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PW Andersen Dr. Rail Crossing AmendmentCITY OF SAN RAFAEL, CALIFORNIA r DEPARTMENT OF PUBLIC WORKS ! MEMORANDUM DATE: September 7, 2016 FILE NO: 18.01.79 TO: Jim Schutz, City Manager FROM: Kevin McGowan, Assistant Public Works Director/City Engineer KM Re: Andersen Drive Rail Crossing Improvement Professional Services Change for Kimley-Horn Associates On September 21, 2015, the City Council approved an agreement with Kimley-Horn and Associates to design the Andersen Drive Rail Crossing Improvements. Kimley-Horn and Associates has been diligently moving forward and will have 95% Plans, Specifications and Estimates ready for review by the City and SMART by September 23, 2016. Over the last year, we have been working closely with SMART to assist with development of the Larkspur Extension from Second Street to Andersen Drive. Our consultant, Nader Mansourian has been instrumental in providing details and guidance to SMART and their designers regarding the roadway geometry and coordinating this effort with the work occurring at Andersen. Originally, this review and coordination was specified in Kimley-Horn's contract. Mr. Mansourian is also working closely with CPUC staff. He has brought the 65% level plans prepared by Kimley-Horn to the CPUC and reviewed the documents with them. The CPUC would like some justification of why a grade separation structure for the rail, or the road, cannot be installed at this location. This scope was not included in Kimley-Horn's original scope. Nevertheless, having a frill engineering analysis detailing reasons why a grade separation system cannot be installed would be very beneficial to streamlining the approval process with the CPUC. Kimley-Horn is proposing to eliminate Task 5 on their contract scope and substitute it with the attached proposal labeled "Task 5 — Modified". The cost of the original Task 5 was $27,663 and is substituted with the Task 5 — Modified at a cost of $24,839, which is less than the original allocation. Based on the contract language, the City Manager is authorized to take any and all such actions to make changes as may be necessary to accomplish the purpose of the work. Since the scope change is not a material change to the character of the work, and the cost does not exceed the original allocation, we believe this scope modification is justified. Therefore, we request that you approve the proposed scope change for this project by signing and returning this memo as indicated below. T /VA J in S hutz, City M ag r Date: Attachments C: Bill Guerin, Public Works Director Lisa Goldfien, Deputy City Attorney q,3-�Dc)Z x 145 Kimley»>Horn MEMORANDUM TASKS - MODIFIED To. Nader Mansourian, City of San Rafael From John Pulliam & Brent Ogden, Kimley-Horn Date: August 28, 2016 Subject- Andersen Drive Crossing Alternatives — Scope and Fee Proposal SCOPE SUMMARY Kimley-Horn will develop a Technical Memorandum for the City of San Rafael (City) that will summarize the evaluation of a grade separation versus an at -grade operation through the Andersen Drive crossing located on the Larkspur extension of the Sonoma -Marin Area Rail Transit District (SMART) as requested by the California Public Utilities Commission (CPUC) in support of the application for approval of proposed improvements at the rail crossing. SCOPE OF WORK 1. Assemble Background Data —Review prior study by City, develop data request for additional data and design requirements from City and SMART. Obtain relevant design criteria documents for roadway and rail alignment design 2. Review Project History —Review prior commitments and discussions involving the Andersen Drive crossing which should be considered 3. Conceptual Design Study — Prepare preliminary design concept study for rail bridge across Andersen Drive including: • Rail Profile Study — Define conceptual preliminary vertical alignment for rail overcrossing to satisfy SMART design criteria for speed, track spacing, and rail support. The purpose of the profile study is to establish the "footprint" required to provide a rail separation taking into account preliminary bridge concept design option(s) Bridge Concept Plan — Identify potential structural configuration requirements including allowance for structure depth, cross-section, abutment locations and candidate column placements including "outriggers" or other provisions needed to address skew angle of crossing • Right -of -Way Requirements — Define footprint of structure and right-of-way requirements including consideration for construction staging and potential construction easements Kimley>»Horn Page 2 • Fatal Flaws Utility Investigation — Identify known underground and aboveground utilities subject to relocation or which pose a fatal flaw for construction of rail overpass. Analyze potential time line and obstacles to relocation of overhead high tension lines. • Construction Phasing / Traffic Detour Concept Plan — Identify potential strategies to construct rail separation including candidate traffic