CONTRACT FOR MICHAEL BAKER INTERNATIONAL TO PROVIDE DESIGN AND PERMITTING SERVICES ON THE BIRMINGHAM DR. COMPLETE STREETS IMPROVEMENT PROJECT (CS17B)

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1 MEETING DATE: June 7, 2017 PREPARED BY: Kipp Hefner, Assoc. Civil Engineer INTERIM DEPUTY CITY ENGINEER: Robert Zaino DEPARTMENT: Development Services CITY MANAGER: Karen P. Brust SUBJECT: CONTRACT FOR MICHAEL BAKER INTERNATIONAL TO PROVIDE DESIGN AND PERMITTING SERVICES ON THE BIRMINGHAM DR. COMPLETE STREETS IMPROVEMENT PROJECT (CS17B) RECOMMENDED ACTIONS: 1. Authorize the City Manager to execute a contract, any necessary amendments, and time extensions with Michael Baker International in the amount of $748,800 plus 20% contingencies, to design the Birmingham Dr. Complete Streets Improvement Project, for a total contract amount not to exceed $898, Adopt City Council Resolution No entitled, A Resolution of the City Council of the City of Encinitas Amending the Fiscal Year Adopted Budget authorizing an additional appropriation of $ 598,560 (Attachment 1A, 1B, and 1C). STRATEGIC PLAN: This item is applicable to the Community Planning, Transportation and Environment Focus Areas, maintaining safe and well maintained infrastructure, while also reducing climate impacts. FISCAL CONSIDERATIONS: The fiscal impact associated with the staff recommendation requires an increase to the current approved General Fund budget in the amount of $598,560. The project has a balance of $300,000 and requires an additional $598,560 for the total contract amount of $898,560. The preliminary cost estimate for construction is $3,050,000 and is included in the FY 2017/18 through FY 2022/23 Capital Improvement budget. BACKGROUND: Birmingham Drive is a two-lane arterial roadway running through the Cardiff community of Encinitas. The specific section of roadway being considered for this complete streets project stretches from San Elijo Avenue to Interstate 5 on the eastern limits (See Attachment 2). Birmingham Drive is 30-feet wide from curb to curb, and the right-of-way is generally 10-feet behind the curb on both sides of the street. The majority of the project fronts the homes of Item 8A 1 of 59

2 residents, which often stand atop steep banks just feet from the right-of-way boundaries. At the western end of Birmingham Drive is the Cardiff Seaside Market, which is a hub of retail activity within the community. The average daily traffic on Birmingham Dr. is 16,000 vehicles per day. Although the roadway is a vital connection between the freeway and the coastal portions of Encinitas, its width and usage resembles more of a neighborhood collector street corridor. The community feels much the same way, enjoying its history with sidewalk panels that show the names of local residents from the present and past along the south side of Birmingham Dr. With Birmingham Dr. being a neighborhood collector street corridor with a significant amount of pedestrian and bicycle usage, it is a prime candidate for a complete streets improvement project. There are several issues that need to be addressed on Birmingham Dr., and those issues are outlined below: Utility poles currently flank both sides of Birmingham Dr., detracting from the natural beauty of the area and its ocean vistas. These utility poles need to be undergrounded to significantly improve aesthetics so residents can enjoy the panoramic ocean views that Birmingham Dr. has to offer. The Cardiff-By-The-Sea San Elijo Corridor Conceptual Master Plan, dated December 23, 2014, identified walkability, accessibility, connectivity, and safety as high priority goals in the Birmingham Dr. area. Sections of Birmingham Dr. currently do not have sidewalks for pedestrians to use. In addition, the existing sidewalks and pedestrian ramps are not compliant with current Federal American with Disabilities Act (ADA) Standards. To improve circulation for all active transportation users, the project would create ADA compliant sidewalks and pedestrian ramps on both sides of Birmingham Dr. At the same time, the existing historic sidewalk panels showing the names of local residents from the present and past need to be preserved. Currently, there are inadequate bicycle facilities on Birmingham Dr., and this would be addressed as part of this complete streets improvement project. Going uphill on Birmingham Dr., bikes are much slower than vehicles, so a dedicated 6-foot wide bike lane could be looked at in the uphill direction. In contrast, a shared lane of 14 feet can be looked at in the downhill direction. Another option to look at is a protected bike path on one side of Birmingham Dr. Currently, there is not enough right of way to have protected bike paths on both sides of Birmingham Dr. To promote traffic calming, and improve bicycle safety, a 10-foot vehicular lane will be incorporated into the project to create visual friction aimed at keeping vehicular speeds lower. Birmingham Drive has a horizontal curve at the intersection of Newcastle Drive. This causes impaired sight distance from vehicles on Newcastle Drive, as this street intersects Birmingham Drive at a skew. This intersection also has additional traffic movements from the retail parking at the southerly corners. Together this creates a potential traffic safety hazard at this intersection. A roundabout will be constructed at this intersection to eliminate this traffic hazard. Currently, all untreated runoff on Birmingham Dr. discharges directly into the local storm drain system without being treated. As part of a complete streets project, water quality opportunities will be incorporated including planted bioretention areas installed between the curb and sidewalk. An existing reclaimed water line currently ends at Birmingham Dr. and Somerset Ave. As part of a complete streets project on Birmingham Dr., this existing reclaimed water line can be extended down to San Elijo Ave. to provide recycled water opportunities for both Cardiff Elementary School and Glen Park Item 8A 2 of 59

