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HomeMy WebLinkAboutJanuary 23 2017FINAL_PWC_Minutes17-0123.docx 1 Los Altos Hills Pathway Committee FINAL Minutes of Regular Meeting of Monday, Jan 23, 2017 1. ADMINISTRATIVE A. Call to Order. Chairman Ann Duwe called the meeting to order at 7:00 PM B. Members/Associates present: Alisa Bredo, Nick Dunckel, Ann Duwe, Bob Elson, Vic Hesterman, Rachelle Mirkin, Sue Welch, Sonia Wilkerson, Denise Williams Members/Associates absent: Melissa Dyrdahl, Bridget Morgan (Members); Bob Stutz (Associate) Temporary Council Liaison present: Roger Spreen Members of public present: Susan Cretekos (PWC applicant) Steve Zeisler (26140 Robb Road) Mary Stefanki Davis (Stefanki family member from Encinitas, CA) Megan Stefanki Segre (Stefanki family member from Sonoma, CA) Steve Stefanki (Stefanki family member from Napa, CA) Cathy Stefanki Inglesias (Stefanki family member from Santa Cruz, CA) Kjell Karlsson (LAH Finance Committee) C. Approval of Agenda. Agenda was approved as written. DW moved, RM seconded, and the vote was unanimously in favor (AB, ND, AD, BE, VH, RM, SWe, SWi, DW). D. Approval of Minutes. The minutes from PWC meetings of Nov 28, 2016 were approved with minor amendments. DW moved, ND seconded, and the vote was 8 in favor (AB, ND, AD, BE, VH, SWe, SWi, DW) with RM abstaining (did not attend that meeting). E. Ex Parte Communications. None reported. 2. INTRODUCTION OF NEW MEMBERS AND COUNCIL LIAISON PWC members introduced themselves and welcomed new members Bob Elson and Sonja Wilkerson and temporary PWC Council Liaison Roger Spreen. Spreen reviewed his view of his role as liaison and ideas for how PWC can be effective in advising Council (e.g., keeping Council informed; distilling information to short presentations, presenting pros and cons on issues). PWC also welcomed Associate Planner Marni Mosely, who will be staff liaison to PWC. 3. NEW BUSINESS A. Presentation on Pathway GIS Inventory Contract Proposal from Alta. Planner Marni Mosely and Director of Engineering and Public Works Allen Chen reviewed the contract proposal from Alta Planning and Design (Attachment A and B) for a pathway inventory. Purpose of the Alta project (cost about $22K) is to document current condition of Town pathways and compile the info in a GIS database for use by staff and public. Council budgeted $50K for purchase of a pathway GIS system. Discussion included how data will be used, which data to collect (e.g., defining “segments” and condition categories), and management of the GIS system.. Alta Design will meet in LAH with PWC in March to review a range of existing paths and develop final categories and criteria for the assessment. B. Pathway Naming Request. Four siblings from the Stefanki family (Mary Stefanki Davis, Megan Stefanki Segre, Steve Stefanki, and Cathy Stefanki Inglesias) who grew up in LAH addressed PWC with a request to name the segment of path along 26901 Beatrice Lane (where their family lived) the “Stefenki Path” in honor of their parents. This segment is the trailhead on Robleda for a well-used path connecting Robleda to Gardener Bullis School. Family members, who had traveled from other cities, expressed their appreciation for the Town’s pathways system and noted they still use them when they return for visits. Their parents, John and Dorothy Stafenki, were active volunteers in LAH and had special interest in Town schools, safety issues, and infrastructure. A pathway post at the trailhead was suggested. PWC thanked the Stefankis for their appreciation of Town pathways and for traveling to LAH to present their proposal. The PW Element provides for naming of pathways. PWC discussed issues of current ownership, easement status, format of sign, maintenance needs, and how to establish criteria and a consistent process for this and future requests for naming pathway segments. PWC suggested Stefankis seek input from property owners who will be most affected and provide a brief letter to the Town FINAL_PWC_Minutes17-0123.docx 2 summarizing their request and rationale for it. PWC Chair AD will check easement status and PWC will make a recommendation at a future meeting. C. Properties for Review. The following properties were reviewed for pathway recommendations: i) 26140 Robb Road (Lands of Five Seasons Partners; APN 175-23-049; #15-17-ZP-SD-GD). Reason for PWC review is construction of a new residence, second unit, guesthouse and pool. This flag lot is adjacent to the east side of Esther Clark Park and the northern Town border, has no frontage on any LAH street, and is accessed via Robb Road, which is in Palo Alto. No pathway easements on the parcel were found in a brief search of Town records. The developer, Steve Zeisler, was present and offered to install a pathway if an appropriate location could be found. The driveway is under multiple ownership, and one of the owners objects to a pathway there. PWC discussed options for off-road paths, but did not find a suitable route. RM moved the PWC recommend the Town request a pathway in-lieu fee from the developers of 26140 Robb Road. DW seconded and the vote was 8 in favor (AB, ND, AD, VH, RM, SWe, SWi, DW) and one opposed (BE). ii) 13389 Robleda Road (formerly 13441 Robleda; Lands of Leone; APN 175-36-036; #XX). Reason for PWC review is construction of a new residence and hardscape. The developer was not present. The parcel is on the west side of Robleda Road between Chapin Rd and Quail Lane. Robleda Creek flows along the Robleda frontage and a roadside path adjacent to the pavement (with a railing on the creek side) runs along this frontage