CC 2015-03-10_10a Alternatives for Brisco Rd Interchange ProjectMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
MATT HORN, CITY ENGINEER
SUBJECT: CONSIDERATION OF ALTERNATIVES FOR THE BRISCO ROAD-
HALCYON ROAD/HIGHWAY 101 PROJECT AND AMEND
CONSULT ANT SERVICE AGREEMENT TO EXTEND THE TERM FOR
WOOD RODGERS, INC. AND POINT C
DATE: MARCH 10, 2015
RECOMMENDATION:
It is recommended the City Council:
1 . Approve the continued inclusion of Alternative 4C with both intersection treatments,
along with Alternative 1 in the Brisco Road -Halcyon Road/Highway 101
Interchange Improvement Project Approval and Environmental Determination
(PA&ED) report;
2. Appr:ove and authorize the Mayor to execute Amendment No. 11 to the Consultant
Services Agreement with Wood Rodgers, Inc. to extend the term to February 28,
2016 for continued services to complete Project Approval and Environmental
Determination (PA&ED) for the Brisco Road -Halcyon Road/Highway 101
Interchange Improvement Project; and
3. Approve and authorize the Mayor to execute amendment to the Consultant Services
Agreement with Point C, LLC to extend the term to June 30, 2016 for project
oversight services to complete PA&ED for the Brisco Road-Halcyon Road/Highway
101 Interchange Improvement Project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Capital Improvement Program budget includes a total of approximately $3,000,000
for the Brisco Interchange project design phase and has approximately $800,000
remaining. Continued dedication of staff resources will also be required. No additional
funding is requested for the extension of the Consultant Service Agreements. The
project is identified as a priority in the Critical Needs Action Plan. Consultant services
are funded from the Transportation Facilities Development Impact Fee Fund.
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 Interchange. The project moved from the PSR-PDS
phase to the Project Approval and Environmental Determination (PA&ED).
Item 10.a. - Page 1
CITY COUNCIL
CONSIDERATION OF ALTERNATIVES FOR THE BRISCO ROAD-HALCYON
ROAD/HIGHWAY 101 PROJECT AND AMEND CONSULTANT SERVICE
AGREEMENT TO EXTEND THE TERM FOR WOOD RODGERS, INC. & POINT C
MARCH 10, 2015
PAGE2
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 an 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 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, Caltrans and the City were at an impasse, each agency
preferred different project design alternatives and believed other design
alternatives were not viable. Planning Company Associates, that was later
renamed to Point C, LLC, was contracted to assist in determining a design
solution to the Brisco impasse and develop strategies to achieve project
approval.
• On May 11, 2010, the Council approved 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 off-
ramp to Rodeo Drive. Additionally, the Council approved the preparation of
supporting information and design exception fact sheets and to provide the
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 programmed $5.6
million in construction funding for the project.
• 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.
Item 10.a. - Page 2
CITY COUNCIL
CONSIDERATION OF ALTERNATIVES FOR THE BRISCO ROAD-HALCYON
ROAD/HIGHWAY 101 PROJECT AND AMEND CONSULTANT SERVICE
AGREEMENT TO EXTEND THE TERM FOR WOOD RODGERS, INC. & POINT C
MARCH 10, 2015
PAGE 3
• In April 2013, the City Council Brisco Interchange Subcommittee, staff and
consultants met with Caltrans staff and learned that additional design and
amended technical studies were necessary for approval of design exception fact
sheets.
• In December 2013, Caltrans, Consultants and staff met in Sacramento to review
comparison interchanges, and geometries for Alternative 4 and what would be
needed for approval of design exceptions. The result of the meeting was the
identification of Alternative 4C. However, additional information to reduce
design speed on West Branch, as well as to develop an alternative intersection
treatment was determined necessary to finalize feasibility.
• In March 2014, the City Council approved a revised intersection treatment for
Alternative 4C to include a roundabout and consultant contracts to complete
necessary studies.
