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Agenda Item - 2021-12-21 - Number 8.1 - Personal Services Contract for the 2022 Pathways Program 8.1 COUNCIL REPORT ___ o QREGoNI' Subject: Award a Personal Services Contract for Engineering Services for the 2022 Pathways Program (WO 320) as funded in the 2021-2027 Capital Improvement Plan. Meeting Date: 12/21/2021 Staff Member: Stefan Broadus, PE Asst. City Engineer Department: Public Works/Engineering Action Required Advisory Board/Commission Recommendation ❑X Motion ❑ Approval ❑ Public Hearing ❑ Denial ❑ Ordinance ❑ None Forwarded ❑ Resolution ❑x Not Applicable ❑ Information Only Comments: ❑ Council Direction ❑X Consent Agenda Staff Recommendation: Council award a Personal Services contract to Century West Engineering in the amount of$495,539 for Engineering Services for the 2022 Pathways Program (WO 320) as funded in the 2021-2027 Capital Improvement Plan. Recommended Language for Motion: Move to award a Personal Services contract to Century West Engineering in the amount of$495,539 for Engineering Services for the 2022 Pathways Program (WO 320) as funded in the 2021-2027 Capital Improvement Plan. Project/ Issue Relates To: ❑XCouncil Goals/Priorities ❑xAdopted Master Plan(s) ❑Not Applicable EXECUTIVE SUMMARY The 2022 Pathways Program (WO 320) will deliver 5 pathway segments as identified in the City's Transportation System Plan (TSP), prioritized by the Transportation Advisory Board (TAB) as providing safer routes to school, and adopted in the 2021-2027 Capital Improvement Plan (CIP). This Request for Proposals (RFP) procures an Engineering Consultant to produce the contract documents for construction. 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeosweao.city Page 2 BACKGROUND The City adopted a Capital Improvement Plan on June 1, 2021 that identifies the funding and timing of capital projects for the period from July 1, 2021 to June 30, 2027. The Pathways section includes five pathways planned to be completed by June 30, 2023 listed below: 1. Douglas Way Pathway—Quarry Road to Hallmark Drive 2. Douglas Way Pathway— Hallmark to Boones Ferry Road 3. Boca Ratan Pathway— Bonniebrae Drive to Atwater Road 4. Hallinan Street Pathway— Hemlock Street to Cherry Lane 5. Lanewood Street Pathway— Boones Ferry Road to Twin Fir Road These 5 pathways can be more efficiently delivered by combining into a single project. As with the design of most multi-modal facilities, key considerations will include public involvement, land rights, utility coordination, ADA compliance, and constructability, amongst others. DISCUSSION On September 17, 2021, the City solicited proposals for engineering design services for the 2022 Pathways Program (WO 320). Proposals were received from the following five firms: MurraySmith Inc., Alta Planning & Design Inc., Century West Engineering, Harper Houf Peterson Righellis Inc., and Civil West Engineering Services Inc. Interviews were conducted on October 20th, 2021. Using the criteria and the process prescribed in the RFP, the selection panel determined that Century West Engineering received the highest score and therefore was the top proposer. In accordance with the City's Qualifications Based Selection (QBS) process, Engineering Department staff and Century West Engineering have successfully negotiated a scope and fee of$495,539. FISCAL IMPACT This project is budgeted from the Street Fund as shown in the table below. Segment FY 2021-2022 FY 2022-2023 Total Boca Ratan - Bonniebrae Dr. to Atwater Rd. $150,000 $400,000 $550,000 Douglas Way- Hallmark to Boones Ferry Rd. $75,000 $175,000 $250,000 Douglas Way- Quarry Rd. to Hallmark Dr. $125,000 $525,000 $650,000 Hallinan St. - Hemlock St. to Cherry Ln. $125,000 $375,000 $500,000 Lanewood St. - Boones Ferry Rd to Twin Fir Rd. $100,000 $250,000 $350,000 Total $575,000 $1,725,000 $2,300,000 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city Page 3 RECOMMENDATION Council award a Personal Services contract to Century West Engineering in the amount of $495,539 for Engineering Services for the 2022 Pathways Program (WO 320) as funded in the 2021-2027 Capital Improvement Plan. ATTACHMENTS 1. WO 320 Scope and Fee, Century West Engineering 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city ATTACHMENT 1 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT SCOPE OF WORK Project Understanding. The City of Lake Oswego requested the services of a consulting firm to assist its efforts to develop a design for five pathways providing neighborhood connectivity to elementary schools.The pathways are assumed to be generally located on one side of the roadway, however, the exact location of each of the pathways will be determined during the design phase of the project. The anticipated extents of the five pathway segments are: • Douglas Way Pathway—Quarry Road to Hallmark Drive • Douglas Way Pathway—Hallmark to Boones Ferry • Boca Ratan Pathway—Bonniebrae Drive to Atwater Road • Hallinan Street Pathway- Hemlock Street to Cherry Lane • Lanewood Street Pathway—Boones Ferry Road pathway extension to Twin Fir Road By combining the pathways into one project the City can benefit from efficiencies of a single project. Key elements of the project beyond design include public involvement, land rights, utility coordination and constructability. To assist the City in its effort to provide connectivity and safe routes for its residents, Century West Engineering (CWE) proposes the following scope of work and fee schedule to fulfill the needs of the project. In summary, our team will perform surveying, utility research and coordination, public outreach, stormwater analysis and design, multimodal design and construction assistance. Our proposal outlines the labor and expenses necessary to deliver a construction ready set of plans, specifications and construction estimate for the 2022 Pathway Project. Task 1 - Project Management The consultant shall provide management, coordination, and direction to the project team throughout the project. 