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Parks Master Pathway Plan ~! CITY OF MERIDIAN Planning Department Memo To: Tara Green H"]' -~"; 'I' "-",~ .'1,""-'1 '["t:" 7'-[""'"'" '1-' ... ",,, ':\ " '" ' ,I,..L ~.j jC~ ",I., '(/, ~A",_J JUN 2 D 2006 CC: Sharon Smith Cit,y Of .lVleiid:iau Ciiy Glr::::rl\': Office' From: Matt Ellsworth, Associate Planner Date: June 20, 2006 Re: Pathways Contract for Thursday Enclosed is the signed contract/scope with suggested changes from yesterday. Please let me know if it looks ok. Thanks, ~. slta ~~ PLANNING"" DESIGN 1638 NE Davis Street Portland, OR 97232 (503) 230-9862 (503) 230-9864 fax www.altaplanninq.com TRANSMITTAL Date: 6-15-06 To: Mr. Matt Ellsworth, Associate Planner Meridian Planning Department 660 E. Watertower, Suite 202 Meridian, In 8:1642 From: GeOrgeHudsone~- RE: Pathway Master Plan Contract Enclosed: 2 original signed copies ofthe contract Via: mail Comments: Insurance certs have been requested and should be forthcoming. I will be out of the office till next Thursday. Should you need anything further during the next week, please call my office and ask for Mike Tressider. Thank-you and look forward to working with you. ~ AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made this 14th day of June ,2006, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Idaho Avenue, Meridian, Idaho 83642, and Aha Planning + Design , hereinafter referred to as "CONSULTANT", whose business address is 1638 NE Davis Street; Portland. OR. ':)7232 , . 1. Scope of Services: CONSULTANT shall perform all services, and comply in all respects, as specified in the document titled "Scope of Services" a copy of which is attached hereto as Exhibit "A" and incorporated hcrcin by this reference, together with any amendments that may be agreed to in writing by the parties. 2. Time of Performance: This agreement shall become effective upon execution by both parties, and shall expire on F ebruarv 1. 2007_ unless earlier terminated or extended. 3. Indemnification and Insurance: CONSULTANT shall indemnifY and save and hold harmless CITY from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by CONSULTANT, its servants, agents, employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of CITY or it::; employees. CONSULTANT shall maintain, and specifically agrees that it will maintain,throughollt the term of this Agreement, liability insurance, in which the CITY shall be named an additional insured in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code. The limits of insurance shall not be deemed a limitation of the covenants to indemnifY 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 and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or liability to persons or property. Additionally, CONSULTANT shall maintain Workers Compensation Insurance, in the statutory limits as requircd by law. CONSULTANT shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing CONSULTANT'S complianee with the requirements of this paragraph and file such proof of insurance with the CITY. In the event the insurance minimums are changed, CONSULTANT shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City Clerk with a copy to Meridian City Accounting, 33 East Idaho Avenue, Meridian, Idaho 83642. PROFESSIONAL SERVICES AGREEMENT - page I of 5 4. Independent ~ontractor: In all matters pertaining to this agreement, CONSULTANT shall be acting as an independent contractor, and neither CONSULTANT nor any officer, employee or agent of CONSULTANT will be deemed an employee of CITY. The selection and designation ofthe personnel of the CITY in the performance ofthis agreement shall be made by the CITY. 5. Compensation: CONSULTANT shall be compensated for professional services pursuant to and specified in attached Exhibit "A" and dated June 13, 2006. 6. Method of Payment: CONSULTANT will invoice the City of Meridian Accuunting Department at 33 East Idaho Avenue, Meridian, Idaho 83642 directly for all current amounts earned under this Agreement at the end of each month or upon completion of the scope of services. The CITY will pay all invoices within thirty (30) days after receipt. 7. Notices: Any and all notices required to be given by either 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, certified, return receipt requested, addressed~s follows: City of Meridian Attn: Keith Watts, Purchasing Agent 33 E. Idaho Avenue Meridian, Idaho 83642 Aha Planning + Design Attn: George Hudson, Project Manager 1638 NE Davis Street Portland, OR 97232 Either party may change their address for the purpose ofthis paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shaiI be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder . PROFESSIONAL SERVICES AGREEMENT - page 2 of 5 '- ) 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 the 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 nOrnlal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of CONSULTANT'S records with respect to all matters covered by this Agreement. CONSULTANT shall pennit 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 performing the scope of services required hereunder, CONSULTANT shall comply with all applicable 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 agent~Jai-,1s to fulfill in a timely and proper manner its obligations under this Agreement, vi<;>lates :~y, of the c~venants, agreements, or stipulations of this PROFESSIONAL SERVICES AGREEMENT - 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 receivejust 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 hreach 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. TIlls provision shall survive the termination of this agreement'and shall not relieve CONSULTANT of its liability to the CITY for damages. 18. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability , of any o:ther 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 ~~ ~~ Y:G4Yr At. '<<-4"'.s6J2. Pni...ip"-l PROFESSIONAL SERVICES AGREEMENT - page 4 of 5 /II~~;'~n.i~ {- t4~/?",,,, 14&-. . , Attest: WILLIAM G. BERG, JR., CITY CLERK CITY OF MERlDIAN BY: PROFESSIONAL SERVICES AGRFRMRNT - page 5 of 5 Approach to Project EXHIBIT "A" CITY OF MERIDIAN MASTER PATHWAY PLAN SCOPE OF WORK Prepared by Aha 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, retine 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 refine 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 Products . 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 comprehensive field inventory of proposed pathways and potential linkages. We believe that the fieldwork will be an extensive component ofthe 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 easement maps will require review on individual plat maps. To complete the plat map review efficiently, we will focus our review efforts on thust: plats wht:rt: critical trail links appear needed. Our three-tier process for infonnation gathering is as follows: TIER ONE: Data Collection Collect all available data, including relevant local, regional, and State planning documents as noted in RFP, including: . City of Meridian Comprehensive Plan, Transportation System Plan and Pari< & Recreation Plans; . City of Meridian planning maps; City Easements and ROW Maps, County and neighboring jurisdictions' trails plans; . 10 Bike/Ped Plan standards; AASHTO trail design guidelines; Boise Parks & Recreation, COMPASS, ITD · Work with City to develop one comDrehensive base map of existinQ and proposed Dathways. Develop!!l@. and database of existing, proposed, and potential pathways for field inventory. 1 Approach to Project TIER TWO: Field Inventory Conduct field inventory of proposed and potential pathway corridors, utilizing GPS and photographing and recording all conditions observed in the field. Compare field notes, photographs, and drawings with maps, aerial photos, and other documents to ensure that the base map accurately reflects existing ronditions. Information to be field surveyed and mapped: · Exlsting and planned bikeways, parks, pathway segments, gaps, barriers; Roadway traffic volume, collision data · Proposed land uses & major developments; environmentally sensitive areas; ESA species · Major destinations, access points, schools, parks, commercial centers, historic sijes, museums, waterways · Property ownerShip and easements; Demographic data; Special needs populations that may use the Dathwavs TIER THREE: Data Synthesis & Presentation Synthesize field data and printed data into a user-friend Iv maD. Opportun~ies and constraints will be clearly identified as will the overlap and conflicts between various plans, We will present all information on large-scale color maps using (a) Arcview, (b) aerial photographs, (c) U.S.G.S. topographic maps supplemented by local mapping, and/or (d) City, County, DOT supplied mapping. We will 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#l: Existing Conditions and Opportunities & Constraints Report · Working Paper#2; Pathway Aligmm::nl Options Task 3: Meetings & Public Involvement Alta's public process is tailored to build consensus and support for the Pathway Plan. Meetings will be used to present updates and receive feedback as per thf" c1irf"rhon and stt:ategy of work on the project. The Meridian Parks and Recreation Pathways and Trails Subconunittee will assist us with providing a solid foundation from which to build the plan. We will meet with this committee regula:rly, using the committee as a sounding board for input to assure the plan will meet the community's needs. We will attend up to ten stakeholder meetings including the Nampa-Mericlian Irrigation District, Setder's Irrigation District, Ada County Highway Distt:ict, Idaho Transportation Department, adjacent jurisdictions, and with local developers where trail alignments are needed. Each of these stakeholders will playa critical role in the recommended pathway alignments and final footprint of the pathway plan. In coordination with City staff, we will plan and facilitate up to two public workshops_ 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 will work with the City staff to tailor the meeting format to best achieve the City's objectives. 