City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize the Public Works Department to solicit
Requests for Proposals (RFP) for design services for the Ballona Creek Bikeway
Project adjacent to Overland Avenue.
BACKGROUND:
California voters approved the Water Security, Clean Drinking Water, Coastal and
Beaches Protection Act of 2002 (Proposition 50) on November 5, 2002. Proposition
50 authorized the State Legislature to appropriate $100 million for the acquisition,
restoration, protection and development of river parkways. These funds may be
used for river parkway projects that relate to at least two of the following issue areas;
recreation; habitat; flood management; conversion to river parkways; and,
conservation and interpretive enhancements. The Santa Monica Mountains
Conservancy (SMMC) is authorized to award grants to governmental agencies for
river parkway project that meet the requirements of Proposition 50.
In 2003/2004 the City implemented the Ballona Creek Pedestrian Bridge
Replacement project. As part of the original project design concept the areas
adjacent to the entrances to the bridge were proposed to be improved with
enhanced hardscape and landscape treatments. As a result of the higher then
anticipated cost of the project, the scope of the design was reduced and the
improvements at the northern end of the bridge, along the Ballona Creek Bike Path
were eliminated.
Meeting Date: 05/14/07 Item Number: A-3
AGENDA ITEM: Authorization to Solicit Requests for Proposals for Design
Services for the Ballona Creek Bikeway Project Adjacent to Overland Avenue.
Contact Person/Dept.: Charles D.
Herbertson, Public Works Director
Phone Number:
(310) 253-5630
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Santa Monica Mountains Conservancy, Los Angeles County Department of Public
Works, County of Los Angeles Public Library, Culver City Unified School District,
Mountains Recreation and Conservation Authority, Santa Monica Bay Restoration
Commission and Ballona Creek Renaissance by letter dated May 4, 2007. Master
Notification List on May 9, 2007.
Department Approval:
Charles D. Herbertson 4/24/07
City Attorney Approval:
Carol Schwab (by H. Iker) (05/02/07)
City Controller Approval:
Marlee Chang (05/04/07)
City Manager Approval:
Jerry B. Fulwood (05/09/07) City of Culver City, California
City Council Agenda Item Report
On December 29, 2006, Staff submitted a Proposition 50 grant application to the
SMMC for the purpose of implementing and enhancing the improvements along the
bike path which had been eliminated from the Pedestrian Bridge project.
Specifically, the grant requested $60,000 for project planning and design activities
through the development of all construction documents necessary for construction of
a project to restore natural habitat, enhance the creek and bike path environment,
create educational opportunities and establish a way station for users of the bike
path. On January 22, 2007, the Santa Monica Mountains Conservancy adopted
Resolution No. 07-03, authorizing the grant for the project planning and design of the
Ballona Creek Overland Project (Named locally as the Ballona Creek Bikeway
Project)
DISCUSSION:
The proposed Ballona Creek Bikeway Project is located between Overland Avenue
and the pedestrian bridge west of Overland Avenue. The goal is to have the
planning and design activities completed in time to submit the project for
construction funding for the next Rivers and Parkways grant cycle in October 2007.
The project is located adjacent to or near the Julian Dixon County Library, Culver
City High School, Culver City Middle School, Farragut Elementary School, LA Goal
adult learning center, and a Continuous Deflective Separation (CDS) unit installed by
the City in 2004/2005. The project is intended to transform this segment of the creek
and bike path by enhancing the beauty of the creek, and providing a peaceful and
beautiful way station for travelers along this segment of the bike path as well as
amenities for library patrons, school students and nearby residents. The proposed
construction project would have the following features:
• Removal of concrete embankment and replacement with a retaining wall and
terraced landscaping with native, drought tolerant plants and irrigation along the
upslope side of the bike path (between the bike path and the school properties
and library)
• Enhanced fencing between the bike path and the school property and between
the bike path and creek
• Enhanced entry gate at the service roadway entrance to the creek located off of
Overland Avenue and adjacent to the Julian Dixon county library.
• A rest area with benches, water fountain and trash receptacles
• Installing lighting along this portion of the bike path.
• Installing educational displays regarding this section of Ballona Creek including
information on storm water pollution prevention utilizing the nearby CDS unit.
• Repair of the existing mural that is that located along the bike path and near the
library and install an anti-graffiti coating over the repaired mural.
• Provide for five years of maintenance. City of Culver City, California
City Council Agenda Item Report
Scope of Work:
The grant funding is to be used to pay for planning and design services through
construction documents including required environmental documents for the
proposed construction project and a safety/security study to be performed under the
direction of the Culver City Police Department. The design consultant will conduct at
least two community meetings to obtain public input on the project design and
safety/security study and comply with the City’s Open Space Zone requirements.
Project Timeline:
Should the City Council approve the release of the RFP, the following table includes
the timeline for the project:
Task Time Frame
Council Authorize release of RFP May 14, 2007
Release of Notice Inviting
Proposals
May 15, 2007
Response to RFP due date June 11, 2007
Respondent Interviews June 18, 2007
Award design contract July 9, 2007
Project study and design July – September 2007
Council Authorize Rivers &
Parkways Grant proposal
submission
September 24, 2007
Rivers & Parkways Grant proposal
submission
October 2007
Attached for your information is a more detailed description of the proposed
construction project (Attachment No. 1). These project design parameters may
change based on the available budget and public input received during the design
process.
FISCAL ANALYSIS:
The grant approved project budget is:
Planning, Design and Preparation of Project Plans & Specifications: $ 50,000
Safety and Security Study $10,000
--------------------
Total Budget $60,000 City of Culver City, California
City Council Agenda Item Report
Staff support from the following City departments will be needed to implement the
project: Public Works, Police, Fire, Community Development and Parks, Recreation
& Community Services.