3 Birmingham Dr. has not had any pavement rehabilitation since the City was incorporated. The current Pavement Condition Index (PCI), which is the overall measure of the condition of a street, is 34 on Birmingham Dr. from San Elijo Ave to the freeway. A PCI of 34 means the street is in very poor condition. Consequently, Birmingham Dr. is in need of a pavement overlay. As part of this complete streets project, a pavement overlay will done on Birmingham Dr. utilizing a tire rubber modified asphalt concrete containing recycled tire rubber, which reduces the number of tires in local landfills. ANALYSIS: On February 8, 2017, a Request for Proposal (RFP) was advertised for the design and permitting of the Birmingham Dr. Complete Streets Improvement Project, (See Attachment 3). Proposals from consultants were due on March 9, On March 9, 2017 the City received proposals from the following eight consultants: CONSULTANT COST PROPOSAL 1. Hunsaker & Associates $528, Michael Baker International $748, Hale Engineering $826, Rick Engineering $916, NV5 $1,188, Parsons $1,200, O Day Consultants $1,345, Dokken Engineering $1,674,865 Three City staff, including the Deputy Director of Public Works and Interim City Engineer, reviewed the proposals. After completion of the proposal review, there was consensus among the three City staff that Michael Baker International was the most qualified consultant to prepare the design plans, specifications, and environmental permitting for the Birmingham Dr. Complete Streets Improvement project. Michael Baker International has been involved in several similar projects in San Diego County including: the City s North Coast Highway 101 Streetscape project; the City s Balour Drive Street Improvement project; the City of Carlsbad Coastal Rail Trail Reach 1 project, which included a roundabout on Carlsbad Blvd.; the City of San Marcos Rock Springs and Richland Road Improvement project, which included a roundabout; and the City of San Marcos Armorlite Drive Enhancements project which won the California League of Cities 2017 Outstanding Local Streets and Roads Award for Efficient and Sustainable Roads. Over the past three years alone, Michael Baker International has been involved on capital improvement projects for 23 government agencies in San Diego County including SANDAG. In their proposal, Michael Baker International proposed some innovative design alternatives that will help minimize right of way impacts to adjacent private properties, expedite the environmental permitting process, and help get the project out to construction sooner. In addition, Michael Baker International had the second lowest cost proposal out of the eight consultants who submitted proposals on the project. Staff recommends that a design contract be awarded to Michael Baker International, (See Attachment 4). It is anticipated that design and permitting will be completed by the middle of August 2018, and that the project will go out to bid for construction at that time. Based on this timeline, the start of construction would occur at the end of November 2018, and construction would be completed by late April Item 8A 3 of 59

4 ENVIRONMENTAL CONSIDERATIONS: As part of the scope of work for this project, the consultant is responsible for preparing and getting both California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) Clearance for the project. On this project, it is anticipated that a Mitigated Negative Declaration (MND) will be needed for the CEQA process, and an Environmental Assessment (EA) will be needed for the NEPA process. This item relates to the Climate Action Plan including Measure T-3 Traffic study to identify and implement infrastructure improvements, Measure T-4 Bikeway Master Plan implementation and action items, and Measure W-2 Reduced water consumption and recycled water use in landscaping. ATTACHMENTS: 1A. City Council Resolution No entitled, A Resolution of the City Council of the City of Encinitas Amending the Fiscal Year Adopted Budget 1B. Exhibit A for Resolution C. FY 17 Budget Resolution-Birmingham Dr. 2. Vicinity Map 2A. Exhibit showing existing power poles and lack of sidewalks on Birmingham Dr. 2B. Exhibit showing impaired sight distance at Birmingham Dr. and Newcastle 3. Request for Proposal 4. Design Contract with Michael Baker International Item 8A 4 of 59

5 ATTACHMENT 1 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ENCINITAS AMENDING THE FISCAL YEAR BUDGET WHEREAS, on June 22, 2016 the City of Encinitas City Council adopted Resolution No appropriating the budget for Fiscal Year ; and WHEREAS, changes in anticipated revenues and/or expenditures of the City of Encinitas necessitates a revision of the appropriations for Fiscal Year ; and WHEREAS, budgeted expenditures do not exceed anticipated revenue and available fund balance; and WHEREAS, the City Council has reviewed the proposed Fiscal Year budget amendments; and NOW, THEREFORE, BE IT RESOLVED, DETERMINED AND ORDERED that the City Council of the City of Encinitas does, hereby, adopt the amendments for Fiscal Year as shown in Exhibit A to this resolution. PASSED AND ADOPTED this, 17th day of May, by the following vote, to wit: AYES: NAYS: ABSENT: ABSTAIN: ATTEST: Catherine S. Blakespear, Mayor City of Encinitas Kathy Hollywood, City Clerk Item 8A 5 of 59

6 Exhibit A to Resolution Fund Name Organization Code Object Code Project No. Description 1. General Transfer to Capital Improvement Fund for additional design and permitting costs on the Birmingham Dr. project. Revenue/ Transfer In Increase (Decrease) Expenditure/ Transfer Out Increase (Decrease) $ 598, Capital Improvement Transfer from General Fund for additional design and permitting costs on the Birmingham Dr. project. $ 598, Capital Improvement CS17b Additional design and permitting costs on the Birmingham Dr. project. $ 598, Total $ 598, $ 1,197, Item 8A 6 of 59

