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04-0905_KFM ENGINEERING INC_Personal Services Agreement0 E PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this _S: day offit► Z , 2006, by and between the City of San Juan Capistrano (hereina ter referred to as the "City") and KFM Engineering Inc., (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to Prepare Plans and Specifications for the Street Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than March 31, 2007. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed Forty Seven Thousand Nine Hundred and Seventy Five Dollars ( $47,975), as set forth in Exhibit "B," attached and incorporated herein by reference. WRA 0 0 3.2 Rate Schedule. The services shall be billed to the City at the hourly rate set forth in Exhibit "C," attached and incorporated herein by reference. Included within the compensation are all the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the City representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the City. The City will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Chancies to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to City at least one (1) copy of any final reports and architectural drawings containing Consultant's findings, conclusions, and recommendations with any support documentation. All reports submitted to the City shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the City. 9 Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. Consultant agrees to protect, defend and hold harmless City, its elected and appointed officials and employees from any and all claims, liabilities, expenses or damages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A - Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non -owned vehicles in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 14.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement to the Consultant's general liability and umbrella liability policies to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the Clerk of the Board's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of CanceIlation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 9 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Director of Engineering and Building To Consultant: KFM Engineering Inc. 26672 Towne Centre Drive #300 Foothill Ranch, CA 92610 Attn: Matt Stepien, P.E., Project Manager Section 17. Attorneys Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). 0 0 Section 19. Entire Aareement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF STAN JUAN CAPISTRANO By / David M. Sw rdli , Mayor CONSULTANT By' Rick Kre zer, P.E. President KFM Engineering Inc. ATTEST: R. Monahan, City Clerk AS TO FORM: John R. Sha , City Attorney 1.0 2.0 3.0 4.0 5.0 TABLE OF CONTENTS PROJECT TEAM......................................1 RELEVANT EXPERIENCE .......................... 3 PROJECT APPROACH .............................. 5 FEE.......... ....................... 9 SCHEDULE............................................10 APPENDIX ■ RESUMES City of San Juan Capishano— Rancho Viejo Road Rehabilitation 0 1..0 PROJECT TEAM KFM Engineering, Inc. has assembled a Project Team which is knowledgeable and experienced in all aspects of the subject project. The Project Team structure is illustrated below. Personal resumes of the key team members identified are enclosed in the Appendix of this proposal. The Project Manager for the project will be Mr. Matt Stepien, P.E. Mr. Stepien is a Registered Civil Engineer in California with 24 years of civil engineering experience. As the Project Manager, Mr. Stepien will have overall technical responsibility for the project and will be the client's primary contact. He will also have "hands-on" involvement in the day to day design of the project. His experience is well suited to this project, as summarized below: • 24 years as a consultant with an emphasis in public works design. • Numerous roadway widening/reconstruction, and rehabilitation projects completed for various cities in Orange County over the past ten years. • Extensive experience coordinating with utility companies. • Numerous past projects completed for the City of San Juan Capistrano. City of San Juan Capistrano— Rancho Viejo Road Rehabilitation 0 0 Recent street improvement projects completed for the City of San Juan Capistrano include the Paseo Adelanto Street Extension, Camino Capistrano Slope Repair, Junipero Serra Roadway Reconstruction, and Rancho Viejo Road Rehabilitation just to the north of the subject project. Recent street rehabilitation assignments completed by the KFM design staff who will be working on the subject project are: PROJECT CLIENT CONSTRUCTIONCOST -------------------------- --------------------------------- Yorba Linda Boulevard Placentia --- —----------- $1,200,000 Balboa Boulevard Newport Beach $2,000,000 Tustin Street Orange $1,100,000 Ortega Highway San Juan Capistrano $200,000 Del Obispo Road San Juan Capistrano $300,000 Kat ella Avenue Anaheim $18,000,000 Artesia Boulevard Buena Park $1,000,000 Lincoln Avenue Anaheim $800,000 Fairview Road Costa Mesa $3,500,000 Orangethorpe Avenue Buena Park $1,500,000 Beach Boulevard Huntington Beach $1,100,000 Avenida Pico San Clemente $400,000 Taft Avenue Orange $1,000,000 Main Street Orange $800,000 Local Street Resurfacing Program Dana Point $500,000 Local Street Resurfacing Program San Juan Capistrano $600,000 Mr. Stepien will be assisted by David Jarvi, P.E. His main area of expertise is in the design of street widening and rehabilitation projects. Mr. Jarvi served as the Project Engineer for the vast majority of the projects listed above. Mr. Jarvi's is a Registered Civil Engineer in the State of California with 9 years of design experience. Ed Miller, P.E., T.E. will be responsible for the design of the traffic elements of the project, primarily the development of striping plans and traffic control criteria/specifications. Mr. Miller has 20 years of experience in traffic engineering. The field surveying for the project will be under the direction of Jim Garvin of Huitt-Zollars. Mr. Garvin is a Registered Land Surveyor in the State of California with over 28 years of professional surveying experience. The aerial mapping for the project will be provided by Digital Mapping, Inc. (DMI) of Huntington Beach, California. City or San Juan Capistrano— Rancho Viejo Road Rehabilitation 2 0 0 ZO RELEVANT EXPERIENCE