13831 San Pablo Avenue, Building 1 ● San Pablo, CA 94806 Main: 510-215-3000 ● Direct: 510-215-3002 ● Fax: 510-215-3011 www.SanPabloCA.gov
CITY OF SAN PABLO
AGREEMENT FOR CONSULTING SERVICES
Project No. 0956 / Agreement No. 1
THIS AGREEMENT (“Agreement”), dated and effective this 5th day of July 2022 (“Effective Date”), is by and between the City of San Pablo, a municipal corporation organized and existing under the laws of the State of California, ( “City”), and IBI Group, a California Partnership (“Consultant”) (individually, a “Party,” and collectively, the “Parties”).
RECITALS
WHEREAS, the City desires to engage a consultant to provide professional design services to the City (“Services”) as further set forth in this Agreement;
WHEREAS, the City desires to engage a consultant who will act at all times in the City’s best interest and will respect the trust and confidence placed in that consultant by the City; and
WHEREAS, Consultant has represented to City that Consultant has the special training, skill, competence and expertise necessary to provide the Services needed by the City; desires to enter into this Agreement with the City as an independent contractor; and is willing to provide the Services on the following terms and conditions.
NOW, THEREFORE, Consultant and the City agree as follows:
TERMS AND CONDITIONS
(1) Scope of Services.
A. Scope of Services. Consultant agrees to provide the Services to the City as specified in, collectively, the scope of services set forth in the City’s Request f or Proposals, dated April 7, 2022 and any addenda thereto (“RFP”), attached as Exhibit A and incorporated herein, and the scope of services set forth in Consultant’s proposal dated May 5, 2022 (“Proposal”), attached as Exhibit B and incorporated herein, with an updated scope of services and budget dated June 14, 2022, attached as Exhibit C and incorporated herein. In the event of any conflict or inconsistency between any of the terms of the RFP, the Proposal, and this Agreement , the terms most favorable to the City will prevail. Any services not encompassed in this Section (1) are additional services (“ Additional Services”) subject to prior written authorization by the City, as further specified below in Section (3), “Additional Services.”
B. Quality of Performance. Consultant will provide the Services and any authorized Additional Services in accordance with the standards of its profession; in accordance with the terms, conditions, and objectives of this Agreement; and in a manner satisfactory to the City Manager or his or her authorized delegee (“City Manager”). Consultant represents that it possesses the necessary skills, background, and licenses to perform the Services or Additional Services. Consultant is solely responsible for the quality and suitability of the S ervices it provides pursuant to this Agreement. If, during the course of this Agreement, the City Manager notifies Consultant that the S ervices are not satisfactory, in whole or in part, Consultant will promptly take the corrective action required by the City Manager, at no extra cost to the City .
Failure to promptly take such corrective action constitutes a material breach of this Agreement and cause for termination in the City’s discretion. This standard of care will not be construed
to impose a mandatory duty on the City within the meaning of Government Code section 815.6.
The City’s acceptance of Services performed under this Agreement will not operate to waive or release Consultant’s obligation under this paragraph.
C. COV ID-19 Pandemic. All City of San Pablo programs and services must be in compliance with current health orders issued by Contra Costa County Health Services at: https://www.coronavirus.cchealth.org/health-or ders; inclu ding but not limited to social distancing requirements: https://cchealth.org/coronavirus/pdf/2020-0331-Appendi x-A-Social- Distancing-Protocol.pdf. Cons ultant shall comply with these requirements and contact City staff immediately if there is any issue with compliance. In addition, the City requires all contractors/consultants providing services at City facilities or City worksites to provide proof of COVID-19 vaccination, as well as comply with the City’s COVID policies on-site.
D. Ti
me is of the Essence. In the performance of this Agreement, time is of the essence. Consultant must be available to begin providing the Services upon the Effective Date of this Agreement, and must complete the Services within the time specified in Section (4), “Effective Date and Term.”
E. Pr imary Service Provider . The City has approved of Roberto Jenkins as Consultant’s primary provider of the Services under this Agreement, and no other person will be accepted as the primary provider of the Services without the City’s prior written consent.
F . Labor
Code Compliance. If the Services are “public works” services as defined in Labor Code section 1720 et seq. and the Agreement is for an amount greater than $1,000, the Agreement is subject to all applicable requirements of Chapter 1 of Part 7 of Division 2 of the Labor Code, beginning at section 1720, and the related regulations, including but not limited to requirements pertaining to wages, working hours and workers’ compensation insurance. Consultant must also post all job site notices required by laws or regulations pursuant to Labor Code section 1771.4.
1. Pr
evailing Wages: Each worker performing Services under this Agreement that is covered under Labor Code section 1720 or 1720.9, must be paid at a rate not less than the prevailing wage as defined in sections 1771 and 1774 of the Labor Code. The prevailing wage rates are on file with the City and are available online at http://www.dir.ca.gov/DLSR. Pursuant to Labor Code section 1775, Consultant and any subconsultant will forfeit to City as a penalty up to $200 for each calendar day, or portion of a day, for each worker paid less than the applicable prevailing wage rate, in addition to paying each worker the difference between the applicable wage rate and the amount actually paid.
2. Working Day: Pursuant to Labor Code section 1810, eight hours of labor consists of a legal day’s work. Pursuant to Labor Code section 1813, Consultant will forfeit to City as a penalty the sum of $25 for each day during which a worker employed by Consultant or any subconsultant is required or permitted to work more than eight hours during any one calendar day, or more than 40 hours per calendar week, unless such workers are paid overtime wages under Labor Code section 1815. All Services must be carried out during regular City working days and hours unless otherwise specified in the scope of services or authorized in writing by City.
3. Payroll Records: Consultant and its subconsultants must maintain certified payroll records in compliance with Labor Code sections 1776 and 1812, and all implementing regulations promulgated by the Department of Industrial
Relations (“DIR”). For each payroll record, Consultant and its subconsultants must certify under penalty of perjury that the information in the record is true and correct, and that it has complied with the requirements of Labor Code sections 1771, 1811, and 1815. Unless the Agreement is for an amount under $25,000, Consultant must electronically submit certified payroll records to the Labor Commissioner as required under California law and regulations.
4. Apprentices: If the amount of the Agreement is $30,000 or more, Consultant must comply with the apprenticeship requirements in Labor Code section 1777.5.
5. DIR Monitoring, Enforcement, and Registration: The Services are subject to compliance monitoring and enforcement by the DIR pursuant to Labor Code section 1725.5, and, subject to the exception set forth below, Consultant and any subconsultants must be registered with the DIR to perform public works projects. The registration requirement s of Labor Code section 1725.5 do not apply if the Agreement is for an amount under $25,000.
(2) Compensation.
As full compensation for the satisfactory and timely performance of the Services as specified in Section (1), “Scope of Services,” and the attached exhibits, City hereby agrees to pay Consultant a sum not to exceed two-hundred and sixty-five thousand, four-hundred and thirty-six dollars ($265,436).
Cons
ultant will be paid all undisputed amounts within thirty (30) days of City’s receipt of detailed invoices for Services provided to the City Manager’s satisfaction during the preceding calendar month. Invoices must include all of the information contained in Section (7), “Billings,” below. Each invoice must be signed by an authorized representative of Consultant, verifying that the invoiced Services have been performed. Consultant will not be entitled to compensation for Additional Services, as defined below in Section (3), unless authorized by City in writing in advance, and memorialized in an amendment to this Agreement executed by the authorized representatives of each Party . This Section (2) supersedes any conflicting or inconsistent provisions in the Proposal.
(3) Additional S
ervices. In addition to the Services included in Section (1), “Scope of Services,” the Parties may from time to time agree that Consultant will provide Additional Services for additional compensation, as authorized by the City Manager. The nature and scope of the Additional Services, including the time for performance and terms for mutually agreeable additional compensation must be memorialized in a writing, executed by both Parties, as further specified in Section ( 25), “Amendments,” be fore Consultant may begin providing the Additional Services. Consultant will not be entitled to compensation for any Additional Services performed without a written amendment to include the Additional Services in this Agreement. If Consultant believes that services that it is directed to perform by City are not included in Section (1), “Scope of Services,” Consultant will promptly notify the City in writing of the basis for this belief. If the City agrees that the subject services are not included in Section (1), “Scope of Services,” the Parties will promptly execute a writing to authorize the services as Additional Services for mutually agreed-upon additional compensation. Except as otherwise specified in the written authorization, all Additional Services are subject to the same terms and conditions as all Services under this Agreement, including, billing, record- keeping, reporting, insurance, indemnity, and compliance with all applicable laws and standards.
(4) Effective Date and Te
rm. The term of this Agreement (“Term”) begins on the
Effective Date set forth above, and expires on February 29, 2024 . If the Term expires later than the end of the City’s fiscal year, the continuation of the Term into the next fiscal year will
be contingent upon the City’s lawful encumbrance or appropriation of new funds for the Agreement.
(5) Assignment and Subcontracting. A substantial inducement to City for entering into this Agreement was, and is, the reputation and competence of Consultant. The assignment or subcontracting of this Agreement by Consultant, or any interest therein, is prohibited without the prior written approval of the City Manager. The City has authorized Consultant to use the following Subconsultants/Subcontractors as specified:
Subconsultant/Subcontractor Name S
ubconsultant/Subcontractor Services
Aaron Welch Planning Policy, Housing and Urban Planning____ BluePoint Planning Community Engagement and Outreach_
(6) Independent Contractor Status. It is expressly understood and agreed by t he Parties that Consultant, while providing Services pursuant to this Agreement, is an independent contractor and not an employee of the City. Consultant is solely responsible for the means and methods by which it provides the Services. Consultant is solely responsible for all matters relating to the payment of its employees, including compliance with social security, withholding tax and all other laws and regulations governing such matters. Consultant is solely responsible for its own acts and those of its agents and employees during the Term of this Agreement. Consultant will not represent, at any time or in any manner, that Consultant is an employee of the City. Consultant will exercise its judgment in recommending to City the methods by which to accomplish City’s objectives and needs. Consultant acknowledges that the City will provide no training. Consultant will provide whatever tools and materials that are necessary to complete a client engagement. Consultant is free to accept, and has accepted in the past, other client engagements. Consultant is responsible for purchasing, bringing, providing, and controlling any and all equipment, tools, instruments, etc. needed for completion of the Services set forth herein, as well as for maintenance and use of such equipment. It is understood that Consultant is hired on a temporary basis only, and that if the City and/or Consultant desires to continue Consultant’s services after expiration of the Term or termination of this Agreement, Consultant must enter into a new agreement.
(7) Billings.
Consultant's invoices must include the following information: (a) a brief description of Services performed, including any Additional Services; (b) the date the Services were performed; (c) the number of hours spent and by whom; (d) the current Agreement not- to-exceed amount; (e) the amount previously billed; (f) the total paid to date; (g) the outstanding balance due, if any; (h) the current invoice amount ; (i) total amount billed against the Agreement to date; (j) the remaining balance of the not -to-exceed amount ; and (k) the Consultant’s signature. Except as specifically authorized by City, Consultant will not bill City for duplicate Services performed by more than one person. Consultant may not submit any billing for an amount in excess of the maximum amount of compensation authorized in Sections (2) and (3), above. Consultant is solely responsible for its office and overhead costs, including furniture and equipment rental, supplies, salaries of employees, telephone calls, postage, advertising, and all other expenses incurred by Consultant in the performance of this Agreement.
(8) Advice and Status R
eporting. Consultant will provide the City with timely reports, orally or in writing, of all significant developments arising during performance of its Services, and provide the City with information as is necessary to enable City to monitor the performance of this Agreement , including statements and data demonstrating the effectiveness of the Services provided in achieving the City’s express goals and objectives. The City may withhold
payments otherwise due to Consultant pending timely delivery of all s uch reports and information. Consultant will promptly notify the City Manager of any matters that could adversely affect Consultant’s ability or eligibility to continue to provide Services under this Agreement.
(9) Retention of Records. C onsultant’s complete files, including all records, employee time sheets, and correspondence pertaining to the Services will be available for review by the City upon request, and copies of pertinent reports and correspondence will be furnished for the City’s files upon request by the City. Consultant will maintain adequate documentation to substantiate all charges for hours and materials charged to City under this Agreement.
Consultant will maintain the records and any other records related to the Services or this Agreement and will allow City access to such records for a period of four years after the expiration of the Term or termination of the Agreement. At City’s request, or upon expiration or termination of this Agreement, Consultant will return to City all plans, maps, cost estimates, project financial records, reports, and related documents. All research information, plans, diagrams, financial records, reports, cost estimates or other documents prepared or obtained under the terms of this Agreement will be delivered to and become the property of the City and all data prepared or obtained under this Agreement will be made available, upon request, to the City without restrictions or limitations on their use. This Section (8) will survive expiration of the Term or termination of the Agreement.
(10)
Written Reports and Documents . In accordance with Government Code section 7550, if the total compensation paid to Consultant under this Agreement exceeds $5,000, any document or written report prepared by Consultant for or under the direction of City will contain the numbers and dollar amounts of all contracts and subcontracts relating to the preparation of such document or written report. The contract and subcontract numbers and dollar amounts shall be contained in a separate section of such document or written report. When multiple documents or reports are the subject or product of this Agreement, the disclosure section may also contain a statement indicating that the total contract amount represents compensation for multiple documents or reports.
(11) R
ecord and Fiscal Control System . Consultant will maintain its financial records and fiscal control systems in a commercially reasonable manner. Consultant will maintain personnel and payroll records to adequately identify the source and application of all received funds; withhold income taxes; pay employment taxes ( including Social Security), unemployment compensation, worker's compensation and other taxes as may be due .
Consultant will maintain an effective system of internal control to assure that funds provided through the City are used solely for authorized purposes.
(12) A
ccess to Records; Audits . The City will have access at any time during normal business hours and as often as necessary to any bank account and books, records, documents, accounts, files, reports, and other property and papers of Consultant relating to the Services to be provided under this Agreement for the purpose of making an audit, review, survey, examination, excerpt or transcript.
(13) Consultant’s T
estimony. Unless the Services include serving as an expert witness, Consultant agrees to consult with City and testify at City’s request at no additional cost other than normal witness fees if litigation is brought against City in connection with Consultant ’s Services. This Section (12) will survive expiration of the Term or termination of the Agreement.
(14) Assignment of Personnel .
Consultant will only assign competent and qualified
personnel to perform the Services. If City asks Consultant to remove a person assigned to the
Services, Consultant agrees to do so immediately regardless of the reason, or the lack of a reason, for City's request.
(15) Insurance. Before it may begin performing Services under this Agreement, Consultant must procure and provide proof of the insurance coverage and endorsements required by this Section in the form of certificates and endorsements acceptable to City. The required insurance must cover the activities of Consultant and its subconsultants or subcontractors relating to or arising from the performance of the Services , and must remain in full force and effect at all times during the Term of the Agreement. All required insurance must be issued by a company licensed to do business in the State of California, and each such insurer must have an A.M.
Best’s financial strength rating of “A” or better and a financial size rating of “VII” or better. If Consultant fails to provide any of the required coverage in full compliance with the requirements of this Agreement, City may, at its sole discretion and in addition to any other remedies, purchase such coverage at Consultant’s expense and deduct the cost from payments due to Consultant, suspend performance of the Services under the Agreement, or terminate Consultant for default. The procurement of the required insurance will not be construed to limit Consultant’s liability under this Agreement or to fulfill Consultant’s indemnification obligations under this Agreement. If coverage limits carried by Consultant exceed the minimum limits specified below, the higher limits will be deemed to be required by this Agreement.
A. Pol
icies and Limits. Consultant must procure and maintain the following insurance policies and limits at all times during the Term of this Agreement:
1. Com
mercial General Liability Insurance (“CGL”): The CGL policy must be issued on an occurrence basis, written on a comprehensive general liability form (CG 00 01), and must include coverage for liability arising from the operations of Consultant or its subconsultants or subcontractors in the performance of the Services, including products and completed operations, property damage, bodily injury and personal and advertising injury with limits of at least $2,000,000.00 per occurrence. The CGL coverage may be arranged under a single policy for the full limits required or by a combination of underlying policies with the balance provided by excess or umbrella policies, provided each such policy complies with the requirements set forth herein.
2. Automobile Liability: The automobile liability policy must provide coverage of at least $1,000,000.00 combined single-limit per accident for bodily injury, death or property damage.
3. Workers’ Compensation Insurance and Employer’s Liability: If the Consultant has employees, the policy must comply with the requirements of the California Workers’ Compensation Insurance and Safety Act, providing coverage of at least $1,000,000.00, or as otherwise required by law.
4. Professional Liability: The professional liability insurance policy must insure against the Consultant’s errors and omissions in the provision of Services under this Agreement, in an amount not less than $1,000,000.00 combined single limit. Any deductible or self -insured retention may not exceed $50,000. The professional liability policy must include prior acts coverage sufficient to cover all Services provided by the Consultant for this Agreement, and the coverage must continue in effect for five years following final payment to Consultant. The following provisions apply if the professional liability policy is written on a claims- made form:
a. The retroactive date of the policy must be shown and must be on or before the Effective Date of the Agreement.
b. The insurance must be maintained and evidence of insurance must be provided for a continuous period of at least five years following expiration of the Term or termination of the Agreement, whichever occurs first.
c. If the coverage is canceled or not renewed and is not replaced with another claims-made policy form with a retroactive date that is on or before the Effective Date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years following expiration of the Term or termination of the Agreement, whichever occurs first. The City has the right to procure, at Consultant’s cost, any extended reporting provisions of the policy if the Consultant cancels or fails to renew the coverage.
d. A copy of the claim reporting requirements must be submitted to the City before Consultant may begin performing Services under this Agreement.
B. Requi
red Endorsements. The insurance provided by Consultant must include the following endorsements as specified below. The endorsements must be executed by a person authorized to bind the issuing insurer. The endorsements are to be provided on forms provided, specified, or approved by the City. As an alternative to the City’s forms, the Consultant’s insurer (s) may provide complete copies of all required insurance policies, including endorsements.
1. Ad
ditional Insured Endorsements : The General Liability and Automobile Liability policies are to contain, or be endorsed to contain, the following provisions:
a. The Ci
ty, its officers, officials, employees, and volunteers (“Additional Insureds”) will be covered as additional insureds with respect to all covered liability. This must be provided in the form of an additional insured endorsement to the Consultant’s insurance policy, using form CG 20 10 11 85, forms CG 20 10 10 01 and GC 20 37 10 01, or equivalent approved by the City. For design professionals f orm CG 20 07 may be used. Alternatively, the additional insured endorsement may be provided as a separate owner’s policy that complies with all of the requirements set forth in this Section 15.
b. The inclusion of more than one insured will not operate to impair the r
ights of one insured against another, and the policies will apply as though separate policies have been issued to each of the Additional Insureds.
c. The insurance provided by the Consultant is primary and no insurance or self-insurance held or owned by any of the Additional Insureds may be called upon to contribute to a loss or defense.
d. Any failure by Consultant to comply with the reporting requirements for a policy will not affect nor abridge the coverage provided for any Additional Insureds.
e. The coverage or endorsement will not contain any limitations on the scope of protection available to the Additional Insureds.
2. Notice: Each insurance policy required by this clause must provide or be endorsed to state that coverage will not be reduced, canceled, or allowed to expire without at least 30 days written notice to the City, unless due to non- payment of premiums, in which case 10 days written notice is required.
3. Waiver of Subrogation: Each required policy must include an endorsement providing that the insurer will waive any right of subrogation it may have against the City. Consultant hereby agrees to waive subrogation which any insurer of Consultant may acquire from Consultant by virtue of the payment of any loss.
C. Deduct
ibles and Self -Insured Retentions. Any deductibles or self -insured retentions for the required insurance policies are subject to prior approval by the City Manager.
Before beginning performance of the Services, Consultant must disclose the amounts of the deductibles and self-insured retentions that apply to the required policies. If the City Manager determines that the deductible or self-insured retention for any required policy is unacceptably high, at the option of City, (1) the insurer must reduce or eliminate the deductible or self-insured retention with respect to the Additional Insureds, or (2) the Consultant must provide a bond or financial guarantee satisfactor y to the City guaranteeing payment of losses and related investigations, claim administration, and defense expenses. During the Term of this Agreement, Consultant may not increase any deductibles or self -insured retentions with respect to the Additional Insureds, without the prior written consent of the City Manager. The City Manager may condition such consent upon the Consultant procuring a bond or financial guarantee that is satisfactory in form to the City, guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
D. Subconsul tants or Subcontractors. Consultant must ensure that each subconsultant or subcontractor is required to maintain the same insurance coverage required for Consultant under this Section (15), with respect to its performance of Services, including the required endorsements. Consultant must confirm that each subconsultant or subcontractor has complied with these insurance requirements before the subconsultant or subcontractor is permitted to begin Services under this Agreement. Upon request by the City, Consultant must provide certificates and endorsements submitted by each subconsultant or subcontractor to prove compliance with this requirement. The insurance requirements for subconsultants or subcontractors do not replace or limit the Consultant insurance obligations.
(16) I ndemnific ation. The terms and conditions set forth in subsection 16(A), below, are applicable to this Agreement if the Services to be provided by Consultant are not “design professional” services as used and defined in Civil Code section 2782.8 (architect, landscape architect, engineering, or land surveyor services). The terms and conditions set forth in subsection 16(B), below, are applicable to this Agreement if the Services to be provided by Consultant are “design professional” services as used and defined in Civil Code section 2782.8 (architect, landscape architect, engineering, or land surveyor services).
A. Indemnification by No n-Design Professionals. Consultant shall, to the fullest extent permitted by law, indemnify, defend (with counsel acceptable to the City) and hold harmless City, and its employees, officials, volunteers and agents ("Indemnified
Parties") from and against any and all losses, claims, damages, costs and liability of every nature arising out of or resulting from the performance of this Agreement by Consultant, its officers, employees, agents, volunteers, subcontractors or sub-consultants, excepting only liability arising from the sole negligence, active negligence or willful misconduct of City.
Liabilities subject to the duties to defend and indemnify include, without limitation, all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution.
1. The duty to defend is a separate and distinct obligation from the Consultant’s duty to indemnify. The Consultant shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its directors, officers, and employees, immediately upon tender to the Consultant of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination of comparative active negligence or willful misconduct by an Indemnified Party does not relieve the Consultant from its separate and distinct obligation to defend City. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent defense counsel if the Consultant asserts that liability is caused in whole or in part by the negligence or willful misconduct of an Indemnified Party. If it is finally adjudicated that liability was caused by the sole active negligence or sole willful misconduct of an Indemnified Party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys’ fees and defense costs.
2. In the event that Consultant or any employee, agent, subconsultant or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System ( “PERS”) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, subconsultants or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
3. The review, acceptance or approval of the Consultant’s Services or work product by any Indemnified Party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. The provisions of this Section are not limited by and do not affect the provisions of this Agreement relating to insurance.
4. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply.
5. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration, and that these provisions survive the termination of this Agreement.
B . I
ndemnification by Design Professionals. Consistent with California Civil Code section 2782.8 (“section 2782.8”), when the Services to be provided under this Agreement are to be performed by a “design professional,” as that term is defined under section 2782.8, Consultant shall, to the fullest extent permitted by law, indemnify, defend and hold harmless City, and its employees, officials, volunteers and agents ( “Indemnified Parties”) from and
against any and all losses, claims, damages, costs and liability of every nature, including reasonable attorneys’ fees and costs, to the extent caused in whole or in part by any negligence, recklessness, or willful misconduct of Consultant, its officers, employees, agents, subconsultants or subcontractors in performance of the Services under this Agreement , but excluding the sole or active negligence or willful misconduct of one or more of the Indemnified Parties. Defense costs shall not exceed Consultant’s proportionate percentage of fault, except as set forth in section 2782.8.
1. In the event that Consultant or any employee, agent, subconsultant or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System ( “PERS”) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, subconsultants or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
2. The review, acceptance or approval of the Consultant’s Services or work product by any Indemnified Party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. The provisions of this Section are not limited by and do not affect the provisions of this Agreement relating to insurance.
3. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply.
4. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration, and that these provisions survive the termination of this Agreement.
(17) Licenses. If a license of any kind, which term is intended to include evidence of registration, is required of Consultant, its employees, agents, or subcontractors by federal or state law, Consultant warrants that such license has been obtained, is valid and in g ood standing, and Consultant shall keep it in effect at all times during the Term of this Agreement, and that any applicable bond has been posted in accordance with all applicable laws and regulations. Consultant, its subconsultants, and subcontractors, will obtain and maintain a City of San Pablo Business License at all times during the Term of this Agreement.
(18) Employment Practices.
A. Employment of Local Residents. P ursuant to the San Pablo Economic Opportunity Policy, the Consultant and any subcontractors shall contact the San Pablo Economic Development Corporation (“ EDC”) at [email protected] or 510-215-3200, at least ten business days prior to hiring or staffing for fulfillment of the Agreement, describing number, duties and qualifications needed for available positions, and shall fairly consider for employment any workers referred by the EDC within three business days. “ Local Resident ” means an individual having an adjusted household income of less than the Area Median Income for Contra Costa County, and domiciled in the City of San Pablo as of the relevant hiring date, with “domiciled” as defined by Section 349(b) of the California Election Code.
Discrimination against Local Residents on the basis of their local status is
prohibited.
B. Compliance With Law . Consultant represents that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal opportunity employment. Consultant shall not discriminate in the employment of any person because of race, color, national origin, ancestry, physical or mental disability, medical condition, marital status, sex, age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act. Consultant shall comply with all applicable provisions of the Americans with Disabilities Act of 1990 (“ADA”) in performing its obligations under this Agreement.
Failure to comply with the provisions of the ADA shall be a material breach of, and grounds for the immediate termination of, this Agreement . In performing Services and providing services under this Agreement, Consultant shall, at its sole cost and expense, comply with all applicable laws of the United States and the State of California; the Ordinances of the City of San Pablo; and the rules, regulations, orders, and directions of their respective administrative agencies and the officers thereof.
(19)
Local Subcontracting – Outreach. Consultant shall contact the EDC at [email protected] or 510-2 15 -3200 at least two weeks prior to any subcontract award, providing notice and details regarding subcontracting opportunity. The EDC shall notify qualified local businesses of subcontracting opportunities, and provide technical assistance to qualified local businesses during the subcontracting bidding process.
(20) Termination.
