13-1105_HDR ENGINEEING, INC._Personal Services AgreementPERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this ":-:>1 hday
of ['iC\JtxYlY2£V 2013, by and between the City of San Juan Capistrano (hereinafter referred
to as the "City") and HDR Engineering, Inc. (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant to Prepare Plans,
Specifications, and Cost Estimates (PS&E) for the Ortega Highway (SR-7 4) "City-Segment"
Widening Project from Calle Entradero to East City limits (CIP 14107); 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 the Consultant shall consist of those tasks as
set forth in Exhibit "A", exclusive of Items/Tasks #1, #2, and #4, attached and incorporated
herein by reference. To the extent that there are any conflicts between the provisions
described in Exhibit "A" and those provisions contained within this Agreement, the
provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than June 30, 2015.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $911,013 as
set forth in Exhibit "B," exclusive of Items/Tasks #1, #2, and #4, attached and incorporated
herein by reference.
3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly invoices based on
total services which have been satisfactorily completed for such monthly period. The City
will pay monthly progress payments based on approved invoices in accordance with this
Section. ·
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3.3 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 the City. Invoices shall be addressed as provided for in
Section 16 below.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of the City, and shall obtain no rights to any benefits which accrue to
Agency'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 the 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 the 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. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra 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/or Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed 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 the City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
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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 work, Consultant shall have delivered to City at least one (1)
copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved by
the City in writing.
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.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold
harmless the City and its elective and appointive boards, officers, agents, 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 damages of any nature, including interference
with use of property, arising out of, or in any way connected with the negligence,
recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents,
officers, employees, subcontractors, or independent contractors hired by Consultant in the
performance of the Agreement. The only exception to Consultant's responsibility to protect,
defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful
conduct of the City, or any of its elective or appointive boards, officers, agents, or
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employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to the
City. Consultant shall not allow any subcontractor to commence work on any subcontract
until all insurance required of the Consultant has also been obtained for the subcontractor.
Insurance required herein shall be provided by 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 an amount not less than one
million dollars per occurrence ($1 ,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
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 an amount not less than one million dollars per occurrence
($1 ,000,000.00).
14.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Workers' 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
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insured endorsement naming City, its officers, employees, agents, and volunteers as
additional insured as respects each of the following: Liability arising out of activities
performed by or on behalf of Consultant, including the insured's general supervision of
Consultant; products and completed operations of Consultant; premises owned, occupied
or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant.
The coverage shall contain no special limitations on the scope of protection afforded City,
its officers, employees, agents, or volunteers.
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 City's General Counsel for certification that the
insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancellation/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 (1 0) 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.
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 shall have the right to terminate this Agreement without cause by giving thirty
(30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by providing
ten ( 1 0) 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 ( 1 0) day cure period.
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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:
To Consultant:
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Khoon Tan, P.E.
HDR Engineering, Inc.
3230 El Camino Real, Suite 200
Irvine, CA 92602
Attn: Camilo Rocha, P.E
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").
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.
Section 20. Counterparts.
This Agreement may be executed by the Parties in counterparts, which counterparts
shall be construed together and have the same affect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and have the same force and effect as if they were original signatures.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
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Final Design and Environmental Approval Services for
Ortega Highway Widening
October 21, 2013
Mr. Khoon Tan, PE
Senior Civil Engineer
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
EXHIBIT "A"
Subject: Scope of Work and Fee Proposal for Final Design and Environmental Approval Services for the
SR 74 (Ortega Highway) Widening Project in the City of San Juan Capsitrano
Dear Mr. Tan:
HDR Engineering, Inc., (HDR) is proud to present this proposal to the City of
San Juan Capistrano (City), to undertake the consultant responsibilities to
complete the PS&E and EIR Revalidation for the SR 74 (Ortega Highway)
Widening Project from Calle Entradero to the eastern City limits.
The City of San Juan Capistrano proposes to widen SR-74 (Ortega Highway)
between Calle Entradero to the easterly City/County line from its existing two-
lane configuration to four lanes with shoulders and a median. This Project was
originally included within the widening project that HDR recently completed
between the City of San Juan Capistrano/Orange County line to east of La Pata
Avenue/Antonio Parkway. However, due to legal actions, the City segment was
CONTACT INFORMATION:
Project Manager
Marc Cooley, PE
Marc.Cooley@hdrinc.com
Principal-in-Charge
Camilo Rocha, PE
Camilo.Rocha@hdrinc.com
3230 El Camino Real, Suite 200
Irvine, CA 92602
Phone{714)730-23go
Fax £714) 73o-z30r';, ''>' ,.p;·,. ; .. ~ .'-·,,
removed from the original project. The improvements proposed are to complete the City segment of the
original project, incorporate mitigation measures resulting from the legal action settlement, and eliminate the
existing bottleneck along SR-74 between I-5/SR 74 Interchange and the City limits. The existing Interstate 5 (I-
5)/SR-74 Interchange is currently being upgraded to increase its capacity and improve operation. This Project
will remove the existing bottleneck, improve mobility, and help SR-74 continue to serve as a vital link between
Orange and Riverside Counties and the primary artery between the new Rancho Mission Viejo Developments
and Interstate 5.
The sincerity and solidity of our claim of being the visionary and technically competent consultant of choice is
supported by more than 90 years of delivering superior engineering and architecture services in both large and
small projects evidenced by peer reviews, industry recognitions and rankings, and satisfied local clients such as
the County of Orange, Orange County Transportation Authority, City of Los Angeles, County of Los Angeles,
Caltrans and others. For our Project team, we have assembled experienced professionals including former
Caltrans engineers and managers possessing the technical and managerial expertise necessary for successful
completion of this Project. Marc Cooley, PE, with proven technical leadership and successful delivery record in
similar street improvement and interchange projects will be the HDR Project Manager. Marc Cooley has over 22
years of experience and has an extensive background in the design, management, and delivery of large highway
improvement projects for local agencies. Marc is a "hands on" project manager who understands what it takes,
from both a technical and procedural standpoint, to deliver a Caltrans PS&E package. Camilo Rocha, PE, will be
EXHIBIT A
Final Design and Environmental Approval Services for
Ortega Highway Widening
the HDR Principal in Charge and will provide organizational support and resources. He will utilize 25 combined
years of experience in Caltrans Project Development, Environmental Planning and Engineering, Permits and
Construction to assist Marc to successfully develop and complete this Project.
Our team members, individually and collectively, have intimate knowledge of this project and its environment,
the requirements for approval and implementation of the project, the utilities impacted and their approval
processes, and the right-of-way impacts and required mitigations. We have studied all available documents,
visited the project site, and are ready to start the Project.
We are ready to complete the City Segment of the SR 74 (Ortega Widening) Project, remove the existing
bottleneck and improve mobility through the SR 74 Corridor. Our Project Manager, Marc Cooley, is available at
(714) 368-5646 or Marc.Cooley@hdrinc.com to discuss the details of our plan of action with you and respond to
your questions.
Thank you for considering our team for this exciting opportunity. We look forward to meeting with you and to
answering any questions that you may have regarding the HDR team, our qualifications, and experience.
Sincerely,
HDR Engineering, Inc.
Thomas T. Kim, PE
Senior Vice President/Southern California Transportation Manager
Final Design and Environmental Approval Services for
Ortega Highway Widening
Introduction and Background
Draft Scope of Services
October 21, 2013
The City of San Juan Capistrano proposes to widen SR-74 (Ortega Highway) between Calle Entradero to the
easterly City limits from its existing two-lane configuration to four lanes with shoulders and a median. SR-74 will
continue to serve as a vital link between Orange and Riverside Counties and will be the primary artery between
the new Rancho Mission Viejo development along SR-74 and Interstate 5. The existing SR-74 interchange at
Interstate 5 is currently being upgraded to increase its capacity and improve operation. The portion of SR-74
between the City limits and Antonio Parkway {upper Ortega) has already been upgraded to a four lane facility
with a median. The improvements proposed as part of this project will eliminate the existing bottleneck along
SR-74 between 1-5 and Antonio Parkway.
In 2006, Rancho Mission Viejo (RMV) contracted with HDR engineering to complete the design and prepare
construction bid documents for the widening SR-74 between Calle Entradero to just east of Antonio Parkway to
support their planned residential development. However, the design work was placed on hold due to a lawsuit
that was filed by the residents of the Hunt Club residential development against the City and Caltrans for the
portion of the project within City limits (Lower Ortega). RMV decided to move forward with the design and
construction of the Upper Ortega segment, with HDR preparing the bid package. Construction of this segment
was completed in 2011. Meanwhile, Caltrans prepared a Project Report and EIR for the segment within City
limits, both of which were approved in 2009.
Based on the lawsuit settlement agreement, the following project features were added to the project to mitigate
traffic, noise, and visual impacts to the community:
• Install traffic signal at SR-74/Hunt Club Drive intersection
• The Hunt Club guardhouse and all associated facilities shall be relocated to create space for queuing
vehicles entering the community from SR-74
• Existing meandering sidewalk located along the north side of SR-74 fronting the Hunt Club
development shall be replaced in kind to the extent possible
• Additional landscape enhancements are to be included along the north side of SR-74 within the
segment fronting the Hunt Club development.
• Rubberized asphalt concrete along the project's roadway footprint.
These additional design features will be incorporated into the construction bid package.
The City has since secured funding from both OCTA and Rancho Mission Viejo to finish final design and
complete the construction bid package (PS&E) for the segment within City limits. Work on the construction bid
package had been advanced to approximately a 50%-65% level of design completion depending on the specific
disciplines.
The following scope of work is for the completion of this construction bid package and includes a revalidation of
the EIR (CEQA) approved in 2009. This PS&E package will be completed in accordance with current Caltrans
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Final Design and Environmental Approval Services for
Ortega Highway Widening
requirements and guidelines, and it is assumed that the construction contract for these improvements will be
advertised, awarded, and administered by the City of San Juan Capistrano.
The following scope of work is structured according to the following 8 major tasks:
1. Project Management, Coordination and Administration
2. Supplemental Surveys and Utility Coordination
3. Prepare Project Plans (Nonstructural)
4. Prepare Project Specifications (Nonstructural)
5. Prepare Engineer's Estimate (Nonstructural)
6. Prepare Structural PS&E for Special Design Retaining Walls
7. Prepare Supporting Reports and Documentation
8. Prepare Construction File
At the direct ion of the City, the following scope of work does not include any bid or construction phase support
services. The in-progress plans developed and put on hold in 2008 will serve as the basis for the completion of
the PS&E package as part of this current contract. In addition to HDR the following subconsultants are
proposed to provide support services as identified below:
• Huitt Zollars: Surveys and mapping
• GMU Geotechnical: Geotechnical reports
• LSA: Supplemental noise studies
As a condition of their development, Rancho Mission Viejo Development Corporation is contributing $450,000
towards the design services included as part of this scope of work. This work will be administered through a
separate contract with RMV and will include all work covered under Tasks 1, 2, and 4 as described below.
Invoices to the City will be prepared to clearly distinguish the amount being separately invoiced to RMV for
these tasks.
Scope of Work
1. Project Management, Coordination and Administration
This task involves all work related to managing the project on behalf of HDR, including the preparation of the
required project initiation documentation, conducting internal and external meetings and coordination, and the
preparation of monthly invoices and progress reports. Hours for Tasks 1.2 and 1.3 are based on an assumed 12
month project schedule.
1.1 Prepare Project Guide
HDR's Project Manager will prepare a Project Guide for this contract, which will outline the following
information related to the work:
•
•
•
•
Scope of work and schedule for task order
Project team and client contact information
Communication Plan
Invoicing requirements and templates
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Final Design and Environmental Approval Services for
Ortega Highway Widening
• Project team roles and responsibilities
• Document control procedures
• quality assurance/control procedures
Included with the Project Guide will be a CPM baseline project schedule, which will be prepared using
Microsoft Project and presented in Gantt chart format. The format will identify the anticipated start/end
dates and durations for each task identified within the scope of work and will identify the critical path.
This document will be distributed to all project team members, the City, and Caltrans and will act as a living
document throughout the life of the contract. It will be updated as necessary to reflect any changes in
protocol or other information included and redistributed.
1.2 Meetings and Coordination
HDR will facilitate all necessary coordination with the City and Caltrans, and other stakeholders to complete
the PS&E. This will include the following meetings:
• Monthly coordination meetings with City staff to review and discuss technical issues, the project
schedule, and financial matters.
• Monthly PDT meetings with Caltrans District 12 staff to review the project status and discuss the
need for technical focused meetings with select functional units.
• Technical focused meeting with Caltrans functional unit staff to discuss and resolve technical issues
related to the project design (12 assumed).
• Additional ad-hoc meetings with other project stakeholders to discuss and resolve technical issues
related to the project design and right of way needs (12 assumed).
• Internal project team meetings will be held on a weekly basis throughout final design to facilitate
interdisciplinary coordination and ensure all disciplines are making progress according to the project
schedule.
The number of meetings identified above will be based upon an 12 month final design schedule.
1.3 Progress Reports and Invoices
Invoices will be generated on a monthly basis in accordance with the City of San Juan Capistrano invoicing
guidelines. Progress reports will be generated to accompany each invoice, which will include the following
information:
• Work completed over the reporting period by task
• Work to be completed over the upcoming reporting period by task
• Progress schedule which will compare the status of each activity against the baseline
• Identification of issues or concerns related to the schedule or budget.
Task l Deliverables
• Project Guide and updates as necessary
• Baseline project schedule updated monthly status schedules
• Meeting agendas, summaries, and presentation materials as appropriate
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Final Design and Environmental Approval Services for
Ortega Highway Widening
• Monthly invoices and progress reports
2. Supplemental Surveys and Utility Coordination
This task includes the identification of any changed conditions within the project limits that would warrant
obtaining supplemental survey information and conducting the necessary survey work. It also involves work
related to updating existing utility mapping (if necessary), the identification of conflicts with privately owned
utilities, and the coordination with the impacted owners to develop relocation strategies and timelines for
construction.
2.1 Supplemental Surveys
Aerial Topographic Mapping:
Aerial mapping was obtained for this project in 2006 based on NVGD29 vertical datum. Current Caltrans
design criteria calls for the mapping to be generated based on NAVD88 datum, which has a differential of
approximately 2.3 feet from NGVD29 datum. Based on this fact and the fact that this mapping is now
approximately 7 years old, Huitt-Zollars (HZ) feels it is important to re-map the roadway based on the
NAVD88 datum. Our scope of work for this includes the following:
A. HZ will establish ground control based on County of Orange bench marks using the NAVD88
vertical datum for vertical control. For horizontal control, HZ will utilize the California Coordinate
System (CCS83), Zone VI, 1983 North American Datum, 1991.35 Epoch Adjustment. Mapping will be
obtained on this grid system and not adjusted to a "ground system". In doing so, over the
approximate one mile of roadway design, the difference is 0.27 +I-feet. We are considering this as
imperceptible for the project and the design of the roadway.
B. HZ will include our sub-consultant (Digital Mapping Inc.,-DMI) to obtain the aerial mapping
photography, and to compile the mapping at 1"=50' scale in accordance with Caltrans mapping
standards. The mapping will be approximately 600 feet wide, 300 feet each side of the roadway and
extend from just west of Calle Entradero to 500 feet east of the City boundary.
C. Along with the mapping, HZ will obtain from our mapping sub-consultant, a color digital
orthophoto of the project at 6" pixel resolution.
D. HZ will utilize the shots obtained below under "Supplemental Topographic Mapping" to verify
mapping accuracy for the product delivered to us from DMI.
Supplemental Topographic Mapping:
Due to the elapsed time since the original mapping was developed, HZ recommends obtaining
supplemental topo to make certain existing conditions are represented accurately. This supplemental topo
will consist of the following:
A. Perform cross sections of the existing roadway from top of curb (or edge of pavement) to top of
curb (or edge of pavement) on an approximate SO' interval. We feel strongly that this should be
done since we are not aware of whether or not there has been any resurfacing in the last 7 years. If
there has been no resurfacing, it will validate existing conditions.
B. 60 hours of additional field time is being included to conduct any additional supplemental surveys
at locations where the existing condition has changed relative to 2006 or additional information is
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Final Design and Environmental Approval Services for
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necessary to complete the design work. HZ is providing a budget amount for this item, based upon
60 hours of field time, utilizing a three person survey crew, 40 hours of office time for a Project
Surveyor to plot the information and 16 hours for the survey manager.
2.2 Utility Research and Coordination
HDR will conduct a field review of the project limits to compare observed existing utility facilities and above
ground appurtenances against the current existing utilities mapping. Any new facilities observed in the field
will be noted on the plans and the owner will be identified.
HDR will prepare notification letters to all utility owners with facilities within the project limits to notify them
of the reactivation of the project, identify the facilities currently identified within the project limits that fall
under their ownership, discuss the final design schedule, and request that they verify the location of their
facilities as shown on the current existing utilities plans. Additional facilities mapping received from utility
owners in response to the notification letters will be cross checked against the existing utilities composite.
The composite will be updated if necessary to reflect any newly constructed facilities.
Once the existing utilities composite has been updated to reflect the current existing condition, facilities in
conflict with the proposed improvements will be identified. Owners with utility conflicts will be notified via
letter; exhibits clearly identifying the conflicts to each owner's facilities will accompany each letter. If any
newly added facilities appear to be in conflict with the proposed construction, potholing may be
recommended to confirm the exact location of selected facilities. This work is excluded from HDR's fee
proposal.
In conjunction with the existing utilities composite, a Utility Matrix will be prepared that will include the
following information:
• Utility ownership, type, location, and depth
• Ownership rights, easements, and franchise agreements
• High or low risk determinations
• Disposition of each utility
• Utility conflicts
• Removal and relocation requirements (lengths and limits)
• Estimated relocation costs
• Reconstruction and adjustments of manholes, hand holes, vaults, and other surface appurtenances
The Utility Matrix will also track the progress and schedule of each impacted utility, including all
correspondence with each owner in order to have the utilities relocated prior to the start of the roadway
construction. Any relocation plans prepared by owners will be obtained and included in the contract bid
documents for reference.
Any utility owner with an impacted facility that must be relocated prior to or during construction will be
issued a "Notice to Relocate" in accordance with City and Caltrans requirements.
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Final Design and Environmental Approval Services for
Ortega Highway Widening
HDR will conduct face to face meetings with the individual impacted utility owners at the following
milestones to facilitate the development of mitigation strategies by the owners:
• After the conflict notification letters are sent out, HDR will work with the impacted owners to
schedule one on one meeting to review and discuss the nature of the impact. At these meetings,
HDR will work with the owners at the meetings to establish a reasonable timeline for the
development of a mitigation strategy.
• HDR will meet with the impacted owners after they have developed an initial mitigation strategy. At
this meeting, a timeline for the completion of the detailed plans will be established that ties into the
submittal date for the Right of Way Certification package.
• HDR will conduct status meetings or conference calls with the impacted owners to track the status
of their design work to help ensure that their deadlines for completion are being met.
HDR will prepare/compile the necessary utility relocation information to be included in the Right of Way
Certification Package submitted to Caltrans for approval prior to the issuance of an encroachment permit for
construction.
