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CC 2016-07-26_09l Amendment_Update_Brisco Interchange ProjectMEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT BY: MATT HORN, CITY ENGINEER SUBJECT: CONSIDERATION OF APPROVAL OF AN AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT AND CLOSURE STATUS UPDATE DATE: JULY 26, 2016 RECOMMENDATION: It is recommended the City Council approve and authorize the Mayor to execute Amendment No. 13 to the Consultant Services Agreement with Wood Rodgers, Inc. for Brisco Interchange Project for an amount not to exceed $13,000. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: As of July 26, 2016, the project budget has an unencumbered balance of $1,401,547. Phase Budget Total Expended Balance Study $100,000 $71,447 $28,553 Design $303,900 $261,781 $42,119 Construction $1,340,400 $9,525 $1,330,875 Total $1,401,547 The additional cost can be accommodated within the project’s design budget. In additional to funding expenditures, staff use approximately 5 to 10 hours per week facilitating this project. 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. Item 9.l. - Page 1 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT AND CLOSURE STATUS UPDATE JULY 26, 2016 PAGE 2 Alternative 1 includes the following improvements: • Closes the northbound on and off-ramps at Brisco Road and US 101 • Completes intersection improvements Camino Mercado and US 101 • Completes intersection improvements at Grand Ave and US 101 • Completes bridge widening on Grand Ave Alternative 4C RAB includes the following improvements: • Relocates the northbound ramps at Brisco to West Branch Street at Rodeo Drive • Completes intersection improvements at Grace Lane and Rodeo Drive connecting Grace Lane to Rodeo Drive so that continuous vehicle traffic uses Grace Lane instead of Rodeo Drive. • Completes intersection improvements at Grand Ave and US 101 realigning US 101 southbound on-ramp at Grand Avenue with the existing southbound off- ramp. • Provides an auxiliary lane on US 101 from Brisco Road to Camino Mercado. The timeline of activities related to the ramp closure is as follows: Date Activity • September 8, 2015 City Council Approved Closure Plan. • September 29, 2015 US 101 northbound on and off-ramps at Brisco Road closed. • October 27, 2015 City Council extends closure termination date from December 7, 2015 to January 11, 2016. • December 17, 2015 City Council revised the test ramp termination date until July 11, 2016 to allow additional time for presentation of the ramp closure study data and discussion by the community. • February 23, 2016 City Council received the Brisco Ramp Closure Status Report. • June 13, 2016 Caltrans authorized the Brisco Ramp Closure extension from July 11, 2016 to December 11, 2016. Caltrans has indicated the ramps may not remain closed until the start of construction for the Brisco Road-Halcyon Road/U.S. 101 Interchange project. • June 8 & July 11, 2016 Caltrans returned comments to the City regarding the Brisco Road-Halcyon Road/U.S. 101 Interchange Draft Project Report. Based on Caltrans’ returned comments on the Draft Project Report, additional noise modeling is required to support Alternative 1. Caltrans has classified the Brisco Item 9.l. - Page 2 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT AND CLOSURE STATUS UPDATE JULY 26, 2016 PAGE 3 Interchange Project’s Alternative 1 as a Type 1 Project, which generally indicates that the project creates a completely new noise source, or the project increases the volume or speed of traffic, or moves the traffic closer to a noise receiver. ANALYSIS OF ISSUES: Noise - Type 1 Project The Brisco Interchange Project has completed a Noise Abatement Decision Report and a Noise Study Report to determine the impacts of the project to the surrounding area. Additional noise modeling is required when a project is classified as a Type 1 as specified within the Code of Federal Regulations. Based on previous direction from Caltrans, the Brisco Interchange Project Alternative 1 was not classified as a Type 1 project. Caltrans recently provided direction indicating that Alternative 1 is classified as a Type 1 project based on the following criteria. Type 1 Project is defined as: 1. The construction of a highway on a new location; or 2. The physical alteration of an existing highway where there is either: a. Substantial horizontal alteration. A project that halves the distance between the traffic noise source and the closest receptor between the existing condition to the future build condition; or b. Substantial vertical alteration. A project that removes shielding thereby exposing the line-of-sight between the receptor and the traffic noise source. This is done by altering either the vertical alignment of the highway or the topography between the highway traffic noise source and the receptor; or 3. The addition of a through-traffic lane(s). This includes the addition of a through-traffic lane that functions as a high-occupancy vehicle (HOV) lane, high-occupancy toll (HOT) lane, bus lane, or truck climbing lane; or 4. The addition of an auxiliary lane, except for when the auxiliary lane is a turn lane; or 5. The addition or relocation of interchange lanes or ramps added to a quadrant to complete an existing partial interchange; or 6. Restriping existing pavement for the purpose of adding a through traffic lane or an auxiliary lane; or 7. The addition of a new or substantial alteration of a weigh station, rest stop, ride-share lot, or toll plaza. Caltrans has indicated that the Brisco Interchange Project’s Alternative 1 is a Type 1 project since the project is providing the addition of an auxiliary lane and restriping (see item numbers 4 and 6 above) existing pavement for the purposes of the auxiliary lane at Camino Mercado and US 101. Item 9.l. - Page 3 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT AND CLOSURE STATUS UPDATE JULY 26, 2016 PAGE 4 Wood Rodgers, the project’s design consultant, has provided the City a proposal to complete the noise modeling that Caltrans requires for Type 1 project’s for a cost not to exceed $13,000. This noise modeling will take four weeks to complete once a notice to proceed has been provided to Wood Rodgers. Upon completion of the additional noise study, the Draft Project Report will be resubmitted to Caltrans for review. Brisco Ramp Closure On February 23, 2016 City Council directed staff to determine the feasibility of keeping the Brisco on and off-ramps closed until the start of construction of the preferred alternative for the Brisco Road-Halcyon Road/U.S. 101 Interchange project. A request to keep the ramps closed until July 11, 2020 was provided to Caltrans on May 6, 2016. Caltrans responded to this request on June 13, 2016, granting the request to keep the ramps closed until December 11, 2016. On June 24, 2016, Caltrans provided written direction (see attachment 2) that the ramps may not remain closed indefinitely. Based on verbal direction from Caltrans, staff is working on a revised closure plan that keeps the on-ramp closed and opens the off-ramp. This closure plan may be acceptable to Caltrans. Once direction has been received from Caltrans on the acceptability of this plan, this item will return to City Council for direction. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: • Approve Amendment No. 13 to the Wood Rodgers Consultant Service Agreement. • Do not approve Amendment No. 13 to the Wood Rodgers Consultant Service Agreement – This alternative is not recommended since the most expeditious way to obtain Project Report approval and final selection of the project’s preferred alternative is to comply with Caltrans’ request for noise modeling. • Provide alternate direction to staff. ADVANTAGES: Amending the Agreement with Wood Rodgers in order to complete noise modeling will allow the Brisco Interchange Project Report to continue the processing through the Project Approval/Environmental Document phase. DISADVANTAGES: Additional funding expenditures are required to complete this task. 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 lead agency for NEPA which will be an Environmental Assessment with Findings of No Significant Impact. Item 9.l. - Page 4 CITY COUNCIL CONSIDERATION OF APPROVAL OF AN AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT AND CLOSURE STATUS UPDATE JULY 26, 2016 PAGE 5 PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, July 21, 2016. The Agenda and staff report were posted on the City’s website on Friday, July 22, 2016. Attachments: 1. Caltrans notification of extend ramp closure Item 9.l. - Page 5 CONSULTANT SERVICES AGREEMENT AMENDMENT NO. 13 This Thirteenth Amendment (“Thirteenth Amendment”) to Consultant 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 July 2016, 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 an Eighth 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 9.l. - Page 6 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 parties entered into a Eleventh Amendment to CSA dated March 10, 2015 for additional design services required for the Project Approval and Environmental Document (PA&ED) due to revised design requirements for the Brisco Road-Halcyon Road/Route 101 Interchange Improvement Project; and WHEREAS, the parties entered into a Twelfth Amendment to CSA dated October 27, 2015 for continued design and environmental services to completed PA&ED for the Brisco Road – Halcyon Road/Highway 101 Interchange Improvement Project. 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 July 26, 2017, unless sooner terminated pursuant to the provisions of the Agreement. 2. This Thirteenth Amendment authorizes additional noise modeling to support Caltrans’ determination that the Brisco Road – Halcyon Road/Highway 101 Interchange Improvement Project Alternative 1 is a Type 1 project for noise impacts for an amount not to exceed $13,000 as set forth in the letter dated July 13, 2016 from Consultant to City, which is incorporated herein by this reference as Exhibit A. 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 Thirteenth Amendment the day and year first above written. WOOD RODGERS, INC. By:________________________________ CITY OF ARROYO GRANDE By:________________________________ JIM HILL, MAYOR Item 9.l. - Page 7 Corporate Office: 3301 C Street, Bldg. 100-B • Sacramento, CA 95816 • 916.341.7760 • Fax 916.341.7767 Offices located in California and Nevada www.woodrodgers.com July 13, 2016  Mr. Matt Horn, PE    (mhorn@arroyogrande.org)    (805) 473‐5441  City Engineer  City of Arroyo Grande  PO Box 550  300 E. Branch Street  Arroyo Grande, CA 93420  Subject: Request for Amendment No. 13 – Consultant Services Agreement for  Brisco Road Interchange Improvements Project  Project Approval and Environmental Document  Dear Mr. Horn,  Wood Rodgers, Inc. has been preparing the Project Report (PR) and Environmental Document (ED) for the  Project Approval and Environmental Documentation (PA&ED) phase of the Brisco Road Interchange  Improvements project. As you are aware, in comments received from Caltrans in June, they have indicated  that Alternative 1 is to be considered a Type “1” project for noise analysis. Being that initially Alternative 1  was not considered a “Type 1” project noise modeling and analysis for noise barriers was not completed. To  accomplish this analysis an augmentation to scope and budget will be necessary. We propose the following:  A13 TASK 1 – Type 1 Noise Analysis  SWCA will re‐model Alternative 1 using the approved Noise Model and Caltrans Standard protocol for  Type 1 Projects.  The appropriate Technical Studies in the Environmental Document will be revised and  submitted with the resubmittal of the draft Environmental Document.  Additionally, the Noise Abatement  Decision Report (NADR) will be revised by Wood Rodgers per the new results, Cost Estimates will be  revised, and exhibits (Typical Sections, Layouts, and the Geometric Approval Drawing) will be revised to  include any new soundwalls resulting from the analysis. The results will be incorporated into the Project  Report.  Budget – $12,800  Wood Rodgers requests for additional budget in the amount of $12,800 to complete this effort.  We look  forward to our continued service to the City, and request approval of the scope and budget so that we can  immediately initiate this Task. Should you have any questions, please contact me at (916) 440‐8131, or  email at mrayback@woodrodgers.com.  Sincerely,   WOOD RODGERS, INC.  Mark Rayback, PE  Principal  8094.004\BriscoA12.docx EXHIBIT A Item 9.l. - Page 8 ATTACHMENT 1 Item 9.l. - Page 9 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.l. - Page 10