2019/07/17 Western Riverside Council of Governments (WRCOG) Transportation Uniform Mitigation Fee Program Agreement to Reimburse TUMP Funds Bundy Canyon Road/Scott Road Widening from Sunset Ave to Haun Road 18-CN-MEN-1182
TRANSPORTATION UNIFORM MITIGATION FEE PROGRAM
AGREEMENT TO REIMBURSE TUMF FUNDS
BUNDY CANYON ROAD/SCOTT ROAD WIDENING
FROM SUNSET AVENUE TO HAUN ROAD
THIS REIMBURSEMENT AGREEMENT ("Agreement") is entered into as of this day
of u , 2011, by and between the Western Riverside Council of Governments ("WRCOG"), a
Calif nia joint powers authority and CITY OF MENIFEE (AGENCY), a California municipal
corporation. WRCOG and AGENCY are sometimes hereinafter referred to individually as
"Party" and collectively as "Parties".
RECITALS
A. WRCOG is the Administrator of the Transportation Uniform Mitigation Fee
Program of Western Riverside County ("TUMF Program").
B. WRCOG has identified and designated certain transportation improvement
projects throughout Western Riverside County as projects of regional importance ("Qualifying
Projects" or "Projects"). The Qualifying Projects are more specifically described in that certain
WRCOG study titled "TUMF Nexus Study", as may be amended from time to time. Qualifying
Projects can have Regional or Zonal significance as further described in the TUMF Nexus Study.
C. The TUMF Program, is funded by TUMF fees paid by new development in
Western Riverside County (collectively, "TUMF Program Funds"). TUMF Program Funds are
held in trust by WRCOG for the purpose of funding the Qualifying Projects.
D. The AGENCY proposes to implement a Qualifying Project, and it is the purpose
of this Agreement to identify the project and to set forth the terms and conditions by which
WRCOG will release TUMF Program Funds.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual covenants and subject to the
conditions contained herein, the Parties hereby agree as follows:
1. Description of the Qualifying Project. This Agreement is intended to distribute
TUMF Program Funds to the AGENCY for Bundy Canyon Road/Scott Road Widening, (the
"Project"), a Qualifying Project. The Work, including a timetable and a detailed scope of work,
is more fully described in Exhibit "A" attached hereto and incorporated herein by reference and,
pursuant to Section 20 below, is subject to modification if requested by the AGENCY and
approved by WRCOG. The work shall be consistent with one or more of the defined WRCOG
Call for Projects phases detailed herein as follows:
1) PA&ED—Project Approvals &Environmental Document
2) PS&E—Plans, Specifications and Estimates
2. WRCOG Funding Amount. WRCOG hereby agrees to distribute to AGENCY,
on the terms and conditions set forth herein, a'sum not to exceed TWO MILLION THREE
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HUNDRED SEVENTY THOUSAND DOLLARS ($2,370,000), to be used for reimbursing the
AGENCY for eligible Project expenses as described in Section 3 herein ("Funding Amount").
The Parties acknowledge and agree that the Funding Amount may be less than the actual cost of
the Project. Nevertheless, the Parties acknowledge and agree that WRCOG shall not be
obligated to contribute TUMF Program Funds in excess of the maximum TUMF share identified
in the TUMF Nexus Study ("Maximum TUMF Share"), as may be amended from time to time.
3. Project Costs Eligible for Advance/Reimbursement. The total Project costs
("Total Project Cost") may include the following items, provided that such items are included in
the scope of work attached hereto as Exhibit "A" ("Scope of Work"): (1) AGENCY and/or
consultant costs associated with direct Project coordination and support; (2) funds expended in
preparation of preliminary engineering studies; (3) funds expended for preparation of
environmental review documentation for the Project; (4) all costs associated with right-of-way
acquisition, including right-of-way engineering, appraisal, acquisition, legal costs for
condemnation procedures if authorized by the AGENCY, and costs of reviewing appraisals and
offers for property acquisition; (5) costs reasonably incurred if condemnation proceeds; (6) costs
incurred in the preparation of plans, specifications, and estimates by AGENCY or consultants;
(7) AGENCY costs associated with bidding, advertising and awarding of the Project contracts;
(8) construction costs, including change orders to construction contract approved by the
AGENCY; (9) construction management, field inspection and material testing costs; and (10)
any AGENCY administrative cost to deliver the Project.
4. Ineligible Project Costs; The Total Project Cost shall not include the following
items which shall be borne solely by the AGENCY without reimbursement: (1) any AGENCY
administrative fees attributed to the reviewing and processing of the Project; and (2) expenses for
items of work not included within the Scope of Work in Exhibit "A".
5. Procedures for Distribution of TUMF Program Funds to AGENCY.
(a) Initial Payment by the AGENCY_ The AGENCY shall be responsible for
initial payment of all the Project costs as they are incurred. Following payment of such Project
costs, the AGENCY shall submit invoices to WRCOG requesting reimbursement of eligible
Project costs. Each invoice shall be accompanied by detailed contractor invoices, or other
demands for payment addressed to the AGENCY, and documents evidencing the AGENCY's
payment of the invoices or demands for payment. Documents evidencing the AGENCY'S
payment of the invoices shall be retained for four (4) years and shall be made available for
review by WRCOG. The AGENCY shall submit invoices not more often than monthly and not
less often than quarterly.
