staff report no. 092-13 - vancouver, washington · 2013-10-10 · staff report 092-013 october 14,...

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STAFF REPORT NO. 092-13 TO: Mayor and City Council DATE: 10/14/2013 FROM: Eric Holmes, City Manager Subject: Professional services agreement for engineering designs of street improvements for the Mill Plain Boulevard – 104th Avenue to Chkalov Drive. Project No. 071223 in the Six Year Transportation Improvement Plan. Objective: To award a professional services contract with Harper Houf Peterson Righellis Inc. (HHPR) for design, environmental studies and permits, and project coordination for Mill Plain Boulevard – 104th Avenue to Chkalov Drive, as solicited under RFQ #11-13. Present Situation: Preparation of final engineering designs, completion of environmental studies and permits, and right-of-way acquisition are the next steps in the execution of the Mill Plain Boulevard project. On April 10, 2013, the City received five qualification statements for Mill Plain Boulevard. The qualification statements were evaluated based on experience, project understanding, public process and approach to the project. HHPR was selected to provide professional services for the Mill Plain Boulevard Project. The amount of the contract shall not exceed $736,827 and will be billed on a time and material basis in accordance with the attached scope and fee schedule. Washington Department of Transportation (WSDOT) will perform a desk review evaluation on HHPR in accordance with the Local Agency Guidelines (LAG) Manual. Any changes to the hourly rates as a result of the desk review will be reflected in final billings for the project. Advantages: 1. Begins preparation of final engineering designs and completion of environmental studies and

permits and begins right-of-way acquisition for Mill Plain Blvd. between 104th Avenue and Chkalov Drive.

2. Utilizes available grant dollars for design and right-of-way acquisition, and prepare documents for construction.

3. Begins project coordination and communication between City staff, design consultants, neighborhood residents, businesses, utilities, stakeholders, and other agencies.

Disadvantages: None known. Budget Impact: The project currently has funding allocated through Federal Surface Transportation Program (STP), State Highway Safty Improvement Program (HSIP) and local funds. Expenses for this project are included in the Transportation Capital Fund Budget. Prior Council Review: 1. Approval of the 2013 - 2014 budget, which contained the referenced project. 2. Approval of the 2014 - 2019 Transportation Improvement Program (TIP) – Resolution No.

M-3796 (6/17/2013).

Staff Report 092-013 October 14, 2013 of 2 3. City Council Workshop on October 7, 2013 – Key Upcoming Transportation Projects. Action Requested: On October 14, 2013, award a professional services agreement with HHPR Inc., of Vancouver, Washington, in an amount not to exceed $736,827. Attachments: Scope of Services & Fee Schedule

SCOPE OF WORK – Mill Plain (104th Avenue to Chkalov Drive)

SCOPE OF WORK

CITY OF VANCOUVER, WASHINGTON MILL PLAIN BLVD – 104TH AVE TO NE CHKALOV DR IMPROVEMENTS

PROJECT DESCRIPTION/BACKGROUND The proposed Project from 104th Avenue to NE Chkalov Drive will upgrade Mill Plain Blvd and improve safety and increase capacity. Roadway, traffic signal, access management and freeway on-ramp modifications will provide enhanced safety and minimize delay along the Mill Plain Boulevard corridor. The consultant will review the proposed cross sections in the 20-year Transportation Improvement Plan and compare these classifications to existing transportation modeling. The consultant shall perform “Travel Demand Validation” of these lane configurations and prepare a supporting Access Management Plan. Design engineering including, review, preliminary engineering, right of way plans and final PS&E shall be developed. An environmental evaluation, permitting and required Federal documentation will be part of this project. A public involvement/agency coordination process shall also be performed as part of the Consultant contract. Design services during construction will be included in the scope of work. Unique features of this Project include traffic signal modification, Washington State Department of Transportation (WSDOT) on ramp modifications, intersection reconstruction, intersection closure, right-of-way requirements, drainage, environmental evaluation, pedestrian facilities, right of way purchase, utility relocation including a potential cell tower relocation and public/agency involvement. Improvements made to Mill Plain Blvd will benefit the many street corridors that connect to it and access to I-205. The Project shall include coordination with the Evergreen Public School District, the Vancouver School District, the Southwest (SW) Washington Medical center, local neighborhood associations, WSDOT, commercial and residential properties and other agencies. This coordination will be essential to the success of this Project. SECTION 1: PROJECT MANAGEMENT AND ADMINISTRATION The selected Consultant shall perform the following tasks involved in the roadway design of the Project: Project Management • The Consultant shall provide management, coordination, and direction to the Project team in order to complete the project on time and within budget. The City fosters a partnership approach of all stakeholders in the project. The Consultant shall integrate this strategy into the overall management approach.


• The Consultant shall prepare monthly progress reports. • The Consultant shall schedule project team meetings and prepare meeting agendas. This includes a project kick-off meeting, monthly progress meetings, public meetings and open houses, and coordination meetings. Assumption (number and duration):

• Kick off meeting – (1 @ 3 hrs) • Coordination meeting (bi-monthly over 30 month project duration prior to bidding)

– (15 @ 2 hrs) • Stakeholder Workshops – (2@ 4 hrs) • Public Meetings (Open Houses) – (3 @ 4 hrs)

• The Consultant shall establish a quality management program, and designate responsibility for review of technical work and other deliverable products. Project Coordination • The Consultant shall organize and hold project meetings with key Project team members, as well as representatives from the City of Vancouver and other agencies as needed. These meetings shall have specific agendas addressing and resolving Project issues as they are encountered. Assumption (number and duration):

• Design Review/Progress meetings (bi-weekly over 12 month design period) – (24 @ 2 hrs)

• The Consultant shall coordinate Project activities with the City. This shall include using bi-weekly meetings to plan and coordinate upcoming activities. Assumption: Included with “Design Review/Progress Meetings” noted under Project Coordination. • The Consultant shall coordinate with private and public utilities, including power, phone, cable, gas, and other utilities. • The Consultant shall coordinate with C-TRAN, the Evergreen Public School District, the Vancouver school district and the SW Washington Medical Center. • It is not anticipated that an intersection justification report/revision will be needed. The Consultant shall coordinate with WSDOT to confirm that work on the I-205 Southbound on-ramp will not require revising the interchange access plans. If it is determined that interchange justification or revision is required during the contract the scope of work will be amended and the City will take a lead role in processing the revision. Refer to “Transportation Engineering” task under Section 2 provided by DKS).


• The Consultant shall coordinate with property owners adjacent to the project who will be affected by the roadway design. Prior approval from the City’s Project Manager will be required before any contact with neighborhood associations or private property owners occurs. Assumption – the majority of property/business owner coordination will be accomplished with the “Stakeholders Workshops” noted under Section 4 below. For estimating purposes, an addition 24 hours will be budgeted for this task. Project Scheduling • The Consultant shall prepare and submit an activities list and schedule to the City immediately following the Notice to Proceed. The schedule shall show appropriate milestones for the Project, including intermediate and final submittal dates for design documents, and key decision points. • The Consultant shall revise the schedule to reflect changes in the Project milestones and timelines. For this Project, it is estimated that the Notice to Proceed will be given by July 1, 2013. Section 1 Deliverables:

1. Meeting Minutes 2. Monthly Progress Reports (as required) 3. Project Schedule

SECTION 2: DESIGN ENGINEERING AND RIGHT-OF-WAY PLANS TRANSPORTATION ENGINEERING – Traffic Analysis, Signals, Lighting, PSE (The following Transportation Engineering services will be provided by DKS Associates) DKS will conduct a traffic analysis for the project including a review of existing conditions and future traffic demand forecasting. Based on the outcome of the traffic analysis, DKS will develop final plans, specifications and cost estimates (PS&E) for the traffic signal modification at the intersection of 104th Avenue/Mill Plain Boulevard, removal of an existing signal at the intersection of 105th Avenue/Mill Plain Boulevard, traffic signal loop replacements at the I-205 SB Ramps, traffic signal loop replacements at the I-205 NB Ramps, fiber optic interconnect, roadway lighting, signing, and striping. Traffic signal modifications at the intersection of the I-205 SB Ramps/Mill Plain Boulevard, development of a rectangular rapid flashing beacon on the I-205 SB On-Ramp, and traffic signal loop replacement at Chkalov Drive have been included as contingency items. Submittals for the final PS&E will be provided at the preliminary 60%, 90% and 100% design stages for the traffic related elements of the project. For each review cycle, DKS will provide plans and engineering cost estimates. For each review cycle, DKS will respond to one set of compiled comments and resubmit the plans to the City for approval. Attendance at review meetings has been included under Section 1.


Preliminary Traffic Analysis and Future Traffic Demand DKS will conduct a traffic analysis to determine the existing and future 2033 operating conditions, intersection layout requirements, lane layout requirements, and estimated queue lengths needed at the study area intersections with the proposed improvements. The key study area intersections include:

• 104th Avenue • 105th Avenue • 107th Avenue • I-205 SB Ramps • I-205 NB Ramps • 2nd Street/105th Avenue (proposed) • Chkalov Drive

As part of the traffic analysis, DKS will conduct an existing conditions inventory of the study area transportation facilities that will include the following:

• Roadway facilities, consisting of the number of travel lanes, lane and shoulder widths, presence of curbs, and bridges (highway) along Mill Plain Boulevard and its intersecting roadways.

• Pedestrian facilities, including the location and width of existing sidewalks, crosswalks and pathways.

