ITEM 12D
Coachella Valley Association of Governments
Joint Meeting of the Executive
& Transportation Committees
December 4, 2023
STAFF REPORT
Subject: CV Sync Phase III and additional Environmental and Engineering Services along Varner Road
Contact: Eric V. Cowle, Transportation Program Manager ([email protected])
Recommendation: Authorize the Executive Director to:
1. Execute an engineering services contract with Dokken Engineering for a total not- to-exceed amount of $5,148,209, including contingency, for work along Varner Road to include CV Sync Phase III design and engineering and a feasibility study of an Interstate 10 bypass;
2. Negotiate and execute reimbursement agreements with the local jurisdictions for costs related to the I-10 bypass
Background: CVAG is currently working with its member jurisdictions on a regional signal synchronization program known as CV Sync. Phase I of CV Sync addressed the top three prioritized corridors from the project’s Master Plan, which were Highway 111, Ramon Road and Washington Street. Phase I construction was completed at the end of June 2023.
In April 2018, the CVAG Executive Committee expanded CV Sync for Phase II, which focused on the next 18 top-ranked corridors:
Monterey Avenue Gene Autry Trail Country Club Drive*
Cook Street Date Palm Drive Monroe Street
Palm Drive Indio Boulevard Avenue 48
Bob Hope Drive* Jefferson Street Sunrise Way
Fred Waring Drive* Palm Canyon Drive Indian Canyon Drive Dinah Shore Drive* Vista Chino* Jackson Street
While these corridors cross every jurisdiction in the Coachella Valley, some streets are noted with an asterisk because this regional project does not include work in the City of Rancho Mirage.
At the time that final plans progressed on Phase I and preliminary design began on Phase II, staff from CVAG’s member jurisdictions were reviewing the project as part of the Technical Transportation Advisory Sub-Committee (TTAS). The TTAS members made the case that four additional corridors should be added to Phase II. Development of intelligent transportation system (ITS) technology on these four additional corridors – Portola Avenue, Avenue 50, Avenue 44 and Varner Road/Avenue 42 – would largely complete the regional network that the individual jurisdictions currently manage. At its February 22, 2021 meeting, the Executive Committee authorized environmental studies and e ngineering design for Portola Avenue, Avenue 50 and
Avenue 44. Avenue 50 was authorized for construction in Phase II of CV Sync by the Executive Committee at its April 24, 2023 meeting, bringing the total corridors under construction to 19 corridors
Staff is now recommending that CVAG launch Phase III of CV Sync by working on Varner Road’s engineering and design. In addition to CV Sync related improvements, staff is recommending a feasibility study be completed to effectively design Varner Road as a bypass to Interstate 10.
Varner Road is primarily a two- lane roadway with its own history of flooding and logistical problems. And it proved to be a critical route after Tropical Storm Hilary struck the Coachella Valley with a n unprecedented destructive force in August 2023 . Several member jurisdictions declared a state of emergency, dozens of roads were closed across the region, and Interstate 10 was shut down in both directions at several locations. Thousands of cars and trucks were detoured from the highway and onto a bypass route that extended from Washington Street to Palm Drive in Desert Hot Springs by utilizing Varner Road. The importance of having routes like this was also highlighted by Shailen Bhatt, the Federal Highway (FHWA) Administrator , during the keynote address at the Intelligent Transportation Society of California’s Annual Conference on October 17, 2023 in Anaheim. The presentation highlighted the need for safe and efficient bypasses to the Interstate H ighway System, particularly when incidents and natural disasters occur.
CVAG staff advertised a Request for Proposals (RFP) on September 19, 2023 for Professional Engineering and Intelligent Transportation Systems Engineering for Varner Road improvements.
RFP proposals were due by October 31, 2023. Four engineering firms submitted proposals: Albert A. Webb Associates, Dokken Engineering, Kimley Horn Associates Inc. and Michael Baker International.
A Selection Committee was assembled to review the proposals. The Committee included CVAG, Riverside County, Caltrans District 8 and the cities of Cathedral City and Palm Desert. The Committee scored the proposals and selected the top two consultant teams to be interviewed.
The Committee interviewed Dokken Engineering and Michael Baker International on Wednesday, November 15, with Dokken Engineering being the consensus choice for contract negotiations .
Discussion over the scope and cost proposal were completed on Friday, November 17.
Staff is now recommending the Executive Director be authorized to execute a contract with Dokken. Staff is also recommending the Executive Director be authorized to negotiate and execute reimbursement agreements with local jurisdictions, including the County of Riverside and the Cities of Indio and Cathedral City, for work related to the I -10 bypass and feasibility study.
The recommended action would also authorize the Executive Director and/or Legal Counsel to make clarifying revisions before execution.
CV SYNC Phase III Improvements will extend along a 22-mile stretch of Varner Road and will be fully designed with final P lans, Specifications and Cost Estimate (P SE) Package(s) as well as construction and implementation support provided. Final PSE is scheduled to be completed in March 2025.
The Varner Road improvements, which extend from Palm Drive to Avenue 42, will be evaluated from a traffic safety and capacity perspective with development of design alternatives to present solutions to the existing drainage issues. The proposed improvements needed to allow Varner Road to serve as the de-facto bypass to I-10 during emergency/incident management events will be carefully evaluated with potential projects, impacts, and costs to be summarized in a Varner Road Improvements Feasibility Study. A partnership with Caltrans in developing an Integrated Corridor Management Plan will be a key component of the overall strategy to bypass Interstate
10. In addition, the Dokken team will work closely with on- going design work by CVAG and its Flooding and Blowsand project as well as design work underway in Cathedral City along Varner Road. The feasibility study is scheduled to be completed in May 2025.
Fiscal Analysis: Dokken Engineering’s proposed cost to prepare final PSE and support through construction for CV Sync Phase II, combined with a Feasibility Study for enhancing the safety and efficiency of Varner Road as a de facto bypass to I-10, is $4,680,190. This was significantly lower than the bid from the second-ranked firm.
A substantial amount of this cost is related to the civil engineering required for a I -10 bypass concept. The feasibility study will require significant hydrology and preliminary engineering. CVAG staff is in discussions with local jurisdictions, including the County of Riverside and the Cities of Indio and Cathedral City, to address the local cost share.
Staff is recommending a 10% contingency of $468,019, bringing the total contract cost would be $5,148,209. Regional transportation funding is available for this project.
Attachments:
1. Dokken Engineering Proposal: https://cvag.org/pdf/cvsync/Dokken.pdf
2. Engineering Services Contract
3. Location Map
Contract No. CVAG-23-043
Project: CV Sync Phase III – Varner/Avenue 42
PROFESSIONAL SERVICES CONTRACT
between
COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG)
and
DOKKEN ENGINEERING
THIS AGREEMENT is made and effective as of December 4, 2023 between the Coachella Valley Association of Governments ("CVAG") and Dokken Engineering ("Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on December 4, 2023 and shall remain and continue in effect until tasks described herein are completed, but in no event later than May 31, 2025, unless sooner terminated or extended pursuant to the provisions of this Agreement.
2. SERVICES
Consultant shall perform PROFESSIONAL ENGINEERING, TRAFFIC ENGINEERING, AND ITS SYSTEMS ENGINEERING SERVICES consistent with the provisions of the Request for Proposals for the proposed CV SYNC PHASE III AND VARNER ROAD IMPROVEMENT (VARNRR/AVENUE 42) PROJECT, released on September 19, 2023, (the "RFP,") and any modification thereto adopted in writing by the parties and identified herein as an exhibit to this Agreement, upon issuance by CVAG of written authority to proceed (a "Notice to Proceed") as to either (a) a portion of the work if separate and independent tasks are contemplated or (b) all work if it constitutes a single project.
Except as amended by the exhibits hereto, Consultant is bound by the contents of the RFP and Consultant's response thereto. In the event of conflict, the requirements of this Agreement, including any exhibits, then the Request for Proposals, shall take p recedence over those contained in Consultant's response.
