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3 AGREEMENT WITH SANDIS, INC.
FOR DESIGN PROFESSIONAL SERVICES
FOR
PENINSULA AVENUE / DELAWARE STREET TRAFFIC SIGNAL MODIFICATION PROJECT This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and SANDIS, INC., a corporation, (“CONSULTANT”), whose address is 636 9th Street, Oakland, CA 94607:
RECITALS:
A. CITY desires certain design professional services hereinafter described.
B. CITY desires to engage CONSULTANT to provide these design professional services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A to this Agreement, attached and incorporated by reference.
SECTION 2 - DUTIES OF CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.
CONSULTANT represents that it is qualified to furnish the services described under this Agreement.
CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.
CONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
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3 CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence upon signature of this agreement and be completed on or before June 30, 2027.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount of $167,940.00 pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.
Upon termination and upon CITY's payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.
SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
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3 SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent CONSULTANT as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.
SECTION 11 - INDEMNITY
Indemnity for Design Professional Services. CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s negligence, recklessness or willful misconduct in the performance of its design professional services under this Agreement. To the maximum extent permitted by law and Civil Code section 2782.8, CONSULTANT agrees to defend CITY, its elected and appointed officials, employees, and agents against any such claims.
Indemnity for Activities Other Than Design Professional Services. CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s performance of non-design professional services under this Agreement, except for those claims arising out of CITY’s sole negligence or willful misconduct. CONSULTANT agrees to defend City, its elected and appointed officials, employees, and agents against any such claims.
The CONSULTANT’S duty to indemnify shall survive expiration or early termination of this Agreement.
SECTION 12 - INSURANCE
CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.
SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.
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3 SECTION 14 - RELIANCE UPON PROFESSIONAL
SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation.
SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 16 – SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.
SECTION 17 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
SECTION 18 - NON-DISCRIMINATION
CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its sub-consultants shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
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3 SECTION 19 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY's request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.
SECTION 21 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: Kenny Tanaka, Associate Engineer
City of San Mateo
330 W 20th Ave
San Mateo, CA 94403
To CONSULTANT: Sandis, Inc.
Attn: Ron Sanzo
636 9th Street
Oakland, CA 94607
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONSULTANT.
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3 SECTION 23 – CONFLICTS
In the event of any conflict between the provisions of this Agreement and any other referenced exhibit or document attached to this Agreement, the language and terms of this Agreement shall control.
SECTION 24 - AUTHORITY TO ENTER INTO AGREEMENT
CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
SECTION 25 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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3 IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Agreement the day and year first above written.
CITY OF SAN MATEO CONSULTANT
Matt Fabry
Director of Public Works
Date Ron Sanzo
Its Authorized Agent
Principal-in-Charge,
Director of Engineering
If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.
Date
APPROVED AS TO FORM ADDITIONAL CORPORATE
OFFICER
(if necessary per the above)
Linh Nguyen
Assistant City Attorney
Date <Insert Name>
<Insert Title>
Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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3 EXHIBIT A
SCOPE OF SERVICES
Task 1 - Project Management and Coordination
Sandis will oversee project development to ensure quality deliverables by maintaining open communication with the City and monitoring the project schedule. This will include, but is not limited to, project meetings, regular updates, and general project management tasks.
Meeting agendas, presentations (if applicable), and draft notes will be circulated for each project meeting. Agendas and presentations will be provided at least 3 working days prior, and draft notes within 5 working days after. The City can review and request changes to notes before finalization.
Upon NTP, our team will schedule a kick-off meeting to establish lines of communication between the project team and City staff, discuss the detailed work plan, review the project schedule and budget, and discuss any logistical elements of the project, such as file sharing platform preferences and invoicing requirements. The kick-off meeting will include representatives of all firms on the design team, the City of San Mateo, and the City of Burlingame (as-available).
Following the project kickoff meeting, Sandis will schedule regular check-in meetings with City staff to provide project updates, discuss design challenges when they arise, and confirm adherence to the project schedule.
The Project Schedule included in this proposal anticipates completion of the bid package by April 28, 2026. This schedule can be amended throughout the project to meet the City’s needs.
