TASK ORDER NO. 7
OVER
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES – RFQ 769-22 SERVICE GROUP CATEGORY 1 – ROADWAY AND STRUCTURES ENGINEERING DATED DECEMBER 7, 2022
BETWEEN
THE CITY OF LANCASTER, "OWNER"
AND
KIMLEY-HORN AND ASSOCIATES, INC. "CONSULTANT"
PROJ
ECT TITLE: Lancaster Health District Phase 3 (PWCP 25-014) PROJE
CT DESCRIPTION: Roadway and Structures Engineering
SCOPE
OF WORK: Per Exhibit "1", Scope of Services
PERIO
D OF SERVICES: Per Exhibit "2", Schedule
COMPE
NSATION
FOR SERVICES:
Per Exhibit “3”,
Fee Schedule - Not to Exceed $278,204.00
"OWNER
" "CONSULTANT"
CITY
OF LANCASTER KIMLEY-HORN AND ASSOCIATES, INC.
By: By:
Trolis Niebla Sri Chakravarthy, P.E.
City Manager Senior Vice President
Date:
Date:
Approved by D
ept. Head:
APPROVE
D AS TO FORM:
Allison E. Burns, Esq.
City Attorney
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 1 of 7
EXHIBIT 1: SCOPE OF SERVICES
PROJECT DESCRIPTION
Consultant shall provide Professional Engineering Design Services required for the completion of the Lancaster Health District (LHD) Infrastructure Improvements Project (Project) Phase 3 (PWCP 25-014). The proposed tasks include, but are not limited to, Project Management and Administration, 100% Phase 3 PS&E , Utility Coordination, Private Property Coordination , Bid Support and Design Support During Construction.
PROJECT LOCATIONS
Phase 3 Locations:
− 20th Street West (existing Home Depot driveway to Avenue J-4) − Avenue J-4 (20th Street West to 18th Street West)
− Roundabout at the 18th Street West/Avenue J-4 intersection − Learn4Life on-site improvements near 20th Street West and the proposed Avenue J-4
ADDITIONAL INFORMATION
Consultant shall refer to Detailed Scope of Work herein.
The Consultant shall submit a consolidated monthly invoice in a format acceptable to the City.
The Consultant shall include with the monthly invoice a progress report that reflects the work completed within the invoice period. Payments to the Consultant ar e to be in arrears.
The Consultant must have actually incurred and paid the costs prior to invoicing the City.
The City shall make progress payments per the completed units detailed in Exhibit 3 .
The Consultant shall generate an invoice that:
− Details the specific units completed with a cost breakdown with hourly rates for each field function
− Provides sufficient back up to verify expenditures claimed − Is consistent with fee grids submitted in the cost proposal − Includes a brief progress report describing work completed during the invoicing period − Includes delay details if schedule is slipping and how the Consultant will recover the schedule to meet the contract completion date
− Describes work to be completed in the next invoicing period Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 2 of 7
The invoice must include a summary table that details the total contract price, previously paid, current invoice amount and remaining balance.
Consultant shall not start work prior to receiving Notice to Proceed. The Notice to Proceed shall be issued in writing once the insurance documents are submitted and approved and a Task Order has been executed.
Consultant shall not perform additional work without written authorization from the City of Lancaster P roject Manager. Written Authorization shall come in the form of an Additional Authorization to the Task Order.
ITEMS TO BE PROVIDED BY THE CITY
The following items shall be provided by the City:
− Copies (hardcopy or PDF as available) of all record drawings within the City archives, to include: street plans, storm drain plans for facilities and pipelines, street lighting plans, traffic signal plans, fiber interconnect plans, signing and striping plans, landscape plans, sewer plans, and recycled water plans.
− Copies (hardcopy or PDF as available) of all Survey notes, Monumentation notes, and Engineer tie sheets.
DETAILED SCOPE OF WORK
TASK 1 PROJECT MANAGEMENT AND ADMINISTRATION
Consultant shall schedule and attend weekly virtual meetings per schedule included in Exhibit 2. The weekly meetings will include the City Project Manager, City staff, and Consultant design team. Consultant shall provide a single Project Manager (PM/PE) to coordinate with City.
During the weekly meetings, Consultant will facilitate discussion focusing on the following:
− Progress made on action items since the previous weekly meeting − Identification of new action items, including priority setting for action items − Project schedule development and tracking
− Review of Project strategy
Consultant shall prepare action item minutes following each meeting and maintain the list of action items with target completion dates.