The following exhibit(s) are attached and incorporated herein by reference:
Exhibit A: Scope of Work
Exhibit B: Price Formula (Consultants Proposal)
3. PRICE FORMULA
CVAG agrees to pay Consultant at the rates set forth in Exhibit B, the Price Formula, and by reference incorporated herein. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $5,148,209 without a written amendment. 1 4. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all tasks required hereunder. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar servi ces as are required of Consultant hereunder in meeting its obligations under this Agreement.
Consultant shall submit informal progress reports to CVAG's Project Manager by telephone, e-mail or in person, on a weekly basis, in a form acceptable to CVAG, describing the state of work performed. The purpose of the reports is to allow CVAG to determi ne if the contract objectives and activities are being completed in accordance with the agreed upon schedule, and to afford occasions for airing difficulties or special problems encountered.
The Consultant’s Project Manager shall meet with the CVAG Project Manager as needed.
5. PAYMENT
(a) If independent and separate Work Orders are contemplated, CVAG shall pay Consultant upon satisfactory completion of each Work Order; and, unless Consultant provides a performance bond, progress payments will not be made on individual or a collection of Work Orders. If all the work constitutes a single project, Consultant shall submit invoices for work completed on a periodic basis, no more frequently than monthly.
(b) Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth in a duly issued Work Order. (c) Consultant shall submit invoices for services performed in accordance with the payment rates and terms set forth in Exhibit B. The invoice shall be in a form approved by CVAG.
(d) A formal report of tasks performed and tasks in process, in a form acceptable to CVAG, shall be attached to each invoice.
(e) All invoices shall be consistent with current progress reports as well as the budget and work schedule set out in the RFP and, if modified or supplemented thereby, the exhibits to this Agreement.
(f) Upon approval by CVAG's Project Manager, payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If CVAG disputes any of Consultant's invoiced fees it shall give written notice to Consultant within thirty (30) days of receipt of the invoice. 2 6. INSPECTION OF WORK
Consultant shall permit CVAG the opportunity to review and inspect the project activities at all reasonable times during the performance period of this Agreement including review and inspection on a daily basis.
7. SCOPE OF WORK CHANGES
The scope of work shall be subject to change by additions, deletions or revisions by CVAG.
Consultant shall be advised of any such changes by written notice. Consultant shall promptly perform and strictly comply with each such notice. If Consultant believes that performance of any change would justify modification of the Agreement price or time for performance, Consultant shall comply with the provisions for dispute resolution set out hereinbelow.
8. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) CVAG may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon Consultant seven (7) days prior written notice. Upon tender of said notice, Consultant shall immediately cease all work under this Agreement, unless further work is authorized by CVAG. If CVAG suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, CVAG shall pay Consultant only for work that has been accepted by CVAG. Work in process will not be paid unless CVAG agrees in writing to accept the partial work, in which case, prorated fees may be authorized. Upon termination of the Agreement pursuant to this Section, Consultant will submit a final invoice to CVAG. Payment of the final invoice shall be subject to approval by the CVAG Project Manager as set out above.
9. DEFAULT OF CONSULTANT
(a) Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, CVAG shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to Consultant. Provided, however, if such failure by Consultant to make progress in the performance of work hereunder arises out of ca uses beyond Consultant's control, and without fault or negligence of Consultant, it shall not be considered a default.
(b) As an alternative to notice of immediate termination, the CVAG Executive Director or his/her delegate may cause to be served upon Consultant a written notice of the default. Consultant shall then have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that Consultant fails to cure its default within such period of time, CVAG shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
10. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to work performed, costs, expenses, receipts, and other such information that relates to the performance of services under this 3 Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of CVAG or its designees at reasonable times to such books and records; shall give CVAG the right to examine and audit said books and records; shall permit CVAG to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
(b) Unless the RFP or exhibits hereto expressly provide otherwise, upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other docu ments prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of CVAG and may be used, reused, or otherwise disposed of by CVAG without the permission of Consultant. With respect to computer files, Consultant shall make available to CVAG, at Consultant's office and upon reasonable written request by CVAG, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.
11. INDEMNIFICATION FOR PROFESSIONAL LIABILITY
To the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless CVAG, its members and any and all of their officials, employees and agents from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs, which arise out of, pertain to, or relate to Consultant's alleged act(s) or failure(s) to act.
12. INSURANCE
(a) Throughout the term of this Agreement, Consultant shall procure and maintain the following: (1) Commercial General Liability insurance in an amount not less than $ 2,000,000 per occurrence, $4,000,000 general aggregate for bodily injury, personal injury and property damage; (2) Professional Liability/Errors and Omissions insurance in an amount not less than $1,000,000.00 per claim and in the aggregate; (3) Automobile Liability Insurance for bo dily injury and property damage including coverage for owned, non-owned and hired vehicles, in an amount not less than $1,000,000 per accident combined single limit, at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability, Code 1 (any auto); (4) Workers’ compensation in com pliance with applicable statutory requirements and Employer’s Liability Coverage in an amount not less than $1,000,0000 per accident or disease, Consultant shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers.
(b) Consultant shall include CVAG, its member agencies and any other interested and related party designated by CVAG, as additional insureds on the commercial general liability policy and the automobile liability policy for liabilities caused by Consultan t in its performance of services under this Agreement and shall provide CVAG with a certificate and endorsement verifying such coverage. In the event said insurance coverage expires at any time or times during the term of this Agreement, Consultant agrees to provide at least five (5) days notice prior to said expiration date and, prior to said expiration date, a new certificate of insurance and endorsements evidencing insurance coverage as required herein for no less than the remainder of the term of the Agreement, or for a total period of not less than one (1) year. New certificates of insurance are subject to the approval of CVAG. In the event 4 Consultant fails to keep in effect at all times insurance coverage as required herein, CVAG may, in addition to any other remedies it may have, terminate this Agreement.
(c) Consultant's insurance coverage shall be primary insurance as respects CVAG, its member agencies, and any other interested and related party designated by CVAG as additional insureds. Any insurance or self-insurance maintained by said additional insureds shall be in excess of Consultant's insurance and shall not contribute with it and, to the extent obtainable, such coverage shall be payable notwithstanding any act of negligence of CVAG, its members, or any other additional insured, that might otherwise re sult in forfeiture of coverage. Any failure to comply with reporting or other provisions of the policies, including breach of warranties, shall not affect coverage provided to said additional insureds. Consultant's insurance shall apply separately to eac h insured against whom claim is made or suit is brought. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by any party, reduced in coverage or in limits except after thirty (30 ) days prior written notice by certified mail, return receipt requested, has been given to CVAG.
(d) Said insurance policy or policies shall be issued by a responsible insurance company with a minimum A. M. Best Rating of “A -“ Financial Category “X”, and authorized and admitted to do business in, and regulated by, the State of California.
(e) Evidence of all insurance coverage shall be provided to CVAG prior to issuance of the Notice to Proceed. Consultant acknowledges and agrees that such insurance is in addition to Consultant's obligation to fully indemnify and hold CVAG, its members an d any other additional insureds free and harmless from and against any and all claims arising out of an injury or damage to property or persons caused by the acts or omissions of Consultant.
13. INDEPENDENT CONTRACTOR
(a) Consultant is and shall at all times remain as to CVAG a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Nei ther CVAG, its members, nor any of their officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of CVAG or its members. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against CVAG or its members, or bind CVAG or its members in any manner except as expressly authorized by CVAG.
(b) No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, CVAG shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder. CVAG shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
14. LEGAL RESPONSIBILITIES
Consultant shall keep itself informed of State, Federal and local laws and regulations which in any manner affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws and regulations. CVAG, its 5 members, and their officers and employees, shall not be liable at law or in equity for any liability occasioned by failure of Consultant to comply with this Section.
Consultant shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, national origin, or any other unlawful basis.
15. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or will be used against or in concert with any officer or employee of CVAG in connection with the award, terms or implementation of this Agreement, including any method of coercion, c onfidential financial arrangement, or financial inducement. No officer or employee of CVAG will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling CVAG to any and all remedies at law or in equity.
16. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of CVAG, nor its designees or agents, and no public official who exercises authority over or responsibilities with respect to the subject of this Agreement during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the services performed under this Agreement.
17. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without CVAG's prior written authorization. Consultant, its officers, employees, agents, or sub-consultants, shall not without written authorization from the CVAG Task Manager or unless requested by the CVAG Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property of CVAG. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives CVAG notice of such court order or subpoena.