It is assumed that these check-ins will occur on a bi-weekly basis, but specific frequency and need shall be established in the Project Kick-off Meeting and be held virtually on a video call platform to be established in the project kickoff meeting.
Task 1 Deliverables
• Kickoff Meeting Agenda and Meeting Notes (MS Word)
• Project Schedule and Updates (MS Project or MS Excel) • Monthly Project Invoices (PDF)
Task 2 - Intersection Traffic Analysis and Design Scoping Sandis will lead the effort to gather pertinent data and information, analyze existing conditions, and evaluate project alternatives. This is anticipated to include the following subtasks.
Task 2.1 - Topographic and Boundary Base Map
Sandis’ internal survey department will prepare a base map of the project area. The map will include the following elements:
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3 • Cross-sections every 20 feet for linear sections with the following minimum survey points: Terrain features such as grade breaks, swales, ditches, retaining walls, curb, gutter, sidewalks, and roadways. • All significant features within the surveyed area, such as fences, walls, encroaching private improvements, trees, pavement markings, striping, signs, signal equipment, etc. • Topographic lines and information including all points surveyed. • Utility facilities including poles, structures and as-built information associated with underground facilities.
• All drainage facilities such as drainage ditches, valley gutters, concrete curbing, asphalt berms, swales, storm drain inlets and manholes shall be located. The center top and face of inlets structures shall be surveyed.
• All recorded monuments and recorded survey points that may be removed or disturbed during construction and that are required to be restored upon completion of the pathway construction work. • Right-of-way limits shall be shown on the base maps.
The area to be surveyed will include the project intersection at Peninsula Avenue and Delaware Street/Dwight Road, as well as 120’ in each direction from the intersection, measured from the existing curb return (capturing the extents of all the existing turn lanes at the intersection).
This task will also include the gathering of existing data from relevant utility companies, the City of San Mateo, the City of Burlingame, and other relevant agencies. Sandis will lead the effort to make data requests from all of these agencies, and will utilize tools, such as the Civilgrid platform, to gather and output datasets where possible. A matrix will be created as a record keeping tool, which will identify all data requests sent, a history of outreach to the agencies, the source of all data received, and the type of data received. This matrix will be maintained throughout the project and provided to the City at all deliverable points if it has needed to be updated since the previous deliverable.
Task 2.2 - Analysis of Existing Conditions, Phasing Plans, & Alternatives Sandis will review the existing traffic counts that the City procured in February 2025. Sandis will also collect traffic counts through our partner count vendor, IDAX. It is currently anticipated that the counts will include AM, PM, and mid-day, and weekend peak hour multimodal turning movement traffic counts at the intersection, as well as 24 hour tube counts at the mid-blocklocation of all 4 legs of the intersection to better understand speed and volume classification breakdowns for the existing traffic.
In addition to the traffic counts, Sandis will request existing timing cards and signal as-builts to understand the phasing, timing, coordination, detection, and settings of the existing signal system. The Sandis Team will also conduct a site visit as part of this effort to verify the existing equipment and collect photos.
Using the data and information gathered above, Sandis will perform the intersection traffic analysis of the existing conditions. Following the analysis of the existing conditions, Sandis will develop up to three project alternatives to be further assessed and analyzed with (existing plus project alternatives) and without (future plus project alternatives) the proposed bike facilities from the Bicycle Master Plans of the two neighboring cities. These analyses will be used to identify potential operational deficiencies in the signal cycle for existing or future conditions, and identify solutions, which may include, but are not limited to, signal phasing changes, signal equipment changes/upgrades, and lane reconfigurations.
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3 Sandis will use the Synchro program, and accompanying SimTraffic software to perform all traffic analyses. The analysis will utilize the Highway Capacity Manual (HCM) methodologies for estimating vehicle delays, queue lengths, and volume-to-capacity ratios for the intersection and each individual approach of the intersection.
Task 2.3 - Traffic Analysis and Operations Memorandum
The results of the analysis from Task 2.3 will be summarized in a technical memorandum addressed to the City. The memorandum will include summaries of the project background, existing conditions, explanation of procedures used for the analyses, proposed conditions, future conditions, and proposed mitigations. All traffic count summaries, Synchro reports, and queuing reports generated as part of this effort will be included as appendices to this memorandum.