Consultant shall provide monthly invoices with progress reports detailing meetings, deliverables submitted, and coordination that took place during the invoicing month.
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 3 of 7
Task 1 Deliverables
− Meeting Agenda
− Meeting Minutes, including action items
− Progress Reports
Task 1 Payment
Payment for Task 1 shall be at the lump sum price as shown on Exhibit 3. Such payment shall be considered full compensation for furnishing all labor, equipment, materials and incidentals for performing Task 1 as required in this Scope of Work.
TASK 2 100% PHASE 3 PLANS SPECIFICATIONS & ESTIMATES (PS&E) Consultant shall update the Phase 3 plans to reflect Home Depot’s final on -site design, based on the most current approved plans or, if available, as-built drawings.
These updates will establish the existing conditions for tie-ins north of Avenue J-4. The 18th Street West design was modified as part of the Final 100% Phase 2 development, Consultant shall update the Phase 3 design to tie-into the latest Phase 2 design and implement additional landscaping that were removed from Phase 2.
Consultant shall update Civil 3D surfaces and roundabout construction details within the Phase 3 limits. A potholing allocation is included for positive utility identification of existing utilities along Avenue J-4. Consultant shall plot the confirmed loca tions and modify design as needed to avoid conflicts while considering required horizontal and vertical clearances.
Home Depot’s on-site construction is expected to be completed prior to Phase 3 construction start.
Consultant shall update the Draft 100% Phase 3 Submittal #1 sheets, including title, general notes, key map, typical cross sections, construction details, street lighting, landscape, irrigation, and Learn4Life, to reflect the revised limits and required de sign refinements. Consultant shall update all construction notes, legends, hatch legends, contact tables, abbreviations lists, match lines, sheet references, and title blocks to maintain consistency across the plan set.
The updated submittal is anticipated to include 87 sheets covering the revised limits. Anticipated plan sheets with corresponding scales are listed below:
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 4 of 7
Plan Sheets # of Sheets Scale
Title Sheet 1 N/A
General Notes 1 N/A
Key Map 1 1" = 200'
Survey Control 1 1" = 200'
Typical Cross Sections 1 NTS
Demolition and Utility Plans 3 1" = 40'
Street Improvement Plans 4 1" = 40'
Construction Details 12 Varies
Storm Drain Improvement Plans 3 1" = 40'
Water System Improvement Plans 4 1" = 40'
Street Lighting Plans 4 1" = 40'
Signing and Striping Plans 4 1" = 40'
Traffic Signal Plans 4 1" = 20'
Landscape Plans 9 1" = 30'
Irrigation Plans 8 1" = 30'
Learn4Life (On-Site) 20 Varies
LA County Waterworks 3 1" = 20'
Design Sections 4 1" = 10'
Total 87
This scope does not include additional traffic control plans or updates to the construction phasing exhibit.
Consultant shall update the engineer’s opinion of probable cost to include the bid items within the Phase 3 limits.
Consultant shall also conduct a review of the City’s Special Provisions for bid items within these limits and submit the comments to City with Draft 100% Phase 3 PS&E Submittal #2.
Task 2 Deliverables
− Draft 100% Phase 3 PS&E Submittal #2
• Plans, Engineer’s Opinion of Probable Cost, Comments on City Special Provisions − Final 100% Phase 3 PS&E Submittal
• Plans, Engineer’s Opinion of Probable Cost, Comments on City Special Provisions, Response to City Comments on Draft 100%
Task 2 Payment
Payment for Task 2 shall be at the lump sum price as shown on Exhibit 3. Such payment shall be considered full compensation for furnishing all labor, equipment, materials and incidentals for performing Task 1 as required in this Scope of Work.
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 5 of 7
TASK 3 UTILITY COORDINATION
Utility A and B Letters for the Phase 3 project limits were sent out as part of the overall LHD project limits in 2021 and 2022. City sent out a second round of Utility B Letters in late 2023.
Consultant shall continue the coordination with utility agencie s where City left off in late 2023.
Consultant shall coordinate with Los Angeles County Fire Dept, Los Angeles County Waterworks, Southern California Edison, Southern California Gas, Charter Communications, Frontier Communications, and Race Communications to discuss utility conflicts within the project limits and work towards agreement of resolution prior to City advertise. Consultant shall provide services that include the following:
− Obtain and review City’s previous coordination status from late 2023 with each utility owner with identified Project impacts and existing utility maps. − Identify key contacts for each utility company and continue coordination to advance utility relocation design and complete required relocations and adjustments prior to Phase 3 City advertise.
