CC 2019-10-08_08h Contract_Traffic Way Bridge Replacement ProjectMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BILL ROBESON, PUBLIC WORKS DIRECTOR
BY: ROBIN DICKERSON, CITY ENGINEER
SUBJECT: CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES
WITH QUINCY ENGINEERING, INC. TO INCLUDE ENGINEERING
DESIGN AND ENVIRONMENTAL SERVICES FOR THE TRAFFIC WAY
BRIDGE REPLACEMENT PROJECT
DATE: OCTOBER 8, 2019
SUMMARY OF ACTION:
Approving the Contract for Consultant Services with Quincy Engineering, Inc will allow
the engineering design and environmental work to begin on the Traffic Way Bridge
Replacement Project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Capital Improvement Program budget includes $1,174,800 for the design
(preliminary engineering) phase of the Traffic Way Bridge Replacement project, which
consists of $1,040,050 of federal Highway Bridge Program (HBP) funds (88.53%) and
$134,750 of Local Sales Tax funds for the required local match (11.47%). Based on
updated costs, the total amount programmed for preliminary engineering for the project
has been amended to $1,239,289 consisting of $1,097,143 of HBP funds (88.53%) and
$142,146 for the local match (11.47%). Therefore, an additional $7,396 of local match
funds are needed to fully fund the preliminary engineering phase of the project. Staff
recommends the $7,396 be reallocated from the $27,805 local sales tax available in prior
years for the Traffic Way Bridge Scour Project. Caltrans has replaced the scour project
with the bridge replacement project so the funds are no longer needed for the scour
project.
RECOMMENDATION:
It is recommended the City Council approve and authorize the Mayor to execute a
Contract for Consultant Services with Quincy Engineering, Inc. in the amount of
$1,237,398 for engineering design and environmental services on the Traffic Way Bridge
Replacement Project.
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. TO INCLUDE ENGINEERING DESIGN AND ENVIRONMENTAL
SERVICES FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
OCTOBER 8, 2019
PAGE 2
BACKGROUND:
The Traffic Way Bridge spans Arroyo Grande Creek allowing Traffic Way to connect to
West Branch Street. Traffic Way is an arterial roadway that conveys approximately
11,000 vehicles per day.
Vicinity Map
The Traffic Way Bridge was constructed in 1932 making the bridge 86 years old. In
general, the design life of a bridge is 100 years. The Traffic Way Bridge is a reinforced
concrete structure which is supported by abutments on each end of the bridge as well as
concrete piles.
Caltrans completes bridge inspections for the Traffic Way Bridge once every two years.
In 2006, the bridge was designated “scour critical” meaning that the supporting members
of the bridge are compromised due to erosion of surrounding soil. The last inspection of
the Traffic Way Bridge was completed in 2016. This inspection found signs of deck
cracking, failed expansion joints, spalling concrete, concrete abrasion, and creek channel
erosion. In March 2018, it was determined that not only is scour an issue, but that the
foundation is vulnerable in bearing capacity.
Bridge inspection reports provide information on bridge maintenance needs and an
overall condition rating of the bridge, known as the “sufficiency rating”. Sufficiency rates
range from 0 to 100. A sufficiency rating of 100 is the best rating a bridge may receive
and 0 is the worst. In addition to sufficiency ratings, if a bridge scores low in the following
inspection categories, it is given a special status of “Structurally Deficient”:
1. Bridge deck condition
2. Bridge superstructures or substructures
3. Bridge retaining walls
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. TO INCLUDE ENGINEERING DESIGN AND ENVIRONMENTAL
SERVICES FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
OCTOBER 8, 2019
PAGE 3
4. Bridge overall structural condition
5. Bridge waterway adequacy
If the bridge scores low in the following inspection categories, it is given a special status
of “Functional Obsolete”:
1. Bridge deck geometry
2. Bridge under-clearance
3. Roadway approach angles into the bridge
4. Bridge overall structural condition
5. Bridge waterway adequacy
While there is some overlap between the special status indicators of overall structural
condition and waterway adequacy, in general the Structurally Deficient indicator means
corrective action needs to be taken to remedy the bridge’s ability to carry loads.
Functionally Obsolete means, while the bridge may have served its purpose when
constructed, it needs to be modified to increase the usability of the bridge.
The Traffic Way Bridge has a current Sufficiency Rating of 50.9 with a special status
indicator of Functionally Obsolete. The last bridge inspection ratings make this structure
eligible for Highway Bridge Program replacement funds.
On July 24, 2018, the City Council approved an updated Master Service Agreement and
Program Supplement Agreement for the replacement of the Traffic Way Bridge in order
for the City to expend Federal or State funds through the State Transportation
Improvement Program (STIP).
ANALYSIS OF ISSUES:
The largest factor making the Traffic Way Bridge eligible for rehabilitation and
replacement funds through the Highway Bridge Program is channel scour. Channel scour
is the process of flowing water eroding the creek bed away from the bridge. If this erosion
occurs adjacent to a bridge’s supports, the bridge is then classified as scour critical. It is
estimated that the Arroyo Grande creek’s channel has been lowered by approximately 12
feet in the last 86 years, which has in-turn reduced the supporting piles' ability to hold up
the Traffic Way Bridge.
Staff and Caltrans have conferred on solutions to deal with the scour issue and agree that
moving forward with the bridge replacement work is the most cost effective solution in this
situation. At present time, we have the opportunity to replace the bridge and install a new
bridge that will not be as susceptible to creek erosion or scour that will last 100 years or
more.
On July 24, 2018, the Council directed staff to prepare and distribute requests for
qualifications for consultant services to provide engineering bridge design and
environmental services. On December 12, 2018, requests for qualification packages,
prepared by City and Caltrans staff, were distributed to over forty (40) consultants. On
Item 8.h. - Page 3
CITY COUNCIL
CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. TO INCLUDE ENGINEERING DESIGN AND ENVIRONMENTAL
SERVICES FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
OCTOBER 8, 2019
PAGE 4
January 24, 2019, the City received statements of qualifications from three consultant
teams.
In February 2019, a Consultant Selection Committee, consisting of three City staff
members, one Caltrans staff member and the County Public Works Director,
independently ranked the statement of qualifications based on pre-selected criteria. The
criteria is as follows:
Criteria Possible Points
Understanding of work 25%
Experience with similar kinds of work 20%
Quality of staff for work to be completed 15%
Capability of developing innovative and advanced techniques 10%
Familiarity with State and Federal Procedures 10%
Financial Responsibility 10%
Demonstrated technical ability 10%
The Consultant Selection Committee members rated the firms as follows:
Firm Rating
Quincy Engineering, Inc. 94.5
Drake Haglan and Associates 92
Michael Baker International 83.5
Because of the nature of this project, the technical expertise required and the separation
of the top two firms by 2.5 points, it was decided to hold interviews for the top two firms.
Interviews were held on February 28, 2019. After discussions with the consultant
selection committee, staff decided to move forward with negotiating a contract with
Quincy Engineering Inc. due to their knowledge of the area because they are working on
the Bridge Street Bridge, knowledge and familiarity with the Highway Bridge Program,
and familiarity with the new standards that Caltrans will be implementing in the near
future.
From March through September, 2019, City, Caltrans and Quincy Engineering, Inc. staff
have worked together to refine the scope of services and associated cost proposal. The
Contract for Consultant Services outlines the scope of work and activity pricing that has
been negotiated with Quincy Engineering, Inc. which totals $1,237,289.
All payments to Quincy Engineering Inc. shall be verified on a monthly progress basis
and the pricing shall be based on pre-established terms and hourly rates.
Item 8.h. - Page 4
CITY COUNCIL
CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. TO INCLUDE ENGINEERING DESIGN AND ENVIRONMENTAL
SERVICES FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
OCTOBER 8, 2019
PAGE 5
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve the Contract for Consultant Services with Quincy Engineering, Inc.; or
2. Do not approve staff’s recommendations; or
3. Provide direction to staff.
ADVANTAGES:
Approving the contract at this time will allow the City to utilize the HBP funds for 88.53%
of the Traffic Way Bridge Replacement cost. Replacement of the Traffic Way Bridge will
allow for a bridge structure that is near the end of its design life to be replaced with a more
suitable structure that is not prone to creek channel scour. Procuring a consultant team
that specializes in this type of bridge work will ensure the project progresses through the
development process smoothly and thoroughly. If the bridge is not replaced in a timely
manner and continues to deteriorate the bridge may have to be closed down, which will
significantly impact circulation in the City of Arroyo Grande and response times of the fire
department.
DISADVANTAGES:
The Traffic Way Bridge Replacement project will require staff time and City funds.
However, if Preliminary Engineering work is not completed in a timely manner, it is
possible that the grant funding could be deobligated by Caltrans. Not using Highway
Bridge Program funding will significantly impact the City's financial circumstances.
ENVIRONMENTAL REVIEW:
The Preliminary Engineering work being requested in this staff report includes
environmental studies and National Environmental Policy Act (NEPA) approval with
Caltrans as the lead agency. The City will be the lead agency for California Environmental
Quality Act (CEQA) approval and an environment determination will be presented to
Council at the time of the selection of the preferred alternative. Currently, it is anticipated
that an Environmental Assessment and a Mitigated Negative Declaration will be required
for CEQA.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2. At the time of report publication, no comments have
been received.
Item 8.h. - Page 5
Page 1
CITY OF ARROYO GRANDE
CONTRACT FOR CONSULTANT SERVICES
This CONTRACT FOR CONSULTANT SERVICES (“Contract”), is made and
effective as of October 8, 2019, 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 Contract shall go into effect on October 8, 2019 contingent upon approval by
City, and Consultant shall commence work after notification to proceed by City’s Contract
Administrator. The contract shall end on October 8, 2022, unless extended by contract
amendment. Consultant is advised that any recommendation for contract award is not
binding on City until the contract is fully executed and approved by City.
2.CHANGE IN TERMS
(a) This contract may be amended or modified only by mutual written Contract
of the parties.
(b) The Consultant shall only commence work covered by an amendment after
the amendment is executed and notification to proceed has been provided by the City’s
Contract Administrator.
(c) There shall be no change in the Consultant’s designated Project Manager
or members of the project team, as listed in the Consultant’s Proposal, without prior
written approval by the City’s Contract Administrator.
3.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,” which exhibits are attached hereto and incorporated herein by this
reference.
4.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 perform, at a
minimum, using 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 Contract.
Item 8.h. - Page 6
Page 2
5. CONTRACT ADMINISTRATION
The Director of Community Development shall be the Contract Administrator and
shall represent City in all matters pertaining to the administration of this Contract. John S.
Quincy, President shall represent Consultant in all matters pertaining to the administration
of this Contract
6. PAYMENT
(a) The method of payment for this contract will be based on lump sum. The
total lump sum price paid to Consultant will include compensation for all work and
deliverables, including travel and equipment described in Section 34 of this contract. No
additional compensation will be paid to Consultant, unless there is a change in the scope
of the work or the scope of the project. In the instance of a change in the scope of work
or scope of the project, adjustment to the total lump sum compensation will be negotiated
between Consultant and City. Adjustment in the total lump sum compensation will not be
effective until authorized by contract amendment and approved by City.
(b) Progress payments may be made monthly in arrears based on the
percentage of work completed by Consultant. If Consultant fails to submit the required
deliverable items according to the schedule set forth in the Statement of Work, City shall
have the right to delay payment or terminate this Contract in accordance with the
provisions of Section 11 and 12.
(c) Consultant shall not commence performance of work or services until this
contract has been approved by City and notification to proceed has been issued by City’s
Contract Administrator. No payment will be made prior to approval of any work, or for any
work performed prior to approval of this contract.
(d) Consultant will be reimbursed, as promptly as fiscal procedures will permit,
upon receipt by City’s Contract Administrator of itemized invoices in triplicate. Invoices
shall be submitted no later than 45 calendar days after the performance of work for which
the Consultant is billing. Invoices shall detail the work performed on each milestone, on
each project as applicable. Invoices shall follow the format stipulated for the Cost
Proposal and shall reference this contract number and project title. Final invoice must
contain the final cost and all credits due City that include any equipment purchased under
the provisions of Section 34 of this contract. The final invoice should be submitted within
60-calendar days after completion of Consultant’s work. Invoices shall be mailed to City’s
Contract Administrator at the following address:
City of Arroyo Grande
Attn: Teresa McClish, Director of Community Development
300 East Branch Street
Arroyo Grande, CA 93420
(e) The total amount payable by City shall not exceed $ 1,237,398.
Item 8.h. - Page 7
Page 3
(f) All subcontracts in excess of $25,000 shall contain the above provisions of
the prime contract.
(g) The Consultant must correct any errors or omissions to its work identified
by the City at no additional cost to the City
7. COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS
(a) Consultant agrees that the Contract Cost Principles and Procedures, 48
CFR, Federal Acquisition Regulations System, Chapter 1, Part 31.000 et seq., shall be
used to determine the cost allowability of individual items.
(b) Consultant also agrees to comply with federal procedures in accordance
with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards.
(c) Any costs for which payment has been made to the Consultant that are
determined by subsequent audit to be unallowable under 49 CFR, Part 18 and 48 CFR,
Federal Acquisition Regulations System, Chapter 1, Part 31.000 et seq., are subject to
repayment by Consultant to City.
(d) All subcontracts in excess of $25,000 shall contain the above provisions
8. STATE PREVAILING WAGE RATES
(a) CONSULTANT shall comply with the State of California’s General
Prevailing Wage Rate requirements in accordance with California Labor Code, Section
1770, and all Federal, State, and local laws and ordinances applicable to the work.
(b) Any subcontract entered into as a result of this contract, if for more than
$25,000 for public works construction or more than $15,000 for the alteration, demolition,
repair, or maintenance of public works, shall contain all of the provisions of this Article,
unless the awarding agency has an approved labor compliance program by the Director
of Industrial Relations.
(c) When prevailing wages apply to the services described in the scope of work,
transportation and subsistence costs shall be reimbursed at the minimum rates set by the
Department of Industrial Relations (DIR) as outlined in the applicable Prevailing Wage
Determination. See https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm
9. FUNDING REQUIREMENTS
(a) It is mutually understood between the parties that this contract may have
been written before ascertaining the availability of funds or appropriation of funds, for the
mutual benefit of both parties, in order to avoid program and fiscal delays that would occur
if the contract were executed after that determination was made.
Item 8.h. - Page 8
Page 4
(b) This contract is valid and enforceable only, if sufficient funds are made
available to the City for the purpose of this contract. In addition, this contract is subject to
any additional restrictions, limitations, conditions, or any statute enacted by the Congress,
State Legislature, or the City Council that may affect the provisions, terms, or funding of
this contract in any manner.
(c) It is mutually agreed that if sufficient funds are not appropriated, this
contract may be amended to reflect any reduction in funds.
(d) The City has the option to void the contract under the 30-day termination
clause pursuant to Section 11, or by mutual agreement to amend the contract to reflect
any reduction of funds.
10. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City reserves the right to terminate this contract upon thirty (30)
calendar days written notice to the Consultant with the reasons for termination stated in
the notice.
(b) The City may terminate this contract with the Consultant should the
Consultant fail to perform the covenants herein contained at the time and in the manner
herein provided. In the event of such termination, the City may proceed with the work in
any manner deemed proper by the City. If the City terminates this contract with the
Consultant, the City shall pay the Consultant the sum due to the Consultant under this
contract prior to termination, unless the cost of completion to the City exceeds the funds
remaining in the contract. In which case the overage shall be deducted from any sum due
the Consultant under this contract and the balance, if any, shall be paid to the Consultant
upon demand.
(c) The maximum amount for which the City shall be liable if this contract is
terminated is one dollars.
11. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Contract 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;
(c) Assignment of this Agreement by Consultant without the consent of City; or
(d) End of the Contract Initial Term specified in Section 1, unless otherwise
extended.
12. DEFAULT OF CONSULTANT
(a) Consultant’s failure to comply with the provisions of this Contract shall
constitute a default. In the event that Consultant is in default for cause under the terms of
this Contract, City shall have no obligation or duty to continue compensating Consultant
Item 8.h. - Page 9
Page 5
for any work performed after the date of default and can terminate this Contract
immediately by written notice to Consultant. If such failure by Consultant to make
progress in the performance of work hereunder arises out of causes beyond Consultant’s
control, and without fault or negligence of Consultant, it shall not be considered a default.
(b) If the City Manager or his/her delegate determines that Consultant is in
default in the performance of any of the terms or conditions of this Contract, he/she shall
cause to be served upon Consultant a written notice of the default. Consultant shall have
ten (10) days after service of said notice in which to cure the default by rendering a
satisfactory performance. In the event that Consultant fails to cure its default within such
period of time, the City shall have the right, notwithstanding any other provision of this
Contract to terminate this Contract without further notice and without prejudice to any
other remedy to which it may be entitled at law, in equity or under this Contract.
13. 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 Contract;
(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 Contract, any materials used in Consultant’s performance under this
Contract, or the conduct of the services under this Contract;
(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 Administrator 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 Contract.
(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.
14. OWNERSHIP OF DOCUMENTS
Upon completion of, or in the event of termination or suspension of this Contract,
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 Contract shall become the sole property of the City and may be used,
reused, or otherwise disposed of by the City without the permission of Consultant. With
respect to computer files, Consultant shall make available to the City, at Consultant’s
office and upon reasonable written request by the City, the necessary computer software
Item 8.h. - Page 10
Page 6
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.
15. RETENTION OF RECORDS/AUDIT
For the purpose of determining compliance with Public Contract Code 10115, et
seq. and Title 21, California Code of Regulations, Chapter 21, Section 2500 et seq., when
applicable and other matters connected with the performance of the contract pursuant to
Government Code 8546.7; Consultant, subconsultants, and City shall maintain and make
available for inspection all books, documents, papers, accounting records, and other
evidence pertaining to the performance of the contract, including, but not limited to, the
costs of administering the contract. All parties shall make such materials available at their
respective offices at all reasonable times during the contract period and for three years
from the date of final payment under the contract. The state, State Auditor, City, FHWA,
or any duly authorized representative of the Federal Government shall have access to
any books, records, and documents of Consultant and its certified public accountants’
(CPA) work papers that are pertinent to the contract and indirect cost rates (ICR) for audit,
examinations, excerpts, and transactions, and copies thereof shall be furnished if
requested. Subcontracts in excess of $25,000 shall contain this provision.
16. AUDIT REVIEW PROCEDURES
(a) Any dispute concerning a question of fact arising under an interim or post
audit of this contract that is not disposed of by Contract, shall be reviewed by City’s Chief
Financial Officer.
(b) Not later than 30 days after issuance of the final audit report, Consultant
may request a review by City’s Chief Financial Officer of unresolved audit issues. The
request for review will be submitted in writing.
(c) Neither the pendency of a dispute nor its consideration by City will excuse
Consultant from full and timely performance, in accordance with the terms of this contract.
(d) Consultant and subconsultant contracts, including cost proposals and ICR,
are subject to audits or reviews such as, but not limited to, a contract audit, an incurred
cost audit, an ICR Audit, or a CPA ICR audit work paper review. If selected for audit or
review, the contract, cost proposal and ICR and related work papers, if applicable, will be
reviewed to verify compliance with 48 CFR, Part 31 and other related laws and
regulations. In the instances of a CPA ICR audit work paper review it is Consultant’s
responsibility to ensure federal, state, or local government officials are allowed full access
to the CPA’s work papers including making copies as necessary. The contract, cost
proposal, and ICR shall be adjusted by Consultant and approved by the City’s contract
manager to conform to the audit or review recommendations. Consultant agrees that
individual terms of costs identified in the audit report shall be incorporated into the contract
by this reference if directed by the City at its sole discretion. Refusal by Consultant to
incorporate audit or review recommendations, or to ensure that the federal, state or local
governments have access to CPA work papers, will be considered a breach of contract
Item 8.h. - Page 11
Page 7
terms and cause for termination of the contract and disallowance of prior reimbursed
costs.
17.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 Contract.
(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 attorney’s
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 Contract 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 Contracts with provisions identical to those set forth herein 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 Contract. In the event Consultant fails to obtain such indemnity
obligations from others as required herein, 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 Contract 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 Contract, 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.
Item 8.h. - Page 12
Page 8
18.INSURANCE
Consultant shall maintain, prior to the beginning of and for the duration of this
Contract, insurance coverage as specified in the Request for Proposals. Contract Exhibit
“C” – INSURANCE REQUIREMENTS is attached hereto and incorporated herein as
though set forth in full.
19.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 Contract 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 Contract. 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 Contract. Except for the fees paid to Consultant as provided in the
Contract, 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.
20.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 Contract, 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 Contract or any work to be conducted as a result of this Contract.
Violation of this Section shall be a material breach of this Contract entitling the City to any
and all remedies at law or in equity.
21.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 Contract.
Item 8.h. - Page 13
Page 9
22.SAFETY
(a) Consultant shall comply with OSHA regulations applicable to Consultant
regarding necessary safety equipment or procedures. Consultant shall comply with safety
instructions issued by the City’s Safety Officer and other City representatives. Consultant
personnel shall wear hard hats and safety vests at all times while working on the
construction project site.
(b) Pursuant to the authority contained in Section 591 of the Vehicle Code, the
City has determined that such areas are within the limits of the project and are open to
public traffic. Consultant shall comply with all of the requirements set forth in Divisions 11,
12, 13, 14, and 15 of the Vehicle Code. Consultant shall take all reasonably necessary
precautions for safe operation of its vehicles and the protection of the traveling public
from injury and damage from such vehicles.
(c) Any subcontract entered into as a result of this contract, shall contain all of
the provisions of this Section.
23.RELEASE OF INFORMATION
(a) All information gained by Consultant in performance of this Contract 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 Manager 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 Contract 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 Contract 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.
24.CONFLICT OF INTEREST
(a) Consultant shall disclose any financial, business, or other relationship with
City that may have an impact upon the outcome of this contract, or any ensuing City
construction project. Consultant shall also list current clients who may have a financial
Item 8.h. - Page 14
Page 10
interest in the outcome of this contract, or any ensuing City construction project, which
will follow.
(b) Consultant hereby certifies that it does not now have, nor shall it acquire
any financial or business interest that would conflict with the performance of services
under this contract.
(c) Any subcontract in excess of $25,000 entered into as a result of this
contract, shall contain all of the provisions of this Section.
