RPVCCA_SR_2011_05_17_23_Design_Contract_Lower_San_Ramon_Storm_DrainageCITY OF RANCHO PALOS VERDES
MEMORANDUM
TO:HONORABLE MAYOR &CITY COUNCIL MEMBERS ~(
FROM:RAY HOLLAND,DIRECTOR OF PUBLIC WORKS~'U
DATE:May 17,2011 U
SUBJECT:AWARD THE DESIGN CONTRACT FOR THE LOWER
SAN RAMON CANYON STORM DRAINAGE PROJECT
REVIEWED:CAROLYN LEHR,CITY MANAGER C!9.--
Project Manager:Ron Dragoo,Senior Engine~
RECOMMENDATIONS
1.Award a Professional Services Contract to Harris and Associates in the amount
of $633,695 to produce the project design and the bid documents for the Lower
San Ramon Canyon Storm Drainage Project.
2.Authorize a project contingency in the amount of $100,000 to be used in
addressing unforeseen conditions or to address issues beyond the identified
scope of work.
BACKGROUND
The Project Study Report for the Lower San Ramon Canyon Storm Drain Project,
which was produced by Harris and Associates,was presented to City Council at a
workshop during the March 1,2011 City Council meeting.At that time Council
identified the preferred alternative,directed Staff to solicit Professional Services for
the Preferred Alternative Design,Authorized Staff to proceed with the sewer
relocation design,directed Staff to provide regular land movement monitoring
reports,and directed Staff to continue pursuit of funding opportunities.
ADDITIONAL PROJECTS
The following is an informational update on the status of other projects associated with
the San Ramon Canyon:
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Staff has negotiated license agreements with the property owners where ideal
locations to monitor land-movement around the canyon have been identified.At
the time of this writing,preparations are being made to install the monitors.
-The PVDE Early Action Project (caisson wall design)has been completed and
has been submitted to the City for plan check.The project will be shelf-ready by
early June.
Sewer relocation:the design is complete and the project has been advertised.
Staff anticipates that a recommendation to award the project will be made to the
City Council in June.
DISCUSSION I ANALYSIS
A topographical survey was performed and extensive environmental and geological
investigations were undertaken by the Harris and Associates team to produce the
Project Study Report.All of this information will be used to prepare the Project Report
and to generate the documents needed to advertise the project.Harris and Associates
has a proven team with immediate knowledge of the project and an intimate
understanding of the issues.Accordingly,Staff requested their proposal for design
services.
The scope of work was refined during the negotiations to cover all aspects associated
with the project and the environmental mitigation measures that are likely to be
required.The cost to produce the final design and bid-documents was negotiated with
Harris and Associates to a reasonable cost.The amount is comparative to other similar
projects,after making allowances for work which was completed during the PSR phase
of this project.The deliverables have been clearly defined right down to establishing
attendance at a pre-determined number of meetings.
The overall cost for the design includes the following services:
-Supplemental ground survey and production of design base sheets
Supplemental Geotechnical exploration and testing and producing more specific
reports for the design conditions
Evaluation of seismic risk to the whole system
A detailed structural design for the inlet and the outlet structures and energy
dissipaters
Designing the access/maintenance road into the canyon from the upper
switchback
Development of a down-stream temporary accesses road within the Canyon
Designing all aspects of the main tunnel and the slant-drain tunnel
Designing the storm drain system including pipe design
Produce designs to address storm water flows from the existing roads and sheet-
flows from canyon slopes
Producing detailed construction plans
Producing a Landscape Establishment Conformance plan to comply with the
requirements of the resource agencies
Undertaking the complete MND and CEQA/NEPA Environmental compliance
submittal,attend meetings and obtain approval from all the resource agencies.
Writing the legal descriptions and preparing easement documents for the
properties impacted by the completed improvements.
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-Evaluating the constructability of the various aspects of the project.
-Producing cost estimates based on the refined plans
-Writing the project specifications and compiling full bid documentation
-Attending meetings with City Staff;resource agencies and making presentations
at the required public out-reach meetings and to City Council.
The negotiated cost of the design services is $633,695,which represents about 3.5%of
the projected construction cost.
The cost to produce the PSR in its entirety was $503,600,which included several items
that were additional to those required during a standard design project.Some of the
additional items included:the investigation of a number of design alignments,the
requirement to attend neighborhood public informational meetings/presentations and
the design of the PVDE Early Action Project.
The dollar value of the additional items completed during the PSR phase of the design
(the shelf ready Early Action Project,attendance at Public Informational meetings,
investigation of several possible alignments for the storm drain)has been calculated to
be approximately $176,600.
Accordingly,when the cost of the required design specific items produced through the
PSR ($503,600-$176,000=$327,000)are added to the negotiated price for the design
of the project ($633,695),the total is $960,695,which represents about 5%of the
construction cost.The cost of the design for this project (5%)is in conformance with
industry-wide costs for projects of this nature.
FISCAL IMPACT
Funding has been identified in the Water Quality/Flood Protection Program and is
available for the design of the San Ramon Canyon Storm Drain Project.
It is important to note that funding for the construction of this project has not been
secured.Currently,applications have been made to the State of California for a 50%
match funding request for $1 Omillion through the Proposition 1E program and for a 50%
match $1 Omillion funding request through the Federal Water Resources Development
Act process (WRDA).The current Construction estimate for this project is $19.2
million.
It is Staff's intention to be very involved with the development of the project design to
maximize the value of the biddable project.Additionally,this will facilitate aggressive
management of the design budget as unforeseen conditions arise and allow Staff to
address the issues before they become a potential added cost.
Work on the design is expected to be completed in 35-weeks after the contract is
signed.The environmental approval process will be managed as effectively as possible
and hopefully the project will be ready to advertise for a contractor within 18-months.It
should be noted that it could take considerably longer depending on environmental law
requirements.
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CONCLUSION
Staff is recommending that City Council authorize the award of a Professional Services
Contract to Harris and Associates in the amount of $633,695.Additionally,Staff is
recommending the approval of a lump sum design contingency in the amount of
$100,000.This contingency would only be used in the event of unforeseen conditions
or to deal issues beyond the identified scope of work.A design contingency of a similar
amount was approved for the PSR and with careful management of the process none
of that amount was used.Staff will inform the City Council through the weekly report if
any issues requiring the use of contingency funds for the project arise.
Attachments:A -Professional Services Agreement
B -Harris and Associates Proposal
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AGREEMENT FOR DESIGN PROFESSIONAL SERVICES
This Agreement is made and entered into this 1i h day of May,2011 by and
between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY")and Harris
&Associates (hereafter referred to as "CONSULTANT").
WHEREAS,CITY is in need of assistance in developing a design for drainage within
the San Ramon Canyon including technical expertise in civil engineering,environmental
evaluation and resource agency approval,preparation of bid documents and construction
plan sheets;and
WHEREAS,CONSULTANT has submitted a proposal dated April 25,2011 to
perform the design and produce all required documents for the San Ramon Storm Drain
Project.
IN CONSIDERATION of the covenants hereinafter set forth,the parties hereto
mutually agree as follows:
ARTICLE 1
SCOPE OF SERVICES
1.1 Project Description
The Project is described as the San Ramon Storm Drain Project.
1.2 Description of Services
CONSULTANT shall perform work including but not limited to designing
the storm drain,maintenance entry and exit road and producing the construction design
sheets,biddable specifications,construction estimates,and environmental
documentation and approvals.CONSULTANT shall perform this work in accordance
with CONSULTANT's Proposal,which is dated April 25,2011,attached hereto as
Exhibit "A,"and incorporated herein by this reference.
1.3 Schedule of Work
Upon receipt of written Notice to Proceed from the CITY,CONSULTANT
shall perform with due diligence the services requested by the CITY.Time is of the
essence in this Agreement.CONSULTANT shall not be responsible for delay,nor shall
CONSULTANT be responsible for damages or be in default or deemed to be in default by
reason of strikes,lockouts,accidents,or acts of God,or the failure of CITY to furnish timely
information or to approve or disapprove CONSULTANT's work promptly,or delay or faulty
performance by CITY,other consultants/contractors,or governmental agencies,or any
other delays beyond CONSULTANT's control or without CONSULTANT's fault.
