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Home My WebLink About01-08-2001 Park and Recreation Commission AgendasSaratoga Parks and Recreation Commission Meeting City Hall Administrative Offices 13777 Fruitvale Avenue, Saratoga Monday, January 8, 2001 7:30 p.m. AGENDA I. Or�anization 1) Roll Call: Alberts, Clabeaux, Dodge, Fronczak, Ioannou, Olsen, Seroff 2) Report on Posting of the Agenda: Pursuant to Government Code 54954.2 the agenda was properly posted on January 5, 2001 3) Review of November 6, 2000 Action Minutes. II. Administration 1) Update from Public Works Director John Cherbone 2) Update from Recreation Director Joan Pisani 3) Review of PDF Finance Report 4) Park Improvement Committee-Update 5) Review of Commission Assignments 6) C.P.R.S. Conference, March 14-17, 2001- Attendance III. Oral Written Communication This section is for the public to speak on any item not on the agenda IV. New Business 1) Union Pacific Railroad Trail-Presentation by Ray Chong, City of Cupertino. 2) Congress Springs Park-Review of 50% plan. V. Old Business 1) Review of Action Matrix 2) Subcommittee Reports: a. Trails b. Playgrounds 3) Park Facilities Rentals (Wildwood E1 Quito Park). VI. Commissioner Staff Reports 1) City Hall Update by Staff Liaison Bloomquist 2) Commissioner Reports VII. Adiournment Public Notice: Meetin� Cancellation The regularly scheduled meeting of the Parks and Recreation Commission on Monday, December 4 at 7:30 P.M. Has been cancelled. The next meeting will be held at City Hall on Monday, January 8 At 7:30 p.m. .tj� u, Car� Bloomquist From To: Cc: Sent: Subject: Everyone, "Margaret E. Dancey" <danczak@worldnet.att.net> "'Cary BloomquisY" <cbloomquist@saratoga.ca.us>; <eac@pacbell.net>; <BZO@aol.com>; <ioannou@msn.com>; <nick_prc@pacbeil.net>; <SDodgeQT@aol:com>; "'judy alberts"' <jjalberts@hotmail.com> "'John Cherbone"' <jcherbone@saratoga.ca.us> Monday, December 04, 2000 10:47 PM Kevin Moran Park I would like to Thank ail who attended today's ribbon cutting ceremony, especially Carey for coordinating, Ted for the photography, and Elaine for the refreshments. The new play area looked great and was an obvious hit with the kids. It was encouraging to see so many of the neighborhood residents in attendance. While the vast majority of the comments were positive in nature. A few of construction inputs I received were: not enough picnic tables for a party, no infant swings, the cords hurts your hands (I conflrmed the observation), and the water pressure in the fountain was low. I'm certain that there are other items as well. I would like to discuss possible future actions at the January PRC meeting as part of the commission's priorities for projects this year and next. Looking forward to seeing you next week at Judy's house. Norb 12/5/00 �•j• .'2 l �p F i ;�''`�;�i�,�. �>ii� l.: f ANTONIO R. VILLARAIGOSA SPEAKER orG�i ASSEM BLY April 20, 1999 Bob Rizzo Parks and Facifities Superintendent City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mr. Rizzo: Due to numerous requests, I have re-introduced Assembly Bill 1055, which would establish a grant program to provide funds for schools and local agencies to replace or repair unsafe public playgrounds. In 1990, in response to a dramatic increase in playground-related chitdhood injuries, a state law was enacted to require all public playgrounds to meet new health and safety standards to be developed by the Department of Health Services (DHS). Additionally, the federal Americans with Disabilities Act require that all public playgrounds be made accessible to the disabled. Current law gives public agencies until January 1, 2000 to replace or upgrade their playgrounds. If they fail to meet the new standards by that date, they will be liable for any playgrounc+-rel2ted death or injury. Finally, state law requires 50 percent waste diversion by the year 2000, and an 80 percent recycling rate for certain beverage containers. Creating a new market for these recyclable materials is critical to meeting these mandated environmental goals. AB 1055 addresses all of these issues by establishing a matching grant program for public agencies to upgrade their playgrounds and meet the new safety standards recently released by DHS. In order to qualify for a grant, a portion of the playground/equipment must be made of recycled materials. Additionally, the bill extends from January 2000 to January 2003, the deadline by which public agencies are required to meet the new playground safety standards. CAPITOL OFFfCE: STATE CAPITOL, ROOM 2I9 SACRAMENTO. CA 95814 PHONE (916) 319-2045 FAX (916) J19-2I45 DISTRICT OFFICE: 1910 WEST SUNSET BOULEVARD. SUITE 500 LOS ANGELES. CA 90026 PHONE (2Il) 183•2730 FAT (213) 483-9886 4 PriMed on Recycfetl Peper Page Two AB 1055 April 20, 1999 By working together as advocates for children's safety, we can make a difference! If you support AB 1055, please send or fax a letter of support to your state Assemblymember and to Assemblymember Howard Wayne, Chair of the Assembly Natural Resources Committee (fax no. 916/319-2178) where AB 1055 will soon be voted on. Letters may be addressed to the State Capitol, Sacramento, CA 95814. Thank you for your continued interest in assisting schools and public agencies in maintaining safe playgrounds for our children. Sincerely, ANTONIO R. VILLARAIGOSA Speaker of the Assembly ARV:psk:nr Six-year-old Brita Sanders of Saratoga gives her full concentration to fhc task at hand as she crosses the monkey bars at Kevin Moran Park. The city cut the ribbon on the new playground equipment on Dec. 4, allowing access to the brand new equipment. The playground is enclosed with a low stone wall, and the ground in the play area is covered in sand. The new addition almost doubles the slides, swings and other equipment at the park. Kevin Moran Park is located on Scully Avenue. 8 Pho�ograph by Kathy Dc La'forrr A Place for Some Serious Play Azu�e �ei hbors want im rovements g p By KARA CHALMERS T he city's Parks and Recrcation Com- missioners heard from neighbors who want the city to improve and better utilize Azule Park at the commission meeting on Nov. 6. Outgoingchairwoman of the commission, Judy Alberts, said that Azule Park was on the commission's agenda only for discussion, and stressed that the city is not considering putting in soccer or haseball fields there. The handful of neighbors of the park who turned up at the meetingspoke of the need to fix up the park and possiblyturn it into some- thing more comparable with the nearby Kevin Moran Park in the city, with a'playground and picnic sites. They also spoke of the need to eliminate rodents, such as gophers, rats and mice, at the park. But the neighbors empha- sized they were not advocating for organized sports at the park. Lido Way resident Laura Gloner wrote to the commission, in a letter dated Oct, 3U, t��t- Azule Park is an eyesore and a Gabilitp tb �a neighborhood in its current condition, since there are dead orchard trees that could be a safety prohlem. The commission was in part responding to her letter when members dis- cussed the park on Nov. 6. Katie Alexander, chairwoman of the Azule Park Neighborhood Association, said the association wants the park developed as a neighborhood park, with a level field and pos- sibly a running track. "Azule is in dire need of repair," she said. "Our neighborhood has waited over 30 years to get Azule developed. I don't think we should wait any more." Alberts replied that if and when the city develops Azule Park, there will have to be some amount of give and take between the neighbors and any sports user groups that need a place to play in the city. For example, in the renovation of Congress Springs Park, the city has lost two tennis courts and one basket- ball court. "1n ocder for [Azule ParkJ to be developed, it�has to benefit the community," Alberts said. Furthermore, if the commission uses any o[ the city's money from the park development fund on Azule Park, the money can only be spent on development, not maintenance. Two years ago, when the commission was exploring places in the city for playfields, Azule Park was discussed. Because of the out- cry from neighbors, the city has never devel- oped the park for soccer or baseball fields. Instead, the city has spent more than $l mil- lion renovating Congress Springs Park in the city, the park used most forsoccer and baseball. "We've heard you loud and clear," said Commissioner Elaine Clabeaux. "We know what your concerns are. That's why all chis time and money has gone into Congress Springs Park." The city's newly formed park improvement committee will decide how to proceed with improvements at Azule Park at its next mce�- ing on Nov.16, according to Alberts. Also at the commissjon mceting on Nov. 6, the commissipi► elected Norbert Fronczak as new chairman and Clabeaux as vice chair. r�o�`�Enta'�''�s;' S��R�a�n t��t 4 C�it ,.,s: o�rts_z�zeams to start Y_ ,_P a out�.