Task 2 Deliverables
• Supplemental field survey data and updated topographic mapping
• Utility notification letters (initial letters and conflict identification letters)
• Updated existing utilities composite and utility matrix
• Meeting agendas, summaries, and presentation materials
3. Prepare Roadway Plans
This task involves the completion of plans for all elements of the proposed roadway improvements except for
the nonstandard retaining walls, which are covered under Task 6. All plans will be prepared in accordance with
the requirements set forth in the most current versions of the Caltrans Plans Preparation and CADD Manuals and
the PS&E Guide. The plans prepared in 2008 (prior to the project being put on hold and the designs therein) will
be utilized as the basis for reinitiating the design development and plan preparation. The current roadway
designs will be reviewed for conformity with current 2010 Caltrans Design Standards, the recently issued DIB 82-
95 for pedestrian facilities, and other applicable current agency standards. Milestone submittals to both
Caltrans and the City will be made at the 65%, 95%, and 100% design phases. Subtasks will be assigned under
Task 3 for the individual plan preparation for the following disciplines:
General and Roadway/Civil Plans
These plans will include the title sheet, key map, typical sections, layouts, profiles/superelevations, removals,
additional construction details, contour grading, and summary of quantities.
Drainage Plans
These plans will include drainage layouts, profiles, details as needed, and summary of quantities.
Water Pollution Control and Erosion Control Plans
These Water Pollution Control Plans will include layouts depicting proposed temporary construction area
BMP's by stage, while the Erosion Control Plans will depict BMP's installed after construction is complete.
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Final Design and Environmental Approval Services for
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Utility Plans
These plans will include layout depicting the existing and proposed locations of both underground and
overhead utility facilities within the project limits. Detail sheets will be included as necessary to clearly
depict relocation strategies.
Construction Staging, Traffic Handling, and Detour Plans
These plans will include construction area sign layouts, stage construction layouts, traffic handling layouts
and cross sections for each stage identified, and detour layouts for each stage.
Pavement Delineation Plans
These plans will include layouts depicting the proposed roadway striping and pavement markings.
Sign Plans
These plans will include sign layouts, details, and quantity summaries.
Prepare Lighting, Signal, and Electrical Plans
These plans will include street lighting & sign illumination layouts. A traffic signal plan will be prepared for
the proposed signal at the intersection of SR-74 and Hunt Club Drive.
Standard Retaining Wall Plans (if needed)
These plans will include the designs for any standard Caltrans retaining walls per the 2010 Standard Plans.
No standard retaining walls are included in the current progress plans completed in 2009.
Planting & Irrigation Plans
These plans will include a plant list, planting layouts, irrigation removal plans, irrigation layouts, and a
sprinkler schedule.
Upon receipt of agency review comments after each milestone submittal, HDR will generate responses to
comments utilizing a standard comment-response matrix. The draft responses will be submitted to the
reviewers for review, and workshops will be scheduled with each reviewer to review HDR's responses and reach a
consensus on the nature of the revisions needed to address each comment.
Task 3 Deliverables
• 65%, 95%, 100%, and Final Plan Set
• Response to comment matrices
• Standards review results table
4. Prepare Roadway Specifications
HDR will prepare technical specifications as needed for the roadway items to supplement the 2010 Caltrans
Standard Specifications. Milestone submittals to both Caltrans and the City will be made in conjunction with the
project plans at the 65%, 95%, and 100% design phases. It is assumed that HDR will be responsible for the
preparation of technical specifications only. The remainder of the project specification package will be the
responsibility of the City. The 65% submittal will include unedited Standard Special Provisions to the 2010
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Standard Specifications only, while the following submittals will include edited Standard Special Provisions and
any Nonstandard Special Provisions that may be required. It is assumed that the City will be advertising,
awarding, and administering the construction contract and thus will be dictating the format of the project
specifications. Technical specifications will be formatted to match that of the overall specification package but
will written to reference the 2010 Caltrans Standard Specifications and provide the necessary Special Provisions
as needed.
Upon receipt of agency review comments after each milestone submittal, HDR will generate responses to
comments utilizing a standard comment-response matrix. The draft responses will be submitted to the
reviewers for review, and workshops will be scheduled with each reviewer to review HDR's responses and reach a
consensus on the nature of the revisions needed to address each comment.
Task 4 Deliverables
• 65%, 95%, 100%, and Final Technical Specifications
• Response to comment matrices
5. Prepare Engineer's Estimate for Construction
HDR will develop an Engineer's Estimate of the estimated construction cost and include with all milestone
submittals. The estimate will be prepared using either a standard costing template provided by the City, or one
can be developed by HDR. If one is prepared by HDR, it will be submitted to the City for review and approval
prior to developing the estimate. A separate cost estimate for the nonstandard retaining walls will be prepared
as part of Task 6, which will be incorporated into the master estimate prepared as part of this task. The estimate
will be based upon the pay items and quantities identified within the project plans. The cost estimate will list all
pay items and their associated unit cost to calculate a total cost for each. Unit costs will be obtained from
available resources including recent bid data on similar project, and from the 2012 Caltrans Cost Database.
Task 5 Deliverables
• 65%, 95%, 100%, and Final Engineer's Estimates
6. Prepare Structures PS&E
This task involves the completion of plans for all nonstandard retaining walls and sound walls included as part of
the project design. The current design as of 2008 includes five nonstandard retaining walls and three sound
walls for which plans were prepared. In addition, a foundation plan and details will be needed for the relocated
guard shack at the Hunt Club Drive intersection per the lawsuit settlement agreement. All submittals will be
processed through Caltrans Office of Specially Funded Projects (OSFP), and all deliverables for structures within
State right of way will be prepared in accordance with the latest edition of he OSFP Information and Procedures
Guide. Unchecked and Checked Structures Submittals to OSFP are assumed as part of this scope of work per
OSFP guidelines. Type Selection Approval for the nonstandard walls was obtained by Caltrans as part of an
earlier project phase.
6.1 65% Structures Unchecked Details Submittal
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The current wall plans will be reviewed and compared against the most current Caltrans structural design
standards and seismic design criteria to determine if any design changes are needed to comply with current
requirements. If any are identified, they will be tabulated and presented to the City and Caltrans for review
and concurrence. These findings will be documented within a technical memorandum that will be submitted
to Caltrans and the City for review and concurrence.
Once concurrence is obtained, the designs will be modified accordingly and advanced to a 65% level of
design completion in preparation for the Structures Unchecked Details Submittal to Caltrans Structures. A
copy of the Draft Foundation Report will be included with the plans as part of this submittal. No special
provisions will be included as part of this submittal in accordance with OSFP guidelines.
6.2 Structures PS&E
The structures PS&E package will be submitted in a series of three milestone submittals to OSFP staff in
accordance procedures; which include an initial (90%), intermediate (100%), and final submittal. HDR will
prepare all structural design calculations, independent check structural calculations, plans, specifications, and
estimate in accordance with the latest edition of the OSFP Information and Procedures Guide.
The retaining and sound walls will be designed in accordance with the applicable provisions of the most
current versions of the following Caltrans manuals:
• AASHTO LRFD Bridge Design Specifications
• Caltrans Bridge Memos to Designers
• Caltrans Bridge Design Aids
A complete bound set of the structural design calculations will be packaged and submitted to Caltrans OSFP
for review as required in the OSFP Information and Procedures Guide with each Structures PS&E Submittal.
Wall designs will be independently checked by a California registered civil engineer experienced in retaining
wall design in accordance with the applicable Caltrans manuals. The independent check calculations will
include all analysis and computations that are necessary to independently check all aspects of the design
shown on the draft structure plans. Results from the independent check calculations will be compared with
the design, and any discrepancies will be resolved between the designer and checker and the resolutions
documented in the calculations.
A complete bound set of the independent check structural design calculations will be packaged and
submitted to Caltrans OSFP for review as required in the OSFP Information and Procedures Guide with each
Structures PS&E submittal.
Plans
HDR will prepare the structures plan in conformance with the detailing and formatting standards contained
within the Caltrans Plans Preparation Manual and the Bridge Design Details Manual. The plans will be
prepared using the most current Caltrans standards, including the most current Caltrans-formatted border
sheets, Standard Detail Sheets (XS sheets), and Standard Plans. HDR will submit reduced size paper plans
except as part of the final submittal when a full size set of structure plans is required for the OSFP Liaison
Engineer to sign for approval.
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Specifications
HDR will prepare the Structures Special Provisions in accordance with the Caltrans Ready to List and
Construction Contract Award Guide. The Structures Special Provisions will be consist of the most current
versions of the Caltrans Standard Special Provisions (SSP's) edited to suit the specific requirements of the
project. The SSP's will include a thorough description and the method of measurement and payment for
each bid item.
Estimate
Upon completion and resolution of the independent check structural design calculations, HDR will prepare
structure quantity calculations and engineer's estimate of the structures cost and submit the engineer's
estimate as part of the PS&E package at each milestone submittal. Preparation of these documents will
conform to the requirements on the Bridge Design Aids Manual and Ready-to-List and Construction
Contract Award Guide (RTL Guide).
Task 6 Deliverables
• Design standards conformation technical memorandum
• Structural design calculations
• Independent check structural design calculations
• Structures plans (65%, initial, intermediate, and final submittals)
• Structures Special Provisions (initial, intermediate, and final submittals)
• Structures quantity calculations and engineer's estimate
7. Prepare Supporting Reports and Documentation
This task involves the preparation of reports and additional supporting documentation needed to facilitate
design and approval of the PS&E package by Cal trans. Included as part of this task is the revalidation of the
Final project EIR prepared by Caltrans and approved in 2009.
7.1 Drainage and Storm Water Reports
Hydrology and Drainage Report
HDR will perform a hydrology study of the project under pre-and post-project conditions. The study will
delineate watersheds for project areas tributary to the project limits along SR-74 and will compute flow rates
to existing and proposed on-site storm drain inlets. The hydrology study will consist of Rational Method
analysis performed in accordance with the Orange County Hydrology Manual. On-site drains collecting
runoff from at-grade areas will be analyzed for a 25-year return frequency storm event.
HDR will prepare a hydrology and drainage report to present a narrative of the hydrologic and hydraulic
assumptions, analyses, and designs required for the proposed improvements. The design report will include
summary tables of pre-and post-project condition hydrologic and hydraulic analyses of sub-catchments
and storm water conveyances along SR-74. The report will present the design flow rates, proposed inlet
geometries, and hydraulic grade lines. The engineering calculations relevant to the hydrologic analysis and
hydraulic design of the proposed drainage improvements and a set of 65% drainage improvement plans will
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be included in the report appendices. The design of any facilities within the Caltrans right of way will be
conducted in accordance with the Caltrans standards as defined in Chapter 830 of the Highway Design
Manual. Improvements within City right of way will be designed to City standards, as defined by the Orange
County Local Drainage Manual and subsequent City modifications. In the event of a conflict between the
two standards, the more conservative will be applied and noted within the design calculations.
Storm Water Data Report
HDR will prepare a water quality evaluation in accordance with the most current edition of the Caltrans
Storm Water Quality Handbook, Regional Water Quality Control Board (RWQCB}, and City criteria for project
areas within State right of way. The water quality evaluation will be used to identify interim construction
period and permanent water quality Best Management Practices (BMP's) required for compliance with the
National Pollution Discharge Elimination System (NPDES). Selection of BMP's will be based upon the
recommendations of the Storm Water Data Report, treatment effectiveness, cost and right of way
considerations, ease of maintenance, and other relevant factors. Construction period BMP's will be
identified on project plans at sufficient detail to provide for quantity and cost estimates. Permanent post
construction BMP's will be incorporated into the project design to demonstrate their viability and
compatibility with other project features. A discussion of permanent post-construction BMP's will be
included in the SWDR in accordance with Caltrans criteria that will define water quality design issues, erosion
control, and BMP measures. The SWDR will demonstrate compliance with RWQCB requirements, will include
construction cost estimates, and will describe maintenance requirements of the facilities.
The SWDR will consider and provide recommendations for BMP implementation during construction
activities. BMP's will be specified to safeguard water quality due to construction site runoff. BMP
recommendations will conform to the latest edition of the Caltrans Storm Water Quality Handbook,
Construction Site BMP Manual. The construction phase BMP's will be depicted on project plans and will
constitute the Storm Water Pollution Prevention Plan for construction in areas within State right of way.
A draft of the PS&E SWDR will be submitted as part of the 65% milestone submittal. Any comments received
as part of the agency review of the draft document will be addressed during the 95% design phase. The
report will be revised to address the comments, and the final version will be submitted as part of the 95%
milestone submittal.
Water Quality Management Plan
As required by the City, a project specific Water Quality Management Plan (WQMP) will be prepared in
accordance with NPDES and San Diego Regional Water Quality Control Board criteria. The WQMP will
identify BMP's for the management of storm water runoff water quality. While the WQMP will address areas
outside of Caltrans right of way, the contents of the WQMP will integrate with the SWDR as prepared in
accordance with Caltrans criteria in order to address all sources of runoff within the project area.
7.2 Geotechnical and Foundation Reports
A geotechnical report was prepared for the project by GMU Geotechnical Inc. in 2007. This report provided
all necessary design recommendations for grading, slopes, pavement structural sections, and wall
foundations needed to complete the PS&E package. A draft report was submitted to Caltrans. Comments
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were provided, and the report was updated to include the responses to comments and to include the
necessary document revisions to address the comments received.
It is envisioned that as part of this upcoming phase, the report will need to be amended as necessary to
comply with current seismic design requirements and other new applicable Caltrans standards and
guidelines. The report will be updated as necessary by GMU and submitted to Caltrans for review and
comment. GMU will prepare responses to comments and coordinate with Caltrans to reach a resolution to
all comments received. The report will b updated as necessary to address the comments, and a final version
will be submitted to Caltrans for approval.
7.3 Environmental Documentation and Permitting
The project EIR prepared by Caltrans was approved in November, 2009. Since it's been over three years
since the EIR was approved and the lawsuit settlement mitigation elements added, a revalidation of the
document will be required. Assuming the project footprint/parameters do not change relative to what was
assumed in the approved EIR, it is likely that Caltrans will only require the preparation of a Revalidation
Form. It is assumed for this scope that HDR will be responsible for preparing the necessary revalidation
documentation and obtaining Cal trans approval. This scope of work applies to the revalidation of the CEQA
document only (Environmental Impact Report).
7.3.1 Project Description Update/Modification
HDR environmental staff will coordinate with the engineering team to prepare an updated Project
Description that reflects the updates to the project. This task will involve utilizing "Chapter 1 Proposed
Project" from the currently certified EIR, and updating, if necessary, in strikeout/underline format any
changes to the project as part of the current design efforts. If no changes to the project have occurred,
this task will also demonstrate that fact, which is an important component of the revalidation criteria.
7.3.2 Review Certified EIR (Including Technical Studies)
HDR environmental staff will conduct a detailed review of the certified EIR to determine whether any
changes in the environmental setting or circumstances (e.g., new law or regulation), or project
description (if applicable) would affect the existing environmental analysis within the EIR.
7.3.3 Prepare Exhibit 6-G NEPA/CEQA Revalidation Form (local Assistance Procedures Manual)
HDR will prepare "Exhibit 6-G NEPA/CEQA Revalidation Form" from the Local Assistance Procedures
Manual including "continuation sheets" as necessary to justify the revalidation of the previously certified
EIR. We anticipate this work product to be reviewed once by City staff, with a round of revisions, and
then submittal to Caltrans environmental staff for review/comment. For purposes of this scope of work,
we anticipate one round of revisions based on Caltrans review/comment.
7.3.4 Update Noise Analysis
LSA will prepare a written letter on behalf of the California Department of Transportation (Caltrans) to
notify residences located at the Hunt Club of the noise study prior to the commencement of the work.
LSA will also prepare a revised technical noise impact analysis addendum to revalidate the July 8, 2008
Final Technical Noise Impact Analysis Report Addendum for the SR-74 from Calle Entradero to 0.43
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kilometers East of La Pata Avenue project. The noise impact analysis will follow the August 2006 Caltrans
Traffic Noise Analysis Protocol to address traffic noise impacts within the project limits.
Ambient noise level measurements will be conducted to establish the existing noise environment at
representative noise-sensitive land uses located north of SR-74 (Ortega Highway) between Calle
Entradero and Hunt Club Drive. Short-term (10-minute) noise level measurements will be made at up to
3 locations with concurrent traffic counts to document the existing noise environment and to calibrate
the traffic noise model. Observations of other noise sources, existing barriers, terrains, building heights,
and other site specific information will be noted during each measurement period.
To be consistent with the previously approved noise impact analysis, the SOUND32 noise prediction
model will be used to evaluate the traffic noise levels associated with the Existing, Future No Build, and
one build Alternative. The model input data will include updated existing and future peak-hour traffic
volumes and updated vehicle mix (automobile, medium trucks, and heavy trucks). Previously assumed
vehicle speeds, ground attenuation factors, and roadway configurations will remain the same.
Noise abatement measures (sound barriers) designed to reduce long-term traffic noise impacts by 5
dBA or more, as required to be feasible, will be evaluated. Worksheets A and B with a base allowance of
$36,000 to calculate the reasonable allowance for each barrier height will be completed consistent to the
July 8, 2008 Final Technical Noise Impact Analysis Report Addendum. Also, a reasonableness analysis will
be conducted by comparing the estimated noise barrier construction cost of the sound barrier to the
reasonable allowance for each barrier height.
The revised technical noise impact analysis addendum will update the traffic noise levels and noise
abatement measures in the July 8, 2008 Final Technical Noise Impact Analysis Report Addendum.
7.3.5 Meetings/Coordination
HDR environmental staff will meet and/or coordinate with the project team, City and Caltrans as needed
to complete the revalidation process.
7.3.6 Permitting
HDR will also prepare the necessary resource agency permits needed for construction as identified in the
approved EIR. These include:
• US Army Corps of Engineers-Section 404 Permit
• California Department of Fish and Game-Section 1602 Permit
• Regional Water Quality Control Board -Section 401 Water Quality Certification and National
Pollutant Discharge Elimination System (NPDES) Permit
• San of San Juan Capistrano-Tree Removal Permit
These permits will be prepared and submitted to the resource agencies for approval. HDR will
coordinate with the agencies as necessary to address their comments and concerns regarding the
project to facilitate permit approval. This task does not include costs associated with acquisition of
mitigation credits or costs associated with compensatory mitigation.
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7.4 Transportation Management Plan
HDR will prepare the Draft and Final Transportation Management Plan (TMP) in accordance with current
Caltrans procedures and Guidelines. The TMP will identify specific measures that can be taken by the City
during construction to reduce impacts due to construction on the traveling public and to provide travel
through and around the work area. These may include:
• Public awareness campaign
• Properly signed detours or alternative routes
• Fixed and portable changeable message signs
• Traffic signal modifications
• Traffic Management Center coordination
• Traffic Management Team coordination
• Freeway service patrol
• Coordination with local agencies during construction closures
• Advanced Traffic Management Systems (ATMS)
• Coordination with emergency services (police, fire, paramedics, etc.) during construction closures
The Draft TMP will be submitted to Caltrans and the City for review and comment in conjunction with the
65% submittal package. HDR will meet with Caltrans and the City to resolve any comments received, and
the document will be revised accordingly. The Final TMP will be submitted for review and approval as part
of the 95% submittal package.
