CC 2013-12-10_08.j. Brisco Halcyon PA&ED - Wood RodgersMEMORANDUM
TO: CITY COUNCIL ~c_,
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
SUBJECT: CONSIDERATION OF AMENDMENT TO CONSUL TANT SERVICES
AGREEMENT FOR WOOD RODGERS, INC. FOR THE BRISCO
ROAD-HALCYON ROAD/HIGHWAY 101 PROJECT APPROVAL AND
ENVIRONMENTAL DETERMINATION (PA&ED)
DATE: DECEMBER 10, 2013
RECOMMENDATION:
It is recommended the City Council approve an Amendment No. 9 to the Consultant
Services Agreement with Wood Rodgers, Inc. for additional design work for the Project
Approval and Environmental Determination (PA&ED) for the Brisco Road -Halcyon
Road/Highway 101 Interchange Improvement Project in the amount of $18,000.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Capital Improvement Program includes a total of $587,238 for the Brisco
Interchange project. Additional funds are needed to provide requested revisions to
Caltrans. Continued dedication of staff resources will be required. The project is
identified as a priority in the Critical Needs Action Plan.
BACKGROUND:
The project history is summarized below:
• In 2001, a Project Study Report-Project Development Support (PSR-PDS) was
completed to develop alternatives to improve operation of the Brisco Road-
Halcyon Road/U.S. 101. During PA&ED development, additional alternatives
were identified and analyzed.
• Alternatives were presented to the City Council at the August 12, 2008 meeting.
The City Council selected a preferred alternative and directed staff and the City
Council Subcommittee to pursue approval and funding through the San Luis
Obispo Council of Governments (SLOCOG) and Caltrans.
• In May of 2009, the City Council approved Contract Amendment No. 4 with
Wood Rodgers, Inc. for preparation of the design exception fact sheets for the
Brisco Road-Halcyon Road/U.S. 101 Project Approval and Environmental
Determination (PA&ED) in the amount of $17,500. Additionally, the Council
authorized the Mayor to send a letter to Caltrans regarding opposition to
requests for further analysis and urging support for the City's preferred
alternative.
• In August 2009, the Planning Company was contracted to assist in determining
a design solution to the Brisco impasse and develop strategies to achieve
Caltrans approval.
Item 8.j. - Page 1
CITY COUNCIL
AMENDMENT NO. 9 FOR WOOD RODGERS, INC. FOR THE BRISCO ROAD-
HALCYON ROAD/HWY 101 PROJECT APPROVAL AND ENVIRONMENTAL
DETERMINATION (PA&ED)
DECEMBER 10, 2013
PAGE2
• On May 11, 2010, the Council approved the Contract Amendment No. 5 with
Wood Rodgers to include alternative 3B that placed ramps at Old Ranch Road
and continue an update of environmental studies and the PA&ED project.
However, it was subsequently determined that this alternative had a fatal flaw
due to the grade separation between U.S. 101 and Old Ranch Road.
• On October 26, 2010, the Council approved Alternative 4 to be included in the
PA&ED. Alternative 4 involves moving the Brisco northbound on-ramp and Joff-
ramp to Rodeo Drive. Additionally, the Council approved the preparation of
supporting information and design exception fact sheets and to provide Jthe
public an opportunity to comment at the Traffic Commission and neighborhood
meetings.
• The Traffic Commission considered the project alternative on January 10, 2011
and a well attended neighborhood meeting was held on February 24, 2011.
Project accomplishments include completion of the Purpose and Need
document, established performance criteria and the traffic analysis with
concurrence from Caltrans District 5 Traffic Operations.
• In April 2011, the Council approved Amendment No. 6 with Wood Rodgers to
update environmental studies and continue preparation of the PA&ED
documents. Caltrans reviews required more revisions and effort ·than was
anticipated for Amendment No. 6.
• Draft funding recommendations for the project were approved at the February,
2012 San Luis Obispo Council of Governments Board of Directors meeting.
• In March 2012, the California Transportation Commission approved the project
for funding.
• In May 2012, the Council approved Amendment No. 7 with Wood Rodgers for
an additional not to exceed amount of $103,820 in order to complete all
technical studies and prepare final design exception fact sheets.
• In April 2013, the Brisco Subcommittee, staff and consultants met with Caltrans
staff and learned that additional design and amended technical studies are
necessary for approval of design exception fact sheets.
• Caltrans has indicated that the project modifications may not meet requirements
for one of the required design exceptions. Consultants and staff have
scheduled a meeting on December 11, 2013 to finalize the design or gain
clearance for a revised alternative 4 design.
ANALYSIS OF ISSUES:
Wood Rodgers has been the engineering consultant for the project and is responsible
for the preparation of the project report and subcontracting for the environmental
document, including all associated technical reports. Additionally, they are preparing
the required design exception fact sheets necessary for project approval.
Obtaining Caltrans approval for improvements to the Brisco Road/Halcyon Road/U.S.