�.s Y p. By KARA CNALMERS Although the city has committed $1.2 million to renovate Congress Springs Park, that is still not enough to fund the high-end amenities that city officials and the park's user groups want. The $1.2 million only includes the cost of new turf, irrigatian, landscaping and basic ball field infrastructure. The amesiities— brick backstops, courtyard pavers, batting cages, portable bleachers, backstops and fencing, utility rooms for storage, score- boards—would cost extra. The amenities were not included in the original scope of work of the firm that the city hired to design the park, according to the city's public works director, John Cherbone.'I�e ameni- ties should total an extra $640,000, he said. At the Saratoga City Council meeting on Nov.15, Cherbone said that city staff, the Congress Springs task force commit- tee and the city's parks and recreation commission hope that most of the money could be raised by private donations. The city, Saratoga Soccer and Saratoga Little League are trying to form a nonprof- it organization, called the Saratoga Youth Sport Foundation to solicit donations for the park. Ultimately, the foundation wiU be independent of the city, Cherbone said. The council approved a$40,000 increase in the contract with the design firm, Greg G. Ing and Associates, for the additional design work for the amenities. The council also approved spending $15,000 on a dona- tion brochure that the firm would prepare. The brochure will list and picture the amenities and their costs. Donors would be able to choose a particular amenity, pur- chase it and in return, receive recognition of the donation, if desired. The parks and recreation commission approved using park development funds �for'both the increaseddesign fee and the brochure fee. The total additional design fees— $55,000 including the brochure—will be spread proportionately to each amenit�� item, and reimbursed to the city through the foundation, based on the total donat- ed. 'This could be a cost to the city in the end, depending on the amount of dona- tions, Cherbone said, but, either way, the citywouid have a detailed masterplan for the park that would include all amenities. The foundation wip probably not get off the ground until after the New Year, Cherbone said. Hopefully, the brochure would be ready sooner, he said. Any citizen interested in volunteering, or donating, can call Cherbone at 408.868.1241. f Saratoga Parks and Recreation Commission Meeting Administrative Of�ces, 13777 Fruitvale Avenue, Saratoga November 6, 2000 7:30 p.m. Action Minutes 1. Call to Order The meeting was called to order at 7:35 p.m. II. Roll Call Commissioners Present: Alberts, Clabeaux, Fronczak, Ioannou, Olsen, Seroff Commissioners Absent: Dodge Others Present: Council Member Nick Streit, Council Member Ann Waltonsmith, Public Works Director John Cherbone, Community Development Director James Walgren, Kara Chalmers of Saratoga News, Bill Estes, Don Johnson, Jan Chang, Sohrab Rashid, Bob Luetz, Laura Gloner, Connie Birdsall, Katie Alexander, William Guthrie, Vibha Goel, Jeannie Apostole Holden, Staff Liaison Cary Bloomquist III. Report on Postin� of the Minutes: Pursuant to Government Code 54954.2 the agenda was properly posted on November 3, 2000. IV. Approval of Minutes of Meeting: Commissioner Olsen made a motion to approve October 2, 2000 Action Minutes, seconded by Commissioner Clabeaux, voted and motion camed 6-0. V. Administration: 1) Community Development Director James Walgren reviewed the Scenic Highway and Circulation Element with the Commission. Mr. Walgren reviewed letter from Teri Baron for Commission to review. Commission provided feedback to Mr. Walgren, which was supportive of the Circulation Element. 2) Public Works Director John Cherbone gave a brief overview of the various projects his department is working on. Mr. Cherbone reported Kevin Moran Park should be completed by November 17, 2000. Mr. Cherbone reported all the restroom projects have been completed, and the Gardiner Park safety changes are nearly complete. Mr. Cherbone reported an electrician needs to be retained to install safety lighting at Wildwood Park. Fence repairs will be commenced within 2 weeks to mitigate the problem with the homeless intrusion into the park. The California Conservation Corps has shown interest in clearing out the underbrush at the park to deter loitering and drinking. Vl. Oral Written Communication: None. VII. Ne�v Business: 1) Discussion of Azule Park. Laura Gloener gave presentation and feedback regarding the present condition of Azule Park. She feels it is heavily underutilized and should be developed so the community can enjoy it. She suggested developing the park similar to Gardiner Park. Don Johnson gave his comments of support in the development of the park. He stated he does not support usage by organized sports groups. Bill Estes commented with the following suggestions: a) Trees removed b) Walking path c) Picnic Benches d) Play area for small children. Safety issues were raised concerning pedestrian bridge over Hwy. 85. Bicyclists use bridge and excessive speed is an issue. Katie Alexander gave comments on behalf of 50 members of the homeowners association she belongs to. The group does not want organized sports groups to be using the park. Ms. Alexander stated the park is a detriment and a hazard to the City and should be developed and improved. William Guthrie gave comments regarding use of Park for tennis courts and basketball courts. Others gave comments of a similar nature regarding the development of the park. Commission gave feedback that no development is going to occur at Azule Park any time soon, and the item was placed on the agenda because of a request from a neighboring citizen. 2) Rest Stops at Saratoga Churches. Council Member Ann Waltonsmith suggested placing rest stops at religious group houses of worship. a) Signs could be done by city b) Benches provided by user groups. Commission approved looking into this further with Commissioner Olsen opposed. 3) Public Works Director John Cherbone reviewed the Congress Springs Park 25% development plan with Commission. Approval for funding a$15,000 donation brochure and a$40,000 amendment to the contract with Greg Ing Associates was proposed by Mr. Cherbone. Commissioner Clabeaux made a motion to approve $15,000 for the creation of a donation brochure by Greg Ing and associates, seconded by Commissioner Olsen, motion carried 6-0. Motion made by Commissioner Seroff to approve a$40,000 amendment to the contract with Greg Ing Associates, seconded by Commissioner Fronczak, motion carried 6-0. VIII. Old Business: 1) Action Matrix reviewed with no significant changes. 2) No reports from subcommittees. 3) Dedication ceremony for Kevin Moran Park set for December 4, 2000 at 3:15 p.m. 4) Park Facilities rentals at Wildwood and El Quito Parks were discussed briefly. The Commission would like to revisit this issue at the January 2001 meeting. 5) Staff Liaison Bloomquist reviewed October S, 2000 Union Pacific Railroad Trail Ad Hoc Task Force Meeting with the Commission. We will have Ray Chong of the City of Cupertino at our next meeting to discuss the particulars of the proposed trail. 6) Staff Liaison Bloomquist reported that business cards for the Commission are in and will be distributed within the week. Nameplates are still on back order. IX. Commission Administration: 1) Planning for Christmas Party-Holiday gathering will be at Judy Albert's home on Monday, December 11 at 7:00 p.m. 2) Motion by Commissioner Olsen, Seconded by Ioannou, to cancel December Parks and Recreation Commission Meeting, motion carried 6-0. 