HomeMy WebLinkAboutProfessional Service Agreement with Alta + Design for Parks Master Pathway
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AGREEMENT
FOR
PROFESSIONAL SERVICES
THIS AGREEMENT, made this 14th day of June ,2006, by and
between the City of Meridian, a nlunicipal corporatioll organized under the laws of the State of
Idaho, hereinafter referred to as nCITY", 33 East Id.aho Avenue, Meridian, Idaho 83642, and
Alta Planning + Design , hereinafter referred to as "CONSULTANT", whose business
address is 1638 NE Davis Street: Portland~ OR~ 97232 , ~
1.. Scope of Services: CONSULTANT shall perform all services, and cOlnply in all
respects, as specified in the document titled. "Scope of Services" a copy of which
is attached hereto as Exhibit "Art and incorporated l1erein by tllis reference,
togetller with any amendments that may be agreed to in writing by the pmiies.
2. Time of Performance: This agreement shall become effective upon execution by
both parties, and sllall expire on February 1 'I 2007 unless earlier ternlinated
or extended~
3. Indemnification and Insurance: CONSULTANT .shall indenmify and save and.
hold harmless CITY from and for any and all losses, claims, actions, judgments
for damages, or injury to persons or pro.perty and losses and expenses caused or
incun4ed. by CONSULTANT, its servants, agents, employees, guests, and business
invitees, and not caused by or arising out oft11e tortious conduct of CITY or its
employees. CONSULTANT shall maintain, and specifically agrees tllat it will
Inaintain, throughout the term of this Agreement, liability insurance, in which tIle
CITY shall be named an ad.ditional insured in the minimum amount as specified
in the Idallo Tort Claims Act set forth in Title 6, Ch~pter 9 of the Idaho Code.
The limits of insurance shall not be deemed a lilnitation of the covenants to
indenmify and save and hold harmless CITY; and if CITY becomes liable for an
amount in excess of the insurance limits, herein provided, CONSULTANT
covenants and agrees to indemnify al1d save and Ilold harmless CITY from and for
all such losses, claims, actions, or judgnlents for damages or liability to persons or
~property. Additionally, CONSULTANT shall maintain Workers Compensation
Insurance, in the statutory limits as required by law. CONSULTANT shall
provide CITY witll a Certificate of Illsurance, or other proof of insurance
evidencing CONSULTANT'S compliance with the requirements of this paragraph
and file such proof of insurance with tIle CITY. In the event the insurance
minimums are cIlanged, CONSULTANT shall immediately su.bmit proof of
compliance with the challged limits4 Evide.nce of all insuran.ce shall be submitted
to the City Clerl( with a copy to Meridian City Accounting, 33 East Idaho Avenue,
Meridian, Idaho 83642..
PROFESSIONAL SERVICES AGREEMENT - page 1 of 5
4.. Independent Contractor: In alllnatters pertaining to this agreement,
CONSULTANT sIlall be acting as an il1dependent contractor, and neither
CONSULTANT nor any officer, employee or agent of CONSULTANT will be
deemed an employee of CITY. The selection and designation of the persolmel of
the CITY in the performance oftllis agreement shall be made by the CITY.
5. Compensation: CONSULTANT shall be compensated for professional services
pursuant to and specified in attach.ed Exhibit "A" and dated Jooe 13,2006.
6. Method of Payment: CONSULTANT will invoice the City of Meridian
Accounting Department at 33 East Idah.o Avenue, Meridian, IdallO 83642 directly
for all current amounts earned under this Agreement at the end of each montll or
upon completion of the scope of services. TIle CITY will pay all invoices within
thirty (30) days after receipt
7. Notices: Any and all notices required to be given .by eitller of the parties hereto,
unless otherwise stated in this agreement, shall be in writing and be deemed
communicated when mailed in the United States mail, cel1ified, return receipt
requested., addressed. as follows:
City of Meridian
Attn: Keith Watts, Purchasing Agent
33 E. Idaho Avenue
Meridian, Idaho 83642
Alta Planning + Design
Atto: George Hudson, Project Manager
1638 NE Davis Street
Portland, OR 97232
Either party may change their address for the pW1Jose of this paragrapll by giving
written notice of such change to the other in the Inanner herein provid.ed.