A. Ter mination for Convenience. City may terminate this Agreement at its sole discretion at any time prior to expiration of the Term or completion by the Consultant of the Services required hereunder. Notice of termination of this Agreement shall be given in writing to the Consultant, and shall be sufficient and complete when same is deposited in the United States Mail, postage prepaid and certified, address as set forth below in Section (21), “Notices.” The Agreement shall be terminated upon the date set forth in the City’s Notice of Termination.
If the City terminate s this Agreement, the Consultant shall be compensated for all Services satisfactorily performed prior to the time of receipt of cancellation notice, and shall be compensated for materials ordered by the Consultant or its employees, or services of others ordered by the Consultant or its employees, prior to receipt of notice of cancellation whether or not such materials or final instruments of service of others have actually been delivered, provided that the Consultant or its employees are not able to cancel such orders for materials or services of others. Compensation for the Consultant in the event of cancellation shall be determined by City in accordance with the percentage of Services completed and agreed to by the Consultant. In the event of cancellation, all notes, sketches, computations, drawings, and specifications or other data, whether complete or not, remain the property of the City. The City may make copies or extract information from any such notes, sketches, computations, drawings, and specifications, or other data whether complete or not.
B. T erm
ination for Cause. City may terminate this Agreement for cause by providing Consultant with one day’s written notice of such termination if Consultant violates any of the terms and conditions of this Agreement. In City’s discretion and at City’s option, such termination for cause may alternatively be accomplished, where Consultant fails to perform any of the obligations required of Consultant within the time and in the manner provided for under the terms of this Agreement, within seven days after receipt of the notice of such default. Upon City's termination of this Agreement for cause, City reserves the right to complete the Services by whatever means City deems expedient and the expense of
completing such Services, as well as any and all damages to the extent caused by the negligent acts, intentional acts or errors or omissions of the Consultant, shall be charged to the Consultant.
C. Im mediate Termination. City may terminate this Agreement immediately in any case where the Consultant engages in fraudulent or criminal activities while performing the Services, or is otherwise determined to lack the necessary skills to accomplish the des ired objectives.
(21) O wne rship of Materials. Any and all documents, including draft documents where completed documents are unavailable, or materials prepared or caused to be prepared by Consultant pursuant to this Agreement shall be the property of the City at the moment of their completed preparation. All materials and records of a preliminary nature such as survey notes, sketches, preliminary plans, computations and other data, prepared or obtained in the performance of this Agreement, shall be made available, upon request, to City at no additional charge and without restriction or limitation on their use consistent with the intent of the original design.
(22) Amendments. This Agr
eement may be modified or amended only by a written
document executed by both Consultant and City's City Manager and approved as to form by the City Attorney. Such document shall expressly state that it is intended by the Parties to amend the terms and conditions of this Agreement.
(23) Abandonment by Consultant .
In the event the Consultant ceases performing
Services under this Agreement or otherwise abandons the Agreement prior to completing all of the Services, Consultant shall, without delay, deliver to City all materials and records prepared or obtained in the performance of this Agreement, and shall be paid for the reasonable value of the Services performed up to the time of cessation or abandonment, less a deduction for any damages or additional expenses which City incurs as a result of such cessation or abandonment. Consultant agrees to be financially responsible and to compensate City for any costs incurred by City in retaining the services of another to replace Consultant , but only to the extent that the costs of retaining the replacement exceed what remaining amounts would have been paid to Consultant under the Agreement had Consultant completed the Services.
(24) Waiver.
The waiver by either Party of a breach by the other of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this Agreement.
(25) No Third-Par ty Rights. The Parties do not intend to create rights in, or to grant remedies to, any third party as a beneficiary of this Agreement or of any duty, covenant, obligation, or undertaking established herein.
(26) Severability.
Should any part of this Agreement be declared by a final decision by a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the authority of either Party to enter into or carry out, such decision shall not affect the validity of the remainder of t his Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement, absent the unexcised portion, can be reasonably interpreted to give effect to the intentions of the Parties.
(27)
Compliance with Laws . In the pe rformance of this Agreement, Consultant shall abide by and conform to any and all applicable laws of the United States, the State of California, and City ordinances. Consultant warrants that all Services done under this Agreement will be
in compliance with all applicable safety rules, laws, statutes and practices, including but not limited to Cal/OSHA regulations.
(28) Controlling Law and Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California, and venue for any legal action arising from or relating to this Agreement will be in the Superior Court of Contra Costa County, and no other place. Consultant hereby waives the removal provisions of Code of Civil Procedure section 394.
(29) Breach. In the event that Consultant fails to perform any of the Services described in this Agreement or otherwise breaches the Agreement, City shall have the right to pursue all remedies provided by law and equity. Neither payment by the City nor performance by Consultant shall be construed as a waiver of either Party's rights or remedies against the other.
Failure to require full and timely performance of any provision, at any time, shall not waive or reduce the right to insist upon complete and timely performance of such provision thereafter.
In the event of any suit, action or proceeding brought by either Party for breach of any term hereof or to enforce any provision hereof, the prevailing party shall be entitled to recover its reasonable attorney’s fees.
(30) I
nspection by Other Agencies. Authorized representatives of the Federal Government, the California Department of Transportation, or other government agencies which provide grant funding (if any) for this Agreement and the City have the right to inspect Consultant’s performance of the Services, files, and work product.
(31) Conflict of Interest.
Consultant warrants and covenants that Consultant presently has no interest in, nor shall any interest be acquired in, any matter which will render the services required under the provisions of this Agreement a violation of any applicable state, local, or federal law. In the event that any conflict of interest should nevertheless arise, Consultant shall promptly notify City of the existence of such conflict of interest so that the City may determine whether to terminate this Agreement. Consultant further warrants its compliance with the Political Reform Act (Gov. Code section 81000 et seq.) respecting this Agreement. Where City Manager determines, based on facts provided by City staff, that Consultant meets the criteria of section 18701 of the FPPC regulations, the individual providing services under this Agreement shall be considered a “designated employee” under the City’s conflict of interest code, and shall be required to complete FPPC Form 700 regarding his or her economic interests in a timely manner.
(32) Copyright.
Upon City's request, Consultant shall execute appropriate documents to assign to the City the copyright to work created pursuant to this Agreement. The issuance of a patent or copyright to Consultant or any other person shall not affect City's rights to the materials and records prepared or obtained in the performance of this Agreement. City reserves a license to use such materials and records without restriction or limitation consistent with the intent of the original design, and City shall not be required to pay any additional fee or royalty for such materials or records. The license reserved by City shall continue for a period of fifty years from the Effective Date unless extended by operation of law or otherwise.
(33) Whole Agreement .
This Agreement constitutes the entire understanding and agreement of the parties. This Agreement integrates all of the terms and conditions mentioned herein or incidental hereto and supersedes all negotiations or previous agreements between the Parties with respect to all or any part of the subject matter hereof.
(34) Multiple Copies of Agreem ent. Multiple copies of this Agreement may be executed but the parties agree that the Agreement on file in the office of the City Clerk is the version of
the Agreement that shall take precedence should any differences exist among counterparts of the document.
(35) Notices. Notices required by this Agreement shall be personally delivered or mailed, postage prepaid, as follows:
To
Consultant: William Delo, Director
75 East Santa Clara Street, #100
San Jose CA 95113
To the City: City Manager, City of San Pablo
San Pablo City Hall
1000 Gateway Avenue
San Pablo, CA 94806
Each Party shall provide the other Party with telephone and written notice of any change in address as soon as practicable. Notices given by personal delivery shall be effective immediately. Notices given by mail shall be deemed to have been delivered forty-eight hours after having been deposited in the United States mail.
(36)
Federal Funding Requirements (if applicable). If this Agreement is subject to federal funding, in whole or in part, it must comply with the uniform federal award procurement requirements set forth in 2 CFR §§ 200.318 – 200.327, as may be amended from time to time, and contain the applicable provisions described in Appendix II to Part 200 – Contract Provisions for non-Federal Entity Contracts Under Federal Awards, which are attached to this Agreement as Exhibit C. In the event of a conflict or inconsistency between Exhibit C, Exhibit D, if applicable, and this Agreement, Exhibit C will control.
___ T his Agreement is subject to federal funding. See Exhibit C. _X_ This Agreement is not subject to federal funding.
(37) Caltrans Funding Requirements (if applicable). If this Agreement is for architectural and/or engineering services subject to reimbursement or funding, in whole or in part, by Caltrans and administered under the Local Assistance Procedures Manual (“LAPM”), it must include the provisions set forth in Exhibit D, Mandatory Fiscal and Federal Provisions for Architectural and Engineering Consultant Contracts Subject to Caltrans Funding. In the event of any conflict or inconsistency between Exhibit D and this Agreement, Exhibit D will control.
_X_ Thi
s Agreement is subject to funding by Caltrans. See Exhibit D. ___ This Agreement is not subject to funding by Caltrans.
IN WITNESS WHEREOF, Consultant has executed this Agreement, and the City, by its City Manager, who is authorized to do so, has executed this Agreement.
APPROVED AS TO FORM: CITY OF SAN PABLO
A Municipal Corporation
By _______________________________ By ________________________________ Teresa L. Stricker, City Attorney Matt Rodriguez, City Manager
IBI Group, a California Partnership
By ________________________________
William Delo, Director
ATTEST:
By _______________________________ Dated _________________________ Dorothy Gantt, City Clerk
Attachments: Exhibit A: Request for Proposals, dated April 7, 2022 Exhibit B: Consultant’s Proposal, dated May 5, 2022
Exhibit C: Consultant’s Updated Scope of Work and Budget, dated June 14, 2022
Exhibit D: Mandatory Fiscal and Federal Provisions for Consultant Contracts Subject to Caltrans Funding
Exhibit E: Appendix A and Appendix E of the Title VI Assurances Exhibit F: City of San Pablo “Controlled Substance in the Workplace” Policy
Exhibit A
City of San Pablo Request for Proposals
DEPARTMENT OF PUBLIC WORKS
ENGINEERING & ENVIRONMENTAL SERVICES DIVISIONS
REQUEST FOR PROPOSALS
City of San Pablo
Sustainable Transit Oriented Development
Master Plan
Professional Design Services
April 7, 2022
Proposals Due:
May 5, 2022 by 2:00 p.m.
TABLE OF CONTENTS
A. INTRODUCTION
1. About San Pablo
2. Purpose for Request for Proposals
B. SCOPE OF WORK
1. Project Description
2. Project Background
3. Consultant Services
4. Estimated Cost
C. PROPOSAL REQUIREMENTS
1. Letter of Interest / Cover Letter
2. Organization Chart / Personnel
3. Firm(s) Statement of Qualifications
4. Staff Statement of Qualifications or Resumes
5. Project Management and Staff Availability
6. Project Approach
7. Schedule of Work
8. Cost Proposal
9. Method of Payment
10. References
11. Consultant Contract Statement
12. Special Requirements
D. PROPOSAL CONDITIONS
1. Local Employment and Contracting Opportunities
2. Questions
3. General Terms and Conditions
4. Agreement
E. PROPOSAL PROCEDURE
1. Submission of Proposals
2. Consultant Selection Process
3. Evaluation Criteria
4. Tentative Schedule
F. ATTACHMENTS
1 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
A. INTRODUCTION
1. About San Pablo
The City of San Pablo is located in West Contra Costa County off Interstate 80, nestled between the cit ies of Richmond, El Cerrito and Pinole. Historically one of the oldest Spanish settlements in the region, San Pablo has become a thriving residential and business community with a population of about 32,000 in an area of approximately two and one-half square miles. Visit the City of San Pablo website: www.sanpabloca.gov for additional information.
2. Purpose for Request for Proposals
The City of San Pablo (“City”) invites professional consultant services to submit competitive proposals in response to this Request for Proposals (“RFP”) for the City of San Pablo Sustainable Transit Oriented Development Master Plan (“Project”).
Professional disciplines expected to be involved with the Project include, but are not limited to: transportation planning , transit-oriented development, traffic engineering, landscape design (including green infrastructure facilities) , land surveying , climate adaptation and community engagement . Please see Section B.3 “Consultant Services” for full description of services required.
B. SCOPE OF WORK
1. Project Description
The Sustainable Transit Oriented Development (TOD) Master Plan will include the creation of a TOD priority area and recommendations to facilitate climate-resilient TOD in San Pablo. The Project will build upon an existing conditions analysis, recommendations from recent/ongoing planning efforts, stakeholder feedback and operational challenges in order to prepare TOD implementation recommendations that focus on public transit, bicycle and pedestrian facilities, housing and climate resilience.
The Project will begin with a citywide focus, but will use the results of the existing conditions analysis and existing Priority Development Areas (PDAs) to create a TOD priority area. Recommended implementation strategies, policies and projects will focus on the area encompassed by the TOD priority area.
2. Project Background
The City was awarded Sustainable Communities Planning Grant funds from Caltrans to create the Project. TOD is a strategy to achieve many local and statewide goals, including decreasing vehicle miles traveled and supporting housing development, especially in built-out communities like San Pablo. TOD is identified as a priority in the City’s General Plan 2030 (2011), General Plan 2040 (update in progress), Climate Action Plan (2012) and City Council Fiscal Year 2021-23 Priority Workplan, in addition to being referenced in the San Pablo Avenue Specific Plan (2011).
2 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
However, a key challenge of TOD is that jurisdiction over public transit, bicycle facilities, pedestrian facilities, and housing is primarily directed by a different entity:
• Public transit in San Pablo is provided by the Alameda-Contra Costa Transit District (AC Transit) and Western Contra Costa County Transit (WestCAT). • Bicycle facilities, crosswalks and many traffic signals in San Pablo’s public right- of-way are under City jurisdiction, although some traffic signals are controlled by Caltrans.
• Sidewalks in San Pablo are generally the responsibility of the property owner. • Housing development is primarily driven by private developers, with some involvement from the Contra Costa Housing Authority.
The City is seeking a Consultant Team that will:
• Analyze existing conditions for transit, bicycle and pedestrian facilities, housing and climate risks.
• Create a Community Engagement Plan (CEP) to guide outreach efforts to the general public and key stakeholder groups.
• Create a TOD priority area.
• Develop a community vision, goals, and concept streetscape designs for TOD. • Identify key areas where agency coordination is needed and regional partnerships can be developed.
• Develop an implementation strategy and recommended policies, projects and programs to advance TOD implementation while continuing to reflect the character of the City and reinforcing climate resiliency.
3. Consultant Services
Proposing Consultant Teams are encouraged to s uggest changes to the scope and/or timeline of the Consultant Services outlined below. Proposed changes shall be clearly identified in the submitt al with an explanation for each change. Inclusion of suggested Project changes in the final Consultant Agreement is at the sole discretion of the City.
All Consultant Services shall comply with relevant public health orders. The Consultant will be respons ible for providing any personal protective equipment (PPE), as deemed necessary by the City, for in-person community outreach efforts.
The selected Consultant Team shall provide the following services to complete the Project.
Task 0: Administrative Requirements
The following administrative requirements shall be billed to the relevant task.
Task 0.1: Progress Meetings
• City staff will meet regularly with the Consultant Team to ensure the Project remains on time and within budget. Meetings will take place virtually. • The Consultant Team will prepare meeting agendas and minutes, to be submitted to the City in the monthly invoice package.
3 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
Task 0.2: Invoicing
• The Consultant Team will submit monthly invoice packages to the City by the 10th of each month.
• Consultant i nvoices shall be broken down to the task level, to match the Task Numbers identified in Section B.3 “Consultant Services,” and shall include a brief narrative about the work completed for each subtask. Administrative requirements shall be billed to t he relevant task. Invoice packages shall include the deliverables covered by each invoice.
Task 1: Existing Conditions Analysis
• The Consultant Team will gather existing conditions and background data on the following elements:
o Public Transportation:
▪ Existing and proposed bus routes, bus stops and related amenities ▪ Ridership and traffic data
▪ Traffic signals (e.g., timing, actuation type)
▪ Data and recommendations from ongoing/recent planning efforts o Bicycle and Pedestrian Facilities:
▪ Existing and proposed bicycle and pedestrian facilities ▪ Existing crosswalks, curb ramps and other street level infrastructure ▪ Traffic signals (e.g., timing, pedestrian push buttons, leading pedestrian intervals)
▪ Regional presence of micro-mobility
▪ Accident data
▪ Parking and traffic studies
o Housing:
▪ Existing multifamily and proposed housing opportunity areas ▪ Existing/planned land uses and connections to priority destinations o Climate Risks:
▪ Flood risk information
▪ Climate risk information from the Caltrans Climate Change Vulnerability Assessment Summary Report – District 4 (2018) ▪ Other relevant data or planning documents regarding hazard mitigation, climate risks and impacts to transportation facilities (e.g., urban heat island impacts and opportunities for urban greening to improve neighborhood resilience; use of green infrastructure to mitigate flood risks)
• The Existing Conditions Analysis shall be informed by ongoing/recent planning efforts, which include but are not limited to:
o Rumrill Boulevard Priority Development Area Master Plan (ongoing) o General Plan 2040 (ongoing)
o Housing Element Update (ongoing)
o Contra Costa College Mobility Hub Master Plan (ongoing) o Bicycle and Pedestrian Corridor Study (2022)
o Affordable Housing Strategy (AHS) (2020)
o Storm Drain Master Plan (2018)
4 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
• This task may include in-the-field data collection.
• Included in this task are meetings between the City, the Consultant Team and relevant stakeholders (e.g., regional stakeholders, transit providers) to develop and inform the Existing Conditions Analysis.
Task 2: Public Outreach
• All outreach events will involve at least one Spanish-speaking Consultant staff member and live Spanish translation (via City headsets or through a virtual “Spanish channel”), as appropriate to the event format. Spanish translator(s) shall be provided/hired by the Consultant.
• Outreach advertising, informational, engagement and feedback materials will be developed by the Consultant for each outreach event, with input and final approval from the City. All outreach materials will be translated into Spanish by the Consultant Team.
• All printed materials shall be paid for by the Consultant. Postage shall be paid for by the City.
• Outreach events will involve activities and/or engagement appropriate for youth.
Task 2.1 – Community Engagement Plan
• The Consultant Team will create and implement a Community Engagement Plan:
o Phase 1: Setting the Stage. Presenting big picture goals for the Master Plan and asking stakeholders for priority items to address. o Phase 2: Defining the Vision. Focusing on defining a community vision for TOD, including design principles and concept designs for streetscapes and areas with transit.
o Phase 3: Refining our Work. Inviting review of the work completed by the Project Team, including proposed recommendation prioritization and the proposed TOD priority area.
Task 2.2 – Community Workshop or Charrette
• One (1) community workshop or charrette will take place during Phase 2 of the outreach.
• The workshop/charrette will take place either in -person or virtually (with the possibility of a hybrid approach) depending on the recommendations of the Consultant Team and the relevant public health guidance. • The workshop/charrette will include a brief survey, to be developed by the Consultant, to gauge effectiveness of this outreach strategy. • The workshop/charrette will be advertised via bilingual City social media /e- newsletter, City Soofa signs, City website , targeted bilingual mailers, “Pop-Ups” (Task 2.3) and Stakeholder Meetings (Task 2.4).
• The Consultant Team will be responsible for takin g photos and preparing the workshop/charrette agenda(s), meeting materials, meeting notes, and feedback summary.
5 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
Task 2.3 – Community Engagement Pop-Ups (Pop-Ups)
• The Consultant will host a total of six (6) “Pop-Ups” at local destinations (e.g., bus stops) and/or City events during Phase 1 and 2 of the outreach. • Pop-Ups will include a brief verbal survey to gauge effectiveness of this outreach strategy.
• Large sidewalk decals may be used in conjunction with these Pop-Ups (e.g., at bus stops) in order to broaden outreach engagement.
• The Consultant Team will be responsible for taking photos and preparing the Pop- Up materials and feedback summary.
Task 2.4 – Stakeholder Meetings
• Consultant staff will attend or facilitate three (3) stakeholder meetings throughout all phases of the outreach. Meetings may be regularly scheduled (e.g. Rotary Club, Safety Commission, Youth Commission ) or organized to connect with a given stakeholder group (e.g., housing, bike/ped).
• Outreach at community meetings will vary depending on the meeting style and will be determined in tandem with meeting hosts and format.
• The Consultant Team will be responsible for taking photos and preparing the stakeholder meeting agenda(s), meeting materials, meeting notes, and feedback summary.
Task 2.5 – Online Survey and/or Web-Map
• The Consultant Team will develop an interactive online survey and/or web-map for community member/stakeholder engagement and feedback. • Different survey links will be used to track how respondents access the survey, in order to better inform future outreach efforts.
Task 2.6 – Lessons Learned Memo
• The Consultant Team will develop a Lessons Learned memo that captures best practices and lessons learned from all outreach efforts implemented as part of the Project.
Task 3: Transit Oriented Development (TOD) Vision
Task 3.1 – Priority Area
• The Consultant Team will develop a TOD priority area based on Task 1 (“Existing Conditions Analysis”), feedback from Phase 1 and 2 of Task 2 (“Public Outreach”), and in collaboration with agency stakeholders (e.g., Planning Division, CCTA). This proposed priority area will be presented for additional public input as part of Phase 3 of the public outreach approach. • The Consultant Team will develop a memo, to be incorporated into the final Master Plan, describing the process of defining this TOD priority area and summarizing relevant existing conditions within this priority area. • Included in this task are meetings between the City, the Consultant Team and stakeholders to develop the priority area, define internal policies and standard operating procedures for the Public Works and Community Development 6 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
Departments around the use of this area, and identify any future steps for implementation.
Task 3.2 – Streetscape Designs
• The Consultant Team will develop a minimum of two (2) concept streetscape designs for TOD areas, building upon community goals and vision for TOD. • Streetscape designs will show how transit stops, bicycle lanes, pedestrian amenities and loading zones can work together for different levels of transit stop usage (e.g., local bus stop versus rapid bus stop, etc.).
Task 4: Recommendations & Prioritization
• The Consultant Team will develop recommendations (e.g., policies, strategies, projects and programs) to implement TOD based upon the results of Tasks 1, 2 and 3. Recommendations may address the following elements:
o Parking demand and supply, which could include recommendations related to Transportation Demand Management, micro-mobility, carshare, suggested changes to zoning requirements, etc.
o Loading zone policies/best practices that support multimodal activity o Coordination with City housing policies (e.g., AHS, Housing Element), which could also include anti-gentrification elements and identification of specific development sites
o Implementation of state legislation, particularly as it relates to transit frequency, densifying housing development and providing multimodal transportation infrastructure
o Designing and building resilient transportation infrastructure o Adapting to the most recent stormwater management requirements, as identified in the Municipal Regional Stormwater Permit
o Developing and leveraging regional partnerships, which could include polices or procedures for better coordination with regional entities o Recommended updates to other planning and regulatory documents o Opportunities to streamline City processes
o Ongoing and future funding opportunities (e.g., Affordable Housing and Sustainable Communities Program, Community Development Block Grants, Caltrans' Strategic Partnership Grants)
• All recommendations will include key information including the implementation timeframe, estimated cost and responsible party.
• A prioritization matrix will be developed to rank recommendations based on metrics selected by key stakeholders. Prioritized recommendations will be organized into an implementation plan to clearly identify next steps for the City and other agencies.
• Included in this task are meetings between the City, the Consultant Team and relevant stakeholders to refine the recommendations and prioritization.
7 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
Task 5: Draft & Final Master Plan
• The Consultant will prepare a Master Plan that will include the following elements:
o Existing Conditions Analysis (Task 01)
o Summary and analysis of community engagement efforts (Task 02) o TOD priority area, with related maps and analysis (Task 03) o Recommendations, with an implementation plan detailing next steps (including prioritization, responsible parties, estimated cost, future funding opportunities) (Task 04)
• The City will provide at least two (2) rounds of review on the Master Plan.
Stakeholders (e.g., City, housing, business, bike/ped and regional stakeholders; transit providers)—especially the Planning Commission and relevant Council Standing Committee(s), as well as the general public—will have an opportunity to review and provide comments on the draft Master Plan.
• Based on the review feedback, the Consultant Team will revise and finalize the Master Plan for final City staff and City Council Approval. • The final Plan shall be ADA accessible, in compliance with the Web Content Accessibility Guidelines (WCAG) 2.0 or subsequent version, published by the Web Accessibility Initiative of the World Wide Web consortium at a minimum Level AA success.
• The Consultant Team will attend the City Council meeting and support the presentation for Plan acceptance.
4. Estimated Cost
The City received two hundred and sixty-five thousand, five-hundred and ninety dollars ($265,590) from the Caltrans Sustainable Communit ies Grant Program to pay for Consultant services, City staff time and all other Project direct expenses.
C. PROPOSAL REQUIREMENTS
Each Proposal must be submitted in compliance with the requirements of this RFP. The City may, acting in its sole discretion, elect to reject any Proposal that it determines to be nonresponsive. It reserves the right, but not the obligation, to waive any immaterial irregularities. Clarity and brevity are preferable to volume . Proposals shall be limited to 20 pages, excluding proposal cover, cover letter, table of contents, dividers, cost proposal and staff resumes.
Each Proposal must include the following, organized as Sections 1 through 12:
1. Letter of Interest / Cover Letter
A letter of interest/ cover letter must be provided transmitting the Proposal for consideration. The letter of interest/cover letter must be signed by the person authorized to negotiate a contract for proposed services with the City on behalf of the Consultant.
8 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
2. Organization Chart / Personnel
Since the Project may consist of several professional disciplines, Proposals must provide an organization or personnel chart to delineate communication, coordination and hierarchical structure of the Consultant Team.
3. Firm(s) Statement of Qualifications
Provide the qualifications and experience of the firm(s) propo sed for the Project in the Proposal, including information describing the Consultant’s experience with:
a. Transit oriented development and t ransportation planning, including traffic engineering, green infrastructure and landscape architecture to suppor t multi-modal travel along highly constrained corridors.
b. Using current best practices, standards and guidance in multi-modal street design, such as those developed by the National Association of City Transportation Officials, the Federal Highway Administr ation, U.S.
Environmental Protection Agency and Caltrans.
c. Innovative and bilingual public engagement, especially in communities with historically low public meeting turnout and hard-to-reach communities. d. Adhering to projects of similar type, size and funding requirements. e. Successfully meeting state and federal project requirements, including expense tracking and reporting requirements for Caltrans grants. f. Working collaboratively on an interdisciplinary team of consultants.
4. Staff Statement of Qualifications or Resumes
Provide the qualifications or resumes of key personnel —maximum of one (1) page per staff member—proposed for the Project. Identify similar or related projects that these key personnel have worked on. Note: K ey personnel identified in the Proposal shall not change in the executed contract without prior notification and approval by the City.