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ARTICLE 2
COMPENSATION
2.1 Fee
CITY agrees to compensate CONSULTANT an amount not to exceed six
hundred and thirty-three thousand,six hundred and ninety-five dollars ($633,695.00)for
services as described in Article 1.
2.2 Payment Address
All payments due CONSULTANT shall be paid to:
Harris &Associates
34 Executive Park,Suite 150
Irvine,CA 92614-4705
2.3 Terms of Compensation
CONSULTANT shall submit monthly invoices for the percentage of work
completed in the previous month.CITY agrees to authorize payment for all undisputed
invoice amounts within thirty (30)days of receipt of each invoice.CITY agrees to use its
best efforts to notify CONSULTANT of any disputed invoice amounts or claimed
completion percentages within ten (10)days of the receipt of each invoice.However,
CITY's failure to timely notify CONSULTANT of a disputed amount of claimed completion
percentage shall not be deemed a waiver of CITY's right to challenge such amount or
percentage.
Additionally,in the event CITY fails to pay any undisputed amounts due
CONSULTANT within forty-five (45)days after invoices are received by CITY then CITY
agrees that CONSULTANT shall have the right to consider said default a total breach of
this Agreement and be terminated by CONSULTANT without liability to CONSULTANT
upon ten (10)working days advance written notice.
2.4 Additional Services
CITY may request additional specified work under this Agreement.All such
work must be authorized in writing by the CITY's Director of Public Works prior to
commencement.CONSULTANT shall perform such services and will be paid for such
additional services in accordance with rates or total amounts agreed upon in writing by both
parties prior to commencement of the work.
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2.5 Term of Agreement:
This Agreement shall commence on execution by both parties and shall
terminate on June 30,2013,unless sooner terminated pursuant to Article 4 of this
Agreement.
ARTICLE 3
INDEMN.lFICATION AND INSURANCE
3.1 Indemnification,Hold Harmless,and Duty to Defend.
(a)Indemnity for Design Professional Services.In connection with its
design professional services,CONSULTANT shall hold harmless and indemnify CITY,and
its officials,officers,employees,agents and independent contractors serving in the role of
CITY officials,and designated volunteers (collectively,"Indemnitees"),with respect to any
and all claims,demands,causes of action,damages,injuries,liabilities,losses,costs or
expenses,including reimbursement of attorneys'fees and costs of defense (collectively,
"Claims"hereinafter),including but not limited to Claims relating to death or injury to any
person and injury to any property,which arise out of,pertain to,or relate to in whole or in
part to the negligence,recklessness,or willful misconduct of CONSULTANT or any of its
officers,employees,subcontractors,or agents in the performance of its design
professional services under this Agreement.
(b)Other Indemnities.In connection with any and all claims,demands,
causes of action,damages,injuries,liabilities,losses,costs or expenses,including
attorneys'fees and costs of defense (collectively,"Damages"hereinafter)not covered by
Section 3.1 (a),CONSULTANT shall defend,hold harmless and indemnify the Indemnitees
with respect to any and all Damages,including but not limited to,Damages relating to
death or injury to any person and injury to any property,which arise out of,pertain to,or
relate to the acts or omissions of CONSULTANT or any of its officers,employees,
subcontractors,or agents in the performance of this Agreement,except for such loss or
damage arising from the sole negligence or willful misconduct of the CITY,as determined
by final arbitration or court decision or by the agreement of the parties.CONSULTANT
shall defend Indemnitees in any action or actions filed in connection with any such
Damages with counsel of CITY's choice,and shall pay all costs and expenses,including all
attorneys'fees and experts'costs actually incurred in connection with such defense.
Consultant's duty to defend pursuant to this Section 3.1 (b)shall apply independent of any
prior,concurrent or subsequent misconduct,negligent acts,errors or omissions of
Indemnitees.
(c)All duties of CONSULTANT under Section 3.1 shall survive termination
of this Agreement.
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3.2 General Liability
CONSULTANT shall at all times during the term of the Agreement carry,
maintain,and keep in full force and effect,a policy or policies of Commercial General
Liability Insurance,with minimum limits of one million dollars ($1,000,000)for each
occurrence and two million dollars ($2,000,000)general aggregate for bodily injury,death,
loss or property damage for products or completed operations and any and all other
activities undertaken by CONSULTANT in the performance of this Agreement.Said policy
or policies shall be issued by an insurer admitted to do business in the State of California
and rated in A.M.Best's Insurance Guide with a rating of A:VII or better.
3.3 Professional Liability
CONSULTANT shall at all times during the term of this Agreement,carry,
maintain,and keep in full force and effect a policy or policies of professional liability
insurance with a minimum limit of three million dollars ($3,000,000)per claim and
aggregate for errors and/or omissions of CONSULTANT in the performance of this
Agreement.Said policy or policies shall be issued by an insurer admitted to do business in
the State of California and rated in Best's Insurance Guide with a rating of A:VII or better.
If a "claims made"policy is provided,such policy shall be maintained in effect from the date
of performance of work or services on the CITY's behalf until three (3)years after the date
of work or services are accepted as completed.Coverage for the post-completion period
may be provided by renewal or replacement of the policy for each of the three (3)years or
by a three-year extended reporting period endorsement,which reinstates all limits for the
extended reporting period.If any such policy and/or policies have a retroactive date,that
date shall be no later than the date of first performance of work or services on behalf of the
CITY.Renewal or replacement policies shall not allow for any advancement of such
retroactive date.
3.4 Automobile Liability
CONSULTANT shall at all times during the term of this Agreement obtain,
maintain,and keep in full force and effect,a policy or policies of Automobile Liability
Insurance,with minimum of one million dollars ($1,000,000)per claim and occurrence and
two million dollars ($2,000,000)in the aggregate for bodily injuries or death of one person
and five hundred thousand dollars ($500,000)for property damage arising from one
incident.
3.5 Worker's Compensation
CONSULTANT agrees to·maintain in force at all times during the
performance of work under this Agreement worker's compensation insurance as required
by the law.CONSULTANT shall require any subcontractor similarly to provide such
compensation insurance for their respective employees.
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3.6 Notice of Cancellation
(a)All insurance policies shall provide that the insurance coverage shall
not be cancelled by the insurance carrier without thirty (30)days prior written notice to
CITY,or ten (10)days notice if cancellation is due to nonpayment of premium.
CONSULTANT agrees that it will not cancel or reduce said insurance coverage.
(b)CONSULTANT agrees that if it does not keep the aforesaid insurance
in full force and effect,CITY may either immediately terminate this Agreement or,if
insurance is available at a reasonable cost,CITY may take out the necessary insurance
and pay,at CONSULTANT's expense,the premium thereon.
3.7 Certificate of Insurance
At all times during the term of this Agreement,CONSULTANT shall maintain
on file with the CITY Clerk a certificate of insurance showing that the aforesaid policies are
in effect in the required amounts.The commercial general liability policy shall contain
endorsements naming the CITY,its officers,agents and employees as additional insured.
3.8 Primary Coverage
The insurance provided by CONSULTANT shall be primary to any coverage
available to CITY.The insurance policies (other than workers compensation and
professional liability)shall include provisions for waiver of subrogation.
ARTICLE 4
TERMINATION
4.1 Termination of Agreement
(a)This Agreement may be terminated at anytime,with or without cause,
by the CITY upon thirty (30)days prior written notice or by CONSULTANT upon ninety (90)
days prior written notice.Notice shall be deemed served if completed in compliance with
Section 6.14.
(b)In the event of termination or cancellation of this Agreement by
CONSULTANT or CITY,due to no fault or failure of performance by CONSULTANT,
CONSULTANT shall be paid compensation for all services performed by CONSULTANT,
in an amount to be determined as follows:for work satisfactorily done in accordance with
all of the terms and provisions of this Agreement,CONSULTANT shall be paid an amount
equal to the percentage of services performed prior to the effective date of termination or
cancellation in accordance with the work items;provided,in no event shall the amount of
money paid under the foregoing provisions of this paragraph exceed the amount which
would have been paid to CONSULTANT for the full performance ofthe services described
in this Agreement.
