Attachment B

Springwater Three Bridges

Trail and Bridge Design, Construction Documentation, Bidding, Construction

Revised Draft: November 15, 2002

Work Plan Roles and Responsibilities

1)  Project description

a)  The “Springwater Three Bridges” project includes all improvements needed to extend trail from the end of the original Springwater Corridor trail to the west side of SE 17^th Avenue;

b)  The three bridges span the Union Pacific Railroad, SE McLoughlin Boulevard and Johnson Creek. Off-street trail (12-14’ wide) shall be constructed from SE 19^th Avenue east to original trail. Unless an interim route is used, sidewalk shall be widened from SE 17^th to SE 19^th Avenues and a traffic signal constructed at the intersection of SE Ochoco Street and SE 17^th Avenue. Street improvements to one block of SE 19^th Avenue and a ramp from berm to east sidewalk of SE McLoughlin Boulevard shall also be constructed.

Portland Parks and Recreation (PPR) shall be responsible for:

2)  Design, Engineering, Construction Drawings, Construction Observation

a)  PPR serves as project manager for all aspects of bridge, trail, and street improvements

b)  PPR contracts with the Portland Office of Transportation to participate in public involvement process, and to provide design, construction drawings, and construction observation for improvements in the public street right-of-way. Services may include:

i)  Topographic survey of entire project area;

ii)  Public involvement participation and design of traffic signal at SE Ochoco and SE 17^th Avenue intersection;

iii)  Design and property acquisition for widening sidewalk on north side of SE Ochoco Street between SE 17^th and 19^th Avenues;

iv)  Public involvement participation and design of street improvements at SE 19^th Avenue between SE Ochoco and SE Linn Streets;

v)  Construction documents and construction observation for all street improvements in City of Portland right-of-way.

c)  PPR contracts with a design team to provide design, public involvement, construction drawings, and construction observation for three bridges

i)  PPR will utilize ODOT’s flexible services contract to hire consultant.

ii)  PPR shall manage consultant design team’s work on preliminary design, construction documentation and construction observation of the following components:

iii)  Johnson Creek bridge shall cross salmonid-bearing stream minimizing negative environmental impacts;

iv)  SE McLoughlin Boulevard bridge shall be a “signature” structure providing a gateway between Portland and Milwaukie while providing adequate clearance of 99E and potential light rail line or busway;

v)  Union Pacific Railroad bridge shall provide adequate clearance of railroad tracks, potential light rail line, and connection to first phase of Springwater Corridor;

vi)  Bridge design team shall incorporate art into bridge structures in lieu of separate Percent for Art artist managed by the Regional Arts and Culture Council;

vii)  All bridges shall be durable, low-maintenance structures with reliable stormwater management facilities in nearby rail berm

d)  PPR shall provide design and construction documents for all other aspects of the project, including:

i)  Trail segments between end of existing trail and SE 19^th Avenue;

ii)  Ramped trail connection from top of berm to sidewalk on east side of SE McLoughlin Boulevard, location to be determined in relation to potential improvements of South Corridor project;

iii)  Stormwater management facilities for trail;

iv)  Landscape plans as needed at U.S. Post Office, rail berms, and/or Johnson Creek riparian area;

v)  Trail mileposts, directional signage, temporary construction signs. Construction signs shall state that the trail project is a cooperative effort and shall have logos of project partners (PPR, Milwaukie, Clackamas County, and Metro).

3)  Public Outreach and Citizen Involvement

Overall approach: A Working Group shall provide input and guidance as the project moves through its various stages. The Project Management Team shall solicit the input and do bulk of project work, with guidance by the Leadership & Oversight Committee. Since PPR has nearby projects at Westmoreland Park, OMSI-to-Springwater, Crystal Springs, and Oaks Bottom, newsletters and meetings will address several projects in order to consolidate meetings and mailings. A widely distributed SE Parks Projects Newsletter shall introduce the project to the public and a variety of public information resources (the Internet, Metro’s Green Scene, and additional newsletters) shall be used to keep people up-to-date. Public meetings shall be held regarding street improvements, bridge and trail design. A public ribbon-cutting event shall take place when the project is complete. A smaller, ground-breaking ceremony may be held at the beginning if appropriate.

