EXHIBIT A
SCOPE OF SERVICES
TASK 1.0: PROJECT MANAGEMENT
TASK 1.1: PROJECT MANAGEMENT AND COORDINATION
Following kick-off, DKS will conduct monthly project status check-ins with City staff and/or Caltrans staff, or as needed to address emerging issues. DKS will prepare agendas and meeting minutes for all project meetings.with City staff and subconsultants, manage scope, schedule, and budget, and maintain communication across all tasks.
TASK 1.2: PROJECT KICK-OFF AND STATUS MEETINGS
DKS will attend a project kick-off meeting with City staff to confirm design standards, review the conceptual plans, and align on scope assumptions, schedule milestones, and communication protocols.
TASK 1 DELIVERABLES
• Monthly invoices and progress reports
• Critical Path Method schedule, updated quarterly or as needed • Meeting agendas and minutes
TASK 2.0: STAKEHOLDER AND UTILITY COORDINATION
TASK 2.1: CALTRANS COORDINATION
Location 6 at East 14th Street and Lorraine Boulevard proposes improvements within Caltrans right of way and will require Caltrans design review and encroachment permit approval. DKS will initiate coordination with Caltrans District 4 early in the design process to confirm submittal requirements, design standards, and review timelines. Caltrans coordination will be maintained throughout each design submittal phase to ensure comments are addressed systematically and approvals are secured without impacting the project schedule. DKS will prepare and maintain a comment resolution matrix to document all Caltrans and stakeholder comments and responses at each submittal level.
TASK 2.2: UTILITY MAPPING AND COORDINATION
DKS will review available as-built, right of way, and utility records at each of the seven project locations. We will coordinate with PG&E and other utility companies to identify existing utilities, confirm service connection requirements for new beacon and electrical installations, and flag potential conflicts with proposed foundation locations and curb ramp improvements. We will prepare a conflict identification package, including a conflict matrix for utility coordination and agency certification. As part of federal local assistance requirements, DKS will prepare and provide the City with the necessary documentation to support Right of Way and Utility Certification in accordance with Caltrans Local Assistance Procedures Manual (LAPM) guidelines.
TASK 2 DELIVERABLES
• Utility conflict identification memorandum
• ROW and Utility Certification supporting documents per LAPM requirements TASK 3.0 35% PS&E PACKAGE
TASK 3.1: TOPOGRAPHIC SURVEY AND BASE MAPPING
PLS Surveys will collect survey data at all seven project locations to develop AutoCAD base maps for civil and traffic design. Topographic survey will be performed at locations requiring curb ramp reconstruction and at East 14th Street and Lorraine Boulevard where the median refuge island is proposed, to support accurate civil design and construction staking. Right of way and easement survey will be conducted at all locations to confirm existing ROW boundaries and identify any constraints affecting
proposed improvements.
TASK 3.2: FIELD REVIEW
DKS and Activewayz will conduct a field review at each location to verify existing conditions, assess ADA compliance deficiencies, and confirm suitable locations for beacon poles, signage, and electrical equipment.
TASK 3.3: 35% DESIGN PLANS AND TECHNICAL REPORTS
DKS and Activewayz will prepare the 35% PS&E based on the City's conceptual plans and field review findings. The submittal will establish the design approach at each location and obtain City and stakeholder consensus prior to advancing design.
The project scope consists primarily of beacon installations, curb ramp reconstruction, signage, and striping improvements with minimal grading and no significant changes to impervious area. Existing illumination will be evaluated at each enhanced crossing location against FHWA and IES RP-8 standards.