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ARTICLE 5
OWNERSHIP OF DOCUMENTS
5.1 Ownership of Documents and Work Product
All documents,plans,specifications,reports,information,data,exhibits,
photographs,images,video files and media created or developed by CONSULTANT
pursuant to this Agreement ("Written Products")shall be and remain the property of the
CITY without restriction or limitation upon its use,duplication or dissemination by the CITY.
All Written Products shall be considered "works made for hire,"and all Written Products
and any and all intellectual property rights arising from their creation,including,but not
limited to,all copyrights and other proprietary rights,shall be and remain the property of the
CITY without restriction or limitation upon their use,duplication or dissemination by the
CITY.CONSULTANT shall not obtain or attempt to obtain copyright protection as to any
Written Products.
CONSULTANT hereby ass.igns to the CITY all ownership and any and all
intellectual property rights to the Written Products that are not otherwise vested in the CITY
pursuant to the paragraph directly above this one.
CONSULTANT warrants and represents that it has secured all necessary
licenses,consents or approvals to use any instrumentality,thing or component as to which
any intellectual property right exists,including computer software,used in the rendering of
the services and the production of all Written Products produced under this Agreement,
and that the CITY has full legal title to and the right to reproduce the Written Products.
CONSULTANT shall defend,indemnify and hold the CITY,and its elected officials,officers,
employees,servants,attorneys,designated volunteers,and agents serving as independent
contractors in the role of CITY officials,harmless from any loss,claim or liability in any way
related to a claim that CITY's use of any of the Written Products is violating federal,state
or local laws,or any contractual provisions,or any laws relating to trade names,licenses,
franchises,copyrights,patents or other means of protecting intellectual property rights
and/or interests in products or inventions.CONSULTANT shall bear all costs arising from
the use of patented,copyrighted,trade secret or trademarked documents,materials,
equipment,devices or processes in connection with its provision of the services and
Written Products produced under this Agreement.In the event the use of any of the
Written Products or other deliverables hereunder by the CITY is held to constitute an
infringement and the use of any of the same is enjoined,CONSULTANT,at its expense,
shall:(a)secure for CITY the right to continue using the Written Products and other
deliverables by suspension of any injunction,or by procuring a license or licenses for CITY;
or (b)modify the Written Products and other deliverables so that they become non-
infringing while remaining in compliance with the requirements of this Agreement.This
covenant shall survive the termination of this Agreement.
Upon termination,abandonment or suspension of the Project,the
CONSULTANT shall deliver to the CITY all Written Products and otherdeliverables related
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Agreement for Design Professional Services
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to the Project without additional costs or expense to the CITY.If CONSULTANT prepares
a document on a computer,CONSULTANT shall provide CITY with said document both in
a printed format and in an electronic format that is acceptable to the CITY.
ARTICLE 6
GENERAL PROVISIONS
6.1 Representation
The CITY representative shall be the Director of Public Works or his or her
designee,and CONSULTANT shall notify CITY of CONSULTANT's designated
representative.These individuals shall be the primary contact persons for the parties
regarding performance of this Agreement.
6.2 Fair Employment Practices/Equal Opportunity Acts
In the performance of this Agreement,CONSULTANT shall comply with all
applicable provisions of the California Fair Employment Practices Act (California
Government Code Sections 12940-48),the applicable equal employment provisions of the
Civil Rights Act of 1964 (42 U.S.C.200e-217),and the Americans with Disabilities Act of
1992 (42 U.S.C.§11200,et seq.).
6.3 Personnel
CONSULTANT represents that it has,or shall secure at its own expense,all
personnel required to perform CONSULTANT's services under this Agreement.Any
person who performs engineering services pursuant to this Agreement shall be licensed as
a Civil Engineer by the State of California and in good standing.CONSULTANT shall
make reasonable efforts to maintain the continuity of CONSULTANT's staff who are
assigned to perform the services hereunder and shall obtain the approval of the Director of
Public Works of all proposed staff members who will perform such services.
CONSULTANT may associate with or employ associates or subconsultants in the
performance of its services under this Agreement,but at all times shall CONSULTANT be
responsible for its associates or subconsultants'services.
6.4 CONSULTANT's Representations
CONSULTANT represents,covenants and agrees that:a)CONSULTANT is
licensed,qualified,and capable offurnishing the labor,materials,and expertise necessary
to perform the services in accordance with the terms and conditions set forth in this
Agreement;b)there are no obligations,commitments,or impediments of any kind that will
limit or prevent CONSULTANT's full performance under this Agreement;c)to the extent
required by the standard of practice,CONSULTANT has investigated and considered the
scope of services performed,has carefully considered how the services should be
performed,and understands the facilities,difficulties and restrictions attending
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performance of the services under this Agreement.
6.5 Conflicts of Interest
CONSULTANT agrees not to accept any employment or representation
during the term of this Agreement or within twelve (12)months after completion of the work
under this Agreement which is or may likely make CONSULTANT "financially interested"
(as provided in California Government Code Sections 1090 and 87100)in any decisions
made by CITY on any matter in connection with which CONSULTANT has been retained
pursuant to this Agreement.
6.6 Legal Action
(a)Should either party to this Agreement bring legal action against the
other,the validity,interpretation,and performance of this Agreement shall be controlled by
and construed under the laws of the State of California,excluding California's choice of law
rules.Venue for any such action relating to this Agreement shall be in the Los Angeles
County Superior Court.
(b)If any legal action or other proceeding,including action for declaratory
relief,is brought for the enforcement of this Agreement or because of an alleged dispute,
breach,default or misrepresentation in connection with this Agreement,the prevailing party
shall be entitled to recover reasonable attorneys'fees,experts'fees,and other costs,in
addition to any other relief to which the party may be entitled.
(c)Should any legal action about a project between CITY and a party
other than CONSULTANT require the testimony of CONSULTANT when there is no
allegation that CONSULTANT was negligent,CITY shall compensate CONSULTANT for its
testimony and preparation to testify at the hourly rates in effect at the time of such
testimony.
6.7 Assignment
Neither this Agreement nor any part thereof shall be assigned by
CONSULTANT without the prior written consent of the CITY.Any such purported
assignment without written consent shall be null and void,and CONSULTANT shall hold
harmless,defend and indemnify the CITY and its officers,officials,employees, agents and
representatives with respect to any claim,demand or action arising from any unauthorized
assignment.
Notwithstanding the above,CONSULTANT may use the services of persons
and entities not in CONSULTANT's direct employ,when it is appropriate and customary to
do so.Such persons and entities include,but are not necessarily limited to,surveyors,
specialized consultants,and testing laboratories.CONSULTANT's use of subcontractors
for additional services shall not be unreasonably restricted by the CITY provided
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CONSULTANT notifies the CITY in advance.
6.8 Independent Contractor
CONSULTANT is and shall at all times remain,as to the CITY,a wholly
independent contractor.Neither the CITY nor any of its agents shall have control over the
conduct of CONSULTANT or any of the CONSULTANT's employees,except as herein set
forth,and CONSULTANT is free to dispose of all portions of its time and activities which it
is not obligated to devote to the CITY in such a manner and to such persons,firms,or
corporations as the CONSULTANT wishes except as expressly provided in this Agreement.
CONSULTANT shall have no power to incur any debt,obligation,or liability on behalf ofthe
CITY or otherwise act on behalf of the CITY asan agent.CONSULTANT shall not,at any
time or in any manner,represent that it or any of its agents,servants or employees,are in
any manner agents,servants or employees of CITY.CONSULTANT agrees to pay all
required taxes on amounts paid to CONSULTANT under this Agreement,and to indemnify
and hold the CITY harmless from any and all taxes,assessments,penalties,and interest
asserted against the CITY by reason of the independent contractor relationship created by
this Agreement.CONSULTANT shall fully comply with the workers'compensation law
regarding CONSULTANT and its employees.CONSULTANT further agrees to indemnify
and hold the CITY harmless from any failure of CONSULTANT to comply with applicable
workers'compensation laws.The CITY shall have the right to offset against the amount of
any fees due to CONSULTANT under this Agreement any amount due to the CITY from
CONSULTANT as a result of its failure to promptly pay to the CITY any reimbursement or
indemnification arising under this Article.
6.9 Titles
The titles used in this Agreement are for general reference only and are not
part of the Agreement.