5. Project Management and Staff Availability
The Consultant shall identify one (1) individual who will function as the main coordinator and point of contact for the Consultant. This person will monitor budget and timeline, review deliverables, ensure quality control , assist in meeting facilitation and oversee Project updates under the direction of City staff . Any staff substitution after the Proposal is received by the City must be requested in writing for consideration by the City.
6. Project Approach
In five (5) pages or fewer, describe the Consultant ’s proposed approach to this Project and, if relevant , the Consultant’s typical approach to similar projects. The approach should identify how the Consultant will ensure they will meet the required deliverable schedule, budget and grant requirements.
7. Schedule of Work
The Schedule of Work must affirm the Consultant’s ability to meet all Project deadlines, as outlined in the Project Timeline (Attachment 3). The Consultant may propose changes to the Schedule of Work; however, approval of any changes is subject to approval by the 9 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
City and Caltrans and will be finalized as part of the contracting process with the selected Consultant.
It will be the responsibility of the Consultant to prepare and submit deliverables to the City for forwarding to Caltrans in order to meet grant requirements.
8. Cost Proposal
The Cost Proposal shall include a line item estimate for each task outlined in Section B.3 “Consultant Services.” Prices quoted shall include key personnel proposed for each task and the number of management, technical, drafting and support personnel hours; cost per hour for each Consultant team member and total cost envisioned for each task.
Identify any other costs to be billed to the Project, including Project expenses and sub - consultant fees. Include any proposed mark-up for sub-consultant fees. Include a copy of the proposed rate schedules(s) to be used throughout the duration of the project and any adjustments that are predicted to occur during the execution of the project.
Consultant shall prepare a Cost Proposal estimate that includes the cost proposal format in Attachment 2 (Caltrans LAPM Exhibit 10-H1). The selected Consultant shall comply with Chapter 10. Consultant Selection of the Local Assistance Procedures Manual (LAPM) regarding the A&E Consultant Contract Audit and Review process (Section 10.3:
Non-A&E Contracts).
9. Method of Payment
The method of payment for this contrac t will be a n Actual Cost -Plus-Fixed-Fee agreement, with a not -to-exceed amount . The Consultant shall invoice the City on a monthly basis, by the 10th day of each month. Invoices shall be broken down to the subtask level, to match the Task Numbers identified in Section B.3 “Consultant Services,” and shall include a brief narrative description about the work completed for each subtask. Consultant invoice packages shall include the deliverables covered by the work identified in the invoice.
10. References
Provide a short summary—maximum of one (1) single-sided page per project—of three (3) projects with the following information for each:
a. Reference name, with current contact information
b. Type of project
c. Client type (clarifying role of private sector client, if any) d. Size and scale of geographic area
e. Current status (e.g. in design, in construction, fully constructed) f. Key lesson(s) learned, as relevant to the Project
11. Consultant Contract Statement
Consultant will include a st atement that the firm(s) accepts the terms of the City’s Consultant Agreement sample ( Attachment 1) and/or the Proposal will include a list of any proposed modifications to the Agreement. Any proposed changes will be negotiated 10 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
as part of the contracting p rocess with the selected Consultant . The Consultant will be subject to Caltrans’ mandatory terms as specified in Attachment 1, Exhibit D.
12. Special Requirements
The successful Consultant must have experience in completing similar projects, as well as experience with state/federal grant-funded projects. The selection process and all work shall be completed in accordance with the applicable laws of the State of California, Caltrans and Federal Highway Administration , as administered by Caltrans Division of Transportation Planning . All aspects of the project must comply with the appropriate Caltrans requirements.
A successful Proposal will include all items cited in Sections 1 through 11. A successful Cost Proposal submittal will use Exhibit 10 -H1 from Cal trans Local Assistance Procedures Manual (Attachment 2) as reference for their Cost Proposal development.
The most current Exhibit 10-H can be found in the Caltrans Local Assistance website:
dot.ca.gov/programs/local-assistance/forms/local-assistance-procedures-manual-forms
D. PROPOSAL CONDITIONS
1. Local Employment and Contracting Opportunities
a. Employment of Local Residents.
Pursuant to the San Pablo Economic Opportunity Policy, firm(s) shall contact the San Pablo Economic Development Corporation (“EDC” at [email protected] or 510-215- 3200) at least ten (10) business days prior to hiring or staffing for fulfillment of the Contract, describing number, duties and qualifications needed for available positions, and shall fairly consider for employment any workers referred by the EDC within three (3) business days. “Local Resident” means an individual having an adjusted household income of less than the Area Median Income for Contra Costa County, and domiciled in the City of San Pablo as of the relevant hiring date, with “domiciled” as defined by Section 349(b) of the California Election Code. Discrimination against Local Residents on the basis of their local status is prohibited.
b. Outreach to Local Businesses.
At least fourteen days prior to: (i) the Consultant’s submission of a Proposal that includes specified DBE subcontractors and (ii) the Consultant ’s award of any subcontract to a subcontractor not included in the Proposal, the Consultant will contact the EDC at [email protected] or 510 -215-3200 and provide notice and details regarding DBE subcontracting opportunities. The EDC will notify local businesses of subcontracting opportunities, and provide technical assistance to local businesses during the subcontracting bidding process.
2. Questions
Questions regarding this RFP or the Project may be submitted in writing only and directed to Sarah Kolarik, email: [email protected]. Written responses will be distributed 11 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
in addenda to this RFP to all firms registered on PlanetBids to receive updates from the City. Written questions must be received no later than April 25, 2022 at 2:00 p.m.
3. General Terms and Conditions
a. All proposals, whether selected or rejected, shall become the property of the City.
b. The cost of RFP preparation shall be that of the consulting firm and shall not be paid by the City.
c. Proposals shall be signed by an authorized empl oyee in order to receive consideration.
d. The City will not be responsible for proposals delivered to a person or location other than that specified herein.
e. The successful proposer will be asked to enter into an agreement with the City reflecting the terms a nd conditions of the proposal based on the City's Professional Services Agreement (Agreement) requirements. A copy of the Agreement and Insurance requirements is included as Attachment 1 to this RFP. Proposals should include a list of any proposed modifica tions to the Agreement by the Consultant. Award of an agreement is subject to approval by the City Council of the City of San Pablo.
f. Neither the City of San Pablo, it s City Council, officers, employees, agents, representatives, nor any of its consulta nts will be liable for any claim or damages resulting from the RFP process.
g. By submitting a proposal in response to this RFP, the proposer accepts the evaluation process and acknowledges and accepts that determination will require subjective judgments by t he City. All information, documentation and other materials submitted in response to this solicitation are considered non - confidential and/or non-proprietary and are subject to public disclosure after the solicitation is completed.
4. Agreement
The anticipat ed duration of the agreement is approximately 20 months, with the term tentatively to begin July 2022 and end February 2024.
A sample agreement is attached (Attachment 1) that includes terms regarding conflict of interest, insurance, indemnification and assignment. The Consultant selected to perform the work will be required to comply with these terms. Any proposed changes to the agreement must be addressed in Section 11 “Consultant Contract Statement” in the Proposal and are subject to City approval. If no changes to the sample agreement are identified in the Project Proposal, the City will consider submittal of the Proposal to indicate acceptance of the language in the sample agreement and future changes will not be considered.
12 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
E. PROPOSAL PROCEDURE
1. Submission of Proposals
Each Proposer must submit a sealed envelope or package containing one (1) print copy of its Proposal clearly identified as “ Proposal for the San Pablo Sustainable Transit Oriented Development Master Plan.” Each Proposer must also upload an electronic copy (PDF) of its Proposal to PlanetBids. The sealed proposal package must be delivered to:
City of San Pablo
City Clerk’s Office
1000 Gateway Ave
San Pablo, CA 94806
All Proposals, in both print and electronic format, must be received by the City Clerk’s office by May 5, 2022, no later than 2:00 p.m. (“Proposal Deadline”).
Each Proposer is responsible for ensuring their Proposal is received by the Proposal Deadline. Proposals may not be modified after the Proposal Deadline.
2. Consultant Selection Process
The first step in the evaluation process will be to determine that each Proposal contains all forms and other information required by this RFP. Any Proposals missing the required information may be considered nonresponsive and re jected with out evaluation. Late submittals and submittals to the wrong address are considered nonresponsive and shall be rejected. Submittal of additional information after the due date shall not be allowed.
All proposals will be evaluated by a City of San Pablo Selection Committee. The Selection Committee, made up of key City staff and other parties that may have expertise or experience in the services described herein , will review all Proposals deemed complete according to the evaluation criteria and weighting factors below. The Selection Committee will make independent random checks of one (1) or more of the Consultant’s references.
This reference check applies to major sub-consultants as well.
The Selection Committee will establish a shortlist of Consultants that are considered to be best qualified to perform the contract work . The selection process wi ll include oral interviews (see Section E.4 “Tentative Schedule”). Consultants will be notified of the time and place of oral interviews a nd if any additional information is required to be submitted.
3. Evaluation Criteria
Proposals will be evaluated according to the criteria below. The Proposal with the highest score, out of a maximum of 100 points, will be deemed the best Proposal.
Criteria Maximum Points
A Completeness of Response Pass/Fail
B Understanding of the Work/Project 20
13 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
C Cost Proposal 30
D Experience with Similar Work 10
E Quality and Availability of Staff 10
F Innovation and Advanced Techniques 10
G Knowledge of State and Federal Procedures 10
H Project Delivery 10
Total 100
A. Completeness of Response (Pass/Fail)
Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete .
Such proposals will be rated a “Fail” and will receive no further consideration.
B. Understanding of the Work/Project (20 points)
Demonstrated understanding of the Project, including Project needs, identification of potential issues and overall approach.
C. Cost Proposal (30 points)
Clearly defined cost breakdown in spreadsheet format that references the cost proposal format in Attachment 2 (Caltrans LAPM Exhibit 10-H1).
D. Experience with Similar Work (10 points)
Experience of the firm(s) with similar projects, including local knowledge, expedited timelines, and transit-oriented development.
E. Quality and Availability of Staff (10 points)
Quality and availability/current workload of proposed staff.
F. Innovation and Advanced Techniques (10 points)
Capability of developing, and identification of, innovative approaches and solutions to key project issues.
G. Knowledge of State and Federal Procedures (10 points) Experience and familiarity with state and federal procedures.
H. Project Delivery (10 points)
Demonstrated technical ability of staff and, if relevant, experience of consultant teams working together.
4. Tentative Schedule
Below is a tentative schedule for the selection and procurement proc ess. Dates are subject to change by City staff and/or unforeseen circumstances.
Item Date
RFP Release Date April 7, 2022
Last day to submit any questions April 25, 2022 at 2:00 p.m.
RFP Proposal Submittal Date May 5, 2022 at 2:00 p.m.
Panel Review May 9 – May 12, 2022
Interview period May 16 – 19, 2022
Selection and negotiation period May 23 – June 6, 2022 14 City of San Pablo
Request for Proposals
Sustainable Transit Oriented Development Master Plan
Contract to be awarded at City Council June 21, 2022
F. ATTACHMENTS
Attachment 1 – Sample Consultant Agreement
Attachment 2 – Caltrans LAPM Exhibit 10-H1
Attachment 3 – Project Timeline
Exhibit B
Proposal from IBI Group, a California Partnership
Sustainable
Transit Oriented
Development
Ma
ster Plan
Date
May 5, 2022
Submitted by
IBI Group
Submitted to
City of San Pablo
IBI Group a California Partnership
PROPOSAL | PROFESSIONAL DESIGN SERVICES
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | B IBI GROUP PROPOSAL | MAY 5, 2 022
D
O
T
02 Organization
Chart /
Personnel
01 Cover Letter
03 Firm(s)
Statement of
Qualifications
04 Staff Statement
of Qualifications
or Resumes
06 Project Approach
05 Project
Management and
Staff Availability
07 Schedule of
Work
08 Cost Proposal
IBI GROUP RESUME
ibigroup.com
Roberto Jenkins AIA
Associate Principal, Mixed-Use Development
Roberto specializes in the urban design and architectural development of transit oriented development (TOD) mixed-use master planning projects, with a particular focus on large sites along the US/Can West Coast and across North America. Roberto is active in several joint development and public-private projects, and his role combines both the vertical & horizontal integration of mixed uses as well as creating vibrant, walkable communities.
Representative Experience
VTA Joint Development On- Call – Roberto is the PM for many of the task orders on this on- call to assist Santa Clara Valley Transportation Authority (VTA) with the analysis, conceptualization and value identification of joint development within the 20+ transit oriented development properties held by VTA. Roberto focuses on feasibility studies and site planning, conceptual illustrations and design review, among many other TOD-related task for VTA.
• VTA Berryessa Station TOD: IBI is advising VTA on pre- RFP studies for the VTA -owned district inside the ‘Berryessa BART Urban Village’. Roberto led an initial task assisting VTA in proving to the City of San Jose the viability of mixed-use programming for all development parcels inside the VTA district, and also leads current efforts focused on community outreach and pre- RFP master planning parcel studies.
• VTA Dirdion Station TOD: IBI is advising VTA on pre-RFP studies for the VTA Diridon Station (part of the BART Phase 2 project), where Roberto is leading the conceptual design of the TOD components above the station. Our efforts have included test- fitting potential massing options for residential and hotel uses in pursuit of best practices regarding urban placemaking and efficient integration with station design.
• VTA Downtown San Jose Station TOD: IBI provided sustainability consulting services for the DTSJ / VTA Block Station (part of the BART Phase 2 project), where Roberto led a team looking at strategies and key focus areas to integrate sustainable practices and re- imagine how urban development can complement the environment. We also advised VTA on best practices for future- proof potential for development over the underground stations. • VTA Cerone TOD: IBI advised VTA as an RFP Review Role consultant, where Roberto led the design review of developers proposals, comparing each approach to the goals and RFP evaluation criteria.
VTA Curtner Station TOD – Roberto is the PM for the RFP-awarded private developer team for VTA’s Curtner Station, where we are proposing to turn a suburban LRT, bus, and park -and-ride station into a mixed- use destination that combines healthcare- oriented commercial space with seniors living, affordable housing, neighborhood retail, and a community daycare.
Education
M.Arch II, Yale University, 2016
B.Arch, Pratt Institute, 2013
Experience
2016–Present
IBI Group, Los Angeles
2015
IBI Group, Salt Lake City
2014 (Internship)
Neil M. Denari Architects, Los Angeles
2013 (Internship)
Tom Wiscombe Architecture, Los Angeles
2012 (Internship)
Mark Foster Gage Architects, NYC
Memberships & Registrations
California Licensed Architect, #C-39444
AIA, #38603688
Costa Rica CFIA Registered Architect, A-30305
ULI Young Leaders Group Sustaining Member
Awards
2nd place 2016 CTBUH International Student Tall
Building Design Competition
NORTH COUNTY
TRANSIT DISTRICT
OCEANSIDE
VISTA
CARLSBAD
ENCINITAS
SOLANA
BEACH
DEL
MAR
SAN MARCOS
ESCONDIDO
PALA MESA
VALLEY CENTER
RAMONA
PAUMA VALLEY
CAMP PENDLETON
POWAY
OCEANSIDE
VISTA
CARLSBAD
ENCINITAS
SOLANA
BEACH
DEL
MAR
SAN MARCOS
ESCONDIDO
PALA MESA
VALLEY CENTER
RAMONA
PAUMA VALLEY
CAMP PENDLETON
POWAY
OCEANSIDE
VISTA
CARLSBAD
ENCINITAS
SOLANA
BEACH
DEL
MAR
SAN MARCOS
ESCONDIDO
PALA MESA
VALLEY CENTER
RAMONA
PAUMA VALLEY
CAMP PENDLETON
POWAY
960+0
Acres
960+0
Acres
960+0
Acres
Developable LandCity / County-Owned Land
Infi ll Developable Land
POLICY
OCEANSIDE
VISTA
CARLSBAD
ENCINITAS
SOLANA
BEACH
DEL
MAR
SAN MARCOS
ESCONDIDO
PALA MESA
VALLEY CENTER
RAMONA
PAUMA VALLEY
CAMP PENDLETON
POWAY
Aff ordable Housing Developments
1500+
Units
0 APPENDIX B
Other Relevant
Projects
ENGAGEMENT &
COMMUNICA TIONS
REPRESENTATIVE
PROJECTS
APPENDIX C
Engagement and
Communications
Material Sampler
APPENDIX A
Resumes
San Pablo Sustainable TOD Plan
Peer Review /
Senior Advice TOD Area
Principal-in-
Charge
PM & Catalyst
Projects
Assistant PM &
Local Liaison
Peer Review &
Senior Advice
Transportation
Planning
Public Transit,
Parking & Loading
Active
Transportation
Landscape &
Placemaking
Streetscape & Urban
Design
Street Engineering &
Design Urban Form
Housing, Policy
& Implementation
Climate
Resiliency
Strategies
Flood &
Stormwater
Priorirty Area
Definition
Visioning,
Charrettes &
Online Eng.
Local & Youth
Engagement
Bill Delo
Roberto
Jenkins*
Jennifer
Moore~
Gary
Andrishak
Cristina
Martinez*
Jason
Rosenblum
Roberto
Ascencio*
David
Nicholas
Alejandra
Orellana*~ Lydia LaPointe
Rodrigo
Pinto*
Aaron
Welch
Nathalie
Waelbroeck David Sol Jason King
Oliver
Hartleben*
Mindy
Craig~
IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI AWS IB IBI IBI IBI Blue Point Direct Labor
Cost Subtotal Hours $93.57 $43.57 $47.50 $102.78 $40.71 $35.71 $21.43 $75.00 $35.71 $60.36 $32.14 $75.33 $40.00 $49.29 $100.71 $66.07 $36.00 0 Administrative Requirements
0.1 Progress Meetings $6,998 136 12 60 60 4
0.2 Invoicing $760 16 16
1 Existing Conditions Analysis
1.1 T+O+D Existing Conditions Analysis $5,000 130 2 12 4 20 24 16 8 20 24
1.2 Housing + Climate + Policy Analysis $5,786 94 2 4 8 48 16 16
1.3 Single Analysis Interactive Map $5,008 52 4 48
2 Public Outreach
2.1 Community Engagement Plan $1,969 48 8 40
2.2 Community Engagement Pop-Ups $4,749 132 12 120
2.3 Stakeholder Meetings $1,703 36 8 8 20
2.4 Online Engagement $3,171 48 48
2.5 Community Charrette $7,907 164 8 24 8 8 8 8 8 12 8 32 40
2.6 Lessons Learned Memo $2,893 58 8 12 8 30
2.7 Master Plan Open House $3,363 80 8 16 8 8 40
3 TOD Vision
3.1 Priority Area Definition $6,807 70 2 4 64
3.2 Streetscape Design Toolkit $7,498 166 2 8 32 4 8 8 8 8 40 24 24 4 Recommendations & Prioritization
4.1 T+O+D Recommendations $7,652 178 2 24 8 4 20 24 12 20 40 24
4.2 Housing + Climate + Policy Recommendations $9,326 148 4 8 88 24 24
4.3 Prioritization Matrix $2,864 54 2 4 40 8
4.4 Implementation Plan $6,578 106 2 4 40 4 4 4 4 44
5 Draft & Final Master Plan
5.1 Master Plan Document Draft $6,865 132 12 48 12 12 12 24 12
5.2 Final Master Plan $2,979 56 4 6 24 4 4 4 6 4
Subtotal Hours 30 162 344 16 76 56 44 64 128 24 100 250 64 40 112 104 290 Subtotal Direct Labor Costs (without Escalation) $2,807 $7,058 $16,340 $1,644 $3,094 $2,000 $943 $4,800 $4,571 $1,449 $3,214 $18,833 $2,560 $1,972 $11,280 $6,871 $10,440 Escalation (see forms 10H-1)
Subtotal Direct Labor Costs (with Escalation)
Indirect Costs (Fringe & Overhead, see forms 10H-1)
Fixed Fee (see forms 10H-1)
Other Direct Costs (Travel, Mileage, Printing, Courier) Total Cost $278,251
$1,573
$137,872
Development
1904
$99,875
$23,932
$15,000
TransportationProject Management
Totals
$101,448
Tasks/Activities
Public OutreachOpen Space Climate
10 References
09 Method of
Payment
11 Consultant
Contract
Statement
12 Special
Requirements
Contents
$
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | C IBI GROUP PROPOSAL | MAY 5, 2022
May 05, 2022
City Clerk’s Office
City of San Pablo
1000 Gateway Ave
San Pablo, CA 94806
REQUEST FOR PROPOSAL
City of San Pablo Sustainable Transit Oriented Development Master Plan Dear Proposal Review Committee:
IBI Group, a North American leader in the production of implementable Transit Oriented Development (TOD) plans, is pleased to submit this response to the City of San Pablo’s above captioned RFP . We understand TOD as the integration of transportation and land use—strategies to produce dense, compact, and walkable communities. We have the in-house capacity to engage in the required transportation, urban design, and open space ‘placemaking’ expertise areas. We have augmented these core TOD elements with housing, sustainability, and policy expertise, clearly outlined in this RFP .
IBI Group’s footprint is both national and international in scope, having advised cities and transit agencies across North America, as well as international institutions like the World Bank, in the effective planning, design, implementation, and community acceptance of TOD. We are also well-attuned to the needs of smaller cities in California, for many of which we have developed tailored TOD, transportation, and streetscape projects. We have seven offices in California, including one in nearby San Jose, from which we will serve this consultancy.
T o bolster our team, we have partnered with two local East Bay firms that we have gained value from over the years to provide contextual local knowledge. They are BluePoint Planning from Oakland, for public outreach, and Aaron Welch Planning from Berkeley, for policy planning. In combination with IBI’s technical skills, these two local consultants will ensure that stakeholders’ views are, first, properly listened to and, second, that the resultant TOD Master Plan is viable and implementable.
In addition to the stated requirements within the RFP , our team offers the value-added services of our computational design team to select the optimum TOD priority area, and our digital engagement team, who will augment traditional public outreach with in-house developed tools that reach a broader public.
We trust that you will see the value that we bring to the table to meet and exceed your expectations. Should you require additional clarification with regard to our offering, do not hesitate to contact either our designated project manager, Roberto Jenkins, [email protected], or our deputy project manager, Jennifer Moore,
Jennifer
[email protected].
In closing, we look forward to your considered response to the San Pablo TOD plan, a project that we’d be honored to contribute to.
Best regards,
IBI Group
Bill Delo
Oliv
er Hartleben
Director – Transportation
Director – Placemaking
IBI GROUP
75 East Santa Clara Street, #100
San Jose CA 95113 United States
tel +1 408 924 0811
ibigroup.com
Cover Letter01
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 1 IBI GROUP PROPOSAL | MAY 5, 2 022
PROJECT MANAGEMENT
Principal-in-Charge
BILL DELO, IBI
Project Manager
ROBERTO JENKINS, IBI
Deputy Project Manager & Local Liaison
JENNIFER MOORE, IBI
OPEN SPACE
Landscape & Placemaking
DAVID NICHOLAS, IBI
Street Engineering & Design
L YDIA LA POINT , IBI
Streetscape & Urban Design
ALEJANDRA ORELLANA, IBI
POLICY & IMPLEMENTATION
Process Streamlining, Partnerships &
Funding Opportunities
AARON WELCH, AWP
TRANSPORTATION
Transportation Planning
CRISTINA MARTINEZ, IBI
Public Transit, Parking & Loading
JASON ROSENBLUM, IBI
Active Transportation
ROBERTO ASCENCIO, IBI
CLIMATE
Climate Resiliency Strategies
NATHALIE WAELBROECK, IBI
Flood & Stormwater
DAVID SOL, IBI
PEER REVIEW &
SENIOR ADVICE
GARY ANDRISHAK, IBI
DEVELOPMENT
Urban Form
RODRIGO PINTO, IBI
Catalyst Projects
ROBERTO JENKINS, IBI
Housing Affordability
AARON WELCH, AWP
OUTREACH
Charrettes & Online Engagement
OLIVER HARTLEBEN, IBI
Local & Y outh Engagement
YEYMI RIVAS REYES, BPP
COMPREHENSIVE TOD VISIONING
OLIVER HARTLEBEN, IBI
Priority Area Definition
JASON KING, IBI
Local Bay Area Staff
Spanish Speaking
IBI IBI G roup
AWP Aaron Welch Planning
B
PP BluePoint Planning
DOT
We created a broad, compact and
balanced team, while at the same
time being small and nimble, to
flexibly respond to the project
requirements.
We will organize across the three
areas of expertise we believe every
TOD project should contain: T
(Transportation), O (Open Space),
and D (Development). They will be
augmented by transversal specialty
areas of Climate Resiliency, Policy
& Implementation, and Public
Outreach.
Eight of the 18 team members
are fluent Spanish speakers and
that key members of the team are
physically located in the Bay Area,
providing the right mix of national
expertise and local knowledge.
Organization Chart /
Personnel
02 SPECIALTY EXPERTISE
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 2 IBI GROUP PROPOSAL | MAY 5, 2022
IBI Group is a global team of dedicated and
experienced architects, engineers, planners, designers, and technology professionals who share a common
desire – to help our clients create livable, sustainable, and advanced urban environments. Our firm is a global
technology-driven design firm of 3,000+ professionals
operating from 60 offices worldwide, including Los
Angeles, Irvine, San Diego, San Francisco and
Sa
n Jose.
IBI Group, A California Partnership has been operating in California for over 43 years, and is a member of the IBI Group of companies, a publicly traded corporation
(TSX: IBG) with a yearly net revenue of over $315
million (2021 USD) and over 46 years of existence.
IBI Group service offerings are concentrated in three
main areas of expertise:
Intelligence: systems design and software
development.
Buildings: building architecture, interior
design, building engineering (mechanical,
structural, electrical).
Infrastructure: planning, urban design,
landscape architecture, transportation,
and civil engineering.
IBI Group’s multidisciplinary team of transportation,
urban design, and building development professionals
undertake a holistic approach to Transit Oriented
Development (TOD). Our multi-sector history within the
Bay Area includes significant work for major transit
agencies and cities, focusing on transportation planning and design to improve user experience, increase citizen quality of life, upgrade public transit, and create value to communities surrounding transit stations.
As TOD master planning specialists, IBI Group’s
employees are our most valuable assets. They are
the critical components of all of our processes and
relationships that drive our business and our success.
We commit to provide the City of San Pablo with some
of our most talented and capable planners, engineers,
architects, and designers.