• During 2014, consultants prepared conceptual geometries and design standards
compliance documents for Alternative 4 with a signalized intersection and with a
roundabout. This included an independent peer review by Kittelson and
Associates for the preliminary roundabout design as requested by Caltrans
District 5. Additionally, a revised Advance Planning Study for the structure to
carry the planned on-ramp over Brisco Road in Alternative 4 was revised and
the Preliminary Drainage Report was updated and the Stormwater Data Report
prepared. Finally, several technical studies were revised including the Natural
Environment Study, the Jurisdictional Waters Assessment, the Conceptual
Habitat Mitigation and Monitoring Plan, the Archaeological Survey Report, the
Historic Property Survey Report and Historical Resources Evaluation Report,
the Noise Study, Visual Impact Assessment, Air Quality Study Report, Water
Quality Assessment Report, Paleontological Evaluation Report. The Community
Impact Assessment is in progress. The Initial Study and Mitigated Negative
Declaration has also been drafted. All of this work was required to complete the
draft Project Report and Environmental Study.
• In August 2014, an additional $1,000,000 was recommended by SLOCOG to
the California Transportation Commission (CTC) for the construction phase of
the project to increase the total grant funding to $6.6 million.
• In September 2014, City staff met with the San Luis Obispo Council of
Governments (SLOCOG) to go over the project schedule and verify that grant
funding status was unchanged.
• In November 2014, Design Exception Fact Sheets were submitted to Caltrans.
• In January 2015, the Brisco Subcommittee met with Caltrans and SLOCOG
officials. During the meeting Caltrans staff outlined remaining concerns with
Alternative 4C. A Project Development Team (PDT) meeting was determined
necessary to determine final alternatives that will go out for public review.
ANALYSIS OF ISSUES:
Obtaining 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 today's design standards. Currently, the project
Item 10.a. - Page 3
CITY COUNCIL
CONSIDERATION OF ALTERNATIVES FOR THE BRISCO ROAD-HALCYON
ROAD/HIGHWAY 101 PROJECT AND AMEND CONSULTANT SERVICE
AGREEMENT TO EXTEND THE TERM FOR WOOD RODGERS, INC. & POINT C
MARCH 10, 2015 .
PAGE4
has basically two design alternatives. The first design alternative (known as alternative
1) closes the Northbound off and on-ramps at Brisco Road. The second design
alternative (known as alternative 4C) relocates the Northbound off and on-ramps to
Grace Lane. Historically Caltrans staff has preferred alternative 1 closing the ramps at
Brisco and the City has preferred the alternative 4C that maintains ramp access. Given
previous concurrence between the City and Caltrans on the alternatives to be studied
in the PA&ED documents, staff and consultants anticipated completion of the PA&ED
in 2013. However, as previously reported to Council in November 2013 and March
2014, the need for additional project modifications to address safety concerns and
meet design exception requirements has delayed PA&ED completion. Alternative 4C
with the option of a modified intersection treatment includes a roundabout instead of a
traffic signal, and is the same as previously presented Alternative 4 in terms of location
of the hook ramps and general alignment of West Branch St. The Alternative 1 and
Alternative 4C with the roundabout may result in fewer design exceptions than
Alternative 4C with the traffic signal. Alternative 4C -with either intersection treatment
-includes a slightly wider footprint and required moving West Branch Street northward
several feet while minimizing impacts on the South County Regional Center.
At this time, two design standards related to Alternative 4C remain challenging.
Caltrans has required the intersection skew angle and the corner sight distance
requirements at the Rodeo Drive Ramps I West Branch Street I Grace Lane (Rodeo
Drive) intersection be designed based upon an interpretation that the angle of
measurement for corner sight distance not be greater than 90 degrees and the skew
angle at the intersection not be greater than 15 degrees measured from the drivers eye
in a vehicle stopped at the intersection approaches. Consequently, for alternative 4C,
the design speed for West Branch must be reduced so that the posted speed would be
35 mph primarily to improve the proposed intersection sight stopping distance. The
current posted speed is 40 mph while the Caltrans Design Standard is 45 mph. There
has been continuing and parallel interest due to road topography, transit needs and
adjacent existing and planned land uses, to reduce the speed limit in the corridor.
Recently, the City had an independent engineering study prepared that indicates safety
concerns related to the roadway may warrant a different posted speed and/or if a
change in intersection control from side street stops to multi-way stops would be
warranted.
Staff has submitted that since W. Branch Street is the City's jurisdiction, and that for
Alternative 4C it must be moved northward and reconstructed, that the design of W.
