RPVCCA_SR_2010_03_16_13_Award_Contract_For_Project_Study_Report_For_Lower_San_Ramon_Canyon_Stabilization_ProjectCfTYOF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
HONORABLE MAYOR &CITY COUNCIL MEM~~J.I~IJ
RAY HOLLAND,DIRECTOR OF PUBLIC WO~lJJt tfoC~
MARCH 16,2010
AWARD THE DESIGN CONTRACT FOR THE PROJECT
STUDY REPORT FOR THE LOWER SAN RAMON
CANYON STABILIZATION PROJECT
REVIEWED:CAROLYN LEHR,CITY MANAGER oJL-
Project Manager:Ron Dragoo,Senior EngineeL~~
RECOMMENDATIONS
1.Award a Professional Services Contract to Harris and Associates in the amount
of $506,300 to produce a Project Study Report for the Lower San Ramon
Canyon Stabilization Project.
2.Authorize a project contingency in the amount of $102,000 to be used in
addressing unforeseen conditions and or to investigate issues beyond the
identified scope of work.
BACKGROUND
Existing conditions in the San Ramon Canyon continue to cause the removal of soil
from the canyon bottom.This soil removal is steepening the slopes within the canyon
resulting in greater instability.Staff is concerned with the stability of the Palos Verdes
Drive East Switchbacks as more and more soil is eroded and carried downstream.The
Tarrapaca Landslide continues to move and contribute to the problem.The soil and
associated rock that is removed from the canyon during rain events is transported
downstream via fast flowing runoff water.The debris within the flow settles out of the
runoff flow as the flow slows down.Unfortunately,the existing downstream drainage
inlet and storm drain system at 25th Street does not allow this naturally occurring
process to reach the ocean.As a result,the debris is eventually deposited on the
roadway,causing road closures.
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Staff developed an RFP for this initial phase of the design,which contained as much
background information as possible.The RFP was sent to five selected design firms.
All five firms submitted detailed proposals.
Staff thoroughly investigated the proposals and selected the top three contenders,each
of whom was invited to make a presentation to staff.From those interviews,Harris and
Associates was clearly the front-runner and was invited back to answer questions from
an expanded panel of senior City staff to further evaluate Harris &Associates
capabilities.During the interview process all known issues specific to this project were
discussed and it was reaffirmed by the panel that the Harris and Associates team
should be chosen for this phase of the project.
DISCUSSION/ANALYSIS
The Project Study Report (PSR)for the Lower San Ramon Canyon Stabilization Project
will provide a minimum of three preliminary alternative designs addressing the issues in
and associated with the Lower San Ramon Canyon stabilization effort.The objective of
this phase of the project is to identify alternatives that will be considered along with
environmental considerations in establishing the best solution for the project taking all
variables into account.The PSR will contain a feasibility spreadsheet for all
alternatives,including details pertaining to the following issues:
-Geotechnical conditions.
-Environmental impacts associated with the proposed alternatives.
-Environmental mitigation requirements.
-Achievement of slope stability in the canyon.
-Minimizing erosion and achievement of cleaner-water run-off.
Identifying the land acquisition and easement requirements associated with each
alternative.
-Evaluating the constructability of each alternative.
-Evaluating the long term maintenance feasibility and cost of the system
-Costs associated with each alternative.
-Schedule including preferred alternative design,environmental approvals and
construction.
The study will be inclusive to allow the other two agencies (Los Angeles City and
County)to actively participate in design development and in the selection of the
preferred design alternative.This process will help these agencies understand the
potential design benefits and impacts,while fostering their support.
The study will also provide a viable set of design alternatives,supported by geological
and environmental investigations.Accurate cost estimates for each alternative will be
developed as will projected construction schedules.The PSR will be used as a project
proposal summary to help funding agencies better understand project specifics.
Harris &Associates ("Harris")has proposed Section 3.8 so that the Agreement shall
not be construed as providing any benefit to a third party.The City Attorney approves
of this change as to form and content.The Professional Services Agreement is
attached for reference (Attachment A).It must be pointed out that the work product
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associated with this Agreement is a Project Study Report and no construction work will
be performed as a direct result of approving this Agreement.
Staff will seek community input through public meetings and consider this input during
the development of the PSR.
CONCLUSION
It is the City's intention to be very involved with the development of the project
alternatives/conceptual designs.Staff intends to have several meetings with the
designers and with staff from both the City of Los Angeles and County of Los Angeles.
