This is a service / maintenance or supply contract in Pasadena, California. Contact the soliciting agency for additional information.

Scope of Work The estimate for the project scope is approximately $1,000,000. 3.1. Detailed Tasks and Deliverables Task 1. Project Management The Consultant shall provide the City with the following Project Management services. The services include but are not limited to the following tasks: Assignment of a dedicated Project Manager to the City's engagement. This person shall be the single point of contact for overall communications, project coordination with the City and vendor accountability issues. Project Management Plan (PMP) including SOW outline, project team, project schedule, project budget for all firms, risk management, and communication management protocols. Preparation and/or maintenance of project records as requested by the City's designated Project Manager. Coordination with the City's designated Project Manager for management of the project, budget, and schedule. Provide a system to share and review all project files through Microsoft SharePoint or One Drive. Design files shall be provided in working format (AutoCAD and PDF) and compatible with Bluebeam Revu software to conduct comment review sessions with the Project Manager and designated City staff. Conduct bi-weekly Project Development Team (PDT) Meetings or at the Project Manager's discretion for the duration of the project. This task includes preparation and distribution of meeting agendas and meeting minutes. The Consultant shall assume a maximum schedule of 24 months for all four Greenway corridors areas translating to a total of forty-eight (48) meetings for Phase 1. Schedule and conduct technical and coordination meetings on an as-needed basis or as issues arise. This task includes preparation and distribution of meeting agendas and meeting minutes. These as-needed coordination meetings may involve relevant City staff from other departments such as Public Works, Police, and Fire. Coordinate with LA Metro, Caltrans and other outside agencies as required. The Consultant shall assume a maximum of twelve (12) as-needed coordination meetings for Phase 1. If requested by the City, the Consultant shall attend and participate in meetings with elected officials, commissions, and their staff to inform them on input gathered from the community. The Consultant shall assume a maximum of ten (10) stakeholder meetings for Phase 1. The Consultant will follow the City of Pasadena procedures for administration, project reporting, and invoicing. Additionally, the Consultant will adhere to the requirements of funding agencies such as Metro and Affordable Housing and Sustainable Communities Program. DELIVERABLE: Project Management Plan Meeting Agendas and Minutes Forty-eight (48) PDT meetings Twelve (12) Coordination Meetings Ten (10) Stakeholder Meetings Project Reporting & Invoicing Task 2. Project Schedule The Consultant shall provide a Project Schedule in MS Project format, organized by phase, with milestone deliverables clearly identified. A schedule for each proposed task and sub-task described in the Scope of Work shall be identified by phase. Proposed work periods, milestones, and completion dates, as well as anticipated meeting dates, shall also be identified. The initial schedule shall serve as the baseline project schedule. Project Manager shall be responsible for submitting monthly, updated schedules reflecting schedule changes and appropriate corrective action, as needed. DELIVERABLE: Project Schedule Task 3. Public Engagement Support The majority of community engagement work will be handled by City staff and a separate contractor. The engagement scope of work herein is known as the Multimodal Communication and Public Engagement Support (MCPE) to support this project and several other projects in the Pasadena Department of Transportation's project portfolio. The Consultant's role will be to provide technical support to the MCPE, assisting with guidance on technical questions and providing presentation quality graphics based on the Greenway designs. Community Engagement Coordination/Event Meetings: Consultant shall be available for twenty (20) community engagement coordination or event meetings in Phase 1. The Consultant shall plan to coordinate, support and/or attend community engagement meetings led by the MCPE contractor. Coordination will involve planning and scheduling project workshops, stakeholder meetings, and aim to address unexpected challenges. The Consultant's role will be to support engagement work by providing presentation quality graphics for the Greenway designs, attending events, and providing guidance in responding to technical questions. Communication and Website Content: Consultant shall provide graphic design content for a project website and other communication materials. The Consultant will provide a total of eight (8) design graphics showing key features of the Greenways. The Consultant will produce an additional eight (8) 3D renderings of project elements suitable to be used for presentations and in the context of before and after presentation