a)  PPR shall be in charge of all public outreach activities (except as noted for PDOT).

b)  PPR shall respond to citizen inquiries, comments and input.

c)  PPR shall lead the Project Management Team which will include:

i)  George Lozovoy, PP&R Project Manager

ii)  Mel Huie, Metro

iii)  Mark Foster, ODOT

iv)  Bridge Consultant

v)  Bret Kesterson, PDOT Enginering

vi)  Gay Greger, PP&R

d)  The Project Management Team shall develop and consult with a Working Group. The group shall meet as needed in order to study technical challenges, review design options, and make recommendations to staff. This will provide an opportunity for various interest groups to understand and resolve potential conflicts. It may include representatives from:

i)  Lewelling (Milwaukie) neighborhood;

ii)  Historic Milwaukie (Milwaukie) neighborhood

iii)  Ardenwald (Milwaukie/Portland) neighborhood;

iv)  Sellwood-Moreland (SMILE – Portland) neighborhood;

v)  Eastmoreland (Portland) neighborhood;

vi)  Friends of Springwater;

vii)  40-Mile Loop Land Trust;

viii)  Johnson Creek Watershed Council;

ix)  Milwaukie Industrial Business District;

x)  Union Pacific Railroad;

xi)  PGE;

xii)  City of Milwaukie;

xiii)  Regional Arts and Culture Council;

xiv)  A.I.A. or similar design advocate;

xv)  Nearby trail advocates;

xvi)  Historian;

xvii)  PDOT Bicycle and Pedestrian Advisory Committee;

xviii)  PDOT design staff and r/w acquisition staff

xix)  BES staff working on Johnson Creek;

xx)  ESA staff working on Johnson Creek;

xxi)  PP&R Security;

xxii)  PP&R Natural Resources Operations;

xxiii)  Metro Transportation staff, particularly light-rail project;

xxiv)  Tri-Met

e)  PPR shall provide a series of newsletters and public information on the project:

i)  An initial newsletter shall announce the project, provide history of the corridor, introduce Working Group, outline schedule for design and public involvement. It shall be mailed to nearby residents, property and business owners as well as to those likely to be interested in impacts to traffic patterns;

ii)  A special focus group of nearby property owners may be added to address any concerns regarding design or construction;

iii)  An informal tour to visit the bridge locations will be held early in the process;

iv)  Subsequent newsletters or postcard notices shall announce public meetings and describe design options, design decisions, construction schedules, and public events;

v)  Meetings of the Leadership & Oversight Committee shall be advertised and open to the public;

vi)  Newletters are likely to be double-sided 11”x17” sheets folded twice. Newsletter shall state that the trail project is a cooperative effort and shall have logos of project partners (PPR, Milwaukie, and Metro). Metro project manager shall be able to review newsletters prior to printing and distribution.

vii)  Information on the project shall be posted on the PPR web site with links to partner agencies.

viii)  Background information, meeting notices, and other opportunities to be involved shall be included in the Metro Green Scene as space and publication deadlines allow.

ix)  Site signage shall describe the project and acknowledge partners. Project partners shall collaborate to determine location, format and form of permanent plaque or other acknowledgement of partnership to be displayed on site at project completion. Any permanent marker shall need to comply with PPR memorials policy in force at project completion.

x)   Press releases shall be issued to announce all public meetings and specific project milestones. All press releases shall be reviewed by Metro project manager prior to distribution.

xi)  During the design options phase, bridge designs may be displayed at locations in the community (ex: SMILE, Sellwood Library, Eastmoreland Golf Course).

f)  PPR shall hold a series of public meetings on the project

i)  An initial public meeting shall announce the project, provide background on the Springwater Corridor, and give an overview of project componenets and challenges;

ii)  A second public meeting shall present alternatives and seek feedback;

iii)  A third public meeting (or Open House) shall share results of previous meetings and display final designs.

g)  PPR shall coordinate a trail dedication/grand opening event. Metro project manager shall be consulted about the plans for these events. A ground-breaking event shall also be held if appropriate. Note that event budgets are likely to be limited unless sponsors are obtained. Such sponsorship cannot be assumed.