detour plan 4. Grade Separation Evaluation — Prepare a preliminary evaluation of issues involved in delivery of grade separation including: • Rough Order -of -Magnitude (ROOM) Construction Cost — Identify preliminary construction cost • Construction Schedule — Discuss potential construction schedule including unknown factors which could cause schedule extension (e.g. utility relocations) • Traffic Detouring — Consider potential impacts as a result of detouring traffic during construction ■ Other Factors — Qualitatively assess positive (e.g., increase rail operating speed) and negative (e.g., noise impacts, view blockages, etc.) factors which would be considered in selection of a crossing alternative 5. At Grade Option Evaluation — Describe the principal features of an at -grade solution. Analyze potential safety aspects including potential safety mitigation to provide for acceptable operation at grade. Identify potential construction cost to provide operational at grade crossing. 6. Trade Off Analysis —Compare and contrast features of grade separated vs at grade operation 7. Prepare Technical Memo — Prepare brief Tech Memo summarizing findings, including exhibits showing impacts. Incorporate comments from City and finalize. 8. Meetings Allowance — Meet with City of San Rafael (2 meetings); attend and present at City Council (1 meeting). The analysis of impacts and feasibility will be performed as a high-level evaluation using professional judgement and as such no detailed technical studies will be provided; as such, response to questions which may require greater depth or breadth of analysis are not included in the cost estimate. FEE PROPOSAL We propose to perform the Scope of Work for a fee not to exceed $24,839. We have estimated the fee using current billing rates. Kimley»>Horn Page 3 Staff Senior Senior Proj. Mqr. Transit Enq Structural Enq Analyst Sub Total Rate $226.04 $295.00 $238.48 $113.41 Hours 8 42 8 77 TOTAL $1,808 $12,390 $1,908 $8,733 $2,500 $24,839 We have included subconsultant RGA Design to assist us in coordinating with PG&E. We have worked with RGA on a number of projects. They have direct experience working with PG&E on transmission -related designs. Department of Industrial Relations Contractor Registration �Legal CRATUSrINC. 10000078O9Number ISAN FRANCISCO ISAN FRANCISCO I05 O12/2016n Date 06/3iDate0/201 Kevin McGowan From: Nader Mansourian <naderm@comcast.net> Sent: Friday, August 26, 2016 8:12 AM To: Kevin McGowan Subject: Re: 10_097023029 Kimley-Horn, July Invoice (ANDERSEN DRIVE RAIL CROSSING) Hi Kevin, Thank you. Let's talk about this on Monday. Nader On Aug 26, 2016, at 7:53 AM, Kevin McGowan <Kevin. McGowan (@citvofsanrafael.ore> wrote: Per Lisa, an amendment to the contract is needed which will need to go to council. It opens the door for questions about their work. Kevin From: tvler.shaffer(@kimiev-horn.com fmailto:tvler.shaffer(@kimlev-horn.comI Sent: Thursday, August 25, 2016 6:32 PM To: naderm(dcomcast.net Cc: iohn.pulliam@kimlev-horn.com; Kevin McGowan Subject: 10_097023029 Kimley-Horn, July Invoice (ANDERSEN DRIVE RAIL CROSSING) Nader (and Kevin), Thank you again for taking the time to consider our request to escalate rates. As John mentioned below, if additional information is helpful, please let us know. Until then, please find enclosed an invoice for services rendered through July 31, 2016 for review and payment. Upon request, a hard copy can be placed in regular U.S. Mail. "Please reference the invoice number on all payments" If you have any questions or require additional information, please advise. Kind regards, Tyler Shaffer I Project Accountant Kimley-Horn 1 401 B Street, Suite 600 1 San Diego, California 92101 Direct: 619 744 0125 1 Mobile: 619 376 8239 1 Email: tvler.shaffere-Kimlev-Horn.com Celebrating nine years as one of FORTUNE's 100 Best Companies to Work For From: Pulliam, John Sent: Thursday, August 18, 2016 3:01 PM M To: Nader Mansourian <naderm@comcast.net>; Shaffer, Tyler <tvler.shaffer@kimlev-horn.com>; Kevin McGowan <Kevin.McGowan @citvofsanrafael.or>?> Subject: RE: 097023029 ANDERSEN DRIVE RAIL CROSSING - Rates Thanks Nader, I appreciate the points you make about the impact of raising our rates. When we propose on a project, we do try to take into account potential rate adjustments that may be needed, either by setting a weighted rate that can work for multiple years, or by requesting the ability to increase our rates annually. When we proposed on the Andersen Drive project, we anticipated most of the work to be completed by July 2016, so we used current rates that weren't weighted/blended. As the project has evolved, the schedule has lengthened, and we are now delivering a significant amount of work under our new rates (that were adjusted on July 1). Original schedule attached. I certainly don't want to send the City through the process of a contract amendment for a rate adjustment. My experience has been that most agencies are able to take that action without going through their Council. Kevin, it