8. Attorney Fees: Should any litigation be commenced betwee.n the parties l1ereto
concerning tItis Agreement, the prevailing party shall be entitled, in addition to
any other relief as Inay be granted, to court costs and reasonable attonleys' fees as
determined by a Court of competent jurisdiction~ Tllis provision s.hall be deemed
to be a separate contract between the parties and shall survive any d.efault,
termination or forfeiture oftllis Agreelnent.
9. Time is of the Essence: The parties hereto acknowledge and agree tllat time is
strictly of the essence with respect to each and every term, condition and provision
l1ereof, and tllat the failure to timely perform any of the obligations hereunder
PROFESSIONAL SERVICES AGREEMENT - page 2 of5
shall constitute a breach of, and a default under, this Agreement by the party so
failing to perform.
10. Assignment: It is expressly agreed and understood by the parties hereto, that
CONSULTANT shall not have tile right to assign, transfer, hypothecate or sell
any of its rights under this Agreement except upon the prior express written
consent of CITY.
11. Discrimination Prohibited: In performing the Services required herein,
CONSULTANT shall not discriminate against any person on the basis of race,
color, religion, sex, national origin or ancestry~ age or disability~
12. Reports and Information: At such times and in such forms as the CITY may
require, there shall be furnished to the CITY such statements, records, reports,
data and information as the CITY may request pertaining to matters covered by
this Agreement.
13. Audits and Inspections: At any time during normal business hours and as often
as the CITY may deem necessary, there shall be mad.e available to the CITY for
examination all of CONSULTANT'S records with respect to all matters covered
by this Agreem.ent. cor~SULTAI~T shall permit the CITY to audit, examine, and
make excerpts or transcripts from such records, and to make audits of all
contracts, invoices, materials~ payrolls, records of personnel, conditions of
employment and other data relating to all matters covered by this Agreement.
14. Publication, Reproduction and Use of Material: No material produced in
whole or in part under this Agreement shall be subject to copyright in the United
States or in any other country. The CITY shall have unrestricted authority to
publish, disclose and otherwise use, in whole or in part, any reports, data or other
materials prepared under this Agreement.
15. Compliance with Laws: In performin.g the scope of services required hereunder,
CONSULTANT shall comply with all ap.plicable laws, ordinances, and codes of
Federal, State, and local governments.
16. Changes: The CITY may, from time to time, request changes in the Scope of
Services to be performed hereunder. Such changes, including any increase or
decrease in the amount of CONSULTANT's compensation, which are mutually
agreed upon by and between the CITY and CONSULTANT, shall be incorporated
in written amendments to this Agreement.
17. Termination: If,. through any cause, CONSULTANT, its officers, employees, or
agents .:,faJ~$ .t~ fu~~l.l. in. a timely ancl. proper manner its obligations under this
~gre~!ll~~t, .y.i01 ates. .~Y. of the.. covenants, agreements, or stipulations of this
.... .: .. rI'
. . .. .
'. PR'OFES.SIONAL .'SERV!CE.S IAGREEMENT - page 3 of 5
Agreement, falsifies any record or document required to be prepared under this
agreement, engages in fraud, dishonesty, or any other act of misconduct in the
performance of this contract, or if the City Council determines that termination of
this Agreement is in the best interest of CITY, the CITY shall thereupon have the
right to terminate this Agreement by giving written notice to CONSULTANT of
such termination and specifying the effective date thereof at least fifteen (15) days
before the effective date of such termination. CONSULTANT may terminate this
agreement at any time by giving at least sixty (60) days notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents,. data, and reports prepared by CONSULTANT under this Agreement
shall, at the option of the CITY, become its property, and CONSULTANT shall
be entitled to receive just and equitable compensation for any work satisfactorily
complete hereunder.
Notwithstanding the above, CONSULTANT shall not be relieved of liability to
'. the CITY for damages sustained by the CITY by virtue of any breach of this
Agreement by CONSULTANT, and the CITY may withhold any payments to
CONSULTANT for the purposes of set-off until such time as the exact amount of
damages due the CITY from CONSULTANT is determined. This provision shall
survive the termination of this agreement and shall not relieve COt~SULTANT of
its liability to the CITY for damages.
18. Construction and Severability: IT any part of this Agreement is held to be
invalid or unenforceable, such holding will not affect the validity or enforceability
of any other part of this Agreement so long as the remainder of the Agreement is
reasonably capable of completion.