The following provides a summary of relevant projects KFM has recently completed. PROJECT: 19th Street and Placentia Avenue CLIENT: City of Costa Mesa KFM completed the final PS&E of full reconstruction of Placentia Avenue (2 segments) and 19th Street for the City of Costa Mesa. This project included new driveway entrance design, medians, landscaping and concrete bus bays and bus turnouts, along with replacement of access ramps to meet ADA requirements. PROJECT: Fairview Road Reconstruction LIMITS: Fair Drive to Baker Street CLIENT: City of Costa Mesa KFM completed the cement treated structural section rehabilitation design of Fairview Road and Baker Street for a one mile stretch of Fairview Road and Fairview and Baker intersection, 1000 feet east and west of Fairview intersection. This project also included reclaimed water line design and extensive offsite design. PROJECT: Balboa Boulevard Rehabilitation LIMITS: 26th Street to 16th Street and 12th Street to Medina Way CLIENT- City of Newport Beach KFM completed the design for 2 phases of Balboa Boulevard in the City of Newport Beach. This project included a variety of solutions to correct the existing inverted roadway condition to a proper cross slope and design of a new storm drain system within the limits of new roadway design. This project also included roadway widening, all new driveways, curb and gutter, crosswalks, and a new drainage system. PROJECT. Lincoln Avenue Rehabilitation LIMITS: Valley View Street to Knott Avenue CLIENT. City of Buena Park KFM completed final PS&E of Lincoln Avenue rehabilitation project from Valley View Street to Knott Avenue. This project included various locations of full roadway removals, cold planing, median work and water lines as well as electrical appurtenances for future landscape and irrigation improvements. PROJECT. Glassell Street Reconstruction LIMITS: Walnut Avenue to Mayfair Avenue CLIENT. City of Orange KFM completed the preparation of the final design for the full removal and rehabilitation of Glassell Street. This project included full removal of roadway to correct extreme crossfalls of the existing roadway and to correct all access ramps to meet new ADA requirements. City of San Juan Capistwo- Random V*o Road Rehabilitation 3 0 E PROJECT: Katella Avenue Smart Street Improvements LIMITS: 1-5 to Walnut Avenue CLIENT: City of Anaheim KFM completed the preparation of the final design for the widening of 3 miles of Katella Avenue from Interstate 5 to Ninth Street in the vicinity of Disneyland in the City of Anaheim. This project includes the design of street, storm drain, sewer, water, landscaping and traffic signal improvements. Right-of-way acquisition documents in the form of legal description and plats were prepared by KFM staff for approximately 200 partial takes of existing parcels. REFERENCES References who can attest to KFM's quality of work and responsiveness are as follows: Bob Dominguez (714) 993-8245 City Manager City of Placentia Roger Hohnbaum (714) 744-5544 Assistant City Engineer City of Orange Eddy Jan (714) 765-5175 Senior Engineer City of Anaheim Fariba Fazelli (714) 754-5378 Senior Engineer City of Costa Mesa *of San Juan Capishano — Rancho Viejo Road Rehabilitation 4 n 0 3,0 PROJECT APPROACH 3.1 PROJECT The City of San Juan Capistrano has solicited proposals for the design of the following improvements: • Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road (7,500 LF). • Widening of Malaspina Road on the north side from Rancho Viejo Road to the entry to the gated community on the north (400 LF). It is anticipated that these projects will be bid separately. Our scope has been prepared accordingly. The pavement on Rancho Viejo Road is in fair to poor condition. The proposed rehabilitation strategy is to cold plane as needed and construct a 2" A. C. overlay from Ortega Highway to the south driveway of the Fluid Master property. From the south driveway to Junipero Serra, the road will be slurry sealed due to the potential for future street widening in this reach. Malaspina Road will be widened on the north side and an overlay on the full width of the street will be constructed from Rancho Viejo Road to the gated entry. Based upon our thorough field review, the cross section of Rancho Viejo Road appears to be relatively uniform. We do not believe that cross sectioning of the street is warranted and are proposing the design be prepared in plan view only. For Malaspina Road, the road will be cross sectioned and a plan and profile drawing will be prepared. 3,2 SCOPE OF WORK Our scope of work for the project is as follows: Task 1— Project Management, Coordination, Meetings and Cost Accounting This task will include all necessary project management and coordination activities, as well as attendance at all project related meetings for the entire duration of the project. There is no limit to the number of meetings KFM will attend under this task. Task 2 — Data Collection and Review KFM shall collect and review all record information including, but not necessarily limited to, the following: • As -built drawings Assessors parcel maps • Aerial photographic maps Benchmark information • Utility record drawings Pertinent in -progress drawings, if any • Right-of-way record maps Centerline intersection ties Cdy or San Juan Capistrano - Rancho Viejo Road Rehabilitation 5 C� Task 3 — Field Survey Field survey work shall consist of the following subtasks: • Horizontal/ Vertical Tie-in centerline monumentation and run a bench loop. All Control survey control will be tied into the Orange County benchmark system. Cross Sections Cross sections will be taken at 25 foot intervals for the Malaspina Road portion of the project only. Cross sections shall show elevations at centerline; apparent grade breaks; top of curb, flowline and lip of gutter; angle points; beginning, half delta and end of all curb returns; and back of walk and/or right-of-way. Where parkways are to be modified, and at all alleys and driveways, the survey shall extend a minimum of 20 feet beyond the right-of-way with cross sections at 5 foot intervals to provide sufficient information to join the existing edge conditions. Cross sections will extend 100 feet on cross streets from beginning and end of curb returns. Task 4 — Aerial Mapping Aerial topographic mapping will be provided with one (1) foot contours. Mapping will extend to 20 feet beyond street right of way. Task 