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Home My WebLink AboutPW NTPP Puerto Suello Hill Path to Transit Center Connector Proj.Agenda Item No: 3 e Meeting Date: November 7, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by. Director of Public Works (HY) City Manager ApprovalPI, File No.: 16.01.241.05 SUBJECT: RESOLUTION AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO AMEND AN AGREEMENT FOR PROFESSIONAL SERVICES WITH LSA ASSOCIATES FOR ADDITIONAL CULTURAL RESOURCE SERVICES ON THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) PUERTO SUELLO HILL PATH TO TRANSIT CENTER CONNECTOR PROJECT (FEDERAL AID PROJECT NUMBER NMTPL 5043(023); CITY PROJECT NUMBER 11115) IN THE AMOUNT OF $8,077. RECOMMENDATION: Adopt Resolution BACKGROUND: The Puerto Suello Multi -Use Path along the west side of US101, north of Mission Avenue, was recently completed and opened to the public. This path ends at the northwest corner of the intersection of Hetherton Street and Mission Avenue, three blocks from the San Rafael Transit Center. The only pedestrian facility along Hetherton Street between Mission Avenue and the Transit Center is a five foot wide sidewalk. There are no bicycle facilities along Hetherton Street. Before securing authorization for construction, the City must obtain environmental clearance from Caltrans Local Assistance. In late September 2010, following review of the latest environmental documentation submittal, Caltrans notified the City that the potential for encountering buried archaeological deposits during project construction was of critical concern. Subsurface testing of the project area is needed to proceed with the environmental clearance process. This investigation includes both field and laboratory work and preparation of a report to Caltrans based on the results. In addition, arrangements for a Native American Monitor and curation plans are required. On May 16, 2011, the City Council adopted Resolution No. 13152, which authorized the Public Works Director to execute an agreement with LSA Associates to conduct the required field and laboratory work. The contract value authorized was $53,010. In September 2011, the City submitted a proposal to Caltrans outlining its methodology for the required field and laboratory work. Caltrans commented on the methodology proposal requiring additional excavation sites and more intensive sampling methods. These requirements were not known at the time FOR CITY CLERK ONLY File No.: & I -� D -> r X Council Meeting: Disposition: 4..$ 11 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page:_2 Im the original contract was executed and in order to meet these additional requirements, LSA Associates is required to conduct additional field work and coordination beyond the original scope of work. It is anticipated that all field work will be conducted in November 2011. FISCAL IMPACT: The expenditures to date for this project are as follows: Category Amount Note(s) Design $206,268.00 Previously authorized Design Consultant $53,010.00 Previously authorized Cultural Resources Consultant $8,077.00 Cultural Resources Consultant Budget Increase Total $267,355.00 City staff has worked closely with Caltrans Local Assistance. We are approved for design reimbursement up to $250,000. The figure identified for the Cultural Resources Consultant services is a maximum; we will pay only amounts based on actual time and materials. If no buried cultural artifacts are found, the time and materials costs for this contract will be significantly less than the originally authorized cultural resource budget of $53,010. Previously, the Council approved $1,200,000 for this project. Caltrans has authorized $600,000.00, $250,000 for design and $350,000 for construction from the NTPP grant. An additional $600,000 was authorized for construction through Regional Measure 2 Safe Routes to Transit funds, making a total of $950,000 available for construction. We are currently expecting an additional $100,000 in NTPP funds be granted for the construction of this project. Once received, the total approved project cost will increase to $1,300,000. OPTIONS: The Council may choose to not authorize the Director of Public Works the authority to amend the Professional Services Agreement with LSA Associates. If this option is chosen, all field and laboratory work