University Avenue Safety Enhancements Project CIP Project ST-17 | 1
WORK PLAN & APPROACH
The City of East Palo Alto proposes to improve safety along University Avenue in an effort to eliminate traffic fatalities on one of the city’s largest thoroughfares. This project is supported by Highway Safety Improvement Program (HSIP) Cycle 10 grant funding in order to target the countermeasure improvements identified in the grant application. These improvements include installing new bulbouts, upgrading traffic signal equipment’s, modifying traffic signals and striping to install protected left turn phases, installing new bike lanes, and pedestrian improvements on at least four intersections along University Avenue.
TJKM, with support from HMH Engineers, will lead the effort to evaluate the needs for each intersection along the corridor by performing field investigation along with topographic survey to understand the preliminary constraints such as overhead lines, utilities, pavement conditions, space limitations, landscaping, line of sight, and other restrictions.
Based on our understanding the anticipated improvements at each project location are noted below.
Based on the investigation and background information received during the project design, these improvements may change based on further discussion with City at on-set of the project. We will follow the typical design review cycle for Plans, Specifications, and Estimates (PS&E) projects and submit plans to the City for review with follow up comment review meetings, provide response to comments with each new submittal.
UNIVERSITY AVENUE & RUNNYMEDE STREET
• Install bulb-outs and new American with Disabilities act (ADA) curb ramps • Modify traffic signal to install a protected left-turn phase • Modify striping for protected left-turn lanes and high visibility crosswalks • Upgrade traffic signal equipment to increase visibility
UNIVERSITY AVENUE & BAY ROAD
• Install bulb-outs and new ADA curb ramps
• Modify traffic signal to accommodate new bulb-outs
• Modify striping to install high visibility crosswalks • Upgrade traffic signal equipment to increase visibility
UNIVERSITY AVENUE & KAVANAUGH DRIVE
• Install bulb-outs and new ADA curb ramps
• Modify traffic signal to accommodate new bulb-outs
• Modify striping to install high visibility crosswalks • Upgrade traffic signal equipment to increase visibility
UNIVERSITY AVENUE & WEEKS AVENUE
• Replace existing curb ramps with new ADA compliant curb ramps per City Detail • Install High Visibility Crosswalks
University Avenue Safety Enhancements Project CIP Project ST-17 | 2 Detailed Scope of Work & Deliverables
TASK 1 - PROJECT MANAGEMENT
TJKM will manage the schedule and budget throughout the duration of the project. TJKM will prepare the schedule in Microsoft Project software format and will provide an updated schedule at progress meetings or when schedule revisions are requested. TJKM will conduct Quality Assurance/Quality Control (QA/QC) over our work products prepared for the City. TJKM will maintain frequent and timely communication with the City during all phases of the project. TJKM will meet with City staff to review project requirements and existing information relevant to the project. TJKM will prepare an Agenda for a project initiation or Kick-Off Meeting. At the conclusion of the Kick-Off Meeting, TJKM will prepare the minutes and distribute them to all meeting participants.
In addition to the Kick-Off Meeting, TJKM has also budgeted conference calls between the City Project Manager and TJKM staff during the project. These meetings will occur after each submittal to review the previous submittal comments with City Staff. A total of four meetings have been budgeted as part of the initiation and PS&E stages of the project. TJKM will still maintain communication with City in between key submittals to provide updates on progress, look ahead items, and any constraints that we foresee with overall schedule and design.
Deliverables
✓ Kick-Off Meeting, Project schedule updates, meeting minutes, and billing documents TASK 2 - TOPOGRAPHIC SURVEY & UTILITY RESEARCH
The TJKM Team will conduct a field reconnaissance at each project intersection and full corridor to identify the existing intersection layout. We will investigate existing site conditions to identify opportunities, constraints, and verify existing infrastructure.
The TJKM Team will begin utility research by contacting relevant utility companies in the area to request existing utility information, record right of way maps, block maps, and any planned utility work at the project intersections. During this phase of work, the TJKM Team will compile available information and identify potential right of way and utility conflicts for each proposed design. This level of effort to avoid utility conflicts during design will minimize construction costs and help to ensure the correct placement of improvements.
The TJKM Team will coordinate with City construction to call Underground Service Alert (USA) for marking all utilities in the project limits where utilities may be in conflict. The TJKM Team will go out in the field and mark the limits for the USA markings. TJKM shall take the USA utility markings in mind when designing the proposed improvements to try and avoid any conflicts. If any potential conflicts are identified during the design phase, TJKM will request a quote from a potholing company for potholing services. The potholing services will be provided as an additional scope of work.
University Avenue Safety Enhancements Project CIP Project ST-17 | 3 As part of the utility investigation, the following work will be completed:
• Request utility record maps from utility owners
• Update base mapping with existing utility information • Coordinate with City construction for USA Markings
• Identify potential utility conflicts to reduce proposed improvement conflicts HMH Engineers, as part of the TJKM Team, will perform a topographic survey to confirm existing grades and physical features at all corners where ramps will be upgraded to ADA compliant ramps. The survey will be based on City control, presumably North American Datum of 1983 coordinate system, and NAVD 1988 vertical datum.
HMH Engineers will locate existing features including curbs, poles, trees, fences, utilities, manholes, pavement, drainage inlets, signs, and any other relevant infrastructure throughout the intersection.
Once topographic field survey information is available, the TJKM and HMH Team will work to develop the full corridor design plans as noted in the Design Phase.