Supplemental pedestrian-scale lighting will be proposed where warranted. Given the median refuge’s proximity to City Hall, aesthetic treatment may be desired in addition to its safety function. If the City and Caltrans elect to include landscaping within the median, our team will coordinate plant selection and irrigation layout with City staff and Caltrans District 4 to meet safety, operational, and maintenance requirements for plantings within State right of way. Based on our review of the conceptual plans, the triggering conditions for a Drainage and Hydraulics Report, Storm Water Data Report, and Lead Compliance
Plan are not clearly evident at this time. Field review will be used to confirm whether these reports are warranted, consistent with the City's acknowledgment in Q8 that tasks and costs may be negotiated if the reports are determined not to be needed.
DKS will carry these as conditional scope items and will engage the City proactively following field review to align on the appropriate path forward.
TASK 3 DELIVERABLES
• Topographic base maps
• 35% PS&E package
• Draft technical reports
TASK 4.0: 65% PS&E PACKAGE
DKS and Activewayz will update the 35% PS&E based on comments received from the City, Caltrans, and other stakeholders. All 35% comments will be documented and addressed in a comment resolution matrix. Technical reports will be updated to final draft status under this task.
TASK 4 DELIVERABLES
• Responses and resolution to 35% comments
• 65% PS&E package
• Final technical reports
Plan are not clearly evident at this time. Field review will be used to confirm whether these reports are warranted, consistent with the City's acknowledgment in Q8 that tasks and costs may be negotiated if the reports are determined not to be needed.
DKS will carry these as conditional scope items and will engage the City proactively following
field review to align on the appropriate path forward.
TASK 5.0: 100% BID-READY PS&E PACKAGE
DKS and Activewayz will update the 65% PS&E based on comments received and advance the design to a fully coordinated, signed, and sealed 100% bid-ready package. All agreed upon comments will be incorporated and the final engineer's estimate and quantity take-offs will be submitted in MS Excel format.
TASK 5 DELIVERABLES
• Responses and resolution to 65% comments
• 100% PS&E bid package, signed and sealed
• Final engineer's estimate and quantity takeoffs in MS Excel format TASK 6.0: DESIGN STANDARD DECISION DOCUMENT PREPARATION AT LOCATION 6 (OPTIONAL)
A DSDD at Location 6 may be triggered by departures in median refuge geometry or curb line modifications affecting shoulder or clear zone dimensions. Our team will assess these during 35% design and engage Caltrans District 4 early to confirm whether a formal design exception is required, and if so will prepare the package and support environmental revalidation. Scope includes preparation of the DSDD form and supporting design standard analysis, documentation of design exception justifications, coordination with the City and Caltrans on review and approval, and support for environmental revalidation, if required. This task will be authorized and negotiated separately if triggered during design.
TASK 6 DELIVERABLES
• DSDD form and supporting design standard analysis
• Documentation of design exception justifications
• Environmental revalidation support documentation, if required TASK 7: POTHOLING (OPTIONAL)
If utility conflicts identified during design warrant underground verification, DKS will engage Exaro Technologies to conduct potholing. For budgeting purposes, this task assumes potholing at 12 locations, covering 8 RRFB pole foundations and 4 HAWK beacon pole foundations. The final scope and budget will be negotiated with the City if the task is deemed necessary during design.
TASK 7 DELIVERABLES
• Potholing field report documenting utility depths, sizes, and locations at each pothole
• Updated utility base map reflecting verified conditions TASK 8.0: SUPPORT DURING ADVERTISING AND AWARD (OPTIONAL) DKS will provide support during the bid advertising and award phase as needed, including responding to contractor questions prior to bid opening, preparing addenda, and assisting the City with bid evaluation.
TASK 8 DELIVERABLES
• Responses to pre-bid contractor questions
• Contract document addenda as needed
TASK 9.0: CONSTRUCTION SUPPORT SERVICES (OPTIONAL)
DKS will provide support during the bid advertising and award phase as needed, including responding to contractor questions prior to bid opening, preparing addenda, and assisting the City with bid evaluation.
TASK 9 DELIVERABLES
• Responses to contractor RFIs
• Equipment submittal reviews
• Design clarifications and change orders as needed
• As-built drawings