HomeMy WebLinkAboutStaff Report 6398
City of Palo Alto (ID # 6398)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 1/11/2016
City of Palo Alto Page 1
Summary Title: Award of Contract for Quarry Road Improvements Project
Design
Title: Approval of a Contract with Siegfried for a Total Amount Not To Exceed
$92,004 for Design and Construction Support Services for the Quarry Road
Improvements and Transit Center Access Project and Approval of a Transfer
From the Stanford University Medical Center Fund to the Capital
Improvement Fund and Creation of CIP Project PL-16000 to Provide an
Appropriation of $92,004 to the Quarry Road Improvements and Transit
Center Access Project in the Capital Improvement Program
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends that Council:
1) Approve and authorize the City Manager or his designee to execute the attached contract
with Siegfried Engineering (Attachment A) in an amount of $83,640 for design and
construction support services and $8,364 for additional services for a total of not to exceed
$92,004, for the Quarry Road Improvements & Transit Center Access Project; and
2) Staff recommends that the City Council amend the Fiscal Year 2016 Budget Appropriation
Ordinance for:
a) the Stanford University Medical Center Fund by:
i) Increasing the transfer to the Capital Improvement Fund in the amount of $92,004;
and
ii) Decreasing the ending funding balance for the Quarry Road Improvement Reserve in
the amount of $92,004;
b) the Capital Improvement Fund by:
i) Increasing the transfer from the Stanford University Medical Center by $92,004; and
City of Palo Alto Page 2
ii) Establishing the Quarry Road Improvement & Transit Center Access Project (PL-
16000) in the amount of $92,004.
Background
The August 2011 Development Agreement between Stanford Hospital and Clinics, the Lucile
Salter Packard Children’s Hospital at Stanford, the Board of Trustees of the Leland Stanford
Junior University and the City of Palo Alto obligated the City to design and construct
enhancements of various pedestrian and bicycle connections between the Palo Alto Intermodal
Transit Center and the Stanford University Medical Campus (SUMC). Stanford provided funds
for these projects. Specifically, the agreement called for:
1) Improvements to and within the public right of way to enhance the pedestrian and
bicycle connection from the west side of El Camino Real to Welch Road, including urban
design elements and way finding, wider bicycle lanes, as necessary on Quarry Road,
enhanced transit nodes for bus and/or shuttle stops, and prominent bicycle facilities;
and
2) Improvements to Enhance the Pedestrian and Bicycle Connection from the Palo Alto
Intermodal Transit Center to the existing intersection at El Camino Real and Quarry
Road, including development of an attractive, landscaped passive park/green space with
a clearly marked and lighted pedestrian pathway, benches and flower borders.
The scope of work consists of the design, permitting, and design support during construction of
improvements described above. The improvements included in this scope of work must be
designed, permitted, and constructed prior to issuance of the Hospital Occupancy Permit
(expected in Spring 2017).
Discussion
The project site and vicinity lies within the City of Palo Alto and the project would primarily
affect land that is owned by the City and by Stanford University. El Camino Real is a State
Highway (Caltrans) facility, and would be not be affected by the project.
Desired improvements resulting from the work scope consist of the following:
1. Permanent pedestrian and bicycle improvements along Quarry Road from El Camino
Real to Welch Road, including urban design elements and wayfinding, crosswalks,
wider bike lanes, enhanced transit nodes and bicycle facilities; and
2. A temporary pedestrian path along the existing “short cut” path from the transit
center to the existing cross walk at Quarry Road and El Camino Real. The path will
be lighted and include landscaping and wayfinding consistent with its location
partially within designated park land.
City of Palo Alto Page 3
“Temporary” improvements are proposed in item 2 in order to ensure the City meets the
deadline included in the Development Agreement, and may be in place for five years or more.
The temporary improvements will use a small portion of the Stanford funds set aside for this
purpose and are intended to be in place until more permanent improvements can be designed
and permitted. The more permanent improvements will use the remaining funds and may
include, but are not limited to, changes to the Transit Center access/egress configuration,
another pedestrian/bicycle undercrossing of Caltrain, and modifications to the intersection of El
Camino Real and Quarry Road to allow for another crosswalk. Funding for design of the
permanent project has not been identified, although Stanford funds are available for
construction.
The City realeased the Request for Proposals (RFP) for the design of the Quarry Road
Improvements & Transit Center Access Project in October 2015 and received three proposals in
response to the project. The solicitation and selection process is outlined below.