Branch Street will include design features that will reduce the travel speed to 35 MPH
and the project once constructed, would meet the proposed design speed. However,
Caltrans will not review the design exception for adequacy unless the existing posted
speed is 35mph, thus creating the proverbial chicken and egg scenario. This would
require the City to construct traffic calming roadway features now on the existing
roadway that will ultimately need to be removed and reconstructed in a different
location with the project. This issue has stalled the PA&ED process as it renders
Alternative 4C -signal alternative potentially infeasible. Up until February 2015,
Item 10.a. - Page 4
CITY COUNCIL
CONSIDERATION OF ALTERNATIVES FOR THE BRISCO ROAD-HALCYON
ROAD/HIGHWAY 101 PROJECT AND AMEND CONSULTANT SERVICE
AGREEMENT TO EXTEND THE TERM FOR WOOD RODGERS, INC. & POINT C
MARCH 10, 2015
PAGES
communications between staff and consultants and Caltrans have indicated that the
design speed issue was the one remaining issue to resolve prior to completing the
project report and environmental study for public distribution. The City received written
comments from Caltrans on the design exception fact sheets that indicate that
additional technical studies may be necessary unless the City removes all but
Alternative 1 from consideration. Staff is looking for direction from Council prior to
attending the PDT meeting where a recommendation will be made regarding the
breadth of alternatives made available for public review and comment. Considering
the intent of the public review process it may be prudent to include both Alternative 1
and 4C (with both intersection treatments-signal and roundabout) in the project report
and environmental study to be distributed to the public for public input and that
concerns related to design speed on West Branch Street continue to be acknowledged
and analyzed in the reports but conditioned to be resolved by the City during the
design phase and prior to construction of the project. Caltrans will have to approve the
project's construction plans and issue an encroachment permit prior to beginning
construction.
The City Council Brisco Interchange Subcommittee expressed an initial preference for
the standard intersection option of Alternative 4C to be removed from consideration if
continued protracted review would place the project funding in jeopardy. However, it
was felt that it is important at this time to brief the full Council.
Staff has previously met and briefed County staff and elected officials, Rodeo Drive
residents, and St. Patrick's School representatives on the project status. However,
another Stakeholder meeting will be scheduled in the near future to further brief
members on the project status. The environmental review process will provide
additional opportunities for public and City input on the preferred option. However,
Caltrans will have the final project decision based on this input, design exceptions
required, and the degree to which the project alternative meets the agreed upon Need
and Purpose.
Staff is recommending that Council provide initial feedback and direction at this time.
The next likely time for Council input and direction is when Council will be asked to
authorize staff to circulate the environmental document for public input.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
• Approve continued inclusion alternative 4C with both intersection treatments in
the project report and environmental documents and approve proposal
amendment agreements;
• Approve the removal of Alternative 4C signal alternative from consideration in
the project report and environmental documents and approve proposal
amendment agreements;
Item 10.a. - Page 5
CITY COUNCIL
CONSIDERATION OF ALTERNATIVES FOR THE BRISCO ROAD-HALCYON
ROAD/HIGHWAY 101 PROJECT AND AMEND CONSULTANT SERVICE
AGREEMENT TO EXTEND THE TERM FOR WOOD RODGERS, INC. & POINT C
MARCH 10, 2015
PAGE 6
• Modify staff's recommendation;
• Do not approve the proposed agreement amendments; or
• Provide direction to staff.
ADVANTAGES:
Approving the Consultant Service Agreement Amendments will allow continued work to
complete the Project PA&ED. By keeping both options of Alternative 4C intersection in
the analysis, it will allow the public to review a wider breath of options. The City would
be required to ensure that the required design speed criteria are met for W. Branch
Street.
DISADVANTAGES:
Keeping in Alternative 4C -signal may increase costs to the City for additional studies
and prolong the PAlED process. Even if both options of the intersection are included in
the analysis, it is important to understand that there is a potential that Caltrans selects
a variation other than the City's preferred design.
ENVIRONMENTAL REVIEW:
A detailed environmental review is performed during the PA&ED phase of project
development. A Draft Project Report (DPR), 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, March 5, 2015. The Agenda
and staff report were posted on the City's website on Friday, March 6, 2015. No public
comments were received.