7 Item 8A 7 of 59

8 ^qq^`ejbkq=o fåíéêëí~íé=r BIRMINGHAM DR COMPLETE STREETS IMPROVEMENT PROJECT VICINITY MAP ATTACHMENT Item 8A 8 of 59

9 ATTACHMENT 2A-EXHIBIT OF POWER POLES AND LACK OF SIDEWALK ON BIRMINGHAM DR Item 8A 9 of 59

10 ATTACHMENT 2B ATTACHMENT 2B-SHOWING IMPAIRED SIGHT DISTANCE AT BIRMINGHAM DR AND NEWCASTLE DUE TO HORIZONTAL CURVES ON BIRMINGHAM DR Item 8A 10 of 59

11 CITY OF ENCINITAS NOTICE OF REQUEST FOR PROPOSALS FOR Preparation of Plans, Specifications, and Cost Estimate Birmingham Drive Improvements Date Issued: February 8, 2017 Questions Due: March 2, 2017 Submittals Due: March 9, 2017 IF YOU DID NOT DOWNLOAD, OR DIRECTLY RECEIVE THIS DOCUMENT FROM THE CITY OF ENCINITAS WEBSITE AT YOU ARE NOT LISTED AS AN OFFICIAL DOCUMENT HOLDER FOR THIS SOLICITATION AND WILL NOT BE NOTIFIED BY THE CITY OF ADDENDA ISSUED. YOU MUST ACKNOWLEDGE ANY ADDENDA ISSUED IN YOUR SUBMITTAL OR RISK BEING CONSIDERED NON RESPONSIVE. PLEASE BE SURE TO VISIT THE WEBSITE ABOVE TO REGISTER AS A DOCUMENT HOLDER FOR THIS SOLICITATION. City of Encinitas Public Works Department Engineering Division Attn: Kipp Hefner 505 South Vulcan Avenue Encinitas, CA Item 8A 11 of 59

12 CITY OF ENCINITAS RFP BIRMINGHAM DR IMPROVEMENTS I. INTRODUCTION A. City Background 1. Located along six miles of Pacific coastline in northern San Diego County, Encinitas has an approximate population of 60,000 and is characterized by coastal beaches, cliffs, flat-topped coastal areas, steep mesa bluffs and rolling hills. The city was incorporated in 1986, drawing together the communities of New Encinitas, Old Encinitas, Cardiff-by-the-Sea, Olivenhain and Leucadia. B. Obtaining RFP Documents 1. The website for this RFP and related documents is: PlanetBids ( All project correspondence will be posted on the PlanetBids website. It is the responsibility of Proposers to check the website regularly for information updates and RFP clarifications, as well as any RFP addenda. To submit a proposal, a proposer must be registered with the City of Encinitas as a vendor. To register as a vendor, go to the following link ( and then proceed to the New Vendor Registration link. All addenda will be available on the PlanetBids website. C. City Contact 1. The City will receive information requests on this RFP up to noon on Thursday, March 2, All questions regarding the RFP documents shall be submitted through PlanetBids. All project correspondence will be posted on the PlanetBids website. It is the responsibility of the Proposers to check the website regularly for information updates, clarifications, and addenda. II. PROJECT BACKGROUND / SCOPE OF SERVICES A. Background 1. Birmingham Dr. is an arterial street located in the community of Cardiff that runs from San Elijo Ave. in the west, to Crest Dr. in the east. The portion of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5 was constructed in the 1950 s. The width of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5 is 30 feet wide. Most of this section of Birmingham Dr. is on a steep grade, and only has sidewalk along certain stretches. Some of the existing sidewalks have very important historical significance, which Item 8A 12 of 59

13 resident s value considerably. These historical sidewalk panels consist of signatures which date back to the 1950 s including the signature of Marion Ross, the actress on the popular television sitcom Happy Days back in the 1970 s. There is currently no American with Disabilities Act (ADA) improvements along this section of Birmingham Dr. In addition, power poles run along this entire stretch of Birmingham Dr. Street lights exist along the south side of the street, but are not up to current design standards. The City is looking to do improvements along the stretch of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. Included in the proposed improvements is: a. Undergrounding of all power poles along Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. The consultant shall be responsible for designing the undergrounding plans and working closely with SDG&E during the undergrounding design. b. Full street improvements on both sides of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. This includes removal and replacement of existing sidewalk, curb and gutter and to bring this entire street section into compliance with current ADA Design Standards. The existing historical sidewalk panels will be preserved. The consultant will work closely with the public to determine the best way to preserve the sidewalk panels. The street improvements will include all necessary driveways, any required retaining walls, any drainage improvements, and new street lights along the entire stretch of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. The consultant shall be responsible for the entire design of the aforementioned street improvements, and for preparing all right of way acquisition and Temporary Construction Easement documents including obtaining preliminary title reports, preparing plat maps, legal descriptions, the right of way documents, and easement documents. c. Design of a roundabout at Birmingham Dr. and Newcastle. The consultant shall be responsible for the entire design of the aforementioned roundabout including all pedestrian crossings, ADA requirements, retaining walls, landscaping and irrigation design for the roundabout. The consultant shall also be responsible for preparing all right of way acquisition and Temporary Construction Easement documents including obtaining preliminary title reports, preparing plat maps, legal descriptions, right of way documents, and easement documents. d. Design of grind, and full width overlay on Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. Consultant shall perform the necessary soil testing and deflection testing to come up with the appropriate overlay thickness and grinding recommendations. These recommendations shall be incorporated into the design plans and project specs. Asphalt concrete to be used on the overlay shall be Type C1 PG64-28TR Tire Rubber Modified Asphalt Concrete. e. Consultant shall evaluate the need for Low Impact Design (LID) on Birmingham Dr. based on current storm water regulations. If the evaluation concludes the need for LIDs then the consultant shall be responsible for designing, sizing, and incorporating LIDs into the design plans and project specifications. The design Item 8A 13 of 59