(b) Review and Reimbursement by WRCOG. Upon receipt of an invoice
from the AGENCY, WRCOG may request additional documentation or explanation of the
Project costs for which reimbursement is sought. Undisputed amounts shall be paid by WRCOG
to the AGENCY within thirty (30) days. In the event that WRCOG disputes the eligibility of the
AGENCY for reimbursement of all or a portion of an invoiced amount, the Parties shall meet
and confer in an attempt to resolve the dispute. If the meet and confer process is unsuccessful in
resolving the dispute, the AGENCY may appeal WRCOG's decision as to the eligibility of one
or more invoices to WRCOG's Executive Director. The WRCOG Executive Director shall
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provide his/her decision in writing. If the AGENCY disagrees with the Executive Director's
decision, the AGENCY may appeal the decision of the Executive Director to the full WRCOG
Executive Committee, provided the AGENCY submits its request for appeal to WRCOG within
ten (10) days of the Executive Director's written decision. The decision of the WRCOG
Executive Committee shall be final. Additional details concerning the procedure for the
AGENCY's submittal of invoices to WRCOG and WRCOG's consideration and payment of
submitted invoices are set forth in Exhibit `B", attached hereto and incorporated herein by
reference.
(c) Funding Amount/Adjustment. If a post Project audit or review indicates
that WRCOG has provided reimbursement to the AGENCY in an amount in excess of the
Maximum TUMF Share of the Project, or has provided reimbursement of ineligible Project
costs, the AGENCY shall reimburse,WRCOG for the excess or ineligible payments within 30
days of notification by WRCOG.
6. Increases in Project Funding. The Funding Amount may, in WRCOG's sole
discretion, be augmented with additional TUMF Program Funds if the TUMF Nexus Study is
amended to increase the maximum eligible TUMF share for the Project. Any such increase in
the Funding Amount must be approved in writing by WRCOG's Executive Director. In no case
shall the amount of TUMF Program Funds allocated to the AGENCY exceed the then-current
maximum eligible TUMF share for the Project. No such increased funding shall be expended to
pay for any Project already completed. For purposes of this Agreement, the Project or any
portion thereof shall be deemed complete upon its acceptance by WRCOG's Executive Director
which shall be communicated to the AGENCY in writing.
7. No Funding for Temporary Improvements. Only segments or components of the
construction that are intended to form part of or be integrated into the Project may be funded by
TUMF Program Funds. No improvement which is temporary in nature, including but not limited
to temporary roads, curbs, tapers or drainage facilities, shall be funded with TUMF Program
Funds, except as needed for staged construction of the Project.
8. AGENCY's Funding Obligation to Complete the Project. In the event that the
TUMF Program Funds allocated to the Project represent less than the total cost of the Project, the
AGENCY shall provide such additional funds as may be required to complete the Project.
9. AGENCY's Obligation to Repay TUMF Program Funds to WRCOG' Exception
for PA&ED Phase Work. Except as otherwise expressly excepted within this paragraph, in the
event that: (i) the AGENCY, for any reason, determines not to proceed with or complete the
Project; or (ii) the Project is not timely completed, subject to any extension of time granted by
WRCOG pursuant to the terms of this Agreement; the AGENCY agrees that any TUMF Program
Funds that were distributed to the AGENCY for the Project shall be repaid in full to WRCOG,
and the Parties shall enter into good faith negotiations to establish a reasonable repayment
schedule and repayment mechanism. If the Project involves work pursuant to a PA&ED phase,
AGENCY shall not be obligated to repay TUMF Program Funds to WRCOG relating solely to
PA&ED phase work performed for the Project.
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10. AGENCY's Local Match Contribution. AGENCY local match funding is not
required, as shown in Exhibit "A" and as called out in the AGENCY's Project Nomination Form
submitted to WRCOG in response to its Call for Projects.
11. Term/Notice of Completion. The term of this Agreement shall be from the date
first herein above written until the earlier of the following: (i) the date WRCOG formally
accepts the Project as complete, pursuant to Section 6; (ii) termination of this Agreement
pursuant to Section 15; or (iii) the AGENCY has fully satisfied its obligations under this
Agreement. All applicable indemnification provisions of this Agreement shall remain in effect
following the termination of this Agreement.
12. Representatives of the Pasties. WRCOG's Executive Director, or his or her
designee, shall serve as WRCOG's representative and shall have the authority to act on behalf of
WRCOG for all purposes under this Agreement. The AGENCY hereby designates ARMANDO
G. VILLA, CITY MANAGER, or his or her designee, as the AGENCY's representative to
WRCOG. The AGENCY's representative shall have the authority to act on behalf of the
AGENCY for all purposes under this Agreement and shall coordinate all activities of the Project
under the AGENCY's responsibility. The AGENCY shall work closely and cooperate fully with
WRCOG's representative and any other agencies which may have jurisdiction over or an interest
in the Project.
13. Expenditure of Funds by AGENCY Prior to Execution ❑f Agreement. Nothing in
this Agreement shall be construed to prevent or preclude the AGENCY from expending funds on
the Project prior to the execution of the Agreement, or from being reimbursed by WRCOG for
such expenditures. However, the AGENCY understands and acknowledges that any expenditure
of funds on the Project prior to the execution of the Agreement is made at the AGENCY's sole
risk, and that some expenditures by the AGENCY may not be eligible for reimbursement under
this Agreement.
14. Review of Services. The AGENCY shall allow WRCOG's Representative to
inspect or review the progress of the Project at any reasonable time in order to determine whether
the terms of this Agreement are being met.
15. Termination.
(a) Notice. Either WRCOG or AGENCY may, by written notice to the other
party, terminate this Agreement, in whole or in part, in response to a material breach hereof by
the other Party, by giving written notice to the other party of such termination and specifying the
effective date thereof. The written notice shall provide a 30 day period to cure any alleged
breach. During the 30 day cure period, the Parties shall discuss, in good faith, the manner in
which the breach can be cured.