• Any interaction / connection with the City’s current or proposed Trail System shall be reviewed.

• Bikeway facilities, including the location of bike lanes and shoulders on Mill Plain Blvd. and intersecting roadways.

• Transit routes that run along or intersect Mill Plain Blvd. The location of routes and transit stops shall be identified.

The existing signalized and unsignalized intersections shall be evaluated to determine how they will operate with the projected traffic demand and any signal modifications shall be identified which may be needed in order to meet the future traffic demands. The traffic analysis will include determining level of service, delays, queue length and other operational parameters for both existing and future 2033 conditions at key intersections. Base year and future year 2033 traffic forecasts and turning movements will be obtained at key intersections from the Emergency Medical Mapping Estimate (EMME) 2 model operated by the Southwest Washington Regional Transportation Council (RTC). To support the traffic analysis task, DKS will obtain the following peak hour turn movement traffic counts:

• Weekday AM peak hour, PM peak hour, midday, and weekend turning movement counts shall be collected at key locations, including the intersections of:

o SE 104th Avenue


o SE 105th Avenue o SE 107th Avenue o SB and NB I-205 Ramps. o Chkalov Drive

In addition, the following classification counts will be obtained:

• 1 - Twenty-four-hour vehicle classification counts on Mill Plain Blvd. between 104th and Chkalov Dr.

DKS will prepare and submit a draft Traffic Analysis Report to the City for review; and shall respond to comments on the draft report and submit a final report. It is assumed that the traffic analysis will be used to identify if there is a need to conduct an interchange justification report (IJR). Development of an IJR has not been included under this Scope of Services. If an IJR is required to be developed, it is understood the City will lead the IJR development and an amendment will need to be made to this Scope of Services for additional services to be provided by DKS. Time has been allocated in the budget (up to 12 hours) for WSDOT coordination. Access Management Plan DKS will assist the City and Harper Houf Peterson Righellis in the development of an Access Management Plan (AMP) for the Project corridor. DKS’s involvement will include input on operational and safety elements related to vehicular travel as well as multi-modal features of the proposed roadway. The effect of driveway design on traffic operations and safety will also be identified. Access management under this scope of services pertains to the properties along the extension of 104th Avenue / 2nd Street, and Mill Plain Boulevard between 105th Avenue and 107th Avenue affected by the I-205 SB Ramp Realignment. DKS has allocated 30 hours to this task. Traffic Signal Design DKS will develop plans for the removal of the existing signal and design of a new signal at the intersection of 104th Avenue/Mill Plain Boulevard. DKS will also develop plans for the removal of the existing traffic signal system at the intersection of 105th Avenue/Mill Plain Boulevard. Traffic signal loop replacements will be designed at the Mill Plain Boulevard intersections with the I-205 SB Ramps and I-205 NB Ramps. DKS will attend a design conference with the City Traffic Engineer prior to traffic signal modification design begins. DKS will coordinate closely with City of Vancouver traffic engineers to determine design requirements for the proposed traffic signal. As part of the proposed traffic signal, intersection safety lighting will be designed for the intersection. DKS will review utility locations and will work with the Clark Public Utilities to identify electrical service locations. DKS will also identify other utility conflicts that will need to be resolve prior to actual traffic signal improvements are constructed.


DKS will design traffic signal fiber optic communications (traffic signal interconnect) along Mill Plain Boulevard. It is anticipated this work will include improvements at the intersections of 104th Avenue/Mill Plain Boulevard and 105th Avenue/Mill Plain Boulevard. The traffic signal communications design will consist of junction boxes, conduits, fiber optic cable, edge switches, splice locations, fiber optic splice and logic diagrams. DKS will review the communications network for the project area to determine the connection requirements within the proposed traffic signal cabinets. The traffic signal and communications design will follow the current City of Vancouver Design Standards. A geotechnical study for traffic signal foundation design will be required as part of the traffic signal design. It is our understanding that a geotechnical study will be provided under separate contract. This Scope of Services does not include the design of special foundations. All foundation designs will follow WSDOT Standard Plans. Traffic signal plans to be developed under this Scope of Services are listed under the “Plans” Section. Street Lighting Design DKS will prepare roadway lighting plans to identify locations where new lighting is to be added and where existing lighting is to be removed or modified. This will include the area from the intersection of 105th Avenue/Mill Plain Boulevard to the east end of the ramp realignment at the I-205 SB On-Ramp. A design conference with the City Traffic Engineer and Clark Public Utilities shall be required before design begins. A roadway lighting analysis will be conducted using AGI32 software for each location that lighting is to be modified. A draft lighting memorandum documenting the results of the lighting analysis will be prepared. This memorandum will be required to be submitted to WSDOT for the I-205 On-Ramp realignment. DKS will respond to comments on the draft lighting memorandum and will submit a final memorandum to the Agency. The lighting plans shall identify pole types, conduit, junction boxes, wiring, and power sources. DKS will coordinate with Clark Public Utilities to confirm power service locations. DKS will work with other local utilities to resolve possible utility conflicts with the roadway lighting circuits. Once power service locations have been identified, DKS will perform voltage drop calculations to determine required lighting circuits, wire sizes, junction box locations, and conduit sizes. Street lighting plans to be developed under this Scope of Services are listed under the “Plans” Section. Signing and Striping Design DKS will prepare permanent signing and striping plans along Mill Plain Boulevard within the project limits from approximately 300 feet west of the 104th Avenue/Mill Plain Boulevard intersection to the stop bar on the west approach of the intersection of Chkalov Drive/Mill Plain Boulevard. DKS will also develop striping for 105th Avenue between Mill Plain Boulevard and 2nd Avenue as well as the proposed south leg of 104th Avenue from Mill Plain Boulevard to 105th


Avenue. The signing and striping will be designed to meet current City of Vancouver and MUTCD Standards. Special attention shall be paid to all intersection transitions, to ensure safe and smooth traffic flow for all designed sections of the improvement. Signing under this Scope of Services does not include the design of major overhead sign structures with the exception of new sign panel designs. Signing and striping plans to be developed under this Scope of Services are listed under the “Plans” Section. Temporary Traffic Control Under this task DKS will prepare up to five traffic control plan sheets for the Mill Plain Improvements. DKS will work with the project team to identify the concepts for the traffic control plans. Plan sheets will show the minimum temporary traffic control required for the proposed improvements. All traffic control plans will meet the requirements of the City of Vancouver and the MUTCD (Manual of Uniform Traffic Control Devices) current version. Plans are assumed to be developed for the following:

• Advanced signing and construction staging • I-205 SB On-Ramp Realignment • I-205 NB On-Ramp EB to NB Left Turn Lane Extension

It is assumed that temporary traffic control for all other improvements will be conducted via WSDOT Standard Plans; temporary traffic control will consist of individual lane closures with the exception of the removal of mast arms and sign bridges; and that the Contractor will be required to submit plans for approval. Temporary traffic control plans to be developed under this Scope of Services are listed under the “Plans” Section. Plans Base plans showing curbs, sidewalks, right-of-way, and existing utilities will be provided by Harper Houf Peterson Righellis in AutoCAD format. DKS will follow the City of Vancouver drafting standards for the design drawings for the Project. DKS will develop plans for City review and approval for each submittal. The traffic related plans will include the following:

• 104th Avenue/Mill Plain Boulevard: o Traffic Signal Plan – One plan sheet (1”=20’ full size) o Traffic Signal Detector Plan – One plan sheet (1”=30’ full size)

• 105th Avenue/Mill Plain Boulevard: o Traffic Signal Removal Plan – One plan sheet (1”=20’ full size)

• I-205 SB Ramps/Mill Plain Boulevard: o Traffic Signal Detector Plan – One plan sheet (1”=30’ full size)


• I-205 NB Ramps/Mill Plain Boulevard: o Traffic Signal Detector Plan – One plan sheet (1”=30’ full size)

• Traffic Signal Detail Sheets – Three plan sheets (NTS) • Interconnect Plans – Two plan sheets (1”=30’ full size) • Logic Diagram – One plan sheet (NTS) • Splice Diagram – One plan sheet (NTS) • Street Lighting Plans – Two Plan Sheets (1”=30’ full size) • Street Lighting Details – One plan sheet (NTS) • Signing and Striping Plans – Six plan sheets (1”=20’ full size) • Signing Details – One plan sheet (NTS) • Striping Details – Two plan sheets (NTS) • Temporary Traffic Control: Advanced signing and construction staging – One plan

sheet (NTS) • Temporary Traffic Control: I-205 SB On-Ramp Realignment – Two plan sheets (1”=50’

full size) • Temporary Traffic Control: I-205 NB On-Ramp EB to NB Left Turn Lane Extension –

Two plan sheets (1”=50’ full size) Special Provisions DKS will prepare Project Special Provisions as required by the design for traffic related elements. DKS will submit an outline for the specifications at the 60% design stage. Project specifications shall comply with the City of Vancouver Standard Specification format and a first draft shall be turned in with the 90% plans. DKS will be responsible for updating the Amendments and General Special Provisions to current Washington State Department of Transportation Standard Specifications for Road, Bridge, and Municipal Construction for traffic related elements. Cost Estimate DKS shall prepare cost estimates at the completion of preliminary design 60%, 90% and 100% design stages for the traffic related elements of the project. Itemized quantities shall be computed at the 90% stage. DKS will prepare a cost analysis using unit prices from the City and WSDOT the American Public Works Association (APWA) bid tabulations for inclusion with the Engineer’s estimates for the Project. Project Management DKS will provide management and coordination of traffic related elements both internally and with the overall project team. This will allow for key Project issues to be addresses in a timely manner. Meetings DKS will attend up to 7 meetings during the course of the Project. The meetings and their duration including travel time are as follows:

• 1 - Kick-off meeting (3 hours) • 2 - Public meetings (3 hours each) • 4 - Review/coordination meetings (3 hours each)


The two public involvement meetings to be attended by DKS are anticipated to include the following:

• The first open house shall be held at the beginning of the preliminary design process. The purpose of the first open house will be to introduce the Project to the public, listen to concerns and gather information relative to issues which need to be addressed.