Firm(s) Statement of
Qualifications03
5TH URBAN DESIGN
2ND INFRASTRUCTURE
5TH ARCHITECTURE
9TH LANDSCAPE
IN THE WORLD
60+OFFICES
3000+
PROFESSIONALS
47+YEARS OF
SUCCESS
50 ISO 9001:2015 Standard registration since 2006/2007
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 3 IBI GROUP PROPOSAL | MAY 5, 2 022
Our expertise, specifically to this project, includes:
• Tr
ansit-oriented development, with a track record of
dozens of TOD plans nationwide and internationally,
from localized, bus-system based plans to regional,
rapid transit approaches that right-sizes TOD for the
corresponding environment. Beyond specific TOD
plans, IBI has also developed overall TOD resources,
such as the LA Metro TOD Design Toolkit and the
World Bank’s TOD Implementation Toolkit.
•
Mul
timodal transportation planning , with extensive
experience in multi-modal street design best practices, including design toolkits, like the Santa Clara VTA TOD Station Access Studies for Blossom Hill and Tamien,
LA Metro’s First/Last Mile Strategic Plan, and OC
Active, OCTA’s Active Transportation Plan.
•
Sta
te-of-the art public engagement , where we
combine ‘high-touch’ and ‘high-tech’ engagement to
both reach underserved populations and the broader
public through engaging, intuitive, and fun tools and
techniques, many developed in-house, which provide
relevant feedback for the planning process and
community buy-in.
•
Ex perience with similar-sized projects , where projects in smaller municipalities like Campbell, Bakersfield,
or Fresno require a TOD or streetscaping approach
that corresponds to their needs and realities, which
oftentimes are very different than larger cities served by rapid transit.
•
Fa
miliarity with state and federal project
requirements, where we bring extensive experience
working on grant-funded planning studies and
projects, having worked with a range of local
agencies across California to successfully complete
projects that have received Caltrans grant funds,
with the related expense tracking and reporting
requirements.
•
Hi
ghly collaborative environments, in-person and
virtually, where we routinely prime complex planning
assignments with specialty and local consultants to
produce outcomes that are more than ‘the sum of its
parts’; this is not the exception, but the norm in our
practice.
Aaron Welch Planning
began in 2019 as a
small, Berkeley-based
interdisciplinary practice
focused on community planning, sustainability, and
project management. Since that time, Aaron and his
collaborators have worked on specific plans, transit-
oriented rezoning efforts, placemaking and public space initiatives, zoning revisions to increase housing capacity, bicycle-pedestrian plans, urban design standards, and
district-scale sustainability implementation projects for several large developers, primarily focused on cities in the East Bay area.
Aaron has also served as the City representative on
complex long-range planning projects. With deep
roots and relationships in both the public and private
sector Bay Area planning world, the firm specializes in facilitating collaborations and creative partnerships with the profession’s most innovative and exciting mission-
driven practitioners. Prior to beginning his own practice, Aaron spent 12 years at Raimi + Associates, helping
build the firm from a staff of one person (himself) to
a leading national practitioner in planning for health, sustainability, and equity. Aaron regularly collaborates, teams, and contracts with other firms and practitioners in the Bay Area and throughout North America and the
Rocky Mountain West.
BluePoint Planning is a certified, small
women-owned business, located in
Berkeley, California.
With over 25 years of experience,
BluePoint Planning assists public
agencies, organizations, and non-profits to better
achieve their vision and mission through expert
facilitation and community planning services grounded
in technical capabilities. BluePoint focuses its services in several key areas: sustainability, community planning, and energy, and has collaborated in land use /
transportation projects with IBI Group in the past.
BluePoint develops plans based on a strong foundation
of quantifiable data, stakeholder input, and client
goals and needs. BluePoint emphasizes creating
implementable and actionable plans and provides
assistance in feasibility assessments, capacity building, and ongoing process management. An important
strength that BluePoint offers clients is the ability to translate strategies, plans and actions into clear and
effective communications tools both to internal groups
and the broader community, with a particular focus on
reaching underserved population groups and breaking
down language barriers.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 4 IBI GROUP PROPOSAL | MAY 5, 2 022
Bill Delo AICP
Principal-in-Charge
Bill is Managing Director of IBI Group and a Transportation Planner with 20+ years of experience in transportation planning, multi-modal planning, active transportation, and traffic engineering. His transportation planning experience includes the preparation of multi-modal plans, complete streets plans, first/last mile plans, and conceptual design efforts. He runs the transportation planning practice in the Western US and leads the Irvine, CA office for IBI.
As project director, Bill will be ultimately responsible for the conduction of the consultancy and the timely production of deliverables, working in collaboration with Roberto and Jennifer, the project managers.
Gary Andrishak
Peer Review & Senior TOD Advice
Gary, IBI Group Director, leads IBI Group’s North American Transit Oriented Development practice in support of livable communities that are compact, dense, mixed-use, walkable, engaging, equitable, and resilient. With over 30 years of TOD experience, he understands that implementation strategies, as much as TOD design and policy, represent the major challenge to promoting a transit friendly, vehicle-free lifestyle in our cities today.
Gary’s role as senior practitioner will be to provide senior advice to the team when needed, and to review key deliverables and approaches to make sure they correspond to the standards of our prior TOD work.
Roberto Jenkins
Project Manager
Roberto specializes in the design and development of mixed-use master planning and redevelopment projects, with a particular focus on TOD sites along the USA West Coast.
He is active in several joint development and public-private projects, including projects for the Santa Clara VTA in the Bay Area, and his role combines both the vertical/horizontal integration of mixed uses as well as creating vibrant, walkable communities.
As project manager, Roberto’s role will be to ensure the project is kept on scope, schedule, and budget, and provide specific domain expertise for catalyst projects as they come up in the plan’s recommendations.
Jennifer Moore ASLA, CSLA
Deputy Project Manager & Local Liaison
Jennifer is a Registered Landscape Architect working out of IBI’s San Jose office, coordinating the planning, design, and construction of a diverse array of projects. She works locally on multi-modal transportation projects, complete streets, public open spaces, trails, community masterplans and site plans for development projects. Relevant projects to this pursuit include station access work for three Santa Clara VTA stations, and the streetscape design toolkit for downtown Bakersfield.
In addition to contributing to the streetscape and urban design activities, Jennifer will closely collaborate with Roberto, providing the local liaison with the City, attending meetings and workshops, and collecting data locally as required.
Staff Statement of
Qualifications or Resumes04
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 5 IBI GROUP PROPOSAL | MAY 5, 2 022
Aaron Welch
Housing, Policy, and Implementation
Based in Berkeley, CA, Aaron brings 20 years of experience in city planning and urban design, neighborhood-scale sustainability and development, housing, community health and equity, and their intersection with multi-modal transportation. Aaron has directed specific plans, TOD station area plans, corridor plans, design guidelines, zoning updates, general plans, sustainability plans, bicycle/pedestrian plans, and healthy development initiatives.
He also has extensive experience implementing sustainability in large development projects, cities, and institutions throughout the country, has many awards to his credit, and has served in many advisory and academic roles.
Aaron’s experience in working with Bay Area agencies and communities will be key to establish the plan’s sustainability, housing, and policy recommendations of the plan, as well as partnerships with regional actors to complement the design-focused actions developed by IBI.
Oliver Hartleben
Visioning, Charrettes, and Online Engagement
Oliver is an architectural graduate and city planner with a public administration degree from the Harvard Kennedy School. Oliver has worked for over 20 years in the planning, architecture and transportation sectors. He is currently focusing on several interdisciplinary IBI Group projects in the United States and Canada, and has a long-standing track record of urban master planning, TOD, strategic planning, and in-person and virtual stakeholder outreach activities. He has led recent hybrid engagement processes in the South Bay and Irvine, and is certified by the National Charrette Institute to run design charrettes.
Oliver will lead the in-person and virtual engagement activities and ensure that the individual project elements coalesce into a coherent TOD vision for San Pablo, supported by
all stakeholders.
Jason King
Priority Area Definition
Jason is a California-based designer, urban planner and programmer who leads IBI’s global computational design team. Drawing on two decades of architecture and planning experience, Jason possesses a unique skill for crafting algorithmic, evidenced-based solutions for complex urban problems, including regional transportation plans, operations facilities optimization, sustainability and urban heat island effect mitigation, large-scale land use and master planning, dynamic pro forma financial modeling, and interior layout optimization.
The primary role of Jason will be to create an interactive map for multilayer TOD analysis and an algorithm to identify the priority areas for TOD in San Pablo, based on a series of quantitative criteria and weights co-developed with City staff.
Cristina Martinez
Transportation Planning
Cristina is a Transportation Planner with 9 years of project experience ranging from large- scale freeway and transit impact projects to local active transportation projects, transit- oriented development, first and last mile planning, and parking management studies.
Cristina’s area of expertise lies within transportation planning, complete streets, active transportation, multimodal connectivity, parking, and curbside management.
Cristina will lead the T (Transportation) component of the study, closely coordinating with Jason Rosenblum and Roberto Ascencio to ensure a multimodal approach to streetscape design is applied in the TOD priority areas.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 6 IBI GROUP PROPOSAL | MA Y 5, 2022
Jason Rosenblum
Public Transit, Parking & Loading
Jason is a Transportation Planner of IBI Group’s Irvine office with project experience ranging from bus rapid transit to parking standards analysis to curb management. He has expertise in transportation, alternatives evaluation, urban design, land use, and bus rapid transit planning, as well as a strong background in geographic information science, including geospatial analysis. Mr. Rosenblum also has specific planning experience related to parking/curb management, and complete streets.
Jason will support Cristina in the transit, parking and loading mapping analysis and recommendations stages of the project, as well as contributing to the streetscape design
toolkit.
Roberto Ascencio
Active Transportation
Roberto is a city planner specialized in sustainable public transportation, transportation policy, and active transportation. He brings over eight years of planning experience, focusing on transportation planning, community development, and public policy. Roberto has worked on local and regional transportation projects in the San Francisco Bay Area and Greater Mexico City, including Community Based Transportation Plans in Concord and Martinez, and studies of travel patterns of TOD residents along BART stations. Roberto is passionate about pedestrian-friendly streets and welcoming public spaces and the creation of equitable urban environments.
Roberto will be in charge of the active transportation and first/last mile components of the analysis, streetscape design, and recommendation portions of the study.
Dave Nicholas
Landscape & Placemaking
David brings more than 30 years of experience to the San Pablo TOD team including community, corridor and neighborhood master planning, small area and TOD concept design, urban design and streetscape plans, and landscape architecture for the public realm. He understands the link between land use and transportation and the fundamental values of open space and connectivity for successful pedestrian-oriented communities focused on people, the environment and quality experiences. As a landscape architect, he values the importance of multi-disciplinary approaches to complex, city-building challenges.
David will lead the O (Open Space) component of the study, coordinating with Lydia, Jennifer, and Alejandra the analysis, recommendations, and streetscape design of the focus TOD areas.
Lydia La Point
Street Engineering and Design
Lydia is a Civil Engineer with 19 years of experience with IBI Group. Her depth and breadth of experience includes active transportation projects, pedestrian and bicycle plans, complete streets, corridor studies, project study reports, multi-modal studies, bus rapid transit design, grant funding applications, and the preparation of conceptual design and engineering plans, specifications and estimates. She understands the relationship between transportation and land use, and the elements of design that make modes of travel and public spaces attractive and inviting.
Lydia will be instrumental in defining the streetscape design toolkit and other specific design recommendations related to street design, bridging the urban design and transportation engineering fields.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 7 IBI GROUP PROPOSAL | MAY 5, 2022
Rodrigo Pinto
Urban Form
Rodrigo Pinto, an architect and urban designer, bridges building, open space and mobility design as a seasoned member of IBI Group’s West Coast TOD team. With professional experience in Canada, the United States and Central America, Rodrigo engages primarily in early planning phases of complex projects to better capitalize on the possibilities for urban- scale interventions. He is particularly skilled in information design, producing maps and diagrams that visualize multi-layer information in compelling and intuitively understandable graphics.
Rodrigo will ensure that any three-dimensional components of TOD are assessed and included in the analysis and the recommendations, including zoning and design guideline aspects.
Nathalie Waelbroeck
Climate Resiliency Strategies
Nathalie is IBI Group’s senior sustainability consultant with over 7 years of experience in a wide array of mobility, architecture, and technology projects including light rail transit and sustainability/net zero assignments. Nathalie believes that emerging technologies and climate-positive principles should be leveraged to optimize life cycle impacts, reduce risks, increase resilience, and facilitate operations and maintenance of infrastructure. Nathalie is passionate about sustainable design as it impacts the triple bottom line, and holds credentials with both LEED and WELL.
Nathalie will be in charge of assessing transportation, open space, and building design sustainability aspects and the related policies, strategies, and projects to ensure long-term climate resiliency.
David Sol
Flood & Stormwater
David is a strategic planner working to support holistic, risk-based planning decisions.
Responding to the urgent need to sustainably address the impacts of flooding, David has made a significant contribution to the practice of risk modelling and mitigation assessments. His approach goes beyond hazard reduction to consider flood exposure and vulnerability, which aligns with climate adaptation versus prevention. It also provides creative placemaking opportunities to (re)connect our local built and natural environments.
David will provide desktop flood and stormwater risk assessment and identify mitigation strategies and identify untapped opportunities to address TOD-related planning issues.
Y eymi Rivas Reyes
Local & Y outh Engagement
Yeymi works on community outreach, marketing and communications at BluePoint Planning, including prior projects with IBI Group. She has led different sustainability and transportation engagement initiatives in the Bay Area and California, focusing heavily on tactics to engage the Latino community, including planning events tailored to Spanish- speaking populations, intercept surveys, and more. Before joining BluePoint Planning, Yeymi was a CivicSpark Climate Fellow for Berkeley’s Office of Energy & Sustainable Development.
Yeymi will be in charge of the pop-up engagement activities to reach traditionally underserved communities with direct involvement of youth, as well as the logistics and communications coordination for the other in-person events.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 8 IBI GROUP PROPOSAL | MAY 5, 2022
Project Management and
Staff Availability05
Project management will rest with Roberto Jenkins
as PM and Jennifer Moore as assistant PM. Given her
physical location in the San Francisco Bay Area, we
propose Jennifer as the single point of contact and
logistical coordination with the City, while budget
monitoring, deliverables review, quality control, and
overall project direction will be in the purview
of Rober
to.
IBI Group follows ISO 9001:2015-compliant QA/QC
project management policies and protocols that ensure
the quality of our processes and deliverables.
Staff availability will align with the hours indicated
in the cost proposal in section 8. We acknowledge
that key personnel will not be removed or reassigned
without the City of San Pablo’s written approval, and
our expectation is that the core team will be with IBI
Group for the duration of the contract. However, as
circumstances arise that require either replacing staff or augmenting existing staff, e.g., in case of maternity leaves or resignations, our fast-moving human
resource department is capable of recruiting qualified
professionals as quickly as needed.
We recognize the urgency and cost constraints
associated with planning and development projects,
and ensure that our project work plans are designed to
achieve schedule and budget targets. For our team to
be both fast and effective, we take extra measures to
prevent gaps in communication and decision-making.
Our strategy is to practice strategic redundancy; there are at least two knowledgeable senior team members
who can respond to client or site concerns. If one
person is unavailable for any reason, issues can be
resolved immediately. Our project management and
quality control (QA/QC) protocols strive to keep the
project on schedule, and on budget, while proactively
responding to issues. A proactive project management
approach, and consistent focused communication, will
ensure the project is kept on track.
Regular biweekly check-in meetings with
emergent meetings as needed
T o address issues in a timely manner and to stay connected with the client staff team
Single point of contact between client and
consultant team
T o maintain a clear line of responsive communication
Regular use of teleconferencing and other
collaborative digital design tools
T o maximize our time with staff and key stakeholders, especially during pandemic-related meeting restrictions
Clear roles, communication protocols, and
progress milestones for parallel efforts
T o ensure deliverables from other consultants are cohesive and developed and integrated in a timely manner
Key Staff Management Approach
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 9 IBI GROUP PROPOSAL | MAY 5, 2022
Project Approach06
Project Understanding
San Pablo is one of many East Bay cities poised to
experience a wave of investment and development, as
the Bay Area continues to be one of the most desirable
places to live and work. The task before the City is to ensure that this development is transit-oriented, climate friendly, supportive of the existing community, feasible in its designs, and aligned with citywide and regional
goals for housing and transportation. San Pablo will
also navigate the complicated balance of promoting
new transit-oriented development while ensuring
community equity and protecting against displacement,
a challenge shared by most other East Bay cities.
San Pablo does not have a BART Station, which is
the obvious starting point and focus for many other
East Bay and Bay Area cities, and is not directly
proximate to large regional urban centers like Oakland, San Francisco, or San Jose. As a result, San Pablo’s
approach to sustainability transit-oriented development cannot be boilerplate and may look different than
the approach taken by other nearby cities. While San
Pablo’s TOD opportunities may not be obvious, its
regional location near the end of San Pablo Avenue, its easy access to both Marin and East Bay destinations,
and the nearby “sub-regional” centers of Richmond
and Berkeley further to the south all provide unique
opportunities to build on during the TOD Master Plan
process. In addition, the Richmond BART Station
less than one mile south of the San Pablo City limits
provides regional transportation links to the entire Bay Area. Other important regional transportation links such as the Richmond Ferry and Interstate 80 provide easy
access to San Pablo residents.
San Pablo Avenue itself is currently undergoing a
regional planning effort coordinated by Alameda
County Transportation Commission that envisions
significantly improved rapid bus service, as well as
improved bicycle and pedestrian facilities. Related
municipal planning efforts along San Pablo Avenue
in Richmond, El Cerrito, Albany, and Berkeley – most
focused on enabling transit-oriented, walkable, infill
density and housing – will continue to transform San
Pablo Avenue as both a transportation link and a
local and regional destination, while providing local
precedents for the City of San Pablo to consider.
These geographic, mobility infrastructure, and policy
conditions are the context in which the Sustainable
TOD Plan must insert itself. We understand the plan to
have the following key objectives for the City:
•
T o assess the current mobility
, public realm, built
form, housing, and climate risk conditions for TOD;
• T o de
velop a cohesive and community-supported
vision for TOD in San Pablo;
• T o engage the broader community in a construc
tive
two-way conversation on TOD;
• T o mak
e sure underserved community voices are
included in the process and language barriers are
addressed;
• T o de
termine the priority/focus areas for TOD
implementation;
• T o produce stree
tscape approaches and designs
conducive for TOD;
• T o define polic
y, project, strategy, program, and
agency partnership recommendations to advance
TOD implementation, equity, and climate resiliency;
and,
•
T o mak
e sure the TOD Plan becomes a realistic,
viable roadmap for implementation.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 10 IBI GROUP PROPOSAL | MAY 5, 2022
Our Approach to TOD
IBI Group’s TOD work is predicated on the simple but
critical formula that communities need transportation,
open space, and development layers to ensure the full
benefits of TOD. Only a cohesive, high-quality, people- centric approach to how people move from place to
place (the “T” of transportation), the ‘places between
buildings’ (the “O” of Open Space), and the physical
design of destination land uses (the “D” of development) will make for a community that is desirable
and cherished.
In the case of San Pablo, we will also look at additional o
verlays: Housing (the equity factor), climate resiliency (the sustainability factor), and policy & partnerships
(the implementation and funding factor). T ogether with T+O+D they form the ingredients for an implementable,
supported TOD plan.
Most of these aspects will be covered by IBI’s in-house mobility, urban design, architecture and sustainability experts. We will be augmented by the local knowledge,
professional relationships, and policy experience of
Aaron Welch Planning, who will focus on housing and
the ‘How’ the plan can be implemented.
D DO OT T
Transportation
Multimodal transportation
options, infrastructure,
and amenities.
T + O + D = TOD
Compac
t, dense, mixed-
use, walkable, resilient, and
livable communities.
Open Space
Public spaces that form
the transition between
transportation
and
buildings.
De velopment
Built-up areas with
mixed uses that are
the destination of
people’s trips.
=++
D
O
T
TOD only works if
you have three basic
ingredients: T + O + D
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 11 IBI GROUP PROPOSAL | MAY 5, 2022
Our Approach to Public
Outreach
IBI Group understands that public outreach needs to
be orchestrated carefully in order to be effective, cost- efficient, and relevant for all participants. Done right, this community-first process:
•
Allows cities lik
e San Pablo to clearly communicate
goals and intentions;
• Reaches out to e
veryone in the community,
addressing systemic barriers;
• Inclusively harnesses the energy
, knowledge, and
excitement of local residents;
• ‘Right-sizes’ concep
ts to the realities of feasibility
and cost; and
• Reduces implementation risk (a
voids the ‘plan on
the shelf’).
Our community engagement philosophy is to empower
stakeholders to engage with planning the future of
their communities when and where they feel most
comfortable. We like to combine high-touch and high-
tech approaches to help people from all walks of life
and comfort levels access our engagement processes in
fruitful and meaningful ways. For this project, our local sub-consultant Blue Point Planning will be in charge
of the more high-touch personal interactions, meeting
people where they are (community pop-ups, meetings),
while IBI will be in charge of larger, interactive events (workshops, open houses) and more high-tech
engagement through tools like our in-house developed
Digital Foyer for the online outreach component of
the process.
What se
ts IBI Group’s engagement approach apart
from other outreach-only firms is that we plan, craft,
and facilitate custom-tailored in-person and virtual
exercises and games that focus participants and elicit
actionable input from them. Building from a test-driven family of exercises and games, we can, on short notice, design a targeted activity to capture participant or user group concerns, aspirations, and ideas, while being
engaging and fun at the same time. This ability allows us to quickly move from in-person to hybrid or fully virtual activities if required by shifting public health advisories.
Please refer to the Appendix for examples of past
engagement exercises and their application.
At IBI, we like to create tactile and easy-to-understand exercises and games that allow a level playing field for participants to express actionable input, as in the TOD board game we created for the Calgary Green Line
TOD Charrettes.
A way to engage the community’s much larger “silent majority” is to provide interactive, engaging, and intuitive online content, which we like to do using our Digital Foyer, a virtual 3D project portal. We will deploy in San Pablo something similar to this bilingual example for the Fresno Sustainable Corridors Study.
This was the best community
engagement session I have
ever attended (and I have been
to many)"
— A participant in a TOD Charrette in
Calgary, led by IBI.
We believe that the right
communications tools should be
used at the right moment for the
right target group.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 12 IBI GROUP PROPOSAL | MAY 5, 2022
Scope of Work
We have organized our work along three stages –
Explore, Envision, and Plan – and across four bands
of activities – Project Management, TOD Planning,
Specialty Overlays, and Engagement – that relate to
each other as explained visually in the Work Schedule
of section 7 .
We also have made the following modifications to
the scope of work to meet, and in some instances
exceed, the required deliverable schedule and
project objec
tives:
• We organiz
ed task 1, task 4 and task 5 along sub-
tasks corresponding to the core T+O+D components
and to the specialty overlays (climate, housing, and
policy/partnerships).
•
We added a single analysis map to ensure a la
yered,
interactive comprehensive analysis and proposal.
• We mo
ved the Charrette further back in the process,
as stakeholder meetings, pop-ups, and online
engagement will happen before this community
workshop.
•
We added a Master Plan Open House to giv
e a final
opportunity to gather input from the community on
the draft master plan.
•
We e
xpanded from specific streetscape design (task
3.2) to a streetscape design toolkit so the deliverable is more flexible and readily adaptable for any
implementation location.
•
We included as a v
alue-add (a) our Digital Foyer
online outreach platform, and (b) the creation of
a custom-tailored algorithm by our parametric
computational team to define the TOD priority area.
•
We reduced the length of the projec
t from 21 to 19
months to increase efficiencies, ensure Council
approval prior to end of 2023, and have the final
public engagement event before the summer
of 2023.
indicates additional/value-add activity
Task 0 Administrative Requirements
TASK 0.1: PROGRESS MEETINGS: Site visit and
kickoff meeting to confirm expectations, refine scope
and schedule, and define communications channels.
Preparation of the agendas of regular bi-weekly
meetings. Conduction of 27 meetings, either in-person
or virtually, and preparation of meeting minutes.
TASK 0.2: INVOICING: Submission of monthly invoices
by the 10th of each month, following City and Caltrans
reporting requirements. Accompaniment of each
invoice by a monthly summary progress report by task.
Task 1 Existing Conditions Analysis
TASK 1.1: T+O+D EXISTING CONDITIONS ANAL YSIS:
Desktop review of relevant transportation, public
realm design, and land use / zoning policy documents,
reports, and data. Summary of findings, with an
emphasis on the items relevant to the TOD Plan.
Incorporation of T+O+D data into the single analysis
map of task 1.3.
TASK 1.2: CLIMATE + HOUSING + POLICY ANAL YSIS:
Parallel analysis of relevant policy documents, reports, and data for the three specialty overlays. Focus on
items that may impact the T+O+D layers or present
an opportunity for future planning/implementation.
Summary of findings and incorporation of spatial data
into the single analysis map.
TASK 1.3: SINGLE ANAL YSIS INTERACTIVE MAP:
Collection of City-owned and open-source base
data to build the map. Meeting with client to discuss
functionality, layers, and filters to be built in. Production of base map and interactive tools; incorporation of
data from tasks 1.1 and 1.2. Initial identification of
opportunities & synergies by looking at the overlapping map layers.
Task 2 Public Outreach
TASK 2.1: COMMUNITY ENGAGEMENT PLAN:
Identification of stakeholders and community
organizations. Detailing of engagement approach,
channels, tactics, responsible parties, and timeline for each of the project phases. Strategy to include youth,
reach underserved communities, and address systemic
barriers. Production of final engagement plan after
discussion with City, including a summary matrix and
visual timeline.
TASK 2.2: COMMUNITY ENGAGEMENT POP-UPS:
Identification of 3 areas that community members
traditionally visit, e.g., Latino grocery stores. Production of collateral for interactive engagement material, e.g., modular street section game. Conduction of three 4- to
6-hour bilingual pop-up activities in the ‘Explore’ phase, and other three in the ‘Envision’ phase. Verbal surveys to assess community sentiment regarding the pop-ups.
TASK 2.3: STAKEHOLDER MEETINGS: Setup of distinct
stakeholder meetings to inform the process. Timing
to be determined by the engagement plan; they may
happen in some or all of the three project phases,
regularly scheduled or specifically timed. Preparation
of agendas, presentations, and discussion guides;
conduction of meetings; production of summary memos
after each meeting.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 13 IBI GROUP PROPOSAL | MAY 5, 2022
TASK 2.4: ONLINE ENGAGEMENT: Setup of digital
3D project portal using IBI’s Digital Foyer. Preparation of material for each project phase that will mirror the in-person activities. Creation of interactive 3D material (boards, surveys, mapping, before-after sliders, etc.), and inclusion into the portal. Review by City before
each round goes live. Tracking of participation and
collection of results.