(b) Effect of Termination. In the event that the AGENCY terminates this
Agreement, the AGENCY shall, within 180 days, repay to WRCOG any unexpended TUMF
Program Funds provided to the AGENCY under this Agreement and shall complete any portion
or segment of work for the Project for which TUMF Program Funds have been provided. In the
event that WRCOG terminates this Agreement, WRCOG shall, within 90 days, distribute to the
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AGENCY TUMF Program Funds in an amount equal to the aggregate total of all unpaid
invoices which have been received from the AGENCY regarding the Project at the time of the
notice of termination; provided, however, that WRCOG shall be entitled to exercise its rights
under Section 5(b), including but not limited to conducting a review of the invoices and
requesting additional information. Upon such termination, the AGENCY shall, within 180 days,
complete any portion or segment of work for the Project for which TUMF Program Funds have
been provided. This Agreement shall terminate upon receipt by the non-terminating Party of the
amounts due to it hereunder and upon completion of the segment or portion of Project work for
which TUMF Program Funds have been provided.
(c) Cumulative Remedies. The rights and remedies of the Parties provided in
this Section are in addition to any other rights and remedies provided by law or under this
Agreement.
16. Prevailing Wages. The AGENCY and any other person or entity hired to perform
services on the Project are alerted to the requirements of California Labor Code Sections 1770 et
seq., which would require the payment of prevailing wages were the services or any portion
thereof determined to be a public work, as defined therein. The AGENCY shall ensure
compliance with these prevailing wage requirements by any person or entity hired to perform the
Project. The AGENCY shall defend, indemnify, and hold harmless WRCOG, its officers,
employees, consultants, and agents from any claim or liability, including without limitation
attorneys, fees, arising from its failure or alleged failure to comply with California Labor Code
Sections 1770 et seq.
17. Progress Re arts. WRCOG may request the AGENCY to provide WRCOG with
progress reports concerning the status of the Project.
18. Indemnification.
(a) AGENCY Responsibilities. In addition to the indemnification required
under Section 16, the AGENCY agrees to indemnify and hold harmless WRCOG, its officers,
agents, consultants, and employees from any and all claims, demands, costs or liability arising
from or connected with all activities governed by this Agreement including all design and
construction activities, due to negligent acts, errors or omissions or willful misconduct of the
AGENCY or its subcontractors. The AGENCY will reimburse WRCOG for any expenditures,
including reasonable attorneys' fees, incurred by WRCOG, in defending against claims
ultimately determined to be due to negligent acts, errors or omissions or willful misconduct of
the AGENCY.
(b) WRCOG Res onsibilities. WRCOG agrees to indemnify and hold
harmless the AGENCY, its officers, agents, consultants, and employees from any and all claims,
demands, costs or liability arising from or connected with all activities governed by this
Agreement including all design and construction activities, due to negligent acts, errors or
omissions or willful misconduct of WRCOG or its sub-consultants. WRCOG will reimburse the
AGENCY for any expenditures, including reasonable attorneys' fees, incurred by the AGENCY,
in defending against claims ultimately determined to be due to negligent acts, errors or omissions
or willful misconduct of WRCOG.
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(c) Effect of Acce tance. The AGENCY shall be responsible for the
professional quality, technical accuracy and the coordination of any services provided to
complete the Project. WRCOG's review, acceptance or funding of any services performed by
the AGENCY or any other person or entity under this Agreement shall not be construed to
operate as a waiver of any rights WRCOG may hold under this Agreement or of any cause of
action arising out of this Agreement. Further, the AGENCY shall be and remain liable to
WRCOG, in accordance with applicable law, for all damages to WRCOG caused by the
AGENCY's negligent performance of this Agreement or supervision of any services provided to
complete the Project.
19. Insurance. The AGENCY shall require, at a minimum, all persons or entities
hired to perform the Project to obtain, and require their subcontractors to obtain, insurance of the
types and in the amounts described below and satisfactory to the AGENCY and WRCOG. Such
insurance shall be maintained throughout the term of this Agreement, or until completion of the
Project, whichever occurs last.
(a) Commercial General Liability Insurance. Occurrence version commercial
general liability insurance or equivalent form with a combined single limit of not less than
$1,000,000.00 per occurrence. If such insurance contains a general aggregate limit, it shall apply
separately to the Project or be no less than two times the occurrence limit. Such insurance shall:
(i) Name WRCOG and AGENCY, and their respective officials,
officers, employees, agents, and consultants as insured with respect to performance of the
services on the Project and shall contain no special limitations on the scope of coverage or the
protection afforded to these insured;
(ii) Be primary with respect to any insurance or self-insurance
programs covering WRCOG and AGENCY, and/or their respective officials, officers,
employees, agents, and consultants; and
(iii) Contain standard separation of insured provisions.
(b) Business Automobile Liability Insurance. Business automobile liability
insurance or equivalent form with a combined single limit of not less than $1,000,000.00 per
occurrence. Such insurance shall include coverage for owned, hired and non-owned
automobiles.
(c) Professional Liability Insurance. Errors and omissions liability insurance
with a limit of not less than $1,000,000.00 Professional liability insurance shall only be required
of design or engineering professionals.
(d) Workers' Compensation Insurance. Workers' compensation insurance
with statutory limits and employers' liability insurance with limits of not less than $1,000,000.00
each accident.
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20. Project Amendments. Changes to the characteristics of the Project, including the
deadline for Project completion, and any responsibilities of the AGENCY or WRCOG may be
requested in writing by the AGENCY and are subject to the approval of WRCOG's
Representative, which approval will not be unreasonably withheld, provided that extensions of
time for completion of the Project shall be approved in the sole discretion of WRCOG's
Representative. Nothing in this Agreement shall be construed to require or allow completion of
the Project without full compliance with the California Environmental Quality Act (Public
Resources Code Section 21000 et seq.; "CEQA") and the National Environmental Policy Act of
1969 (42 USC 4231 et seq.), if applicable, but the necessity of compliance with CEQA and/or
NEPA shall not justify, excuse, or permit a delay in completion of the Project.