(b) Consultant shall promptly notify CVAG should Consultant, its officers, employees, agents, or sub- consultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property of CVAG or its members. CVAG retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with CVAG and to provide the opportunity to review any response to discovery requests provided by Consultant. However, CVAG's right to review any such response does not imply or mean the right by CVAG to control, direct, or rewrite said response. (c) Consultant covenants that neither it nor any officer or principal of Consultant's firm has any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by Consultant as an officer, employee, agent, or subcontractor.
6 18. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:
To CVAG: Executive Director
Coachella Valley Association of Governments
74-199 El Paseo, Suite 100
Palm Desert, CA 92260
To Consultant: Michael Greer, Project Manager
Dokken Engineering
1450 Frazee Road, Suite 100
San Diego, CA 92108
19. ASSIGNMENT/PERSONNEL
Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of CVAG.
Because of the personal nature of the services to be rendered pursuant to this Agreement, there shall be no change in Consultant's Project Manager or members of the project team without prior written approval by CVAG.
20. MANAGEMENT
CVAG's Executive Director shall represent CVAG in all matters pertaining to the administration of this Agreement, review and approval of all services submitted by Consultant.
During the term of this Agreement, Consultant shall provide sufficient executive and administrative personnel as shall be necessary and required to perform its duties and obligations under the terms hereof.
21. SUBCONTRACTS
Unless expressly permitted in the RFP or the exhibits hereto, Consultant shall obtain the prior written approval of CVAG before subcontracting any services related to this Agreement. CVAG reserves the right to contract directly with any necessary subcontractors in the unlikely event it becomes necessary.
22. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect all licenses required of it by law for the performance of the services described in this Agreement.
23. GOVERNING LAW
7 CVAG and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the Riverside County Superior Court, Desert Branch.
Any dispute arising under this Agreement shall first be decided by the CVAG Executive Director or designee. Consultant shall give CVAG written notice within seven (7) days after any event which Consultant believes may give rise to a claim for an increase in compensation or a change in the performance schedule.
Within fourteen (14) days thereafter, Consultant shall supply CVAG with a statement supporting the claim.
CVAG shall not be liable for and Consultant hereby waives any claim or potential claim which Consultant knew or should have known about and which was not reported in accordance with the provisions of this paragraph. Consultant agrees to continue performance of the services during the time any claim is pending.
No claim shall be allowed if asserted after final payment.
24. FINAL PAYMENT CERTIFICATION AND RELEASE
CVAG shall not be obligated to make final payment to Consultant until Consultant has fully performed under this Agreement and has provided CVAG written assurances that Consultant has paid in full all outstanding obligations incurred as a result of Consultant’s performance hereunder. All obligations owing by CVAG to Consultant shall be deemed satisfied upon Consultant’s acceptance of the final payment.
Thereafter, no property of CVAG shall be subject to any unsatisfied lien or claim arising out of this Agreement.
25. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.
26. FORCE MAJEURE
Neither party hereto shall be liable to the other for its failure to perform under this Agreement when such failure is caused by strikes, accidents, acts of God, fire, war, flood, governmental restrictions, or any other cause beyond the control of the party charged with performance; provided that the party so unable to perform shall promptly advise the other party of the extent of its inability to perform. Any suspension of performance by reason of this paragraph shall be limited to the period during which such cause of failure exists.
27. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
8 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
COACHELLA VALLEY ASSOCIATION OF GOVERMENTS
By: __
Tom Kirk, Executive Director
Dokken Engineering
By: ______________________________
John Klemunes, President
9 EXHIBIT “A”
SCOPE OF WORK
5. WORK PLAN
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
5. WORK PLAN
PROJECT UNDERSTANDING
Our Dokken Engineering Team has thoroughly evaluated CVAG’s RFP for Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for CV SYNC Phase III and Varner Road Improvements Feasibility Study. We attended the pre-proposal meeting and have thoroughly read through the Addendum, dated October 17, 2023, to understand the project needs and goals . We understand that the CV SYNC Phase III Improvements , with 22 -mile limits as described in the next section, shall be fully designed with final PS&E Package(s) as well as construction and implementation support provided. We also understand that the Varner Road Improvements , along the 18-mile corridor from Palm Drive to Avenue 42, are to be evaluated from a traffic safety and capacity perspective with development of design alternatives to present solutions to the existing drainage issues. The proposed improvements needed to allow Varner Road to serve as the de -facto bypass to I -10 during emergency/incident management events will be carefully evaluated with potential projects, impacts, and costs to be summarized in a Varner Road Improvements Feasibility Study.
PROJECT UNDERSTANDING – CV SYNC PHASE III IMPROVEMENTS AND ICM EVALUATION Dokken Engineering has teamed with ADVANTEC, who has been working with CVAG and their stakeholders since 2016 to provide planning, design, signal timing/synchronization, construction support, and post- construction support as part of the CV SYNC Phase I and Phase II Pro jects. In addition, ADVANTEC provided preliminary analysis on the Phase III – Varner Road/Avenue 42 Corridor during the planning phase of the program. They are currently working with CVAG preparing the System Operations, System Maintenance, and System Management Manuals to support the CV Sync Program.
CV Sync Phase III Project – The CV Sync Phase III proposed improvements are along Varner Road from Palm Drive to Avenue 42, and Avenue 42 from Varner Road to Golf Center Parkway. The total corridor length is approximately 22 miles with a total of 23 traffic signals. Segments of the corridor are owned and maintained by the City of Cathedral City, County of Riverside, Caltrans, and the City of Indio. I t is anticipated that the CV S YNC Phase III Project will follow the same planning, design, implementation, and operations as the Phase I and Phase II Projects that were delivered by ADVANTEC , with the exception that this Phase III Project will be managed by Dokken Engineering.
The ITS field technologies including QFree advanced traffic controllers (ATC), Bosch Closed Circuit Television (CCTV) System, Daktronics Changeable Message Signs (CMS), Iteris Video Detection System (VDS), C-V2X Yunex Roadway Side Units (RSUs), Acyclica Wi Fi/Bluetooth Arterial Management System (AMS) will be incorporated as part of the CV S YNC Phase III Project. In addition, a fiber optic/wireless secured communication system will be designed and will be integrated to the Phase I and Phase II communication network via proposed and existing
communication hubs that will be connected to the Regional Traffic Management Center (RTMC), Cities Traffic Operations Center, (TOCs), County of Riverside TOC, and Caltrans District 8 TMC using the CV Sync workstation. Consistent with the approach to Phase I and Phase II of CV S YNC Projects, the planning and design phases will assume the use of wireless communications through tribal nation lands to avoid ground disturbance. These field elements will be connected to QFree Kinetic Mobility, Genetec Video Management System, and Eximus Asset
Management Software. We will include other facilities to be part of the CV SYNC Phase to support management of Special Events at the Acrisure Hockey Arena; connectivity to City of Rancho Mirage Public Works Yard; and connectivity to the California Highway Patrol facility. In order to provide a reliable wireless communication network, our team recommends providing backhaul communication radios at the roof of the Agua Caliente Casino in the City of Rancho Mirage and Fantasy Springs Casino in the City of Indio and connect it to the proposed wireless communication system along Varner Road and Avenue 42 to the CV SYNC RTMC. Our proposed approach will also allow the Agua Caliente and Cabazon Band of Mission Indians Tribal Nations to be major stakeholders of the CV SYNC Program. We will
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
provide all the necessary planning, design, and project implementation support as described in our Work Plan. Our team anticipates the proposed communication system for CV SYNC Phase III improvements as shown in the table below.
CV SYNC PHASE III PROPOSED CORRIDOR COMMUNICATIONS SUMMARY TABLE
INTEGRATED CORRIDOR MANAGEMENT (ICM) FIGURE
Integrated Corridor Management (ICM) – CVAG wants to evaluate a potential ICM System in the Coachella Valley that will provide connectivity to Caltrans District 8 that will allow real -time coordination and management of major non -recurring events (e.g., accidents, weather events, etc.) along the I-10 freeway and provide travel time messages and detour routes to motorists to properly exit the I -10 freeway and take the Varner Road/ Avenue 42 Corridor or other CV Sync
Corridors; and allow motorist to get back safely to the I-10 freeway after the incident area. The ICM component will be evaluated along Varner Road from Palm Drive to Avenue 42, and Avenue 42 from Varner Road to Golf Center Parkway.
