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HomeMy WebLinkAboutItem 1j - Agreement for Transportation Impact Fee Program. GQsLIFORN —�9 A.6ust 5, 1903 V DATE: November 18, 2014 TO: Honorable Mayor and City Council STAFF REPORT Development Services Department FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director Philip A. Wray, Deputy Director of Development Services /City Engineer SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH GIBSON TRANSPORTATION CONSULTING, INC., FOR THE PREPARATION OF THE TRANSPORTATION IMPACT FEE PROGRAM UPDATE IN THE AMOUNT OF $71,176, PLUS A 10% CONTINGENCY Recommendation: Approve SUMMARY The City's Transportation Impact Fee Program was prepared in 2005 and adopted by the City Council in early 2006. The Program determined the future improvement needs at 27 critical intersections based on the expected impacts of future development. The resultant fee established was $1,560 per vehicle trip generated from new development. This is a one -time fee collected at the time of building permit issuance. Collection of the fee began in early 2006 and more than $2.8 million has been collected for traffic improvements. For a nexus fee program, State law requires that the program be updated regularly to determine the continued purpose and need for the fee, the relationship between the trip generated and the fee imposed, and the relationship between the type of development project and the fee imposed. To obtain this update, Requests- for - Proposals were sent to five firms. The preferred proposal was submitted by Gibson Transportation Consulting, Inc., at a cost of $71,176. It is recommended that the City Council award a contract to Gibson Transportation Consulting, Inc., in the amount of $71,176 for the preparation of the Transportation Impact Fee Program Update and approve a 10% contingency. BACKGROUND In 2005, Meyer Mohaddes Associates was hired to prepare the City's Transportation Master Plan and Transportation Impact Fee Program. The Impact Fee Program was prepared in conformance with AB 1600 (Government Code 66000) pertaining to fees relative to development of a project. In order for a local agency to impose a fee, State law requires the following: Professional Services Agreement with Gibson Transportation Consulting, Inc. November 18, 2014 Page 2 of 3 • Identify the purpose of the fee • Identify the use of the fee • Determine how there is a reasonable relationship between the fee's use and the type of development project on which the fee is imposed • Determine how there is a reasonable relationship between the need for the public improvement and the type of development project on which the fee is imposed The Transportation Master Plan and Impact Fee Program were adopted by the City Council on March 7, 2006. The Fee Program is based on a cost per vehicle trip generated by new development. The cost per trip was determined by estimating the total cost of improvements necessary to mitigate impacts of new development on the City's 27 most critical intersections and dividing that cost by the total number of new vehicle trips generated. The resultant fee was set at $1,560 per vehicle trip. The fee is collected at the time of building permit issuance based on the number of new trips generated by the development proposed. The fee has been used to match grant funding to fund important projects at the following intersections: • Huntington Drive & Sunset Boulevard • Santa Anita Avenue & Foothill Boulevard • Santa Anita Avenue & Duarte Road • Santa Anita Avenue & Live Oak Avenue • Santa Anita Avenue & Huntington Drive • Huntington Drive & Santa Clara Street • Huntington Drive & Colorado Place • Baldwin Avenue & Duarte Road (currently in design) DISCUSSION The Government Code requires that the Fee Program be updated periodically to determine the continued need for the fee and whether it should be adjusted. A Request- for - Proposal was prepared for the update with an expansion of the number of intersections from the original 27 to 43. The update will take into account all the improvements that have been made over the last eight years and analyze future growth based on the latest land use assumptions and the current road network. With several of the original 27 intersections already having been improved, the expansion to 43 intersections in this update will capture new intersections that are reaching an impacted level of service (LOS). A Request- for - Proposal was sent to five firms qualified in the field of transportation impact fee programs, and three proposals were received. The results are as follows: Professional Services Agreement with Gibson Transportation Consulting, Inc. November 18, 2014 Page 3 of 3 Gibson Transportation Consulting $71,176 Urban Economics $90,000 (withdrawn) KOA Corporation $91,928 Willdan Associates Declined Cambridge Systematics Declined Subsequent to the proposal deadline, Urban Economics withdrew their proposal due to staffing changes and work load issues. All three proposals were very well thought out and comprehensive and met the City's objectives. The Gibson Transportation Consulting, Inc. (GTC) proposal is selected as the most preferable because it provides the most cost effective methods to meet the objectives. GTC proposes a method of predicting future growth by utilizing and extrapolating the previous traffic model as opposed to the more expensive method of preparing a new model, as in the other proposals. GTC has prepared traffic impact fee studies for the Cities of Pasadena, Glendale, and Long Beach, as well as Community Plan Areas of the City of Los Angeles. Pat Gibson, the principal of GTC, is very familiar with the City of Arcadia and has performed numerous traffic studies in the City for many years. FISCAL IMPACT The Transportation Impact Fee Program was budgeted in the Fiscal Year 2013 -14 Capital Improvement Program with $90,000 from the Transportation Impact Fund. It is permissible to use Transportation Fee proceeds to conduct a fee program update. The proposal cost of $71,176, including a requested 10% contingency is within the funds budgeted to cover the proposed services. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a Professional Services Agreement with Gibson Transportation Consulting, Inc., for the preparation of the Transportation Impact Fee Program Update in the amount of $71,176, plus a 10% contingency. Approved. Dominic Lazzarett� City Manager JK:PAW:pa PROFESSIONAL SERVICES AGREEMENT REGARDING TRAFFIC ANALYSIS /ENGINEERING SERVICES 1. PARTIES AND DATE. This Agreement is made and entered into this day of , 2014 by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, CA. 91007 ( "City ") and Gibson Transportation Consulting, Inc., a California corporation, with its principal place of business at 523 West Sixth Street, Suite 1234, Los Angeles, CA. 90014 ( "Consultant "). City and Consultant are sometimes individually referred to as "Party" and collectively as "Parties." 2. RECITALS. 2.1 Consultant. Consultant desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing traffic analysis /engineering services to public clients, is licensed in the State of California, and is familiar with the plans of City. 2.2 Project. City desires to engage Consultant to render such services for the Transportation Impact Fee Program project ( "Project ") as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional traffic analysis /engineering services necessary for the Project ( "Services "). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Term. The term of this Agreement shall be from [ INSERT START DATE_] to [_INSERT ENDING DATE ], unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. Revised 04 1 3.2 Responsibilities of Consultant. 3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the prior written approval of City. 3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon prior written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City. The key personnel for performance of this Agreement are as follows: Patrick A. Gibson, P.E., PTOE. 3.2.5 City's Representative. The City hereby designates Jason Kruckeberg, Assistant City Manager /Development Services Director, or his designee, to act as its representative for the performance of this Agreement ( "City's Representative "). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. Consultant shall not accept direction or orders from any person other than the City's Representative or his or her designee. Revised 04/13 2 3.2.6 Consultant's Representative. Consultant hereby designates Patrick A. Gibson, P.E., PTOE, or his designee, to act as its representative for the performance of this Agreement ( "Consultant's Representative "). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times. 3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Finally, Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub - consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re- employed to perform any of the Services or to work on the Project. 3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal /OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, and employees free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.9.1 Immigration Reform and Control Act. Consultant acknowledges that Consultant, and all subcontractors hired by Consultant to perform services under this Agreement, are aware of and understand the Immigration Reform and Control Act ( "IRCA "). Consultant is and shall remain in compliance with the IRCA Revised 04/13 3 and shall ensure that any subcontractors hired by Consultant to perform services under this Agreement are in compliance with the IRCA. In addition, Consultant agrees to indemnify, defend and hold harmless the City, its directors, officials, officers and employees, from any liability, damages or causes of action arising out of or relating to any claims that Consultant's employees, or the employees of any subcontractor hired by Consultant, are not authorized to work in the United States for Consultant or its subcontractor and /or any other claims based upon alleged IRCA violations committed by Consultant or Consultant's subcontractor(s). 3.2.10 Insurance. 3.2.10.1 Time for Compliance. Consultant shall not commence Work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section; provided, however, that in lieu thereof, the Consultant may provide evidence to the City that all subcontractors are additional insureds under the Consultant's policies of insurance. 