Work on the PSR is expected to be complete in the fourth quarter of 2010.At that
stage,the City will have a tangible project initiation document.It is Staff's desire to
allow all stakeholders the opportunity to thoroughly examine and comment on the
document and design alternatives.Likewise Resource Agencies will be afforded the
same opportunity.The PSR will define specific design alternatives and identify impacts
to the environment which is a precursor of the Environmental Document;however the
Environmental Document will bring additional opportunities for public comment from
citizens and agencies alike.The PSR will be used to solicit support and funding.
Additionally,it will be used as the basis of the final design.
Staff has provided a Fact Sheet summarizing the project for several agencies and
political supporters which is attached for your reference (Attachment B).
Staff reviewed the scope of work and cost in the final proposal from Harris and
Associates and is satisfied that all issues have been covered.A break-down of the
price is as follows:
Harris &Associates
Data Collection $9,300
Topographic Survey (Aerial and Ground)$23,000
Produce Base maps for conceptual designs $9,000
Geotechnical investiqation $286,000
Desiqn Development $78,000
Environmental Investiqation $17,000
Produce final Proiect Study Report and recommendations $41,000
$463,300
Staff has requested the Consultant to install and accurately survey a matrix of survey
beacons on the slopes above the canyon and to monitor each of these over an
extended period of time to provide accurate information on any slope movement over
that period.The cost of this service is an additional:.$33,000
An allowance is being made to ensure the community has an opportunity to provide
input during the development of the PSR.The amount allotted for these meetings will
not exceed:.$10,000
Total Project Cost $506,300
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Staff is recommending the approval of a 20%design contingency in the amount of
$102,000.This contingency would only be used in the event of unforeseen conditions
and or for the required investigation of issues beyond the identified scope of work.
FISCAL IMPACT
Awarding the Professional Services Agreement will have no impact on the approved FY
2009/10 budget.The use of funds has been identified in the approved FY 2009-10
budget for this work through the Water Quality and Flood Protection Program.
Attachments:A -City Professional Services Agreement
8 -Fact Sheet
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Attachment A
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 16 th day of March 2010,by
and between CITY OF RANCHO PALOS VERDES hereinafter referred to as "CITY",
and Harris and Associates hereafter referred to as "CONSULTANT".
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 follows:
PRELIMINARY DESIGN OF THE SAN RAMON STORM DRAINAGE SYSTEM
1.2 Description of Services
CONSULTANT shall perform Services described in the CONSULTANT'S
scope of work and proposal.The scope of work and proposal are attached hereto as
Exhibit "An 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 and agreed on by
CONSULTANT.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
contractors,or governmental agencies,or any other delays beyond CONSULTANT'S
control or without CONSULTANT'S fault.
ARTICLE 2
COMPENSATION
2.1 Fee
(a)CITY agrees to compensate CONSULTANT a not to exceed
amount of $506,300 for the professional services described in Section 1.2 and as
further described in Exhibit "An.
Page 1 of 8
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(b)CITY may request additional specified work under this Agreement.
All such work must be authorized in writing by the Director of Public Works prior to
commencement.
2.2 Payment Address
All payments due CONSULTANT
Harris and Associates
Attn:Randy Berry
34 Executive Park Suite 150
Irvine,CA 92614
2.3 Terms of Compensation
CONSULTANT will submit invoices monthly for the percentage of work
completed in the previous month.CITY agrees to pay all undisputed invoice amounts
within thirty (30)days of receipt of the 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 in writing that CONSULTANT perform additional
services not covered by Section 1.2 of this Agreement and Exhibit "A,"and
CONSULTANT shall perform such services and yvill be paid for such additional services
in accordance with CONSULTANT'S current standard schedule of hourly rates.The
current schedule of hourly rates shall be in effect through the end of this project or
December 31,2011,whichever occurs first.
ARTICLE 3
INDEMNIFICATION AND INSURANCE
3.1 Indemnification
CONSULTANT will defend,indemnify and hold harmless CITY and its
officials,officers,employees,agents and volunteers free and harmless from all tort
.liability,including I\ability for claims,suits,actions,expenses or costs of any kind,
whether actual,alleged or threatened,actual attorneys'fees,experts'fees,or court
costs incurred by the CITY,to the extent arising out of or in any way connected with,in
whole or in part,the negligent or other wrongful acts,omissions or willful misconduct of
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CONSULTANT or any of CONSULTANT's officers,agents,employees or contractors in
the performance of this Agreement.This includes but is not limited to claims,suits and
liabilities for bodily injury,death or property damage to any individual or entity,including
officers,agents,employees or contractors of the CONSULTANT.The provisions of this
paragraph shall not apply to claims to the extent arising out of the sole negligence or
willful misconduct of the CITY and its officials,officers,employees,agents and
volunteers.