21. Conflict of Interest. For the term of this Agreement, no member, officer or
employee of the AGENCY or WRCOG, during the term of his or her service with the AGENCY
or WRCOG, as the case may be, shall have any direct interest in this Agreement, or obtain any
present or anticipated material benefit arising therefrom.
22. Limited Scope of Duties. WRCOG's and the AGENCY's duties and obligations
under this Agreement are limited to those described herein. WRCOG has no obligation with
respect to the safety of any Project performed at a job site. In addition, WRCOG shall not be
liable for any action of AGENCY or its contractors relating to the condemnation of property
undertaken by AGENCY or construction related to the Project.
23. Books and Records.. Each party shall maintain complete, accurate, and clearly
identifiable records with respect to costs incurred for the Project under this Agreement. They
shall make available for examination by the other party, its authorized agents, officers or
employees any and all ledgers and books of account, invoices, vouchers, canceled checks, and
other records or documents evidencing or related to the expenditures and disbursements charged
to the other party pursuant to this Agreement. Further, each party shall furnish to the other party,
its agents or employees such other evidence or information as they may require with respect to
any such expense or disbursement charged by them. All such information shall be retained by
the Parties for at least four (4) years following termination of this Agreement, and they shall
have access to such information during the four-year period for the purposes of examination or
audit.
24. Equal Opportunity Employment, The Parties represent that they are equal
opportunity employers and they shall not discriminate against any employee or applicant of
reemployment because of race, religion, color, national origin, ancestry, sex 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.
25. Governing Law. This Agreement shall be governed by and construed with the
laws of the State of California.
26. Attorneys' Fees. If either party commences an action against the other party
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 costs of suit.
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27. Time of Essence. Time is of the essence for each and every provision of this
Agreement.
28. Headings. Article and Section Headings, paragraph captions or marginal
headings contained in this Agreement are for convenience only and shall have no effect in the
construction or interpretation of any provision herein.
29. Public Acknowledgement. The AGENCY agrees that all public notices, news
releases, information signs and other forms of communication shall indicate that the Project is
being cooperatively funded by the AGENCY and WRCOG TUMF Program Funds.
30. No Joint Venture. This Agreement is for funding purposes only and nothing
herein shall be construed to make WRCOG a party to the construction of the Project or to make
it a partner or joint venture with the AGENCY for such purpose.
31. Compliance with the Law. The AGENCY shall comply with all applicable laws,
rules and regulations governing the implementation of the Qualifying Project, including, where
applicable, the rules and regulations pertaining to the participation of businesses owned or
controlled by minorities and women promulgated by the Federal Highway Administration and
the Federal Department of Transportation.
32. Notices. All notices hereunder and communications regarding interpretation of
the terms of this Agreement or changes thereto shall be provided by the mailing thereof by
registered or certified mail, return receipt requested, postage prepaid and addressed as follows:
If to AGENCY: City of Menifee
29844 Haun Road
Menifee. CA 92586
Attention: Jonathan G. Smith, Public Works Director/City Engineer
Telephone: (951) 672-6777
Facsimile: (951) 679-3843
If to WRCOG: Western Riverside Council of Governments
3390 University Avenue; Suite 450
Riverside, California 92501
Attention: Christopher Gray, Director of Transportation
Telephone: (951) 405-6710
Facsimile: (951) 223-9720
Any notice so given shall be considered served on the other party three (3) days after
deposit in the U.S. mail, first class postage prepaid, return receipt requested, and 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.
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33. Inte-aration: Amendment. This Agreement contains the entire agreement between
the PARTIES. Any agreement or representation respecting matters addressed herein that are not
expressly set forth in this Agreement is null and void. This Agreement may be amended only by
mutual written agreement of the PARTIES.
34. Severability. If any term, provision, condition or covenant of this Agreement is
held invalid or unenforceable, the remainder of this Agreement shall not be affected thereby.
35. Conflicting Provisions In the event that provisions of any attached appendices or
exhibits conflict in any way with the provisions set forth in this Agreement, the language, terms
and conditions contained in this Agreement shall control the actions and obligations of the
Parties and the interpretation of the Parties' understanding concerning the Agreement.
36. Independent Contractors. Any person or entities retained by the AGENCY or any
contractor shall be retained on an independent contractor basis and shall not be employees of
WRCOG. Any personnel performing services on the Project shall at all times be under the
exclusive direction and control of the AGENCY or contractor, whichever is applicable. The
AGENCY or contractor shall pay all wages, salaries and other amounts due such personnel in
connection with their performance of services on the Project and as required by law. The
AGENCY or consultant shall be responsible for all reports and obligations respecting such
personnel, including, but not limited to: social security taxes, income tax withholding,
unemployment insurance and workers' compensation insurance.
37. Effective Date. This Agreement shall not be effective until executed by both
Parties. The failure of one party to execute this Agreement within forty-five (45) days of the
other party executing this Agreement shall render any execution of this Agreement ineffective.
38. No Third Party Beneficiaries. There are no intended third party beneficiaries of
any right or obligation assumed by the Parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their duly
authorized representatives to be effective on the day and year first above-written.
WESTERN RIVERSIDE COUNCIL CITY OF MENIFEE
OF GOVERNMENTS
B ate: Lfi I U By: - Date: I
A Bte
h Armand . Villa
Execut Director City Manager
Approv r Attest:
By:
e r r nselm A h ri 0 r1
et 12
Approve to Form:
r
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EXHIBIT "A"
SCOPE OF WORK
SCOPE OF WORK:
Project Management.