1.1 Administration • Develop, monitor and maintain a project schedule. Provide monthly schedule updates and revisions. • Process and submit monthly billing with a summary of project status by task and subtask. Include supplemental project status report that identifies percent complete vs percent spent, major ongoing tasks, anticipated upcoming work items, and potential project issues/concerns. • Bi-weekly recurring phone call with the City to review status of tasks, schedule, and budget. Call is assumed to be up to 0.5 hours in duration. • Direct and coordinate the work of all subconsultants. • Develop and administer QA/QC protocols. 1.2 Meetings • Organize and attend the following meetings with City staff. Meetings are assumed to be up to 2 hours and will be conducted primarily via conference call or videoconference. CWE to prepare meeting agenda and meeting minutes.CWE PM and CWE PE assumed to attend all meetings indicated below.Other key subconsultant leads (Public Outreach, Landscape,Arborist, etc.)to attend on an as-needed basis. o Project Kickoff Meeting—assumed to include City's project team, CWE PM & PE, and Public Outreach PM. o Design Team Meetings — assumed to include City's project team and occur on approximately a monthly interval. Includes a total of eight(8) meetings.The anticipated meetings are outlined below: Century West Engineering Page 1 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT ■ Alternatives Analysis Meetings—To occur following submittal of the draft and final Alternatives Analysis deliverable.Assumed to take place at the monthly design meeting. ■ Redline Review Meetings—To initially occur at or following receipt of the City's Concept milestone comments.Assumed that this can be scheduled to coincide with a monthly design team meeting. Will additionally occur following the receipt of the City's 60%, 90%, and 100% milestone comments. Assumed to include CWE PM and CWE PE. ■ As-Needed Design Team Meetings — assumed to include City's project team and occur as requested by the City. Topics may include general design discussion with the project manager, presentation/discussion with the City project team, and/or coordination leading up to milestones such as Council presentation, open house meetings, etc. Includes a total of three (3) meetings. Task 1 Deliverables • Monthly invoices, including invoice summary spreadsheet in PDF format • Agendas and minutes for meetings with City staff • Project schedule Task 2 — Public Outreach & Communications The objective of public involvement on this project is to solicit input from the community and then clearly communicate critical project information such as scope, schedule, and impacts back to them. 2.1 Public Involvement and Communications Plan With input from the City during the kickoff meeting, PBS will create a Public Involvement& Communications Plan that lays forth the goals of the public involvement (PI) process, identifies the project stakeholders, outlines outreach activities based on the level of input needed, and specifies communications messaging, channels, timing, and roles. Assumptions: • The City will lead Public Involvement and the Consultant will assist through planning, coordination, outreach, messaging, and recordkeeping. • The list of project stakeholders is anticipated to include the Forest Highlands, Hallinan, Lake Grove, and Waluga neighborhood associations, among others. • The Consultant will also consider other stakeholder groups such as the Lake Grove Business Association. • The Public Involvement and Communications Plan will include coordination strategies for each stakeholder group. • The City will perform one round of edits on the plan. Deliverables: • Draft and final Public Involvement and Communications Plan • Draft and final Public Involvement and Communications Summary 2.2 Project Mailers The Consultant will assist the City in creating printed mailers for residents of neighborhoods affected by the project. Assumptions: • The first mailer will be "project kick-off" postcard. o The postcard is anticipated to coincide with the start of the project. o The City will provide an example from a previous project to guide content and design. Century West Engineering Page 2 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT o The purpose of the postcard is to introduce the project, list opportunities for learning more and providing feedback, provide contact information, and announce that survey crews will be in the area. • The second mailer will be a "project update" letter. o The letter is anticipated to coincide with 60%design. o The purpose of the letter is to update stakeholders about the project and point them to the City website for additional and ongoing information. • Each deliverable will provide content in English and in Spanish. • The City will perform one round of edits on each deliverable. • The City will oversee printing and mailing of each deliverable and will cover postage and related costs. • Each deliverable will be sent to property owners of the affected neighborhoods,the Lake Grove Business Association, and other stakeholders identified in the Public Involvement and Communications Plan. Deliverables: • Draft and Final Project Kickoff Postcard • Draft and Final Project Update Letter 2.3 Stakeholder Meetings The Consultant will attend up to one (1)stakeholder meeting with each neighborhood association identified in the Public Involvement and Communications Plan throughout the design phase. Assumptions: • Up to two (2) CWE technical representatives and the PBS PI Manager from the Consultant team will attend stakeholder meetings for up to two (2) hours alongside the City representative. • The meetings will be hosted by each stakeholder group. • The City will lead the presentation and the Consultant will address questions as needed. • The City will provide roll maps and related presentation materials, as desired. • Attendance at the meeting of four(4) neighborhood associations (Forest Highlands, Hallinan, Lake Grove, and Waluga) and the Lake Grove Business Association is anticipated, at or prior to the 30% milestone, for a total of five (5) stakeholder meetings: • Attendance will be in person or virtual, as required by the City. Deliverables: • Meeting Attendee List • Meeting Notes 2.4 Communications Support In its support role to the City,the Consultant will provide project updates that the City may use on any of its preferred communications