3) Election of Parks and Recreation Commission Chair was conducted. Commissioner Ioannou nominated Commissioner Fronczak as Chair, seconded by Commissioner Olsen. Nomination accepted by Commissioner Fronczak, nomination approved by unanimous Commission vote. Nomination by Commissioner Alberts of Commissioner Clabeaux for Vice Chair of Parks and Recreation Commission, seconded by Commissioner Seroff, nomination accepted by Commissioner Clabeaux, approved by unanimous Commission vote. X. Renorts: Staff Liaison Bloomauist: Reported 2000 Second Harvest Food Bank Holiday Food Drive is on. Donation barrels are located in all City building lobby areas. Commissioner Reports: None. X. Adiournment Commissioner Olsen made a motion to adjourn the meeting and Commissioner Clabeaux seconded the motion. The motion camed 5-0 and the meeting �vas adjourned at 10:28 p.m. Prepared By: Cary Bloomquist City Staff Representative CV CITY OF CUPEt�,TINO UNION PACIFIC RAILROAD TRAIL AD HOC TASK FORCE Thursday, December 7, 2000, 10:00 A.M. Conference Room A Cupertino City Hall 10300 Tone Avenue Cupertino CA 95014 1. Introductions 2. Minutes of November 2, 2000 3. Negotiation Strategy witli Union Pacific Railroad VTA negotiation 4. Feasibility Study Subcommittee Request for proposals 5. Partnership Memorandum of Understanding 6. Rails-to-Trails Conservancy December 9, 2000 workshop 7. Action Plan Schedule 8. New Business 9. Adjournment Pnn�ed on Recvcled Paoer MINUTES REGULAR MEETING OF THE UNION PACIFIC RAILROAD TRAIL AD HOC TASK FORCE Tfiursday, November 2, 2000 Cupertino City Hall 10300 Torre Avenue, Cupertino CA 9�014 CALL TO ORDER Ray called the meeting to order at 10:08AM. 1. INTRODUCTIONS Ciry of Cupertino: Richard Lowenthal, Raymond Chon�, David Greenstein, Anne Ng ALTRANS: Jill Meyers Ciry of Saratoga: Jim Jeffery Town of Los Gatos: John laquinto VTA: Celia Chung City of Campbell: Reina Antonio 2. MINUTES October 5, 2000 Ray: Please review and send changes to David Greenstein. 3. NEGOTIATION STR.ATEGY WITH UNION PACIFIC RAILROAD Celia: VTA negotiations with UPRR stalled for Vasona light rail extension. Extension might be postponed past original March 2001 date. VTA entertaining idea of federal help in negotiatin� extension with possible bundlin� of UPRR Trail project. Ray: Invite VTA negotiator, Jim Lightbody, to next UPRR Trail meeting. 4. FEASIBILITY STUDY SUBCOMMITTEE John will join the subcommittee of David, Celia, Gladwyn d'Sousa (Los Gatos), and Steve Blaylock (ALTRANS). Subcommittee will meet at Los Gatos Service Center, 41 Miles Drive on November 9, l0am to create an RFP (request for proposal). RAILS-TO-TRAILS CONSERVANCY Workshop confirmed for December 9 at Cupertino Ciry Hall. Call Josh Hart or Amanda Eaken at 415/397-2220 to make reservations to attend. 6. PARTNERSHIP Memorandum of Understanding (MOU) status Ray: Staff from Campbell, Los Gatos, Saratoga, and Cupertino got together and agreed to move forward on MOU. Richard: MOU is more expedient than Joint Powers Agreement (JPA). Cupertino should write MOU and present it to the other cities. Ray: Will notify ciry attorney to start a draft of MOU. 7. PROJECT MANAGER Ray: Recommends hiring Zumwalt Engineering Group to project manage. Cupertino currently uses Zumwalt on other projects and has a successful track record. 8. ACTION PLAN Ray presented a comprehensive schedule through December 2001. Here is a short summary. Ad Hoc Task Force meeting 1 st Thursday of each month, l0am. UNION PACIFIC RAILROAD TRAIL AD IIOC TASK FORCE iva��3�-r z, Lvv� �,SIGN IN Kay.�c %�v c<r��- ��.�o a�.`�.M J�� iHr r r N� ��"r� l' \�ti/ ,C ��f ._y �oh� T 4��,� J �e�a[r ln n h '�/��.,,.c� l.i�l�l•Zkc..0 �Ze�►��v�4��o i w C i�y C� !�/�f�'7/•v`' D 3C+c 7Gic;t'Q 'S'L'f/ 7J)�1 r�� r. E' L%,: e L ;1 I 1 c: �-�4:� �r��/y f' J c �'�:,7 l� 4 �c� r 6 cl.n,t_'( n-� ro5 i� y�7 �c S f I v ��.l .�+[,n� TL n. .V+.. �A�TrzqNS �ly000 �i�v.�/t �'I�8 I�w�tyers�al�+^a.�s S �t,� 1 17 �r, I rL ('��5i �"�-''1 �of �yr�.� 7f�'�s"77a •J f I I �4�/w I (003 i �.o.v �S ?�57 -(o.�� 6 I �h►�.o ��v, I V�/k 333 N.�5at S,. Ce� A�r.�N hg� vtti. ��c. P� �h�� C��,,u IC��t► ir�r ne. �v, ��i,�-v `f C� `J7��-�Y r; L i •T7�1 �1, o�Qt.m�be1. I�o r� l ��8 C�781� I r�na�.aGG.-}�,�'c �1�11.c.�►- MINUTES UNION PACIFIC RAILROAD TRAIL AD HOC TASK FORCE Dec 9, 2000 Conservancy workshop Jan 2, 2001 Project Manager Zumwalt Engineerin� starts Jan 4, 2001 -]ssue RFP, Draft MOU Jan 2001 Meeting with Union Pacific Railroad Jan 25, 200] Deadline for receipt of proposals Feb 1, 2001 Ad Hoc Task Force QB:A with proposal writers, formalize recommendation, interview consultants on Feasibiliry Study March 5, 2001 Cupertino Ciry Council authorizes execution of MOU (tentative) and awards Feasibility Study contract Apr 3, 2001 Feasibility Study starts Oct l, 2001 Feasibility Study ends 9. OTHER BUSINESS Ray: Received support letters from Santa Clara County Parks Rec, Nextest Systems Corporation, West Valley College, DeAnza College. 10. NEXT MEETING- Thursdav, November 2, 2000. 11. ADIOURNMENT- Ray concluded the meeting at 11: lOAM. Page 2 of 2 Z MINUTES REGULAR MEETING OF THE UNION PACIFIC RAILROAD TRAIL AD HOC TASK FORCE Thursday, December 7, 2000 Cupertino City Hall, 10300 Torre Avenue, Cuperfino CA 95014 CALL TO ORDER Ray, about 10:10 am. INTRODUCTIONS Cupertino: Ray Chong, Richard Lowenthal, Anne Ng, Steve Haze, Joe Adamo Saratoga: Jim Jeffery, Cary Bloomquist Campbell: Los Gatos: Tim Boyer, John Iaquinto VTA: Celia Chung Rails-to-Trails: Kate Bikert Sunnyvale: Ken Hodor 2. MINUTES November 2, 2000 in packet NEGOTIATION STR.ATEGY WITH UPRR Celia: Mike Evanhoe (who couldn't make it) proposes a coalition of parties to deal with UPRR on Vasona Light Rail, UP Trail, etc. Maybe meet with UP in about a year. Many others: Want to invite UP ASAP, to January meeting. Kate: Will email Ray a couple UP names in real estate operations. 4. REQUEST FOR PROPOSAL FOR FEASIBILITY STUDY Numerous additions and corrections to proposed RFP. Ray will email updated version to task force by Monday, wants feedback in time to send out on Wed., Dec. 13. 5. PARTNERSHIP ON MEMORANDUM OF UNDERSTANDING Same as for RFP. 6. RAILS-TO-TRAILS CONSERVANCY TRAILS WORKSHOP In Cupertino City Hall this Saturday, Dec. 9. Kate: 55 registered, some from Santa Cruz, 75% from West Valley. Will provide list of attendees contact info. Ray: Food from Florentine's. 7. ACTION PLAN SCHEDULE Ray: Suggests Feb. I interviews start 9 am with committee of one from each agency. Then selection at ad hoc task force meeting that afternoon at 3 pm. 8. NEW BUSINESS none. 9. ADJOURNMENT about 11:40 am. 10300 Torre Avenue Cupertino, CA 9�O14-325� (408) 777-33�4 Fax: (408) 777-33;; Department of Public Works File No. 74,009.07 December 11, 2000 SUBJECT: REQUEST FOR PROPOSALS (RFP) FOR TRANSPORTATION PLANNING TRAFFIC ENGINEERING SERVICES FOR FEASIBILITY STUDY OF THE UNION PACIFIC RAILROAD TRAIL Dear Sir or Madam: The City of Cupertino is requesting proposals from qualified firms to provide transportation plaiuiing and traffic engineering services for the feasibility study of the Union Pacific Railroad Trail in the West Valley of Santa Clara County Submittal Instructions: Interested firms must submit five (9) copies of their proposal to: Raymond Chong, City Traffic Engineer, City of Cupertino, 10300 Torre Avenue, Cupertino, CA 95014. The deadline for submittal is Thursday, January 25, 2001 at 2:00 p.m. Incomplete or late submittals may be rejected. Project Background/Description: The Union Pacific Railroad Trail (Trail) is a proposed trail of about 8.7 miles along existing Union Pacific Railroad trackage in the West Valley of Santa Clara County from the Town of Los Gatos through the City of Campbell and the City of Saratoga to the City of Cupertino. The development of this Trail will offer recreational and commuting opportunities for residents. It will link with Stevens Creek Recreational in the north and Los Gatos Creek Trail in the south. It will interconnect with many east-west bicycle facilities and bus routes. As a major bikeway corridor, it will parallel the West Valley Freeway (State Route 85). The Trail has a potential to be included as part of the Juan Bautista De Anza National