Proposal Description/Number Design Services
Proposed Length of Contract: Approx. 1 year
Total Days to Respond to RFP: 30 days
Pre-proposal Tele-Conference: October 13, 2015
Number of Proposals Received: 3
Proposals Received from: Location (City, State)
Selected for
oral
interview?
Hatch Mott MacDonald
Sandis
Siegfried Engineering
San Mateo, CA
Oakland, CA
San Jose, CA
Yes
Yes
Yes
The proposals were judged by the following criteria:
Quality and effectiveness of proposed solutions;
Qualifications and experience of the staff assigned to the project
Proposal quality and completeness;
Cost to the City
City of Palo Alto Page 4
All three firms were selected for oral interviews upon review of the proposals and Siegfried was
selected as the preferred consultant team because they demonstrated superior knowledge of
roadway design projects, bicycle & pedestrian planning, park planning and landscape design.
Siegfried also has good experience working with City of Palo Alto for the design review process
and approval.
Timeline
Immediately upon execution of the contract, Siegfried will begin a field survey of the project
area and will begin development of project plan line alternatives and the public outreach
process. Design is scehdueld to be completed by late 2016, in order to meet the construction
completion deadline of Spring 2017.
Resource Impact
The contract with Siegfried will be in the amount of $83,640. Additional services of $8,364 is
to provide for any additional studies and additional coordination with Caltrans that may be
required as part of the project approval process bringing the total contract amount to $92,004.
Funding is available in the Stanford University Medical Center (SUMC) Quarry Road
Improvement Reserve. Staff will request an additional transfer for construction during the
Fiscal Year 2017 Capital Improvement Fund budget process.
Policy Implications
The following Comprehensive Plan goals and policies support the Quarry Road Improvements &
Transit Center Access Project:
Goal T-3: Facilities, Services, and Programs that encourage and promote walking and
bicycling.
Goal T-4: An efficient roadway network for all users.
Policy T-14: Improve pedestrian and bicycle access to and between local destination,
including public facilities, schools, parks, open space, employments district,
shopping centers, and mulit modal transit stations.
Policy T-29: Make effective use of the traffic-carrying ability of Palo Alto’s major street
network without compromising the need of pedestrians and bicyclists also using
this network.
Environmental Review
This project was identified as a mitigation measure as part of the Stanford University Medical
Center expansion Final Environmental Impact Report. No additional environmental review is
required for approval of this contract.
Attachments:
City of Palo Alto Page 5
Attachment A: Contract #C16161417 Siegfried (PDF)
ATTACHMENT A
Professional Services
Rev. March 31, 2015
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A”, including both
payment for professional services and reimbursable expenses, shall not exceed Eighty Three
Thousand Six Hundred Forty Dollars ($83,640.000). In the event Additional Services are
authorized, the total compensation for Services, Additional Services and reimbursable expenses
shall not exceed Ninety Two Thousand Four Dollars ($92,004.00).The applicable rates and
schedule of payment are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,”
which is attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper completion of the Project, but
which is not included within the Scope of Services described at Exhibit “A”.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and
reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-
1”). If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT’s payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City’s project manager at the address specified in
Section 13 below. The City will generally process and pay invoices within thirty (30) days of
receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT
represents that it possesses the professional and technical personnel necessary to perform the
Services required by this Agreement and that the personnel have sufficient skill and experience
to perform the Services assigned to them. CONSULTANT represents that it, its employees and
subconsultants, if permitted, have and shall maintain during the term of this Agreement all
licenses, permits, qualifications, insurance and approvals of whatever nature that are legally
required to perform the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or
similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement. CONSULTANT shall procure all permits and licenses,
pay all charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost to CITY, any
and all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY
gives notice to CONSULTANT. If CONSULTANT has prepared plans and specifications or
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other design documents to construct the Project, CONSULTANT shall be obligated to correct
any and all errors, omissions or ambiguities discovered prior to and during the course of
construction of the Project. This obligation shall survive termination of the Agreement.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent
(10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to
CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to
CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in
performing the Services under this Agreement CONSULTANT, and any person employed by or
contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act
as and be an independent contractor and not an agent or employee of CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not
assign or transfer any interest in this Agreement nor the performance of any of
CONSULTANT’s obligations hereunder without the prior written consent of the city manager.
Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any
assignment made without the approval of the city manager will be void.
SECTION 12. SUBCONTRACTING.