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 ($1,000,000.00)Dollars for each
occurrence and in the aggregate,combined single limit,against any personal injury,
death,loss or damage resulting from the wrongful or negligent acts by CONSULTANT.
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.
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 one million ($1,000,000.00)dollars.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.
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 $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.
3.6 Notice of Cancellation
A.All insurance policies shall provide that the insurance coverage
shall not be canceled by the insurance carrier without thirty (30)days prior written notice
to CITY.CONSULTANT agrees that it will not cancel or reduce said insurance
coverage.
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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 and
professional liability policy or policies 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.
3.9 No Rights Created for Third-Party Beneficiary
This Agreement shall not be construed to be for the benefit of any third
party or parties,and no third party or parties shall have any claim or right of action
under this Agreement for any cause whatsoever against CONSULTANT or CITY
ARTICLE 4
TERMINATION
4.1 Termination of Agreement
(a)This Agreement may be terminated at any time,with or without
cause,by either party upon sixty (60)days prior written notice.Notice shall be deemed
served upon deposit in the United States Mail of a certified or registered letter,postage
prepaid,return receipt requested,addressed to the other party,or upon personal
service of such notice to the other party,at the address set forth in Article 6.13.
(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 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 of
the services described in Article 2.1.
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ARTICLE 5
OWNERSHIP OF DOCUMENTS
5.1 Ownership of Documents and Work Product
All plans,specifications,reports and other design documents prepared by
CONSULTANT pursuant to this Agreement are instruments of service,which shall be
deemed the property of the CITY.CITY acknowledges and agrees that all plans,
specifications,reports and other design documents prepared by CONSULTANT
pursuant to this Agreement shall be used exclusively on this Project and shall not be
used for any other work without the written consent of CONSULTANT.In the event
CITY and CONSULTANT permit the reuse or other use of the plans,specifications,
reports or other design documents,CITY shall require the party using them to indemnify
and hold harmless CITY and CONSULTANT regarding such reuse or other use,and
CITY shall require the party using them to eliminate any and all references to
CONSULTANT from the plans,CONSULTANT on a computer,CONSULTANT shall
prepare such document in a specifications,reports and other design documents.If a
document is prepared by Microsoft®Word 97 SR-2 or lower format;in addition,
CONSULTANT shall provide CITY with said document both in a printed format and an
electronic format on compact disk (CD).
ARTICLE 6
GENERAL PROVISIONS
6.1 Representation
A CITY representative shall be designated by the City Manager,and a
CONSULTANT representative shall be designated by CONSULTANT as the primary
contact person for each party 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)and 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 sub consultants in the
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performance of its services under this Agreement,but at all times shall be responsible
for their services.
6.4 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 Section 1090 and 87100)in any
decisions made by CITY on any matter in connection with which CONSULTANT has
been retained pursuant to this Agreement.
6.5 Legal Action
(a)Should either party to this Agreement bring legal action against the
other,the case shall be brought in a court of competent jurisdiction in Los Angeles
County,California,and the party prevailing in such action shall be entitled to recover its
costs of litigation,including reasonable attorneys'fees,which shall be fixed by the judge
hearing the case,and such fee shall be included in the judgment.
(b)Should any legal action about the 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.
6.6 Assignment
This Agreement shall not be assignable by either party without the prior
written consent of the other party.
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 CONSULTANT notifies the CITY in advance.
6.7 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.CONSULTANT expressly warrants not to,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,it being distinctly understood that
CONSULTANT is,and shall at all times remain to CITY,a wholly independent
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contractor and CONSULTANT's obligations to CITY are solely such as are prescribed
by this Agreement.
6.8 Hazardous Materials
Unless otherwise provided in this Agreement,CONSULTANT and its sub
consultants and/or contractors shall have no responsibility for the discovery,presence,
handling,removal or disposal of,or exposure of persons to hazardous materials in any
form at the site of the Project.
6.9 Titles
The titles used in this Agreement are for general reference only and are
not part of the Agreement.
6.10 Extent of Agreement
This Agreement 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 only
by a subsequent written agreement signed by both parties.
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
drafted that portion of the Agreement.
6.12 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.
6.13 Notices
All notices pertaining to this Agreement shall be in writing and addressed
as follows:
If to CONSULTANT:
HARRIS AND ASSOCIATES
34 Executive Park Suite 150
Irvine,CA 92614
ATTENTION:Randy Berry
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If to CITY:
CITY OF RANCHO PALOS VERDES
ATTN:RAY HOLLAND
Interim Public Works Director,
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of
the date and year first above written.