• The second open house shall be held at the 50% design completion. The purpose of the second open house will be to present and discuss the proposed alignment and design choices and to receive public feedback.

Deliverables (DKS):

• Traffic Counts • Draft Traffic Analysis Report • Final Traffic Analysis Report • Up to 24 support hours for the Access Management Plan • Traffic Signal, Traffic Signal Removal, Roadway Lighting, Fiber Optic

Communication, Signing, and Striping (60%, 90%, and 100% Design Stages) • Temporary Traffic Control Plans (starting at 90% Design Stage) • Draft Lighting Analysis Memorandum • Final Lighting Analysis Memorandum • Special Provisions Outline (starting at 60% Design Stage) • Special Provisions (90% and 100% Design Stages) • Construction Cost estimate (60%, 90%, and 100% Design Stages)

ROADWAY ENGINEERING – Investigation, R/W Documents, Street, Drainage, Utilities, PSE Site Investigation, Utility Data Collection, and Coordination • The Consultant shall perform necessary site investigation to review existing information and standards to fully understand the issues, challenges, and processes previously established. The Consultant shall obtain all available utilities’ records within the Project boundaries from the individual companies and review them. The Consultant shall work directly with the owners of existing utilities to identify requirements related to their relocation or modification. • The Consultant shall prepare a Utility Conflict Report. Utility conflict letters shall be sent to the affected utility companies describing the conflicts that exist and the required adjustments to eliminate the conflict. A schedule for making the necessary adjustments prior to the beginning of road construction shall be prepared. • Design plans shall be sent to the utility companies at the completion of preliminary design 30%, 60%, 90%, and 100% completion stages. Copies of the plans and utility correspondence shall be forwarded to the City. • The Consultant shall coordinate the modifications or relocation of the cell tower. Relocation, design and processing by cell tower owner.


Assumption: It is anticipated that three (3) utility coordination meetings shall be held for this project. Hydraulics, Hydrology, Water Resources, and Water Quality • Available data relating to the drainage and water resources for the Project area shall be collected and reviewed from Federal, State and local agencies. Existing and proposed drainage features and information on drainage problem areas shall be incorporated into the Project plan and profile sheets. • A preliminary Hydrology Report shall be prepared containing all drainage calculations for the Project. Two (2) copies shall be submitted for City review and comment. Three (3) copies of the final report shall be submitted when revised. Right of Way Plans • Preliminary right of way plans will be submitted at approximately 60% design stage showing impacted properties, areas of take and remainder • Final Right of Way Plans shall be submitted to the City at the 90% design stage. The plans shall identify each parcel along the roadway, parcel numbers and areas, take areas, remainder areas, existing and proposed easements, alignment, right of way lines, temporary construction permit limits, existing trees, fences, and any other private improvements affected by the Project. • All necessary exhibits for right of way tasks, easements and temporary entry/construction permits shall be prepared by the Consultant. The City will provide services for legal descriptions, property appraisals, negotiations, and acquisitions. • The City will provide the Consultant with sample right-of-way plans and exhibits to use as guidelines for Right-of-Way Plan preparation. Assumption – It is anticipated that property may be acquired from up to thirteen (13) properties, requiring four (4) R/W plans at 1”=20’. Access Management Plan Assumption: Access management under this scope of services pertains to the properties along Extension of 104th/2nd Street and Mill Plain Boulevard between 105th and 107th Avenue. • The Consultant will assist the City with the development of an Access Management Plan (AMP) for the properties impacted by the extension of 104th and lengthening of the I-205 southbound ramp. This will include a description of the relationship of access management to the daily operational safety of vehicular travel as well as multi-model features of the proposed roadway. The effect of driveway design on traffic operations and safety will also be analyzed and reported.


• The Consultant will work with City staff and other stakeholders to provide advice and to respond to concerns on the proposed AMP. • The AMP will be developed taking into consideration current conditions, land uses, agreements, as well as other projected and anticipated transportation plans. • The Consultant will review the City’s existing design and development codes, identifying any shortcoming(s) in these codes which would limit the implementation of the AMP. This work will include the following:

• A review and evaluation of the City’s Comprehensive Plan and Development Ordinance. • A review and evaluation of the applicable sections of the City of Vancouver Municipal Code. • Coordination with City’s Transportation Services Traffic Division to determine applicability of the AMP to the Project corridor.

Intersection and Street Layout Design (30%) • The Consultant shall develop preliminary Intersection and 104th Avenue / 2nd Street Extension plans for City review and approval. The Consultant shall revise the preliminary plan as necessary to respond to review comments and resubmit the plans to the City for approval. • It is anticipated that the intersection with 105th Avenue will be limited to right turn movements’ only and 105th Avenue traffic will be routed onto 104th Avenue. It is also anticipated that the intersection with 107th Avenue will be closed and 107th Avenue traffic will be routed onto 104th Avenue. • Special attention shall be paid to all intersection transitions, to ensure safe and smooth traffic flow for all designed sections of the improvement. Alignment and Grade • Horizontal and vertical alignments shall be approved by the City prior to continuation beyond the 60% design. This shall include designing connections to cross streets. Roadway Plans • The City will provide the Consultant with all required field survey work, including topographic and existing right of way mapping. The City will provide electronic files of the existing survey data, digital terrain model and topography in AutoCAD format. •The Consultant shall submit roadway plans to the City for review at the completion of the 60% and 90% design stages. •The Consultant shall follow the City of Vancouver drafting standards for the design drawings for the Project. The roadway plans shall include the following:


Title Sheet: Include an index listing of the plan sheets and a Project vicinity map showing the Project limits. Assumption: Number of sheets is estimated at one (1). Existing Conditions Plans: Includes topographic and right-of-way survey information. Assumption: Number of plan sheets is estimated at six (6) at 1”=20’. Roadway Section, Legend and General Notes: Include legend and general notes sheet and typical cross sections for the roadway, showing pavement type and thickness, pavement widths, curb and gutters, sidewalk, medians, right-of-way, and typical adjacent slopes. Assumption: Number of sheets is estimated at three (3). Right of way Plans: Including owner information and street address. Assumption: Number of plan sheets is estimated at four (4) at 1”=20’. Roadway Plan and Profile Sheets: Include roadway plan and profile sheets at full size (1:20 horizontal, and 1:5 vertical scale). Storm sewer pipes, inlets and manholes may be shown on the plan and profile sheets, or on separate sheets. Treatment facilities shall be included in the plans. Unadjusted earthwork quantities shall be shown on every profile sheet. Removal and demolition items, including the location of existing utilities, with notation of utility work to be performed by others shall be shown on the sheets. Separate utility sheets may be needed. Assumption: Number of plan sheets is estimated at six (6) at 1”=20’. Private Property Plans: Mitigation design and plans for impacts to private property, including driveways (grading/layout), lot grading, drainage, walks, fences, lighting, utility services, and landscape. Assumption: Number of plan sheets is estimated at six (6) at “1= 20’. Resurfacing Plans and Details: Include resurfacing plans and details as required for the Project. Resurfacing will go from the west side of 104th Avenue to the west side of Chkalov Drive (excluding resurfacing of the I-205 bridge structure). The city will provide preliminary plans showing resurfacing work noted. Assumption: Number of plan sheets is estimated at seven (7) at 1”=20”. Water and Sewer Plan and Profile Sheets: Include water and sewer plan/profile sheets at full size (1:20 horizontal, and 1:5 vertical scale). The City will provide the conceptual layout (30% design) of water and sewer lines. The Consultant shall finalize the plans, specifications, and estimates for water and sewer for the Project. Assumption: Number of plan sheets is estimated at three (3) at 1”=20’. Grading and Erosion Control Sheets: Include plans for the entire project showing existing and proposed contours and a layout of the minimum erosion control measures required for construction. Assumption: Number of plan sheets is estimated at six (6) at 1”=20’.


Roadway Landscaping and Irrigation Plan and Details: This includes landscaping design and preparation of plans and details for new roadway landscape strips including water quality and other specific locations as required. Assumption: Number of plan sheets is estimated at six (6) at 1”=20”; and three (3) detail sheets. Structural Retaining Wall, Sound Wall, and Pole Foundation Plans and Details: Includes- • Plans, profiles and details as necessary for retaining walls. • Plans, profiles and details as necessary sound walls. • Plans and details for cantilever sign pole and signal poles. Assumption: Number of plan sheets is estimated at four (4) sheets. Detail Sheets: Prepare additional detail sheets as necessary to depict roadway and other Project elements. Assumption: Number of plan sheets is estimated at ten (10) sheets. Street Lights and Traffic Signal Plans and Details: Include lighting and signal plans and details for the project. Refer to “Transportation Engineering” DKS scope of services described above. Striping and Signing Plans and Details: Prepare channelization and signing plans as required for the Project. Refer to “Transportation Engineering” DKS scope of services described above. Staging Plans and Details: Include traffic control/phasing plans and details, as necessary, for pedestrian, bicycle, and vehicular movements during the project. Include drainage phasing if required. Refer to “Transportation Engineering” DKS scope of services described above.