Notwithstanding Section 11 above, CITY agrees that subconsultants may be used to complete
the Services. The subconsultants authorized by CITY to perform work on this Project are:
TJKM Transportation
4305 Hacienda Dr.
Pleasanton, CA 94588
CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval
of the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Paul J.
Schneider as the Principal-in-Charge to have supervisory responsibility for the performance,
progress, and execution of the Services and Adam Merrill, as the Project Engineer to represent
CONSULTANT during the day-to-day work on the Project. If circumstances cause the
substitution of the project director, project coordinator, or any other key personnel for any
reason, the appointment of a substitute project director and the assignment of any key new or
replacement personnel will be subject to the prior written approval of the CITY’s project
manager. CONSULTANT, at CITY’s request, shall promptly remove personnel who CITY
finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat
to the adequate or timely completion of the Project or a threat to the safety of persons or
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property.
CITY’s project manager is Shahla Yazdy, Planning & Community Environment Department,
Transportation Division, 250 Hamilton Avenue, Palo Alto, CA 94303, Telephone: (650) 329-
3151. The project manager will be CONSULTANT’s point of contact with respect to
performance, progress and execution of the Services. CITY may designate an alternate project
manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT
agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall
be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other
intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if
any, shall make any of such materials available to any individual or organization without the
prior written approval of the City Manager or designee. CONSULTANT makes no
representation of the suitability of the work product for use in or application to circumstances not
contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time
during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records
pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and
retain such records for at least three (3) years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall protect,
indemnify, defend and hold harmless CITY, its Council members, officers, employees and
agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability
of any nature, including death or injury to any person, property damage or any other loss,
including all costs and expenses of whatever nature including attorneys fees, experts fees, court
costs and disbursements (“Claims”) that arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or
contractors under this Agreement, regardless of whether or not it is caused in part by an
Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed
to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the
active negligence, sole negligence or willful misconduct of an Indemnified Party.
16.3. The acceptance of CONSULTANT’s services and duties by CITY shall
not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall
survive the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any
covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance
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or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions,
ordinance or law, or of any subsequent breach or violation of the same or of any other term,
covenant, condition, provision, ordinance or law.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in
Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement
naming CITY as an additional insured under any general liability or automobile policy or
policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming
CITY as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the
approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is
primary coverage and will not be canceled, or materially reduced in coverage or limits, by the
insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of
the cancellation or modification. If the insurer cancels or modifies the insurance and provides
less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the
Purchasing Manager written notice of the cancellation or modification within two (2) business
days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for
ensuring that current certificates evidencing the insurance are provided to CITY’s Chief
Procurement Officer during the entire term of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement,
including such damage, injury, or loss arising after the Agreement is terminated or the term has
expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior
written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will
immediately discontinue its performance of the Services.
19.2. CONSULTANT may terminate this Agreement or suspend its
performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but
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only in the event of a substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or
given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such
materials will become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be
paid for the Services rendered or materials delivered to CITY in accordance with the scope of
services on or before the effective date (i.e., 10 days after giving notice) of suspension or
termination; provided, however, if this Agreement is suspended or terminated on account of a
default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that
portion of CONSULTANT’s services which are of direct and immediate benefit to CITY as such
determination may be made by the City Manager acting in the reasonable exercise of his/her
discretion. The following Sections will survive any expiration or termination of this Agreement:
14, 15, 16, 19.4, 20, and 25.
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subconsultants, contractors or persons having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California.
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21.3. If the Project Manager determines that CONSULTANT is a “Consultant”
as that term is defined by the Regulations of the Fair Political Practices Commission,
CONSULTANT shall be required and agrees to file the appropriate financial disclosure
documents required by the Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person because of the race, skin color, gender, age,
religion, disability, national origin, ancestry, sexual orientation, housing status, marital status,
familial status, weight or height of such person. CONSULTANT acknowledges that it has read
and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to
Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all
requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department,
incorporated by reference and may be amended from time to time. CONSULTANT shall comply
with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste
Program. Zero Waste best practices include first minimizing and reducing waste; second,
reusing waste and third, recycling or composting waste. In particular, CONSULTANT shall
comply with the following zero waste requirements:
All printed materials provided by CCONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes,
invoices, reports, and public education materials, shall be double-sided and
printed on a minimum of 30% or greater post-consumer content paper, unless
otherwise approved by CITY’s Project Manager. Any submitted materials printed
by a professional printing company shall be a minimum of 30% or greater post-
consumer material and printed with vegetable based inks.
Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not
limited to Extended Producer Responsibility requirements for products and
packaging. A copy of this policy is on file at the Purchasing Division’s office.
Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide
documentation from the facility accepting the pallets to verify that pallets are not
being disposed.
SECTION 24. NON-APPROPRIATION
24.1. This Agreement is subject to the fiscal provisions of the Charter of the
City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any
penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the
following fiscal year, or (b) at any time within a fiscal year in the event that funds are only
appropriated for a portion of the fiscal year and funds for this Agreement are no longer available.
This section shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Agreement.
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SECTION 25. MISCELLANEOUS PROVISIONS.
25.1. This Agreement will be governed by the laws of the State of California.
25.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
25.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
25.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is signed by the parties.
25.5. The covenants, terms, conditions and provisions of this Agreement will
apply to, and will bind, the heirs, successors, executors, administrators, assignees, and
consultants of the parties.
25.6. If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
25.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in
any duly executed amendment hereto are by such reference incorporated in this Agreement and
will be deemed to be a part of this Agreement.
25.8 If, pursuant to this contract with CONSULTANT, CITY shares with
CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d)
about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable
and appropriate security procedures to protect that Personal Information, and shall inform City
immediately upon learning that there has been a breach in the security of the system or in the
security of the Personal Information. CONSULTANT shall not use Personal Information for
direct marketing purposes without City’s express written consent.
25.9 All unchecked boxes do not apply to this agreement.
25.10 The individuals executing this Agreement represent and warrant that they
have the legal capacity and authority to do so on behalf of their respective legal entities.
25.11 This Agreement may be signed in multiple counterparts, which shall, when
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executed by all the parties, constitute a single binding agreement
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
SIEGFRIED ENGINEERING, INC.
Attachments:
EXHIBIT “A”: SCOPE OF WORK
EXHIBIT “B”: SCHEDULE OF PERFORMANCE
EXHIBIT “C”: COMPENSATION
EXHIBIT “C-1”: SCHEDULE OF RATES
EXHIBIT “D”: INSURANCE REQUIREMENTS
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V.P.
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EXHIBIT “A”
SCOPE OF SERVICES
The following Scope of Scope outlines specific tasks, which are required for the Quarry Road
Improvements & Transit Center Access Project.
Task 1 - Concept Plan Lines & Project Approvals
1. CONSULTANT will prepare a conceptual design of permanent pedestrian and bicycle
improvements along Quarry Road from El Camino Real to Welch Road, including urban
design elements and wayfinding, crosswalks, wider bike lanes, enhanced transit nodes and
bicycle facilities. The conceptual design shall be accompanied by a preliminary cost
estimate demonstrating an overall project cost not to exceed approximately $400,000
(including design, permitting, and construction) for the Quarry Road portion and a yet to be
determined amount for the trail connection.
2. At the same time, CONSULTANT will prepare a conceptual design of a temporary
pedestrian path along the existing “short cut” path from the transit center to the existing
cross walk at Quarry Road and El Camino Real. The path should be lighted and include
landscaping and wayfinding consistent with its location within designated park land. The
conceptual design shall be accompanied by a preliminary cost estimate.
3. Following receipt of CITY and Stanford staff comments and necessary revisions,
CONSULTANT will present the conceptual design, presentation material, i.e. colored
renderings, display boards, etc. and landscaping palette of both project elements for review
and recommendation for approval by the Palo Alto Pedestrian and Bicycle Advisory
Committee and the Architectural Review Board and the Planning & Transportation
Commission. CONSULTANT will also present the conceptual design of the temporary
transit center path improvements and a Park Improvements Ordinance to the Parks and
Recreation Commission. A separate internal review process may also be required for
Stanford University. The CITY will be responsible for scheduling these meetings.
4. Following receipt of the Parks and Recreation and Planning Commissions’ recommendations,
CONSULTANT will present the conceptual design for review and approval by the CITY
Council. The proposed project is expected to fall within the scope of a prior environmental
document, and will not require additional review pursuant to CEQA.