3.2.10.2 Minimum Requirements. Consultant shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Consultant, its agents, representatives, employees, subcontractors and volunteers. Consultant shall also name and obtain insurer's consent to naming City, its directors, officials, officers, and employees as an additional insured with proof of certificate of insurance that they are an additional insured. Such insurance shall meet at least the following minimum levels of coverage: (A) Minimum Scope of Insurance. Coverage shall be when commercially available (occurrence based) at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage for premises and operations, contractual liability, personal injury, bodily injury, independent contractors, broadform property damage, explosion, collapse, and underground, products and completed operations; (2) Automobile Liability: Insurance Services Office Business Auto coverage for any auto owned, leased, hired, and borrowed by Consultant or for which Consultant is responsible; and (3) Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. The City, its directors, officials, officers, and employees shall be listed as additional insured. Any deductibles or self- insured retentions must be declared to and approved by City and conform to the requirements provided in Section 3.2.10.6 herein. (B) Minimum Limits of Insurance. Consultant shall maintain limits no less than: (1) General Liability. $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage, with an aggregate Revised 04/13 4 limit of $1,000,000. If Commercial General Liability Insurance or other form with general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability. $1,000,000 combined single limit per accident for bodily injury and property damage; and (3) Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the Labor Code of the State of California. Employer's Liability limits of $1,000,000 per accident for bodily injury or disease. 3.2.10.3 Professional Liability. Consultant shall procure and maintain, and require its sub - consultants to procure and maintain, for a period of three (3) years following completion of the Project, errors and omissions liability insurance appropriate to their profession. Such insurance shall be in an amount not less than $1,000,000 per claim, and shall be endorsed to include contractual liability. 3.2.10.4 Insurance Endorsements. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms supplied or approved by the City to add the following provisions to the insurance policies: (A) General Liability. The general liability policy shall be endorsed to state that: (1) the City, its directors, officials, officers, and employees shall be covered as additional insured with respect to liability arising out of Services operations and for completed operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects the City, its directors, officials, officers, and employees, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage. Any insurance or self- insurance maintained by the City, its directors, officials, officers, employees and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it in any way. (B) Automobile Liability. The automobile liability policy shall be endorsed to state that: (1) the City, its directors, officials, officers, and employees shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible; and (2) the insurance coverage shall be primary insurance as respects the City, its directors, officials, officers, and employees, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage. Any insurance or self- insurance maintained by the City, its directors, officials, officers, and employees shall be excess of the Consultant's insurance and shall not be called upon to contribute with it in any way. (C) Workers' Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors, officials, officers, and employees for losses paid under the terms of the insurance policy which arise from work performed by the Consultant. Revised 04/13 5 (D) All Coverages. Each insurance policy required by this Agreement shall be endorsed to state that: (A) coverage shall not be, reduced or canceled except after thirty (30) days prior written notice by certified mail, return receipt requested of cancellation, of intended non - renewal or endorsement reduction in limit or scope of coverage; provided, however, that in the event of cancellation due solely to non - payment of premium, ten (10) days notice of cancellation for non - payment of premium may instead be given to the City.; and (B) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, and employees. 3.2.10.5 Separation of Insureds; No Special Limitations. All insurance required by this Section shall contain standard separation of insureds provisions. In addition, such insurance shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers, and employees. 3.2.10.6 Deductibles and Self- Insurance Retentions. Any deductibles or self- insured retentions must be declared to and approved by the City. Consultant shall guarantee that, at the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its directors, officials, officers, and employees; or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 3.2.10.7 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A:VII, admitted or approved to do business in California, and satisfactory to the City. 3.2.10.8 Verification of Coverage. Consultant shall furnish City with complete and accurate copies of current certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. Copies of all certificates and endorsements must be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 3.2.10.9 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety Revised 04/13 6 devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.2.10.10 Material Breach. Lack of insurance does not negate Consultant's obligations under this Agreement. Maintenance of proper insurance coverage is a material element of this Agreement and failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of the Agreement. 