000 to $47,000. Once the Phase Two work is complete, a construction estimate will be provided and funds budgeted appropriately at that time. The Local Sales Tax fund has an unappropriated balance of $230,000 to support this request. Funding Table Budget $40,000 Geotechnical Expense -$3,000 Maintenance Work Expense -$9,000 Available Project Funds $28,000 Estimated Swinging Bridge Evaluation Cost Phase One $33,000 Phase Two $47,000 At this time, Phase Three construction costs are unknown. Item 9.e. - Page 1 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR SWINGING BRIDGE EVALUATION APRIL 12, 2016 PAGE 2 BACKGROUND: The Swinging Bridge was originally constructed in early 1875 by the Short family, whose land was divided by the Arroyo Grande Creek. The bridge span length from cable tower to cable tower is approximately 133 feet and is suspended 40 feet above Arroyo Grande Creek. The Swinging Bridge is owned and maintained by the City of Arroyo Grande. During a review of the Swinging Bridge, indications were observed that one of the cable towers was rotating in toward the creek, bridge abutment undermining was observed, and the cabling that supports the bridge appeared to have differential amounts of tension and failed anchorage. At that time, the project was placed into the Capital Improvement Plan for evaluation and future correction. Item 9.e. - Page 2 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR SWINGING BRIDGE EVALUATION APRIL 12, 2016 PAGE 3 Schematic Plan View of Swinging Bridge Currently the Swinging Bridge is closed for maintenance work , but nearing completion. Based on available information maintenance and repair work has occured at periodic intervals. The Swinging Bridge’s major maintenance work has occurred in 1913, 1918, 1947, 1953 and 1985. More exhaustive repairs were completed in 1995 after a tree fell on the Swinging Bridge. Item 9.e. - Page 3 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR SWINGING BRIDGE EVALUATION APRIL 12, 2016 PAGE 4 Photo of Swinging Bridge damage in 1995 This current maintenance work is in addition to the Swinging Bridge Evaluation work that is the subject of this request. The maintenance work consists of replacing normal wear and tear items of the Swinging Bridge’s surface elements including:  bridge deck walkway,  hand-railing boards,  bridge railing fencing,  several lose and broken connections; and  paint. City maintenance staff completed a majority of this work in order to expedite the repairs at the same time as reducing overall costs. Running concurrently with the Swinging Bridge maintenance efforts is this Capital Improvement Plan project to secure a Structural Engineering firm to address the structural integrity of the Swinging Bridge. ANALYSIS OF ISSUES: In order to complete this work, consultant services are required. Consultant services were solicited in order to obtain expertise in the field of structural engineering. On January 8, 2016 a Request for Proposals (RFP) was issued to obtain consultant services to complete the Swinging Bridge Evaluation. On February 16, 2016 Proposals were opened and six (6) proposals were received. Proposals were furnished from the following firms:  Cornerstone Structural Engineering Group  Kleinfelder  KPFF Item 9.e. - Page 4 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR SWINGING BRIDGE EVALUATION APRIL 12, 2016 PAGE 5  OPAC  Praxis Consolidated International  Quincy Engineering Proposals were reviewed by a committee comprised of three (3) City staff members and ranked based on the following publically advertised criteria:  Demonstrated competence, professional qualifications of proposed staff.  Recent experience in successfully performing similar services.  Proposed work plan to evaluate the Swinging Bridge. With a maximum of 30 points available per reviewer and the total points available per consultant of 90, the committee ranked the proposals as follows: Company Ranking Quincy Engineering 71 OPAC 69 Kleinfelder 68 KPFF 68 Cornerstone Structural Engineering Group 67 Praxis Consolidated International 64 The review committee recommends awarding a contract to Quincy Engineering for the Swinging Bridge Evaluation. Project Approach Based on the unknowns of the necessary repairs, this project is recommended for phasing. Phase One scope of work would include an evaluation of the critical components of the bridge and provide recommend simple retrofit measures that could provide increased strength of the Swinging Bridge that will allow the bridge to be