Dated:_
BY:------------
Dated:_
ATTEST:
CITY CLERK
Title
CITY OF RANCHO PALOS VERDES
A Municipal Corporation
BY:
MAYOR
City of Rancho Palos Verdes
Page 8 of 8
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February 23,2010
--Harris &sociatess«
Shaping the Future,One Project at a Time
Ray Holland,PE
Interim Director of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes,CA 90275-5391
SUbject:Scope Amendment Summary &Revised Fee Proposal for San Ramon Canyon
Drainage System Study Phase
Dear Mr.Holland,
This will present the Harris Team's Scope Amendment Summary &Revised Fee Proposal to provide
the amended services in conjunction with our original proposal dated November 3,2009 for the
subject San Ramon Canyon Drainage System Study.Except for the geotechnical services portion
(whereby Kleinfelder has been replaced with GMU Geotechnical)and for which the entire
geotechnical scope and fee section has been replaced,the original proposal remains valid and the
scope amendments specifically detailed herein are meant to apply in combination with the original
approach and scope.A combined total not-to-exceed fee is presented herein for the combined
original scope and amended additional scope detailed herein so that there is only one combined fee
breakdown table.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.
Proposed Amendments to Harris Team's November 3.2009 Scope:
Note that the following is a summary of the proposed Amendments to Harris Team's scope and fees
per recent City staff input.Unless specifically changed herein,the original scope as established in
our November 3,2009 Proposal still applies.
1.General Insurance &Contract Indemnification Items (No Change in Fee):
•Harris Team's Professional Liability (PL)limit is to remain at $1 million ·per claim"and $1
million "in aggregate"as originally requested in the City's RFP.
"The Harris Team has requested specific wording modifications to the City's indemnification
clause (separate of this proposal)that,among other things such as more closely conforming to
California Civil Code Section 2782.8,will provide indemnification protection to the team from
any third party claims,which we have no control over.
2.San Ramon Cyn,Tarapaca &PVDE Switchbacks GPS Survey Monitoring (Increases Fee):
KDM Meridian,as Harris &Associates survey sub-consultant,will add to their aerial survey,ground survey
and utility detection survey scope the following Global Positioning Survey (GPS)services to monitor the
movement,if any,of the San Ramon Canyon slopes,Tarapaca Landslide &Palos Verdes Drive East
(PVDE)Switchback areas:
1)Kick-off Meeting:
a)Meet with Harris,City and project geologists to review and confirm the locations,installation
methods,and character of monitoring monuments
b)Meet following each monitoring survey to discuss findings presented therein
34 Executive Park,Suite 150 Irvine,CA 92614-4705 949.655.3900 f.949.655.3995 irvine@harris-assoc.com13 - 13
.Mr.Ray Holland,PE
San Ramon Canyon Drainage Study Amended Scope &Fee Proposal
Page 2 of6
February 23,2010
2)Monitoring Monument Installation:
Set twenty (20)monuments
(see aerial photo exhibit
below for approximate
locations circled)
3)Control Survey:
Perform GPS survey tied
into existing City GIS and
control networks to
establish the baseline
position of each monument
and fixed,stable
monuments from which all
measurements will be
referenced.
4)Monitoring Surveys:
Perform GPS survey of
each monument to
determine current position.
5)Deliverables:
a)Control Survey Report;
describing
methodology,resulting
values,and accuracies
of baseline information
established.
b)Monitoring Survey
Report:to be prepared
after each monitoring
survey depicting
observed movements
in a format useable by
City and project
geologists.Frequency
of monitoring will be set
by City staff and could
be as often as every 6-
months depending on '
movement noted and could be isolated to chosen specific locations where movement is noted on a
more frequent basis,if needed.A Time and Materials (T&M)has been established to allow up to
four (4)complete monitoring surveys to occur (assumed to be over a 2-year period at 6-month
intervals).
III Harns &Associates~13 - 14
Mr.Ray Holland,PE
San Ramon Canyon Drainage Study Amended Scope &Fee Proposal
3.Geological Investigation Scope REPLACEMENT (Increases Fee):
Page 3 of6
February 23,2010
Harris &Associates originally proposed geotechnical sub-consultant,Kleinfelder,was not able to come to
terms with the agreed upon revised contract language,thus their entire scope and fee proposal has been
replaced in its entirety by the attached GMU Geotechnical scope and fee proposal.
