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AGREEMENT WITH CSW/ST2
FOR DESIGN PROFESSIONAL SERVICES
FOR
LOCAL ROADWAY SAFETY PLAN – PRIORITY PACKAGE 1 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 CSW/ST2, a corporation, (“CONSULTANT”), whose address is 303 Twin Dolphin Drive Redwood Shores, 6th Floor, Redwood City, CA 94065:
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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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 $247,574 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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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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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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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: CSW/ST2
Attn: Robert Stevens, President
303 Twin Dolphin Drive Redwood Shores
6th Floor
Redwood City, CA 94065
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.
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This document may be amended only by written instrument, signed by both CITY and CONSULTANT.
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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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 Robert Stevens
Its Authorized Agent
President
Date
APPROVED AS TO FORM
Linh Nguyen
Assistant City Attorney
Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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EXHIBIT A
SCOPE OF SERVICES
Understanding
We have developed the following understanding and assumptions of the improvements to be designed for each of the Priority Package 1 sites.
Location Proposed Improvements Assumptions
El Camino
Real & 22nd
Ave
Install painted safety zone and
centerline hardening, improve
lighting levels, shorten pedestrian
crossing into the parking lane with
painted safety zone.
The following tasks will not be required:
• Accessible Ramp Replacement
• Caltrans Exceptions to Policy
• Topographic Survey
• Boundary Survey
El Camino
Real & 27th
Ave
Install retro reflective backplates on
side street, install raised pavement
markers and striping through
intersections.
The following tasks will not be required:
• Accessible Ramp Replacement
• Caltrans Exceptions to Policy
• Topographic Survey
• Boundary Survey
Humboldt Ave
& Indian Ave
Intersections install/upgrade larger
or additional stop signs or
intersection warning/regulatory
signs, improve sight distance to
intersection to increase visibility,
implement raised crossings on one
approach leg along Humboldt.
The following tasks will not be required:
• Photometric Analysis
Accessible Ramp Improvements limited
to the location of the raised crossings.
Humboldt Ave
& Santa Inez
Ave
Intersections install/upgrade larger
or additional stop signs or
intersection warning/regulatory
signs, improve sight distance to
intersection to increase visibility,
implement raised crossings on one
approach leg along Humboldt.
The following tasks will not be required:
• Photometric Analysis
Accessible Ramp Improvements limited
to the location of the raised crossings.
Humboldt Ave
& Tilton Ave
Intersections install/upgrade larger
or additional stop signs or
intersection warning/regulatory
signs, improve sight distance to
intersection to increase visibility,
implement raised crossings on one
approach leg along Humboldt.
The following tasks will not be required:
• Photometric Analysis
Accessible Ramp Improvements limited
to the location of the raised crossings.
Hillsdale Blvd
& Franklin
Pkwy
Improve signal hardware, install
flashing beacons as advance
warning along Franklin Pkwy to
indicate no left turns allowed, add
pavement markings to indicate no
left turn allowed, study lighting
levels at night.
The following tasks will not be required:
• Accessible Ramp Replacement
• Caltrans Exceptions to Policy
• Topographic Survey
• Boundary Survey
Aerial imagery, provided by the City, will
be utilized in lieu of topographic survey.
Hillsdale Blvd
& Norfolk
Street
Improve signal hardware, add
pavement markings to indicate no
left turn allowed, study lighting
levels at night, re-stripe to high-
visibility crosswalks at Hillsdale Blvd
& Norfolk Street and install
pavement markings at Hillsdale Blvd
& Norfolk Street
The following tasks will not be required:
• Accessible Ramp Replacement
• Caltrans Exceptions to Policy
• Topographic Survey
• Boundary Survey
Aerial imagery, provided by the City, will
be utilized in lieu of topographic survey.
Scope of Work
From our experience in developing active transportation projects, we have developed the following work plan.
TASK 1: OPPORTUNITIES & CONSTRAINTS
In this initial phase, our team will collaborate with staf, community members, and stakeholders to understand the opportunities and constraints guiding the safety improvements. To facilitate concept development and support future funding initiatives, our team will engage stakeholders in establishing project-related goals.