and also on most other frontages on this side of Robleda from the intersection with Chapin to Edith Road. Robleda is a public road (Res 10-93; Chau list 11/5/14), not designated to have roadside paths on both sides. No pathway easements on the parcel were found in a brief search of Town records. The path, which is in the road ROW, may have been one of the Robleda segments built by the Town as a capital improvement project. PWC discussed options. Some members recommended a pathway in-lieu fee because the existing path in the road ROW is in good condition and does not to be restored. Other members considered a request for restoration of the existing path to be more consistent with past recommendations for similar parcels (such as the Robleda frontage on 26900 Beatrice, which is nearby on the same side of Robleda). BE moved that the PWC recommend that Town request a pathway in-lieu fee from the developers of 13389 Robleda Road. ND seconded and the vote was 5 in favor (AB, AD, ND, BE, VH) and 4 opposed (RM, SWe, SWi, DW). iii) 27201 Fremont Road (Lands of Sun Chi Ping; APN 175-32-043; #430-16-ZP-SD). The reason for PWC review is construction of a secondary dwelling. The developer was not present. The parcel is a flag lot off the west side of Fremont Road near the intersection with Arastradero Road; it has no frontage on Fremont except the driveway and no frontage on Arastradero Road. No pathway easements on the parcel were found in a brief search of Town records. DW moved the PWC recommend the Town request a pathway in-lieu fee from the developers of 27201 Fremont Road. BE seconded and the vote was unanimously in favor (AB, ND, AD, BE, VH, RM, SWe, SWi, DW). iv) 26653 Snell Lane (Lands of Chen; APN175-33-061; #438-16-ZP-SD-GD). The reason for PWC review is construction of a new residence. The developer was not present. The parcel is on the west side of Snell Lane, a public cul-de-sac (TR-2947; Chau list 11/5/14) off the east side of Fremont Road that serves 16 lots (plus 4 additional lots on Snell Court). An off-road path connecting to Altadena and Alexander Place exits from the end of Snell Court. The MPP map shows a green line over Snell Lane, indicating a roadside path is planned on this street. An asphalt path exists along the Snell Lane frontage and on adjacent lots on this side of the street. PWC discussed options, including pros and cons of asphalt paths. Some members recommended a pathway in-lieu fee because the existing path in the road ROW, although asphalt, is in good condition and does not need to be restored. Other members noted the asphalt path does not meet Town IIB standards and is hazardous footing for horses; they favored recommending restoration of the existing path, which would to be more consistent with past recommendations for parcels with substandard paths. AB moved that PWC recommend the Town request the developers of 26653 Snell Lane to install a standard IIB roadside path along the Snell Lane frontage after construction is completed. SWe seconded and the motion failed with the vote 3 in favor (AB, AD, SWe) and 6 opposed (ND, BE, VH, RM, SWi, DW). After further discussion, AB moved again that PWC recommend the Town request FINAL_PWC_Minutes17-0123.docx 3 the developers of 26653 Snell Lane to install a standard IIB roadside path along the Snell Lane frontage. SWe seconded and the motion failed with the vote 4 in favor (AB, AD, SWe, DW) and 5 opposed. After further discussion, BE moved that PWC recommend the Town request a pathway in-lieu fee from the developers of 26653 Snell Lane. VH seconded and the vote was 5 in favor (ND, BE, VH, RM, SWi) and 4 opposed (AB, AD, SWe, DW). D. Maintenance and Enforcement Issues. i) Complaints have been received regarding obstruction of the off-road path from the small Town- owned parcel on Page Mill Road up to Saddle Court. A fence blocking the path was installed just past the footbridge over Matadero Creek and the pathway easement has been planted over with landscaping. PWC will again bring this to staff as a maintenance issue and to the LAH Code Enforcement officer. ii) An ongoing water leak and/or failing septic system near 27840 Via Feliz was reported. iii) Complaints have been received regarding the asphalt path along La Barranca, which is hazardous for equestrians and degraded in spots. This path is a major connector under I-280 and is close to several stables. PWC will add this route to the CIP list for future consideration and ask Town staff for a rough estimate for repairing it to IIB standards. iv) The gate accessing the off-road path exiting Maple Leaf Court is tied shut. v) Vegetation needs to be cut back on the path on Middle Fork. E. Appointment of Associate Members. Eileen Gibbons, one of the major contributors to work on the MPP update, and whose term as a full member ended in November, asked to be appointed to PWC as an Associate Member. BE moved that PWC appoint EG as an Associate Member. AB seconded and the vote was 8 in favor (AB, ND, AD, BE, VH, RM, SWe, DW) and one abstaining (SWi). AD will bring to the next Council meeting the PWC recommendation to appoint EG as an Associate Member and approve her to make site visits. Another resident expressed interest in becoming an associate, but opted against it. F. Appointment of representative to VTA Bicycle and Pedestrian Committee. PWC discussed potential candidates who might be willing to take on this assignment. 