HomeMy WebLinkAboutCC Resolution 8431 (Transportation Projects Cost Increase)RESOLUTION NO. R4-11
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SAN RAFAEL AUTHORIZING AMENDMENTS TO AGREEMENTS
FOR COST INCREASES IN TRANSPORTATIONS PROJECTS
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES AS FOLLOWS:
The Director of Public Works is hereby authorized to execute, on
behalf of the City of San Rafael, amendments to agreements for the
authorization of cost increases on the following transportation
projects:
1. Merrydale Overcrossing - Wilsey & Ham $82,948
2. Lucas Valley Interchange - CH2MHi11 $251,800
3. Bellam Interchange Alternatives Study - TAMS $23,208
A copy of said agreements is hereby attached and by this reference
made a part of this resolution. (Agreements subject to the approval of
the City Attorney.)
I, Jeanne M. Leoncini, 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 City Council held on Monday, the
17th day of June, 1991, by the following vote, to wit:
AYES - Councilmembers : Boro, Breiner, Shippey, Thayer & Mayor Mulryan
NOES - Councilmembers: None
ABSENT - Councilmembers: None
Jeanne M. Leoncini, City Clerk
11RIGtNAI
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1729-04-05
June 11, 1991
Mr. Lloyd Strom
Department of Public Works
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94915-0060
Re: Merrydale Road Overcrossing
Request for Increased Authorization
Dear Lloyd:
WILSEY&HAM
ENGINEERING AND PLANNING SERVICES
Public Improvements • Land Mwelopment • 7}mnsportation
355 Lakeside Drive, Suite 200
Foster City, California 94404
(415) 349-2151
Telecopier: (415) 345-4921
As you know, we are preparing to make our seventh submittal of
the referenced plans to Caltrans for backcheck and approval. As
discussed in our January 9, 1991 letter to you, the remaining
contract items to be performed as of December 13, 1990 included
minor revisions to the plans and preparation of the Resident
Engineer's file. Since that time, we have been requested by the
City to perform additional work items beyond our original con-
tract and subsequent amendments.
In addition to the extra work already performed, we anticipate
that further requests for additional work will be made to final-
ize the plans.
The following summarizes the work performed to date, the antici-
pated work to finalize the project and the requests for authori-
zation for each item.
1. PG&E Easements
After the completion of the project right-of-way Appraisal
Map, we were requested by PG&E to review their proposed
deeds for the PG&E easements. Upon review of the deed
descriptions it was discovered that the design location for
a major transmission pole had been changed. The new pole
location was evaluated and determined to be in conflict with
other proposed improvements. After coordination with PG&E
and the City, the pole location was left as is.
Request for Authorization $ 2,270
COPY
Mr. Lloyd Strom
June 11, 1991
Page Two
2. Department of Fish and Game (DFG) Landscat)ina
During the City's coordination with DFG for acquisition of a
Streambed Alteration Agreement, the City was requested to
revise the Landscape Plans adjacent to the south fork of
Gallinas Creek tributary south of Scettrini Drive. Wilsey &
Ham coordinated and provided the riparian landscape design
and preparation of the plans, specifications and estimate
for this area. The plans have now been approved by DFG
which ensures issuance of the permit.
Request for Authorization $ 8,270
3. Right-of-Wav Coordination
At this time, right-of-way consultants are in the process of
acquiring the necessary easements and right-of-way for
construction of the project. To facilitate this process, we
have been requested by the City to provide technical assist-
ance to the consultants during their negotiations with the
property owners. To this end, we have been attending meet-
ings, responding -to telephone calls and faxes and providing
plans and cross-sections on an "as -needed" basis to keep the
process moving.
Request for Authorization $ 2,160
4. SSP's Conversion to Computer Disk
After preparation of the Standard Special Provisions (SSP's)
on edited paper originals (per standard procedure) we were
requested by Caltrans to convert all of the project specifi-
cations to computer disk compatible to Caltrans' system.