required by Caltrans cannot be completed. If environmental clearance is not obtained, the City cannot move forward to construct the project. ACTION REQUIRED: Adopt the resolution allowing the Public Works Director to amend the Professional Services Agreement with LSA Associates. Enclosures 1. Resolution 2. Exhibit A RESOLUTION NO. 13257 RESOLUTION AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO AMEND AN AGREEMENT FOR PROFESSIONAL SERVICES WITH LSA ASSOCIATES FOR ADDITIONAL CULTURAL RESOURCE SERVICES ON THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) PUERTO SUELLO HILL PATH TO TRANSIT CENTER CONNECTOR PROJECT (FEDERAL AID PROJECT NUMBER NMTPL 5043(023); CITY PROJECT NUMBER 11115) IN THE AMOUNT OF $8,077 WHEREAS, the City Council adopted Resolution No. 13152 on May 16, 2011 authorizing the Director of Public Works to enter into a Professional Services Agreement with LSA Associates to conduct specialized cultural resource services; and WHEREAS, the City is obligated to pay $53,010 to date to LSA Associates in connection with the cultural resource services; and WHEREAS, an additional $8.077 is needed for LSA Associates to provide additional specialized professional cultural resource services to meet Caltrans requirements; and WHEREAS, staff received a proposal from LSA Associates for additional cultural resource services for the additional scope of work in an amount not to exceed $8,077 (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 LSA Associates and the City, in the form attached hereto, expanding the scope of services under the agreement in the amount of $8,077, for a total cost not to exceed $61,087.00 IT IS FURTHER 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 7th day of November, 2011 by the following vote, to wit: AYES: COUNCILMEMBERS: Brockbank, Connolly, Heller, Levine & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 16.01.241.05 AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH LSA ASSOCIATES TO EXPAND THE SCOPE OF WORK FOR THE CULTURAL RESOURCE SERVICES OF THE NTPP PUERTO SUELLO HILL PATH TO TRANSIT CENTER CONNECTOR PROJECT TO INCLUDE ADDITIONAL CULTURAL RESOURCE SERVICES FOR A NOT TO EXCEED AMOUNT OF $8,077, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $61,087. This Amendment to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and LSA ASSOCIATES, INC., a corporation ,hereinafter "CONSULTANT"), is made and entered into as of the 7th day of November. 2011, RECITALS WHEREAS, pursuant to City Council Resolution No. 13152 adopted on May 16, 2011, the CITY and CONSULTANT entered into a Professional Services Agreement for cultural resource services of the NTPP Puerto Suello Hill Path to Transit Center Connector Project improvements for an amount not to exceed $53,010; and WHEREAS, an additional amount not to exceed $8,077 is needed for LSA Associates to conduct additional cultural resource services now being required by Caltrans in connection with the NTPP Puerto Suello Hill Path to Transit Center Connector Project. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to an Amendment to the Professional Services Agreement for the Puerto Suello Path to Transit Center Connector Project between the parties as follows: The Statement of Work (Scope of Work) to the Agreement is amended to include the CONSULTANT's proposal dated October 7, 2011 attached hereto as Exhibit "A". 2. The Not -To -Exceed Budget Estimate, Exhibit "C", is amended to add a new Item 6, "Additional Field Work and Laboratory Work" for $8,077, and to change the "Total" to $61,087. 3. 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 LSA ASSOCIATES, INC. I VIV NADER MANSOURIAN, Name: Malcol Sproul Director of Public Works Title: Assistant Secretary ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney 2 SA ASSOCIATES, INC. BERKELEY FORT COLLINS 157 P ARK PLACE 510-236.6810 TEL CARLSBAD IRVINE T. RICHMOND, CA 94801 510.236-3480 FAX COLMA PALM SPRINGS TRANSMITTAL To: City of San Rafael Atten: Diane Wachter 111 Morphew Street PO Box 151560 D Al F , November 15, 2011 RIVERSIDE ROCKLIN SAN LUIS OBISPO a, T')A y F ' P'j' P614 FA, E El FOR YOUR RFVFW 0 FOR. YOUR F L. I -S ❑ AT YOUR REQUEST 0 FOR YOUR INFORMATION FOR YOUR APPROVAL EI DISTRIBUTION San Rafael, CA 94915-1560 SUBJECT: 3 SIGNED CONTRACTS P R 01 E C T: Puerto Suello Hill Path P R 0 JECT NUMBER: CSR1101 