Cross Sections and Earthwork • The Consultant shall prepare cross-section sheets and earthwork calculations at 25-foot intervals longitudinally, and at points of horizontal and vertical curvature. Specifications • The Consultant shall prepare Project Special Provisions as required by the design. The Consultant shall submit an outline for the specifications at the 60% design stage. Project specifications shall comply with the City of Vancouver Standard Specification format and a first draft shall be turned in with the 90% plans. The Consultant shall be responsible for updating the Amendments and General Special Provisions to current Washington State Department of Transportation Standard Specifications for Road, Bridge, and Municipal Construction.


Cost Estimate • The Consultant shall prepare cost estimates at the completion of preliminary design 60%, 90% and 100% design stages. Itemized quantities shall be computed at the 90% stage. The Consultant will prepare a cost analysis using unit prices from the City and WSDOT the American Public Works Association (APWA) bid tabulations for inclusion with the Engineer’s estimates for the Project. GEOTECHNICAL ENGINEERING – Investigation, Testing, Analysis (The following Geotechnical Engineering services will be provided by GeoDesign Inc.) The Consultant shall perform the following tasks involved in the design of sound and retaining walls, cut and fill stabilization and storm sewer design: Geotechnical Project Management and Coordination • The Consultant shall prepare an exploration plan for any required drilling operations. The plan shall show the proposed drilling locations, anticipated termination depths and other pertinent information. The exploration plan shall be submitted to the City for review and approval prior to commencement of drilling operations near any proposed infiltration areas. • The Consultant shall provide written notice (one-week minimum) to the City regarding drilling operations and provide Traffic Control Plans (TCP) if needed. Geotechnical Site Investigation and Data Collection The Consultant shall obtain and review available geotechnical and geological information, including previous reports for the Project and regulations concerning sampling requirements.

• GeoDesign has worked on several projects in this area of Vancouver, including the I-205/Mill Plain Improvements; SE Mill Plain Boulevard/136th Avenue Improvements; NE 59th Street Alignment and NE 147th Avenue Extension; and Columbia Tech Center/Mill Plain Boulevard Extension through Columbia Tech Center. Some of the explorations completed for the I-205/Mill Plain Improvements will be used to supplement the scope described below.

Field Exploration • The Consultant shall arrange for all required utility location markings. All subsurface exploration necessary for the design of cut and fill areas shall be performed. All geotechnical soil samples shall be collected and labeled for laboratory testing. The Consultant shall provide percolation data where infiltration facilities are proposed. Our specific scope will include.

• Complete explorations at the following locations: • Up to four borings at the intersection of NE 104th Avenue and SE Mill Plain Blvd

up to 25 feet below the ground surface.


• Up to two borings along the new extension of SE 104th Avenue and SE 2nd Street up to 15 feet below the ground surface.

• Up to five borings along the I-205 southbound on-ramp modifications. Up to four of the borings will be for retaining wall design and extend up to 15 feet below the ground surface. One of the borings will be for design of the southbound on-ramp sign and extend up to 25 feet below the ground surface.

• One boring for the street light at the southbound off-ramp up to 15 feet below the ground surface.

• Our explorations completed for the prior (2005) interchange modifications will be used for the proposed light at the I-205 northbound on-ramp.

• Obtain soil samples at 2.5- and 5-foot intervals at each exploration. • Maintain a detailed log of each exploration, visually classify the soil and rock

encountered, obtain soil samples as appropriate for the soil conditions encountered, and observe groundwater conditions in each exploration.

• Complete falling head infiltration testing at up to three of the selected locations. To the extent possible, we will use the infiltration testing we completed in 2005 for interchange modifications east of I-205.

Laboratory Testing • The Consultant shall perform all necessary laboratory tests for stability, settlement and foundation designs. Our specific scope will include.

• Up to forty moisture content tests • Up to six sieve analysis tests • Up to six percent fines (material passing the No. 200 sieve) • Up to two Atterberg Limits

Geotechnical Analysis • Geotechnical engineering analyses shall be accomplished which will lead to the preparation of preliminary findings and recommendations concerning the following:

• Embankment stability, design and construction criteria, including permanent slopes, fill materials (dry and wet weather), compaction criteria, site preparation, estimated settlements, surcharge fills (if appropriate), and earthwork

• Slope stability for temporary and permanent cut slopes with associated sub-drainage, if appropriate

• Lateral earth pressure criteria and stability considerations for retaining wall alternatives • The feasibility of on-site disposal of stormwater and infiltration design criteria, if

appropriate • Geotechnical design criteria for signal post, on-ramp signs, and street lights.


Geotechnical Report Preparation • The Consultant shall prepare a draft Geotechnical Report summarizing all results of the field exploration and laboratory testing program and analysis results, conclusions, recommendations, and comments. Two (2) copies shall be submitted to the City for review and comment. • The Consultant shall incorporate review comments into the Geotechnical Report. Three (3) copies of the Final report shall be submitted to the City. Section 2 Deliverables:

1. Utility Conflict Report 2. Geotechnical Report 3. Hydrology Report 4. Right of Way plans 5. Travel demand validation and Access Management Plan 6. Ultimate lane configuration recommendation along the corridor 7. Roadway Plans 8. Structure plans (retaining walls) 9. Base maps and Horizontal and Vertical control map for survey staking 10. Digital terrain model 11. Cross sections and earthwork calculations 12. Specifications and Cost Estimate

SECTION 3: ENVIRONMENTAL EVALUATION AND PERMITTING It is anticipated that the environmental assessment for the Project will result in a Documented Categorical Exclusion for the National Environmental Policy Act (NEPA), a No Effect letter for the Endangered Species Act (ESA), and a No Effect determination for the Troutdale Sole Source Aquifer. A City Critical Areas Ordinance document and a State Environmental Policy Act (SEPA) Checklist will be prepared for the Project. The Consultant will prepare the National Pollutant Discharge Elimination System (NPDES) application and Storm Water Pollution Prevention (SWPP) Plan for the Project. (Unless otherwise noted, the following Environmental Evaluation and Permitting Services will be provided by Normandeau Associates, Inc.) Review of Previous Environmental Studies • The Consultant will update and verify all aspects of the Environmental studies and Cultural Resource Report that will be prepared for the site. This effort will be accomplished through agency consultation, use of existing databases and, where necessary, from additional fieldwork. The update will be essential to minimize unanticipated permitting or consultation requirements late in the process. Of particular importance will be determining the status of the Project site with regard to Threatened and Endangered Species.


City, County, and State environmental staff will be contacted to obtain and review previous studies completed for other Projects in the area of the proposed Mill Plain Blvd. improvements, including the following:

1. Any existing environmental documentation and reports for the project area

2. City and County critical resource area designation information

3. Natural Heritage Program Database and critical habitat information • Updating requirements will be determined and any gaps in the data identified. This information will be used to avoid duplicating efforts. As far as possible, the previous studies will be used to complete the Local Agency Environmental Classification Summary (LAECS) required by WSDOT to determine what type of documentation is required in order to demonstrate compliance with NEPA requirements. Technical Studies • It is expected that information regarding existing conditions and resources in the Project area will be used as much as possible. The technical studies will supplement existing studies and will be used both for the design and permitting efforts. The Consultant will contact staff at the various agencies to obtain information for the area and the analysis needed to support the assessment documentation. Tree Removal The Project could include tree removal within the right of way. • The Consultant will locate and evaluate trees six inches (6”) in diameter (or greater) at breast height (dbh). An existing conditions plan will be generated locating the trees and reflect impacts caused by Project construction. A tree preservation plan will be prepared (engineering plan sheets) that identifies protection measures proposed for trees to be retained. Location and evaluation information will also be incorporated into the SEPA Checklist and Critical Area Ordinance documents as appropriate. The requirements for mitigation and approval will be address through the SEPA process. • This work is based upon utilizing the proposed alignment and does not include hazard tree evaluations, critical root zone analysis, the design of tree protection structures, or the modification to roadway alignment, slopes, retaining walls, or right of way for the requested protection of trees. This scope includes coordination and drafting of tree protection components on the roadway grading plans and location of trees outside the right of way, if necessary.


NEPA Compliance A meeting will be held with WSDOT Highways & Local Programs staff to discuss the project, LAECS, and potential impacts or concerns. The LAECS will be based on supporting technical information or reports on specific topics. The LAECS has fifteen Environmental Considerations to evaluate. For this project, these will be addressed as follows:

1. Air Quality: based on air report 2. Critical/Sensitive Areas: addressed based on stormwater and hydrology studies/reports

for aquifers, geotechnical study/report for geological hazards, ESA study/report, and Critical Area Ordinance document

3. Cultural Resources/Historic Structures: addressed based on cultural resources report 4. Flood Plains or Ways: not applicable 5. Hazardous and Problem Waste: addressed based on hazardous materials study/report 6. Noise: addressed using noise study/report 7. Parks, Recreation Areas,..., 4(f)/6(f) Lands: addressed based on cultural resources

study/report, GIS databases, and right of way review for design 8. Resource Lands: not applicable 9. Rivers, Streams, or Tidal Waters: not applicable 10. Tribal Lands: addressed based on cultural resources study/report 11. Visual Quality: assumed no change in roadside classification, thus no change and

technical discipline report needed 12. Water Quality/Storm Water: addressed per project stormwater design 13. Previous Environmental Commitments: addressed through discussions with the City 14. Long-term Maintenance Commitments: assumed none 15. Environmental Justice: effects on environmental justice populations may or may not be

disproportionately high or adverse, but public controversy could be high. Thus a discipline report may be appropriate and outreach and public response would be documented with the public involvement summary report.