ATTACHMENTS:
1. Ballona Creek Bikeway Project Proposal dated December 21, 2006.
2. Copy of the Request for Proposal
MOTION:
That the City Council:
Authorize the Public Works Department to solicit Requests for Proposals for
planning and design services for the Ballona Creek Bikeway Project.
MEETING DATE: 05/14/07
AGENDA ITEM:
Authorization to Solicit Requests for Proposal for Design
Services for the Ballona Creek Bikeway Project adjacent
to Overland Avenue.
ATTACHMENTS
Ballona Creek Bikeway Project Proposal dated December 21,
2006.
Copy of the Request for Proposal|101010|Pages
1-2
3-24BALLONA CREEK BIKEWAY PROJECT
PROJECT PROPOSAL
PRESENTED TO THE SANTA MONICA MOUNTAINS RECREATION AND
CONSERVATION AUTHORITY
December 21, 2006
PROJECT SITE LOCATION
The proposed project is located along the northern side of the Ballona Creek Bike Path
and Channel, between Overland Avenue and the Pedestrian Bridge which crosses from
Ocean Avenue approximately 1850 feet to the west of Overland Avenue. The Base
Project would be the continuation of a proposal originally contemplated as a Bid
Alternative in conjunction with the Culver City Pedestrian Bridge Replacement Project. To
the north of the project site are the Culver City High School, Middle School and Farragut
Elementary School, which are operated by the Culver City Unified School District.
PROPOSED PROJECT
PROPOSED PROJECT
The work to be performed includes removing the existing hards*ing on a slope between
the Bike path and adjacent school properties, in order to construct a 3.5' high concrete
masonry wall; install irrigation and drought-tolerant landscape materials and site furniture.
Elements of the Proposed Project would include:
1. Clearing And Grubbing Of ± 5" Thick Reinforced Pavement Lining
Removal of the existing pavement lining over the slope on the North Slope.
The existing pavement is ± 3" thick concrete with 6" x 6" wire mesh
reinforcement on ± 2" asphalt pavement. The pavement lining shall be
disposed of per standard practices.
2. 3.5' High Retaining Wall
Construct 3.5' high retaining wall along base of North Slope adjacent to Bike
Path:
• The retaining wall shall be 8-inch concrete block constructed in
accordance with Section 303-4.1 of the SSPWC.
• Drain pipes and backfill shall comply with SSPWC Sections 207, 208,
and 306.
3. Soil Amendment And Fine Grading
4. Irrigation SystemBALLONA CREEK BIKEWAY PROJECT
PRELIMINARY PROJECT PROPOSAL
DECEMBER 21, 2006
Page 2 of 2
5. 2" Water Meter
Installation of a 2" water meter in a location approved in coordination with
Golden State Water Company.
6. Jute Mesh
7. Planting with native, drought tolerant vegetation. (Trees, shrubs and groundcover)
8. Lighting
9. Site Furniture
The following furnishing shall be installed at the locations shown on the final
improvement plans when prepared.
• Benches — Curved metal benches with backs and arms that divide up
the seating area.
• Trash Urns - Universal round receptacle with the concrete base; 36
gallon; side opening; W diameter perforation.
10. 5 Years Landscape Maintenance included
11. Educational Component — coordinate production of educational displays with the
Culver City School District and County Library. Educational displays to include
material on the history and natural biology of the creek as well as current efforts in
storm water pollution prevention that highlight the Continuous Deflective Separation
(CDS) unit located within the proposed project area.
12. In the area adjacent to the Los Angeles County Julian Dixon Library:
a.) Remove and replace (R/R) fencing along access from Overland Ave to Bike Path
(BP).
b.) Plant appropriate native vegetation.
c.) Rehabilitate and improve Overland Ave. maintenance vehicle access to BP and
CDS unit.
d.) Install Lighting along BP between Pedestrian bridge area and Overland Ave.
13. Remove fencing and repair post holes along BP adjacent to creek channel slope
(excluding areas of 90 degree drop-oft), between Overland Ave. and Sepulveda Blvd...
14. Remove and replace school sites fencing adjacent to the BP.
15. Remove and replace bike path surface.REQUEST FOR QUALIFICATIONS AND
PROPOSALS
PLANNING AND DESIGN SERVICES
for
DESIGN AND DEVELOPMENT OF THE
BALL ONA CREEK BIKE WA Y PROJECT
May 15, 2007
Submittal Deadline: 3:00 pm., June 11, 2007Planning/Design RFP-Ballona Creek Bikeway Project
05/03/07
Page 2 of 11
SECTION I - GENERAL
The City of Culver City is seeking the services of qualified planning and design
firm(s) to provide professional services for the Ballona Creek Bikeway Project.
The project is located along the north side of Ballona Creek west of Overland
Avenue, as shown in Exhibit 1.
The City's request is for a two phase project. Phase 1 includes the preparation
of conceptual plans, presentations at public meetings and grant application
exhibits. Phase 2 would be the preparation of construction drawings,
specifications and bid documents and the participation in the contract bidding
and development phases through to project completion. The City intends to
award the contract for planning and design services by July 9, 2007.
The project includes planning, design and community outreach activities
through the development of all construction documents necessary for
construction of a project to restore natural habitat, enhance the creek and
bike path environment, create educational opportunities and establish a way
station for users of the bike path.
SECTION II- PROJECT LOCATION
The City of Culver City is a Charter City incorporated in 1917, with a population
of approximately 40,000 within five square miles. The City is located eight miles
west of Downtown Los Angeles and six miles north of Los Angeles International
Airport. It is also strategically located near the interchange of the Santa Monica
(1-10) and San Diego (1-405) freeways.