Deliverables:
• 10% Design (concept plan lines)
• Illustrative drawings and/or presentation materials and preparation of staff reports
necessary to convey the conceptual designs to the public and decision makers
Preliminary cost estimates
Planning Commission recommendations and CITY Council approval
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
Included in the fee, is time required for all meetings mentioned above and for responding to
comments of the design plans. CONSULTANT will be responsible for the preparation of all
outreach material, meeting notices and presentation materials. Siegfried will also serve as a
scribe at all meetings required above and provide the CITY with meeting notes and action items.
Task 2 - Development of Plans, Specifications, and Engineers Estimate
After CITY Council approval, CONSULTANT will prepare final design plans, specifications,
and engineer’s estimates for construction of the project, based on the approved conceptual
design. Improvement plans shall include necessary all required civil details prepared by a
Registered Professional Civil Engineer with good standing with the State of California.
Proposed improvements may include, but not limited to, the following types of elements:
any utility work, temporary construction easements, bicycle and pedestrian safety, sidewalk
realignment and/or widening, drainage improvements, signage and striping, bicycle
treatments, landscaping, way-finding signage and any required topographic surveying to
properly analyze and design the project. Project specifications shall be consistent with Palo
Alto Standard Specifications. During plan development, CONSULTANT shall provide 50%
and 100% plans and engineer’s estimates based on the improvement plans and comparable
bids for similar projects to increase the chances of the project remaining within the project
budget. One or more meetings with CITY and Stanford staff to review design plans, all
required plan set revisions, specifications, and cost estimates should be included in this task.
The CITY will responsible for scheduling these meetings.
Any improvements proposed at El Camino Real/Quarry Rd that is in Caltrans R.O.W. will
require an encroachment permit through District 4 Permits Office. CONSULTANT will
prepare the encroachment permit application and the plan sheet for review at this
intersection of the striping improvements. No traffic signal improvements are planned for
El Camino Real/Quarry Rd intersection.
At the 50% PS&E stage of the design submittal, CONSULTANT will prepare the project traffic
signal plans for each intersection, which will include the following sheets:
• Traffic Signal Modification Plans (Arboretum/Quarry and Palo Rd/Quarry)
• Conductor and Equipment Schedule
• Signing and Striping Plans (Welch to El Camino Real)
Included in the fee, is time required for all meetings mentioned above and for responding to
comments of the design plans. CONSULTANT will be responsible for the preparation of all
outreach material, meeting notices and presentation materials. Siegfried will also serve as a
scribe at all meetings required above and provide the CITY with meeting notes and action items
Deliverables:
• 50% PS&E Design Packages (24”x36” size plans, 10 sets)
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
• 100% PS&E Bid Package (24”x36” size plans, 3 sets, soft copy in pdf format)
• 50% and 100% Engineers Cost Estimate
• Procurement of Caltrans permits to allow for the construction of the project
Task 3 - Additional Services
Task 3.1 – Bidding Support Phase
During the bid process, CONSULTANT will answer bidder’s questions and provide
clarifications to the bid questions. CONSULTANT will respond to Requests for Information
(RFIs). CONSULTANT will prepare addenda, as necessary. CONSULTANT will prepare
conformed documents, as necessary.
Deliverables:
• Addendum(s), Clarifications, Conformed Documents, as necessary
Task 3.2 – Construction Support Phase
During construction, CONSULTANT will assist CITY staff as follows:
• Attend the pre-construction meeting.
• Prepare responses to contractors’ RFIs during the construction phase, as needed.
• Review all contractor submittals and assist the CITY inspector with specific design
issues during construction.
• Attend up to one construction progress meeting or field meetings to answer design
questions and clarify design elements when requested by the CITY staff.
• Assist with the issuance and negotiation of change orders.
• Prepare record drawings from Contractor redline as-builts in AutoCAD format and .pdf
format Deliverables
Exceptions to the Scope
1. Please note that the following are not included in the base scope of work in Tasks 1 and 2,
and 3 detailed above:
• Traffic count data collection or analysis
• Environmental Studies
• Hazardous waste testing, monitoring and contingency plan for both site and building
demolition work.
• Potholing
• Geotechnical monitoring
• Construction management, inspection, supervision and scheduling
• Record Survey Maps, Tentative Maps, Parcel Maps, Final Maps and legal descriptions
and sketches
• Construction staking
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number
of days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and CITY
so long as all work is completed within the term of the Agreement.
