TASK ORDER NO. 2
CITY OF PACIFICA
AND
FEHR & PEERS
SECTION 1 – PURPOSE
The purpose of this Task Order is to authorize and direct Fehr & Peers to proceed with the work specified in SECTION 2 below, in accordance with the provisions of the Master Agreement for Consultant Services between the City of Pacifica (“CITY”) and Fehr & Peers (“CONSULTANT”) hereto dated October 11, 2022 (“MASTER AGREEMENT”) SECTION 2 – SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment “A” – Scope of Services, which is attached hereto and incorporated by this reference.
SECTION 3 – COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT. Compensation for services as set forth in SECTION 2 shall be as set forth in Attachment “B” – Compensation, which is attached hereto and incorporated by this reference. Total compensation for all services provided under this Task Order shall not exceed forty-six thousand dollars ($46,000) (“Cost Ceiling”).
SECTION 4 – TIME OF PERFORMANCE
The services described in SECTION 2 of this Task Order shall be completed by May of 2025 or as extended in writing by the City Manager.
SECTION 5 – ITEMS AND CONDITIONS
All terms and conditions contained in the MASTER AGREEMENT are incorporated by reference and remain in full force and effect.
Approved this _______ day of _____, _______.
[Signatures on Next Page]
CITY OF PACIFICA
ATTACHMENT 1
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT
Fehr & Peers
By: Date
By: Date
June 21, 2023 June 21, 2023
, Project Manager , Principal in Charge
ATTACHMENT “A”
SCOPE OF SERVICES
345 California Street | Suite 450 | San Francisco, CA 94104 | (415) 348-0300 | Fax (415) 773-1790 www.fehrandpeers.com
June 21, 2023
Roland Yip, P.E. and Bryan Bautista
Public Works Department, City of Pacifica
151 Milagra Drive
Pacifica, CA 94044
Subject: Proposal for Additional Design Services for the Esplanade Avenue and Palmetto Avenue Bicycle and Pedestrian Improvement Project in Pacifica, California
Dear Roland and Bryan,
We have prepared this proposal to amend our original task order, approved October 11, 2022 (herein referred to as “Original Task Order”) to provide additional planning, engineering, design, and coordination in response to recent changes to project scope and approval process.
Background
Our original scope of work included a preliminary planning assessment, three design submittals (75%, 95%, and final) and a round of review with City staff at each design submittal stage. Over the course of the work, it was discussed that the level of design required was more than anticipated. To account for that, Fehr & Peers brought on NCE to provide pavement design services as part of this effort. As we developed the 75% design, discussions with city staff made it clear that the level of effort required to address certain locations and project needs was underestimated at the onset of the design process. Furthermore, after our 75% design was completed, it was established that the City would not be the only reviewer of the design. The SMCTA, and their consultant, Stantec, were brought in to provide an extra layer of review as part of the terms of the SMCTA grant awarded to fund a portion of construction. To continue development of the design as these changes occurred, Fehr & Peers planned for and attended calls with City staff, SMCTA, and their consultant, and started working on the expanded project scope of work items. To account for this additional level of effort, Fehr & Peers made use of the budget reserved for subsequent design work (specifically the 95% and final design deliverables.
To account for that out-of-scope work, and additional out-of-scope work requested by SMCTA and the City, we have prepared this proposed amended scope of work and fee estimate.
This proposed amendment includes work already conducted, work yet to be conducted, new planning and engineering efforts necessary to refine the project scope of work and deliver a set of bid documents for the project, and design support during the bidding and construction phase of the project. The project scope of work items that have been expanded as part of this amendment Roland Yip & Bryan Bautista, City of Pacifica
June 21, 2023
345 California Street | Suite 450 | San Francisco, CA 94104 | (415) 348-0300 | Fax (415) 773- 1790 www.fehrandpeers.com
include additional planning and design for bicycle boulevard treatments, transit stop enhancements, and a new rectangular rapid flashing beacon (RRFB) design, as well as a more indepth review process with City, SMCTA, and their peer review consultant. The peer review process will entail additional coordination and refinements than originally scoped to prepare the final PS&E package. This amendment also includes additional design effort for our sub-consultant NCE to revise the paving and curb ramp design elements of the project in response to City comments and SMCTA’s initial peer review comments.
Our proposed scope of work, fee, and schedule is described below.
Scope of Work
The tasks described below consist of our work to refine the design to satisfy the funding requirements of the SMCTA grant awarded to the City for this project, additional coordination with City, SMCTA, and their consultant, and additional effort to prepare final plans, specifications, and an engineer’s estimate. Also added to this scope of work is an estimated level of effort to support the City during the bidding and construction phase of this effort.
Task 1: Project Management, Meetings, & Coordination
Our original contract included approximately 34 hours for a kick-off meeting, project management tasks such as preparation of invoices, and additional meetings and coordination. This budget has been fully spent as part of our design development process to date, including additional meetings with City staff and SMCTA. We propose to increase this task budget for approximately another 28 hours for additional meetings and coordination with the design team, City staff, SMCTA and their consultant, Stantec, as well as project administrative tasks necessary to complete the increased scope of work.