6.10 Entire Agreement
This Agreement,including Exhibit "A,"represents the entire and integrated
agreement between CITY and CONSULTANT and supersedes all prior negotiations,
representations or agreements,either written or oral.This Agreement may be modified or
amended,or provisions or breach may be waived,only by subsequent written agreement
signed by both parties.In the event of any conflict between the terms of this Agreement
and Exhibit "A,"the terms of this Agreement shall control.
6.11 Construction
In the event of any asserted ambiguity in,or dispute regarding the
interpretation of any matter herein,the interpretation of this Agreement shall not be
resolved by any rules of interpretation providing for interpretation against the party who
causes the uncertainty to exist or against the party who drafted the Agreement or who
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drafted that portion of the Agreement.
6.12 Non-Waiver of Terms,Rights and Remedies
Waiver by either party of anyone or more of the conditions of performance
under this Agreement shall not be a waiver of any other condition of performance under
this Agreement.In no event shall the making by the CITY of any payment to
CONSULTANT constitute or be construed as a waiver by the CITY of any breach of
covenant,or any default which may then exist on the part of CONSULTANT,and the
making of any such payment by the CITY shall in no way impair or prejudice any right or
remedy available to the CITY with regard to such breach or default.
6.13 Severability
If any term or portion of this Agreement is held to be invalid,illegal,or
otherwise unenforceable by a court of competent jurisdiction,the remaining provisions of
this Agreement shall continue in full force and effect.
6.14 Notice
Except as otherwise required by law,any notice or other communication
authorized or required by this Agreement shall be in writing and shall be deemed received
on (a)the day of delivery if delivered by hand or overnight courier service during
CONSULTANT's or CITY's regular business hours or (b)on the third business day
following deposit in the United States mail,postage prepaid,to the addresses listed below,
or at such other address as one party may notify the other:
To CITY:
Carolyn Lehr,City Manager
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
To CONSULTANT:
Ehab S.Gerges,PE Vice President
Harris &Associates
34 Executive Park,Suite 150
Irvine,CA 92614-4705
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of
the date and year first above written.
Dated:,_
Dated:_
ATTEST:
CITY CLERK
HARRIS &ASSOCIATES
("CONSULTANT")
BY:------------
BY:------------
CITY OF RANCHO PALOS VERDES
("CITY")
MAYOR
APPROVED AS TO FORM:
CITY ATTORNEY
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R6876-000 1\1359234v3.doc
Exhibit "A":
Consultant's Proposal
Exhibit "A"
Agreement for Design Professional Services
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April 25,2011
--Harris &Associatesm
Shaping the Future,One Project at a Time SM
Ray Holland,P.E.
Interim Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes,CA 90275-5391
Subject:San Ramon Canyon Storm Drain PS&E Proposal
Dear Mr.Holland,
Harris &Associates appreciates the opportunity to present this proposal to provide
professional surveying,geotechnical,environmental and engineering design services for
the preparation of plans,specifications and estimates for the subject San Ramon
Canyon Storm Drain PS&E project.The following will present the main project elements,
proposed scope of services,schedule and fees.It is our intent that this provides enough
detail so our approach is clearly defined.This proposal is a negotiable offer and would
welcome the opportunity to discuss additions,deletions,or revisions with City staff.
SECTION A:PROJECT UNDERSTANDING
The San Ramon Canyon erosion and flooding conditions have been well documented in
Harris &Associates recent Project Study Report (PSR)dated January 11,2011,thus
they will not be repeated in detail here other than to briefly note that they are
complicated by the Tarapaca Landslide and result in cyclical flooding and debris
deposition on 25 th Street.The proposed San Ramon Canyon Storm Drain PS&E project
will address these issues.
This proposal is in response to the City Council's acceptance of the PSR and approval to
City staff to proceed to the PS&E Phase for the recommended Alternative 1A storm
drain and canyon grading ("gravity buttress fill")improvements.The preliminary probable
opinion of construction cost is approximately $12 million.
34 Executive Park,Suite 150 Irvine,CA 92614-4705 949.655.3900 f.949.655.3995 irvine@harris-assoc.com23-17
Ray Holland,P.E.
San Ramon Cyn 50 P5&E Proposal
Page 2 of 17
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•Mid-canyon inlet structure
(see inlet,access road &
terrace drain at right)
•Permanent access road to
Mid-canyon inlet structure
(with retaining walls)from the
~PVDE Switchback
•Temporary access road to
mid-canyon Tarapaca buttress
fill grading operation from the
lower PVDE Switchback or
from 25th Street from the
canyon bottom (as a last resort due to additional easements and possible City of
LA coordination required).Brainstorming on constructible methods to fill the
canyon and create a southerly access road will also be performed and may result
in innovative methods such as end dumping permanent invert basement fill with
self-compacting rock and end dumping temporary canyon fill into a portion of the
canyon to allow a temporary access to be graded from the lower switchback.
•Permanent ~PVDE Switchback drainage system to Mid-canyon inlet
structure underneath the permanent access road (to remove ex.mid-slope outlet)
•Permanent lower PVDE Switchback drainage system (ideally to Mid-canyon inlet
structure if possible)otherwise down to new raised canyon invert (possibly along
alignment of temporary access road from the lower PVDE Switchback)
•Terrace drain /down drain system above the /Ii~'!~.I
Tarapaca Landslide head scarp (J
•Diversion of Tarapaca Road drainage system
to inlet structure (see red pipe labeled on
map at right)
•Adding catch basins along the Tarapaca
Road Cul-de-sac to improve stormwater
interception above the Tarapaca Landslide
•80"+/-diameter rib &Lagging tunnel (L =
1,900')with 54"conveyance pipe (see below
right).HDPE is likely pipe material (typical).
•54"conveyance pipe in open trench installation (L =1,900')
•80"+/-diameter hand mine "slant drain"tunnel (L =295')with 54"conveyance
~~.
•Outlet structure on the beach /bluff Alternative 1
bottom
(see right)
•Gravity
buttress
canyon fill
with sub-
drain,
energy
dissipators,
creek bed restoration,etc.
Some of the primary project elements
will be as follows:
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•Potential trail enhancements from 25 th Street to the flatter grades below (see
photo below)
•Interim erosion control plans for all disturbed
surfaces (hydro-seeding,jute mesh,erosion
blankets,fiber rolls,etc.)
•Produce a "Landscape Establishment
Conformance Plan",as dictated by
environmental mitigation measures,which
incorporates native landscaping enhancements
in the disturbed portions of San Ramon Canyon
and downstream of 25 th St /PVDS.....~
•Evaluate the seismic risk to the entire proposed drainage system and,when
economically feasible,enhance the structural integrity of the system to improve
its ability to withstand anticipated seismic forces.(NOTE:This could be as simple
as beefing up the CIDH soldier piles that are anticipated to be constructed as a
part of the upper inlet structure,permanent access road retaining walls and lower
outlet structure.Also since the tunnel sections will have a redundant "outer shell"
support system and grouted annular space,as required for construction,an
analysis of the redundancies in the section will also likely show superior
structural integrity in the proposed system to potential seismic forces.)
•Coordinate with City of RPV staff to develop general recommendations /opinions
documenting the continuing need for the City of LA to grade /remove debris and
improve their inlet structure at 25 th Street.This is needed so as to prevent
flooding from the residual storm water that will still flow down the canyon even
with the proposed San Ramon Canyon Storm Drain tunnel diversion in place.
NOTE:This does not include preparing detailed plans to address the lingering
existing 25 th Street drainage system deficiency issues and/or obtaining any
related permits from the City of LA.
•Various related appurtenances like launch pits,sub-drains,etc.
SECTION B:PROJECT TEAM
The Harris Team assigned to this project all previously worked together to complete
recent Project Study Report (PSR)dated January 11,2011.Randall Berry,PE will
serve as the Project Manager and oversee the civil design as well as the overall project
team.Elizabeth Reyes,PE who will serve as the Sr.Project Engineer and will complete
many of the day-to-day design tasks for the civil design and project team management.