channels. Assumptions: • The City will serve as the media contact; correspond with stakeholders; handle advertising and publicity; post to social media and City website; and facilitate communications through Lake Oswego School District. • The Consultant will provide the City with project-update messaging at milestones throughout the design phase at project kickoff, 30%, 60%, 90%, and final design. • Each update will be written in English and in Spanish. • Each update will be approximately 200 words in length. Century West Engineering Page 3 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT Deliverables: • Written project updates in English and Spanish (5) Task 3 — Research & Data Gathering 3.1 Research and Field Investigation The Consultant will visit the site with City staff to walk the site, discuss existing conditions and review in detail the project area.The Consultant will review available record drawings, stormwater master plan documents, Transportation System Plan and other documents for existing utilities and City Operations Department CCTV if available. 3.2 Design Survey The survey mapping limits will include the street corridors as described in the RFP from right-of-way to right-of- way plus 10 feet onto private property.The specific survey items to be included in this scope are as follows: Topographic Survey • Topographic survey will include field survey of existing above ground features (i.e. edge of pavement, buildings, improvements, trees greater than 6" dbh with tag number, utilities, etc.) as well as elevations with one-foot contour intervals. • Survey the below ground utilities from one-call locate paint marks and existing as-built maps, manhole dips etc. • Surveyor will call for one-call utility locate paint marks (and as-built maps),take shots on the marks for areas of detailed mapping using conventional methods, and add utility locations to the existing conditions base map drawing. Right-of-Way Survey and Control • Establish permanent survey control with the horizontal control based on the Oregon Coordinate Reference System (OCRS), Portland Zone and the vertical elevations referenced to the City of Lake Oswego's datum (NGVD29). • Review existing right-of-way records (i.e., surveys, plats, deeds and right-of-maps), field locate existing property/right-of-way monuments within the limits of survey and determine right-of-way location from the above information • Prepare a Pre-Construction Record-of-Survey showing all found monuments and established control to be filed with the Clackamas County Surveyor's Office. Deliverables • Pre-Construction Record of Survey to be filed with the Clackamas County Surveyor. • AutoCAD base drawing. 3.3 Tree Survey • Certified arborist shall conduct a tree survey of all trees (>6" dbh) within the public ROW. Large diameter trees (>_15" dbh)within 15 feet of the ROW that have canopies that extend over the ROW shall also be included. • Survey data shall include species, diameter, condition (health) and canopy limits of each tree.The data will be incorporated into a spreadsheet format and separate layer within the CAD drawing set. Century West Engineering Page 4 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT 3.4 Infiltration Testing Due to the built environment within the various project segments, it is assumed not feasible to provide infiltration testing per the City of Seattle Modified Procedure for Conducting Pilot Infiltration Test (PIT) in accordance with Appendix B of the Lake Oswego Stormwater Management Manual, dated March 2016. As an alternative to PIT, infiltration testing can be performed using the Encased Falling Head technique in the City of Portland, 2014 Portland Stormwater Management Manual. The Encased Falling Head technique consists of driving a 6-inch-diameter casing into the ground and performing an infiltration test in the casing. 3.5 Utility Coordination Coordinate with and inform franchise utility owners of potential utility conflicts throughout concept and design phase. Provide plans, and conflicts anticipated with those designs, if necessary, at project design submittal milestones. It is assumed that the existing transformer for the POWIN property that is not being developed will need to be relocated and the relocation of the transformer will be coordinated by CWE. • It is anticipated that CWE PM, CWE PE, and Traffic Engineer will participate in two (2) utility coordination meetings at the project site. • It is anticipated that CWE PE will participate in quarterly Franchise Utility Coordination between City staff and franchise utility providers.Two (2) meetings anticipated. Meetings are anticipated to held via video conference and be up to one hour in duration. • CWE will maintain a franchise utility contact list and maintain a communication log with Utility representatives for City review. • Coordinate and provide up to two (2) days of pothole locating to obtain additional utility depth and identification within project limits. Assume approximately 12 pothole locations, including traffic control. 3.6 Utility Potholing (Contingency) Coordinate and provide up to three(3)days of pothole locating to obtain additional utility depth and identification within project limits. Assume approximately 18 pothole locations, including traffic control. Task 3 Assumptions: 1. Record of Survey filing fees shall be paid by the City 2. It is assumed that 4 infiltration tests will be completed. 