19 · Entire Agreement: This Agreement contains the entire agreement of the parties
and supersedes any and all other agreements or understandings, oral of written,
whether previous to the execution hereof or contemporaneous herewith~
20. Applicable Law: This Agreement shall be governed by and construed and
enforced in accordance with the laws of the State of Idaho, and the ordinances of
the City of Meridian.
21. Approval Required: This Agreement shall not become effective or binding until
approved by the City of Meridian.
CONSULTANT
BY: G~t/1~ '", vt&~". ?rIHe-/f:t(.; I
PROFESSIONAL SERVICES AGREEMENT - page 4 of 5 Irl~ P/#UtI7/~ +-'Ck~;:J~.1 IhG
~ .'1
CITY OF MERIDIAN
BY:
Attest:
PROFESSIONAL SERVICES AGREEMENT - page 5 of 5
Approach to Project
EXHIBIT "A"
CITY OF MERIDIAN MASTER PATHWAY PLAN
SCOPE OF WORK
Prepared by Alta Planning & Design, Inc.
June 13, 2006
Task 1: Planning
The Alta team will meet with the City's Project Manager to review City goals and strategies, refine the
scope and working objectives, identify available data, establish communication channels with other
departments and agencies, review and list required elements and standards, discuss and refme the project
goals and objectives, and approve the public outreach scope and schedule~
Alta's project manager, George Hudson, will work closely with City staff throughout the process. We
will submit monthly status reports detailing progress on specific tasks~
Task 1 Prod.\lrcts
· Final detailed execution strategy, and outreach program
· Monthly status report to accompany invoice
· Detailed project goals and objectives
Task 2: Information Gathering
To ensure the project can be completed efficiently, Alta will rely on the City of Meridian for relevant
background information, coupled with a cOlnprehensive field inventory of proposed pathways and
potentialllnkages. We believe that the fieldwork will be an extensive component of the project.
Through a thorough background data review and our fieldwork, we will .identify existing pathways,
pathway easements, utility corridors, drainages, irrigation canals, and other opportunities where
pathways are needed and can be accommodated. We understand that some trail easelnent maps will
require review on individual plat maps~ To complete the plat map review efficiently, we will focus our
review efforts on those plats where critical trail links appear needed~ Our three-tier process for
information gathering is as follows:
TIER ONE: Data Collection
Collect all avafJabte data. including reJevant Jocal. regional. and State planning documents as noted in RFP~ including:
· City of Meridian Comprehensive Plan. Transportation System Plan and Park & Recreation Plans;
· City of Meridian planning maps; City Easements and ROW Mapsj County and neighboring jurisdicUonsl trails
prans~
· 10 Bike/Ped P~an standards; AASHTO trail design guidelines: Boise Parks & RecreationJ COMPASS, ITD
· Work with City to develop one comDrehensive base map of eX~5tina and proposed pathways. Develop maD
and database of existing, proposed, and potential pathways for field inventory.
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Approach to Project
TIER TWO: Field Inventory
Conduct field inventory of proposed and potential pathway corridorsJ utilizing GPS and photographing and recording aU
conditions observed jn the field. Compare field notes, photographs, and drawings \\lith mapsJ aerial photos, and other
documents to en sure that the base map accurately reflects exisUng conditions. Information to be fierd surveyed and
mapped:
.. Existing and planned bikeways, parks, pathway segments. gaps, barriers~ Roadway traffic voJumer caUision
data
· Proposed land uses & major deve~opments; envjronmentaUy sensitive areas; ESA species
· Major destinations, access pojnts. schoolsJ parks, commercial centers. historic sites. museums, waterways
· Property ownership and easements: Demographic data; Special needs populations that may use the
oathwavs
TIER THREE: Data Synthesis & Presentation
Synthesize field data and printed data into a user-frjendrv mao~ Opportunities and constraints will be clearly identified as
win the overlap and conflicts benveen various plans. We wm present an information on large-scaJe coJor maps using (a)
A rcview, (b) aerial photographsJ (c) U.S.G.S. topographic maps supplemented by local mapping, and/or (d) City,
County. DOT suppUed mapping. We wiU supplement maps with our field notes and GPS data so that they offer an
accurate portrayal of existing and proposed conditions.