5 — Base Mapping Utilizing the aerial mapping, base maps will be prepared at 1"=40' scale. The maps will be provided in AutoCAD format and will depict all existing site features, such as manholes, valves, fire hydrants, trees, signs, and street lights. Mapping will extend to a minimum of 20 feet beyond street right-of-way. All utility underground lines will be added to the base maps based upon record information obtained under Task 2. Task 6 — Field Reviews and Identification of Parkway Rehabilitation Areas This task shall include all necessary field reviews for the purpose of identifying extremely poor areas of roadway which may require reconstruction. Initially, KFM shall identify these areas in the field and then convene field walks, as necessary, with City staff to concur on the final improvements needed. The final locations will be addressed on the project plans. KFM shall conduct as many field walks as necessary with City staff to complete the work. No additional compensation will be requested, regardless of the number of field reviews required. Task 7 — Utility Investigation and Coordination This work will be ongoing and will generally consist of the following sub tasks: (a) Obtain plans showing location and size of all utility lines and appurtenances within the project area. (b) Plot utility lines on Base Map (Task 5). City of San Juan Capishano— Rancho Viejo Road Rehabilitation 6 n U 0 (c) Cross check plotted locations above with field review information to insure that existing lines are shown in the proper location. (d) Upon finalizing the proposed roadway improvements, determine where potential utility conflicts exist and where utility modifications are warranted. (e) Coordinate with affected utility companies regarding conflicts, relocations and improvements. Two (2) full sets of plans will be submitted for comment to each utility agency concurrent with all KFM submittals to the City for plan check. All correspondence with utility companies shall be sent via certified mail. Task 8 — Final PS&E This task involves the completion of construction bid documents in the form of final plans, specifications and estimates (PS&E) for each project. We envision the following plan sets will be developed: Rancho Viejo Road Rehabilitation Description Sheets Title Sheet 1 Typical Sections 1 Details 1 Roadway Plans 8 Signing & Striping 4 Total Sheets: 15 Malaspina Road Widening Description Sheets Title Sheet Typical Sections and Details Roadway Plan & Profile Signing & Striping Cross Sections Total Sheets: Roadway Plan sheets will be prepared at 1 "=40' scale. 1 1 Detail sheets will depict at a 1"=10' scale all project improvements not covered by standard plans including, but not necessarily limited to, cross gutters, spandrels, and access ramps. Cross sections on Malaspina Road will be prepared at 25 foot intervals at a scale of 1"=10' horizontal and V=1' vertical. All existing and proposed elevations and street crossfalls will be shown. Specifications will be prepared in conformance with City of San Juan Capistrano's format. Traffic control requirements will be outlined in the specifications. City of San Juan Capistrano — Rancho Viejo Road Rehabilitation 7 Construction quantities and cost estimates will be prepared. Cost breakdowns for each project will be provided. Task 9 — Reimbursables KFM shall provide all reimbursables (mileage, printing, plotting, etc.) for the duration of the project, excluding bid set reproduction which will be the responsibility of the City of San Juan Capistrano. City o/San Juan Capistrano— Rancho Viejo Road Rehabilda6on 8 C� • Our proposed not -to -exceed fee for this project is $47,975. A detailed breakdown of manhours and fees by task are provided on Exhibit B on the following page. KFM's Schedule of Hourly Billing Rates is depicted on Exhibit C. City o/Sen Juan Capistrano— Rancho V* Road Reh a bAftefion 9 0 0 5,0 PROJECT SCHEDULE This project schedule is depicted graphically on Exhibit D on the following page. This schedule has been developed based upon the Notice to Proceed date of September 18, 2006 stated in the RFP and assumed agency review duration of two weeks each for the first and second submittals, and one week for the final submittal. The significant project milestones are summarized as follows: Notice to Proceed......................................................... 09/18/2006 Submit PS&E for I" Check ........................................... 11/03/2006 Submit PS&E for 2"d Check .......................................... 12/01/2007 Submit Final PS&E for Review ...................................... 12/22/2006 PS&E Approved............................................................ 12/29/2006 _ - --- -- -- -- -- - .. - - - - -- - - - - -- -- - -- City ofSen Juan Capisfreno—Rancho Vie10 Road RehabilRetion 10 0 0 CITY OF SAN JUAN CAPISTRANO RANCHO VIEJO REHABILITATION and MALASPINA WIDENING EXHIBIT B TASK ($135) P.M. KFM STAFF ($90) ($75) PE CADD LUMP SUM TOTAL 1 PROJECT MANAGEMENT,COORDINATION & MEETINGS 8 8 $1,800 2 DATA COLLECTION & REVIEW 2 6 $810 3 FIELD SURVEY 2 4 $7,160 $7,790 4 AERIAL MAPPING $6.500 5 BASE MAPPING 1 2 16 $1,515 6 FIELD REVIEWS & IDENTIFICATION OF PARKWAY REHABILITATION MEASURES 1 8 8 $1,455 7 UTILITY INVESTIGATION AND COORDINATION 2 6 4 $1,110 8 FINAL P S & E $0 Rancho Viejo Road Rehabdhadon -Title Sheet 1 1 2 4 $615 - Typical Sections 1 2 6 12 $1,710 - Details 1 2 8 16 $2,190 - Roadway Plans 8 16 80 80 $15,360 - Signing & Striping Plena 4 2 4 12 $1,530 - Specifications 4 4 $900 - Cost Estimate 1 2 $315 Malaspina Road Widening - Title Sheet 1 1 2 4 $615 - Typical Sachore & Details 1 2 a 12 $1,890 - Roadway Plan & Profile 1 8 16 20 $4,020 - Signing & Striping Plans 1 1 1 2 1 1 $375 - Cross Sections 2 2 6 6 $1,260 - Specifications 4 4 $800 - Cost Estimate 1 1 2 $315 9 REIM13URSABLES I I $1.500 $1.500 TOTAL MANHOURS TOTAL COSTS 63 $8,505 179 $16,110 196 $14,700 $15,160 $47,97$ K:\MyDocsWKreuzeMpmadshmta\San Juan Capistrano Rancho Viejo Fee schedule.sls 9 EXHIBIT C KFM ENGINEERING, INC. SCHEDULE OF HOURLY BILLING RATES Rates Effective through December 31, 2006 OFFICE PERSONNEL: Typists, Word Processors...................................................... $ 40.00/Hr. Technician............................................................................. $ 50.00/Hr. CAD Designer....................................................................... $ 75.00/Hr. Project Engineer.................................................................... $ 90.00/Hr. Project Manager.................................................................... $ 135.00/Hr. Project Director...................................................................... $ 150.00/Hr. FIELD PERSONNEL: Two -Man Survey Party, including Truck and Equipment ...................... Three -Man Survey Party, including Truck and Equipment ...................... SUPPORT & MISCELLANEOUS COSTS: ............ I........ $ 166.00/Hr. ..................... $ 212.00/Hr. Telefax................................................................................... $ 2.00/Pg. Survey Trucks........................................................................ $ 0.50/Mile Other Vehicles....................................................................... $ 0.44/Mile Copies — Black & White......................................................... $ 0.10/Pg. Copies — Color....................................................................... $ 0.50/Pg. Plotting — Black & White ........................................................ $ 1.00/SF Plotting — Color...................................................................... $ 2.00/SF KFM ENGINEERING, INC. Ll 0 ow o m� W N W U r . W 0 O 0 a a O Z �, Q M h N N. 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F Z o wZ/ 9/5/2006 AGENDA REPORT D3 TO: Dave Adams, City Manager 61` FROM: Nasser Abbaszadeh, Engineering & Building Director SUBJECT: Consideration of Personal Services Agreement for the Preparation of Plans and Specifications for the Rehabilitation of Rancho Viejo Road, Ortega Highway to Junipero Serra Road (KFM Engineering) RECOMMENDATION: By motion, approve a Personal Services Agreement with KFM Engineering for the preparation of plans and specifications for the Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road in the amount of $47,975. SITUATION: Summary and Recommendation: City staff has solicited proposals to prepare plans and specifications for the rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road. Staff is recommending approval of a Personal Services Agreement with KFM Engineering for this work in the amount of $47,975. Background: At the June 20, 2006 meeting, City Council selected the Centra Realty Corporation — Office Development proposal as the preferred proposal for Lot 217 of Tract 12954. City Council directed that proceeds from the sale of the property should be used to rehabilitate Rancho Viejo Road from Ortega Highway to Junipero Serra Road and directed staff to initiate design plans for this work. The design work will consist of an asphalt overlay from Ortega Highway to Fluidmaster and a slurry seal from Fluidmaster to Junipero Serra Road. Rehabilitation of the west side of Rancho Viejo Road from Malaspina Road to 1700 Feet South was completed in Fall 2004. Widening of the west side of Rancho Viejo Road from Malaspina Road to Junipero Serra Road is anticipated in Fall 2007 as part of the Junipero Serra Road/ Rancho Viejo Road Intersection Improvements. Agenda Report • • September 5, 2006 Page 2 Staff has taken advantage of this major design effort on Rancho Viejo Road to include design work for the rehabilitation and minor widening of the public portion of Malaspina Road. This work has been a long standing, unfunded request of the Malaspina homeowners. Requests for Proposals were mailed to Psomas, Hall & Foreman Inc., APA Engineering, Kleinfelder, P&D Consultants, Harris & Associates and KFM Engineering. Responses were received as follows: 1. APA Engineering provided a base fee proposal of $63,370. Optional services of geotechnical and pavement evaluation, community meetings, utility potholing and services during construction are also offered at an additional fee. Staff does not believe that the additional services are necessary at this time. APA Engineering offers an experienced design team for this project and an estimated schedule of three months to prepare the plans and specifications. 2. Hall & Foreman provided a fee proposal of $80,883. Hall & Foreman offers an experienced design team for this project, headed by Robbie Mahmood, P.E., who has performed well on the Sewer Hydraulic Capacity Project No. 2 for the City. The estimated schedule to prepare the plans and specifications is six months. 3. KFM Engineering provided a fee proposal of $47,975. KFM offers an experienced design team for this project including Matt Stepien P.E. and Ed Miller P.E. who have performed well on many previous projects for the City, including a number of street rehabilitation projects. The estimated schedule to prepare the plans and specifications is 3'Y2 months. Staff is recommending that design work proceed at this time and that City Council approve a Personal Services Agreement with KFM Engineering for the preparation of plans and specifications for the Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road in the amount of $47,975. COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. FINANCIAL CONSIDERATIONS: Funding of $650,000 is provided in account No. 12-63500-4703-119 for FY 2006-2007 for Major Street Repairs. Staff is recommending that funds be used from this account to fund design. The Major Street Repairs account will be reimbursed from the sale proceeds of Lot 217 at the close of escrow, estimated to be in 2008. Agenda Report • Page 3 NOTIFICATION: • September 5, 2006 The following parties received notification of this Council agenda item. Rick Kreuzer, P.E. President, KFM Engineering' Mr. Ben Bengali, President, Marbella Property Owner's Association' Gonzalo A. Covarrubias, MD, Member, Board of Malaspina Homeowners Association" . Agenda Report included RECOMMENDATION: By motion, approve a Personal Services Agreement with KFM Engineering for the preparation of plans and specifications for the rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road in the amount of $47,975. Respectfully submitted, Nasser Abbaszadeh, P.E. Engineering & Building Director Attachment(s): 1. Location Map 2. Personal Service Agreement pared b Brian Perry, P.E. Project Manager 0 0 ATTACHMENT1 0 0 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this _ day of 2006, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and KFM Engineering Inc., (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to Prepare Plans and Specifications for the Street Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than March 31, 2007. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed Forty Seven Thousand Nine Hundred and Seventy Five Dollars ( $47,975), as set forth in Exhibit "B," attached and incorporated herein by reference. ATTACHMENT 2 0 0 3.2 Rate Schedule. The services shall be billed to the City at the hourly rate set forth in Exhibit "C," attached and incorporated herein by reference. Included within the compensation are all the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the City representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the City. The City will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. 0 0 Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to City at least one (1) copy of any final reports and architectural drawings containing Consultant's findings, conclusions, and recommendations with any support documentation. All reports submitted to the City shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the City. 0 0 Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. Consultant agrees to protect, defend and hold harmless City, its elected and appointed officials and employees from any and all claims, liabilities, expenses or damages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A - Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non -owned vehicles in the following minimum amounts: 0 0 $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 14.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, 'including the deductible or self -retention amount, and an additional insured endorsement to the Consultant's general liability and umbrella liability policies to the City Clerk's office for certification that the insurance requirements of this Agreement have been satisfied. 14.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the Clerk of the Board's office for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancel lation/Term1nation of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 0 0 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Director of Engineering and Building To Consultant: KFM Engineering Inc. 26672 Towne Centre Drive #300 Foothill Ranch, CA 92610 Attn: Matt Stepien, P.E., Project Manager Section 17. Attorneys Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). 0 0 Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO Bv: David M. Swerdlin, Mayor CONSULTANT Rick Kreuter; 4> E. President KFM Engineering Inc. Margaret R. Monahan, City Clerk APPROVED AS TO FORM: —q 6-- John R. Sha , City Attorney 0 0 mow.OF coArrEmr 1.0 PROJECT TEAM......................................1 2.0 RELEVANT EXPERIENCE ..........................3 3.0 PROJECT APPROACH .............................. 5 4.0 FEE........................................................9 5.0 SCHEDULE............................................10 APPENDIX RESUMES City of San Juan Capistrano - Rancho Viejo Road Rehabilitation 0 0 KFM Engineering, Inc. has assembled a Project Team which is knowledgeable and experienced in all aspects of the subject project. The Project Team structure is illustrated below. Personal resumes of the key team members identified are enclosed in the Appendix of this proposal. The Project Manager for the project will be Mr. Matt Stepien, P.E. Mr. Stepien is a Registered Civil Engineer in California with 24 years of civil engineering experience. As the Project Manager, Mr. Stepien will have overall technical responsibility for the project and will be the client's primary contact. He will also have "hands-on" involvement in the day to day design of the project. His experience is well suited to this project, as summarized below: • 24 years as a consultant with an emphasis in public works design. • Numerous roadway widening/reconstruction, and rehabilitation projects completed for various cities in Orange County over the past ten years. • Extensive experience coordinating with utility companies. • Numerous past projects completed for the City of San Juan Capistrano. City or San Juan Capistrano — Rancho Viejo Road Rehabilitation 0 0 Recent street improvement projects completed for the City of San Juan Capistrano include the Paseo Adelanto Street Extension, Camino Capistrano Slope Repair, Junipero Serra Roadway Reconstruction, and Rancho Viejo Road Rehabilitation just to the north of the subject project. Recent street rehabilitation assignments completed by the KFM design staff who will be working on the subject project are: PROJECT Yorba Linda Boulevard Balboa Boulevard Tustin Street Ortega Highway CLIENT Placentia Newport Beach Orange San Juan Capistrano Del Obispo Road San Juan Capistrano Katella Avenue Anaheim Artesia Boulevard Buena Park Lincoln Avenue Anaheim Fairview Road Costa Mesa Orangethorpe Avenue Buena Park Beach Boulevard Huntington Beach Avenida Pico San Clemente Taft Avenue Orange Main Street Orange Local Street Resurfacing Program Dana Point Local Street Resurfacing Program San Juan Capistrano COST - $1,200,000 $2,000,000 $1,100,000 $200,000 $300,000 $18,000,000 $1,000,000 $800,000 $3,500,000 $1, 500,000 $1,100,000 $400,000 $1,000,000 $800,000 $500,000 $600,000 Mr. Stepien will be assisted by David Jarvi, P.E. His main area of expertise is in the design of street widening and rehabilitation projects. Mr. Jarvi served as the Project Engineer for the vast majority of the projects listed above. Mr. Jarvi's is a Registered Civil Engineer in the State of California with 9 years of design experience. Ed Miller, P.E., T.E. will be responsible for the design of the traffic elements of the project, primarily the development of striping plans and traffic control criteria/specifications. Mr. Miller has 20 years of experience in'traffic engineering. The field surveying for the project will be under the direction of Jim Garvin of Huitt-Zollars. Mr. Garvin is a Registered Land Surveyor in the State of California with over 28 years of professional surveying experience. The aerial mapping for the project will be provided by Digital Mapping, Inc. (DMI) of Huntington Beach, California. City o/ San Juan Capistrano - Rancho Viejo Road Rehabilitation 2 0 0 ZO RELEVANT EXPER/EMCE The following provides a summary of relevant projects KFM has recently completed. PROJECT: 19'h Street and Placentia Avenue CLIENT: City of Costa Mesa KFM completed the final PS&E of full reconstruction of Placentia Avenue (2 segments) and 19'h Street for the City of Costa Mesa. This