3.3 Fees and Payments. 3.3.1 Compensation. Consultant shall receive compensation, including reimbursements which receive the City's prior written authorization, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed Seventy - one thousand one hundred seventy -six dollars and zero cents ($71,176.00) without written approval of the City Manager. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Consultant shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within forty -five (45) days of receiving such statement, review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless prior written authorization is obtained from the City. 3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without prior written authorization from City's Representative. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, Revised 04 1 7 and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause. A termination without cause by City shall not act as or be deemed a waiver of any potential known or unknown City claims associated with Consultant's performance prior to the date of termination. 3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request. 3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: Consultant: Gibson Transportation Consulting, Inc. 523 West 6t" Street, Suite 1234 Los Angeles, CA. 90014 Attn: Patrick A. Gibson President City: City of Arcadia 240 West Huntington Drive Arcadia, CA 91007 Attn: Jason Kruckeberg, Assistant City Manager/ Development Services Director Such notice shall be deemed made when personally delivered or when mailed, forty - eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and Revised 04 1 8 addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality. 3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non - exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ( "Documents & Data "). Consultant shall require all subcontractors to agree in writing that City is granted a non - exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 3.5.3.2 Confidentiality. Except as otherwise required by California law, all ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. 3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.5 Indemnification. 3.5.5.1 To the fullest extent permitted by law, Consultant shall defend, indemnify and hold the City, its officials, officers, and employees free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful Revised 04 1 9 misconduct of Consultant, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorney's fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Consultant's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Consultant shall defend with Legal Counsel of City's choosing, at Consultant's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, and employees. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, and employees, in any such suit, action or other legal proceeding arising from Consultant's performance of the Services, the Project or this Agreement, except to the extent that liability is caused by the active negligence or willful misconduct by the City or its directors, officials, officers, and employees. Consultant shall reimburse City and its directors, officials, officers, and employees, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials, officers, and employees, and shall take effect immediately upon execution of this Agreement. 3.5.5.2 The duty to defend and to hold harmless, as set forth above, shall include the duty to defend as established by Section 2778 of the California Civil Code, and the duty to defend shall arise upon the making of any claim or demand against the City, its respective officials, officers, agents, employees and representatives, notwithstanding that no adjudication of the underlying facts has occurred, and whether or not Consultant has been named in the claim or lawsuit. 3.5.6 Entire Agreement. This Agreement contains the entire Agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both Parties. 3.5.7 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorneys' fees and all other costs of such action. 3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.9 Time of Essence provision of this Agreement. Revised 04/13 Time is of the essence for each and every 10 3.5.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project. 3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties. 3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subcontractors of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, and employees except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. 3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall Revised 04 1 11 have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation or age. Such non - discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted. 3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. 3.5.23 Exhibits and Recitals. All Exhibits and Recitals contained herein are hereby incorporated into this Agreement by this reference. 3.6 Subcontracting. 