This resulted from a change in Caltrans policy for prepara-
tion of specifications.
Request for Authorization $ 4,530
5. Additional PS&E Revisions
Since our December 13, 1990 submittal, we have re -submitted
the plans two more times and have incorporated two sets of
requested changes. We are presently working on another set
of requested changes. At this late stage of plan prepara-
tion and development, we are still receiving comments re-
questing major changes to the plans that require additional
sheets and design that was not commented on earlier. These
changes often affect several plan sheets, the specifications
and the estimate. The changes requested have required us to
perform substantial extra work and incur additional costs.
Those additional costs through May 31, 1991 are shown below.
Request for Authorization $50,720
Mr. Lloyd Strom
June 11, 1991
Page Three
Total Request for Authorization
through May 31, 1991
6. Anticipated Additional Costs
$67,950
Coordination with the right-of-way consultants is expected
to continue through this month. We are now also finishing
the revisions to the plans, specifications and estimate from
the last review comments with the exception of some out-
standing items to be resolved later this week. If no major
plan revisions transpire later this week, we anticipate that
we will be able to complete the extra work requested on this
project for the amount shown below.
Request for Authorization $15,000
Summation of Expenditures to Date $82,950
Plus Anticipated Additional Costs
Based on the foregoing, we request authorization to increase the
project budget by $83,000 to a new total of $806,200.
We trust that the foregoing is consistent with your records and
understanding of the extra work performed since the last contract
amendment.
Upon approval, please sign and return a copy of this letter for
our files.
Very truly yours,
FCT:lm
c:\ws6\tedesco\auth.let
Appyoved: Wernar
San Rafael
By:
a i �i,
Wi"4
Title: Director of Public Works
Date: June 17, 1991
ATTEST;
kne
Pi. Leonc3ni
Title: City Clerk
Merrydale Overcrossing Project
Project Recap
The June 11, 1991 Request for Authorization amounts may be sepa-
rated into the following categories:
Reimburs. Reimburs. Items not in
by Util. by Caltrans Orig. Contract
Task
1.
PG&E
Easements $2,272
2.
DFG
Coordination
3.
R/W
Coordination
4.
SSP
Conv. to Disk
5.
Add'1
PS&G Revisions
Subtotals
$2,272 $55,249
Total (All categories) $67,948
Anticipated Additional Work $15,000
GRAND TOTAL $82,948
$ 8,268
$ 2,159
4,526
50,723
$10,427
AMENDMENT NO. 1
TO THE
STANDARD AGREEMENT FOR PROFESSIONAL SERVICES
FOR THE
LUCAS VALLEY ROAD/ US 101 INTERCHANGE
The City of San Rafael, California ("City") and CH2M HILL California Inc. ("Consultant")
have entered into an Agreement dated October 4, 1988 to furnish professional engineering
services in connection with the Lucas Valley Road/ US 101 Interchange Project. During the
progress of the Project, it has become apparent to both the City and the Consultant that
portions of the original Agreement Scope of Work have needed some revisions, as well as
additional scope items. A revised description of Task 3, Final Design, is attached as Exhibit
1A.
The parties hereby agree that the following provisions shall be added and modify the original
Agreement:
1. That the description of Task 3, Final Design, provided in Exhibit 1A replaces the
description of this task in the original Agreement.
2. That the Estimated Fee in the original Agreement be amended to a Total Estimated
Fee of $494,800.
IN WITNESS WHEREOF, the parties hereto each herewith subscribe the same in triplicate.
Approved by the City of San Rafael
By: Attest:
Director of Public Workmate City Clerk
David M. Bernardi Jeanne M. Leoncini
CH2M HILL California Inc.
By:
Civil Division Manager Date
046jak
EXHIBIT 1A
Lucas Valley Road/US 101 Interchange
City of San Rafael
SCOPE OF WORK FOR FINAL DESIGN
The following assumptions have been made in preparing the Scope of Work. Changes to
the scope or nature of the project which render any of these assumptions invalid may
necessitate Extra Work and an increase in the estimated design fee and schedule.