ITEMS BELOW ARE TRANSMITTED: 0 HEREWITH 0 UNDER SEPARATE COVER IM VIA: -US MAIL D -A -TY, COPIES DESCRIPTION GENERAL REMARKS: Enclosed are 3 signed contracts. Please send one executed contract to LSA for our files. Thank you Raizan Ho Accounting Liaison COPIES TO: BY: Ralzan Ho PLANNING I ENVIRONMENTAL SCIENCES I DESIGN h M — `c z r s va l ti G `„J• �� O N N R T I rt Y r O M i2 C C C G l? C N v O O � � M j s i � N � O N N s O O N C N O C v N j O O U a sy c° U) 2 `N 197 �, L S A2011 IN Im XH [ B "A" RIVERSIDE tSA ASS O(11 I FS, INC, RCRKI[1-YIRISNO R0 K1,1N l 7 PARK P ACE 51 a.2 .6 fik10 'IIP CARI SRAll iRVItiH SAN LUIS OBISPO t I RICHF MOND, CAI IORNIA 94801 St0.23G.34R0 FAX PORI UOI.LINti } AI M SPRINGS S011l11 SAN I'RANCISCO October 7, 2011 Leslie Blomquist, Associate Civil Engineer City of San Rafael Department of Public Works 111 Morphew Street San Rafael, California 94901-5508 Re: Augment Request for the NTPP — Puerto Suello Hill Path to Transit Center Connector Project, San Rafael, Marin County, California (LSA #CSR1101) Dear Ms. Blomquist: Per your request, LSA Associates, Inc. (LSA), has prepared this budget augment to address out -of - scope tasks that are not included in the original agreement between the City of San Rafael and LSA for the above -referenced project. These tasks were the result of project review and consultation with the California Department of Transportation (Caltrans) to determine the methods and approach for archaeological testing in the project area. As a result of this coordination, the archaeological testing now has two components: (1) truck -mounted coring; and (2) hand excavation. The tasks outlined below, and the associated costs, are needed to implement both of these approaches. • One additional day of fieldwork for a crew of two people to undertake and process hand excavations, $2,080.00. • One -and -a -half days of field director and Native American monitor time to implement truck- mounted coring, $1,360.00. • Increase in truck -mounted coring budget due to expanded scope of sampling (was $3,600.00, now $5,237.00), $1,637.00. • One day of screening and processing of cores at LSA laboratory for two people for one day (plus Native American monitoring), as well as one half-day for a soils scientist to review the samples, $2,220.00. • Pre -field coordination and project management of the additional tasks, $780.00. The total augment request for the out -of -scope costs described above is $8,077.00. Enclosed is a spreadsheet containing a breakdown of the hours, staff, and billing rates for each of these tasks. Please let us know what additional information you may need to process this augment. Thank you. Sincerely, LSA ASSOCIATES, INC. P L.P, N1NG F:N IRONMINFA: S, I NGES DESIGN LSA ASSOCIATES, INC. Andrew Pulcheon Associate/Cultural Resources Manager PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP 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 agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. :Responsible t:E. Description Completion Department Date I City Attorney 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*). 4 City Attorney Review and approve form of agreement; -ft, bonds, and insurance certificates and endorsements. 5 City Manager 1 Mayor or Agreement executed by Council authorized Department Head 6 --official. City Clerk City Clerk attests signatures, retains original agreement and forwards copies to thena 4s contracting department. To be completed by Contracting Department: Project Manager: Project Name 41Y 01 01 Agendized for City Council Meeting of of 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 INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRCC AGENDA ITEM NO. DATE OF MEETING: November 7, 2011 FROM: Nader Mansourian DEPARTMENT: Public Works DATE: November 2, 2011 FILE NO.: 16.01.241.05 TITLE OF DOCUMENT: Resolution authorizing the Director of Public Works to amend an agreement for professional services with LSA Associates for additional cultural resource services on the Non -Motorized Transportation Pilot Program (NTPP) Puerto Suello Hill Path to Transit Center Connector Project (Federal Aid Project Number NMTPL 5043(023); City Project Number 11115) in the amount of $8,077. Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) F -Al all a 0*0 0 NXTAIM 11611 a] M & City Attorney (signature)