Township Council Meeting — Packet

344-24 December 10, 2024 R E S O L U T I O N- AWARDING A CONTRACT FOR THE PERFORMANCE OF PRELIMINARY ENGINEERING (PE) SERVICES TO GREENMAN – PEDERSEN, INC FOR 2022 NJDOT SAFE ROUTES TO SCHOOL (SRTS) IMPROVEMENT PROJECT WHEREAS, the Township of West Orange wishes to perform improvements to the 2022 Safe Routes to School (SRTS); and WHEREAS, the Township has been selected by the New Jersey Dept. of Transportation (NJDOT) in partnership with the North Jersey Transportation Planning Authority (NJTPA), the Delaware Valley Regional Planning Commission (DVRPC), and the South Jersey Transportation Planning Organization (SJTPO) for a grant funding in the amount of $920,000.00 for this project; and WHEREAS, the Township requires the services of a professional engineering firm and land surveying firm to oversee the Preliminary Engineering (PE) phase of this project; and WHEREAS, one of the distinctive features of this grant is additional funding is provided via a Design Assistance Program to cover the consultant’s cost if one of the four NJDOT prequalified consultants is selected to oversee this project, so as not to impact the $920,000.00 grant total; and WHEREAS, NJDOT conducted a review of the Design Assistance Consultant Selection by evaluating, rating and ranking consultants and Greenman – Pedersen, Inc. (GPI) was one of the four consultants qualified through this process to perform these services; and WHEREAS, the Township needs to endorse GPI contract (Exhibit A) that serves as the Notice to Proceed, so that Preliminary Engineering (PE) commence for this project; and WHEREAS, GPI has submitted a proposal as part of the Federal Aid Agreement (Exhibit B) for completing the Preliminary Engineering (PE) Phase of this project at a total cost of $338,880.15; and WHEREAS, Greenman – Pedersen, Inc., have performed similar work for the Township on several projects and their work quality is very good; and WHEREAS, the Municipal Engineer recommends the professional services contract be awarded to Greenman – Pedersen, Inc., 301 Gibraltar Drive, Suite 2A, Morris Plains, NJ 07950 for the Preliminary Engineering (PE) Phase of this project; and

WHEREAS, Greenman – Pedersen, Inc., responded to the Township’s Request for Qualifications for Professional Services for 2024; and WHEREAS, sufficient funds exist for the services outlined in the proposal of Greenman – Pedersen, Inc.; and WHEREAS, the Township Council concurs in the foregoing. NOW THEREFORE BE IT RESOLVED by the Township Council of the Township of West Orange, New Jersey that a professional services contract be awarded to Greenman – Pedersen, Inc., to provide professional engineering and land surveying services for the Grant Project for the 2022 NJDOT SAFE ROUTES TO SCHOOL (SRTS) IMPROVEMENT PROJECT in an amount not to exceed $338,880.15. BE IT FURTHER RESOLVED that a copy of this Resolution be published in the West Orange Chronicle within ten (10) days of its approval as required by State Statute. Karen J. Carnevale, R.M.C., Municipal Clerk Bill Rutherford, Council President Adopted: December 10, 2024 I hereby certify funds are available from: John C. Ditinyak, Chief Financial Officer ACCOUNT NO. Account No. 03-2830-23-0500-010 $338,880.15