(d) The Consultant hereby certifies that neither Consultant, nor any firm
affiliated with Consultant will bid on any construction contract, or on any contract to
provide construction inspection for any construction project resulting from this contract.
An affiliated firm is one, which is subject to the control of the same persons through joint-
ownership, or otherwise.
(e) Except for subconsultants whose services are limited to providing surveying
or materials testing information, no subconsultant who has provided design services in
connection with this contract shall be eligible to bid on any construction contract, or on
any contract to provide construction inspection for any construction project resulting from
this contract.
25. REBATES, KICKBACKS OR OTHER UNLAWFUL CONSIDERATION
Consultant warrants that this contract was not obtained or secured through rebates
kickbacks or other unlawful consideration, either promised or paid to any City employee.
For breach or violation of this warranty, the City shall have the right in its discretion; to
terminate the contract without liability; to pay only for the value of the work actually
performed; or to deduct from the contract price; or otherwise recover the full amount of
such rebate, kickback or other unlawful consideration.
26. PROHIBITION OF EXPENDING LOCAL AGENCY STATE OR FEDERAL
FUNDS FOR LOBBYING
(a) Consultant certifies to the best of his or her knowledge and belief that:
1. No state, federal or local agency appropriated funds have been paid,
or will be paid by-or-on behalf of Consultant to any person for
influencing or attempting to influence an officer or employee of any
state or federal agency; a Member of the State Legislature or United
States Congress; an officer or employee of the Legislature or
Congress; or any employee of a Member of the Legislature or
Congress, in connection with the awarding of any state or federal
contract; the making of any state or federal grant; the making of any
state or federal loan; the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or
modification of any state or federal contract, grant, loan, or
cooperative agreement.
Item 8.h. - Page 15
Page 11
2. If any funds other than federal appropriated funds have been paid,
or will be paid to any person for influencing or attempting to influence
an officer or employee of any federal agency; a Member of Congress;
an officer or employee of Congress, or an employee of a Member of
Congress; in connection with this federal contract, grant, loan, or
cooperative agreement; Consultant shall complete and submit
Standard Form-LLL, “Disclosure Form to Report Lobbying,” in
accordance with its instructions.
(b) This certification is a material representation of fact upon which reliance
was placed when this transaction was made or entered into. Submission of this
certification is a prerequisite for making or entering into this transaction imposed by
Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification
shall be subject to a civil penalty of not less than $10,000 and not more than $100,000
for each such failure.
(c) Consultant also agrees by signing this document that he or she shall require
that the language of this certification be included in all lower-tier subcontracts, which
exceed $100,000 and that all such sub recipients shall certify and disclose accordingly.
27. CONTINGENT FEE
Consultant warrants, by execution of this contract that no person or selling agency
has been employed, or retained, to solicit or secure this contract upon an agreement or
understanding, for a commission, percentage, brokerage, or contingent fee, excepting
bona fide employees, or bona fide established commercial or selling agencies maintained
by Consultant for the purpose of securing business. For breach or violation of this
warranty, the City has the right to annul this contract without liability; pay only for the value
of the work actually performed, or in its discretion to deduct from the contract price or
consideration, or otherwise recover the full amount of such commission, percentage,
brokerage, or contingent fee.
28. NOTICES
Any notice which either party may desire to give to the other party under this
Contract 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
Teresa McClish, Director of Community Development
300 East Branch Street
Arroyo Grande, CA 93420
Item 8.h. - Page 16
Page 12
To Consultant: Quincy Engineering, Inc
John S. Quincy, President
11017 Cobblerock Drive, Suite 100
Rancho Cordova, CA 95670
29. ASSIGNMENT
The Consultant shall not assign the performance of this Contract, nor any part
thereof, without the prior written consent of the City.
30. SUBCONTRACTING
(a) Nothing contained in this contract or otherwise, shall create any contractual
relation between City and any subconsultant(s), and no subcontract shall relieve
Consultant of its responsibilities and obligations hereunder. Consultant agrees to be as
fully responsible to City for the acts and omissions of its subconsultant(s) and of persons
either directly or indirectly employed by any of them as it is for the acts and omissions of
persons directly employed by the Consultant. Consultant’s obligation to pay its
subconsultant(s) is an independent obligation from the City’s obligation to make payments
to the Consultant.
(b) Consultant shall perform the work contemplated with resources available
within its own organization and no portion of the work pertinent to this contract shall be
subcontracted without written authorization by the City’s Contract Administrator, except
that, which is expressly identified in the approved Cost Proposal.
(c) Consultant shall pay its subconsultants within ten (10) calendar days from
receipt of each payment made to Consultant by City.
(d) All subcontracts entered into as a result of this contract shall contain all the
provisions stipulated in this contract to be applicable to subconsultants. All subcontracts
entered into as a result of this contract shall contain all the provisions stipulated in this
contract to be applicable to subconsultants.
(e) Any substitution of subconsultant(s) must be approved in writing by City’s
Contract Administrator prior to the start of work by the subconsultant(s).
31. CLAIMS FILED BY CITY’S CONSTRUCTION CONTRACTOR
(a) If claims are filed by City’s construction contractor relating to work
performed by Consultant’s personnel, and additional information or assistance from
Consultant’s personnel is required in order to evaluate or defend against such claims;
Consultant agrees to make its personnel available for consultation with the City’s
construction contract administration and legal staff and for testimony, if necessary, at
depositions and at trial or arbitration proceedings.
(b) Consultant’s personnel that the City considers essential to assist in
defending against construction contractor claims will be made available on reasonable
Item 8.h. - Page 17
Page 13
notice from the City. Consultation or testimony will be reimbursed at the same rates,
including travel costs that are being paid for Consultant’s personnel services under this
contract.
(c) Services of Consultant’s personnel in connection with the City’s
construction contractor claims will be performed pursuant to a written contract
amendment, if necessary, extending the termination date of this contract in order to
resolve the construction claims.
(d) Any subcontract in excess of $25,000 entered into as a result of this
contract, shall contain all of the provisions of this Section.
32. NATIONAL LABOR RELATIONS BOARD CERTIFICATION
In accordance with Public Contract Code Section 10296, Consultant hereby states
under penalty of perjury that no more than one final unappealable finding of contempt of
court by a federal court has been issued against Consultant within the immediately
preceding two-year period, because of Consultant’s failure to comply with an order of a
federal court that orders Consultant to comply with an order of the National Labor
Relations Board.
33. RETENTION OF FUNDS
(a) Any subcontract entered into as a result of this Contract shall contain all of
the provisions of this section.
(b) No retainage will be withheld by the City from progress payments due the
prime consultant. Retainage by the prime consultant or subconsultants is prohibited, and
no retainage will be held by the prime consultant from progress due subconsultants. Any
violation of this provision shall subject the violating prime consultant or subconsultants to
the penalties, sanctions, and other remedies specified in Section 7108.5 of the California
Business and Professions Code. This requirement shall not be construed to limit or impair
any contractual, administrative, or judicial remedies, otherwise available to the prime
consultant or subconsultant in the event of a dispute involving late payment or
nonpayment by the prime consultant or deficient subconsultant performance, or
noncompliance by a subconsultant. This provision applies to both DBE and non-DBE
prime consultants and subconsultants.
34. EQUIPMENT PURCHASE
(a) Prior authorization in writing, by City’s Contract Administrator shall be
required before Consultant enters into any unbudgeted purchase order, or subcontract
exceeding $5,000 for supplies, equipment, or Consultant services. Consultant shall
provide an evaluation of the necessity or desirability of incurring such costs.
(b) For purchase of any item, service or consulting work not covered in
Consultant’s Cost Proposal and exceeding $5,000 prior authorization by the City’s
Item 8.h. - Page 18
Page 14
Contract Administrator; three competitive quotations must be submitted with the request,
or the absence of bidding must be adequately justified.
(c) Any equipment purchased as a result of this contract is subject to the
following: “Consultant shall maintain an inventory of all nonexpendable property.
Nonexpendable property is defined as having a useful life of at least two years and an
acquisition cost of $5,000 or more. If the purchased equipment needs replacement and
is sold or traded in, the City shall receive a proper refund or credit at the conclusion of the
contract, or if the contract is terminated, the Consultant may either keep the equipment
and credit City in an amount equal to its fair market value, or sell such equipment at the
best price obtainable at a public or private sale, in accordance with established City
procedures; and credit the City in an amount equal to the sales price. If Consultant elects
to keep the equipment, fair market value shall be determined at Consultant’s expense, on
the basis of a competent independent appraisal of such equipment. Appraisals shall be
obtained from an appraiser mutually agreeable to by City and Consultant, if it is
determined to sell the equipment, the terms and conditions of such sale must be approved
in advance by the City.” 2 CFR, Part 200 requires a credit to Federal funds when
participating equipment with a fair market value greater than $5,000 is credited to the
project.
(d) All subcontracts in excess $25,000 shall contain the above provisions.
35. STATEMENT OF COMPLIANCE
(a) Consultant’s signature affixed herein, and dated, shall constitute a
certification under penalty of perjury under the laws of the State of California that
Consultant has, unless exempt, complied with, the nondiscrimination program
requirements of Government Code Section 12990 and Title 2, California Administrative
Code, Section 8103.
(b) During the performance of this Contract, Consultant and its subconsultants
shall not unlawfully discriminate, harass, or allow harassment against any employee or
applicant for employment because of sex, race, color, ancestry, religious creed, national
origin, physical disability (including HIV and AIDS), mental disability, medical condition
(e.g., cancer), age (over 40), marital status, and denial of family care leave. Consultant
and subconsultants shall insure that the evaluation and treatment of their employees and
applicants for employment are free from such discrimination and harassment. Consultant
and subconsultants shall comply with the provisions of the Fair Employment and Housing
Act (Gov. Code §12990 (a-f) et seq.) and the applicable regulations promulgated there
under (California Code of Regulations, Title 2, Section 7285 et seq.). The applicable
regulations of the Fair Employment and Housing Commission implementing Government
Code Section 12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California
Code of Regulations, are incorporated into this Contract by reference and made a part
hereof as if set forth in full. Consultant and its subconsultants shall give written notice of
their obligations under this clause to labor organizations with which they have a collective
bargaining or other Agreement.
Item 8.h. - Page 19
Page 15
(c) The Consultant shall comply with regulations relative to Title VI
(nondiscrimination in federally-assisted programs of the Department of Transportation –
Title 49 Code of Federal Regulations, Part 21 - Effectuation of Title VI of the 1964 Civil
Rights Act). Title VI provides that the recipients of federal assistance will implement and
maintain a policy of nondiscrimination in which no person in the state of California shall,
on the basis of race, color, national origin, religion, sex, age, disability, be excluded from
participation in, denied the benefits of or subject to discrimination under any program or
activity by the recipients of federal assistance or their assignees and successors in
interest.
(d) The Consultant, with regard to the work performed by it during the
Agreement shall act in accordance with Title VI. Specifically, the Consultant shall not
discriminate on the basis of race, color, national origin, religion, sex, age, or disability in
the selection and retention of subconsultants, including procurement of materials and
leases of equipment. The Consultant shall not participate either directly or indirectly in the
discrimination prohibited by Section 21.5 of the U.S. DOT’s Regulations, including
employment practices when the Agreement covers a program whose goal is employment.
36. DEBARMENT AND SUSPENSION CERTIFICATION
(a) Consultant’s signature affixed herein, shall constitute a certification under
penalty of perjury under the laws of the State of California, that Consultant has complied
with Title 2 CFR, Part 180, “OMB Guidelines to Agencies on Government wide Debarment
and Suspension (nonprocurement)”, which certifies that he/she or any person associated
therewith in the capacity of owner, partner, director, officer, or manager, is not currently
under suspension, debarment, voluntary exclusion, or determination of ineligibility by any
federal agency; has not been suspended, debarred, voluntarily excluded, or determined
ineligible by any federal agency within the past three (3) years; does not have a proposed
debarment pending; and has not been indicted, convicted, or had a civil judgment
rendered against it by a court of competent jurisdiction in any matter involving fraud or
official misconduct within the past three (3) years. Any exceptions to this certification must
be disclosed to the City.
(b) Exceptions will not necessarily result in denial of recommendation for
award, but will be considered in determining Consultant’s responsibility. Disclosures must
indicate to whom exceptions apply, initiating agency, and dates of action.
(c) Exceptions to the Federal Government Excluded Parties List System
maintained by the General Services Administration are to be determined by the Federal
Highway Administration.
37. DISADVANTAGED BUSINESS ENTERPRISES (DBE) PARTICIPATION
(a) This contract is subject to 49 CFR, Part 26 entitled “Participation by
Disadvantaged Business Enterprises in Department of Transportation Financial
Assistance Programs”. Consultants who obtain DBE participation on this contract will
assist Caltrans in meeting its federally mandated statewide overall DBE goal.
Item 8.h. - Page 20
Page 16
(b) The goal for DBE participation for this contract is 13%. Participation by DBE
consultant or subconsultants shall be in accordance with information contained in the
Consultant Proposal DBE Commitment (Exhibit 10-O1), or in the Consultant Contract
DBE Information (Exhibit 10- O2) attached hereto and incorporated as part of the
Contract. If a DBE subconsultant is unable to perform, the Consultant must make a good
faith effort to replace him/her with another DBE subconsultant, if the goal is not otherwise
met.
(c) DBEs and other small businesses, as defined in 49 CFR, Part 26 are
encouraged to participate in the performance of contracts financed in whole or in part with
federal funds. The Consultant or subconsultant shall not discriminate on the basis of race,
color, national origin, or sex in the performance of this contract. The Consultant shall carry
out applicable requirements of 49 CFR, Part 26 in the award and administration of US
DOT-assisted agreements. Failure by the Consultant to carry out these requirements is
a material breach of this contract, which may result in the termination of this contract or
such other remedy as the City deems appropriate.
(d) Any subcontract entered into as a result of this contract shall contain all of
the provisions of this section.
(e) A DBE firm may be terminated only with prior written approval from the City
and only for the reasons specified in 49 CFR 26.53(f). Prior to requesting the City’s
consent for the termination, the Consultant must meet the procedural requirements
specified in 49 CFR 26.53(f).
(f) A DBE performs a Commercially Useful Function (CUF) when it is
responsible for execution of the work of the contract and is carrying out its responsibilities
by actually performing, managing, and supervising the work involved. To perform a CUF,
the DBE must also be responsible with respect to materials and supplies used on the
contract, for negotiating price, determining quality and quantity, ordering the material, and
installing (where applicable) and paying for the material itself. To determine whether a
DBE is performing a CUF, evaluate the amount of work subcontracted, industry practices,
whether the amount the firm is to be paid under the, contract is commensurate with the
work it is actually performing, and other relevant factors.
(g) A DBE does not perform a CUF if its role is limited to that of an extra
participant in a transaction, contract, or project through which funds are passed in order
to obtain the appearance of DBE participation. In determining whether a DBE is such an
extra participant, examine similar transactions, particularly those in which DBEs do not
participate.
(h) If a DBE does not perform or exercise responsibility for at least thirty percent
(30%) of the total cost of its contract with its own work force, or the DBE subcontracts a
greater portion of the work of the contract than would be expected on the basis of normal
industry practice for the type of work involved, it will be presumed that it is not performing
a CUF.
Item 8.h. - Page 21
Page 17
(i) The Consultant shall maintain records of materials purchased or supplied
from all subcontracts entered into with certified DBEs. The records shall show the name
and business address of each DBE or vendor and the total dollar amount actually paid
each DBE or vendor, regardless of tier. The records shall show the date of payment and
the total dollar figure paid to all firms. DBE prime consultants shall also show the date of
work performed by their own forces along with the corresponding dollar value of the work.
(j) Upon completion of the Contract, a summary of these records shall be
prepared and submitted on the form entitled, “Final Report-Utilization of Disadvantaged
Business Enterprise (DBE), First-Tier Subconsultants” CEM-2402F [Exhibit 17-F, of the
LAPM], certified correct by the Consultant or the Consultant’s authorized representative
and shall be furnished to the Contract Administrator with the final invoice. Failure to
provide the summary of DBE payments with the final invoice will result in twenty-five
percent (25%) of the dollar value of the invoice being withheld from payment until the form
is submitted. The amount will be returned to the Consultant when a satisfactory “Final
Report-Utilization of Disadvantaged Business Enterprises (DBE), First-Tier
Subconsultants” is submitted to the Contract Administrator.
(k) If a DBE subconsultant is decertified during the life of the contract, the
decertified subconsultant shall notify the Consultant in writing with the date of
decertification. If a subconsultant becomes a certified DBE during the life of the Contract,
the subconsultant shall notify the Consultant in writing with the date
38. 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
Contract and also govern the interpretation of this Contract. Any litigation concerning this
Contract shall take place in the superior or federal district court with jurisdiction over the
City of Arroyo Grande.
39. ENTIRE CONTRACT
This Contract contains the entire understanding between the parties relating to the
obligations of the parties described in this Contract. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Contract and shall be of no further force or effect. Each party is entering into this
Contract 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.
40. TIME
City and Consultant agree that time is of the essence in this Contract. 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.
Item 8.h. - Page 22
Page 18
41.CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City’s Request for Proposals, Exhibit
“A”, attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Consultant. In the event of conflict, the requirements of City’s
Request for Proposals and this Contract shall take precedence over those contained in
the Consultant’s proposals.
42.CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Contract 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 Contract 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.
43.AMENDMENTS
Amendments to this Contract shall be in writing and shall be made only with the
mutual written consent of all of the parties to this Contract.
44.REPORTS AND MEETINGS
The Consultant shall submit progress reports at least once a month. The report
should be sufficiently detailed for the City to determine, if Consultant is performing to
expectations, or is on schedule; to provide communication of interim findings, and to
sufficiently address any difficulties or special problems encountered, so remedies can be
developed. The Consultant Project Manager shall meet with City, as needed, to discuss
progress on the contract.
45.INSPECTION OF WORK
The Consultant and any subconsultants shall permit the City, the state, and the
FHWA if federal participating funds are used in this contract; to review and inspect the
project activities and files at all reasonable times during the performance period of this
contract including review and inspection on a daily basis.
46.CONTRACT
The two parties to this contract, hereby agree that this contract constitutes the
entire agreement which is made and concluded in duplicate between the two parties. Both
of these parties for and in consideration of the payments to be made, conditions
mentioned, and work to be performed; each agree to diligently perform in accordance
with the terms and conditions of this contract as evidenced by the signatures below.
Item 8.h. - Page 23
Page 19
47.AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Contract on behalf of Consultant warrants
and represents that he/she has the authority to execute this Contract on behalf 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 Contract to be executed
the day and year first above written.
CITY OF ARROYO GRANDE CONSULTANT
By:__________________________By:____________________________
Caren Ray Russom, Mayor John S. Quincy, President
Attest:
____________________________
Kelly Wetmore, City Clerk
Approved As To Form:
_____________________________
Heather K. Whitham, City Attorney
Item 8.h. - Page 24
Community Development Department
REQUEST FOR QUALIFICATIONS and PROPOSAL
(RFQ/RFP)
PROFESSIONAL ENGINEERING SERVICES
FOR THE
TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
BRIDGE NO. 49C-0318
FEDERAL PROJECT NO. BRLS-5199 (030)
Mail/Deliver to:
City of Arroyo Grande Community Development Department
Attention: Robin S. Dickerson, PE, City Engineer
300 East Branch Street
Arroyo Grande, CA 93420
Proposals Due:
4:00 P.M.
January 17, 2019
Item 8.h. - Page 25
OF
REQUEST FOR QUALIFICATIONS and PROPOSAL
PROFESSIONAL ENGINEERING SERVICES
for the
Traffic Way Bridge Replacement Project
Bridge No. 49C-0318
Federal Project No. BRLS-5199(030)
The City of Arroyo Grande is inviting qualified firms to submit proposals to provide Professional
Engineering Services for the Traffic Way Bridge Replacement Project.
This project is subject to Title 49 Code of Federal Regulations Part 26 (49 CFR 26) entitled "Participation
by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs."
Consultants shall take necessary and reasonable steps to ensure that Disadvantaged Business Enterprises
(DBE) subconsultants have an opportunity to augment their team. The City has established a DBE Goal of
13%. Consultants responding to the RFP will be required to meet this goal or document that a good faith
effort was made to meet the goal prior to award of the contract.
Consultant services will include, but not be limited to, the following: bridge design and roadway
engineering; quantity calculations; environmental surveys, preparation of environmental documents and
permit applications; preliminary right of way engineering; utility research and coordination; hydraulic
analysis; geotechnical engineering; topographic and boundary surveying; preparation of bid-ready Plans,
Specifications, and Estimates (PS&E) which meet all Federal, State, and City requirements and are in
conformance with the Federal Highway Administration’s Highway Bridge Program; bid support;
construction support services, including but not limited to shop drawing review and falsework structural
calculation check, material submittals and Request for Information (RFI) reviews; and preparation of as-
built drawings upon project completion. Right of way acquisition services will be procured under a
separate contract, after preliminary engineering is completed.
This Request for Qualifications and Proposal is posted on the City’s website at
http://www.arroyogrande.org/Bids.aspx
Any changes, additions, or deletions to this Request for Qualifications and Proposal will be in the form of
written addenda issued by the City. Any addenda will be posted on the website. Prospective proposers
must check the website for addenda or other relevant new information during the response period. The
City is not responsible for the failure of any prospective proposer to receive such addenda. All addenda
so issued shall become a part of this Request for Qualifications and Proposal.
If your firm is interested and qualified, please submit five (5) hard copies of your proposed package, one
(1) Adobe Acrobat Portable Document Format (PDF) file of the proposal on flash drive or compact disk,
and cost proposal in a separate sealed envelope to the address listed on the cover page of this RFP.
Item 8.h. - Page 26
i
REQUEST FOR QUALIFICATIONS and PROPOSAL
PROFESSIONAL ENGINEERING SERVICES
for the
Traffic Way Bridge Replacement Project
Federal Project No. BRLS-5199(030)
TABLE OF CONTENTS
I. INTRODUCTION ……………………………………………………………………………………………………………………
1 ......................................................................................................................................
Project Background ......................................................................................................... 1
Proposed Improvements ................................................................................................. 2
II.QUALIFICATIONS ................................................................................................................. 2
III.SCOPE OF WORK ................................................................................................................. 3
Tasks .............................................................................................................................. 3
General Conditions and Requirements ............................................................................. 5
Conflict of Interest .......................................................................................................... 6
City Responsibilities ......................................................................................................... 7
Tentative Project Design Schedule .................................................................................... 7
IV.PROPOSAL SUBMITTAL PROCESS
7 ......................................................................................................................................