materials. Aerial Existing Conditions Graphics: Consultant will provide an aerial graphic of existing conditions for each of the four (4) Greenway corridors suitable for use at a public meeting. Aerial Greenway Corridor Design Graphics: Consultant will provide an aerial graphic for each of the four (4) Greenway corridor designs suitable for use at a public meeting. DELIVERABLE: Twenty (20) Community Engagement Coordination/Event Meetings Eight (8) Presentation Quality Graphics of the Greenway Designs (digital format and combined to print on two 24"x 36" foam posterboards) Eight (8) 3D Renderings of Project Elements (digital format and combined to print on two 24"x 36" foam posterboards) Four (4) Aerial Existing Conditions Graphics, one for each of the Greenway Corridors (digital format and each printed on 24"x 36" foam posterboards) Four (4) Aerial Greenway Corridor Design Graphics, one for each of the Greenway Corridors (digital format and each printed on 24"x 36" foam posterboards) PHASE 1 Task 4. Data Collection The Consultant shall collect baseline transportation data to inform the project concept and preliminary design. The data collected will be volume counts, turning movement counts, speed surveys, and a concise crash analysis map, including, but not limited to, travel modes by vehicle, bicycle, pedestrian and wheeled devices (scooters, skateboards, wheelchairs, etc.). This information shall be concisely summarized in a baseline conditions report. DELIVERABLE: Twenty-Four (24) ADT Counts, assumption two counts for each Greenway corridor and four counts on at least two parallel streets to each Greenway corridor for a total of six counts per Greenway Sixteen (16) turning movement counts, assumption four intersection turning movement counts per Greenway corridor Eight (8) speed surveys, assumption speed surveys will be collected at two locations on each Greenway corridor Crash Analysis Map showing location, crash severity, and mode involved Baseline Conditions Report Task 5. Greenway Demonstration Safety Project The Project Consultant will prepare quick-build temporary treatment design for Craig Avenue from Orange Grove Boulevard to Del Mar Boulevard (approx. 1.1 miles). A separate contract will be underway for the SS4A demonstration project on El Molino Avenue that will be scheduled and coordinated in tandem with this project. Ultimately both demonstration projects will inform further development and refinement of the permanent design of the four proposed Greenway. The quick-build Greenway Demonstration Safety Project on Craig Avenue will involve the following three steps. A. Preliminary Engagement and Data Collection The first step would involve engaging with the community to explain the Greenway concept and gather input to inform the deployment of the quick-build demonstration treatments on Craig Avenue. The engagement work will target communities living in disadvantaged census tracts located in and near the project area led by the MCPE outreach contractor. The City anticipates working with the outreach contractor to facilitate these conversations. In addition to connecting directly with disadvantaged communities, the project team will connect with a diverse range of stakeholders including residents, visitors, and business owners. The Consultant should assume supporting/attending four (4) engagement events directly related to the demonstration project for Craig Avenue that will complement the engagement work for the overall Project. Concurrent with this engagement work the Contractor will collect before and after data for the Craig Avenue quick-build Demonstration Safety Project. The data will include crashes, vehicle speeds, vehicle volumes, bike, pedestrian, and wheeled devices travel activity. Data will also be collected on adjacent roadways to enable evaluation of areawide project impacts. This data collection should supplement and not replicate the Task 4. data collection. B. Quick-build PS&E Design (Craig Avenue) The Consultant will be responsible for developing a PS&E quick-build design package for the Craig Avenue segment suitable for construction bidding. The PS&E would be anticipated to be similar to standard signing and striping plans and would not involve any curb work or civil construction elements. The design elements would be entirely within the road right of way. The final quick-build design (PS&E) shall be prepared to the satisfaction of the City of Pasadena Department of Public Works. The design will be based on guidelines and standards, including Caltrans Highway Design Manual, FHWA, City of Pasadena Standards, California MUTCD, and the most current Roundabout Policy and Design Practices for County of Los Angeles. The development of the final design package must meet projects requirements, and consist of, but is not limited to, the following: Prepare civil roadway plans for the required improvements, consistent with City format. At a minimum, the plan set shall include Title Sheet, Legend Sheet, Site Plan, General Construction Notes, Horizontal Control, Typical Sections and Details, Plan and Profile, Traffic Striping/Signage/Signal