CC 2015-10-27_08i Amendments to Agreements_Brisco InterchangeMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
MATT HORN, CITY ENGINEER
SUBJECT: CONSIDERATION OF AMENDMENTS TO CONSULTANT SERVICES
AGREEMENTS WITH WOOD RODGERS AND POINT C FOR THE
BRISCO INTERCHANGE PROJECT; STATUS REPORT ON BRISCO
ON AND OFF-RAMP CLOSURE AT BRISCO ROAD AND US 101;
AND CONSIDERATION OF MODIFICATION TO THE TEST CLOSURE
OPENING DATE
DATE: OCTOBER 27, 2015
RECOMMENDATION:
It is recommended the City Council: 1) Authorize the City Manager to execute
Amendment No. 12 to the agreement with Wood Rodgers, in a form approved by the
City Attorney, for continued design services for the Brisco Interchange Project for a
cost not to exceed $165,000 and term extension to December 31, 2016; 2) Authorize
the City Manager to execute an amendment to the agreement with Point C for
continued consultant services for the Brisco Interchange Project for a cost not to
exceed $35,000 and term extension of December 31, 2016; 3) Direct staff to prepare a
Caltrans permit modification to terminate the Brisco Ramp Test closure on January 11,
2016; and 4) Reallocate $200,000 from the construction phase of the project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
As of October 19, 2015, the project budget has an unencumbered balance of
$1,623,253.23 to support this request of up to $200,000.00. The balance remaining in
the design phase of $53,205.20 is needed to support the Brisco Ramps Test Closure.
Transferring construction phase funds into design is necessary in order to support these
contract amendments.
Phase EncumbranceBalance Remaining
Study 35,351.97$ 48.03$
Design 72,044.32$ 53,205.20$
Contract Administration -$ -$
Construction -$ 1,570,000.00$
Total 1,623,253.23$
This work effort is directly related to the Critical Needs Action Plan as it relates to the
design and approval of the Brisco Road Interchange Project.
Item 8.i. - Page 1
CITY COUNCIL
CONSIDERATION OF AMENDMENTS TO CONSULTANT SERVICES
AGREEMENTS WITH WOOD RODGERS AND POINT C FOR THE BRISCO
INTERCHANGE PROJECT; STATUS REPORT ON BRISCO ON AND OFF-RAMP
CLOSURE AT BRISCO ROAD AND US 101; AND CONSIDERATION OF
MODIFICATION TO THE TEST CLOSURE OPENING DATE
OCTOBER 27, 2015
PAGE 2
BACKGROUND:
The Brisco Road-Halcyon Road/U.S. 101 Interchange project has been underway
since the late 1990s. Currently the project is in the Project Approval and
Environmental Determination (PAED) phase with three project alternatives under
review: Alternative 1, Alternative 4C Roundabout (RAB), and no-build or do nothing.
Test Closure
This item was last before City Council on September 8, 2015, to implement the Test
Closure of the Brisco Road at US 101 northbound on and off -ramps. The ramps were
closed on September 29, 2015 and authorized to remain closed until December 7,
2015. Baseline traffic counts were obtained starting on September 16 and competed
on September 23, 2015. Traffic counts while the ramps are closed are anticipated to
start on November 13 and end on November 20, 2015.
Photo of Brisco Road after paving and striping revisions
PAED
Work continues to complete the PAED phase. The following project reports have been
provided to Caltrans for review.
Report Report Date Date Submitted
to Caltrans
Historical Resources Evaluation Report 10/1/12 12/12/12
Air Quality Report 8/12/14 12/1/14
Archaeological Survey Report 8/1/14 12/1/14
Item 8.i. - Page 2
CITY COUNCIL
CONSIDERATION OF AMENDMENTS TO CONSULTANT SERVICES
AGREEMENTS WITH WOOD RODGERS AND POINT C FOR THE BRISCO
INTERCHANGE PROJECT; STATUS REPORT ON BRISCO ON AND OFF-RAMP
CLOSURE AT BRISCO ROAD AND US 101; AND CONSIDERATION OF
MODIFICATION TO THE TEST CLOSURE OPENING DATE
OCTOBER 27, 2015
PAGE 3
Report Report Date Date Submitted
to Caltrans
Historical Properties Survey Report 11/1/14 12/1/14
Natural Environment Study 9/1/14 12/1/14
Noise Study Report 8/1/14 12/1/14
Visual Impact Assessment 11/1/14 12/1/14
Paleontological Evaluation Report 10/1/14 12/5/14
Jurisdictional Assessment 12/1/14 12/18/14
Water Quality Assessment Report 1/1/15 2/3/15
Community Impacts Assessment 9/1/15 9/27/15
Initial Study / Mitigated Negative Declaration 9/1/15 9/27/15
Draft Project Report 10/1/15 10/7/15
Design Exceptions Fact Sheets 10/6/15 10/7/15
Noise Abatement Decision Report (NADR) 9/1/15 10/7/15
Storm Water Data Report 1/1/15 10/7/15
ANALYSIS OF ISSUES:
Test Closure
On September 8, 2015 City Council discussed the Test Closure timeframe and
concluded that the Test Closure should end mid-December 2015, based on the
understanding that the Test Closure would begin on September 21, 2015. The start
period of the closure was delayed to September 29, 2015, due to rain; therefore, staff
wanted to verify City Council’s direction prior to discussion with Caltrans. Opening the
northbound on and off-ramps at Brisco Road, requires a coordinated and planned effort
between the roadway striping contractor, roadway signage contractor, traffic signal
contractor, Caltrans, and the City. In order to increase the likelihood of success,
planning this work effort away from the December holidays is of value. Therefore, staff
recommends either keeping the ramp opening date of December 7, 2015 or proposing
to open the ramps on January 11, 2016. Based on City Council previous direction to
extend the duration of the Test Closure, staff is recommending the January 11, 2016
date.