7.5 Supplemental Project Report
HDR will prepare a Supplemental Project Report (PR) to document any significant geometric design changes
associated with the project since the original Project Report was approved in 2009. HDR will prepare a Draft
Supplemental PR and submit to Caltrans for review and comment. HDR will work with Caltrans to
address/resolve any comments received on the draft document and will prepare a Final PR. The Final
Supplemental PR will be submitted to Caltrans for approval and signatures.
7.6 Supplemental Fact Sheets
The current proposed design will be eva I uated against the most current 2012 version of the Caltrans
Highway Design Manual and DIB 82-05. The intent of this review will be to determine if any revised design
standards (relative to the 2006 version) affect the design. If any design elements are impacted, these
elements will be tabulated with a detailed explanation as to the reason for the nonstandard design element.
HDR will assess whether design changes can be implemented to meet the current design standards; and if
so, what are the impacts to the overall design and project cost. HDR will determine based upon this
assessment if the impacts of meeting current standards warrant the request for a design exception.
If any new design exceptions are found by the HDR team to be warranted, HDR will present their findings to
Caltrans District 12 staff. If concurrence on the need for any design exceptions is obtained by Caltrans, HDR
will prepare Supplemental Advisory and/or Mandatory Fact Sheets to document these design exceptions
and submit to Caltrans for approval.
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If it is determined by HDR and/or Caltrans that any newly identified nonstandard features can be mitigated
through design changes, HDR will revise the project's design accordingly prior to issuing the 65% submittal.
7.7 Safety Committee Review
HDR will coordinate with Caltrans District 12 staff during the 95% design phase to schedule a District Safety
Committee Review of the 95% plans. Copies of the 95% plans will be submitted to the committee for
review, after which a meeting with the committee will be scheduled to review their comments. After
receiving the memorandum generated by the committee that summarizes their comments, HDR will
generate draft responses which they will share with the committee at the review meeting. After reaching
concurrence on the necessary project changes needed to address their comments, HDR will incorporate
noted modifications to the plans as part of the 100% design phase.
Task 7 Deliverables
• Draft/Final Hydrology and Drainage Report
• Draft/Final Storm Water Data Report
• Draft/Final Water Quality Management Plan
• Final Geotechnical Design Report
• Final Structures Foundation Report
• Final Materials Report
• Environmental Revalidation Forms and documentation
• Resource Agency Permits
• Supplemental Project Report (Draft and Final)
• Draft and Final Mandatory/Advisory Fact Sheets (if needed)
• Safety Committee Review Comment-Response Matrix
8. Prepare Construction File
This task involves the submittal of all project CADD files to the City and the preparation of the Resident
Engineer's file.
8.1 CADD Submittal
At the completion of the project, the CADD files will be submitted to the City in .DWG format on a CD/DVD.
Separate PDF's of each plan sheet and a single PDF of the entire plan set will also be included on the disk.
8.2 RE Binder
The HDR team will be responsible for furnishing the City's designated Resident Engineer (RE) with any
pertinent project data required to administer the construction contract. The information will be compiled
into an RE file, which will include but not be limited to the following items:
•
•
•
Quantity calculations
Environmental mitigation requirements and disposition matrix
R/W easements, descriptions, contracts, and obligations
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• Agreements and permits for construction
• Project cost estimates
• Hydrology/drainage and water quality reports
• Geotechnical and foundation reports
• Contract documents
• Survey data files
• Construction staking cross sections (prepared per Caltrans guidelines)
Task 8 Deliverables
• CD/DVD of CADD files and plan set PDF's
• RE file
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PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this ":-:>1 hday
of ['iC\JtxYlY2£V 2013, by and between the City of San Juan Capistrano (hereinafter referred
to as the "City") and HDR Engineering, Inc. (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant to Prepare Plans,
Specifications, and Cost Estimates (PS&E) for the Ortega Highway (SR-7 4) "City-Segment"
Widening Project from Calle Entradero to East City limits (CIP 14107); 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 the Consultant shall consist of those tasks as
set forth in Exhibit "A", exclusive of Items/Tasks #1, #2, and #4, attached and incorporated
herein by reference. To the extent that there are any conflicts between the provisions
described in Exhibit "A" and those provisions contained within this Agreement, the
provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than June 30, 2015.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $911,013 as
set forth in Exhibit "B," exclusive of Items/Tasks #1, #2, and #4, attached and incorporated
herein by reference.
3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly invoices based on
total services which have been satisfactorily completed for such monthly period. The City
will pay monthly progress payments based on approved invoices in accordance with this
Section. ·
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3.3 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 the City. Invoices shall be addressed as provided for in
Section 16 below.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of the City, and shall obtain no rights to any benefits which accrue to
Agency'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 the 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 the 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. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra 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/or Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed 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 the City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
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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 work, Consultant shall have delivered to City at least one (1)
copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved by
the City in writing.
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.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold
harmless the City and its elective and appointive boards, officers, agents, 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 damages of any nature, including interference
with use of property, arising out of, or in any way connected with the negligence,
recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents,
officers, employees, subcontractors, or independent contractors hired by Consultant in the
performance of the Agreement. The only exception to Consultant's responsibility to protect,
defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful
conduct of the City, or any of its elective or appointive boards, officers, agents, or
3
employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to the
City. Consultant shall not allow any subcontractor to commence work on any subcontract
until all insurance required of the Consultant has also been obtained for the subcontractor.
Insurance required herein shall be provided by 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 an amount not less than one
million dollars per occurrence ($1 ,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
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 an amount not less than one million dollars per occurrence
($1 ,000,000.00).
14.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Workers' 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
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insured endorsement naming City, its officers, employees, agents, and volunteers as
additional insured as respects each of the following: Liability arising out of activities
performed by or on behalf of Consultant, including the insured's general supervision of
Consultant; products and completed operations of Consultant; premises owned, occupied
or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant.
The coverage shall contain no special limitations on the scope of protection afforded City,
its officers, employees, agents, or volunteers.
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 City's General Counsel for certification that the
insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancellation/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 (1 0) 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.
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 shall have the right to terminate this Agreement without cause by giving thirty
(30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by providing
ten ( 1 0) 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 ( 1 0) day cure period.
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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:
To Consultant:
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Khoon Tan, P.E.
HDR Engineering, Inc.
3230 El Camino Real, Suite 200
Irvine, CA 92602
Attn: Camilo Rocha, P.E
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").
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.
Section 20. Counterparts.
This Agreement may be executed by the Parties in counterparts, which counterparts
shall be construed together and have the same affect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and have the same force and effect as if they were original signatures.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
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Final Design and Environmental Approval Services for
Ortega Highway Widening
October 21, 2013
Mr. Khoon Tan, PE
Senior Civil Engineer
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
EXHIBIT "A"
Subject: Scope of Work and Fee Proposal for Final Design and Environmental Approval Services for the
SR 74 (Ortega Highway) Widening Project in the City of San Juan Capsitrano
Dear Mr. Tan:
HDR Engineering, Inc., (HDR) is proud to present this proposal to the City of
San Juan Capistrano (City), to undertake the consultant responsibilities to
complete the PS&E and EIR Revalidation for the SR 74 (Ortega Highway)
Widening Project from Calle Entradero to the eastern City limits.
The City of San Juan Capistrano proposes to widen SR-74 (Ortega Highway)
between Calle Entradero to the easterly City/County line from its existing two-
lane configuration to four lanes with shoulders and a median. This Project was
originally included within the widening project that HDR recently completed
between the City of San Juan Capistrano/Orange County line to east of La Pata
Avenue/Antonio Parkway. However, due to legal actions, the City segment was
CONTACT INFORMATION:
Project Manager
Marc Cooley, PE
Marc.Cooley@hdrinc.com
Principal-in-Charge
Camilo Rocha, PE
Camilo.Rocha@hdrinc.com
3230 El Camino Real, Suite 200
Irvine, CA 92602
Phone{714)730-23go
Fax £714) 73o-z30r';, ''>' ,.p;·,. ; .. ~ .'-·,,
removed from the original project. The improvements proposed are to complete the City segment of the
original project, incorporate mitigation measures resulting from the legal action settlement, and eliminate the
existing bottleneck along SR-74 between I-5/SR 74 Interchange and the City limits. The existing Interstate 5 (I-
5)/SR-74 Interchange is currently being upgraded to increase its capacity and improve operation. This Project
will remove the existing bottleneck, improve mobility, and help SR-74 continue to serve as a vital link between
Orange and Riverside Counties and the primary artery between the new Rancho Mission Viejo Developments
and Interstate 5.
The sincerity and solidity of our claim of being the visionary and technically competent consultant of choice is
supported by more than 90 years of delivering superior engineering and architecture services in both large and
small projects evidenced by peer reviews, industry recognitions and rankings, and satisfied local clients such as
the County of Orange, Orange County Transportation Authority, City of Los Angeles, County of Los Angeles,
Caltrans and others. For our Project team, we have assembled experienced professionals including former
Caltrans engineers and managers possessing the technical and managerial expertise necessary for successful
completion of this Project. Marc Cooley, PE, with proven technical leadership and successful delivery record in
similar street improvement and interchange projects will be the HDR Project Manager. Marc Cooley has over 22
years of experience and has an extensive background in the design, management, and delivery of large highway
improvement projects for local agencies. Marc is a "hands on" project manager who understands what it takes,
from both a technical and procedural standpoint, to deliver a Caltrans PS&E package. Camilo Rocha, PE, will be
EXHIBIT A
Final Design and Environmental Approval Services for
Ortega Highway Widening
the HDR Principal in Charge and will provide organizational support and resources. He will utilize 25 combined
years of experience in Caltrans Project Development, Environmental Planning and Engineering, Permits and
Construction to assist Marc to successfully develop and complete this Project.
Our team members, individually and collectively, have intimate knowledge of this project and its environment,
the requirements for approval and implementation of the project, the utilities impacted and their approval
processes, and the right-of-way impacts and required mitigations. We have studied all available documents,
visited the project site, and are ready to start the Project.
We are ready to complete the City Segment of the SR 74 (Ortega Widening) Project, remove the existing
bottleneck and improve mobility through the SR 74 Corridor. Our Project Manager, Marc Cooley, is available at
(714) 368-5646 or Marc.Cooley@hdrinc.com to discuss the details of our plan of action with you and respond to
your questions.
Thank you for considering our team for this exciting opportunity. We look forward to meeting with you and to
answering any questions that you may have regarding the HDR team, our qualifications, and experience.
Sincerely,
HDR Engineering, Inc.
Thomas T. Kim, PE
Senior Vice President/Southern California Transportation Manager
Final Design and Environmental Approval Services for
Ortega Highway Widening
Introduction and Background
Draft Scope of Services
October 21, 2013
The City of San Juan Capistrano proposes to widen SR-74 (Ortega Highway) between Calle Entradero to the
easterly City limits from its existing two-lane configuration to four lanes with shoulders and a median. SR-74 will
continue to serve as a vital link between Orange and Riverside Counties and will be the primary artery between
the new Rancho Mission Viejo development along SR-74 and Interstate 5. The existing SR-74 interchange at
Interstate 5 is currently being upgraded to increase its capacity and improve operation. The portion of SR-74
between the City limits and Antonio Parkway {upper Ortega) has already been upgraded to a four lane facility
with a median. The improvements proposed as part of this project will eliminate the existing bottleneck along
SR-74 between 1-5 and Antonio Parkway.
In 2006, Rancho Mission Viejo (RMV) contracted with HDR engineering to complete the design and prepare
construction bid documents for the widening SR-74 between Calle Entradero to just east of Antonio Parkway to
support their planned residential development. However, the design work was placed on hold due to a lawsuit
that was filed by the residents of the Hunt Club residential development against the City and Caltrans for the
portion of the project within City limits (Lower Ortega). RMV decided to move forward with the design and
construction of the Upper Ortega segment, with HDR preparing the bid package. Construction of this segment
was completed in 2011. Meanwhile, Caltrans prepared a Project Report and EIR for the segment within City
limits, both of which were approved in 2009.
Based on the lawsuit settlement agreement, the following project features were added to the project to mitigate
traffic, noise, and visual impacts to the community:
• Install traffic signal at SR-74/Hunt Club Drive intersection
• The Hunt Club guardhouse and all associated facilities shall be relocated to create space for queuing
vehicles entering the community from SR-74
• Existing meandering sidewalk located along the north side of SR-74 fronting the Hunt Club
development shall be replaced in kind to the extent possible
• Additional landscape enhancements are to be included along the north side of SR-74 within the
segment fronting the Hunt Club development.
• Rubberized asphalt concrete along the project's roadway footprint.
These additional design features will be incorporated into the construction bid package.
The City has since secured funding from both OCTA and Rancho Mission Viejo to finish final design and
complete the construction bid package (PS&E) for the segment within City limits. Work on the construction bid
package had been advanced to approximately a 50%-65% level of design completion depending on the specific
disciplines.
The following scope of work is for the completion of this construction bid package and includes a revalidation of
the EIR (CEQA) approved in 2009. This PS&E package will be completed in accordance with current Caltrans
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requirements and guidelines, and it is assumed that the construction contract for these improvements will be
advertised, awarded, and administered by the City of San Juan Capistrano.
The following scope of work is structured according to the following 8 major tasks:
1. Project Management, Coordination and Administration
2. Supplemental Surveys and Utility Coordination
3. Prepare Project Plans (Nonstructural)
4. Prepare Project Specifications (Nonstructural)
5. Prepare Engineer's Estimate (Nonstructural)
6. Prepare Structural PS&E for Special Design Retaining Walls
7. Prepare Supporting Reports and Documentation
8. Prepare Construction File
At the direct ion of the City, the following scope of work does not include any bid or construction phase support
services. The in-progress plans developed and put on hold in 2008 will serve as the basis for the completion of
the PS&E package as part of this current contract. In addition to HDR the following subconsultants are
proposed to provide support services as identified below:
• Huitt Zollars: Surveys and mapping
• GMU Geotechnical: Geotechnical reports
• LSA: Supplemental noise studies
As a condition of their development, Rancho Mission Viejo Development Corporation is contributing $450,000
towards the design services included as part of this scope of work. This work will be administered through a
separate contract with RMV and will include all work covered under Tasks 1, 2, and 4 as described below.
Invoices to the City will be prepared to clearly distinguish the amount being separately invoiced to RMV for
these tasks.
Scope of Work
1. Project Management, Coordination and Administration
This task involves all work related to managing the project on behalf of HDR, including the preparation of the
required project initiation documentation, conducting internal and external meetings and coordination, and the
preparation of monthly invoices and progress reports. Hours for Tasks 1.2 and 1.3 are based on an assumed 12
month project schedule.
1.1 Prepare Project Guide
HDR's Project Manager will prepare a Project Guide for this contract, which will outline the following
information related to the work:
•
•
•
•
Scope of work and schedule for task order
Project team and client contact information
Communication Plan
Invoicing requirements and templates
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• Project team roles and responsibilities
• Document control procedures
• quality assurance/control procedures
Included with the Project Guide will be a CPM baseline project schedule, which will be prepared using
Microsoft Project and presented in Gantt chart format. The format will identify the anticipated start/end
dates and durations for each task identified within the scope of work and will identify the critical path.
This document will be distributed to all project team members, the City, and Caltrans and will act as a living
document throughout the life of the contract. It will be updated as necessary to reflect any changes in
protocol or other information included and redistributed.
1.2 Meetings and Coordination
HDR will facilitate all necessary coordination with the City and Caltrans, and other stakeholders to complete
the PS&E. This will include the following meetings:
• Monthly coordination meetings with City staff to review and discuss technical issues, the project
schedule, and financial matters.
• Monthly PDT meetings with Caltrans District 12 staff to review the project status and discuss the
need for technical focused meetings with select functional units.
• Technical focused meeting with Caltrans functional unit staff to discuss and resolve technical issues
related to the project design (12 assumed).
• Additional ad-hoc meetings with other project stakeholders to discuss and resolve technical issues
related to the project design and right of way needs (12 assumed).
• Internal project team meetings will be held on a weekly basis throughout final design to facilitate
interdisciplinary coordination and ensure all disciplines are making progress according to the project
schedule.
The number of meetings identified above will be based upon an 12 month final design schedule.
1.3 Progress Reports and Invoices
Invoices will be generated on a monthly basis in accordance with the City of San Juan Capistrano invoicing
guidelines. Progress reports will be generated to accompany each invoice, which will include the following
information:
• Work completed over the reporting period by task
• Work to be completed over the upcoming reporting period by task
• Progress schedule which will compare the status of each activity against the baseline
• Identification of issues or concerns related to the schedule or budget.
Task l Deliverables
• Project Guide and updates as necessary
• Baseline project schedule updated monthly status schedules
• Meeting agendas, summaries, and presentation materials as appropriate
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• Monthly invoices and progress reports
2. Supplemental Surveys and Utility Coordination
This task includes the identification of any changed conditions within the project limits that would warrant
obtaining supplemental survey information and conducting the necessary survey work. It also involves work
related to updating existing utility mapping (if necessary), the identification of conflicts with privately owned
utilities, and the coordination with the impacted owners to develop relocation strategies and timelines for
construction.
2.1 Supplemental Surveys
Aerial Topographic Mapping:
Aerial mapping was obtained for this project in 2006 based on NVGD29 vertical datum. Current Caltrans
design criteria calls for the mapping to be generated based on NAVD88 datum, which has a differential of
approximately 2.3 feet from NGVD29 datum. Based on this fact and the fact that this mapping is now
approximately 7 years old, Huitt-Zollars (HZ) feels it is important to re-map the roadway based on the
NAVD88 datum. Our scope of work for this includes the following:
A. HZ will establish ground control based on County of Orange bench marks using the NAVD88
vertical datum for vertical control. For horizontal control, HZ will utilize the California Coordinate
System (CCS83), Zone VI, 1983 North American Datum, 1991.35 Epoch Adjustment. Mapping will be
obtained on this grid system and not adjusted to a "ground system". In doing so, over the
approximate one mile of roadway design, the difference is 0.27 +I-feet. We are considering this as
imperceptible for the project and the design of the roadway.
B. HZ will include our sub-consultant (Digital Mapping Inc.,-DMI) to obtain the aerial mapping
photography, and to compile the mapping at 1"=50' scale in accordance with Caltrans mapping
standards. The mapping will be approximately 600 feet wide, 300 feet each side of the roadway and
extend from just west of Calle Entradero to 500 feet east of the City boundary.
C. Along with the mapping, HZ will obtain from our mapping sub-consultant, a color digital
orthophoto of the project at 6" pixel resolution.
D. HZ will utilize the shots obtained below under "Supplemental Topographic Mapping" to verify
mapping accuracy for the product delivered to us from DMI.
Supplemental Topographic Mapping:
Due to the elapsed time since the original mapping was developed, HZ recommends obtaining
supplemental topo to make certain existing conditions are represented accurately. This supplemental topo
will consist of the following:
A. Perform cross sections of the existing roadway from top of curb (or edge of pavement) to top of
curb (or edge of pavement) on an approximate SO' interval. We feel strongly that this should be
done since we are not aware of whether or not there has been any resurfacing in the last 7 years. If
there has been no resurfacing, it will validate existing conditions.