Proposal Submittal ......................................................................................................... 7
Proposal Requirements .................................................................................................... 8
Proposal / Award Phase Schedule .................................................................................... 9
Inquiries and Responses .................................................................................................. 10
Federal Funding Requirements ........................................................................................ 10
Labor Compliance for Design Phase Field Work ................................................................ 11
V.PROPOSAL CONTENT and ORGANIZATION ........................................................................... 12
VI.COST PROPOSAL CONTENT and INSTRUCTIONS ................................................................... 13
VII.PROPOSAL EVALUATION and CONSULTANT SELECTION PROCESS .......................................... 14
General Information ........................................................................................................ 14
Evaluation Criteria ........................................................................................................... 14
Selection Committee ...................................................................................................... 15
Cost and Contract Negotiations ....................................................................................... 15
Final Selection ................................................................................................................. 16
VIII. CONTRACT AWARD and EXECUTION .................................................................................... 16
Proposal Retention and Award ......................................................................................... 16
Competency and Responsibility of Consultant .................................................................. 16
Contract Requirement .................................................................................................... 16
Insurance Requirements .................................................................................................. 16
Item 8.h. - Page 27
ii
Business License and Tax Certificate ................................................................................ 16
ATTACHMENTS:
A SAMPLE City of Arroyo Grande Agreement for Consultant Services (Includes City
Insurance Requirements)
B Caltrans LAPM Exhibit 10-R (Required Contract Language)
C City Proposal Forms
D Caltrans LAPM Proposal Forms
E Traffic Way Bridge Reports
1.2006 Hydraulics Report
2. 2016 BIRIS Report
3.Scour Plan of Action
F As-Built Bridge Plans
Item 8.h. - Page 28
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 1
I. INTRODUCTION
Project Background
The Traffic Way Bridge spans Arroyo Grande Creek allowing Traffic Way to connect to West Branch Street.
Traffic Way is an arterial roadway that conveys approximately 11,000 vehicles per day. Traffic Way follows
a north-south corridor approximately 0.1 miles east of State Route 101 in the City of Arroyo Grande. The
Traffic Way Bridge at Arroyo Grande Creek (Bridge Number 49C-0318) is a gateway bridge to State Route
227 at The Village of Arroyo Grande.
Vicinity Map
Caltrans completes bridge inspections for the Traffic Way Bridge once every two years. In 2006, the bridge
was designated scour critical meaning that the supporting members of the bridge are compromised due
to erosion of surrounding soil. The last inspection of the Traffic Way Bridge was completed in 2016. This
inspection found signs of deck cracking, failed expansion joints, spalling concrete, concrete abrasion, and
creek channel erosion. In March 2018 it was determined that not only is scour an issue, but that the
foundation is vulnerable in bearing capacity. Caltrans had determined the bridge to be a high risk and
reclassified the bridge from a scour counter measure project to a bridge replacement project.
Caltrans Functional Classification for Traffic Way is “Minor Arterial”. The bridge is located on the east side
of the City and approximately 1000’ east from Highway 101.
The Traffic Way Bridge was constructed in 1932 making the bridge 86 years old. In general, the design
life of a bridge is 100 years. The Traffic Way Bridge is a reinforced concrete structure which is supported
by abutments on each end of the bridge as well as concrete piles.
The latest Caltrans’ BIRIS Report indicated the Bridge status as neither “Functionally Obsolete” nor
“Structurally Deficient”, with a “Sufficiency Rating” of 73.6. In March 2018 Caltrans reclassified the Traffic
Item 8.h. - Page 29
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 2
Way Bridge as a bridge replacement project and has requested that the City of Arroyo Grande proceed
with bridge replacement.
Scour is occurring along the middle piers of the Traffic Way Bridge where the bottom of the channel is
significantly lower, approximately 12 feet, than when the Bridge was constructed. In October 2015, a
Bridge Scour Evaluation Plan of Action report was prepared. This report estimates the capacity of some
of the Bridge piers is 2/3 of the design load. The scour is severe enough that the foundation is vulnerable
in bearing capacity. It is for this reason that Caltrans has deemed this a priority bridge replacement
project. Runoff at the abutments is causing erosion of the abutment embankments, and there is drift
debris accumulating on the upstream side of the middle piers.
The current Bridge Inspection Reports are included in this RFP Attachment E. As-Built Bridge Plans are
included in RFP Attachment F.
Proposed Improvements
The proposed improvement will include the following components:
•Analyze short term monitoring per Scour Plan of Action Report and update report as required.
•Replacement of existing Traffic Way Bridge with a single span structure replacing the current 3
lane bridge with 3 lanes and 4’ shoulders. Bridge type selection will be determined by the
consultant during design phase.
•Existing bike lanes and shoulder will also be replaced on both sides of the bridge bringing them to
current standards.
•Architectural bridge treatment design. Architectural design options to be coordinated with City
Staff.
•Appropriate Revegetation.
II.QUALIFICATIONS
The City of Arroyo Grande Community Development Department seeks a qualified, professional,
engineering team to provide engineering, environmental and right of way services relating to the Design
of the Traffic Way Bridge Replacement Project. Professional services may include, but not be limited to,
the following: bridge design and approach roadway engineering, quantity calculations, environmental
surveys, preparation of environmental documents, preparation of permit applications, right of way
engineering, utility coordination, hydraulic analysis, geotechnical engineering, topographic and boundary
surveying, construction staking, bid and construction assistance (including but not limited to shop drawing
review and falsework structural calculation check), preparation of a complete Plans, Specifications, and
Estimates (PS&E). U.S. Customary Units (English) shall be used.
The consultant will provide a California registered Civil or Structural Engineer with recent bridge design
experience (minimum five years) for the design and administration of this project. The consultant will be
responsible for reviewing and coordinating all plans with the designer and all subconsultants. The
consultant will set up and maintain all project records in accordance with the City and Caltrans/FHWA
Standard Policies.
Item 8.h. - Page 30
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 3
III. SCOPE OF WORK
The Design Team shall perform all professional and technical engineering and environmental services
necessary to prepare all environmental documents, permit application packages, project reports, plans,
specifications, and estimates. The intended outcome is to provide the City with cost effective bridge plans,
specifications, and cost estimate (PS&E) packages suitable for the advertising, bidding, and construction
process. The PS&E package shall meet all Federal, State, and City requirements in conformance with the
Federal Highway Administration’s Highway Bridge Program (HBP).
The general scope of services outlined below is provided only as a guide in this RFP. Consultants should
provide a detailed scope of services in their submitted work proposal as necessary to reflect the method
and procedure in which they intend to provide the required professional services, consistent with the
general scope of services.
Tasks
Anticipated Tasks and Deliverables may include, but are not limited to the following:
1. Design Support and Preliminary Studies:
Consultant shall be responsible to provide all engineering support and preliminary services required
for design of this project. (Except those noted in the “City Responsibilities” section of this RFP). These
tasks are expected to include, at a minimum: Supplemental Topographic Surveying for Base Mapping
and Hydraulics Analysis; Geotechnical Soils Testing; Hydraulics Analysis; Floodplain Analysis.
Summary of Expected Deliverables:
1. Hydraulics Report
2. Geotechnical Report
3. Floodplain Analysis Report
4. Materials and Foundation Report
5. Bridge Type Selection Report and General Plan
6. Topographic and Boundary Surveying
7. Utility Relocation Maps
8. Final Right of Way Maps
2. Environmental Review, Coordination, Design and Permitting
The consultant shall be responsible for necessary special environmental studies and permits, and
preparing the necessary documentation to obtain National Environmental Policy Act (NEPA) and
California Environmental Quality Act (CEQA) clearances to satisfy the requirements of the project
funded through the Federal Highway Administration’s Highway Bridge Program (HBP). These tasks
are expected to include, at a minimum: Environmental Field Review; Environmental Review for CEQA,
NEPA and all required Technical Studies; Coordination with review and permitting agencies.
Summary of Expected Deliverables:
1. Environmental Studies and Reports, including but not limited to Biological Assessment,
Impact Studies, Archeological Reports, Historical Survey Reports, etc.
2. Environmental Permits, including but not limited to Army Corps of Engineers, California
Department of Fish and Game Streambed Alteration Agreements, Regional Water Quality
Control Board Water Quality Certification, etc.
Item 8.h. - Page 31
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 4
3. Environmental Documents pursuant to the California Environmental Quality Act and National
Environmental Policy Act, with emphasis on the procedural requirements of Caltrans and the
FHWA.
4. Environmental Monitoring and Mitigation Plans.
5. Tree Removal and Mitigation Plans.
6. Revegetation Plans.
7. Stream Diversion Plans.
3. Right of Way:
Consultant shall provide preliminary and final right of way engineering services needed to prepare the
project plans. Right of way engineering services included as part of this RFP include providing the City
with preliminary boundary limits, expected acquisition requirements, utility relocation maps, and
coordination with affected property owners and utilities. Final right of way plats, legal descriptions
and utility relocation plans to be provided as part of this contract. Right of way acquisition services
will be procured under a separate contract, after preliminary engineering is completed.
4. Bridge and Roadway Design:
Consultant shall be responsible to provide all civil design services required to provide a final
construction set of Plans, Specifications and Estimates for the Traffic Way Bridge. These tasks are
expected to include, at a minimum: Bridge Selection, Aesthetic and Structural Design; Foundation
Analysis and Design; Adjacent Roadway Improvements Design; Preparation of Plans, Technical
Specifications and Estimates (PS&E); Utility Coordination and Relocations.
Summary of Expected Deliverables:
1. Preliminary Bridge Design for City Review
2. 65% Plans, Specifications and Estimates
3. 95% Plans, Specifications and Estimates
4. Final (Bid Set) Plans, Specifications and Estimates and RE File
5. Bidding and Award
Assist the City during bidding of the project. Includes responses to contractor RFI’s, providing
information to the City for Addendum preparation, and revisions to plans as necessary for Addendum
revisions. Consultant shall participate in a Pre-Bid Meeting, if deemed necessary.
6. Construction Support Services
Consultant shall be available during construction to provide design clarification (but not limited to
shop drawing review and false work structural calculation check). Upon construction completion,
consultant shall prepare as-built drawings.
IMPORTANT: Do not include the total cost of construction support in your cost proposal – provide
only an hourly rate. These services will be negotiated at the proposed hourly rate, and authorized as
a contract amendment prior to start of construction.
7. Project Management and Meetings
The design consultant’s project manager and project engineer, and project managers from all
subconsultants, shall attend a project kick-off meeting. The bridge design project manager shall also
attend progress meetings throughout the course of the project as recommended by the consultant.
The consultant shall be responsible to provide project oversight and coordination as necessary for
prompt and successful completion of all contract services.
Item 8.h. - Page 32
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 5
Public outreach and presentations to the City Council regarding detour and traffic management plans,
preliminary design and bridge replacement alternatives will be required. Plan on participating in two
Outreach Meetings and two City Council Meetings.
General Conditions and Requirements
1.The Consultant shall carry out the instructions as received from the City Project Manager and shall
cooperate with City, State, FHWA, and any other agencies working on the project.
2.It is not the intent of the foregoing paragraph to relieve the Consultant of professional responsibility
during the performance of this contract. In those instances where the Consultant believes a better
design or solution to the problem is possible, the Consultant shall promptly notify the City of these
concerns, together with the reasons therefore.
3.The Consultant has total responsibility for the accuracy and completeness of all data, plans, and
estimates prepared for this project and shall check all such material accordingly. While the City may
review such data, plans, and details for quality, completeness and conformity with City Design
Standards, Caltrans Design Standards, the California Environmental Quality Act (CEQA), and National
Environmental Policy Act (NEPA), the responsibility for accuracy and completeness of such items
remains solely that of the Consultant. The Consultant or the Consultant’s subcontractors shall not
incorporate in the design materials or equipment of single or sole source origin without written
approval of the City.
4.The plans, designs, estimates, calculations, reports, and other documents furnished under this Scope
of Work shall be of a quality acceptable to the City Project Manager. 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 drawings shall be that of similar types produced by Caltrans.
5.The page identifying preparers of engineering reports, the title sheet and each sheet of plans, shall
bear the professional seal, certificate number, registration classification expiration date of the
certificate, and signature of the professional engineer(s) responsible for their preparation.
6.The Consultant shall provide the services for the Project in close liaison with the City.
7.To ensure understanding of contract objectives, meetings between City and the Consultant will be
held monthly or as often as deemed necessary by the City Project Manager. All work objectives, the
Consultant’s work schedule, the terms of the contract, and any other related issues will be discussed
and any issues or problems resolved.
8.The Consultant may establish direct contact with governmental regulatory and resource agencies and
others for the purpose of obtaining information, expertise, and assistance in developing baseline data
and resource inventories. The Consultant shall maintain a record of all such contacts and shall transmit
copies of those records to the City on a regular basis.
9.The City will retain responsibility for all final consultation, both informal and formal, with State and
Federal agencies regarding project mitigation and compensation proposals.
10.The Consultant shall comply with OSHA regulations regarding safety equipment and procedures,
safety instruction issued by the City, and the safety provisions included in the Caltrans Survey Manual.
11.Surveys performed by the Consultant shall conform to the requirements of the Land Surveyors Act
and Caltrans Survey Manual. In accordance with the Act, “responsible charge” for the work shall reside
Item 8.h. - Page 33
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 6
with a pre-January 1, 1982, Registered Civil Engineer or a Licensed Land Surveyor, in the State of
California.
12. The instructions contained in this Scope of Work for structures will take precedence over any
conflicting instructions found in the Bridge Memos to Designers Manual.
13. Where the Consultant is required to prepare and submit studies, reports, plans, etc., to the City as
required by this Scope of Work, these shall be submitted in draft as scheduled and the opportunity
provided for the City to direct revisions, prior to final submission.
Conflict of Interest
Throughout the term of the awarded contract, any person, firm or subsidiary thereof who may provide,
has provided or is currently providing Design Engineering Services and/or Construction Engineering
Services under a contractual relationship with a construction contractor(s) on any local project must
disclose the contractual relationship, the dates and the nature of the services. The prime consultant and
its subconsultants shall also disclose any financial or business relationship with the construction
contractor(s) who are working on the projects that are assigned for material Quality Assurance services
through task orders on the contract.
Similar to the disclosures regarding contractors, all firms are also required to disclose throughout the term
of the awarded contract, any Design Engineering services including claim services, Lead Project
Management services and Construction Engineering Services provided to all other clients on any local
project.
In addition to the disclosures, the Consultant shall also provide possible mitigation efforts, if any, to
eliminate or avoid any actual or perceived conflicts of interest.
The Consultant shall ensure that there is no conflict before providing services to any construction
contractor on any of the agency’s projects’ listed in this Scope of Work. The submitted documentation
will be used for determining potential conflicts of interest.
If a Consultant discovers a conflict during the execution of an assigned task, the Consultant must
immediately notify the Contract Manager regarding the conflicts of interest. The Contract Manager may
terminate the task order involving the conflict of interest and may obtain the conflicted services in any
way allowed by law. Failure by the Consultant to notify the Contract Manager may be grounds for
termination of the contract.
Some examples of conflict of interest are:
• Certified Materials Tester(s) or Plant Inspector(s) from the same company that performs Quality
Control for the Contractor and Quality Assurance for the City on the same project.
• Providing services to construction contractor’s subcontractors, fabricators, equipment installer,
material suppliers and other firms associated with the projects listed in the Contract can be a
potential conflict of interest when such contractor teams are identified.
City Responsibilities
In general, the City will be responsible for the following items:
1. Providing copies of available plans, reports, and existing documentation on file in the Community
Development Department for consultant’s reference.
Item 8.h. - Page 34
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 7
2. Designating a staff person as a contact for the project.
3. Acting as a liaison with the appropriate decision making bodies (City Council/Caltrans).
4. Coordinating plan checking and making approvals in a timely manner.
5. Ongoing grant administration and reporting as specified in the Grant for this project.
If the CONSULTANT assumes that the City of Arroyo Grande will provide resources other than those
specifically indicated above, those assumptions should be clearly stated and highlighted in its proposal.
Tentative Project Design Schedule
Notice to Proceed Issued ................................................................. March 21, 2019
Project Kick-off Meeting and Field Review ...................................... April 1, 2019
Topographic and Boundary Survey, Hydraulic Study, Preliminary
Right of Way Engineering, and Geotechnical Investigation .......... Spring 2019
Environmental Work ........................................................................ Summer 2019 – Summer 2020
Preliminary Bridge Design and Roadway Plans ................................ Spring 2019 – Summer 2020
Right of Way ..................................................................................... Spring 2020 – Fall 2020
Plans, Specifications and Estimates (PS&E) ...................................... Spring 2021
Award Construction Contract ........................................................... Summer 2021
IV. PROPOSAL SUBMITTAL PROCESS
Proposal Submittal
Each proposal must be received by mail, recognized carrier or hand delivered no later than 4:00 p.m. on
January 17, 2019 and submitted on the form(s) provided and accompanied by any other required
submittals or supplemental materials. Each proposal submittal must include five (5) hardcopies of your
proposal package and one (1) Adobe Acrobat Portable Document Format (PDF) file of the proposal on
flash drive or compact disk. A sealed Cost Proposal shall also be included in a separate envelope. No FAX
submittals will be accepted. Late Proposals will not be considered and will be returned, unopened.
Proposal Package shall be addressed to:
City of Arroyo Grande
Community Development Department
Attn: Robin Dickerson, P.E., City Engineer
300 East Branch Street
Arroyo Grande, CA 93420
Proposal Package shall consist of two (2) sealed envelopes, each clearly labeled:
PROPOSAL
Professional Engineering Services for the
Traffic Way Bridge Replacement Project
Federal Project No. BRLS-5199(030)
COST PROPOSAL
Professional Engineering Services for the
Traffic Way Bridge Replacement Project
Item 8.h. - Page 35
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 8
Federal Project No. BRLS-5199(030)
Proposal Requirements
1.Each individual or firm submitting a proposal (Consultant) shall meet all of the terms, and
conditions of this Request for Qualifications and Proposal (RFP). By virtue of its proposal
submittal, the Consultant acknowledges agreement with and acceptance of all provisions of the
RFP specifications.
2.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 RFP will be considered.
3.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 proposal to be a subcontractor to a Consultant
submitting a proposal, or who has quoted prices on materials to such Consultant, is not thereby
disqualified from submitting a proposal to be a subcontractor or from quoting prices to other
Consultants submitting proposals.
4.All costs incurred in the preparation and submission of this Proposal and related documentation
will be borne by the proposer.
5.It is preferred that all Proposals be submitted on recycled paper, printed on two sides.
6.This RFP does not constitute an offer of employment or to contract for services.
7.The City reserves the option to accept or reject any or all Proposals. The issuance of this RFP does
not constitute an agreement by the City that any subsequent selection processes will occur, or
that any contract will be entered into by the City.
8.The City reserves the right to amend the RFP by addendum. If necessary, the proposal submittal
deadline will be extended to allow proposers additional time to respond to an RFP addendum.
9.All Proposals shall remain firm for 120 days.
10.The City reserves the right to award the contract to the firm who presents the Proposal which in
the judgment of the City, best accomplishes the desired results.
11.Any contract awarded pursuant to this RFP will incorporate the requirements and specifications
contained in this RFP. All information presented in a consultant’s Proposal will be considered
binding upon selection of the successful proposer, unless otherwise modified and agreed to by
the City during subsequent negotiations.
12.The successful proposer is expected to execute a contract similar to the contract in RFP
Attachment A - SAMPLE City of Arroyo Grande Professional Services Contract. The contract will
also incorporate specific provisions from Caltrans LAPM Exhibit 10-R, SAMPLE provided in RFP
Attachment B. The sample contract is for reference to the anticipated terms and conditions
governing the City and the successful proposer. The proposer must take exception in their
Proposal to any section of the attached contract they do not agree with. Failing to do so will be
deemed as acceptance by the proposer to the terms spelled out in the sample contract. The City
reserves the right, in its sole discretion, to add, delete, or modify, or negotiate additional terms
Item 8.h. - Page 36
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 9
and conditions to the attached contract. BEFORE BEGINNING ANY WORK OR SUBMITTING A
PROPOSAL, IT IS ADVISED THAT CONSULTANTS READ THE CITY INSURANCE REQUIREMENTS AND
INDEMNIFICATION REQUIREMENTS IN THE ATTACHED SAMPLE CONTRACT.
13.Insurance Requirements: The selected Consultant is expected to: a) furnish properly executed
certificates of insurance and additional insured endorsements to the
Community Development Director prior to commencement of work under this Agreement, which
shall clearly evidence all required coverages and provide that such insurance shall not be
materially changed or terminated except on thirty (30) days prior written notice to City; b)
maintain such insurance from the time work first commences until completion of the work under
this Agreement; and, (c) replace such certificates for policies expiring prior to completion of work
under this Agreement.
If a subcontract for work or services to be performed exceeds $25,000, the subcontract must
contain all required provisions of the prime contract.
14.The proposals received shall become the property of the City of Arroyo Grande and are subject to
public disclosure. Proposal prices and information submitted by proposers will be made available
to proposers after City Council has approved award of contract. Proposers are to indicate any
restrictions on the use of data contained in their responses. Those parts of a proposal which are
defined by the proposer as business or trade secrets, as that term is defined in California
Government Code, Section 6254.7 and are reasonably marked as “Trade Secrets”, confidential”
or “Proprietary” shall only be disclosed to the public if such disclosure is required or permitted
under California Public Records Act or otherwise by law. Proposers who indiscriminately and
without justification identify most, or all, of their proposal as exempt from disclosure may be
deemed as non-responsive.
Proposal / Award Phase Schedule
RFP Issued .................................................................................. December 12, 2018
All questions must be received by 5:00 p.m. .............................. January 7, 2019
Proposal Due ............................................................................... January 17, 2019
Proposal Evaluation Period ......................................................... January 18 - 31, 2019
Interviews with 3 most qualified consultants (if necessary) ...... February 4 – 7, 2019
Contract Negotiation with highest ranked consultant ............... February 11 - 14, 2019
Caltrans A&I and A&E Reviews .................................................. February 18 – March 14, 2019
Contract Executed and Notice to Proceed Issued ...................... March 21, 2019
Inquiries and Responses
All technical questions pertaining to this RFP shall be submitted in writing to the City Engineer Robin
Dickerson at rdickerson@arroyogrande.org . The deadline for submitting questions is 5:00 p.m. on
January 7, 2019. The question and its response will be posted on the City’s website:
http://www.arroyogrande.org/Bids.aspx. The City reserves the right to determine the
appropriateness of comments/questions that will be posted on the website.