Attachments
1. Agreement Amendment -Wood Rodgers
2. Agreement Amendment -Point C
3. Alternative 1 Closing Northbound off and on-ramps
4. Alternative 4C Standard Intersection Draft Site Plan
5. Alternative 4C Roundabout Draft Site Plan
Item 10.a. - Page 6
ATTACHMENT 1
CONSULTANT SERVICES AGREEMENT
AMENDMENT NO. 11
This Eleventh Amendment ("Eleventh Amendment") to Consultant's Services
Agreement ("CSA") by and between the CITY OF ARROYO GRANDE ("City") and
WOOD RODGERS, INC. ("Consultant") is made and entered into this day
of March 2015, 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, 201 0 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; and
Item 10.a. - Page 7
WHEREAS, the parties entered into a Ninth Amendment to CSA dated December 10,
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; and
WHEREAS, the parties entered into a Tenth Amendment to CSA dated March 25, 2014
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 CSA, has expired and the parties desire to revive the CSA as set forth
herein.
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 February 28, 2016, unless
sooner terminated pursuant to the provisions of the Agreement.
2. This Eleventh Amendment authorizes continued services to complete PA&ED
for the Brisco Road -Halcyon Road/Highway 101 Interchange Improvement
Project.
3. Except as modified herein, all other terms and conditions set forth in the CSA,
as amended, shall remain unchanged and in full force and effect.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Tenth
Amendment the day and year first above written.
WOOD RODGERS, INC.
By: __________________________ __
CITY OF ARROYO GRANDE
By: ____________ _
JIM HILL, MAYOR
Item 10.a. - Page 8
-
\
~-0 . ~pointe
HOLISTIC THINKING. SUSTAINABLE SOLUTIONS.
March ~. 2015
Ms. Teresa McClish
City ol;Arroyo Grande
300 E. Bra rich Street
Arroyo Grande, CA 93420
RE: Contract Extension
Dear Ms. McClish:
ATTACHMENT 2
Point C, LLC has been assisting the City of Arroyo Grande by providing .strategic
services lo implement US 101 corridor transportation solutions that meets .the City's
access, I circulation objectives and Caltrans' operational needs. The US 101 I Brisco
Road -Halcyon Road Interchange improvement project is currently in the Project
Approval I Environmental Document (PA&ED) phase. Originally, the PA&ED phase
was targeted for completion in 2013, but it has been delayed .due to additional time and
efforts to reline ~lternatives and resolve comments. Atthis·timethe goal is to complete
PA&ED in an expedited· manner so the project can move to the next phases of
implementation.
The purpose of this letter is to request time extension to the existing agreement for
Point C to continue to provide services to assist during the project approval and
environmental document phase for the Brisco Interchange.
I. SCOPE OF SERVICES
No amendment to Exhibit.A is requested. Point C will continue to perform the following
scope ofwork previously identified.
II. DURATION
The term of the existing agreement is amended to extend the duration by twelve (12)
months with a revised expiration date of June 30, 2016.
120 N.Madison Avenue
Pasadena;CA 91101
tel (626) 696-1000
'NVNI.pointcpartners.com
Item 10.a. - Page 9
~·. 0 .· po1ntC
HOLISTIC THINKING. SUSTAINABLE SOLUTIONS.
Point C appreciates .the opportunity to continue to be of service to the City of Arroyo
Grande and looks forward to the successful completion .of this project.
;2~Y~
Tony V. Harris, P.E.
Cc: Matt Horn, City of Arroyo Grande
Carolyn Sutton, Point C
Acceptance ofAgreement
Point C, LLC is hereby authorized to furnish all materials and labor as provided above to complete the
specified scope of services, for which the City of Arroyo Grande agrees ·to pay the amount mentioned in
this Agreement and according to the terms thereof. It is further acknowledged that this work involves
public processes of a discretionary nature and, as such, Point C, LLC makes no guarantees or warranties
regarding the outcome of any such processes.
Accepted by: -------------~·Date: _____ ,2015
City of Arroyo Grande
Accepted by: ______________ , Date: _____ ,2015
Point C, LLC
Item 10.a. - Page 10
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