KOM Meridian (KOMM)led by Rich Maher,PLS will serve as Harris'survey sub-
consultant to provide supplemental ground surveying and right-of-way /easement
engineering.GMU Geotechnical (GMU)led by Greg Silver,PE,GE will serve as
Harris'geotechnical sub-consultant to provide supplemental soil parameters required for
structural designs,additional borings,a QAlQC review of the plans and specifications to
make sure they conform to GMU's original geotechnical investigation recommendations
and evaluate the seismic risk to the entire proposed drainage system.SFC Consultants
(SFC)led by Saundra Jacobs,REA will serve as Harris'Environmental sub-consultant
to prepare the Mitigated Negative Declaration (MND),in conformance with both CEQA /
NEPA requirements,help BGB to establish the "Landscape Establishment Conformance
Plan"requirements and will ultimately obtain all of the required environmental
clearances.Ficcadenti &Waggoner (F&W)led by Mark Schroeder,SE will serve as
Harris'structural engineering sub-consultant to provide custom structural designs for the
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April 25,2011
access road retaining walls,inlet structure and/or outlet structure and evaluate the
seismic risk to the entire proposed drainage system.Borthwick,Guy &Bettenhausen
(BGB)led by Art Guy,ASLA will serve as Harris'landscape architect sub-consultant to
provide planting mitigation plans and "Landscape Establishment Conformance Plan"
required for the disturbed canyon areas and disturbed areas within the Palos Verdes
Shores Park /Open Space,including a potential improved trail from 25 th Street on-street
parking down to the bluffs.
SECTION C:SCOPE OF SERVICES
PHASE I:PROJECT START UP I DATA COLLECTION
Task A.Kick-Off Meeting,Data Collection and Review
1.Meet with City staff and hold "kickoff"meeting.Our approach as well as City
requirements,preferences and procedures would be discussed.Direction from
the City staff would be obtained and any additional information from City
records pertaining to the project would be collected.(See Phase II,Task C for
additional meetings proposed.)
2.Contact the utility companies to obtain the latest utility location information and
requirements,when applicable.USA will also be contacted to confirm that
Harris'utility list is complete.This opportunity would also be used to give early
notification of the project and start the coordination efforts.
3.Prepare a firm schedule,the first monthly status report and kick-off meeting
minutes.
Task B.Supplemental Ground Survey (KDMM)
The previously aerial survey,prepared by KDMM,will require supplemental ground
survey at the upper switchback where the access road will join the roadway and then
drop into the westerly slope of San Ramon Canyon (see schematic access road
alignment exhibit on page 2).Tight edge of roadway elevations at the proposed join
will be obtained as well as key topography such as the existing guard rails,tree trunk
size/locations and drainage inlets,which are proposed to be diverted to the new inlet
structure to end the erosion caused below the upper switchback where the existing pipe
presently outlets mid-slope.It is not presently clear as to whether supplemental shots
will be absolutely necessary along the westerly canyon slope because with the steep
grades and thick brush it will be nearly impossible to survey.Additional ground
topography and tight elevation controls will also be required to detail the lower portion of
the proposed storm drain alignment from 25th Street /Palos Verdes Drive South (PVDS)
to the outlet point at the base of the bluff.This additional survey information will allow the
accurate preparation of a potential improved ADA accessible trail from 25 th Street on-
street parking down to the bluffs within the Palos Verdes Shores Park /Open Space.
Supplemental survey within the open trench ("cut and cover")reach of the 100'wide
utility easement of the open space park will provide tighter ground shots where the two
launch pits are anticipated and could assist in the development of an improved trail from
25th Street.Depending on the firebreak setback requirements perhaps some native
landscaping could be added along the trail to enhance the experience for public users.
Because of the somewhat open nature of the exact scope of supplemental survey
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required,which would also be subject to City staff's advanced approval,it is
recommended that an allotment of five (5)days of supplemental survey be
established.NOTE:This will also allow KDMM to perform additional ground surveys
along both the upper and lower PVDE Switchbacks for accurate design of permanent
and temporary access road design/joins and time for field recognizance to uncover
scattered private property line monuments as required to accurately tie down the
proposed easements.
Task C.Topographic Base Sheets
Utilizing the previously obtained aerial survey,supplemental ground survey,and
preliminary plan sheets already "cut"during the PSR phase the required construction
plan and profile base sheets would be prepared /refined in AutoCAD for the mainline
storm drain,canyon grading /fill and access road.The base sheet would be prepared
using the City's standard format at a scale of 1"=20'horizontally and 1"=10'vertically.
Existing improvements would be screened so that the full toned proposed improvements
will stand out.The digested base sheets will include the following:
1.Surface and subsurface utility locations
2.Elevation contours tied to appropriate coordinate system
3.Dimensions,labels and match lines
4.Existing improvement and RIW locations from survey and record drawings
5.Existing stationing and street name labels,as appropriate
6.Existing topography to the limits described in the survey section
7.Existing finished surface profile over centerline of proposed pipe
Task O.Supplemental Geotechnical Services (GMU)
The proposed custom structural designs for the access road retaining walls,inlet
structure and/or outlet structure will require some additional soil parameters that GMU
will need to provide.Also,per the City's On-Call Geotechnical Consultant,the proposed
tunneling will require additional field exploration on the part of GMU beyond the
previously obtained deep borings along the PVDE switchbacks and elsewhere along the
proposed storm drain alignment.See below for more information regarding the two (2)
additional deep borings that will be obtained during this PS&E Phase.
Additionally GMU will need to provide reviews of the plans and specifications and co-
sign the gravity buttress grading plans and access road plans for conformance to GMU's
original geotechnical investigation recommendations.
The following scope will be performed by GMU:
•Supplemental Exploration (two core borings to about 100 -125'depth with
geophysical logging,traffic control,no fee permit,minor work for access)
•Supplemental Laboratory Testing &Analyses of New Data
•Report Preparation to address the new data and compare to previous findings
•Meetings and Teleconferences
•Independent review of PS&E documents for conformance with GMU's
recommendations &co-sign key grading plans such as for the gravity buttress fill
in the canyon.
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•Evaluate the seismic risk to the entire proposed drainage system and,when
economically feasible,enhance the structural integrity of the system to improve
its ability to withstand anticipated seismic forces.
PHASE II:DESIGN DEVELOPMENT
Task A.Field Review
The Harris Team will perform a comprehensive field review of the existing site to
determine the following:
1.Review completeness/accuracy of the computerized base maps and
essential topographic features.
2.Note all potential utility and/or improvement conflicts.
3.Note potential issues where new storm drain,inlet,outlet,grading,
tunnel launching pits,access roads,etc.are anticipated.
4.Note existing conditions,trees,grades,and/or above ground utility
conflicts that may affect the design and access.
5.Photo-document the entire project site.
Task B.Refine Preliminary Project Elements &50%Plans
The previously prepared conceptual designs would be refined to a 50%complete
level and expanded to address the following items:
•Refine mainline storm drain design plan and profiles (complete with utility
crossings)
•Refine canyon buttress fill/grading plan and profiles (including refinements
to the typical section design)including addressing in side canyon
concentrated flows /side canyon sheet flows and side canyon weep flows
(sub-drain "fingers")
•Prepare 50%complete upstream headwall inlet structure details
•Prepare 50%complete downstream outlet apron/energy dissipater
structure details
•Prepare 50%complete tunnel and open trench installation details
•Prepare 50%complete upper and lower PVDE switchback drainage lateral
diversion design profiles
•Prepare 50%complete permanent upper and temporary lower PVDE
Switchback access road plan and profile drawings and typical sections
(NOTE:could possibly include a temporary access from 25th Street if the
lower switchback access is determined to be unfeasible.)
•Prepare a 50%complete "Landscape Establishment Conformance Plan",
showing the approximate limits of proposed native landscaping
enhancements in the disturbed portions of San Ramon Canyon and along
the trail downstream of 25th St /PVDS.
