Attachment_C_-_CI_5724_–_Scope_of_Work.pdf

ROUTE 23/OLSEN ROAD BIKE IMPROVEMENTS (CI 5724)

Attachment C

SCOPE OF WORK

Phase 1- Design

Task 1 - Administrative

Task 1.1: Work Plan and Schedule CONSULTANT shall prepare a work plan and project schedule with milestones, major activities, and deliverables for City review. Based on the City's comments, CONSULTANT shall update the work plan and schedule. The project work plan and schedule shall be presented at the Kick-off Meeting and updated at each project milestone.

Deliverables:

A. Schedule in PDF and MS Project format.

Task 1.2: Kick-Off Meeting CONSULTANT shall meet with City staff to discuss project scope and purpose, requirements, and details.

CONSULTANT shall develop a Project Development Team (PDT) for the project, with the City's assistance, so the key stakeholders can provide input and recommendations and be informed of the project developments and decisions.

Task 1.3: Progress Meetings

CONSULTANT shall schedule Progress Meetings as necessary to discuss progress of the work, project challenges, schedule updates, etc. These meetings are anticipated to be at least once per month (assume one hour per meeting) or as deemed necessary by the City Project Manager. These progress meetings are in addition to the design review meetings.

A. Progress Meeting Agenda (48-hours prior to meetings).

B. Progress Meeting Minutes (48-hours after each meeting).

Task 2 – Preliminary Design

Task 2.1: Data Collection CONSULTANT shall collect and review available record data from the City. Data includes State, County, City, and other records/documents, existing street, storm drain, wet and dry utility plans, survey centerline and property monument data, topographic maps, and drainage and geotechnical reports.

Task 2.2: Coordination with Caltrans Permit Office

CONSULTANT shall meet and coordinate with Caltrans’ Permit Office, and incorporate their input, if any, prior to submission of the Plans, Specifications, and Estimates (PS&E) to Caltrans. All improvements are within Caltrans right-of-way and shall be designed in accordance with current Caltrans Standard Plans and Specifications.

Task 2.3: Surveying

CONSULTANT shall prepare the final topographic/utility base map from acquired field data at a scale of 1"=20' with one-foot contour intervals (25 foot maximum). Right-of-way boundaries shall be retraced along the proposed improvements and shown on the map based upon field located monuments and record information. CONSULTANT shall perform topographic survey extending at least 25 feet beyond the project limit.

Survey shall identify the centerline and property lines.

Task 2.4: Environmental Document

CONSULTANT shall prepare the required documents to acquire a California Environmental Quality Act (CEQA) environmental clearance.

Deliverables:

A. Completion of California Environmental Quality Act (CEQA) document

Task 2.5: Utility Notification

CONSULTANT shall notify the utility providers (provided from underground service alert within the project limits), via letter, of the impending project and request atlas sheets or record drawings of existing utilities and appurtenances within the project area.

Letters shall be issued on City letterhead or by CONSULTANT as appropriate. One week following issuance of the request letters, CONSULTANT shall follow up with telephone calls to verify that letters were received and to determine when utility atlas information will be provided. CONSULTANT shall map the existing utilities onto base line work and provide reduced-size plans to utility agencies requesting review for conflicts and incorrect mapping of utility atlas information.

Task 2.6: Utility Coordination

CONSULTANT shall coordinate with the agencies to confirm design requirements and approval process. Project plans shall be reviewed to determine potential utility conflicts, and potholing may be required to confirm. In case of conflict, notices to Utility Owners shall be prepared and sent to relocate their facilities.

For unavoidable utility conflicts, CONSULTANT shall prepare utility relocation notices and project plans highlighting the conflict.

CONSULTANT shall work with the affected agency to show the proposed utility relocation on the improvement plans, and any utility relocation design shall be performed by others.

In addition, notices to Utility Owners shall be prepared and sent to relocate their facilities. CONSULTANT shall prepare required documents for utility clearance issued by Caltrans.

Task 2.7: Geotechnical Report

CONSULTANT shall conduct geotechnical investigation in support of this project. The scope of services will consist of the tasks including, but not limited to, initiation, data review, permits, utiltity coordination, health and safety, subsurface exploration consisiting of geotechnical borings for traffic signal foundation, and laboratory testings.

Task 2.7.1: Draft Geotechnical Report

CONSULTANT shall summarize the data collected, perform geotechnical analysis, and prepare a Geotechnical Report for the design of the project.

A draft of the report shall be prepared and issued in portable document file (PDF) format for review by the City. The report will provide logs of the explorations, laboratory test results, and a map showing the locations of the explorations.

A. Draft Geotechnical Report

Task 2.7.2: Final Geotechnical Report

CONSULTANT shall issue the final Geotechnical Report after incorporating comments and input from the design team. One PDF copy of the final report shall be submitted to the City.

A. Final Geotechnical Report

Task 2.8: 30% Preliminary Design

CONSULTANT shall prepare conceptual plans at 1” = 20’ scale for the proposed plans, and striping plans at 1” = 40’ scale along with a detailed construction estimate, for City staff to review and comment.

CONSULTANT shall contact Utility Owners and coordinate relocations if necessary for the proposed design.

CONSULTANT shall evaluate and design new bike signal indications, new bike push button, new or replacement traffic signal poles, striping modifications, and any additional modifications to implement the proposed improvements utilizing the current Caltrans Standard Plans and Specifications.

CONSULTANT shall make every effort not to deviate from the current Caltrans Standard Plans and Specifications.