The consultant shall provide professional and technical services during the scoping,
environmental review and design of the project.
• Develop a project team and prepare the project scope of work, activities, schedule, and work
plan. Define key issues and goals and coordinate responsibilities of project team members.
• Conduct regular monthly project team coordination and status meetings, prepare agenda,
meeting minutes and action items.
• Consultant shall coordinate with City staff when working with developers, utility and other
agencies.
• Consultant shall coordinate and conduct one presentation of the proposed project team prior to
release of the public review of the draft environmental document; and a City Council
presentation of the project in conjunction with the approval of the project environmental
document.
• Consultant shall implement and maintain the following quality control procedures during the
preparation of plans and documents relating to this project:
a) QC program in effect for the duration of this contract.
b) Design and calculations are independently checked, corrected and back-checked.
c) All related correspondence and memorandum routed and received by affected persons
and filed in appropriate file.
d) Where different disciplines are involved, implement means to assure that conflicts and
misalignment do not exist.
e) Provide outline of firm's QC Program. Identify critical QC reviews within the project
schedule.
f) QC person shall sign all draft and final plans and documents submitted to the City, in
addition to the person responsible for preparing said plans and documents.
Environmental Analysis.
As previously stated, an EIR was prepared and Certified by the City of Wildomar. The
Consultant shall prepare the necessary documents in order to re-certify this document for the
City of Menifee. All Environmental Documentation work will be performed under the oversight
of the CITY of Menifee.
• The project construction funding is currently not established, however at minimum; compliance
with both the California Environmental Quality Act (CEQA) and the National Environmental
Protection Act (NEPA)will be required as part of the design task.
• Define and analyze the feasibility of proposed horizontal and vertical alignment alternatives,
identify impacts and discuss in the environmental report as appropriate.
Exhibit A— 1
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Geotechnical Evaluation and Report.
Perform potholing/Geo technical investigation as needed to verify the exact location and depth
of existing utilities so as to avoid conflicts with proposed improvements.
Reconnaissance and Field Surveys
Coordinate and review all existing improvement plans/as built drawings within the areas of the
project boundaries
Perform field reconnaissance and prepare a record of site conditions.
Obtain and review available information relevant to this project from the City, utility base maps
pertinent to project and adjacent areas and as-built plans.
• Perform field data collection surveys to obtain the location of utilities and other structures
visible from the surface, electric poles, sidewalks, curb and gutter, fire hydrants, trees and
landscaping improvements along the project edges.
Permitting.
The Consultant will identify the permits that will be required on this project.
■ The Consultant shall identify all agencies with permitting authority over any aspects of the
project and shall maintain communication and coordination efforts with such agencies
throughout all phases of the work. Consultant shall identify permitting requirements and, in
conjunction with City staff, establish how these requirements will be implemented. The
incorporation of all permitting requirements in preliminary engineering, environmental
mitigation, final engineering and PS&E shall be accomplished during the appropriate phases of
the work.
• The consultant shall prepare, and assist City in preparing permit applications for the permits
listed above. The consultant, in close coordination with the City Project Manager shall serve as
the liaison between City and other concerned agencies.
Utility and Other Coordination.
Consultant shall provide coordination with all parties affected by the project such as: utility
companies, City staff, utility agencies, and other Consultants:
• Coordinate, research, and verify the location of existing utilities and any relocation required for
such utilities.
• Maintain coordination with utility agencies throughout the project.
• Consultant shall also coordinate the design with affected developers.
• Coordination with Caltrans for any encroachment or project impact to their jurisdiction.
Right of Way
• Identify private improvements within the right of way takes
• Prepare legal plats and property descriptions for right of way takes from each affected property
(within 6—9 months from start of work)
• All easements shall be clearly marked and identified. Property take descriptions shall be clear
and checked for closure.
■ Coordinate with City's Right of Way acquisition consultant.
• Prepare a master summary plan for acquisition of all right of ways.
Exhibit A— 1
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Construction Documents
Prepare contract plans for the construction phase, technical specifications, and cost estimates
(P.S.& E.) associated with the project. These documents shall be suitable for public bidding.
Prepare all plans using AutoCAD with V=20' scale for plan views, V=20' hz 1"=5' vt for
profiles, and V=10' (or as needed) scale for details. Finished drawings shall be delivered to the
City on 4 mil Mylar, 24" x 36" using City border and title block. Consultant shall prepare
technical specification and the bid package. The Consultant shall submit three (3) sets of plans,
technical specifications, and cost estimates at 30%, 60%, 90%, and at the Final completion stage
of the project for City review. The Consultant shall incorporate the comments received after the
reviews and should plan on a meeting with the City staff at each submittal level to review the
City's comments. Final submittal requires originals, mylars, and computer files of the P.S.&E.
Plans and specifications for the project shall comply with the latest editions of the City of
Menifee Design Standards, Standard Plans, Special Provisions, and other reference standards
such as the State Standard Plans and Specifications and the Standard Specification for Public
Works Construction (Greenbook) latest editions.
The title sheet of the specifications, reports, and each sheet of the project plans shall bear the
professional seal, certificate number, registration classification, expiration date of the certificate,
and signature of the professional engineer responsible for their preparation.
Milestones
Milestone 1 —Preliminary Engineering
Based on initial input from the City and after gathering all pertinent data, the Consultant shall
perform field surveys, develop geometric approval drawings and obtain design concept approval
for the preparation of preliminary plans (35% level plans).