1.1 Project Kickoff. Key members of our team will host a meeting with City staff to introduce the project team and to review and discuss key project elements. We will present and facilitate a discussion on the following:
A. Project Goals. Beginning with the City’s goal to develop a planning document for the corridor, we will collaborate with the City to draft project-specific goals for the University Avenue community engagement and visioning process, as well as goals for the design and implementation of the Grand Corridor vision. These goals will need to align with those of the City of East Palo Alto’s Vista 2035 General Plan, where “University Avenue will be transformed from a cut-through corridor into a beautiful mixed-use boulevard with high- density housing, neighborhood-serving businesses, and offices that capitalize on the City’s proximity to Silicon Valley.
B. Funding Opportunities. It is essential to plan the project consistently with upcoming funding opportunities. We want to learn about the City’s past success with grants and any thoughts on upcoming opportunities.
C. Community Engagement. Our team will share a draft Community Engagement Strategy.
The City’s feedback, including experience and project-specific engagement goals, will be discussed and incorporated into the final strategy.
1.2 Community Engagement Plan. We will prepare a concise, milestone-based outreach plan aligned with the federal grant schedule. The plan will identify key audiences (residents,
businesses, schools, transit agencies, neighborhood and homeowner associations, advocacy groups) active within a ¼ mile of each of the priority intersections; incorporate CEQA/NEPA notification requirements and include Title VI, Environmental Justice, Limited English Proficiency (LEP), and ADA compliance measures. Following each outreach activity, we will provide a Stakeholder Feedback Summary Report summarizing participant input, responses, and design implications. A comprehensive Public Involvement Record will be maintained for inclusion in the CEQA/NEPA administrative record and Caltrans submittals.
1.3 Data Collection and Field Review. To support the preliminary design effort and refine the extent of technical studies required, our team will complete the following:
A. Data Collection. The team will collect and review documents associated with the following topics:
• LRSP’s crash datasets
• Statewide Integrated Traffic Records System (SWITRS) reports • Existing traffic, parking, and collision data.
• Existing utility records.
• Property Boundary and easement information from the City and Caltrans.
B. Field Review. Our team will perform a site walk.
1.4 Existing Photometric Analysis Memorandum (Existing PAM). Our team will complete a photometric analysis of the existing intersections to ensure that the proposed pedestrian and vehicular-scale lighting is consistent with City and State standards. This will include ensuring lighting levels are both dark-sky and temperature-friendly, and will consist of recommendations for lighting and fixture upgrades. Analysis will be performed at El Camino Real & 22nd Ave, Hillsdale Blvd & Franklin Pkwy and Hillsdale Blvd & Norfolk Street only.
1.5 Existing Conditions Mapping. Our team will compile existing condition mapping for each of the Humboldt Avenue intersection (Indian Ave, Santa Inez Ave, Tilton Ave), including the following. Any existing conditions mapping at El Camino Real & 22nd Ave and El Camino Real & 27th Ave, Hillsdale Blvd & Franklin Pkwy and Hillsdale Blvd & Norfolk Street will be an optional service.
A. Property Boundary. Our team will locate and resolve the right-of-way along each of the Humboldt Avenue intersection (Indian Ave, Santa Inez Ave, Tilton Ave).
B. Monument Preservation. We will locate and preserve record monuments in accordance with the Business & Professions Code §8771; Streets & Highways §732 & §732.5, §1492.5, §1810.5; and Penal Code §605. We will locate these monuments and develop special provisions requiring the contractor to file a pre-construction corner record with San Mateo County, showing three (3) reference control points tied to each monument.
C. Survey. Our team will collect topography, using a combination of conventional topographic field survey and aerial drone methods, which generally will include face of building, sidewalk, face of curb, street centerline, pavement grade breaks, and surface utilities.
D. Utilities. Our team will collect utility records as well as measure the depth of gravity systems and water valves to establish horizontal and vertical data.
E. Utility Potholing (OPTIONAL SERVICE). If the as-built data is inconclusive, we will complete potholing of utilities at up to 10 locations across the seven (7) intersections. Our contractor will backfill the potholes with a controlled low-strength material.
F. Prepare Base Map. CSWST2 will develop a detailed base map integrating topography, boundary, and utility information, as well as provide a high-resolution orthorectified aerial photograph.
