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HomeMy WebLinkAboutPW RTSE Design Assistance AmendmentC'r o `jAgenda Item No: 3.n nlwoaqt Meeting Date: July 7, 2014 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: LManager Approval nL4- (A Director of Public Works File No.: 18.01.76 SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $28,100, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $384,977. RECOMMENDATION: Adopt the resolution. BACKGROUND: Sonoma -Marin Area Rail Transit (SMART) is constructing a new commuter rail train to downtown San Rafael with operations beginning in 2016. Ultimately, the rail will continue through San Rafael to Larkspur. The new rail station in downtown San Rafael is to be located adjacent to Tamalpais Avenue between 3rd and 4th Streets. The new rail system in downtown San Rafael will have a profound impact on traffic patterns. Upgrading the majority of the traffic signal systems to include rail pre-emption is essential for bicycle, pedestrian and vehicular safety as well as overall efficiency of the downtown roadway network. The Regional Transportation System Enhancements project involves two major components, traffic signal upgrades and civil improvements near the future SMART rail station. On February 18, 2014, the City Council adopted Resolution No. 13680, which authorized the Public Works Director to execute an agreement with Kimley-Horn and Associates, Inc. to develop the design and complete environmental clearance tasks for improvements related to signal modifications and accessibility improvements near the rail crossings in downtown San Rafael. The current contract is not to exceed $356,877. Amend Civil Design Task After the start of this design project, staff determined that the sphere of influence of the new rail system would impact more than the original 19 ADA compliant curb ramps included in the original contract. This contract amendment will include the design of four additional curb ramps at the intersection of 3rd and Irwin Streets, which fall within the primary path of travel from east San Rafael to the Bettini Transit Center and the proposed rail station. FOR CITY CLERK ONLY File No.: y — 3 — 51.P Council Meeting: Disposition: RCSO • :W 13 -7LP 3 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 During conceptual design staff noted that the existing sidewalk located on the west side of Irwin Street between 2nd and 3rd Streets meanders in and out of private property and is used as a primary pedestrian access to the transit area. This area was originally not included in the scope for the Regional Transportation System Enhancements project. The Department of Public Works now recommends including these areas for examination and design improvements. Amend Environmental Clearance Task To obtain environmental clearance in conformance with the National Environmental Policy Act (NEPA), Caltrans requires approval of technical studies and memoranda discussing how this project will influence water quality/resources, traffic during construction, and the local floodplain. The design team will assist City staff in completing the required technical studies and memoranda. FISCAL IlVIPACT: The Department of Public Works has applied for and been approved for federal Congestion Mitigation and Air Quality (CMAQ) funds to support the construction improvements. Prior to receiving these funds, the City is required to develop all plans and supporting documentation in compliance with federal guidelines. This includes environmental, right of way and encroachment permit clearances. The original estimate for the design of the project consisted of utilizing Traffic Mitigation Funds and Construction Vehicle Impact Fees in the amount of $775,000. Portions of these will serve as the local match for the federal funds assigned to construction as well as supporting the design expense. A breakdown of the funding and estimated expenses is described below with the amended amounts noted in bold: A summary of the budget is as follows: Funding Source Amount Note(s) Traffic Mitigation Funds $528,835 May be used for Design and Construction (*) Construction Vehicle Impact Fees $246,165 May be used for Design and Construction (*) $28,100 Additional Design Costs $50,000 Additional Construction Costs Federal CMAQ Grant Funds (Funds $1,900,000 Construction Only acquired through OBAG) Total Available Funds $2,753,100 Expenses Category -Eden Expense Code Amount Note(s) Design -01 $356,877 Kimley-Horn and Associates (previously authorized) $28,100 Kimley-Horn and Associates (budget increase) Miscellaneous -07 $36,123 Estimated Document Reproduction, Community Outreach Documentation, etc. (assume approx. 10%) Total Anticipated Design Costs $421,100 Construction $2,282,000 *Estimated Construction Cost $50,000 *Estimated Cost of 4 additional ramps Total Expenses $2,753,100 * The exact construction cost is not known at this time. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paze: 3 OPTIONS: The Council may choose to withhold authorization for the Director of Public Works to amend the Professional Services Agreement with Kimley-Horn and Associates. If this option is chosen, civil improvements performed at a future time at the intersection of 3`d Street and Irwin Street will require additional private property coordination with the office building at 851 Irwin Street. ACTION REQUIRED: Adopt the resolution authorizing the Public Works Director to amend the Professional Services Agreement with Kimley-Horn and Associates for design and environmental studies of the Regional Transportation System Enhancements Project. Enclosures 1. Resolution 2. Agreement 3. Amendment RESOLUTION NO. 13763 RESOLUTION APPROVING AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $28,100, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $384,977. WHEREAS, the City Council adopted Resolution number 13680 on February 18, 2014 authorizing the Director of Public Works to enter into a Professional Services Agreement with Kimley-Horn and Associates, Inc. to complete design and environmental clearance services; and WHEREAS, the City is obligated to pay $356,877 to date to Kimley-Horn and Associates, Inc. in connection with design and environmental clearance services; and WHEREAS, an additional $28,100 is needed to design four additional ADA compliant curb ramps and to assist City staff with technical studies and memoranda related to environmental clearance tasks; and WHEREAS, staff received a proposal from Kimley-Horn and Associates, Inc. for additional design services for the additional scope of work in an amount not to exceed $28,100 (Exhibit "A" to the Amendment); and WHEREAS, staff has reviewed their proposal and found it to be complete and within industry standards. NOW, THEREFORE, BE IT RESOLVED that the Council of the City of San Rafael hereby approves and authorizes the Public Works Director to execute an amendment to the Professional Services Agreement between Kimley-Horn and Associates, Inc. and the City, in the form attached hereto, expanding the scope of services under the agreement in the amount of $28,100 for a total cost not to exceed $384,977. IT IS FURTIIER ORDERED AND RESOLVED, that the Director of Public Works 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, ESTHER 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 7`h day of July, 2014, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Connolly, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Colin ESTHER C. BEIRNE, City Clerk File No.: 18.01.76 AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY- HORN AND ASSOCIATES, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $28,100, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $384,977. This Amendment to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and KIMLEY-HORN AND ASSOCIATES, INC., a corporation (hereinafter "CONSULTANT"), is made and entered into as of the 7th day of July, 2014. 11,11 X01 0 -F.11 -ski WHEREAS, pursuant to City Council Resolution No. 13680 adopted on February 18, 2014, the CITY and CONSULTANT entered into a Professional Services Agreement to complete design and environmental clearance services for the Regional Transportation System Enhancements project for an amount not to exceed $356,877; and WHEREAS, an additional amount not to exceed $28,100 is needed for Kimley-Horn and Associates, Inc. to design four additional ADA curb ramps and to assist City staff with technical studies and memoranda related to environmental clearance tasks. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to an Amendment to the Professional Services Agreement for the Regional Transportation System Enhancements project between the parties as follows: 1. The Statement of Work (Scope of Work) to the Agreement is amended to include the CONSULTANT's proposal dated June 23, 2014 attached hereto as Exhibit "A". 2. The Not -To -Exceed Cost Estimate, attached hereto as Exhibit "A", is amended to increase the design task by $28,100, and to change the total agreement value to $384,977. All of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in force after this amendment. IN WITNESS WHEREOF, the parties have executed this Amendment of the day, month, and year first above written. CITY OF SAN RAFAEL NADER MANSOURIAN, Director of Public Works ATTEST: L . g .exe . ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: KIMLEY-HORN AND ASSOCIATES, INC. Name: Title: k4-44- OAa9F ROBERT F. EPSTEIN, ity AttZey FXM � IT 14 Kimley»>Horn June 23, 2014 Leslie Blomquist, P.E. City of San Rafael Department of Public Works 111 Morphew Street San Rafael, CA 94901 RE: Regional Transportation System Enhancements — Additional Scope Items We are pleased to submit our proposal for additional services as part of the Regional Transportation System Enhancements project. The following Scope of Work and Fee Estimate are based on our understanding of the requested additional items and our team's experience in the deliverables from similar projects. Scope of Work TASK 1: INTERSECTION CURB RAMPS DESIGN Kimley-Horn will create 35%, 75%, 95% and 100% ramp designs for the four curb ramps at 3rd and Irwin. The