Federal Funding Requirements
As the funding for this project includes Federal-Aid funding, the project must comply with federal
requirements related to the use of Disadvantaged Business Enterprise (DBE) consultants. As such,
the City has determined that the DBE Goal for the proposed services for this project is 13%.
Item 8.h. - Page 37
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 10
Consultants are requested to meet the stated DBE goal, or show a good faith effort and to identify all
DBE participants in their proposed team. RFP Attachment D contains Local Assistance Procedures
Manual (LAPM) documents related to DBE which the consultant is required to submit and/or comply
with.
The following documents are attached, and also available electronically on the Caltrans Local
Assistance website http://www.dot.ca.gov/hq/LocalPrograms/lam/forms/lapmforms.htm.
LAPM Proposal Forms:
Exh 10-I Notice to Proposers DBE
Information
Defines DBE Requirements and
provides direction on locating qualified
DBE Certified firms.
DO NOT SUBMIT
This is for informational
purposes only.
Exh 10-O1 Consultant Proposal
DBE Commitment
Provides documentation of the
consultant’s DBE commitment for this
project.
SUBMIT with Proposal
Exh 10-O2 Consultant Contract
DBE Information
Provides cost information about the
DBE firms included in the consultant’s
team,
DO NOT SUBMIT with
Proposal. It shall be
completed ONLY by the
selected consultant.
Exh 10-Q Disclosure of Lobbying
Activities
Consultant disclosure SUBMIT with Proposal
Exh 15-H DBE Information – Good
Faith Efforts
NOTE:
The City HIGHLY RECOMMENDS a
Good Faith Effort be submitted
whether or not the goal is met,
should an error be discovered during
proposal evaluation.
SUBMIT with Proposal
Exh 17-F Final Report –
Utilization of DBEs
Final DBE utilization report DO NOT SUBMIT with
Proposal. It shall be
submitted at Project
Completion.
Exh 17-O Final Report – DBE
Certification Change
Final DBE certification report DO NOT SUBMIT with
Proposal. It shall be
submitted at Project
Completion.
Item 8.h. - Page 38
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 11
LAPM Cost Proposal Forms – submit all in SEPARATE SEALED ENVELOPE:
Exh 10-
H1
Sample Cost Proposal for
Actual Cost Plus Fixed Fee Contracts
Use this format, or similar, in preparing
your Cost Proposal.
PRIME CONSULANT and SUBCONSULTANT
COST PROPOSAL FORMAT
For Caltrans Audits and Investigations Review
Exh 10-H4 Sample Cost Proposal for
Contracts with Prevailing Wages
Prepare and attach to Exh 10-H1 when
Prevailing Wage work will be performed
On Exh. 10-H1, place an asterisk (*) next to
prevailing wage work classifications.
Prepare and attach the Exh. 10-H4 for
prevailing wage employees
PRIME CONSULTANT and SUBCONSULTANT, if
applicable.
For Caltrans Audits and Investigations Review
Exh 10-K Consultant Certification of Contract Costs
and Financial Management System
To be submitted by consultant and all
subconsultants
For Caltrans Audits and Investigations Review
SR 1R Safe Harbor Indirect Cost Rate (ICR) –
Consultant Certification of Eligibility
Allows for an Indirect Cost Rate of 110%
To be used in instances when a consultant
and/or subconsultant does not have a
documented Indirect Cost Rate
May be submitted in lieu of Exh 10-K
For Caltrans Audits and Investigations Review
Labor Compliance for Design Phase Field Work
1.Prevailing Wage Rates:
Pursuant to Labor Code section 1770, the California Director of Industrial Relations has specified
the general prevailing wage rates for the public projects in California. The wages to be paid to all
workers on such projects shall not be less than those specified in such wage rate determination.
The wage rates specified by the Director of Industrial Relations are available online at:
http://www.dir.ca.gov/DLSR/PWD/index.htm
2.Certified Payroll Reports:
Once field work commences, the consultant/subconsultant shall submit to the City either Certified
Payroll Reports (CPR) or Statements of Non-Performance each week. When field work has been
completed, the last CPR shall be marked FINAL, and no further reports will be required.
3.Public Works Contractor Registration:
Consultant/subconsultant performing design phase field work for which prevailing wage rate
requirements apply must be registered with the State of California Department of Industrial
Relations as a Public Works Contractor. Proof of registration must be submitted to the City prior
to commencing work. Register with the Department of Industrial Relations online at:
Item 8.h. - Page 39
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 12
https://efiling.dir.ca.gov/PWCR/ActionServlet?action=displayPWCRegistrationForm
V.PROPOSAL CONTENT and ORGANIZATION
a.Cover Letter - summarizing the key points of the statement (2 pages maximum).
b.Description of Firm – A description of the firm’s organizational structure, the jurisdiction in which
the firm is organized, and date of such organization. In addition, provide a brief description of
projects of similar nature to those described in this RFP as well as projects/clients where
consultant has performed as an extension of staff.
c.Qualifications – Identify how much experience the firm and subconsultants have had with public
agencies, and with Caltrans Local Assistance in preparing bid packages for projects funded
through the Highway Bridge Program. Please do not list projects where major work was
completed by staff no longer employed by the firm. Provide a statement of explanation of any
instances where your firm has been removed from a project or disqualified from proposing on a
project.
d.Authorized Representative - The name, address, telephone number, facsimile, and e-mail address
of the person authorized to represent the firm with respect to all notices, discussions, and other
communication relating to this RFP, and to any negotiations relating to the contract.
e.Insurance - Consultant shall provide a statement confirming ability to provide the required
insurance as described in this RFP.
f.Staffing – An organizational chart identifying:
a.the project manager for the work, each key person or subconsultant who will be assigned to
carry out the work;
b.the role each person will play in performing the work; and
c.a description of the experience and qualifications of such manager and key persons. Resumes
should be included for all key individuals and subconsultants as an appendix to the submittal.
g.Project Understanding and Work Plan – A clear concise statement of the firms’ understanding of
the nature and the extent of the services required and a specific outline to demonstrate how
personnel would be organized to handle these services. See Section III, Scope of Work, for
minimum expected tasks and deliverables.
h.Critical Path Activities – Consultant is encouraged to identify critical path activities for the project
and to discuss innovative ways to expedite such activities.
i.Proposal Submittal Forms
IN ADDITION TO INFORMATION LISTED ABOVE, Consultant shall submit the following forms with
their proposal.
City Forms (RFP Attachment C):
1.Acknowledgement
2.Statement of Past Disqualifications
3.References
4.Non-Lobbying Certification and Debarment and Suspension Certification
Item 8.h. - Page 40
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 13
LAPM Forms (RFP Attachment D):
1.See list of forms, and submittal instructions in the Funding Requirements Section of this
RFP.
VI.COST PROPOSAL CONTENT AND INSTRUCTIONS
CONSULTANT’S Fee must be sealed in a separate envelope and will not be opened until all other factors
have been considered. Unusually high or low fees may affect the ratings.
CONSULTANT compensation shall be on an “actual cost plus fixed fee basis” organized by task and shall
include all items described in the scope of work on this project. The CONSULTANT team shall submit a fee
estimate based upon:
•The tasks to be performed.
•A breakdown of the employees and professionals to be assigned to the tasks, the average hourly
rates of each, and the man-hour cost assigned.
•The project fee costs.
Regardless of the proposed method of compensation, any contract resulting from this solicitation will
specify a maximum, not-to-exceed fee amount. Except in the unusual situation wherein the CONSULTANT
encounters circumstances that could not be reasonably anticipated, the City will not authorize payment
beyond this amount.
In consideration of this, any assumptions and/or the need for any contingencies must be clearly spelled
out in the Fee Proposal and used as a basis to compute a “not-to-exceed” figure for the project. This
figure should be sufficient to provide for any reasonably anticipated circumstances that may be
encountered during project execution and completion.
In accordance with federal funding requirements, the cost proposal package shall consist of the following
documents, which are provided in RFP Attachment D
Cost Proposal Forms:
LAPM Exh. 10-H1 – Cost Proposal for Actual Cost Plus Fixed Fee Contracts. To be submitted
by Prime Consultant and Subconsultants
LAPM Exh. 10-H4 – Cost Proposal for Contracts with Prevailing Wages. To be submitted by
Prime Consultant and Subconsultants, if applicable. This form is an Attachment to LAPM Exh.
10-H1 and shall be submitted ONLY when Prevailing Wage work will be performed. On the
LAPM Exh. 10-H1, place an asterisk (*) next to prevailing wage work classifications. Prepare
and attach the LAPM Exh. 10-H4 to provide details for prevailing wage employees.
LAPM Exhibit 10-K – Consultant Certification of Contract Costs and Financial Management
System:
This form is to be completed by the Prime Consultant, and ALL Subconsultants. City will
forward this to Caltrans Office of Audits and Investigations for review and approval prior to
contract award.
Form SH 1R – Safe Harbor ICR Consultant Certification of Eligibility:
Item 8.h. - Page 41
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 14
This form may be submitted in lieu of LAPM Exhibit 10-K, and allows for use of an Indirect
Cost Rate of 110%. It may be used in instances when a consultant and/or subconsultant does
not have an auditable Indirect Cost Rate established.
IMPORTANT: Prior to award of the contract, the selected consultant and subconsultants’ Cost
Proposals must be reviewed and approved by Caltrans Audits and Investigations. The City of Arroyo
Grande will submit these Cost Proposals via LAPM Exh. 10-A. Selected CONSULTANT should
familiarize themselves with this form, and be aware of the additional financial submittals that will be
required at that time. This form can be found on the Caltrans Local Assistance website.
VII.PROPOSAL EVALUATION and CONSULTANT SELECTION PROCESS
General Information
The selection process and work performed hereunder will be completed in accordance with applicable
laws of the State of California, the California Transportation Commission (CTC), Caltrans, and FHWA,
as administered by Caltrans Local Assistance.
Selection will be made on the basis of Qualification, using the Evaluation Criteria shown below. Cost
Proposals will be submitted in a separate sealed envelope. The Cost Proposal will remain unopened
until such time that negotiations take place with the most qualified consultant. All other Cost
Proposals will remain unopened during the negotiation period.
Evaluation Criteria
EVALUATION CRITERIA Weight
Understanding of Work to be Done 25%
Experience with Similar Kinds of Work 20%
Quality of Staff for Work to be Done 15%
Capability of Developing Innovative and Advanced Techniques 10%
Familiarity with State and Federal Procedures 10%
Financial Responsibility 10%
Demonstrated Technical Ability 10%
TOTAL: 100%
Selection Committee
The proceedings of the Selection Committee are confidential, and members of the Selection
Committee are not to be contacted by the proposers. The Selection Committee, comprised of a
minimum of three City staff members, will evaluate Proposals and other submitted documentation
based on the criteria above. Firms may be invited to oral interviews before the Selection Committee.
Written proposals will be evaluated and scored using the criteria listed above in order to ascertain
which proposal best meets the needs of the City. Each member of the review committee shall
independently score all written proposals that have been submitted in a timely manner.
Item 8.h. - Page 42
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 15
The members of the review committee will meet and discuss differences in individual scores and may
contact references. As a result, individual review committee members may change their scores and
rankings, but will cite their reasons for doing so. At the conclusion of the meeting, the review
committee shall calculate a new combined ranking based upon changes, if any, to the individual
rankings.
Written proposals will form the basis for selection of the consultant teams to be short-listed for oral
interviews, but scores in the written proposals will not be considered in the oral interview evaluation.
The review committee may “short-list” firms and conduct oral interviews. If interviews are deemed
necessary, only the specifically identified project team members, led by the designated project
manager, will be asked to appear.
If oral interviews are conducted, only the specifically identified project team members, led by the
designated project manager, will be asked to appear. Finalists will be notified and informed of specific
interview requirements and procedures at least 14 days prior to the oral interview. Oral interviews
are at the discretion of the review committee and may be pursued for any reason, but are typically
intended to:
1.provide more detailed information about the written proposal, especially when the
scores/rankings between proposals are close;
2.allow the review committee to get to know the expertise and nature of the proposer’s work
better;
3.provide both the review committee and the firm the opportunity to communicate ideas
verbally, rather than strictly in written form.
Once the selection process (written proposal review and oral interviews, if held) is complete, the top-
ranking firm will be invited to enter into contract negotiations with the City. In addition, consultants
will be expected to accept the standard City contract language for engineering consulting services
agreements. If negotiations are unsuccessful, discussions with the highest ranked firm will be
terminated and the second highest ranked firm may be contacted for negotiations.
Cost and Contract Negotiations
Once the final ranking is determined, the City will conduct negotiations with the top ranking firm to
set hourly billing rates and classifications, overhead rates, and other compensation. In addition,
consultants will be expected to accept the standard City contract language for engineering consulting
services agreements.
At the completion of successful cost negotiations, all remaining sealed envelopes containing cost
proposals shall be returned to consultants.
Final Selection
Final selection of the consultant will be made by the City Engineer, based on the Selection
Committee’s evaluation of proposals, the results of the oral interview (if applicable), and terms of
contract language negotiated with the City.
VIII.CONTRACT AWARD AND EXECUTION
Item 8.h. - Page 43
Request for Qualifications and Proposal
Professional Engineering Services for Traffic Way Bridge
Federal Project No. BRLS-5199(030)
Page 16
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.
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.
Contract Requirement
The Consultant to whom award is made shall execute a written contract with the City within ten (10)
calendar days after notice of the award has been mailed to the address given in Consultants proposal.
The contract shall be made in the form attached to and incorporated in this RFP. Should the
Consultant fail to enter into a contract with the City within the timeframe stated above, the award
may be annulled and the City will commence negotiations with the next highest ranked consultant.
Insurance Requirements
The Consultant shall provide proof of insurance in the form, coverages and amounts specified in this
RFP within ten (10) calendar days after notice of contract award as a precondition to final contract
execution.
Business License and Tax Certificate
The Consultant must have a valid City of Arroyo Grande business license and tax certificate before
execution of the contract.
Item 8.h. - Page 44
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 1
SCOPE OF WORK
TASK 1.0 – Design Support and Preliminary Studies
Task 1.1 – Project Management and Coordination
Quincy will provide Project Management Tasks which include coordination with the City, Team management,
product development tracking, Team and stakeholder communications, and project progress and budget
reporting. Quincy will also prepare invoices and assist with HBP funding documents required through the duration
of the project. Quincy assumes the project Design Phase will kick‐off in Spring of 2019 and conclude in Summer of
2022 based on our preliminary schedule for a total duration of approximately 36 months. Construction would
likely follow in 2023 assuming the HBP funding is available.
Task 1.2 – Progress Meetings
Quincy’s Project Manager and appropriate staff will meet with the City Project Manager and others as necessary to
manage and deliver this project. Quincy assumes that 3 staff members will attend 2 meetings in the City offices in
addition to the kickoff meeting. Quincy assumes that meetings in the City offices will be a 2‐hour duration and
monthly conference calls will be a 1‐hour duration, to keep the City informed of the status of the project and to
gain timely decisions from the City. Additional team members will be scheduled for monthly conference calls when
required. Quincy will prepare meeting agendas and meeting notes in a format specified by the City.
Deliverables
Meeting Notes and Meeting Agendas
HBP Forms (as needed)
Monthly Updated Project Schedule
Other Funding Applications (if requested)
STIP & Other Funding Applications (if requested)
Task 1.3 – Kick‐Off Meeting
Quincy will coordinate a kick‐off meeting with the City consultant team and any other project stakeholders that
may be appropriate to thoroughly discuss the project background, scope, concepts, schedule, and management.
This meeting will result in an understanding amongst the project stakeholders as to the project scope and
schedule, and major project issues that have already been identified by project stakeholders will be shared at this
meeting. It is assumed that Quincy, SWCA, YEH, DPSI, CCTC and WRECO will all attend the kickoff meeting.
Task 1.4 – Preliminary Research
Quincy will obtain pertinent existing information from local, state, and federal agencies related to this project. The
City will deliver any additional project information available to Quincy at the kick‐off meeting.
Task 1.5 – Field Investigation
Quincy will coordinate an initial field review with the City Project Manager, Caltrans Local Assistance, and other
project stakeholders to review the proposed project and to highlight and record significant project features.
Quincy will conduct a visual on‐site field investigation to identify existing conditions and establish preliminary
design assumptions and parameters. Quincy will review any as‐built information on file. Quincy will also confer
with Caltrans Division of Structures Local Assistance and Caltrans District Local Assistance as necessary to confirm
project assumptions and physical project limits for eligible HBP work. Quincy has assumed that the field
investigation will be coordinated such that it is the same day as the kickoff meeting.
Task 1.6 – Establish Project Schedule
Quincy has already developed a baseline project schedule showing critical tasks, start and end dates, and task
duration. This schedule will be updated and coordinated with the City as appropriate. Quincy will notify the City
immediately of any problems that could adversely impact the project schedule. Quincy assumes that the schedule
Item 8.h. - Page 45
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 2
updates will take approximately 2 hour per month for a total period of 36 months until the project goes to
construction.
Task 1.7 – Public Outreach
Quincy will assist the City Staff with presentations to the City Council and the public regarding detour and traffic
management plans, preliminary design and bridge replacement alternatives. Quincy will also assist the City with
keeping the project’s webpage updated with current information, exhibits and status of the project. If required
Quincy can assist the City with project specific flyers to be distributed to schools identifying of potential traffic
impacts the project may cause. Quincy will attend 2 public outreach meetings and 2 City council meetings.
Deliverables
Project Management
HBP Documentation & Funding Assistance
Meeting Agenda & Minutes
Project Baseline Schedule
Public Outreach
Task 1.8 – Topographical and Boundary Surveying
All reports and surveys prepared pursuant to this RFP will satisfy all the requirements contained in the PLS Act.
Task 1.8.1 ‐ Aerial Map
DPSI will provide aerial imagery covering Traffic Way from the intersection of Branch Street to intersection of
Nelson Street and extending approximately 150’ each side of Traffic Way. The aerial image shall be a color ortho
image with at least 0.25’ pixel resolution. This Aerial Map will be compiled into the Base Map described below.
An overview of the survey mapping limits is shown on the next page in Figure 1.8.1.
Task 1.8.2 ‐ Survey Control
DPSI will provide all ground control for the Aerial Image described above, and all control for the topographical
survey map described below. The project control shall be “tied” to the California Coordinate System, Zone 5
projection, based on the North American Datum of 1983 (NAD 83). All control points shall be durable and
identifiable
The vertical datum shall be based on the City’s Benchmark Data. Sufficient control points shall be established and
with some set‐in strategic locations to survive to start of the construction phase, roughly three years into the
future. The survey control points shall be compiled to the Base Map described below and the survey base map
deliverable will include a Survey Control Sheet showing the location and coordinates of these control stations. The
control sheet will show these locations with aerial imagery as a background so that their locations can easily be
ascertained. Electronic copies of the final survey information will be provided to the City in Autodesk Civil 3D
format as outlined below in the description of the Base Map.
Task 1.8.3 ‐ Topographical Survey
The topographic survey will be prepared by DPSI and includes features such as, but not limited to: existing bridge
and pier locations, existing roadway, pavement limits, pavement markings, utility markings and visible utility
surface features, trees four (4) inches and larger with species identified, retaining walls, fences, gates, sidewalks,
driveways, buildings, tops, toes, grade‐breaks, signs, culverts and inverts, drainage features and any other
significant features that will aid in the design process. These features along with 1‐foot contours and a Civil 3D
surface shall be compiled into the Base Map described below. If utilities are potholed DPSI will survey pothole
locations and include depths and subsurface information into the Base Map.
An overview of the survey mapping limits is shown on the next page in Figure 1.8.1.
Item 8.h. - Page 46
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 3
Figure 1.8.1
Task 1.8.4 ‐ Hydraulic Cross Sections
DPSI will provide seven channel cross sections: two at
the existing bridge faces, two upstream of the
existing bridge at approximately 134’ and 94’, and
three downstream of the existing bridge at
approximately 215’‐125’‐171 respectively. These
cross sections shall be compiled to the Base Map
described below, and provided in a data format for
import into the Army Corps of Engineers’ River
Analysis System software (HEC‐RAS). The exact
locations of the cross sections can be found in Figure
1.8.2 and shall include points for toe and top of bank,
thalweg, flowline, grade breaks and any other
significant features.
Task 1.8.5 ‐ Right of Way Establishment
DPSI will provide Traffic Way right‐of‐way re‐
establishment within the project limits. This right‐of‐
way and found monuments shall be compiled to the
Base Map described below. DPSI will review and use
the filed record maps available through the County
Surveyor’s Office and locate sufficient monuments to
re‐establish the right of way as described above.
Task 1.8.6 ‐ Boundary Plotting
DPSI will provide re‐establishment of recorded
property lines and any easements that may fall on
listed properties (per review of the preliminary title
report). These property lines and easement locations
shall be compiled to the Base Map described below.
Figure 1.8.2
Item 8.h. - Page 47
CITY OF
~ -~
..., .,., .. .,.
Legend
--Cross section Location
Survey Request
Traffic Way Bridge Replacement Project, City of Arroyo Grande, CA
Iii QUINCY
-ENG INEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 4
For budgeting purposes, DPSI has assumed that the City will be procuring preliminary title reports for the following
assessor parcel numbers (APN).
APN: 007‐482‐003
APN: 007‐482‐020
APN: 007‐482‐026
APN: 007‐482‐025
APN: 007‐481‐020
APN: 007‐481‐009
APN: 007‐481‐008
APN: 007‐481‐007
APN: 007‐481‐011
Task 1.8.7 ‐ Base Map
DPSI will provide a Base Map to be used as the basis for the Engineering and design of the new bridge and
associated improvements. This product will be an AutoCAD Civil 3D drawing and include items described in the
previous tasks. A sealed and signed hard copy of this Base Map will also be provided.
Deliverables
AutoCAD Civil3D electronic base map with survey control
Aerial imagery and topographic information, including creek cross sections
Survey points file (ASCII)
Survey control sheet
Topographic Survey Base Map (Scale 1”=40’)
Task 1.9 – Hydrology and Bridge Hydraulics
WRECO will be responsible for the Floodplain Evaluation Report and Bridge Design Hydraulic Study Report. WRECO
will attend the Project kickoff meeting and up to four (4) conference calls and will provide monthly invoices and
progress reports.