The Ballona Creek and Bike Path travel through the City in an east/west direction
and connect to the Ocean and coastal bike path in Marina del Rey. The project is
located adjacent to or near the Julian Dixon County Library, Culver City High
School, Culver City Middle School, Farragut Elementary School, LA Goal adult
learning center, and a Continuous Deflective Separation (CDS) unit installed by
the City in 2004/2005.
SECTION III - PROJECT DESCRIPTION
The proposed Ballona Creek Bikeway Project (Project) is located along the
north side of the Ballona Creek west of Overland Avenue. The goal is to have
the planning and design activities completed in time to submit the project for
construction funding for the next Rivers and Parkways grant cycle in October
2007. The project is intended to transform this segment of the creek and bike
path by enhancing the beauty of the creek, and providing a peaceful and
beautiful way station for travelers along this segment of the bike path as well
as amenities for library patrons, school students and nearby residents. The
proposed construction project would have the following features:
4Planning/Design RFP-Ballona Creek Bikeway Project
05/03/07
Page 3 of 11
• Removal of concrete embankment and replacement with a retaining wall
and terraced landscaping with native, drought tolerant plants and irrigation
along the upslope side of the bike path (between the bike path and the
school properties and library)
• Enhanced fencing between the bike path and the school property and
between the bike path and creek
• Enhanced entry gate at the service roadway entrance to the creek located
off of Overland Avenue and adjacent to the Julian Dixon county library.
• A rest area with benches, water fountain and trash receptacles
• Installing lighting along this portion of the bike path.
• Installing educational displays regarding this segment of Ballona Creek
including information on storm water pollution prevention utilizing the
nearby CDS unit.
• Repair of the existing mural that is that located along the bike path and
near the library and install an anti-graffiti coating over the repaired mural.
• Provide for five years of maintenance.
• Safety/Security Study
Attached for your information is a more detailed description of the proposed
construction project (Attachment No. 1). These project design parameters may
change based on the available budget and public input received during the
design process.
The Project consists of planning and design services, specifications, and cost
estimates for the construction, including required environmental documents for
the proposed construction project and a safety/security study to be performed
under the direction of the Culver City Police Department. The design consultant
will conduct community meetings to obtain public input on the project design and
safety/security study and comply with the City's Open Space Zone requirements.
The Project scope will also include preparation of landscape and irrigation plans
that will utilize drought tolerant and Southern California native plants appropriate
to the Ballona Creek habitat and drip or other low-volume water conserving
irrigation systems.
The Project is funded by the Santa Monica Mountain Conservancy through
Proposition 50 grant funding.
SECTION IV - OBJECTIVES
The City is seeking proposals from consulting firms with a proven track record in
community-based planning and design to provide services for the Project.
The improvements must comply with all current County and City codes and
standards, including but not limited to the Americans with Disabilities Act and
Guidelines (ADA&G).Planning/Design RFP-Ballona Creek Bikeway Project
05/03/07
Page 4 of 11
It is anticipated that the design team may include a combination of expertise in
the following fields: civil engineering; urban design and/or landscape architecture;
and community outreach.
SECTION V - SCOPE OF SERVICES
The scope of services for this project will include the following tasks:
Contract Administration
1. Establish a single point of contact and commit that person for the duration of
the project to provide timely information relative to the project issues.
2. Attend project team meetings with City staff, (Staff support from the following
City departments will be needed to implement the project: Public Works,
Police, Fire, Community Development and Parks, Recreation & Community
Services) including preparing and presenting materials as needed at the
following meetings:
a Attend a preliminary meeting with City staff to discuss and formalize
working relationships and project parameters.
b Conduct a kick-off meeting with all the stakeholders (at a minimum,
Santa Monica Mountains Conservancy, Los Angeles County
Department of Public Works, Los Angeles County Library and Culver
City Unified School District) to formalize working relationships and
review project issues and procedures.
c Organize, prepare materials for, present information, and summarize
proceedings of two community outreach meetings. This will include
outreach to residents, property owners and stakeholders within project
vicinity.
d Attend project team progress meetings with the City's Project Manager
and other stakeholders to monitor the project status, scope, schedule,
and budget.
e Attend one Planning Commission and one City Council meeting for
presentation of the design plans, if requested.
f Attend one City Council meeting for approval of the plans &
Specifications for construction, if requested.
3. Provide project management services throughout the course of the project,
document checking, coordination with City staff and stakeholders, data
coordination, value engineering analysis, site analysis, materials
research/specifications, constructability reviews and sustainability.
Public Outreach
1 Present a recommended program for public outreach activities to achieve the
following:
• Acquaint residents and stakeholders in affected areas of the Project.Planning/Design RFP-Ballona Creek Bikeway Project
05/03/07
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• Receive public input on issues of importance and relative priorities.
• Gain public understanding, acceptance, and support of the Project.
2. Develop presentations, plans, elevations and/or other presentation material
and carry out an ongoing information dissemination program throughout the
design development phase of the project. Prepare an information sheet of the
project and mail it to residents and other interested parties in the area.
Phase 1 — Planning, Design and Community Outreach Phase
1. Attendance at a planning kick-off meeting with staff.
2. Attendance at periodic design team meetings.
3. Investigate and verify the existing conditions of the site through site visits and
review of record drawings.
4. Perform necessary ADA&G review and make recommendations for
compliance.
5. Prepare project status reports and recognize critical issues early on to
discuss and resolve them with the City.
6. Prepare high quality reports, drawings, detailed materials boards, elevations,
application exhibits, preliminary cost estimates, and professional oral
presentations as required for conceptual plan approvals.
7. Anticipate maintenance requirements and develop preliminary Project
maintenance cost estimate, with an emphasis' towards minimizing future
maintenance/operational costs.
8. Review costs and project components with City staff to develop a
recommended project and revise, as necessary.