14 must comply with all requirements of the reissued San Diego Region MS4 permit (R ) and as amended by order (R ). f. Design of the extension of a reclaimed water pipeline on Birmingham Dr. to Cardiff Elementary School. There is an existing reclaimed water pipeline which ends at Birmingham Dr. and Somerset Ave. The consultant shall be responsible for designing and preparing plans to extend this reclaimed water line west to Cardiff Elementary School located at San Elijo Ave. and Montgomery Ave. B. SCOPE OF SERVICES 1. The consultant chosen to prepare all the environmental documents, obtain all the necessary permits, prepare the design plans, the project specifications, and estimates shall be responsible for the following tasks: a. Complete digital topographic survey and all required field survey along the entire project area. (NAVD 88) This includes 100 feet both sides of the centerline of the entire length of the Birmingham Dr. Field survey will be required to supplement the digital topographic survey. The consultant shall be required to properly tie in centerline control on all streets within the topographic survey. The consultant shall tie out all existing water valves, gas valves, vaults, and manholes. The consultant shall also be responsible to dip all existing sewer and storm drain manholes in the entire project area and to pothole all utilities which exist in Birmingham Dr. Potholing shall be done every 1,000 feet along each underground utility. Base sheets shall show all existing right of way lines, property owner names, and Assessor Parcel Numbers for each lot in the project area. b. Consultant shall prepare a Citizen Participation Plan and attend three public workshops. The consultant shall be required to provide all exhibits, flyers, and sign in sheet for each workshop and answer any technical questions that the public may have. The consultant shall be responsible for the presentations at each public workshop. The consultant shall be responsible for preparing and mailing all flyers notifying the public of each public workshop. (For purposes of preparing a proposal assume 300 flyers/mailings for each public workshop. In other words, 900 total flyers/mailings) The consultant shall also prepare a final report after the three public workshops are held summarizing the concerns of the public and how the consultant will address the concerns. The consultant shall be required to make any revisions to both the Citizen Participation Plan and the final report that the City s Planning Department requires. The consultant shall also be required to join the City for any individual meetings with the public and businesses. (For purposes of preparing the cost proposal, assume 40 meetings with residents each meeting lasting 1 hour. These 40 meetings are in addition to the 40 meetings during the preparation of the electrical undergrounding plans and meter conversion process, and the 40 meetings during the easement and right of way acquisition process.) c. The consultant shall be required to obtain all required permitting for the project, get CEQA and NEPA environmental clearance, and prepare all required environmental documents including, but not limited to, the CEQA document, Item 8A 14 of 59

15 NEPA document, and all necessary studies. This includes a historical study covering the existing sidewalk panels which have historical importance. The consultant shall submit all design plans, prepare all applications, prepare all paperwork, and prepare all studies with the City s Planning Department, and attending all meetings necessary to obtain the Coastal Development Permit, and to obtain approval for the Design Review with the Planning Commission. The consultant shall be required to make a presentation for the project at one of the Planning Commission meetings including providing all power point presentations and exhibits. The consultant is required to make all revisions and submittals necessary to obtain both CEQA and NEPA environmental clearance and obtain the Coastal Development Permit. The CEQA document will most likely be a Mitigated Negative Declaration, and the NEPA will most likely be an Environmental Assessment (EA). Consequently, the consultant s proposal should reflect all work required for a Mitigated Negative Declaration and Environmental Assessment, and environmental clearance for both a Mitigated Negative Declaration and Environmental Assessment. The consultant shall work closely with the City s Planning Department throughout the duration of the Coastal Development Permitting process and the Design review process, and fill out all Planning applications, prepare all required paperwork, notification letters and addressed envelopes including mailing all notification letters, notification lists, and any other incidentals required by the City s Planning Department for the Coastal Development Permit and Design Review approval. (For purposes of preparing a proposal assume 300 flyers/mailings. These are in addition to the 900 mailings for the public workshops in the Citizen Participation Plan process) The consultant shall also be required to prepare all technical studies, paper work, and other incidentals which are necessary to secure all permitting for the project. The consultant shall be required to prepare all technical studies, reports, letters, etc., send all sets of preliminary and final plans as required to each permitting agency and attend all meetings necessary to obtain all the necessary permits for this project and to obtain environmental clearance for this project. (For purposes of preparing the cost proposal assume a total of 10 meetings with permitting agencies each meeting lasting 2 hours. ). The consultant shall also work with the City to secure all necessary mitigation measures necessary for this project. d. Preparation of complete plans, specifications, and cost estimate for improvements of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. This includes removal and replacement of existing sidewalk, curb and gutter and to bring this entire street section into compliance with current ADA Design Standards. The existing historical sidewalk panels will be preserved. The consultant will work closely with the public to determine the best way to preserve the sidewalk panels. The street improvements will include all curb and gutter, sidewalks, driveways, all ADA Improvements including pedestrian ramps, any required retaining walls, and new street lights along both sides of the entire stretch of Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. Street lights will be LED energy efficient street lights. The consultant shall be responsible for the entire design of the aforementioned street improvements, and for preparing all right of way acquisition and Temporary Construction Easement documents including obtaining all preliminary title reports, preparing plat maps, legal descriptions, and the easement documents. Consultant shall also attend all meetings with the Item 8A 15 of 59