Plans, Bike Lane Plans, and Construction Staging and Traffic Control. Prepare and submit Caltrans encroachment permit application and traffic control plan involving 210 freeway crossing along quick-build demonstration route. Provide vehicle tracking overlay of large vehicles (bus/trucks) on plans, pilot demonstration of quick build elements such as setting up cones, and test with large vehicles to evaluate turning or lane width constraints. Submittal of plan sets shall be delivered at 30%, 60%, 90%, 100% complete, and final. AutoCAD and PDF files for all plan sheets shall be provided. Submit design files through Bluebeam software to conduct review sessions. Prepare construction specifications consistent with City format (SSPWC "Greenbook" APWA, current edition with updates. Submittal of specifications shall be delivered to the City at 60% complete and final. When project is complete, the City shall provide a digital file of specification package in Microsoft Word format for Windows. Prepare an engineer's construction cost estimate based on the itemized quantity take-off from the contract documents. Submittal of the engineer's construction cost estimate shall be delivered to the City at all design submittal phases (concept, 30%, 60%, 90% and 100%) in a spreadsheet format. The final plan shall be submitted to the Department of Transportation both electronically, as an AutoCAD Map 3D file, and in six (6) sets, hardcopy format. Provide bid package support during the construction bid phase and support during quick-build installation and construction. If applicable provide administrative support for documents such as the Caltrans E76. DELIVERABLE: Four (4) PDT Meetings specific to the Greenway Demonstration Safety project Four (4) community engagement events for the Greenway Demonstration Safety project Greenway Demonstration Safety Project Data Collection (including existing and after analysis report) Submit plans at 30%, 60%, 90%, 100% complete, and final through Bluebeam software to conduct review sessions and provide AutoCAD and PDF files for all plan sheets, assume two (2) rounds of City review per submittal Provide six (6) hardcopy sets of concept drawings, 30%, 60%, 90% and 100% in D-size PS&E package for Craig Avenue Quick Build Design (includes source files used to develop PS&E package including AutoCAD, Excel, Word, and any other relevant files) Bid Package and quick-build installation/construction support Task 6. Concept Development and Preliminary Design The Consultant shall develop concepts designs for all four Greenway corridors, informed by community input, prior City planning documents and coordinated with the quick build Greenway Demonstration Safety efforts. Subsequently, the Consultant shall prepare the preliminary design, which will include civil improvements, signing, striping, traffic control, a cost estimate for construction, preparation of traffic studies, conducting geotechnical investigations, public utility research, sewer and drainage identification, and preliminary right-of-way work. This work shall conform to the Caltrans Local Assistance Procedures Manual. Concept Development: To facilitate community engagement the Consultant will develop concept designs that will be developed as part of the preliminary design phase. Concept Design review will use Bluebeam software. The concept designs will visually illustrate proposed treatments to the community and staff, aiding in the selection of treatments before moving forward with more detailed preliminary design. Consultant shall prepare draft illustrative concept designs suitable for meetings and outreach for each of the Greenway corridors for a total four (4) draft Greenway corridor concept designs; the four (4) Greenway Corridor concept designs will be finalized based on four (4) rounds of City staff and community feedback. Preliminary Design (30%): Based on the selected and approved concept design, the Consultant will proceed with preliminary design, which will be summarized in a Preliminary Design Report. Preliminary Design review will use Bluebeam software. The Preliminary Design work shall consist of the following. Account for field visits of the project area to identify design issues. Record existing site conditions in photographs and/or video. Incorporate provided layout plans to be incorporated into the final design. Provide a complete survey of the project area, establishing horizontal and vertical control for the project. Mapping shall include topographic features within 50 feet of project area. Identify and coordinate with all utilities in the project area to facilitate the detailed design of the Project for Phase 2. Conduct geotechnical investigations of Wilson Avenue between Washington Boulevard and California Boulevard (approximately 2.3 miles), El Molino Avenue between Atchison Street and Bonita Drive (approximately 3.8 miles), Sierra Bonita Avenue between Washington Boulevard and Colorado Boulevard (approximately 1.6 miles), and Craig Avenue between Paloma St and Del Mar Blvd (approximately 1.2 miles). Identify street pavement structural sections for project area. Identify sewer and