9. Revise project elements and concept design based on City input.
10.Conduct at least two community outreach meetings; the first for project
introduction/initial public input; and, the second for presentation of conceptual
design.
Phase 2 - Construction Phase
1. Based on the approved concept plans, develop and prepare all necessary
plans, specifications and construction drawings for the Project, including site
plan, utility connections, construction details, and incorporating applicable
Standard Urban Storm Water Mitigation Plan (SUSMP) requirements adopted
on March 8, 2000, by the California Regional Water Quality Control Board,
Los Angeles Region.
2. Preparation of a site grading and drainage plan by a registered Civil Engineer.
3. Preparation of construction specifications, including standard City bid forms,
contract documents, and general provisions.
4. Preparation of a detailed cost estimate for the entire project.
5. Provide utility coordination.
6. Provide project documentation for City review that includes plans,
specifications, and cost estimates at the 50%, 85% and 100% construction
drawing stages in sufficient detail to ensure the successful completion of thePlanning/Design RFP-Ballona Creek Bikeway Project
05/03/07
Page 6 of 11
project within the approved budget.
7. Prepare all applications, coordination and securing of permits, and approvals.
from all necessary advisory and permitting/regulatory agencies.
8. Ensure that bid documents comply with all City and regulatory agency general
conditions, general requirements, and construction regulations.
9. Evaluate the contractor bid proposals and coordinate the evaluation process.
10.Attendance at a preconstruction meeting with the contractor at the site.
11.Provide all necessary design services required to obtain required permits and
approvals, and bid and complete the project.
12.Provide construction support including review of Requests for Information
(RFI's), Contract Change Orders (CCO's), weekly inspection of the project
site and coordination with the City's Project Manager, attendance at bi-weekly
construction meetings and submittal of "as-built" plans at completion of
project.
13.Provide appropriate on-site surveillance during construction to maintain
awareness of the project development and to assure conformance with the
contract documents; provide review and approval of all submittals required by
the construction contract; provide supplemental documents for clarification or
resolution of conflicts encountered during construction.
14.Coordinate development of punch lists with stakeholders and
recommendations to the City for substantial completion date and acceptance
of all corrective and completion work by the contractor; ensure that all
specified submittals are responsive to the intent.
Plans, Documentation, and Presentations.
1. Copies of all plans, specifications and construction drawings for the Project,
including site plan, utility connections, construction details, drawings,
elevations, application exhibits, preliminary cost estimates, "as-builts," and
presentation materials are to be provided to the City in hardcopy and an
electronic format approved by the City.
2. All plans, specifications and construction drawings shall include the City
standard signature block at the lower right hand corner.
3. Project "as-builts" shall be also provided to the City on Mylar.
SECTION VI- UNIQUE ELEMENTS OF PROJECT
The selected consultant must meet the project timeline and budget, prepare and
complete construction documents, provide agency coordination, obtain permits,
and provide construction administration services.
In addition:
A. The Project must be designed and constructed using materials that can be
easily maintained in a coastal environment; that are highly durable; and that
resist graffiti, weather, and vandalism.Planning/Design RFP-Ballona Creek Bikeway Project
05/03/07
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B. The Project must be designed and put out to bid in compliance with the
City's proposed time-line. The following is the anticipated schedule for the
Phase 1 timeline for the Project:
Task Time Frame
Council Authorize release of RFP May 14, 2007
Release of Notice Inviting Proposals May 15, 2007
Response to RFP due date June 11, 2007
Respondent Interviews June 18, 2007
Award design contract July 9, 2007
Project study and design July — September
2007
Council Authorize Rivers & Parkways
Grant proposal submission
September 24,
2007
Rivers & Parkways Grant proposal
submission
October 2007
Note: All dates, sequencing and timelines are tentative and subject to change.
The project must be designed and constructed using techniques for the
Project which increase life-cycle economic return, increase durability and
recyclability of construction materials and systems, minimize waste,
minimize pollution and urban runoff, and model the applicability of
sustainable design and construction techniques to this project.
C. The Project is intended to be a model for future projects along Ballona
Creek within the City.
SECTION VII- QUALIFICATION CRITERIA
Prospective firms must meet the following qualification criteria before progressing
any further in the proposal process.
1. Firm(s) must be licensed in their respective fields to operate in the State of
California and have a minimum of five years of landscape architectural
experience.
2. Firm(s) must have designed within the last five years a minimum of two (2)
similar types (bikeway and/or pedestrian) of projects.
3. Firm(s) must meet the City insurance requirements, as stated in the attached
Professional Services Agreement. All insurers must be licensed to sell their
specific product in the State of California.
SECTION VIII - SUBMITTAL REQUIREMENTS
Five (5) copies of the following information, one copy of which must be single-
sided and unbound, are requested as part of the submittal requirements. Please
use the following format:
ciPlanning/Design RFP-Ballona Creek Bikeway Project
05/03/07
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1. Letter of Introduction - Include the Respondent's basic understanding of the
proposal; limited to two pages.
2. Project Team — List the proposed project team members, by name and
position, the function each person will perform, and the percent of time each
will spend on this project. Provide resumes for each proposed team member,
including past experience of each team member related to this project.
3. A list of sub-consultants, if any, proposed to assist the prime consultant. This
list shall also include the sub-consultants' qualifications pertinent to this
project.
4. The City must approve changes in key personnel subsequent to the award of
the contract.
5. Approach — Describe the firm's approach to Section V - Scope of Services in
this RFP, as well as the level of involvement and interaction with City staff
anticipated. Also describe what kind of information will be required from City
staff.
6. Experience - Describe the relevant experience of the firm in preparing
conceptual and construction plans for public agencies for similar types of
projects. Provide a summary of the stated experience and outcomes/results
accomplished, including a client contact and phone number.