B. 60 hours of additional field time is being included to conduct any additional supplemental surveys
at locations where the existing condition has changed relative to 2006 or additional information is
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Final Design and Environmental Approval Services for
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necessary to complete the design work. HZ is providing a budget amount for this item, based upon
60 hours of field time, utilizing a three person survey crew, 40 hours of office time for a Project
Surveyor to plot the information and 16 hours for the survey manager.
2.2 Utility Research and Coordination
HDR will conduct a field review of the project limits to compare observed existing utility facilities and above
ground appurtenances against the current existing utilities mapping. Any new facilities observed in the field
will be noted on the plans and the owner will be identified.
HDR will prepare notification letters to all utility owners with facilities within the project limits to notify them
of the reactivation of the project, identify the facilities currently identified within the project limits that fall
under their ownership, discuss the final design schedule, and request that they verify the location of their
facilities as shown on the current existing utilities plans. Additional facilities mapping received from utility
owners in response to the notification letters will be cross checked against the existing utilities composite.
The composite will be updated if necessary to reflect any newly constructed facilities.
Once the existing utilities composite has been updated to reflect the current existing condition, facilities in
conflict with the proposed improvements will be identified. Owners with utility conflicts will be notified via
letter; exhibits clearly identifying the conflicts to each owner's facilities will accompany each letter. If any
newly added facilities appear to be in conflict with the proposed construction, potholing may be
recommended to confirm the exact location of selected facilities. This work is excluded from HDR's fee
proposal.
In conjunction with the existing utilities composite, a Utility Matrix will be prepared that will include the
following information:
• Utility ownership, type, location, and depth
• Ownership rights, easements, and franchise agreements
• High or low risk determinations
• Disposition of each utility
• Utility conflicts
• Removal and relocation requirements (lengths and limits)
• Estimated relocation costs
• Reconstruction and adjustments of manholes, hand holes, vaults, and other surface appurtenances
The Utility Matrix will also track the progress and schedule of each impacted utility, including all
correspondence with each owner in order to have the utilities relocated prior to the start of the roadway
construction. Any relocation plans prepared by owners will be obtained and included in the contract bid
documents for reference.
Any utility owner with an impacted facility that must be relocated prior to or during construction will be
issued a "Notice to Relocate" in accordance with City and Caltrans requirements.
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Final Design and Environmental Approval Services for
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HDR will conduct face to face meetings with the individual impacted utility owners at the following
milestones to facilitate the development of mitigation strategies by the owners:
• After the conflict notification letters are sent out, HDR will work with the impacted owners to
schedule one on one meeting to review and discuss the nature of the impact. At these meetings,
HDR will work with the owners at the meetings to establish a reasonable timeline for the
development of a mitigation strategy.
• HDR will meet with the impacted owners after they have developed an initial mitigation strategy. At
this meeting, a timeline for the completion of the detailed plans will be established that ties into the
submittal date for the Right of Way Certification package.
• HDR will conduct status meetings or conference calls with the impacted owners to track the status
of their design work to help ensure that their deadlines for completion are being met.
HDR will prepare/compile the necessary utility relocation information to be included in the Right of Way
Certification Package submitted to Caltrans for approval prior to the issuance of an encroachment permit for
construction.
Task 2 Deliverables
• Supplemental field survey data and updated topographic mapping
• Utility notification letters (initial letters and conflict identification letters)
• Updated existing utilities composite and utility matrix
• Meeting agendas, summaries, and presentation materials
3. Prepare Roadway Plans
This task involves the completion of plans for all elements of the proposed roadway improvements except for
the nonstandard retaining walls, which are covered under Task 6. All plans will be prepared in accordance with
the requirements set forth in the most current versions of the Caltrans Plans Preparation and CADD Manuals and
the PS&E Guide. The plans prepared in 2008 (prior to the project being put on hold and the designs therein) will
be utilized as the basis for reinitiating the design development and plan preparation. The current roadway
designs will be reviewed for conformity with current 2010 Caltrans Design Standards, the recently issued DIB 82-
95 for pedestrian facilities, and other applicable current agency standards. Milestone submittals to both
Caltrans and the City will be made at the 65%, 95%, and 100% design phases. Subtasks will be assigned under
Task 3 for the individual plan preparation for the following disciplines:
General and Roadway/Civil Plans
These plans will include the title sheet, key map, typical sections, layouts, profiles/superelevations, removals,
additional construction details, contour grading, and summary of quantities.
Drainage Plans
These plans will include drainage layouts, profiles, details as needed, and summary of quantities.
Water Pollution Control and Erosion Control Plans
These Water Pollution Control Plans will include layouts depicting proposed temporary construction area
BMP's by stage, while the Erosion Control Plans will depict BMP's installed after construction is complete.
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Utility Plans
These plans will include layout depicting the existing and proposed locations of both underground and
overhead utility facilities within the project limits. Detail sheets will be included as necessary to clearly
depict relocation strategies.
Construction Staging, Traffic Handling, and Detour Plans
These plans will include construction area sign layouts, stage construction layouts, traffic handling layouts
and cross sections for each stage identified, and detour layouts for each stage.
Pavement Delineation Plans
These plans will include layouts depicting the proposed roadway striping and pavement markings.
Sign Plans
These plans will include sign layouts, details, and quantity summaries.
Prepare Lighting, Signal, and Electrical Plans
These plans will include street lighting & sign illumination layouts. A traffic signal plan will be prepared for
the proposed signal at the intersection of SR-74 and Hunt Club Drive.
Standard Retaining Wall Plans (if needed)
These plans will include the designs for any standard Caltrans retaining walls per the 2010 Standard Plans.
No standard retaining walls are included in the current progress plans completed in 2009.
Planting & Irrigation Plans
These plans will include a plant list, planting layouts, irrigation removal plans, irrigation layouts, and a
sprinkler schedule.
Upon receipt of agency review comments after each milestone submittal, HDR will generate responses to
comments utilizing a standard comment-response matrix. The draft responses will be submitted to the
reviewers for review, and workshops will be scheduled with each reviewer to review HDR's responses and reach a
consensus on the nature of the revisions needed to address each comment.
Task 3 Deliverables
• 65%, 95%, 100%, and Final Plan Set
• Response to comment matrices
• Standards review results table
4. Prepare Roadway Specifications
HDR will prepare technical specifications as needed for the roadway items to supplement the 2010 Caltrans
Standard Specifications. Milestone submittals to both Caltrans and the City will be made in conjunction with the
project plans at the 65%, 95%, and 100% design phases. It is assumed that HDR will be responsible for the
preparation of technical specifications only. The remainder of the project specification package will be the
responsibility of the City. The 65% submittal will include unedited Standard Special Provisions to the 2010
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Final Design and Environmental Approval Services for
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Standard Specifications only, while the following submittals will include edited Standard Special Provisions and
any Nonstandard Special Provisions that may be required. It is assumed that the City will be advertising,
awarding, and administering the construction contract and thus will be dictating the format of the project
specifications. Technical specifications will be formatted to match that of the overall specification package but
will written to reference the 2010 Caltrans Standard Specifications and provide the necessary Special Provisions
as needed.
Upon receipt of agency review comments after each milestone submittal, HDR will generate responses to
comments utilizing a standard comment-response matrix. The draft responses will be submitted to the
reviewers for review, and workshops will be scheduled with each reviewer to review HDR's responses and reach a
consensus on the nature of the revisions needed to address each comment.
Task 4 Deliverables
• 65%, 95%, 100%, and Final Technical Specifications
• Response to comment matrices
5. Prepare Engineer's Estimate for Construction
HDR will develop an Engineer's Estimate of the estimated construction cost and include with all milestone
submittals. The estimate will be prepared using either a standard costing template provided by the City, or one
can be developed by HDR. If one is prepared by HDR, it will be submitted to the City for review and approval
prior to developing the estimate. A separate cost estimate for the nonstandard retaining walls will be prepared
as part of Task 6, which will be incorporated into the master estimate prepared as part of this task. The estimate
will be based upon the pay items and quantities identified within the project plans. The cost estimate will list all
pay items and their associated unit cost to calculate a total cost for each. Unit costs will be obtained from
available resources including recent bid data on similar project, and from the 2012 Caltrans Cost Database.
Task 5 Deliverables
• 65%, 95%, 100%, and Final Engineer's Estimates
6. Prepare Structures PS&E
This task involves the completion of plans for all nonstandard retaining walls and sound walls included as part of
the project design. The current design as of 2008 includes five nonstandard retaining walls and three sound
walls for which plans were prepared. In addition, a foundation plan and details will be needed for the relocated
guard shack at the Hunt Club Drive intersection per the lawsuit settlement agreement. All submittals will be
processed through Caltrans Office of Specially Funded Projects (OSFP), and all deliverables for structures within
State right of way will be prepared in accordance with the latest edition of he OSFP Information and Procedures
Guide. Unchecked and Checked Structures Submittals to OSFP are assumed as part of this scope of work per
OSFP guidelines. Type Selection Approval for the nonstandard walls was obtained by Caltrans as part of an
earlier project phase.
6.1 65% Structures Unchecked Details Submittal
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Final Design and Environmental Approval Services for
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The current wall plans will be reviewed and compared against the most current Caltrans structural design
standards and seismic design criteria to determine if any design changes are needed to comply with current
requirements. If any are identified, they will be tabulated and presented to the City and Caltrans for review
and concurrence. These findings will be documented within a technical memorandum that will be submitted
to Caltrans and the City for review and concurrence.
Once concurrence is obtained, the designs will be modified accordingly and advanced to a 65% level of
design completion in preparation for the Structures Unchecked Details Submittal to Caltrans Structures. A
copy of the Draft Foundation Report will be included with the plans as part of this submittal. No special
provisions will be included as part of this submittal in accordance with OSFP guidelines.
6.2 Structures PS&E
The structures PS&E package will be submitted in a series of three milestone submittals to OSFP staff in
accordance procedures; which include an initial (90%), intermediate (100%), and final submittal. HDR will
prepare all structural design calculations, independent check structural calculations, plans, specifications, and
estimate in accordance with the latest edition of the OSFP Information and Procedures Guide.
The retaining and sound walls will be designed in accordance with the applicable provisions of the most
current versions of the following Caltrans manuals:
• AASHTO LRFD Bridge Design Specifications
• Caltrans Bridge Memos to Designers
• Caltrans Bridge Design Aids
A complete bound set of the structural design calculations will be packaged and submitted to Caltrans OSFP
for review as required in the OSFP Information and Procedures Guide with each Structures PS&E Submittal.
Wall designs will be independently checked by a California registered civil engineer experienced in retaining
wall design in accordance with the applicable Caltrans manuals. The independent check calculations will
include all analysis and computations that are necessary to independently check all aspects of the design
shown on the draft structure plans. Results from the independent check calculations will be compared with
the design, and any discrepancies will be resolved between the designer and checker and the resolutions
documented in the calculations.
A complete bound set of the independent check structural design calculations will be packaged and
submitted to Caltrans OSFP for review as required in the OSFP Information and Procedures Guide with each
Structures PS&E submittal.
Plans
HDR will prepare the structures plan in conformance with the detailing and formatting standards contained
within the Caltrans Plans Preparation Manual and the Bridge Design Details Manual. The plans will be
prepared using the most current Caltrans standards, including the most current Caltrans-formatted border
sheets, Standard Detail Sheets (XS sheets), and Standard Plans. HDR will submit reduced size paper plans
except as part of the final submittal when a full size set of structure plans is required for the OSFP Liaison
Engineer to sign for approval.
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Specifications
HDR will prepare the Structures Special Provisions in accordance with the Caltrans Ready to List and
Construction Contract Award Guide. The Structures Special Provisions will be consist of the most current
versions of the Caltrans Standard Special Provisions (SSP's) edited to suit the specific requirements of the
project. The SSP's will include a thorough description and the method of measurement and payment for
each bid item.
Estimate
Upon completion and resolution of the independent check structural design calculations, HDR will prepare
structure quantity calculations and engineer's estimate of the structures cost and submit the engineer's
estimate as part of the PS&E package at each milestone submittal. Preparation of these documents will
conform to the requirements on the Bridge Design Aids Manual and Ready-to-List and Construction
Contract Award Guide (RTL Guide).
Task 6 Deliverables
• Design standards conformation technical memorandum
• Structural design calculations
• Independent check structural design calculations
• Structures plans (65%, initial, intermediate, and final submittals)
• Structures Special Provisions (initial, intermediate, and final submittals)
• Structures quantity calculations and engineer's estimate
7. Prepare Supporting Reports and Documentation
This task involves the preparation of reports and additional supporting documentation needed to facilitate
design and approval of the PS&E package by Cal trans. Included as part of this task is the revalidation of the
Final project EIR prepared by Caltrans and approved in 2009.
7.1 Drainage and Storm Water Reports
Hydrology and Drainage Report
HDR will perform a hydrology study of the project under pre-and post-project conditions. The study will
delineate watersheds for project areas tributary to the project limits along SR-74 and will compute flow rates
to existing and proposed on-site storm drain inlets. The hydrology study will consist of Rational Method
analysis performed in accordance with the Orange County Hydrology Manual. On-site drains collecting
runoff from at-grade areas will be analyzed for a 25-year return frequency storm event.
HDR will prepare a hydrology and drainage report to present a narrative of the hydrologic and hydraulic
assumptions, analyses, and designs required for the proposed improvements. The design report will include
summary tables of pre-and post-project condition hydrologic and hydraulic analyses of sub-catchments
and storm water conveyances along SR-74. The report will present the design flow rates, proposed inlet
geometries, and hydraulic grade lines. The engineering calculations relevant to the hydrologic analysis and
hydraulic design of the proposed drainage improvements and a set of 65% drainage improvement plans will
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Final Design and Environmental Approval Services for
Ortega Highway Widening
be included in the report appendices. The design of any facilities within the Caltrans right of way will be
conducted in accordance with the Caltrans standards as defined in Chapter 830 of the Highway Design
Manual. Improvements within City right of way will be designed to City standards, as defined by the Orange
County Local Drainage Manual and subsequent City modifications. In the event of a conflict between the
two standards, the more conservative will be applied and noted within the design calculations.
Storm Water Data Report
HDR will prepare a water quality evaluation in accordance with the most current edition of the Caltrans
Storm Water Quality Handbook, Regional Water Quality Control Board (RWQCB}, and City criteria for project
areas within State right of way. The water quality evaluation will be used to identify interim construction
period and permanent water quality Best Management Practices (BMP's) required for compliance with the
National Pollution Discharge Elimination System (NPDES). Selection of BMP's will be based upon the
recommendations of the Storm Water Data Report, treatment effectiveness, cost and right of way
considerations, ease of maintenance, and other relevant factors. Construction period BMP's will be
identified on project plans at sufficient detail to provide for quantity and cost estimates. Permanent post
construction BMP's will be incorporated into the project design to demonstrate their viability and
compatibility with other project features. A discussion of permanent post-construction BMP's will be
included in the SWDR in accordance with Caltrans criteria that will define water quality design issues, erosion
control, and BMP measures. The SWDR will demonstrate compliance with RWQCB requirements, will include
construction cost estimates, and will describe maintenance requirements of the facilities.
The SWDR will consider and provide recommendations for BMP implementation during construction
activities. BMP's will be specified to safeguard water quality due to construction site runoff. BMP
recommendations will conform to the latest edition of the Caltrans Storm Water Quality Handbook,
Construction Site BMP Manual. The construction phase BMP's will be depicted on project plans and will
constitute the Storm Water Pollution Prevention Plan for construction in areas within State right of way.
A draft of the PS&E SWDR will be submitted as part of the 65% milestone submittal. Any comments received
as part of the agency review of the draft document will be addressed during the 95% design phase. The
report will be revised to address the comments, and the final version will be submitted as part of the 95%
milestone submittal.
Water Quality Management Plan
As required by the City, a project specific Water Quality Management Plan (WQMP) will be prepared in
accordance with NPDES and San Diego Regional Water Quality Control Board criteria. The WQMP will
identify BMP's for the management of storm water runoff water quality. While the WQMP will address areas
outside of Caltrans right of way, the contents of the WQMP will integrate with the SWDR as prepared in
accordance with Caltrans criteria in order to address all sources of runoff within the project area.
7.2 Geotechnical and Foundation Reports
A geotechnical report was prepared for the project by GMU Geotechnical Inc. in 2007. This report provided
all necessary design recommendations for grading, slopes, pavement structural sections, and wall
foundations needed to complete the PS&E package. A draft report was submitted to Caltrans. Comments
Page 11
Final Design and Environmental Approval Services for
Ortega Highway Widening
were provided, and the report was updated to include the responses to comments and to include the
necessary document revisions to address the comments received.
It is envisioned that as part of this upcoming phase, the report will need to be amended as necessary to
comply with current seismic design requirements and other new applicable Caltrans standards and
guidelines. The report will be updated as necessary by GMU and submitted to Caltrans for review and
comment. GMU will prepare responses to comments and coordinate with Caltrans to reach a resolution to
all comments received. The report will b updated as necessary to address the comments, and a final version
will be submitted to Caltrans for approval.
7.3 Environmental Documentation and Permitting
The project EIR prepared by Caltrans was approved in November, 2009. Since it's been over three years
since the EIR was approved and the lawsuit settlement mitigation elements added, a revalidation of the
document will be required. Assuming the project footprint/parameters do not change relative to what was
assumed in the approved EIR, it is likely that Caltrans will only require the preparation of a Revalidation
Form. It is assumed for this scope that HDR will be responsible for preparing the necessary revalidation
documentation and obtaining Cal trans approval. This scope of work applies to the revalidation of the CEQA
document only (Environmental Impact Report).
7.3.1 Project Description Update/Modification
HDR environmental staff will coordinate with the engineering team to prepare an updated Project
Description that reflects the updates to the project. This task will involve utilizing "Chapter 1 Proposed
Project" from the currently certified EIR, and updating, if necessary, in strikeout/underline format any
changes to the project as part of the current design efforts. If no changes to the project have occurred,
this task will also demonstrate that fact, which is an important component of the revalidation criteria.
7.3.2 Review Certified EIR (Including Technical Studies)
HDR environmental staff will conduct a detailed review of the certified EIR to determine whether any
changes in the environmental setting or circumstances (e.g., new law or regulation), or project
description (if applicable) would affect the existing environmental analysis within the EIR.
7.3.3 Prepare Exhibit 6-G NEPA/CEQA Revalidation Form (local Assistance Procedures Manual)
HDR will prepare "Exhibit 6-G NEPA/CEQA Revalidation Form" from the Local Assistance Procedures
Manual including "continuation sheets" as necessary to justify the revalidation of the previously certified
EIR. We anticipate this work product to be reviewed once by City staff, with a round of revisions, and
then submittal to Caltrans environmental staff for review/comment. For purposes of this scope of work,
we anticipate one round of revisions based on Caltrans review/comment.
7.3.4 Update Noise Analysis
LSA will prepare a written letter on behalf of the California Department of Transportation (Caltrans) to
notify residences located at the Hunt Club of the noise study prior to the commencement of the work.
