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HomeMy WebLinkAboutItem 12e - Downtown Alley Improvements Project DATE: March 16, 2021 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director Philip A. Wray, Deputy Director of Development Services/City Engineer By: Linda Hui, Transportation Services Manager SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH SWA GROUP FOR DESIGN SERVICES FOR THE DOWNTOWN ALLEY IMPROVEMENTS PROJECT IN THE AMOUNT OF $154,000 Recommendation: Approve SUMMARY In 2019, the City applied for and received Metro’s Measure M Multi-Year Subregional Program (“MSP”) funds through the San Gabriel Valley Council of Governments (“SGVCOG”) for improvements of the City’s downtown alleys. The main purpose of the grant was to close the first/last mile gap between the regional transit system and local communities. The Downtown Alley Improvements project would complement the previously approved Gold Line Station Pedestrian Linkage project and the Citywide Bicycle Facility Improvements project in closing the first/last mile gap in Arcadia. A Request for Proposals (“RFP”) for professional services to prepare preliminary design concepts, and plans, specifications and cost estimates (“PS&E”) was issued on January 16, 2021. It is recommended that the City Council approve, and authorize and direct the City Manager to execute, a Professional Services Agreement with SWA Group for design services for the Downtown Alley Improvements project in the amount of $154,000, with a 10% contingency. BACKGROUND Improvements to the Downtown alleys have been under consideration since the inception of the Gold Line light rail extension project. Since the opening of the Gold Line, the City has completed several projects to enhance multiple modes of transportation in the area of the light rail station. These include the pedestrian linkage improvements on First Avenue and Santa Clara Street, bicycle network improvements centered around the station, and fixed-route transit service with the station serving as the hub for Arcadia Transit. All these projects are intended to connect the Arcadia Gold Line Station with the community through alternative modes of travel. In 2019, Metro Award Contract for Downtown Alley Improvement Project March 16, 2021 Page 2 of 3 made MSP funds available to the cities through the SGVCOG under four categories, one of which was First/Last Mile and Complete Street Program. For the first time, alley level projects were eligible for regional transportation funding. The City applied for and was awarded the MSP-First/Last Mile and Compete Street Program funding for the downtown alley improvements. The scope of the project will cover improvements of several existing alleys, providing safe and user-friendly shared paths for pedestrians, bicyclists, and automobiles, in a “complete street” format (See attached project map). The pedestrian paths will be denoted with pavers or similar materials while bike lanes will be demarcated with painted stencils and signs. The alleys will be punctuated with landscape nodes that may include small trees, adding some shade opportunities for pedestrians, raised crosswalks, lighted bollards and signs. DISCUSSION On January 16, 2021, the City issued a Request for Proposals (“RFP”) soliciting professional services for preliminary design concepts, and plans, specifications and cost estimates (“PS&E”) for the Downtown Alley Improvements Project. Two consulting firms responded to the RFP, as shown below. Firm Proposed Amount SWA Group $154,000 RRM Design Group $210,772 The proposals were evaluated based on criteria consisting of the firm’s experience, the project team members’ experience, project approach, and project cost. After careful consideration, SWA Group (SWA) was selected as the most qualified firm, and their proposal was the most responsive and comprehensive to provide the requested services. The scope of work in the RFP called for the development of design concepts, and preparation of plans, specifications and estimates for the preferred design. Both firms proposed a high level of effort on each task. However, SWA’s approach to the project was more direct, and it gave a good deal of emphasis to the PS&E element of the project. In addition, SWA’s cost proposal was more in line with the City’s cost estimates. Based on the above, SWA is the superior option for the project. It is recommended that a Professional Services Agreement be approved for preparation of preliminary design concepts, and plans, specifications, and cost estimates for the Downtown Alley Improvements Project, in the contract amount of $154,000 with a 10% contingency. Following the design work, the construction of improvements throughout the alleys will provide a consistent appearance and aesthetic will improve the visitor and business experience throughout the Downtown area. Improvements will be coordinated along with private development of various sites within the Downton area that abut the alleys. Award Contract for Downtown Alley Improvement Project March 16, 2021 Page 3 of 3 ENVIRONMENTAL ANALYSIS The Professional Services Agreement with SWA Group is a project design and is not considered a project as defined by California Environmental Quality Act (“CEQA”) §15378; as a service contract of this nature is considered ministerial. An environmental analysis will be conducted concurrent with the design work and prior to any physical construction or the award of a construction contract. FISCAL IMPACT The City was awarded a Metro Multi-Year Subregional Program under First/Last Mile and Complete Street Program funds for this project in the amount of $1,741,250 for design and construction. The engineering design funding was appropriated in both the 2019-20 and the 2020-21 fiscal year Capital Improvement Programs, for a total of $200,000 from Measure M funds. There are sufficient funds to cover these services plus the 10% contingency and no General Fund monies will be