November 13, 2023 (Revised July 16, 2024) 344-24 Ms. Zayibeth Carballo, Assistant Township Engineer Township of West Orange 25 Lakeside Avenue West Orange, NJ 07052 Re: NJDOT Safe Routes to School (SRTS) Design Assistance Program SRTS - 2022 – West Orange Safe Routes to School West Orange, Essex County Subject: Proposed Scope of Services and Cost Proposal for Preliminary Engineering Dear Ms. Carballo: Thank you for the opportunity to provide professional engineering design services for the Preliminary Engineering (PE) phase for the above referenced project. Our scope of services is based on the SRTS - 2022 Application completed by the Township, input received at our virtual Scope of Work kickoff meeting on March 13, 2023, our field meeting on May 4, 2023, June 6, 2023 meeting minutes and the NJDOT standard network diagram and activity descriptions for the PE project phase. The project’s purpose is to perform improvements to enhance safety of the various routes to schools in the Township thus enabling and encouraging more students to walk and bike to school and provide a safe walkable community for the residents. The grant application identified twenty-one school intersections, as listed below, for pedestrian safety enhancements. Many of these locations will consists of providing solar powered flashing school advance crossing signage assemblies. These assemblies would be radio-controlled and activated by a School Crossing Guard through the controller box at each intersection. Though not identified in the grant application but discussed in our meetings, solar powered rectangular rapid flashing beacon school crossing signs with push-button activation will be installed at ten (10) pedestrian crossings occurring at not stop-controlled locations. To ensure ADA compliance at the pedestrian crossings affected by the proposed signage improvements, this project will include the evaluation and, if necessary, upgrades to curb ramps at these locations. This was confirmed by NJDOT at the project field meeting. Once completed, the proposed improvements will create safer routes to the various schools throughout the Township. The project will be advanced in compliance with the Federal requirements by following the NEPA process, requirements for historic preservation under the Section 106 process, and policies to protect publicly owned parks under Section 4(f). Federal

h the Federal requirements by following the NEPA process, requirements for historic preservation under the Section 106 process, and policies to protect publicly owned parks under Section 4(f). Federal compliance will be documented in the Categorical Exclusion Document (CED) prepared during Preliminary Engineering by NJDOT Bureau of Programmed Resources. Scope of Services GPI will perform the activities as described within this scope of services. It is understood that these activities will be directed by the Township of West Orange. The activities are more specifically described as follows: Project Management: Scope Development, Budget, Schedule, and Invoicing – GPI will prepare and submit to the Township a baseline schedule in an agreed upon format for approval or comment. We will update the schedule on a monthly basis for the duration of this project. GPI will submit a progress report with each invoice that will detail the following: Over 60 offices throughout the United States www.gpinet.com An Equal Opportunity Employer

SRTS-2022 Design Assistance Program Township of West Orange       November 13, 2023 Revised July 16, 2024 Activities completed to date with the current invoice period highlighted. A summary of the costs incurred to date and the percentage (of project) complete. Confirmation of upcoming submittals and possible scheduling conflicts. Any unanticipated cost and/or activities not included in this scope of services. Responses required from the Township or NJDOT Local Aid. Anticipated work during the next invoice period. It is understood that the Township will not process any submitted invoices unless the above information is attached to the same. This activity will also include attending and preparing minutes of one (1) coordination meeting during PE development. PE is expected to be completed in nine (9) months’ time duration from notice to proceed. The following summarizes the activities associated with this scope of services based on the NJDOT Activity Descriptions Manual and as modified for this specific design assistance project that are to be performed by GPI and our subconsultants: Activity No. Activity Description 3015 Prepare Survey Control Report 3020 Conduct Topographic Survey 3025 Prepare Base Maps 3030 Prepare Horizontal and Vertical Geometry 3035 Prepare Utility Base Plans 3045 Send Utility Verification Request Letter 3055 Update Base Plans and Identify Conflicts 3070 Prepare Preliminary Roadway Plans 3085 Prepare Preliminary Drainage Design 3090 Determine Traffic Engineering Facility Locations 3110 Prepare ROW Report 3115 Initiate ROW Impact Plan 3120 Hold ROW Kickoff Meeting 3130 Update Preliminary Detour / Construction Staging Plans 3135 Prepare Construction Cost Estimate 3160 Prepare Draft PE Report 3205 Township and NJDOT Reviews Draft PE Report 3865 Hold Public Information Center 3870 Prepare Categorical Exclusion Document Prepare Survey Control Report (3015): GPI’s subconsultant, MFS, will prepare a survey control report that follows NJDOT standards documenting the control survey and data used to establish primary control for the project. Information from this report will be used to recover survey control points for use in supplementary surveys for the project and for construction. GPI will coordinate survey activities with preliminary design activities and perform a QA review of the report and

control points for use in supplementary surveys for the project and for construction. GPI will coordinate survey activities with preliminary design activities and perform a QA review of the report and request updates as may be necessary to resolve QA comments. GPI will submit the final draft report to the Township for review and comment and will coordinate with MFS to address any comments. Please refer to MFS’ Scope of Services and Estimate which is attached for more information. Conduct Topographic Survey (3020): GPI will gather the survey data required for intersection improvements, including all permanent features within the project limits and existing Right-of-Way (ROW) lines, which is to include Page 2 of 8