designs will be consistent with, and be part of the overall RTSE plan set. We will meet with the City to discuss these curb ramp designs as part of the overall RTSE review process. Task 1A: Topographic Survey Kimley-Horn's subconsultant Telamon will perform topographic surveys of the four corners at Irwin and 3rd street. Surveys will pick up surface and drainage improvements within an expanded footprint around the curb ramp locations. TASK 2: ADDITIONAL SUPPORT FOR ENVIRONMENTAL STUDIES AND REPORTS Given that more details are now known for the project, we will provide additional support in the preparation of the following technical memorandums as part of the NEPA environmental approvals process: Task 2A: Equipment Staging Kimley-Horn will document the type and level of equipment staging for the project. This includes the temporary placement of construction equipment necessary for the installation of the project elements. Task 2B: Water Quality Technical Memo Kimley-Horn will document the application of Best Management Practices (BMPs) for stormwater treatment to the maximum extent practicable. We will address the needs for the Construction General Permit (CGP) compliance and provide the guidelines for Storm Water Management. This information will be documented in the Water Quality Study Technical Memorandum. kimley-horn.com Kimley »Horn Page 2 Task 2C: Location Hydraulic Study Kimley-Horn will perform a location hydraulic study and provide a report in Caltrans format. The Rational Method will be used to perform hydraulic calculations. We will perform inlet capacity check calculations. Task 21): Summary of Floodplain Encroachment Report Kimley-Horn will create a floodplain report based on existing FEMA information and will provide the information in a Technical Memorandum. Fee Estimate Our estimated fee to perform the additional services and support described above is $28,100. This includes all administrative costs and direct expenses. The table below provides the fee estimate per task. Task and Description Fee Estimate Task 1: Intersection Curb Ramps Design $11,460 Task 1A: Topographic Survey $6,000 Task 2: Additional Support for Environmental Studies and Reports Task 2A: Equipment Staging $1,300 Task 26: Water Quality Technical Memo $3,100 Task 2C: Location Hydraulic Study $3,100 Task 21): Summary of Floodplain Encroachment Report $3,000 Direct Expenses $140 TOTAL FEE: $28,100 Schedule We will conduct the topographic surveys immediately upon notice to proceed and deliver the 35% curb ramp designs within two weeks of receipt of the topographic surveys. Upon City review, we will prepare the detailed curb ramp designs. Depending on the overall project schedule, we will integrate these curb ramp designs into the delivery schedule for the remaining curb ramp designs. We have assumed designs at the 75%, 95% and 100% stages. However, in order to stay within the same schedule, these new designs may be submitted with the 95% design submittal. We will also produce the technical memorandums within three weeks of notice to proceed. Our intent is that we will maintain the current RTSE schedule of activities and where necessary conduct parallel design efforts to maintain the schedule. kimle norn.com Kimley »Horn Page 3 Thank you for the opportunity to provide these additional services. Please contact me directly if there are any questions or concerns with any part of our proposal. I can be reached at (510) 350-0217 (office), (510) 393-6232 (cell) or kevin.aauiauiD-kimlev-horn.com. Sincerely, Kevin Aguigui, P.E., E.E., CSEP Project Manager Mm'ley-horn.com A»U,t,61CL46 PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP llg ErLulu-, -� Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services aereements/contracts, (not just those requiring City Council approval). This process should occur in the order presented below. Step ResponsibleI Description I Completion Department Date 1 City AttorneyI Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). l City Attorney Review and approve form of agreement; bonds, and insurance certificates and $, 14//9 endorsements. 5 City Manager / Mayor / or I Agreement executed by Council authorized Department Head official. 6. City Clerk City Clerk attests signatures, retains original SIS I agreement and forwards copies to the contracting department. To be completed by Contracting Department: Project Manager: L.-5 b --e- I o i��� y Project Name: /ClC �,,1�_/ -r a'zs C -n l)cu2U.i1e Agendized for City Council Meeting of (if necessary): If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis. CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRCC AGENDA ITEM NO..',. 1-1 DATE OF MEETING: July 7, 2014 FROM: Nader Mansourian DEPARTMENT: Public Works DATE: June 20, 2014 TITLE OF DOCUMENT: RESOLUTION APPROVING AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $28,100, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $384,977. Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: "y4wa,- City Manager (signature) City Attorney (signature) NOT APPROVED REMARKS: FILE NO.: 18.01.76