used for the project. RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute, a Professional Services Agreement with SWA Group for design services for the Downtown Alley Improvements Project in the amount of $154,000, with a 10% contingency. Attachment No. 1: Project Map Attachment No. 2: Proposed Professional Services Agreement Attachment No. 1 1 24347.00006\30493020.2 CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT This Agreement is made and entered into as of ________________, 2021, by and between the City of Arcadia, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 240 West Huntington Drive, Arcadia, California 91066 (“City”), and SWA Group, a California based corporation with its principal place of business at 2200 Bridgeway Blvd Sausalito, CA 94965 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. RECITALS A.City is a public agency of the State of California and is in need of professional services for the following project: DOWNTOWN ALLEY IMPROVEMENT PROJECT (hereinafter referred to as “the Project”). B.Consultant is duly licensed and has the necessary qualifications to provide such services. C.The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 2. Compensation. a.Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Services set forth in Exhibit “B.” b.In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $154,000.00, plus 10% contingency. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3.Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall Attachment No. 2 2 24347.00006\30493020.2 be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term. The term of this Agreement shall be from March 16, 2021 to December 31, 2021, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work. The Notice to Proceed shall set forth the date of commencement of work. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 3 24347.00006\30493020.2 8. Standard of Care Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 9. Assignment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City 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 secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Agreement (8) Property Damage 4 24347.00006\30493020.2 (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. c. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. 5 24347.00006\30493020.2 d. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant 6 24347.00006\30493020.2 shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. h. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. i. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. 7 24347.00006\30493020.2 (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. To the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify, and/or hold harmless arise out of Consultant’s performance of “design professional services” (as that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final adjudication that liability under a claim is caused by the comparative active negligence or willful misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault. 8 24347.00006\30493020.2 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). b. If the services are being performed as part of an applicable “public works” or “maintenance” project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 9 24347.00006\30493020.2 15. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Los Angeles, State of California. 16 Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 17 Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 18. Organization Consultant shall assign Jana Wehby, PLA, ASLA, as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 19. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 10 24347.00006\30493020.2 20. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Arcadia 240 West Huntington Drive Arcadia, CA 91066 Attn: Philip A. Wray, Deputy Director of Development Services/City Engineer CONSULTANT: SWA Los Angeles 811 W. 7th Street, 8 Fl Los Angeles, CA 90017 Attn: Jana Wehby, Project Manager and shall be effective upon receipt thereof. 22. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 23. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. 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. 24. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 25. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal. 26. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, 11 24347.00006\30493020.2 Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 27. Non-Waiver None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specifically specified in writing. 28. Time of Essence Time is of the essence for each and every provision of this Agreement. 29. City’s Right to Employ Other Consultants City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 30. 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 director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] 12 24347.00006\30493020.2 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ARCADIA AND SWA GROUP IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF ARCADIA [CONSULTANT] By: By: Dominic Lazzaretto City Manager Its: Printed Name: ATTEST: By: By: Its: City Clerk Printed Name: APPROVED AS TO FORM: CONCUR: By: By: City Attorney Jason Kruckeberg, Assistant City Manager/Development Services Director 13 24347.00006\30493020.2 EXHIBIT A DOWNTOWN ALLEY IMPROVEMENT PROJECT Scope of Services PROJECT OVERVIEW The City of Arcadia, Development Services Department, Engineering Division, is seeking professional services to prepare conceptual design alternatives with cost estimates, and final plans, specifications and estimate for the Downtown Alley Improvements project. The improvements are intended to accommodate multimodal travel linking public streets with businesses and parking lots in Downtown Arcadia in the vicinity of the Arcadia Gold Line Station. BACKGROUND The City of Arcadia’s primary downtown area is bounded by Santa Anita Avenue on the west, Colorado Boulevard