Task 1.9.1 ‐ Data Review and Field Reconnaissance
WRECO will review available data provided by the City and the Project Team. WRECO will conduct a field
reconnaissance to assess the existing conditions and identify hydraulic design constraints in the vicinity of the
Project site.
Task 1.9.2 ‐ Hydrologic Analysis
WRECO’s preliminary research of the Federal Emergency Management Agency’s (FEMA) Flood Insurance Study
(FIS) indicated that a detailed study of Arroyo Grande Creek is available, including the bridge site. WRECO will
coordinate with the City to confirm the most recent Arroyo Grande Creek hydrology. WRECO also worked on the
upstream Bridge Street Bridge Project for the City, so WRECO staff is familiar with the hydrology of Arroyo Grande
Creek. WRECO will update the hydrologic study for the Bridge Street Bridge Project as well as identify the
appropriate design floods (usually the 50‐year flood), base flood (100‐year flood), flood of record (if possible), and
the overtopping flood.
Task 1.9.3 ‐ Hydraulic Analysis
WRECO will perform a hydraulic analysis to determine the design flow characteristics for the existing condition,
including the limits and water surface profiles through the study area for the base flood and overtopping flood.
The hydraulic model of choice will be the U.S. Army Corps of Engineers’ HEC‐RAS model. WRECO will coordinate
with the Project Team to obtain the surveyed channel cross‐sections to be integrated into the base hydraulic
model. WRECO will work with the Project Team to model the proposed bridge alternatives. WRECO will perform
Item 8.h. - Page 48
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 5
the hydraulic analysis to determine the design flow characteristics for the final bridge design. WRECO will
coordinate with the Project Team to obtain the final bridge design information.
Task 1.9.4 ‐ Preliminary Scour Analysis & Scour Countermeasures
WRECO will perform channel hydraulic scour analyses at the five modeled cross sections (as developed in the
Hydraulic Analysis Task). Scour will be estimated using the 100‐year design flow and the guidelines and
methodology specified in the Federal Highway Administration’s HEC‐18 and HEC‐23 manuals with consideration of
the findings of the geotechnical investigation (to be provided by the Project Team). WRECO will make
recommendations on the need for scour countermeasures. Long‐term bed change (long‐term scour) will be
evaluated based on available historic data provided by the City and Caltrans. WRECO will perform the bridge scour
analysis to determine the scour potential for the final bridge design. WRECO will make recommendations on the
need for scour countermeasures for the proposed bridge per the FHWA HEC‐23 Manual.
Task 1.9.5 ‐ Location Hydraulic Study
Based on WRECO’s preliminary qualitative assessments, the Project may result in a floodplain encroachment and
therefore, WRECO will prepare a Floodplain Evaluation Report. The Floodplain Evaluation Report will include
technical information for the Location Hydraulic Study and Floodplain Evaluation Report Summary forms, to
document the investigation and determine the specific impacts to the floodplain and necessary mitigation
measures.
Task 1.9.6 ‐ Water Quality Study
WRECO will provide the existing physical and regulatory environment information for the water quality as well as
identify the design criteria applicable to the Project to comply with the County standards, post‐construction BMPs
requirements, and other water quality requirements. WRECO will also review the applicable water quality
regulatory requirements for the Project site.
Task 1.9.7 ‐ Dry Weather Flow and Bypass
WRECO will determine the magnitude of the dry weather flow volume and work with the Project Team to develop
the design concept for the dry weather. The dry weather flow is critical for sizing and determining the creek
diversion plan which will be required for the bridge construction work.
Task 1.9.8 ‐ Bridge Design Hydraulic Study
WRECO will prepare a Bridge Design Hydraulic Study Report, which will summarize the results from the hydraulic
and bridge scour analyses and recommendations for bridge scour countermeasures. The report will also include all
of the detailed hydraulic model output.
Task 1.9.9 ‐ Storm Water Control Plan
WRECO will prepare a Storm Water Control Plan summarizing the Project impacts to water quality. The study will
address only the impacts from the bridge and roadway improvements. The Storm Water Control Plan will describe
the proposed work, summarize the impervious areas created and/or replaced by the Project, present the measures
used to meet the stormwater requirements and design calculations associated with these measures, and include
an operation and maintenance plan for the proposed measures. WRECO will develop the plans, details,
specifications, and estimate for the permanent stormwater measures to be included in the Contract plans for
construction. The Storm Water Control Plan and design documents will meet the criteria set by the City of Arroyo
Grande and County of San Luis Obispo in compliance with the Central Coast Regional Water Quality Control
Board’s post‐construction stormwater management requirements.
Deliverables:
Draft Floodplain Evaluation Report (PDF)
Final Floodplain Evaluation Report (PDF)
Draft Bridge Design Hydraulic Study Report (PDF)
Final Bridge Design Hydraulic Study Report (PDF)
Item 8.h. - Page 49
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 6
Draft Storm Water Control Plan (PDF)
Final Storm Water Control Plan (PDF)
Task 1.9.10 – Existing Bridge Scour Monitoring
Quincy will work closely with WRECO, DPSI and the City to perform regular monitoring of the existing bridge and
current scour condition. Monitoring will include measuring the creek cross section and comparing it to history data
to identify changes due to scour. It is anticipated these measurements will be taken by DPSI prior to and after all
significate storm events. It is assumed DPSI will take 6 measurements per year until construction begins. City staff,
WRECO and Quincy will perform visual inspections to documents changes around the abutments and existing pier
locations. Any debris observed should be documents prior to removal. If scour is significant, Quincy will work with
WRECO and the City to recommend scour counter measures. Monitoring will continue as needed until the bridge is
replaced. Documents and information recorded will be shared with Caltrans Structures Maintenance and
Investigations staff. It is assumed that Quincy will perform measurement and monitor scour during other schedule
meetings with the City. No additional trips are planned to monitor scour, however Quincy may need City Staff to
take measurements during or shortly after storm events.
Task 1.10 – Geotechnical Investigations
YEH will perform the following tasks to prepare a Preliminary Foundation Report, Bridge Foundation Report and
Log of Test Borings for the design of the new bridge. The reports will be prepared according to Caltrans report
guidelines. Analyses and recommendations will be prepared in conformance with the AASHTO LRFD Bridge
Specifications with Caltrans amendments.
This scope of work assumes that the bridge will be replaced on the same horizontal alignment, and that the
drilling would be performed on or near the existing alignment of Traffic Way.
Task 1.10.1 ‐ Pre‐field Activities
YEH will consult with the design team to coordinate project initiation and site access with the City, and to collect
project information and request a map showing the layout of the improvements be provided for use in planning
the field exploration program.
Yeh will prepare a Field Exploration Memo for the project showing the locations and depths of planned
borings, the proposed sampling, types of equipment, proposed traffic control and discuss the program relative
to design compliance and design exceptions relative to the AASHTO Bridge Design Specifications and Caltrans
report guidelines for consideration by the design team and Caltrans Local Assistance (if needed).
Yeh will obtain an encroachment permit for the drilling from the City of Arroyo Grande. Yeh will also obtain
well permits for borings more than 25 feet deep from the San Luis Obispo County Environmental Health
Department.
Prior to the field work, Yeh will perform a site reconnaissance to review project limits. Mark the boring
locations at the site and contact Underground Services Alert (USA) to notify utility companies. Yeh will not be
responsible for locating utilities or buried structures or damages resulting from encountering unmarked or
improperly marked utilities for the project.
Yeh will prepare a health and safety plan for the field work and coordinate field exploration with the drilling
subcontractor.
Yeh assumes that any right‐of‐entry and environmental permits, studies or monitoring required for the field
work will be provided at no cost.
Item 8.h. - Page 50
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 7
Task 1.10.2 ‐ Field Exploration Program
The field exploration program will consist of drilling four (4) borings: two at the bridge abutments for foundation
and pavement design, sampling streambed materials, and two for stormwater infiltration testing.
A three‐day effort will be provided to drill the borings to depths of approximately 120 feet at the abutments,
and to approximately 5 to 10 feet for infiltration tests. The actual depth of the borings may be varied
depending on the subsurface conditions encountered and the duration of the field program. Borings will be
drilled using a truck‐mounted drill rig equipped with hollow‐stem augers. Yeh will subcontract drilling of these
borings to Woodward Drilling Company (DBE) of Rio Vista, California. All borings will typically be sampled at 5‐
foot intervals by driving 2‐inch or 3‐inch split spoon samplers using Standard Penetration Test protocols or by
pushing thin‐walled (Shelby) tubes. Bulk samples will be collected from auger flights during drilling. Borings will
be grouted following drilling per permit requirements. Borings drilled in pavement areas will be capped with
rapid setting quickcrete.
Yeh will drill two holes in the shoulder for field infiltration testing using an auger and/or hand equipment.
Falling head field infiltration tests will be performed at the two locations. The holes will be filled with water
after drilling and the testing will be performed the following day. The testing will be in accordance with and
adequate for use with Caltrans and County stormwater guidance documents.
Yeh will characterize stream channel sediments for hydraulic analyses. Samples will be taken from the thalweg
of the creek for sieve analysis. In addition, cobble and boulder sized materials will be measured in the field in
the sample area to provide a combined gradation for the streambed sediment.
Yeh will provide traffic control during drilling consisting of a controlled lane closure with flaggers, signs and
cones through the work site. Signs will be limited to placement on Traffic Way and will not extend into the
Caltrans right‐of‐way.
Task 1.10.3 ‐ Laboratory Testing
YEH will perform laboratory tests on selected samples collected from the drilling. Testing will be performed in
accordance with the applicable standard of ASTM or Caltrans. Selected soil samples obtained during the field
exploration will be tested in a Caltrans‐certified laboratory to evaluate certain physical properties that will be
necessary to complete the engineering analysis. The types and numbers of tests may vary depending on the results
of the field exploration program.
Based on the anticipated subsurface conditions at the site, it is anticipated the following laboratory tests will be
performed:
Unit weight and moisture content, American Society for Testing and Materials (ASTM) D2937
UU triaxial shear strength, ASTM D2850
CU triaxial shear strength, modified to 3 stresses, ASTM D4767
Grain‐size distribution, ASTM D422D6913, D1140
Atterberg Limits, ASTM D4318
R‐value, California Test Method No. 301
Soluble sulfate, California Test Method No. 417
Soluble chloride, California Test Method No. 422
Minimum electrical resistivity, California Test Method No. 643
Task 1.10.4 ‐ Analysis and Preliminary Foundation Report
After the field and laboratory phases are complete, YEH will perform a limited foundation analysis as a basis for
evaluating foundation alternatives to support the new bridge. YEH will prepare a letter as the Preliminary
Foundation Memo. The letter will be prepared in general accordance with Caltrans guidelines and submitted via
email in portable document format (pdf) for review by the design team. The memo will provide a summary of the
Item 8.h. - Page 51
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 8
work performed, the project understanding, the subsurface conditions encountered, preferred foundation type(s)
for the conditions encountered, preliminary seismic data and preliminary opinions and the recommended
foundation support for the new bridge that should be considered in the bridge design and Foundation Report. Any
review comments or input from the County or design team from the Preliminary Foundation Report memo will be
incorporated into the Foundation Report.
Task 1.10.5 ‐ Draft Foundation Report
Once the foundation and structure type have been selected, YEH will prepare a draft foundation report. The report
will follow Caltrans guidelines and the current Caltrans Foundation Report Preparation for Bridge Foundations.
Foundation analyses will be performed using the latest approved AASHTO LRFD Bridge Design Specifications with
Caltrans amendments applied. The draft report will be submitted in pdf for review by the design team. The report
will include a description of the proposed project and work performed, field and laboratory data collected during
this work, and graphics showing the site location, the locations of the field explorations relative to the proposed
improvements, and an interpreted subsurface profile. The Log of Test Borings will be submitted with the
Foundation Report. The FR will present comments and recommendations to aid in design of the bridge. It is
anticipated that the following specific items will be included in the Foundation Report:
It is anticipated that the following discussion and recommendations will be included in the FR:
Subsurface soil, rock and groundwater conditions encountered;
Geologic setting;
Potential for being impacted by geologic hazards, such as seismicity, faulting, slope instability, liquefaction and
associated effects (seismically induced settlement and lateral spread);
Seismic data, closest and causative faults, design magnitude and peak ground acceleration and ARS curve
based on using the latest ARS Online and current Caltrans Seismic Design Criteria;
Liquefaction potential and the need to consider down‐drag forces, seismic settlement, loads due to lateral
spreading, or friction reducers in the pile design;
Results of the gradation analysis of the streambed material and estimated D50 and D90 for scour analysis;
Need for seismic approach slab;
Design and specified tip elevations for selected pile foundation types (as selected based on the PFR and Type
Selection), pile data table and supporting deep foundation analyses, minimum pile embedment and diameter,
pile spacing and group effects, specified pile tip elevation, and estimated settlement for the loading conditions
provided;
Geotechnical properties and parameters recommended for use in analyzing foundations under axial and
lateral loads (p‐y analyses with LPile);
Lateral load resistance of pile foundations using a p‐y analysis and considering pile groupings and load
demands (results will be plotted as a push‐over analysis versus lateral deflection for pinned‐ and fixed‐head
conditions unless otherwise requested);
Active and at‐rest lateral earth pressures, drainage and backfill for retaining wall design;
Soil stiffness and ultimate equivalent lateral pressure for resisting dynamic loading of abutment walls;
Additional lateral or vertical loading on piles due to lateral spread and negative skin friction, if considered
appropriate by geotechnical seismic evaluation;
Allowable inclinations for graded slopes (generally below the bridge);
Pavement sections based on R‐value tests and a furnished Traffic Index;
Comments on the presence of naturally occurring asbestos;
Comments on the corrosion potential of foundation soil, reinforced concrete substructures, culverts, and steel
based on test data and Caltrans design methods;
Item 8.h. - Page 52
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 9
Construction considerations regarding:
Excavation characteristics of the soil and rock encountered
Suitability of excavated onsite soil for reuse as compacted fill or structure backfill
Temporary slopes, shoring, dewatering and/or stream diversions
Stability and requirements for temporary cuts or shoring adjacent to existing roadways, structures, or
property and
Anticipated pile driving and/or CIDH pile drilling conditions for the foundation type selected.
Suggested material specifications
YEH will prepare a final Foundation Report and Log of Test Borings sheet to incorporate comments from the
City and design team. It is not anticipated that the final report would incorporate evaluating additional
alternatives or foundation types as part of the final submittal. The report and Log of Test Borings will be
submitted in pdf format. Hard copies and CAD files of the Log of Test Borings can be submitted if requested.
Deliverables:
Preliminary Foundation Report memorandum letter for bridge type selection
Draft Foundation Report
Final Foundation Report
Log of Test Borings (LOTB)
Task 1.10.6‐ Field Exploration Program (Optional for 3‐Span Bridge Alternative)
This additional foundation exploration will require a separate Notice to Proceed from the City and will only be
authorized if it is determined a 3‐span bridge alternative will be required for the replacement bridge.
Pre‐field Activities. Yeh will consult with the design team to coordinate project initiation and site access with the
City. Yeh will perform the same pre‐field activities described above with the following modifications:
Yeh will prepare a Field Exploration Memo for the project showing the locations and depths of planned
borings, the proposed sampling, types of equipment, and proposed traffic control for the bridge drilling. It is
assumed the City’s encroachment permit will allow overnight closure of one traffic lane for the duration of the
3‐day drilling program, and that a pilot truck will not be required to direct traffic around the closure.
This proposal assumes that any environmental permits, studies or monitoring required for the field work or
will be provided by others.
Field Exploration. The field exploration program will consist of drilling two borings at the proposed pier locations
for foundation design.
This proposal assumes the pier borings will be drilled after the abutment borings, so the approximate depth to
the foundation‐bearing rock can be estimated at the pier locations based on the abutment borings.
A 3‐day effort will be provided to drill the borings to depths of approximately 125 feet below the bridge deck,
approximately 95 feet below the creek bed. The actual depth of the borings may be varied depending on the
subsurface conditions encountered and the duration of the field program. A 10‐inch diameter core will be
drilled through the existing bridge deck and a casing to support the drilling tools will be set from the bridge
down to several feet below the creek bed, the depth of which may vary depending upon the creek bed
sediments. According to the 1931 as‐built plans, the bridge is conventionally reinforced (i.e., not post/pre‐
tensioned) with longitudinal girders that are spanned by a 7‐inch thick concrete deck. The core locations will
be sited using the 1931 as‐builts plans to avoid the girders. This proposal assumes that cutting rebar during
coring of the bridge is permissible. Borings will be drilled through the casing using a truck mounted drill rig
equipped with sonic core tooling. Yeh will subcontract drilling of these borings to BC2 Environmental of
Orange, California. The borings will be sampled, as needed, at various intervals by pushing thin‐walled (Shelby)
tubes. Bulk samples will be collected during drilling, typically in five‐foot intervals. Borings will be grouted
Item 8.h. - Page 53
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 10
following drilling per SLO County well permit requirements. The concrete deck will be patched and capped
with rapid setting quickcrete.
These additional borings will have the samples tested and the information included in the Foundation Report
similar to the other boring locations. There will not be a separate report, rather this information will be included
with the other information outline above.
Task 1.11 – Preliminary Engineering
Quincy will prepare the Project Description for use in preparation of the environmental documents. The Project
Description will include the preparation of the Project Area of Potential Effects (APE) Map for Caltrans signature
and use in the preparation of the environmental documents.
Central Coast Transportation Consulting (CCTC) propose to evaluate the following scenarios under AM and PM
peak hour conditions:
Near Term Conditions (existing traffic plus traffic from near term approved/pending projects)
Near Term Full Bridge Closure
Near Term Northbound Bridge Closure
Near Term Southbound Bridge Closure
CCTC proposes to study these intersections during the weekday AM and PM peak hours:
1.Traffic Way/West Branch Street
2.Bridge Street/West Branch Street
3.Traffic Way/Nelson Street
4.Nelson Street/Bridge Street
5.Mason Street/East Branch Street
6.Mason Street/Nelson Street
CCTC will consult with the project team and agency staff to finalize the scope of work.
CCTC will collect weekday intersection 7 AM to 6 PM turning movement counts and conduct field observations at
the study intersections.
CCTC will review the new traffic counts and compare to 2016 data provided in the East Cherry Avenue Specific Plan
EIR. Near Term conditions traffic volumes will be adjusted up if the 2019 counts are higher.
Traffic volumes for the bridge closure scenarios will be developed based on existing travel patterns and traffic
volumes. Travel demand model runs, if needed, can be conducted as an additional service.
CCTC will extract level of service, delay and queuing information for the studied intersections and scenarios. CCTC
will provide an alternatives analysis for consideration during the design phase. We will test potential measures to
minimize traffic impacts, including intersection control such as temporary traffic signals or stop signs.
The results of the above analysis will be summarized in a memorandum for review and comment by the project
team.
CCTC will review and check project staging plans to ensure temporary traffic movements do not result in adverse
impacts to surrounding City streets.
Quincy will prepare engineering studies and preliminary engineering to the extent needed to define the project
impacts for the environmental studies. Preliminary Engineering includes layouts of the bridge, and roadway
alignment to an approximate 35% level of completion. The bridge profile and span arrangements will be
determined in conjunction with the hydraulic studies to provide the best fit for the project site. Quincy will prepare
and submit geometric alignment drawings (GADs) showing the horizontal alignment and vertical profile. Quincy
will prepare and submit a Bridge Type Selection report in accordance with Caltrans Memo to Bridge Designers 1‐
Item 8.h. - Page 54
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 11
29.Quincy will prepare a Bridge General Plan Estimate and roadway estimate to produce a complete estimate of
the construction cost.
Based on the topographic site information (DSPI), preliminary foundation memo (YEH), draft hydraulics report
(WRECO), draft traffic analysis memo (Central Coast Transportation Consulting) and the preliminary environmental
findings (SWCA), Quincy will recommend one (1) preferred alignment and one preferred (1) bridge type. Upon City
approval of the recommended alternative, and establishment of design criteria such as design speed and typical
section, Quincy will prepare a Type Selection Report. Establishing an approved Type Selection Report also
facilitates a solid project description necessary for environmental studies. The approved report will become the
basis for the project’s final design and environmental approvals. The Type selection report will include:
General Plan of preferred bridge type
35% Roadway approval drawings that include title sheet, plan, profile, and typical section
Design Criteria Memorandum
An “Engineer’s Opinion of Probable Construction Cost”
Our Team’s basis for recommendation of the preferred alternative
Design Considerations to be incorporated during final design
Documentation of recommendations made by Quincy
Documentation of decisions made by the City and Project Team
Draft Design Hydraulic Study
Preliminary Foundation Report
Updated project schedule
Deliverables
Project Description
Geometric Approval Drawings
Bridge Type Selection Memo
Bridge General Plan
Bridge General Plan Estimate
Task 1.12 – 65% Roadway Design
Roadway efforts assume that the bridge will be replaced on the existing alignment in two stages and match the
existing centerline. It is assumed that traffic can be reduced to one lane with traffic in the northbound direction
during bridge construction activities. During the winter suspension duration, a lane of traffic can run in each
direction with one lane on the new bridge and one lane on the existing bridge. The roadway section is assumed to
consist of three 11‐foot lanes, with 5‐foot shoulders and 6‐foot sidewalks for a bridge width of 55 feet between
barriers.
Quincy will prepare the roadway civil design to conform to the approved Geometric Approval Drawings. The Title
Sheet will include the appropriate City and federal funding project identification, as well as a sheet schedule, a
vicinity map, the project legend, general notes, project control points, and appropriate signature approval blocks.
The roadway Typical Section Sheet will include the roadway structural section as designed, based on a City
supplied Traffic Index (TI) and the recommendations of the Geotechnical Report indicating the R‐value. Plan,
Profile and Super‐elevation sheets will be produced. The plan view will delineate the general roadway
improvements and pavement dimensions. Geometric information, tied to the project control points, will be shown
to sufficiently describe both the horizontal and vertical alignments. The approach roadway will be prepared at
appropriate scales. Utility locations, re‐grading and conforming details will be shown. Water pollution control and
erosion control plans will identify the required BMPs to safeguard the creek from storm water run‐off. Roadway
design must also include post‐construction hydromodification BMPs. Roadway design will be in accordance with
City, County, and AASHTO Standards. Design will be performed in AutoCAD Civil 3D highway design package
utilizing Quincy drafting standards. Details necessary to construct the roadway, including grading, drainage,
Item 8.h. - Page 55
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 12
driveways, stage construction, pavement structural sections, electrical lighting plans, etc. will be developed. This
task will include preparing calculations in conformance with the RWQCB PCR standards, incorporating PCR features
into the project plans, and coordinating with the RWQCB regarding the proposed PCR improvements.