looks like this request has now ended up on your desk. Please let me know if there's any other information I can provide you on this. I've attached a copy of our original schedule submitted at the time of our proposal. Thanks for your consideration. John John Pulliam, P.E. Kimley-Horn 14637 Chabot Drive, Suite 300, Pleasanton, CA 94588 (Please note that we have moved) Direct: 925-398-4856 1 Mobile: 925-250-2645 1 Email: iohn.aulliam0__kimlev-hom.com I www.kimlev-horn.com From: Nader Mansourian jmailto:naderm@comcast.netj Sent: Saturday, August 13, 20161:48 PM To: Shaffer, Tyler <tvler.shaffer@kimlev-horn.com> Cc: Pulliam, John <iohn.oulliam@kimlev-horn.com>; Kevin McGowan <Kevin.McGowan @citvofsanrafael.org> Subject: 097023029 ANDERSEN DRIVE RAIL CROSSING - Rates Dear Tyler, Thank you for your e-mail requesting to amend/modify the Andersen Drive and On -Call Engineering services Professional Service Agreement. This request is beyond my Andersen Drive project management authority. In addition I am not involved with the On -Call Engineering services and it should be addressed by Keving McGowan, Assistant Public Works Director/City Engineer. Andersen Drive contract- Based on my past experiences a contract amendment may be required to change the terms of the contract. The current contract contract Article V., A. is based on time and material not to exceed maximum project budget shown on exhibit B ( Kimley Horn Summary cost proposal revised 9/2/2015). The City attorney may approve such modifications since the scope, budget and deliveries are not changed. I am concerned the hourly rate increase results in less hours allocated to the project or any potential savings. An example is Task 5.0 Francisco West Flop support shown on the contract exhibit B, 120 hours labor and total budget of $27,663.09. John and I discussed to utilize this scope to address the new scope of work; Andersen Drive grade separation analysis CPUC required. The hourly rate change also impacts tasks 7 and 8 (construction support and create plats and legal appraisals). John- I am still waiting to receive the budget and timeline on the Andersen Drive grade separation analysis. I am copying Kevin McGowan, Assistant Public Works Director/City Engineer to respond to your request. Thank you Nader Mansourian From: <tvler.shaffer@kimlev-horn.com> Date: Thursday, August 11, 2016 at 10:05 AM To: Nader Mansourian <naderm@comcast.net> Cc: <iohn.pulliam@kimlev-horn.com> Subject: 097023029 ANDERSEN DRIVE RAIL CROSSING - Rates' t Nader, Good morning. I trust all is well. John and I are currently reviewing July project financials, specifically those where it seems we have the opportunity to escalate rates. One project in particular, caught our attention — Andersen Drive Rail Crossing. Upon review, we have been using these rates the past two. years. During this time, the project staff has received two annual salary adjustments —July 1, 2015'and 2016 — as well, an On -Call Engineering Services Agreement was executed between the City of San Rafael and Kimley-Horn. As a result of these adjustments, we would like to request an increase to the hourly rates using the On - Call Engineering Services Agreement as a basis. The above request does not have any foreseen impact on the total contract value as we would continue to work within our existing budgets. Please let me know if this is acceptable or if you would like to discuss further. Thank you for your time and attention. Tyler Tyler Shafferl Project Accountant Kimley-Horn 1 401 B Street, Suite 600 1 San Diego, California 92101 Direct: 619 744 0125 1 Mobile: 619 376 8239 1 Email: tvler.shaffere-Kimlev-Horn.com Celebrating nine years as one of FORTUNE's 100 Best Companies to Work For <10_097023029 ANDERSEN_DRIVE_RAIL_CRX_2016-07.pdf> <Andersen Drive 6-29-2015.pdf> EXHIBIT'A' Kimley»>Horn Andersen Drive Rail Crossing Improvements Scope of Services 9/2/2015 Kimley-Horn will provide the professional engineering design services to develop final design plans for the Andersen Drive Crossing, and assistance coordinating on behalf of the City with SMART for the Francisco Boulevard West Flop. We have reviewed the City's proposed Scope of Work, and offer the following scope. Task 1: Project Management and Coordination This task includes project management related tasks and meetings to consist of preparation of invoices, budget oversight, adherence to project scheduling, and general project coordination. We will work with the City at the start of the project to establish and understand the standards and policies which will guide the project development. Our scope and fee assume a 12 month project design duration. In addition, we assume there will be 3 in-person meetings with the City, and also '/z hour status calls each week, that will be attended by both the roadway and signal team leads An initial Kick -Off Meeting will be arranged with City staff to review to discuss some of the elements associated with project and develop a consensus on the overall project approach. The Kimley-Horn