SRTS-2022 Design Assistance Program Township of West Orange November 13, 2023 Revised July 16, 2024 surveying at each intersection. The survey limits will extend 15’ (ft) from the curb line or edge of road and 30’ (ft) from the curb returns. Survey of existing intersection ramps for ADA compliance will be performed at the following intersections: Redwood School     Forest Avenue and Woodland Avenue. Redwood Avenue and Woodland Avenue. Pleasant Valley Way and Woodland Avenue. Redwood Avenue and Cannon Street. Kelley School    Pleasant Valley Way and Stanford Avenue. Pleasant Valley Way and Alisa Drive / Lakeview Drive. Pleasant Valley Way and Hooper Avenue / Curtis Avenue. Gregory School    Gregory Avenue and Lawrence Avenue. Gregory Avenue and Walker Road. Valley Road and Tremont Roosevelt School    Gregory Avenue and Forest Hill Road. Club Boulevard and Gilbert Place. Gregory Avenue and Mitchell Street. Hazel School         Hazel Avenue and Birch Street. Hazel Avenue and Pine Street. Hazel Avenue and Rollinson Street. Mitchell Street and Glen Road. Mitchell Street and Rollinson Street. Mitchell Street and Valley Road. Valley Road and Central Avenue. Kingsley Street and Whittingham Place. The topographic survey data will include, but not be limited to: 1. Driveways, roadway pavement, grass, gravel, asphalt, trees, landscaping, traffic striping and signing, curb, islands, sidewalk, property and roadway monuments, guiderail, and railroad rails and equipment. 2. Bodies of water, ditches, and pipe systems indicating direction of flow. 3. Utility poles and numbers and elevation of all aerial utility lines within the survey area. 4. Any utilities in the roadway, such as: junction boxes, highway lighting, traffic signals, gas valves, water valves, sanitary sewer manhole rim elevations, and all drainage inlet and manhole grate and rim elevations. Invert elevations, pipe sizes and pipe types will be obtained from record plans provided by the Township. Structures will not be entered and any structures with excessive debris and/or silt will be noted. GPI will not clean or attempt to remove debris or silt. 5. Surface data within the limits of the project. 6. Base mapping to be revised on an as-required basis to include utility underground information as received from the Utility Owners on the project site. Page 3 of 8

SRTS-2022 Design Assistance Program Township of West Orange November 13, 2023 Revised July 16, 2024 Primary Tasks: 1. Establish existing ROW and no-access lines using existing plan and deed information. 2. Perform bench run, based on recovered survey control. 3. Conduct topographic survey, utility location survey and ROW location survey. 4. Provide a “traverse.dgn” file containing the survey and supplemental control points along with any traverse created for the project. 5. Develop a table summarizing points, coordinates, elevations and descriptions to be inserted into the traverse file. a. The points to be used as benchmarks for construction will be identified in the table. A separate file containing swing tie data will be provided as a supplement to the data provided in b. the Field Notes. Technical Assumptions: 1. GPI will utilize a combination of conventional survey methods, GNSS survey methods, and 3D laser scanning (LiDAR) methods to collect the survey data. It is estimated that features extracted from the LiDAR point cloud will have a tolerance of less than one-quarter inch (¼”). 2. A highway occupancy permit will not be required. 3. Lane closures will not be required. Prepare Base Maps (3025): GPI will perform a field edit of the base mapping to verify its accuracy based upon the survey data collected in Activity 3020. The mapping efforts will adhere to the NJDOT Survey Manual, BDC13T-04. The ROW and no-access lines for all adjacent parcels will be established from deeds and plotted on the base maps in accordance with NJDOT ROW procedures and guidelines. CADD processing and editing – All files will be developed using NJDOT standards with regards to level, color and symbology. These files will be used during compilation of the planimetric features to ensure consistency across the entire project. Editing of the digital files collected during compilation is performed on individual workstations. At this stage individual models are combined and edited to produce the final map. All the scanned data is run through a final CADD edit. This is done to ensure that proper line styles, line weights, levels and symbology conform to NJDOT Survey Manual and CADD Standards Manual. Digital Terrain Models (DTM) – A DTM will be created from the survey work. The DTM will be of sufficient accuracy to evaluate existing pavement grades and establish new pavement grading.