Historic Trail, a Millennium Trail. The Trail is included as a Regional Trail Route in the Santa Claza County Trails Master Plan. The Santa Clara County General Plan identifies it as a proposed trail. It is a proposed bicycle corridor in the Santa Clara County Congestion Management Program. The Trail is included in the Santa Clara Valley Transportation Plan 2020 and part of the Santa Clara County Countywide Bicycle Plan. -lf December 11, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page 2 of 7 r i�� The major stakeholder is the Union Pacific Railroad Company, which is the property owner of the right of way. Other stakeholders are Pacific Gas Electric Compan.y, Santa" Claza Valley Water District, California Department of Transportation, County of Santa C1ara,�.City of Campbell, City of Cupertino, Town of Los Gatos, and City of Saratoga. The Santa Clara Valley Transportation Authority will fund $3,400,000 of the total program estimate of $9,000,000 to develop the Trail under the Santa Clara County Bicycle Expenditure Program. A Task Force formed under a Memorandum of Understanding will oversee the Feasibility Study. The City of Campbell, City of Cupertino, Town of Los Gatos, City of Saratoga, and County of Santa Clara are members of the Task Force. The City of Cupertino is the lead agency. f l; G ��1 L;�� ;,-r j 4: The Feasibility Study will s�-y the feasibility e-3'rail. The key issues are trail easement acquisition from Union Pacific Railroad Company and acceptance of the Trail by adjacent property owners. Within the Trail corridor, there are 3 bridges, 15 street crossings, 8 creeks, and 4 culverts. FundingBudget: The Feasibility Study is funded by the Santa Clara County Bicycle Expenditure Program. This includes all administration, transportation planning, and traffic engineering to perform the Feasibility Study. The total project budget is $200,000. Information available from the City: The following information is attached to this RFP: Map o Photographs Physical features Action Plan Other information that will be made available to the selected consultant include the following: o Traffic data Traffic collisions data Physical features inventory Site photographs a Aerial photographs o Improvement plans o General Plans o Land use maps c'%' �—L December 11, 2000 Request for Proposals: �Union Pacific Railroad Trail Feasibility Study Page 3 of 7 General Scope of Services: The City generally defrnes scope of work for the project as follows: Task 1 PROJECT MANAGEMENT: This task shall include all the necessary activities for the consultant to manage the project. It includes coordination with subconsultants, utility companies, other agencies, and the City. Specific tasks include the following: Prepare and update Project Contact List Prepare and update Project Schedule Prepare Monthly Progress Reports including work accomplished during the past month, work scheduled for the upcoming month, any outstanding issues that may affect schedule and/or budget, and status of budget Prepare meeting agendas, meeting minutes, including action items Attend kick-off and monthly progress meetings with the Task Force. Task 2 INVENTORY: This task shall an inventory of resources, include data collection and resources mapping: property ownership public lands, private lands, creek rights, conservation easements, utility easements, large land holdings, street right of way land uses types natural resources —unique landforms and features conflicting uses creek crossings, at grade crossings historical cultural resources Juan Bautisa De Anza National Historic Trail, historic landmarks, points of interest -j- PF•"'; major developments neighborhoods, employment centers, downtown recreation trails, greenways environmenfal features geography, topography, water, soil type, climate, vegetation geology, natural features, wildlife, flora transportation and socioeconomic data travel patterns, biking and walking data, bikeways, trails, greenways, employment centers, activity centers. railroad operations current and future safety conditions criminal incidents, traffic collisions� railroad accidents C.� i'U r j S�i"�'�={? The work product is a working paper with resource maps and data. Task 3— ANALYSIS OF BENEFITS AND NEEDS: This task shall include analysis of benefits and needs of the Trail. It should include environmental assessment as an Initial Study on �the Trail. It should discuss recreational and commuting opportunities and trip reduction. It should address technical issues including railroad safety, street crossings, barriers, setbacks, management, liability, access, and landscaping. It should address community issues including noise, privacy, crime, littering, maintenance, pro�erty values, and security. Each issue should be analyzed for the positive and negative aspects. The Task Force will �f December 11, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page 4 of 7 d� C� t� �'v, I�"�� =r� hold community meetings to receive public input on concerns related to the Trail. The consultant will coordinate and facilitate the community meetings. ��q�y ��(;��C'.: �1-c�'�4' Jr" j-�3.�� v�.J.i�'r{ �i., �t.tl^� �,ll.��% �i �f�5.��}'�1j�jJ, The work product is a working paper on benefits and needs and �r► executive summary of public input at the community meetings. Task 4- DEVELOPMENT OF CONCEPTUAL ROUTE: This task shall be development of the conceptual route after the inventory and analysis of resources and issues. Several conceptual route alternatives should be identified. An evaluation of alternatives with opportunities and constraints (right of way, conflicts, etc.) with typical cross sections. The Task Force shall select the preferred alternative based on the available information. The work product is a working paper on the conceptual route with a discussion on the prefened conceptual route. Task 5- DEVELOPMENT OF LTNIFORM STANDARDS This task will develop uniform standards for the Trail what will address access, crossings, signage, and amenites. It should consider unique opportunities and identify users of the Trail. The Trail should be developed in accordance with Santa Claza County's "Uniform Interjurisdictional Design, Use and Management Guidelines", Santa Clara Valley Transportation Authority's "Bicycle Technical Guidelines," and Caltrans' "Highway Design Manual" and California Public Utilities Commission "General Orders." The work product is a working paper on uniform standards. Task 6 IMPLEMENTATION i�-�' This task should �e actions to implement the Trail in phases over a period of time. It should have a schedule of milestones to implement the Trail by priority. It shot�ld include a program cost Y,� estimate of costs with a transportation-funding scenario. It shall �e€rric the roles and responsibilities of the local agencies on operation and maintenance and discuss constraints. It should de€�ne the negotiation strategy with Union Pacific Railroad Company to acquire trail easements. The work product is a working paper on implementation with a schedule of milestones. Task 7 REPORT The task is to prepare a draft report for review and comment by the Task Force and a final report for acceptance by fhe Task Force. Its chapters shall include: executive summary, introduction, background, inventory, benefits and needs, conceptual route, uniform standards, implementation, and conclusions recommendations. Working papers should be part of the appendices. The report shall present a preferred conceptual route and clearly address all issues. December 11, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page of 7 6 The work products are the administrative draft report, draft report and final report with appendices. GENERAL PROPOSAL REQUIREMENTS Insura�ce and Indemnification Requirements: During the course of work, the followin� insurance and indemnification requirements with the Gity as additional insured will be in force. General minimum requirements are as follows: Workers compensation insurance to cover its employees ($1.0 million for each occurrence). Commercial general liability insurance including personal injury and property damage insurance ($1.0 million for each occurrence and $2.0 million in aggregate). Automobile liability insurance ($1.0 million for each occurrence). Professional liability (errors and omissions) insurance ($1.0 million for each occurrence). Indemnification and hold hannless provisions related to the consultant's negligent acts, errors or omissions. Consultant shall use the City's insurance forms with the consultant agreement. Sample ones are attached for your review. If you have any problems, state them in the technical proposal. Consultant Agreement Requirements: A sample consultant agreement outline plus certifications are attached for your review. If you have any problems, state them in the technical proposal. Business License Requirements: The consultant and their subconsultants must hold or obtain business licenses in the City for any work within City limits. Proposal Conteot: Proposals must include the following information: Introduction: Introduce the proposal, including a statement of the proposer's understanding and approach of the project. Give the name of the firm submitting the proposal, its mailing address, telephone and fax number and the name of the contact person. Identify all proposed subconsultants. 