Milestones Completion
No. of Weeks
From NTP
1. Survey and Concept Design 3 Weeks
2. City Review 2 Weeks
3. ARB, PRC, Stanford Reviews 6 Weeks
4. Design and Permitting 12 Weeks
5. Bidding and Construction 24 Weeks
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed
in accordance with the terms and conditions of this Agreement, and as set forth in the
budget schedule below. Compensation shall be calculated based on the hourly rate
schedule attached as exhibit C-1 up to the not to exceed budget amount for each task set
forth below.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed
$83,640.00. CONSULTANT agrees to complete all Basic Services, including
reimbursable expenses, within this amount. In the event CITY authorizes any Additional
Services, the maximum compensation shall not exceed $92,004.00. Any work performed
or expenses incurred for which payment would result in a total exceeding the maximum
amount of compensation set forth herein shall be at no cost to the CITY.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget
amounts between any of the tasks or categories listed below provided the total
compensation for Basic Services, including reimbursable expenses, does not exceed
$83,640.00 and the total compensation for Additional Services does not exceed $8,364.00.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $28,586.00
(Concept Plan Lines and Project Approvals)
Task 2 $45,606.00
(Plans, Specifications, and Estimates)
Task 3 $9,448.00
(Support Services)
Sub-total Basic Services $83,640.00
Reimbursable Expenses $0.00 (NONE)
Total Basic Services and Reimbursable expenses $83,640.00
Additional Services (Not to Exceed) $8,364.00
Maximum Total Compensation $92,004.00
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are
included within the scope of payment for services and are not reimbursable expenses.
CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost.
Expenses for which CONSULTANT shall be reimbursed are: None
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense shall be approved in advance by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s
request, shall submit a detailed written proposal including a description of the scope of
services, schedule, level of effort, and CONSULTANT’s proposed maximum
compensation, including reimbursable expense, for such services based on the rates set
forth in Exhibit C-1. The additional services scope, schedule and maximum
compensation shall be negotiated and agreed to in writing by the CITY’s Project
Manager and CONSULTANT prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
EXHIBIT “C-1”
HOURLY RATE SCHEDULE
Siegfried
TJKM
(DBE)
Tasks
PROJECT
TOTAL
Task 1 Concept Plan Lines and Project Approvals
1.1 Field Reconnaissance/Topographic Survey $8,366 $921 $9,287
1.2 Utility Records/Site Photographs $2,788 $2,788
1.3 10% Concept Design and Estimate $5,577 $3,685 $9,261
1.4 Illustrative Drawings $2,788 $2,788
1.5 PRC, ARB, and Stanford Review Packages and
Meetings $4,462 $4,462
Task 2 Plans, Specifications, and Estimates
2.1 50% Submittal $11,154 $5,527 $16,681
2.2 100% Submittal $11,154 $4,606 $15,760
2.3 Final Submittal $5,577 $1,842 $7,419
2.4 Meetings $2,788 $921 $3,710
2.5 Permitting $1,115 $921 $2,036
Task 3 S u p p o r t Services
3.1 Bidding Support $1,599 $322 $1,920
3.2 Construction Support $5,674 $1,854 $7,528
Total Cost $63,042 $20,598 $83,640
Job Title
Name
Hours
Actual Hourly Rate Raw
Rate
Total
Extended
Hourly
Rate
Principal Paul Schneider 70 $81.41 $5,698 $225.84
Associate Landscape Architect Bob Norbutas 90 $51.28 $4,615 $142.26
Associate Civil Engineer Adam Merrill 70 $51.28 $3,590 $142.26
Senior Associate Surveyor Matt Cunningham 10 $55.29 $553 $153.38
Engineer II Mike Ebenal 90 $38.43 $3,459 $106.61
Instrumentman Chris Wallace 16 $49.17 $787 $136.41
Technician III Mike Kincaid 98 $35.87 $3,515 $99.51
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
EXHIBIT “D”
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT
OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY
COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT
INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE
COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY, INCLUDING
ALL OWNED, HIRED, NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES PROFESSIONAL LIABILITY, INCLUDING,
ERRORS AND OMISSIONS,
MALPRACTICE (WHEN APPLICABLE),
AND NEGLIGENT PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND
EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY
RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS
SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND
PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS,
AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL
INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER
INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
B. CROSS LIABILITY
DocuSign Envelope ID: 028422D8-3A63-4BBE-95C0-4DFC9DD3F2BD
Professional Services
Rev. March 31, 2015
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY
SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER,
BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL
LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON
OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE
CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE
OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A
TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE EMAILED TO:
InsuranceCerts@CityofPaloAlto.org
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