project included new driveway entrance design, medians, landscaping and concrete bus bays and bus turnouts, along with replacement of access ramps to meet ADA requirements. PROJECT: Fairview Road Reconstruction LIMITS: Fair Drive to Baker Street CLIENT: City of Costa Mesa KFM completed the cement treated structural section rehabilitation design of Fairview Road and Baker Street for a one mile stretch of Fairview Road and Fairview and Baker intersection, 1000 feet east and west of Fairview intersection. This project also included reclaimed water line design and extensive offsite design. PROJECT: Balboa Boulevard Rehabilitation LIMITS: 26th Street to 16th Street and 12'h Street to Medina Way CLIENT: City of Newport Beach KFM completed the design for 2 phases of Balboa Boulevard in the City of Newport Beach. This project included a variety of solutions to correct the existing inverted roadway condition to a proper cross slope and design of a new storm drain system within the limits of new roadway design. This project also included roadway widening, all new driveways, curb and gutter, crosswalks, and a new drainage system. PROJECT. Lincoln Avenue Rehabilitation LIMITS: Valley View Street to Knott Avenue CLIENT: City of Buena Park KFM completed final PS&E of Lincoln Avenue rehabilitation project from Valley View Street to Knott Avenue. This project included various locations of full roadway removals, cold planing, median work and water lines as well as electrical appurtenances for future landscape and irrigation improvements. PROJECT: Glassell Street Reconstruction LIMITS: Walnut Avenue to Mayfair Avenue CLIENT: City of Orange KFM completed the preparation of the final design for the full removal and rehabilitation of Glassell Street. This project included full removal of roadway to correct extreme crossfalls of the existing roadway and to correct all access ramps to meet new ADA requirements. City o/ San Juan Capistrano— Rancho Viejo Road Rehabildafion 0 0 PROJECT: Katella Avenue Smart Street Improvements LIMITS: 1-5 to Walnut Avenue CLIENT: City of Anaheim KFM completed the preparation of the final design for the widening of 3 miles of Katella Avenue from Interstate 5 to Ninth Street in the vicinity of Disneyland in the City of Anaheim. This project includes the design of street, storm drain, sewer, water, landscaping and traffic signal improvements. Right-of-way acquisition documents in the form of legal description and plats were prepared by KFM staff for approximately 200 partial takes of existing parcels. REFERENCES References who can attest to KFM's quality of work and responsiveness are as follows: Bob Dominguez (714) 993-8245 City Manager City of Placentia Roger Hohnbaum (714) 744-5544 Assistant City Engineer City of Orange City of San Juan Capistrano- Rancho Viejo Road Rehabilitation Eddy Jan (714) 765-5175 Senior Engineer City of Anaheim Fariba Fazelli (714) 754-5378 Senior Engineer City of Costa Mesa 0 0 ao PmojecTAPPRG►ACH 3.1 PROJECT UNDERSTAND/NG The City of San Juan Capistrano has solicited proposals for the design of the following improvements: • Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road (7,500 LF). • Widening of Malaspina Road on the north side from Rancho Viejo Road to the entry to the gated community on the north (400 LF). It is anticipated that these projects will be bid separately. Our scope has been prepared accordingly. The pavement on Rancho Viejo Road is in fair to poor condition. The proposed rehabilitation strategy is to cold plane as needed and construct a 2" A.C. overlay from Ortega Highway to the south driveway of the Fluid Master property. From the south driveway to Junipero Serra, the road will be slurry sealed due to the potential for future street widening in this reach. Malaspina Road will be widened on the north side and an overlay on the full width of the street will be constructed from Rancho Viejo Road to the gated entry. Based upon our thorough field review, the cross section of Rancho Viejo Road appears to be relatively uniform. We do not believe that cross sectioning of the street is warranted and are proposing the design be prepared in plan view only. For Malaspina Road, the road will be cross sectioned and a plan and profile drawing will be prepared. 3.2 SCOPE OF WORK Our scope of work for the project is as follows: Task 1— Project Management, Coordination, Meetings and Cost Accounting This task will include all necessary project management and coordination activities, as well as attendance at all project related meetings for the entire duration of the project. There is no limit to the number of meetings KFM will attend under this task. Task 2 — Data Collection and Review KFM shall collect and review all record information including, but not necessarily limited to, the following: • As -built drawings Assessors parcel maps • Aerial photographic maps Benchmark information • Utility record drawings Pertinent in -progress drawings, if any • Right-of-way record maps Centerline intersection ties City of San Juan Capistrano— Rancho Viejo Road Rehabilitation 5 0 0 Task 3 — Field Survey Field survey work shall consist of the following subtasks: Horizontal/ Vertical Tie-in centerline monumentation and run a bench loop. All Control survey control will be tied into the Orange County benchmark system. Cross Sections Cross sections will be taken at 25 foot intervals for the Malaspina Road portion of the project only. Cross sections shall show elevations at centerline; apparent grade breaks; top of curb, flowline and lip of gutter; angle points; beginning, half delta and end of all curb returns; and back of walk and/or right-of-way. Where parkways are to be modified, and at all alleys and driveways, the survey shall extend a minimum of 20 feet beyond the right-of-way with cross sections at 5 foot intervals to provide sufficient information to join the existing edge conditions. Cross sections will extend 100 feet on cross streets from beginning and end of curb returns. Task 4 — Aerial Mapping Aerial topographic mapping will be provided with one (1) foot contours. Mapping will extend to 20 feet beyond street right of way. Task 5 — Base Mapping Utilizing the aerial mapping, base maps will be prepared at V=40' scale. The maps will be provided in AutoCAD format and will depict all existing site features, such as manholes, valves, fire hydrants, trees, signs, and street lights. Mapping will extend