A draft memorandum will be submitted to the City for review, and the City will have the opportunity to provide a single set of consolidated, consistent comments, which Sandis will incorporate where appropriate to finalize the memorandum. The final memorandum will be submitted to the City, and utilized as an appendix for the Basis of Design in the following subtask.
Task 2.4 - Basis of Design Memorandum
Sandis will develop a comprehensive Basis of Design memorandum that will outline the following elements: research, background, and data collected for the project; a summary of the stakeholder and outreach efforts, including results of the survey; a comparison of options and alternatives; tables and exhibits; preliminary cost estimates; design standards to be used for the development of the construction documents.
It is anticipated that this document will largely follow a format and layout similar to the Basis of Design that Sandis has prepared for previous projects with the City of San Mateo, such as 46R001 (Hillsdale Boulevard & Alameda de las Pulgas Traffic Signal Project).
A draft memorandum will be submitted to the City for review, and the City will have the opportunity to provide a single set of consolidated, consistent comments, which Sandis will incorporate where appropriate to finalize the memorandum. The final memorandum will be submitted to the City. The Final BOD will then be utilized to guide the development of the construction documents and will be referenced by the team at the start of every design phase to ensure adherence to the design standards established.
As part of the Basis of Design process, a preferred alternative will be selected and identified.
Task 2 Deliverables
• Topographic Survey and Base File (AutoCAD 2020 & PDF) • Data Request Matrix (MS Excel) and received data files • Traffic Count Reports (PDF)
• Traffic Analysis and Operations Memorandum [Draft and Final] (PDF, with appendices) • Basis of Design Memorandum [Draft and Final] (PDF, with appendices) Design Professional Services 2024 Page 11 of 19
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3 Task 3 - Stakeholder and Community Engagement
Our Team will develop and implement a robust outreach workplan that responds to the diversity of community members and key stakeholders in and near the project area, including, but not limited to Spanish-speaking community members, North Central community members, City of Burlingame staff, and representatives from San Mateo Union High School District, San Mateo-FosterCity Unified School District, San Mateo Consolidated Fire, San Mateo Police Department, and Recology. Our Team, led by Winter, will support in the development of an outreach workplan that prioritizes equitable engagement and responds to various access, language and cultural needs in the community, leveraging engagement experience conducted prior, including for the San Mateo Complete Streets Plan, Complete Streets North Central Plan, and the Humboldt Street Bike Lane Alternatives Project. The engagement tactics that will be implemented include the following:
Project Webpage
At the commencement of the project, our Team will work with City of San Mateo staff to produce webpage content at or below an eighth-grade reading level and corresponding translations into Spanish that describes the project, its purpose, timeline, upcoming engagement opportunities and other relevant information for the community. Our Team will also work with the City to produce updated website content as necessary at the 50%, 90%, and 100% design submittal stages.
Digital Materials
Our Team will work with the City of San Mateo staff to produce digital materials that will provide key updates to the community regarding project progress, upcoming engagement opportunities, survey, and engagement results, as necessary, at the start of the engagement period for the 50%, 90% and 100% design submittal phases. This may include development of up to one social media graphic and one print flyer at each of the three phases for the various engagement opportunities and will provide pertinent information of how to access materials, including short links, QR codes, and key contact information. Materials will be developed with attention to various cultural and language sensitivities as outlined above. We will develop the content and design of digital materials for the City of San Mateo to distribute.
Community Survey
At the early stage of the project, our Team will produce a digital survey that is easily comprehensible and accessible to a wide range of community members leveraging the Survey Monkey platform. The survey content will be produced at or below an eighth grade reading level with Spanish translations.
Our Team will work with City of San Mateo staff to develop survey questions that will allow the project team to gather key and meaningful insights that will help the team identify the best solutions and improvements for the project. Our Team will provide analysis of results produced through the Survey Monkey platform analytics feature and share a list of all open-ended responses with the City in Excel or CSV format. We will also produce a print version of the survey that can be mailed and incorporated as a mailer for City of San Mateo staff to print and distribute.