2 Approach _to Project We will make revisions to out draft report based on all input, and prepare presentations for tht> Planning & Zoning Commission, and the City Council for adoption. ~ 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 will work with the City to prepare a high quality, easily modifiable map with supporting text, graphics, and diagrams as necessary to convey the complete pathway network to the public. The network map will identify each pathway (existing and proposed) by type, locations, and type of street crossings, trailheads, connecting on-street bikeways amI walkways, amI uther features. Alta will also rank 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 Meridian. · Provide samnle code language for pathway requirements in developments, and suggest needed changes. · Identify essential links to complete the system. · Develop imolementation costs based on proiect nriorities. · Identify proposed funding sources and implementation strategies · Provide specific develoDment 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 the current standards. 3 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 with 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, Alta will index the proposed pathway 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 (10) bound copies; Full-scale copies of all drawings Gpeg or other City approved format) and supporting materials, and two (2) unreduced copies of record drawings on 4-mil Mylar and in Arcview fonnat; Maps and graphics will include connections, trailheads, and development standards One (I) 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 time frame 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. Task Sub.Task AUG SEP OCT NOV DEe JAN FEB !as~~~__.__________._____._____.______._._..__ Task 2 Information G~~~~~.L___________.____________ Task 3 Meetings -"11 St~~~!~~~gs ======:==========:::: 3,2 Public Workshops 3.3 Park CommiiieeMeetings.---------------- 3.4 PresentB~~.iop~anning_& ZoniiigComm~~d City cou~~~-== Task 4 User Needs Assessment- DELETED Task 5 Findings and Recommendations 5.1 Interim Technical and Status reports --s:fDriftTraiiSMiSierPiin---------------.-----.-- 5.3 Final2!~~~ Master Plan ~d Map ---.-==:::::::::====-~::= Schedule assumes award of contract by July 1, 2006. TOTAL HOURS: 800 . Task .SUb-task l~=::Meeling .Work Product 5 Approach to Project PROPOSED FEES We propose a base fee of $55,700 to complete the Master Pathway Plan Update. This fee is inclusive of all direct costs and labor necessary to complete the scope of work we have described in our proposed project approach. Staff time allocated to this project effort is estimated at 800 hours. We have broken the fee out by key task areas as described below. Project Management: $3.500 · Project management · Quality control · Client meetings (5) Task 1: Project Planning: $2.255 l.a Kick-off meeting 1.b City tour/ overview with client 1.c Final detailed execution strategy and outreach program l.d Monthly progress reports 1.e Detailed project goals & objectives Task 2: Information Gathering: $13.525 2.a Background document collection & review 2_b Formulate base map 2.c Identify key destinations 2.d Identify existing pathways (GPS field work) 2.e Identify pathway gaps (GPS field work) 2.f Opportunities & constraints map 2.g Potential trail alignment mapping 2.h Aligrunent evaluation matrix 2.1 Working Paper #1 ~ Existing Conditions/Upportunities & Constraints 2.j Working Paper #2 - Alignment Descriptions Task 3: Mccrinis & 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 materials Task 5: Finding-s & Recommendations: $18.450 S.a Recommended pathway system 5.b Pathway standards and design elements S.c Cost estimates & funding sources S.e Coordination plan, responsible entities 5.f Sample Code Language S.g Draft Master Pathway Plan S.h Review input on draft, coordinate changes S.I Final Master Pathway Plan 5.j Pinal deliverables to City Contingency Task: Engineering Services We have allocated a budget of $9,385 (included in our base fee estimate) for assistance with engineering services fromJ-U-B Engineering, Inc. This is an allowance because until 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 walkways, relallllllg walls, major cut or fill areas, under crossings of roadways or railways, trail and roadway intersection design, and cost estimating of these engineering related structures. 7 NOTICKTOPROCEED I, : "' ' . ' . . . , . . .....~ . . . " 7Y\~ ............ . . C'" ... .. .. ., . .. . " " ,:.' . . .DATE:F~.~& TO: CONTRACTOR . . . . '. I . 'I, , .,. . ,'. : .". ,. ,. . .5.55q. 7AJM1/~d)~JM g3?t)'l . .. . i\DDRESS ..., ... , .. . iPROJECT: 1l'\.A'~':'_ ~~... ..~(l__~AJ1W' DESCRIPTION:".J('~. ~jJ, " .~. .. ,~~r . .. ~.. ./~,..,. I' ... . , .,'. '.. '.. . .~. ..,............ By: Name: Name:.. \VILLIAM BERG .. Title: Title: CIlYCLERK .. MAYOR.