drainage system including grate conditions. Prepare and submit a Report identifying the ultimate alignment of roadway improvements. As part of the Report, the Consultant shall prepare and provide CAD drawings of the proposed alignment, which shall include vertical and horizontal alignment and improvements, as 30% complete plans. Right-of-way acquisitions and/or vacations shall be clearly identified. Submittal of the engineer's construction cost estimate shall be delivered to the City at concept and 30% preliminary design in a spreadsheet format. The Consultant shall prepare and deliver a class 3 construction cost estimate using the AACE International's standards. The cost estimate shall show the cost to construct for each design phase. Consultant shall work closely with the City designated Project Manager when preparing the cost estimate to ensure mutual understanding of the data used to prepare the cost estimate. Additionally, the Consultant shall be available for answering cost associated questions. Each design phase submittal will have two (2) rounds of review and be reviewed by the City as a draft and as a final. The concept and 30% preliminary design shall be submitted to the Department of Transportation both electronically, as an AutoCAD Map 3D file, and in six (6) sets, hardcopy format. DELIVERABLE: Four (4) concept designs one for each Greenway, assume up to four (4) rounds of revisions Four (4) Preliminary Designs (30% design level) one for each Greenway (includes source files used to further develop PE design and PS&E package including AutoCAD, Excel, Word, and any other relevant files), assume (2) two rounds of City review Submit concept and 30% preliminary design plans through Bluebeam software to conduct review sessions and provide AutoCAD and PDF files for all plan sheets Provide six (6) hardcopy sets of concept and 30% preliminary design plans in D-size Task 7. Environmental The Consultant will assist the City in preparing environmental clearance documents for the project. Tasks to be performed include, but are not limited to, the following: Summarize the initial project assessment for environmental clearance. Prepare and submit a Categorical Exemption for the project in compliance with the California Environmental Quality Act. DELIVERABLE: Prepare environmental clearance project documents PHASE 2 Upon the City's determination to exercise its contract option authority, the Consultant will be issued a notice to proceed with Phase 2. The Consultant shall confer with the City regarding any scope, design, and/or budget constraint challenges identified in the Preliminary Design phase prior to proceeding with and delivering tasks in Phase 2. The Consultant shall submit deliverables at the 60%, 90%, and 100% project design completion stages for review and approval prior to completing the final design (PS&E) package to the satisfaction of the City of Pasadena's Department of Public Works. Design files must be compatible and delivered through Bluebeam software to conduct review sessions with City staff. Phase 2 is assumed to take up to 18 months. Task 8. Project Management and Project Schedule This task continues Task 1. Project Management and Task 2. Project Schedule. An additional thirty-six (36) PDT meetings for the 18-month time extension are proposed. Refer to Task 1. and Task 2. DELIVERABLE: Thirty-six (36) PDT Meetings Meeting Agendas and Minutes Project Schedule Task 9. Public Engagement Support Required additional support meetings include, four (4) community engagement coordination/event meetings, four (4) coordination meetings, and four (4) stakeholder meetings, as well as related project content and graphic updates. Refer to descriptions in Task 3. DELIVERABLE: Four (4) Community Engagement Coordination/Event Meetings Four (4) Coordination Meetings Four (4) Stakeholder Meetings Four (4) Updated Aerial Greenway Corridor Design Graphics, one for each of the Greenway Corridors Task 10. 60%, 90%, 100%, and Final Design (PS&E) Package The 60%, 90%, 100% and final design (PS&E) package shall be prepared to the satisfaction of the Department of Public Works. The design will be based on guidelines and standards, including Caltrans Highway Design Manual, FHWA, City of Pasadena Standards, California MUTCD, and the most current Roundabout Policy and Design Practices for County of Los Angeles. Submit design completion packages and files through Bluebeam software to conduct review sessions with the City. The design submittals must meet the project's requirements consisting of, but not limited to, the following: Deliverable details for 60% Design Submittal Confer and coordinate with affected agencies and utility companies to identify design controls and considerations necessary for plan preparation and approvals. Prepare and submit Caltrans encroachment permit application and traffic control plan involving 210 freeway crossings along Greenway corridor routes. Prepare and submit utility information requests to utility owners with facilities in the project vicinity. Prepare and submit utility verification requests to utility owners with facilities in the project