1.6 Community Outreach. We will initiate community outreach and build project awareness by establishing online communications and distributing print materials, as outlined in the Community Engagement Plan. Efforts at this stage will include the following activities.
A. Project Website. Our team will establish a project website that provides the project purpose and schedule, education on relevant technical concepts, and design concepts as developed. This site will offer an opportunity for visitors to offer project feedback. We will use this as a tool to provide responses to community concerns.
B. Project Communications. Outreach will focus on communities surrounding the six priority intersections. We will employ: multilingual notifications (English, Spanish, Chinese) via email to existing City mailing list(s), direct mail to all owners and occupants within a ¼ of the intersection, and print flyers posted at bus stops and community gathering places. We will engage neighborhood and homeowner associations to expand the reach of project communications. In addition, we will provide the City with project narratives and project area maps for utilization in the City’s social media and other communication channels.
C. Engagement. We will attend/facilitate one Pop-up event or virtual community meeting and attend standing meetings for up to four community organizations/associations.
1.7 Contract Management. CSWST2 will be responsible for the overall management of our design team, including the following:
A. Project Management. CSWST2 will manage the design team as well as track progress, schedule, and budget. We will be responsible for documenting all design decisions and keeping an official record of the project. Furthermore, we will submit monthly progress reports that identify completed tasks, budget status, and issue status.
B. Quality Control/ Quality Assurance. An independent team member will review our documents prior to submittal to the City.
C. Grant Management. CSWST2’s Grant Manager will manage document compliance with the approved grant requirements.
D. Meetings. The team will attend bi-weekly project management meetings with City Staff, key stakeholders, and the project team.
Deliverables. We will provide electronic (PDF and native format) of the following documents:
• Kick-off Meeting Agenda and Meeting Summary
• Draft and Final Community Engagement Plan
• Communication Materials
• Existing Conditions Mapping
• Existing Photometric Analysis
TASK 2: CONCEPTUAL DESIGN
Using the data collected in Task 1 and guided by the concepts and collision data from the LRSP, we will evaluate the trafic safety measures and prepare a conceptual plan for City approval.
2.1 Conceptual Options. CSWST2 will evaluate options, considering traffic operations along with other factors such as bicycle and pedestrian access, transit access, safety, and connectivity. A key goal will be to balance vehicle, bicycle, pedestrian, and transit access through each intersection. We will prepare at least two options for each intersection.
A. We will evaluate each of the options in conformance with the project goals, including quantifying the following conditions.
• Improve safety for all users.
• Consistency with the policies established in the LSRP. • Improve bicycle and pedestrian access and connectivity.
B. To summarize our findings, we will prepare a memorandum regarding the feasibility of the safety improvements, which includes the following for each option:
• Narrative description of the proposed design.
• Plan and section graphics.
• An assessment of the options’ conformance to the project’s goals. • Estimate of implementation cost.
2.2 Community Outreach and Engagement. We will conduct outreach to community members and key stakeholders within the focus area around each of the six priority intersections to share conceptual options, key evaluative criteria, and education on technical concepts. We will gather feedback to identify key areas of concern and support. We will employ:
• Multilingual notifications (English, Spanish, Chinese) via email, direct mail, and flyers; • Digital engagement tools such as online surveys;
• One Pop-up event or virtual community meeting and attendance at standing meetings for up to four community organizations/associations.
Following each outreach activity, we will provide a Feedback Summary Report summarizing participant input, responses, and design implications. The project website will be updated to include feedback themes.
2.3 Contract Management. We will complete the tasks as identified in Task 1.7, including attending up to two (2) coordination meetings.
Deliverables. We will provide electronic (PDF and native format) of the following documents:
• Draft and final Options as well as feasibility study.
• Webpage and Online Survey updates.
• Communication materials, Engagement materials, and Feedback summaries. • General Meetings agendas, presentation, and minutes.
TASK 3: PRELIMINARY ENGINEERING
With approval of the preferred option, our team will prepare the design to the 35% level, allowing for refinement of costs. This submittal will include narratives, fees, and exhibits that can serve as the basis for future grant applications as well as the basis for environmental review under CEQA and possibly NEPA.