16 public who the City has to obtain easements from. (For purposes of preparing a cost proposal assume 40 meetings each lasting 1 hour. These meetings are in addition to the 40 meetings during the Citizen Participation Plan process, and the 40 meetings during the undergrounding plan process.) Consultant shall also be responsible for the design of a roundabout at Birmingham Dr. and Newcastle. The consultant shall be responsible for the entire design of the aforementioned roundabout including all pedestrian crossings, ADA requirements, retaining walls, landscaping and irrigation design for the roundabout. The consultant shall also be responsible for preparing all right of way acquisition and Temporary Construction Easement documents including obtaining all preliminary title reports, preparing plat maps and legal descriptions right of way documents, and easement documents. Consultant shall also be responsible for designing the undergrounding of all power poles along Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5, including all conversion work required to all individual residents. The consultant shall be responsible for designing the undergrounding plans, plans for residential underground conversion, and working closely with SDG&E during the undergrounding design. The consultant shall submit all plans required to SDG&E during the undergrounding design and incorporate all SDG&E comments when the undergrounding plans are 50%, 90%, and 100% complete. Consultant shall also go with City staff, and SDG&E, to meet with all affected residents regarding the underground conversion for each property. (For purposes of preparing a proposal assume 40 meetings each lasting 1 hour. These 40 meetings are in addition to the 40 meetings during the public outreach during the Citizen Participation Plan process and the 40 meetings during the easement/right of way acquisition process.) Consultant shall also be responsible for designing the extension of a reclaimed water pipeline on Birmingham Dr. to Cardiff Elementary School. There is an existing reclaimed water pipeline which ends at Birmingham Dr. and Somerset Ave. The consultant shall be responsible for designing and preparing plans to extend this reclaimed water line west to Cardiff Elementary School located at San Elijo Ave. and Montgomery Ave. The design of this reclaimed water pipeline shall be incorporated into the design plans for the project. Consultant shall work closely with both the San Elijo Joint Powers Authority (SEJPA) and San Dieguito Water District (SDWD) during the design of this pipeline, and shall submit 2 sets of plans to both the SEJPA and SDWD when the plans are 50%, 90%, and 100% complete for their review. The consultant shall incorporate all of SEJPA s and SDWD s comments into the plans. Consultant shall be required to perform a hydrology and hydraulic study on Birmingham Dr. and to design drainage improvements based on that design. The drainage design shall be incorporated into the design plans and specifications for the project. Consultant shall also evaluate the need for Low Impact Design (LID) on Birmingham Dr. based on current storm water regulations. If the evaluation concludes the need for LIDs then the consultant shall be responsible for designing, sizing, and incorporating LIDs into the design plans and project specifications. The design must comply with all requirements of the reissued San Diego Region MS4 permit (R ) and as amended by order (R ) Item 8A 16 of 59

17 Consultant shall be responsible for the design of a grind and full width overlay on Birmingham Dr. from San Elijo Ave. to the CALTRANS right of way line at Interstate 5. Consultant shall perform the necessary soil testing and deflection testing to come up with the appropriate overlay thickness and grinding recommendations. These recommendations shall be incorporated into the design plans and project specifications. Asphalt concrete to be used on the overlay shall be Type C1 PG64-28TR Tire Rubber Modified Asphalt Concrete. Plans shall show all existing utilities, and shall also show the relocation of existing utilities, (If necessary). The consultant shall be required to prepare all structural calculations for any retaining walls on the project. Structural calculations shall be done by either a Structural Engineer or Civil Engineer licensed to practice as such with the State of California. Consultant shall work closely with the City s Planning Department for the finishes/textures to be placed on the retaining walls. Consultant shall submit five copies of preliminary plans, specifications, and cost estimate to City staff when the PS&E package is 50% complete, 90% complete, final PS&E. (These copies of the plans are in addition to the plans the consultant needs to submit for the agencies below and the City s Planning Department) The consultant shall meet with the City staff after the City has reviewed the PS&E package when 50% complete and 90% complete in order to review the City s comments. The consultant shall incorporate all City comments into the plans, specifications, and cost estimates. After comments have been incorporated for the 90% PS&E the consultant shall submit final PS&E, and will meet with City staff to assure that all concerns, comments, and questions have been addressed. Final plans shall be delivered in mylar form and on a CD in pdf format. Plans shall be done on the most recent release of AutoCad. The City will provide a boilerplate for the special provisions of the specifications (covering bond requirements, insurance requirements, liquidated damages, etc.). The consultant shall be responsible for the technical specifications, the bid schedule, and incorporating the boilerplate into the project specifications. The consultant shall submit the project specifications when the PS&E package is 50% complete and when the PS&E package is 90% complete for the City s review. The consultant shall incorporate all of the City s comments into the project specifications. Final plans shall be on mylars and delivered to the City along with the final project specifications. Final specifications shall be submitted in Word format. Final plans and specifications shall also be submitted on CD in pdf format. The consultant shall also be responsible for preparing As-Builts after construction is completed. The As-Builts shall be submitted in both mylar form and on CD on the most recent release of AutoCad. e. Preparation of a complete itemized cost estimate both when the PS& E package is 90% complete and when the PS&E package is 100% complete including all construction costs, utility relocation costs, permitting costs, costs for construction staking and material testing, etc. f. Consultant shall be responsible for coordinating their work with all utility companies during the entire project. Utility coordination includes sending 50%, 90%, and final plans to the utility companies and resource agencies. The Item 8A 17 of 59