•Prepare 50%complete permanent upper access road retaining wall plan
and profile drawings and typical sections
• Identify/refine access road right-of-way and drainage easement acquisition
needs/locations on an composite plan for City concurrence and input prior
to proceeding with LD's and maps (NOTE:excludes consideration of
easements into the City of LA)
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•Identify any utility impacts (relocations,adjustments and/or modifications)
•Refine previously prepared cost estimates
•Status of outside agency game plan strategies regarding obtaining all
required permits and approvals (for environmental approvals)
• A list of items requiring City feedback,along with the Harris Team's
associated recommendations
Task C.City Staff Feedback Meeting &Periodic Progress Meetings
Meet with City staff (all key players from the City and Harris Team present)to present
and discuss the results of the refinements and expanded designs and reach
concurrence on the project elements.(NOTE:This will primarily be a focus on plans that
have not been developed to the conceptual level yet.For plans that have already been
prepared to the conceptual level the effort at this point will mostly be to convert them
from 40'scale to 20'scale to allow for greater detail in the coming phase.This way
certain plans do not get too far along without all of the essential plans getting to the
same percent complete level.)This feedback meeting will help solidify the project
elements prior to beginning the detailed structural designs,Mitigated Negative
Declaration (MND)environmental documents and final construction plans,to help with
the efficient progress and confirm that the solutions match the City's expectations and
preferences.Confirm project schedule is on track.Prepare meeting minutes shortly after
the meeting.In addition to this one (1)feedback meeting the Harris Team will also be
available as needed for other progress meetings (7 additional meetings were assumed).
Task O.MNO &CEQAI NEPA Environmental Compliance (SFC)
SFC Consultants (SFC)will build upon the previously completed expanded CEQA Initial
Study for the various alternative storm drain alignments for San Ramon Canyon.In
compliance with the California Environmental Quality Act (CEQA)as amended,and
National Environmental Protection Act (NEPA)as amended,the project requires
CEQAlNEPA documentation consistent with the Project Study Report for the drainage of
San Ramon Canyon.The NEPA portion of the document has been included because of
the potential for Federal funding assistance.As such,this environmental document will
be a combination of both State and Federal environmental review requirements.The
NEPA portion of the document will also include several alternatives that were outlined in
the Initial Study.
CEQA
A Mitigated Negative Declaration (MND)is the appropriate CEQA document based on
CEQA Article 6,Section 15070(b)1,Decision to prepare a Negative Declaration.This
CEQA section states the following:
Section 15070(b)1
A proposed negative declaration shall be prepared for a project subject to CEQA when
the initial study identified potentially significant effects but:
./Revisions in the project plans or proposals made by or agreed to by the
applicant before the proposed negative declaration is released for public
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review would avoid the effects or mitigate the effects to a point where clearly
no significant effects would occur.
NEPA
An Environmental Assessment and Section 4(f)evaluation with Findings of No
Significant Impact is required for compliance with NEPA Section 1508.9.
Section 1508.9
Concise public document for which a Federal agency is responsible that serves to:
./1)Provide sufficient evidence and analysis for determining whether an EIS
or FONSI is needed;
./2)Aid an agency's compliance with the Act when no EIS is necessary;
./3)Facilitate preparation of an EIR when one is necessary.
The following environmental documents are anticipated:
•Mitigated Negative Declaration per CEQA (Initial Study complete)
•Environmental Assessment -Finding of No Significant Impact (FONSI)per
NEPA
Various focused environmental documents have already been completed as baseline
studies for biological resources,cultural resource database and Native American
Consultation.Additional focused studies are proposed in the Scope of Work below.
Scope of Environmental Work
The tasks listed below will provide for environmental compliance process for the
proposed project.
CEQAlNEPA Documentation
SFC will revise the preferred alternative Initial Study in preparation for the
MND/FONSI.The project description will be revised to incorporate appropriate
mitigation to satisfy both CEQA and NEPA.
Mitigated Negative Declaration/Environmental Assessment -FONSI
SFC will prepare the Screencheck Draft Mitigated Negative Declaration (MND)-
EAlFONSI.Including findings from the biological and archaeological studies,and
other studies as needed.Appropriate mitigation measures will be recommended
and incorporated into the project description.Submit to the City for review.
Respond to City comments once on the MND/FONSI (if any).Submit
MND/FONSI to City for public circulation.
Focused Studies included in proposal budget
The following focused studies may be required depending on the level of
environmental review required for CEQA document.
o Gnatcatcher Nesting Survey.
o Cultural Resource Visual Field Survey.
o Phase I Environmental Site Assessment database (hazardous
materials).
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o Visual Resource Assessment (Aesthetics)for the inlet and outlet
structure,as well as a visual representation of the canyon fill for
slope stabilization and access road to the mid-canyon inlet.
Additional Environmental Issues to be addresses in the MND/FONSI
o Aesthetics -photo simulations will be prepared as part of the
visual resource assessment.Mitigation measures will be
incorporated.
o Agricultural and Forestry Resources -This environmental issue
will be briefly addressed in the document.No impacts are
anticipated.
o Air Qualitv -Construction related impacts anticipated.Mitigation
will be incorporated into the project description as necessary.
o Biological Resources -California Gnatcatcher protocol survey will
be conducted based on the Coastal Sage Scrub identified during
the IS process.Six (6)breeding season surveys (Feb.15 through
June 30)are proposed at this time.Jurisdictional impacts from
the canyon fill will require regulatory agency permitting and
mitigation.
o Cultural Resources -An archeological field survey will be
conducted in conjunction with the cultural resource database
performed during the IS process.Native American consultation
was conducted during the IS process.Respondent Native
Americans will be contacted with the field survey results.
Mitigation will be recommended.Paleontological resource
impacts are not anticipated due to the nature of the severely
eroded canyon.
o Geology-S0ils-Seismicitv -Extensive geotechnical studies have
been previous conducted by the project engineer.These studies
will be utilized during the MND/FONSI process.
o Greenhouse Gas Emissions -This environmental issue will be
briefly addressed in the document.No impacts are anticipated.
o Hazards and Hazardous Materials -The State Department of
Toxic Control requires this issue to be addressed.A hazardous
materials database will be performed.No impacts are anticipated.
Potential contamination from construction vehicles will be
mitigated.Temporary construction vehicles may impact
emergency response or evacuation plans.Mitigation will be
provided as necessary.
o Hydrology and Water Quality -Extensive hydrologic studies have
been previous conducted by the project engineer.These studies
will be utilized during the MND/FONSI process.
o Land Use and Planning -Consistency with City plans and policies
will be addressed.
o Mineral and Energy Resources -This environmental issue will be
briefly addressed in the document.No impacts are anticipated.
o Noise -Construction related impacts anticipated.Mitigation will be
incorporated into the project description as necessary.
o Population and Housing -This environmental issue will be briefly
addressed in the document.No impacts are anticipated.
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o Public Services -Short term construction related impacts are
anticipated for fire and police protection.Impact will likely be less
than significant.
o Recreation -This environmental issue will be briefly addressed in
the document.No negative impacts are anticipated.Additional
recreational activities may evolve from mitigation of the canyon fill
and use of the "new"creek elevation and potentially enhanced trail
from 25th Street to the flatter lands below.
o TransportationlTraffic -Short term construction related traffic will
result along Palos Verdes Drive East switchbacks /25 th Street and
the Palos Verdes Drive South.Traffic control mitigation will be
incorporated into the document.
o Utilities and Service Systems -This environmental issue will be
briefly addressed in the document.No impacts are anticipated.
Alternatives
SFC will utilize previous alternatives as required for the NEPA portion of the
environmental document.
o Alternative 1B,upper canyon inlet,tunnel alignment
o Alternative 2A,mid canyon inlet,canyon fill to W.25th Street
o Alternative 2B,upper canyon inlet,canyon fill to W.25 th Street
o Low Cost Alternative,upgrade existing inlet structure.
o No Project Alternative.
Response to Comments
SFC will respond to public and agency comments.Prepare Screencheck Final
Mitigated Negative Declaration/FONSI for City review.Respond to City
comments once on Final Neg.Dec.lFONSI (if any).Submit Final Neg.
Dec/Mitigation Monitoring Program/FONSI.Should significant response be
received by the City on the Negative Declaration,the amount of time to respond
to comments received will be reviewed with the City and costs will be
renegotiated for this task,if necessary.In the event new information is brought
forward to the City during public review,which leads to the preparation of an EIR,
a separate contract will be negotiated.
Meetings
SFC will be available for four (4)meetings with the City during the entire process.
Resource Agency Coordination and Permit Processing
SFC will coordinate with applicable resources agencies and process permits as
required for U.S.Army Corps of Engineers 404 permit,Regional Water Quality
Control Board 401 water quality certification and California Department of Fish and
Game 1602 application.