At this time, we are anticipating that the segment along Golf Center Drive from Avenue 42 to the I -10 interchange is not included; but it is recommended for the planning, design, and integration of an Integrated Corridor
Management (ICM) with Caltrans District 8 . The Golf
Center Drive Corridor was not a Phase I or Phase II Corridor, but it was ranked No. 25 as a Priority Corridor in the
Coachella Valley (based on the approved ITS Master Plan Priority Corridors Chapter). Other connectivity points from Varner Road/Avenue 42 to the I-10 freeway (e.g., Monterey Avenue, Cook Street, Jefferson Street, etc.) are not part of the CV Sync Additional
Corridors Corridor Limits Proposed Communication Improvements Varner Road From Palm Drive to Ramon Road Wireless Communications Varner Road From Ramon Road to Avenue 42 Fiber Optic Communications Avenue 42 From Varner Road to Golf Center Drive Fiber Optic Communications Golf Center Drive From Avenue 42 to I-10 Freeway Potentially Not-a-Part of the Phase III Project
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
Phase III Project but will be
included as part of the ICM
evaluation phase. These
interchanges were part of CV Sync
Phase I and Phase II Projects and
the CV Sync technologies and fiber
optic/cellular/wireless
communications will be in placed
prior to const ruction of the Phase
III improvements. The ICM Phase
will require coordination with
Caltrans and the corresponding jurisdictions. Current TPPS projects will be evaluated for potential incorporation into any concept level roadway improvements tied to the I CM Phase. We anticipate that the ICM related roadway and traffic signal improvements will be presented at concept design level. Our team will provide an ICM Concept- of-Operations (ConOps), Incident Scenarios, Exhibits, and ICM Architecture as part of our ICM deliverables. The figure below shows the limits of the CV Sync Phase III Project improvements and proposed ICM study segments to bring connectivity to the I-10 Freeway.
CV SYNC PHASE III and PROPOSED ICM STUDY SEGMENTS FIGURE
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
PROJECT UNDERSTANDING – VARNER ROAD IMPROVEMENTS FEASIBILITY STUDY Our team has identified three key project challenges including drainage system modification design considerations, planned roadway widening (Palm Drive to Bob Hope Drive) design considerations, and stakeholder communication and coordination considerations while analyzing the Varner Road, from Palm Drive to Avenue 42, Improvements Feasibility Study Project. These challenges, along with an overview our team’s unique solutions, have been outlined below and further elaborated on pages that follow to highlight the benefit our Dokken Engineering Team brings to you.
CVAG/PROJECT CHALLENGE DOKKEN TEAM SOLUTIONS BENEFIT(S) TO CVAG Drainage System Modification Design Considerations
The flooding along I-10 and Varner
Road was recently evidenced
during Storm Hilary. There are
several cross-culverts and low-
water crossing upgrades needed
to alleviate this issue. Specifically,
cross-culverts within Caltrans’
ROW and low-water crossings
along Varner Road, with FEMA’s
floodplain north of I-10, will need
to be evaluated to determine
preliminary design options.
We believe the first steps to analyzing this
issue are to develop a comprehensive and
agreed upon Hydrology Map of the
Whitewater Watershed in this vicinity of the
Coachella Valley. The hydrology and contour
mapping will need to account for all existing
above and below ground drainage patterns
as well as aeolian windblown blow sand
migration patterns. We will coordinate with
CVWD on the floodplain and locations of
flooding as related to drainage system flow
rates and sediment transport in the system.
Our team has provided engineering
solutions in the Coachella Valley for
years. We worked with CVAG, Palm
Springs, and Riverside County to
construct a modified interchange at
Indian Canyon Drive. Our lead
drainage engineer was one of the
hydrologic and hydraulic modelers
for the Whitewater River Levee
project and is very familiar with the
floodplain and challenges specific
to this immediate project area.
Planned Roadway Widening (Palm to Bob Hope) Design Considerations A portion of the recent traffic
backup along Varner Road
experienced during Storm Hilary
was related to insufficient
roadway capacity along certain
roadway segments and at
signalized intersections. The
segments along Varner Road, from
Palm Drive to Bob Hope Drive, are
currently listed in the SCAG FTIP to
have capacity-increasing
improvements. Alternative
analysis on the optimal roadway
alignment and widening options
will be completed for this project.
Dokken has extensive experience preparing
feasibility studies for large and small
projects. Corridor upgrade projects, such as
this one, require a big picture perspective to
ensure proposed improvement at any one
location, roadway segment, or intersection
do not create potential additional issues at
another. Our team at Dokken is skilled at
working with our clients and sub consultants
to find solutions that work best for all.
Evaluation of intersection alternatives that
meet the goals of adjacent property owners
while minimizing property impacts,
increasing capacity, and improving safety for
all users is something we take great pride in.
Our team has prepared several
feasibility study and project report
type documents for our clients.
With in-house environmental,
structural, and right-of-way
engineers that have been delivering
projects together for years CVAG
can be assured that our team will
be efficient, thorough, and accurate
with our assessment of design
options and alternatives. We are
also currently coordinating with
ADVANTEC to provide construction
support for a Bridge Widening
Project over UPRR in Palm Springs.
Stakeholder Communication and Coordination
This project has invested interest
from Cities and other nearby
stakeholders including businesses,
residents, schools, and tribal
nations. The proposed corridor
improvements will directly impact
accessibility and emergency
response for all, so garnering their
input will be critical to successful
delivery of the project.
We have extensive expertise providing
project updates to executive committees,
City staff, residents, business owners, and
other community stakeholders. Our team is
familiar with this corridor and will ensure
that proposed improvements minimize
property and utility impacts by maintaining
existing infrastructure. We know that clear
communication keeps everyone informed
of the project status and schedule.
Our proactive approach to
communication with stakeholders
using available technology and
exhibits that are easy to read and
comprehend will enable our team
to resolve questions or concerns in
a timely manner and minimize any
miscommunication regarding
project goals, improvements, and
potential impacts or utility conflicts.
This section elaborates a bit more on each of the afore-mentioned design challenges that are anticipated on this project. We have also included Project Overview Exhibits within Appendix 6.5 to help distinguish between the limits of each and identify areas of drainage analysis concern and potential widening along the corridor.
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
DRAINAGE SYSTEM MODIFICATION DESIGN CONSIDERATIONS
Existing terrain along the corridor is generally sloping from north to south, with varying grades between the slopes and high elevation points at Palm Drive and Date Palm Drive. There are several existing low water crossings along the corridor that our team will evaluate options for upgrades such as reinforced concrete pipes or box culverts as needed for this project. When minor modifications are proposed we have in -house structural designers that can provide structural designs and calculations that document proposed modifications. As part of this project’s hydraulics and hydrology analysis, a review of the current hydromodification requirements as related to these proposed improvements will be conducted to ensure water quality treatment features, that minimize utility conflicts, are proposed where needed.
Thus, proper analysis of existing hydrology and flow patterns paired with an in -depth understanding of the drainage patterns, existing drainage facilities, and w ater quality treatment options will allow our team as well as CVAG and the CVWD to meet the project’s goals while adhering to current drainage and water quality treatment standards.
PLANNED ROADWAY WIDENING (PALM TO BOB HOPE) DESIGN CONSIDERATIONS For the Varner Road widening feasibility study, we would also look to project partners such as CVWD to develop complementary facilities such as a raised roadway section that acts as a levee to prevent flooding of I -10. The northside toe of the roadway prism could be excavated into a longitudinal basin which would provide fill for the roadway prism but also capture and infiltrate flood flows. As the entire north side of I-10 is FEMA designated floodplain, it will be critical to account for the floodplain hydrology and hydraulics to understand drainage paths and design facilities that are able to prevent the roadway from flooding in the future. This may include joint use facilities such as flood control basins that can capture floo d flows and then infiltrate off -peak, off-site diversions, and other larger- scale facilities that are capable of collecting and conveying flood waters away from Varner Road. This section along Varner Road as highlighted below, between Palm Drive and Bob Hope Drive is currently listed for wide ning from a two-lane to a four-lane roadway in SCAG’s FTIP, thus not subject to VMT Traffic Analysis as other roadway widening segments would be . Additional improvements along the corridor will be evaluated to understand the traffic mobility needs of each intersection and specific turning movements and pocket lengths.