3.1 Preliminary Design (35%). We will develop a preliminary plan establishing the geometry of the roadway serving pedestrians, bicyclists, and motorists. This will include the following elements:
A. Streetscape Plans. To document the design, we will prepare the following plans, including:
• Title and Key Map Sheets
• Roadway Layout Plans Illustrating sidewalks, medians, buffers, and curb ramps. • Striping and Signage Plans
• Typical Cross Sections
• Traffic signal modification plan
• Street lighting plan
B. Right of Way. We will research the existing right of way and will provide a verification memorandum illustrating that no right of way acquisition is required for the project’s construction.
C. Cost Estimate. We will refine the cost model developed in Task 2.1.
3.2 Community Outreach and Engagement. We will conduct outreach to community members and key stakeholders within the focus area around each of the six priority intersections to share the draft Preliminary Design, identify the role of previous engagement in guiding design development, key evaluative criteria, and education on technical concepts. We will gather feedback to identify key areas of concern and opportunity for refinement. We will employ:
2 - Multilingual notifications (English, Spanish, Chinese) via email, direct mail, and flyers; 3 - Digital engagement tools, such as online surveys;
4 - One Pop-up event or virtual community meeting and attendance at standing meetings for up to four community organizations/associations.
Following each outreach activity, we will provide a Feedback Summary Report summarizing participant input, responses, and design implications. The project website will be updated to include feedback themes.
3.2 Contract Management. We will complete the tasks as identified in Task 1.7, including attending up to three (3) coordination meetings.
Deliverables. We will provide electronic (PDF and native format) of the following documents:
• Webpage and Online Survey updates.
• Communication materials, Engagement materials, and Feedback summaries. • Documents for the 35% PS&E.
• Right of Way Memorandum
TASK 4: LOCAL ASSISTANCE COORDINATION
With approval of the preliminary engineering, our team will coordinate with Local Assistance to secure environmental and right-of-way clearance to allow the project’s bidding.
4.1 CEQA Assessment. We will compile a Categorical Exemption that includes the following elements.
A. Project Description. We will prepare the project description and present the project summary information as identified on the Environmental Checklist Form in Appendix G of the CEQA Guidelines. The project description will include a discussion of the key characteristics of the project site and vicinity, project objectives, details of the proposed project, the planning and approval process, and the anticipated project schedule.
B. CEQA Categorical Exemption. Section 21084 of the Public Resources Code (PRC) provides guidelines for projects that have been determined not to have a significant effect on the environment and are therefore determined to be exempt from the provisions of CEQA. The proposed project is likely to fall into the first category (Class I) of categorically exempt projects, as described in Section 15301, Existing Facilities. We will document the determination for the exempt status in a Notice of Exemption (NOE) accompanied by a supporting memorandum.
4.2 NEPA Assessment. Our team will coordinate with Local Assistance to provide a Categorical Exclusion as an activity listed in 23 CFR 771.117(c), item 22; projects that would take place entirely within the existing operational right-of-way, including features associated with the physical footprint of the transportation facility. Since the walls are a replacement for an existing structure, we assume they would fall into exclusion. To support these findings, our team will complete the following studies:
A. NEPA Project Description. We will support the City in preparing the Preliminary Environmental Study (Exhibit 6-A), Field Review (Exhibit 7-B), and Roadway Data Forms
(Exhibit 7-C) based upon the 10% submittal. We will support the City during the field review and incorporate Local Assistance’s conditions into the construction documents to satisfy the NEPA categorical exclusion.
B. Biological Resources (OPTIONAL SERVICE). As these projects are located within the built environment, we believe the completion of a Natural Environmental Study is not required, and standard mitigations are acceptable. However, we have allocated a fee for a biologist to complete a data search and field reconnaissance of up to three locations, as well as the Zone 7 channel.
C. Visual Assessment. This will address the visual impact of tree removal.
D. Contamination. We will complete an assessment of contamination within the project area using the Geotracker website. This will include a narrative implementing standard mitigations.
E. Standard Memoranda. We will provide standard memoranda with reference to traffic control, water quality, and construction staging.
4.3 Public Utilities. Our team will coordinate with public utilities, including PGE, Comcast, AT&T, and City utilities, to ensure their infrastructure is integrated into the design and consistent with the Utility Certification requirements of Local Assistance. This will include the following items.