TASK 2.5: COMMUNITY CHARRETTE: Pre-charrette
logistics and planning, based on input received from
first round of pop-ups and stakeholder meetings,
and task 1 analysis. Conduction of bilingual full-day
charrette during the Envision phase with 2 two-hour
public community workshops with tailored exercises,
focused on the themes of priorities and ideas for
streetscape design. Exit survey and summary of
input received.
T
ASK 2.6: LESSONS LEARNED MEMO: Production of
highly visual synthesis document summarizing online
and in-person participant stats, insights gained, and
what it means for the TOD plan. Incorporation of
insights into draft plan of task 5.1.
TASK 2.7: MASTER PLAN OPEN HOUSE: Planning
and logistics of open house (also mirrored in the online platform). Conduction of fully bilingual open house
showing the contents of the Draft TOD Plan. Interactive stations for people to voice their opinion, e.g., through dot-voting or post-it commenting.
Task 3 TOD Vision
TASK 3.1: PRIORITY AREA DEFINITION: Meeting
with IBI’s parametric computational team to define
priority area selection criteria (spatial, demographic, environmental, etc.). Creation of interactive priority
area algorithm to respond to criteria, on the basis of the single analysis map and its data. Discussion with City
of criteria weights and real-time testing of priority area scenarios. Selection of final focus priority area with
the City.
TASK 3.2: STREETSCAPE DESIGN TOOLKIT:
Analysis of priority area to determine char
acter areas
and typical street typologies. Interaction with task 4.1 to incorporate transportation, open space, and building design recommendations. Production of a modular
streetscape design toolkit, adaptable to be used in
different locations. Development of 2-4 before-after
renderings to be used for engagement in the
‘Envision’ phase.
Task 4 Recommendations & Prioritization
TASK 4.1: T+O+D RECOMMENDATIONS: Based on the
analysis received from the public, the stakeholders
and the analysis phase, compilation of an initial list
of recommendations by T , O, and D experts. Internal
workshop to identify cross-sector opportunities and
synergies. Incorporation of feedback from charrette to
produce the final list of recommendations.
TASK 4.2: CLIMATE + HOUSING + POLICY
RECOMMENDATIONS: Mirroring task 4.1, production
of an initial list of transversal climate resiliency,
housing, and public policy recommendations. Focus
on identification of opportunities of collaboration,
partnership, and/or funding by other regional/state/
federal agencies. Inclusion of these initiatives, which may go beyond physical projects, into the combined
recommendation list.
TASK 4.3: PRIORITIZATION MATRIX: Preparation of an
initial prioritization matrix for City review. Linkage of some of the base matrix data with the single analysis
map. Discussion of ranking criteria and weights with the City, and selection of top initiatives to pursue, broadly based on impact, cost, and ease of implementation
categories.
TASK 4.4: IMPLEMENTATION PLAN: On the basis of the
prioritization matrix, development of an implementation plan and timeline, including prerequisite actions,
responsible party, and implementation risk mitigation
actions. Revisions by the City and other stakeholders,
and production of the final implementation roadmap.
Task 5 Draft & Final Master Plan
TASK 5.1: MASTER PLAN DOCUMENT DRAFT: Rational
and logic organization of the information produced so
far into a draft document, summarizing the process, and listing key insights gained in the analysis, engagement, design, and recommendation stages. Initial review by
the City. Use of content of the draft plan for the open house and stakeholder meetings.
TASK 5.2: FINAL MASTER PLAN: Incorporation of the
final feedback gained from the public and stakeholders.
Layout and graphic enhancement of the web-accessible
document with images, diagrams, and dividers.
Incorporation of an executive summary. Final round
of reviews, and attendance/presentation at the City
Council meeting for Sustainable TOD Plan approval.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 14 IBI GROUP PROPOSAL | MAY 5, 2022
0.1 0.2
Progress Meetings
Invoicing
4.2 1.3
4.3 2.3b 2.3c
2.2b
6.0 Specialty Overlay
Recommendations
Single Analysis
Interactive Map
TOD PLANNING
PROJECT
MANAGEMENT
SPECIALTY
OVERLAYS
PUBLIC
OUTREACH
3.2 Streetscape
Design Toolkit
3.1 Priority Area
Definition
5.1 4.4
Implementation
Plan
Master Plan
Document
Draft
Prioritization
Matrix
2.1 2.5 2.6 2.7
Community
Charrette
Lessons
Learned Memo
2.2a
Community
Enagement Pop-ups
2.3a
Stakeholder
Meetings
2.4c2.4a
Online
Enagement
2.4b
Online
Enagement
Online
Enagement
Council Review &
Approval
Housing & Affordability
Climate Resiliency
Policy/Partnerships
1.1 TOD Existing Conditions
Analysis
Transportation
Open Space
Development
D
O
T
4.1 TOD Recommendations
Transportation
Open Space
Development
D
O
T
1.2 Specialty Existing
Conditions Analysis
Housing & Affordability
Climate Resiliency
Policy/Partnerships
DOT
5.2 Final Master
Plan
DOT
EXPLORE ENVISION PLAN ACT
JUN NOV APR SEP FEBJUL DEC MAY OCT MARAUG JAN JUN NOVSEP FEB JUL DECOCT MAR AUG JAN Master Plan
Open House
Final Review
by City
2022 20232023 2024
Community
Enagement Plan
IMPLEMENTATION
Project
Schedule07
The Schedule of Work was changed to reduce the
overall project length from 21 to 19 months and some
tasks were rearranged or added, as per the notes
included in the ‘Scope of Work’ segment of section
6 on page 12. We affirm that we can meet all project
deadlines, and acknowledge that the proposed
reduction in project duration needs to be approved
by the City and Caltrans as part of the contracting
process should we be selected for this project.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | D IBI GROUP PROPOSAL | MAY 5, 2022
Cost Proposal08
IBI Group / Standard CA Rate Schedule
Role Hourly Rate
Principal In Charge $250.00
Project Manager $200.00
Senior Architect $200.00
Architect $150.00
Junior Designer $125.00
Urban Designer $135.00
Principal Landscape Architect $200.00
Landscape Architect, Irrigation Designer $150.00
Senior Civil Engineer $180.00
Senior Traffic Engineer $175.00
Civil Engineer $155.00
Traffic Engineer $150.00
Transportation Planner $125.00
Junior Planner $105.00
Junior Civil/Traffic Engineer $125.00
CADD Support $110.00
Graphic Designer $100.00
Administration $90.00
Project Management Peer Review /
Senior Advice Transportation Open Space Development Climate TOD Area Public Outreach Principal-in-
Charge
PM & Catalyst
Projects
Assistant PM &
Local Liaison
Peer Review &
Senior Advice
Transportation
Planning
Public Transit,
Parking &
Loading
Active
Transportation
Landscape &
Placemaking
Streetscape &
Urban Design
Street
Engineering &
Design
Urban Form
Housing,
Policy &
Implementation
Climate
Resiliency
Strategies
Flood &
Stormwater
Priorirty Area
Definition
Visioning,
Charrettes &
Online Eng.
Local & Youth
Engagement
Bill Delo Roberto
Jenkins
Jennifer
Moore
Gary
Andrishak
Cristina
Martinez
Jason
Rosenblum
Roberto
Ascencio
David
Nicholas
Alejandra
Orellana
Lydia
LaPointe Rodrigo Pinto Aaron Welch Nathalie
Waelbroeck David Sol Jason King Oliver
Hartleben
Yeymi Rivas
Reyes
Totals IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI AWS IB IBI IBI IBI Blue Point Tasks/Activities Direct Labor
Cost Subtotal Hours $93.57 $43.57 $47 .50 $102.78 $40.71 $35.71 $21.43 $75.00 $35.71 $60.36 $32.14 $75.33 $40.00 $49.29 $100.71 $66.07 $36.00 0 Administrative Requirements
0.1 Progress Meetings $6,998 136 12 60 60 4
0.2 Invoicing $760 16 16
1 Existing Conditions Analysis
1.1 T+O+D Existing Conditions Analysis $5,000 130 2 12 4 20 24 16 8 20 24
1.2 Housing + Climate + Policy Analysis $5,786 94 2 4 8 48 16 16
1.3 Single Analysis Interactive Map $5,008 52 4 48
2 Public Outreach
2.1 Community Engagement Plan $1,969 48 8 40
2.2 Community Engagement Pop-Ups $4,749 132 12 120
2.3 Stakeholder Meetings $1,703 36 8 8 20
2.4 Online Engagement $3,171 48 48
2.5 Community Charrette $7 ,907 164 8 24 8 8 8 8 8 12 8 32 40
2.6 Lessons Learned Memo $2,893 58 8 12 8 30
2.7 Master Plan Open House $3,363 80 8 16 8 8 40
3 TOD Vision
3.1 Priority Area Definition $6,807 70 2 4 64
3.2 Streetscape Design T oolkit $7 ,498 166 2 8 32 4 8 8 8 8 40 24 24 4 Recommendations & Prioritization
4.1 T+O+D Recommendations $7 ,652 178 2 24 8 4 20 24 12 20 40 24
4.2 Housing + Climate + Policy Recommendations $9,326 148 4 8 88 24 24
4.3 Prioritization Matrix $2,864 54 2 4 40 8
4.4 Implementation Plan $6,578 106 2 4 40 4 4 4 4 44
5 Draft & Final Master Plan
5.1 Master Plan Document Draft $6,865 132 12 48 12 12 12 24 12
5.2 Final Master Plan $2,979 56 4 6 24 4 4 4 6 4
Subtotal Hours 1904 30 162 344 16 76 56 44 64 128 24 100 250 64 40 112 104 290 Subtotal Direct Labor Costs (without Escalation) $99,875 $2,807 $7 ,058 $16,340 $1,644 $3,094 $2,000 $943 $4,800 $4,571 $1,449 $3,214 $18,833 $2,560 $1,972 $11,280 $6,871 $10,440 Escalation (see forms 10H-1) $1,573
Subtotal Direct Labor Costs (with Escalation) $101,448
Indirect Costs (Fringe & Overhead, see forms 10H-1) $137 ,872 Fixed Fee (see forms 10H-1) $23,932
Other Direct Costs (Travel, Mileage, Printing, Courier) $15,000 Total Cost $278,251
We understand that the City has allocated matching funds to the grant received from Caltrans, which is the reason why our cost proposal is larger than the grant. This allowed us to include the value-add elements described in section
6. If the funds available to the City are limited to the grant amount, we are happy to discuss a right-sizing of the scope to match the available funding.
Local Bay Area Staff
Spanish Speaking
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | E IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ________ $ _____________ $ _____________
________ $ _____________ $ _____________
________ $ _____________ $ _____________
Principal-in-Charge
Project Manager*
Deputy PM/Local Liaison*
Peer Review/Senior Advice____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
$ $
$ $
$ $
$ $
$ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
William Delo___________________________
IBI Group, A California Partnership
0956 5/5/2022
30 162
16 See other pages
for other classifications****
44.09 93.53
0 16,340.00344
93.57 43.57
47.50 102.78
0.00 Travel Expenses (airfare + hotel)
Mileage
15,000.00
50,000.06
10 Roberto Jenkins*
______________
Jennifer Moore*Jennifer ore*
Gary Andrishak
2,807.10
7,058.24
1,644.48
70,602.48
1,111.99
71,714.47
31,618.91
67,074.54
98,693.45
17,040.79
Blue Point Planning
Aaron Welch Planning
IBI Group, A California Partnership
0956 5/5/2022
30 162
16 See other pages
for other classifications****
44.09 93.53
0 16,340.00344
93.57 43.57
47.50 102.78
0.00 Travel Expenses (airfare + hotel)
Mileage
15,000.00
50,000.06
10 Roberto Jenkins*
______________
Jennifer Moore*Jennifer ore*
Gary Andrishak
2,807.10
7,058.24
1,644.48
70,602.48
1,111.99
71,714.47
31,618.91
67,074.54
98,693.45
17,040.79
Blue Point Planning
Aaron Welch Planning
Jennifer Moore*
75,802.76
278,251.47
Printing (allowance) 1,200.00
Courier (allowance) 700.00
0.56mile2,500
13 900trips 11,700.00
1,400.00
25,802.70
90,802.76
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | F IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
IBI Group, A California Partnership
0956 5/5/2022
Roberto Ascencio
76 56
44 40.71
35.71 21.43
continued next page
Cristina Martinez*
Jason Rosenblum*
3,093.96
1,999.76
942.92
Transportation Planning*
Public Transit,
Parking & Loading*
Active Transportation
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | G IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total __ $ _____________ $ _____________
________ $ _____________ $ _____________
________ $ _____________ $ _____________
____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
IBI Group, A California Partnership
0956 5/5/2022
64 128
24 100
75.00 35.71
60.36 32.14
4,800.00
3,214.00
continued next page
David Nicholas*
Alejandra Orellana
Lydia La Point*
Rodrigo Pinto*
4,570.88
1,448.64
Landscape & Placemaking*
Streetscape & Urban Design
Street Engineering & Design
Urban Form
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | H IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ________ $ _____________ $ _____________
________ $ _____________ $ _____________
________ $ _____________ $ _____________
________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
IBI Group, A California Partnership
0956 5/5/2022
Nathalie Waelbroeck
David Sol
64 40
112
104
40.00 49.29
100.71
66.07 2,560.00
end
Jason King*
Oliver Hartleben*_____________
1,971.60
11,279.52
6,871.28
Climate Resiliency Strategies
Flood & Stormwater
Priority Area Definition*
Visioning, Charrettes &
Online Engagement*
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | I IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct Labor
Subtotal per Cost
Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
5 Year
Contract
Duration
$250,000.00 5000 = $50.00 Year 1 Avg
Hourly Rate
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $50.00 + 2% = $51.00 Year 2 Avg Hourly Rate
Year 2 $51.00 + 2% = $52.02 Year 3 Avg Hourly Rate
Year 3 $52.02 + 2% = $53.06 Year 4 Avg Hourly Rate
Year 4 $53.06 + 2% = $54.12 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20.0% * 5000 = 1000 Estimated Hours Year 1
Year 2 40.0% * 5000 = 2000 Estimated Hours Year 2
Year 3 15.0% * 5000 = 750 Estimated Hours Year 3
Year 4 15.0% * 5000 = 750 Estimated Hours Year 4
Year 5 10.0% * 5000 = 500 Estimated Hours Year 5
Total 100% Total = 5000
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $50.00 * 1000 = $50,000.00 Estimated Hours Year 1 Year 2 $51.00 * 2000 = $102,000.00 Estimated Hours Year 2 Year 3 $52.02 * 750 = $39,015.00 Estimated Hours Year 3 Year 4 $53.06 * 750 = $39,795.30 Estimated Hours Year 4 Year 5 $54.12 * 500 = $27,060.80 Estimated Hours Year 5 Total Direct Labor Cost with Escalation = $257,871.10
Direct Labor Subtotal before Escalation = $250,000.00
Estimated total of Direct Labor Salary
Increase
=
$7,871.10
Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | J IBI GROUP PROPOSAL | MAY 5, 2022
Anticipated Salary Increases Calculation (IBI Group)
(a) Direct labor subtotal 70,602.48$
(b) Total direct labor hours 1364
(c) Average hourly rate for Year 1 (2022) (a) / (b) 51.76$ (d) Proposed escalation 2.50%
(e) Hourly rate for Year 2 (2023) (c) +[(c) x (d)] 53.06$ (f) Estimated % completed Year 1 (2022) 37%
(g) Estimated % completed Year 2 (2023) 63%
(h) Total hours for Year 1 (2022) (b) x (f) 505
(i) Total hours for Year 2 (2023) (b) x (g) 859
(j) Total costs for Year 1 (2022) (c) x (h) 26,122.92$
(k) Total costs for Year 2 (2023) with escalation (e) x (i) 45,591.55$ (l) Total direct labor cost with escalation (j) + (k) 71,714.47$ (m) Direct labor subtotal before escalation (a) 70,602.48$ (n) Estimated total of direct labor salary increase (l) - (m) 1,111.99$
4. Total costs including escalation
1. Average hourly rate
2. Hourly rates for all years
3. Estimated hours per year
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | K IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted A ccounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
*An individual executive or financial officer of the consultant’sor subconsultant’sorganization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
List services the consultant is providing under the proposed contract:
William Delo, AICP Director
[email protected] (949) 833-5588
Architectural and Engineering Services
05/05/2022
18401 Von Karman Avenue, Suite 300, Irvine, CA 92612
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | L IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
$ $
$ $
$ $
$ $
$ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
Aaron Welch Planning
0956
X
05/05/2022
Housing, Policy &
Implementation
Planning*
Aaron Welch 250 75.33 18,832.50
18,832.50
296.61
19,129.11
49.12 88.50
0 9,396.22
16,929.27
0.00 26,325.49
10 4,545.46
N/A
0.00 N/A
0.00 0.00
50,000.06
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | M IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct Labor
Subtotal per Cost
Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
5 Year
Contract
Duration
$250,000.00 5000 = $50.00 Year 1 Avg
Hourly Rate
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $50.00 + 2% = $51.00 Year 2 Avg Hourly Rate
Year 2 $51.00 + 2% = $52.02 Year 3 Avg Hourly Rate
Year 3 $52.02 + 2% = $53.06 Year 4 Avg Hourly Rate
Year 4 $53.06 + 2% = $54.12 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20.0% * 5000 = 1000 Estimated Hours Year 1
Year 2 40.0% * 5000 = 2000 Estimated Hours Year 2
Year 3 15.0% * 5000 = 750 Estimated Hours Year 3
Year 4 15.0% * 5000 = 750 Estimated Hours Year 4
Year 5 10.0% * 5000 = 500 Estimated Hours Year 5
Total 100% Total = 5000
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $50.00 * 1000 = $50,000.00 Estimated Hours Year 1 Year 2 $51.00 * 2000 = $102,000.00 Estimated Hours Year 2 Year 3 $52.02 * 750 = $39,015.00 Estimated Hours Year 3 Year 4 $53.06 * 750 = $39,795.30 Estimated Hours Year 4 Year 5 $54.12 * 500 = $27,060.80 Estimated Hours Year 5 Total Direct Labor Cost with Escalation = $257,871.10
Direct Labor Subtotal before Escalation = $250,000.00
Estimated total of Direct Labor Salary
Increase
=
$7,871.10
Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | N IBI GROUP PROPOSAL | MAY 5, 2022
Anticipated Salary Increases Calculation (AWP)
(a) Direct labor subtotal 18,832.50$
(b) Total direct labor hours 250
(c) Average hourly rate for Year 1 (2022) (a) / (b) 75.33$ (d) Proposed escalation 2.50%
(e) Hourly rate for Year 2 (2023) (c) +[(c) x (d)] 77.21$ (f) Estimated % completed Year 1 (2022) 37%
(g) Estimated % completed Year 2 (2023) 63%
(h) Total hours for Year 1 (2022) (b) x (f) 93
(i) Total hours for Year 2 (2023) (b) x (g) 158
(j) Total costs for Year 1 (2022) (c) x (h) 6,968.03$
(k) Total costs for Year 2 (2023) with escalation (e) x (i) 12,161.09$ (l) Total direct labor cost with escalation (j) + (k) 19,129.11$ (m) Direct labor subtotal before escalation (a) 18,832.50$ (n) Estimated total of direct labor salary increase (l) - (m) 296.61$
1. Average hourly rate
2. Hourly rates for all years
3. Estimated hours per year
4. Total costs including escalation
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | O IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted A ccounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
*An individual executive or financial officer of the consultant’sor subconsultant’sorganization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
List services the consultant is providing under the proposed contract:
Aaron Welch Principal/Owner
05/05/2022
(510) 495 [email protected]
Policy, Housing, and Urban Planning
1226 Rose Street, Berkeley, CA 94702
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | P IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total Local/Youth
Engagement
____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany. x
BluePoint Planning
0956 5/5/2022
Yeymi Rivas-Reyes $36.00
36.2 85.0
290 10,440.00
10,440.00
164.43
10,604.43
3,838.80
9,013.77
12,852.57
10 2,345.70
0.00 0.00
0.00 25,802.70
0.00 Cost Proposal
Subconsultant: BluePoint Planning*08
(*Local/Youth Engagement)
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | Q IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct Labor
Subtotal per Cost
Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
5 Year
Contract
Duration
$250,000.00 5000 = $50.00 Year 1 Avg
Hourly Rate
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $50.00 + 2% = $51.00 Year 2 Avg Hourly Rate
Year 2 $51.00 + 2% = $52.02 Year 3 Avg Hourly Rate
Year 3 $52.02 + 2% = $53.06 Year 4 Avg Hourly Rate
Year 4 $53.06 + 2% = $54.12 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20.0% * 5000 = 1000 Estimated Hours Year 1
Year 2 40.0% * 5000 = 2000 Estimated Hours Year 2
Year 3 15.0% * 5000 = 750 Estimated Hours Year 3
Year 4 15.0% * 5000 = 750 Estimated Hours Year 4
Year 5 10.0% * 5000 = 500 Estimated Hours Year 5
Total 100% Total = 5000
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $50.00 * 1000 = $50,000.00 Estimated Hours Year 1 Year 2 $51.00 * 2000 = $102,000.00 Estimated Hours Year 2 Year 3 $52.02 * 750 = $39,015.00 Estimated Hours Year 3 Year 4 $53.06 * 750 = $39,795.30 Estimated Hours Year 4 Year 5 $54.12 * 500 = $27,060.80 Estimated Hours Year 5 Total Direct Labor Cost with Escalation = $257,871.10
Direct Labor Subtotal before Escalation = $250,000.00
Estimated total of Direct Labor Salary
Increase
=
$7,871.10
Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Cost Proposal
Subconsultant: BluePoint Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | R IBI GROUP PROPOSAL | MAY 5, 2022
Anticipated Salary Increases Calculation (BPP)
(a) Direct labor subtotal 10,440.00$
(b) Total direct labor hours 290
(c) Average hourly rate for Year 1 (2022) (a) / (b) 36.00$ (d) Proposed escalation 2.50%
(e) Hourly rate for Year 2 (2023) (c) +[(c) x (d)] 36.90$ (f) Estimated % completed Year 1 (2022) 37%
(g) Estimated % completed Year 2 (2023) 63%
(h) Total hours for Year 1 (2022) (b) x (f) 107
(i) Total hours for Year 2 (2023) (b) x (g) 183
(j) Total costs for Year 1 (2022) (c) x (h) 3,862.80$
(k) Total costs for Year 2 (2023) with escalation (e) x (i) 6,741.63$ (l) Total direct labor cost with escalation (j) + (k) 10,604.43$ (m) Direct labor subtotal before escalation (a) 10,440.00$ (n) Estimated total of direct labor salary increase (l) - (m) 164.43$
3. Estimated hours per year
4. Total costs including escalation
1. Average hourly rate
2. Hourly rates for all years
Cost Proposal
Subconsultant: BluePoint Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | S IBI GROUP PROPOSAL | MAY 5, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted A ccounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
*An individual executive or financial officer of the consultant’sor subconsultant’sorganization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
List services the consultant is providing under the proposed contract:
Mindy Craig Principal
5.3.2022
[email protected] 510.338.0373
2748 Adeline Street, Suite 3, Berkeley, CA 94703
Community Engagement and Outreach
Cost Proposal
Subconsultant: BluePoint Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 15 IBI GROUP PROPOSAL | MAY 5, 2022
Method of Payment09
IBI Group confirms that this consultancy’s contract will be an Actual Cost-Plus-Fixed-Fee agreement, with a not-to- exceed amount. We will invoice the City monthly by the 10th of each month, by subtask level, including a narrative, also by subtask level, of the work performed.
At IBI, we craft exercises and games, like the TOD Board Game, to foster focused and informed conversations and capture key insights from participants. At the end of the session, each participant should leave the activity with a sense of accomplishment and satisfaction to have contributed to the solution.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 16 IBI GROUP PROPOSAL | MAY 5, 2022
VTA Transit-Oriented Development On-Call
Santa Clara Valley, CA
IBI Group has been providing a wide range of TOD-linked services to the Santa Clara Valley Transport Authority, for a total amount of $993,000 to date. These services, varied in scope, have included first/last mile station access studies, station area urban design, online and pop-up engagement, sustainability assessment, TOD guidelines development, private-sector TOD proposal review, and conceptual building and architecture design work, among others. Some key examples of our work are:
1. BERRYESSA T
OD. IBI is advising VTA on pre-RFP studies for the
VTA-owned district inside the ‘Berryessa BART Urban Village’ . We assisted VTA in proving to the City of San Jose the viability of mixed- use programming for all development parcels inside the VTA district.
Current efforts are focused on online community outreach and pre-RFP masterplanning studies.
2. DOWNT
OWN SAN JOSE SUSTAINABLE TOD. IBI provided sustainability consulting services for the DTSJ / VTA Block Station looking at strategies to integrate sustainable practices and re-imagine how urban development can complement the environment. We also advised VTA on best practices for future-proof potential for development over the underground stations.
3. BLOSSOM HILL & T
AMIEN TOD. IBI is leading the development of TOD
station access plans for T amien and Blossom Hill stations, developing access, parking, and first/last mile solutions in consultation with the surrounding community and station users through tablet-based
pop-up engagement.
4. CURTNER S
TATION TOD. IBI is part of the RFP-awarded development
team for VTA’s Curtner Station, where we are proposing to turn a suburban LRT , bus, and park-and-ride station into a mixed-use destination that combines healthcare-oriented commercial space with seniors’ living, affordable housing, neighborhood retail, and a
community day
care.
5. WINCHESTER T
OD. IBI provided community engagement services for
this bus exchange located in the City of Campbell CA, consisting of the design of a fully bilingual presentation, co-presentation in a webinar- style format, and deployment of two online exercises (community priorities and challenges & opportunities mapping) using a digital
canvas application.
6. ONLINE TOD MANUAL.
IBI is providing graphic diagram design, online
design, and writing services for the conversion and update of the ‘Community Design and Transportation Manual’ to a fully accessible online resource, designed with two distinct user segments in mind.
Reference contact
Jessie O’Malley Solis
TOD Program Manager
Santa Clara Valley Transportation
Authority
408-321-5950
Jessie.O’[email protected]
Type of project
Urban Design, Landscape Architecture,
Architecture, Multimodal Transportation
Planning, Public Engagement,
Sustainability
Client type
Public Sector, Transit Authority and
Municipal
Size and scale of geographic area
Varied – from station-area specific to city-
and county-wide.