• Construction documents for one construction package (plans, specifications,
and estimates) will be prepared for this project.
• The final design tasks of this scope will be based on the design parameters
established by the Caltrans approved Project Approval Report (PAR) and
the Geometric Approval Drawings (GAD), prepared in Task 3.1. The
project geometrics will not be changed after the Caltrans approval of the
GAD.
• The City will provide all traffic data and projections needed for the final
design of the project, including any traffic operations reports required by
Caltrans.
• No pump stations, for storm drainage or sanitary sewers, will be needed for
this project.
• Mr. Andy Preston will be the principal contact for the City.
• Caltrans design procedures and standards will not change during the
performance of the final design tasks.
• No special landscape features, beyond those normally included in this type
of Caltrans interchange improvement project, will be included in the
project.
• The "cut slope alternative" is assumed to be the alternative selected for
final design. The design of retaining walls along the southbound off -ramp
is not included in this Scope of Work.
• The City will be responsible for Utility Relocation Agreements.
• There are no contaminated soils or hazardous waste at the project site.
• The City will obtain any permits needed for construction of the project.
3-1
r
• No modifications are needed to the existing box culvert crossing under US
101 in the project vicinity.
• The final design is assumed to be completed in 1991 and the fee budgets
are estimated using 1991 rates.
The Scope of Work is described in the following tasks:
Task 3 - Final Design
The purpose of this task is to perform the detailed design of the project and produce the
construction drawings, special provisions, and opinion of construction costs in Caltrans
format required for the bid contract documents.
Task 3.1 Final Geometric Approval Drawings (GAD)
Prepare drawings at one -inch equals 50 feet scale showing features of the
proposed project in accordance with the guidelines for preparation of GAD in
the Caltrans Drafting and Plans Manual. This drawing will be based on the
preliminary Geometric Approval Drawing prepared under Task 2. Prepare a
summary letter and conceptual opinion of construction cost. It is assumed that
one review and response iteration will be required for approval of the GAD.
Subsequent revisions required by additional reviews shall be considered Extra
Work.
Task 3.2 Final Design Surveys
Perform additional surveys to supplement the topographic base mapping, where
deemed necessary. In general, this would include inverts and top of grate
elevations of drainage inlets, flow lines of ditches, and elevations along pavement
conforms. Also, prepare the Caltrans standard Construction Staking Survey
Control Data Drawing.
Task 33 Final Geotechnical Exploration and Materials Report
Based on the existing geologic and geotechnical data gathered for the preliminary
geotechnical report, conduct a site specific geotechnical investigation including
field exploration and a laboratory soil testing program. For budget purposes, it is
anticipated that 3 test pits and 4 soil borings for a total depth of approximately
100 feet will be required. It is our understanding that the City will obtain all
permits and easements to private properties for site access for field work. It is
3-2
r
also anticipated that all field work will be done away from the roadways and that
shoulder or lane closures will not be required. It is estimated that the following
soil testing will be performed.
• Atterberg limits
6
• Grain size distribution
4
• Moisture content determination
10
• Soil density test
4
• R -value test
4
Is Corrosion test series
4
From the results of the geotechnical investigation prepare a materials report that
will include recommendations for cut slopes, embankment fills, pavement
structural sections, and corrosion potential of alternative pipe culverts. The
materials report will be in general conformance with Caltrans California Test
Method 130 dated January 2, 1981.
It is not anticipated that hazardous waste will be encountered during the
geotechnical investigation. However, should the field investigation reveal
questionable subsurface conditions or hazardous waste, the additional field
exploration, testing, and analysis will be considered Extra Work.
It is understood that the materials report will be submitted to the City and
Caltrans District 4 staff for review and comment. Upon receipt of the review
comments, a meeting will be scheduled, if necessary, to discuss the review
comments, resolve any discrepancies, and develop a set of mutually -agreed-upon
changes. These agreed-upon changes will be incorporated into the final report.