101 has proved to be a difficult task given the inability to address deficiencies with an
older road/highway system, while meeting Caltrans design standards. Given previous
concurrence between the City and Caltrans on the Alternatives to be studied in the
Item 8.j. - Page 2
CITY COUNCIL
AMENDMENT NO. 9 FOR WOOD RODGERS, INC. FOR THE BRISCO ROAD-
HALCYON ROAD/HWY 101 PROJECT APPROVAL AND ENVIRONMENTAL
DETERMINATION (PA&ED)
DECEMBER 10, 2013
PAGE3
PA&ED documents, staff and consultants anticipated completion of the PA&ED in
2013. However, in April 2013, Caltrans revealed the need for additional project
modifications to address safety concerns and meet design exception requirements.
Project consultants have responded to all of Caltrans requests; however, two design
parameters remain at issue. Caltrans staff has assisted in the preparation of an
alternative 4 design modification and a meeting has been scheduled for December 11,
2013 in order to receive final concurrence with proposed design exceptions or on the
alternative 4 design modification. Either scenario will require the preparation of
additional technical study amendments. However, at this time, staff is requesting an
additional contract amendment limited to work to provide information necessary to
determine the design scenario that is mutually acceptable to both the City and
Caltrans. Once that is achieved, staff can determine what additional work will be
necessary to proceed.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
• Approve Amendment No. 9 to the Consultant Services Agreement with Wood
Rodgers in the amount of $18,000;
• Do not approve the proposed agreement amendment; or
• Provide direction to staff.
ADVANTAGES:
Approving the consultant agreement amendment will allow continued work on
modifications to present to Caltrans in order to address existing issues.
DISADVANTAGES:
Approval of the recommendation will increase costs to the City for additional studies.
ENVIRONMENTAL REVIEW:
A detailed environmental review is performed during the PA&ED phase of project
development. A draft Project Report (PR), an engineering report that describes the
work and possible project alternatives is prepared in parallel with the environmental
studies. Following circulation of the Draft environmental document (the public review
period), a public hearing is held. After analyzing the public hearing comments, a
preferred alternative is normally selected, which allows the preparation and approval of
the final environmental document which is attached to the PR.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, December 5, 2013. The
Agenda and staff report were posted on the City's website on Friday, December 6,
2013. No public comments were received.
Attachment
1. CSA No. 9
Item 8.j. - Page 3
CONSUL TANT SERVICES AGREEMENT
AMENDMENT NO. 9
This Ninth Amendment ("Ninth Amendment") to Consultant's Services Agreement
("CSA") by and between the CITY OF ARROYO GRANDE and WOOD RODGERS,
INC. is made and entered into this day of December 2013, based on the
following facts:
WHEREAS, the parties entered into a CSA dated January 11, 2005, to prepare a
Project Approval and Environmental Determination (PA&ED) for the Brisco-Road-
Halcyon Road/Route 101 Interchange; and
WHEREAS, the parties entered into a First Amendment to CSA dated November 8,
2005, to include the environmental studies for the Brisco Road-Halcyon Road/Route
101 PA&ED; and
WHEREAS, the parties entered into a Second Amendment to CSA dated November 14,
2006, to include a northbound auxiliary lane in the Brisco Road-Halcyon Road/Route
101 PA&ED; and
WHEREAS, the parties entered into a Third Amendment to CSA dated June 24, 2008,
to include additional analysis in the Brisco Road-Halcyon Road/Route 101 Project
Approval & Environmental Document (PA&ED); and
WHEREAS, the parties entered into a Fourth Amendment to CSA dated May 26, 2009,
for preparation of the design exception fact sheets for the Brisco Road-Halcyon
Road/Route 101 Project Approval and Environmental Document (PA&ED); and
WHEREAS, the parties entered into a Fifth Amendment to CSA dated June 16, 2010 for
preparation of the Project Approval and Environmental Document (PA&ED) for the
Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project; and
WHEREAS, the parties entered into a Sixth Amendment to CSA dated April 12, 2011
for additional preparation required for the Project Approval and Environmental
Document (PA&ED) due to revised alternatives for the Brisco Road-Halcyon
Road/Route 101 Interchange Improvements Project; and
WHEREAS, the parties entered into a Seventh Amendment to CSA dated May 8, 2012
for additional preparation required for the Project Approval and Environmental
Document (PA&ED) due to revised alternatives for the Brisco Road-Halcyon
Road/Route 101 Interchange Improvements Project; and
WHEREAS, the parties entered into a Eight Amendment to CSA dated May 14, 2013 for
additional preparation required for the Project Approval and Environmental Document
(PA&ED) due to revised alternatives for the Brisco Road-Halcyon Road/Route 101
Interchange Improvements Project.
ATTACHMENT 1
Item 8.j. - Page 4
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. The CSA shall continue in full force and effect until May 31, 2014, unless
sooner terminated pursuant to the provisions of the Agreement.
2. This Ninth Amendment includes work related to project management,
meetings and preparation of geometrics and design standards compliance not
to exceed $18,000.
3. Except as modified herein, all other terms and conditions set forth in the CSA,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Ninth
Amendment the day and year first above written.
WOOD RODGERS, INC.
By:
CITY OF ARROYO GRANDE
By:
TONY FERRARA, MAYOR
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Item 8.j. - Page 6