safer with increased pedestrian loading. Phase One of the project would include:  Survey of the bridge and cables;  Inspection of Bridge Members, Joints and Connections; and  Bridge Load Rating Analysis. At the conclusion of the Phase One work, the City will be provided a report of the evaluation. This report will provide the basis for Phase Two work. Phase Two of the project will leverage the work that was completed in Phase One and provide the necessary plans, specifications and cost estimates so that the City may publically advertise the repair project for a contractor to complete. This construction work is considered the final phase of the project or Phase Three. The City will receive the highest value for funds expended by using this phased approach. Not requiring the Consultant to provide a fixed fee for the Phase Two work before the problem and solution is known removes the financial risk to the Consultant. Item 9.e. - Page 5 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR SWINGING BRIDGE EVALUATION APRIL 12, 2016 PAGE 6 If the Consultant is required to provide a fixed fee for Phase Two now, it would require the Consultant to provide a larger fee to do this work in order to fund unknowns. Staff is recommending that a contract be awarded for Phase One work, allow the problems and solutions to be discovered, return to Council with a report of the findings and at that same time amend the Consultant’s agreement to fund the Phase Two work. With this approach, the goal of this Phase One work is to have the Swinging Bridge open and available for the Strawberry Festival in May 2016 with the largest pedestrian load rating that is safe. ALTERNATIVES: The following alternatives are provided for the Council’s consideration:  Approve the Agreement with Quincy Engineering;  Do not approve the Agreement with Quincy Engineering; or  Provide direction to staff. ADVANTAGES: Awarding an Agreement to Quincy Engineering and using a phased project approach will allow the City to open the Swinging Bridge with the largest pedestrian load limit for the Strawberry Festival. Additionally, it allows the bridge evaluation to move forward in the most expeditious manner. Finally, this phased approach will allow the City Council the best available information to make financial decisions along this project ’s path to completion. DISADVANTAGES: None known at this time. ENVIRONMENTAL REVIEW: In compliance with California Environmental Quality Act (CEQA) the project is categorically exempt per section 15061(b)(3) of the CEQA Guidelines. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, April 7, 2016. The Agenda and staff report were posted on the City’s website on Friday, April 8, 2016. Item 9.e. - Page 6 AGREEMENT FOR CONSULTANT SERVICES This AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of April 13 2016, between Quincy Engineering, Inc (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on April 13, 2016 and shall remain and continue in effect until April 13, 2018 unless sooner terminated pursuant to the provisions of this Agreement. This Agreement may be extended for two (2) additional one (1) year periods after the Initial Term upon written agreement by City and Consultant. All terms and conditions of this Agreement shall apply to any additional one (1) year terms. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in the City’s Request For Proposals, Exhibit “A” and Consultant’s Proposal, Exhibit “B”, and attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION The City Engineer shall represent City in all matters pertaining to the administration of this Agreement. Mark Reno shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Consultant’s Proposal, Exhibit “B”, attached hereto and incorporated herein by this reference. The Consultant must correct any errors or omissions to work at no additional cost to the City. Item 9.e. - Page 7 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant’s business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement Initial Term specified in Section 1, unless otherwise extended. 8. DEFAULT OF CONSULTANT (a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Engineer or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. Item 9.e. - Page 8 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of five (5) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the Item 9.e. - Page 9 necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. Upon request by City, Consultant shall make available all work papers and reports to any successor auditor in a timely manner. 11. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. d) Indemnification for Design Professional Services. Notwithstanding anything herein to the contrary, to the fullest extent permitted by law for all design professional services arising under this Agreement, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (" Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Item 9.e. - Page 10 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C” attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. Item 9.e. - Page 11 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Engineer or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: City of Arroyo Grande City Engineer 300 East Branch Street Arroyo Grande, CA 93420 To Consultant: Quincy Engineering, Inc. Mark Reno 11017 Cobblerock Drive, Suite 100 Rancho Cordova, CA 95670 Item 9.e. - Page 12 18. ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. Time constraints are selection factors on individual service request. The consultant must start work within two weeks from receipt of a written authorization to proceed unless an alternate timeframe has been agreed upon. The City expects the work to be actively pursued until complete. 22. CONTENTS OF REQUEST FOR QUALIFICATIONS AND PROPOSAL Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “A”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant. In the event of a conflict, the requirements of City’s Request for Proposal and this Agreement shall take precedence over those contained in the Consultant’s proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. Item 9.e. - Page 13 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement onbehalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By:__________________________ By:____________________________ Jim Hill, Mayor Its:____________________________ Attest: (Title) ____________________________ Kelly Wetmore, City Clerk Approved As To Form: _____________________________ Heather Whitham, City Attorney Item 9.e. - Page 14 EXHIBIT A -CITY'S REQUEST FOR PROPOSALS Item 9.e. - Page 15 City of Arroyo Grande RFP for Swinging Bridge Evaluation CIP Project Number 5620 Page 4 SECTION A - DESCRIPTION OF WORK Background The Swinging Bridge was originally constructed in early 1875 by the Short family, whose land was divided by the Arroyo Grande Creek. The bridge spans a total length 171 feet and is suspended 40 feet above the creek. It's owned and maintained by the City of Arroyo Grande and is the only one of its kind in California. The bridge was so useful that the City added sides to the bridge in 1911. The bridge was damaged by a falling tree in March 1995. With strong community support, it was completely restored in May 1995. The bridge deck is approximately 3 feet wide and used solely for pedestrians. Item 9.e. - Page 16 City of Arroyo Grande RFP for Swinging Bridge Evaluation CIP Project Number 5620 Page 5 Bridge Evaluation The City is requesting the services of an experienced structural engineering firm to complete an evaluation of the Swinging Bridge. This evaluation should include an evaluation of all bridge components including: • Cabling • Support systems, including abutments • Decking • Connections The evaluation must also include: • an analysis of the bridge’s load capacity and if necessary provide recommendations on load restrictions; • identification of any deficiencies and estimated repair cost for budgeting purposes; • recommendations for remediation and repair of all identified deficiencies, including but not limited to design exhibits and repair specifications; • review of previously collected geotechnical data and evaluation of options for stabilization of the current bridge abutments; and • recommended maintenance and inspection intervals. Item 9.e. - Page 17 City of Arroyo Grande RFP for Swinging Bridge Evaluation CIP Project Number 5620 Page 6 SECTION B - GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (Consultant) shall meet all of the terms, and conditions of the Request for Proposals (RFP). By virtue of its proposal submittal, the Consultant acknowledges agreement with and acceptance of all provisions of the RFP. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided and accompanied by any other required submittals or supplemental materials. Proposal documents must be enclosed in an envelope that shall be sealed and addressed to the Community Development Department, City of Arroyo Grande, 300 East Branch Street, Arroyo Grande, CA, 93420. Each proposal submittal must include one electronic copy of the proposal, submitted in Adobe Acrobat format on CD or flash drive. In order to guard against premature opening, the proposal should be clearly labeled with the request title, request number, name of Consultant, and date and time of proposal opening. No FAX submittals will be accepted. 3. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package. 4. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past government disqualifications on the form provided in the RFP package. 5. Proposal Withdrawal and Opening. A Consultant may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the City Engineer for its withdrawal, in which event the proposal will be returned to the Consultant unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Requesting Proposals" will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a Consultant submitting a proposal, or who has quoted prices on materials to such Consultant, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other Consultants submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. Item 9.e. - Page 18 City of Arroyo Grande RFP for Swinging Bridge Evaluation CIP Project Number 5620 Page 7 8. Alternative Proposals. When specifically requested, the proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss under what circumstances the City would prefer one alternative to the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives submitted. CONTRACT AWARD AND EXECUTION 9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "Special Terms and Conditions" in Section C for proposal evaluation criteria. 10. Competency and Responsibility of Consultant. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of Consultants. Consultants will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The Consultant to whom award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in this request. 12. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverages and amounts specified in this request within ten (10) calendar days after notice of contract award as a precondition to contract execution. 13. Business License & Tax. The Consultant must have a valid City of Arroyo Grande business license and tax certificate before execution of the contract. 14. Failure to Accept Contract. The following will occur if the Consultant to whom the award is made (Consultant) fails to enter into the unaltered contract: the award will be annulled and an award may be made to the next highest ranked Consultant. Item 9.e. - Page 19 City of Arroyo Grande RFP for Swinging Bridge Evaluation CIP Project Number 5620 Page 8 SECTION C - PROPOSAL CONTENT AND SELECTION PROCESS PROPOSAL CONTENT 1. Submittal Forms a. Acknowledgement b. References c. Statement of Past Disqualifications d. Standard hourly billing rates for consultant and sub-consultant staff 2. Qualifications e. Experience of your firm in providing similar services. f. Experience of the staff to be assigned to this work in performing similar services. g. Resumes of the individuals who would be assigned to this work. 3. Work Program h. Description of your approach to evaluating the Swinging Bridge. i. Services or data anticipated to be provided by the City. j. Any other information that would assist us in making this contract award decision. 4. Proposal Length and Copies k. Proposals should be the minimum length to provide the required information. Charts and other short form approaches to conveying information are encouraged. l. 3 copies of the proposal must be submitted. m. 1 Adobe Acrobat PDF electronic copy. PROPOSAL EVALUATION AND CONSULTANT SELECTION Proposals will be evaluated by a review committee and contract award process as follows: 5. Written Proposal Review/Finalist Candidate Selection Evaluation of the proposals will be based on the following qualifications: 1. Demonstrated competence, professional qualifications of proposed staff. (10 points) 2. Recent experience in successfully performing similar services. (10 points) 3. Proposed work plan to evaluate the Swinging Bridge. (10 points) Proposals will be reviewed by a selection committee and ranked in accordance with the above criteria. Where one or more proposals are rated consistently higher than Item 9.e. - Page 20 City of Arroyo Grande RFP for Swinging Bridge Evaluation CIP Project Number 5620 Page 9 others, the consultants may be selected as the top ranked consultants for purposes of contract negotiation. 