STAKEHOLDER COMMUNICATION AND COORDINATION
Proper coordination to understand the needs and preferences of the community will ensure stakeholders are heard and their input incorporated into project improvements. With in -house Right of Way Agents our team can coordinate with homeowners on CVAG’s behalf to expedite processes and alleviate the C VAG of this burden if needed once proposed improvements and easement needs are confirmed. There are a few areas along the project, specifically a long steep slopes, that may benefit from the addition of retaining walls to help minimize impacts to adjacent properties. The type of retaining walls to be designed and constructed will depend on many factors including the height of the wall, available width and right of way to build the wall, geotechnical design parameters, and the aesthetic appeal of the wall considering local input.
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
SCOPE OF WORK – CV SYNC PHASE III IMPROVEMENTS
TASK 1 – PROJECT INITIATION, MANAGEMENT, AND COORDINATION Subtask 1.1 Meetings and Coordination
• Integrated Corridor Management (ICM) Caltrans and Stakeholders Coordination • Kickoff Meeting (1)
• Project Meetings (14)
• ICM Meetings (12), and
• TSMO Meetings (12)
Subtask 1.2 Project Administration
Task 1 Deliverables: Project Management; Project Coordination with CVAG, Cities, Caltrans, and County; ICM Planning/Coordination with Caltrans and Stakeholders; Project Meetings; ICM Meetings; TSMO Meetings; Meeting Notices, Agendas, Minutes, and Presentation Materials; Technical Memos; Staff Reports and Attachments; Monthly Progress Report; Project Schedule; Stakeholder List; Team Coordination and Budget Monitoring TASK 2 – DATA COLLECTION AND FIELD REVIEW
Subtask 2.1 Data Collection and Field Review
Task 2 Deliverables: Data Collection Inventory Matrix; Field Review and Notes; Photo Logs TASK 3 – CONCEPTUAL ENGINEERING AND ANALYSIS
Task 3 Deliverables: ICM Concept-of-Operations Report; Incident Scenarios; Exhibits; ICM Architecture TASK 4 – PRELIMINARY ENGINEERING
Task 4 Deliverables: Preliminary Engineering and Cost Estimates (70 Sheets) TASK 5 – ENVIRONMENTAL STUDIES AND ENVIRONMENTAL CLEARANCE Task 5 Deliverables: Project Management; Project Coordination; Preparation of Documents/Details/Exhibits; Project Coordination Meetings
TASK 6 – FINAL DESIGN
Subtask 6.1 Fiber Optic/Wireless Communications, RTMC, RTOC, and ITS Field Elements Plans and Details Subtask 6.2 Technical Specifications, Special Provisions, and Hardware and Software Procurement List Subtask 6.3 Construction Quantities and Engineer’s Estimates Task 6 Deliverables: Fiber Optic/Wireless Communications, Secured Communication Network, RTMC, TOCs, and ITS Field Elements Plans and Details (189 Sheets); GIS Mapping of Final Approved Plans; Technical Specifications; Special Provisions; and Hardware and Software Procurement List; Construction Quantities and Engineer’s Estimates TASK 7 – GRANT FUNDING APPLICATION SUPPORT
Task 7 Deliverables: ITS, Smart Mobility and Smart Cities Grant Funding Application Support TASK 8 – UTILITY COORDINATION
Task 8 Deliverables: Varner Road/Avenue 42 Corridor and Twenty-three (23) Signalized Intersections Utility Notification and Coordination; SCE and IID Electrical Service Points Coordination for Proposed CMS TASK 9 – RIGHT-OF-WAY AND EASEMENT ACQUISITION
Task 9 Deliverables: N/A
TASK 10 – CONSTRUCTION SUPPORT, COORDINATION, AND MEETING ATTENDANCE Task 10 Deliverables: Construction Support, Coordination, and Meetings Attendance
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
TASK 11 – PROJECT IMPLEMNTATION SUPPORT
Subtask 11.1 Conduct Traffic Signal Counts, Field Observations, Measurements, and Data Gathering • Corridor “Before” Study (Varner Road/Avenue 42 Corridor) Subtask 11.1 Deliverables: 7-day ADT counts (13 locations); ITM counts during AM, Midday, PM, and Saturday Midday (23 locations); Report summarizing data collection and field review efforts; Excel Files of updated timing parameters; “Before” Study Memorandum; Tru-traffic files with trip logs; In-vehicle video recording of each travel run Subtask 11.2 Prepare, Implement and Adjust Traffic Signal Timing and Coordination Based on Field Observations and Observations from the Regional Traffic Management Center Signal Timing Optimization and Implementation • Proposed Network Modeling
• Concept of Operations
• Develop Optimized Traffic Signal Timing
• Signal Timing Implementation
• Optimize Signal Timing (Fine-Tuning)
• Corridor “After” Study (Varner Road/Avenue 42 Corridor) • Before/After Synchronized Video
Subtask 11.2 Deliverables: Concept of Operations Report including Scenarios; Proposed Synchro and Tru-traffic with optimized timing parameters; Draft and Final Network Modeling Technical Memorandum documenting the signal timing optimization; Implementation-ready timing sheets for each agency; Final optimized Synchro and Tru-traffic files; After Study Report; Tru-traffic files with “Before” and “After” trip logs; Synchronized videos showing Before and After runs for AM, Midday, PM, and Saturday peak periods
Subtask 11.3 Traffic Control and Detour Plans
• Project Coordination and Meeting Attendance
• Field Investigation
Subtask 11.3 Deliverables: Traffic Control, Details, and Detour Plans (170 Sheets); Project Coordination, Meeting Attendance, Meeting Notes, and Action Items; Field Investigation, Notes, Video, and Photos of Existing Conditions During Construction
Subtask 11.4 System Operations and Maintenance Support Services Subtask 11.4 Deliverables: System Operations and Maintenance Support Services Subtask 11.5 Record Drawings
Subtask 11.5 Deliverables: Record Drawings (189 Sheets) Subtask 11.6 Updates to the CV Sync Operations and Maintenance Manuals Subtask 11.6 Deliverables: Updates to the CV Sync Operations, Management, and Maintenance Manuals Subtask 11.7 Updates to CVAG ITS Master Plan
Subtask 11.7 Deliverables: Update to CVAG ITS Master Plan Subtask 11.8 Project Closeout Support Services
• Environmental Documents
• Closeout Documents
• Executive Level Support Documents
Subtask 11.8 Deliverables: Project Closeout Support Services *A DETAILED SCOPE OF WORK, WITH DESCRIPTIONS OF EACH TASK AND SUBTASK, CAN BE PROVIDED UPON REQUEST
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
SCOPE OF WORK – VARNER ROAD IMPROVEMENTS FEASIBILITY STUDY TASK 1 – PROJECT INITIATION, MANAGEMENT, AND COORDINATION Subtask 1.1 Meetings and Coordination
• Coordination with CVAG, Cities, Caltrans, and Stakeholders • Kickoff Meeting (1)
• Bi-Weekly Project Meetings (24)
• Transportation Committee Meetings (4), and
• Executive Committee Meetings (4)
Subtask 1.2 Project Administration
Task 1 Deliverables: Project Management; Project Coordination with CVAG, Cities, Caltrans, and Stakeholders; Project Meetings; TC Meetings; EC Meetings; Meeting Notices, Agendas, Minutes, and Presentation Materials; Technical Memos; Staff Reports and Attachments; Monthly Progress Report; Project Schedule; Stakeholder List; Team Coordination and Budget Monitoring
TASK 2 – DATA COLLECTION AND FIELD REVIEW
Subtask 2.1 Data Collection and Field Review
Subtask 2.2 Utility Base Mapping from As-Builts and Site Visits Subtask 2.3 Aerial Topographic Mapping and Imagery
Task 2 Deliverables: Data Collection Inventory Matrix; Field Review and Notes; Photo Logs TASK 3 – CONCEPTUAL ENGINEERING AND ANALYSIS
Subtask 3.1 Traffic Data Collection and Modeling
Subtask 3.2 Roadway and Intersection Safety and Capacity Analysis Subtask 3.3 Future Volume Forecasting, Operations Analysis, and Traffic Report Subtask 3.4 Draft Varner Road Improvements Feasibility Study • Executive Summary
• Introduction
• Project Background, including Community Interaction
• Purpose and Need, including Regional and System
Planning
• Existing Facilities, including Utilities
• Environmental Compliance Considerations
• Traffic, Maintenance, and Operations Impacts
• Drainage and Stormwater Treatment
• Alternatives Considered
• Other Considerations, including Permits, Agreements,
Complete Streets
• Alternatives Rejected
• Funding, Programming, and Estimate
• Schedule to Deliver Project
• Approvals and Recommendation
• Project Personnel
• Potential Right of Way Impacts, including Access
Control
• B
asis of Design Worksheet Identifying Non-S
tandard
Design Features
• S
torm Water Requirements/Construction General
Permit Risk Level Assessment
• Preliminary Cost Estimate (using square footage cost
factors for quantities)
• 11x17, Scaled Exhibits of Each of the Three (3)
Alternatives
• Grant Funding Opportunities
Subtask 3.5 Final Varner Road Improvements Feasibility Study Task 3 Deliverables: Traffic Count Data; Traffic Modeling; Roadway Segment Safety and Capacity Analysis; Intersection Turning Movement and Traffic Control Safety and Capacity Analysis; Draft/Final Varner Road Improvements Feasibility Study; Draft/Final Drainage Report (Optional) TASK 4 – PRELIMINARY ENGINEERING
Our team’s understanding is that Preliminary Engineering task for the Varner Road Improvements Feasibility Study portion of this project has been removed from the scope of work per Addendum No. 1, dated October 17, 2023. Please see Task 12 for optional Surveying/Right-of-Way Assessments and Geotechnical Investigations tasks related to Preliminary Engineering.
Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
TASK 5 – ENVIRONMENTAL STUDIES AND ENVIRONMENTAL CLEARANCE Our team’s understanding is that Environmental Studies and Environmental Clearance task for the Varner Road Improvements Feasibility Study portion of this project has been removed from the scope of work per Addendum No. 1, dated October 17, 2023. Please see Task 12 for optional Preliminary Environmental Assessment as well as Biological, Cultural, and Hazardous Waste Assessment Memorandum Tasks related to Environmental Studies and Clearance.
TASK 6 – FINAL DESIGN
Our team’s understanding is that this Final Design task for the Varner Road Improvements Feasibility Study portion of this project has been removed from the scope of work per Addendum No. 1, dated October 17, 2023.
Task 6 Deliverables: N/A
TASK 7 – GRANT FUNDING APPLICATION SUPPORT
Task 7 Deliverables: ATP, Complete Streets, and Vision Zero Grant Funding Application Support TASK 8 – UTILITY COORDINATION
Our team’s understanding is that this Utility Coordination task for the Varner Road Improvements Feasibility Study portion of this project has been removed from the scope of work per Addendum No. 1, dated October 17, 2023.
Task 8 Deliverables: N/A
TASK 9 – RIGHT-OF-WAY AND EASEMENT ACQUISITION
Our team’s understanding is that this Right-of-Way and Easement Acquisition task for the Varner Road Improvements Feasibility Study portion of this project has been removed from the scope per Addendum No. 1, dated October 17, 2023.
Task 9 Deliverables: N/A
TASK 10 – CONSTRUCTION SUPPORT, COORDINATION, AND MEETING ATTENDANCE This task will no longer be required without the preparation of final construction documents for this portion of the project.
Task 10 Deliverables: N/A
TASK 11 – PROJECT IMPLEMNTATION SUPPORT
This task will only be required for the CV SYNC Phase III portion of the project.
Task 11 Deliverables: N/A
TASK 12 – OPTIONAL FEASIBILITY STUDY DESIGN SUPPORT TASKS Subtask 12.1 Draft/Final Drainage Report
Subtask 12.2 Field Surveying/Mapping and Right-of-Way Needs Assessment Subtask 12.3 Preliminary Geotechnical Investigations
Subtask 12.4 Preliminary Environmental Assessment
Subtask 12.5 Cultural Survey/Assessment Memorandum
Subtask 12.6 Biological Survey/Assessment Memorandum
Subtask 12.7 Hazardous Waste Survey/Assessment Memorandum Task 12 Optional Deliverables: Draft/Final Drainage Report; Field Surveying/Mapping Needs Assessment Matrix; Right-of-Way Mapping/Acquisition Needs Assessment Matrix; Preliminary Geotechnical Investigations Report; Preliminary Environmental Assessment; Cultural Survey/Assessment Memorandum; Biological Survey/Assessment Memorandum; Hazardous Waste Survey/Assessment Memorandum *A DETAILED SCOPE OF WORK, WITH DESCRIPTIONS OF EACH TASK AND SUBTASK, CAN BE PROVIDED UPON REQUEST Request for Proposal for
Professional Engineering, Traffic Engineering, and ITS Systems Engineering Services for
CV SYNC PHASE III AND VARNER ROAD IMPROVEMENTS
10 EXHIBIT “B”
PRICE FORMULA
Mark Tarrall, PE
Principal in Charge
Michael Greer, PE, TE*
Project Manager
Charles Tornaci, PE*
Structures Lead
Ashley Orsaba‐Finders, PE*
Drainage Lead
Justin Thornber, PE*
Project Engineer
Senior Engineer 2
Senior Engineer 1
Associate Engineer 2
Associate Engineer 1
Assistant Engineer 2
Assistant Engineer 1
Zach Liptak*
Enviornmental Lead
Senior Environmental
Planner/Archaeologist
Associate Environmental
Planner/Biologist
Environmental
Planner/Biologist
Carlos Ortiz
Task Leader Traffic, ITS, and
Signal Ops
John Dorado
Task Leader PS&E and ITS
Master Plan
Task Leader ICM
Task Leader Signal Timing
and Operations
Task Leader Systems
Engineer
Key Support PS&E and ITS
Master Plan
Key Support Signal Timing
Associate Engineer
Assistant Engineer
BILLING RATES* $320 $265 $235 $225 $185 $265 $225 $185 $165 $145 $125 $165 $165 $135 $105 $350 $290 $310 $250 $195 $175 $155 $140 $120 TASK 1 – PROJECT MANAGEMENT 8 120 20 20 100 100 40 408 $87,160 214 96 74 48 154 586 $10,700 $172,690 994 $10,700 $259,850
1.1 Meetings and Coordination 4 80 20 20 80 80 40 324 $67,880 134 56 74 48 114 426 $8,400 $123,790 750 $8,400 $191,670
1.2 Project Administration 4 4 02 02 0 84 $19,280 80 40 40 160 $2,300 $48,900 244 $2,300 $68,180 TASK 2 – DATA COLLECTION 4 2 2 8 8 8 8 8 48 $8,340 6 8 64 164 82 82 406 $4,200 $71,120 454 $4,200 $79,460
2.1 Data Collection and Field Review 4 2 2 8 8 8 8 8 48 $8,340 6 8 64 164 82 82 406 $4,200 $71,120 454 $4,200 $79,460 TASK 3 – CONCEPTUAL ENGINEERING AND ANALYSIS 4 4 8 16 $3,920 42 16 160 54 32 32 336 $1,000 $89,910 352 $1,000 $93,830 ‐ ICM Concept Of Operations Report (ConOps) ‐ 44 8 16 $3,920 42 16 160 54 32 32 336 $1,000 $89,910 352 $1,000 $93,830 TASK 4 – PRELIMINARY E N G I N E E R I N G 28448 1 6 3 2 74 $15,600 14 28 62 400 164 164 832 $2,000 $139,750 906 $2,000 $155,350 ‐ Preliminary Network, Layout Plans, and Estimates ‐ 28448 1 6 3 2 74 $15,600 14 28 62 400 164 164 832 $2,000 $139,750 906 $2,000 $155,350 TASK 5 – ENVIRONMENTAL STUDIES AND ENVIRONMENTAL CLEARANCE 2 4 32 64 64 32 198 29110 12 24 20 12 12 80 1000 18780 278 $1,000 $47,890 ‐ Project Description, Exhibits, and PES Form(s) ‐ 24 32 64 64 32 198 $29,110 12 24 20 12 12 80 $1,000 $18,780 278 $1,000 $47,890 TASK 6 ‐ FINAL DESIGN 4 24 8 8 44 70 16 32 128 64 398 $76,650 148 321 616 1360 676 158 3279 $12,500 $642,410 3677 $12,500 $719,060