2. Qualifications: The following information shall be submitted for the prime consultant and all proposed subconsultants to demonstrate the firms unique qualifications to perform the work: Brief company resume Resumes of key personnel to be assigned to this project List of similar projects (not more than 5) which best illustrate current qualifications to perform this project 3. Work Plan: The work plan of tasks, work products and meetings shall be consistent with the Scope of Work and include the following elements: �-s December 11, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page 6 of 7 Name of Project Manager Organization chart showing the proposed relationships between-all key personnel and support assigned to the project Description of proposed responsibilities of each person ori the organization chart Description of the approach and methodology to provide traffic engineerin� services Estimate of work hours by staff for each task 4. Project Schedule: The proposal shall present a comprehensive project schedule of tasks to reflect the time frame required to complete each milestone listed in the Scope of Work. It shall include a completion date for each milestone and identify milestones that are interdependent. Proposal should address how this schedule will be met. The anticipated schedule of activities related to this project is as follows: Milestone Proposals Due Interviews Consultant Selection Final Scope/Cost Council Award of Feasibility Study Contract Execute Consultant Agreement/Notice to Proceed Feasibility Study Complete Task Force Accepts Feasibility Study Date January 25, 2001 February 1, 2001 February 1, 2001 February 19 2001 Mazch 5, 2001 April 3, 2001 October 1, 2001 October 4, 2001 Statement: The proposal shall include a statement regarding the consultant's acceptance of the City's requirements for insurance and indemnification's, consultant agreements and business license that are presented herein. The consultant shall clearly state any exceptions. A principal, officer or owner of the firm with authority to bind the consultant, shall sign this statement. Cost Proposals: The cost proposal shall cover all transportation planning and traffic engineering services for the feasibility study. A sample one is attached for your review. The basis of payment shall be actual cost plus a fixed fee with a stated maximum contract limit. Consultant shall submit the cost proposal sealed in separate envelope and plainly endorsed "COST PROPOSAL". It shall consist of the following items: A one page summary that lists the key items of cost with the total not to exceed the cost of the work Work breakdown by task Identification of any uncleaz contract requirement and suitable resolution for it. Consultant Selection Process: The proposals will be evaluated and ranked by a Consultant Selection Committee (CSC). The CSC may include staff from the Task Force and others. The CSC may reject any propbsal if it is conditional, incomplete or contains irregularities. The CSC may waive any immaterial deviation in a prop�sal. Waiver of an immaterial deviatian shall in no way December 1 l, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page 7 of 7 modify the Request for Proposals documents nor affect recommendation for award o t e c n act. 'The criteria for selection of the consultant shall include: Understanding of work Experience with similar kinds of work Quality of staff Capability of developing innovative or advanced techniques Knowledge of Local, State and Federal procedures Financial responsibility The Consultant Selection Committee (CSC) will shortlist the firms. The CSC will evaluate the proposals and rank the consultants based on the above criteria. The City will negotiate a consultant agreement with the top-ranked consultant. If an agreement on cost cannot be reached with the first choice, then the City will open negotiations with the next highest ranked candidate. For any questions please call Raymond Chong, City Traffic Engineer, at 408/777-3240 or at rayc c(�,cupertino.org. Sincerely, Ralph A. Qualls, Jr. Director of Public Works Raymond D. Chong, P.E. City Traffic Engineer CC: Bruce Zanei, Zumwalt Engineering Group Attachments: Map Photographs Physical Features Action Plan Insurance Forms Sample Consultant Agreement Outline plus Certification Sample Cost Proposal r �J �1,�. I I I I i t ,y_ I I �W E C= I f.l�; �M MEMORANDUM OF UNDE ��1� OF TI� CITY OF CAMPBELL, CITY OF CUPERTINO, TOWN OF LOS GATOS CITY OF SARATOGA, AND COUNTY OF SANTA CLARA THIS MEMORANDUM OF UNDERSTANDING is made and entered this day of 2001, between and among the City of Campbell,.-City of Cupertino, Town of Los Gatos,City of Saratoga, and County of Santa Clara in a joint effort to study the feasibility to develop the Union Pacific Railroad Trail (see Exhibit A for project location) The Memorandum of Understanding addresses principles regarding the issues related to development of the Union Pacific Railroad Trail, including the feasibility study, task force, local match, negotiation strategy, and other principles. RECITALS The Union Pacific Railroad Trail, in the West Valley of Santa Clara County, extends from the Town of Los Gatos through the City of Campbell and the City of Saratoga to the City of Cupertino along existing trackage of the Union Pacific Railroad Company. The Trail is included as a Regional Trail Route in the Santa Clara County Trails Master Plan. The Santa Clara County General Plan identifies it as a proposed trail. It is a proposed bicycle corridor in the Santa Clara County Congestion Management Pro�ram. The Trail is in the Santa Clara Valley Transportation Plan 2020 and in the Santa Claza Countywide Bicycle Plan. 1Vi i `lt�� Lr 4 t) �C/�'� There is ag�ee�nt among the City of Campbell, City of Cupertino, Tovm of Los Gatos and City of Saratoga of their interest in developing the Union Pacific Railroad Trail for both recreational and commuting opportunities. The top priorities are to negotiate trail easements acquisition with Union Pacific Railroad Company and to perform a feasibility study. The Santa Clara County Bicycle Expenditure Program has allocated $3,400,000 for initial development of the Union Pacific Railroad Trail. Santa Clara Valley Transportation Authority will fund $2,720,000 (80%). The local match among the local agencies is $680,000 (20%). PRINCIPLES Subject to compliance with all applicable laws, all parties to this Memorandum of Understanding agree as follows: 1. The �ue- local agencies will establish a task force to oversee development of the feasibility study on the Union Pacific Railroad Trail. 2. Each local agency will designate a staff representative plus an alternate to serve on this task force. 3. The City of Cupertino will act as lead agency to support the task force and administer work associated with the feasibility study. 1 S`/ e )i i Y ll 1 j lt: �l y �I 4. The cost to develop the feasibility study is estima e a 0, which includes a local match of $40,000. 5. Each local agency, excluding the County of Santa Clara, will contribute its fair share of the local match which is based on jurisdictional miTeage an the Union Pacific Railroad Trail (see Exhibit B). r Q F 6. The City of Cupertino will engage a consultant to perform transportation planning and traffic engineering services for the feasibility study. 