Milestone 2—Environmental Documentation and Approval
All environmental studies and assessments, as previously described in "Environmental
Analysis", shall be completed as follows:
• Initiation for environmental phase
• Draft Environmental Studies
• Environmental Clearance/Project Approval
• Deliverables
There will be no federal funds involved in the environmental and design phase of the project.
However, Caltrans is acting as a federal agency following the provisions of the Memorandum of
Understanding (MOU) between FHWA, California Division of the California Department of
Transportation, which became effective on June 7, 2007. The MOU was signed pursuant to
Section 6004 of the 2005 Safe, Accountable, Flexible, Efficient Transportation Equity Act: A
Legacy for Users (SAFETEA-LU) which allows Secretary of Transportation to assign, and the
State of California to assume responsibility for most NEPA environmental review determination.
For those projects, the State may also be assigned FHWA's responsibilities for environmental
consultation and coordination under other federal environmental laws. By statue, the State is
deemed to be a Federal agency for those assigned responsibilities - as it is for this project's
environmental review, consultation, and coordination; as assigned by FHWA, pursuant to 23
U.S.C. 326.
Caltrans will prepare the NEPA environmental determination when the requested environmental
reports are deemed complete.
Milestone 3 -Final PS&E
Exhibit A— 1
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This phase develops 60% level plans, specifications and estimates for City review and circulation
to various service units within City, utility companies and other public agencies.
a) Review comments and incorporate them from Milestone 1 and 2 for final draft PS&E.
b) Prepare final roadway plans.The following is a listing of estimated plan sheets:
• Title Sheet
General Notes and Project Specific Notes
• Key Map
• Standard Improvement Plans and Profiles
Singing and Striping Plans
Construction Details
Grading Plans
® Erosion Control Plans
■ SWPPP for Construction Phase
Post Development WQMP
• Drainage Plan and Profiles
• Drainage Details
• Utility Relocation Plans and Details
• Summary of Quantities
• Landscaping Plans
• Cross Sections
c) Prepare special provisions. The City of Menifee uses the "Greenbook" as its general
specifications,Special Provision files must be developed on a Windows operating system and file
format and furnished in Word or WordPerfect.
d) Prepare quantity calculations, takeoffs and estimates to be signed by the preparer and
independent checker.
e) Prepare CPM schedule based on estimate of required number of working days for project
construction.
f) Deliverables: 3 full size set of plans with 60%submittal; 3 copies of contract special provisions at
60%submittals; cost estimate; CPM schedule.
Upon receipt of comments from the 60% level review, the Final PS&E phase shall be prepared
incorporating comments from the draft PS&E (60%) to produce Final PS&E (90% and final
PS&E bid package ready for advertisement).
Deliverables for Final PS&E (not limited to):
■ 1 set 24" x 36" signed final Mylar plans used for reproduction (signed and stamped by a
registered CE)
■ 2 sets of final quantity calculations (stamped by a registered CE)
• 2 sets of final special provisions (signed and stamped by a registered CE)
• Electronic copy of final plans (pdf) and AutoCAD Civil 3D, and special provisions (Microsoft
Word).
• 1 copies of RE File and electronic copy in pdf format.
■ 2 sets of final cost estimate
• 1 copy of final design calculations
• 1 copy of independent design check
Exhibit A— 1
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TIMING.
Consultant shall complete all design in the period of 18-24 Months.
Exhibit A— 1
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EXHIBIT "A-1"
ESTIMATE OF COST
Phase TUMF LOCAL TOTAL
PA&ED $ 677,000 $ 677,000
PS&E $ 1,693,000 $ 240,000 $ 1,933,000
RIGHT OF WAY $ 2,809,000** $3,091,000 $ 5,900,000
CONSTRUCTION $ 6,771,000** $13,799,000 $ 20,570,000
TOTAL $11,950,000 $17,130,000 $ 29,080,000
*This Reimbursement Agreement is for the Planning and Engineering Phases Only
**TUMF funding shown in Exhibit A-1 for the Right-of-Way and Construction Phases are
illustrative only. Funding in the 2016 Nexus Study for the Right-of-Way and Construction
Phases is contingent upon approval the Central Zone for allocation on the Transportation
Improvement Program.
Exhibit A— 1
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EXHIBIT "A-2"
PROJECT SCHEDULE
TIMETABLE:
Estimated
Phase Completion Date Estimated Cost Comments
PA&ED January 2021 $ 677,000
PS&E June 2021 $ 1,933,000
RIGHT OF WAY December 2022 $ 5,900,000**
CONSTRUCTION June 2025 $ 20,570,000**
TOTAL $ 29,080,000
*This Reimbursement Agreement is for the Planning and Engineering Phases Only
**TUMF funding shown in Exhibit A-1 for the Right-of-Way and Construction Phases are
illustrative only. Funding in the 2016 Nexus Study for the Right-of-Way and Construction
Phases is contingent upon approval the Central Zone for allocation on the Transportation
Improvement Program.
Exhibit A—2
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Elements of Compensation
EXHIBIT `B"
PROCEDURES FOR SUBMITTAL, CONSIDERATION AND PAYMENT OF INVOICES
1. For professional services, WRCOG recommends that the AGENCY incorporate this
Exhibit `B-l" into its contracts with any subcontractors to establish a standard method
for preparation of invoices by contractors to the AGENCY and ultimately to WRCOG for
reimbursement of AGENCY contractor costs.
2. Each month the AGENCY shall submit an invoice for eligible Project costs incurred
during the preceding month. The original invoice shall be submitted to WRCOG's
Executive Director with a copy to WRCOG's Project Coordinator. Each invoice shall be
accompanied by a cover letter in a format substantially similar to that of Exhibit "B-2".