LSA will also prepare a revised technical noise impact analysis addendum to revalidate the July 8, 2008
Final Technical Noise Impact Analysis Report Addendum for the SR-74 from Calle Entradero to 0.43
Page 12
Final Design and Environmental Approval Services for
Ortega Highway Widening
kilometers East of La Pata Avenue project. The noise impact analysis will follow the August 2006 Caltrans
Traffic Noise Analysis Protocol to address traffic noise impacts within the project limits.
Ambient noise level measurements will be conducted to establish the existing noise environment at
representative noise-sensitive land uses located north of SR-74 (Ortega Highway) between Calle
Entradero and Hunt Club Drive. Short-term (10-minute) noise level measurements will be made at up to
3 locations with concurrent traffic counts to document the existing noise environment and to calibrate
the traffic noise model. Observations of other noise sources, existing barriers, terrains, building heights,
and other site specific information will be noted during each measurement period.
To be consistent with the previously approved noise impact analysis, the SOUND32 noise prediction
model will be used to evaluate the traffic noise levels associated with the Existing, Future No Build, and
one build Alternative. The model input data will include updated existing and future peak-hour traffic
volumes and updated vehicle mix (automobile, medium trucks, and heavy trucks). Previously assumed
vehicle speeds, ground attenuation factors, and roadway configurations will remain the same.
Noise abatement measures (sound barriers) designed to reduce long-term traffic noise impacts by 5
dBA or more, as required to be feasible, will be evaluated. Worksheets A and B with a base allowance of
$36,000 to calculate the reasonable allowance for each barrier height will be completed consistent to the
July 8, 2008 Final Technical Noise Impact Analysis Report Addendum. Also, a reasonableness analysis will
be conducted by comparing the estimated noise barrier construction cost of the sound barrier to the
reasonable allowance for each barrier height.
The revised technical noise impact analysis addendum will update the traffic noise levels and noise
abatement measures in the July 8, 2008 Final Technical Noise Impact Analysis Report Addendum.
7.3.5 Meetings/Coordination
HDR environmental staff will meet and/or coordinate with the project team, City and Caltrans as needed
to complete the revalidation process.
7.3.6 Permitting
HDR will also prepare the necessary resource agency permits needed for construction as identified in the
approved EIR. These include:
• US Army Corps of Engineers-Section 404 Permit
• California Department of Fish and Game-Section 1602 Permit
• Regional Water Quality Control Board -Section 401 Water Quality Certification and National
Pollutant Discharge Elimination System (NPDES) Permit
• San of San Juan Capistrano-Tree Removal Permit
These permits will be prepared and submitted to the resource agencies for approval. HDR will
coordinate with the agencies as necessary to address their comments and concerns regarding the
project to facilitate permit approval. This task does not include costs associated with acquisition of
mitigation credits or costs associated with compensatory mitigation.
Page 13
Final Design and Environmental Approval Services for
Ortega Highway Widening
7.4 Transportation Management Plan
HDR will prepare the Draft and Final Transportation Management Plan (TMP) in accordance with current
Caltrans procedures and Guidelines. The TMP will identify specific measures that can be taken by the City
during construction to reduce impacts due to construction on the traveling public and to provide travel
through and around the work area. These may include:
• Public awareness campaign
• Properly signed detours or alternative routes
• Fixed and portable changeable message signs
• Traffic signal modifications
• Traffic Management Center coordination
• Traffic Management Team coordination
• Freeway service patrol
• Coordination with local agencies during construction closures
• Advanced Traffic Management Systems (ATMS)
• Coordination with emergency services (police, fire, paramedics, etc.) during construction closures
The Draft TMP will be submitted to Caltrans and the City for review and comment in conjunction with the
65% submittal package. HDR will meet with Caltrans and the City to resolve any comments received, and
the document will be revised accordingly. The Final TMP will be submitted for review and approval as part
of the 95% submittal package.
7.5 Supplemental Project Report
HDR will prepare a Supplemental Project Report (PR) to document any significant geometric design changes
associated with the project since the original Project Report was approved in 2009. HDR will prepare a Draft
Supplemental PR and submit to Caltrans for review and comment. HDR will work with Caltrans to
address/resolve any comments received on the draft document and will prepare a Final PR. The Final
Supplemental PR will be submitted to Caltrans for approval and signatures.
7.6 Supplemental Fact Sheets
The current proposed design will be eva I uated against the most current 2012 version of the Caltrans
Highway Design Manual and DIB 82-05. The intent of this review will be to determine if any revised design
standards (relative to the 2006 version) affect the design. If any design elements are impacted, these
elements will be tabulated with a detailed explanation as to the reason for the nonstandard design element.
HDR will assess whether design changes can be implemented to meet the current design standards; and if
so, what are the impacts to the overall design and project cost. HDR will determine based upon this
assessment if the impacts of meeting current standards warrant the request for a design exception.
If any new design exceptions are found by the HDR team to be warranted, HDR will present their findings to
Caltrans District 12 staff. If concurrence on the need for any design exceptions is obtained by Caltrans, HDR
will prepare Supplemental Advisory and/or Mandatory Fact Sheets to document these design exceptions
and submit to Caltrans for approval.
Page 14
Final Design and Environmental Approval Services for
Ortega Highway Widening
If it is determined by HDR and/or Caltrans that any newly identified nonstandard features can be mitigated
through design changes, HDR will revise the project's design accordingly prior to issuing the 65% submittal.
7.7 Safety Committee Review
HDR will coordinate with Caltrans District 12 staff during the 95% design phase to schedule a District Safety
Committee Review of the 95% plans. Copies of the 95% plans will be submitted to the committee for
review, after which a meeting with the committee will be scheduled to review their comments. After
receiving the memorandum generated by the committee that summarizes their comments, HDR will
generate draft responses which they will share with the committee at the review meeting. After reaching
concurrence on the necessary project changes needed to address their comments, HDR will incorporate
noted modifications to the plans as part of the 100% design phase.
Task 7 Deliverables
• Draft/Final Hydrology and Drainage Report
• Draft/Final Storm Water Data Report
• Draft/Final Water Quality Management Plan
• Final Geotechnical Design Report
• Final Structures Foundation Report
• Final Materials Report
• Environmental Revalidation Forms and documentation
• Resource Agency Permits
• Supplemental Project Report (Draft and Final)
• Draft and Final Mandatory/Advisory Fact Sheets (if needed)
• Safety Committee Review Comment-Response Matrix
8. Prepare Construction File
This task involves the submittal of all project CADD files to the City and the preparation of the Resident
Engineer's file.
8.1 CADD Submittal
At the completion of the project, the CADD files will be submitted to the City in .DWG format on a CD/DVD.
Separate PDF's of each plan sheet and a single PDF of the entire plan set will also be included on the disk.
8.2 RE Binder
The HDR team will be responsible for furnishing the City's designated Resident Engineer (RE) with any
pertinent project data required to administer the construction contract. The information will be compiled
into an RE file, which will include but not be limited to the following items:
•
•
•
Quantity calculations
Environmental mitigation requirements and disposition matrix
R/W easements, descriptions, contracts, and obligations
Page 15
Final Design and Environmental Approval Services for
Ortega Highway Widening
• Agreements and permits for construction
• Project cost estimates
• Hydrology/drainage and water quality reports
• Geotechnical and foundation reports
• Contract documents
• Survey data files
• Construction staking cross sections (prepared per Caltrans guidelines)
Task 8 Deliverables
• CD/DVD of CADD files and plan set PDF's
• RE file
Page 16
apistrano
ort
11/5/2013
014
TO: Karen P. Brust, City ~n t.
FROM: Keith Van Der Maaten, P. ., ublic Works and Utilities Directo~
Prepared by: Khoon Tan, P.E., Senior Civil Engineer K-7.
DATE: November 5, 2013
SUBJECT: Consideration of Approval of a Personal Services Agreement to Prepare
Plans, Specifications and Cost Estimates; and a Resolution Authorizing an
Application for Funds in the Orange County Transportation Authority's
Fiscal Year 2014-2015 "Call for Projects" for the Ortega Highway (SR-74)
"City-Segment" Widening Project (CIP 14107) (HDR Engineering, Inc.)
RECOMMENDATION:
By motion,
1. Approve a Personal Services Agreement with HDR Engineering, Inc. for
$911,013 to prepare Plans, Specifications, and Cost Estimates for the Ortega
Highway (SR-74) "City-Segment" Widening Project; and,
2. Adopt a Resolution authorizing submission of an application for grant funds in the
Orange County Transportation Authority "Call for Projects" to fund the project's
right-of-way phase of work.
EXECUTIVE SUMMARY:
Funding to perform engineering design for the Ortega Highway (SR-74) "City-Segment"
Widening Project in the amount of $1.5 million has been secured through grant funds
from the Orange County Transportation Authority ($1 ,050,000), and corresponding
developer match funds from Rancho Mission Viejo, LLC ($450,000) via a Funding
Assistance Agreement that was approved by City Council at the October 15, 2013,
meeting. Staff is recommending the approval of a Personal Services Agreement with
HDR Engineering, Inc. to obligate the grant funds with the Orange County
Transportation Authority for the engineering phase and to initiate project design. Staff
has also prepared and submitted a grant application to the Orange County
Transportation Authority recently to fund the right-of-way phase of work which is
programmed for Fiscal Year 2014-2015. A Resolution authorizing the submission of an
City Council Agenda Report
November 5, 2013
Page 2 of 4
application for grant funds for this project was previously approved by the City Council
on February 5, 2013, to fund engineering design. Adoption of a separate Resolution
(provided herein as Attachment 2) will reaffirm and formalize the City Council's
authorization with the Orange County Transportation Authority for the submission of this
grant funding application to secure right-of-way funds.
DISCUSSION/ANALYSIS:
The $1.5 million secured through a grant from Orange County Transportation Authority
and corresponding developer match funds from Rancho Mission Viejo, LLC will provide
for engineering design and re-validation of the Environmental Impact Report for the
Ortega Highway (SR 74) "City-Segment" Widening Project from Calle Entradero to the
east City limits. This segment of roadway (approximately 0.9 miles in length) was
previously excluded from the recently completed Ortega Highway (SR-74) Widening
Project by the California Department of Transportation which constructed only the
"County-portion" of roadway widening from the east City limits to Antonio Parkway I La
Pata Avenue. HDR Engineering, Inc. was the firm responsible for preparing
engineering plans and documents for both the "City-segment" and the "County-portion"
of the original Ortega Highway Widening Project. Engineering documents for the "City-
segment" were previously performed to approximately the sixty-five percent level of
completion prior to the exclusion of work from the original project scope by the
California Department of Transportation. Contract award to HDR Engineering, Inc. is
recommended since the required project-specific services are only available from one
responsible source, and would allow for continued and unimpeded development of the
engineering documents to completion. Considerations for open competition/competitive
bidding to any other source would result in substantial duplication of work, unacceptable
delays, and result in unnecessary costs that cannot be recovered through competition.
Also, the existence of limited rights in data makes the required project-specific services
available from only one source.
Staff has prepared and submitted a separate grant application recently to fund the right-
of-way phase of work for the Ortega Highway (SR 7 4) "City-Segment" Widening Project,
in response to the Orange County Transportation Authority's Comprehensive
Transportation Funding Program "Call for Projects" for Fiscal Year 2014-2015. Staff is
coordinating with the County of Orange for grant match funds. Per the Comprehensive
Transportation Funding Program guidelines, a Resolution to authorize the submission of
application for grant funds is required in order to formalize the funding request. Funding
for the construction phase will be pursued by staff through future "Call for Projects"
under the Comprehensive Transportation Funding Program. Additional funds for project
construction in the amount of $10 million for Fiscal Year 2017-2018 will also be sought
by the California Department of Transportation through the submission of the
Interregional Transportation Improvement Plan (ITIP), as part of the State
Transportation Improvement Program (STIP) to the California Transportation
Commission for consideration of program adoption. The Interregional Transportation
Improvement Plan fund programming for this project would be for Fiscal Year 2017-
2018.
City Council Agenda Report
November 5, 2013
Page 3 of 4
FISCAL IMPACT:
The total cost to perform engineering design is $1,361,018. The City's portion is
$911,013 which is paid for through the grant funding by the Orange County
Transportation Authority. The remainder amount of $450,005 is paid for by Rancho
Mission Viejo, LLC through the Funding Assistance Agreement that was approved by
the City Council at the October 15, 2013, meeting. The funding provided by the Rancho
Mission Viejo, LLC will fulfill the City's obligation to provide matching funds for the
project as required by the Orange County Transportation Authority's Comprehensive
Transportation Funding Program guidelines. Rancho Mission Viejo, LLC will issue a
contract directly with HDR Engineering, Inc., for the amount of $450,005. Additionally,
the Orange County Transportation Authority grant provides for up to ten percent (10%)
of the engineering design contract cost, which is $136,101.80, for the City's
administration and management of the design portion of the project. This brings the
total eligible cost of the design portion of this project up to $1,497,119.80 to be funded
from the $1.5 million grant.
Funding for the right-of-way phase of this project is contingent upon the Orange County
Transportation Authority's approval of grant funds in the amount of $3,480,000, and
associated matching funds of $2,320,000 from the County of Orange. No local funding
by the City is programmed for the project, inclusive of the engineering and the right-of-
way phases.
ENVIRONMENTAL IMPACT:
The Final Environmental Impact Report (Final EIR) was previously completed in 2009,
in compliance with the California Environmental Quality Act as part of the previously
completed Ortega Highway (SR-74) "County-Portion" Widening Project from the east
City limits to Antonio Parkway I La Pata Avenue. The Environmental Impact Report
shall be re-validated as part of the project design effort by HDR Engineering, Inc.
PRIOR CITY COUNCIL REVIEW:
• On February 5, 2013, the City Council adopted a Resolution authorizing submission
of an application for grant funds (for engineering design) in the Orange County
Transportation Authority "Call for Projects" for the Ortega Highway (SR 74) "City-
Segment" Widening Project from Calle Entradero to East City Limits.
• On October 15, 2013, the City Council approved a Funding Assistance Agreement
with Rancho Mission Viejo, LLC to secure developer matching funds in the amount
of $450,000 for engineering design for the Ortega Highway (SR 74) "City-Segment"
Widening Project.
City Council Agenda Report
November 5, 2013
Page 4 of 4
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
Not applicable.
NOTIFICATION:
Kurt Brotcke (Orange County Transportation Authority)
Jeff Thompson (Rancho Mission Viejo)
Harry Persaud (Orange County Public Works)
Camilo Rocha, P.E. (HDR Engineering, Inc.)
James Pinheiro (California Department of Transportation)
Lennie DeCaro
ATTACHMENT(S):
Attachment 1 -Location Map
Attachment 2 -Resolution
Attachment 3 -Personal Services Agreement
Enclosure 1 -Overview of the Ortega Highway City-Segment Widening Project
THE CITY OF
SAN JUAN CAPISTRANO
N
A
LOCATION MAP
0 3000 6000 9000 Feet
~~~iiiiiiiiiiiiiiiiiiiiil!!~~
Attachment 1
RESOLUTION No. 13-11-05-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN
CAPISTRANO, CALIFORNIA, APPROVING THE SUBMITTAL OF A
TRANSPORTATION IMPROVEMENT PROJECT TO THE ORANGE COUNTY
TRANSPORTATION AUTHORITY FOR FUNDING UNDER THE
COMPREHENSIVE TRANSPORTATION PROGRAM (ORTEGA HIGHWAY
"CITY-SEGMENT" WIDENING PROJECT)
WHEREAS, the City of San Juan Capistrano desires to implement the
transportation improvement project listed below; and,
WHEREAS, the City of San Juan Capistrano has been declared by the Orange
County Transportation Authority to meet the eligibility requirements to receive Measure M
"turnback" funds; and,
WHEREAS, the City's Circulation Element is consistent with the County of
Orange Master Plan of Arterial Highways; and,
WHEREAS, the City of San Juan Capistrano will provide matching funds for the
project as required by the Orange County Comprehensive Transportation Funding Programs
Guidelines; and,
WHEREAS, the Orange County Transportation Authority intends to allocate
funds for transportation improvement projects within the incorporated cities and the County;
and,
WHEREAS, the City of San Juan Capistrano will not use Measure M funds to
supplant Developer Fees or other commitments; and,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Juan
Capistrano hereby requests the Orange County Transportation Authority allocate funds in the
amounts specified in the City's application to said City from the Comprehensive Transportation
Programs. Said funds shall be matched by funds from said City as required and shall be used
as supplemental funding to aid the City in the improvement of the following transportation
improvement project;
Ortega Highway (SR-74) "City-Segment" Widening Project
(From Calle Entradero to East City Limits)
PASSED, APPROVED, AND ADOPTED this 5th day of November 2013.
John Taylor, Mayor
ATTEST:
Maria Morris, City Clerk
AITACHMENT2
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this __ day
of 2013, by and between the City of San Juan Capistrano (hereinafter
referred to as the "City") and HDR Engineering, Inc. (hereinafter referred to as the
"Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant to Prepare Plans,
Specifications, and Cost Estimates (PS&E) for the Ortega Highway (SR-74) "City-Segment"
Widening Project from Calle Entradero to East City limits (CIP 141 07); 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 the Consultant shall consist of those tasks as
set forth in Exhibit "A", exclusive of Items/Tasks #1, #2, and #4, attached and incorporated
herein by reference. To the extent that there are any conflicts between the provisions
described in Exhibit "A" and those provisions contained within this Agreement, the
provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than June 30, 2015.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $911 ,013 as
set forth in Exhibit "8," exclusive of Items/Tasks #1, #2, and #4, attached and incorporated
herein by reference.
3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly invoices based on
total services which have been satisfactorily completed for such monthly period. The City
will pay monthly progress payments based on approved invoices in accordance with this
Section.
1
ATTACHMENT 3
3.3 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 the City. Invoices shall be addressed as provided for in
Section 16 below.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of the City, and shall obtain no rights to any benefits which accrue to
Agency'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 the 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 the 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. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra 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/or Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed 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 the City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
2
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 work, Consultant shall have delivered to City at least one
(1) copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved
by the City in writing.
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.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and
hold harmless the City and its elective and appointive boards, officers, agents, 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 damages of any nature,
including interference with use of property, arising out of, or in any way connected with the
negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's
agents, officers, employees, subcontractors, or independent contractors hired by
Consultant in the performance of the Agreement. The only exception to Consultant's
responsibility to protect, defend, and hold harmless the City, is due to the negligence,
3
recklessness and/or wrongful conduct of the City, or any of its elective or appointive
boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to
the City. Consultant shall not allow any subcontractor to commence work on any
subcontract until all insurance required of the Consultant has also been obtained for the
subcontractor. Insurance required herein shall be provided by 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 an amount not less than one
million dollars per occurrence ($1 ,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
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 an amount not less than one million dollars per occurrence
($1 ,000,000.00).
14.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Workers' Compensation Employer's Liability Insurance in the statutory amount as required
by state law.
14.4 Proof of Insurance Requirements/Endorsement.
4
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 naming City, its officers, employees, agents, and
volunteers as additional insured as respects each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed
by Consultant. The coverage shall contain no special limitations on the scope of protection
afforded City, its officers, employees, agents, or volunteers.