7. The City of Cupertino will engage a consultant to perform project management services to manage work of the feasibility study consultant. n n 8.\ The €a�e- looal age cies will j intly gr e on "nego�on st�at wi the'I� n Pac�fic ailroad �omp�y o cc}u�ire�ea em�ts� 9. Any of the fiv�e�local agencies may, upon 60 days written notice to the other local agencies, terminate this Memorandum of Understanding. IN WITNESS WHEREOF, the parties hereto pursuant to resolution of their respective governing boazds, have caused this Memorandum of Understanding to be executed as of the day and year first hereinabove written. CITY OF CAMPBELL: City Manager APPROVED AS TO FORM: City Attorney CITY OF CUPERTINO: City Manager APPROVED AS TO FORM: City Attorney ATTEST: City Clerk Date: ATTEST: City Clerk Date: 2001 2001 2 Z TOWN OF LOS GATOS: Town Manager APPROVED AS TO FORM: Town Attorney CITY OF SARATOGA: ATTEST: Town Clerk Date: ATTEST: City Manager APPROVED AS TO FORM: City Attorney COUNTY OF SANTA CLARA: City Clerk Date: ATTEST: County Administrator APPROVED AS TO FORM: County Counsel County Clerk Date: 3 S- 3 2001 2001 2001 y EXHIBIT A UNION PACIFIC RAILROAD TRAIL LOCATION MAP S-� r t+ c.� E :::��r e., _.�i FAIR SHARE OF LOCAL MATCH FOR FEASIBILITY STUDY ON UNION PACIFIC RAILROAD TRAIL Feasibility Study total $200,000 local match $40,000 Pro rata fair share of local match Cupertino (3.4 miles) 3 0 15,630 S a (3.7 s 42.53% $17,010 Campb .45% $1,380 Gatos (1.3 miles) 14.95% ��,�56_ Total (8.7 miles) 100% $40,000 S EXHIBIT B FAIR SHARE OF LOCAL MATCH FOR FEASIBILITY STUDY ON UNION PACIFIC RAILROAD TRAIL 5 S-b� I I V Stevens Creek Recreational Trail Interstate Route 280 �+1�_�.._....�."_"'�'.....,�.. 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Y �.t.:F:!:�.s �:.7`.. ,�'�r« i 3 'Y F 1 t� i� 'iy,` 1 �z r �:..�..a-�c�+ s+� tf, ;W? „�i�M+ ""g•� f. y t i -�t� 'i M iq IIl' t i" `'k�• �r.� �`i i: t' I �;'3;;,i r�� t:a:�t�b f" 1 t�� :�•K sE:�� RP. y F 6 1 a" 1 .r, a� ��a� �!lo��sa�o� Successful Strategies for Trail Development provides trail activists, including Citizen c�Ctivists. agency staff and others, with the resources and sirategies needed to overcome common obsta- cles to irail development. Workshop participants receive a resource manual with the latesT facts, studies, and research reports obout trail issues. L"�r-;Frs: lO:OD am 4:OD pm Check-in from 9:30 10:00 am Saturday, December 9, 20II0 b'l/faERE: CUperfin0 City HOII 1NORt:�!aO� �E�: 7he S20 registration fee covers your lunch and the course notebook. �NEIC� ��^tltc� 11rY�Pdt�: Individuals, organizations and agencies working on trail projects (especially roils-with-trails) are encouroged to attend. ABOUT RAILS-TO-TRAILS �.ONSERVANCY Rails-to-Trails Conservancy, whose mission is to enrich America's communities and countrysides by creating a nationwide network of public trails from former rail lines and connecting corridors, was established in 1986 and is a prominent leader in all aspects of rail-trail development. i ABOUT THE TRAIfdERS. Kare BiCKEet: RTC's Deputy Director for Nationat Programs and Director of Rails-to-Trails Californio Field Office. LAURA COHEN, RTC California Policy Director WORKSHOP �OPICS l C n 0 n O O 0 Working with adjacent landowners Responding to common trail concerns: liability, crime, trespassing, property values, privacy, design issues and management concerns Funding your trafl project Public invoivement strategies Addressing common legal concerns Public relations strategies Rails-with-tra(Is Building a sustainable organization Developing beneficlal partnerships Building a diverse trail constituency The national trails and greenway movement Trail efforts In Californio ae.y �"i f _'r- r i �__t y F ,1 4 t�� r»-;7;.:. �EGISTRkTIOfV �ORM Name Title Agency/Organization Address City State Zip Phone (h) Fax Email (W) Enclosed is a S20 check covering regisiration Make check payable to: Rails-to-Troils ConservancV CA Please charge my credit card: O VISA O MC Number Explration date Signature 7 Would you like a vegetarian lunch� Would you Ilke a vegon lunch? Do you have any other speclal needs7 Are you currently working on any irail projects? What issues Is your trail proJeCt facirtg? Please return ihis form by December 1 to: Rails-to-Troils Conservancy California Atin.: Amanda Eaken 26 O'Farrell Sireet, Suite 4� San Froncisco. CA 94108 Fax: (415) 397-2228 Workshop regisiranis will receive a confirmation letter including direciions to the workshop site. 0 UNION PACIFIC RAILROAD TRAIL ACTION PLAN December 6, 2000 Sep 7, 2000 Ad Hoc Task Force meeting Oct 5, 2000 Ad Hoc Task Force meeting Oct 25, 2000 West Valley City Managers meeting Nov 2, 2000 Ad Hoc Task Force meeting Dec 7, 2000 Ad Hoc Task Force meeting VTA negotiation strategy Approval of Request for Proposals for Feasibility Study Comment on Memorandum of Understanding Dec 9, 2000 "Successful Strategies for Trail Development" workshop Dec 11, 2000 Issuance of Request for Proposals Jan 4, 2001 Ad Hoc Task Force meeting Introduction of stalceholders Jan 25, 2001 Deadline for receipt of proposals Feb 1, 2001 Project Manager (Zumwalt Engineering Group) starts Feb l, 2001 Interviews for consultants on Feasibility Study Feb 1, 2001 Ad Hoc Task Force meeting Recommends award of Feasibility Study Mar 1, 2001 Ad Hoc Task Force meeting Mar 5, 2001 Cupertino City Council authorizes execution of MOU and awazds Feasibility Study contract Apr 3, 2001 Feasibility Study starts Apr 5, 2001 Task Force meeting First official meeting of Task Force Feasibility Study kickoff 1 May 3, 2001 Task Force meeting Jun 7, 2001 Task Force meeting Jul 5, 2001 Task Force meeting Aug 2, 2001 Task Force meeting Sep 6, 2001 Task Force meeting Oct 1, 2001 Feasibility Study ends Oct 4, 2001 Task Force meeting Accept Feasibility Study Nov 1, 2001 Task Force meeting Next actions Dec 6, 2001 Task Force meeting 2 72 Union Pacific Railroad Trail Fact Sheet October 10, 2000 Background: A group of West Valley bicyclists and pedestrians want to build the Union Pacific RailroadTrail along the existing Union Pacific Railroad track in Santa Clara County. Bicyclists, pedesuians and equestrians cur�ritly are using the Union Pacific Railroad right of way and adjacent properties. Development of the Trail will offer r�creational and commuting opponunities for residents. It will link with Stevens Creek Recreational Trail in the norttran`d Los Gatos Creek Trail in the south. lt will interconnect with many east-west bicycle facilities and bus routes. As a major bikeway corridor it will parallel the West Valley Freeway (State Route 85). This Trail has a potential to be included as part of the Juan Bautista De Anza National Historic Trail, a Millennium Trail. Data: Approximate length of the trail is about 8.7 miles. It runs through Los Gatos (13 miles), Campbell (0.3 miles), Saratoga (3.7 miles) and Cupertino (3.4 miles). Plans: The Trail is included as a Re�ional Trail Route in the Santa Clara County Trails Master Plan. The Santa Clara Counry General Plan identifies it as a proposed trail. It is a proposed bicycle corridor in the Santa Clara County Congestion Management Program. The Trail is proposed for inclusion in the Santa Clara Valley Transportation Plan 2020. Stakeholders: Union Pacific Railroad Company, Pacific Gas Electric Company, Santa Clara Valley Water District, California Deparnnent of Transportation, County of Santa Clara, Town of Los Gatos, City of Campbell, Ciry of Saratoga, and City of Cupertino. Benefits: Connections to activity and employment centers in West Valley Recreational and commuting opportunities for residents Link to SCVTA bus routes Access to schools, parks and open spaces Access to historical and cultural resources lmprovement of public safery Elimination of unlawful dumping and trespassing Potential development of parklands and landscaping Economic opportunities for businesses Preservation of railway corridor Key Issues: Easement acquisition from Union Pacific Railroad Company and other agencies. Funding to build the Trail. Acceptance of Trail by adjacent property owners. Cost Estimate (approximate): Feasibility study $125,000 Master Plan Environmental Document $200,000 Project development $9,000,000 Initial Steps: l. Negotiate with Union Pacific Railroad Company. 