3. For jurisdictions with large construction projects (with the total construction cost
exceeding $10 million) under construction at the same time, may with the approval of
WRCOG submit invoices to WRCOG for payment at the same time they are received by
the jurisdiction. WRCOG must receive the invoice by the 5ch day of the month in order to
process the invoice within 30 days. WRCOG will retain 10% of the invoice until all
costs have been verified as eligible and will release the balance at regular intervals not
more than quarterly and not less than semi-annually. If there is a discrepancy or
ineligible costs that exceed 10% of the previous invoice WRCOG will deduct that
amount from the next payment.
4. Each invoice shall include documentation from each contractor used by the AGENCY for
the Project, listing labor costs, subcontractor costs, and other expenses. Each invoice
shall also include a monthly progress report and spreadsheets showing the hours or
amounts expended by each contractor or subcontractor for the month and for the entire
Project to date. Samples of acceptable task level documentation and progress reports are
attached as Exhibits `B-4" and "B-5". All documentation from the Agency's contractors
should be accompanied by a cover letter in a format substantially similar to that of
Exhibit `B-3".
5. If the AGENCY is seeking reimbursement for direct expenses incurred by AGENCY
staff for eligible Project costs, the AGENCY shall provide the same level of information
for its labor and any expenses as required of its contractors pursuant to Exhibit `B" and
its attachments.
6. Charges for each task and milestone listed in Exhibit "A" shall be listed separately in the
invoice.
7. Each invoice shall include a certification signed by the AGENCY Representative or his
or her designee which reads as follows:
Exhibit B
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"I hereby certify that the hours and salary rates submitted for reimbursement in this
invoice are the actual hours and rates worked and paid to the contractors or
subcontractors listed.
Signed
Title
Date
Invoice No.
8. WRCOG will pay the AGENCY within 30 days after receipt by WRCOG of an invoice.
If WRCOG disputes any portion of an invoice, payment for that portion will be withheld,
without interest, pending resolution of the dispute, but the uncontested balance will be
paid.
9. The final payment under this Agreement will be made only after: (I) the AGENCY has
obtained a Release and Certificate of Final Payment from each contractor or
subcontractor used on the Project; (ii) the AGENCY has executed a Release and
Certificate of Final Payment; and (iii) the AGENCY has provided copies of each such
Release to WRCOG.
Exhibit B
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EXHIBIT `B-1"
[Sample for Professional Services]
For the satisfactory performance and completion of the Services under this Agreement,
Agency will pay the Contractor compensation as set forth herein. The total compensation for
this service shall not exceed ( INSERT WRITTEN DOLLAR AMOUNT_)
($_INSERT NUMERICAL DOLLAR AMOUNT_) without written approval of Agency's
City Manager [or applicable position] ("Total Compensation").
1. ELEMENTS OF COMPENSATION.
Compensation for the Services will be comprised of the following elements: 1.1 Direct
Labor Costs; 1.2 Fixed Fee; and 1.3 Additional Direct Costs.
1.1 DIRECT LABOR COSTS.
Direct Labor costs shall be paid in an amount equal to the product of the Direct
Salary Costs and the Multiplier which are defined as follows:
1.1.1 DRECT SALARY COSTS
Direct Salary Costs are the base salaries and wages actually paid to the
Contractor's personnel directly engaged in performance of the Services
under the Agreement. (The range of hourly rates paid to the Contractor's
personnel appears in Section 2 below.)
1.1.2 MULTIPLIER
The Multiplier to be applied to the Direct Salary Costs to determine the
Direct Labor Costs is and is the sum of the
following components:
1.1.2.1 Direct Salary Costs
1.1.2.2 Payroll Additives
The Decimal Ratio of Payroll Additives to Direct Salary Costs. Payroll
Additives include all employee benefits, allowances for vacation, sick
leave, and holidays, and company portion of employee insurance and
social and retirement benefits, all federal and state payroll taxes, premiums
for insurance which are measured by payroll costs, and other contributions
and benefits imposed by applicable laws and regulations.
1.1.2.3 Overhead Costs
Exhibit B-1
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The Decimal Ratio of Allowable Overhead Costs to the Contractor Firm's
Total Direct Salary Costs. Allowable Overhead Costs include general,
administrative and overhead costs of maintaining and operating
established offices, and consistent with established firm policies, and as
defined in the Federal Acquisitions Regulations, Part 31.2.
Total Multiplier
(sum of 1.1.2.1, 1.1.2.2, and 1.1.2.3)
1.2 FIXED FEE.
1.2.1 The fixed fee is $
1.2.2 A pro-rata share of the Fixed Fee shall be applied to the total Direct Labor Costs
expended for services each month, and shall be included on each monthly invoice.
1.3 ADDITIONAL DIRECT COSTS.
Additional Direct Costs directly identifiable to the performance of the services of this
Agreement shall be reimbursed at the rates below, or at actual invoiced cost.
Rates for identified Additional Direct Costs are as follows:
ITEM REIMBURSEMENT RATE
[—insert charges]
Per Diem $ /day
Car mileage $ /mile
Travel $ /trip
Computer Charges $ /hour
Photocopies $ /copy
Blueline $ /sheet
LD Telephone $ /call
Fax $ /sheet
Photographs $ /sheet
Travel by air and travel in excess of 100 miles from the Contractor's office nearest to
Agency's office must have Agency's prior written approval to be reimbursed under this
Agreement.
Exhibit B-1
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2. DIRECT SALARY RATES
Direct Salary Rates, which are the range of hourly rates to be used in determining Direct
Salary Costs in Section 1.1.1 above, are given below and are subject to the following:
2.1 Direct Salary Rates shall be applicable to both straight time and overtime work,
unless payment of a premium for overtime work is required by law, regulation or
craft agreement, or is otherwise specified in this Agreement. In such event, the
premium portion of Direct Salary Costs will not be subject to the Multiplier
defined in Paragraph 1.1.2 above.