7. Work Load — Provide a list of the firm's and team member's current and
anticipated major projects to December 2007.
8. Project Timeline — Detail an anticipated project timeline from start of work to
deliverables of each project phase/milestone.
9. Rates - Provide a not-to-exceed contract amount for the project, cost by each
task listed in Section V - Scope of Services, and hourly rates for the
personnel assigned to this project.
10.References - Provide at least three (3) references of individuals and/or firms
with whom the Proposer has worked; provide a contact name, position, firm
name, address, telephone and fax numbers. Public Sector references are
required.
11.Provide copies of the design plan, elevations and photo of the two (2) projects
your firm is using to meet Section VII - Qualification Criteria, No. 2. Plans
must be provided on 11" X 17" sheets.
10Planning/Design RFP-Ballona Creek Bikeway Project
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SECTION IX - DESIGN CONSULTANT SELECTION GUIDELINES
The following criteria will be considered in the evaluation process:
1. Extent and quality of the firm's experience and accomplishments in relevant
projects, including those that involve a community outreach and input
process;
2. Qualifications and experience of the firm(s) and team members assigned to
the projects with innovative and sustainable design within active public open
spaces;
3. Quality of Proposal and demonstrated understanding of the project;
4. Ability to lead a multi-disciplinary project team;
5. Record of the consultant in accomplishing work within required time and
budget constraints;
6. Understanding of the approach; tasks, and methodology necessary to
complete the required services
7. Workload of the firm(s);
8. References; and,
9. Geographical location of the design team.
The proposed fee is not intended to be the governing factor in the selection
process but will be considered. The proposed fee must be submitted in a sealed
envelope, separate from the proposal.
While it is the intention of the City to complete the full Scope of Services provided
above in an uninterrupted sequence, the City reserves the right in consultation
with the top candidates to narrow the final scope of services to reflect project
budget constraints. As such, the final scope of services could be revised to delay
or eliminate the Phase 2 — Construction Phase in-part or in it's entirety.
Interviews will be scheduled with the top candidates. All interviews will be held
on June 11, 2007. The City in its sole discretion will determine how many and
which firms will be invited to interview. Interview appointments will be assigned
by the City on or before Wednesday, June 13, 2007.
SECTION X - SOLE AUTHORITY
Rights of Rejection
The City intends to award a contract to the respondent that demonstrates the
highest level of expertise and capabilities to provide the requested services. The
City reserves the right to reject any and all proposals or to re-issue the RFP
when such action shall be considered in the best interest of the City.
By submitting a response to this RFP, prospective consultants waive the right to
protest or seek legal remedies whatsoever regarding any aspect of this RFP. In
addition, the City reserves the right to issue written notice to all participants ofPlanning/Design RFP-Ballona Creek Bikeway Project
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any changes in the proposal submission schedule or submission requirements,
should the City determine in sole and absolute discretion that such changes are
necessary. The City also reserves the right to approve all individuals and firms, if
any, to be retained by the prime consultant. The City's policy is to screen
consultants based upon their proposal and project reference checks.
SECTION XI - RFP QUESTIONS
Questions regarding this Request for Proposals must be submitted no later than
5:00 p.m. PST on Wednesday, May 30, 2007 by e-mail. Questions should be
submitted to:
charles.herbertson@culvercity.org
Responses to RFP Questions will be e-mailed only to bid holders who have
provided an e-mail contact.
SECTION XII - CONTRACT
The lead firm will be required to enter into an agreement with the City of Culver
City prior to commencing work. No selection will be final until an agreement has
been properly executed and signed by the consultant and the City. The terms of
the agreement will include, among other items, insurance requirements
established by the City. A sample form professional services contract is attached
as Exhibit No. 3.
Errors and omissions insurance, specifically and exclusively designated for
development of the site, shall be required of the firm providing professional
design or engineering services for the Project. Such insurance shall provide a
minimum coverage limit per claim of not less than $1,000,000 per
claim/$1,000,000 in aggregate with an additional $1,000,000 in exclusive
coverage to the Project. Such policy may be written on a "claims made" basis
provided it commences as to each named insured upon execution of each
covered contract, continues until Final Completion and includes at least a one
year discovery period after completion of the project.
All firms are required to have Worker's Compensation coverage and General
Liability and Automobile Liability, each with a limit of $1,000,000, naming the City
and Santa Monica Mountains Conservancy as additional insured and provide for
a 30-day notice of cancellation. Additionally, the consultant is also required to
have the insurance company execute the City's Special Endorsement form. A
copy of the Special Endorsement form is attached as Exhibit No. 4. The firm and
all subconsulants must obtain a City of Culver City business tax certificate.
Should the City's relationship with the firm /contractor end during any phase of
the design/construction process the City will retain possession of and exclusive
rights to any drawings and/or documents produced during any one of the phases.
ILPlanning/Design RFP-Ballona Creek Bikeway Project
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SECTION XIII - PROPOSALS DUE
Five copies of the proposal and your proposed fee in a separate sealed envelope
must be submitted by 3:00 Dm, June 11, 2007 to the address shown below.
Postmarks will not be accepted in lieu of delivery. Proposals are to be sent to:
Charles D. Herbertson, Public Works Director/City Engineer
Culver City Public Works Department
P.O. Box 507
9770 Culver Boulevard
Culver City, CA 90232-0507
All Submittals must, be clearly marked as "Proposal for Professional Services for the
Ballona Creek Bikeway Project."
City Hall business hours are 7:30 am - 5:30 pm, Monday through Friday, City Hall is
closed alternate Fridays and will be closed on May 25'2007 and June 8, 2007. City Hall
will also be closed for Memorial Day on Monday 28, 2007.