Environmental Considerations listed as “not applicable” or addressed using other reports or tasks in the scope presumably will not require a technical discipline report. Based on the assumption of a DCE, no discipline reports are needed for social, economic, land use (including plan consistency analysis), or energy issues. It is assumed that the plan consistency determination for the SEPA Checklist will be adequate for the DCE. Assumptions:

• Consultant will attend two coordination meetings with WSDOT to discuss the project. • The City will provide the Purpose and Need Statement for the LAECS. • No formal NEPA Administrative Record will be prepared for the Project. However,

materials that document the process and decisions leading to a NEPA decision may be collected onto a CD or DVD. It may contain materials such as email, faxes, maps, calculations, project team meeting notes, public comments, public notice affidavits, final technical reports, the LAECS, the Endangered Species Act (ESA) compliance document, and the SEPA Checklist.


Threatened and Endangered Species (Endangered Species Act) Compliance: The Consultant will define the action area in compliance with WSDOT Endangered Species Act (ESA) procedures and then conduct research and necessary field surveys to identify federally listed species in the action area. This information will be used to prepare the appropriate compliance document addressing potential impacts to all listed species. The document will meet the needs and requirements of the reviewing agency, U.S. Fish and Wildlife Service (USFWS), National Marine Fisheries Service (NMFS), and WSDOT regulations. (See WSDOT Local Agency Guidelines (LAG) Manual, Chapter 24 for specific procedures at: http://www.wsdot.wa.gov/publications/manuals/fulltext/M36-63/LAGManual.pdf.) It is anticipated that a No Effect Letter determination will be appropriate for this project. The No Effect Letter will address all species listed for Clark County. A simple sentence or two may be included for the species on which the project will have no effect. The Consultant will research information on the location and status of special status plants, fish, and wildlife (i.e. federally listed threatened, endangered or proposed for listing species) target species. Information will be obtained from WDNR (GIS database), WDFW (website), USFWS (website) and NOAA Fisheries (website). The potential direct and indirect effects will be reviewed and analyzed for one Build Option (final alignment) on the target species in terms of individuals, populations, and their functionally suitable habitat (e.g., habitat for documented target species or habitat for target species presumed to occur in the action area). The impacts from clearing of vegetation and associated loss of habitat will be used to evaluate loss. Assumptions:

• All stormwater is infiltrated and a WSDOT HI-RUN model stormwater analysis is not required.

• No pre-consultation meetings with the agencies will be required. • No impacts to anadromous fish species or Essential Fish Habitat.

SEPA Compliance The Project requires preparation of a SEPA Checklist. To the extent possible, previous and current studies and current design information will be used to draft the SEPA Checklist. The Checklist will be prepared in accordance with City and State regulations and policies. It is assumed it will be approved by the City as a Determination of Non-Significance (DNS) or Mitigated Determination of Significance (MDS). A SEPA Checklist includes sixteen environmental elements to be evaluated, some of which are more pertinent to this project than others. The natural resource-related elements (such as Water, Plants, and Animals) and associated analysis can be based on information obtained from the ESA and CAO research and design information. Evaluation of the human environment (such as Air, Energy, Environmental Health, Energy, Transportation, Public Services, and Utilities) can be made from project-specific studies (geotechnical, hazardous material, noise, air, and traffic) or the project design proper. Historic/Cultural evaluation will be based on the findings of the project specific cultural resources study/report.


Sole Source Aquifer Compliance The Project is located over the Troutdale Sole Source Aquifer and thus is subject to Environmental Protection Agency (EPA) review. The Consultant will complete the Sole Source Aquifer Checklist for submittal to EPA based on supporting technical information or reports (e.g., the hazardous materials report, hydraulic report), and project design information. It is anticipated that a No Effect determination will be appropriate for this project based on the assumption of adequate pretreatment of stormwater prior to discharge to the soil. Critical Area Ordinance (CAO) A CAO memorandum will be prepared to address impacts to wetlands, critical aquifer recharge areas, frequently flooded areas, geologically hazardous areas, and fish and wildlife habitat conservation areas. The report will be based on supporting studies and reports including the ESA documentation, LAECS documentation, Sole Source Aquifer Checklist, and geotechnical report. It is anticipated that a CAO permit will not be required for this project Permit Facilitation and Tracking • The Consultant will monitor progress of the relevant reviewing agencies so that questions or concerns during review are addressed quickly. This will enable the permit application to be processed in a timely manner. Section 3 Project Planning and Coordination (Normandeau):

• Normandeau will support general project planning with the City and the HHPR throughout the period environmental staff anticipate involvement with project (assumed June 2013 through June 2014). Task also includes non-technical internal project activities, such as invoicing, throughout the project. The following is assumed for involvement with meetings.

• Attend one project kick-off meeting (up to 2 hours in duration) • Attend five project or technical meetings as requested (up to 2 hours in duration)

AIR & NOISE EVALUATIONS – Studies and Reports (The following services will be provided by Michael Minor & Associates, Inc.) Noise: The noise study shall be conducted to meet the requirements of the Federal Highway Administration (FHWA) and shall follow the WSDOT 2011 Traffic Noise Policy and Procedure Manual, revised July 2011. A land use inventory shall be performed to identify the existing noise-sensitive land uses and to assist in selection of noise monitoring and modeling locations. Representative receiver locations shall be selected for prediction of noise levels and determination of noise impacts.


Reference noise measurement, traffic counts and speed measurements will be performed and used to validate the FHWA Traffic Noise Model (TNM version 2.5 or newer). Sites shall be monitored during periods of free flowing traffic. Monitoring wall be performed at up to 10 sites in the study area, including sites located along SE 2nd Street and SE 105th Avenue, where substantial increase traffic noise impacts could occur. All monitoring sites will photographed and site maps will be prepared to allow for repeat measurements if needed. Using the validated noise model, traffic noise levels will be projected for the existing conditions, Future No-Build conditions and one Build Alternative. The modeling will use existing and future traffic volumes, speeds and vehicle mixtures from the project traffic engineers. Traffic noise modeling shall include the noise-reducing effects of area topography, including existing structures and earth berms. . Future Build noise levels shall be compared to the WSDOT Traffic Noise Abatement Criteria (NAC). The traffic noise impact criteria against which the Project traffic noise levels are evaluated are taken from Title 23 of the Code of Federal Regulations (CFR) Part 772, “Procedures for Abatement of Highway Traffic Noise and Construction Noise.” Locations predicted to meet, or exceed the NAC will be identified on project maps and tables. All sites identified with noise levels above the NAC shall be considered for noise abatement. Where noise abatement is considered, a cost effectiveness analysis shall be performed as required by WSDOT. Any noise abatement found to meet the WSDOT criteria for reasonable and feasible noise abatement shall be considered for inclusion with the project based on the desire of the affected residence’s to accept the abatement measures. The Consultant shall compile a technical report summarizing the findings of the noise study. The contents shall include land use in the area, existing noise conditions, methods of analysis, impacts and all evaluated noise abatement measures. Noise abatement cost estimates shall be included, and shall be based upon recent construction costs in Washington State, as provided in the WSDOT 2011 Traffic Noise Policy and Procedure Manual. Construction noise impacts and noise mitigation measured shall be discussed. The report shall include maps of the existing and proposed alignments and existing and future land uses on a scale vicinity map. Comparative tables shall be prepared to aid in understanding Project impacts and traffic noise abatement measures. The report shall be submitted electronically to the project team and the City for review. Based upon the comments, the Consultant shall revise the report and submit final copies. • Air Quality: The Air Quality Technical Report will describe the existing air quality in the vicinity of the project area using existing sources of information such as Washington Department of Ecology (Ecology) Annual Air Quality Reports, and available data from Ecology monitoring stations. The air technical memorandum will discuss Green House Gases and Mobile Source Air Toxics. The study will also evaluate, qualitatively, the air quality impacts from construction activities. Temporary air quality impacts during construction will be examined, and mitigation measures to control fugitive dust will be discussed.


Traffic data required to qualitatively assess the signalized intersection area will be provided by others. Data required will include a summary of LOS, delay, V/C and total entering volumes for the project. If the LOS is C or better at project related intersections, no air quality modeling is normally required. If project related intersections are at LOD D or worse, than up to one signalized intersection will be modeled for CO concentrations. The current budget assumes that the new EPA Moves Model will be used for this analysis if modeling is required. If a screening model is available from WSDOT, and can be used at a lower cost, that method will be used and the cost savings passed on to the project. CULTURAL RESOURCE EVALUATIONS – Archeological and Historical (The following services will be provided by Archeological Investigation Services NW, Inc.) The Project will require archeological approval from the City and shall meet Section 106 of the National Historic Preservation Act of 1966. • The Consultant shall coordinate effort with City and WSDOT. This shall be particularly important to define the required scope of the proposed cultural resources investigations. The Consultant shall assure that all requirements of City, State and Federal laws and regulations dealing with cultural resources are addressed. Equally important will be Native American tribal coordination in order to identify any sensitive areas or traditional cultural properties within the study area, although WSDOT will take the lead on Tribal coordination. • Consultant will prepare a summary of the proposed area of potential effect (APE) that the City will submit to WSDOT for review by the Department of Archaeology and Historic Preservation and Tribes prior to commencing the archaeological survey. The submittal will outline the level of effort and review areas previously surveyed to verify no additional studies would be needed in those areas. • A literature search and records review shall be conducted to determine the presence or absence of previously recorded archaeological sites, National Register of Historic Places (NRHP) properties and County or City designated historic sites. As part of the literature search and records review, historical maps, previous cultural resources reports, and local histories shall be examined for evidence of past uses of the project area. Past uses of the area may be evident in the form of archaeological sites or standing structures. • A pedestrian survey shall be conducted to determine and examine the APE of the project and whether previously unrecorded archaeological sites or historical structures are present. The pedestrian survey shall be supplemented by shovel probes of high probability areas in order to verify the presence or absence of buried archaeological sites. Areas previously surveyed for cultural resources will not need to be archaeologically surveyed again if the studies meet the current standards. Previously identified historic resources in those areas will be checked to verify their conditions and those areas will be checked to ensure that buildings and structures constructed 45 years ago or more are included in the inventory.