4. OLD BUSINESS A. Report from Master Path Plan Map (MPP) Update Subcommittee. Nothing to report. Council and Planning Commission have not met to review this project. B. CIP projects update. AD distributed and reviewed a list of PWC CIP projects from May 2016 (Attachment C). The Town is waiting for an encroachment permit from Caltrans for the segment of the Bob Stutz path along the Magdalena off-ramp (budget already approved). PWC discussed options for upgrading the segment along Robleda (e.g., with grants). Council liaison Spreen suggested contacting Kit Gordon on Open Space Committee about grants. PWC will review the proposal for Summerhill and Page Mill at Paseo del Roble for discussion at the Feb meeting. 5. REPORTS FROM OTHER MEETINGS. A. New Years Day PWC Walk. More than 40 residents attended this walk, including children and adults. Canines were also welcomed. The weather was fine and participants had a choice of two routes (short and long) starting and ending at Westwind Community Barn and both including the expansive vista of the Bay from the top of Byrne Preserve. Participants requested PWC schedule additional hikes. 6 PRESENTATIONS FROM THE FLOOR. A. PWC Member Applicant. LAH resident Susan Cretokos Cretekos spoke of her interest in joining the PWC as a full or associate member. PWC thanked her for her interest and for applying to the PWC. Council will appoint a new member at the Dec 15, 2016 Council meeting. FINAL_PWC_Minutes17-0123.docx 4 B. Review of Pathways Element and Ordinances. Mayor Waldeck has asked all committees to review their charters for consistency with the LAH General Plan and code. Also, PWC will formally review the Pathways Element and code to bring new and old members up to speed on Town policies. 7. NEXT SCHEDULED MEETINGS. Next Pathway Walk: Saturday, February 25, 2017 at 9:00 am at Town Hall Next PWC Meeting: Regular Meeting; Monday, February 27, 2017 at 7:00 pm at Town Hall 8. REQUEST FOR TOPICS FOR NEXT AGENDA Appointment of PWC Vice-Chair and VTA representative; CIP projects; PWC charter and General Plan 9. ADJOURNMENT. Meeting was adjourned at 10:35 pm per motion by SW, seconded by AB and unanimously in favor (AB, ND, AD, BE, VH, SWe, SWi, DW); RM left at 10 pm. Attachment A: Proposal from Alta Design for Pathway Inventory and Assessment Attachment B: Staff Report on GIS database from 12/15/17 Council meeting Attachment C: Pathways Capital Improvement Project List (May 2016) Minutes recorded by SWe were approved with minor amendments (in red) at the Regular PWC meeting of 02/27/17. 100 Webster Street, Suite 300  Oakland, CA 94607  (510) 540‐5008  www.altaplanning.com    www.altaplanning.com    November 15, 2016    Tina Tseng, Senior Engineer  Town of Los Altos Hills  26379 Fremont Road  Los Altos Hills, CA 94022     Re: Los Altos Hills Pathway Assessment    Dear Ms. Tseng,    As requested, please find attached a scope and quote for a Pathway Inventory and Assessment for the Town of Los  Altos Hills.  We are pleased to have the opportunity to continue our relationship with Los Altos Hills and excited to  help you inventory and assess your pathway network, which is a vital active transportation resource for the town.    As the Principal‐in‐Charge, I will oversee the work of the Alta team and provide quality control of project  deliverables.  Our team will led by project manager Brian Burchfield and supported by Lola Torney.  Brian is a Senior  Designer with eight years of experience in trail and landscape design and has supported numerous active  transportation projects on the Peninsula.  Lola is a planner located in our San Jose office with significant experience  conducting fieldwork for agencies.  Resumes for all team members are provided at the end of the attached.    Thank you for allowing us to submit this proposal.  Please don’t hesitate to contact me at 510.788.6881 or  hughlouch@altaplanning.com if you have any questions.    Sincerely,  Alta Planning + Design, Inc.          Hugh Louch  Principal         www.altaplanning.com  Attachment 1 – Work Plan  Task 1 Pathway Inventory and Assessment  Task 1.1 Background Data Collection  Alta, with assistance from the Town, will gather and organize existing pathway data including the amended Master  Path Plan from October 26, 2016. The data will be compiled into base information to be utilized during Task 1.2  Inventory and Assessment Field Work.  Task 1.2 Inventory and Assessment Field Work  Alta staff will survey the 90 miles of pathway as documented on the amended Master Path Plan. Pathways will be  surveyed by bicycle and on foot. We will stop and document each unique pathway condition via the process  described below. A significant change in pathway width, surface material or condition will differentiate one segment  from another.  For example, the one mile‐segment of stabilized decomposed granite path along West Fremont Road  near Gardner Bullis Elementary School will likely be considered one single segment because it’s width, surface, and  condition are consistent throughout.    Alta will record the inventory and assessment data collected via the ArcGIS Collector application. This app allows  information to be input to the shapefile via a smart phone or tablet.    The condition of the pathway system will be accessed based on four categories to be provided by the Town.  Potential categories may include:   Path Width   Path surface material   Path surface condition   Vegetation encroachment   Presence of landscaped space between path and roadway  Assumptions:   This task assumes that the digital information displayed on the Master Path Plan will be made available to  Alta in AutoCAD format.    Task 2 GIS Mapping  Task 2.1 GIS Mapping  Alta will provide the Town with electronic data in GIS format. The data will include all of the information collected  during our field work displayed and organized in an easy to read format.  