6. Proposal Review and Award Schedule The following is an outline of the anticipated schedule for proposal review and contract award: Issue RFP ................................................. January 8, 2016 Receive proposals ................................. February 12, 2016 Award contract ........................................... March 22, 2016 Item 9.e. - Page 21 EXHIBIT B - CONSULTANT’S PROPOSAL Item 9.e. - Page 22     March 21, 2016      City of Arroyo Grande  Community Development Department  Attention: Mr. Matt Horn, PE, City Engineer  300 East Branch Street  Arroyo Grande, California 93420    Re: Cost Estimate for the Swinging Bridge Evaluation, CIP Project Number 5620       Dear Mr. Horn:  It is our pleasure to submit Quincy Engineering, Inc.’s (Quincy) updated Cost Proposal for the Swinging Bridge Project.   As you review our Cost Proposal, you’ll notice that it:   Corresponds to the updated Scope of Work tasks included in the proposal; and   Is ready for attachment to a contract.  It is understood that the original budget amounts would not be sufficient for our original proposed work plan for  project.  Quincy has adapted the scope of work to assist the City of Arroyo Grande with the goal of opening the bridge  during the Strawberry Festival in May 2016.     Quincy proposes a two phase approach toward the evaluation and retrofit.  Phase 1 ‐ Scope of Work would  include an evaluation of the critical components of the bridge and the development of simple retrofit  measures that could possibly allow the bridge to be safely opened to the public for a limited duration.       Phase 2 of the scope of work would evaluate the wind cable anchorages, abutment foundations, and causes  of the recent cable hanger fractures.   Retrofit measures would be developed to insure that the bridge  remains functional for the long term.    We would be happy to further discuss this with the City.  Based on our updated Phase 1 ‐ Scope of Work, our Not to Exceed Cost is $33,000.  Based on our updated Phase 2 ‐ Scope of Work, our Not to Exceed Cost is in the range of $37,000 to $47,000.  It is important to note that these costs represent the engineering costs.  The construction costs as well as the City  support costs would be on top of these.  In the event that the information contained herein is different than what you  expected, please contact us and we will adjust the scope and cost proposal accordingly.  Please feel free to contact me  at (916) 368‐9181, via my personal cell phone at (916) 799‐3891, or via my email at markr@quincyeng.com  We are eager and are available to begin work immediately.  The entire Quincy Team looks forward to working with  you and your staff on this important and urgent project.  If you have any questions or need additional information, please do not hesitate to call me.  Your call will receive my  immediate attention.    Sincerely,  QUINCY ENGINEERING, INC.      Mark L. Reno, PE John Quincy, PE  Principal Engineer / Project Manager President    www.quincyeng.com | 11017 Cobblerock Drive, Suite 100 | Rancho Cordova, CA 95670 | P: 916.368.9181 | F: 916.368.1308 Item 9.e. - Page 23 RFP: Swinging Bridge Evaluation | City of Arroyo Grande| Quincy Engineering, Inc.Page 1  Scope of Work – Short‐Term Evaluation      Quincy Engineering, Inc. (Quincy) has adapted the scope of work to assist the City of Arroyo Grande (City) with the  goal of opening the bridge during the Strawberry Festival in May 2016.  We proposes a two phase approach toward the  evaluation and retrofit.  Phase 1 of the scope of work would include an evaluation of the critical components of the  bridge and the development of simple retrofit measures that could possibly allow the bridge to be safely opened to the  public for a limited duration.  Phase 2 of the scope of work would evaluate the wind cable anchorages, abutment  foundations, and causes of the recent cable hanger fractures.   Retrofit measures would be developed to insure that the  bridge remains functional for the long term.  The scope of work described below addresses the Phase 1 work.      Quincy Engineering, Inc. would like to utilize our vast experience with repair projects and provide the following  approach:  TASK 1 - PROJECT MANAGEMENT AND REVIEW MEETINGS Task 1.1 – Project Management Quincy will provide general project management during the project which  includes tracking of project engineering design budget, administrative costs,  project progress reporting, project schedule management, and project  management coordination with the City.   