2.2 Direct Salary Rates shown herein are in effect for one year following the effective
date of the Agreement. Thereafter, they may be adjusted annually to reflect the
Contractor's adjustments to individual compensation. The Contractor shall notify
Agency in writing prior to a change in the range of rates included herein, and
prior to each subsequent change.
POSITION OR CLASSIFICATION RANGE OF HOURLY RATES
sample ]
Principal $ .00 - $ .00/hour
Project Manager $ .00 - $ .00/hour
Sr. Engineer/Planner $ .00-$ .00/hour
Project Engineer/Planner $ .00 - $ .00/hour
Assoc. Engineer/Planner $ .00 - $ .00/hour
Technician $ .00 -$ .00/hour
Drafter/CADD Operator $ .00 - $ .00/hour
Word Processor $ .00 - $ .00/hour
2.3 The above rates are for the Contractor only. All rates for subcontractors to the
Contractor will be in accordance with the Contractor's cost proposal.
3. INVOICING.
3.1 Each month the Contractor shall submit an invoice for Services performed during
the preceding month. The original invoice shall be submitted to Agency's
Executive Director with two (2) copies to Agency's Project Coordinator.
3.2 Charges shall be billed in accordance with the terms and rates included herein,
unless otherwise agreed in writing by Agency's Representative.
3.3 Base Work and Extra Work shall be charged separately, and the charges for each
task and Milestone listed in the Scope of Services, shall be listed separately. The
charges for each individual assigned by the Contractor under this Agreement shall
be listed separately on an attachment to the invoice.
Exhibit B-1
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3.4 A charge of $500 or more for any one item of Additional Direct Costs shall be
accompanied by substantiating documentation satisfactory to Agency such as
invoices, telephone logs, etc.
3.5 Each copy of each invoice shall be accompanied by a Monthly Progress Report
and spreadsheets showing hours expended by task for each month and total
project to date.
3.6 If applicable, each invoice shall indicate payments to DBE subcontractors or
supplies by dollar amount and as a percentage of the total invoice.
3.7 Each invoice shall include a certification signed by the Contractor's
Representative or an officer of the firm which reads as follows:
I hereby certify that the hours and salary rates charged in this
invoice are the actual hours and rates worked and paid to the
employees listed.
Signed
Title
Date
Invoice No.
4. PAYMENT
4.1 Agency shall pay the Contractor within four to six weeks after receipt by Agency
of an original invoice. Should Agency contest any portion of an invoice, that
portion shall be held for resolution, without interest, but the uncontested balance
shall be paid.
4.2 The final payment for Services under this Agreement will be made only after the
Contractor has executed a Release and Certificate of Final Payment.
Exhibit B-1
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EXHIBIT B-2
Sample Cover Letter to WRCOG
Date
Western Riverside Council of Governments
3390 University Avenue; Suite 450
Riverside, California 92501
Attention: Deputy Executive Director
ATTN: Accounts Payable
Re: Project Title - Invoice#_
Enclosed for your review and payment approval is the AGENCY's invoice for professional and
technical services that was rendered by our contractors in connection with the 2002 Measure "A"
Local Streets and Roads Funding per Agreement No. effective--(Month/Day/Year)
The required support documentation received from each contractor is included as backup to the
invoice.
Invoice period covered is from Month/Date/Year to Month/Date/Year
Total Authorized Agreement Amount: $0,000,000.00
Total Invoiced to Date: $0,000,000.00
Total Previously Invoiced: $0,000,000.00
Balance Remaining: $0,000,000.00
Amount due this Invoice: $0,000,000.00
I certify that the hours and salary rates charged in this invoice are the actual hours and rates
worked and paid to the contractors listed.
By:
Name
Title
cc:
Exhibit B-2
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EXHIBIT B-3
Sample Letter from Contractor to AGENCY
Month/Date/Year
Western Riverside Council of Governments
3390 University Avenue; Suite 450
Riverside, California 92501
Attention: Deputy Executive Director
Attn: Accounts Payable Invoice#
For [type of services] rendered by [contractor name] in connection with [name of project]
This is per agreement No. XX-XX-XXX effective Month/Date/Year .
Invoice period covered is from Month/Date/Year to Month/Date/Year
Total Base Contract Amount: $000,000.00
Authorized Extra Work (if Applicable) $000,000.00
------------------
TOTAL AUTHORIZED CONTRACT AMOUNT: $000,000.00
Total Invoice to Date: $000,000.00
Total Previously Billed: $000,000.00
Balance Remaining: $000,000.00
Amount Due this Invoice: $000,000.00
I certify that the hours and salary rates charged in this invoice are the actual hours and rates
worked and paid to the employees listed,
By:
Name
Title
Exhibit B-3
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EXHIBIT B-4
SAMPLE TASK SUMMARY SCHEDULE
(OPTIONAL)
Exhibit B-4
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EXHIBIT B-5
Sample Progress Report
REPORTING PERIOD: Month/Date/Year to Month/Date/Year
PROGRESS REPORT: #1
A. Activities and Work Completed during Current Work Periods
TASK 01 — 100% PS&E SUBMITTAL
1. Responded to Segment 1 comments from Department of Transportation
2. Completed and submitted Segment 1 final PS&E
B. Current/Potential Problems Encountered & Corrective Action
Problems Corrective Action
None None
C. Work Planned Next Period
TASK O1 — 100% PS&E SUBMITTAL
1. Completing and to submit Traffic Signal and Electrical Design plans
2. Responding to review comments
Exhibit B-5
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