4)  Coordination with Government Agencies and Adjacent Businesses and Landowners

a)  Hold quarterly meetings of the Leader and Oversight Committee. Committee shall review significant design questions and project progress. Representatives shall be:

i)  PPR Planning and Development Supervisor (Zari Santner);

ii)  Portland Councilor (Darlene Carlson for Jim Francesconi);

iii)  Metro Councilor (Rex Burkholder);

iv)  Metro Parks and Greenspaces staff (Jim Desmond);

v)  Milwaukie or Clackamas County representative.

b)  Interagency coordination (federal, state, regional, local);

c)  Apply for land use review and secure building permits as needed in two cities in different counties;

d)  Coordinate with Oregon Pacific Railroad Co, as needed regarding traffic signal design - Metro staff might assist;

e)  Coordinate with U.S. Postal Service as needed regarding modification to their post office site;

f)  Coordinate with PGE on trail design, including PGE access to its towers and poles and other requirements as set forth in UPRR-Metro Purchase and Sales Agreement and Exhibits thereto. This may include negotiating vehicle load requirements in exchange for pole relation in this or subsequent trail projects;

g)  Coordinate with ODOT regarding over-crossing of SE McLoughlin Boulevard, including needed permits;

h)  Coordinate with Tri-Met regarding potential light-rail line and/or busway;

i)  Coordinate with Union Pacific Railroad regarding bridge over railroad tracks including needed permits, design review, and construction coordination

j)  PPR shall conduct Stakeholder and Project Update meetings with adjacent property owners and businesses located along the project.

k)  PPR project manager is responsible for communicating project progress to state and city staff; PPR project manager shall relay information for Metro staff to Metro project manager for distribution.

5)  Bidding, Selection of Contractor(s), and Construction

a)  PPR shall work with ODOT submission and review process in order to provide and coordinate construction drawings and specifications for the project. Metro shall have the opportunity to review and comment on bid documents during ODOT review process.

b)  PPR anticipates a single bid package for entire project. Design development may determine that some portions of the work should be bid separately.

c)  ODOT manages the bid, selection of Contractor(s), contracting, materials testing and approvals, and construction inspection. PPR shall provide additional construction observation for trail, any landscaping and street improvements;

d)  PPR shall attend regular meetings in the field, final trail walk-through, and preparation of punchlist to approve work. Metro Project Manager shall participate in the final walk-through.

6)  Operations and Maintenance

a)  PPR and Metro shall agree to maintenance responsibilities on Metro parcels in the project area in a separate maintenance agreement;

b)  Maintenance responsibilities shall be modified during construction period through mutual agreement;

c)  After project completion, all improvements and landscaping shall be the property of the City of Portland. PPR shall be responsible for all warranties, maintenance and liability;

d)  After project completion, PPR shall be responsible for management and operations of the trail and parcels of land in the project area owned by Metro;

e)  Metro staff shall be consulted regarding encroachments but PPR shall be responsible for contacting adjacent landowners and removing encroachments into the corridor.

7)  Matching Funds, Reimbursements, Seeking Additional Funds/Donations

a)  Design and construction of this project has been advanced two years earlier than expected when project application was submitted. PPR welcomes the opportunity to finish this project earlier than anticipated but had limited funds available for staff in the current year that ended June 30, 2002.

b)  PPR adjusted planning staff responsibilities in order to begin some tasks but the main body of work must wait until Local Agency Agreement is signed and ODOT gives a notice to proceed. Project management staff are funded through project budgets and cannot do extensive work until reimbursement is available from ODOT.

c)  PPR shall provide $391,608 matching funds to ODOT. $150,000 is budgeted in Portland Capital Improvement Program to be available July 1, 2002 with balance available July 1, 2003.

d)  Once Local Agency Agreement is signed, PPR can authorize reimbursement for subsequent Metro staff time at the rates noted below. These rates include wages, benefits and overhead and shall not exceed $60,000 throughout duration of the project. PPR shall reimburse Metro on a quarterly basis upon receipt of proper documentation. Documentation should note staff person, rate of reimbursement, date of month, task, hours expended.

e)  PPR did careful cost estimates for project. However, funds for unexpected contingencies are limited and PPR reserves the right to modify project parameters in order to meet available funds. Although donated materials and outside funds shall be solicited for trail enhancements and special events, PPR does not expect the City General Fund to allocate additional money if there is project shortfall.