to a minimum of 20 feet beyond street right-of-way. All utility underground lines will be added to the base maps based upon record information obtained under Task 2. Task 6 — Field Reviews and Identification of Parkway Rehabilitation Areas This task shall include all necessary field reviews for the purpose of identifying extremely poor areas of roadway which may require reconstruction. Initially, KFM shall identify these areas in the field and then convene field walks, as necessary, with City staff to concur on the final improvements needed. The final locations will be addressed on the project plans. KFM shall conduct as many field walks as necessary with City staff to complete the work. No additional compensation will be requested, regardless of the number of field reviews required. Task 7— Utility Investigation and Coordination This work will be ongoing and will generally consist of the following sub tasks: (a) Obtain plans showing location and size of all utility lines and appurtenances within the project area. (b) Plot utility lines on Base Map (Task 5). City of San Juan Capistrano— Rancho Viejo Road Rehabilitation (c) Cross check plotted locations above with field review information to insure that existing lines are shown in the proper location. (d) Upon finalizing the proposed roadway improvements, determine where potential utility conflicts exist and where utility modifications are warranted. (e) Coordinate with affected utility companies regarding conflicts, relocations and improvements. Two (2) full sets of plans will be submitted for comment to each utility agency concurrent with all KFM submittals to the City for plan check. All correspondence with utility companies shall be sent via certified mail. Task 8 — Final PS&E This task involves the completion of construction bid documents in the form of final plans, specifications and estimates (PS&E) for each project. We envision the following plan sets will be developed: Rancho Viejo Road Rehabilitation Description Sheets Title Sheet 1 Typical Sections 1 Details 1 Roadway Plans 8 Signing & Striping 4 Total Sheets: is Malaspina Road Widening Description Sheets Title Sheet 1 Typical Sections and Details 1 Roadway Plan & Profile 1 Signing & Striping 1 Cross Sections 2 Total Sheets: 6 Roadway Plan sheets will be prepared at 1 "=40' scale Detail sheets will depict at a 1"=10' scale all project improvements not covered by standard plans including, but not necessarily limited to, cross gutters, spandrels, and access ramps. Cross sections on Malaspina Road will be prepared at 25 foot intervals at a scale of 1"=10' horizontal and V=1' vertical. All existing and proposed elevations and street crossfalls will be shown. Specifications will be prepared in conformance with City of San Juan Capistrano's format. Traffic control requirements will be outlined in the specifications. City of San Juan Capistrano - Rancho Viejo Road Rehabilitation 7 E 0 Construction quantities and cost estimates will be prepared. Cost breakdowns for each project will be provided. Task 9 — Reimbursables KFM shall provide all reimbursables (mileage, printing, plotting, etc.) for the duration of the project, excluding bid set reproduction which will be the responsibility of the City of San Juan Capistrano. City of San Juan Capistrano— Rancho Viejo Road Rehabilitation 8 4.Q FEE Our proposed not -to -exceed fee for this project and fees by task are provided on Exhibit B on Billing Rates is depicted on Exhibit C. Juan Capistrano — Rancho Viejo Road Rehabilitation E is $47,975. A detailed breakdown of manhours the following page. KFM's Schedule of Hourly &o PRoiEGT scmzPuLLE This project schedule is depicted graphically on Exhibit D on the following page. This schedule has been developed based upon the Notice to Proceed date of September 18, 2006 stated in the RFP and assumed agency review duration of two weeks each for the first and second submittals, and one week for the final submittal. The significant project milestones are summarized as follows: Notice to Proceed......................................................... 09/18/2006 Submit PS&E for 1st Check ........................................... 11/03/2006 Submit PS&E for 2 n Check .......................................... 12101/2007 Submit Final PS&E for Review ...................................... 12/22/2006 PS&E Approved............................................................ 17129/2006 City of San Juan Capistrano— Rancho Viejo Road Rehabilitation 10 0 9 CITY OF SAN JUAN CAPISTRANO RANCHO VIEJO REHABILITATION and MALASPINA WIDENING EXHIBIT B TASK ($135) P.M. KFM STAFF ($90) ($75) PE 'ADD LUMP SUM TOTAL 1 PROJECT MANAGEMENT,COORDINATION & MEETINGS 8 8 1 $1.800 2 DATA COLLECTION & REVIEW 2 6 $810 3 FIELD SURVEY 2 4 $7,160 $7,790 4 AERIAL MAPPING $6,500 5 BASE MAPPING 1 2 16 $1,515 6 FIELD REVIEWS & IDENTIFICATION OF PARKWAY REHABILITATION MEASURES 1 8 8 $1.455 7 UTILITY INVESTIGATION AND COORDINATION 2 6 4 $1,110 8 FINAL S & E $0 Rancho Viejo Road Rehabilitation - Title Sheet 1 1 2 4 $615 - Typical Sections 1 2 6 12 $1.710 -Details 1) 2 8 16 $2,190 - Roadway Plans (8) 16 80 80 $15,360 - Signing & Striping Plans (4) 2 4 12 $1,530 - Specifications 4 4 $900 - Cost Estimate 1 2 $315 Malaspina Road Widening - Title Sheet (1) 1 2 4 $615 - Typical Sections & Details 1) 2 8 12 1 $1,890 - RoadwayPlan & Profile (1) 8 16 20 ¢1,020 - Signing &Sid in Plans (1) 1 1 2 $375 - Cross Sections 2) 2 6 6 $1,260 - S ecifice8ons 4 4 $900 - Cost Estimate 1 2 $315 9 REIMBURSABLES $1,500 $1,500 TOTAL MANHOURS TOTAL COSTS 63 $8,505 179 $16.110 196 $14,700 $15.160 $47,975 K:WyDocs\RKreuzenSpmadsheels\San Juan Capislmno Rancho Viejo Fee schedule.ids 11 i KFM ENGINEERING, INC. SCHEDULE OF HOURLY BILLING RATES Rates Effective through December 31, 2006 OFFICE PERSONNEL: Typists, Word Processors ........................... Technician .................................................. CAD Designer ............................................ Project Engineer ......................................... Project Manager ......................................... Project Director ........................................... FIELD PERSONNEL: EXHIBIT C ........................ $ 40.00/Hr. ........................ $ 50.00/Hr. ........................ $ 75.00/Hr. ........................ $ 90.00/Hr. ........................ $ 135.00/Hr. ........................ $ 150.00/Hr. Two -Man Survey Party, including Truck and Equipment .............................................. $ 166.00/Hr. Three -Man Survey Party, including Truck and Equipment .............................................. $ 212.00/Hr. SUPPORT & MISCELLANEOUS COSTS: Telefax................................................................................... $ 2.00/Pg. Survey Trucks........................................................................ $ 0.50/Mile Other Vehicles....................................................................... $ 0.44/Mile Copies — Black & White......................................................... $ 0.10/Pg. Copies — Color....................................................................... $ 0.50/Pg. Plotting — Black & White ........................................................ $ 1.00/SF Plotting — Color...................................................................... $ 2.00/SF KFM 0 Ow F M ma RX K U JU U LU 0 O K CL 0n o m' , I I N�m 2_ f7 O N SIN N N N N N O N N N N ,N N N N N N N Ih Of0000�-� N'''N N iN '. N N N N y N N N N '. N b' " N N N I 0 T T T T T T T T T T T T T O 9 I,v o a 'a a a v o o 'v c a a v c o v N i0 0 b O Y1 N 0 0 0 0 0 0 0 Y10 b,0� r r W N U) d � I Q I V a n vl Z a T y Y E 0 � 00 z O N Q U a `W Q O �,.,. d C a a ad eC > W W W d 5 o N/L6 0 IL -Z N O O j N N >R O a d 6N d d LL `O= N N N a T A U N u `r 44 O N N `� N=@ w 'I Z J ~.. . Z 0 if m LL S d f/1 Q K fn '.Q d' Ul Q d 171 32400 PASEO ADEI-ANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493-1171 (949) 493-1053 PAx www.sanjuancapistrano.org NOTIFICATION I 0 MEMBERS OF THE CITY COUNCIL PIAL INTEREST OF THE SAN JUAN CAPISTRANO CITY COUNCIL SAM ALLEVATO DIANE BATHGATE WYATT HART JOE SOTO DAVID M. SWERDLIN The City Council of San Juan Capistrano will meet at 7:00 p.m. on September 5, 2006 in the City Council Chamber in City Hall, to consider: "Consideration of Personal Services Agreement for the Preparation of Plans and Specifications for the Rehabilitation of Rancho Viejo Road Ortega Highway to junipero Serra Road (KFM Engineering)" — Item No. D3. If you have specific thoughts or concerns regarding this item, you are encouraged to participate in this decision making process. You can communicate with the City Council through correspondence addressed to the Council and/or by attending the meeting and speaking to the Council during the public meeting. Correspondence related to this item must be received at the City Clerk's office by 12:00 p.m. on Tuesday, September 5, 2006 to allow time for the Council to consider its content. If you would like to speak at the meeting, please complete a yellow "Request to Speak" form found inside the entrance to the Council Chamber. This form is turned in at the staff table, just in front of the Council dais. You will be called to speak by the Mayor when the item is considered. You have received this notice at the request of the City staff member Brian Perry, P.E., Project Manager. You may contact that staff member at (949) 949-443-6353 with any questions. The agenda, including agenda reports, is available to you on our web site: www.sanivancaoistrano.org. If you would like to subscribe to receive a notice when agendas are posted to the web site, please make that request by sending an e-mail to: council-agendasasanivancaoistrano.org. Meg Monahan, CMC City Clerk cc: Kick Kreuzer, P.E. President, KFM Engineering*; Mr. Ben Bengali, President, Marbella Property Owner's Association*; Gonzalo A. Covarrubias, MD, Member, Board of Malaspina Homeowners Associations*; Nasser Abbaszadeh, P.E. Engineering & Building Director; Brian Perry, P.E., Project Manager * Received staff report San Juan Capistrano: Preserving the Past to Enhance the Future 0 Flirted on 100% Recycled Paper 32400 PASCO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493-1171 (949) 493-1053 FAx www.sanjuancapistrano.org September 6, 2006 0 NOTIFICATION OF ACTION BY THE CITY COUNCIL OF SAN JUAN CAPISTRANO MEMBERS OF THE CITY COUNCIL SAM ALLEVATO DIANE BATHGATE MATT HART JOE SOTO DAVID M. SWEROUN On September 5, 2006 the City Council of San Juan Capistrano met regarding: "Consideration of Personal Services Agreement for the Preparation of Plans and Specifications for the Rehabilitation of Rancho Viejo Road Ortega Highway to juniper Serra Road (KFM Engineering)" Item No. 133. The following action was taken at the meeting: Personal Services Agreement with KFM Engineering for the preparation of plans and specifications for the Rehabilitation of Rancho Viejo Road from Ortega Highway to Junipero Serra Road, in the amount of $47,975, approved. The following documents are in the process of being executed: n/a If you have any questions regarding this action, please contact Brian Perry, P.E., Project Manager at 949-443-6353 for more detailed information. Thank you, Meg Monahan, CMC City Clerk Cc: Kick Kreuzer, P.E. President, KFM Engineering*; Mr. Ben Bengali, President, Marbella Property Owner's Association*; Gonzalo A. Covarrubias, MD, Member, Board of Malaspina Homeowners Associations*; Nasser Abbaszadeh, P.E. Engineering & Building Director; Brian Perry, P.E., Project Manager San Juan Capistrano: Preserving the Past to Enhance the Future 0 Primed .n 100% Recycled Paper 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493.1171 (949) 493-1053 FAX www.sanjuancapi.vtrano.org TRANSMITTAL TO: Matt Stepien KFM Engineering, Inc. 26672 Towne Center Drive # 300 Foothill Ranch, CA 92610 DATE: September 7, 2006 FROM: Maria Guevara, Deputy City Clerk (949) 443-6309 MEMBERS OF THE CITY COUNCIL SAMALLEVATO DIANE SATHGATE WYATT HART JOE SOTO DAVID M. SWERDLIN RE: Plans and Specifications for the Street Rehabilitation of Rancho Viejo from Ortega Highway to Junipero Serra Road Thank you for forwarding documentation confirming compliance with the terms of the agreement related to insurance. Please keep in mind this documentation must remain current with our office during the term of this agreement. If you have questions related to insurance requirements, please call me at (949) 443-6309. If you have questions concerning the agreement, please contact the project manager, Brian Perry, Senior Civil Engineer (949) 443-6353. An original, executed agreement is enclosed for your records. Cc: Brian Perry, Senior Civil Engineer Nasser Abbaszadeh, Engineering and Building Director San Juan Capistrano: Preserving the Past to Enhance the Future 0 Prialed on 100%. Recycled Paper