Task 1.2 – Review Meetings A kick‐off teleconference will be held after the Notice to Proceed and will  introduce the Project Team, establish communication channels, set the  project schedules, clarify the Scope of Work, and define the roles and responsibilities of the various Team members.    Upon completion of the existing bridge evaluation, Quincy will schedule teleconference with the City to discuss the  report findings and recommendations.  For each meeting, Quincy will distribute an approved meeting agenda, arrange  attendance of key team members, and distribute meeting minutes.   TASK 2 – SURVEY Quincy will utilize the services of McMillan Land Surveys to document the  layout of the existing bridge. The survey will provide the following:  1. Profile of all main cables including anchorage  2. Profile of all wind cables including anchorage  3. Deck elevation along length of bridge  4. Floor beam and hanger locations  5. Abutment layout  6. Channel bottom at centerline of bridge  The suspension cable will be surveyed to determine its current drape (shape) for comparison with the  previously known shape from as‐built plans. The drape of the cable is important because it allows one to  determine the precise tension load in the cable and its reserve capacity for current LRFD design live load.   Calibrating the cable drape locations in the model verified by the field measurements is essential to obtaining  accurate results.   TASK 3 – INSPECTION OF BRIDGE MEMBER/JOINTS Quincy will perform an extensive site review and will review existing records, reports, as‐builts, and bridge inspection  reports.  The site review will include an inspection of the bridge to inventory the structural elements.  The inspection  will verify the general structural configuration with the as‐built plans. The inventory will provide the basis for any  recommended for rehabilitation of the bridge.  Access to the floor framing members will require the services of a carpenter to remove and replace at least three portions  of the bridge deck to inspect the concealed floor framing.  Access to the top of the tower can be achieved with the use  Task 1 Deliverables:  Kick-off Teleconference Agenda and Meeting Minutes  Teleconference with City to discuss report findings Task 2 Deliverables:  AutoCad file of survey Item 9.e. - Page 24 RFP: Swinging Bridge Evaluation | City of Arroyo Grande| Quincy Engineering, Inc.Page 2  Scope of Work – Short‐Term Evaluation      of an extension ladder.  Quincy has assumed that the City of Arroyo Grande will provide the staff and equipment to  provide access to the deck and tower.   The bridge should be closed to the public during the inspection.  QEI will document the condition of the following members and their connections:   Railing system (including hand rails, vertical posts, diagonal kickers, and grid fence)   Decking   Stringers   Floor Beams   Diagonal bracing (ʺtrussʺ beneath decking)   Hangers   Main Cables     Wind Cables    Towers  TASK 4– BRIDGE LOAD RATING Quincy will create a non‐linear finite element model of the existing bridge to evaluate the load capacity of the existing  bridge members.  The evaluation will consider existing dead loads, pedestrian live loads and wind load.  The following members and their connections will be investigated:   Decking   Stringers   Floor Beams   Hangers   Main Cables including anchorage   Wind Cables not including anchorage   Towers  The scope of work will not include an evaluation of seismic loads, construction loads, pedestrian comfort or  aerodynamic instability.  TASK 5 – EVALUATION REPORT Quincy will prepare a technical memorandum that documents the results of the bridge inspection and analysis:   Description of bridge vulnerabilities   Recommend load restriction if appropriate   Prioritized list of recommended repairs along with  proposed repair details and specifications    Task Deliverables: Electronic PDF of evaluation report Item 9.e. - Page 25 Ar r o y o G r a n d e S w i n g B r i d g e E v a l u a t i o n P h a s e 1 TA S K S Principal in Charge Senior Engineer - PE Associate Engineer - PE Drafting Manager Admin Senior Engineer - PE Senior Engineer - PE Quincy Total Hours QEI Total Labor Dollars Quincy Fee McMillan Land Surveys Fugro West Subconsultant Subtotal Total Fee per Task MR MP J C B M M K G Y No . In i t i a l H o u r l y R a t e $ 7 8 . 0 0 $ 6 8 . 0 0 $ 5 2 . 0 0 $ 4 4 . 0 0 $ 3 3 . 0 0 $ 5 4 . 1 0 $ 6 2 . 0 0 1 Pr o j e c t M a n a g e m e n t a n d M e e t i n g s 1. 1 Pr o j e c t M a n a g e m e n t 2 2 $ 1 5 6 $ 4 6 5 $ 0 $ 4 6 5 1. 