• Results of the research and field surveys shall be compiled into a technical report that provides recommendations for site protection measures for any potentially significant cultural resources situated within the proposed roadway improvement area. The results of the cultural resources survey shall be reviewed by and coordinated with the City and WSDOT; WSDOT will coordinate with the Department of Archaeology and Historic Preservation and with Tribes to verify that the findings and proposed measures will adequately address cultural resource concerns and legal requirements. • The Consultant shall coordinate with land managing and permitting agencies regarding potential impacts and proposed mitigation. National Pollutant Discharge Elimination System (NPDES) Permit: (The following services will be provided by HHPR)

• The Consultant will prepare the Stormwater Pollution Prevention Plan (SWPPP).

• The Consultant will prepare the Notice of Intent (NOI) application form for the NPDES Construction Stormwater General Permit and submit it to the Washington State Department of Ecology (Ecology).

• A public notice will be prepared and submitted to The Columbian. Environmental Site Assessment (ESA) (Hazardous Materials Technical Memorandum) (The following services will be provided by HHPR) Consultant shall perform a hazardous material ESA of the project corridor to determine if environmental conditions exist that would impact the conceptual design of the Project. It may be determined during the ESA that a Level 2 analysis will be required for conditions discovered such as structure removals. Level 2 analysis services are not included with this scope of services, and if required it is understood an amendment to the scope will be submitted for review and approval by the City. Consultant shall provide: • An Environmental Data Report (EDR) for one-half (0.5) mile radius around the Project

corridor. • A review of regulatory agency databases for identified sites within a one-half (0.5) mile

radius of the Project corridor. • A review and evaluation of files for up to five (5) sites at Washington Department of

Ecology, Lacey, Washington. Files must be reviewed for those sites identified as having past or current activities at or adjacent to excavation areas where there are a high probability of release of hazardous substances or hazardous materials to the soil.

• Perform a one (1) day site reconnaissance from public access areas and public ROW to locate additional environmental features not registered in environmental databases and to survey known environmental features identified in EDR report.

• Conduct up to five property owner interviews as necessary. • Prepare a photo log of the assessment.


Section 3 Deliverables:

1. NEPA Local Agency Environmental Classification Summary (LAECS) 2. National Pollutant Discharge Elimination System (NPDES) Permit Application 3. ESA No Effect Letter 4. Noise impact report 5. Air quality impact report 6. Cultural Resources Survey report 7. SEPA Checklist 8. Hazardous Materials Technical Memorandum 9. Sole Source Aquifer Checklist 10. Critical Area Ordinance Memorandum

SECTION 4: PUBLIC INVOLVEMENT AND AGENCY COORDINATION (Unless otherwise noted, the following Pubic Involvement Services will be provided by Normandeau Associates, Inc.) Project Management and Administration

• Normandeau will provide HHPR with up to 24 progress reports in the format they provide.

• Normandeau will attend up to 12 team meetings (2 hours each) as needed, relevant to the work plan scheduled.

• Normandeau will set agenda, facilitate and document up to six (6) meetings, two (2) hours in length with Washington State Department of Transportation (WSDOT), C-TRAN, ESD 112, and the Southwest Washington Medical Center (SWMC) to create a direct communication link with the four project allies. The meetings will also address communication integration between the Mill Plain Project and the four agencies’ own communications channels to assist in notifications and project updates.

Environmental Justice (if needed)

• Normandeau communication staff will provide support to the natural resources team if Environmental Justice issues need to be addressed. This will include up to three one-on-one meetings with affected communities and documentation of those meetings for inclusion in the Environmental Justice Report.

PUBLIC INVOLVEMENT STRATEGY PI Approach – Mill Plain Blvd. - 104th to Chaklov Mill Plain Boulevard, on the east side of Vancouver, has been a hot bed of controversy since the City annexed that side of town and inherited the County’s traffic issues. Although traffic flow has been greatly improved over the last decade with widening, a new fly over, and improvements to the on/off ramps on the freeway, the area around I-205 is still a traffic issue. The project area is used daily by commuters, businesses, residents, and visitors. When Walmart was added to the mix, the City had to find a balance between the needs of an urban transportation system,


neighborhood concerns, standards for an interstate highway, and business needs in a relatively small footprint, focused on the area between NE 104th Avenue and Chaklov Drive. Additionally, neighbors have been quiet about this particular area since Walmart opened. Prior to that, there were significant concerns regarding traffic and safety impacts in the neighborhood. One particular opponent who was outspoken and vigilant has since passed away, and the opposition to changes in the area moved to other concerns. The City will need to introduce this project carefully so old wounds are not opened and the project can move forward efficiently and effectively. The Consultant project team anticipates developing a partnership with area stakeholders, including but not limited to, the neighborhood associations, businesses, WSDOT, C-TRAN, Evergreen School District and the SWMC. In addition to a robust public outreach component to inform the purpose and need, we will also meet or exceed all necessary public involvement requirements to ensure that final NEPA/SEPA approval is received. The HHPR team recommends a traditional and non-traditional approach to involve stakeholders, document decisions, inform the project purpose and need, and communicate with stakeholders and the general public. Public Involvement Strategy Development The Consultant team will recommend a public involvement strategy and shall meet with the City’s Project Manager and Community Relations Specialist to review and refine the overall strategy and to agree on roles and responsibilities. The strategy will include components, schedule, roles, and responsibilities and will be approved by the City prior to implementation. Stakeholder Workshops Traditionally, a project with such a broad base of stakeholders would begin with one-on-one stakeholder interviews to find out what concerns stakeholders may have (economic, environmental, or political) and identify issues and concerns that may only be known because of long-term knowledge of the project area. For this project we are recommending stakeholder workshops rather than one-on-one stakeholder interviews to help us create trust, credibility, and a relaxed rapport between the project team and stakeholders. One of the biggest complaints we hear in public involvement is that the project always expects the public to come to them, rather than the project going out to the public. The workshops address this and more. We will have the opportunity to introduce the project in an innovative way and use electronic means to quantify input and thereby avoid any vocal minority sidetracking the project. We are proposing holding two workshops on two different days at two different times and at different locations in the project area. Different days, times, and locations will increase opportunities for people to participate. We will ask similar questions as we will ask at the one-on-one interviews using an electronic method to gather input and priorities. Additionally, we will provide written forms for folks to take away or pick up and fill out when they have had time to digest information; we will then document those comments for distribution. We will offer access


to the electronic method through the City’s website and offer alternative opportunities for those who do not like electronic input. The information will travel from the first workshop to the second and be added to and identify priorities and land mines. This format will show participants and the project team, first hand, what their concerns are and what their future needs will be. To ensure that we get a broad-based turn out, we will issue electronic invitations to businesses, community leaders, trucking companies, partner agencies, and elected officials and follow up with phone calls to ensure participation. All the information gathered will be compiled into a summary report and distributed to the Project Team. Electronic stakeholder engagement through MetroQuest As a means to effectively engage stakeholders in a robust public comment process while providing the City with an equally robust tool to track and analyze those comments, the project team recommends using MetroQuest, a powerful, flexible, and cost-effective online engagement tool at the stakeholder workshops and on the City web site. MetroQuest is ideal for bridging the gap between stakeholders and the project team with methods for representing complex information and issues in an easy-to-understand, customizable format. It can be accessed online via a PC or tablet device and features a graphical, user-friendly format. MetroQuest is well suited for transportation projects through a custom configuration that can engage stakeholders in the planning for the project. For example, it integrates with Google maps for an easy way to identify issues, visualize alternatives, and collect feedback; allows stakeholders to rank priorities and suggest new ones; provides opportunities for quick opinion polls; and provides a platform for ongoing stakeholder comments and feedback. It also allows integration with social media to expand the stakeholder base and stakeholder conversation. On the administration side, MetroQuest provides a powerful set of content editing and data management features with limitless options to customize the tool as the project evolves, as well as sophisticated reporting tools for analyzing stakeholder activity. By utilizing a quantifiable method to gather information, the project will be able to truly speak for the interested parties, not just the folks we hear from with issues, real or perceived. PUBLIC MEETINGS Public Outreach Events We are proposing three public meetings:

• The first meeting will be during the scoping period and include interactive components to help quantify the level of support , areas of concern, and future needs. By using electronic tools at the meeting, participants can see the results of our questions instantly.

• The second public meeting will be at 60% design to review and comment on the analysis criteria, finalization of the purpose and need, and to gain assurance that we have addressed the comments gathered during the stakeholder workshops.