3. It is assumed that up to 2 infiltration tests can be completed per day. 4. Traffic control will be provided during the infiltration testing by the consultant team. 5. The consultant team will obtain applicable City permits. It is assumed that fees associated with the permits will be waived. Task 3 Deliverables • Final Topographic survey base map in AutoCAD format. • Copy of final recorded Pre-Construction Record of Survey in pdf format. • Franchise Utility Contact List and Communication Log CAD and PDF of the Existing Conditions base map showing all compiled data. • Utility pothole reports • Infiltration Letter Report Century West Engineering Page 5 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT Task 4—Alternatives Analysis / Conceptual Design This task entails the development of conceptual design alternatives for roadway improvements, landscape layout and stormwater management methods, including the development of estimated construction costs and analyzing the benefits/constraints of the design alternatives. The design alternatives are anticipated to include the following elements: • Up to ten (10) Pathway Alternatives (2 per project segment)—vary pathway side of the road, adjacent to road vs. planter strip, meandering, etc. • Up to five (5) Stormwater Alternatives (1 per project segment) —Vegetated swale and/or rain garden (preferred), mechanical and/or sumped basins (if necessary) The Consultant will work with City staff to evaluate and rank the alternatives, with one (1) preferred alternative to be recommended for project preliminary design for each project segment. 4.1 Pathway Alternatives Conceptual Design and Estimate Consultant shall prepare conceptual plans in AutoCAD and conceptual construction cost estimates for each of the alternatives analyzed. Alternatives will be developed to concept level design sufficient to establish horizontal construction limits, quantities and major construction activities. The drawing shall utilize METRO ortho-rectified aerial imagery and topographic survey data. Geometric design elements that do not meet City and/or permitting agency design standards shall be identified. Conceptual plans will be developed for each of the roadway and stormwater management alternatives, including identification of proposed tree plantings. As part of the alternatives evaluation, each alternative will be reviewed to determine the potential benefits and impacts associated with construction of the proposed alternative. Potential benefits and impacts to be considered include, but are not limited to, right-of-way needs, access, safety, pedestrian and bicycle considerations, utility impacts, permitting and environmental impacts. The team will prepare conceptual level construction cost estimates for each alternative that includes the major construction items and quantities that can be identified at this level of design detail. 4.2 Stormwater Conceptual Design Prepare conceptual details and up to five (5) alternatives for stormwater collection and treatment for the added impervious surfaces proposed. Stormwater Design efforts are anticipated to include the following: • Design stormwater drainage improvements and additions to existing systems, including water quality components for treatment of runoff from the five (5) pathway project segments: • Focusing on (LIDA), develop alternatives to provide flow control and water quality treatment. • Identifying constraints, issues, advantages, and preliminary cost estimates of each alternative. 4.3 Alternatives Analysis Memo This task will combine and summarize the work completed for Tasks 4.1 through 4.2. Combine technical memorandums prepared under the tasks listed above into a draft Alternatives Analysis Memo. The memo shall include the following: • Pathway alignment alternatives. No detailed grading design of curb ramps will be included in this task. • Pavement and sidewalk rehabilitation and/or construction within project limits. • Impacts to trees, vegetation and other encroachments within the right of way. No tree removal applications anticipated for this task. • Right of way acquisitions. Century West Engineering Page 6 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT • Retaining walls, if necessary, are assumed to be less than 3'-0" in height and be either curb wall or modular block construction with section details provided. Wall profiles and structural engineering are not included. • Concise summary of the identified impacts, cost estimates, concept design exhibits, evaluation criteria and evaluation results associated with each alternative. • Recommended Alternatives — based on evaluation scoring and feedback from the City to the Draft Report. The recommended alternative will serve as the basis for preliminary design. Assumptions(Concept Milestone) • No landscape planting and irrigation layout. • Landscape elements will be included in cost estimating only. • No signing and or striping plans will be developed • Special Provisions will not be developed at this milestone Deliverables • Construction cost estimates for each alternative. • Draft Alternative Analysis Memo key features, cost estimate, and evaluation criteria results for each alternative. Draft Alternatives Analysis Memo in pdf format. • Final Alternative Analysis Report incorporating comments from the City in pdf format. • Up to ten (10) Concept Level plans and sketches depicting the evaluated alternatives.These plans will incorporate existing conditions, buildings, and context; proposed pathway improvements, right-of-way, and stormwater facilities. Task 5 — Final Design (60%, 90%, 100%, Final' The Final Design will include comments from City and the Public on the Concept layout, compiled as part of the preliminary design phase of the project. It is assumed that City review of the 60% and 90%submittals will last up to 2 weeks and review of the 100%submittal will last up to 1 week. Final plans, specifications and cost estimates shall be updated based on City feedback received at the Concept, 60%,90%and 100%milestone submittals,as applicable.Construction details not included with the Concept design shall be included for all Final Design milestone submittals. 