Response to any subsequent reviews after incorporation of the final review
comments will be considered Extra Work.
Task 3.4 Construction Drawings
Following approval of the GAD, perform design calculations regarding alignment,
profile, superelevation, grading, traffic signals, lighting, and others that may be
required. Prepare computer generated vellum plans on standard Caltrans format
sheets to show the project features, including layout, profiles, sections, and details.
The following is a list of the number and type of expected drawings:
3-3
TYPE NO.
Title Sheet, Standard Plans List, Notes, Etc..
4
Typical Cross Sections
2
Key Map and Line Index
1
Construction Survey Staking
1
Layout Plans
2
Profiles and Superelevations
4
Construction Details
2
Pavement Elevations and Contour Grading
2
Drainage and Utility Plans
2
Drainage Profiles
2
Drainage Details
2
Drainage Quantities
2
Stage Construction and Traffic Handling Plans
4
Pavement Delineation Plans
2
Contract Quantities
3
Signing Plans and Quantities
3
Lighting Plan and Details
3
Signal Plans and Conductor Schedule
2
Ramp Metering Plans
3
Landscaping, Irrigation Plans and Details
6
TOTAL
52
This list of plans is based upon current Caltrans format and requirements at the
time of execution of this AMENDMENT. Changes to these requirements by
Caltrans will cause Extra Work and will require changes in the Scope of Work and
corresponding fee and schedule modifications.
Provide 15 sets each of blueline prints of plans to the City and Caltrans for
concurrent review, comment, and approval for the following stages of completion:
3-4
60 percent and 90 percent. Meet with the City and Caltrans to address comments
and develop a list of mutually agreed upon revisions to the design and plans at
each stage. These agreed upon revisions will be incorporated into the final design
for the interchange.
Task 3.5 Special Provisions
Assemble relevant legal and technical special provisions based on the latest
version of Caltrans Standard Special Provisions to the Standard Specifications.
Modify the Standard Special Provisions and draft new Special Provisions to define
the project work. Prepare a set of Special Provisions for submittal to the City and
Caltrans for formal concurrent review during review of the 90 percent construction
drawings. Modify the Special Provisions, based on one set of review comments
from the City and Caltrans. It is assumed that the Caltrans legal sections of their
Standard Specifications will be used for this project, with the exception that the
City's contract forms will be used in lieu of Caltrans contract forms.
Task 3.6 Opinions of Construction Cost and Bid Schedule
Prepare engineer's opinion of construction cost of the project at the completion of
the 60 percent and 90 percent PS&E submittal. Inform the City of design
decisions which have a substantial effect (alter the total by two percent or more)
on the total construction cost.
Task 3.7 Coordination
Continue to coordinate and monitor the project as described in Task 2.10. An
additional 10 meetings with Caltrans or City staff are included in this subtask.
Additional meetings will necessitate Extra Work and an increase in the estimated
fee.
Task 3.8 Finalize PS&E
Respond to the review comments of the 90 percent complete PS&E by the City
and Caltrans. A meeting with the City and Caltrans will be held to establish a list
of mutually agreed upon changes. Incorporate those changes into the final PS&E.
subsequent revisions required by additional reviews shall be considered Extra
Work. In addition, review comments from the City and/or Caltrans which are
contradictory or significantly different than comments on previous design
submittals may necessitate Extra Work.
Provide one set of final original special provisions and opinion of construction
cost, and one set of full size final composite vellum plan sheets to the City, for
production of bid contract documents. Also, provide an Intergraph software based
magnetic tape of the contract plans. The Intergraph files will be in a CH2M
HILL format which is similar (but not identical) to Caltrans format. Preparation
of such files in Caltrans format will require Extra Work.
Task 3.9 Utility Coordination
Identify utility relocations based on information provided by the utility companies.