Deliverables
✓ Topographic Survey Mapping
✓ Utility Mapping
✓ Base maps with survey information, right of way information, and property lines TASK 3 – PRELIMINARY DESIGN
The TJKM Team will lead the effort of preparing the conceptual design plans for improvements related to electrical, civil, signage, and striping to get an initial geometric layout that is feasible for construction based on the topographic survey, field investigation, and utility research performed in Task 2. The plan set will provide adequate level of detail to determine the proposed improvements within existing right of way and identify potential challenges during construction.
The TJKM Team will not provide Planting and Irrigation Plans as part of the project to help reduce design and construction cost. Hydroseed will be shown on the Erosion Control where appropriate, and trees (if any) will be shown on the improvement plans.
Deliverables
✓ 24” X 36” Conceptual Plan sets (two hard copies) and Electronic Copy of the Conceptual Plans TASK 4 - PUBLIC OUTREACH
The TJKM Team will assist the City of East Palo Alto by conducting one virtual workshop to outreach the nearby
impacted business and residential folks. The meeting will mainly just share plans and provide an opportunity for
residents to ask questions related to improvements and
potential time frame of construction start date. TJKM will provide support on answering community questions at the meeting. ..
Deliverables
✓ Meeting Minutes and outreach materials, as required
University Avenue Safety Enhancements Project CIP Project ST-17 | 4 VIRTUAL WORKSHOPTASK 5 - DESIGN PS&E
TJKM will lead the effort of preparing the design PS&E with the support of HMH Engineers. The plans will be developed per latest City of East Palo Alto, California Manual on Uniform Traffic Control Devices (MUTCD), and Caltrans Standards and Specifications. The anticipated plan sheets for the project, include but not limited to:
• Cover Sheet
• Key Map
• General Notes
• Abbreviations
• Detail sheets
• Existing Conditions and Demolition Plans
• Paving and Grading Plan
• Civil Improvements
• Grading and Drainage Plan
• Erosion Control
• Signal Modification
• Signage and Striping Plans
Task 5.1 50% PS&E
TJKM will develop the 50% submittal based on input from the City and Community from the public outreach meeting. The TJKM Team will prepare the 50% PS&E to reflect the City comments and direction received from the conceptual design. Our design approach for 50% entails the following design tasks:
• Project schedule update
• Technical Specifications will be per Caltrans Specifications format and City of East Palo Alto format • The TJKM Team will prepare 50% design plans for the specified locations • Prepare engineer’s cost estimate and technical provisions describing each item on the bid schedule and their requirements, and verify that the total construction cost is within the City budget Continue coordination with Utility companies as required for project improvements. If no utility relocations are anticipated as part of this project, the TJKM Team will show the existing utilities to be protected in place.
The TJKM Team will perform an internal review of the documents submitted. Our quality control review of the 50% submittal will include compliance with City of East Palo Alto, California MUTCD, and Caltrans standards. The review will also ensure the plans are clearly delineated and coordinated. The different project sheets will present the design in a clear and concise manner with no contradictions between sheets. Each PS&E submittal will also include a comment response matrix with clear responses by the TJKM Team for the comments provided by the City.
Deliverables
✓ 50% Plan Sheets, 50% Cost Estimate, and 50% Technical Specifications University Avenue Safety Enhancements Project CIP Project ST-17 | 5 Task 5.2 100% Final PS&E
TJKM will meet with City staff to review comments on the 50% submittal from the City and to prepare the final PS&E package for advertising. The TJKM Team will work to finalize the PS&E to reflect the City comments and direction received from the previous submittal. At this stage, documents will be ready for bidding. Comments on the final check submittal will only be minor editorial comments. Any significant design revisions will be discussed with the City and an amendment to the contract will be requested. Our design approach for final submittal entails the following design tasks:
• Project schedule update
• Finalized technical specifications
• The TJKM Team will finalize the design plans in AutoCAD 2018 and Adobe PDF format • Prepare engineer’s cost estimate and technical provisions in Microsoft Excel and Word formats describing each item on the bid schedule and their requirements, and verify that the total construction cost is within the City budget
• Response to comment matrix for comments from previous 100% submittal The TJKM Team will conduct a final quality control review on all documents to ensure that all design elements are thoroughly addressed prior to their submission to the City. Once the City has approved the final check plan set for bidding, TJKM will coordinate the plans and specifications with the City’s front end bid instructions.
Deliverables
✓ 24” X 36” Conceptual Plan sets (two hard copies)
✓ Printed Set of Specifications
✓ Electronic Copy of the AutoCAD files, Plan Set, Specifications, Engineer’s Estimate, Bid Schedule, and Construction Schedule
TASK 6 – BIDDING & CONSTRUCTION SUPPORT
During the bidding process, TJKM will answer bidders’ questions and provide clarifications to the bid questions. Requests for Information (RFI) will be answered in a timely manner. Addenda and conformed documents will be prepared as necessary. One meeting in person will also be budgeted for any meeting needed by the City Project Manager.
During construction, the TJKM Team will assist the City Construction Manager as follows:
• Attend pre-construction meeting
• Prepare responses to Contractors’ RFI’s during the construction phase • Review contractors, submittals and assist the City with any design issues during construction • Attend up to three construction meetings to clarify design elements, when requested by the City staff
• Prepare record drawings based on Contractor redline As -Built Plans will be prepared in AutoCAD and PDF format
Deliverables
✓ Addendum(s), clarifications, and conformed documents, as necessary Record drawings, clarifications, and response to submittals University Avenue Safety Enhancements Project CIP Project ST-17 | 7