Task 2.2 Pathway Mapbook  Alta will create a series of tiled maps at a large enough scale to identify what side of the roadway the pathway is  located. Maps will be based on our electronic data collected during the inventory phase and will include the  categories determined in partnership with the Town.    www.altaplanning.com  Deliverables:   Pathway Inventory and Assessment GIS Shapefile   Pathway Mapbook  Task 3 Pathway Priority Maintenance Recommendations  Task 3.1 Draft Priority Maintenance Recommendations Memorandum  Based on the existing conditions of each pathway, Alta will develop a criteria system for identifying and dividing  maintenance needs into high, medium, and low priorities. Maintenance priorities will be based solely on the four  categories assessed during the project field work. The findings will be presented in a Draft Priority Maintenance  Memorandum.    The draft priority maintenance recommendations will be reviewed with the Town to ensure that they are consistent  with local objectives and understood by all participants.  Task 3.2 Final Priority Maintenance Recommendations Memorandum  Based on a set of consistent and consolidated comments provided by the Town, Alta will prepare a Final Priority  Maintenance Recommendations Memorandum.  Deliverables:   Draft and Final Priority Maintenance Recommendations Memorandum in PDF format  Proposed Schedule  Alta Planning + Design proposes to complete the scope of work by February 24, 2017. This schedule does not take  into account potential weather delays. The spreadsheet below shows the detailed schedule by task/sub‐task.        1 Pathway Inventory and Assessment 1.1 Background Data Collection 1.2 Inventory and Assessment Field Work 2 GIS Mapping 2.1 GIS Mapping 2.2 Pathway Mapbook 3 Pathway Maintenance Priority Recommendations 3.1 Draft Pathway Maintenance Priority Recommendations 3.1 Final Pathway Maintenance Priority Recommendations Task 2016 DEC 2017 JAN FEB   www.altaplanning.com  Proposed Fee  The fee for this work shall not exceed $21,496.  The spreadsheet below provides a breakdown and hourly billing rate  for the staff assigned to this work.    Principal- in- Charge Project Manager Planner GIS Hugh Louch Brian Burchfield Lola Torney Zach Robinson 2017 Hourly Rate*$275 $127 $108 $88 1 Pathway Inventory and Assessment 2 24 68 16 110 $12,350 1.1 Background Data Collection 2 8 4 16 30 $3,406 1.2 Inventory and Assessment Field Work 0 16 64 0 80 $8,944 2 GIS Mapping 1 6 2 20 29 $3,013 2.1 GIS Mapping 0 4 2 8 14 $1,428 2.2 Pathway Mapbook 1 2 0 12 15 $1,585 3 Pathway Maintenance Priority Recommendations 3 16 20 7 46 $5,633 3.1 Draft Pathway Maintenance Prioirity Recommendations 2 12 12 4 30 $3,722 3.1 Final Pathway Maintenance Prioirity Recommendations 1 4 8 3 16 $1,911 Staff Hours 6 46 90 43 185 $20,996 Reimbursable Expenses & Travel $500 Project Total $1,650 $5,842 $9,720 $3,784 $21,496 GENERAL NOTES: * Hours and staff assignments can be adjusted by the consultant as needed to implement the tasks described during the course of the project. * Hourly rates are for calendar year 2017, and w ill be adjusted if w ork is continued into subsequent year(s). TASK Total Task Fee Task Hours Alta Planning + Design TOWN OF LOS ALTOS HILLS Staff Report to the City Council AGENDA ITEM #4.F December 15, 2016 SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH ALTA PLANNING+ DESIGN INC FOR A GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED INVENTORY AND ASSESSMENT OF THE TOWN PATHWAY SYSTEM FROM: Allen Chen, Public Works Director ~ APPROVED: Carl Cahill, City Manager C., L~ RECOMMENDATION: Adopt a Resolution, authorizing the City Manager to execute a professional services contract with Alta Planning + Design Inc. for an amount not to exceed $21,496 for providing a GIS based inventory and assessment of the Town's existing pathway system. BACKGROUND: Based on Council direction and a recommendation from the Pathway Committee, staff sought bids for services to complete an inventory of the Town's existing pathway system. DISCUSSION: The inventory will locate and assess existing pathways based on their type and current condition. The inventory will be based on in-field assessments and will be provided in a GIS format with integrated functionality to the Town's existing database. The Town received two bids; one from Alta Planning+ Design (in the amount of$21,496) and one from Trail People (in the amount of $29 ,910). Staff reviewed both proposals and selected the contract proposal by Alta Planning + Design Inc. FISCAL IMP ACT: The 2015-16 Capital Budget includes $50,000 for Pathway Geographical Information System (GIS) project. There is sufficient funds for this project. ATTACHMENT: Resolution Alta Planning + Design Inc. signed contract Attachment 1 RESOLUTION NO. ---- A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH ALTA PLANNING+ DESIGN INC. FOR A GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED INVENTORY AND ASSESSMENT OF THE TOWN PATHWAY SYSTEM WHEREAS, the City Council authorized staff to seek service to complete an inventory and assessment of the Town's pathway system; and WHEREAS, the 2015-16 Capital Budget includes $50,000 for Pathway Geographical Information System (GIS) project; and WHEREAS, the inventory and assessment would be an asset to the Town and its residents; and WHEREAS, the Town will administer the consultant services contract. NOW, THEREFORE, by the City Council of the Town of Los Altos Hills that the City Manager is hereby authorized to execute necessary consulting services contract in an amount not to exceed $21,496 for a GIS based inventory and assessment of the existing pathway system on behalf of the Town of Los Altos Hills: PASSED AND ADOPTED this ____ day of _____ , 2016 By: _____________ _ Mayor ATTEST: City Clerk CONSUL TING SERVICES AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND AL TA PLANNING + DESIGN, INC. Attachment 2 THIS AGREEMENT for consulting services is made by and between the Town of Los Altos Hills ("Town") and Alta Planning + Design, Inc. ("Consultant") (together sometimes referred to as the "Parties") as of December 19, 2016, (the "Effective Date"). Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to Town the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on May 31, 2017, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the T awn's right to terminate the Agreement, as referenced in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged. 1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that Town, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from Town of such desire of Town, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. Town hereby agrees to pay Consultant a sum not to exceed$ 21,500, notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. Town shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from Town to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to Town in the manner specified herein. Except as specifically authorized by Town in writing, Consultant shall not bill Town for duplicate services performed by more than one person. Consultant and Town acknowledge and agree that compensation paid by Town to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 1of13 including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. Town therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2. 1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: • Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; • The beginning and ending dates of the billing period; • A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; • At Town's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; • The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder; • The Consultant's signature; • Consultant shall give separate notice to the Town when the total number of hours worked by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours within a 12-month period under this Agreement and any other agreement between Consultant and Town. Such notice shall include an estimate of the time necessary to complete work described in Exhibit A and the estimate of time necessary to complete work under any other agreement between Consultant and Town, if applicable. 2.2 Monthly Payment. Town shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. Town shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Payment. Town shall pay the last 10% of the total sum due pursuant to this Agreement within 60 days after completion of the services and submittal to Town of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. Town shall pay for the services to be rendered by Consultant pursuant to this Agreement. Town shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. Town shall make no payment for any extra, further, or additional service pursuant to this Agreement. Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 2of13 In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit B. 2.6 Reimbursable Expenses. Reimbursable expenses are specified below, and shall not exceed $600 Expenses not listed below are not chargeable to Town. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the Town or Consultant terminates this Agreement pursuant to Section 8, the Town shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. Town shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. Town shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with Town employees and reviewing records and the information in possession of the Town. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of Town. In no event shall Town be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide proof satisfactory to Town of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 3of13 the Town. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence that such insurance is in effect to Town. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement. 4. 1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than $1 ,000,000 per accident. In the alternative, Consultant may rely on a self- insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the Town and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than $1 ,000,000 per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles. 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering comprehensive General Liability on an "occurrence" basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001, Code 1 (any auto). No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy: Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 4of13 a. The Insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. b. Town, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired, or borrowed by the Consultant c. For any claims related to this Agreement or the work hereunder, the Consultant's insurance covered shall be primary insurance as respects the Town, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Town, its officers, officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. d. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days' prior written notice has been provided to the Town. 4.3 Professional Liability Insurance. 