18 consultant shall send 50%, 90%, and final plans according to the following schedule: 1. San Diego Gas & Electric Company 3 Sets of plans per submittal (These are in addition to the required plan submittals for the undergrounding plans) 2. AT&T 2 Sets of plans per submittal 3. Cox Communications 1 Set of plans per submittal 4. Time Warner Cable 1 Set of plans per submittal 5. Cardiff Sanitation Division 1 Set of plans per submittal 6. San Dieguito Water District 2 Sets of plans per submittal 7. Encinitas Public Works Dept. 1 Set of plans per submittal 8. San Elijo Joint Powers Authority 2 Sets of plans per submittal 9. Next G Networks 1 Set of plans per submittal Furthermore, utility coordination will also include obtaining facility maps from each utility company and incorporating them into the alignment plans, and incorporating all comments from the utility companies into the plans. The consultant shall ensure that all existing utilities are shown properly on the plans, and shall do all necessary coordination efforts with all utility companies that have to relocate their facilities as part of the project. During design, the consultant shall also be responsible to pothole all utilities which exist in Birmingham Dr. Potholing shall be done every 1,000 feet along each underground utility. g. Consultant shall have a Qualified SWPPP Developer (QSD) which shall prepare the necessary Storm Water Pollution Prevention Plan (SWPPP) for the project and will make any necessary changes to the SWPPP during both design and construction. The QSD shall also prepare a site specific Construction Site Monitoring Plan (CSMP). The CSMP shall include all monitoring procedures and instructions, monitoring locations, weather and rain event tracking requirements, visual monitoring frequencies, visual monitoring triggers, visual monitoring documentation requirements, effluent monitoring frequencies, effluent monitoring triggers for routine and non-visible pollutants, sampling taking and handling procedures, indentify Quality Assurance (QA) & Quality Control (QC), follow up procedures for violations and action thresholds, location maps, forms, and checklists as required by the Construction General Permit ( DWQ as amended by DWQ). The QSD shall also prepare a post-construction storm water operation and management plan. The consultant shall also assist the City in the filing of the Notice of Intent (NOI) into the State Water Resources Control Board S.M.A.R.T.S System. This includes all necessary work to determine the Risk Level of the project. The consultant shall also provide a QSD and a Qualified SWPPP Practitioner (QSP) for the duration of the construction of the project and will be responsible to comply with all requirements of the current Construction General Permit ( DWQ as amended by DWQ). This shall include but not be limited to the following for the entire length of the construction of the project: 1. Documented weekly Runoff and Run-on BMP inspections. 2. Documented Runoff and Run-on monitoring. 3. Preparation of all Quarterly Reports as required by the Construction General Permit ( DWQ as amended by DWQ) Item 8A 18 of 59

19 4. Preparation of all Annual Reports as required by the Construction General Permit ( DWQ as amended by DWQ). 5. Preparation of a Rain Event Action Plan (REAP) every time NOAA predicts a 50% chance or more of rain 48 hours in advance of a storm event in the project area. 6. Documented pre-storm, storm, and post storm visual inspections/monitoring along with site photographs before, during, and after each Qualifying Rain Event when NOAA predicts a probability of rain of 50% or more in the project area. 7. Documented quarterly non-stormwater discharge inspections/monitoring. 8. All required sampling and analysis of construction site runoff, non-stormwater discharges, receiving waters, and contained runoff as required by the Construction General Permit ( DWQ as amended by DWQ). This includes but is not limited to Turbidity, Suspended Solids Concentration (SSC), ph, and for other pollutants as mandated by the Regional Water Quality Control Board. 9. Monthly Active Treatment System (ATS) reporting using the S.M.A.R.T.S electronic filing if an ATS is used to discharge groundwater directly into the existing storm drain on Birmingham Dr. This includes monitoring, sampling, and analysis of effluent and receiving bodies of waters. 10. Preparation of all Numeric Action Level (NAL) and Numeric Effluent Limitation (NEL) Exceedance Reports. 11. Ensure the proper implementation of the post-construction storm water operation and management plan at the end of construction. 12. Complete extensive photo documentation at the end of construction necessary for the successful filing of the Notice of Termination (N.O.T). The consultant s QSD and QSP shall be involved in the duration of the construction of the project and will ensure the project is completed to the satisfaction of the State Water Resources Control Board and the appropriate Notice of Termination (N.O.T.) is filed and approved by the State Water Resources Control Board. The consultant shall demonstrate final stabilization of the project area at the end of construction, which is necessary for approval of the N.O.T., by showing either use of the RUSLE 2 method as computational proof, or the custom method through sampling that turbidity is 100NTU or less. The consultant shall assist the City in the filing of the Notice of Termination (N.O.T). h. The consultant shall prepare the necessary Soils Report for the project and shall prepare a Groundwater Analysis for the project. The consultant shall incorporate the recommendations in the Soils Report into the project technical specifications and will clearly detail dewatering requirements for the project in the project technical specifications. The Groundwater Analysis shall include the composition of the groundwater and testing for all traces of chemicals that San Elijo JPA require to be tested for to obtain approval to discharge groundwater into the sewer system. The consultant shall also be responsible for filling out all necessary paperwork with the San Elijo JPA necessary to obtain approval to discharge the groundwater directly into the sewer system. The consultant shall perform all necessary coordination efforts with the San Elijo JPA in order to obtain approval to discharge groundwater directly into the sewer system. If approval cannot be obtained from San Elijo JPA then the consultant shall prepare detailed requirements in the project specifications and plans for an Active Treatment System (ATS) to discharge the groundwater directly into the Item 8A 19 of 59