project manager and one additional staff person will attend the meeting. With the City's involvement, we will review the proposed project approach and deliverables, and will set timetables for deliverables, City review periods, and other administrative details. Our key design team members will meet regularly with the City to present design options, review design alternatives, go over deliverable reviews, discuss project progress, and review other specific project related items. In addition to team meetings, Kimley-Horn anticipates communicating frequently with the City Project Manager. We will develop and maintain a critical path schedule using Microsoft Project, and we will provide monthly schedule updates in Microsoft Project format. Once the initial schedule has been approved by the City, we will baseline the schedule and continuously track the progress of each task against the baseline. Kimley-Horn, assisted by subconsultant Forbes Traffic Solutions, will coordinate with SMART, Caltrans, and the CPUC, including in person meetings with these external agencies, to move the project through those agencies and gain the needed approvals, Kimley»)Horn Page 2 including a Caltrans Encroachment Permit and SMART Right -of -Entry Permit We have assumed a total of 8 in-person SMART meetings will be necessary Deliverables Meeting agendas and minutes for all coordination meetings (internal and external) Project schedule (monthly updates) Task 2: Preliminary Studies and Research The Kimley-Horn team will provide a coordinated effort to efficiently perform field reconnaissance and gather the data and information required for project development. Our team will perform field reviews to prepare base data for the project, including walking the entire project site to collect relevant field information. The City will review and provide relevant as-builts and other record drawings to Kimley-Horn, including drainage inventories, of the project area. Kimley-Horn will conduct field reconnaissance to verify existing equipment in place, such as traffic signal controller cabinets, signal poles, pull boxes, and other traffic signal furniture that are located behind the face of curb. Kimley-Horn understands that the City will send letters to utilities and will collect existing utility information from the private service providers who may have facilities in the project area (e.g., AT&T and PG&E). The City will determine the appropriate list of utilities to notify within the project area. Kimley-Horn will provide a utility letter template to the City for their use. The City will draft up the utility request and submitted to the utility companies, and will provide the received utility information to Kimley-Horn for our use. We will review and incorporate this utility information into the design plans. Kimley-Horn will also assist the City with negotiating with utilities for relocation or adjustment work, including creating displays and attending meetings. We have assumed a total of 40 hours for utility coordination work. Our subconsultant, Chaudhary & Associates, will prepare a topographic base map using a combination of conventional surveying using total stations and digital levels along with data obtained using their terrestrial LiDAR scanner system. Limits of topographic survey will be based on the footprint of the project provided in the project RFP. Right of way surreys will consist of a search for record monuments in the project limits noted previously. Record right of way maps will be input into the base map based on found monuments. Our base scope and fee assumes there will be no right-of-way takes necessary for this project. As an optional task, Chaudhary & Associates will create plats, legals and appraisal maps for identified properties. The topographic base map and record right of way data will be compiled in Autocad Civil 3D. Kim ey>>> Horn Page 3 Our subconsultant, PARIKH Consultants, will perform geotechnical testing and analysis, and will produce a Pavement Design Report for the Andersen project. Three locations will be drilled to collect subgrade soil samples for the proposed trail and street widening (if any). Three R -value samples will be collected, one from each boring. Traffic control is not expected as most of the work can be performed along the open dirt areas. We assume that the City will provide a no fee encroachment permit. Depending on the soil conditions, they expect to test up to two samples for R -value for this scope. Based on the readily available or provided Traffic Index values, PARIKH will provide pavement deign recommendations using Caltrans standards. The summary of the field work will be provided in a table. No Log of Test Borings are planned for the shallow borings The results of the field work, and the pavement deign will be provided in a letter report. Our scope assumes the City will provide 24-hour speed/classification traffic counts along Andersen Drive and Francisco Boulevard, as well as morning, mid-day, and afternoon peak period vehicle turning