5.1 Plans, Specifications, Estimates Pathway and Stormwater Design Prepare construction plans, profiles, cross-sections, erosion control BMP's and details as needed to clearly describe the work to be performed. Pathway design efforts are anticipated to include the following: • Provide ADA compliant design for pedestrian pathways utilizing the federally developed Public Rights of Way Accessibility Guidelines (PROWAG) at affected locations within the project limits.This scope assumes that up to four (4) detailed grading designs of curb ramps will be required for each pathway segment. • Indicate existing trees to be removed or impacted. Tree removal applications will be initiated during this phase. • Prepare construction plans, profiles,cross-sections,and details as needed to clearly describe the storm system modifications to be performed. Stormwater design efforts are anticipated to include the following: a. Design stormwater drainage improvements and additions to existing systems, including water quality components for treatment of runoff from the impervious areas within the subbasin limits of each pathway project segment. Century West Engineering Page 7 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT b. Extent of stormwater collection and conveyance improvements are generally assumed to include installation of basins and connection to existing main lines. Project to include design of new storm main in Douglas Circle as no existing infrastructure exists. c. Retrofit of two (2) existing Underground Injection Control (UIC) facilities (drywell and/or infiltration trench)within the Lanewood Street project limits. It is assumed that the retrofit of these facilities will be limited to installation of mechanical, water quality pretreatment. i. Lanewood Infiltration Trench — In the event the City prefers to eliminate this UIC facility and pipe the collected runoff to the existing system at the Lanewood Street/Murwood Court intersection, contingency for the testing and DEQ application necessary to decommission this drywell are included as a contingency expense. • It is assumed that traffic control details will be limited to Oregon DOT standard details. No project specific traffic control and/or staging plans are included in this scope. Landscape& Irrigation Design Landscape architect will provide plans, details, specifications and cost estimates for planting and irrigation plans. Pathway improvements beyond the limits of the stormwater facilities are assumed to be seeded and/or restored to match existing conditions. Planting Plan Prepare planting plans. The plans will provide locations of proposed trees to ensure coordination with design, stormwater, and utilities. Stormwater facility, shrub, and seeding planting areas will be identified in plans. • Plans will show retaining of existing trees and vegetation to be protected in coordination with the tree protection plans. • Plans will show proposed storm facility plantings per stormwater quality requirements. All areas outside the storm facilities shall be restored to match existing condition or seeded. • Plans will include details, notes and specifications for the proposed work. Irrigation Plan • Plans will be diagrammatic for 50% deliverable and updated at 90% and 100% per CWE and City comments. • Plans will show irrigation components for mainline and lateral piping, irrigation heads, GPM zone calculations and sizing. • Plans will include details, notes and specifications for the proposed work. Signing and Striping Plans The Consultant shall prepare construction plans and details as needed to clearly describe the work to be performed.Signage needs for this project are assumed to be minimal and consisting of mostly relocations.Signing and Striping improvements may include the following: • Bike lane striping or shared use legends (Sharrows) • Replacement or refreshing of existing markings Technical Specifications Prepare special provisions to the current City of Lake Oswego Engineering Standards (ODOT Standards for Construction 2021). 1) 60% milestone submittal shall include table of contents (TOC) outlining anticipated applicable specification sections to be included in future submittals. 2) 90%, 100%, and Final submittals shall include detailed special provisions and an updated TOC. 3) City to prepare contract document front-end and any necessary Chapter 01000 Special Provisions. 4) It is assumed that the current City boilerplate template for special provisions will be provided by the City. Century West Engineering Page 8 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT 5) It is assumed that project specific traffic control requirements will be described in the specifications. Construction Cost Estimate Update quantity take-offs and refine detailed construction cost estimates at each milestone submittal using published unit bid history prices from Oregon Department of Transportation (ODOT),the City,and nearby relevant projects. Cost estimate pay items to coincide with applicable pay items from the technical specifications and any applicable special provisions. Assumptions used to develop cost estimate and any applicable contingency will be identified. 5.2 Stormwater Management Report Develop a Stormwater Management Report that presents findings, conclusions, and recommendations for preferred alternative stormwater management facilities. The report shall be in accordance with the 2020 Lake Oswego Stormwater Management Manual (SWMM) and shall include all basin hydrology and hydraulic calculations, basin maps, facility specific design calculations, facility performance expectations and ongoing operations and maintenance information for facilities.The report will summarize the stormwater design and will coincide with the pathway design. Where existing stormwater conveyance infrastructure exists, it is assumed that the condition/capacity of the existing conveyance system are adequate and that no downstream erosion problems exist. For these basins, a downstream analysis will not be required as outlined in Figure 5.1 of the SWMM. For the Douglas Circle segment of the project, there is no existing stormwater infrastructure. It is assumed that new stormwater infrastructure will be required. The design intent will be to manage the 10-year design storm onsite, and/or utilize pervious pavements, such that no additional runoff from the site is created. In accordance with Figure 5.1 of the SWMM, it is assumed that no downstream analysis will be required in this situation. 5.3 Tree Protection Plans Certified arborist will conduct a tree inventory and assessment in support of tree removal permit application. Tree Protection Plan • Certified arborist will evaluate the possible impacts to trees by installation/alteration of any design element • Certified arborist will produce a tree protection plan per City requirements for use during construction. Tree survey data described above will be included on the tree protection plan in tabular format.A 60%, 90%and 100%tree protection plan will be provided.The 60%and 90% plans will be updated per CWE and City comments. 