Task 2 Products
· Comprehensive base maps of existing and proposed pathways
· Map and database of existing, proposed and potential pathways for
field inventory
· Field inventory of key destinations, gaps, and proposed and potential
pathway corridors
· Working Paper# 1 : Existing Conditions and Opportunities &
Constraints Report
· Working Paper#2: Pathway Alignment Options
Task 3: Meetings B: Public Involvement
Alta's public process is tailored to build conSensus and support for the Pathway Plan. Meetings ~vill be used
to present updates and receive feedback as per the direction and strategy of work on the project. The
Meridian Parks and Recreation Pathways and Trails Subconunittee'\Vill assist us with providing a solid
foundation from which to build the plan. We ,vill meet with this committee regularly) using the comnuttee
as a sounding board for input to assure the plan '\Vill meet the community's needs.
We ,vill attend up to ten stakeholder meetin~ including the Nampa-Meridian Irrigation District, Settler's
Irrigation District, Ada County High\vay District, Idaho Transportation Department, adjacent jurisdictions)
and Vlith local developers where trail alignments are needed. Each of these stakeholders \vill playa critical
role in the recommended pathway alignments and fmal footprint of the pathway plan.
In coordination with City staff, we will plan and facilitate up to two public \vorkshopsA We will prepare all
necessary presentation materials for these workshops, present the project approach, findings, and
recommendations, and record all input received. We are flexible on the approach to these public meetings
and \vill work with the City staff to tailor the meeting format to best achieve the City's objectives.
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Approach to Project
We will rnake revisions to our draft report based on all input, and prepare presentations for the Planning &
Zoning Commission, and the City Council for a.doption.
Task 3 Products
· Public meeting notices~ distribution and agendas; presentation materials
· Meridian Parks and Recreation Pathways and Trails Subcommittee meetings and
summaries
· Up to ten (10) small group stakeholder meetings, with written summaries
· Two (2) public workshops with materials and summaries
Task 4: User Needs Assessment - This Task Deleted in its entirety.
Task 5: Findings and Recommendations
This task will involve preparing the pathway network recommendations, developing design treatments
and best management practices, and assembling a draft and final Master Pathway Plan Update for the
City of Meridian. We will explore all alternatives to ensure the best possible alignments from the
perspective of the trail user, and considering the following:
· Pathways and community connections
· Roadway crossings
· Environmental impacts
· Property impacts and requirements
· Security, safety, and liability
· Other considerations, such as cost, crossings, encroachments, accessibility, and public support
Alta '\vill work with the City to prepare a high quality, easily modifiable map \vith supporting text, graphics,
and diagrams as necessary to convey the complete pathway nenvork to the public. The net\vork map will
identify each pathway (existing and proposed) by type, locations, and type of street crossings, trailheads,
connecting on-street bike\vays and \valkways, and other features. Alta will also tank recommended
improvements according to a Decision Matrix that will attach weights to specific ranking criteria; this can be
used for establishing priority for implementation phasing. Additionally, we will:
· Develop a Coordination Plan identifying responsible entities for each pathway type and design
standard.
· Develop clear goals and policies for pathways in Meridian4
· Provide sample code IanRuasze for pathway requirements in developments, and suggest needed
changes.
· Identify essential links to complete the system.
· Develop impletnentation costs based on proiect priorities.
· Identify proposed funding sources and implementation strategies
· Provide specific develooment pathway design sections and standards for every aspect of the
pathway system, including typical trail sections, treatments in environmentally sensitive areas,
amenities (benches, lighting, etc.), and intersection crossings. We will review existing City
standards for pathway, bike and pedestrian facilities and recommend alternatives to enhance tIle
current standards.
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Approach to Project
Alta will produce a Public Draft Master Pathways Plan~ We will meet with staff and stakeholders to review
all comments received and discuss '\vith the City how to incorporate changes to the draft. The Final Master
Plan will include information generated from all previous tasks and incorporate revisions based on
comments and project team input. As part of the Final Master Plan, AIta will index the proposed path\vay
system and develop a map to facilitate implementation.
