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Home My WebLink AboutAGENDA REPORT 2002 1106 CC REG ITEM 10DITEM 10-"I)- MOORPARK CITY COUNCIL 'Aln_ eZd zzi-ll REPORT BY: � TO: The Honorable City Council FROM: Kenneth C. Gilbert, Director of Public Works DATE: October 25, 2002 (Council Meeting 11 -6 -02) SUBJECT: Selection of a Consultant to Prepare the Arroyo Simi Trail Study nTgrTTgqTnM A. Grant The City received a Federal Congestion Mitigation Air Quality [CMAQ] grant for the preparation of the subject study. In March of 2001, the City Council approved the Supplemental Agreement between the City and Caltrans, pertaining to the administration of this grant. The amount of the grant is $120,000, with a minimum local match of $30,000. B. Trail Stud The purpose of the subject study [ "Study "] is: 1) to determine the feasibility of establishing a trail system along the Arroyo Simi through the City of Moorpark and easterly to Madera Road [See Exhibit `B'], to connect to an existing arroyo trail system in the City of Simi Valley; and, if feasible, 2) to provide an implementation plan setting forth the requirements and /or constraints associated with the development of such a project. C. Scope of Work The general scope of work for the Study is set forth in Exhibit A. The purpose and scope of the Study does not include a full environmental assessment of the affected area and the approval of an environmental document for a "Project ". The scope also does not include the preparation of final design plans for a Project. Again, the purpose of the Study is to identify options and provide recommendations regarding the feasibility of developing and implementing any of those options. Trail—Study Trail Study October 25, 2002 Page 2 D. Utilization of Levee Maintenance Roads The alignment identified for the subject trail study is the Arroyo Simi. The assumption is that the trail would utilize the levee maintenance roads where the Arroyo channel is improved or planned to be improved: The Scope of Work will include a discussion of both obstacles (road bridges) and alternative routes (streets and easements) to this scheme. It should be noted, however, that the subject work is a feasibility study - not an Alignment Study. A more in -depth analysis of alignments and constraints will have to be the subject of a separate future effort. E. Proposals A Request for Proposals (RFP) was distributed to fourteen (14) firms. Proposals were received from three (3) firms: • Alta Design Group • RRM Design Group • Parsons F. Evaluation / Recommendation Staff has completed the review and evaluation of the Proposals submitted. Based on that review and evaluation, staff recommends the selection of RRM Design Group to perform the subject Study. The conclusion reached by staff is that this firm is the best suited to provide the services required by the City. G. Fee Quotations Subsequent to the evaluation and ranking of the proposals, the separate sealed fee proposals were opened. The fee amounts quoted are summarized as follows: • Alta Design Group $114,379 • RRM Design Group $115,375 (as revised) • Parsons $144,998 The above amounts do not include reimbursable expenses. H. Budget The FY02 /03 Budget has funds appropriated [Project 80351 for this project, summarized as follows: • Fund 2603 - LTF $ 30,000 • Fund 2604 - Federal Grants $120,000 $150,000 Trail—Study Trail Study October 25, 2002 Page 3 STAFF RECOMMENDATION Approve selection of RRM Design Group to prepare the subject study for a fee amount not to exceed $125,000, and authorize the City Manager to sign the Agreement for this work, subject to final language approval by the City Manager and the City Attorney. Attachments: Exhibit `A': Scope of Work Trail—Study Exhibit 'A' Scope of Work Arroyo Simi Trail Study A. Objectives The objective of the SERVICE is to develop a feasibility study and implementation plan [ "Study /Plan "] for the possible future construction of a "multi -user trail" (equestrian, pedestrian, bicycle) along the Arroyo Simi, from the westerly Moorpark City Limit, easterly through the City and the unincorporated County area east of the City, to the westerly terminus of an existing trail system along the Arroyo within the City of Simi Valley. The Study /Plan shall identify the problems and /or obstacles to the construction of the extended trail system (right -of -way needs, topography, environmentally sensitive areas, wetlands preservation, engineering issues, access, future maintenance responsibilities, security issues, construction funding, maintenance requirements / cost / financing, etc.). The Study /Plan would also provide possible solutions to the problems identified, such as alternate alignments, etc. B. Trail Segments Route Segments: The Study /Plan shall address Segment A and Segment B of the Trail separately. Segments A & B are identified as follows: • Segment A: That portion of the Trail to be located on a maintenance levee road which is part of the improved Arroyo Simi channel, extending from the Peach Hill Wash confluence (near Hitch Road) , easterly to the limits of the existing channel improvements at the rail crossing north of Science Drive. • Segment (s) Bl: Those portions of the Trail to be located along the "unimproved" portions of the Arroyo Simi, upstream of the existing channel improvements which currently terminate at the rail crossing north of Science Drive. • Segments) B2: Those portions of the Trail, if any, proposed to be situated within [Class 2 or Class 31 any roadway (i.e. "Old" Los Angeles Avenue) or adjacent to any roadway [Class 11. • Segment(s) B3: Those portions of the Trail, if any, proposed to be located on private property in order to connect Segments B1 & B2. C UOI )b Exhibit 'A' [Page 21 Scope of Work Arroyo Simi Trail Study C. Scope of Services The scope of SERVICES shall include those tasks and services outlined in the Proposal (Exhibit `B') revised and amended to address certain requirements noted as follows: 1. Segment A [Improved Channel] : The Study /Plan shall address the following: a. Description: Describe the location, alignment, features and attributes of the proposed Trail. b. Constraints: Describe any obstacles (road crossings, etc.) to implementation. c.Feasibility: It is presumed that the placement of a Trail along this segment is feasible. So state, or explain why it is not. d. Implementation Requirements: List and describe the steps necessary to implement a Trail along this Segment. This description shall include or address: • needed improvements; • permit requirements; • indemnity / insurance requirements; • security issues; • liability exposure; and • any other component or prerequisite to the approval of the use of the channel levee maintenance road and the construction and maintenance of the Trail. e. Implementation Costs: Describe all costs required to obtain necessary approvals and to construct the facility. f. Long -Term Operations and Maintenance Costs: Develop an estimate of annual operation and maintenance costs. 