Key Stakeholder Virtual Focus Group
Our Team will facilitate a virtual focus group and work with the City of San Mateo staff to identify contacts and potential participants from key stakeholder groups, including, but not limited to San Mateo Union High School District, San Mateo-Foster City Unified School District, San Mateo Design Professional Services 2024 Page 12 of 19
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3 Consolidated Fire, San Mateo Police Department, and Recology. Contacts from each of the groups above will be invited to a virtual key stakeholder focus group to learn about the project and provide input on needs at the early stage of the project after the 50% design submittal phase and prior to the community workshop. Following, the participants will be asked to share word about the community workshop with their colleagues/constituents.
Community Workshop
Our Team will coordinate and implement one in-person community workshop at the 50% design submittal, including developing and printing workshop materials, including graphics, posterboards and flyers. The City of San Mateo will be responsible for printing and distribution the flyers to the approximately 7,500 residents that live within a ½ mile radius of the project site. As Spanish-speaking community members are a prevalent component of the project area, our Team will be sure to provide materials in both Spanish and English and will have Spanish-speaking staff at the workshop to support monolingual Spanish-speakers via a small group breakout in Spanish should any Spanish-speaking community members attend. The community workshop will provide an opportunity for all community members to learn about the project, hear what has been heard in terms of needs as gathered from the community survey, and provide feedback on initial design concepts for the project. Our Team will work to ensure that the workshop provides an opportunity for all voices to be heard in a civil dialogue that is respectful of a diversity of opinions and perspectives.
Simultaneous interpretation and corresponding interpretation devices are not incorporated into this item, but may be added for an additional cost.
Sustainability and Infrastructure Commission Meeting
At the 50% design submittal phase, our Team will prepare a presentation for the Sustainability and Infrastructure Commission meeting. At this meeting, our Team will provide a brief overview of results and insights gathered from previous community engagement activities, including feedback gathered from the community workshop, and key stakeholder focus group. We will present initial design concepts and gather input from the Commission. At the close of the Commission meeting, our Team will create a simple matrix of main feedback themes received, responses to each point, and recommended action items for the City staff for further development of project plans.
Task 4 - Develop Traffic Signal PS&E Documents
Sandis will prepare the bid ready construction documents for the project. The PS&E phase will consist of the following submittals:
• 50% (Plans, Draft Specifications, and Estimate)
• 90% (Plans, Specifications, and Estimate/Bid List)
• 100% Final (Plans, Specifications, and Estimate/Bid List) We assume that 20 working days are needed for City review of 50% and 90% submittals and 15 working days for City review of all other submittals. Comments will be provided in a single consolidated set of redlines. Our team will also be available to attend plan review “page turners” if needed, to expedite plan review.
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3 The design plan set will include infrastructure and equipment necessary to operate the traffic signal as identified in the preferred scenario selected in the prior phase. This may include but is not limited to signal poles and mast arms, detection for all modes, emergency vehicle preemption, CCTV, communications to the nearest online intersection, traffic signal cabinet and contents, conduits, conductors, phase diagrams, and lighting. The plan set will also include necessary civil engineering work needed to implement the signal operations identified in the preferred scenario, including but not limited to, pavement restoration, pedestrian ramps, and new median/protection islands. We assume that utility and landscaping improvements are minimal; further improvements can be provided as an additional service.
Our plan set will also include design detail for drainage impacts and sufficient utility information to satisfy the project’s utility certification. It should be noted that the example signal plan provided was from San Clemente and utilizes a conductor schedule formatting that is typical for Southern California and the Central Valley. Our team is well-experienced with this format but recommends a more typical conductor schedule to Northern California and the Bay Area to attract competitive bids.
In addition to the design package deliverables, Sandis will be prepared to assist the City with procuring long lead-time materials and equipment, such as signal poles, signal cabinet, video detection equipment, etc. Sandis will accelerate the layout and design of the signal poles and provide a procurement deliverable in exhibit format with all necessary details and specifications, which may include: pole type, mast arm length and connections, luminaire arm, equipment types, and quantities for all.