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 City's General Counsel for certification that the
insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancellation/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.
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 shall have the right to terminate this Agreement without cause by giving thirty
(30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by providing
ten (1 0) 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 (1 0) day cure period.
5
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:
To Consultant:
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Khoon Tan, P.E.
HDR Engineering, Inc.
3230 El Camino Real, Suite 200
Irvine, CA 92602
Attn: Camilo Rocha, P.E
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").
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.
Section 20. Counterparts.
This Agreement may be executed by the Parties in counterparts, which counterparts
shall be construed together and have the same affect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and have the same force and effect as if they were original signatures.
6
IN WITNESS WHEREOF. the parties hereto have executed this Agreement.
ATIEST:
Maria Morris, City Clerk
APPROVED AS TO FORM:
Hans Van Ligten, City Attorney
CITY OF SAN JUAN CAPISTRANO
By: ______________________ __
John Taylor, Mayor
CONSU2---.~
By:~-~~~~--~~~~~~-
Thomas T. Kim, Senior Vice President
HDR Engineering, Inc.
7
Final Design and Environmental Approval Services for
Ortega Highway Widening
October 21, 2013
Mr. Khoon Tan, PE
Senior Civil Engineer
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
EXHIBIT "A"
Subject: Scope of Work and Fee Proposal for Final Design and Environmental Approval Services for the
SR 74 (Ortega Highway) Widening Project in the City of San Juan Capsitrano
Dear Mr. Tan:
HDR Engineering, Inc., (HDR) is proud to present this proposal to the City of
San Juan Capistrano (City), to undertake the consultant responsibilities to
complete the PS&E and EIR Revalidation for the SR 74 (Ortega Highway)
Widening Project from Calle Entradero to the eastern City limits.
The City of San Juan Capistrano proposes to widen SR-74 (Ortega Highway)
between Calle Entradero to the easterly City/County line from its existing two-
lane configuration to four lanes with shoulders and a median. This Project was
originally included within the widening project that HDR recently completed
between the City of San Juan Capistrano/Orange County line to east of La Pata
Avenue/Antonio Parkway. However, due to legal actions, the City segment was
CONTACT INFORMATION:
Project Manager
Marc Cooley, PE
Marc.Cooley@hdrinc.com
Principal-in-Charge
Camilo Rocha, PE
Camilo.Rocha@hdrinc.com
3230 El Camino Real, Suite 200
lrvjoei CA 92602
... ~ho~ f7i4}<739-i%OQ
:f,~~~:i~4~~~~;k>.· h •••
removed from the original project. The improvements proposed are to complete the City segment of the
original project, incorporate mitigation measures resulting from the legal action settlement, and eliminate the
existing bottleneck along SR-74 between I-5/SR 74 Interchange and the City limits. The existing Interstate 5 (I-
5)/SR-74 Interchange is currently being upgraded to increase its capacity and improve operation. This Project
will remove the existing bottleneck, improve mobility, and help SR-74 continue to serve as a vital link between
Orange and Riverside Counties and the primary artery between the new Rancho Mission Viejo Developments
and Interstate 5.
The sincerity and solidity of our claim of being the visionary and technically competent consultant of choice is
supported by more than 90 years of delivering superior engineering and architecture services in both large and
small projects evidenced by peer reviews, industry recognitions and rankings, and satisfied local clients such as
the County of Orange, Orange County Transportation Authority, City of Los Angeles, County of Los Angeles,
Cal trans and others. For our Project team, we have assembled experienced professionals including former
Caltrans engineers and managers possessing the technical and managerial expertise necessary for successful
completion of this Project. Marc Cooley, PE, with proven technical leadership and successful delivery record in
similar street improvement and interchange projects will be the HDR Project Manager. Marc Cooley has over 22
years of experience and has an extensive background in the design, management. and delivery of large highway
improvement projects for local agencies. Marc is a "hands on" project manager who understands what it takes,
from both a technical and procedural standpoint, to deliver a Caltrans PS&E package. Camilo Rocha, PE, will be
Final Design and Environmental Approval Services for
Ortega Highway Widening
the HDR Principal in Charge and will provide organizational support and resources. He will utilize 25 combined
years of experience in Caltrans Project Development, Environmental Planning and Engineering, Permits and
Construction to assist Marc to successfully develop and complete this Project.
Our team members, individually and collectively, have intimate knowledge of this project and its environment,
the requirements for approval and implementation of the project, the utilities impacted and their approval
processes, and the right-of-way impacts and required mitigations. We have studied all available documents,
visited the project site, and are ready to start the Project.
We are ready to complete the City Segment of the SR 74 (Ortega Widening) Project remove the existing
bottleneck and improve mobility through the SR 74 Corridor. Our Project Manager, Marc Cooley, is available at
(714) 368-5646 or Marc.Cooley@hdrinc.com to discuss the details of our plan of action with you and respond to
your questions.
Thank you for considering our team for this exciting opportunity. We look forward to meeting with you and to
answering any questions that you may have regarding the HDR team, our qualifications, and experience.
Sincerely,
HDR Engineering, Inc.
Thomas T. Kim, PE
Senior Vice President/Southern California Transportation Manager
Final Design and Environmental Approval Services for
Ortega Highway Widening
Introduction and Background
Draft Scope of Services
October 21, 2013
The City of San Juan Capistrano proposes to widen SR-74 (Ortega Highway) between Calle Entradero to the
easterly City limits from its existing two-lane configuration to four lanes with shoulders and a median. SR-74 will
continue to serve as a vital link between Orange and Riverside Counties and will be the primary artery between
the new Rancho Mission Viejo development along SR-74 and Interstate 5. The existing SR-74 interchange at
Interstate 5 is currently being upgraded to increase its capacity and improve operation. The portion of SR-74
between the City limits and Antonio Parkway (upper Ortega) has already been upgraded to a four lane facility
with a median. The improvements proposed as part of this project will eliminate the existing bottleneck along
SR-74 between I-5 and Antonio Parkway.
In 2006, Rancho Mission Viejo (RMV) contracted with HDR engineering to complete the design and prepare
construction bid documents for the widening SR-74 between Calle Entradero to just east of Antonio Parkway to
support their planned residential development. However, the design work was placed on hold due to a lawsuit
that was filed by the residents of the Hunt Club residential development against the City and Caltrans for the
portion of the project within City limits (Lower Ortega). RMV decided to move forward with the design and
construction of the Upper Ortega segment, with HDR preparing the bid package. Construction of this segment
was completed in 2011. Meanwhile, Caltrans prepared a Project Report and EIR for the segment within City
limits, both of which were approved in 2009.
Based on the lawsuit settlement agreement, the following project features were added to the project to mitigate
traffic, noise, and visual impacts to the community:
• Install traffic signal at SR-74/Hunt Club Drive intersection
• The Hunt Club guardhouse and all associated facilities shall be relocated to create space for queuing
vehicles entering the community from SR-74
• Existing meandering sidewalk located along the north side of SR-74 fronting the Hunt Club
development shall be replaced in kind to the extent possible
• Additional landscape enhancements are to be included along the north side of SR-74 within the
segment fronting the Hunt Club development.
• Rubberized asphalt concrete along the project's roadway footprint.
These additional design features will be incorporated into the construction bid package.
The City has since secured funding from both OCTA and Rancho Mission Viejo to finish final design and
complete the construction bid package (PS&E) for the segment within City limits. Work on the construction bid
package had been advanced to approximately a 50%-65% level of design completion depending on the specific
disciplines.
The following scope of work is for the completion of this construction bid package and includes a revalidation of
the EIR (CEQA) approved in 2009. This PS&E package will be completed in accordance with current Caltrans
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Ortega Highway Widening
requirements and guidelines, and it is assumed that the construction contract for these improvements will be
advertised, awarded, and administered by the City of San Juan Capistrano.
The following scope of work is structured according to the following 8 major tasks:
1. Project Management, Coordination and Administration
2. Supplemental Surveys and Utility Coordination
3. Prepare Project Plans (Nonstructural)
4. Prepare Project Specifications (Nonstructural)
5. Prepare Engineer's Estimate (Nonstructural)
6. Prepare Structural PS&E for Special Design Retaining Walls
7. Prepare Supporting Reports and Documentation
8. Prepare Construction File
At the direct ion of the City, the following scope of work does not include any bid or construction phase support
services. The in-progress plans developed and put on hold in 2008 will serve as the basis for the completion of
the PS&E package as part of this current contract. In addition to HDR the following subconsultants are
proposed to provide support services as identified below:
• Huitt Zollars: Surveys and mapping
• GMU Geotechnical: Geotechnical reports
• LSA: Supplemental noise studies
As a condition of their development, Rancho Mission Viejo Development Corporation is contributing $450,000
towards the design services included as part of this scope of work. This work will be administered through a
separate contract with RMV and will include all work covered under Tasks 1, 2, and 4 as described below.
Invoices to the City will be prepared to clearly distinguish the amount being separately invoiced to RMV for
these tasks.
Scope of Work
1. Project Management, Coordination and Administration
This task involves all work related to managing the project on behalf of HDR, including the preparation of the
required project initiation documentation, conducting internal and external meetings and coordination, and the
preparation of monthly invoices and progress reports. Hours for Tasks 1.2 and 1.3 are based on an assumed 12
month project schedule.
1.1 Prepare Project Guide
HDR's Project Manager will prepare a Project Guide for this contract, which will outline the following
information related to the work:
•
•
•
•
Scope of work and schedule for task order
Project team and client contact information
Communication Plan
Invoicing requirements and templates
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Final Design and Environmental Approval Services for
Ortega Highway Widening
• Project team roles and responsibilities
• Document control procedures
• quality assurance/control procedures
Included with the Project Guide will be a CPM baseline project schedule, which will be prepared using
Microsoft Project and presented in Gantt chart format. The format will identify the anticipated start/end
dates and durations for each task identified within the scope of work and will identify the critical path.
This document will be distributed to all project team members, the City, and Caltrans and will act as a living
document throughout the life of the contract. It will be updated as necessary to reflect any changes in
protocol or other information included and redistr.ibuted.
1.2 Meetings and Coordination
HDR will facilitate all necessary coordination with the City and Caltrans, and other stakeholders to complete
the PS&E. This will include the following meetings:
• Monthly coordination meetings with City staff to review and discuss technical issues, the project
schedule, and financial matters.
• Monthly PDT meetings with Caltrans District 12 staff to review the project status and discuss the
need for technical focused meetings with select functional units.
• Technical focused meeting with Caltrans functional unit staff to discuss and resolve technical issues
related to the project design (12 assumed).
• Additional ad-hoc meetings with other project stakeholders to discuss and resolve technical issues
related to the project design and right of way needs (12 assumed).
• Internal project team meetings will be held on a weekly basis throughout final design to facilitate
interdisciplinary coordination and ensure all disciplines are making progress according to the project
schedule.
The number of meetings identified above will be based upon an 12 month final design schedule.
1.3 Progress Reports and Invoices
Invoices will be generated on a monthly basis in accordance with the City of San Juan Capistrano invoicing
guidelines. Progress reports will be generated to accompany each invoice, which will include the following
information:
• Work completed over the reporting period by task
• Work to be completed over the upcoming reporting period by task
• Progress schedule which will compare the status of each activity against the baseline
• Identification of issues or concerns related to the schedule or budget.
Task 1 Deliverables
• Project Guide and updates as necessary
• Baseline project schedule updated monthly status schedules
• Meeting agendas, summaries, and presentation materials as appropriate
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Final Design and Environmental Approval Services for
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• Monthly invoices and progress reports
2. Supplemental Surveys and Utility Coordination
This task includes the identification of any changed conditions within the project limits that would warrant
obtaining supplemental survey information and conducting the necessary survey work. It also involves work
related to updating existing utility mapping (if necessary), the identification of conflicts with privately owned
utilities, and the coordination with the impacted owners to develop relocation strategies and timelines for
construction.
2.1 Supplemental Surveys
Aerial Topographic Mapping:
Aerial mapping was obtained for this project in 2006 based on NVGD29 vertical datum. Current Caltrans
design criteria calls for the mapping to be generated based on NAVD88 datum, which has a differential of
approximately 2.3 feet from NGVD29 datum. Based on this fact and the fact that this mapping is now
approximately 7 years old, Huitt-Zollars (HZ) feels it is important to re-map the roadway based on the
NAVD88 datum. Our scope of work for this includes the following:
A. HZ will establish ground control based on County of Orange bench marks using the NAVD88
vertical datum for vertical control. For horizontal control, HZ will utilize the California Coordinate
System (CCS83), Zone VI, 1983 North American Datum, 1991.35 Epoch Adjustment. Mapping will be
obtained on this grid system and not adjusted to a "ground system". In doing so, over the
approximate one mile of roadway design, the difference is 0.27 +/-feet. We are considering this as
imperceptible for the project and the design of the roadway.
B. HZ will include our sub-consultant (Digital Mapping Inc.,-DMI) to obtain the aerial mapping
photography, and to compile the mapping at 1"=50' scale in accordance with Caltrans mapping
standards. The mapping will be approximately 600 feet wide, 300 feet each side of the roadway and
extend from just west of Calle Entradero to 500 feet east of the City boundary.
C. Along with the mapping, HZ will obtain from our mapping sub-consultant, a color digital
orthophoto of the project at 6" pixel resolution.
D. HZ will utilize the shots obtained below under "Supplemental Topographic Mapping" to verify
mapping accuracy for the product delivered to us from DMI.
Supplemental Topographic Mapping:
Due to the elapsed time since the original mapping was developed, HZ recommends obtaining
supplemental topo to make certain existing conditions are represented accurately. This supplemental topo
will consist of the following:
A. Perform cross sections of the existing roadway from top of curb (or edge of pavement) to top of
curb (or edge of pavement) on an approximate 50' interval. We feel strongly that this should be
done since we are not aware of whether or not there has been any resurfacing in the last 7 years. If
there has been no resurfacing, it will validate existing conditions.
B. 60 hours of additional field time is being included to conduct any additional supplemental surveys
at locations where the existing condition has changed relative to 2006 or additional information is
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Final Design and Environmental Approval Services for
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necessary to complete the design work. HZ is providing a budget amount for this item, based upon
60 hours of field time, utilizing a three person survey crew, 40 hours of office time for a Project
Surveyor to plot the information and 16 hours for the survey manager.
2.2 Utility Research and Coordination
HDR will conduct a field review of the project limits to compare observed existing utility facilities and above
ground appurtenances against the current existing utilities mapping. Any new facilities observed in the field
will be noted on the plans and the owner will be identified.
HDR will prepare notification letters to all utility owners with facilities within the project limits to notify them
of the reactivation of the project, identify the facilities currently identified within the project limits that fall
under their ownership, discuss the final design schedule, and request that they verify the location of their
facilities as shown on the current existing utilities plans. Additional facilities mapping received from utility
owners in response to the notification letters will be cross checked against the existing utilities composite.
The composite will be updated if necessary to reflect any newly constructed facilities.
Once the existing utilities composite has been updated to reflect the current existing condition, facilities in
conflict with the proposed improvements will be identified. Owners with utility conflicts will be notified via
letter; exhibits clearly identifying the conflicts to each owner's facilities will accompany each letter. If any
newly added facilities appear to be in conflict with the proposed construction, potholing may be
recommended to confirm the exact location of selected facilities. This work is excluded from HDR's fee
proposal.
In conjunction with the existing utilities composite, a Utility Matrix will be prepared that will include the
following information:
• Utility ownership, type, location, and depth
• Ownership rights, easements, and franchise agreements
• High or low risk determinations
• Disposition of each utility
• Utility conflicts
• Removal and relocation requirements (lengths and limits)
• Estimated relocation costs
• Reconstruction and adjustments of manholes, handholes, vaults, and other surface appurtenances
The Utility Matrix will also track the progress and schedule of each impacted utility, including all
correspondence with each owner in order to have the utilities relocated prior to the start of the roadway
construction. Any relocation plans prepared by owners will be obtained and included in the contract bid
documents for reference.
Any utility owner with an impacted facility that must be relocated prior to or during construction will be
issued a "Notice to Relocate" in accordance with City and Caltrans requirements.
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Final Design and Environmental Approval Services for
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HDR will conduct face to face meetings with the individual impacted utility owners at the following
milestones to facilitate the development of mitigation strategies by the owners:
• After the conflict notification letters are sent out, HDR will work with the impacted owners to
schedule one on one meeting to review and discuss the nature of the impact. At these meetings,
HDR will work with the owners at the meetings to establish a reasonable timeline for the
development of a mitigation strategy.
• HDR will meet with the impacted owners after they have developed an initial mitigation strategy. At
this meeting, a timeline for the completion of the detailed plans will be established that ties into the
submittal date for the Right of Way Certification package.
• HDR will conduct status meetings or conference calls with the impacted owners to track the status
of their design work to help ensure that their deadlines for completion are being met.
HDR will prepare/compile the necessary utility relocation information to be included in the Right of Way
Certification Package submitted to Caltrans for approval prior to the issuance of an encroachment permit for
construction.
Task 2 Deliverables
• Supplemental field survey data and updated topographic mapping
• Utility notification letters (initial letters and conflict identification letters)
• Updated existing utilities composite and utility matrix
• Meeting agendas, summaries, and presentation materials
3. Prepare Roadway Plans
This task involves the completion of plans for all elements of the proposed roadway improvements except for
the nonstandard retaining walls, which are covered under Task 6. All plans will be prepared in accordance with
the requirements set forth in the most current versions of the Caltrans Plans Preparation and CADD Manuals and
the PS&E Guide. The plans prepared in 2008 (prior to the project being put on hold and the designs therein) will
be utilized as the basis for reinitiating the design development and plan preparation. The current roadway
designs will be reviewed for conformity with current 2010 Caltrans Design Standards, the recently issued DIB 82-
95 for pedestrian facilities, and other applicable current agency standards. Milestone submittals to both
Caltrans and the City will be made at the 65%, 95%, and 100% design phases. Subtasks will be assigned under
Task 3 for the individual plan preparation for the following disciplines:
General and Roadway/Civil Plans
These plans will include the title sheet, key map, typical sections, layouts, profiles/superelevations, removals,
additional construction details, contour grading, and summary of quantities.
Drainage Plans
These plans will include drainage layouts, profiles, details as needed, and summary of quantities.
Water Pollution Control and Erosion Control Plans
These Water Pollution Control Plans will include layouts depicting proposed temporary construction area
BMP's by stage, while the Erosion Control Plans will depict BMP's installed after construction is complete.
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Utility Plans
These plans will include layout depicting the existing and proposed locations of both underground and
overhead utility facilities within the project limits. Detail sheets will be included as necessary to clearly
depict relocation strategies.
Construction Staging, Traffic Handling, and Detour Plans
These plans will include construction area sign layouts, stage construction layouts, traffic handling layouts
and cross sections for each stage identified, and detour layouts for each stage.
Pavement Delineation Plans
These plans will include layouts depicting the proposed roadway striping and pavement markings.
Sign Plans
These plans will include sign layouts, details, and quantity summaries.