Current status
Varied – from initial studies to completed
Key lesson(s) learned, as relevant to
the Project
This ongoing project sho ws IBI’s
understanding of different scales of
TOD in the Bay Area, the multifaceted
expertise areas required for TOD
planning, and our capacity to bring the
right people from our broader staff pool
to respond to specific client needs.
References10
August 12, 2021 VTA Berryessa 11
Preliminary Site PlanPreliminary Site Plan
Mabury RdMabury Rd
Sierra RdSierra Rd
Lenfest RdLenfest Rd
Lundy AveLundy Ave
King RdKing Rd
Salamoni CtSalamoni Ct
Berryessa RdBerryessa Rd
1 2
Commercial / Office
Residential
Parking
Flea Market Site Programs:
VTA Berryessa Site Programs:
Berryessa Station WayBerryessa Station Way
3.06 acres3.06 acres
3.17 acres3.17 acres
Main Entries to Buildings
Potential Station Outdoor Space
Parking/Service Access
EV Access Only
Pedestrian Easement
Draft
VTA Blossom Hill & Tamien TOD
Station Access Studies
SAN JOSE, CA
IBI Group is leading the development of TOD station access plans for the Santa Clara Valley Transportation Authority (VTA) at the Tamien and Blossom Hill Light Rail stations. Both plans are examining the current volume of station access, mode of access, and parking demand during different times of day.
Each station has been selected as a joint development site and the new mixed-use developments planned for each site will result in reductions on on-site park-and-ride parking supply, while also changing access routes for active transportation modes. IBI Group is developing access, parking, and first/ last mile solutions for both stations in consultation with the surrounding community, existing station users, and the City of San Jose.
Falcon Pl
Almaden Expy
Little Orchard St
Little Orchard St
San Jose Ave
Goodyear St
S Almaden Ave
Vine St
Harliss Ave
Three Creeks Tri
Willow St
Almaden Rd
W Alma Ave
Lick Ave
W Alma Ave
Minnesota Ave
Lelong St
Bird Ave
Delmas Ave
+ Project Information
Client
Santa Clara Valley Transportation
Authority
Client Contact Information
Aiko K. Cuenco
Transportation Planner
3331 North First Street, Building B
San Jose, CA 95134-1927
(408) 321-5684
[email protected]
1 5
6 2 3 4
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 17 IBI GROUP PROPOSAL | MAY 5, 2022
Coast Highway Corridor Study CEQA Analysis/
Implementation Program
Oceanside, CA
This study effort was a continuation of the IBI-led Coast Highway Vision and Strategic Plan – the blueprint for the revitalization and enhancement of the Coast Highway Corridor in Oceanside, CA. This project in particular analyzed traffic operations and streetscape design in conjunction with a review of existing and planned land uses throughout the corridor, with a substantial public engagement component.
The analysis identified the means by which all or portions of Coast Highway can be transformed from a four-lane secondary collector to a two-lane secondary collector while maintaining both the functionality and livability of the corridor. The project was guided by Smart Growth concepts to find the appropriate balance between Coast Highway’s traditional function as a conduit for both local and regional auto traffic and a more complete configuration that provides safety and comfort for all modes of mobility and synergistic mix of land uses.
Reference contact
Russ Cunningham, AICP
Principal Planner, Development Services
Department
Planning Division
City of Oceanside
760-435-3525
Type of project
Multimodal Transportation Planning,
Streetscape Design, Land Use Planning,
Public Engagement, Sustainability
Client type
Public Sector, Municipal
Size and scale of geographic area
3.5-mile Corridor, City of 175,000 people
Current status
Completed planning effort
Key lesson(s) learned, as relevant to
the Project
The study show cases IBI’s capacity
to creatively integrate transportation,
streetscape design, and land use
expertise areas to responds to
conflicting requirements that a
traditional siloed approach would have
failed to integrate. The project also
shows how extensive outreach and
engagement and flexibility in project
design alternatives led to community
support and City Council approval.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 18 IBI GROUP PROPOSAL | MAY 5, 2022
Bay Fair TOD Specific Plan and Zoning Update
San Leandro, CA
Aaron Welch Planning (AWP) completed a rezoning and development implementation process to align with the adopted Bay Fair TOD Specific Plan, which he had also directed. The final zoning amendment was adopted in Fall 2021, including the required CEQA analysis.
The design-focused station area plan set a vision for transforming the area around the Bay Fair BART Station – currently dominated by large surface parking lots and a partially vacant regional mall – into a transit- oriented, walkable urban village and public space, which included economic analysis, affordable housing, and anti-displacement policy. The project was completed in collaboration with BART , MTC, Alameda County, landowner Madison Marquette, a multi-agency technical advisory committee, and a 17 -person community advisory group. An important part of the Bay Fair rezoning effort is to ensure compliance with Assembly Bill 2923, which establishes minimum TOD development standards for BART property near transit stations. As part of the process, Aaron also worked to align Bay Fair zoning standards with the City’s process of creating citywide objective design standards for multi-family development.
BAY FAIR TOD SPECIFIC PLAN
34 Figure 2.2: Stronger New Connections to BART
BAY FAIR TOD SPECIFIC PLAN
38 Figure 2.5: Special Public Places Concept
Reference contact
T om Liao
Community Development Director
City of San Leandro
[email protected]
510-577 -6003
Type of project
Visioning, Land Use Planning, Multimodal
Transportation Planning, Streetscape &
Parking Design, Housing, Infrastructure
& Services, Public Engagement,
Implementation & Funding
Client type
Public Sector, Municipal
Size and scale of geographic area
154 acres
Current status
Completed planning effort
Key lesson(s) learned, as relevant to
the Project
The specific plan shows ho w TOD
principles for a smaller-scale city and
site can be holistically integrated,
including realistic recommendations
on street design, building design,
development standards/zoning
amendments, housing affordability, and
high-level infrastructure and service
upgrades. Importantly, the project also
defined a realistic implementation
roadmap, parties involved, and funding
and financing sources and mechanisms
that showcase AWP’s deep knowledge
of the local and regional context.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 19 IBI GROUP PROPOSAL | MAY 5, 2022
Consultant Contract
Statement
Special Requirements
11 12
IBI Group acknowledges and accepts all terms contained in the City’s Consultant Agreement sample, included in Attachment 1 of the project’s RFP document.
IBI Group affirms that it has experience in completing similar TOD planning projects, as well as experience with state/federal grant-funded projects. We fully understand that all work shall be completed in accordance with the applicable laws of the State of California, Caltrans, and Federal Highway Administration, as administered by Caltrans Division of Transportation Planning, and that all aspects of the project must comply with the appropriate Caltrans requirements.
IBI Group expresses that it has no special requirements for the conduction of this consultancy, beyond the changes to the Schedule of Work expressed in Sections 6 and 7 of this proposal.
www.ibigroup.com
Transit Oriented Development (TOD)
describes communities where residents
can live, work, play, shop and learn in a
pedestrian and bike-friendly environment,
and where the private automobile is an
option, not a necessity.”
— Gary Andrishak, IBI Group
Exhibit C
Updated Scope of Services and Budget from IBI Group, a California Partnership
Sustainable
Transit Oriented
Development
Ma
ster Plan
Date
June 14, 2022
Submitted by
IBI Group
Submitted to
City of San Pablo
IBI Group a California Partnership
PROPOSAL | PROFESSIONAL DESIGN SERVICES
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 2 IBI GROUP PROPOSAL | JUNE 14, 2022
Scope of Work
We have organized our work along three stages –
Explore, Envision, and Plan – and across four bands
of activities – Project Management, TOD Planning,
Specialty Overlays, and Engagement – that relate to
each other as explained visually in the Work Schedule.
We also have made the following modifications to
the scope of work to meet, and in some instances
exceed, the required deliverable schedule and
project objec
tives:
• We organiz
ed task 1, task 4 and task 5 along sub-
tasks corresponding to the core T+O+D components
and to the specialty overlays (climate, housing, and
policy/partnerships).
•
We added a single analysis map to ensure a la
yered,
comprehensive analysis and proposal.
• We mo
ved the Charrette further back in the process,
as stakeholder meetings, pop-ups, and online
engagement will happen before this community
workshop.
• We
e
xpanded from specific stree
tscape design (task
3.2) to a streetscape design toolkit so the deliv
erable
is more fle
xible and readily adap
table f
or any
implementation location.
• We reduced the length of the projec
t from 21 to 19
months to increase efficiencies, ensure Council
approv
al prior to end of 2023, and ha
ve the final
public engagement ev
ent before the summer
of 2023.
indicates additional/value-add activity
Note: Administrative requirements such as site visits,
kick-off meeting, bi-weekly meetings, agendas,
minutes, and invoicing are distributed amongst the
relevant tasks.
Task 1 Existing Conditions Analysis
TASK 1.1: T+O+D EXISTING CONDITIONS ANAL YSIS:
Desktop review of relevant transportation, public
realm design, and land use / zoning policy documents,
reports,
and data. Summar
y of findings, with an
emphasis on the items relev
ant to the TOD Plan.
Incorporation of T+O+D data into the single analysis
map of task 1.3.
TASK 1.2: CLIMATE + HOUSING + POLICY ANAL YSIS:
Parallel analysis of relevant policy documents, reports, and data for the three specialty overlays. Focus on
items that may impact the T+O+D layers or present
an opportunity for future planning/implementation.
Summary
of findings and incorpor
ation of spatial data
into the single analysis map.
Task 2 Public Outreach
TASK 2.1: COMMUNITY ENGAGEMENT PLAN:
Identification of stak
eholders and community
organizations. Detailing of engagement approach,
channels, tac
tics, responsible parties, and timeline for
each of the project phases. Strategy to include youth,
reach under-served communities, and address systemic
barriers.
Produc
tion of final engagement plan after
discussion with City, including a summar
y matrix and
visual timeline.
TASK 2.2: COMMUNITY ENGAGEMENT POP-UPS:
Identification of 3 areas that community members
traditionally visit, e.g., Latino grocer
y stores. Production
of collateral for interactive engagement material, e.g., modular street section game. Conduction of three 4- to
6-hour bilingual pop-up activities in the ‘Explore’ phase, and other three in the ‘Envision’ phase. Verbal surveys to assess community sentiment regarding the pop-ups.
TASK 2.3: STAKEHOLDER MEETINGS: Setup of distinct
stakeholder meetings to inform the process. Timing
to be determined by the engagement plan; they may
happen in some or all of the three project phases,
regularly
scheduled or specifically timed. Prepar
ation
of agendas, presentations, and discussion guides;
conduction of mee
tings; production of summary memos
after each meeting.
TASK 2.4: ONLINE ENGAGEMENT: Setup of bilingual
interactive online survey. Review by City before the
survey goes live. Tracking of participation and collection of results.
TASK 2.5: COMMUNITY CHARRETTE: Pre-charrette
logistics and planning, based on input received from
first
round of pop-ups and stak
eholder mee
tings,
and task 1 analysis. Conduction of bilingual full-da
y
charrette during the Envision phase with 2 two-hour
public community workshops with tailored exercises,
focused on the themes of priorities and ideas for
streetscape design. Exit survey and summary of
input received.
T
ASK 2.6: LESSONS LEARNED MEMO: Production of
highly visual synthesis document summarizing online
and in-person participant stats, insights gained, and
what it means for the TOD plan. Incorporation of
insights into draft plan of task 5.1.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 3 IBI GROUP PROPOSAL | JUNE 14, 2022
Task 3 TOD Vision
TASK 3.1: PRIORITY AREA DEFINITION & SINGLE
ANAL YSIS MAP: Collection of City-owned and
open-source base data to build single analysis map.
Production of base map and incorporation of data from
tasks
1. 1 and 1.2. Initial identification of oppor
tunities
& synergies by looking at the o
verlapping map layers.
Discussion with City of criteria weights. Selection of
final
f
ocus priority area with the City
.
TASK 3.2: STREETSCAPE DESIGN TOOLKIT:
Analysis of priority area to determine char
acter areas
and typical street typologies. Interaction with task 4.1 to incorporate transportation, open space, and building design recommendations. Production of a modular
streetscape design toolkit, adaptable to be used in
different locations. Development of 2-4 before-after
renderings to be used for engagement in the
‘Envision’ phase.
Task 4 Recommendations & Prioritization
TASK 4.1: T+O+D RECOMMENDATIONS: Based on the
analysis received from the public, the stakeholders
and the analysis phase, compilation of an initial list
of recommendations by T , O, and D experts. Internal
workshop to identify cross-sector opportunities and
synergies. Incorporation of feedback from charrette to
produce
the final list of recommendations.
TASK
4.2: CLIMATE + HOUSING + POLICY
RECOMMENDATIONS: Mirroring task 4.1, production
of an initial list of transversal climate resiliency,
housing, and public policy recommendations. Focus
on
identification of oppor
tunities of collabor
ation,
partnership, and/or funding b
y other regional/state/
federal agencies. Inclusion of these initiatives, which may go beyond physical projects, into the combined
recommendation list.
TASK 4.3: PRIORITIZATION MATRIX: Preparation of an
initial prioritization matrix for City review. Linkage of some of the base matrix data with the single analysis
map. Discussion of ranking criteria and weights with the City, and selection of top initiatives to pursue, broadly based on impact, cost, and ease of implementation
categories.
TASK 4.4: IMPLEMENTATION PLAN: On the basis of the
prioritization matrix, development of an implementation plan and timeline, including prerequisite actions,
responsible party, and implementation risk mitigation
actions. Revisions by the City and other stakeholders,
and
produc
tion of the final implementation roadmap.
Task 5 Draft & Final Master Plan
TASK 5.1: MASTER PLAN DOCUMENT DRAFT: Rational
and logic organization of the information produced so
far into a draft document, summarizing the process, and listing key insights gained in the analysis, engagement, design, and recommendation stages. Initial review by
the City. Use of content of the draft plan for the open house and stakeholder meetings.
TASK 5.2: FINAL MASTER PLAN: Incorporation of the
final
f
eedback gained from the public and stak
eholders.
Lay
out and graphic enhancement of the web-accessible
document with images, diagrams, and dividers.
Incorporation of an executive summary. Final round
of reviews, and attendance/presentation at the City
Council meeting for Sustainable TOD Plan approval.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 4 IBI GROUP PROPOSAL | JUNE 1 4, 2022
Progress Meetings
Invoicing
4.2 4.3
2.3b 2.3c
2.2b
6.0 Specialty Overlay
Recommendations
TOD PLANNING
PROJECT
MANAGEMENT
SPECIALTY
OVERLAYS
PUBLIC
OUTREACH
3.2 Streetscape
Design Toolkit
3.1 Priority Area
Definition & Single
Analysis Map
5.1 4.4
Implementation
Plan
Master Plan
Document
Draft
Prioritization
Matrix
2.1 2.5 2.6
Community
Charrette
Lessons
Learned Memo
2.2a
Community
Engagement Pop-ups
2.3a
Stakeholder
Meetings
2.4c2.4a
Online
Engagement
2.4b
Online
Engagement
Online
Engagement
Council Review &
Approval
Housing & Affordability
Climate Resiliency
Policy/Partnerships
1.1 TOD Existing Conditions
Analysis
Transportation
Open Space
Development
D
O
T
4.1 TOD Recommendations
Transportation
Open Space
Development
D
O
T
1.2 Specialty Existing
Conditions Analysis
Housing & Affordability
Climate Resiliency
Policy/Partnerships
DOT
5.2 Final Master
Plan
DOT
EXPLORE ENVISION PLAN ACT
JUN NOV APR SEP FEBJUL DEC MAY OCT MARAUG JAN JUN NOVSEP FEB JUL DECOCT MAR AUG JAN Final Review
by City
2022 20232023 2024
Community
Engagement Plan
IMPLEMENTATION
Project
Schedule07
The Schedule of Work was changed to reduce the
overall project length from 21 to 19 months and some
tasks were rearranged or added, as per the notes
included in the ‘Scope of Work’ segment of section
6 on page 12. W
e affirm that w
e can mee
t all projec
t
deadlines, and acknowledge that the proposed
reduc
tion in project duration needs to be approved
by the City and Caltrans as part of the contracting
process should we be selected for this project.
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 5 IBI GROUP PROPOSAL | JUNE 1 4, 2022
Cost Proposal08
IBI Group / Standard CA Rate Schedule
Role Hourly Rate
Principal In Charge $250.00
Project Manager $200.00
Senior Architect $200.00
Architect $150.00
Junior Designer $125.00
Urban Designer $135.00
Principal Landscape Architect $200.00
Landscape Architect, Irrigation Designer $150.00
Senior Civil Engineer $180.00
Senior T
raffic Engineer $1
75.00 Civil Engineer $155.00
T raffic Engineer $150.00
T
ransportation Planner $125.00
Junior Planner $105.00
Junior Civil/T
raffic Engineer $125.00
CADD Suppor
t $110.00
Graphic Designer $100.00
Administration $90.00
Project Management Peer Review /
Senior Advice Transportation Open Space Development Climate Public Outreach Principal-in-
Charge
PM & Catalyst
Projects
Assistant PM &
Local Liaison
Peer Review &
Senior Advice
Transportation
Planning
Public Transit,
Parking &
Loading
Active
Transportation
Landscape &
Placemaking
Streetscape &
Urban Design
Street
Engineering &
Design
Urban Form
Housing,
Policy &
Implementation
Climate
Resiliency
Strategies
Flood &
Stormwater
Visioning,
Charrettes &
Online Eng.
Local & Youth
Engagement
Bill Delo Roberto
Jenkins
Jennifer
Moore
Gary
Andrishak
Cristina
Martinez
Jason
Rosenblum
Roberto
Ascencio
David
Nicholas
Alejandra
Orellana
Lydia
LaPointe Rodrigo Pinto Aaron Welch Nathalie
Waelbroeck David Sol Oliver
Hartleben
Yeymi Rivas
Reyes
Totals IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI AWS IBI IBI IBI Blue Point Tasks/Activities Direct Labor
Cost Subtotal Hours $93.57 $43.57 $47 .50 $102.78 $40.71 $35.71 $21.43 $75.00 $35.71 $60.36 $32.14 $75.33 $40.00 $49.29 $66.07 $36.00 1 Existing Conditions Analysis
1.1 T+O+D Existing Conditions Analysis $5,736 146 2 18 14 20 24 16 8 20 24
1.2 Housing + Climate + Policy Analysis $6,332 106 2 10 14 48 16 16 2 Public Outreach
2.1 Community Engagement Plan $2,528 58 2 2 6 8 40
2.2 Community Engagement Pop-Ups $5,118 138 2 2 2 12 120
2.3 Stakeholder Meetings $2,792 62 2 2 10 8 40
2.4 Online Engagement $2,825 44 2 2 40
2.5 Community Charrette $10,856 228 2 12 26 12 12 12 12 12 12 12 44 60
2.6 Lessons Learned Memo $3,262 64 2 2 10 12 8 30
3 TOD Vision
3.1 Priority Area Definition & Single Analysis Map $9,
165 206 2 44 44 4 12 12 64 24
3.2 Streetscape Design T oolkit $8,044 178 2 14 38 4 8 8 8 8 40 24 24 4 Recommendations & Prioritization
4.1 T+O+D Recommendations $7 ,842 182 2 24 12 4 20 24 12 20 40 24
4.2 Housing + Climate + Policy Recommendations $9,691 156 8 12 88 24 24
4.3 Prioritization Matrix $3,228 62 2 8 44 8
4.4 Implementation Plan $6,943 114 2 8 44 4 4 4 4 44
5 Draft & Final Master Plan
5.1 Master Plan Document Draft $7 ,804 148 2 18 54 2 12 12 12 24 12
5.2 Final Master Plan $3,731 70 4 12 30 2 4 4 4 6 4
Subtotal Hours 1,962 30 186 362 20 92 56 48 68 136 24 168 250 68 40 124 290 Subtotal Direct Labor Costs (without Escalation) $95,897 $2,807 $8,104 $17 ,195 $2,056 $3,745 $2,000 $1,029 $5,100 $4,857 $1,449 $5,400 $18,833 $2,720 $1,972 $8,193 $10,440 Escalation (see forms 10H-1) $1,510
Subtotal Direct Labor Costs (with Escalation) $97 ,407
Indirect Costs (Fringe & Overhead, see forms 10H-1) $132,311 Fixed Fee (see forms 10H-1) $22,972
Other Direct Costs (Travel, Mileage, Printing, Courier) $12,747 Total Cost $265,436
This cost proposal represents a right-sizing of the scope compared to our submitted proposal, following contract
negotiations.