PLEASE SEE GMU GEOTECHNICAL'S SEPARATE 11 PAGE PROPOSAL DETAILING FIVE (5)
MAJOR TASKS
Also Note:As part of the geotechnical field investigation process,SFC has allotted a modest budget to
assist in the determination of what the environmental impacts and related mitigation will be required to
provide the access required to get the drilling equipment to the site,including subsequent clean up
and repairs.
4.Environmental Clearance Scope Amendments (Increases Fee):
SFC,as Harris &Associates Environmental Clearance sub-consultant,will add to their environmental
analysis scope the following field investigations,related additional analyses and meetings:
As part of the study SFC will need to detail and elaborate on all of these issues below:
o What the environmental classification will be
o Whether there will there be a problem with changing the watercourse if the tunnel option is
selected
o Addressing access into the canyon,either from PVDE,Tarapaca Cul-de-sac or up the canyon
dirt road from 25th Street
o Addressing what the possible environmental mitigation types and locations will be (all in
canyon versus expanding out into open space)NOTE CITY STAFF PROVIDED IMPORTANT
INFORMATION:The Tarapaca landslide repairs impacts were already anticipated and covered
I mitigated by the City's formation of the NCCP Open Space nature preserve area both within
the PVDE switchback area and in the open space downstream of 25th Street.Further,if we
stay within a 100'wide edge easement along the easterly edge of the Shoreline Park open
space downstream of 25th Street we can avoid extra mitigation issues that would otherwise be
required.However,specific riparian impacts were not included,which would be the primary
focus of SFC's environmental study and mitigation analyses.
o City will issue a coastal permit similar to McCarrell Cyn SD as needed
o The mapping and bio-study of the vegetation and sensitive animals in the entire affected
portion of the canyon,from proposed upstream inlet structure,through Tarapaca down to 25th
Street will be included since LAC I CLA may require it and it may be needed to fully ascertain
the full impacts of each alternative.Even if LAC I CLA does not specifically require it,they have
held the environmental issues up as an insurmountable obstacle in the past as an excuse for
not moving forward with the project thus is could help to overcome this issue and gain their
support.
The scope of SFC's original expanded initial study will be increased to address existing biological
conditions of the canyon for an initial impact bench mark.Potential impacts will be assessed,and potential
mitigation measures will be recommended.Mitigation measures at this stage will also identify in-kind
mitigation locations.Construction related and preliminary geotechnical investigation impacts will also be
assessed and the recommended mitigation elements incorporated.A Notice of Intent along with the Initial
Studies will be circulated to solicit early input from resource agencies.This expanded initial study will
provide the foundation for the full mitigated ~egative Declaration or Environmental Impact Report for theIIIHarns&Associates.13 - 15
Mr.Ray Holland,PE
San Ramon Canyon Drainage Study Amended Scope &Fee Proposal
alternative chosen by the City.
Page4of6
February 23,2010
Focused Studies will includ,e:
1&Biological Resource Assessment of entire canyon affected as well as related impacts
•Jurisdictional Drainage and Wetlands Analysis to ACOE requirements
Additional meetings and reproductions cost contingency budget has also been included.
5.Civil Scope Amendments (Increases Fee):
Harris &Associates will add to their civil engineering portion of the original study scope the additional
coordination efforts related to the expanded sub-consultant scopes (survey,geotechnical and
environmental)and related additional analyses and meetings:
The scope of Harris &Associates original study will be increased to address the following:
It Additional coordination meetings:Harris &Associates has included time for additional LAC /
CLA coordination meetings and additional City "brainstorm"meetings and more meetings in
general will be required throughout the study process because ofthe longer project study schedule
(from 21-weeks to possibly 9-months).With the additional meetings added a total of fourteen (14)
meetings have been included in Harris'scope and fees and will include at a minimum:
o A second "kick-off'meeting to include LAC /CLA staff to get their early input
o Several City/Harris Team progress meetings to "flesh-out"the preferred alternatives
and present preliminary findings for early input,before going too far
o Several iterative progress meetings with LAC /CLA to further refine the city approved
concepts and gain acceptance from LAC and CLA staff
o See project schedule for approximate breakdown and timing for these meetings
•PVOE sub-surface drainage systems analysis:Harris has confirmed that the original proposal
includes addressing the surface flows off the slopes and PVDE.However,some additional time will
be added to develop alternative designs and related construction costs to study improvements to
the sub-surface drainage systems (concentrated flows) from PVDE so that only rain that directly
falls on the slopes will run down the slopes.As part of this process Harris &Associates will also
look at the feasibility of adding terrace drains to the slopes below PVDE that could be connected to
the sub-surface drainage systems,if they are thought to be necessary.