movement, pedestrian and bicycle counts at the intersections of Andersen Drive/Francisco Boulevard, Francisco Boulevard/US 101 southbound ramp, Andersen Drive/Dubois Street, Andersen Drive/mid-block driveway (signalized intersection) and Andersen Drive/Bellam Boulevard. This information will be used to model traffic flows and progressions along the corridor to minimize the impacts of various preemption operating strategies. Finally, as part of this task, our team will perform a Multi -Modal Analysis for the Andersen Drive project, considering alternative modes of transportation including transit, bicycle, and pedestrians. The report will consider ADA and accessibility best practices. Necessary and reasonable multi -modal facilities and improvements will be recommended for inclusion into the design. Some possible improvements could include bicycle lane and bicycle boxes, colored pavements, and alternative signal timing and phases (including bus signal priority and leading pedestrian interval). Deliverables: • Utility letter template • Draft and Final Pavement Design Letter Report • Multi -Modal Analysis Task 3: Environmental Compliance and Permitting Kimley-Horn environmental staff will identify any additional information or data that may needed to support the environmental document. We will work with the City and the City's environmental consultant to determine the appropriate roles and responsibilities for Kimley»>Horn Page 4 completion of these requirements. Kimley-Horn will also work with the City and the City's environmental consultant to identify the required environmental permits from appropriate State, local, and jurisdictional agencies. We will be responsible for preparing, submitting, and obtaining the environmental permits, as needed. Since the number of permits and additional information needs are undefined at this stage, we have budgeted a total of 160 hours for completion of these tasks. Once the roles and responsibilities are determined, and the environmental documentation and permitting needs are identified, we can more closely define the scope and budget in conjunction with the City. This task only covers environmental permitting work, and we assume this work will be performed as directed by the City. Task 4: Andersen Drive Crossing Design The Kimley-Horn team will prepare design plans and estimate at the 35% phase, and plans, specifications, and estimate (PS&E) at 65%, 95%, and 100% Sfinal) stages. We will also perform a preliminary assessment to analyze the project area for potential critical issues, such as right-of-way constraints, environmental issues, accessibility, and drainage. We have assumed a total of about 40 sheets will be necessary for the Andersen Drive project. This includes sheets for: • Cover • Notes • Typical Sections • Demolition Plans • Plan/Profile • Construction Details • Curb Return Profiles • Utilities/Drainage • Erosion Control/Temporary Water Pollution Control Plans • Stage Construction/Traffic Handling Plans • Traffic Signal Plans • Traffic Signal Details (including Railroad Preemption) • Signal Interconnect Plans • Fiber Routing Plan • Fiber Optic Splicing Details • Signing and Striping Kimley»>Horn Page 5 Technical specifications will be developed using the 2010 Caltrans Standard Specifications as the base, written in the City's style. As part of the design work, our team will determine if right-of-way is necessary We will focus on developing design alternatives in order to possibly eliminate the need for right-of- way acquisition. After each submittal, we will prepare and submit a comment response matrix to track each of the comments and responses to ensure that all comments are addressed property. The comment matrix will include the original comments, Kimley-Horn's response to each of the comments, and a final resolution to each of the comments. We will design the communications system to interconnect the traffic signals at 5 locations including Andersen Drive/Francisco Boulevard, Andersen Drive/US101 SB ramps (to the extent possible), Andersen Drive/Dubois Street, Andersen Drive/mid-block signal and Andersen Drive/Bellam Boulevard. We will prepare the detailed designs including the conduit routing, pull box and fiber vault placements, fiber cable routings, splice diagrams and all necessary equipment to interconnect the traffic signals and other ITS field devices (e.g., variable message signs and CCTV cameras). We will work with the City to determine the placement of any variable message signs and CCTV cameras at the traffic signals or other locations along the corridor. The designs will include plans and specifications for the installation and integration of these ITS field devices. We will prepare the railroad preemption calculations for the Andersen Drive/Francisco Boulevard crossing once the preferred intersection configuration has been determined. We will coordinate with the City to submit the calculations to SMART for their review. One the calculations have been approved by the City and SMART, we will