4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than $1 ,000,000 covering the licensed professionals' errors and omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant shall purchase an extended period coverage for a minimum of five years after completion of work under this Agreement. d. A copy of the claim reporting requirements must be submitted to the Town for review prior to the commencement of any work under this Agreement. Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 5of13 4.3.3 Additional Requirements. A certified endorsement to include contractual liability shall be included in the policy 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:Vll. 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish Town with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the Town does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant's obligation to provide them. The Town reserves the right to require complete copies of all required insurance policies at any time. 4.4.3 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of Town for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the Town, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the Town guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4.4.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting" policy limit (i.e. limit that is eroded by the cost of defense). 4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation. The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the consultant, its employees, agents, and subcontractors. 4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. Consulting Services Agreement between Town of Los Altos Hills and Alta Planning + Design, Inc [December 19, 2016] Page 6of13 4.5 Remedies. In addition to any other remedies Town may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Town may, at its sole option exercise any of the following remedies, which are alternatives to other remedies Town may have and are not the exclusive remedy for Consultant's breach: • Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; • Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or • Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall, to the fullest extent allowed by law, with respect to all Services performed in connection with this Agreement, defend with counsel acceptable to Town, indemnify, and hold Town, its officers, employees, agents, and volunteers, harmless from and against any and all claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, ("Claims"). Consultant will bear all losses, costs, damages, expense and liability of every kind, nature and description that arise out of, pertain to, or relate to such Claims, whether directly or indirectly ("Liability"). Such obligations to defend, hold harmless and indemnify the Town shall not apply to the extent that such Liabilities are caused by the sole negligence, active negligence, or willful misconduct of the Town. With respect to third party claims against the Consultant, the Consultant waives any and all rights of any type of express or implied indemnity against the lndemnitees. Notwithstanding the forgoing, to the extent this Agreement is a "construction contract" as defined by California Civil Code section 2783, as may be amended from time to time, such duties of Consultant to indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782. Section 6. 6.1 STATUS OF CONSULTANT. Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of Town. Town shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise Town shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other Town, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by Town, including but not limited to eligibility to enroll in the California Public Employees Retirement Consulting Services Agreement between [December 19, 2016] Page 7of13 Town of Los Altos Hills and Alta Planning+ Design, Inc System (PERS) as an employee of Town and entitlement to any contribution to be paid by Town for employer contributions and/or employee contributions for PERS benefits. 6.2 Consultant Not an Agent. Except as Town may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of Town in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind Town to any obligation whatsoever. Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws and regulations applicable to the performance of the work hereunder, including but not limited to, the California Building Code, the Americans with Disabilities Act, and any copyright, patent or trademark law. Consultant's Failure to comply with any law(s) or regulation(s) applicable to the performance of the work hereunder shall constitute a breach of contract. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which Town is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to Town that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to Town that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from Town. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 8of13 Section 8. 8.1 Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. TERMINATION AND MODIFICATION. Termination. Town may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon days' written notice to Town and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; Town, however, may condition payment of such compensation upon Consultant delivering to Town any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the Town in connection with this Agreement. 