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Home My WebLink AboutPW NTPP Francisco Blvd Design Assistance AmendCrry of Agenda Item No: 3.1 Meeting Date: July 7, 2014 in, SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: ' G"ity Manager Approval. Director of Public Works File No.: 16.01.241.01 SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH C112M HILL, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) FRANCISCO BOULEVARD EAST IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $15,997.56, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $200,000.00. RECOMMENDATION: Adopt the resolution authorizing the Public Works Director to amend the Professional Services Agreement with CH2M HILL, Inc. for final design and environmental studies of the NTPP Francisco Boulevard East Improvements Project. BACKGROUND: The Non -Motorized Transportation Pilot Program (NTPP), funded through federal transportation legislation in 2005 (SAFETEA-LU), allocated $25 million to four communities nationwide, including Marin County. The Francisco Boulevard East Improvement Project is one of 50 NTPP projects chosen to be implemented in Marin County, and in 2007 was awarded $500,000 for alternative analysis, public outreach, and design. On March 3, 2008, the City Council adopted Resolution number 12437 authorizing the Director of Public Works to enter into an agreement with Carter & Burgess, Inc. (later acquired by Jacobs Engineering Group, Inc.) to begin design of the Francisco Boulevard East Improvement Project. Improvement alternatives were developed and presented to stakeholders. On February 17, 2009, following extensive public outreach by the design team and City staff, the City Council adopted Resolution number 12658 approving City staff and consultants' "preferred design alternative" and directing staff to proceed with preparation of the design plans and specifications. Jacobs Engineering Group, Inc. completed design of the project plans and specifications to the 95% level. FOR CITY CLERK ONLY File No.: L4 —3 — S 50 Council Meeting: I �i Disposition: , i�$O . it— 1 3-7(oZ. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Federal Highway Administration (FHWA) requirements prohibit the City from completing final, 100% design of the plans and specifications until environmental clearance has been obtained. On August 19, 2013, the City Council adopted Resolution number 13602, which authorized the Public Works Director to execute a $184,002.44 agreement with CH2M HILL, Inc. to complete final design and environmental clearance tasks. The design team completed the construction plans and submitted them to the Caltrans Office of Permits in April 2014. Because a portion of the project is within Caltrans right of way, the City is required to obtain a Caltrans encroachment permit. Previous experience working with the Caltrans Office of Permits has shown that multiple rounds of comments may be necessary to finalize the construction plans prior to Caltrans issuing the permit. For this reason, it is necessary to augment the current design budget to complete construction plans in accordance with Caltrans specific design requirements. Environmental clearance for this project was approved by Caltrans in May 2014. 1:3&TO11aIUIJTaIW The total approved grant amount for the design of this project is $700,000, which includes the most recently approved request of $200,000 to complete final design and environmental studies. Federal NTPP grant funding requires no local match. The amended scope of services from CH2M HILL, Inc. in the amount of $200,000.00 falls within the approved amount for the final design of this project. Revenue Source Federal Non -motorized Transportation Pilot Program (NTPP) through Caltrans Total Available Funds Category -Eden Expense Code Design -01 Total Projected Costs OPTIONS: Amount Note(s) $700,000.00 Caltrans approved an additional $200,000 for final design (E-76 dated July 10, 2012) in addition to the formerly approved $500,000. $700,000.00 Amount Note(s) $488,881.83 Jacobs Engineering Group, Inc. $184,002.44 C112M I-11IL, Inc. (previously authorized) $15,997.56 C112M HILL, Inc. (budget increase) $11,118.17 City Staff Time/Document Reproduction $700,000.00 The Council may choose not to authorize the Director of Public Works to amend the Professional Services Agreement with CH2M IIII.L, Inc. If this option is chosen, the design modifications required by Caltrans cannot be completed and the City cannot move forward with project construction. ACTION REQUIRED: Adopt the resolution authorizing the Public Works Director to amend the Professional Services Agreement with CH2M HILL, Inc. for final design and environmental studies of the NTPP Francisco Boulevard East Improvements Project. Enclosures 1. Resolution 2. Amendment 