Prepare Lighting, Signal, and Electrical Plans
These plans will include street lighting & sign illumination layouts. A traffic signal plan will be prepared for
the proposed signal at the intersection of SR-74 and Hunt Club Drive.
Standard Retaining Wall Plans (if needed)
These plans will include the designs for any standard Caltrans retaining walls per the 2010 Standard Plans.
No standard retaining walls are included in the current progress plans completed in 2009.
Planting & Irrigation Plans
These plans will include a plant list, planting layouts, irrigation removal plans, irrigation layouts, and a
sprinkler schedule.
Upon receipt of agency review comments after each milestone submittal, HDR will generate responses to
comments utilizing a standard comment-response matrix. The draft responses will be submitted to the
reviewers for review, and workshops will be scheduled with each reviewer to review HDR's responses and reach a
consensus on the nature of the revisions needed to address each comment.
Task 3 Deliverables
• 65%, 95%, 100%, and Final Plan Set
• Response to comment matrices
• Standards review results table
4. Prepare Roadway Specifications
HDR will prepare technical specifications as needed for the roadway items to supplement the 2010 Caltrans
Standard Specifications. Milestone submittals to both Caltrans and the City will be made in conjunction with the
project plans at the 65%, 95%, and 100% design phases. It is assumed that HDR will be responsible for the
preparation of technical specifications only. The remainder of the project specification package will be the
responsibility of the City. The 65% submittal will include unedited Standard Special Provisions to the 2010
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Final Design and Environmental Approval Services for
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Standard Specifications only, while the following submittals will include edited Standard Special Provisions and
any Nonstandard Special Provisions that may be required. It is assumed that the City will be advertising,
awarding, and administering the construction contract and thus will be dictating the format of the project
specifications. Technical specifications will be formatted to match that of the overall specification package but
will written to reference the 2010 Caltrans Standard Specifications and provide the necessary Special Provisions
as needed.
Upon receipt of agency review comments after each milestone submittal, HDR will generate responses to
comments utilizing a standard comment-response matrix. The draft responses will be submitted to the
reviewers for review, and workshops will be scheduled with each reviewer to review HDR's responses and reach a
consensus on the nature of the revisions needed to address each comment.
Task 4 Deliverables
• 65%, 95%, 100%, and Final Technical Specifications
• Response to comment matrices
5. Prepare Engineer's Estimate for Construction
HDR will develop an Engineer's Estimate of the estimated construction cost and include with all milestone
submittals. The estimate will be prepared using either a standard costing template provided by the City, or one
can be developed by HDR. If one is prepared by HDR, it will be submitted to the City for review and approval
prior to developing the estimate. A separate cost estimate for the nonstandard retaining walls will be prepared
as part of Task 6, which will be incorporated into the master estimate prepared as part of this task. The estimate
will be based upon the pay items and quantities identified within the project plans. The cost estimate will list all
pay items and their associated unit cost to calculate a total cost for each. Unit costs will be obtained from
available resources including recent bid data on similar project, and from the 2012 Caltrans Cost Database.
Task 5 Deliverables
• 65%, 95%, 100%, and Final Engineer's Estimates
6. Prepare Structures PS&E
This task involves the completion of plans for all nonstandard retaining walls and sound walls included as part of
the project design. The current design as of 2008 includes five nonstandard retaining walls and three sound
walls for which plans were prepared. In addition, a foundation plan and details will be needed for the relocated
guard shack at the Hunt Club Drive intersection per the lawsuit settlement agreement. All submittals will be
processed through Caltrans Office of Specially Funded Projects (OSFP), and all deliverables for structures within
State right of way will be prepared in accordance with the latest edition of he OSFP Information and Procedures
Guide. Unchecked and Checked Structures Submittals to OSFP are assumed as part of this scope of work per
OSFP guidelines. Type Selection Approval for the nonstandard walls was obtained by Caltrans as part of an
earlier project phase.
6.1 65% Structures Unchecked Details Submittal
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The current wall plans will be reviewed and compared against the most current Caltrans structural design
standards and seismic design criteria to determine if any design changes are needed to comply with current
requirements. If any are identified, they will be tabulated and presented to the City and Caltrans for review
and concurrence. These findings will be documented within a technical memorandum that will be submitted
to Caltrans and the City for review and concurrence.
Once concurrence is obtained, the designs will be modified accordingly and advanced to a 65% level of
design completion in preparation for the Structures Unchecked Details Submittal to Caltrans Structures. A
copy of the Draft Foundation Report will be included with the plans as part of this submittal. No special
provisions will be included as part of this submittal in accordance with OSFP guidelines.
6.2 Structures PS&E
The structures PS&E package will be submitted in a series of three milestone submittals to OSFP staff in
accordance procedures; which include an initial (90%), intermediate (100%), and final submittal. HDR will
prepare all structural design calculations, independent check structural calculations, plans, specifications, and
estimate in accordance with the latest edition of the OSFP Information and Procedures Guide.
The retaining and sound walls will be designed in accordance with the applicable provisions of the most
current versions of the following Caltrans manuals:
• AASHTO LRFD Bridge Design Specifications
• Caltrans Bridge Memos to Designers
• Caltrans Bridge Design Aids
A complete bound set of the structural design calculations will be packaged and submitted to Caltrans OSFP
for review as required in the OSFP Information and Procedures Guide with each Structures PS&E Submittal.
Wall designs will be independently checked by a California registered civil engineer experienced in retaining
wall design in accordance with the applicable Caltrans manuals. The independent check calculations will
include all analysis and computations that are necessary to independently check all aspects of the design
shown on the draft structure plans. Results from the independent check calculations will be compared with
the design, and any discrepancies will be resolved between the designer and checker and the resolutions
documented in the calculations.
A complete bound set of the independent check structural design calculations will be packaged and
submitted to Caltrans OSFP for review as required in the OSFP Information and Procedures Guide with each
Structures PS&E submittal.
Plans
HDR will prepare the structures plan in conformance with the detailing and formatting standards contained
within the Caltrans Plans Preparation Manual and the Bridge Design Details Manual. The plans will be
prepared using the most current Caltrans standards, including the most current Caltrans-formatted border
sheets, Standard Detail Sheets (XS sheets), and Standard Plans. HDR will submit reduced size paper plans
except as part of the final submittal when a full size set of structure plans is required for the OSFP Liaison
Engineer to sign for approval.
Page 9
Final Design and Environmental Approval Services for
Ortega Highway Widening
Specifications
HDR will prepare the Structures Special Provisions in accordance with the Caltrans Ready to List and
Construction Contract Award Guide. The Structures Special Provisions will be consist of the most current
versions of the Caltrans Standard Special Provisions (SSP's) edited to suit the specific requirements of the
project. The SSP's will include a thorough description and the method of measurement and payment for
each bid item.
Estimate
Upon completion and resolution of the independent check structural design calculations, HDR will prepare
structure quantity calculations and engineer's estimate of the structures cost and submit the engineer's
estimate as part of the PS&E package at each milestone submittal. Preparation of these documents will
conform to the requirements on the Bridge Design Aids Manual and Ready-to-List and Construction
Contract Award Guide (RTL Guide).
Task 6 Deliverables
• Design standards conformation technical memorandum
• Structural design calculations
• Independent check structural design calculations
• Structures plans (65%, initial, intermediate, and final submittals)
• Structures Special Provisions (initial, intermediate, and final submittals)
• Structures quantity calculations and engineer's estimate
7. Prepare Supporting Reports and Documentation
This task involves the preparation of reports and additional supporting documentation needed to facilitate
design and approval of the PS&E package by Caltrans. Included as part of this task is the revalidation of the
Final project EIR prepared by Caltrans and approved in 2009.
7.1 Drainage and Storm Water Reports
Hydrology and Drainage Report
HDR will perform a hydrology study of the project under pre-and post-project conditions. The study will
delineate watersheds for project areas tributary to the project limits along SR-74 and will compute flow rates
to existing and proposed on-site storm drain inlets. The hydrology study will consist of Rational Method
analysis performed in accordance with the Orange County Hydrology Manual. On-site drains collecting
runoff from at-grade areas will be analyzed for a 25-year return frequency storm event.
HDR will prepare a hydrology and drainage report to present a narrative of the hydrologic and hydraulic
assumptions, analyses, and designs required for the proposed improvements. The design report will include
summary tables of pre-and post-project condition hydrologic and hydraulic analyses of sub-catchments
and storm water conveyances along SR-74. The report will present the design flow rates, proposed inlet
geometries, and hydraulic grade lines. The engineering calculations relevant to the hydrologic analysis and
hydraulic design of the proposed drainage improvements and a set of 65% drainage improvement plans will
Page 10
Final Design and Environmental Approval Services for
Ortega Highway Widening
be included in the report appendices. The design of any facilities within the Caltrans right of way will be
conducted in accordance with the Cal trans standards as defined in Chapter 830 of the Highway Design
Manual. Improvements within City right of way will be designed to City standards, as defined by the Orange
County Local Drainage Manual and subsequent City modifications. In the event of a conflict between the
two standards, the more conservative will be applied and noted within the design calculations.
Storm Water Data Report
HDR will prepare a water quality evaluation in accordance with the most current edition of the Caltrans
Storm Water Quality Handbook, Regional Water Quality Control Board (RWQCB), and City criteria for project
areas within State right of way. The water quality evaluation will be used to identify interim construction
period and permanent water quality Best Management Practices (BMP's) required for compliance with the
National Pollution Discharge Elimination System (NPDES). Selection of BMP's will be based upon the
recommendations of the Storm Water Data Report, treatment effectiveness, cost and right of way
considerations, ease of maintenance, and other relevant factors. Construction period BMP's will be
identified on project plans at sufficient detail to provide for quantity and cost estimates. Permanent post
construction BMP's will be incorporated into the project design to demonstrate their viability and
compatibility with other project features. A discussion of permanent post-construction BMP's will be
included in the SWDR in accordance with Caltrans criteria that will define water quality design issues, erosion
control, and BMP measures. The SWDR will demonstrate compliance with RWQCB requirements, will include
construction cost estimates, and will describe maintenance requirements of the facilities.
The SWDR will consider and provide recommendations for BMP implementation during construction
activities. BMP's will be specified to safeguard water quality due to construction site runoff. BMP
recommendations will conform to the latest edition of the Caltrans Storm Water Quality Handbook,
Construction Site BMP Manual. The construction phase BMP's will be depicted on project plans and will
constitute the Storm Water Pollution Prevention Plan for construction in areas within State right of way.
A draft of the PS&E SWDR will be submitted as part of the 65% milestone submittal. Any comments received
as part of the agency review of the draft document will be addressed during the 95% design phase. The
report will be revised to address the comments, and the final version will be submitted as part of the 95%
milestone submittal.
Water Quality Management Plan
As required by the City, a project specific Water Quality Management Plan (WQMP) will be prepared in
accordance with NPDES and San Diego Regional Water Quality Control Board criteria. The WQMP will
identify BMP's for the management of storm water runoff water quality. While the WQMP will address areas
outside of Caltrans right of way, the contents of the WQMP will integrate with the SWDR as prepared in
accordance with Caltrans criteria in order to address all sources of runoff within the project area.
7.2 Geotechnical and Foundation Reports
A geotechnical report was prepared for the project by GMU Geotechnical Inc. in 2007. This report provided
all necessary design recommendations for grading, slopes, pavement structural sections, and wall
foundations needed to complete the PS&E package. A draft report was submitted to Caltrans. Comments
Page 11
Final Design and Environmental Approval Services for
Ortega Highway Widening
were provided, and the report was updated to include the responses to comments and to include the
necessary document revisions to address the comments received.
It is envisioned that as part of this upcoming phase, the report will need to be amended as necessary to
comply with current seismic design requirements and other new applicable Caltrans standards and
guidelines. The report will be updated as necessary by GMU and submitted to Caltrans for review and
comment. GMU will prepare responses to comments and coordinate with Caltrans to reach a resolution to
all comments received. The report will b updated as necessary to address the comments, and a final version
will be submitted to Caltrans for approval.
7.3 Environmental Documentation and Permitting
The project EIR prepared by Caltrans was approved in November, 2009. Since it's been over three years
since the EIR was approved and the lawsuit settlement mitigation elements added, a revalidation of the
document will be required. Assuming the project footprint/parameters do not change relative to what was
assumed in the approved EIR. it is likely that Caltrans will only require the preparation of a Revalidation
Form. It is assumed for this scope that HDR will be responsible for preparing the necessary revalidation
documentation and obtaining Caltrans approval. This scope of work applies to the revalidation of the CEQA
document only (Environmental Impact Report).
7.3.1 Project Description Update/Modification
HDR environmental staff will coordinate with the engineering team to prepare an updated Project
Description that reflects the updates to the project. This task will involve utilizing "Chapter 1 Proposed
Project" from the currently certified EIR. and updating, if necessary, in strikeout/underline format any
changes to the project as part of the current design efforts. If no changes to the project have occurred,
this task will also demonstrate that fact, which is an important component of the revalidation criteria.
7.3.2 Review Certified EIR (Including Technical Studies)
HDR environmental staff will conduct a detailed review of the certified EIR to determine whether any
changes in the environmental setting or circumstances (e.g., new law or regulation), or project
description (if applicable) would affect the existing environmental analysis within the EIR.
7.3.3 Prepare Exhibit 6-G NEPA/CEQA Revalidation Form (Local Assistance Procedures Manual)
HDR will prepare "Exhibit 6-G NEPA/CEQA Revalidation Form" from the Local Assistance Procedures
Manual including "continuation sheets" as necessary to justify the revalidation of the previously certified
EIR. We anticipate this work product to be reviewed once by City staff, with a round of revisions, and
then submittal to Caltrans environmental staff for review/comment. For purposes of this scope of work,
we anticipate one round of revisions based on Caltrans review/comment.
7.3.4 Update Noise Analysis
LSA will prepare a written letter on behalf of the California Department of Transportation (Caltrans) to
notify residences located at the Hunt Club of the noise study prior to the commencement of the work.
LSA will also prepare a revised technical noise impact analysis addendum to revalidate the July 8, 2008
Final Technical Noise Impact Analysis Report Addendum for the SR-74 from Calle Entradero to 0.43
Page 12
Final Design and Environmental Approval Services for
Ortega Highway Widening
kilometers East of La Pata Avenue project. The noise impact analysis will follow the August 2006 Caltrans
Traffic Noise Analysis Protocol to address traffic noise impacts within the project limits.
Ambient noise level measurements will be conducted to establish the existing noise environment at
representative noise-sensitive land uses located north of SR-74 (Ortega Highway) between Calle
Entradero and Hunt Club Drive. Short-term (10-minute) noise level measurements will be made at up to
3 locations with concurrent traffic counts to document the existing noise environment and to calibrate
the traffic noise model. Observations of other noise sources, existing barriers, terrains, building heights,
and other site specific information will be noted during each measurement period.
To be consistent with the previously approved noise impact analysis, the SOUND32 noise prediction
model will be used to evaluate the traffic noise levels associated with the Existing, Future No Build, and
one build Alternative. The model input data will include updated existing and future peak-hour traffic
volumes and updated vehicle mix (automobile, medium trucks, and heavy trucks). Previously assumed
vehicle speeds, ground attenuation factors, and roadway configurations will remain the same.
Noise abatement measures (sound barriers) designed to reduce long-term traffic noise impacts by 5
dBA or more, as required to be feasible, will be evaluated. Worksheets A and B with a base allowance of
$36,000 to calculate the reasonable allowance for each barrier height will be completed consistent to the
July 8, 2008 Final Technical Noise Impact Analysis Report Addendum. Also, a reasonableness analysis will
be conducted by comparing the estimated noise barrier construction cost of the sound barrier to the
reasonable allowance for each barrier height.
The revised technical noise impact analysis addendum will update the traffic noise levels and noise
abatement measures in the July 8, 2008 Final Technical Noise Impact Analysis Report Addendum.
7 .3.5 Meetings/Coordination
HDR environmental staff will meet and/or coordinate with the project team, City and Caltrans as needed
to complete the revalidation process.
7.3.6 Permitting
HDR will also prepare the necessary resource agency permits needed for construction as identified in the
approved EIR. These include:
• US Army Corps of Engineers -Section 404 Permit
• California Department of Fish and Game-Section 1602 Permit
• Regional Water Quality Control Board-Section 401 Water Quality Certification and National
Pollutant Discharge Elimination System (NPDES) Permit
• San of San Juan Capistrano -Tree Removal Permit
These permits will be prepared and submitted to the resource agencies for approval. HDR will
coordinate with the agencies as necessary to address their comments and concerns regarding the
project to facilitate permit approval. This task does not include costs associated with acquisition of
mitigation credits or costs associated with compensatory mitigation.
Page 13
Final Design and Environmental Approval Services for
Ortega Highway Widening
7.4 Transportation Management Plan
HDR will prepare the Draft and Final Transportation Management Plan (TMP) in accordance with current
Caltrans procedures and Guidelines. The TMP will identify specific measures that can be taken by the City
during construction to reduce impacts due to construction on the traveling public and to provide travel
through and around the work area. These may include:
• Public awareness campaign
• Properly signed detours or alternative routes
• Fixed and portable changeable message signs
• Traffic signal modifications
• Traffic Management Center coordination
• Traffic Management Team coordination
• Freeway service patrol
• Coordination with local agencies during construction closures
• Advanced Traffic Management Systems (ATMS)
• Coordination with emergency services (police, fire, paramedics, etc.) during construction closures
The Draft TMP will be submitted to Caltrans and the City for review and comment in conjunction with the
65% submittal package. HDR will meet with Caltrans and the City to resolve any comments received, and
the document will be revised accordingly. The Final TMP will be submitted for review and approval as part
of the 95% submittal package.
7.5 Supplemental Project Report
HDR will prepare a Supplemental Project Report (PR) to document any significant geometric design changes
associated with the project since the original Project Report was approved in 2009. HDR will prepare a Draft
Supplemental PR and submit to Caltrans for review and comment. HDR will work with Caltrans to
address/resolve any comments received on the draft document and will prepare a Final PR. The Final
Supplemental PR will be submitted to Caltrans for approval and signatures.
7.6 Supplemental Fact Sheets
The current proposed design will be evaluated against the most current 2012 version of the Caltrans
Highway Design Manual and DIB 82-05. The intent of this review will be to determine if any revised design
standards (relative to the 2006 version) affect the design. If any design elements are impacted, these
elements will be tabulated with a detailed explanation as to the reason for the nonstandard design element.
HDR will assess whether design changes can be implemented to meet the current design standards; and if
so, what are the impacts to the overall design and project cost. HDR will determine based upon this
assessment if the impacts of meeting current standards warrant the request for a design exception.
If any new design exceptions are found by the HDR team to be warranted, HDR will present their findings to
Caltrans District 12 staff. If concurrence on the need for any design exceptions is obtained by Caltrans, HDR
will prepare Supplemental Advisory and/or Mandatory Fact Sheets to document these design exceptions
and submit to Caltrans for approval.
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Final Design and Environmental Approval Services for
Ortega Highway Widening
If it is determined by HDR and/or Caltrans that any newly identified nonstandard features can be mitigated
through design changes, HDR will revise the project's design accordingly prior to issuing the 65% submittal.