− Update the Phase 3 highlighted demolition/utility plans as necessary for identification of existing facilities and coordination of impacts with utility companies and agencies. − Provide updated utility impact exhibits with utility letters as required to City and utility companies/agencies.
− Meet with utility company representatives virtually or in the field to review existing utilities and potential conflicts.
Consultant shall provide utility coordination on an hourly, not-to-exceed basis. The level of effort required will depend on the responsiveness of utility agencies and property owners, which cannot be fully predicted in advance. Billing will be based on actual labor hours up to the not-to-exceed amount.
Task 3 Deliverables
− Copies of all correspondence sent to Utility Company’s − All records received from Utility Company’s
Task 3 Payment
Payment for Task 3 shall be at the lump sum price as shown on Exhibit 3. Such payment shall be considered full compensation for furnishing all labor, equipment, materials and incidentals for performing Task 1 as required in this Scope of Work.
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 6 of 7
TASK 4 PRIVATE PROPERTY COORDINATION
Coordination with private properties Learn4Life and Home Depot are anticipated to complete 100% Phase 3 improvements. Consultant shall provide services that include the following:
− Participate in meetings with private property owners to identify design solutions for improvements within private property and coordinate with developer’s on -site engineer to align on-site and off-site design.
− Provide supplemental information including vehicle turning templates, parking impacts analysis, limits of temporary access/construction easements, and construction phasing strategies to support alignment of on-site and off-site design.
Consultant shall provide private property coordination on an hourly, not-to-exceed basis. The level of effort required will depend on the need for meeting and supplemental information, which cannot be fully predicted in advance. Billing will be based on ac tual labor hours up to the not -to-exceed amount.
Task 4 Deliverables
− Copies of all correspondence between Consultant and private properties Task 4 Payment
Payment for Task 4 shall be at the lump sum price as shown on Exhibit 3. Such payment shall be considered full compensation for furnishing all labor, equipment, materials and incidentals for performing Task 1 as required in this Scope of Work.
TASK 5 BID SUPPORT
Consultant will provide services that will include the following:
− Attend pre-proposal meeting at City’s request
− Review and respond to contractors’ bid questions
− Prepare and coordinate one (1) addendum
Consultant will provide bid support on an hourly, not-to-exceed basis. The level of effort required will depend on the volume and content of contractors bid question, bid package needs, and bidding process, which cannot be fully predicted in advance. Billing will be based on actual labor hours up to the not-to- exceed amount.
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 1, Page 7 of 7
Task 5 Deliverables
− Copies of all correspondence between Consultant and private properties Task 5 Payment
Payment for Task 5 shall be at the lump sum price as shown on Exhibit 3. Such payment shall be considered full compensation for furnishing all labor, equipment, materials and incidentals for performing Task 1 as required in this Scope of Work.
TASK 6 DESIGN SUPPORT DURING CONSTRUCTION
The Consultant team will provide support services for this Project during the construction phase including the following:
− Attend (1) pre-construction meeting at City’s request − Review and respond to contractors’ Request for Information (RFI) − Review contractor shop drawings and submittals
− Attend construction meetings and site inspections at City’s request − Create and maintain file directory to keep records of construction submittals and RFI correspondence
− Prepare record drawings per revisions provided by City and contractor Consultant will provide design support during construction on an hourly, not-to-exceed basis. The level of effort required will depend on the volume and content of contractor RFIs and material submittals, which cannot be fully predicted in advance. Billing will be based on actual labor hours up to the not-to-exceed amount.
Task 6 Deliverables
− All RFI responses
− File Directory of RFI submittals and correspondence
− Record Drawings
Task 6 Payment
Payment for Task 6 shall be at the lump sum price as shown on Exhibit 3. Such payment shall be considered full compensation for furnishing all labor, equipment, materials and incidentals for performing Task 1 as required in this Scope of Work.
Service Group Category 1 (Reference RFQ 769-22)
Roadway and Structures Engineering for
Lancaster Health District Phase 3 (Reference: PWCP 25-014) Exhibit 2, Page 1 of 1
EXHIBIT 2: SCHEDULE
Task Order will be processed and executed as soon as possible, and shall be in place prior to Notice to Proceed.