The approach roadway design will be performed in accordance with City Standards, AASHTO “A Policy on
Geometric Design of Highways and Streets” and Caltrans Standard Specifications. Cross‐sections will be developed
per AASHTO/City standards. All plans will be signed by the civil engineer (registered in the state of California) in
responsible charge of the design, in accordance with the Local Programs Manual. It is assumed that the PS&E for
Traffic Way will contain 54 roadway plan sheets summarized below and will not require any intersection
modifications:
Roadway Sheets
Title Sheet
Typical Sections (2 sheets)
Layout (2 sheets)
Profile and Superelevation Diagram (2 sheets)
Construction Details (5 sheets)
Temporary Stream Diversion Plan
Contour Grading & RSP Details (2 sheets)
Drainage Plan (2 sheets)
Drainage Details (3 sheets)
Utility Plan (2 sheets)
Utility Details (2 sheets)
Waterline Plans (2 sheets)
Waterline Details (3 sheets)
Erosion Control Plan (2 sheets)
Construction Area Signs
Stage Construction & Traffic Control (10 sheets)
Pavement Delineation & Sign Plan (2 sheets)
Summary of Quantities (3 sheets)
Electrical Plans (4 sheets)
Tree Removal Plan
Revegetation Plans (2 sheets)
This project is outside of the Phase II NPDES Permit boundaries. However, since this project has a 401 certification,
post‐construction BMPs may be required for the Project. Low‐impact design (LID) and flow control measures may
be necessary. WRECO will identify the Project impacts and will design the BMPs according to the County’s
guidelines and Regional Water Quality Control Board’s requirements. WRECO will prepare the LID BMP Design
Plans, Specifications, and Estimates. The design efforts will be coordinated with other design disciplines of the
Project Team.
Task 1.13 – Water Pollution Control Program / Erosion Control Plan
Quincy will work with WRECO and will prepare the conceptual WPCP / Erosion Control Plan. To reduce risk and
liability QUINCY recommends that the contractor prepare the construction WPCP or SWPPP as appropriate.
Item 8.h. - Page 56
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 13
Task 1.14 – Traffic Design
Y&C will use VISUAL software to layout bridge lights and prepare 30% construction cost estimate for lighting items,
which will be submitted with preliminary bridge plan to the City of Arroyo Grande for review. Once the concept is
approved, Y&C will prepare plans, specifications, and cost estimate (PS&E) for bridge lighting. The lighting PS&E
will be submitted to the City of Arroyo Grande for review at 65% and 95% level. Any comments by the City will be
incorporated into final PS&E.
Y&C will prepare PS&E for temporary traffic signal modification at the Traffic Way/W. Branch Street intersection,
which will be impacted by construction staging on Traffic Way Bridge. Y&C will submit temporary traffic signal
PS&E to the City of Arroyo Grande for review at 65% and 95% level. Any comments by the City will be
incorporated into final PS&E.
The Construction Area Signs sheet will delineate appropriate advisory and construction area signs (CAS) as
approved by the City.
A signing, striping, and pavement marking plan will be developed utilizing the CA MUTCD and City standard details.
Existing as well as new sign locations will be shown. Sign panels will be shown for any nonstandard signs. Standard
signs will be designated by appropriate Caltrans standard sign numbers. Temporary signing and striping, portable
delineators, temporary crash cushion arrays and temporary railing (Type K) will be shown, as necessary, on this
plan. Quincy staff will work closely with the City Traffic Engineer to incorporate applicable requirements into the
plan set.
Task 1.15 – Design Exceptions Fact Sheet
Quincy will prepare any reasonable project design exceptions for approval by City.
Task 1.16 – Utility Coordination
Preliminary Utility Coordination:
Contact List: Beginning with our existing utility contacts on the Bridge Street project, Quincy will develop and
refine a project‐specific contact list containing all utility owners providing or proposing to provide service in the
project area.
Utility ‘A’ Package: Quincy will send the following materials to all utility companies serving the project area: A
vicinity map capturing the boundaries of the project and a City‐approved letter requesting as‐built or record
information of the location, size and depth (if applicable) of each utility company’s facilities within the study
boundaries. Information regarding planned utility construction that might affect the project also will be requested.
Update Base Mapping: Based on the information received from the ‘A’ letters, Quincy will update the base
mapping to reflect the existing utilities in the project area.
Utility Conflict Identification: Quincy will review the existing utilities to determine the extent of utility conflicts
throughout the project area.
If needed, Quincy will hold one‐on‐one meetings with those utilities that might require significant relocation
efforts. The purpose of these meetings will be to reach consensus on the scope, level of effort and approximate
cost of the required relocations. It is assumed that these meetings can be combined with meetings scoped under
tasks 1.2 and 1.7. Quincy has assumed the City could perform reimbursable potholing similar to the approach used
on the Bridge Street Project.
Task 1.17 – Preliminary Right‐of‐Way Assessment
Quincy will coordinate with the City to assess right‐of‐way impacts at the site. DPSI will delineate the existing right‐
of‐way lines and Quincy will propose permanent easements and/or temporary construction easements based on
the project footprint and anticipated required staging areas. The City will review and approve the proposed limits
which the City will use to update the project right‐of‐way cost estimate.
Item 8.h. - Page 57
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 14
Task 1.18 – 65% Bridge Design and Detailing
This scope of work assumes that the Arroyo Grande Creek Bridge at Traffic Way will be replaced with a two stage
240‐foot‐ long, 1 or 3‐span CIP/PS Concrete Box Girder. Bridge design will be in accordance with the AASHTO LRFD
Bridge Design Specifications 6th Edition, with Caltrans amendments dated 2014. Applicable sections of the Bridge
Memos to Designers and Bridge Design Aids manuals will also be used. The design will meet City, Caltrans and
FHWA standards. Seismic design will be performed in accordance with the Caltrans Seismic Design Criteria Version
1.7 April 2013 and the latest information available from Caltrans Earthquake Research. Detailing of plans will be in
accordance with Caltrans Bridge Design Details Manual. Both the design and detailing will be based on the use of
the current Caltrans Standard Plans and Standard Specifications.
It is assumed that the PS&E for Arroyo Grande Creek Bridge will contain 16 bridge plan sheets summarized
below:
Bridge Plan Sheets
General Plan
Deck Contour
Foundation Plan
Abutment Layout
Abutment Details (2 sheets)
Pier Layout
Pier Details (2 sheets)
Typical Section
Girder Layout
Girder Reinforcement
Aesthetic Details
Joint Armor for Pedestrian Walkways
Barrier & Railing Details
Log of Test Borings
Task 1.19 – 65% Plans Submittal
A submittal of the 65% plans will be made to the City. A preliminary bid item list will be prepared, as well as an
updated GP estimate reflecting any significant changes from the Type Selection report. Quincy will transmit the
65% plan set as pdf sent to the City via email. Upon receipt of City comments on the 65% plans submittal, Quincy
will review and incorporate applicable revisions into the design and will resubmit at the 95% submittal.
Deliverables
PDF files 11x17 plan set
Item 8.h. - Page 58
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 15
TASK 2.0 – Environmental Review, Coordination, Design and Permitting
SWCA has provided a brief description of the scope of work for the various technical studies anticipated to be
required, based on our experience with similar bridge construction projects and the background information
provided by the County as part of the Request for Proposal (RFP) package. It is important to note that this list of
technical studies is only preliminary.
Preliminary Environmental Study (PES)
SWCA will prepare the Caltrans Preliminary Environmental Study (PES) Form, which is required for all Caltrans
Local Assistance projects. The content of the PES will be populated with information gathered during preliminary
environmental analysis and early coordination with the City and Caltrans. The PES form will provide sufficient
information to determine the environmental issues, evaluations, and/or studies that must be undertaken for
CEQA/NEPA environmental clearance. The following scope of work is based on the Quincy‐SWCA team’s
experience with which studies would be anticipated as a result of completing the PES for this particular project.
SWCA has provided a brief description of the scope of work for the various technical studies anticipated to be
required, based on our experience with similar bridge construction projects and the background information
provided by the City as part of the Request for Proposal (RFP) package. It is important to note that this list of
technical studies is only preliminary. The scope of work for the technical studies can be refined or changed by the
City as needed in order to best serve City staff.
The following list of studies is provided in the order shown on the Preliminary Environmental Study (PES) form.
Task 2.1 – Noise Technical Memorandum
The Traffic Way Bridge is not considered a Type 1 project by the Federal Highway Administration (FHWA) and
would not require a detailed noise analysis. Existing residences and businesses in the immediate area would be
subject to a short‐term increase in noise associated with construction of the proposed project. Potential noise and
vibration impacts may occur depending on methodology used in the bridge foundation type. Demolition of the
existing bridge may cause both noise and vibration impacts. Roadways in the area currently generate
transportation‐related noise. Project‐generated truck traffic noise may be of concern for surrounding residential
developments as equipment and materials shipments including worker trips are made to the project site.
Predicted construction noise levels will be compared to City thresholds to identify potential impacts and develop
feasible noise reduction mitigation measures.
The technical memorandum will include: (1) a preliminary noise review as the project relates to the City’s Noise
Element and Ordinance; (2) background noise research; (3) identification of sensitive land uses within close
proximity of the site; (4) calculation of noise levels at surrounding sensitive receptors (if any); and (5) development
of mitigation measures to address potential construction‐related noise levels. SWCA will prepare a memorandum
to summarize the noise evaluations.
Task 2.2 – Initial Site Assessment
The Initial Site Assessment (ISA) will evaluate the Project area for the presence of Recognized Environmental
Conditions (RECs). The ISA will be prepared by WRECO in general accordance with American Society for Testing and
Materials (ASTM) Standard E‐1527‐13 per Caltrans Standard Environmental Reference, Environmental Handbook,
Volume 1, Chapter 10, “Guidelines for Hazardous Materials, Hazardous Waste, and Contamination,” and
Environmental Protection Agency (EPA) Standards and Practices for All Appropriate Inquiries (AAI) (40 CFR Part
312). Exceptions to the ASTM standard with regard to this particular Project will include the following: no title
searches, property appraisals, or interviews will be performed for the Project area.
Database Review
WRECO will review all pertinent data, including previous studies provided by the City and the Project Team, site
investigation reports, groundwater monitoring reports, and federal and state records within 1 mile of the Project
area.
Item 8.h. - Page 59
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 16
As part of the study, WRECO will order an Environmental Data Resources (EDR) database search for the Project,
which is a database search of all regulated underground storage tanks, active and closed case files of cleanup
operations, hazardous materials treatment, storage and disposal facility, historical cleaners and auto shops, and
regulated sites.
The following sources will be reviewed for the purpose of determining the potential for RECs within the Project
limits that may impact the proposed improvements:
EDR Radius Map™ Report with GeoCheck®, EDR Aerial Photo Decade Report, EDR Historical Topo Map Report,
EDR Certified Sanborn Map Report, and EDR City Directory Image Report
Department of Toxic Substances Control’s EnviroStor Database
Regional Water Quality Control Board GeoTracker Database
County Land Use and Zoning Maps
County Office of the Assessor/Recorder records
County Building and Planning Department records
County Department of Environmental Health records
California Environmental Reporting System (CERS) records
Certified Unified Program Agency (CUPA) records
WRECO will review these available records to determine the potential presence of RECs based on previous land
usage and any historical operations at or near the Project area. This research will also be used to help support the
lack of RECs at the Project area.
Bridge Structure
Since the bridge was constructed in 1932 and is a reinforced concrete structure, asbestos containing materials
(ACMs) may exist in the existing structure at the Project area. The National Emissions Standards for Hazardous Air
Pollutants (NESHAPs) (40 CFR 61[M]) and Cal/OSHA classify ACMs as any materials or products that contain more
than 1 percent (%) asbestos. Non‐friable ACMs are classified by the NESHAPs as either Category I (material that has
become friable) or Class II (material that has been subjected to sanding, grinding, cutting, or abrading) material,
including materials sometimes found in bridges, rail shims, pipes, pipe coverings, expansion joint facings, and
certain cement products. Regulated ACMs that are a hazardous waste when friable (can be crumbled, pulverized, or
reduced to powder by hand pressure), are classified as any material that contains more than 1 percent (%) asbestos
by dry weight and are a Category I or II material, or a Category II nonfriable material with a high probability of
becoming crumbled, pulverized, or reduced to a powder during construction activities. Any type of potential ACMs
on the bridge structure (concrete foundations/footings) will be identified and photographed for reporting in the ISA
Report.
Before 1978, lead was a common ingredient in paint because it added strength, shine, and extended the life of the
paint. Title 17 of the California Code of Regulations (CCR), Division 1, Chapter 8, presumes that paint on structures
built before January 1, 1978, is lead‐based paint (LBP) and disturbance requires use of lead‐safe work practices.
Construction activities including demolition, that disturb materials or paints containing any amount of lead are
subject to certain requirements of the Federal Division of Occupational Safety and Health (Cal/OSHA) lead standard
contained in 8 CCR 1532.1. Deteriorated paint is defined by 17 CCR 35022 as a surface coating that is crackling,
chalking, flaking, chipping, peeling, not intact, failed, or otherwise separating from a component. Any type of
deteriorated paint on the bridge will be identified and photographed for reporting in the ISA Report.
Field Reconnaissance
WRECO will conduct a field reconnaissance to assess the existing conditions at and in the vicinity of the Project
area, and to visually observe any indications of RECs within the Project limits. The visual observations of the site
conditions at the time of the visit will be documented with field notes and photographs. The data from the site
Item 8.h. - Page 60
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 17
reconnaissance will be compared to the historical information and EDR database findings to determine if there are
existing or potential RECs at the Project area.
ISA Report
The results of the database search and site reconnaissance will be summarized and presented in a report of the
findings, describing the existing or potential RECs at the Project area. WRECO will submit a Draft ISA Report to the
Client, and then incorporate the comments received into the Final ISA Report. The report will comply with the
California Environmental Quality Act/National Environmental Policy Act (CEQA/NEPA) requirements. If there are
existing or potential RECs at the Project area, WRECO will provide recommendations in the ISA Report to conduct
specific sampling at the Project area. This additional field sampling will be performed as part of a Preliminary Site
Investigation (PSI) to confirm the presence or lack of suspected RECs.
Deliverables
Draft Initial Site Assessment Report (PDF)
Final Initial Site Assessment Report (PDF and 1 hard copies)
Task 2.3 – Cultural Resources
In order to comply with Section 106, SWCA proposes to complete the following cultural resources tasks.
Depending on the outcome of the evaluation of the bridge, it is possible that additional studies may be needed
should the bridge be found eligible. These studies would be conducted under a separate amendment to the
contract.
Records Search
SWCA will conduct a records search for the proposed project area at the California Historical Resources
Information System’s (CHRIS) Central Coast Information Center (CCIC), located at the University of California, Santa
Barbara. SWCA assumes that Caltrans will require a 0.5‐mile search radius. SWCA further assumes that the records
search will be completed at the CCIC for a maximum direct cost of $900.00 and will be conducted at standard
rates. If rush rates are required, then a Change Order may be necessary.
Native American Coordination
Pursuant to 36 Code of Federal Regulations (CFR) Section 800.4(a)(3), preparation of the Archaeological Survey
Report (ASR) and Historic Property Survey Report (HPSR) will include coordination with up to 20 local Native
American individuals and groups who may have knowledge of, or concerns about, Native American resources in
the area. SWCA will initiate this task by contacting the Native American Heritage Commission (NAHC) to request a
Sacred Lands File search and to request a list of Native American contacts. Upon receipt of the Sacred Lands File
search, SWCA will prepare and mail letters to each of the NAHC‐listed contacts, requesting information, in writing,
concerning any Native American religious or cultural resources within or immediately adjacent to the project area.
Up to two telephone calls will be made to each of the Native American groups on the NAHC list to document good‐
faith efforts at follow‐up.
Archaeological Survey Report (ASR)
SWCA will conduct an intensive‐level archaeological survey of the area of direct impacts. SWCA will survey the
Area of Potential Effect (APE). No testing or excavation will be conducted, nor will any artifacts, samples, or
specimens be collected during the survey.
Upon completion of the field survey, SWCA will prepare the ASR according to Caltrans’ current guidance as
specified in the Standard Environmental Reference (SER). The ASR will document the results of the records search,
Native American scoping, and field survey. The report will include maps depicting the area surveyed for cultural
resources. Locations of sensitive archaeological sites or Native American cultural resources may be depicted or
described in the report and will be considered confidential; therefore, the report may not be distributed to the
public. This report will be submitted to the City and Caltrans for review.
Item 8.h. - Page 61
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 18
SWCA assumes that no archaeological resources will be encountered; any additional previously unrecorded or
newly recorded archaeological resources identified during the records search or survey would require a change
order for formal recordation. The survey area will be limited to the direct APE. SWCA assumes that preparation of
the ASR will not require more than one revision based on comments from Caltrans or the City.
Historic Resources Evaluation Report (HRER)
Local Governments/Local Historic Group Coordination
Pursuant to 36 CFR Section 800.4(a)(3), preparation of the HPSR will include coordination with up to five
individuals and organizations who may have knowledge of, or concerns with, historic properties in the area.
Coordination will include inquiries to local governments, and local historic groups regarding their knowledge of
historic properties in the immediate vicinity of the APE. Up to two (2) telephone calls will be made to each of the
groups to document “good‐faith” efforts of follow‐up.
Built Environment Survey, Archival Research, and Department of Parks and Recreation Forms
A qualified Architectural Historian will direct an intensive‐level survey of the indirect APE. For the purposes of this
proposal and cost estimate, SWCA assumes that the indirect APE will extend approximately one parcel away from
any ground disturbances or right‐of‐way acquisitions. The Via Avenue Bridge (#49C‐0158) is more than 50 years of
age and was previously evaluated as “not eligible” under National Register criteria. The bridge has not been
evaluated for historical significance under CEQA. SWCA will evaluate the bridge using California Register criteria
and reevaluate the bridge using National Register criteria. SWCA assumes that archival research will need to be
conducted and the bridge will need to be recorded on DPR forms in order to comply with Caltrans guidance. The
forms will constitute a portion of the HRER. SWCA assumes that no additional resources beyond the bridge
described above that are more than 50 years of age that would require recordation on DPR forms will be present.
Should additional resources that are older than 50 years be identified within the indirect APE, SWCA would request
a change order to conduct the additional work.
Historical Resources Evaluation Report
It is anticipated that the architectural APE will encompass up to three adjacent parcels with historic‐period
resources (i.e., resources built in 1969 or earlier). Upon completion of the draft architectural APE, SWCA will
coordinate with local historical groups, conduct the built environment survey and archival research, and prepare
up to three DPR 523 forms for properties that require formal evaluation. The results of the architectural
evaluation, including the DPR 523 forms, will be presented in an HRER. SWCA will prepare the HRER according to
Caltrans’ current guidance as specified in the SER. SWCA assumes only one (1) revision to the HRER will be
required.
Historic Property Survey Report (HPSR)
Upon completion of the ASR, SWCA will prepare a short‐format Caltrans HPSR according to Caltrans’ current 2017
guidance, as specified in the SER. The HPSR is the overarching document that summarizes the results of the
cultural resources investigation; it will include a project description; a description of the APE; details of
coordination with Native American groups/individuals, local government, and historic groups; a summary of
identification efforts; information regarding any properties identified within the APE; a list of attached
documentation; and the findings of the study. SWCA assumes that only one revision to the HPSR will be required.
If the project APE is found to contain historic properties, as described under Section 106 of the National Historic
Preservation Act, additional cultural studies would become necessary, SWCA can prepare the analysis and
consultation with the State Historic Preservation Officer (SHPO) and interested parties under a separate contract
and budget.
Item 8.h. - Page 62
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 19
Task 2.5 – Project Description
Quincy will prepare the Project Description for use in preparation of the environmental documents. The Project
Description will include the preparation of the Project Area of Potential Effects (APE) Map for Caltrans signature
and use in the preparation of the environmental documents. Much of the project description will be obtained from
the bridge type selection memo prepared under task 1.11.
Task 2.6 – Natural Environment Study (NES)
The Natural Environment Study (NES) consists of an impact analysis of the sensitive biological resources with
potential to occur within the Biological Study Area (BSA). In preparation of this proposal, SWCA has already
conducted the preparation of a natural Environment Study directly upstream of the Traffic Way Bridge, in support
of the Bridge Street Rehabilitation Project. Therefore, our staff has a very intimate understanding of the area and
the content for the NES that would be necessary for the Traffic Way Bridge Replacement Project. We believe this
will lead to a very streamlined approach in the preparation of this document, but more importantly in the review
process to be conducted by the City and Caltrans.
Per Caltrans requirements, the USFWS and NOAA Fisheries official species list must be acquired within 6 months of
submitting the NES for review. It is expected that the species list will be either identical, or nearly identical, to
those species reviewed in preparation for this proposal. Because the request for an official species list by a federal
agency is the first step of the Federal Endangered Species Act (FESA) Section 7 consultation, and triggers a
consultation code with USFWS, the official species lists will be formally requested by Caltrans, acting on behalf of
FHWA. SWCA will coordinate with City staff to arrange any species list requests from Caltrans.
Following the database search and a literature review, field surveys will be conducted to provide baseline
information on vegetation communities, habitat types, and plant and wildlife species in the study area. Resources
identified during field surveys will be mapped with Global Positioning System (GPS)/Geographic Information
System (GIS) and will be overlain on plans and/or aerials provided by Quincy and/or the City. SWCA has also
already collected recent aerial imagery of the project area, which has been used during preparation of this
proposal and will be used as basemap imagery for future graphics needs within the NES and other reports.