Task 1 Deliverables:
• Monthly progress reports and invoices
• Agendas and minutes from project meetings as necessary Task 2: Data Review & Project Refinement
Fehr & Peers has completed Task 2 activities scoped in the Original Task Order, consisting of gathering and reviewing traffic data, conducting a site visit with City staff, and documenting our initial findings. This proposed additional scope includes additional planning, data review, and evaluation of new and refined project scope refinements as described below:
Roland Yip & Bryan Bautista, City of Pacifica
June 21, 2023
345 California Street | Suite 450 | San Francisco, CA 94104 | (415) 348-0300 | Fax (415) 773- 1790 www.fehrandpeers.com
Bike Boulevard Treatments: Based on feedback from SMCTA and Stantec, the project design will be revised to include bicycle boulevard treatments such as markings and signage, and potentially low-cost traffic calming measures if feasible and warranted. To determine the types and locations of bicycle boulevard treatments, Fehr & Peers will assess the project extents and identify where bicycle boulevard treatments may be most effective at establishing a safe and comfortable bike facility. This could be in locations where vehicles have been observed to travel at higher speeds, traffic volumes are higher, or other conditions which make it less comfortable for bicyclists to share the roadway with motorized traffic. We will identify the size and spacing of applicable pavement markings, signs, and traffic calming treatments (if appropriate) for the City to review prior to incorporating into the design documents. The selection and proposed configuration of proposed improvements will be informed by industry suggested practices and recommendations in the recently completed Local Road Safety Plan (LRSP), which may include pavement markings and branding and wayfinding treatments.
Rectangular Rapid Flashing Beacon: The project design will be revised to include the installation of a rectangular rapid flashing beacon (RRFB) system at the Southbound On-Ramp on Palmetto Avenue south of West Avalon Drive intersection. Fehr & Peers will review speed and volume data (readily available or provided by the City) to verify the RRFB meets FHWA guidance for traffic control devices, and will also propose additional supplement pedestrian safety countermeasures at the intersection and its approaches using FHWA’s Guide for Improving Pedestrian Safety at Uncontrolled Crossing Locations, Commonly referred to as the FHWA STEP Guide.
Bicycle Treatments at Transit Stops: There are several bus stops within the project area that provide SamTrans regional service. These stops are often located adjacent to on-street parking, where bicycle lanes are proposed. As part of this task, Fehr & Peers will coordinate with the City and SamTrans to develop a design for bicycles in conflict areas with buses weaving into and out of the bicycle lanes to service transit riders.
We will document the results of the above assessments in a revision to the project memo prepared as part of our base scope of work for City review. We anticipate the City will pass this revised memo onto SMCTA to share with their consultant so that we can have City, SMCTA, and Stantec review comments on our proposed project refinements prior to incorporating these improvements into the 95% and final project design plans and specifications.
Task 2 Deliverables:
• Updated Design Assumptions Memorandum to include project refinements.
Roland Yip & Bryan Bautista, City of Pacifica
June 21, 2023
345 California Street | Suite 450 | San Francisco, CA 94104 | (415) 348-0300 | Fax (415) 773- 1790 www.fehrandpeers.com
Task 3: Construction Documents
Fehr & Peers has completed the 75% plans and cost estimate identified in Task 3 of the Original Task Order. The additional tasks stated in Task 2 above will require refinements to the project design plans and specifications. We anticipate revising the 75% plans to incorporate City and Stantec comments received on our 75% plans, and the City, SMCTA, and Stantec review of our proposed project refinements in our Task 2 deliverable (summary memo).
As stated in the Background section of this proposal, while our base scope of work included preparation of 95% and final construction documents, that budget was expended during the 75% design stage to cover additional meetings with City staff, coordination and meetings with SMCTA and Stantec, and additional design work based on new direction about our proposed striping design.
This task includes the additional level of effort to revise the 75% plans to incorporate all previously received comments and to incorporate the expanded design of the overall project. This consists of a new RRFB system design, additional striping design revisions, curb ramp design revisions, and a heightened level of detail than assumed part of our case scope of work.
We will have two additional design submittals – 95% plans, specifications, and estimate, and final submittal with refinements based on consolidated comments from City, SMCTA, and Stantec.
Included in this task is effort from NCE to update their paving and curb ramp design plans in response to City and Stantec comments already submitted to our team.
Task 3 Deliverables:
• 95% and final PS&E submittal with revised augmented project scope of improvements Task 4: Design Support During Bid & Construction
Fehr & Peers has included this task to support the city during the bid and construction phase of the project.