dards Manual. Digital Terrain Models (DTM) – A DTM will be created from the survey work. The DTM will be of sufficient accuracy to evaluate existing pavement grades and establish new pavement grading. The surface DTM will be established to the extent of the project limits, including roadside surfaces, at a minimum to the ROW line. ROW will be developed and plotted from deeds for the parcels within the project limits. We will generate final contours. The quality control process will include a field check. The base map data will be reviewed for features missed during data capture and to review the final CADD files for consistency and accuracy. Potential DTM errors, such as spikes or anomalies, such as significant erosion near a parapet wall, may be resurveyed for verification before the final files are created. A quality assurance review will be performed on the final CADD files. Primary Tasks: 1. Field edit base mapping to verify field data. 2. Update base mapping on an as required basis to include utility underground information as received from the Utility Owners on the project site. 3. Plot the ROW and no-access lines from deeds, maps, and/or plans. 4. Prepare final mapping of existing topography information. 5. Perform QA review on the final base mapping. Prepare Horizontal and Vertical Geometry (3030): GPI will layout the proposed curb ramps and calculate the proposed horizontal and vertical geometry where curb ramps are deemed to be non-compliant with ADA requirements. The proposed geometry will be tied into the project baseline as developed by GPI, with proposed work and project footprint defined over the base mapping to produce an accurate depiction of the proposed impacts. Page 4 of 8

SRTS-2022 Design Assistance Program Township of West Orange November 13, 2023 Revised July 16, 2024 This project includes evaluation of existing curb ramps at the identified pedestrian crossings. It is anticipated that no more than 61 individual curb ramps will be evaluated for ADA compliance. ADA ramps, at the proposed pedestrian signage improvements, will be laid out and preliminarily graded to determine proposed impacts. It is anticipated that the use of concrete curb headers will be necessary at various locations where ADA Ramps are to be constructed to eliminate the need for ROW impacts. Improvements to any existing curb ramps not being directly affected by the proposed school crossing sign improvements at crosswalks, are not included in this scope of work. Pursuant to MUTCD (2009), Section 7B.12, school crossing assembly signage shall not be installed on approaches controlled by a stop condition. Accordingly, school crossing signage will not be installed at the seven (7) signalized intersections, as there are no improvements proposed at these crossings. Evaluation and upgrades for ADA compliance at these locations is outside the scope of this project and excluded from this proposal. Prepare Utility Base Plans (3035): GPI will prepare utility base plans from the field survey data to show existing surface utility facilities. Send Utility Verification Request Letter (3045): GPI will establish utility contacts and submit the verification request letter and two sets of the utility base plans to each utility company to identify their existing facilities on the utility base plans. We anticipate that this letter will be sent to no more than six (6) utility companies. Update Base Plans and Identify Conflicts (3055): GPI will coordinate with the affected utility companies and incorporate the collective utility owner comments onto the base maps. We will identify potential utility conflicts between existing utility facilities and proposed design elements. In coordination with the utility companies, we will identify subsurface utility engineering (SUE) test pit locations at the potential conflict points to verify the exact location of the existing utilities. However, we anticipate after Activity 3055 it will be determined that there is a low risk of utility conflict and SUE work will not be necessary. We anticipate the project will not result in utility