A. Preliminary Notice. Our team will prepare a formal notification, also known as A Letters, to the utilities within 10 days of notice to proceed. This will include a coordination meeting at the City’s office (or online) to discuss the project and schedule.
B. Detailed Coordination. As we advance the design, our team will submit plans at the 35% and 100% levels of completion, also known as the B and C Letters/ Plans. This will include a coordination meeting and a summary of the next steps in the process.
C. New Utility Services. Revisions to traffic signals and new pedestrian-scale lighting may require new utility services. Our team will complete applications and the necessary supporting documents for these services.
4.4 Local Assistance. We will support staff in assembling documents for Local Assistance, including:
A. Right of Way Certification. CSWST2 will complete Local Assistance Form 13-B “Right of Way Certification” for the project, documenting that the City has permanent rights-of-way as well as utility clearances to construct the project. We assume this will be Certification Number 1 of 2. Additionally, while the contractor may need to enter private property to complete the work, it is for the benefit of the private property owner, which can be completed through a standard right of entry process. We will prepare up to ten (10) right of entry documents.
B. Request for Authorization. With the completion of the 100% documents and encroachment permit, we will submit the following:
• Request for Authorization Form
• PS&E Certification and Checklist
• Field Review From
• Finance Letter 3-O
• DBE Form
• ROW Certification
• Plans and Specifications
4.5 Contract Management. We will complete the tasks as identified in Task 1.7, including attending up to four (4) coordination meetings.
Deliverables. We will provide electronic (PDF and native format) of the following documents:
• CEQA Project Description and Categorical Exemption.
• NEPA PES, Field Review, Roadway Data, and Technical Memorandum. • Utility letters A, B, and C.
• Request for Authorization documentation including NEPA, Right of Way Certification, and Finance Letter.
• Meeting agendas, presentation, and minutes.
TASK 5: FINAL ENGINEERING
With approval of the preliminary design, our team will develop final construction documents for bidding in response to conditions found during the environmental phase and within the available budget.
5.1 Streetscape Plans, Specifications, and Estimate. Our team will prepare documents to the 90% levels of completion. This will include the following:
A. Streetscape Plans. To document the design, we will prepare the following plans in accordance with the Caltrans Plan Preparation Manual:
• Title, Key Map, and General Sheets
• Demolition Plan
• Roadway Layout Plans Illustrating sidewalks, medians, buffers, and curb ramps • Striping and Signage Plans
• Cross Sections
• Sidewalk and Curb Ramp Grading Plans and Profiles
• Public Utility Relocation Plan (if required)
• Streetscape Finishes and Furnishes Plan (if required) • Lighting Plan
• Traffic Signal Plan
• Erosion Control Plans
B. Technical Studies. Our team will develop the following technical studies:
• Photometric Analysis Memorandum (PAM). Our team will complete a final photometric analysis to ensure the proposed vehicular and pedestrian scale lighting is consistent with City and State standards. This will include ensuring lighting levels are both dark-sky and temperature-friendly.
• Stormwater Control Plan. We will evaluate requirements for green infrastructure based on proposed improvements. Our team will develop the required features consistent with San Mateo County’s C.3 standards. We will complete the MRP C.3 Checklist and, if required, prepare a draft Stormwater Control Plan in accordance with the Construction General Permit order 2009-0009-DWG.
• Hydrology and Hydraulics Report. We will provide a Hydrology and Hydraulics Report indicating there is no expected change with the surface drainage patterns or the hydraulic capacity of the existing storm drain system.
C. Specifications. Our team will develop Technical Specifications in the City standard format for the project, consistent with Federal requirements. We will integrate the City’s front-end specifications into the contract documents and develop Special Provisions to the 2018 Caltrans Standard Specifications and City Division IX – Traffic Control Devices and Division X – Electrical Work.
D. Cost Estimate/ Bid Schedule. We will update our cost model consistent with the design and funding program.
E. Comments. Our team will document all comments received from the City and others in a matrix and provide a response to each.