SECTION XIV - FURTHER INFORMATION/CONTACT
Charles D. Herbertson, Public Works Director/City Engineer
(310) 253-5600
EXHIBITS:
1. Project Aerial
2. Ballona Creek Bikeway Project Proposal dated December 21, 2006.
3. Sample Contract with Exhibits "A" and "B"
4. Special Endorsement formCulver City BaIlona Creek Bikeway Project Legend
Scale: 1:6,394
DO NOT USE FOR NAVIGATIONExhibit No. 2
BALLONA CREEK BIKEWAY PROJECT
PROJECT PROPOSAL
PRESENTED TO THE SANTA MONICA MOUNTAINS RECREATION AND
CONSERVATION AUTHORITY
December 21, 2006
PROJECT SITE LOCATION
The proposed project is located along the northern side of the Ballona Creek Bike Path
and Channel, between Overland Avenue and the Pedestrian Bridge which crosses from
Ocean Avenue approximately 1850 feet to the west of Overland Avenue. The Base
Project would be the continuation of a proposal originally contemplated as a Bid
Alternative in conjunction with the Culver City Pedestrian Bridge Replacement Project. To
the north of the project site are the Culver City High School, Middle School and Farragut
Elementary School, which are operated by the Culver City Unified School District.
PROPOSED PROJECT
PROPOSED PROJECT
The work to be performed includes removing the existing hardscaping on a slope between
the Bike path and adjacent school properties, in order to construct a 3.5' high concrete
masonry wall; install irrigation and drought-tolerant landscape materials and site furniture.
Elements of the Proposed Project would include:
1. Clearing And Grubbing Of ± 5" Thick Reinforced Pavement Lining
Removal of the existing pavement lining over the slope on the North Slope.
The existing pavement is ± 3" thick concrete with 6" x 6" wire mesh
reinforcement on ± 2" asphalt pavement. The pavement lining shall be
disposed of per standard practices.
2. 3.5' High Retaining Wall
Construct 3.5' high retaining wall along base of North Slope adjacent to Bike
Path:
• The retaining wall shall be 8-inch concrete block constructed in
accordance with Section 303-4.1 of the SSPWC.
• Drain pipes and backfill shall comply with SSPWC Sections 207, 208,
and 306.
3. Soil Amendment And Fine Grading
4. Irrigation System
KBALLONA CREEK BIKEWAY PROJECT
PRELIMINARY PROJECT PROPOSAL
DECEMBER 21, 2006
Page 2 of 2
5. 2" Water Meter
Installation of a 2" water meter in a location approved in coordination with
Golden State Water Company.
6. Jute Mesh
7. Planting with native, drought tolerant vegetation. (Trees, shrubs and groundcover)
8. Lighting
9. Site Furniture
The following furnishing shall be installed at the locations shown on the final
improvement plans when prepared.
• Benches — Curved metal benches with backs and arms that divide up
the seating area.
• Trash Urns - Universal round receptacle with the concrete base; 36
gallon; side opening; 14" diameter perforation.
10. 5 Years Landscape Maintenance included
11. Educational Component — coordinate production of educational displays with the
Culver City School District and County Library. Educational displays to include
material on the history and natural biology of the creek as well as current efforts in
storm water pollution prevention that highlight the Continuous Deflective Separation
(CDS) unit located within the proposed project area.
12. In the area adjacent to the Los Angeles County Julian Dixon Library:
a.) Remove and replace (R/R) fencing along access from Overland Ave to Bike Path
(BP).
b.) Plant appropriate native vegetation.
c.) Rehabilitate and improve Overland Ave. maintenance vehicle access to BP and
CDS unit.
d.) Install Lighting along BP between Pedestrian bridge area and Overland Ave.
13. Remove fencing and repair post holes along BP adjacent to creek channel slope
(excluding areas of 90 degree drop-off), between Overland Ave. and Sepulveda Blvd...
14. Remove and replace school sites fencing adjacent to the BP.
15. Remove and replace bike path surface.
I0Exhibit No. 3
Contract No. 2007-0
CITY OF CULVER CITY
SAMPLE
STANDARD FORM CONTRACT
WITH:
THIS AGREEMENT is made and entered into by and between THE CITY OF
CULVER CITY, a municipal corporation, hereinafter referred to as "City," and
, a corporation, hereinafter referred to as
"Consultant."
1. CONSULTANT'S SERVICES. Consultant agrees to perform, during the
term of this Agreement, the tasks, obligations, and services set forth in the
"Scope of Service" attached to and incorporated into this Agreement as
Exhibit "A."
2. TERM OF AGREEMENT. The term of this Agreement shall be from the
effective date pursuant to Paragraph 27 of this Agreement and shall end
upon satisfactory completion of the work, as reasonably determined by
City's Public Works Director.
3. PAYMENT FOR SERVICES. City shall pay for the services performed by
Consultant pursuant to the terms of this Agreement, the compensation set
forth in the "Schedule of Compensation" attached to and incorporated into
this Agreement as Exhibit "B." The compensation shall be paid at the
time and manner set forth in said Exhibit "B."
4. TIME FOR PERFORMANCE. Consultant shall not perform any work
under this Agreement until (a) Consultant furnishes proof of insurance as
required under Paragraph 7 of this Agreement; and, (b) City gives
Consultant a written and signed Notice to Proceed.
5. DESIGNATED REPRESENTATIVE(S). . shall
be the designated Consultant Representative, and shall be responsible for
job performance, negotiations, contractual matters, and coordination with
the City. Consultant Representative shall actually perform, or provide
immediate supervision of Consultant's performance of, the Scope of
Service.