•Expanded sub-consultant efforts:Harris will also need to include the additional effort required to
coordinate the additional geotechnical field investigation and other expanded sub-consultant
efforts that will need to be reflected in the resulting report findings.
'I'OPTIONAL:Additional "hydrology"StUdy &Lateral Hydraulics downstream of 25th Street:
Harris has confirmed that the original proposal includes a "hydraulic"analysis of the existing
mainline LA City SO system downstream of 25th Street.However,additional "hydrology"study
efforts will be required if LAC /CLA cannot provide the related 050 flows for the intricate web of
drain pipes where they confluence into the mainline. Also if LAC /CLA cannot provide the required
050 confluence flows the scope will likely expand to require a complete hydraulic analysis of all of
the significant lateral drainage systems in addition to the added hydrology analysis.This budget
will be established a separate line item and will be credited back to the City if LAC /CLA step in to
prove the adequacy of their existing downstream storm drain system,which they have previously
claimed.
It OPTIONAL:CCTV video inspection of existing CLA SO system:Harris will establish a
contingency budget to obtain a CCTV video inspection of the existing City of LA Storm DrainIIIHarris&Associates~13 - 16
Mr.Ray Holland,PE
San Ramon Canyon Drainage Study Amended Scope &Fee Proposal
Page 5 of6
February 23,2010
system downstream of 25th Street in case the City LA will not provide it because this will be critical
to determining the adequacy of this system as the long-term outlet of RPV's storm water.
&I Clarifications the do not require a Change in scope:
o Harris has confirmed that the original proposal includes preparing concept alternatives (in
close coordination with GMU Geotechnical)to stabilize the PVDE,switchbacks either from
the bottom canyon or from the top.There is also a chance that any such interim
improvement could concurrently result in the stabilization of the Tarapaca slide.
o Harris will assist the City in making the case that it is both LAC and CLA's responsibility to
provide monetary and political support for the project,regardless of the solution,because
they contributed significantly to the problem by their earlier (1972 +/-)approvals of the
housing developments directly within the historic San Ramon Canyon flow path
downstream of 25th Street.
o Harris has confirmed that the equal time/effort will be given in exploring all three alternative
designs (not just a tunnel alternative).
o Harris has confirmed that the original proposal includes addressing construction access
into the canyon (either from PVDE or more likely from the existing access road along the
hill crest above the Tarapaca slide area).It will also be investigated whether a combined
access road I terrace drain above the Tarapaca Landslide that leads directly to the
proposed inlet structure will be possible.This road could be accessed from either 25th
Street below or from the Tarapaca street cul-de-sac from above.Any related access /
drainage easement required through private property would also be included in the cost
analysis,with the City providing prevailing costs per square foot of easement
acquisition.This terrace drain concept would also significantly help to eliminate runoff
infiltration into the Tarapaca Landslide from above so it would serve a dual purpose.
o Harris has confirmed that the original proposal includes a detailed focus on the
constructability of each alternative
o Harris has confirmed that the original proposal includes the consideration of an inlet
structure at 25th Street,which would only be required for some alternatives (not the tunnel
diversion alternative but others that would still allow water to otherwise still infiltrate into the
toe of the dormant South Shore Landslide and/or result the 20-foot deep "dam"affect
occurring at 25th Street).
o City staff noted that the study should account for the lower access gate that is available
from the housing tract downstream of 25th Street,which would eliminate the costly I
impactful grading of an access road from 25th Street
o It is the Harris Team's understanding that just one (1)report will be prepared that covers all
of the three (3)alternatives studied.
IHarris &Associates ..13 - 17
Mr.Ray Holland,PE
San Ramon Canyon Drainage Study Amended Scope &Fee Proposal
Proposed Amendments to Harris Team's November 3.2009 Fees:
Page 6 of6
February 23,2010
It is the Harris Team's intent that this scope,schedule and fee amendment be issued to supplement the
original proposal,however a Total Combined Fee Chart (see attached)has been prepared to clearly to
detail the original and expanded scope fees in one combined chart.
TASK FEE
PHASE I:Orientation/Data Collection/Base Sheets $346,395
PHASE II:Conceptual Design &Project Study Report $116,300
GRAND TOTAL NOT TO EXCEED FEE :=$462,696*
*Note:The following additional fees would apply if the City opts to include them:
An additional fee :=$3,300 would be required if City decides to expand aerial limit to "blue"area.