Task 4 Deliverables:
• 50% PS&E Package
• 90% PS&E Package with 50% Comment Response Matrix
• 100%(Final) PS&E Package with 90% Comment Response Matrix • Long Lead-Time Procurement Deliverable
Task 5 - Utility Coordination
Sandis will conduct the following efforts related to utility coordination, in addition to the utility investigations identified in Task 2.1:
Task 5.1 - PG&E Application
Following the City’s response to the 50% design submittal, Sandis will submit the PG&E service application for the project with necessary documentation on the behalf of the City. This is anticipated to include the project’s single line diagram, load calculation worksheet in PG&E’s preferred format, signal plans, and other documents that PG&E may request.
Should it be necessary, Sandis will facilitate a design meeting with PG&E and City Staff to review the documents and submitted application.
Task 5.2 - Potholing
Sandis will conduct potholing efforts with our internal Utility Locating team and their potholing vendor.
An allowance for 8 potholes is assumed. This includes one pothole for each mast arm pole and Type 1 Design Professional Services 2024 Page 14 of 19
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3 pole anticipated for the intersection. City staff will also provide contact information and supplementary base mapping to aid in this task.
It is anticipated that this effort shall be completed prior to preparation of the Procurement Memo in Task 4.
Note: The fee associated with the potholing vendor may be avoided if the City chooses to utilize their potholing on-call. Sandis will still provide supporting documentation if the City chooses to implement this strategy.
Task 5 Deliverables:
• PG&E Application & Supporting Documentation
• Potholing Plan & Supporting Documents
Optional Task A - Printing and Distribution Services
Development, printing and distribution of 7,500 information mailers at the early phase (including survey information) at the 50% design submittal phase (15,000 mailers total).
Optional Task B - Additional Stakeholder Engagement
Our Team will prepare and present at a second Sustainability and Infrastructure Commission Meeting at the 90% design submittal phase to provide project updates and report any design changes resulting from resident and other stakeholder feedback. Sandis staff will take lead in the discussion for the technical components, supplemented by Winter staff.
Optional Task C - Bidding and Construction Support
Sandis shall assist the City as requested during the bidding process. This may include preparing and distributing notices to residents within a ½ mile radius, attendance of a pre-bid meeting or pre-bid site walk, technical responses to the bidders’ questions, and preparation of the Conformed Set of contract documents incorporating any addenda/clarifications issued during bidding.
After the construction is awarded to a contractor as identified by the City, Sandis shall attend a pre- construction conference with City staff and the contractor.
Sandis shall assist the City, contractor, construction manager, contract administrator and inspector with interpretation of plans and specifications, requests for information, analysis of changed conditions, development of corrective action, and review of submittals. Sandis staff will provide up to four (4) site visits to observe the construction of the site work, as needed.
Sandis shall conduct a final site visit with City staff and prepare a final punch list based on the site visit findings. It is assumed that the contractor will address all punch list items and that a follow-up site visit is not necessary.
After the completion of construction, Sandis will prepare record documents in the form of as-built drawings based on contractor provided redlines. The as-built drawings will show record documents for Design Professional Services 2024 Page 15 of 19
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3 all applicable civil plans. The record documents shall be issued to the City in PDF and CAD formats. All final CAD drawings shall be compatible with AutoCAD 2020.
Optional Task C Deliverables
• Notice of Project Bid (PDF & distribution)
• Written responses to technical questions (PDF)
• Print ready set of conformed contract documents, inclusive of plans, specifications, bid sheet/schedule, and any other front-end documents that need to be conformed to incorporate changes from issued addenda (PDF)
• Submittal List (PDF)
• RFI, Submittal, and Change-order Reviews (PDF)
• Final Punchlist (PDF)
• Signed and Stamped As-built Drawings (PDF)
• E-transmit of As-Built Drawings (AutoCAD)
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3 EXHIBIT B
PAYMENT RATES
See next page
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3 EXHIBIT C
INSURANCE REQUIREMENTS
MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1.Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2.Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3.Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
4.Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City. If a Notice of Cancellation endorsement is not available, CONSULTANT shall ensure the requisite Notice of Design Professional Services 2024 Page 19 of 19
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3 Cancellation is specified in the Certificate of Insurance. In the event the Notice of Cancellation is not specified in the Certificate of Insurance, Consultant shall be responsible for providing the City the requisite notice as specified in this Exhibit C.
Waiver of Subrogation
CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance.
CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.