5.4 QA/QC Consultant shall conduct quality control efforts for deliverables, including subconsultant deliverables, prior to the milestone submittals. The comment response materials will be submitted with subsequent plan submittals (e.g., 90%submittal will contain 60% comment response memo). Internal team QA/QC efforts will be tracked via Bluebeam. Plan sheet comments received from the City are planned to be tracked and responded to using Bluebeam, however, this task may also include the tracking and response to City/Agency comments in memo or spreadsheet form if provided in those formats. Assumptions: • CWE shall provide civil, utility, and grading bases in CAD and include intervals of updates as requested. Century West Engineering Page 9 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT • Work for arborist scope will start after completion of survey scope. • Assume landscape and irrigation is limited to four(4) stormwater facilities approximately 500 sf in size, each. All other landscape work will be seeded or restore to match existing condition. No irrigation design is needed in these outside areas. • CWE and the City will provide one round of edits per deliverable. • City to provide waterline and meter locations for irrigation system tie ins. • City to provide electrical connections for controller if deemed needed for hardwired irrigation system. • Assumes no TRAQ forms are required for hazardous trees. • Assumes tree removal permit application by others. Deliverables 60% Design Milestone: • Preliminary Tree Survey and Tree Protection Plan • Response memo to Conceptual redline review comments • 60% Design Plans (11"x17") plans for review in PDF format • 60%Special Provisions table of contents in Word and PDF format • 60% Preliminary Construction Cost Estimate in excel and PDF format • 60% Draft Stormwater Management Report in PDF format. 90% Design Milestone: • Tree Protection Plan (revised based on City comments) • Response memo to 60% redline review comments. • 90% Design Plans (11"x17") plans for review in PDF format. • 90%Special Provisions in Word and PDF format. • 90% Construction Cost Estimate in excel and PDF format. • 90% Draft Stormwater Management Report in PDF format. • Final Geotechnical Percolation Report in PDF format (CONTINGENCY) 100% Design Milestone: • Final Tree Protection Plan • Tree Survey Report and Memo • Response memo to 90% redline review comments. • 100% Design Plans (11"x17") plans for review in PDF format. • 100% Special Provisions table of contents in Word and PDF format. Track changes Word version can be provided as necessary. • 100%Construction Cost Estimate in excel and PDF format. • 100% Final Stormwater Management Report in PDF format. Final bid/construction-ready plans, specifications, erosion control plan, and cost estimate: • Response memo to 100% redline review comments, if necessary. • Final Design Plans (11"x17") plans in PDF format, digitally signed by the Engineer of Record registered in the state of Oregon. • Final Special Provisions in Word and PDF format. Track changes Word version can be provided as necessary. • Final Construction Cost Estimate in excel and PDF format. • Final Stormwater Management Report in PDF format. Century West Engineering Page 10 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT Task 6 Right of Way (Contingency) CONSULTANT shall provide labor, equipment and materials to acquire real property and easements to facilitate project construction. Legal Descriptions, Property owner lists, maps, and acquisition areas will be developed by the CITY and Century West. Right of Way Acquisition activities will conform to the standards contained in the Uniform Act of 1970 and amendments,the laws of the State of Oregon and City Policies and Procedures. 6.1 Preliminary Title Reports The number of acquisitions is based on the assumed impacts to properties adjacent to the project and does not include acquisitions for offsite wetland or storm water mitigation. The CONSULTANT will obtain preliminary title reports for each property acquisition.The CONSULTANT will review each preliminary title report for encumbrances, liens, or defects. The CONSULTANT will work with the title companies to resolve encumbrances prior to completion of appraisals. Assumptions: • Four (4) property acquisitions • Twenty-five (25)temporary construction easements • No staking for temporary construction easements, including photo documentation of set staking, is included. Deliverables: • Four (4) preliminary title reports • Twenty-five (25) legal descriptions and exhibits for temporary construction easements. • Title Reports for properties requiring legal descriptions/exhibits • Prepare legal descriptions and exhibits for all required easements. 6.2 Appraisal and Appraisal Review The CONSULTANT will use an ODOT approved appraiser. The CONSULTANT will provide one real estate appraisal for each ownership from which a property interest to be acquired. Appraiser will provide a 15-day written notice to owners of a planned appraisal inspection and will provide the property owner or designated representative, if any, an invitation to accompany the appraiser on any inspection of the property for appraisal purposes.Appraisal will conform to the Uniform Standards of Professional Appraisal Practice (USPAP). Deliverables: • Appraisals for four parcels • Four Appraisal review • Legal descriptions and exhibits for all required easements. 