3. Exhibit A 4. Exhibit B RESOLUTION NO. 13762 RESOLUTION APPROVING AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH C112M HILL, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) FRANCISCO BOULEVARD EAST IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $15,997.56, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $200,000.00. WHEREAS, the City Council adopted Resolution number 13602 on August 19, 2013 authorizing the Director of Public Works to enter into a Professional Services Agreement with CH2M HILL, Inc. to complete final design and environmental clearance services; and WHEREAS, the City is obligated to pay $184,002.44 to date to CH2M HILL, Inc. in connection with the final design and environmental clearance services; and WHEREAS, an additional $15,997.56 is needed for final design to incorporate all Caltrans -specific design requirements into the construction plans prior to Caltrans issuing the encroachment permit; and WHEREAS, staff received a proposal from CH2M HILL, Inc. for design services for the additional scope of work in an amount not to exceed $15,997.56 (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 CH2M HILL, Inc. and the City, in the form attached hereto, expanding the scope of services under the agreement in the amount of $15,997.56, for a total cost not to exceed $200,000.00. 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 7"' day of July, 2014, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Connolly, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Colin �syf�1L c • Bee,e� . ESTHER C. BEIRNE, City Clerk File No.: 16.01.241.01 AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH CH2M HILL, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) FRANCISCO BOULEVARD EAST IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $15,997.56, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $200,000.00. This Amendment to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CH2M HILL, INC., a corporation (hereinafter "CONSULTANT"), is made and entered into as of the 7th day of July, 2014. RECITALS WHEREAS, pursuant to City Council Resolution No. 13602 adopted on August 19, 2013, the CITY and CONSULTANT entered into a Professional Services Agreement to complete final design and environmental clearance services for the NTPP Francisco Boulevard East Improvements project for an amount not to exceed $184,002.44; and WHEREAS, an additional amount not to exceed $15,997.56 is needed for CH2M HILL, Inc. to finalize the design by incorporating Caltrans design requirements in connection with the NTPP Francisco Boulevard East Improvements project. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to an Amendment to the Professional Services Agreement for the Francisco Boulevard East Improvements 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 June 19, 2014 attached hereto as Exhibit "A". 2. The Not -To -Exceed Cost Estimate, attached hereto as Exhibit "B", is amended to increase Task 3, "Design" by $15,997.56, and to change the "Total" to $200,000.00. 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 NADER MANSOURIAN, Director of Public Works ATTEST: "Isf!z �z ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: RTF EIs TEIN ROBE S ,it City Aftbine y 2 CH2M HILL, INC. Name: Title: CH2MHILL NTPP Francisco Boulevard East Improvements Project Revised June 19, 2014 Cost Estimate By Task Task Cost 1. Project Management $ 22,346.19 2. Preliminary Studies and Research $ 4,910.87 3. Design (Complete 100% Design) $ 118,931.21 14. Environmental Compliance $ 53,811.73 Total $ 200,000.00 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 aLire ements/contracts, (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible DescriptionI Completion Department Date I 1 I 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*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and endorsements. kre-nlent.g-k�-- `- 15 I City Manager / Mayor / or I Agreement executed by Council authorized Department Head official. 6_ City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the contracting department.IZO N To be completed by Contracting Department: Project Manager: pto-2 ttlY 7'I)Unq Pro'ectZA e: Agendized for City Council Meeting of (if necessary): �Ar-V/c 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. 3. I 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 C112M HILL, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE NON -MOTORIZED TRANSPORTATION PILOT PROGRAM (NTPP) FRANCISCO BOULEVARD EAST IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $15,997.56, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $200,000.00. Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: City Manager (gignature) City Attorney (signature) NOT APPROVED REMARKS: File No. 16.01.241.01