The City has established an email address for the users of the Brisco Road area to
provide feedback: brisco@arroyogrande.org.
Item 8.i. - Page 3
CITY COUNCIL
CONSIDERATION OF AMENDMENTS TO CONSULTANT SERVICES
AGREEMENTS WITH WOOD RODGERS AND POINT C FOR THE BRISCO
INTERCHANGE PROJECT; STATUS REPORT ON BRISCO ON AND OFF-RAMP
CLOSURE AT BRISCO ROAD AND US 101; AND CONSIDERATION OF
MODIFICATION TO THE TEST CLOSURE OPENING DATE
OCTOBER 27, 2015
PAGE 4
Photo of Feedback Signage at Brisco Road / West Branch Street
Additionally, the City has established a web page in order to provide information about
the Brisco Interchange project and information on the Test Closure. The web page
may found on the City website:
http://www.arroyogrande.org/561/Temporary-Ramp-Closure-at-Brisco-Road
To date, the City has received 41 contacts either by phone or email:
18 contacts have been positive towards the closure;
13 contacts have not been in favor of the closure; and
10 contacts have requested operational changes or recommended other project
alternatives.
PAED
On October 12, 2015 the Brisco Subcommittee met with Caltrans to review the status
of project submittals and discuss a future schedule for PAED completion. The PAED
phase has suffered delay due to the need to revise alternative 4C RAB to increase
stopping sight distance. During this time, the environmental review process has been
slowed until the revised design was complete. Caltrans is currently updating the
project delivery schedule and will provide it to the City by the end of October.
Additionally, Caltrans is reviewing the environmental technical studies and will provide
a summary of required revisions by the end of October as well.
During the course of technical study preparation, Caltrans requested design revisions
to Alternative 4C RAB that required the consultants to expend a larger than anticipated
work effort to complete. Since additional design revisions were required, the project
consultants were required to use the project budget to complete this work instead of
finalizing technical studies. Wood Rodgers is contracted to complete roadway design
and environmental document work. Point C is contracted to complete project
management work. The proposed amendments will allow the consultants to complete
and update project technical studies based on Caltrans comments and complete
Item 8.i. - Page 4
CITY COUNCIL
CONSIDERATION OF AMENDMENTS TO CONSULTANT SERVICES
AGREEMENTS WITH WOOD RODGERS AND POINT C FOR THE BRISCO
INTERCHANGE PROJECT; STATUS REPORT ON BRISCO ON AND OFF-RAMP
CLOSURE AT BRISCO ROAD AND US 101; AND CONSIDERATION OF
MODIFICATION TO THE TEST CLOSURE OPENING DATE
OCTOBER 27, 2015
PAGE 5
project work in order to bring the PAED phase to completion based upon what is
currently known. Without these contract amendments the Brisco Interchange project
work will not move forward.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
Authorize the City Manager to execute amendments to agreements with Wood
Rodgers and Point C;
Do not authorize the City Manager to execute amendments to agreements with
Wood Rodgers and Point C;
Direct staff to prepare a Caltrans permit modification to terminate the Brisco
Ramp Test closure on January 11, 2016;
Direct staff to terminate the Brisco Ramp Test closure on December 7, 2015;
Authorize staff to reallocate $200,000 from the construction phase of the project.
Do not authorize staff to reallocate $200,000 from the construction phase of the
project.
Provide other direction to staff.
ADVANTAGES:
Approving the amendments and funding reallocation will allow this project to continue
to move forward to completion of PAED.
DISADVANTAGES:
Additional cost will be incurred.
ENVIRONMENTAL REVIEW:
This project is subject to both the California Environmental Review Act (CEQA) and
National Environmental Policy Act (NEPA). The City is the lead agency for CEQA and
an Initial Study Mitigated Negative Declaration has been prepared. Caltrans is the the
lead agency for NEPA and Caltrans is in the process in determining whether the
project’s environmental document should be a Categorical Exclusion or Environmental
assessment with Findings of No Significant Impact.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, October 22, 2015. The
Agenda and staff report were posted on the City’s website on Friday, October 23, 2015.
Item 8.i. - Page 5
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