3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Revised 04 1 12 In witness whereof the Parties have executed this Professional Services Agreement on the date set forth below. CITY OF ARCADIA By Dominic Lazzaretto City Manager Date: ATTEST: City Clerk APPROVED AS TO FORM: Stephen P. Deitsch City Attorney Revised 04 1 13 GIBSON TRANSPORTATION CONSULTING, INC. By Signature Print Name and Title Date: By Signature Print Name and Title Date: CONCUR: Jason Kruckeberg Assistant City Manager /Development Services Director EXHIBIT "A" SCOPE OF SERVICES TASK 1: DATA COLLECTION 1. Obtain morning (7 -9 AM) and afternoon (4 -6 PM) weekday peak hour turning movement counts for all 43 intersections listed below: 1. Michillinda Avenue /Foothill Boulevard 2. Michillinda Avenue /Colorado Boulevard 3. Michillinda Avenue /Sunset Boulevard 4. Michillinda Avenue /Huntington Drive 5. Sunset Boulevard /Huntington Drive 6. Sunset Boulevard /Duarte Road 7. No. Baldwin Avenue /Foothill Boulevard /1 -210 Westbound Ramps* 8. So. Baldwin Avenue /Foothill Boulevard 9. Baldwin Avenue /1 -210 Eastbound Ramps* 10. Baldwin Avenue /Huntington Drive 11. Baldwin Avenue /Duarte Road 12. Baldwin Avenue /Las Tunas Drive 13. Colorado Place /Colorado Boulevard 14. Colorado Place /Huntington Drive* 15. Huntington Drive /Santa Clara Street* 16. Huntington Drive /Holly Avenue /Campus Drive 17. Santa Anita Avenue /Foothill Boulevard* 18. Santa Anita Avenue /1 -210 Westbound ramps 19. Santa Anita Avenue /1 -210 Eastbound ramps 20. Santa Anita Avenue /Colorado Boulevard* 21. Santa Anita Avenue /Huntington Drive* 22. Santa Anita Avenue /Duarte Road* 23. Santa Anita Avenue /Live Oak Avenue* 24. Las Tunas Drive /Live Oak Avenue 25. Second Avenue /Foothill Boulevard 26. Second Avenue /Huntington Drive 27. Peck Road /Clark Street 28. Santa Anita Avenue /Santa Clara Street 29. Santa Anita Avenue /Campus Drive 30. Santa Anita Avenue /Camino Real Avenue 31. Santa Anita Avenue /Longden Avenue 32. Huntington Drive /Fifth Avenue 33. Huntington Drive /First Avenue 34. Huntington Drive /Golden West Avenue 35. Foothill Boulevard /First Avenue 36. Baldwin Avenue /Gate 8 /Mall Entrance 37. Baldwin Avenue /Longden Avenue 38. Duarte Road /Second Avenue 39. Duarte Road /First Avenue A -1 40. Duarte Road/El Monte Avenue 41. Duarte Road /Holly Avenue 42. Duarte Road /Golden West Ave 43. Duarte Road /Sunset Boulevard Count the above intersections on a typical weekday with the Santa Anita Race Track not in operation. Select up to 20 intersections to count during the weekday afternoon peak hour with the Race Track in operation. The asterisk ( *) on the intersections above represents intersections that have been improved or partially improved using the 2005 impact fees. 2. Field check the intersection cross - sections against the 2005 intersection configurations used in the capacity calculations for the Impact Fee Study. Update the cross - section information as necessary to reflect changes made since 2005. 3. Review the City's General Plan information and all applicable studies and land use proposals made since the last Impact Fee version. 4. Summarize the traffic count information and compare the new traffic count totals to historical traffic counts conducted for the General Plan, for the 2005 Traffic Impact Fee, and for recent development proposals. Use the historical traffic count data base to determine a historical growth factor for the various areas /corridors of the City. Compare the historical growth rate derived from the empirical traffic counts to the Regional Congestion Management Plan growth rate for the San Gabriel Valley. TASK 2: EXISTING CONDITIONS STREET PERFORMANCE 1. Calculate the Level of Service (LOS) and Delay for each of the intersections studied, for each time period. The new General Plan has an updated policy regarding LOS that allows LOS "E" on roadways and intersections under certain conditions. The General Plan Policy CI- 1.3 will be compared to the capacity calculation results. 2. Identify the intersections that do not meet the Level of Service thresholds of the General Plan. TASK 3: FUTURE CONDITIONS 1. Use the growth rates developed in Task 1 and project the intersection traffic levels for Year 2035 conditions assuming that the historic traffic growth rate in Arcadia remains constant. A -2 2. Add new traffic likely to be generated by large projects that could be developed according to the General Plan. The more typical land use growth proposed /allowed by the City's General Plan would be accounted for in the historical growth rates developed above. 3. Compare the resulting Year 2015 traffic projects to the Year 2035 SCAG projections for key Arcadia streets and to develop a consolidated Future Base traffic forecast, with and without land use growth in Arcadia. 4. Using the future baseline conditions developed above, prepare intersection capacity calculations and compare the results to the City's General Plan LOS thresholds. Identify those intersections that will need transportation improvements in order to meet the City's General Plan performance criteria. 5. Propose future mitigation /improvement projects. The mitigation program would consider physical and operational improvements including the further deployment of the Automated Traffic Control System (ATCS). The goal of the ATCS system at City Hall through a network of fiber optics lines. The ATCS provides the City the ability to control, monitor, and adjust the traffic signal timing and thus make the intersections more efficient. This system would be considered a potential mitigation measure for all impacted intersections and an integral part of the Impact Fee Program. 