2. Create a task force of West Valley citizens. 3. Engage a consultant to prepare a feasibility study. Stevens Creek Recreational Trail Interstate Route 280 Stevens Creek Bivd F 0 0 t 8 h i b I b I R Rai B d I c Clellan Rd. te D Rou 85 A n Dr Z a Prospec ve. d Saratoga Cupertino u i t 0 Cox Ave� R d Union Pacific Railroad Trail W i n c h e s t e r B I v d f Campbell r ollard Rd Los Gatos Union Pacifc Railraad Trail Map N Los Gatos Creek Trail f r Legend City Town Boundarp 1� t DRAFT iJNION PACIFIC RAILROAD TRAIL FORMULA FOR COST SHARING Project Management 5% of total costs Feasibility Study ($125,000 total $25,000. local shaze) pro rata share Cupertino 39.08% $9,769 Saratoga 42.53% $10,631 Campbe113.45% $863 Los Gatos 14.95% $3,737 Master Plan Environmental Document ($200,000 total $40,000 local share) pro rata share Cupertino 39.08% $15,630 Saratoga 42.53% $17,010 Campbe113.45% $1,380 Los Gatos 14.95% $5,980 Project Development ($9,000,000) (3 segments) benefiting agency Cupertino Sartagoa Campbell Los Gatos Notes: 1. Cupertino is the lead agency. 2. Bicycle Expenditure Program will fund 80% of $3,400,000 for the first phase. 3. Local share is 20%. 4. Local share for non-BEP funds will vary. 7�/ 10300 T'orre Avenue Cupertino, CA 95014-325� (408) 777-3354 Fa�: (408) 777-3333 IIepartment of Public Works File No. 74,009.07 December 1 l, 2000 SUBJECT: REQUEST FOR PROPOSALS (RFP) FOR TRANSPORTATION PLANNING TRAFFIC ENGINEERING SERVICES FOR FEASIBII.ITY STUDY OF THE UNION PACIFIC RAILROAD TR.AIL Dear Sir or Madam: The City of Cupertino is requesting proposals from qualified firnis to provide transportation planning and traffic engineering services for the feasibility study of the Union Pacific Railroad Trail in the West Valley of Santa Clara County Submittal Instructions: Interested firms must submit five (9) copies of their proposal to: Raymond Chong, City Traffic Engineer, City of Cupertino, 10300 Torre Avenue, Cupertino, CA 95014. The deadline for submittal is Thursdav, Januarv 25. 2001 at 2:00 n.m. Incomplete or late submittals may be rejected. Project Background/Description: The Union Pacific Railroad Trail (Trail) is a proposed trail of about 8.7 miles along existing Union Pacific Railroad trackage in the West Valley of Santa Clara County from the Town of Los Gatos through the City of Campbell and the City of Saratoga to the City of Cupertino. The development of this Trail will offer recreational and commuting opportunities for residents. It will link with Stevens Creek Recreational in the north and Los Gatos Creek Trail in the south. It will interconnect with many east-west bicycle facilities and bus routes. As a major bikeway corridor, it will parallel the West Valley Freeway (State Route 85). The Trail has a potential to be included as part of the Juan Bautista De Anza National Historic Trail, a Millennium Trail. The Trail is included as a Regional Trail Route in the Santa Clara County Trails Master Plan. The Santa Clara County General Plan identifies it as a proposed trail. It is a proposed bicycle corridor in the Santa Clara County Congestion Management Program. The Trail is included in the Santa Clara Valley Transportation Plan 2020 and part of the Santa Clara County Countywide Bicycle Plan. The major stakeholder is the Union Pacific Railroad Company, which is the property owner of the December 11, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page 2 of 7 right of way. Other stakeholders are Pacific Gas Electric Company, Santa Clara Valley Water District, California Department of Transportation, County of Santa Claca, City of Campbell, City of Cupertino, Town of Los Gatos, and City of Saratoga. The Santa Clara Valley Transportation Authority will fund $3,400,000 of the total program estimate of �9,000,000 to develop the Trail under the Santa Clara County Bicycle Expenditure Pro�ram. A Task Force formed under a Memorandum of Ur�derstanding will oversee the Feasibility Study. The City of Campbell, City of Cupertino, Town of Los Gatos, City of Saratoga, and County of Santa Clara are members of the Task Force. The City of Cupertino is the lead agency. The Feasibility Study will study the feasibility to develop the Trail. The key issues are trail easement acquisition from Union Pacific Railroad Company and acceptance of the Trail by adjacent property owners. Within the Trail corridor, there are 3 bridges, 15 street crossings, 8 creeks, and 4 culverts. Funding/Budget: The Feasibility Study is funded by the Santa Clara County Bicycle Expenditure Program. This includes all administration, transportation planning, and traffic engineering to perform the Feasibility Study. The total project budget is $200,000. lnformation available from the City: The following information is attached to this RFP: Map Photographs Physical features Action Plan Other information that will be made available to the selected consultant include the following: Traffic data Traffic collisions data Physical features inventory Site photographs Aerial photographs Improvement plans General Plans Land use maps Ceneral Scope of Services: The City generally defi�zes scope of work for the project as follows: Task 1 PROJECT MANAGEMENT: December 11, 2000 Request for Proposals Page 3 of 7 Union Pacific Railroad Trail Feasibility Study This task shall include all the necessary activities for the consultant to manage the project. It includes coordination with subconsultants, utility companies, other agencies, and the City. Specific tasks include the following: Prepare and update Project Contact List Prepare and update Project Schedule Prepare Monthly Progress Reports including work accomplished during the past month, work scheduled for the upcoming month, any outstanding issues that may affect schedule and/or budget, and status of budget Prepare meeting agendas, meeting minutes, including action items Attend kick-off and monthly progress meetings with the Task Force. Task 2 INVENTORY: This task shall an inventory of resources, include data collection and resources mapping: property ownership public lands, private lands, creek rights, conservation easements, utility easements, large land holdings, street right of way land uses types natural resources —unique landforms and features conflicting uses creek crossings, at grade crossings historical cultural resources Juan Bautisa De Anza National Historic Trail, historic landmarks, points of interest major developments neighborhoods, employment centers, downtown recreation trails, greenways environmental features geography, topography, water, soil type, climate, vegetation geology, natural features, wildlife, flora transportation and socioeconomic data travel patterns, biking and walking data, bikeways, trails, greenways, employment centers, activity centers. railroad operations cunent and future safety conditions criminal incidents, traffic collisions railroad accidents The work product is a working paper with resource maps and data. Task 3— ANALYSIS OF BENEFITS AND NEEDS: This task shall include analysis of benefits and needs of the Trail. It should include environmental assessment as an Initial Study on the Trail. It should discuss recreational and commuting opportunities and trip reduction. It should address technical issues including railroad safety, street crossings, barriers, setbacks, management, liability, access, and landscaping. It should address community issues including noise, privacy, crime, littering, maintenance, property values, and security. Each issue should be analyzed for the positive and negative aspects. The Task Force will hold community meetings to receive public input on concerns related to the Trail. The consultant will coordinate and facilitate the community meetings. The work product is a working paper on benefits and needs and an executive summary of public December 11, 2000 Request for Proposals Page4of7 Union Pacific Railroad Trail Feasibility Study input at the community meetings. Task 4- DEVELOPMENT OF CONCEPTUAL ROUTE: This task shall be development of the conceptual route after the inventory and analysis of resources and issues. Several