Landscape Establishment Conformance Mitigation Plan (1-Year Monitoring)
This work wquld include all related coordination and specification preparation
required to enforce this establishment /mitigation plan as conditioned by (MND)and
outside regulatory agencies,similar to what was recently performed for the McCarrell
Canyon Storm Drain.This plan will also include a description of the enhancement
and restoration activities,timelines,plant palettes,maintenance (by others)and
monitoring.Note maintenance and monitoring will be provided for the first year only
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of the five year period required.It will be better for this PS&E design contract not to
be drawn out (kept active)for five years,which would be well beyond the design
schedule.The monitoring would include detailing physical work to be performed by
other to prevent the re-invasion of non-native plants,prepare the 1st annual report
after the initial mitigation implemented,photo documentation from designated "photo
stations",documentation of re-vegetation survival percentages/sizes/species,
direct/document the number and species of replacement plants (shrubs &trees),and
documentation of the methods used to assess all parameters.As a separate contract
SFC would implement further monitoring to determine if the "S-year success criteria"
is met after 3-years.If it is met then,with written approval,the mitigation monitoring
may be ceased.Survival goals include:minimum of 80%on year one and 100%
thereafter and/or 7S%coverage with native woody species after 3-years and 90%
after S-years.Non-native species shall comprise less that SOlo of the cover after S-
years.Monitoring and replacement plants (install by others)will required for the S-
year period mentioned,with the option of stopping the plan 2-years prior IF all
success criteria is met.
PHASE III:CONSTRUCTION DOCUMENTS
Based on the results of Phase II,the MND Environmental Documentation and final
construction documents would be prepared.The following is an outline of the scope of
services for the preparation and processing of the construction documents for the
project.The completed plans and specifications will conform to City,County,State,
Federal and other permitting agency guidelines,when applicable.
Task A.Structural Design (F&W)
It is anticipated that several structural engineering designs will be required as part of the
project plan preparation including:
•Soldier piles or CIDH retaining piles along entire one side of the proposed access
road to the mid-canyon inlet
•Soldier piles or CIDH retaining piles along both sides of the proposed mid-
canyon inlet structure protect the adjacent steep canyon slopes from movement
•Mid-canyon inlet structure itself may require a custom structural design.
•Beach /bluff bottom outlet structure itself may require a custom structural design
including custom structural calculations for solider piles at the bluff bottom and
possibly increased energy dissipation structure elements.
•Evaluate the seismic risk to the entire proposed drainage system and,when
economically feasible,enhance the structural integrity of the system to improve
its ability to withstand anticipated seismic forces.
Task B.Construction Plans
1.Prepare one (1)project Title Sheet
using AutoCAD and containing general
notes,vicinity map,location map,utility
and permitting agency contact
information and sheet index.
2.Prepare up to ten (10)Detail &
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Typical Section Sheets to detail the headwall inlet structure,pipe debris
rack details,upper and lower PVDE switchback drainage diversion lateral
details,trench less/tunnel and open trench typical trench sections,canyon
grading typical sections,sub-drain systems,mid-canyon energy dissipator
details,outlet structure apron /energy dissipator details,access road typical
sections,access road retaining wall typical sections and details,details to
divert the existing Tarapaca Road drainage pipe outletting in the canyon to
the new inlet structure (see red pipe in detail above),details to upsize
and/or add catch basins along the Tarapaca Road cul-de-sac for 100%
interception of flows,details to construct the proposed terrace drain and down
drain on the east canyon slope (see partial view detail above right and full
view in previous exhibit),other required details and a master list of
construction notes.
3.Prepare approximately ten (10)Storm Drain Plan &Profile Sheets at 1"=
20'scale (H)and 1"=10'scale (V)for the Storm Drain mainline system as
previously discussed,showing the proposed construction to conform to the
approved concept designs.Included on these sheets would be any utility
impact construction items,finished surface profile over the centerline of pipe,
plan view impacts to existing improvements especially in the open trench
installations,etc.The trenchless/tunnel (two types)and open trench pipe
installations would be fully detailed.
4.Prepare approximately three (3)Canyon Fill /Grading Plan and Profile
Sheets at 1"=20'scale (H)and 1"=10'scale (V)for the canyon grading and
fill as previously discussed,showing the proposed construction to conform to
the approved concept designs.Included on these sheets would be existing
proposed canyon invert profile sub-drain pipe,potentially an emergency
overflow pipe,potentially a low flow diversion pipe,plan view limits of work
and impacts to existing improvements.The plans will also address side
canyon concentrated flows /side canyon sheet flows and side canyon weep
flows (sub-drain "fingers")and a temporary access road from the lower PVDE
Switchback.
5.Prepare approximately two (2)Permanent Upper PVDE Switchback
Access Road I Grading Plan and Profile Sheets at 1"=20'scale (H)and
1"=10'scale (V)for the access road grading,cut and fill as previously
discussed,showing the proposed construction to conform to the approved
concept designs.Included on these sheets would be existing and proposed
profiles along the access road centerline,potentially a realigned PVDE upper
switchback drainage diversion pipeline,plan view limits of work and impacts
to existing improvements.It is also anticipated that the access road will be
constructed to also serve as a "terrace drain"to convey any survey flows to
the mid-canyon inlet.
6.Prepare approximately two (2)Permanent Upper PVDE Switchback
Access Road Retaining Wall Plan and Profile Sheets at 1"=20'scale (H)
and 1"= 10'scale (V)for the access road retaining wall as previously
discussed,showing the proposed construction to conform to the approved
concept designs.Included on these sheets would be existing and proposed
profiles along the front and back of the access road retaining wall alignment,
sub-drain pipe behind wall,V-gutter surface drainage collection system along
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April 25,2011
the top of wall,interim weep holes from the sub-drain system and V-gutter
diversions to the realigned PVDE upper switchback drainage diversion
pipeline,plan view limits of work and impacts to existing improvements.
7.Prepare approximately four (4)Canyon Area &"Hiking Trail"Area
Erosion Control Plan Sheets at 1"=40'scale,plan view only with up to two
"strips"per sheet,to address disturbed the canyon grading and fill areas and
disturbed/preferred hiking trail limits below 25 th StreetlPVDS to the bluff top
as previously discussed.The plans would show the proposed construction to
conform to the approved concept designs and would include hydro-seeding,
jute mesh,erosion blankets,fiber rolls,etc.for all disturbed surfaces,plan
view limits of work and impacts to existing improvements.
8.Prepare approximately three (3)"Hiking Trail"Area Grading Plan and
Profile Sheets at 1"=20'(H)and 1"=10'scale (V)scale for the hiking trail
grading (likely non-ADA path but an improved trail for "able body"access),
cut and fill below 25th Street /PVDS as previously discussed,showing the
proposed construction to conform to the approved concept designs.Included
on these sheets would be existing and proposed profiles along the hiking trail
centerline,potentially a realigned PVDS drainage diversion pipeline (where
erosion presently cuts across the trail and a makeshift HDPE pipe bridge has
been installed),plan view limits of work and impacts to existing
improvements.It is also anticipated that the hiking trail could be constructed
to also serve as a "terrace drain"to convey any survey flows to beach bluff or
possibly mid-mainline pipe connection inlets.
9.Prepare approximately four (4)"Landscape Establishment Conformance
Plan"Sheets at 1"=40'scale,plan view only with up to two "strips"per
sheet,for the riparian areas impacted by the canyon grading/fill and along the
open park space scale below 25th Street /PVDS where an enhanced ADA
hiking trail would be constructed as previously discussed.The plans would
show the proposed construction to conform to the approved concept designs.
Included on these sheets would be existing and proposed improvements,
plan view limits of work and impacts to existing improvements.These plans
sheets will performed by BGB in close coordination SFC.
Thirty nine (39)=Grand Total Plan Sheets
Task C.Construction Specifications
1.Prepare project specifications in a City's preferred format,using City
provided "Boiler Plate"(General Provisions and Contract Documents)and
the Green Book.
2.The Special Provisions and bid sheet will be in a format consistent with
current City projects.A list and copy of the applicable standard plans will
also be included.