8.2 Extension. Town may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if Town grants such an extension, Town shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, Town shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. Town and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to Town for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between Town and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, Town's remedies shall include, but not be limited to, the following: Consulting Services Agreement between Town of Los Altos Hills and Alta Planning + Design, Inc [December 19, 2016] Page 9of13 Section 9. 9.1 9.2 9.3 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that Town would have paid Consultant pursuant to Section 2 if Consultant had completed the work. KEEPING AND STATUS OF RECORDS. Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the Town. Consultant hereby agrees to deliver those documents to the Town upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the Town and are not necessarily suitable for any future or other use. Town and Consultant agree that, until final approval by Town, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the Town under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the Town. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of Town or as part of any audit of the Town, for a period of 3 years after final payment under the Agreement. Consulting Services Agreement between [December 19, 2016] Page 10of13 Town of Los Altos Hills and Alta Planning + Design, Inc Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Santa Clara or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of Town or whose business, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any Town official in the work performed pursuant to this Agreement. No officer or employee of Town shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous 12 months, an employee, agent, appointee, or official of the Town. If Consultant was an employee, agent, appointee, or official of the Town in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code § 1090 et seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 11of13 of expenses, and Consultant will be required to reimburse the Town for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Public Works Director/City Engineer ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.10 Notices. Any written notice to Consultant shall be sent to: Alta Planning+ Design, Inc Contract Administrator 711 SE Grand Avenue Portland, OR 97214 Any written notice to Town shall be sent to: Town of Los Altos Hills Attn: Allen Chen, Public Works Director/City Engineer 26379 Fremont Road Los Altos Hills, CA 94022 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility," as in the following example. Seal and Signature of Registered Professional with report/design responsibility. 10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A and B represents the entire and integrated agreement between Town and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. Exhibit A Exhibit B Scope of Services Payment Schedule Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Page 12of13 10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. The Parties have executed this Agreement as of the Effective Date. TOWN OF LOS ALTOS HILLS Carl Cahill Town Manager Attest: Deborah Padovan City Clerk Approved as to Form: Steven T. Mattas, Town Attorney 1071914. 1 Consulting Services Agreement between Town of Los Altos Hills and Alta Planning + Design, Inc Alta Planning + Design, Inc Brett Hondorp Vice President as duly authorized [December 19, 2016] Page 13of13 EXHIBIT A SCOPE OF SERVICES Consulting Services Agreement between Town of Los Altos Hills and Alta Planning+ Design, Inc [December 19, 2016] Exhibit A Attachment 1-Work Plan Task 1 Pathway Inventory and Assessment Task 1.1 Background Data Collection Alta, with assistance from the Town, will gather and organize existing pathway data including the amended Master Path Plan from October 26, 2016. The data will be compiled into base information to be utilized during Task 1.2 Inventory and Assessment Field Work. Task 1.2 Inventory and Assessment Field Work Alta staff will survey the 90 miles of pathway as documented on the amended Master Path Plan. Pathways will be surveyed by bicycle and on foot. We will stop and document each unique pathway condition via the process described below. A significant change in pathway width, surface material or condition will differentiate one segment from another. For example, the one mile-segment of stabilized decomposed granite path along West Fremont Road near Gardner Bullis Elementary School will likely be considered one single segment because it's width, surface, and condition are consistent throughout. Alta will record the inventory and assessment data collected via the ArcGIS Collector application. This app allows information to be input to the shapefile via a smart phone or tablet. The condition of the pathway system will be accessed based on four categories to be provided by the Town. Potential categories may include: • Path Width • Path surface material • Path surface condition • Vegetation encroachment • Presence of landscaped space between path and roadway Assumptions: • This task assumes that the digital information displayed on the Master Path Plan will be made available to Alta in AutoCAD format. Task 2 GIS Mapping Task 2.1 GIS Mapping Alta will provide the Town with electronic data in GIS format. The data will include all of the information collected during our field work displayed and organized in an easy to read format. Task 2.2 Pathway Mapbook Alta will create a series of tiled maps at a large enough scale to identify what side of the