F. Outreach. Our team will continue to build on the outreach strategy developed in Task 1, providing multilingual notifications via website updates, email, and direct mail to maintain community awareness of project status. In addition, we will support staff in seeking Council approval to bid the 100% documents.
5.2 Permitting. Our team will assist the City in preparing and submitting the Caltrans Encroachment Permit.
5.3 Final Plans, Specifications, and Estimate. With receipt of the E76, the team will prepare the documents developed in Tasks 5.1 for bidding.
5.4 Contract Management. We will complete the tasks as identified in Task 1.7.
Deliverables. We will provide electronic (PDF and native format) of the following documents:
• Documents for the 90 and 100% PS&E.
• Technical Studies
• Project website content.
• Meeting agendas and minutes.
• Final document submittals.
TASK 6: BIDDING AND CONSTRUCTION SUPPORT
6.1 Bidding Support. Our team will assist during the bidding phase by assisting in outreach, attending the pre-bid meeting, responding to contractor requests for information, preparing bid addenda as necessary, and reviewing bids submitted.
6.2 Construction Support. The team will attend a pre-construction meeting. During construction, the team will review shop drawing submittals, respond to contractor questions, provide technical guidance, visit the site on five (5) occasions during construction, review five (5) change order requests, and prepare a punch list near the completion of construction. After construction, we will prepare record drawings based on the contractor’s markups. The City of San Mateo will review contractor submittals.
Deliverables. We will provide electronic (PDF and native format) of the following documents:
• Bid addenda.
• Conform plan and specifications for use in construction. • Digital files
• Response to request for information.
• Summary of field visits.
• Final as-built records
Design Professional Services 2024 Page 9 of 12
Rev 1/24
EXHIBIT B
PAYMENT RATES
See next page
2025 Hourly Rate ($/ hour)
Fringe
Overhead
Profit
Multiplier
Billable Rate ($/ hour)
Task 1 Project Management and Coordination
1.1 Project Kickoff 8 $1,803
1.2 Contract Management
Project Management 18 $4,371
Quality Control 2 $486
Meetings 71 $15,675
99 $22,334
Task 2 Grant Management
2.1 Grant Management 21 $5,100
Task 2 Grant Management Subtotal: 21 $5,100
Task 3 CEQA and NEPA Clearance
3.1 CEQA Assessment
Project Description 12 $2,631
CEQA Categorical Exemption 12 $2,631
3.2 NEPA Assessment
NEPA Project Description 14 $3,043
Biological Resources 2 $415
Visual Assessment 12 $2,493
Contamination 8 $1,659
Standard Memoranda 10 $2,145
Task 3 CEQA and NEPA Clearance Subtotal: 70 $15,016
Task 4 Site Investiagtions
4.1 Data Collection and Field Review 26 $5,332
4.2 Existing Conditions Mapping 94 $23,083
Task 4 Site Investiagtions Subtotal: 120 $28,415
Task 5 Right-of-Way Certification
5.1 Public Utilities
Preliminary Notice 14 $2,974
35% and 90% Coordination 22 $4,699
New Utility Services 14 $2,974
5.2 Local Assistance
Right of Way Certification 24 $5,188
Request for Authorization 20 $4,290
Task 5 Right-of-Way Certification Subtotal: 94 $20,126
Task 6 Caltrans Encroachment Permit
6.1 Permitting 54 $11,033