6.3 Acquisition The CONSULTANT will conduct property acquisition negotiations, on behalf of the CITY. CONSULTANT will research the ownership status of the parcel and any existing conditions impacting the parcel. CONSULTANT will provide potential courses of action for obtaining clear title for the CITY. Century West Engineering Page 11 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT CONSULTANT will compile and/or prepare all essential documents to be submitted to owners using CITY approved documents.These include project information letters, acquisition and relocation brochures, offer-benefit letters, acquisition summary statements, copy of the valuation, map of acquisition, and instruments of conveyance. Universal shall make all offers in person or by certified mail. CONSULTANT will provide all property owners with: • A complete copy of the valuation that just compensation is based upon at the initiation of negotiations. • CONSULTANT will prepare and maintain written diaries of negotiator contacts with property owners and tenants to document: o Efforts to achieve amicable settlements, o Owners' suggestions for changes in plans, o Responses to owners' counterproposals, etc. CONSULTANT will make every reasonable effort to acquire the ROW expeditiously by negotiation. Property owners must be given reasonable opportunity to consider the offer and present material the owner believes is relevant to determining the value of the property. Assumptions: • No relocation activity is anticipated. • City will pay closing costs • Four completed negotiation packets with document for recording. Task 7 — Bidding Assistance • Prepare bid documentation including bid schedule and technical specifications. • Respond to bidder inquiries. • Prepare addenda during the bidding process as necessary. • Review bid pricing with City project manager during the protest period. The Consultant will update the contract documents to include addenda items issued during bidding. Consultant will provide an electronic PDF version of"As-Bid" documents to the City. Task 8— Construction Services 8.1 Construction Administration • Review contractor submittals—Assumed to be 25 • Assist City with Change Order Request review • Assist City with Requests for Information review • Assist City with Contractor Invoice review • Compile contractor and inspection redlined construction plans • Review As-Built survey for accuracy and conformance to contractor and inspection redlines • Prepare As-Built drawings that conform to the current version of the "CAD Standards, Design Requirements and Standard Detail Drawing Index" • Perform inspections, documentation and certification of LIDA facilities per SWMM 8.2 As-Built Survey Prepare a comprehensive record drawing documenting the as-built conditions of the constructed improvements. Century West Engineering Page 12 December 6, 2021 CITY OF LAKE OSWEGO 12022 PATHWAYS—DESIGN AND CONSTRUCTION SUPPORT 8.3 Post Construction Monument Survey • Field check for monuments destroyed during construction and reset as necessary. • Prepare a Post-Construction Record-of-Survey showing all monuments reset and file with the Clackamas County Surveyor's Office. Deliverables • LIDA facility inspection log, site photos and certification form. It is assumed that annual observation will not be required. • Response to material submittals on Contractor provided form. • As-Built drawings (22"x34") per Attachment A. • Post-Construction Record of Survey to be filed with the Clackamas County Surveyor. Task 9 - Inspection Services (Contingency) • Provide inspection services if requested. Scope of services to be negotiated at a later time under a separate contract or amendment • Provide arborist observation and inspection during construction as necessary based on the tree protection plan recommendations and City or contractor request. A report will be provided for each inspection as a work document.Assumes minimum of 4 hours of on-site inspection per visit.Assumes up to 20 visits. Century West Engineering Page 13 December 6, 2021 CENTURY City of Lake Oswego e N G WEST INEERIN G 2022 Pathway Improvements-Design and Construction Support PBS Administration PBS Arborist/LA PBS Survey PBS Public Outreach PBS Geotech Universal Field Services Century West Engineering Sr.Proj. Design Project Engineer Project Project Project Arborist/ Landscape Survey Survey Ill Survey Ill Two Person P1 Graphic Editor Senior Geotech Project Sr.RoW Sr Title CWE Contract No. Mgr. Lead Engineer In-Training Assistant Manager Administrator LA Designer Manager (PLS) (LSIT) Survey Crew Manager Designer Geologist Staff Manager Agent Specialist December 6,2021 Total Total $219 $192 $127 $107 $86 $150 $95 $150 $95 $150 $140 $115 $195 $145 $100 $95 $150 $125 $102 $75 $50 Hours Fees Task 1:Project Management 1.1 Administration 40 24 12 12 12 100 $17,340 1.2 Meetings 18 18 4 2 2 44 $8,488 Subtotal Task 1: 58 42 0 0 12 16 12 0 0 0 0 0 0 2 2 0 0 0 144 $25,828.00 Task 2: Public Outreach&Communications 2.1 Public Involvement and Communications Plan 10 3 24 4 4 45 $6,900 2.2 Project Mailers 2 4 26 20 4 56 $7,188 2.3 Stakeholder Meetings 15 20 1 15 51 $9,450 2.4 Communications Support 20 20 4 30 10 84 $14,120 Subtotal Task 2: is 47 40 0 0 0 12 0 0 0 0 0 0 0 95 24 18 0 0 236 $37,658.00 Task 3:Research and Data Gathering 3.1 Research and Field Investigation 8 16 24 $3,248 3.2 Design Survey 1 12 46 180 200 439 $68,132 3.3 Tree Survey 1 60 50 111 $13,942 3.4 Infiltration Testing 2 4 20 16 42 $6,206 3.5 Utility Coordination 8 36 12 56 $9,948 3.6 Utility Potholing(Contingency) 2 4 24 30 $3,774 Subtotal Task 3: 12 54 0 52 0 0 0 60 50 12 46 180 200 0 0 0 20 16 702 $105,250.00 Task 4:Alternatives Analysis/Conceptual Design 4.1 Pathway Alternatives Conceptual Design&Estimate 8 24 40 56 128 $17,432 4.2 Stormwater Conceptual Design 4 12 24 24 64 $8,796 4.3 Alternatives Analysis Memo 8 6 8 22 $3,920 Subtotal Task 4: 20 42 72 80 0 0 0 0 0 0 0 0 0 0 0 0 0 0 214 $30,148.00 Task 5:Final Design(60%,90%,100%,Final) 5.1.1 60%Plans,Specifications,Estimate 12 48 72 116 6 32 286 $37,340 5.1.2 90%Plans,Specifications,Estimate 8 32 48 80 12 64 244 $30,432 5.1.3 100%Plans,Specifications,Estimate 8 16 24 48 12 48 156 $19,368 5.1.4 FINAL Plans,Specifications,Estimate 2 4 8 12 2 16 44 $5,326 5.2 Stormwater Management Report 10 12 48 32 102 $14,014 5.3 Tree Protection Plans 2 4 30 60 96 $11,092 5.4 QA/QC 8 12 20 $4,056 Subtotal Task 5: 41MMI. 48 126 204 288 0 0 0 62 220 0 0 0 0 0 0 0 0 0 948 $121,628.00 Task 6:Right of Way(Contingency) 6.1 Preliminary Title Reports 2 4 8 14 $1,192 6.2 Appraisal and Appraisal Review 2 16 18 $2,016 6.3 Acquisition 2 16 40 120 8 186 $16,990 6.4 Easement Documents(Contingency) 4 8 8 14 60 100 194 $24,640 Subtotal Task 6: 2 24 8 8 0 0 0 0 0 14 60 100 0 0 0 0 0 0 60 120 16 412 $44,838.00 Task 7:Bidding Assistance I 2 8 12 22 $3,498 Subtotal Task 7: 2 8 12 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 22 $3,498.00 Task 8: Construction Services Review of Contractor Submittals 1 4 24 29 $4,035 Change Order,RFI and Invoice Review Assistance 1 4 12 17 $2,511 As-built Production 2 8 16 16 42 $5,718 As-Built Survey 2 9 28 39 $6,879 Post Construction Monument Survey 24 28 52 $8,220 Inspections as Requested(LIDA,etc.) F, 6 12 24 $3,990 Subtotal Task 8: . 