20 existing storm drain system south of Birmingham Dr. and Newcastle. If an Active Treatment System (ATS) is used the consultant shall work with the contractor during construction to obtain the necessary direct discharge permit from the Regional Water Quality Control Board. III. INSTRUCTIONS A. RESPONDENT INFORMATION (SUBMITTALS) 1. Proposals shall only be submitted electronically no later than noon on March 9, a. Proposals shall be submitted electronically via the PlanetBids system used to download the RFP. The maximum file size for submittal is 50 megabytes, and the file type shall be Portable Document Format (PDF). The electronic system will close submissions exactly at the date and time set forth in the RFP or as changed by addenda. Proposers are responsible for submitting and having their submittal accepted before the closing time set forth in this RFP or as changed by addenda. NOTE: Pushing the submit button on the electronic system may not be instantaneous; it may take time for the Proposer s documents to upload and transmit before the submittal is accepted. It is the Proposer s sole responsibility to ensure their document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for submittals that no not arrive in a timely manner, no matter what the reason. 2. No proposals exceeding forty pages will be accepted (excluding the cover and attachments). The pages should be 8 ½ X 11 with 1 margins. The font size should not be less than 11. Exceptions to the page size and font size will be made for the organization chart and any diagrams. The successful proposer will be required to sign a contract. For informational purposes a sample agreement has been included with this RFP (Attachment A). Do not execute the contract at this time. 3. The proposal MUST contain the following specific information: a. Letter of transmittal-identify the firm and address, along with the name of a contact person and a telephone number. The location of the office where the work will be performed shall be included. The Letter of Transmittal shall be signed by an individual authorized to bind the proposing entity stating the firm has read and will comply with all terms and conditions of the RFP. b. Project approach and methodology-describe the key issues and your approach to resolving those issues. c. Describe in detail the tasks within the scope of the project. Include in the proposal a design schedule showing all critical paths. d. An organization chart indicating the individuals who will conduct the work. If the office where any individual works is different than the one identified as the office Item 8A 20 of 59

21 where the work will be performed, please mention it here. Furthermore, include the resumes for each team member that will be involved on the project. e. A list of the municipal agencies your firm has worked with during the past three years. Provide the following information for three (3) projects which are similar to the project requested by this proposal: 1. Name, address, and telephone of the agency 2. Time period for the project 3. Brief description of the scope of the services provided 4. Identify the staff members on the project and their specific responsibilities 5. Person and contact information for a reference f. Preparation of a cost proposal. Identify the fees associated with all items of work. Included in the fee proposal will be back-up information showing basis for proposed fee for the project. Final fee scope will be negotiated after selection process. g. A detailed profile of the firm and subconsultants. Cover all experience with street improvement projects, roundabout design, electrical undergrounding projects, reclaimed water line projects, developing CEQA, NEPA, and Coastal Development Permit documents, preparation of Storm Water Pollution Prevention Plans, experience as a Qualified SWPPP Developer (QSD), experience as a Qualified SWPPP Practitioner (QSP), and attending public workshops. h. Detailed cost proposal which is itemized to include all items of work outlined in this RFP. IV. PROPOSAL EVALUATION A. A review committee will judge the merit of proposals received in accordance with the general criteria defined herein. Failure of proposers to provide in their proposal any information requested in this RFP may result in disqualification of the proposal. The sole objective of the review committee will be to select the proposal that is most responsive to the City of Encinitas's needs. Selection criteria will be based on the following factors: 1. Consultant understanding of the work to be done. 20% 2. Experience with similar kinds of street improvement 30% projects, undergrounding projects, reclaimed water line projects, public workshops, CEQA, NEPA, and Coastal Development Permits. 3. Understanding and experience with the Construction 20% General Permit, understanding of the duties of the QSD and QSP, experience as a QSD and QSP, experience with SWPPP Preparation, filing of Notice of Intent (NOI), and filing of Notice of Termination (NOT). 4. Quality of Consultant staff for work to be done 15% 5. Experience with public workshops 10% 6. Fair and Reasonable Cost 5% Total- 100% Once the deadline for submitting the proposal has passed, the City will review the proposals. There will not be an interview done as part of the selection process Item 8A 21 of 59