City Project Manager

George Lozovoy

Portland Parks and Recreation

1120 SW Fifth Avenue, Room 1302

Portland, Oregon 97204-1933

Phone: 503-823-5595

Fax: 503-823-5570

Email: pkloz@ci.portland.or.us

Metro shall be responsible for:

8)  Committee work

a)  Participation by two representatives in the quarterly Leader and Oversight Committee Meetings;

b)  Participation by one representative on the design team selection committee;

c)  Participation by one or two representatives (Metro Parks and Greenspaces staff plus Metro Transportation staff on light-rail) on the Working Group;

d)  Metro project manager to communicate project progress to staff in parks and transportation as well as Metro leadership.

9)  Public involvement

a)  Participation by the Metro project manager at up to three public meetings, including planning for and attending meetings;

b)  Timely review of newsletter prior to printing and distribution;

c)  Timely review of press releases prior to distribution;

d)  Coordination of publicity in Green Scene;

e)  Potential coordination with Green Ribbon campaign;

f)  Participation in planning for celebratory events and in the events themselves.

10)  Design development and review

a)  Assist with Oregon Pacific Railroad Co if there are issues with traffic signal design;

b)  Assist with PGE access to its towers and poles and other requirements as set forth in UPRR-Metro Purchase and Sales Agreement;

c)  Coordinate potential light-rail project;

d)  Assist with Union Pacific Railroad if needed regarding bridge over railroad tracks;

e)  Review and comment on construction documents, including signage (during ODOT review period);

f)  Join PPR, ODOT, and general contractor on final trail walk-through.

11)  Site Management

a)  Coordinate with PPR property manager regarding removal of encroachments on parcels owned by Metro.

12)  Reimbursement requests

a)  No staff time is reimbursable until Local Agency Agreement is signed. Metro shall designate at least two persons who can request reimbursements. PPR shall reimburse Metro on a quarterly basis upon receipt of proper documentation. Documentation can simply note staff member and rate of reimbursement, date of month, task, hours expended. The staff members noted below are most likely to work on project although others may be substituted. Metro may bill up to $60,000 throughout duration of the project.

b)  Cost of Living Adjustments (up to 3% annually) are made in July.

Metro Project Manager

Mel Huie

Regional Parks and Greenspaces

600 NE Grand Avenue

Portland, Oregon 97232

Phone: 503-797-1731

Fax:  503-797-1588

Email: huiem@metro.dst.or.us

Other Considerations:

13)  No Public Access During Trail Construction

a)  The public shall not be allowed to use the trail until the trail construction is completed as determined by final walk-through by ODOT, PPR, and Metro project managers and general contractor.

b)  Minimizing the existing use of UPRR crossing is particularly important to relations with railroad. UPRR is likely to require extensive fencing during construction as well as railway safety officers.

14)  Funding Declaration

a)  PPR shall document on-site, and in any publication, media presentations or other presentation, sources of funding and that land underneath the trail is owned by Metro, purchased with #26-26 funding. The regional funding request was from Portland, Metro and Clackamas County. Local matching funds shall be provided by PPR and Milwaukie. PPR shall be responsible for maintenance of the trail improvements.

15)  Duration of Intergovernmental Agreement

a)  IGA shall be in effect from date when both parties have signed through the end of 2006. If necessary, IGA may be extended, if agreed to, in writing in advance, by both parties.

b)  Changes may be made in the work plan, budget and time-line upon mutual consent of the two parties. Changes shall be made in writing and initialed by PPR and Metro representatives on the Leader and Oversight Committee.

c)  Budget – see attached