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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 �3�3 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. 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TiW7.7.�V7i�SY4�I11`A.IS/..IL\Vi`.:::i`i}ii':.:`i:;:ii}:_i::iiiii:: "" ..1��3��•- }VVlY1 : '' 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