An additional fee :=$3,000 would be required to include two (2)supplemental survey days in field.
An additional fee :=$6,600 would be required if City decides to include optional Landscape
remediation concept exhibits in the study scope.
An additional fee :=$4,800 would be required if City decides to expand the H & H Study I Map to
include the LA Drainage System Downstream of 25th Street.
An additional fee :=$18,000 would be required if City decides to perform a CCTV Video Inspection
and condition I remediation analysis of the LA Drainage System Downstream of 25th Street.
An additional fee :=$8,910 would be required if City decides to include all of GMU's optional
additional services,as detailed in their February 23,2010 proposal.
No fee would be required if City decides to include optional detailed PS&E scope and fee
preparation at the end of the study phase,however,this exercise may be preempted by a separate
RFP call for proposals,in which case the design cost estimate would simply be assumed as a
percentage of the construction cost estimates.
The fees above include all printing costs 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 opportunity to be of service to the City of Rancho Palos Verdes and look
forward to a successful project.
Sincerely,
HARRIS &ASSOCIATES
/(~#~
Randall G.Berry,PE
Design Manager I Associate
IHarris &Associates,.13 - 18
City of Rancho Palos Verdes _I Harris Be Assodates~San Ramon canyon Drainage System
COMBINED TOTAL FEES (INCLUDING REVISED AMENDED FEES)
Table of TaslrslPersonnellTlme per Task February 23,2010
SR.PROJ.SR.TECH.f DIRECT COST &MARK-UPON
TASKS QA/QC MGR PROJ.MGR ENGR SR.DRFTR.CLERICAL SUBS COSTS 10%TOTAL COST
$PER HOUR $220 $200 $165 $120 $65
PHASE I:ORIENTATIONIDATA COLLECTIONIIBASE SHEETS
A.Data ConectonlReviewlKld<·Off Meahng Pity and LA • 2 mtasl 18 12 6 $6300.00
B."Base"AerIal Survey (KDM Meridian)See optional expanded "blue""mit rea in lahar $20,850.00 $2,085.00 $22935.00
".UtIlity Detection Survey (KDM Meridian)$2750.00 $275.00 $3025.00
GPS ..Monlta....Survey (KDM Meridian)establish 20 each 2 2 2 $16.000.00 11600.00 $18570.00
GPS ..Monlto....Survey (KDM Meridian)revisit 2 tI_2 2 2 $12.000.00 $1200.00 $14170.00
D.COncept Plan Base Sheets (8 Plan &prome Sheets +1-)8 16 40 $9040.00
Bio Study 1Geotech Environ Clear I ExDllnd Mitigation Invest.ISFC)2 2 2 $14,500.00 $1,450.00 $16920.00
E.Geotechnical FeaslbilltY Studv ~U Geotechnical)
Taak 1:Background Review I Study (GMU)1 8 8 2 $25400.00 $2540.00 $31320.00
Task 2:PVDE Switchbacks Including Field Investillatlon (GMU)1 8 8 2 $48300.00 $4830.00 $56 510.00
Task 3:Tunnel Align Alt 1 Including Field Inveatlaat/On (GMU)1 8 8 2 $112.900.00 $11290.00 $127570.00
Task 4:Canyon Align AltematlvH Includlna Field Investigation (GMU)1 8 8 2 $8250.00 $825.00 $12455.00
Task 5:DellYerablesl Meetings I Tech Support (GMU)1 8 8 2 $22,000.00 $2200.00 $27,580.00
Phase I Subtotal 5 72 74 62 0 $282,950.00 $28,295.00 $346.395.00
PHASE II:CONCEPTUAL DESIGN &PROJECT STUDY DEVELOPMENT
A.Field Review (Site &Dralnaae Boundarvl 12 8 8 $4,680.00
B.Hvdroloav &HYdraulics Sludv 1MaD 6 16 8 $4,800.00
Opt/onal Expanded H &H Study 1 Map -LA System Downstream of 25th Street Listed as OPtional service In fee letter
Optional CCTV Video Inspaction ·LA SYStem DIS of 25th Street -2.600 LF Listed as OPtional service In fee letter
PVDE •SulMlurface SVlItam analvals 8 12 12 $5020.00
C.Develoo Prelim COnceot deslans &Draft Prolecl Sludv Reoort 8 60 60 60 $30860.00
D.Expanded Initial Studv tsFC Envlronmantall $13800.00 $1380.00 $15180.00
E.Optional Landscaoe Mitigation COj)IIcepts f3GB)Listed as oDtional service in fee letter
.Tunnel Consuilantion fo'/llnlfest Entarprlses)$3000.00 $300.00 $3300.00
G.City FeedBack Meetings (l this PIlase)28 28 $10,220.00
H.Refine Elements oar Cltv FeedBack Meelino (Reoort &Exhibits)8 24 32 32 $15680.00
I.Cityl CLA 1LAC FeedBack MeeIIngs (5 total)24 24 $8760.00
Refine Elements per ClAIlAC FeedBack Meeting (Report &Exhiblts)Expanded Input 32 40 40 $17800.00