Potholing to verify exact location of the utility is not included in this Scope of
Work. Where utility conflicts are identified, request that the affected utility
company prepare preliminary utility relocation plans. These preliminary utility
relocation plans will be submitted to the City and Caltrans, and a letter of
approval of the utility relocation concept will be requested. Upon approval of the
relocation concept by the City and Caltrans, issue a Notice to Relocate to the
affected utility company. Coordinate and endeavor to expedite these activities by
regularly contacting the utility companies. Utility relocation agreements will be
the responsibility of the City.
Task 3.10 Drainage Report
Based on the preliminary Drainage Report prepared in Task 2 and comments
received from the City and Caltrans, analyze the existing hydrology/hydraulic
conditions and determine the modifications required to accommodate the project
design. Revise the preliminary Drainage Report and prepare a final draft
Drainage Report according to Caltrans guidelines entitled, "Drainage Report
Guidelines," and "Drainage Report Outline of Requirements," dated February 23,
1988. It is assumed that the analysis will be limited to local drainage facilities, and
will not include the analysis of nearby creeks or major drainage channels serving
the area surrounding the project site. Inclusion of such area facilities in this
analysis will necessitate Extra Work.
Following receipt of comments on the final draft Drainage Report from the City
and Caltrans, prepare a final Drainage Report and submit to the City and
Caltrans for review and comment. Upon receipt of comments, a meeting will be
scheduled to resolve any discrepancies, discuss review comments, and develop a
set of mutually agreed upon changes. These agreed upon changes will be
incorporated into an Addendum to the Drainage Report. Response to any
subsequent reviews after completion of the Addendum will be considered Extra
Work.
Mel
Task 3.11 Right -of -Way Engineering
Review City provided Preliminary Title Reports for the affected parcels (assumed
3 parcels with 2 ownerships). Research existing record data such as maps and
deeds. Perform a field survey of existing property and/or right-of-way monuments
(1 crew day assumed). Prepare an Appraisal Map based on Caltrans format.
Prepare legal descriptions for the take parcels in Caltrans format. It is assumed
that each parcel will require only a take parcel and construction easement. If
during final design the need for additional legal descriptions for other easements
(ie. slope, drainage, etc.) are identified, it will be considered Extra Work.
File:lucastd.scp 5/15/91
3-7
r'XNiS CONSI-IXA T,(-�. Inc.
1855 Gateway Blvd., Suite 250, Concord, CA 94520 Phone: (415) 682-3533 FAX: (415) 682-6621
John W. Rumsey, III
Associate Civil Engineer (Traffic)
City of San Rafael
1400 Fifth Avenue – —�
San Rafael, CA 94915- la/ s
Re: Bellam Boulew
Projected Cost
Dear John:
Further to our phos
No. 6, I have prepa
project. The overs
(3 W, - C/z & I
9/17
Total Labor Costs to April 30, 1991:
Projected Additional Labor Costs to Complete:
Projected Total Labor Costs:
Total Expenses to April 30, 1991:
Projected Additional Expenses:
Projected Total Expenses:
Projected Total Labor Costs plus Expenses:
Total Contract Budget:
Projected Cost Overrun:
May 20, 1991
dy
paration of Progress Report
acted total labor costs for the
)ws:
$129,250.18
$ 27,821.32
$157,071.50
$ 9,917.87
$ 1,200.00
$ 11,117.87
$168,189.37
$144,981.45
$ 23,207.92
Details of the tasks where the level of effort and costs have, or are projected to, exceed the
budgeted amounts are provided on the attached sheet. The reasons for the budget overrun
were documented in Progress Report No. 5 for March, 1991. A significant portion of the
cost overrun relates to the changes to the alternatives that were required as a result of the
4:l
City of San Rafael
May 20, 1991
Page 2
V.E. Study. However, we believe that the incorporation of these changes should provide
significant savings in subsequent construction costs.
In view of the foregoing circumstances, we wish to request that a supplement be made to
our contract agreement to cover the projected shortfall in the budget.
The project is on schedule, and due to be completed by the end of June, 1991. Three
copies of the Draft Project Study Report are attached for your review and comment. The
Appendices (Plans) to this report will be submitted to reach you before the end of the
week.