A. 30% Preliminary Design and estimate.

Task 3 - Plans, Specifications and Estimates (PS&E) Upon satisfactory completion of the Preliminary Design Phase, CONSULTANT will be authorized to perform the Final Design Phase, including PS&E.

Task 3.1: 65% Submittal & Easement Exhibits

CONSULTANT shall schedule and conduct a review meeting with City staff to discuss the City’s comments on the 30% design submittal.

CONSULTANT shall prepare conceptual plans at 1” = 20’ scale for the proposed plans and 1” = 40’ scale for the proposed striping plan for City staff to review and comment.

With the City's input, CONSULTANT shall assist in developing the bid documents. The bid items will be developed and incorporated into the bid proposal as part of the City front-end documents.

CONSULTANT shall prepare an estimate of construction costs using historical cost data, including recent bid results, Caltrans cost data, and other sources.

CONSULTANT shall perform a constructability review by a senior construction engineer prior to submitting the PS&E to the City for review.

CONSULTANT shall prepare a 65% submittal to the City.

A. 65% Draft PS&E for City.

Task 3.2: 95% Submittal CONSULTANT shall schedule and conduct a review meeting with City staff to discuss the City’s comments on the 65% design submittal.

CONSULTANT shall prepare a “Response to Comments” matrix as part of the 95% submittal.

CONSULTANT shall prepare the 95% PS&E incorporating the City’s 65% comments.

CONSULTANT shall review the estimate of construction cost and update it as appropriate.

Deliverables:

A. 95% Submittal PS&E for City.

B. 95% Submittal PS&E for Caltrans.

Task 3.3: Final Submittal

CONSULTANT shall schedule and conduct a review meeting with the City staff to discuss City and Caltrans’ comments on the 95% Submittal.

CONSULTANT shall prepare a “Response to Comments” matrix as part of the final submittal.

CONSULTANT shall prepare the final PS&E addressing the City’s and Caltrans’ comments.

CONSULTANT shall prepare final sealed unbound bid documents, the estimate of construction costs, and the bid schedule.

CONSULTANT shall prepare a cover letter for the transmittal of plans, bid/specification manual, estimate and comment response, and deliver original documents to both the City and Caltrans.

Deliverables:

A. Final Sealed Plans and AutoCAD Files B. Final Bid Document/Technical Specifications in Microsoft Word C. Final Estimate of Probable Construction Costs in Microsoft Excel D. PDF prints of all final documents E. Response to Comments Matrix for Caltrans

Task 3.4: Permits

CONSULTANT shall prepare and submit the Caltrans Encroachment Permit Application for both the design and construction phases of the proposed improvements.

Task 4 - Bid Support Services

CONSULTANT shall provide design support services during the bidding phase.

CONSULTANT shall assist the City during this phase of the project to respond to all questions brought forth by the bidders. CONSULTANT shall provide responses to Requests for Information (up to 3).

CONSULTANT shall prepare bid addenda if necessary, assume up to 3 addenda, and an "Issue for Construction" plan set reflecting the addenda items.

CONSULTANT shall attend the pre-bid meeting and shall answer questions regarding the Technical Provisions, the design drawings, or conflicts in the design during the bidding process. CONSULTANT shall assist the City, at no charge, in the preparation of Addenda regarding changes in the contract documents due to omissions, conflicts, corrections, or clarifications.

Phase 2- Construction Support (Future Award)

Task 1 - Design Support Services During Construction

Task 1.1 - Pre-Construction Meeting

Engineer shall attend the pre-construction meeting. Engineer shall answer questions regarding the Technical Provisions, the design drawings, or conflicts in the design during the pre-construction meeting. Consultant shall assist the City, at no charge, in preparation of Addenda regarding changes in the contract documents due to omissions, conflicts, correction, clarifications, as well as assist with design-related change orders.

Task 1.2 - Requests For Information (RFI’s) and Design Revisions

Engineer shall be available to answer questions regarding the Technical Provisions, the design drawings, or conflicts in the design during the construction and assist the City in issuing Change Orders (COs).

Engineer shall provide responses to RFIs (up to 5).

Task 1.3 - Review and Approve Submittals for Construction

Engineer shall provide review and approval of submittals for construction, including review of resubmittals, as required by the specifications (up to 15).

Task 1.4 - Attend Construction Progress Meetings

Engineer shall attend major jobsite project progress meetings with the City and City’s hired contractor (Contractor) during construction, for the duration of the construction phase of the project. This task should also include time at the jobsite to respond to outstanding construction issues after the project meeting, as required by the Construction Manager (up to 2).

Task 1.5 - Preparation of Record Drawings

Engineer shall incorporate all redline comments prepared by the Contractor and Project Inspector on the signed design Plans. The as-built drawings shall be provided to the City and approved prior to the release of the final progress payment. Engineer shall also provide electronic record drawings to the City as the project’s final As-Built plan set in both PDF and AutoCAD file formats.

Additional Scope - CONSULTANT shall list all other sub-tasks deemed necessary for successful completion of the project. This shall be broken down into sub-tasks, as appropriate, and CONSULTANT’S fee proposal should reflect the corresponding costs.

City’s Responsibilities

1. PDF copy of City of Thousand Oaks forms, applications, design standards and specifications.

2. PDF of existing plans

3. Access to City GIS data, including aerial maps.

CONSULTANT shall prepare a proposal or amendment (at the City's request) that contains the Scope of Services, fee, and schedule required to complete any additional work items that are required in these areas or in areas not previously described.