Task 5 Products
· Draft Pathways Master Plan
· Pathways Master Plan final report, including:
One (1) camera-ready, one (1) electronic, and ten (1 0) bound copies;
Full.scale copies of all drawings (jpeg or other City approved format) and
supporting materials, and two (2) unreduced copies of record drawings on 4..mil
Mylar and in Arcview fannat; Maps and graphics will include connections,
trailheads, and development standards
One (1) color presentation board of master plan and supporting materials
Power Point Presentation documenting the Master Planning Process
4
Approach to Project
Project Timeline
The following is a recommended timeframe to complete the City of Meridian Pathways Master Plan
Update. We are flexible in our approach and schedule and can tailor this timeline to meet your specific
needs.
2006
Task Sub~Task JUL AUG SEP OCT NOV DEe JAN FE8
_!~ k 1 PI a.!!.!!!~~__'__________'____~I_",,""''''_______''' ______...~..
_!~sk 2 ~ation Gat~~ng ---_~....M.oI...___._,...~_____....______
Task 3 Meetings
~~~~~-~:=:==~:=====~=
3~2 PubUc Workshops * *
3.3 Park CommitteeMeetings----- -------
--"':[4Presentag~. to"Planning & ZonTj1ng Comm ~and City Cojj~~[=== III
~
Task 4 User Needs Assessment- DELETED
~"""""'IIIIIII~"""""'.",,,~,,,,,,,,,~ MIttf. --.-----.....
Task 5 FJndings and Recommenda~ons .....--..-.- ~
~-5Tin1erfiTifeChriicai and StatuS-reports
.~5T DraftTraiJs MasterPiar1-----~------------- - - ~ I
. ~....... .....1fM.WtII.......... ~..... _ ~ ~,....... ..... II
.~_~~ Fi~I!~i~s M~~~.!~-'!.. Map __~._....____________
. I
Sch edule assumes award of contract by July 1 t 2006.
TOTAL HO URS: 800
.Task
.SUb~task L= Meeting .Work Product
5
Approach to Project
PROPOSED FEES
We propose a base fee of $55,700 to complete the Master l)athwa}T Plan Update. This fee is
inclusive of all direct costs and labor necessary to complete the scope of work '-ve have
described in our proposed project approach. Staff time allocated to this project effort is
estimated at 800 hoUt's. \Ve have broken the fee out by key task areas as described belo\v.
Project Management: $3..500
Project management
Quality control
Client meetings (5)
Task 1: Project Planning: $2,255
1 ~a I<ick-off meeting
l.b City tour/ overview with client
1.c Final detailed execution strategy and outteach program
1.d Monthly progress reports
l~e Detailed project goals & objectives
II
II
III
Task 2: Information Gathering: $13,525
2.a Background docutnent collection & revie\v
2.b Formulate base map
2.c Identify key destinations
2.d Identify existing pathways (GPS field work)
2.e Identify path\vay gaps (GPS field work)
2.f Opportunities & constraints map
2.g Potential trail alignment mapping
2.h Alignment evaluation matrix
2j Working Paper #1 - Existing ConditionsjOppormnities & Constraints
2.j Working Paper #2 - Alignment Descriptions
Task 3: Meetings & Public Involvement: $8,585
3.a Pathways committee meetings (4)
3.b Stakeholder meetings (10)
3.c Public meetings (2)
3.d Meeting summaries
6
Approach to Project
3.e Prepare council presentation
3.f Meeting agendas, presentation mate.cials
Task 5: Finding.s & Recommendations: $18.450
S.a Recommended pathway system
5.b Pathway standards and design elements
5.c Cost estimates & funding sources
5.e Coordination plan, .responsible entities
5.f Sample Code Language
S.g Draft Master Pathway Plan
5th Review input on draft, coordinate changes
5.1 Final Master Pathway Plan
5.; Final deliverables to City
Contingency Task: Engineering Services
We have allocated a budget of $9,385 (included in our base fee estimate) for assistance \vith
engineering services fromJ-D-B Engineering, Inc. This is an allowance because W1til we
have an acquired a better understanding of the pathway engineering issues, it is virtually
impossible to put a budget to the engineering services. Based on our past experience,
engineering expertise may be required for any specialized pathway structures such as bridges,
cantilevered wa.l.hvays, retaining walls, major cut or :fill areas, unclet ctossirlgs of road\vays or
rail\vays, trail and road\vay intersection design, and cost estimating of these engineering
tela ted structures.
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