on the north, Fifth Avenue on the east, and California Street on the south. In 1995, the City administered the “Downtown 2000” project focused on improving the roadways and parkways on Huntington Drive and First Avenue to create a downtown feel. The roadway improvements included raised center medians and decorative crosswalks, and the parkway improvements included “curb-outs”, landscape planter areas, decorative seat-walls and pilasters, benches and pots, and pedestrian lighting. The limits of the project were on Huntington Drive from Fifth Avenue to Santa Clara Street and First Avenue from Wheeler Avenue to California Street. In March of 2016, the Metro Gold Line Foothill Extension (light rail) opened from Pasadena to Azusa with a new station in Arcadia, at the northwest corner of First Avenue and Santa Clara Street. The City participated with the Metro Gold Line Authority to fund the construction of a City-owned Transit Plaza between the Station and the Metro parking structure. The Transit Plaza is a very attractive and passive public space with pavers, benches, landscaping, a stage, and a clock tower. The parkway, adjacent to the Transit Plaza and the parking structure, was improved as part of the project. In 2009, the City of Arcadia applied for, and received Metro Call-for-Projects grant funding to improve pedestrian facilities along streets surrounding the Arcadia Gold Line Station. The purpose of the project is to connect the Gold Line Arcadia Station with the surrounding area within a quarter-mile radius of the Station, and connect with the Downtown 2000 improvements, providing a first/last mile connection to the regional rail network. The project is currently proceeding to construction. 14 24347.00006\30493020.2 In 2018, the City applied for and was awarded a Measure M Grant through the San Gabriel Valley Council of Governments Sub-Regional Funding program, in the First and last Mile category, for multimodal improvements to Arcadia’s Downtown Alleys. The grant amount is $1,750,000 and is intended to cover design, construction and all related project costs. The project area encompasses the alleys in the vicinity of the Arcadia Gold Line Station. See the attached map (Exhibit 1) for the specific alleys. Concepts were developed to identify ideas, opportunities, and constraints and are included in this Request for Proposal (RFP) for your information. These are provided only as a guide, and are not intended to limit design ideas and concepts. In 2019, a developer initiated a project to consolidate parcels in the Downtown Area for the purpose of a large cohesive mixed-use project. The lots are on the north side of Huntington Drive east of First Avenue, and are on both sides of an alley included in the above-mentioned project. The developer is requesting the City to vacate the alley so that the developer can construct a subterranean parking structure. The alley would remain as a public access across the property, and the developer proposes to enhance the alley across the development. The project is still in the preliminary stage, and no entitlements have been granted. PROJECT APPROACH The Arcadia Downtown Alley improvements project is intended to provide safe and attractive alleys for pedestrians, bicyclists, and automobiles to share in the vicinity of the Arcadia Gold Line Station. The successful firm will prepare at least two alternative conceptual design plans for the specific alleys; and upon the City’s selection of a preferred alternative, prepare plans, specifications, and estimates (PS&E). We welcome new ideas and concepts for this project; however, they should be mindful of the available space and the project budget. PROJECT TASKS This request for proposals is to perform the following tasks: Task 1: Preliminary Information & Data Gathering: a. The Consultant shall prepare base maps for the alleys to include all property lines, improvements, utility encroachments and conflicts, and connections to other City rights-of-way and easements. b. The Consultant shall identify pedestrian access points to and from adjacent properties, buildings, and parking lots. c. The consultant shall observe the alleys and the surrounding streets to document existing conditions and activities including pedestrian movement, bicycle travel, delivery vehicles, parking, and traffic movement. 15 24347.00006\30493020.2 Task 2: Design Alternatives: a. The Consultant will work with City staff to develop a minimum of two improvement design concepts. b. The Consultant will assist the City with public outreach and involvement by the downtown community. c. The Consultant will develop comprehensive cost estimates for each alternative. Task 3: Final Plans, Specifications, and Estimate: The Consultant will prepare the PS&E for the preferred alternative design concept. The City will assemble the Bid Package, and will provide the bid and contract documents, and the general provisions. The Consultant shall provide the bid schedule and the special provisions in a format compatible with the City’s documents. DELIVERABLES All written documents shall be prepared and completed in Microsoft Word format. A complete set of all documents shall be submitted in a digitized format, on a universally accessible storage medium, and shall be compatible with the City’s computer hardware and software. Electronic copies of all exhibits including maps, charts, and tables shall be provided to the City. Milestone Deliverables: • Detailed Project Schedule • Alley Base Maps • Preliminary Design Concepts • Details of items and materials • Preliminary cost estimates • 65% design drawings • 95% design drawings • 100% contract drawings (bid set) • Final cost estimate • Special Provisions 16 24347.00006\30493020.2 EXHIBIT B Schedule of Services Consultant shall provide professional design services for the Downtown Alley Improvements Project, as outlined in the Scope of Services. The period of services is for March 2021 to December 31, 2021.