Local Bay Area Staff
Spanish Speaking
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 6 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ________ $ _____________ $ _____________
________ $ _____________
________ $ _____________ $ _____________
Principal-in-Charge
Project Manager*
Deputy PM/Local Liaison*
Peer Review/Senior Advice____________________________ ________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
$ $
$ $
$ $
$ $
$ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
William Delo___________________________
IBI Group, A California Partnership
0956
30 186
20 See other pages
for other classifications****
44.09 93.53
0 17,195.00362
93.57 43.57
47.50 102.78
0.00 Travel Expenses (airfare + hotel)
Mileage
12,746.50
50,000.06
10 Roberto Jenkins*
______________
Jennifer Moore*Jennifer ore*
Gary Andrishak
2,807.10
8,104.02
66,624.44
1,049.33
67,673.77
29,837.37
63,295.28
93,132.65
16,080.64
Blue Point Planning
Aaron Welch Planning
IBI Group, A California Partnership
0956
30 186
20 See other pages
for other classifications****
44.09 93.53
0 17,195.00362
93.57 43.57
47.50 102.78
0.00 Travel Expenses (airfare + hotel)
Mileage
12,746.50
50,000.06
10 Roberto Jenkins*
______________
Jennifer Moore*Jennifer ore*
Gary Andrishak
2,807.10
8,104.02
66,624.44
1,049.33
67,673.77
29,837.37
63,295.28
93,132.65
16,080.64
Blue Point Planning
Aaron Welch Planning
Jennifer Moore*
75,802.76
265,436.32
Printing (allowance) 1,200.00
Courier (allowance) 700.00
0.585mile2,500
12 782trips 9,384.00
1,462.50
25,802.70
88,549.26
6/14/2022
$ _____________ 2,055.60
$ _____________
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 7 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________
____________________________ ________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
IBI Group, A California Partnership
0956 6/14/2022
Roberto Ascencio
92 56
48 40.71
35.71 21.43
continued next page
Cristina Martinez*
Jason Rosenblum*
3,745.32
1,999.76
Transportation Planning*
Public Transit,
Parking & Loading*
Active Transportation
$ _____________
$ _____________ 1,028.64
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 8 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total __ $ _____________
________ $ _____________
________ $ _____________
____________________________ ________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
IBI Group, A California Partnership
0956 6/14/2022
68 136
24 168
75.00 35.71
60.36 32.14
continued next page
David Nicholas*
Alejandra Orellana
Lydia La Point*
Rodrigo Pinto*
Landscape & Placemaking*
Streetscape & Urban Design
Street Engineering & Design
Urban Form
$ _____________
$ _____________
5,100.00
4,856.56
$ _____________ 5,399.52
$ _____________ 1,448.64
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 9 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ________ $ _____________ $ _____________
________ $ _____________ $ _____________
________ $ _____________
________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
IBI Group, A California Partnership
0956 6/14/2022
David Sol
68 40
124
40.00 49.29
66.07 2,720.00
end
1,971.60
Climate Resiliency Strategies
Flood & Stormwater
Visioning, Charrettes &
Online Engagement* $ _____________ 8,192.68
$ _____________
Nathalie Waelbroeck
Oliver Hartleben
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 10 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct Labor
Subtotal per Cost
Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
5 Year
Contract
Duration
$250,000.00 5000 = $50.00 Year 1 Avg
Hourly Rate
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $50.00 + 2% = $51.00 Year 2 Avg Hourly Rate
Year 2 $51.00 + 2% = $52.02 Year 3 Avg Hourly Rate
Year 3 $52.02 + 2% = $53.06 Year 4 Avg Hourly Rate
Year 4 $53.06 + 2% = $54.12 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20.0% * 5000 = 1000 Estimated Hours Year 1
Year 2 40.0% * 5000 = 2000 Estimated Hours Year 2
Year 3 15.0% * 5000 = 750 Estimated Hours Year 3
Year 4 15.0% * 5000 = 750 Estimated Hours Year 4
Year 5 10.0% * 5000 = 500 Estimated Hours Year 5
Total 100% Total = 5000
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $50.00 * 1000 = $50,000.00 Estimated Hours Year 1 Year 2 $51.00 * 2000 = $102,000.00 Estimated Hours Year 2 Year 3 $52.02 * 750 = $39,015.00 Estimated Hours Year 3 Year 4 $53.06 * 750 = $39,795.30 Estimated Hours Year 4 Year 5 $54.12 * 500 = $27,060.80 Estimated Hours Year 5 Total Direct Labor Cost with Escalation = $257,871.10
Direct Labor Subtotal before Escalation = $250,000.00
Estimated total of Direct Labor Salary
Increase
=
$7,871.10
Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 11 IBI GROUP PROPOSAL | JUNE 14, 2022
Anticipated Salary Increases Calculation (IBI Group)
(a) Direct labor subtotal $ 66,624.44
(b) Total direct labor hours 1422
(c) Average hourly rate for Year 1 (2022) (a) / (b) $ 46.85 (d) Proposed escalation 2.50%
(e) Hourly rate for Year 2 (2023) (c) +[(c) x (d)] $ 48.02 (f) Estimated % completed Year 1 (2022) 37%
(g) Estimated % completed Year 2 (2023) 63%
(h) Total hours for Year 1 (2022) (b) x (f) 526
(i) Total hours for Year 2 (2023) (b) x (g) 896
(j) Total costs for Year 1 (2022) (c) x (h) $ 24,651.04 (k) Total costs for Year 2 (2023) with escalation (e) x (i) $ 43,022.73 (l) Total direct labor cost with escalation (j) + (k) $ 67,673.77 (m) Direct labor subtotal before escalation (a) $ 66,624.44 (n) Estimated total of direct labor salary increase (l) - (m) $ 1,049.33
4. Total costs including escalation
1. Average hourly rate
2. Hourly rates for all years
3. Estimated hours per year
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 12 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted A ccounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
*An individual executive or financial officer of the consultant’sor subconsultant’sorganization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
List services the consultant is providing under the proposed contract:
William Delo, AICP Director
[email protected] (949) 833-5588
Architectural and Engineering Services
6/14/2022
18401 Von Karman Avenue, Suite 300, Irvine, CA 92612
Cost Proposal
Prime Consultant: IBI Group08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 13 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
$ $
$ $
$ $
$ $
$ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
Aaron Welch Planning
0956
X
05/05/2022
Housing, Policy &
Implementation
Planning*
Aaron Welch 250 75.33 18,832.50
18,832.50
296.61
19,129.11
49.12 88.50
0 9,396.22
16,929.27
0.00 26,325.49
10 4,545.46
N/A
0.00 N/A
0.00 0.00
50,000.06
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 14 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct Labor
Subtotal per Cost
Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
5 Year
Contract
Duration
$250,000.00 5000 = $50.00 Year 1 Avg
Hourly Rate
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $50.00 + 2% = $51.00 Year 2 Avg Hourly Rate
Year 2 $51.00 + 2% = $52.02 Year 3 Avg Hourly Rate
Year 3 $52.02 + 2% = $53.06 Year 4 Avg Hourly Rate
Year 4 $53.06 + 2% = $54.12 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20.0% * 5000 = 1000 Estimated Hours Year 1
Year 2 40.0% * 5000 = 2000 Estimated Hours Year 2
Year 3 15.0% * 5000 = 750 Estimated Hours Year 3
Year 4 15.0% * 5000 = 750 Estimated Hours Year 4
Year 5 10.0% * 5000 = 500 Estimated Hours Year 5
Total 100% Total = 5000
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $50.00 * 1000 = $50,000.00 Estimated Hours Year 1 Year 2 $51.00 * 2000 = $102,000.00 Estimated Hours Year 2 Year 3 $52.02 * 750 = $39,015.00 Estimated Hours Year 3 Year 4 $53.06 * 750 = $39,795.30 Estimated Hours Year 4 Year 5 $54.12 * 500 = $27,060.80 Estimated Hours Year 5 Total Direct Labor Cost with Escalation = $257,871.10
Direct Labor Subtotal before Escalation = $250,000.00
Estimated total of Direct Labor Salary
Increase
=
$7,871.10
Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 15 IBI GROUP PROPOSAL | JUNE 14, 2022
Anticipated Salary Increases Calculation (AWP)
(a) Direct labor subtotal 18,832.50$
(b) Total direct labor hours 250
(c) Average hourly rate for Year 1 (2022) (a) / (b) 75.33$ (d) Proposed escalation 2.50%
(e) Hourly rate for Year 2 (2023) (c) +[(c) x (d)] 77.21$ (f) Estimated % completed Year 1 (2022) 37%
(g) Estimated % completed Year 2 (2023) 63%
(h) Total hours for Year 1 (2022) (b) x (f) 93
(i) Total hours for Year 2 (2023) (b) x (g) 158
(j) Total costs for Year 1 (2022) (c) x (h) 6,968.03$
(k) Total costs for Year 2 (2023) with escalation (e) x (i) 12,161.09$ (l) Total direct labor cost with escalation (j) + (k) 19,129.11$ (m) Direct labor subtotal before escalation (a) 18,832.50$ (n) Estimated total of direct labor salary increase (l) - (m) 296.61$
1. Average hourly rate
2. Hourly rates for all years
3. Estimated hours per year
4. Total costs including escalation
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 16 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted A ccounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
*An individual executive or financial officer of the consultant’sor subconsultant’sorganization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
List services the consultant is providing under the proposed contract:
Aaron Welch Principal/Owner
05/05/2022
(510) 495 [email protected]
Policy, Housing, and Urban Planning
1226 Rose Street, Berkeley, CA 94702
Cost Proposal
Subconsultant: Aaron Welch Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 17 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed ☐ Prime Consultant ☐ Subconsultant ☐ 2nd Tier Subconsultant Consultant __________________________________________________________ Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total Local/Youth
Engagement
____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________ ____________________________ ________ $ _____________ $ _____________
LABOR COSTS
a) Subtotal Direct Labor Costs $ _______________
b) Anticipated Salary Increases (see page 2 for calculation) $ _______________ c) TOTAL DIRECT LABOR COSTS [(a) + (b)] $ _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____%) e) Total Fringe Benefits [(c) x (d)] $ _______________ f) Overhead (Rate: _____%) g) Overhead [(c) x (f)] $ _______________ h) General and Administrative (Rate: _____%) i) Gen & Admin [(c) x (h)] $ _______________ j) TOTAL INDIRECT COSTS [(e) + (g) + (i)] $ _______________
FIXED FEE
k) TOTAL FIXED FEE [(c) + (j)] x fixed fee ______%] $ ______________ l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Description of Item Quantity Unit Unit Cost Total
Mileage Costs $ $
Equipment Rental and Supplies $ $
Permit Fees $ $
Plan Sheets $ $
Test $ $
l) TOTAL OTHER DIRECT COSTS $
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Subconsultant 1: $
Subconsultant 2: $
Subconsultant 3: $
Subconsultant 4: $
m) TOTAL SUBCONSULTANTS’ COSTS $
n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] $ ___________________ TOTAL COST [(c) + (j) + (k) + (n)] $ _____________________ NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany. x
BluePoint Planning
0956 5/5/2022
Yeymi Rivas-Reyes $36.00
36.2 85.0
290 10,440.00
10,440.00
164.43
10,604.43
3,838.80
9,013.77
12,852.57
10 2,345.70
0.00 0.00
0.00 25,802.70
0.00 Cost Proposal
Subconsultant: BluePoint Planning*08
(*Local/Youth Engagement)
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 18 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 2 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS (CALCULATIONS FOR ANTICIPATED SALARY INCREASES)
1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours) Direct Labor
Subtotal per Cost
Proposal
Total Hours per
Cost Proposal
Avg
Hourly
Rate
5 Year
Contract
Duration
$250,000.00 5000 = $50.00 Year 1 Avg
Hourly Rate
2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Avg Hourly Rate Proposed Escalation
Year 1 $50.00 + 2% = $51.00 Year 2 Avg Hourly Rate
Year 2 $51.00 + 2% = $52.02 Year 3 Avg Hourly Rate
Year 3 $52.02 + 2% = $53.06 Year 4 Avg Hourly Rate
Year 4 $53.06 + 2% = $54.12 Year 5 Avg Hourly Rate
3. Calculate estimated hours per year (Multiply estimate % each year by total hours) Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours per
Year
Year 1 20.0% * 5000 = 1000 Estimated Hours Year 1
Year 2 40.0% * 5000 = 2000 Estimated Hours Year 2
Year 3 15.0% * 5000 = 750 Estimated Hours Year 3
Year 4 15.0% * 5000 = 750 Estimated Hours Year 4
Year 5 10.0% * 5000 = 500 Estimated Hours Year 5
Total 100% Total = 5000
4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours) Avg Hourly Rate
(calculated above)
Estimated hours
(calculated above)
Cost per
Year
Year 1 $50.00 * 1000 = $50,000.00 Estimated Hours Year 1 Year 2 $51.00 * 2000 = $102,000.00 Estimated Hours Year 2 Year 3 $52.02 * 750 = $39,015.00 Estimated Hours Year 3 Year 4 $53.06 * 750 = $39,795.30 Estimated Hours Year 4 Year 5 $54.12 * 500 = $27,060.80 Estimated Hours Year 5 Total Direct Labor Cost with Escalation = $257,871.10
Direct Labor Subtotal before Escalation = $250,000.00
Estimated total of Direct Labor Salary
Increase
=
$7,871.10
Transfer to Page 1
NOTES:
1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.
2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)
3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.
4. Calculations for anticipated salary escalation must be provided.
Cost Proposal
Subconsultant: BluePoint Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 19 IBI GROUP PROPOSAL | JUNE 14, 2022
Anticipated Salary Increases Calculation (BPP)
(a) Direct labor subtotal 10,440.00$
(b) Total direct labor hours 290
(c) Average hourly rate for Year 1 (2022) (a) / (b) 36.00$ (d) Proposed escalation 2.50%
(e) Hourly rate for Year 2 (2023) (c) +[(c) x (d)] 36.90$ (f) Estimated % completed Year 1 (2022) 37%
(g) Estimated % completed Year 2 (2023) 63%
(h) Total hours for Year 1 (2022) (b) x (f) 107
(i) Total hours for Year 2 (2023) (b) x (g) 183
(j) Total costs for Year 1 (2022) (c) x (h) 3,862.80$
(k) Total costs for Year 2 (2023) with escalation (e) x (i) 6,741.63$ (l) Total direct labor cost with escalation (j) + (k) 10,604.43$ (m) Direct labor subtotal before escalation (a) 10,440.00$ (n) Estimated total of direct labor salary increase (l) - (m) 164.43$
3. Estimated hours per year
4. Total costs including escalation
1. Average hourly rate
2. Hourly rates for all years
Cost Proposal
Subconsultant: BluePoint Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 20 IBI GROUP PROPOSAL | JUNE 14, 2022
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
January 2020
EXHIBIT 10-H1 COST PROPOSAL Page 3 of 3
Certification of Direct Costs:
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:
1. Generally Accepted A ccounting Principles (GAAP)
2. Terms and conditions of the contract
3. Title 23 United States Code Section 112 - Letting of Contracts
4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures
5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service
6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.
Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).
Prime Consultant or Subconsultant Certifying:
Name: Title *:
Signature : Date of Certification (mm/dd/yyyy):
Email: Phone Number:
Address:
*An individual executive or financial officer of the consultant’sor subconsultant’sorganization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.
List services the consultant is providing under the proposed contract:
Mindy Craig Principal
5.3.2022
[email protected] 510.338.0373
2748 Adeline Street, Suite 3, Berkeley, CA 94703
Community Engagement and Outreach
Cost Proposal
Subconsultant: BluePoint Planning08
CITY OF SAN PABLO | SUST AINABLE TRANSIT ORIENTED DEVELOPMENT MASTER PLAN | 1 IBI GROUP PROPOSAL | JUNE 14, 2022
Cost Proposal08
IBI Group / Standard CA Rate Schedule
Role Hourly Rate
Principal In Charge $250.00
Project Manager $200.00
Senior Architect $200.00
Architect $150.00
Junior Designer $125.00
Urban Designer $135.00
Principal Landscape Architect $200.00
Landscape Architect, Irrigation Designer $150.00
Senior Civil Engineer $180.00
Senior Traffic Engineer $175.00
Civil Engineer $155.00
Traffic Engineer $150.00
Transportation Planner $125.00
Junior Planner $105.00
Junior Civil/Traffic Engineer $125.00
CADD Support $110.00
Graphic Designer $100.00
Administration $90.00
Project Management Peer Review /
Senior Advice Transportation Open Space Development Climate Public Outreach Principal-in-
Charge
PM & Catalyst
Projects
Assistant PM &
Local Liaison
Peer Review &
Senior Advice
Transportation
Planning
Public Transit,
Parking &
Loading
Active
Transportation
Landscape &
Placemaking
Streetscape &
Urban Design
Street
Engineering &
Design
Urban Form
Housing,
Policy &
Implementation
Climate
Resiliency
Strategies
Flood &
Stormwater
Visioning,
Charrettes &
Online Eng.
Local & Youth
Engagement
Bill Delo Roberto
Jenkins
Jennifer
Moore
Gary
Andrishak
Cristina
Martinez
Jason
Rosenblum
Roberto
Ascencio
David
Nicholas
Alejandra
Orellana
Lydia
LaPointe Rodrigo Pinto Aaron Welch Nathalie
Waelbroeck David Sol Oliver
Hartleben
Yeymi Rivas
Reyes
Totals IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI IBI AWS IBI IBI IBI Blue Point Tasks/Activities Direct Labor
Cost Subtotal Hours
1 Existing Conditions Analysis
1.1 T+O+D Existing Conditions Analysis $16,327 146 2 18 14 20 24 16 8 20 24
1.2 Housing + Climate + Policy Analysis $17 ,332 106 2 10 14 48 16 16 2 Public Outreach
2.1 Community Engagement Plan $6,655 58 2 2 6 8 40
2.2 Community Engagement Pop-Ups $12,948 138 2 2 2 12 120
2.3 Stakeholder Meetings $7 ,292 62 2 2 10 8 40
2.4 Online Engagement $8,041 44 2 2 40
2.5 Community Charrette $29,917 228 2 12 26 12 12 12 12 12 12 12 44 60
2.6 Lessons Learned Memo $8,706 64 2 2 10 12 8 30
3 TOD Vision
3.1 Priority Area Definition & Single Analysis Map $26,086 206 2 44 44 4 12 12 64 24
3.2 Streetscape Design T oolkit $22,897 178 2 14 38 4 8 8 8 8 40 24 24 4 Recommendations & Prioritization
4.1 T+O+D Recommendations $22,321 182 2 24 12 4 20 24 12 20 40 24
4.2 Housing + Climate + Policy Recommendations $26,314 156 8 12 88 24 24
4.3 Prioritization Matrix $9,074 62 2 8 44 8
4.4 Implementation Plan $19,127 114 2 8 44 4 4 4 4 44
5 Draft & Final Master Plan
5.1 Master Plan Document Draft $21,867 148 2 18 54 2 12 12 12 24 12
5.2 Final Master Plan $10,533 70 4 12 30 2 4 4 4 6 4
Subtotal Hours 1,962 30 186 362 20 92 56 48 68 136 24 168 250 68 40 124 290 Total Cost $265,436
This alternate cost proposal distributes all of the costs (i.e. escalation, indirect costs, fixed fee, and other direct costs) into the five main tasks.
Local Bay Area Staff
Spanish Speaking
Exhibit D
Mandatory Fiscal and Federal Provisions
for Consultant Contracts Subject to Caltrans Funding
Caltrans Funded Agreement. This Agreement is for services funded in whole or in part by Caltrans and subject to the following provisions. In the event of any conflict or inconsistency between Exhibit D and this Agreement, Exhibit D will control.
1. Consultant’s Reports or Meetings (
Exhibit 10-R, Article II).
A. Consultant shall submit progress reports at least once a month. The report should be sufficiently detailed for the City’s contract administrator to determine if Consultant is performing to expectations or is on schedule, to provide communication of interim findings, and to sufficiently address any difficulties or special problems encountered, so remedies can be developed.
B. C onsultant’s project manager shall meet with City’s contract administrator, as needed, to discuss progress on the Agreement.
2. Performance Period (E xhibit 10-R, Article IV).
A. This Agreement shall go into effect on July 5, 2022, contingent upon approval by City, and Consultant shall commence work after notification to proceed by City’s contract administrator. The Agreement shall end on February 29, 2024, unless extended by amendment to the Agreement.
B. Consultant is advised that any recommendation for award of the Agreement is not binding on City until the Agreement is fully executed and approved by City.
3. Allowable Costs and Payments ( Exhibit 10-R, Article V).
A. The method of payment for this Agreement will be based on actual cost plus a fixed fee. City will reimburse Consultant for actual costs (including labor costs, employee benefits, travel, equipment rental costs, overhead and other direct costs) incurred by Consultant in performance of the work. Consultant will not be reimbursed for actual costs that exceed the estimated wage rates, employee benefits, travel, equipment rental, overhead, and other estimated costs set forth in Consultant’s approved cost proposal, unless additional reimbursement is provided for by amendment to the Agreement. In no event will Consultant be reimbursed for overhead costs at a rate that exceeds the City approved overhead rate set forth in the cost proposal. In the event that City determines that a change to the work from that specified in the cost proposal and Agreement is required, the Agreement time or actual costs reimbursable by City shall be adjusted by amendment to the Agreement to accommodate the changed work. The maximum total cost as specified in Paragraph “I” shall not be exceeded, unless authorized by amendment to the Agreement.
B. The indirect cost rate established for this Agreement is extended through the duration of this specific Agreement. Consultant’s agreement to the extension of the 1- year applicable period shall not be a condition or qualification to be considered for the work or award of the Agreement.
C. In addition to the allowable incurred costs, City will pay Consultant a fixed fee of $22,972. The fixed fee is nonadjustable for the Term of the Agreement, except in the event of a significant change in the scope of services and such adjustment is made by amendment to the Agreement.
D. Reimbursement for transportation and subsistence costs shall not exceed the rates specified in the approved cost proposal.
E. When milestone cost estimates are included in the approved cost proposal, Consultant shall obtain prior written approval for a revised milestone cost estimate from the contract administrator before exceeding such cost estimate.
F. Progress payments will be made monthly in arrears based on services provided and allowable incurred costs. A pro rata portion of Consultant’s fixed fee will be included in the monthly progress payments. If Consultant fails to submit the required deliverable items according to the schedule set forth in the scope of services, City shall have the right to delay payment or terminate this Agreement.
G. No payment will be made prior to approval of any work, nor for any work performed prior to approval of this Agreement.
H. Consultant will be reimbursed promptly according to California Regulations upon receipt by City’s contract administrator of itemized invoices in duplicate.
Invoices shall be submitted no later than 30 calendar days after the performance of work for which Consultant is billing. Invoices shall detail the work performed on each milestone and each project as applicable. Invoices shall follow the format stipulated for the approved cost proposal and shall reference this Agreement number and project title. Final invoice must contain the final cost and all credits due City including any equipment purchased under the provisions of Section 9 (Article XI), Equipment Purchase and Other Capital Expenditures, of this Exhibit D. The final invoice should be submitted within 60 calendar days after completion of Consultant’s work. Invoices shall be mailed to City at the following address:
City Manager
1000 Gateway Avenue
San Pablo, CA 94806
I. The total amount payable by City including the fixed fee shall not exceed $265,436.
J. For personnel subject to prevailing wage rates as described in the California Labor Code, all salary increases, which are the direct result of changes in the prevailing wage rates are reimbursable.
4. Termination (
Exhibit 10-R, Article VI).
A. T his Agreement may be terminated by City, provided that City gives not less than thirty (30) calendar days’ written notice (delivered by certified mail, return receipt requested) of intent to terminate. Upon termination, City shall be entitled to all work, including, but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
B. City may temporarily suspend this Agreement, at no additional cost to City, provided that Consultant is given written notice (delivered by certified mail, return receipt requested) of temporary suspension. If City gives such notice of temporary suspension, Consultant shall immediately suspend its activities under this Agreement.
A temporary suspension may be issued concurrent with the notice of termination.
C. Notwithstanding any provisions of this Agreement, Consultant shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Consultant, and City may withhold any payments due to Consultant until such time as the exact amount of damages, if any, due City from Consultant is determined.
D. In the event of termination, Consultant shall be compensated as provided for in the Agreement. Upon termination, City shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not,
5. Cost Principles and Administrative Requirements (
Exhibit 10-R, Article VII).
A. C onsultant agrees that 48 CFR Part 31, Contract Cost Principles and Procedures, shall be used to determine the allowability of individual items of cost.
B. C onsultant also agrees to comply with federal procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
C. Any costs for which payment has been made to Consultant that are determined by subsequent audit to be unallowable under 48 CFR Part 31 or 2 CFR Part 200 are subject to repayment by Consultant to City.
D. When a Consultant or subconsultant is a Non-Profit Organization or an Institution of Higher Education, the Cost Principles for Title 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards shall apply.
6. Retention of Records/Audits (Exhibit 10-R, Article VIII).
For the purpose of determining compliance with Government Code 8546.7, Consultant, subconsultants, and City shall maintain all books, documents, papers, accounting records, Independent CPA Audited Indirect Cost Rate workpapers, and other evidence pertaining to the performance of the Agreement, including, but not limited to, the costs of administering the Agreement. All parties, including Consultant’s Independent CPA, shall make such workpapers and materials available at their respective offices at all reasonable times during the Term of the Agreement and for four years from the date of final payment under the Agreement. City, Caltrans Auditor, FHWA, or any duly authorized representative of the Federal Government having jurisdiction under Federal laws or regulations (including the basis of Federal funding in whole or in part) shall have access to any books, records, and documents of Consultant, subconsultants, and Consultant’s Independent CPA, that are pertinent to the Agreement for audits, examinations, workpaper review, excerpts, and transactions, and copies thereof shall be furnished if requested without limitation.
7. Audit Review Procedures (Exhibit 10-R, Article IX).
A. Any dispute concerning a question of fact arising under an interim or post audit of this Agreement that is not disposed of by agreement, shall be reviewed by City’s Chief Financial Officer.
B. Not later than 30 calendar days after issuance of the final audit report, Consultant may request a review by City’s Chief Financial Officer of unresolved audit issues. The request for review will be submitted in writing.
C. Neither the pendency of a dispute nor its consideration by City will excuse Consultant from full and timely performance, in accordance with the terms of this Agreement.
D. C onsultant and subconsultant contracts, including cost proposals and Indirect Cost Rates (ICR), may be subject to audits or reviews such as, but not limited to, a contract audit, an incurred cost audit, an ICR Audit, or a CPA ICR audit work paper review. If selected for audit or review, the contract, cost proposal and ICR and related work papers, if applicable, will be reviewed to verify compliance with 48 CFR Part 31 and other related laws and regulations. In the instances of a CPA ICR audit work paper review, it is Consultant’s responsibility to ensure federal, state, or local government officials are allowed full access to the CPA’s work papers including making copies as necessary. The contract, cost proposal, and ICR shall be adjusted by Consultant and approved by City’s contract administrator to conform to the audit or review recommendations. Consultant agrees that individual terms of costs identified in the audit report shall be incorporated into the Agreement by this reference if directed by City at its sole discretion. Refusal by Consultant to incorporate audit or review recommendations, or to ensure that the federal, state or local governments officials have access to CPA work papers, will be considered a breach of Agreement terms and cause for termination of the Agreement and disallowance of prior reimbursed costs.
E. C onsultant’s cost proposal may be subject to a CPA ICR Audit Work Paper Review and/or audit by the Independent Office of Audits and Investigations (IOAI).
IOAI, at its sole discretion, may review and/or audit and approve the CPA ICR documentation. The cost proposal shall be adjusted by the Consultant and approved by City’s contract administrator to conform to the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report. Refusal by the Consultant to incorporate the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report will be considered a breach of the Agreement terms and cause for termination of the Agreement and disallowance of prior reimbursed costs.
1. During IOAI’s review of the ICR audit work papers created by the Consultant’s independent CPA, IOAI will work with the CPA and/or Consultant toward a resolution of issues that arise during the review. Each Party agrees to use its best efforts to resolve any audit disputes in a timely manner. If IOAI identifies significant issues during the review and is unable to issue a cognizant approval letter, City will reimburse the Consultant at an accepted ICR until a FAR (Federal Acquisition Regulation) compliant ICR {e.g. 48 CFR Part 31; GAGAS (Generally Accepted Auditing Standards); CAS (Cost Accounting Standards), if applicable; in accordance with procedures and
guidelines of the American Association of State Highways and Transportation Officials (AASHTO) Audit Guide; and other applicable procedures and guidelines} is received and approved by IOAI.
Accepted rates will be as follows:
a. If the proposed rate is less than 150% - the accepted rate reimbursed will be 90% of the proposed rate.
b. If the proposed rate is between 150% and 200% - the accepted rate will be 85% of the proposed rate.
c. If the proposed rate is greater than 200% - the accepted rate will be 75% of the proposed rate.
2. If IOAI is unable to issue a cognizant letter per paragraph E.1. above, IOAI may require Consultant to submit a revised independent CPA-audited ICR and audit report within three (3) months of the effective date of the management letter. IOAI will then have up to six (6) months to review the Consultant’s and/or the independent CPA’s revisions.
3. If the Consultant fails to comply with the provisions of this Section E, or if IOAI is still unable to issue a cognizant approval letter after the revised independent CPA-audited ICR is submitted, overhead cost reimbursement will be limited to the accepted ICR that was established upon initial rejection of the ICR and set forth in paragraph E.1. above for all rendered services. In this event, this accepted ICR will become the actual and final ICR for reimbursement purposes under this Agreement.
4. C onsultant may submit to City final invoice only when all of the following items have occurred: (1) IOAI accepts or adjusts the original or revised independent CPA-audited ICR; (2) all work under this Agreement has been completed to the satisfaction of City; and (3) IOAI has issued its final ICR review letter. Consultant must submit its final invoice to City no later than 60 calendar days after occurrence of the last of these items. The accepted ICR will apply to this Agreement and all other agreements executed by City and Consultant, either as a prime or subconsultant, with the same fiscal period ICR.
8. Subcontracting ( Exhibit 10-R, Article X).
A. Nothing contained in this Agreement or otherwise, shall create any contractual relation between City and any subconsultant(s), and no subcontract shall relieve Consultant of its responsibilities and obligations hereunder. Consultant agrees to be as fully responsible to City for the acts and omissions of its subconsultant(s) and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by Consultant. Consultant’s obligation to pay its subconsultant(s) is an independent obligation from City’s obligation to make payments to Consultant.
B. C onsultant shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted without written authorization by City’s contract administrator, except that which is expressly
identified in Consultant’s approved cost proposal. There shall be no change in Consultant’s project manager or members of the project team, as listed in the approved cost proposal, without prior written approval by City’s contract administrator.
C. A ny subcontracts entered into as a result of this Agreement shall contain all the provisions stipulated in this Agreement to be applicable to subconsultants unless otherwise noted.
D. Consultant shall pay its subconsultants within fifteen (15) calendar days from receipt of each payment made to Consultant by City.
E. Any substitution of subconsultant(s) must be approved in writing by City’s contract administrator in advance of assigning work to a substitute subconsultant.
F. Prompt Progress Payment
Consultant or subconsultant shall pay to any subconsultant, not later than fifteen (15) days after receipt of each progress payment, unless otherwise agreed to in writing, the respective amounts allowed Consultant on account of the work performed by the subconsultants, to the extent of each subconsultant’s interest therein. In the event that there is a good faith dispute over all or any portion of the amount due on a progress payment from Consultant or subconsultant to a subconsultant, Consultant or subconsultant may withhold no more than 150% of the disputed amount. Any violation of this requirement shall constitute a cause for disciplinary action and shall subject the payor to a penalty, payable to the subconsultant, of 2% of the amount due per month for every month that payment is not made.
In any action for the collection of funds wrongfully withheld, the prevailing party shall be entitled to his or her attorney’s fees and costs. The sanctions authorized under this requirement shall be separate from, and in addition to, all other remedies, either civil, administrative, or criminal. This clause applies to both DBE and non-DBE subconsultants.