Task 6 Caltrans Encroachment Permit 54 $11,033
Task 7 Photometric Analysis
7.1 Existing Photometric Analysis Memorandum 30 $5,881
Task 7 Photometric Analysis Subtotal: 30 $5,881
Task 8 Engineering Services (PS&E)
8.1 Concpetual Options
Exhibits 24 $5,035
Narrative 6 $1,311
Cost Estimate 6 $1,311
8.2 Preliminary Design (35%)
Streetscape Plans 120 $23,184
Right of Way Memorandum 5 $1,069
Cost Estimate 12 $2,457
8.3 Streetscape Plans, Specifications and
90% PS&E 140 $27,757
8.4 Final Plans, Specifications and Estimate 44 $8,500
Task 8 Engineering Services (PS&E) Subtotal: 357 $70,624 Task 9 Oureach and Engagement
9.1 Community Engagement Plan 6 $1,255
9.2 Outreach and Engagement
Project Website 33 $6,936
Project Communication 43 $9,095
Engagement Events 112 $24,169
City Council 6 $1,317
Task 9 Oureach and Engagement Subtotal: 200 $42,771
Task 10 Bidding Suppoart and Enginering Services
10.1 Bidding Support 30 $5,990
10.2 Construction Support 78 $15,283
Task 10 Bidding Suppoart and Enginering 108 $21,273
Total Labor Expenses: 1153 $242,574
Reimbursable Expenses
General Expenses $5,000
$5,000
$247,574
0 0
0 0 1 0 0 0 0
0 0
0 0 0
0 0
0 0
0 0 0 0 0
0 Task 1 Project Management and Coordination Subtotal:
0 0 0 0
2 8 0 8 12 0
0 2 0 2 2 0
0 0
0 0
0 0
0 0 0
0 0
0 0
0 0
0 0 0
00 0
0 0
10 4 0 20 20 0
0 2 0 0 4 0 0
0 0
0 2 0 0 4 0
45 18 2 28 0 0 0 0
0 34 24 36 31 150 129 148 339 262 0
0 0 0
0 0 030
Total Reimbursable Expenses:
Total CSWST2 Fee:
0 6 12
26 0
0 38 52 0 0 0
40 00 4 4 0
0 24 0 64 24 0 0 0 0
0 0 0 0 00 30 0 144
0 3 0 40 0 0
0 0 00 1 0 32 0 0 0
0 6 0 0 0 0 00 0
0 4 0 0 10 30 0 0 0
0 0 0 00 25 26 0 140 166
0 0 0 0
0 0 0 00 8 12 0 60 60
0 0 2 2 0 4 4
0 4 8 0 36 72
1 0 0 4 0
0 2 4 0 18 0
0 00 10 4 0 20 20
00 2 2 0 10 16 0 0
0 0 0 02 2 0 10 16
0 0 0
0 0
0 0 0 0
2 4 8 10 0
4 8 8 0
0 2 6 0 6 0 0 0
0 0 0 0
0 2 16 34 0 42 0
0 0 4 6 0 12 0
0 2 6 0 6 0 0 0 0
0 36 0 4 4 2 8 8 0 34 24
0 0 0 0 0 0
0 0 0
0 34 24 36
0 10 4 29 0 27 0
0 4 4 2 8 8 0
0 0 0 0
0 2 4 0 4
0 0 0 00 0 4 0 4 0
0 0 0 0
04 0
0 0
0 0 0 1
2 2 4 0 6 0 0 0
0 8 0 4 0 0 0
04 0 4 0 4 0 0 0 0
4 0 4 0
0 0 0
0 0 0
0 6 0
0 13 8 0 0 0 0
13 8 0 0 0 0 0 0 0
0 2 25 18 0 26 0 0 0
0 2 0 0 0 0 0
18 0 0 0 0 0 0 0
0 0 0 0
0 0 02 2 0 2 2 0 0
242.85 206.43 182.14 324.82
3.0 242.85 242.85 208.37 209.16 206.43 182.14
175.97% 175.97% 175.97% 175.97% 175.97% 175.97% 175.97% 175.97% 175.97% 175.97%
3.0 3.0 3.0 3.0 3.0 3.0 3.0 3.0 3.0
10% 10% 10% 10% 10% 10% 10% 10% 10% 10%
80.00 80.00 68.64 68.90 68.00 60.00
0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%
80.00 68.00 60.00
Robert Stevens
Principal/ Grant Manager
Julia Harberson
Project Manager
Varies
Senior Project Engineer
Jessie Maren
Outreach
Varies
Engineer II
Varies
Engineer I
Local Roadway Safety Plan - Priority
Package 1
CSWST2
Project Manager, Surveyor, Outreach, and Engineer
Total CSWST2 Hours
Total Cost Proposal
Josh Woelbing
Surveying Manager
Varies
Survey Apprentice II
Varies
Survey Apprentice I
Survey Field Crew
Survey Crew
COST PROPOSAL
Submittal Date: 11.26.25
107.00
0.00%
Design Professional Services 2024 Page 11 of 12
Rev 1/24
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 12 of 12
Rev 1/24
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 nece ssary 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.