22 V. CONDITIONS GOVERNING THE PROCUREMENT A. Scope Changes, Additions and Deletions All changes in proposal documents shall be through written addendum and furnished to all proposers. Verbal information obtained otherwise will NOT be considered in the award process. B. Rejection of Proposals The City of Encinitas reserves the right to reject any or all Proposals and to waive informalities and minor irregularities in Proposals received and to accept any portion of Proposal or all items of Proposal if deemed in the best interest of the City of Encinitas to do so. C. Proprietary Information Any restrictions on the use of data contained within a Proposal must be clearly stated in the Proposal itself. Proprietary information submitted in response to this RFP will be handled in accordance with applicable City of Encinitas Procurement Regulations and the California Public Records Act. D. Response Materials Ownership All materials submitted regarding this RFP become the property of the City of Encinitas. Responses may be reviewed by any person at Proposal opening time and after final selection has been made. The City of Encinitas has the right to use any or all collection ideas presented in reply to this request, subject to the limitations outlined in Proprietary Information above. Disqualification of a proposer does not eliminate this right. E. Acceptance of Proposal Content The contents of the Proposal of the successful proposer will become contractual obligations if contractual agreements action ensues. Failure of the successful proposer to accept these obligations in a purchase agreement, purchase order, contract, delivery order or similar acquisition instrument may result in cancellation of the award and such proposer may be removed from future solicitations Item 8A 22 of 59

23 VI. ATTACHMENT A The following pages provide an example of a contract similar in form to the contract the winning firm(s) will be expected to sign Item 8A 23 of 59

24 AGREEMENT FOR ENGINEERING PROFESSIONAL CONSULTANT SERVICES BETWEEN THE CITY OF ENCINITAS AND [INSERT] (Not Federal) THIS Agreement ( Agreement ) is made and entered into as of the date of execution by the City of Encinitas, a municipal corporation, hereinafter referred to as "City", and [INSERT], hereinafter referred to as "Consultant." RECITALS The City requires outside assistance to provide the following services: [INSERT DESCRIPTION] WHEREAS, Consultant represents itself as possessing the necessary skills and qualifications to provide the services required by the City and as being fully qualified to perform those services in accordance with the standard of quality ordinarily expected of competent professionals in Consultant s field of expertise; WHEREAS, Consultant will render such professional services, as hereinafter defined, on the following terms and conditions; NOW THEREFORE, in consideration of these recitals and the mutual covenants contained herein, the City and Consultant agree as follows: 1.0 TERM OF AGREEMENT 1.1 This Agreement shall be effective on and from the day, month and year of the execution of this document by the City. 1.2 Consultant shall commence the performance of the services in accordance with the Scope of Work section provided in Attachment A to this Agreement and shall continue such services until all tasks to be performed are completed, or this Agreement is otherwise terminated. Consultant shall complete the services and provide final data and reports no later than, unless an extension of time is mutually agreed to by both parties. OPTIONAL 1.3 This Agreement may be extended for up to [Insert number of Years] additional one (1) year periods from the original termination date upon the execution of a written extension agreement, executed by both parties before the end of the previous term. Any increase in the monthly service fee for optional renewal periods shall not exceed the inflation rate as measured by fluctuations in the Consumer Price index, All Urban Consumers (C.P.I.-U) as published by the United States Department of Labor, Bureau of Labor Statistics, for the County of San Diego Metropolitan Statistical Area. The average Item 8A 24 of 59

25 index of the C.P.I.-U for the twelve (12) months of the preceding year (January through December) shall be the percentage increase to be considered for negotiations. 2.0 CONSULTANT'S OBLIGATIONS- SCOPE OF WORK (ATTACHMENT A) 2.1 Consultant shall provide the City with the following services: The specific manner in which the services are to be performed is described in Attachment A which is attached hereto, and incorporated herein as though fully set forth at length, collectively hereinafter referred to as "Described Services". 2.2 Consultant shall perform all work required to accomplish the Described Services in conformity with applicable requirements of law: Federal, State and Local. 2.3 Consultant is hired to render the Described Services and any payments made to Consultant are compensation fully for such services. 2.4 Consultant shall maintain professional certifications as required in order to properly comply with all City, State, and Federal law. 2.5 Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in good faith, at any time during the term of this Agreement, desires the removal of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, cause the removal of such person or persons. 2.6 If a license or certification of any kind is required of Consultant, its employees, agents, or subcontractors by federal, state or law and regulation, Consultant warrants that such license has been obtained, is valid and in good standing, and shall keep in effect at all times during the term of this Agreement, and that any applicable bond has been posted in accordance with all applicable laws and regulations. 2.7 Consultant shall provide the City with timely written reports of all significant developments or delays arising during performance of its services. 3.0 Payment for Services (Attachment B) 3.1 Payment to Consultant to perform its Scope of Work is set forth in Attachment B, attached hereto and incorporated herein. The payments provided in this Section are full compensation for the Scope of Work as described in Attachment A. 3.2 Consultant shall submit monthly bills to the City, describing its services and costs provided during the previous month, based upon percentage of task completed. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant's monthly bills shall include the following information to which such services or costs pertain: a description of services performed; the date the services were performed; the number of hours spent and by Item 8A 25 of 59