• The third public meeting will featured the preferred alternative(s) and include information from the preceding public meetings and stakeholder workshop to help everyone understand the process used and how we incorporated their input, or if we didn’t include it, why.

• The second two public meeting will be virtual meetings on the web. Each meeting will be advertised electronically and by using existing communications channels, as necessary. PUBLIC INFORMATION MATERIALS We are proposing using electronic, social media, and information kiosks for disseminating info, not newsletters.

• The Consultant will utilize Facebook and email blasts to correspond with and notify the community of the three (3) outreach events. Participants will be able to comment at the first open house on site or convey thoughts via the Metroquest questionnaires.

• The Consultant shall write press releases, as required, for the project. The City Communications Relations Staff will distribute press releases.

Web Page and Electronic Communications

• The Consultant shall provide project information to the City (using the City’s format) for a project web page linked to the City’s website. The Project-specific page will include the Project schedule, process steps, committee information, issues gathered, background information, exhibits and maps, meeting announcements, summary reports, public comments, information about the design as it develops, and a feedback feature so that anyone can give input. The website will also be the home of the interactive tool developed by the City and Consultant to gather information during the first six months of the project. After six months, the web site will be the platform for meetings and exchanges between the public and the project.

Social Media Given the regional importance of the project, use of Facebook and Twitter will be effective and help close the communication gap with irregular users of the corridor, such as truckers, to get their input and perspective. Facebook and Twitter will be used to send meeting reminders, announcements for updates to the website, and to present updates. Up to 24 posts are expected through the life of the project. In the first six to twelve months, frequency will be more than at the latter end of the schedule. Electronic Communications and Using Existing Communication Channels The project will be featured on the City’s website and be linked to stakeholder websites. Rather than have a traditional project newsletter, we recommend using stakeholder newsletters or newsletter inserts, email blasts, and websites to disseminate information. This will save money, provide better coverage, and we will have an updated list right out of the gate. We will


coordinate with the other stakeholders to develop a production schedule. Communications partners can include, but are not limited to, WSDOT, Evergreen School District, C-TRAN, SWMC, neighborhood associations, business organizations, Washington Trucking Association, and the Teamsters Union. We would also use any City communications channels to update the public. Information distributed will include project updates, meeting announcements, summary reports, and exhibits. Information Kiosks To ensure that citizens without access to electronic communication have access to the same information, we will have information kiosks in key activity centers in the project area and city venues. The information will provide opportunities for feedback and also direct people to the formal website. Kiosks will be updated up to six times including prior to each of the public meetings, at kick off, and prior to construction. Media Coordination The Consultant team will be responsible for drafting a media plan and will draft materials. The City should distribute them, with our assistance. The media outlets will include, but not be limited to, the Columbian and Oregonian. In addition to press releases, we recommend working with the City Project Manager and Communications Relations Staff to develop a relationship with the local media. There are many reasons for this, but the two most important are that we always want the press to come directly to the project manager for questions, especially if a vocal opponent gets the press involved out of the gate. Also, the likelihood of a feature article at key milestones in the project increases. The Consultant will provide up to four media opportunities to feature the project. Section 4 Deliverables:

1. Public Involvement Strategy 2. List of Key Stakeholders, Two Stakeholder Workshops 3. Metroquest Quantification of Feedback 4. Three Public Outreach Events 5. Development and Maintenance of Information Kiosks 6. Public Information Materials (Electronic Fact Sheets / Notices) 7. Meeting Minutes 8. Development and Maintenance of Social Networking Component 9. Media Plan and Press Releases 10. Web Page Information and Updates


SECTION 5: DESIGN ENGINEERING SERVICES DURING CONSTRUCTION The Consultant during the construction of the Mill Plain Blvd. – 104th to NE Chkalov Dr. Project shall provide limited bidding and engineering services. The anticipated construction engineering services are described as follows: Pre Bid Opening Responsibilities • The Consultant shall respond to questions from prospective bidders and city staff before bid opening in reference to the bid package. Preconstruction Conference • The City will provide notification of the preconstruction conference, provide location for the meeting, lead the preconstruction conference and prepare meeting minutes. The Consultant shall attend and participate in the preconstruction conference. Construction Contract Administration • The Consultant shall provide limited administration of the contract during construction of the project that may include:

1. Assisting the City by acting as a liaison with the contractor, design team, appropriate agencies, property owners and utility franchises.

2. Participating in project meetings. Assume (6) meetings. 3. Responding to Requests For Information (RFIs), plan interpretation and/or

changes. 4. Assisting the City in the preparation, negotiation and settlement of change orders.

Review Submittals • The Consultant shall review submittals that may include shop drawings, samples, traffic control plans, test reports and other data submitted by the Contractor for compliance with the information required by the contract documents. Section 5 Deliverables:

1. Answer pre bid questions 2. Attend preconstruction conference 3. Provide limited construction contract administration 4. Review construction contract submittals


SECTION 6: CONTINGENCY TASKS (The following services will be provided by DKS Associates) TASK 1: I-205 SB On-Ramp/Mill Plain Boulevard Traffic Signal Modification Depending on the ultimate I-205 SB On-Ramp realignment, the traffic signal controller at the I-205 SB Ramps/Mill Plain Boulevard intersection may be required to be relocated as part of the realignment. This will require the traffic signal system at the intersection to be wired and a number of new conduits and junction boxes to be installed. The work DKS will perform under this contingency item will be conducted under the same assumptions as identified in the “Traffic Signal” portion of Section 2 and will include the following plan sheets:

• I-205 SB On-Ramp/Mill Plain Boulevard: o Traffic Signal Plan – One plan sheet (1”=20’ full size) o Traffic Signal Detector Plan – One plan sheet (1”=30’ full size)

TASK 2: I-205 SB On-Ramp/Mill Plain Boulevard RRFB As part of the I-205 On-Ramp improvements, options will be reviewed for pedestrian treatments at the I-205 SB On-Ramp. One of the enhanced options that may be considered is the installation of a rectangular rapid flashing beacon (RRFB). The contingency item covers the work to be done should this option be chosen. The work DKS will perform under this contingency item will be conducted under the same assumptions as identified in the “Traffic Signal” portion of Section 2 and will include the following plan sheets:

• I-205 SB On-Ramp/Mill Plain Boulevard RRFB: o Pedestrian Flasher Plan – One plan sheet (1”=20’ full size) o Pedestrian Flasher Details – One plan sheet (NTS)

TASK 3: Chkalov Drive/Mill Plain Boulevard Traffic Signal Loop Replacement As part of the pavement restoration near Chkalov Drive, it may be necessary to replace induction loops on the west leg of the intersection. It is assumed these loops would be replaced in kind. This contingency item covers the work to be done should traffic signal loop replacement be necessary on the west leg of the intersection. The work DKS will perform under this contingency item will be conducted under the same assumptions as identified in the “Traffic Signal” portion of Section 2 and will include the following plan sheets:

• Chkalov Drive/Mill Plain Boulevard Traffic Signal Loop Replacement: o Traffic Signal Detector Plan – One plan sheet (1”=30’ full size)

SECTION 7: CITY DELIVERABLES TO THE CONSULTANT Sample Projects • The City will provide copies of sample City Projects, BA documents, and design guidelines. The City will also provide electronic files of title blocks, ortho and aerial drawings and standard details for streets, traffic signal, street lighting, and other available details.


Project Coordination • The City will assist the Consultant in managing relationships with other jurisdictions involved in the Project, adjacent property owners and the public. The City will provide staff to meet and discuss the Project with the Consultant as needed. The City will provide written comments pertaining to the design submittals. Survey Work and Preliminary plans • The City will provide survey data, digital terrain modeling and alignment information to the Consultant in AutoCAD format. The City will provide the Consultant with a preliminary design for the Project. Right of Way • The City will acquire all right of way and easements necessary for the construction of the Project using right of way plans and exhibits prepared by the Consultant. The City will provide legal descriptions from the exhibits provided by the consultant. Right of Entry Permits • The City will obtain the right of access to private parcels for all Project developments. The Consultant shall coordinate access. Pavement Reports • The City will provide a pavement structure sections for the extension of 104th Avenue/2nd Street and the resurfacing sections and treatments for Mill Plain to the Consultant. Utility List • The City will provide the Consultant with a list of local contacts for utilities within the Project limits. Design and plan preparation for the addition or relocation of utilities within the Project limits will be done by others. Preliminary Water and Sewer Design • Water and sewer design is anticipated for this Project. The design may include lowering, relocating and extending existing lines or providing new stubs. The City’s design staff will prepare preliminary plans with water and sewer layout, sizes, and minimum slopes. Sizes, locations and depths of the proposed water and sewer system will be determined prior to commencing final design. The City will define the pipe material for the Project. The Consultant will incorporate this information into plans for water and sewer. Street Light and Traffic Signal Requirements • The City will provide the illumination type, the minimum illumination levels, and uniformity ratios to be used in the Project design. The City will also provide traffic signal design concepts, standards and policies, including traffic interconnect schemes as needed.