3.The Special Provisions will be written in book form outlining how work is
to be done;what materials and equipment are to be used;what codes
and specifications must be complied with;what special conditions exist or
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Page 14 of 17
April 25,2011
may be encountered which would affect work and any other items that will
require special attention in order to complete the storm drain,grading and
access road improvements as shown on the plans.
Task D.Opinion of Probable Cost for Construction
Prepare itemized construction quantities and cost estimate in an Excel spread sheet
format.An opinion of probable cost for construction will be prepared at the conceptual
refinement design stage,at 90%submittal stage and at final project submittal stage.
Task E.Utility Coordination
Identify and coordinate with utility companies affected by the project.Delineate utilities
within the sphere of the project on the plans.Prepare and issue two (2)utility
notifications and perform related follow-up coordination.The City will be "copied"on all
utility correspondence.Notifications shall consist of the following:
1.Prepare preliminary utility notices and send preliminary plans to utilities.
2.Request horizontal and vertical (depth)record information (as a check
of the utility detection field survey).
3.Monitor responses from utility companies.
4.Prepare second utility notices to coordinate with utility companies
regarding relocations,adjustments andlor other coordination efforts of
their facilities.Harris &Associates will design storm drain
improvements to minimize or completely avoid conflicts with
existing utilities.
5.Prepare a "draft"final (third)utility notice,along with a list of proposed
utility impacts and coordination issues,and submit to City with final
plans.City would then issue final utility notices on their letterhead (along
with City approved plans,latest construction schedule and pre-
construction meeting date)to all affected utilities.
Task F.Construction Document Processing (QAlQC,B/C and City Reviews)
1.Upon completion of the refined preliminary plans,specifications and cost
estimate,perform in-house QAlQC and Bid-ability I Constructability (B/C)
reviews by Harris &Associates Construction Management Services
group.
2.Submit at least five (5)sets of PS&E to the City for initial review and
comment for 50%complete plans &estimated opinion of costs (for City
feedback meeting review),80%complete PS&E (for constructability
review),95%complete PS&E (for bid-ability review)and 100%(for
readiness to print bid set review).
3.Review results of the City's plan check review (a coordinated multi-
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department response)and discuss as necessary.
Page 15 of 17
April 25,2011
4.Make agreed on revisions and corrections to the plans,specifications and
cost estimate after each review and resubmit to City.(In addition to the
refined conceptual design feedback meeting review there is anticipated to
be two (2)additional City review submittals included in the scope and
fees (at the 90%&99%complete levels).
5.Upon final completion,acceptance and approval of the plans,
specifications and estimate by the City,provide the City with a project file
including the following information:
•Utility coordination logs,field notes,data and correspondence
•Original plans (ink on double-matte Mylar)
•Camera ready original specifications
•Electronic specifications,estimate and plans prepared in AutoCAD
format
Task G.Drainage I Access Road Easement Legal Descriptions & Maps (KDMM)
Because the access road is no longer being proposed along the easterly slope of San
Ramon Canyon the total number of easements required from private properties will likely
be reduced from the maximum of five (5)easements listed in the PSR.However,if it is
determined that an easement is required for the proposed terrace drain on the easterly
slope then the number remains unchanged.There are a total of three (3)private
properties along the easterly canyon slope that the proposed canyon fill "footprint"will
encroach upon,one of which is the County of LA who owns the undeveloped "Friendship
Park"land in which Tarapaca Landslide partially resides.However,these three
properties actually overlap with the five properties previously mentioned.
Although the access road is now proposed on the westerly canyon slope,which is
owned by City as protected open space,it is not 100%clear as to whether the City might
wish to establish additional "rights"for this access road (see previous access road
exhibit)such that an additional legal description &map would be required.
Thus,to maximize flexibility,it is recommended that a total budget of seven (7)
easement legal descriptions &maps be allotted to accommodate the proposed
drainage and access road improvements.The actual number would be subject to City
staff's advanced approval prior to using this budget.The continuity that Harris'surveyor
KDMM provides will help to maintain accuracy of these easements and some of their
allotted supplemental ground survey in the previous task will also likely be required to
recover property line corner markers in the field to more accurately tie them down
relative to the proposed improvements.NOTE:The fee included herein does NOT
include the cost to obtain the Preliminary Title Reports (PTR's)and thus it is assume that
the City would order and purchase them once the exact number of affected parcels is
identified.
CITY RESPONSIBILITIES
The City would assume the following responsibilities:
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A.Provide all existing data and information relevant to the proposed project.
B.Provide a copy of existing record drawings.
C.Pay all outside agency fees.
D.Provide advertising for bids,copy bid sets of plans and specifications and
distribute to the bidders and award of construction contract.
E.Provide inspection and construction management (Harris &Associates would be
happy to provide these services per a separate proposal or on a T&M basis).
SECTION D:PROJECT SCHEDULE
Harris proposes to provide the services outlined in accordance with the following project
schedule.The schedule would commence upon receipt of a written Notice to Proceed
(NTP)anticipated for late-May 2011 and is based on a conservative schedule,which
would place a 100%complete PS&E package in the City's hands within 35 weeks (9
months +/-).This would make the completion date mid-January 2012.Harris'is
prepared to begin immediately and is committed to keeping this project on schedule.
We would be happy to discuss the schedule further and it would also be discussed at the
initial meeting and is subject to revisions based on mutual agreement.
TASKS
NTP 3 6 9 12
CALENDAR WEEKS
15 18 21 24 27 30 33
PHASE I:PROJECT START UP I DATA
COLLECTION I BASESHEETS
•KICK OFF MEETING x
I
•DATA COLLECTION
•SUPPLEMENTAL GROUND SURVEYS
•BASE SHEETS (40'SCALE TO 20'SCALE)
•SUPPLEMENT GEOTECHNICAL ASSIST.
_..,-_..DESIGN
DEVELI .
xXX•CITY FEEDBACK I PROGRESS MEETINGS
•FIELD REVIEWSm E •
1-._R_E_FI_NE_P_R_E_L1M_CO_N_C_E_PT_S_I_50_%_D_E_SI_GN-+~-=../.,.•.•;:._~.~.,.~'-I---!--+---I---I---I---I---+---I
X X
PHASE III:CONSTRUCTION
DOCUMENTS
•ENVIRONMENTAL "FOCUSED"STUDIES ····.·:..··.·.··.·/o".w •••/0".
•ENVIRONMENTAL MND I FONSI ".'..'.':..,.
•CUSTOM STRUCTURAL DESIGNS ~
...•........•..;....,..'•...•........•.......
• PS & E TO 80%(CONSTRUCTIBILTY REVIEW)
•CITY REVIEW 80%PS&E
• P S & E TO 95%(BID·ABILTV REVIEW)
•CITY REVIEW 95%PS&E
• P S & E TO 100%(FINAL -BID READY)
•UTILITY COORDINATION (ON GOING)m
•LEGAL DESC.&MAPS I CITY REVIEW
•CITY OBTAINS EASEMENTS
...............'•..'..'::.",..
X --+
•CITY PROCEEDS TO BIDDING &CONST.X-r.
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SECTION E:PROJECT FEES
Page 17 of 17
April 25,2011
This will present the Harris Team fee proposal to provide the services presented in
herein.Harris proposes to provide the services for the total not-to-exceed fees
presented below.Also please see detailed breakdown of the proposed fees
attached for your information and use in evaluating this proposal.These fees
should be considered as a negotiable offer.We would also be happy to discuss
the fees and their association to our proposed scope of work and make revisions
where mutually agreeable.
TASK FEE
PHASE I:Orientation/Data Collection/Base Sheets $129,100
PHASE II:Design Development..$86,590
PHASE III:Construction Documents $418,005
GRAND TOTAL NOT TO EXCEED FEE =$633,695
Given the probable opinion of construction cost is $12 million,our fee is 5.29%of
the probable construction cost.The fees above include all printing costs (except
for printing of multiple sets for bidding)and would be invoiced monthly based on
the actual hours spent.Outside Agency fees are not included.
We welcome the opportunity to discuss additions,deletions and alternatives,as
required,with City staff.We appreciate the continued opportunity to be of service
to the City of Rancho Palos Verdes and look forward to a successful project.
Sincerely,
HARRIS &ASSOCIA TES
Ehab S.Gerges,PE
Vice President
Manager of Engineering Services
Southern Region
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