6. HOLD HARMLESS. Consultant shall be responsible for any and all
injuries to or death of any person, and for any and all damage to any and
all real or personal property including City's or others, caused by or
resulting from any acts, errors or omissions of Consultant, its employees
or its agents arising out of or connected with rendition of services
hereunder. Consultant shall defend, hold harmless and indemnify City
and its officers and employees from any and all liability claims, including
costs, for damages to real or personal property, or personal injury or
Page 1
11death, resulting from Consultant's, its employees or agent's acts, errors or
omissions arising out of or connected with rendition of services hereunder.
7. INSURANCE. Without limiting its obligations pursuant to Paragraph 6 of
this Agreement, Consultant shall submit one or more duly executed
certificates of insurance for Comprehensive General Liability in the
minimum amount of One Million Dollars ($1,000,000) single limit
coverage, City's Special Endorsement Form naming City as additional
insured, Professional Liability in the minimum amount of One Million
Dollars ($1,000,000), Automobile Liability in the minimum amount of
$1,000,000 and Workers Compensation insurance in statutorily required
amounts.
8. INDEPENDENT CONSULTANT STATUS. City and Consultant agree that
Consultant, in performing the services herein specified, shall act as an
independent Consultant and shall have control of all work and the manner
in which it is performed. Consultant shall be free to contract for similar
service to be performed for other employers while under contract with
City. Consultant is not an agent or employee of City, and is not entitled to
participate in any pension plan, insurance, bonus, worker's compensation
or similar benefits City provides for its employees. Consultant shall be
responsible to pay and hold City harmless from any and all payroll and
other taxes and interest thereon and penalties therefor which may
become due as a result of services performed hereunder.
9. NON-APPROPRIATION OF FUNDS. Payment due and payable to
Consultant for current services is within the current budget and within an
available, unexhausted and unencumbered appropriation of City. In the
event City has not appropriated sufficient funds for payment of Consultant
services beyond the current fiscal year, this Agreement shall cover only
those costs incurred up to the conclusion of the current fiscal year.
10. ASSIGNMENT. This Agreement is for the specific services with
Consultant as set forth herein. Any attempt by Consultant to assign the
benefits or burdens of this Agreement without written approval of City
shall be prohibited and shall be null and void; except that Consultant may
assign payments due under this Agreement to a financial institution.
11. RECORDS AND INSPECTIONS. Consultant shall maintain full and
accurate records with respect to all services and matters covered under
this Agreement. City shall have free access at all reasonable times to
such records, and the right to examine and audit the same and to make
transcripts therefrom, and to inspect all program data, documents,
proceedings and activities. Consultant shall maintain an up-to-date list of
key personnel and telephone numbers for emergency contact after normal
business hours.
12. OWNERSHIP OF CONSULTANT'S WORK PRODUCT. City shall be the
I g owner of any and all computations, plans, correspondence and/or other
Page 2pertinent data, information, documents and computer media, including
disks and other materials gathered or prepared by Consultant in
performance of this Agreement, or at any earlier or later time when the
same may be requested by City. Such work product shall be transmitted
to City within ten (10) days after a written request therefor. Consultant
may retain copies of such products. All written documents shall be
provided to City in digital and in hard copy form.
13. NOTICES. All notices given or required to be given pursuant to this
Agreement shall be in writing and may be given by personal delivery or by
mail. Notice sent by mail shall be addressed as follows:
To City:
To Consultant:
City of Culver City
Attn: Charles D. Herbertson, Public Works Director
9770 Culver Boulevard
Culver City, CA 90232-0507
14. TAXPAYER IDENTIFICATION NUMBER. Consultant shall provide City
with a complete Request for Taxpayer Identification Number ("TIN") and
Certification, Form W-9, as issued by the Internal Revenue Service.
15. PERMITS AND LICENSES. Consultant, at its sole expense, shall obtain
and maintain during the term of this Agreement, all appropriate permits,
licenses, and certificates that may be required in connection with the
performance of services under this Agreement including, but not limited
to, a Culver City business tax certificate.
16. APPLICABLE LAWS, CODES AND REGULATIONS. Consultant shall
perform all work in accordance with all applicable laws, codes and
regulations required by all authorities having jurisdiction over such work.
Consultant agrees to comply with prevailing wage requirements as
specified in the California Labor Code, Sections 1770, et seq.
17. PURCHASES OF SUPPLIES AND MATERIALS WITHIN CULVER CITY.
For work performed, Consultant agrees to seek bids for supplies and
materials from businesses located within the City of Culver City, with the
intent to make purchases from these businesses if such purchases can be
made at competitive prices.
18. RIGHT TO UTILIZE OTHERS. City reserves the right to utilize others to
perform work similar to the services provided hereunder.
19. MODIFICATION OF AGREEMENT. This Agreement may not be
modified, nor may any of the terms, provisions or conditions be modified
or waived or otherwise affected, except by a written amendment signed by
all parties hereto.
Page 3
920. WAIVER. If at any time one party shall waive any term, provision or
condition of this Agreement, either before or after any breach thereof, no
party shall thereafter be deemed to have consented to any future failure of
full performance hereunder.
21. COVENANTS AND CONDITIONS. Each term and each provision of this
Agreement to be performed by Consultant shall be construed to be both a
covenant and a condition.
22. RIGHT TO TERMINATE. City may terminate this Agreement at any time,
with or without cause, in its sole discretion, with thirty-days' (30-days')
written notice.
23. EFFECT OF TERMINATION. Upon termination as stated in Paragraph
22 of this Agreement, City shall be liable to Consultant only for work
satisfactorily performed by Consultant up to and including the date of
termination of this Agreement, unless the termination is for cause, in
which event Consultant need be compensated only to the extent required
by law. Consultant shall be entitled to payment for work satisfactorily
completed to date, based on a proration of the monthly fees set forth in
Exhibit "B" attached hereto. Such payment will be subject to City's receipt
of a close-out billing.