Section 6 Deliverables: 1. Sample projects 2. Project Coordination 3. Survey work and preliminary plans 4. Right of Way 5. Right of Entry Permits 6. Pavement Report 7. Utility List 8. Preliminary Water and Sewer Design 9. Street light and Traffic Signal Requirements

SECTION 8: ESTIMATED PROJECT TIMELINE/MILESTONES Council Award October 2013 Notice to Proceed For Preliminary Design: November 2013 Submit Preliminary Design (30%): February 2014 Submit 60% Design: May 2014 Submit 90% Design: January 2015 Submit Final Design: May 2015 Bid Opening: July 2015 Begin Construction: August 2015 Complete Construction: October 2016

Professional Services Estimate Total

July 19, 2013 Per

Task and DescriptionP. M/E P.Engr C. Engr. C.Des. CAD

P.Struc Engr.

QC Engr.

P.LA LA Cler. DKS NAI GDI MMA AINW

Task

Section 1: Project Management and Administration PHASE 1: Project Management Total $57,656.40

Project Management 94.00 62.00 16.00 $300.00 $27,537.06

Project Coordination 72.00 48.00 24.00 12.00 $300.00 $23,432.76

Project Scheduling 24.00 12.00 1.00 6.00 $50.00 $6,686.58

Section 2: Design Engineering, RW Plans, and VE Total Section 2: Design Engineering, RW Plans, and VE Total $397,480.34

Preliminary Traffic Analysis and and Future Traffic Demand 0.50 2.00 1.00 $34,615.00 $35,070.34

Access Management Plan 8.00 16.00 16.00 24.00 2.00 $4,091.00 $11,377.86

Traffic Signal Design / Plans 0.50 4.00 2.00 $24,954.00 $25,768.22

Street Lighting Design /Plans 0.50 4.00 2.00 $9,549.00 $10,363.22

Signing and Striping Design / Plans 0.50 4.00 2.00 $12,818.00 $13,632.22

Temporary Traffic Control Design / Plans 0.50 4.00 2.00 $11,204.00 $12,018.22

Transportation Services Project Management & Coordination - DKS $12,891.00 $12,891.00

Site Investigation, Utility Data Collection, and Coordination 2.50 30.00 0.00 22.00 12.00 0.00 0.50 0.00 0.00 3.00 $300.00 $8,050.37

Hydraulics, Hydrology, Water Resources, and Water Quality Study/Report 4.00 56.00 40.00 24.00 $50.00 $14,007.08

Right of Way Plans (4 shts) 6.00 12.00 0.00 40.00 48.00 0.00 6.00 0.00 0.00 0.00 $16.00 $11,323.22

Preliminary Intersection and Street Layout Plans (30%) 24.00 40.00 40.00 60.00 40.00 24.00 $100.00 $26,935.76

Roadway Plans (30%, 60%, 90%, Finals)

Title Sheet (1 shts) 0.00 0.25 0.00 2.50 3.50 0.00 0.50 0.00 0.00 0.50 $8.00 $660.44

Existing Conditions Plans ( 6 shts) 0.00 0.25 0.00 7.50 20.50 0.00 0.75 0.00 0.00 2.00 $48.00 $2,711.77

Roadway Sections, Legend and General Notes (6 shts) 1.50 9.00 0.00 94.00 94.00 0.00 10.50 0.00 0.00 2.00 $48.00 $19,666.19

Roadway Plans and Profiles (6 shts) 2.00 9.00 0.00 94.00 94.00 0.00 10.50 0.00 0.00 2.00 $48.00 $19,762.64

Private Property Plans (6 shts) 2.00 9.00 0.00 106.00 88.00 0.00 10.50 0.00 0.00 2.00 $48.00 $20,363.24

Resurfacing Plans and Details (7 shts) 1.00 2.00 0.00 50.50 50.50 0.00 9.00 0.00 0.00 2.00 $56.00 $10,751.44

Water and Sewer Plans and Profiles (3 shts) 0.50 2.00 0.00 25.00 25.00 0.00 5.00 0.00 0.00 1.00 $24.00 $5,527.43

Grading and Erosion Control (6 shts) 1.00 3.00 0.00 43.00 43.00 0.00 9.00 0.00 0.00 2.00 $48.00 $9,550.27

Roadway Landscape and Irrigation Plans & Details (3 shts) 0.00 1.00 0.00 0.00 0.00 0.00 0.00 50.00 106.00 1.00 $24.00 $16,135.05

Structural - Retaining / Sound Wall and Pole Foundation Plans & Details (4 sh 1.50 6.00 0.00 62.00 50.00 38.00 6.00 0.00 0.00 1.50 $32.00 $17,056.01

Project Detail Sheets (10 shts) 1.00 3.50 0.00 53.00 53.00 0.00 13.50 0.00 0.00 3.50 $80.00 $12,096.04

Cross Sections and Earthwork 24.00 40.00 24.00 8.00 $50.00 $10,036.72

Specifications (Bid Proposal, Specials, and GSP) 10.00 56.00 24.00 18.00 0.00 0.00 0.00 5.00 0.00 1.00 $100.00 $2,525.00 $17,163.17

Cost Estimates (30%, 60%, 90% and Final) 4.00 16.00 40.00 1.00 $3,008.00 $9,657.43

Geotechnical Investigation and Engineering 1.00 4.00 $44,179.00 $44,905.03

Section 3: Environmental Evaluation Total Section 3: Environmental Evaluation Total $104,020.23

NEPA Compliance 2.00 4.00 2.00 2.00 $12,598.52 $13,871.18

Endangered Species Act (ESA) Compliance 2.00 2.00 $1,804.61 $2,456.99

SEPA Compliance 2.00 4.00 $7,823.92 $8,742.86

Sole Source Aquifer Compliance 2.00 2.00 $1,253.61 $1,905.99

Critical Area Ordinance (COA) 2.00 4.00 $1,754.61 $2,673.55

Permit Facilitation and Tracking $2,281.20 $2,281.20

Environmental Services Project Management & Coordination (Normandeau) $8,054.00 $8,054.00

Noise Study 0.50 1.00 $19,882.50 $20,112.24

Air Quality Study 0.50 1.00 $7,920.00 $8,149.74

Cultural Resources - Archeological and Historical 1.00 2.00 $16,651.00 $17,110.47

National Pollutant Discharge Elimination System (NPDES) Permit 1.00 8.00 16.00 16.00 1.00 1.00 $100.00 $4,374.70

Hazardous Materials Investigation - Level 1 12.00 1.00 84.00 4.00 8.00 $900.00 $14,287.32

Section 4: Public Involvement and Agency Coordination Total Section 4: Public Involvement and Agency Coordination Total $121,129.98

Public Involvement Management and Administration (Normandeau) $8,830.00 $8,830.00

Environmental Justice - Communication / Documentation $5,174.20 $5,174.20

Public Involvement Strategy $1,378.57 $1,378.57

Stakeholders Workshops ( 2 meetings) 10.00 10.00 16.00 32.00 8.00 4.00 $200.00 $10,614.85 $19,234.87

Public Meetings ( Three Open Houses) 16.00 16.00 24.00 40.00 8.00 12.00 $300.00 $3,853.00 $22,566.12 $38,931.24

Public Involvement Materials $36,081.10 $36,081.10

Public Involvement Services Expenses $11,500.00 $11,500.00

Section 5: Design Engineering Services During Construction Total Section 5: Design Engineering Services During Construction Total $38,646.56

Pre-Bid Opening Services 2.00 4.00 8.00 $2,198.00 $4,067.98

Preconstruction Conference 2.00 4.00 4.00 $564.00 $1,958.46

Construction Contract Administration (Plan/Detail Modifications) 8.00 32.00 24.00 56.00 8.00 $200.00 $4,122.00 $18,573.36

Submittal Review (RFI and COP) 8.00 16.00 24.00 40.00 8.00 $100.00 $3,305.00 $14,046.76

Section 6: Contingency Tasks Total Section 6: Contingency Tasks Total $17,893.09

I-205 SB On-Ramp/Mill Plain Blvd Traffic Signal Modification 1.00 4.00 $9,513.00 $10,239.03

I-205 SB On-Ramp/Mill Plain Blvd RRFB 1.00 4.00 $4,286.00 $5,012.03

Chkalov Drive/Mill Plain Blvd Traffic Signal Loop Replacement 1.00 4.00 $1,916.00 $2,642.03

$192.91 $133.28 $118.88 $92.32 $84.54 $134.36 $133.28 $115.60 $95.71 $52.51 $3,530.00 $145,412.00 $131,715.31 $44,179.00 $27,802.50 $16,651.00

Total Hours - HHPR 336.5 562.0 208.0 1001.5 783.5 38.0 118.8 55.0 122.0 101.5 3530.0 Estimated Grand Total $736,826.60

Discipline/Classification: P.M/E - Project Managing Engineer Totals by ConsultantsP.Eng. - Proj. Engineer Harper Hour Peterson Righellis Inc. (Managers/Engineering) $371,066.79C.Eng. - Civil Engineer DKS Associates (Traffic Engineering) $145,412.00C.Des. - Civil Designer Normandeau Associates (Public Involvement / Environmental) $131,715.31CAD - CAD Technician GeoDesign (Geotechnical Engineering) $44,179.00P.Struc.Eng. - Project Structural Engineer Michael Minor & Associates (Noise and Air) $27,802.50QC Eng. - Quality Control Engineer Archeological Investigations Northwest, Inc. (Cultural Resources) $16,651.00P.LA - Project Landscape Architect

LA - Landscape Architect

Cler. - Clerical (Admin Assist.)

Mill Plain (104th Avenue to Chkalov Drive)

Reim.

Harper Houf Peterson Righellis Inc.

(Project Management and Engineering)

Traffic Engineering

Geotech. Engineering

refer to hours below refer to $ below

Noise and Air CulturalPublic Inv. &

Environ.