Parks Master Pathway Plan
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CITY OF MERIDIAN
Planning Department
Memo
To: Tara Green
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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
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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.
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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 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
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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
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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
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PROFESSIONAL SERVICES AGREEMENT - page 4 of 5 /II~~;'~n.i~ {- t4~/?",,,, 14&-.
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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.
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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.
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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.
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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.
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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 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.
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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.
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By:
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