Sincerely,
TAMS Consultants, Inc.
$s.K't
7z
Barry S. Knight, P.E.
Project Manager
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1.0 INITIAL TASKS
1.1 Kickoff Meeting $3,051.63 $3,051,63 $1,386.0 220.18%
1.2 Data Collection & Review $1,980.18 $1,980.18 $1,934.00 102.39%
1.3 Field Reconnaissance $709.21 $70921 $1,557.00 45.26%
1.4 Prepare Digital Data Base $1,376.32 $1,376,32 $2,703,00 50,92%
TOTAL' MILESTONE 1 $7,117.34 $7,117.34 $7.590.00 93.77%
2.0 ALTERNATIVE INTERCHANGE DEVELOPMENT
2.1 Develop Concept Layout Sketches $21,201.61 $21,201.61 $14,035.00 151,0£%
2.2 Develop Traffic Projections $3,461.56 $3,461.56 $3,068.00 112.83%
2.3 Develop Aitematives $28,903.88 $1,899.44 $30,803,32 $19,057.00 161.64%
2.4 Traffic Analysis $4,630.33 $4,630,33 $4,363.0 10E.13%
2.5 Construction Cost Estimates $7,527.45 $1,118.24 $8,645.69 $6,867.00 125,90%
2.6 ROW/Relocation Cost Estimates $2,502.01 $1,688.52 $4,190,53 $9,065,00 46,23%
2.7 Cost: Benefit Analysis $2,383.38 $577.04 $2,960.42 $4,058.00 72,95%
2.8 Construction Phasing Plan $1,442.60 $577.04 $2,019.64 $3,044.00 66.35%
2.9 Value Engineering Study $11,160.90 $11,160.90 $11,000.00 101.46%
2.10 Project Study Report $6,004.06 $13,248.36 $19,25242 $11,618.00 165.71%
TOTAL MILESTONE $89,217.78 $19,108.64 $108,326.42 $86,175.00 125,71%
3.0 ENVIRONMENTAL DOCUMENTATION
3.1 Baseline Data Collect'n. & Review $4,218.68 $4,218.68 $3,078.00 137.06%
3.2 Identify Environmental Constraints $1,103.84 $1,103.84 $1,104.00 99.99%
3.3 Prepare Environmental Checklist $4,905.94 $908.52 $5,814.46 $3,506.00 le5.84%
TOTAL MILESTONE 3 $10.228.46 $908.52 $11,136.98 $7.688.00 144.86%
4.0 PUBLIC INVOLVEMENT PROGRAM
4.1 RAC Meetings/Open Houses $7,868.01 $2,112.05 $9,980.06 $10,269.00 97.19%
4.2 Public & Agency Coordination $7,029.80 $275.96 $7,305.76 $7,688.00 95.03%
4.3 Fact Sheet/News Releases $2,75242 $2,752.42 $4,403.00 62.51%
4.4 Planning Commission Meetinq $1,247.19 $1,247.19 $1,105.00 112.87%
TOTAL MILESTONE 4 $14,897.81 $6,387,62 $21,285.43 $23,465.00 I 90.71%
5.0 PROJECT MANAGEMENT
5.1 CPM Schedule & Updates $1,254.44 $1,254.44 $1,285.00 97.62%
5.2 Progress Meetings $2,649.73 $222.20 $2,871,93 $4,911,00 58,48%
5.3 Progress Reports $3,120.75 $605.68 $3,726.43 $3,826.00 97.40%
5.4 Ouality Control/In-House Reviews $763.87 $588.66 $1,352.53 $2.291.00 59.04%
TOTAL' MILESTONE 5 $7,788.79 $1,416.54 $9,205.33 $12,313.00 74.76%
TOTALS $129,250.18 $27,821.32 $157,071.50 $137,231.00 114.46%
BELLAM BOULEVARD/1-580 INTERCHANGE ALTERNATIVES STUDY: PROJECTED TOTAL COSTS