6. Working with City staff, prepare sketches on aerial photographs or on asbuilt drawings to depict the proposed physical improvements. The purpose of the sketches would be to demonstrate that the improvements are feasible and that they could be developed within the existing public rights of way. It is the intent of the study that these sketches would be working documents for City files and that they would not be published in the final Impact Fee report. TASK 4: FINAL REPORT /FEE PROGRAM 1. Prepare a final list of improvement projects. The Consultant will be responsible for providing a description of the intersection improvements, and the City will be responsible for providing the cost estimates for the improvements. 2. Work with the City on how to spread costs among land uses within the constraints of the nexus analysis. 3. Prepare a final report describing the analysis and results including a revised fee schedule. 4. If desired by the City Engineer, present the results of the Impact Fee Program at up to two meetings of the City Planning Commission and /or the City Council. ADDITIONAL SCOPE OF WORK REQUESTED FOR THE RESIDENTIAL TRIP GENERATION STUDY AS FOLLOWS: A -3 TASK 1: STUDY AREA SELECTION Working with City Staff, GTC will identify residential neighborhoods that would be good candidates for the study. The intent is to identify neighborhoods that are served by a limited number of streets that offer external entrances /exists to the neighborhood. The selected neighborhoods should be as free as possible from through traffic, and should cover a range of residential types (hillside, small lot, multi - family, etc.) A general estimate based on aerial photos and parcel maps will show how many dwelling units are included in each neighborhood. City staff would approve the final set of neighborhoods for the study. It is anticipated that up to 10 neighborhoods with up to 40 entry/exit roadways would be selected. TASK 2: DATA COLLECTION Traffic counts will be conducted: 1. Place an automatic counter at the entrances /exits to each neighborhood. 2. Conduct 24 -hour, bi- directional (where possible) traffic counts from Thursday through Saturday at each location. 3. Summarize the traffic count data in tabular and electronic form to be submitted to the City for its files. TASK 3: DATA ANALYSIS GTC will: 1. Field check the aerial photos to verify the number of residences included in each neighborhood. If a residence is obviously unoccupied due to construction, that residence would not be included in the neighborhood total (unless the construction activity is underway). 2. Calculate the weekday and weekend daily trips generation rate for the neighborhood based on the traffic count data and the number of units in the neighborhood. 3. Calculate the trip generation rate for single and multi - family units in Arcadia. TASK 4: MEMO REPORT GTC will: 1. Summarize the above data in a draft memorandum describing the analysis and results. 2. Submit a final memorandum based on City comments on the draft. A -4 IMMPTN:ih SCHEDULE OF SERVICES The schedule of services for the project shall be from to pursuant to Section 3.1.2 of this Professional Services Agreement. The project should take approximately six months for completion. 1w Exhibit "C" COMPENSATION Total compensation on a not to exceed basis is in the amount of $71,196 per the attached hourly rates: C-1 TABLE 1 GIBSON TRANSPORTATION CONSULTING, INC. COST ESTIMATE ARCADIA TRANSPORTATION IMPACT FEE PROGRAM Note: This estimate does not include review, permit or other fees the City or jurisdiction may assess on the project. Note: Hours per task by employee are for budget estimation purposes only. HOURS PER TASK HOURLY 1 2 3 4 TOTAL TOTAL EMPLOYEE RATE COSTS President $295 8 8 16 16 48 $14,160 Principal $275 0 $0 Principal Associate $225 0 $0 Senior Associate $190 0 $0 Associate $160 16 24 32 24 96 $15,360 Associate $135 32 24 24 80 $10,800 Administrative Manager $150 4 4 $600 Technician $125 24 24 24 72 $9,000 Field Technician $100 0 $0 TOTAL HOURS 48 88 72 92 300 -- TOTAL LABOR COSTS $7,920 $13,520 $13,080 $15,400 -- $49,920 OTHER DIRECT COSTS: Traffic Counts: @ $150 per intersection 43 $6,450 Mileage: @ $0.560 per mile 400 $224 Travel Costs: $0 Traffic Counts: @ $75 20 $1,500 Total Other Direct Costs $8 174 TOTAL COST $58,094 Note: This estimate does not include review, permit or other fees the City or jurisdiction may assess on the project. Note: Hours per task by employee are for budget estimation purposes only. ATTACHMENT GIBSON TRANSPORTATION CONSULTING, INC. COST ESTIMATE ARCADIA RESIDENTIAL TRIP GENERATION STUDY Note: This estimate does not include review, permit or other fees the City or jurisdiction may assess on the project. Note: Hours per task by employee are for budget estimation purposes only. HOURS PER TASK HOURLY 1 2 3 4 TOTAL TOTAL EMPLOYEE RATE COSTS President $295 4 2 6 $1,770 Principal $275 0 $0 Principal Associate $225 0 $0 Senior Associate $190 0 $0 Associate $160 16 16 8 40 $6,400 Associate $135 0 $0 Administrative Manager $150 2 2 $300 Technician $125 4 4 $500 UCLA Students $0 40 40 $0 TOTAL HOURS 20 0 56 16 92 -- TOTAL LABOR COSTS $3,740 $0 $2,560 $2,670 -- $8,970 OTHER DIRECT COSTS: Traffic Counts (Task 2): @ $100 per 3-day ADT Count 40 $4,000 Mileage: @ $0.56 per mile 200 $112 Total Other Direct Costs $4,112 TOTAL COST $13,082 Note: This estimate does not include review, permit or other fees the City or jurisdiction may assess on the project. Note: Hours per task by employee are for budget estimation purposes only.