prepare the GO -88B application and submit to the City for review. We will coordinate with the City on the submittal of the GO -88B application to CPUC. Depending on the CPUC preference, our team will meet with the CPUC in the field before or after the GO -88B package is submitted. Kimley-Horn will prepare the Caltrans Encroachment Permit application and the SMART Right of Entry Permit application. We will work proactively with both to address the comments as we move forward with the design. Kimley-Horn will prepare traffic signal timing sheets for the intersections identified in the City's Scope of Work. We will also coordinate with Caltrans for implementing railroad pre- emption requirements at the Francisco Boulevard West/ US101 SB Ramps intersection. Kimley-Horn will provide support during the bidding phase of the project once it is advertised. This will consist of responding to City questions during bid preparation, and Kimley»>Horn Page 6 answering questions from bidders or the City to clarify plans and/or specifications. It also includes the preparation of bid addendums We have assumed a total of 80 hours. Deliverables: • Preliminary Assessment (Memo) • 35% Plans and Estimate • 65% PS&E 9 • 95% PS&E • 100% (final) PS&E • Response Matrix after each City review • Encroachment Permit Applications (SMART and Caltrans) v • Signal Timing Sheets (up to 5 intersections) • Bid Addendums ,Task 5: Francisco Boulevard West "Flop" Design Kimle -Horn understan ihat ART will lead the design of the flop altemati�ur rorle will be to coordinate with SMART on behNflof a ,ity-We have assumed a total of 120 hours for this coordin na hours beyond this will -b -a -considered as additional Task 6: Public Outreach and Stakeholder Meetings Kimley-Horn, supported by Subconsultant Apex Strategies, will assist the City with public outreach. We understand the City desires up to four public meetings. Apex Strategies will lead the public outreach process. At the start of the project, our team will work with the City to determine the appropriate meeting formats, and we will prepare the agenda, press releases, and meeting notification postcards. We assume the City will prepare and mail letters for the meeting, including coming up with an appropriate mailing list; the Kimley-Horn team providing the letter content. Our team will also create and edit meeting materials, including PowerPoint presentations. Out team will facilitate the four meetings. This includes attendance by up to two Kimley-Horn team members and one person from Apex Strategies. We assume the City will provide and reserve meeting locations for all meetings. Our team will provide minutes to the City for each meeting. Our scope includes up to 48 hours for Apex Strategies. Additional hours beyond this will be considered as additional services. Kimley>»Horn Deliverables: Page 7 • Presentation materials (agendas, press releases, meeting notification postcards) • PowerPoint presentations • Meeting minutes Kimley>Morn Task 1.0 PROJECT MANAGEMENT AND COORDINATION 2.0 PRELIMINARY STUDIES AND RESEARCH 3.0 ENVIRONMENTAL COMPLIANCE AND PERMITTING 4.0 ANDERSEN DRIVE CROSSING DESIGN 5.0 FRANCISCO BOULEVARD WEST "FLOP" DESIGN 6.0 PUBLIC OUTREACH CITY OF SAN RAFAEL - ANDERSEN DRIVE RAIL CROSSING IMPROVEMENTS SUMMARY COST PROPOSAL JUNE 30, 2015 (REVISED 912/2015) OTHER DIRECT COSTS Direct Expenses (plan production, boards, duplication, travel, postcards, postage, etc.) Title Reports (6 total) Drilling Utility Potholing (4 potholes) - Exam $ 3,000.00 $ 6,000.00 $ $ 4,500.00 $ 5,000.00 EXHIBIT'B' Apex Pa 'k Strategies - Consults J LABOR TOTAL LABOR - $ - DBE - $ 6,951.00 $ 56,084.35 - $ - $ 28,983.24 - $ - $ 207,264.73 HOURS $ 27,663.091 14,800.00 $ - $ 25,346.371 14,800.00 $ 6,951.00 $ 441,263.811 LABOR LABOR LABOR 353 $ 74,922.03 $ - $ 21,000.00 $ 1411 $ 22,276.35 $ 26,857.00 $ - $ 160 $ 28,983.24 $ - $ - $ 1,321 $ 207,264.73 $ - $ - $ 120 $ 27,663.09 $ - $ - $ 54 $ 10,546.37 $ - $ - $ TOTAL HOURS I LABOR 2,149 $ 371,655.81 $ 26,857.00 $ 21,000.00 $ OTHER DIRECT COSTS Direct Expenses (plan production, boards, duplication, travel, postcards, postage, etc.) Title Reports (6 total) Drilling Utility Potholing (4 potholes) - Exam $ 3,000.00 $ 6,000.00 $ $ 4,500.00 $ 5,000.00 EXHIBIT'B' Apex Pa 'k Strategies - Consults J LABOR TOTAL LABOR - $ - $ 95,922.03 - $ 6,951.00 $ 56,084.35 - $ - $ 28,983.24 - $ - $ 207,264.73 - $ - $ 27,663.091 14,800.00 $ - $ 25,346.371 14,800.00 $ 6,951.00 $ 441,263.811 600.00 $ 110.00 $ 9,710.001 $ 4,500.001 $ 990.00 $ 990.00 1 $ 5,000.001 7.0 CONSTRUCTION SUPPORT (OPTIONAL TASK) 174 $ 27,440.62 $ - $ 12,000.00 1 $ - $ - $ 39,440.62 8.0 CREATE PLATS AND LEGALS, APPRAISAL MAPS (1 PARCEL) (OPTIONAL TASK) 5 783.86 $ 6,000.00 $ - $ - $ - $ 5,783.85 C TOTAL HOURS I LABOR 179 $ 28,224.49 $ 6,000100 $ 12,000.00 $ w - $ - $ 46,224.491 aIry OF Agenda Item No: Meeting Date: September 21, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: �C�%�-�L /j/! City Manager Approval: , Director of Public Works File No.: 18.01.79 TOPIC: ENGINEERING SERVICES FOR THE ANDERSEN DRIVE RAIL CROSSING SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE' CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR THE ANDERSEN DRIVE RAIL CROSSING IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $507,688.29. RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing the City Manager to execute an agreement with Kimley-Horn and Associates, Inc. for the Andersen Drive Rail Crossing Improvements project in an amount not to exceed $507,688.29. BACKGROUND: In 1997, the City extended Andersen Drive north from the intersection of Francisco Boulevard West through fonner mainline Northwestern and Pacific railroad tracks. The extension of Andersen Drive was intended to provide an improved connection from Downtown San Rafael to East San Rafael, 1-580, the Richmond -San Rafael Bridge and US -101. As part of the extension, the City paved over the existing railroad track and blockaded the track on each side of the roadway. The California Public Utilities Commission (CPUC), the state agency with jurisdiction over at -grade railroad crossings, authorized the City to construct the roadway and blockade the track, but ruled that the authorization would expire once regular train service was scheduled through the crossing. Additionally, the CPUC ruled that in order to accommodate rail service through Andersen Drive, the City must apply for authorization to continue to utilize the crossing. The CPUC also ruled that the City would be responsible for making any future improvements that the Commission deemed necessary. Sonoma -Marin Area Rail Transit (SMART) is in the process of designing and constructing the 42.5 mile Initial Operating Segment of its commuter rail service, which features a northern terminal station at Airport Boulevard in Windsor, and a southern terminal station between 3rd and 4th Streets in Downtown San Rafael. The Downtown San Rafael Station will serve as a temporary terminal station until the agency implements the southern extension of its commuter rail service to Larkspur. Concurrent with these design and construction activities, SMART has sought both regional and federal finds for the completion of the Larkspur extension. With additional funds, SMART plans to bring regularly scheduled rail service through Andersen Drive. SMART's proposed Larkspur Extension would FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / PaEe: 2 bring thirty trains through Andersen Drive on a daily basis, with the majority of the trips made during San Rafael's peak commute hours between 7 to 9 am and 4 to 6 pm. In preparation for rail service, City staff identified and studied the following six alternatives to accommodate rail service through Andersen Drive: 1. Grade Separated Crossing; 2. At -Grade Crossing with Chicane; 3. Closure of Andersen Drive; 4. One -Way Southbound Bypass via Woodland Avenue; 5. Two -Way Bypass via Woodland Avenue; and 6. At -Grade Crossing with Additional Storage Capacity Each alternative was evaluated in five categories: traffic impacts, cost, feasibility, safety, and timing (schedule for readiness). The analysis concluded that the City should pursue the at -grade crossing with additional storage capacity alternative. This alternative will provide a safe, relatively low cost crossing while also providing minimal impact to the surrounding roadway network. Since analysis of the six various alternatives was completed staff was asked to review a seventh alternative. The seventh alternative is similar to the previously proposed Alternative 5 with the exception that a 90 degree at -grade crossing would be constructed across the SMART tracks at Francisco Boulevard West connecting Woodland Avenue and Andersen Drive. Based on preliminary study and analysis, this new Alternative 7 will have similar impacts as Alternative 5. It is anticipated that the preferred alternative will remain as Alternative 6 after the completion of the additional analysis. The final study and recommendation will be completed prior to execution of the final contract with Kimley-Horn & Associates, Inc. Should the preferred alternative change at the conclusion of the study, the scope of design services may be modified. On May 18, 2015, the City Council adopted Resolution number 13930 authorizing the City Manager to enter into an agreement with AECOM to prepare environmental documentation. This work is currently underway and being managed by the Community Development Department. The proposed professional services agreement with Kimley-Horn and Associates includes, in addition to design of the improvements at Andersen Drive, coordination with various other agencies including SMART, Caltrans (pre-emption of the Caltrans owned signal at the 101 ramps is required), and the CPUC. Applications to the CPUC for approval of the preferred design, traffic signal pre-emption calculations, and traffic signal pre-emption timing plans are included in the scope of services. Furthermore, Kimley-Horn and Associates will coordinate with AECOM to determine