TASKS – PHASE 3 COMPLETE BY
Phase 3 Anticipated NTP 10/30/2025
Draft 100% Phase 3 Submittal #2 (6 weeks) 12/11/2025
Draft 100% Phase 3 Submittal #2 Comments (4 weeks) 01/08/2026 Final 100% Phase 3 Submittal (4 weeks) 02/05/2026
Advertise (2 weeks) 02/19/2026
Pre-Bid Meeting (2 weeks) 03/05/2026
Q&A (3 days) 03/10/2026
Addendum (1 week) 03/17/2026
Bid Opening (1 week) 03/24/2026
Staff Report Due (1 week) 03/31/2026
Award (6 weeks) 05/12/2026
Construction Start (4 weeks) 06/09/2026
City review periods, as noted in Exhibit 1, are included in this schedule; no additional time will be awarded for allowable time with City.
With submittal of a Proposal, the Consultant acknowledges understanding and awareness of the proposed schedule. No price adjustments will be permitted for acceleration.
Service Group Category 1 (R eference RFQ 7 69-22)
Roadway and Structures Engineering for
Lancaster
Health District Phase 3 (Reference: PWCP 25-014)
Exhibit 3, Page 1 of 1
TASK
NO. DESCRIPTION PRICE
1. 29,238.00$
2. 100% Phase 3 Plans Specifications
& Estimates (PS&E) 159,282.00$
3. Utility Coordination 26,972.00$
4. Private Property Coordination 15,901.00$
5. Bid Support 14,929.00$
6. Design Support During Construction 31,882.00$
278,204.00$
a. Hours** and Personnel
b. Rate and Personnel
** Hours are for progress tracking purposes only. This is a time and materials not to exceed contract to provide services as described in Exhibit 1, complete. Additional hours and associated costs will only be considered for change in scope and must be authorized in writing prior to expenditure. * In support of Exhibit 3, Consultant shall provide two fee grids (in table format), with an itemized EXHIBIT 3: PAYMENT AND FEES*
and four dollars
TOTAL COST AMOUNT WRITTEN IN WORDS Two hundred seventy eight thousand, two hundred Project Management and Administration
TOTAL COST*
TIME AND MATERIALS NOT TO EXCEED
1 Lancaster Health District 100% Phase 3 Plans, Specfications, and Estimate # Tasks
Project Manager (Senior Professional I)
QC/QA Manager (Senior Technical Support)
Utilities Senior Engineer (Senior Professional II)
Project Engineer (Senior Technical Support)
Landscape Manager (Senior Professional I)
Traffic Engineer (Senior Technical Support)
Roadway Analyst (Analyst I)
Traffic Analyst (Analyst I)
Utilities Analyst (Analyst I)
Landscape Analyst (Professional)
Admin Support (Support Staff)
Total Hours per Task
KHA Labor Total
KHA Expense Totals
Potholing
Total Task Budget
Billing Rates 281$ 238 $ 387 $ 238 $ 281 $ 238 $ 143 $ 143 $ 143 $ 201 $ 132 $ Not to Exceed Tasks
1 Project Management and Administration 72 28 8 108 27,952$ 1,286$ 29,238$ 2 100% Phase 3 PS&E 48 22 4 180 26 60 210 99 68 68 0 785 152,277$ 7,005$ 159,282$ Civil PS&E (Typicals, Demo, Street Improvement Plans, Construction Details, Sections) 8 4 100 180 292 52,740$ 2,426$ 55,166$ Utilities PS&E (Storm Drain, Water Systems Plans) 8 2 2 60 68 140 27,502$ 1,265$ 28,767$ Street Lighting PS&E 8 4 26 36 74 14,536$ 669$ 15,205$ Traffic PS&E (Signing/Striping, Signal Plans, Interconnect) 8 4 28 48 88 16,728$ 769$ 17,497$ Landscape PS&E (Landscape, Irrigation Plans) 8 4 20 48 80 18,468$ 850$ 19,318$ Learn4Life PS&E 8 4 2 20 6 6 30 15 20 111 22,303$ 1,026$ 23,329$ 3 Utility Coordination 8 2 40 18 8 2 78 16,226$ 746$ 10,000$ 26,972$ 4 Private Property Coordination 8 2 30 2 28 6 76 15,202$ 699$ 15,901$ 5 Bid Support 8 2 28 2 2 18 2 2 2 66 14,272$ 657$ 14,929$ 6 Design Support During Construction 18 48 48 18 132 30,480$ 1,402$ 31,882$ Not to Exceed Totals 162 74 6 354 28 64 292 107 78 70 10 1245 256,409$ 11,795$ 10,000$ 278,204$