G. Prompt Payment of Withheld Funds to Subconsultants
City may hold retainage from Consultant and shall make prompt and regular incremental acceptances of portions, as determined by City, of the work, and pay retainage to Consultant based on these acceptances. Consultant or subconsultant shall return all monies withheld in retention from all subconsultants within 15 days after receiving payment for work satisfactorily completed and accepted including incremental acceptances of portions of the work by City. Any delay or postponement of payment may take place only for good cause and with City’s prior written approval.
Any violation of these provisions shall subject the violating Consultant or subconsultant to the penalties, sanctions, and other remedies specified in section 3321 of the California Civil Code. This requirement shall not be construed to limit or impair any contractual, administrative or judicial remedies otherwise available to Consultant or subconsultant in the event of a dispute involving late payment or nonpayment by Consultant, deficient subconsultant performance, and/or noncompliance by a subconsultant. This clause applies to both DBE and non-DBE subconsultants.
9. Equipment Purchase a
nd Other Capital Expenditures (Exhibit 10-R, Article XI).
A. Prior authorization in writing by City’s contract administrator shall be required before Consultant enters into any unbudgeted purchase order, or subcontract exceeding $5,000 for supplies, equipment, or consultant services. Consultant shall provide an evaluation of the necessity or desirability of incurring such costs.
B. For purchase of any item, service or consulting work not covered in Consultant’s approved cost proposal and exceeding $5,000, with prior authorization by City’s contract administrator, three competitive quotations must be submitted with the request, or the absence of quotes must be adequately justified.
C. Any equipment purchased with funds provided under the terms of this Agreement is subject to the following:
1. C onsultant shall maintain an inventory of all nonexpendable property.
Nonexpendable property is defined as having a useful life of at least two years and an acquisition cost of $5,000 or more. If the purchased equipment needs replacement and is sold or traded in, City shall receive a proper refund or credit at the conclusion of the Agreement, or if the Agreement is terminated, Consultant may either keep the equipment and credit City in an amount equal to its fair market value, or sell such equipment at the best price obtainable at a public or private sale, in accordance with established City procedures, and credit City in an amount equal to the sales price. If Consultant elects to keep the equipment, fair market value shall be determined at Consultant’s expense, on the basis of a competent independent appraisal of such equipment.
Appraisals shall be obtained from an appraiser mutually agreeable to by City and Consultant, if it is determined to sell the equipment, the terms and conditions of such sale must be approved in advance by City.
2. Regulation 2 CFR Part 200 requires a credit to Federal funds when participating equipment with a fair market value greater than $5,000 is credited to the project.
10. State Prevailing Wage Rates (
Exhibit 10-R, Article XII).
A. No Consultant or subconsultant may be awarded an agreement containing public work elements unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. Registration with DIR must be maintained throughout the entire Term of this Agreement, including any subsequent amendments.
B. C onsultant shall comply with all of the applicable provisions of the California Labor Code requiring the payment of prevailing wages. The General Prevailing Wage Rate Determinations applicable to work under this Agreement are available and on file with the Department of Transportation’s Regional/District Labor Compliance Officer (https://dot.ca.gov/programs/construction/labor-compliance). These wage rates are made a specific part of this Agreement by reference pursuant to Labor Code section 1773.2 and will be applicable to work performed at a construction project site.
Prevailing wages will be applicable to all inspection work performed at City construction sites, at City facilities and at off-site locations that are set up by the construction contractor or one of its subcontractors solely and specifically to serve City projects.
C. Gener
al Prevailing Wage Rate Determinations applicable to this project may
also be obtained from the Department of Industrial Relations website at http://www.dir.ca.gov.
D. Payroll Records
1. Each Consultant and subconsultant shall keep accurate certified payroll records and supporting documents as mandated by Labor Code section 1776 and as defined in 8 CCR section 16000 showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by Consultant or subconsultant in connection with the public work. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
a. The information contained in the payroll record is true and correct.
b. The employer has complied with the requirements of Labor Code sections 1771, 1811, and 1815 for any work performed by his or her employees on the public works project.
2. The payroll records enumerated under paragraph (1) above shall be certified as correct by Consultant under penalty of perjury. The payroll records and all supporting documents shall be made available for inspection and copying by City representatives at all reasonable hours at the principal office of Consultant. Consultant shall provide copies of certified payrolls or permit inspection of its records as follows:
a. A certified copy of an employee’s payroll record shall be made available for inspection or furnished to the employee or the employee’s authorized representative on request.
b. A certified copy of all payroll records enumerated in paragraph (1) above, shall be made available for inspection or furnished upon request to a representative of City, the Division of Labor Standards Enforcement and the Division of Apprenticeship Standards of the Department of Industrial Relations. Certified payrolls submitted to City, the Division of Labor Standards Enforcement and the Division of Apprenticeship Standards shall not be altered or obliterated by Consultant.
c. The public shall not be given access to certified payroll records by Consultant. Consultant is required to forward any requests for certified payrolls to City’s contract administrator by both email and regular mail on the business day following receipt of the request.
3. Each Consultant shall submit a certified copy of the records enumerated in paragraph (1) above, to the entity that requested the records within ten (10) calendar days after receipt of a written request.
4. Any copy of records made available for inspection as copies and furnished upon request to the public or any public agency by City shall be
marked or obliterated in such a manner as to prevent disclosure of each individual’s name, address, and social security number. The name and address of Consultant or subconsultant performing the work shall not be marked or obliterated.
5. C onsultant shall inform City of the location of the records enumerated under paragraph (1) above, including the street address, city and county, and shall, within five (5) working days, provide a notice of a change of location and address.
6. C onsultant or subconsultant shall have ten (10) calendar days in which to comply subsequent to receipt of written notice requesting the records enumerated in paragraph (1) above. In the event the Consultant or subconsultant fails to comply within the ten (10) day period, he or she shall, as a penalty to City, forfeit one hundred dollars ($100) for each calendar day, or portion thereof, for each worker, until strict compliance is effectuated. Such penalties will be withheld by the Division of Labor Enforcement Standards from payments then due. Consultant is not subject to a penalty assessment pursuant to this Section due to the failure of a subconsultant to comply with this Section.
E. When prevailing wage rates apply, Consultant is responsible for verifying compliance with certified payroll requirements. Invoice payment will not be made until the invoice is approved by City’s contract administrator.
F. Penalty
1. C onsultant and any of its subconsultants shall comply with Labor Code sections 1774 and 1775. Pursuant to Labor Code section 1775, Consultant and any subconsultant shall forfeit to City a penalty of not more than two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the Director of DIR for the work or craft in which the worker is employed for any public work done under the Agreement by the Consultant or by its subconsultant in violation of the requirements of the Labor Code and in particular, Labor Code sections 1770 to 1780, inclusive.
2. The amount of this forfeiture shall be determined by the Labor Commissioner and shall be based on consideration of mistake, inadvertence, or neglect of the Consultant or subconsultant in failing to pay the correct rate of prevailing wages, or the previous record of Consultant or subconsultant in meeting their respective prevailing wage obligations, or the willful failure by the Consultant or subconsultant to pay the correct rates of prevailing wages. A mistake, inadvertence, or neglect in failing to pay the correct rates of prevailing wages is not excusable if Consultant or subconsultant had knowledge of the obligations under the Labor Code. Consultant is responsible for paying the appropriate rate, including any escalations that take place during the Term of the Agreement.
3. In addition to the penalty and pursuant to Labor Code section 1775, the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate shall be paid to each worker by
Consultant or subconsultant.
4. If a worker employed by a subconsultant on a public works project is not paid the general prevailing per diem wages by the subconsultant, the prime Consultant of the project is not liable for the penalties described above unless the prime Consultant had knowledge of that failure of the subconsultant to pay the specified prevailing rate of wages to those workers or unless the prime Consultant fails to comply with all of the following requirements:
a. The agreement executed between the Consultant and the subconsultant for the performance of work on public works projects shall include a copy of the requirements in Labor Code sections 1771, 1775, 1776, 1777.5, 1813, and 1815.
b. C onsultant shall monitor the payment of the specified general prevailing rate of per diem wages by the subconsultant to the employees by periodic review of the certified payroll records of the subconsultant.
c. Upon becoming aware of the subconsultant’s failure to pay the specified prevailing rate of wages to the subconsultant’s workers, Consultant shall diligently take corrective action to halt or rectify the failure, including, but not limited to, retaining sufficient funds due the subconsultant for work performed on the public works project.
d. Prior to making final payment to the subconsultant for work performed on the public works project, Consultant shall obtain an affidavit signed under penalty of perjury from the subconsultant that the subconsultant had paid the specified general prevailing rate of per diem wages to the subconsultant’s employees on the public works project and any amounts due pursuant to Labor Code section 1813.
5. Pursuant to Labor Code section 1775, City may notify Consultant on a public works project within fifteen (15) calendar days of receipt of a complaint that a subconsultant has failed to pay workers the general prevailing rate of per diem wages.
6. If City determines that employees of a subconsultant were not paid the general prevailing rate of per diem wages and if City did not retain sufficient money under the Agreement to pay those employees the balance of wages owed under the general prevailing rate of per diem wages, Consultant shall withhold an amount of moneys due the subconsultant sufficient to pay those employees the general prevailing rate of per diem wages if requested by City.
G. Hours of Labor. Eight (8) hours labor constitutes a legal day’s work.
Consultant shall forfeit, as a penalty to the City, twenty-five dollars ($25) for each worker employed in the execution of the Agreement by Consultant or any of its subconsultants for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of the Labor Code, and in particular sections 1810 to 1815 thereof, inclusive, except that work performed by employees in excess of eight (8) hours per day, and forty (40) hours during any one week, shall be permitted upon compensation for all hours worked in excess of eight
(8) hours per day and forty (40) hours in any week, at not less than one and one-half (1.5) times the basic rate of pay, as provided in section 1815.
H. Employment of Apprentices
1. Where either the Agreement or the subagreement exceeds thirty thousand dollars ($30,000), Consultant and any subconsultants under him or her shall comply with all applicable requirements of Labor Code sections 1777.5, 1777.6 and 1777.7 in the employment of apprentices.
2. C onsultant and subconsultants are required to comply with all Labor Code requirements regarding the employment of apprentices, including mandatory ratios of journey level to apprentice workers. Prior to commencement of work, Consultant and subconsultants are advised to contact the DIR Division of Apprenticeship Standards website at https://www.dir.ca.gov/das/, for additional information regarding the employment of apprentices and for the specific journey-to-apprentice ratios for the work under the Agreement. Consultant is responsible for all subconsultants’ compliance with these requirements. Penalties are specified in Labor Code section 1777.7.
11. Conflict of Interest (
Exhibit 10-R, Article XIII).
A. During the Term of this Agreement, Consultant shall disclose any financial, business, or other relationship with City that may have an impact upon the outcome of this Agreement or any ensuing City construction project. Consultant shall also list current clients who may have a financial interest in the outcome of this Agreement or any ensuing City construction project which will follow.
B. C onsultant certifies that it has disclosed to City any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided pursuant to this Agreement. Consultant agrees to advise City of any actual, apparent or potential conflicts of interest that may develop subsequent to the date of execution of this Agreement. Consultant further agrees to complete any statements of economic interest if required by either City ordinance or State law.
C. C onsultant hereby certifies that it does not now have nor shall it acquire any financial or business interest that would conflict with the performance of services under this Agreement.
D. Consultant hereby certifies that Consultant or subconsultant and any firm affiliated with Consultant or subconsultant that bids on any construction contract or on any agreement to provide construction inspection for any construction project resulting from this Agreement has established necessary controls to ensure a conflict of interest does not exist. An affiliated firm is one which is subject to the control of the same persons through joint ownership or otherwise.
12. Rebates, Kickbacks or Other Unlawful Consideration ( Exhibit 10-R, Article XIV).
Consultant warrants that this Agreement was not obtained or secured through rebates kickbacks or other unlawful consideration, either promised or paid to any City employee. For breach or violation of this warranty, City shall have the right, in its discretion, to terminate the Agreement without liability, to pay only for the value of the
work actually performed, or to deduct from the Agreement price or otherwise recover the full amount of such rebate, kickback or other unlawful consideration.
13. Non-D iscrimination Clause and Statement of Compliance (Exhibit 10-R, Article XVI).
A. This Agreement is subject to Appendix A and Appendix E of the Title VI Assurances, which are attached to this Agreement. Consultant’s signature affixed to the Agreement, and dated, shall constitute a certification under penalty of perjury under the laws of the State of California that Consultant has, unless exempt, complied with the nondiscrimination program requirements of Gov. Code §12990 and 2 CCR § 8103.
B. During the performance of this Agreement, Consultant and its subconsultants shall not deny the Agreement’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. Consultant and subconsultants shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment.
C. C onsultant and subconsultants shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12990 et seq.), the applicable regulations promulgated thereunder (2 CCR §11000 et seq.), the provisions of Gov. Code §§11135-11139.5, and the regulations or standards adopted by City to implement such article. The applicable regulations of the Fair Employment and Housing Commission implementing Gov. Code § 12990 (a-f), set forth 2 CCR §§ 8100-8504, are incorporated into this Agreement by reference and made a part hereof as if set forth in full.
D. C onsultant shall permit access by representatives of the Department of Fair Employment and Housing and City upon reasonable notice at any time during the normal business hours, but in no case less than twenty-four (24) hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or City shall require to ascertain compliance with this clause.
E. C onsultant and its subconsultants shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
F. C onsultant shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this Agreement.
G. C onsultant, with regard to the work performed under this Agreement, shall act in accordance with Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq.).
Title VI provides that the recipients of federal assistance will implement and maintain a policy of nondiscrimination in which no person in the United States shall, on the
basis of race, color, national origin, religion, sex, age, disability, be excluded from participation in, denied the benefits of or subject to discrimination under any program or activity by the recipients of federal assistance or their assignees and successors in interest.
H. C onsultant shall comply with regulations relative to non-discrimination in federally-assisted programs of the U.S. Department of Transportation (49 CFR Part 21 - Effectuation of Title VI of the Civil Rights Act of 1964). Specifically, Consultant shall not participate either directly or indirectly in the discrimination prohibited by 49 CFR §21.5, including employment practices and the selection and retention of subconsultants.
I. Consultant, subrecipient or subconsultant will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR 26 on the basis of race, color, sex, or national origin. In administering City’s components of the DBE Program Plan, Consultant, subrecipient or subconsultant will not, directly, or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin.
14. Debarment and S
uspension Certification (Exhibit 10-R, Article XVII).
A. C onsultant’s signature affixed to the Agreement shall constitute a certification under penalty of perjury under the laws of the State of California, that Consultant or any person associated therewith in the capacity of owner, partner, director, officer, or manager:
1. I s not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;
2. H as not been suspended, debarred, voluntarily excluded, or determined ineligible by any federal agency within the past three (3) years;
3. D oes not have a proposed debarment pending; and
4. H as not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three (3) years.
B. Any exceptions to this certification must be disclosed to City. Exceptions will not necessarily result in denial of recommendation for award, but will be considered in determining responsibility. Disclosures must indicate the party to whom the exceptions apply, the initiating agency, and the dates of agency action.
C. Exceptions to the Federal Government Excluded Parties List System maintained by the U.S. General Services Administration are to be determined by the Federal Highway Administration.
15. Funding
Requirements (Exhibit 10-R, Article XX).
A. It is mutually understood between the Parties that this Agreement may have
been written before ascertaining the availability of funds or appropriation of funds, for the mutual benefit of both Parties, in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.
B. This Agreement is valid and enforceable only if sufficient funds are made available to City for the purpose of this Agreement. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress, State Legislature, or City Council that may affect the provisions, terms, or funding of this Agreement in any manner.
C. It is mutually agreed that if sufficient funds are not appropriated, this Agreement may be amended to reflect any reduction in funds.
D. City has the option to terminate the Agreement pursuant to Section 4 (Article VI), Termination, or by mutual agreement to amend the Agreement to reflect any reduction of funds.
16. Contingent Fee (
Exhibit 10-R, Article XXII).
Consultant warrants, by execution of this Agreement, that no person or selling agency has been employed, or retained, to solicit or secure this Agreement upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees, or bona fide established commercial or selling agencies maintained by Consultant for the purpose of securing business. For breach or violation of this warranty, City has the right to annul this Agreement without liability; to pay only for the value of the work actually performed; or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee.
17. Safety (
Exhibit 10-R, Article XXV).
A. C onsultant shall comply with Occupational Safety and Health Administration (OSHA) regulations applicable to Consultant regarding necessary safety equipment or procedures. Consultant shall comply with safety instructions issued by City Safety Officer and other City representatives. Consultant personnel shall wear hard hats and safety vests at all times while working on the construction project site.
B. Pursuant to the authority contained in Vehicle Code section 591, City has determined that such areas are within the limits of the project and are open to public traffic. Consultant shall comply with all of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the Vehicle Code. Consultant shall take all reasonably necessary precautions for safe operation of its vehicles and the protection of the traveling public from injury and damage from such vehicles.
18. Ownership of Data (
Exhibit 10-R, Article XXVI).
A. It is mutually agreed that all materials prepared by Consultant under this Agreement shall become the property of City, and Consultant shall have no property right therein whatsoever. Immediately upon termination, City shall be entitled to, and Consultant shall deliver to City, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not, and other such materials as may have been prepared or accumulated to date by Consultant in performing this Agreement which is not
Consultant’s privileged information, as defined by law, or Consultant’s personnel information, along with all other property belonging exclusively to City which is in Consultant’s possession. Publication of the information derived from work performed or data obtained in connection with services rendered under this Agreement must be approved in writing by City.
B. Additionally, it is agreed that the Parties intend this to be an Agreement for services and each considers the products and results of the services to be rendered by Consultant hereunder to be work made for hire. Consultant acknowledges and agrees that the work (and all rights therein, including, without limitation, copyright) belongs to and shall be the sole and exclusive property of City without restriction or limitation upon its use or dissemination by City.
C. Nothing herein shall constitute or be construed to be any representation by Consultant that the work product is suitable in any way for any other project except the one detailed in this Agreement. Any reuse by City for another project or project location shall be at City’s sole risk.
D. Applicable patent rights provisions regarding rights to inventions shall be included in the contracts as appropriate (48 CFR 27 Subpart 27.3 - Patent Rights under Government Contracts for federal-aid contracts).
E. City may permit copyrighting reports or other agreement products. If copyrights are permitted, the FHWA shall have the royalty-free nonexclusive and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work for government purposes.
19. Claims Filed by City’s Construction Contractor (
Exhibit 10-R, Article XXVII).
A. If claims are filed by City’s construction contractor relating to work performed by Consultant’s personnel, and additional information or assistance from Consultant’s personnel is required in order to evaluate or defend against such claims, Consultant agrees to make its personnel available for consultation with City’s construction contract administrator and legal staff and for testimony, if necessary, at depositions and at trial or arbitration proceedings.
B. C onsultant’s personnel that City considers essential to assist in defending against construction contractor claims will be made available on reasonable notice from City. Consultation or testimony will be reimbursed at the same rates, including travel costs that are being paid for Consultant’s personnel services under this Agreement.
C. Services of Consultant’s personnel in connection with City’s construction contractor claims will be performed pursuant to a written amendment to this Agreement, if necessary, extending the termination date of this Agreement in order to resolve the construction claims.
20. Confidentiality of Data (
Exhibit 10-R, Article XXVIII).
A. All financial, statistical, personal, technical, or other data and information relative to City’s operations, which are designated confidential by City and made available to Consultant in order to carry out this Agreement, shall be protected by Consultant from unauthorized use and disclosure.
B. Permission to disclose information on one occasion, or public hearing held by City relating to the Agreement, shall not authorize Consultant to further disclose such information, or disseminate the same on any other occasion.
C. C onsultant shall not comment publicly to the press or any other media regarding the Agreement or City’s actions on the same, except to City’s staff, Consultant’s own personnel involved in the performance of this Agreement, at public hearings, or in response to questions from a Legislative committee.
D. C onsultant shall not issue any news release or public relations item of any nature whatsoever, regarding work performed or to be performed under this Agreement without prior review of the contents thereof by City, and receipt of City’s written permission.
21. National Labor Relations Board Certification (
Exhibit 10-R, Article XXIX).
In accordance with Public Contract Code § 10296, Consultant hereby states under penalty of perjury that no more than one final unappealable finding of contempt of court by a federal court has been issued against Consultant within the immediately preceding two-year period because of Consultant’s failure to comply with an order of a federal court that orders Consultant to comply with an order of the National Labor Relations Board.
22. Evaluation of Consultant (
Exhibit 10-R, Article XXX).
Consultant’s performance will be evaluated by City. A copy of the evaluation will be sent to Consultant for comments. The evaluation together with the comments shall be retained as part of the Agreement record.
Exhibit E
Appendix A and Appendix E of the Title VI Assurances
APPENDIX A
During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees as follows:
1. Compliance with Regulations: The contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Non- discrimination in Federally-assisted programs of the U.S. Department of Transportation, Federal Highway Administration, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.
2. Non-discrimination: The contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, national origin, age, sex, or disability in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part 21.
3. Solicitation for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the contractor of the contractor’s obligations under this contract and the Acts and the Regulations relative to Non-discrimination on the grounds of race, color, national origin, age, sex, or disability.
4. Information and Reports: The contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or the FHWA to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the contractor will so certify to the Recipient or the FHWA, as appropriate, and will set forth what efforts it has made to obtain the information.
5. Sanctions for Noncompliance: In the event of a contractor’s noncompliance with the Non-discrimination provisions of this contract, the Recipient will impose such contract sanctions as it or the FHWA may determine to be appropriate, including, but not limited to:
1. withholding payments to the contractor under the contract until the contractor complies; and/or
2. cancelling, terminating, or suspending a contract, in whole or in part.
6. Incorporation of Provisions: The contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The contractor will take action with respect to any subcontract or procurement as the Recipient or the FHWA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the contractor becomes involved in, or threatened with litigation by a subcontractor, or supplier because of such direction, the contractor may request the Recipient to enter into any litigation to protect the interests of the Recipient. In addition, the contractor may request the United States to enter into the litigation to protect the interests of the United States.
APPENDIX E
During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees to comply with the following non-discrimination statutes and authorities, including, but not limited to:
Pertinent Non-Discrimination Authorities:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21.
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), prohibits discrimination on the basis of sex;
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CR Part 27;
• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), prohibits discrimination on the basis of age);
• Airport and Airway Improvement Act of 1982, (49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);
• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination of the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131 – 12189) as implemented by Department of Transportation regulations 49 C.F.R. parts 37 and 38;
• The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);
• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; • Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);
• Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).
Exhibit F
City of San Pablo “Controlled Substance in the Workplace” Policy
This policy is adopted in compliance with the Drug-Free Workplace Act of 1988 (Title V, Subtitle D of Public Law 100-960). It augments, but does not replace any current City policy regarding drug and alcohol use and abuse by City employees.
It is the intent of this policy to eliminate substance abuse and its effect in the workplace. It is the City’s duty to ensure that employees are in a condition to perform their duties safely and efficiently in the interests of their fellow workers and the public, as well as themselves. The presence of drugs on the job and the influence of controlled substances on employees during working hours, are inconsistent with this objective.
In recognition of the public service responsibilities entrusted to the employees of San Pablo and that drug abuse can hinder one’s ability to perform duties safely and effectively, the following policy is adopted by the City consistent with the federal Drug Free Workplace Act of 1988 and City’s Personnel Rules.
Policy:
The City of San Pablo is committed to providing a drug-free workplace. To achieve this goal, and thus assure the safety, health and well-being of City employees, it is the policy of the City that employees comply with the following requirements. Compliance with this policy shall be considered a condition of continued employment with the City.
1. Employees shall not unlawfully possess or be under the influence of controlled substances during work hours.
2. Employees shall not unlawfully possess, use or manufacture, or distribute, dispense or sell to any person any controlled substances on City property, at work, or while on duty.
3. Employees shall not have their ability to work impaired as a result of the use of controlled substances. An employee whose work is impaired for a legitimate reason, such as the use of medically-supervised and prescribed controlled or uncontrolled substances, should contact their supervisor to arrange for whatever reasonable accommodation is needed or available. If convicted of a criminal drug violation occurring at the workplace, an employee must notify his/her supervisor within five days of the conviction pursuant to federal law.
4. Employees may be subject to disciplinary action up to and including termination for criminal drug possession, use, manufacture, distribution or sale occurring on or off duty.
The City will act to eliminate any substance abuse, as it increases the potential for accidents, absenteeism, substandard performance, poor employee morale, and damage to the City’s reputation.
Drug abuse will not be tolerated and disciplinary action, up to and including termination, will be used as necessary to achieve this goal.
The City has an established Employee Assistance Program through Occupational Health Services (OHS) to assist employees and their families who voluntarily seek help. These services include assistance with alcohol and drug problems. Employees who think they may have a drug or alcohol problem are encouraged to contact their supervisors or an OHS counselor for additional information.
Treatment activities will be handled by the OHS counselor in a confidential manner.
ADMINISTRATIVE POLICY FOR CONTROLLED
SUBSTANCE IN THE WORKPLACE
Employees identified as violating this policy may be required to satisfactorily complete a drug abuse assistance/rehabilitation program as a condition of employment. While the City is supportive of those who seek help voluntarily, the City will be equally firm in identifying and disciplining those who continue to be substance abusers and do not seek help.
PROMULGATION OF POLICY
This policy shall be communicated to all employees and reaffirmed at least annually.
In addition, the City will establish a drug-free awareness program that will inform employees and management about 1) the City’s policy and commitment toward maintaining a drug- free workplace; 2) the dangers of drug abuse in the workplace; 3) available drug counseling and rehabilitation programs; 4) the penalties that may be imposed upon employees for drug abuse violations in the workplace.
Approved by:
____________________________ _____________ R. Matt Rodriguez, City Manager Date
10/18 Page 1
Revised 12/19/13
Acknowledgement
I acknowledge receipt of the City’s Controlled Substance in the Workplace Policy . I understand that I am governed by the contents of the policy and that I agree to comply with all its terms and conditions. I also understand that it is my responsibility to familiarize myself with all the outlined information and I should consult my supervisor if I have further questions or need clarification on any listed item.
I acknowledge that this policy may be revised and changes will be communicated through official notices. I also understand that revised information may supersede, modify, or eliminate the existing policy. Only the City Manager has the authority to adopt any revisions to this policy.
Employee’s name (printed):_________________________________________
Employee’s signature:_____________________________________________
Date received:____________________________________________
(Please return the signed acknowledgment receipt to the Personnel Office).
ACKNOWLEDGMENT OF CONTROLLED SUBSTANCE IN
THE WORKPLACE POLICY