conceptual route alternatives should be identified. An evaluation ofalternatives with opportunities and constraints (right of way conflicts, etc.) with typical cross sections. The Task Force shall select the preferred alternative based on the available infornlation. The �vork product is a working paper on the conceptual route �vith a discussion on the prefened conceptual route. Task 5- DEVELOPMENT OF UNIFORM STANDARDS This task will develop uniform standards for the Trail what will address access, crossings, signage, and amenites. It should consider unique opportunities and identify users of the Trail. The Trail should be developed in accordance with Santa Clara County's "Uniform Interjurisdictional Design, Use and Management Guidelines", Santa Clara Valley Transportation Authority's "Bicycle Technical Guidelines," and Caltrans' "Highway Design Manual" and California Public Utilities Commission "General Orders." The work product is a working paper on uniform standards. Task 6 IMPLEMENTATION This task should define actions to implement the Trail in phases over a period of time. It shouid have a schedule of milestones to implement the Trail by priority. It should include a program cost estimate of costs with a transportation-funding scenario. It shall define the roles and responsibilities of the local agencies on operation and maintenance and discuss constraints. It should define the negotiation strategy with Union Pacific Railroad Company to acquire trail easements. The work product is a working paper on implementation with a schedule of milestones. Task 7 REPORT The task is to prepare a draft report for review and comment by the Task Force and a final report for acceptance by the Task Force. Its chapters shall include: executive summary, introduction, background, inventory, benefits and needs, conceptual route, uniform standards, implementation, and conclusions recommendations. Working papers should be part of the appendices. The report shall present a preferred conceptual route and clearly address all issues. The work products are the administrative draft report, draft report and final report with appendices. GENERAL PROPOSAL REOUIREMENTS December 11, 2000 Request for Proposals Page 5 of 7 Union Pacific Railroad Trail Feasibility Study Insurance and Indemnification Requirements: During the course of work, the following insurance and indemnification requirements with the City as additional insured will be in force. General minimum requirements are as follows: Workers compensation insurance to cover its employees�($1.0 million for each occurrence). Commercial general liability insurance including personal injury and property damage insurance ($1.0 million for each occurrence and $2.0 million in aggregate). Automobile liability insurance ($1.0 million for each occurrence). Professional liability (errors and omissions) insurance ($1.0 million for each occurrence). v�demnification and hold harmless provisions related to the consultant's negligent acts, errors or omiss�ons. Consultant shall use the City's insurance forms with the consultant agreement. Sample ones are attached for your review. If you have any problems, state them in the technical proposal. Consultant Agreement Requirements: A sample consultant agreement outline plus certifications are attached for your review. If you have any problems, state them in the technical proposal. Business License Requirements: The consultant and their subconsultants must hold or obtain business licenses in the City for any work within City limits. Proposal Content: Proposals must include the following information: Introduction: Introduce the proposal, including a statement of the proposer's understanding and approach of the project. Give the name of the firm submitting the proposal, its mailing address, telephone and fax number and the name of the contact person. Identify all proposed subconsultants. 3 Qualifications: The following information shall be submitted for the prime consultant and all proposed subconsultants to demonstrate the firms unique qualifications to perform the work: Brief company resume Resumes of key personnel to be assigned to this project List of similar projects (not more than 5) which best illustrate current qualifications to perform this project Work Plan: The work plan of tasks, work products and meetings shall be consistent with the Scope of Work and include the following elements: Name of Project Manager Organization chart showing the proposed relationships between all key personnel and support assigned to the project Description of proposed responsibilities of each person on the organization chart Description of the approach and methodology to provide traffic engineering services Estimate of work hours by staff for each task December 11, 2000 Request for Proposals Page6of7 Union Pacific Railroad Trail Feasibility Study 4. Project Schedule: The proposal shall present a comprehensive project schedule of tasks to reflect the time frame required to complete each milestone listed in the Scope of Work. It shall include a completion date for each milestone and identify milestones that are interdependent. Proposal should address how this schedule will be met. The anticipated schedule of activities related to this project is as follows: Milestone Proposals Due Interviews Consultant Selection Final Scope/Cost Council Award of Feasibility Study Contract Execute Consultant Agreement/Notice to Proceed Feasibility Study Complete Task Force Accepts Feasibility Study Date January 25, 2001 February 1, 2001 February 1, 2001 February 19 2001 March 5, 2001 April 3, 2001 October 1, 2001 October 4, 2001 5. Statement: The proposal shall include a statement regarding the consultant's acceptance of the City's requirements for insurance and indemnification's, consultant agreements and business license that are presented herein. The consultant shall clearly state any exceptions. A principal, officer or owner of the firm with authority to bind the consultant, shall sign this statement. Cost Proposals: The cost proposal shall cover all transportation planning and traffic engineering services for the feasibility study. A sample one is attached for your review. The basis of payment shall be actual cost plus a fixed fee with a stated maximum contract limit. Consultani shall submit the cost proposal sealed in separate envelope and plainly endorsed "COST PROPOSAL". It shall consist of the following items: A one page summary that lists the key items of cost with the total not to exceed the cost of the work Work breakdown by task Identification of any unclear contract requirement and suitable resolution for it. Consultant Selection Process: The proposals will be evaluated and ranked by a Consultant Selection Committee (CSC). The CSC may include staff from the Task Force and others. The CSC may reject any proposal if it is conditional, incomplete or contains irregularities. The CSC may �vaive any immaterial deviation in a proposal. Waiver of an immaterial deviation shall in no way modify the Request for Proposals documents nor affect recommendation for award of the contract. The criteria for selection of the consultant shall include: Understanding of work Experience with similar kinds of work Quality of staff Capability of developing innovative or advanced techniques Knowledge of Local, State and Federal procedures Financial responsibility r December 11, 2000 Request for Proposals: Union Pacific Railroad Trail Feasibility Study Page 7 of 7 The Consultant Selection Committee (CSC) will shortlist the firms. .The CSC «�ill evaluate the proposals and rank the consultants based on the above criteria. The City will negotiate a consultant agreement with the top-ranked consultant. If an agreement on cost cannot be reached �vith the first choice, then the City will open negotiations with the next highest ranked candidate. For any questions please call Raymond Chor�g, City Traffic Engineer, at 408/777-3240 or at ravc�cuaertino.or�. Sincerely, Ralph A. Qualls, Jr. Director of Public Works Raymond D. Chong, P.E. City Traffic Engineer CC: Bruce Zanei, Zumwalt Engineering Group Attachments: Map Photographs Physical Features Action Plan Insurance Forms Sample Consultant Agreement Outline plus Certification Sample Cost Proposal