2 . 1 Ki c k o f f T e l e c o n f e r e n c e 2 2 3 7 $ 4 4 8 $ 1 , 3 3 7 $ 0 $ 1 , 3 3 7 1. 2 . 2 Re v i e w T e l e c o n f e r e n c e 2 3 5 $ 3 6 0 $ 1 , 0 7 4 $ 0 $ 1 , 0 7 4 2 Su r v e y 2. 1 Co o r d i n a t e S u r v e y R e q u i r e m e n t s 1 1 $ 6 8 $ 2 0 3 $ 0 $ 2 0 3 2. 1 Fi e l d S u r v e y $0 $ 0 $ 4 , 5 0 0 $ 4 , 5 0 0 $ 4 , 5 0 0 2. 2 Re v i e w D r a f t S u r v e y F i l e 2 2 $ 1 3 6 $ 4 0 6 $ 0 $ 4 0 6 2. 3 Cr e a t e S t r u c t u r e L a y o u t F i l e 4 4 $ 1 7 6 $ 5 2 5 $ 0 $ 5 2 5 3 Br i d g e I n s p e c t i o n 3. 1 Fi e l d I n s p e c t i o n 8 6 1 4 $ 7 4 1 $ 2 , 2 1 0 $ 0 $ 2 , 2 1 0 4 Br i d g e L o a d R a t i n g Fi n i t e E l e m e n t M o d e l I n i t i a l 4 4 0 $ 2 , 3 5 2 $ 7 , 0 1 8 $ 0 $ 7 , 0 1 8 Lo a d R a t i n g 20 2 0 $ 2 , 4 0 0 $ 7 , 1 6 1 $ 0 $ 7 , 1 6 1 6 Ev a l u a t i o n R e p o r t Pr e p a r e R e p o r t 2 1 0 1 0 4 2 1 0 $ 2 , 1 3 9 $ 6 , 3 8 2 $ 0 $ 6 , 3 8 2 QA / Q C R e p o r t 4 $ 2 4 8 $ 7 4 0 $ 0 $ 7 4 0 Su b t o t a l - H o u r s 8 4 2 8 1 8 2 1 6 4 1 6 1 0 Ot h e r D i r e c t C o s t s $00 To t a l C o s t $6 2 4 $ 2 , 8 5 6 $ 4 , 2 1 2 $ 3 5 2 $ 6 6 $ 8 6 6 $ 2 4 8 $ 9 , 2 2 4 $ 9 , 2 2 4 $ 4 , 5 0 0 $ 0 $ 4 , 5 0 0 $32,020 Item 9.e. - Page 26 Cost Proposal Date: 3/21/2016 Quincy Engineering, Inc. Direct Labor:$9,223.60 Escalation for Multi-Year Project (0.0%):$0.00 1.664 $15,348.07 A. Labor Subtotal $24,571.67 Subconsultant Costs: McMillan Land Surveys $4,500.00 Fugro West $0.00 $0.00 B. Subconsultant Subtotal $4,500.00 Other Direct Costs: Plotter/Computer hours @$10.00 $0.00 Travel 0miles @$0.575 $0.00 Pier Diem/ Hotel 0days @$150.00 $0.00 Phone/Fax $0.00 Delivery 0@ $25.00 $0.00 Flight 0flights @$250.00 $0.00 Vellum / Mylars 0sheets @$1.00 $0.00 Title Reports 0@$500.00 $0.00 11 X 17 Reproduction 0@ $0.10 $0.00 Mounting Boards for Presentations 0@$100.00 $0.00 Newsletters (Translation and printing) Mailings (6x) C. Other Direct Cost Subtotal:$0.00 Labor Subtotal A. =$24,571.67 Fee (12.0%):$2,948.60 Subconsultant Subtotal B. =$4,500.00 Fee (0.0%):$0.00 Other Direct Cost Subtotal: C. =$0.00 Fee (0.0%):$0.00 TOTAL =$32,020.27 Total not to Exceed=$33,000 Arroyo Grande Swing Bridge Evaluation Phase 1 Arroyo Grande Pedestrian Bridge Fee Proposal Phase 1 MNP1-JC1.xlsm Fee 3/21/2016 Quincy Engineering, Inc. Item 9.e. - Page 27 Ar r o y o G r a n d e S w i n g B r i d g e E v a l u a t i o n P h a s e 2 TA S K S Principal in Charge Senior Engineer - PE Associate Engineer - PE Drafting Manager Admin Senior Engineer - PE Senior Engineer - PE Quincy Total Hours QEI Total Labor Dollars Quincy Fee McMillan Land Surveys Fugro West Subconsultant Subtotal Total Fee per Task MR MP J C B M M K G Y No . In i t i a l H o u r l y R a t e $ 7 8 . 0 0 $ 6 8 . 0 0 $ 5 2 . 0 0 $ 4 4 . 0 0 $ 3 3 . 0 0 $ 5 4 . 1 0 $ 6 2 . 0 0 1 Pr o j e c t M a n a g e m e n t a n d M e e t i n g s Pr o j e c t M a n a g e m e n t 4 4 $ 3 1 2 $ 9 3 1 $ 0 $ 9 3 1 Ki c k o f f T e l e c o n f e r e n c e 2 2 3 7 $ 4 4 8 $1,337$0$1,337 Re v i e w T e l e c o n f e r e n c e 2 3 5 $ 3 6 0 $1,074$0$1,074 2 Ge o t e c h n i c a l I n v e s t i g a t i o n Co o r d i n a t e G e o t e c h n i c a l S e r v i c e s 2 2 $ 1 3 6 $406$0$406 Ge o t e c h n i c a l I n v e s t i g a t i o n $0 $0$7,000$7,000$7,000 3 Br i d g e I n s p e c t i o n In s p e c t A b u t m e n t s / W i n d C a b l e A n c h o r a g e 4 1 2 16 $ 8 9 6 $2,673$0$2,673 4 Br i d g e A n a l y s i s Ev a l u a t e W i n d C a b l e A n c h o r a g e s 4 2 6 $ 3 7 6 $1,122$0$1,122 Ev a l u a t e A b u t m e n t s 2 8 10 $ 5 5 2 $1,647$0$1,647 5 De v e l o p R e t r o f i t A l t e r n a t i v e s Ha n g e r s 8 1 2 $1 , 1 6 8 $3,485$0$3,485 To w e r s 8 1 2 $1 , 1 6 8 $3,485$0$3,485 Ab u t m e n t s 4 4 $4 8 0 $1,432$0$1,432 Ot h e r C o m p o n e n t s 10 1 0 $1 , 2 0 0 $3,580$0$3,580 6 Ev a l u a t i o n R e p o r t Pr e p a r e R e p o r t 2 1 2 1 6 1 2 2 $2 , 3 9 8 $7,155$0$7,155 QA / Q C R e p o r t 8 $4 9 6 $1,480$0$1,480 Su b t o t a l - H o u r s 10 5 9 7 9 1 2 2 0 8 1 7 0 0 Ot h e r D i r e c t C o s t s $00 To t a l C o s t $7 8 0 $ 4 , 0 1 2 $ 4 , 1 0 8 $ 5 2 8 $ 6 6 $ 0 $ 4 9 6 $ 9 , 9 9 0 $ 9 , 9 9 0 $0$7,000$7,000$36,807 Item 9.e. - Page 28 Cost Proposal Date: 3/21/2016 Quincy Engineering, Inc. Direct Labor:$9,990.00 Escalation for Multi-Year Project (0.0%):$0.00 1.664 $16,623.36 A. Labor Subtotal $26,613.36 Subconsultant Costs: McMillan Land Surveys $0.00 Fugro West $7,000.00 $0.00 B. Subconsultant Subtotal $7,000.00 Other Direct Costs: Plotter/Computer hours @$10.00 $0.00 Travel 0miles @$0.575 $0.00 Pier Diem/ Hotel 0days @$150.00 $0.00 Phone/Fax $0.00 Delivery 0@ $25.00 $0.00 Flight 0flights @$250.00 $0.00 Vellum / Mylars 0sheets @$1.00 $0.00 Title Reports 0@$500.00 $0.00 11 X 17 Reproduction 0@ $0.10 $0.00 Mounting Boards for Presentations 0@$100.00 $0.00 Newsletters (Translation and printing) Mailings (6x) C. Other Direct Cost Subtotal:$0.00 Labor Subtotal A. =$26,613.36 Fee (12.0%):$3,193.60 Subconsultant Subtotal B. =$7,000.00 Fee (0.0%):$0.00 Other Direct Cost Subtotal: C. =$0.00 Fee (0.0%):$0.00 TOTAL =$36,806.96 Total not to Exceed=$37,000 Arroyo Grande Swing Bridge Evaluation Phase 2 Arroyo Grande Pedestrian Bridge Fee Proposal Phase 2__MP2_JC1_(low).xlsm Fee 3/21/2016 Quincy Engineering, Inc. Item 9.e. - Page 29 Ar r o y o G r a n d e S w i n g B r i d g e E v a l u a t i o n P h a s e 2 ( h i g h r a n g e b a l l p a r k c o s t ) TA S K S Principal in Charge Senior Engineer - PE Associate Engineer - PE Drafting Manager Admin Senior Engineer - PE Senior Engineer - PE Quincy Total Hours QEI Total Labor Dollars Quincy Fee McMillan Land Surveys Fugro West Subconsultant Subtotal Total Fee per Task MR MP J C B M M K G Y No . In i t i a l H o u r l y R a t e $ 7 8 . 0 0 $ 6 8 . 0 0 $ 5 2 . 0 0 $ 4 4 . 0 0 $ 3 3 . 0 0 $ 5 4 . 1 0 $ 6 2 . 0 0 1 Pr o j e c t M a n a g e m e n t a n d M e e t i n g s Pr o j e c t M a n a g e m e n t 4 4 $ 3 1 2 $ 9 3 1 $ 0 $ 9 3 1 Ki c k o f f T e l e c o n f e r e n c e 2 2 3 7 $ 4 4 8 $1,337$0$1,337 Re v i e w T e l e c o n f e r e n c e 2 3 5 $ 3 6 0 $1,074$0$1,074 2 Ge o t e c h n i c a l I n v e s t i g a t i o n Co o r d i n a t e G e o t e c h n i c a l S e r v i c e s 2 2 $ 1 3 6 $406$0$406 Ge o t e c h n i c a l I n v e s t i g a t i o n $0 $0$7,000$7,000$7,000 3 Br i d g e I n s p e c t i o n In s p e c t A b u t m e n t s / W i n d C a b l e A n c h o r a g e 12 1 2 24 $ 1 , 4 4 0 $4,296$0$4,296 4 Br i d g e A n a l y s i s Ev a l u a t e W i n d C a b l e A n c h o r a g e s 4 2 6 $ 3 7 6 $1,122$0$1,122 Ev a l u a t e A b u t m e n t s 2 8 10 $ 5 5 2 $1,647$0$1,647 5 De v e l o p R e t r o f i t A l t e r n a t i v e s Ha n g e r s 8 1 2 4 $1 , 3 4 4 $4,010$0$4,010 To w e r s 16 2 0 4 $2 , 3 0 4 $6,874$0$6,874 Ab u t m e n t s 8 8 4 $1 , 1 3 6 $3,389$0$3,389 Ot h e r C o m p o n e n t s 15 1 5 4 $1 , 9 7 6 $5,896$0$5,896 6 Ev a l u a t i o n R e p o r t Pr e p a r e R e p o r t 2 1 2 1 6 1 2 2 $2 , 3 9 8 $7,155$0$7,155 QA / Q C R e p o r t 8 $4 9 6 $1,480$0$1,480 Su b t o t a l - H o u r s 10 8 4 9 6 2 8 2 0 8 2 2 8 0 Ot h e r D i r e c t C o s t s $00 To t a l C o s t $7 8 0 $ 5 , 7 1 2 $ 4 , 9 9 2 $ 1 , 2 3 2 $ 6 6 $ 0 $ 4 9 6 $ 1 3 , 2 7 8 $ 1 3 , 2 7 8 $0$7,000$7,000$46,617 Item 9.e. - Page 30 Cost Proposal Date: 3/21/2016 Quincy Engineering, Inc. Direct Labor:$13,278.00 Escalation for Multi-Year Project (0.0%):$0.00 1.664 $22,094.59 A. Labor Subtotal $35,372.59 Subconsultant Costs: McMillan Land Surveys $0.00 Fugro West $7,000.00 $0.00 B. Subconsultant Subtotal $7,000.00 Other Direct Costs: Plotter/Computer hours @$10.00 $0.00 Travel 0miles @$0.575 $0.00 Pier Diem/ Hotel 0days @$150.00 $0.00 Phone/Fax $0.00 Delivery 0@ $25.00 $0.00 Flight 0flights @$250.00 $0.00 Vellum / Mylars 0sheets @$1.00 $0.00 Title Reports 0@$500.00 $0.00 11 X 17 Reproduction 0@ $0.10 $0.00 Mounting Boards for Presentations 0@$100.00 $0.00 Newsletters (Translation and printing) Mailings (6x) C. Other Direct Cost Subtotal:$0.00 Labor Subtotal A. =$35,372.59 Fee (12.0%):$4,244.71 Subconsultant Subtotal B. =$7,000.00 Fee (0.0%):$0.00 Other Direct Cost Subtotal: C. =$0.00 Fee (0.0%):$0.00 TOTAL =$46,617.30 Total not to Exceed=$47,000 Arroyo Grande Swing Bridge Evaluation Phase 2 (high range ballpark cost) Arroyo Grande Pedestrian Bridge Fee Proposal Phase 2__MP2_JC1_(high).xlsm Fee 3/21/2016 Quincy Engineering, Inc. Item 9.e. - Page 31 EXHIBIT C – INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self-insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Item 9.e. - Page 32 Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent. Item 9.e. - Page 33 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. The insurer will provide 30 days notice to City of any cancellation of coverage. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self- insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. Item 9.e. - Page 34 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. Item 9.e. - Page 35 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Item 9.e. - Page 36