6.1 Plans for FO/Wireless Comms, RTMC, RTOC, & ITS Elements with Details 4 16 8 8 32 64 16 32 128 64 372 $70,720 108 263 510 1296 676 126 2,979 $11,500 $574,240 3,351 $11,500 $644,960
6.2 Technical Specifications and Hardware and Software Procurement List 48 4 16 $3,600 32 42 82 156 $500 $39,870 172 $500 $43,470
6.3 Construction Quantities and Engineer’s Estimates 44 2 10 $2,330 8 16 24 64 32 144 $500 $28,300 154 $500 $30,630 TASK 7 – GRANT FUNDING APPLICATION S U P P O R T 24 84 18 $4,240 16 24 126 40 206 $500 $39,910 224 $500 $44,150 ‐ ITS, Smart Mobility and Smart Cities Grant Funding Application Support ‐ 24 84 18 $4,240 16 24 126 40 206 $500 $39,910 224 $500 $44,150 TASK 8 – UTILITY COORDINATION 2 4 8 16 30 $5,390 8 64 32 104 $500 $18,500 134 $500 $23,890 ‐ Utility Notification and Coordination with SCE and IID Service Points ‐ 2 4 8 16 30 $5,390 8 64 32 104 $500 $18,500 134 $500 $23,890 TASK 9 – RIGHT‐OF‐WAY AND EASEMENT ACQUISITION (N/A)
TASK 10 – CONSTRUCTION SUPPORT 4 16 4 4 16 8 8 32 32 16 32 172 $30,800 240 40 500 340 1120 $12,000 $264,600 1292 $12,000 $295,400 ‐ Bidding and Construction Support Services ‐ 4 16 4 4 16 8 8 32 32 16 32 172 $30,800 240 40 500 340 1,120 $12,000 $264,600 1,292 $12,000 $295,400 TASK 11 – PROJECT IMPLEMENTATION AND SUPPORT 6 36 2 2 40 10 28 36 64 64 288 $53,950 204 226 322 240 826 614 856 665 3953 $47,400 $751,000 4241 $47,400 $804,950
11.1 Signal Count Coordination, Observations, Measurements, and Data 4 4 8 $1,960 4 24 124 152 $32,000 $58,620 160 $32,000 $60,580
11.2 Prepare, Implement, and Adjust Traffic Signal Timing 88 16 $3,920 16 298 490 804 $3,400 $159,450 820 $3,400 $163,370
11.3 Traffic Control and Detour Plans 4 16 32 8 16 32 64 64 236 $41,640 40 110 400 540 465 1,555 $6,000 $253,300 1,791 $6,000 $294,940
11.4 System Operations and Maintenance Support Services 54 122 176 $1,500 $41,750 176 $1,500 $41,750
11.5 Record Drawings 42242 4 18 $3,990 4 8 32 200 200 444 $1,000 $62,320 462 $1,000 $66,310
11.6 Updates to the CV Sync Operations and Maintenance Manuals 48 32 120 148 348 $1,000 $76,380 348 $1,000 $76,380
11.7 Updates to CVAG ITS Master Plan 32 64 120 100 68 384 $1,000 $81,180 384 $1,000 $81,180
11.8 Project Closeout Support Services 2 4 4 10 $2,440 6 12 24 48 90 $1,500 $18,000 100 $1,500 $20,440 TOTAL HOURS 26 220 40 40 236 116 60 208 224 48 136 96 64 72 64 1,650 896 791 234 322 1,584 3,486 1,290 1,304 995 10,902 12,552 TOTAL COST $8,320 $58,300 $9,400 $9,000 $43,660 $30,740 $13,500 $38,480 $36,960 $6,960 $17,000 $15,840 $10,560 $9,720 $6,720 $315,160 $313,600 $229,390 $72,540 $80,500 $308,880 $610,050 $199,950 $182,560 $119,400 $91,800 $2,208,670 $91,800 $2,523,830 *Billing Rates will be adjusted in January of each Calendar year by 5%, rounded to the nearest multiple of $5.
TASK DESCRIPTION GRAND
TOTAL
COSTS
OTHER
DIRECT
COSTS
GRAND
TOTAL
HOURSTOTAL COSTTOTAL
HOURS
OTHER
DIRECT
COST
ADVANTEC
COST PROPOSAL ‐ HOURS BREAKDOWN BY TASK
CV‐SYNC PHASE 3 PORTION OF PROJECT
October 31, 2023
TOTAL
HOURS
TOTAL
COST
DOKKEN ENGINEERING
OTHER
DIRECT
COST
Mark Tarrall, PE
Principal in Charge
Michael Greer, PE, TE*
Project Manager
Charles Tornaci, PE*
Structures Lead
Ashley Orsaba‐Finders, PE*
Drainage Lead
Justin Thornber, PE*
Project Engineer
Senior Engineer 2
Senior Engineer 1
Associate Engineer 2
Associate Engineer 1
Assistant Engineer 2
Assistant Engineer 1
CAD / Engineering
Technician 2
Zach Liptak*
Enviornmental Lead
Environmental Manager
Senior Environmental
Planner/Archaeologist
Associate Environmental
Planner/Biologist
Environmental
Planner/Biologist
Right of Way Manager
Senior Right of Way Agent
Right of Way Appraiser
BILLING RATES* $320 $265 $235 $225 $185 $265 $225 $185 $165 $145 $125 $145 $165 $245 $165 $135 $105 $210 $170 $110 TASK 1 – PROJECT MANAGEMENT 12 144 24 72 144 24 48 48 24 24 564 $119,160
1.1 Meetings and C o o r d i n a t i o n 89 62 44 89 62 4 4 84 8 2 42 4 440 $90,880
1.2 Project Administration 44 8 2 44 8 124 $28,280
TASK 2 – DATA C O L L E C T I O N 2 1 666 2 868 3 2 4 8 4 8 1 64888 1 6 2 6 0 $ 4 9 , 5 0 0 $ 9 3 , 6 1 0
2.1 Data Collection and Field R e v i e w 42282 8 1 6 1 6 4888 1 6 1 0 2 $ 1 6 , 4 9 0
2.2 Utility Base Mapping from As‐Builts and Site V i s i t s 1844 1 648 1 6 3 2 3 28 133 $1,500 $24,360
2.3 Aerial Topographic Mapping and I m a g e r y 1 448 8 25 $48,000 $52,760 TASK 3 – CONCEPTUAL ENGINEERING AND ANALYSIS 5 110 24 48 208 118 48 192 384 772 384 192 24 12 24 24 48 12 42 62 2733 $450,020
3.1 Traffic Data Collection and Modeling 4 4 2 10 $2,330
3.2 Roadway and Intersection Safety and Capacity Analysis 2 8 8 16 34 $8,480
3.3 Future Volume Forecasting, Operations Analysis, and Traffic Report 2 4 4 10 $2,330
3.4 Draft Feasibility Study with Plans, Estimates, and Other Appendices 2 64 16 32 128 64 32 128 256 516 256 128 16 8 16 16 32 10 40 60 1,820 $295,960
3.5 Final Feasibility Study with Plans, Estimates, and Other A p p e n d i c e s 1 3 28 1 6 6 4 3 2 1 6 6 4 1 2 8 2 5 6 1 2 8 6 48488 1 6222 8 5 9 $ 140,920 TASK 4 – PRELIMINARY ENGINEERING (N/A)
TASK 5 – ENVIRONMENTAL STUDIES AND ENVIRONMENTAL CLEARANCE (N/A) TASK 6 ‐ FINAL DESIGN (N/A)