J.Develop a Detailed Scope &Fee to Prepare PS&E Documenls Listed as oDtional service In fee letter
Phase II Subtotal 16 194 220 160 0 $16,800.00 $1,680.00 $116300.00
GRAND TOTAL HOURS I 21 I 266 I 294 I 222 I 0 I R R
GRAND TOTAL COSTS 1 $4 620.001 $53 200.001 $48 510.001 $26640.001 $0.001 $299,750.ooR $29975.000 $462695.00
ADDroximate Percent of Budaet $H 1%H 11%•10%H 6%D 0%H 65%D 6%0 100%
13 - 19
Attachment B I
Palos Verdes Drive East (PVDE)and Palos Verdes Drive South (PVDS),are critical transportation routes within Rancho Palos
Verdes.Due to a sensitive location near unstable San Ramon Canyon,there is a strong probability of a catastrophic roadway
failure with the potential to take lives,destroy homes,cut off transportation,and limit access to crucial facilities.
Aerial Overview.Erosion conditions are
accelerating;roadway failure is probable
with reconstruction impossible.
For PVDS,every storm event requires emergency response to keep the road
open.In a recent very dry year,emergency response was still necessary
eight times to remove silt and debris.If PVDS collapses,the debris flow will
endanger over 250 homes and 500 senior residents located roughly 270 feet
below San Ramon Canyon.Homes will be destroyed,residents will be at risk,and emergency operations will be severely
compromised.
~
The silting and erosion of San Ramon Canyon over the past 35 years has
accelerated at an alarming rate over the past decade.Geologists and
engineers conclude that the instability translates into probable roadway
failure.The Canyon's streambed is now only a mere 86'from one of two
hairpin turns on PVDE.Erosion of the bank will cause complete roadway
failure;reconstruction will be impossible.If PVDE is rendered useless,it
cannot be reconstructed,severely altering transportation routes for
emergency personnel and residents.
VITAL TRANSPORTATION ROUTES and LIFE SAFETY
PVDE and PVDS are crucial roads for emergency evacuations,emergency service providers,and access to staging areas for
regional fire safety personnel.In addition,PVDE and PVDS are essential routes to government facilities and widely used
transportation networks.
Palos Verdes Drive South is a vital transportation link for local residents
and contributes to the overall efficient circulation for through traffic to
the Coast Guard facilities at Point Vincente,the Ports of los Angeles and
long Beach,and Interstate 110.
Palos Verdes Drive East is one of only two access roads for a Federal
Aviation Administration's communication facility;headquarters for air
traffic control computer technology managing some of the most complex
airspace in the country.
Project Supporters (partial list):
•Roderick D.Wright,CA State Senator
•Alan lowenthal,CA State Senator
•Bonnie lowenthal,CA Assemblymember
•Don Knabe,LA County Supervisor
•Janice Hahn,LA City Councilmember
•larry Clark,RPV Mayor
•Steve Wolowicz,RPV Mayor Pro-Tem
•Thomas D.long,RPV Council member
•Peter C.Gardiner,RPV Councilmember
•Douglas W.Stern,RPV Councilmember
The 43,000 residents of Rancho Palos Verdes and the entire population
of the Palos Verdes Peninsula depend on PVDE and PVDS for essential
transportation and safety needs.Roadway failures would compromise
immediate access for fire,police and emergency personnel,greatly increase commute times,destroy two vital
transportation links to government facilities,and significantly decrease economic revenue by limiting access to businesses,
local attractions and amenities,including world-class resorts.
THE SOLUTION
The Palos Verdes Drives East and Palos Verdes Drive South Roadway Stabilization Project involves planning,engineering,
environmental clearance and mitigation,right-of-way acquisition,and construction of significant drainage restoration work
to stabilize Palos Verdes Drive East and Palos Verdes Drive South.Total estimated cost of the project is $19.5 million.
Rancho Palos Verdes.30940 Hawthorne Blvd .•Rancho Palos Verdes,California.90275.(310)544-525213 - 20