roadway the pathway is located. Maps will be based on our electronic data collected during the inventory phase and will include the categories determined in partnership with the Town. www.altaplanning.com Deliverables: • Pathway Inventory and Assessment GIS Shapefile • Pathway Mapbook Task 3 Pathway Priority Maintenance Recommendations Task 3.1 Draft Priority Maintenance Recommendations Memorandum Based on the existing conditions of each pathway, Alta will develop a criteria system for identifying and dividing maintenance needs into high, medium, and low priorities. Maintenance priorities will be based solely on the four categories assessed during the project field work. The findings will be presented in a Draft Priority Maintenance Memorandum. The draft priority maintenance recommendations will be reviewed with the Town to ensure that they are consistent with local objectives and understood by all participants. Task 3.2 Final Priority Maintenance Recommendations Memorandum Based on a set of consistent and consolidated comments provided by the Town, Alta will prepare a Final Priority Maintenance Recommendations Memorandum. Deliverables: • Draft and Final Priority Maintenance Recommendations Memorandum in PDF format Proposed Schedule Alta Planning +Design proposes to complete the scope of work by February 24, 2017. This schedule does not take into account potential weather delays. The spreadsheet below shows the detailed schedule by task/sub-task. Task -. -. . . .. 1 Pathway Inventory and Assessment 1.1 Background Data Collection : 1.2 Inventory and Assessment Field Work 2 GIS Mapping. i2.1 GIS Mapping :2.2 Pathway Mapbook 3 Pathway Maintenance Priority Recommendations · 3.1 Draft Pathway Maintenance Priority Recommendations 3.1 Final Pathway Maintenance Priority Recommendations ,,.,,, 2017 ••El .•.. i' j i l i -· I I II • ' www.altaplanning.com Proposed Fee The fee for this work shall not exceed $21'496. The spreadsheet below provides a breakdown and hourly billing rate for the staff assigned to this work. Alta Planning + Design Principal- in- TASK Charge Hugh Louch 2017 Hourly Rate* $275 1 Pathway1nvento.ry,C111d~ses$rnent · · 2 1.1 Background Data Collection : 1.2 Inventory and Assessment Field Work 2 GIS Mapping i2.1 GIS Mapping !2.2 Pathway Mapbook --. ----------------.-- 3 Pathway Maintenanc~ Priority Recommendations :3.1 Drafi Pathway rvlairiie!la!lce PriolrTty Recommendations 3.1 Final Pathway Mair1ienance Prioirity · •Recommendations Staff Hours _ l 2 0 1 0 2 6 Project Manager Brian Burchfield $127 24 8 16 6 4 2 16 12 4 46 Planner GIS Lola Zach Tomey Robinson $108 $88 68 16 4 16 64 0 2 20 2 8 0 12 20 7 12 4 8 3 90 43 Reimbursable Expenses & Travel Project Total $1,650 $5,842 $9,720 $3,784 '.GENERAL NOTES: Task Hours 110 30 80 .. 29 14 15 .... 46 30 16 185 Total Task Fee $12,35()) ' $3,406! $8,944! ,. $3,0131 $1,428j $1,585: ' ,. $5,633! $3,722! $1,911; $20,996 $500 $21,496 •*Hours and staff assignments can be ~djusted by the consultant as 11ee~ed to implemie11t the tasks des_cribed during the course of the project. •*Hourly rates are for calendar year 2017, and w illbe adjusted if work is c;ontinued.into subsequent year(s). www.altaplanning.com EXHIBIT B COMPENSATION SCHEDULE Consulting Services Agreement between Town of Los Altos Hills and Alta Planning + Design, Inc [December 19, 2016] Exhibit B Pathways Committee CIP List May 5, 2016 A. Missing Links 1. Eastbrook at Magdalena, continuing Bob Stutz Path to Magdalena, going west as well as going east, under I280 to Dawnridge. Striping of freeway lanes may help slow traffic and create a better surface for horses. 2. Robleda, between Ciceroni and Fremont. Start setting aside $100K per year and apply for grants (Safe Routes to School). Re-investigate building the path on the opposite side of the street. 3. Create a dedicated path on El Monte from the Foothill College entrance to the Bob Stutz Path trailhead at Stonebrook. 4. Build missing segment from Miraloma to Amigos Court on Summerhill. 5. Build a continuous path on south side of Page Mill road from 13513 to I280. Many segments exist, but some need maintenance and others need to be built to avoid crossing back and forth over Page Mill. 6. Build off-road connection between 13697 La Paloma and Corte Matera over existing easements. 7. Hilltop to Dawnridge. Build off-road connection over existing easements. (Might qualify for Water District funds in 2017 cycle.) B. Revise and Renew 1. Revise descent onto Altamont from Venido Lane off-road path that comes down between 25810 and 25560 Altamont. 2. Work with homeowner to move fence at 27765 Via Ventana, where the off-road path is too narrow for horses. The descent also could be improved within the easement and the oak leaves blown off the descent at regular intervals. C. Negotiate and Create Access 1. Leave room in the budget for projects made possible in annexed areas after a new map is approved. Mora Drive, for example. 2. Open all emergency access routes to pedestrian/equestrian/bicycle use. Dawson to Oak Knoll, for example. 3. Work with City of Los Altos to create a path from the end of Fremont Rd. in LAH into the Redwood Grove in Los Altos. 4. Work with City of Palo Alto to allow residents of LAH to enter main entrance of Foothills Park. D. Maintenance & Enforcement 1. Add sand or small gravel to muddy parts of Bob Stutz Path. 2. Add meaningful signage to Bob Stutz Path at the El Monte trailhead as well as internally. 3. Provide greater enforcement of "no parking on paths" throughout Town. 4. Ensure that native path at 12838 Concepcion gets installed and trees trimmed.