which environmental permits will be required for construction and then work to procure said permits. PUBLIC OUTREACH: Public outreach is included as part of the proposed agreement, including neighborhood informational meetings. ANALYSIS: The Department of Public Works solicited design proposals and received three proposals from qualified firms on June 30, 2015. All proposals were evaluated by City staff based on criteria specified in the request for proposals (RFP), including but not limited to understanding of the work to be done, previous experience with similar projects completed on time and within budget, qualified and experienced personnel on the project team, familiarity with state and federal procedures and commitment to adhering to the project schedule and budget. Two firms were selected for interviews, which were conducted on July 29, 2015 with panel members consisting of City and SMART staff. Since all applicants were well qualified, it was exceptionally difficult to narrow down a preferred design firm for this project. However, after some deliberation, the panel selected Kimley-Horn and Associates as the most qualified consultant for this project. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paze: 3 FISCAL IMPACT: The professional engineering services contract will be paid for using former redevelopment agency finds (now Successor Agency) that are available for spending in a manner consistent with the bond covenants. Staff has reviewed those covenants and detennined that the Andersen Drive work falls into the scope of the respective bond issues. A summary of the current budget is as follows: Funding Source Amount Note(s) Successor Agency Bonds (2002 Bonds) $1,459,395.86 Successor Agency Bonds (2009 Bonds) $594,608.80 Successor Agency Bonds (1999 Bonds) $30,744.49 Total Available Funds $2,084,749.15 We therefore request that the City Council authorize the City Manager to approve the professional services contract with Kimley-Horn and Associates. OPTIONS: The Council may choose to reject the proposal from Kimley-Horn and Associates, Inc. and direct staff to reissue the RFP Doing so will result in the postponement of the design and construction of this project. ACTION REQUIRED: Staff recommends that the City Council adopt the Resolution accepting the proposal from Kimley-Horn and Associates, Inc. and authorize the City Manager to execute a professional services agreement, in a form approved by the City Attorney, with Kimley-Horn and Associates, Inc. for the Andersen Drive Rail Crossing Improvements project in an amount not to exceed $507,688.29. ATTACHMENTS: 1. Resolution, with attached Exhibit A- Proposed Scope of Services and Exhibit B -Summary Cost Proposal; 2. Draft Professional Services Agreement RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR THE ANDERSEN DRIVE RAIL CROSSING IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $507,688.29. WHEREAS, Sonoma -Marin Area Rail Transit (SMART) is scheduled to begin operations in downtown San Rafael in 2016; and WHEREAS, SMART is in the process of procuring design and construction finding to extend passenger rail service from downtown San Rafael to Larkspur as soon as reasonably feasible; and WHEREAS, the Andersen Drive Rail Crossing Improvements Project will construct at - grade rail crossing improvements in preparation of the implementation of SMART passenger service to Larkspur; and WHEREAS, City staff found that design services from qualified consultants will be required for this project; and WHEREAS, Kimley-Horn and Associates, Inc. has submitted a proposal to provide such services on a time and materials basis, as specified in the "Scope of Services" attached hereto as Exhibit A and incorporated herein by reference, and in the "Summary Cost Proposal" attached hereto as Exhibit B and incorporated herein by reference; and WHEREAS, the firm of Kimley-Horn and Associates, Inc. was selected as the best qualified for said engineering services; and WHEREAS, staff has reviewed the proposal from Kimley-Horn and Associates, Inc. and found it to be within industry standards and acceptable. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The City Manager is hereby authorized and directed to execute a professional services agreement with Kimley-Horn and Associates, Inc. for professional services as set forth in the proposed "Scope of Work" attached hereto as Exhibit A, and at the rates and costs set forth in the proposed "Summary Cost Proposal" attached hereto as Exhibit B hereto , in a form to be approved by the City Attorney and with a not to exceed amount of $507,688.29. 2. Funds in the amount of $2,084,749.15 will be appropriated from Successor Agency Bonds to support the planned project expenditures. 3. The City Manager is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHFR C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 215' day of September, 2015, by the following vote, to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ESTHER C. BEIRNE, City Clerk File No. 18.01.79