In order to comply with agency protocol for botanical resources, SWCA will conduct two floristic botanical surveys
in order to accommodate the range of blooming periods (i.e., the identification periods) for the numerous special‐
status plant species with potential to occur within the study area. Botanical surveys will follow the applicable
guidelines from the USFWS publication General Rare Plant Survey Guidelines and the CDFW publication Guidelines
for Assessing the Effects of Proposed Projects on Rare, Threatened, and Endangered Plants and Natural
Communities. Reconnaissance wildlife surveys will be conducted concurrently with the botanical surveys and all
plant and wildlife species (or evidence of, such as scat or tracks) will be identified to the lowest possible taxonomic
level. SWCA proposes to complete this work in spring 2019, should the consultant team be awarded the contract
and access secured by the City.
Topics of discussion in the NES will include a description of each project alternative currently under consideration;
regulatory overview; study methods; documentation of existing conditions; special‐status plant and animal
species, sensitive habitats, and jurisdictional features (wetlands/other waters) with potential for occurrence;
evaluation of permanent, temporary, direct, indirect, and cumulative impacts; and recommended avoidance and
minimization measures. The NES will also adequately address all federal laws, regulation, and guidance, as
described in Chapter 1 of the Caltrans Environmental Handbook. Appendices to the NES will include the project
plans; results of the USFWS, NOAA Fisheries, and CNDDB queries; a dewatering and diversion plan; and a list of
species observed within the BSA.
Jurisdictional Delineation and Assessment
The Jurisdictional Delineation and Assessment would be prepared as a stand‐alone report that would be included
as an appendix the NES. The report would include both federal and state jurisdictional information. The soil,
Item 8.h. - Page 63
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 20
vegetative, and hydrological characteristics of all identified wetland areas will be examined and categorized
according to the 1987 Corps of Engineers Wetlands Delineation Manual and the 2008 Regional Supplement to the
Corps of Engineers Wetland Delineation Manual: Arid West Region (Version 2.0). Identified jurisdictional
boundaries and biological habitats will be mapped with a Trimble GPS 7X handheld unit, capable of determining
positional accuracy to ±0.5 meter and the resulting acreages quantified using ArcGIS or AutoCAD. If the project
schedule allows, SWCA will coordinate with the survey team in the field to have the jurisdictional boundaries
included during NES survey efforts. This will reduce any anomalies that may result from GPS data collection.
Based on SWCA’s preliminary review of the BSA, it appears that the majority of the federal jurisdiction within the
BSA would be considered “Other Waters of the U.S.” There is also a potential for federal wetlands to occur within
the project area, but this determination will require a focused field investigation, included in this scope and
budget. State jurisdictional boundaries would extend to the top of bank or furthest extent of riparian vegetation.
CDFW also would consider their jurisdiction to extend to the Federal Emergency Management Agency (FEMA) 100‐
year flood mark, which in the case of this project would not extend beyond top of bank. For ease of future
permitting efforts (and at the request of regulatory staff in the past), SWCA would also propose to have separate
graphics within the report that graphically depict federal and state jurisdiction independent of each other.
Impacts to these jurisdictional areas will be quantified within the NES based on the most current design available
at the time (at least 30% design). Permit applications will eventually require updated calculations of permanent
and temporary impacts to jurisdictional areas that are based on the final project designs.
Task 2.7 – Biological Assessment (BA)
A Biological Assessment (BA) is required for formal or informal consultation with the USFWS and/or NOAA
Fisheries. The BA will be restricted to a discussion of federally listed species with potential for occurrence within or
adjacent to the project area and will be prepared pursuant to the most recent Caltrans template preferred by
District 5. Federally listed species anticipated to be considered include South‐Central California Coast steelhead
(Federal Threatened), California red‐legged frog (Rana draytonii; Federal Threatened), least Bell’s vireo (Vireo bellii
pusillus; Federal Endangered), and southwestern willow flycatcher (Empidonax traillii extimus; Federal
Endangered).
South‐Central California Coast steelhead (or rainbow trout) are known to occur within Arroyo Grande Creek which
discharges to the Pacific Ocean. Arroyo Grande Creek is included within designated critical habitat for steelhead.
SWCA will address project impacts to the species and the critical habitat within the BA. An important aspect to
assess impacts on this species includes hydro‐acoustic analysis. As currently proposed, the engineer believes that
pile driving can be avoided by using cast‐in‐drill hole (CIDH) methodologies, in order to avoid impacts to steelhead
and the additional hydro‐acoustic analysis that would be necessary should pile driving be needed. Should the
project description change in a manner resulting in pile driving as the required methodology, SWCA will discuss
hydro‐acoustic impact analysis with the City and the project team. In addition, as currently proposed, the project
would likely result in a net benefit to the species and critical habitat by the removal of pier structures within the
channel.
California red‐legged frog is known to occur in the vicinity of Paso Robles Creek. According to the CNDDB, the
nearest known occurrence is approximately 2.3 miles to the east. SWCA anticipates that the City would infer
presence of this species. Based on SWCA’s experience on similar projects, the project would not require additional
focused field surveys and the Programmatic Biological Opinion for Projects Funded or Approved under the Federal
Highway Administration’s Federal Aid Program (8‐8‐10‐F‐58) would be utilized (Caltrans 2011) for concurrence
with USFWS under FESA Section 7.
Based on the current conditions within the BSA, there is currently suitable riparian vegetation along the banks of
the creek for least Bell’s vireo and southwestern willow flycatcher. Although observations of these species within
the City are very limited, it is SWCA’s experience on recent nearby projects that if sufficient riparian vegetation is
Item 8.h. - Page 64
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 21
present, the species presence would be inferred, and formal consultation would be needed. SWCA does not
propose the need for any protocol‐level surveys to be conducted. Although unlikely, should USFWS require
additional studies, SWCA has a USFWS‐approved least Bell’s vireo biologist on staff who can conduct these studies,
if needed.
Should there be a need to contact USFWS and NOAA Fisheries for information gathering purposes regarding
federally listed species, SWCA would route all questions and inquiries to the City. SWCA would strongly adhere to
the communication protocol set forth by the City and at no time would SWCA communicate with Caltrans or the
resources agencies without prior consent from City staff. Once the Final BA is submitted to Caltrans, all
contact/coordination with USFWS and NOAA Fisheries shall be directly led by Caltrans, acting on behalf of FHWA.
Conceptual Habitat Mitigation and Monitoring Plan
As part of the BA, Caltrans requires that a Conceptual Habitat Mitigation and Monitoring Plan (CHMMP) be
provided to address proposed mitigation based on the most current design of the selected alternative. The U.S.
Army Corps of Engineers (USACE), CDFW, and Regional Water Quality Control Board (RWQCB) will require the
submittal of this plan with the permit application packages. The CHMMP outlines the methods proposed to restore
and monitor the impacted jurisdictional areas and presents a suggested mitigation ratio. Generally, a CHMMP
consists of a 3‐year restoration maintenance program and a 5‐year monitoring program. The combined programs
would amount to 5 years of restoration work and monitoring following construction activities within Paso Robles
Creek. SWCA will prepare the CHMMP and submit it to the City for review and approval as an appendix to the BA.
During the permitting process, resource agencies will be able to review and comment on the plan. Once the
CHMMP is approved by the federal and state agencies during the permitting phase, SWCA will revise (if necessary)
and produce a final HMMP for the plan, specification and estimate (PS&E) phase of the project.
The CHMMP will also include mitigation for any tree removals that may occur. SWCA has a certified arborist on
staff to help evaluate tree removal impacts and to help develop adequate mitigation to meet the federal, state,
and local requirements.
It is assumed that the CHMMP will allow for on‐site mitigation in or near the project site without the need for
significant additional fieldwork. If a CHMMP must be prepared for an off‐site location, additional fieldwork,
mapping, and data collection may be required, and this must be prepared under an amended scope of work. The
City should also consider any off‐site mitigation early in the process in the event that secondary impacts to cultural
resources may occur.
Task 2.8 – Visual Impact Assessment (VIA)
SWCA proposes to determine if and to what extent the proposed structure might be visible from Key Viewing
Areas (KVAs), and determine the extent of any visual impacts when compared to existing conditions. SWCA would
utilize the Caltrans Visual Impact Assessment Guide (VIA Guide) to determine the level and type of visual impact
assessment that would be required for the project. Itemized responses to the checklist set forth in the VIA Guide
would be provided, including project‐specific details supporting each response. After completion of the VIA
checklist, the final project score will be compared to established thresholds to determine whether additional visual
analysis, scoping, photo simulations, public review, or impact and mitigation discussion would be necessary.
It is not anticipated that significant visual impacts would result from the project. The project is located in a rural
area, with limited views of the bridge structure. Included in this scope of work are a field analysis including
photographic documentation of existing conditions, completion of the VIA checklist including itemized responses
to each question, consultation with the City and Caltrans regarding the need for any additional visual assessment
(if any), and preparation of a brief Visual Assessment in memo form, setting forth the basis for the level of visual
analysis performed and the determination of impacts. Should review of the project indicate that a more fully
developed visual impact assessment is required, SWCA could complete the analysis using Caltrans accepted
methodology once a project description and design have been completed.
Item 8.h. - Page 65
CITY OF
~ -~ . ..., .,., .. .,.
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 22
Task 2.9 – Water Quality Assessment Report
SWCA will evaluate potential water quality impacts of proposed construction of the project using information
provided within the project plans, and hydrologic studies that are completed by the hydrology subconsultant. The
WQAR will provide a discussion of the proposed project, the physical setting of the project area, and the regulatory
framework with respect to water quality. The report will provide data on surface water and groundwater resources
within the project area and their water quality health, describe water quality impairments and beneficial uses,
identify potential water quality impacts/benefits associated with the proposed project, and recommend avoidance
and or minimization measures to reduce potentially adverse impacts.
Task 2.10 – CEQA Document
Based on SWCA’s knowledge of the proposed project, it is assumed that an Initial Study (IS) leading to a Mitigated
Negative Declaration (MND) will likely be the appropriate CEQA document. SWCA will prepare the IS/MND using
the City’s preferred format as the lead agency. It is also understood that the City will be responsible for the public
noticing and attendance at any public hearing.
SWCA will be responsible for publishing the environmental documents and any document revisions after public
review, preparation of the final MND. In the unlikely event that it should become apparent during environmental
evaluation that an Environmental Impact Report (EIR) is needed, the City will be immediately notified for
appropriate action.
Task 2.11 – Permit Compliance
Plans and specifications will be checked against the permit conditions and measures to ensure compliance with the
agency requirements.
This task will also include the preparation of calculations and an application for a rainfall erosivity waiver to be
submitted by the County. Along with the rainfall erosivity waiver, Quincy will prepare the conceptual
WPCP/Erosion Control plans with BMP's and the contractor will prepare a project WPCP which will be in effect for
construction activities between April and October. Quincy will ensure the project working days in the specifications
match the rainfall erosivity waiver such that any work extending beyond the end of the rainfall erosivity waiver
requiring a Stormwater Pollution Prevention Plan (SWPPP) will be the contractor’s responsibility. Quincy will then
prepare a project plan sheet detailing the best management plan (BMP) and erosion control features outlined in
the WPCP. It is assumed any fee for the rainfall erosivity waiver will be paid by the County.
Based on our knowledge of the permit process for federal and state agencies, implementation of this project will
require permits/agreements from USACE, CDFW and RWQCB. SWCA would prepare permit packages that would
include completed permit applications, maps of the project location, site photographs, construction plans, and
pertinent background reports. To facilitate the permitting process, SWCA would prepare signature‐ready
application packages following completion of the technical studies. SWCA will not submit the permit packages until
completion of environmental review (anticipated to include a NEPA CE/CEQA MND). Once environmental review
has been completed, all supporting documents would be submitted to the agencies to supplement the application
packages. SWCA would be available to facilitate the submittal of the packages to the agencies and support
negotiations with the agency staff.
Task 2.12 – Revegetation Plans
WRECO’s restoration specialist/senior biologist will conduct a site visit to develop a plant palette consistent with
native riparian vegetation currently found in the creek corridor. We will draft sketches of the site features or
limitations that may influence the revegetation effort.
Based on the information collected during the site visit, WRECO will develop a plant palette, planting plan, and
specification sheets for inclusion in the Project’s engineered plan set.
Item 8.h. - Page 66
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 23
TASK 3.0 – RIGHT OF WAY
Right‐Of‐Way Engineering
The City will perform all appraisals and acquisitions for the project.
Utility Coordination/Design
Unless specifically stated, it is assumed that all new or relocated utility facilities will be designed and constructed
by the applicable utility owners.
Task 3.1 – Final Utility Coordination
Utility ‘B’ Package: Based on the information collected from the Utility ‘A’ letters, Quincy will prepare and send
Utility ‘B’ packages to the affected utility companies. The ‘B’ package, which will document identified utility
conflicts and the conclusions from associated utility meetings, will include the following: 65% Plans and a City‐
approved letter notifying the utility companies of conflicts between existing utility facilities and the proposed
work. The letter will ask the utility companies to verify the conflict and notify them of the need to relocate their
facilities. After receipt of the relocation designs from the utility companies, Quincy will add the relocations to the
drawings prior to the 95% design submittal.
Utility ‘C’ Package: Quincy will send a copy of the Final Plans and a City‐approved letter to the utility companies
when the project is advertised for bids. The letter will include the project schedule and deadlines for completion of
utility company relocation work.
Notice to Owner and Reports of Investigations: Quincy will prepare required Notice to Owners and any Reports of
Investigation required for the project.
Utility Agreements: Quincy has assumed that one utility agreement will be necessary for this project. The utility
agreement will be for the City owned water line.
Task 3.2 – Final Design 12‐inch Water Transmission Pipeline
Quincy will design a new 12‐inch water main to be incorporated into the new Traffic Way Bridge. It is assumed that
the existing line can be valved‐off and removed from service during switching lines from the old bridge to the new
bridge without affecting water service to customers. Quincy will coordinate with the City to review and identify the
location of existing isolation valves to be closed for the construction of the tie in’s and confirm that no services will
be affected. The isolation valves at each side of the bridge will be fitted with a thrust collar to prevent the existing
pipelines from separating at the joints when the bridge segment of pipeline is removed. The water main design will
include connections details, supports to suspend the pipeline under the bridge, and necessary features and
appurtenances, such as thrust restraints, restrained joints and coupling adapters, articulating joints, air relief
valves, and hydrants.
Quincy's water main designers will incorporate the knowledge of the City's standards gained during the recent
design of the utility crossings on Bridge Street Bridge. AWWA standards will be applied to the design and
referenced, in conjunction with City standards. The pipeline material is anticipated to be DIP, which does not
match the existing steel water main, but does comply with current City Standard Specifications and Engineering
Standards. Depending on the design of the bridge, a steel pipeline can be designed, in lieu of DIP, to maximize the
pipeline span between joints and supports.
The Quincy water and bridge designers will collaborate to design pipeline supports and braces beneath the bridge
structure, as well as design features for the pipeline to pass through the abutments.
Construction drawings will be prepared using AutoCAD/AutoCAD Civil 3D and technical specifications will be
prepared using MS Word.
The Quincy design leader for the water main design will attend a kick‐off meeting to coordinate with the City and
walk the site.
Item 8.h. - Page 67
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 24
Deliverables
Attend Kick‐off Meeting
Water Line Design Plans
Task 3.3 – Final Right of Way
Quincy will set final Right‐of‐Way needs or Temporary Construction Easements based on Final Design Plans and
any rights needed for construction, utilities or environmental mitigation.
Task 3.4 – Appraisal Exhibit
DPSI will prepare an exhibit to be used by our Right‐of‐Way staff showing the existing road right‐of‐way, proposed
right‐of‐way or temporary construction easement, the area to be acquired, and the APN. The exhibit will include
such information as APN number, site address, owner’s name, gross acreage and easement acreage and will show
the approximate property line of parcel in question and the proposed easement locations plotted over the aerial
ortho‐photograph.
Task 3.5 – Stake the Proposed Right of Way or Temporary Construction Easements (Optional)
Property owners may request that the proposed right‐of‐way or Temporary Construction Easement lines be
staked. This optional scope of work could be authorized through contract amendment prior to performing any
staking requested by the City.
Task 3.6 – Legal Descriptions (Optional)
The current project approach does not anticipate requiring any permanent right of way for the project. Several
Temporary Construction Easements (TCE) will be required to gain access to the project site and install the
temporary stream diversion. The project goal and current approach is to avoid impacting the property owned by
Kaloosian. Following this approach and based on our experience working on the Bridge Street project, we do not
anticipate needing Plat and Legals description for only TCEs. If permanent right of way is required for the project, a
legal description will be compiled for the acquisition of new right of way. Our scope of work assumes that no Plat
and Legals will be required.
Task 3.7 – Record of Survey Map (Optional)
If required the City will waive the checking and recording fees for this map and additional scope and fee will be
added with an amendment.
TASK 4.0 – FINAL ENGINEERING
Task 4.1 – Independent Design Check
Upon completion of the 65% submittal, Quincy will perform an independent design check of the bridge plans in
conformance with usual Caltrans bridge design procedures. The check will involve a completely independent
analysis of the project using the unchecked bridge detailed plans and 65% roadway plans by an engineer that has
not been intimately involved in the design. This is a big part of the Team’s QA/QC Plan and is identical to the
Caltrans/Local Agency process. A plan set will be marked up following Quincy's QA/QC Manual. Based upon the
independent check and agreement to revisions by the checker and designer, the plans will be revised. Independent
Check comments are summarized, and resolutions are documented.
Task 4.2 – Specifications
Prior to the Draft PS&E Submittal, the plans will be reviewed by Quincy and an updated contract items list will be
produced. The technical specifications will then be compiled using the items list to collect and edit the latest
Caltrans Standard Special Provisions (SSPs). Quincy will prepare required technical special provisions for Divisions
II‐X, and will compile with City supplied Division I boilerplate specifications. The basis of the specifications shall be
the Caltrans Standard Specifications. It is assumed that the City will prepare the “boiler plate” documents,
including the notice to bidders, proposal, bond forms, and agreement. Required mitigation measures and
Item 8.h. - Page 68
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 25
permitting requirements from the environmental permits will be included in the specifications. Quincy will
assemble the final project specifications ready for printing the contract documents.
A hard copy and disc copy (Microsoft Word) of the technical specifications will be provided for the City review. A
construction (working days) schedule will also be developed to determine the number of working days for the
construction contract.
Task 4.3 – Engineer’s Estimate
Two independent sets of bridge and roadway quantity calculations will be prepared by individuals experienced in
this work. The quantity calculations will be organized and detailed for use by field inspectors during construction.
Standard Caltrans summary sheets will be used for bridge and road quantity calculations, aiding in facilitating the
review process and use by the construction personnel. Bridge quantity estimators must agree within tolerances
prescribed in Chapter 11 of the Caltrans Bridge Design Aids Manual. Any deviations will be resolved and the
Marginal Estimate sheet will be prepared.
Unit prices will be applied to each contract item resulting in the Engineer’s Estimate of Probable Construction Cost
(Estimate). Prices used will be based on the latest available data from the City and Caltrans, reflecting the location
of the project and the quantity of each item. The estimate will be segregated into two categories: roadway and
bridge. Non‐participating costs, if any, will also be segregated. Five (5) percent of the total estimate will be added
for contingencies, per current Caltrans guidelines, and an additional five (5) percent COUNTY contingency will also
be added to arrive at the cost presented to the City.
Task 4.4 – Quality Control Reviews
Quality control reviews will be conducted before the following submittals:
65% Plan Submittal
Draft PS&E
Final PS&E
The plans will be reviewed for compatibility between portions of work and design disciplines, including a Road Plan
Review as described in the Caltrans Memo to Designers 2‐25. YEH will also review plans, specifications and provide
general consultation within the proposed level of effort to check whether the recommendations of the
geotechnical report were incorporated into the design and construction documents, and to assist with
preparation/verification of the geotechnical aspects of the specifications. Quincy will perform an independent
QC/QA review prior to the submittals listed above being transmitted to the City. The review of the Draft PS&E will
be performed by a senior level engineer for uniformity, compatibility, and constructability as well as conformance
with the federal HBP program requirements.
Task 4.5 – Draft PS&E Submittal
A submittal of 95% Draft PS&E will be made to the City. The submittal will include the plans, specifications and
estimate. A pdf sets of 11x 17 plans with a set of special provisions and the Engineer’s Estimate will be submitted
to the City electronically. Quincy will perform an independent QA/QC review of the 95% plans, specifications and
estimate and incorporate appropriate revisions prior to submittal to the City. City may submit the PS&E package to
Caltrans District Local Assistance and to the Caltrans Division of Structures Local Assistance for review. Quincy will
assist the City with preparation of the Caltrans PS&E Certification Form. Plans will be prepared in AutoCAD format.
Specifications will be prepared in Microsoft Word and the estimate will be prepared in Microsoft Excel.
Deliverables
Responses to 65% comments
Estimated construction schedule (PDF and in MS Project format)
Draft PS&E in electronic format (Plans in PDF, specs in Word & PDF, Estimate in Excel & PDF)
Item 8.h. - Page 69
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
PROFESSIONAL ENGINEERING SERVICES
FOR THE TRAFFIC WAY BRIDGE REPLACEMENT PROJECT
Page | 26
Task 4.6 – Final Revisions
Upon receipt of comments from the Draft 95% PS&E submittal to the City, and other jurisdictional agencies, which
will be routed through the City, final revisions will be made. Quincy will incorporate appropriate comments in the
plans, specifications, and estimate.
Task 4.7 – Final Submittal
Quincy will incorporate comments and submit final plans, specifications and estimate to the City. Quincy will
perform an independent QA/QC review of the 100% submittal package and incorporate appropriate revisions prior
to submittal to the City.
Deliverables
Responses to 95% comments
Final Plans 11 x 17 and 24 x 36 (PDF format)
Electronic Microsoft Word file of specifications
One un‐bound hard copy of Final Project Special Provisions signed by the Registered Engineer
Hard copy of Construction Cost Estimate
Electronic Microsoft Excel file of Construction Cost Estimate
Estimated construction schedule with estimated working days calculation (hardcopy and in MS Project format)
Resident Engineer’s File
AutoCAD Project Plans on CD
TASK 5.0 – BID SUPPORT
Quincy will provide bidding assistance to the City. This will include consultation and interpretation of the contract
documents and assisting the City in preparing addenda to the PS&E and attending pre‐bid or construction
meetings and bid openings. Since a portion of this task is dependent on the number of bidder inquiries, a total
effort of 56 hours has been assumed for this task.