2.Segment B1 [Unimproved Arroyo]: The Study /Plan shall address the following: a. Description: Describe the location, alignment, features and attributes of this /these Segment(s)of the Trail. Alternative routes may be described. b. Constraints: Describe the obstacles and constraints to implementing this (these) Segment(s). Such analysis shall include, but not be limited to: • environmentally sensitive areas; • flood inundation; • flood damage; • security; • liability; etc. c. Feasibility: Render an opinion regarding the feasibility of implementing this Segment of the Trail. d. Implementation Requirements: List and describe the steps necessary to implement a Trail along this (these) Segment(s). This description shall include or address: > needed improvements; Traill Agr C; JO :i60 Exhibit 'A' [Page 31 Scope of Work Arroyo Simi Trail Study • permit requirements from all regulatory agencies having jurisdiction; • the scope and degree of the environmental review process anticipated to be necessary, with estimated costs; • indemnity / insurance issues; • security improvements and issues; • any other component or prerequisite to the approval of the placement of a Trail along the unimproved Arroyo. e. Implementation Costs: Describe all costs required to obtain necessary approvals and to construct the facility. f. Long -Term Operations and Maintenance Costs: Develop an estimate of annual operation and maintenance costs. 3. Segment B2 & B3 [Roadways and Other Locations]: The Study /Plan shall address the following: a. Description: Describe the location, alignment, features and attributes of the proposed Trail. Which portions of any such Trail alignment are proposed to be a Class I facility. b. Constraints: Describe any obstacles (acquisition of right -of -way, easement, etc.). c. Feasibility: Render an opinion regarding the feasibility of implementing this (these) Segment(s) of the Trail. d. Implementation Requirements: List and describe the steps necessary to implement a Trail along this (these) Segment(s). This description shall include or address: • needed improvements; • permit requirements; • right -of -way acquisition; • indemnity / insurance requirements; • security / liability; • any other component or prerequisite to the implementation of this (these) Segment(s). e. Implementation Costs: Describe all costs required to obtain necessary approvals and to construct the facility. f. Long -Term Operations and Maintenance Costs: Develop an estimate of annual operation and maintenance costs. 4. Funding Options: The Final Report shall summarize various funding methods, sources, etc. 5. Ownership / Operation: If a Trail east of the City is deemed to be feasible, the Final Report shall discuss and recommend which Agency or Agencies should assume the responsibility for funding, design, entitlement procurement, ownership, operation, and maintenance of the Trail. Traill_Agr C �)! i° j_&1&;;_ Exhibit 'A' [Page 41 Scope of Work Arroyo Simi Trail Study 6. Work Components and /or Requirements: The work components and /or requirements shall include, but not be limited to, the following: a. Field Survey; b.Environmental survey and assessment; c. Affected Property ownership information (Assessor Role); d.Listing of Regulatory Agencies having jurisdiction; e. Development of Conceptual Alternatives; f.Discussion of Project Benefits; g. Identification of all constraints and obstacles; h. Description {Implementation Plan} of all of the processes, prerequisites and requirements related to the development and implementation of the project, including the steps necessary to seek all necessary clearances and approvals. i.Description of all "soft" (design, permitting, entitlements, etc.) and "hard" (construction) costs associated with project development (design /permitting) and implementation (construction). j. Description of anticipated annual maintenance cost. Said cost shall include a contingency for repair and /or reconstruction of any trail segment subject to flooding and /or flood damage. Note: Work components shall not include: a. Property Appraisals b. An approved Environmental Document 7. Resources: The CONSULTANT is advised of certain available resources which may facilitate the work and /or reduce the costs for same. Said resources include, but are not limited to, the following: a. Aerial photography recently completed by the County of Ventura and available to the City pursuant to a recently executed Agreement. b. Topographic Survey and Hydrology information in the final stages of preparation by the Ventura County Flood Control District. c. Available GIS data. 8. Tasks: The tasks and sub -tasks required shall be as set forth in the Proposal, except that said tasks shall be modified to address the requirements set forth above. 9. Meetings: Meetings shall be limited to coordination meetings with City staff, as required, and one presentation of the final work product to the City Council. No Community Meetings to seek input for project development will be necessary. Traill_A9r SJ g V'lV °.C..�Ihs E � � � I n call 'c AMPU5 PARX D kFAAAN s I • mi VA LEY - Ole r OVoeaeil� A fk KPAIkK A 0 93021 !-:t- y n �11 v 77-7, ARROYO SIMI TRAIL STUDY AREA rr vD RD MOORPXRK 4- 4 ANUI F, AV I FW 'o-4 of call 'c AMPU5 PARX D kFAAAN s I • mi VA LEY - Ole r OVoeaeil� A fk KPAIkK A 0 93021 !-:t- y n �11 v 77-7, ARROYO SIMI TRAIL STUDY AREA rr vD RD