24. GOVERNING LAW. The terms of this Agreement shall be interpreted
according to the laws of the State of California. If litigation arises out of
this Agreement, then venue shall be in the Superior Court of Los Angeles
County.
25. LITIGATION FEES. If litigation arises out of this Agreement for the
performance thereof, then the court shall award costs and expenses,
including attorney's fees, to the prevailing party. In awarding attorney's
fees, the court shall not be bound by any court fee schedule but shall
award the full amount of costs, expenses and attorney's fees paid or
incurred in good faith.
26. INTEGRATED AGREEMENT. This Agreement represents the entire
Agreement between City and Consultant, and all preliminary negotiations
and agreements are deemed a part of this Agreement. No verbal
agreement or implied covenant shall be held to vary the provisions of this
Agreement. This Agreement shall bind and inure to the benefit of the
parties to this Agreement, and any subsequent successors and assigns.
27. EFFECTIVE DATE. The effective date of this Agreement is the date it is
signed on behalf of City, and shall remain in full force and effect until
amended or terminated; provided, that the indemnification and hold
harmless provisions shall survive the termination.
2.0
Page 4(CONSULTANTS)
Dated: By Its
Dated: By Its CITY OF CULVER CITY, CALIFORNIA
By Jerry Fulwood
City Manager
Dated:
APPROVED AS TO CONTENT: APPROVED AS TO FORM:
Charles D. Herbertson Carol A. Schwab
Publci Works Director City Attorney
APPROVED AS TO FINANCING: APPROVED AS TO BUSINESS
TAX CERTIFICATE:
Marlee Chang
City Controller
Crystal Alexander
City Treasurer
Page 5Contract No. 2007-0_
SAMPLE
EXHIBIT A
CITY OF CULVER CITY
AGREEMENT
WITH:
SCOPE OF SERVICE
Consultant shall perform all services
as detailed in the attached Proposal and Scope of Services document.
References in that attachment to shall mean Consultant.
EXHIBIT A
PAGE 1 Of 1Contract No. 2007-0_
EXHIBIT B
CITY OF CULVER CITY
AGREEMENT
WITH:
SCHEDULE OF COMPENSATION
(TIME AND MATERIALS BASIS)
A. METHOD OF PAYMENT. Payment for all work performed by Consultant
pursuant to the terms of this Agreement, including Consultant's meeting
with City staff, shall be made based on the hourly rates and maximum
amounts per task as set forth in the attached B. BILLING. At the end of each calendar month in which services are
performed or expenses are incurred under this Agreement, and prior to the
10th day of the following month, Consultant shall submit an invoice to the
City at the following address:
City of Culver City
Attn: Charles D. Herbertson, Public Works Director
9770 Culver Boulevard
Culver City, CA 90232-0507
The invoice submitted pursuant to this paragraph shall show the City
Agreement Number, hours worked by each person who performed services
during the billing period, the hourly rate of pay for each person who
performed services, the dates on which the services were performed, a
description of the services performed, actual out-of-pocket expenses
incurred in the performance of the services, and such other information as
City may reasonably require.
C. TIME OF PAYMENT. Payment to Consultant shall be made within thirty
(30) days after submittal of Consultant's invoice and approval by City, in
accordance with City's normal demand procedure.
D. MAXIMUM COMPENSATION. Notwithstanding the foregoing and anything
otherwise contained in attached , Consultant
shall complete all the work and tasks described in Exhibit A for a total
amount of compensation that does not exceed which amount includes all out-of-pocket expenses.
EXHIBIT B
PAGE 1 OF 1Exhibit No. 4 SPECIAL ENDORSEMENT
CITY OF CULVER CITY
Notwithstanding any inconsistent expression in the policy to which this endorsement is attached, or in
any other endorsement now or hereafter attached thereto, or made a part thereof, it is agreed that the
policy shall and does:
1. Include the City of Culver City and its officers and employees as additional insureds in the
policies described on the attached Certificate of Insurance as they may be held liable for
injuries, death or damage to property arising out of or in connection with the contract,
executed by the named insured and the City of Culver City. It is further agreed, this policy
shall be primary and noncontributing with any other insurance or self insurance program
available to the City of Culver City, and includes a severability of interest clause; and
2. Provide any general aggregate limit shall apply separately to the above subject contract; and
3. Provide the naming of the additional insureds as herein provided shall not affect any recovery
to which such additional insureds would be entitled under this policy if not named as such
additional insureds; and
4. Provide the additional insureds named herein shall not be held liable for any premium or
expense of any nature on this policy or any extension thereof; and
5. Provide the additional insureds named herein shall not by any reason of being so named be
considered a member of any mutual insurance company for any purpose whatsoever; and
6. Provide the provisions of the policy shall not be changed, canceled or otherwise terminated as
to the interest of the additional insureds named herein without first giving thirty (30) days
written notice thereof to the City Attorney and Public Works Director/City Engineer of the City
of Culver City by certified mail, return receipt requested, and addressed as follows:
City Attorney
Public Works Director/City Engineer
City of Culver City
City of Culver City
9770 Culver Boulevard
9770 Culver Boulevard
Culver City, CA 90232-0507
Culver City, CA 90232-0507
, 20
cy(ies) No._
and shall be
This endorsement if effective
of be valid and form part of Poli
, expiring on Policy(ies) to which is attached.
, when signed below by an Authorized Representative
and, when issued to City shall
insuring
in the same amount for the same coverage as the
Insurer: By: Name and Title: CITY OF CULVER CITY
PROJECT NO. PROJECT NAME:
OR NAME OF AGENT OR BROKER
Address:
24
By: (Signature of Authorized
Representative)
Attachment: Certificate of Insurance
(If signed by other than insurer, proof of authority to bind insurer must accompany this form)
(Revised JR 3/11/05)