Deliverables
Prepare Addenda as required
Respond to RFIs as required
Task 6.0 – Construction Support (Optional)
This scope of work was identified in the original solicitation and the Quincy Team would be providing these
services. This optional scope of work could be authorized through contract amendment prior to start of
construction after the scope and magnitude of the final project is understood.. After award of the construction
contract, the Team will be available to continue providing services such as reviewing contractor submittals,
reviewing shop plans, reviewing falsework plans and calculations, preparing and/or reviewing change orders, and
making other field observations, at the Resident Engineer’s or City's request. Upon completion of construction,
Quincy could prepare As‐Built plans based on the construction management team plan markups. The As‐Built plans
would be prepared electronically to facilitation submitted to Caltrans for inclusion in the bridge inventory.
Task 7.0 – Construction Staking (Optional)
This optional scope of work could be authorized through contract amendment prior to start of construction.
Item 8.h. - Page 70
CITY OF
~ -~ . ....,.,., ......
Iii QUINCY
-ENGINEERING
developing YOUR vision I delivering YOUR project
Cost Proposal
0
Date: 9/20/2019
Quincy Engineering, Inc.
Direct Labor:$250,881.50
Estimated Salary Increases for Multi-Year Project $3,802.99
Subtotal $254,684.49
Overhead (1.757): $447,506.12
A. Labor Subtotal $702,190.61
Subconsultant Costs:
Central Coast Transportation $36,220.92
DPSI $44,510.03
WRECO $103,268.41
SWCA $125,518.00
Y&C $24,117.21
Yeh $123,504.00
0 $0.00
B.Subconsultant Subtotal $457,138.57
Other Direct Costs:
Travel (@ active IRS mileage rate)5760 miles @ $0.580 $3,339.36
Pier Diem/ Hotel 20 days @ $150.00 $3,000.00
Delivery 1 @ $10.00 $10.00
Vendor Reproduction
Vellum @ $0.00
81/2 X 11 Reproduction @ $0.00
11 X 17 Reproduction @ $0.00
Mounting Boards for Presentations 10 @ 150 $1,500.00
Newsletters (Translation and printing)@ $0.00
Subtotal Vendor Reproduction $1,500.00
Title Report @ $0.00
Miscellaneous
C.Other Direct Cost Subtotal:$7,849.36
Labor Subtotal A. =$702,190.61
Fixed Fee (10.0%):$70,219.06
Subconsultant Subtotal B. =$457,138.57
Fixed Fee (0.0%):$0.00
Other Direct Cost Subtotal: C. =$7,849.36
Fixed Fee (0.0%):$0.00
TOTAL =$1,237,397.60
Note: Invoices will be based upon actual QEI hourly rates plus overhead at 169.79%
plus prorated portion of fixed fee. Subconsultant and Direct Costs will be billed at actual cost.
The overhead rate (ICR) shall remain fixed for the contract duration or until both parties agree
to modify the rate in writing.
Traffic Way Bridge Replacement Project
Traffic Way Cost and Hours_09202019.xlsx Project 1 Budget
Item 8.h. - Page 71
r.:-Iau1NCY ~ ENGINEERING
Cost ProposalProject Number: JP2087TASKSPrincipal Eng.Senior Eng.Senior Eng.Assoc Eng.Assist Eng. ISenior Eng.Assoc Eng.Assist Eng. ISenior Eng. TechSenior PMSenior Eng.CAD ManagerCAD TechSenior PMPrincipal Eng.Assoc Eng.PM AsstAdmin AsstAdmin AsstAdmin AsstAdmin AsstAdmin AsstAdmin AsstAssoc Pr. Eng.Quincy Total HoursQuincy Total Labor DollarsQuincy LaborQuincy ProfitQuincy NLF BudgetCentral Coast TransportationDPSIWRECOSWCAY&CYehSubconsultant SubtotalMR GY RF JCr Aha GM AM KW CP CD MK BM PK LSc TK MI ER MA CM PJ TT AH SF JJDirect LaborLabor+OH Multiplier Fee MultiplierActual Labor Multiplier DBEDBEDBENo.Initial Hourly Rate $92.30 $76.40 $63.80 $52.20 $33.00 $74.80 $58.90 $32.50 $59.40 $82.60 $70.60 $50.00 $34.80 $76.20 $105.20 $47.20 $37.10 $57.60 $38.10 $39.80 $61.50 $35.00 $27.30 $87.00 2.75710%3.0331.1Project Management and Coordination 200 40408 2 24 8322 $26,008 $71,706 $7,170.61 $78,876.72$5,100.00$5,1001.2Progress Meetings (2 Meetings at City + Monthly Conf Calls)90 7070230 $18,891 $52,084 $5,208.44 $57,292.81$01.3Kick-Off Meeting16 12161660 $4,810 $13,261 $1,326.05 $14,586.60$01.4Preliminary Research2 4410 $789 $2,176 $217.65 $2,394.10$01.5Field Investigation1 1114$320 $881 $88.14 $969.59$01.6Establish Project Schedule16 123260 $4,787 $13,199 $1,319.88 $14,518.67$01.7Public Outreach48 32323032 16190 $13,504 $37,231 $3,723.08 $40,953.85$01.8Topographical and Boundary Surveying281222 $1,464 $4,036 $403.64 $4,440.03$39,510.03$39,5101.9Hydrology and Bridge Hydraulics8412 $910 $2,510 $251.01 $2,761.07$38,920.00$38,9201.9.9Monitor Scour at Existing Bridge12 241248 $3,568 $9,836 $983.62 $10,819.85$01.10Geotechnical Investigations24226 $1,983 $5,468 $546.79 $6,014.67$37,045.00 $37,0451.10.6Geotechnical Investigations (Additional Borings at Piers - Optional)2 16220 $1,557 $4,292 $429.17 $4,720.87$53,366.00 $53,3661.11Preliminary Engineering24 24 6024 406024 24280 $16,247 $44,795 $4,479.52 $49,274.67 $32,404.92$41,117.17$73,5221.1265% Roadway Design40 80140260 $16,020 $44,169 $4,416.87 $48,585.62$01.13Water Pollution Control / Erosion Contol Plan416 1636 $2,192 $6,044 $604.36 $6,647.92$01.14Traffic Design816 2448 $2,966 $8,179 $817.87 $8,996.53$17,398.47$17,3981.15Design Exception Fact Sheet812 1232 $2,018 $5,564 $556.38 $6,120.21$01.16Utility Coordination88 2440 $2,522 $6,955 $695.45 $7,649.96$01.17Preliminary Right-of-Way Assessment281222 $1,464 $4,036 $403.64 $4,440.03$01.1865% Bridge Design and Detailing24 40 22080 220584 $27,526 $75,891 $7,589.08 $83,479.91$01.1965% Plan Submittal4 888161660 $3,504 $9,660 $965.98 $10,625.75$02.0Environmental Review, Coordination, Design and Permitting40 4040 1616152 $11,633 $32,073 $3,207.28 $35,280.07$123,922.00$123,9222.2Initial Site Assessment44$306 $843 $84.26 $926.83$10,687.13$10,6872.12Revegtation Plans44$299 $825 $82.49 $907.42$10,144.11$10,1443.1Final Utility Coordination2448241694 $6,394 $17,629 $1,762.94 $19,392.39$03.2Waterline Design (Cost to be included as Part of Right-of-Way Funding)8 16625272 8218 $12,686 $34,977 $3,497.66 $38,474.23$03.3Final Right-of-Way44$299 $825 $82.49 $907.42$03.4Appraisal Exhibits8816 $1,074 $2,960 $296.00 $3,256.02$03.5Stake Proposed R/W or TCE (Optional)0$0$0$0.00 $0.00$03.6Legal Descriptions (Optional)0$0$0$0.00 $0.00$03.7Record of Survey Map (Optional)0$0$0$0.00 $0.00$04.1Independent Design Check8 88 818032 244 $17,490 $48,221 $4,822.06 $53,042.63$04.2Specificaitons4016 3288 $6,138 $16,922 $1,692.20 $18,614.17$04.3Engineers Estimate848 48 8 24 24160 $7,493 $20,658 $2,065.84 $22,724.24$04.4Quality Control Review40 16864 $5,275 $14,544 $1,454.43 $15,998.68$04.595% PS&E Submittal16 16 4020808 40220 $13,291 $36,645 $3,664.52 $40,309.68$04.6Final Revisions2 8 126 16242492 $5,213 $14,374 $1,437.39 $15,811.25$04.7Final PS&E Submittal2 8 2412 248 41294 $5,861 $16,160 $1,616.05 $17,776.51$05.0Bid Support16 12 420 456 $4,380 $12,077 $1,207.72 $13,284.92$600.00$6006.0Construction Support (Optional)0$0$0$0.00 $0.00$07.0Construction Staking (Optional)0$0$0$0.00 $0.00$0Subtotal- Hours469 439 172 372 48 513 336 24 536 44 196 112 336 69 8 72 8 32 16 8 2 24 8 32 3876 $250,881.50 $691,705.38 $69,170.54 $760,875.920Estimated Salary Increases for Multi-Year Project$3,802.99 $10,485.22 $1,048.52 $11,533.75$1,038Other Direct Costs$7,849.36$3,816 $5,000 $2,400 $558 $1,019 $33,093 45,886Total Cost$43,289 $33,540 $10,974 $19,418 $1,584 $38,372 $19,790 $780 $31,838 $3,634 $13,838 $5,600 $11,693 $5,258 $842 $3,398 $297 $1,843 $610 $318 $123 $840 $218 $2,784$250,882 $254,684 $702,191 $70,219 $780,259.03 $36,220.92 $44,510.03 $103,268.41 $125,518.00 $24,117.21 $123,504.00 $457,138.57OKOK within $.01 within $.01 within $.01OKNote: Invoices will be based upon actual QEI hourly rates plus overhead at 169.79%plus prorated portion of fixed fee. Subconsultant and Direct Costs will be billed at actual cost.Total:1,237,397.60The overhead rate (ICR) shall remain fixed for the contract duration or until both parties agreeto modify the rate in writing.Project Name: Traffic Way Bridge Replacement ProjectTraffic Way Cost and Hours_09202019.xlsx Project 1 Hrs 9/20/2019Item 8.h. - Page 72I I r.Iou1NCY -ENGINEERING
Local Assistance Procedures Manual Exhibit 10-01
Consultant Proposal DBE Commitment
EXHIBIT 10-01: Consultant Proposal DBE Commitment
1.Local Agency: I City of Arroyo Grande I 2. Contract DBE Goal 13%
3.Project Description: I Engineering, environmental and right of way services for the design of the Traffic Way BridgeReplacement Project
4. Project Location: The Traffic Way Bridge spans Arroyo Grande Creek allowing Traffic Way to connect to West Branch Street. Traffic Way follows a north-south corridor approximately 0.1 miles east of State Route 101 in the City of Arroyo Grande.
S. Consultant's Name: j Quincy Engineering, Inc.
7. Description of Work, Service, or 8.DBE Certification Materials Supplied Number
Traffic Modeling & Analysis #41186
Hydrology/Hydraulics #30066
Electrical/Signal Design #28989
Local Agency to Complete This Section
17. Local Agency Contract Number: 350 -5C," 1:'f
18. Federal-Aid Project Number: B«L.S fi ' g g ( 0 '3 o)
19. Proposed Contract Execution Date: tO·�-\�
Local Agency certifies that all DBE certifications ore valid and information
on this form is complete and accurate.
�\1w5�J�J� lb-2.-15 20. Local Agency Representative's Signature 21. Date r<oairJ �. D,c.}(erson_ '"�"'{?3· 5'1'11 22.Local Agency Representative's Name 23. Phone
C, If 'i-fu1� j fl,£,� r22. Local Agency Represe -ative's Name
DISTRIBUTION: Original -Included with consultant's proposal to local agency.
16.Prime Certified DBE: □
9. DBE Contact Information 10. DBE%
Central Coast Transportation Consulting 895 Napa Avenue, Suite A-3 2.93% Morro Bay, CA 93442 (805) 316-0101
WRECO 1243 Alpine Road, Suite 108 8.35% Walnut Creek, CA 94596 (925) 941-0017
Y&C Transportation Consultants, Inc. 32S0 Ramos Circle Sacramento, CA 95827 1.95% (916) 366-8000
11.TOTAL CLAIMED DBE PARTICIPATION 13.22%
IMPORTANT: Identify all DBE firms being claimed forcredit, regardless
of tier. Written confirmation of each listed DBE is required. � 7?7/L� 12. Preparer's Signature
Mark L, B.!:llQ EE
14. Preparer's Name
Princi11al
16. Preparer's Title
Se1,tember 20, 2019
13. Date
(916) 368-9181
15.Phone
ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 654-3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.
Page 1 of2 July 23, 2015
Item 8.h. - Page 73
r
Item 8.h. - Page 74
Local Assistance Procedures Manual Exhibit 10-02
Consultant Contract DBE Commitment
EXHIBIT 10-02 CONSULTANT CONTRACT DBE COMMITMENT
1 Local Agency: Ci ty of Arroy o Grande 2. Contract DBE Goal : 13%
3 . Project Description: En gineering, Environmental, and Ri ght of Way services for the desi gn of the Traffic Way Bridge Re placement Pro ject
The Traffic Way Bridge spans Arroyo Grande Creek allowing Traffic Way to connect to West Branch Street. Traffic Way
4 . Project Location: follows a north-south corridor app roximately 0 .1 miles east of State Route 101 in the City of Arroyo Grande
5. Consultant's Name: Quincy Engineering, Inc.
7 . Total Contract Award
6 . Prime Certified DBE: □ Amount: $1,237,397.60
8 . Total Dollar Amount for ALL Subconsultants : $457,138.57 9. Total Number of ALL Subconsultants: _6 ______ _
10. Description of Work, Service, or Materials 11. DBE 13. DBE
Certification 12. DBE Contact Information Dollar Supplied Number Amount
Central Coast Transportation
Consulting
Traffic Modeling & Analysis #41186 895 Napa Avenue, Suite A-3 $36,ZZ0.92
Morro Bay, CA 93442
(805 ) 316-0101
WRECO
Hydrology /Hydraulics #30066 1243 Alpine Road, Suite 108 $103,268.41 Walnut Creek, CA 94596
[925) 941-0017
Y&C Transportation Consultants, Inc.
Electrical/Signal Design #28989 3250 Ramos Circle $24,117.Zl Sacramento, CA 95827
(9161 366-8000
Local Agency to Complete this Section 14. TOTAL CLAIMED DBE $163,606.54 PARTICIPATION
20 . Local Agency Contract J~o-~-~~ Number:
21 . Federal-Aid Project
N1 1mh,:i,r· BJCL5 f{_ j ==OJ 22 . Contract Execution tO · B-1'1 n .. t .. -
Local Agency certifies that all DBE certifications are valid and information on IMPORTANT: Identify all DBE firms being claimed for credit ,
this form is complete and accurate. regardless of tier. Written confirmation of each listed DBE is
~!~ required.
1()-2, -19 ,I ;??µ-I' fa-Se:etember 20, 2019
24 . Date 15 . Preparer's Signature 16. Date
' KoBJAJ S. D,~:~-.~ ~ '1 1.3-5.qg_J I Mark L. Reno , PE (916) 368-9181
25". Local Agency Representative's Name -26'.hone 17. Preparer's Name 18. Phone
(' ; J v fr IIA r ,a4111Lr-Principal
27 . Local A~ncy Re ~~entalive's Title 19. Preparer's Title
DISTRIBUTION: 1. Original -Local Agency
2. Copy-Caltrans District Local Assistance Engineer {DLAE). Failure to submit to DLAE within 30 days of contract
execution may result in de-obligation of federal funds on contract.
Page 1 of2
July 23, 2015
Local Assistance Procedures Manual EXHBIT 10-Q
Disclosure of Lobbying Activities
Page 1
LPP 13-01 May 8, 2013
EXHIBIT 10-Q: DISCLOSURE OF LOBBYING ACTIVITIES
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1.Type of Federal Action:2.Status of Federal Action:3.Report Type:
a. contract a. bid/offer/application a. initial
b. grant b. initial award b. material change
c. cooperative agreement c. post-award
d. loan For Material Change Only:
e. loan guarantee year ____ quarter _________
f. loan insurance date of last report __________
4.Name and Address of Reporting Entity 5.If Reporting Entity in No. 4 is Subawardee,
Enter Name and Address of Prime:
Prime Subawardee
Tier ________ , if known
Congressional District, if known Congressional District, if known
6.Federal Department/Agency:7.Federal Program Name/Description:
CFDA Number, if applicable ______________________
8.Federal Action Number, if known: 9. Award Amount, if known:
10.Name and Address of Lobby Entity 11. Individuals Performing Services (including
(If individual, last name, first name, MI) address if different from No. 10a)
(last name, first name, MI)
(attach Continuation Sheet(s) if necessary)
12.Amount of Payment (check all that apply)14.Type of Payment (check all that apply)
$ _____________ actual planned a. retainer
b. one-time fee
13.Form of Payment (check all that apply):c. commission
a. cash d. contingent fee
b. in-kind; specify: nature _______________e deferred
Value ______________ f. other, specify __________________________
15.Brief Description of Services Performed or to be performed and Date(s) of Service, including
officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 11:
(attach Continuation Sheet(s) if necessary)
16.Continuation Sheet(s) attached: Yes No
17.Information requested through this form is authorized by Title
31 U.S.C. Section 1352. This disclosure of lobbying reliance
was placed by the tier above when his transaction was made
or entered into. This disclosure is required pursuant to 31
U.S.C. 1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any
person who fails to file the required disclosure shall be subject
to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
Signature: _________________________________________
Print Name: John Quincy _____________________________
Title: President, Quincy Engineering ____________________
Telephone No.: (916) 368-9181 Date: 02/20/19
Authorized for Local Reproduction
Federal Use Only: Standard Form - LLL
Standard Form LLL Rev. 04-28-06
Distribution: Orig- Local Agency Project Files
THIS FORM IS NOT APPLICABLE TO
QUINCY ENGINEERING, INC. BUSINESS
PRACTICES AS THE FIRM DOES NOT
ENGAGE IN LOBBYING ACTIVITIES.
Item 8.h. - Page 75
□ □ □
□ □
□ □
B
□
Local Assistance Procedures Manual EXHBIT 10-Q
Disclosure of Lobbying Activities
Page 2
LPP 13-01 May 8, 2013
INSTRUCTIONS FOR COMPLETING EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the reporting entity, whether subawardee or prime federal recipient at the
initiation or receipt of covered federal action or a material change to previous filing pursuant to title 31 U.S.C. Section 1352.
The filing of a form is required for such payment or agreement to make payment to lobbying entity for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress an officer or employee of Congress or
an employee of a Member of Congress in connection with a covered federal action. Attach a continuation sheet for
additional information if the space on the form is inadequate. Complete all items that apply for both the initial filing and
material change report. Refer to the implementing guidance published by the Office of Management and Budget for
additional information.
1.Identify the type of covered federal action for which lobbying activity is or has been secured to influence, the outcome of
a covered federal action.
2.Identify the status of the covered federal action.
3.Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the
information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last,
previously submitted report by this reporting entity for this covered federal action.
4.Enter the full name, address, city, state, and zip code of the reporting entity. Include Congressional District if known.
Check the appropriate classification of the reporting entity that designates if it is or expects to be a prime or subaward
recipient. Identify the tier of the subawardee, e.g., the first subawardee of the prime is the first tier. Subawards include
but are not limited to: subcontracts, subgrants, and contract awards under grants.
5.If the organization filing the report in Item 4 checks "Subawardee" then enter the full name, address, city, state, and zip
code of the prime federal recipient. Include Congressional District, if known.
6.Enter the name of the federal agency making the award or loan commitment. Include at least one organization level
below agency name, if known. For example, Department of Transportation, United States Coast Guard.
7.Enter the federal program name or description for the covered federal action (item 1). If known, enter the full Catalog of
Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans and loan commitments.
8.Enter the most appropriate federal identifying number available for the federal action identification in item 1 (e.g.,
Request for Proposal (RFP) number, Invitation for Bid (IFB) number, grant announcement number, the contract grant. or
loan award number, the application/proposal control number assigned by the federal agency). Include prefixes, e.g.,
"RFP-DE-90-001."
9.For a covered federal action where there has been an award or loan commitment by the Federal agency, enter the
federal amount of the award/loan commitments for the prime entity identified in item 4 or 5.
10.Enter the full name, address, city, state, and zip code of the lobbying entity engaged by the reporting entity identified in
Item 4 to influence the covered federal action.
11.Enter the full names of the individual(s) performing services and include full address if different from 10 (a). Enter Last
Name, First Name and Middle Initial (Ml).
12.Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity (Item 4) to the
lobbying entity (Item 10). Indicate whether the payment has been made (actual) or will be made (planned). Check all
boxes that apply. If this is a material change report, enter the cumulative amount of payment made or planned to be
made.
13.Check all boxes that apply. If payment is made through an in-kind contribution, specify the nature and value of the in-
kind payment.
14.Check all boxes that apply. If other, specify nature.
15.Provide a specific and detailed description of the services that the lobbyist has performed or will be expected to perform
and the date(s) of any services rendered. Include all preparatory and related activity not just time spent in actual contact
with federal officials. Identify the federal officer(s) or employee(s) contacted or the officer(s) employee(s) or Member(s)
of Congress that were contacted.
16.Check whether or not a continuation sheet(s) is attached.
17.The certifying official shall sign and date the form, and print his/her name title and telephone number.
Public reporting burden for this collection of information is estimated to average 30-minutes per response, including time for
reviewing instruction, searching existing data sources, gathering and maintaining the data needed, and completing and
reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection
of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork
Reduction Project (0348-0046), Washington, D.C. 20503. SF-LLL-Instructions Rev. 06-04
Item 8.h. - Page 76
CONTRACT FOR CONSULTANT SERVICES
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 Contract 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 8.h. - Page 77
----
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 Contract. 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 Contract.
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 Contract 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 Contract are intended to apply to the full extent of the policies.
Nothing contained in this Contract or any other Contract 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 8.h. - Page 78
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 Contract. 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 Contract 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 Contract 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 Contracts 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 Contract 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 Contract 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 Contract.
Item 8.h. - Page 79
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 Contract. This obligation applies whether or not the Contract 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 Contract 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 Contract. 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 Contract 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 Contract 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 Contract.
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 8.h. - Page 80
22. Consultant agrees to provide immediate notice to City of any claim or loss against
Consultant arising out of the work performed under this Contract. 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 8.h. - Page 81
THIS PAGE INTENTIONALLY LEFT BLANK
Item 8.h. - Page 82