7. 7 Safety Committee Review
HDR will coordinate with Caltrans District 12 staff during the 95% design phase to schedule a District Safety
Committee Review of the 95% plans. Copies of the 95% plans will be submitted to the committee for
review, after which a meeting with the committee will be scheduled to review their comments. After
receiving the memorandum generated by the committee that summarizes their comments, HDR will
generate draft responses which they will share with the committee at the review meeting. After reaching
concurrence on the necessary project changes needed to address their comments, HDR will incorporate
noted modifications to the plans as part of the 100% design phase.
Task 7 Deliverables
• Draft/Final Hydrology and Drainage Report
• Draft/Final Storm Water Data Report
• Draft/Final Water Quality Management Plan
• Final Geotechnical Design Report
• Final Structures Foundation Report
• Final Materials Report
• Environmental Revalidation Forms and documentation
• Resource Agency Permits
• Supplemental Project Report (Draft and Final)
• Draft and Final Mandatory/Advisory Fact Sheets (if needed)
• Safety Committee Review Comment-Response Matrix
8. Prepare Construction File
This task involves the submittal of all project CADD files to the City and the preparation of the Resident
Engineer's file.
8.1 CADD Submittal
At the completion of the project, the CADD files will be submitted to the City in .DWG format on a CD/DVD.
Separate PDF's of each plan sheet and a single PDF of the entire plan set will also be included on the disk.
8.2 RE Binder
The HDR team will be responsible for furnishing the City's designated Resident Engineer (RE) with any
pertinent project data required to administer the construction contract. The information will be compiled
into an RE file, which will include but not be limited to the following items:
•
•
•
Quantity calculations
Environmental mitigation requirements and disposition matrix
R/W easements, descriptions, contracts, and obligations
Page 15
Final Design and Environmental Approval Services for
Ortega Highway Widening
• Agreements and permits for construction
• Project cost estimates
• Hydrology/drainage and water quality reports
• Geotechnical and foundation reports
• Contract documents
• Survey data files
• Construction staking cross sections (prepared per Caltrans guidelines)
Task 8 Deliverables
• CD/DVD of CADD files and plan set PDF's
• RE file
Page 16
1 2 3 4 5 • L • • II ~ li "'~ !I U D I{ .&"' Staff Tille -I: t~ ~· J.e!. l!:!. t::.-u l .lij f ~ onct Lecw Rae. cuwent lhrouah o.c.,.ber 30. 2011 $ 2 .. I$ 221 $ .... $ 1U $ 251 1.1 Prepare Project Guide 2 24 1.2 CoonJinotlon and Mfftlngs Internal weekly meetlnas 8 140 40 40 8 Monttlty POT meetinas 12 40 24 36 8 Rqular City mHtin&s 12 80 16 37 8 Additional ad-hoc focused meetin&s 12 40 24 36 8 1.3 Procress Reports and Invoices 4 40 . ~11' _. ~ . 2.1 Conduct supplemental surveys . 8 8 24 2.2 Conduct suppletMntol utility nsearch & coordination t 2.2.1 Conduct fletd review 4 2.2.2 Submit exlstln& utilities plans to owners for concurrence 4 2.2.3 Update exlstlnc utilities plans and identify new conflicts 2.2.4 Pothole to confirm (If needed) 4 2.2.5 Notify utility companies of conflicts and Issue notice to relocate 4 2.2.6 Coordinate with utiUty owners on relocation desl&n development 4 16 2.2.7 Prepare Utility Certiflatlon Documents 2 --. -. 3.1 Prepare GeneraVRoadway Plans 10 32 80 3.2 Prepare Drainaae Plans 10 20 32 3.3 PrePitre Water Pollution Control and Erosion Control Plans 10 16 3.4 Prepare Utility Plans 10 16 3.5 Prepare Construction StaJinc/Traffic Handlina/Detour Plans 4 8 3.6 Prepare Pavement Delineation Plans 4 8 3.7 Prepare Si1n Plans 4 8 3.8 Prepare lilhtin& Si&nal, and Electrical Plans 4 8 3.9 Prepare Plantin1 & lrril;ation Plans 4 8 3.10 PrePi're Standard Retalnln1 Watt Plans . . . 4.1 Prepare unedited special provisions (65%) .. 12 40 4.2 Prepare draft edited special provisions (95%) 8 80 4.3 Prepare final special provisions (1()0%} 4 40 . . 5.1 Prepare Draft Enaineer's Estimate (65%) 4 8 5.2 Prepare Draft Final Enclneer's Estimate (95%) 2 4 5.3 Prepare Final Enctneer's Estimae (lCIO%) I 2 -~ . 6.1 Prepare 65" Unchedced Details Submittal 22 108 6.2 Prrpare Structures PS&E (Initio/, Intermediate, ond Fino/) 6.2.1 Prepare structures plans 32 136 6.2.2 Prepare aesthetic plans 6.2.3 Prepare SSP's 5 27 14 6.2.4 Prepare Encineer's Estimate 5 II 7.1 Drain~e and Stormwater 7.1.1 Prepare Final Drain~e Report 4 16 32 7.1.2 Prepare Draft/Final Stormwater Data Report 4 8 7.1.3 Prepare Water Quality Manacement Pian 2 4 7.2 Geotechnical Reports 2 4 7.3 Environmental Documentation and Permittin& 7.3.1 Revalidated EIR 8 16 20 100 7.3.2 Permittin& 2 12 146 7.4 Traffic Ma~ement Plan 4 7.5 Supplemental Project Report 4 16 40 80 40 7.6 Supplemental Fact Sheets 4 8 80 7.7 District Safety Committee Rev;ew 4 8 2 40 ~-' . -•· . • . 8.1 CA005ubmltta1 . 2 4 8.2 RE Binder 4 16 Total Hour• M .. .. ., ... Tolal Labor· $ 24.412 $ 147.762 $ 91,224 $ 160,746 $ 81,944 Other Direct Com TOTAL CONIRACT COST ---·-6 7 8 ~~ i}t ~ ~-i tl il a ~~ 173 $ 112 103 . . . . 4 4 4 4 -. :-12 16 80 8 4 8 4 4 8 . . 8 16 4 . . 2 I I 22 162 135 20 200 200 II 54 27 3 14 32 . 24 100 16 80 4 4 8 6 . . . .. . .. ... $ 39.689 $ 57.135 $ 67,166 9 I :u· H " ~ $ 13t 41 18 18 4 --~ 100 100 6 12 4 8 4 2 . 260 120 80 16 4 . m $ 110.587 City of San Juan Capistrano Fee Proposal for SR-74 Widen Inc From Calle Entradero to Easterly City limits 10 11 12 13 14 I I .. IJ " I 1.-:-fl~ li' J-=-~~ ~~~ 1-!t i! t~ il u_ ... ... ! ! u $ " 1M $ 1U I$ "' $ ,.. 40 16 "' 40 12 48 12 18 "' 12 48 12 18 "' 12 . . . 16 28 24 8 40 16 16 32 12 40 72 4 40 --~--. 180 20 80 56 so 60 20 40 12 20 12 20 8 20 6 6 4 12 12 8 4 4 2 . 16 8 40 8 4 24 4 2 14 . . I . 5 . 104 so so 24 36 80 16 16 8 24 8 8 " . . 60 1----• $ 105,050 $ 18,411 $ 32.864 $ 75.388 $ 15,851 ------------------HDR Encineerlnc Inc. 15 18 20 19 21 22 23 24 25 Subc--jl ,. ~ s.i' I o ! I :1 "' D~ ), ti I! ,. ; I I l~ u l 01; .c'i -8!::!. & l l d c 8 u .. ! l~ ~~ c :z: :q ~~ •J c c u ! • J ! ! J:::. u u :z: ~ .. _ i 1'5 ! ~-l 'li ~ "' l !u ~Ji .!! "'c $ "' $ 161 $ 1 .. $ "' $ ... I$ 103 $ 134 111 $ " . . . . . . . 16 4 $7.520 $7.52f IC $C 20 20 4 4 463 $84.630 $84.""' 20 27 ~.62. $46,62 16 169 $35.07 $35.07 20 27 $46.62 $46.62 48 9 $14.766 $1 •• 766 . . . . . . . --II. -. ~ . ~ 44 $8.444 $ 82.370 $90,81 IC $C 48 $7,139 $7.139 8 8 56 $7.061! $7.06! 10 10 80 $9,727 $9.72 20 $3.39 _$3.39 12 12 76 $9,497 $9.497 132 $19,73! $19.73! so $8.1 $8,HY. . --. ---..... -II 11!1 1111 -so so 434 $59.83 $59.83 60 60 458 $60.400 $60,400 40 40 27 $35,75 $35.75 "' "' 20( $29,195 $29.195 16 16 II $14,236 $14,236 10 10 ., $6,991 $8.991 10 10 ., $6,991 $8.991 4 4 .. $7,465 $7.465 so 80 20 20 190 $25,47 $25.47 IC IC . . . . . . . .... 6 6 94 $16,84 $16.840 12 12 17 $:xl.037 $:xl.037 4 4 70 $12,395 $12.395 . . . . . --8 8 102 $14.74S $1<.74S 4 4 55 $8.039 $8.039 2 2 "' $4.439 $4.439 . . . . ''-l_l -27 54 68 68 664 $90.92C $90.92C 0 IC IC 104 104 876 $116,69 $116,69 27 108 27 27 189 $23.27 $23.27 138 $20,051 $20.051 70 $9,69 $9.69 . . . . . . IC IC 540 $71,25C $71.25C 278 $34,91 $34,91 140 $17,89 $17,89 16 46 $7,733 $ 9,615 $17.3413 0 IC IC 14 $35,154 $ 26,CXX> $61.15 160 $40,27 $40.27 124 $14,15 $14,15 60 """ $57,324 $57.324 122 $20.89 $20.89 74 $12859 $12.859 . . . . . . • ... . !4j -Ll . II. . -16 16 38 $5.101 $5.1 14 14 108 $13.154 $13,154 IC " • n M N •• ., -•• Ull $ 1.906 $ 9,670 $ 13.444 $ 11.177 $ 19,740 $ 18.522 $ 66.640 $ 55,750 $ 11.508 $1,2U,W $ 12,370 $ 26,000 $ t,615 $tM,51 ........ ...... $ 1,000 ...... $1,242,033 $ 13,370 $ 26,000 $ t,615 $ 911,013 $ 450,005 EXHIBIT "B" 10/21/2013
EXHIBIT "C"
City of San Juan Capistrano
CTO PRICING PROPOSAL
"FORM 60"
Contract No.: CTO No.: Consultant Initials HDR Page 1 of 1
Consultant: HDR Engineering, Inc. Revision 00
Services to be furnished: Location where work is to be performed:
HDR Offices:
Final design services for Lower Ortega Widening Irvine
DETAILED DESCRIPTION OF COST ELEMENTS
1. LABOR ESTIMATED AVG.FULLY ESTIMATED TOTAL
(specify function/title) HOURS BURDENED COST ESTIMATED
Principal in Charge (Rocha) 94 $ 260 $ 24.412 .. . : · .
Project Manager (Cooley) 648 $ 228 $ 147,762 .... '• :
Structures Manager (Johnson) 436 $ 209 $ 91,224 : ..... :; ..
CivilfTraffic Manager {Crouch) 879 $ 183 $ 160,692 :: .. • ... ,· .··
Environmental Manager (Gnibus) 318 $ 258 $ 81,944 ·.,,· ... ·
QNQC 229 $ 173 $ 39,689 .. ·:: .·;·
Senior Structures E:ngineer (Peerv) 510 $ 112 $ 57,135 · ...... ,; ...
Task Strucures & Drainage Engineer (Maloney) 654 $ 103 $ 67,166 : ,, : :. ·: ,;· ;.
Drainage Engineer {Hanna) 797 $ 139 $ 110,587 "" ::" :
Task Civil Engineer (Millican} 1070 $ 98 $ 105,050 :''·. ::
Utilities Engineer (Vivas) 100 $ 184 $ 18,411 i··· ' .........
Task Traffic Engineer (Keresztes) 286 $ 115 $ 32,864 .'
Cost Estimating & Utility Coord. (Warfield) 453 $ 166 $ 75,388 f • .• ..
Senior Geotechnical Engineer (Goldman) 82 $ 193 $ 15,851 ..... :.
Junior Geotech Engineer (Starick) 16 $ 119 $ 1,906 : .·· ..
Staff RIW Specialist {Williams) 60 $ 161 $ 9,670 I··
Landscape Architect (Lai) 92 $ 146 $ 13,444 .. ·
Staff Landscape Architect (Cottini) 94 $ 119 $ 11,177
Senior Architect (Janik) 96 $ 206 $ 19,740
Staff Architect (Brandle) 180 $ 103 $ 18,522 ,:,
CADD II 499 $ 134 $ 66,640
CADDI 503 $ 111 $ 55,750
Project Coordinator 120 $ 96 $ 11,508
TOTAL LABOR: 8,215 ' ': . I, . $ 1,236,533
2. SUBCONSULTANTS (attach "Form 60" for all proposed subconsultants
Huitt Zollars 83 370.00
Noise Analvst 26 000.00
GMU Geotechnical 9 615.00
-
TOTAL SUBCONSULTANTS: $ 118,985
3. OTHER DIRECT COSTS .
Mileage 1 500.00
Reproduction 4 000.00
Postaoe 500.00
TOTAL ODC'S: $ 5,500
TOTAL ESTIMATED COST AND FEE: $ 1,361,018
TOTAL ESTIMATED COST AND FEE (RMV Portion): $ 450,005
TOTAL ESTIMATED COST AND FEE (City Portion): $ 911,013
10/21/2013
CITY OF SAN JUAN C
DOCUMENT TRANSMI I
I
This form is for the transmittal of dO<
(e.g. Agreements, Contracts, De
Date: 1 l) \ 2.l1\ f) Agenda Item No. (if Applicable): _____ _
City Council, SJCHA or SACRA Meeting Date (if applicable): ----'\'-\'-+I_C:_:>+/_,\'-Q-'--------------
Brief description of document and/or services provided:-.:1 :::::-~:....-',.._\ P.__\..._1 L\-_,_-_._l l""v_1_._\ ---------------
Tl \r -,; , , , -·. . ' i -_:_
Submitting Department: tlA Jill 1~ \j\.,t,,i( K--> Staff Contact: L'/t'(QiJ 1Ctl(\.
Please sign each original of the attached document, where indicated and circulate in the below route order as applicable
(Please note the procurement limitations below). When the document is fully executed, the City Clerk will provide a signed
copy to the submitting department and to the Financial Services Department (when applicable), and will mail a signed
original to th~ contractor/consultant.
Step 1 l;J Purchasing-For Procurement Contracts/Agreements (if applicable)
c::::J $3,000 or less-(Department Head's Authority -llio Purchase Order Required-STOP-further routing not necessary)
c:J $3,001 -$10,000-(Department Head's Authority)
CJ $10,001 -$45,000-(City Manager's Authority)
0 $45,?0 1 or over-(City Council Approval Required*) *Date of Council Approval: _____ or Resolution. No.: ____ _ 0 Pubhc Contracts $45,000 or less-(City Manager's Authority Required)
~ PR~~~:~ti~~~~acts over $45,000-(City Council's Authority Required*) *Date of Council Approval: _____ or
Step 2 'g) Department Head
II
D Approved
0 Not Approved
D Not Applicable
Director's Initials/Date
Step 3 fl City Attorney
r) ...
D Approved
D Not Approved
c:J Not Applicable
City Attorney's Initials/Date ______ _
Step 4 0 Finance
D Funding Available
D No Funding Available
D Budget Amendment Required
Notes: __________ _
Finance Initials/Date _____ _
Step 5 D City Manager
0Approved
0Denied
City Manager's Initial's/Date: ____ _
Step 6 ji:l_Insurance Requirements (if applicable) *Mark the requirements included in the attached document.
[2J Commercial/General Liability
0 Auto Liability
0 Professional/Errors and Omissions
D Public Works Contracts-Labor/Material & Performance Bonds
Step 7 0 City Clerk (For Final Routing)
~ Additional Insured Endorsement
W Worker's Compensation
D Not Applicable
D Approval Process Completed-Copy of Contract Transmittal Form with documents forwarded to FS Department or
back to the originating department as appropriate.
D Denied-Returned to submitting department. Please provide the following and return to the City Clerk's Office:
City Clerk's Initial's/Date: ______ _
Page 1 of2
1. Contractor/consultant Name .. 1 \ \-.·I .: r· : , · '. , . · · · ·-' · '· ', i.< . _. \. ~ , \ --r~ 1./~L-i . N G \ '. ~ \. '1::: 't: 3 --...--. --~~~--~----~~----------++-----------------
2. Business License*: DYes ·r;zj_No License Number: _____ Date of Expiration ___ _
*If work is performed in the Citf, a Business License is required.
3. Contract Amount: $ "'i. \\ t t) \ ?1 ----'--'--\---'--'-----
4.
5. City Service~ and Facilities to be provided (If Applicable):
t.·, It-\
6.
7.
8.
9.
10.
11.
12.
Is this a standard City contract? D No If no, explain:
'·-
Are two original contracts submitted?,..LJ Yes D No If no, explain:
Contract Date: ; \ ~~; \ 1.! ) Expiration Date: ______ __
' ' t::J. No If no, explain:
·' B~o If no, explain: Purchase (if applicqble) R~quis,ition attached: D Yes
[ j~ '·.L ·~< t--·-1,~~· ··_)\_)\/ C~· \> ~-· ~j~~~ _\
Bid Recap (if applicable) attached: \ l .~·~-... -~.
W-9 Form (if applicable) attached:
DYes 0. No If no, explain:
DYes D No If no, explain:
13. New Vendor Application Form (if applicable) attached: DYes D No Ifno, explain:
14. Does this document need to be recorded? D Yes
original copy.
tz1 No If Yes, please provide only one
!
The Financial Services Department will issue a Purchase Order (PO) to the submitting department, once all of the
information on this Contract Transmittal Form has been received by finance through the City Clerk's Office.
Page 2 of2
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO. CA 92675
(949) 493-1171
(949) 493-1053 FAX
TRANSMITTAL
TO:
HDR Engineering, Inc.
3230 El Camino Real, Suite 200
Irvine, CA 92602
Attn: Camilo Rocha, P.E.
DATE: November 7, 2013
FROM: Manny Ruelas, Office Assistant (949) 443-6308
MEMBERS OF THE CI1Y COUNCIL
SAM ALLEVA TO
ROY L. BYRNES. M D
LARRY KRAMER
DEREK REEVE
JOHN TAYLCR
RE: Personal Services Agreement-Preparation of Plans, Specifications, and Cost Estimates
for the Ortega Highway "City-Segment" Widening Project from Calle Entradero to East City
Limits.
Thank you for providing 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
the agreement. If you have questions related to insurance requirements, please call Christy
Jakl, Deputy City Clerk at (949) 443-6310.
If you have questions concerning the agreement, please contact Khoon Tan, Senior Civil
Engineer at (949) 443-6353.
Enclosed is an Original Agreement for your records.
Cc: Khoon Tan, Senior Civil Engineer
S,m Juun Capistrano· Prc.\'tT1lf.l'd, tiv Pa''t to Enhance 1i1c Fu!il~'(