vicinity. Prepare and submit utility conflict notices to utility owners with facilities impacted by the proposed project. Prepare and submit utility relocation notices to utility owners, as required. Obtain utility permits and clearances as required to construct the project. Conduct utility coordination meetings with affected agencies and utility companies as required to review project schedules, concepts, plans and specifications. Prepare meeting minutes. Provide field notes for existing signal conditions including existing surface utility locations, conduit sizes, conduit content, and conduit run layout. Provide field topography and survey for all plans. Prepare civil roadway plans for the required improvements, consistent with City format. At a minimum, the plan set shall include Title Sheet, Legend Sheet, Site Plan, General Construction Notes, Horizontal Control, Typical Sections and Details, Plan and Profile, Traffic Striping/Signage/Signal Plans, Street Lighting/Electrical, Bike Lane Plans, Median/Landscaping Plans, Construction Staging, Traffic Control, and Fiber Optic for Traffic Signal Communication (if applicable). Prepare an engineer's construction cost estimate based on the itemized quantity take-off from the contract documents. Prepare construction specifications consistent with City format (SSPWC "Greenbook" APWA), current edition with updates. Contact the City regarding any scope, design, and/or budget constraints and challenges. Resolve any challenges before submitting the 60% design packages. Consultant must complete items as described above for full payment of this deliverable submittal. Deliverable details for 90% Design Submittal Address all the comments to the 60% design submittal and resolve any issues and challenges. Contact the City with any design questions or comment inquiries before submitting 90% design. Provide 90% complete PS&E package with detailed estimate. Consultant must complete items as described above for full payment of this deliverable submittal. Deliverable details for 100% and Final Design (PS&E) Package Submittal Prepare construction estimate with backup. Prepare separate roadway improvement plans (1" = 20') and details (1" = 10') Design roadway to comply with current ADA design standards. Prepare separate construction staging plans (1" = 20'). Prepare separate utility plans (1' = 20"). Prepare traffic control plans (1' = 20"). Prepare traffic striping and signing plans (1" = 20"). Prepare separate plan and profile plans for necessary storm drain and sewer improvements. Provide drainage calculations as necessary. Provide construction specifications. Provide traffic signal plans. Provide street lighting plans. Provide Caltrans Encroachment Permit at applicable 210 freeway crossings. Provide and submit final plan to the Department of Public Works both electronically, as an AutoCAD Map 3D file, and in six (6) sets, hardcopy format. Provide final project specifications in Microsoft Word format. Provide final detailed and itemized cost estimate in Microsoft Excel format. All drawings shall have the seal and signature of the licensed Civil Engineer. Consultant must complete items as described above for full payment of this deliverable submittal. DELIVERABLE: Submit 60%, 90%, and 100% plans through Bluebeam software to conduct review sessions and provide AutoCAD and PDF files for all plan sheets, assume (2) two rounds of City review per submittal Provide six (6) hardcopy sets of 60%, 90% and 100% plans in D-size Submit engineer's construction cost estimate at 60%, 90%, 100% complete and final in a spreadsheet format. Final PS&E package for each of the Greenway corridors (includes source files used to develop PS&E package; AutoCAD, Excel, Word, and any other relevant files) Task 11. Bidding and Construction Support Construction Bid Support: During the bid phase for the Construction Contract, the Consultant shall support the City with responding to bidder questions (Request for Information, or RFI's) regarding the construction documents. Design Support During Construction: The Consultant will attend the preconstruction meeting and on-site construction progress meetings as needed to address field questions and to determine if the work is proceeding in accordance with the design documents. The Consultant shall respond to construction RFI's or design clarification, issue design modifications, review shop drawings requiring designer review, and review Operation and maintenance manuals, warranties, and related documents produced during construction. As-Built Drawings: The Consultant shall provide the as-built drawings approved by the engineer on record including amendments issued during construction and the final mark-ups of construction documents from the builder. As-built plans shall be submitted within four (4) months from the date of the (Notice of Completion) issued by the Department of Public Works. DELIVERABLE: Documentation relevant to bidding and construction support As-Built drawings on signed printed mylar plans (include source files; AutoCAD, PDF, Word and other relevant files) Question Submission Deadline: April 21, 2025, 3:00pm