Our team identified the following tasks and associated level of effort for these tasks as follows:
• Assist city in assembly of bid documents (approximately 4 hours) • Clarify any city or contractor questions that may arise during the bid phase (approximately 6 hours)
• Material submittal review (approximately 6 hours)
• Responding to requests for information (RFI), (approximately 12 hours) • Site visits to review cat-tracking or resolve issues in the field (approximately 20 hours) Roland Yip & Bryan Bautista, City of Pacifica
June 21, 2023
345 California Street | Suite 450 | San Francisco, CA 94104 | (415) 348-0300 | Fax (415) 773- 1790 www.fehrandpeers.com
• Preparation of as-built project drawings (approximately 8 hours) It is assumed that the city will perform any design support during construction related to curb ramps and paving, including marking surfaces for pavement improvements, marking and field design changes to curb ramps, or other efforts related to design prepared by NCE. At the request of City staff, we can amend this proposal to include additional hours for NCE to support the installation of the project.
Fee & Schedule
Fehr & Peers will perform the above scope of work on a time and materials basis not to exceed $46,000 as shown in the attached fee table.
We anticipate starting this work upon authorization and will be able to include these design efforts as part of a revised project schedule, to be determined with coordination from the City and SMCTA staff.
Invoices will be submitted monthly for services rendered and are due and payable upon receipt.
We propose to conduct this work pursuant to the terms and conditions of our on-call contract between Fehr & Peers and the City of Pacifica. We look forward to continuing work on this project. Should you have any questions, please call Geoff Rubendall at (415) 426-2522.
Sincerely,
FEHR & PEERS
Geoff Rubendall, PE, TE RSP1
Principal
ACCEPTED BY:
Signature: ________________________________________
Name: ___________________________________________
Title: _____________________________________________
Company: ________________________________________
Date: _____________________________________________
SF22-1258
Attachments:
A. Fee Proposal
B. Current Hourly Billing Rates
C. NCE Amendment No. 1
Richmond, CA
501 Canal Blvd., Suite I
Richmond, CA 94804
(510) 215-3620
Mr. Roland Yip, P.E., and Bryan Bautista May 24, 2023
Public Works Department Project No: 808.22.55
City of Pacifica
RE: Budget Amendment No. 1
Street Resurfacing on Palmetto and Esplanade Ave – Address Consolidated Comment Review Dear Mr. Yip,
This letter provides documentation of NCE’s discussions with the City of Pacifica (City) and Fehr & Peers (F&P) regarding a requested budget amendment for the Street Resurfacing on Palmetto and Esplanade Ave Project. The budget amendment reflects the additional effort to address one (1) set of consolidated comments from the City and F&P to prepare the bid documents.
Amended Scope of Work:
The additional scope of work consists of addressing peer review and completing the bid PS&E documents. This budget amendment does not include performing additional field data collection (sidewalk, curb, and flowline measurements to design or modify curb ramp locations) or redesign of proposed improvements. 1) Field Data Collection and Design ($4,585):
NCE will review one (1) set of consolidated comments provided by the City and F&P on the PS&E documents and incorporate the edits to prepare the bid documents. We anticipate the level of comments will include the following effort from NCE staff: 24 staff engineer hours, 6 senior engineer hours, and 1 hour for internal QA/QC for our chief engineer. This estimate does not include performing additional field data collection, adding scope of work to the existing plan, remarking base/spot repairs, or redesigning the curb ramps.
Fee Estimate and Schedule:
To complete additional scope of work for design we are requesting our budget be amended by $4,585 on a time and materials basis. We trust that this provides the information required at this time. If you have any questions or would like to discuss this request, please contact the undersigned at (209) 373‐3176.
Sincerely,
NCE
Mei‐Hui Lee, PhD, PE Victor Lemus, PE
Associate Engineer Senior Engineer I
ATTACHMENT “B”
COMPENSATION
Attachment A - Fee Proposal for Esplanade Ave & Palmetto Ave Improvements Fehr & Peers NCE
Engineering
Lead
Engineer/ CAD
Technician
Project
Coordinator
Labor
Hours
Engineering
Chief
Senior
Engineer
Staff
Engineer
Labor
Hours
Sub Cost
Direct
Costs
Total
Tasks $295 $165 $150 $265 $160 $140
Task 1: Project Management, Meetings, & Coordination
Project Management, Meetings, Coordination 16 10 2 28 0 0 0 0 $0 $0 $6,670 Task 2: Data Review & Project Refinement
Project Refinement (Class IIIB Treatments,
Transit Stop Treatments, and RRFB) &
Updating Design Assumptions Memorandum
2 8 2 12 0 0 0 0 $0 $0 $2,210
Task 3: Construction Documents
95% Submittal 8 84 8 100 1 4 16 21 $3,145 $425 $20,990
Final Submittal 2 10 2 14 0 2 8 10 $1,440 $150 $4,130
Task 4: Design Support During Bid & Construction
Design Support During Bid & Construction 12 44 7 63 0 0 0 0 $0 $150 $12,000 Total for all Tasks 40 156 21 217 1 6 24 31 $4,585 $725 $46,000 Notes:
This fee proposal is valid for a period of 90 days from the proposal submittal date.
Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the overall fee will not be exceeded.
Mileage is billed at the IRS rate plus 10% handling fee Rates and non-key staff are subject to change at any time, without notice, and within the total budget shown 1