TASK 7 – GRANT FUNDING APPLICATION SUPPORT 2 8 8 32 16 64 128 32 290 $45,920 ‐ ATP, Complete Streets, and Other Grant Funding Application Support ‐ 2 8 8 32 16 64 128 32 290 $45,920 TASK 8 – UTILITY COORDINATION (N/A)
TASK 9 – RIGHT‐OF‐WAY EASEMENT AND ACQUISITION SUPPORT (N/A) TASK 10 – CONSTRUCTION SUPPORT (N/A)
TASK 11 – PROJECT IMPLEMENTATION AND SUPPORT (N/A)
TASK 12 – OPTIONAL FEASIBILITY STUDY DESIGN SUPPORT TASKS 3 24 14 38 32 8 80 144 36 32 16 32 64 128 2 4 657 $76,000 $181,440
12.1 Draft/Final Drainage Report 2 8 8 32 16 8 64 128 32 298 $51,640
12.2 Field Surveying/Mapping and Right‐of‐Way Needs A s s e s s m e n t 4228 8 1 6 4 24 5 0 $ 8 , 9 4 0
12.3 Geotechnical I n v e s t i g a t i o n s 12448 8 27 $54,000 $59,650
12.4 Preliminary Environmental Assessment 4 16 8 16 32 64 140 $19,340
12.5 Cultural Survey/Assessment Memorandum 2 8 4 8 16 32 70 $9,670
12.6 Biological Survey/Assessment Memorandum 2 4248 1 6 3 6 $ 5 , 1 0 0
12.7 Hazardous Waste Survey/Assessment Memorandum 2 4248 1 6 3 6 $ 2 2 , 0 0 0 $ 2 7 , 1 0 0 TOTAL HOURS WITHOUT OPTIONAL TASKS 21 278 54 134 412 164 56 224 496 868 560 264 52 20 32 32 64 12 42 62 3,847 TOTAL COST WITHOUT OPTIONAL TASKS $6,720 $73,670 $12,690 $30,150 $76,220 $43,460 $12,600 $41,440 $81,840 $125,860 $70,000 $38,280 $8,580 $4,900 $5,280 $4,320 $6,720 $2,520 $7 ,140 $6,820 $49,500 $708,710 TOTAL HOURS WITH OPTIONAL TASKS 24 302 68 172 444 164 64 304 496 1,012 560 300 84 36 64 96 192 14 46 62 4,504 TOTAL COST WITH OPTIONAL TASKS $7,680 $80,030 $15,980 $38,700 $82,140 $43,460 $14,400 $56,240 $81, 840 $146,740 $70,000 $43,500 $13,860 $8,820 $10,560 $12,960 $20,160 $2,9 40 $7,820 $6,820 $125,500 $890,150 *Billing Rates will be adjusted in January of each Calendar year by 5%, rounded to the nearest multiple of $5.
COST PROPOSAL ‐ HOURS BREAKDOWN BY TASK
CV‐SYNC PHASE 3 WITH VARNER ROAD FEASIBILITY STUDY AND PS&E October 31, 2023
TOTAL
HOURS
OTHER
DIRECT
COST
TOTAL
COST
TASK DESCRIPTION
DOKKEN ENGINEERING
BILLING RATES*
TASK 1 – PROJECT MANAGEMENT
1.1 Meetings and Coordination
1.2 Project Administration
TASK 2 – DATA COLLECTION
2.1 Data Collection and Field Review
2.2 Utility Base Mapping from As‐Builts and Site Visits
2.3 Aerial Topographic Mapping and Imagery
TASK 3 – CONCEPTUAL ENGINEERING AND ANALYSIS
3.1 Traffic Data Collection and Modeling
3.2 Roadway and Intersection Safety and Capacity Analysis
3.3 Future Volume Forecasting, Operations Analysis, and Traffic Report
3.4 Draft Feasibility Study with Plans, Estimates, and Other Appendices
3.5 Final Feasibility Study with Plans, Estimates, and Other Appendices TASK 4 – PRELIMINARY ENGINEERING (N/A)
TASK 5 – ENVIRONMENTAL STUDIES AND ENVIRONMENTAL CLEARANCE (N/A) TASK 6 ‐ FINAL DESIGN (N/A)
TASK 7 – GRANT FUNDING APPLICATION SUPPORT
‐ ATP, Complete Streets, and Other Grant Funding Application Support ‐ TASK 8 – UTILITY COORDINATION (N/A)
TASK 9 – RIGHT‐OF‐WAY EASEMENT AND ACQUISITION SUPPORT (N/A) TASK 10 – CONSTRUCTION SUPPORT (N/A)
TASK 11 – PROJECT IMPLEMENTATION AND SUPPORT (N/A)
TASK 12 – OPTIONAL FEASIBILITY STUDY DESIGN SUPPORT TASKS
12.1 Draft/Final Drainage Report
12.2 Field Surveying/Mapping and Right‐of‐Way Needs Assessment
12.3 Geotechnical Investigations
12.4 Preliminary Environmental Assessment
12.5 Cultural Survey/Assessment Memorandum
12.6 Biological Survey/Assessment Memorandum
12.7 Hazardous Waste Survey/Assessment Memorandum
TOTAL HOURS WITHOUT OPTIONAL TASKS
TOTAL COST WITHOUT OPTIONAL TASKS
TOTAL HOURS WITH OPTIONAL TASKS
TOTAL COST WITH OPTIONAL TASKS
*Billing Rates will be adjusted in January of each Calendar year by 5%, rounded to the nearest multip TASK DESCRIPTION
Carlos Ortiz
Task Leader Traffic, ITS,
and Signal Ops
John Dorado
Task Leader PS&E and ITS
Master Plan
Task Leader Systems
Engineer
Key Support PS&E and ITS
Master Plan
Associate Engineer
Assistant Engineer
Project Manager
Project QA/QC
Task Lead
Traffic Forecasting
Traffic Engineer
Graphics/Visual Comm
Admin Support
$350 $290 $195 $175 $140 $120 $335 $265 $210 $175 $160 $185 $150 24 10 24 10 16 84 $19,730 648 $138,890
24 10 24 10 8 76 $18,530 516 $109,410
8 8 $1,200 132 $29,480
260 $49,500 $93,610
102 $16,490
133 $1,500 $24,360
25 $48,000 $52,760
52 116 24 228 556 460 1436 $229,460 38 28 146 60 290 36 598 $12,500 $126,870 4,767 $12,500 $806,350 2 6 10 18 $12,500 $16,030 28 $12,500 $18,360
16 18 90 250 16 390 $71,990 424 $80,470
20 10 50 60 30 20 190 $38,850 200 $41,180
40 100 20 200 500 400 1,260 $199,900 3,080 $495,860
12 16 4 28 56 60 176 $29,560 1,035 $170,480
290 $45,920
290 $45,920
657 $76,000 $181,440
298 $51,640
50 $8,940
27 $54,000 $59,650
140 $19,340
70 $9,670
36 $5,100
36 $22,000 $27,100
52 116 24 228 556 460 1,436 62 38 170 60 300 36 16 682 5,965 $18,200 $33,640 $4,680 $39,900 $77,840 $55,200 $229,460 $20,770 $10,070 $ 35,700 $10,500 $48,000 $6,660 $2,400 $12,500 $146,600 $62,000 $1,084,77 0 52 116 24 228 556 460 1,436 62 38 170 60 300 36 16 682 6,622 $18,200 $33,640 $4,680 $39,900 $77,840 $55,200 $229,460 $20,770 $10,070 $ 35,700 $10,500 $48,000 $6,660 $2,400 $12,500 $146,600 $138,000 $1,266,2 10 COST PROPOSAL ‐ HOURS BREAKDOWN BY TASK
CV‐SYNC PHASE 3 WITH VARNER ROAD FEASIBILITY STUDY AND PS&E October 31, 2023
GRAND
TOTAL
COSTS
TOTAL
HOURS
OTHER
DIRECT
COST
TOTAL
COST
TOTAL
HOURS
OTHER
DIRECT
COST
TOTAL
COST
ADVANTEC FEHR & PEERS
GRAND
TOTAL
HOURS
OTHER
DIRECT
COSTS
33 Phase III Location Map