24 64 16 0 0 0 0 0 0 0 33 56 0 0 0 0 0 411=110. 0 0 203 $31,353.00 Task 9:Inspection Services(Contingency) I Civil Inspection w/ODOT ADA Certified Inspectors I 40 40 $5,080 Arborist observation(up to 20 visits) I 80 80 $12,000 Subtotal Task 9: milil t 0 40 0 '.411MMEMIr0 0 . , 0 80 0 • 0 0 0 0 0 0 0 0 0 0 0 120 $17,080 Total Hours: '199 llW" 360 400 -4Cp 444 1111 12 28 IIIMP12 202e1AMMUr 270 M-106 4111111 313 256 97 26 41111111 18 20 411111 16 60 4111111 120 1MWP46 3001 $417,281 Total Labor Cost: 411111 $43,581-411Ikr69,120 $50,800 4 947,504111 $1,032 11111$4,204111111M$1,140 $30,3 5,650 ,840!I$35,995 $49,920 $14,065 $2,600 1111111$1,710 $3,000 411111$2,000 $6,120 4.$9,DeIIIPIRsnoo Expenses Reproduction and Postage $100.00 $100.00 Vehicle Mileage $500.00 $100.00 $400.00 $500.00 $250.00 $358.40 Miscellaneous $18,000.00 Potholing(3 days) $7,500.00 (Easement Doc Contingency) $1,050.00 Translation Services $6,000.00 Drilling,TC $5,000.00 Appraisal Review(4) $20,000.00 Testing,Application for UIC Decommissioning(Contingency) $1,400.00 Preliminary Title Reports(4) $17,000.00 Appraisals(4) Expenses Subtotal: $38,600.00 $100.00 $7,900.00 $1,550.00 $6,250.00 $23,858.40 $78,258 Total Fees(Task 1-9),Contingency Items and Expenses: $250,641 #- $56,050 $112,555 $19,925 $11,250 $39,778 $495,539 Appendix A: As-Built Documents Upon construction completion,the following documents shall be submitted to the City Engineer: 1. A post construction survey conducted by a professional land surveyor, professional engineer, or under the supervision of one of those professionals. Documents are to be signed and sealed by supervising professional. 2. Lake Oswego GIS data is for planning reference only and is not a suitable basis for engineering design or record drawings. Survey verification of structures is required for design or as-built documents. 3. Survey shall include the following: a. Datum (all plans shall be designed and constructed to NAVD88). b. Roadway alignment, both horizontal and vertical including curve data. c. Roadway section/thickness that was installed. d. Driveway locations (if provided during construction). e. Pipe Main(s) with length, size, material, and slope. f. Manhole location (with station) and rim, bottom, and invertelevation(s). g. Catch basin and curb inlet location and rim, bottom, sump and invertelevation(s). h. Storm outfall location and invert elevation. i. Detention pond structures or other water quality structures (inlets and outlets) location and rim, bottom, and invert elevation(s). j. Stormwater outlet control structures details including rim, inverts, pipe sizes, pipe materials. k. Location and elevation of the 100-year floodplain, if applicable. I. Location of cleanouts,vaults, fire hydrants, blowoff assemblies, water meters, and water valves including size,type, and elevation. m. Location/elevation(s) of laterals at main and at cleanouts, and slope of laterals. n. Type of connection to main (insert-a-tee,wye,etc.). o. Location/elevation(s) of all utilities identified during construction or not identified on pre- construction survey. p. Location of omniball markers. q. Location of any street lights including wattages. r. Location of all recorded easements. s. New right of way location (old location shall not be shown if dedication occurred). t. Location of any sight triangles or clear vision zones. u. Permanent and temporary survey control points. v. State any changes to manufacturer types in the General Notes or on Standard Drawings if a deviation was made. 4. All pages of As-Built drawings must display: a. "AS BUILT" or"RECORD DRAWING" b. Engineer, Surveyor, and/or Architect's name, address, and phone number S. All pages of the As-Built drawings shall be noted with the following statement: "The improvements noted on these drawings were constructed in accordance with the City of Lake Oswego approved plans, APWA/ODOT specifications for construction, standard Page 16 RFP I WO 320-2021 Pathways Program drawings and standard specifications.These drawings are a true and accurate representation of the actual construction." 6. Using the post construction survey as a reference, display all changes of alignment and location to the approved construction plans including but not limited to: a. Roadway alignment, both horizontal and vertical,and b. All sanitary sewer, storm,water utility infrastructure, and other structures related to public infrastructure. 7. Make sure changes are reflected on both the plan and profile sheets. 8. All infrastructure that is labeled "Proposed" or"Determined in the field" etc., and was not constructed shall be removed from the As-Built drawing along with its associated text. 9. Using the approved construction plans as background, prepare the As-Builts using the following requirements: a. Make changes to ALL numerical values to be correct based on a post construction survey (rims, inverts, slopes, lengths, size, etc.). b. Add any new pipes, structures, etc.that were not on the original plans or were moved to a different location than originally proposed. c. Ensure all material callouts and pipe sizes are correct to what was actually built. d. At a minimum, include all survey items listed under item 3 of these requirements. 10. Provide the following product: a. For Review: - Provide full set As-Builts in PDF format. - Provide full set As-Builts in an AutoCAD compatible file type. b. Upon Approval: - Provide full set As-Builts in PDF,formatted as Highest Quality Print. - One (1) paper As-Built plan set. c. As-built drawings shall be twenty-two inches by thirty-four inches (22"X 34"). A scale of one-inch equals twenty feet (1"=20') is the base standard. Other scales may be used only with the approval of the City Engineer. 11. For other drawing requirements refer to the City of Lake Oswego CAD Standards and Guidelines which can be found here: https://www.ci.oswego.or.us/engineering/cad-standards-and- downloads. RFP I WO 320-2021 Pathways Program Page 17