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CC 2018-03-27_09f Amendment_Wood Rodgers_Brisco InterchangeMEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT BY: ROBIN DICKERSON, CITY ENGINEER SUBJECT: CONSIDERATION OF APPROVAL OF AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICE WITH WOOD RODGERS FOR THE US 101/BRISCO RD INTERCHANGE PROJECT DATE: MARCH 27, 2018 SUMMARY OF ACTION: Approving Amendment 14 to the Consultant Services Agreement for Wood Rogers, Inc. would allow the City to complete the Project Approval and Environmental Document Phase (PA&ED) and take the project from Draft to Final. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The cost for Amendment 14 is $108,500. As of March 20, 2018, the project budget is as follows: Phase Budget Expended/Committed Balance Study $10,747 $15,352 ($4,605) Preliminary Design $18,118 $5,739 $12,379 Construction $17,653,680 $1,150 $17,652,530 Total $17,660,304 The amount of Amendment No. 14, $108,500 exceeds study and design phase portions of the original project budget but can currently be accommodated within the overall project budget. The final design and construction budget will continue to be refined and updated when the construction drawings are completed which will be the next phase of the project. RECOMMENDATION: It is recommended the City Council approve and authorize the Mayor to execute Amendment No.14 to the Consultant Services Agreement with Wood Rodgers, Inc. to complete the PA&ED Phase and move the project from the Draft to Final. The compensation amount of Amendment No. 14 is not to exceed $108,500. Item 9.f. - Page 1 CITY COUNCIL CONSIDERATION OF APPROVAL OF AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICE WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT MARCH 27, 2018 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 Document (PA&ED) phase with three project alternatives under review: Alternative 1, Alternative 4C Roundabout (RAB), and no-build. Caltrans returned comments on the project report in June, 2016. On July 26, 2016, the City Council approved and authorized the Mayor to execute Amendment No. 13 to the Consultant Services Agreement with Wood Rodgers, Inc. for Brisco Interchange Project to prepare a noise study to support Alternative 1. Alternative 1 includes the following improvements:  Closes the northbound on and off-ramps at Brisco Road and US 101  Completes intersection improvements at 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. Between September 29, 2015, and November 26, 2016 the City worked with Caltrans and closed the northbound on and off-ramps at Brisco Road until they were reopened again in December 2016. The City continues to work with Caltrans on the Draft Project Study Report, the Environmental Assessment (EA) and the Initial Study/Mitigated Negative Declaration (IS/MND). In spring of 2017, Caltrans had appointed a new project manager to the Brisco Interchange Project. From August 2017 to February 2018 the City, Caltrans and the sub consultants continued to work together to complete the document review and prepare the Draft Project Report and the EA for Caltrans final review, approval and signatures. The Project Report, IS/MND and EA has been reviewed and approved by the Project Team and are being circulated for necessary signatures from Caltrans. In order to reduce potential confusion, all documents will be circulated to the public in tandem. Item 9.f. - Page 2 CITY COUNCIL CONSIDERATION OF APPROVAL OF AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICE WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT MARCH 27, 2018 PAGE 3 On March 21, 2018, the California Transportation Commission allocated funding allowing for several infrastructure projects on the California Central Coast to continue moving forward, including $6,624,000 for the US 101/Brisco Road Interchange Project. ANALYSIS OF THE ISSUES: Wood Rodgers and their sub consultant team have been working with the City and Caltrans since 2005 to complete the Project Analysis and Environmental Determination and develop feasible alternatives. To complete the Project Analysis and the Environmental Determination phase for the Brisco Interchange Improvements the following tasks need to be completed.  Caltrans returns signed documents (Early April 2018)  Caltrans sends environmental documents to the State Clearing House (This starts 30 day review window) (Early April 2018)  Documents are issued for public review (Early April 2018)  Stakeholder meeting  Public Workshop (Currently scheduled for April 26, 2018)  End of 30 day public review and comment period  Responses to comments are addressed  City Council selects Alternative  Fact Sheets will be finalized/Final Project Report prepared based on Council decision  City and Caltrans review and comment on Final Project Report  Sub consultants address comments and prepare Final Project Report for signature  Final Project Report approved and signed by Caltrans The City does not have the staff or resources necessary to complete the final phase of the PA&ED in a timely manner without the assistance of the consultants. Wood Rodgers and their sub consultant team are the logical choice due to their familiarity and history with the project. Wood Rodgers and their sub consultant team will assist the City by helping to facilitate the public workshop, preparing responses to public comment, attending up to two City Council meetings (public hearings) to answer questions, finalizing fact sheets, preparing and addressing comments from City and Caltrans for the final report, based on the selected alternative. The cost of the services provided by Wood Rodgers and their sub consultant team is estimated to range from $99,500 to $108,500 depending on which alternative is selected. Staff is recommending approval of a not-to-exceed amount of $108,500 as a conservative approach since the alternative selection is part of this amended scope. If Alternative 1 is chosen Amendment No. 14 shall not exceed $99,500. The difference in cost $9,000 resulted in the increase number of fact sheets and design exceptions that Item 9.f. - Page 3 CITY COUNCIL CONSIDERATION OF APPROVAL OF AMENDMENT TO AN AGREEMENT FOR CONSULTANT SERVICE WITH WOOD RODGERS FOR THE BRISCO INTERCHANGE PROJECT MARCH 27, 2018 PAGE 4 will be required for alternative 4C and an additional Caltrans review comment period on those documents. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve Amendment No.14 to the Wood Rodgers Consultant Services Agreement; 2. Do not approve Amendment No.14 to the Wood Rodgers Consultant Services Agreement – This is not recommended since the most expeditious way to obtain Project Report/Environmental Document approval and final selection of the project’s preferred alternative is to provide a public workshop and address the comments during the public review of the environmental documents; or 3. Provide alternate direction to staff. ADVANTAGES: Amending the Agreement with Wood Rodgers to help facilitate the public workshop, preparing responses to public comment, attending 2 council meetings (public hearings) to answer questions to assist in a selected alternative, finalizing fact sheets, preparing the Final Project Report based on the selective alternative and addressing comments from City and Caltrans for the final report will allow the Brisco Interchange Project to complete the Project Approval & Environmental Determination Phase and move into the Design and Construction Phases. The Staff does not have the capacity or the resources needed to complete this phase in a timely manner without the assistance of the Sub consultants. DISADVANTAGES: Additional funding expenditures are required to complete the task. ENVIRONMENTAL REVIEW: This project is subject to both the California Environmental Review Act (CEQA) and National Environmental Policy Act (NEPA). The City is lead agency for the CEQA review and the Initial Study/Mitigated Negative Declaration has been prepared. Caltrans is the lead agency for the NEPA review and the Environmental Assessment with findings of no significant impact has been prepared. Both documents will be circulated for a 30-day public comment period during which a public workshop is scheduled on April 26, 2018. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. At the time of report publication, no comments have been received. Item 9.f. - Page 4 AGREEMENT FOR CONSULTANT SERVICES AMENDMENT NO. 14 This Fourteenth Amendment ("Fourteenth Amendment") to Agreement for Consultant Services (“Agreement”) by and between the CITY OF ARROYO GRANDE (“City”) and WOOD RODGERS, INC. (“Consultant”) is made and entered into this ___day of ______2018. WHEREAS, the parties entered into an Agreement 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 Agreement dated November 8, 2005 to include the environmental studies for the Brisco Road-Halcyon Road/Route 101 Interchange PA&ED ; and WHEREAS, the parties entered into a Second Amendment to Agreement dated November 14, 2006 to include the northbound auxiliary lane in the Brisco Road-Halcyon Road/Route 101 Interchange PA&ED ; and WHEREAS, the parties entered into a Third Amendment to Agreement dated June 24, 2008 to include additional analysis in the Brisco Road-Halcyon Road/Route 101 Interchange PA&ED ; and WHEREAS, the parties entered into a Fourth Amendment to Agreement dated May 26, 2009 for the preparation of the design exception fact sheets for the Brisco Road-Halcyon Road/Route 101 Interchange PA&ED ; and WHEREAS, the parties entered into a Fifth Amendment to Agreement dated June 16, 2010 for the preparation of the Project Approval and Environmental Documents for the Brisco Road-Halcyon Road/Route 101 Interchange PA&ED ; and WHEREAS, the parties entered into a Sixth Amendment to Agreement dated April 12, 2011 for additional preparation required for the Project Approval and Environmental Documents due to revised alternatives for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into a Seventh Amendment to Agreement dated May 8, 2012 for additional preparation required for the Project Approval and Environmental Documents due to revised alternatives for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into an Eighth Amendment to Agreement dated May 14, 2013 for additional preparation required for the Project Approval and Environmental Item 9.f. - Page 5 Documents due to revised alternatives for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into an Ninth Amendment to Agreement dated December 10, 2013 for additional preparation required for the Project Approval and Environmental Documents due to revised alternatives for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into an Tenth Amendment to Agreement dated March 25, 2014 for additional preparation required for the Project Approval and Environmental Documents due to revised alternatives for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into an Eleventh Amendment to Agreement dated March 10, 2015 for additional design services required for the Project Approval and Environmental Documents due to revised design requirements for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into an Twelfth Amendment to Agreement dated October 27, 2015 for continued design and environmental services to complete the Project Approval and Environmental Documents for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties entered into an Thirteenth Amendment to Agreement dated July 26, 2016 for additional noise modeling to support Project Alternative 1 is a Type A project for noise impacts for the Project Approval and Environmental Documents for the Brisco Road-Halcyon Road/Route 101 Interchange Improvements Project PA&ED ; and WHEREAS, the parties desire to further modify the Agreement as set forth herein. NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is acknowledged, the parties agree as follows: 1. Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as follows: This Agreement shall be extended and remain and continue in effect until December 31, 2018, unless sooner terminated pursuant to the provisions of this Agreement. 2. To include the additional services at the increased cost as specified in Exhibit "A" attached hereto and incorporated herein by this reference. 3. Except as modified herein, all other terms and conditions set forth in the CSA, as amended, shall remain unchanged. Item 9.f. - Page 6 IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Fourteenth Amendment the day and year first above written. CITY OF ARROYO GRANDE: WOOD RODGERS, INC.: ______________________________ _______________________________ JIM HILL, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO FORM: HEATHER WHITHAM, CITY ATTORNEY Item 9.f. - 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 March 16, 2018 Ms. Robin Dickerson, PE City Engineer City of Arroyo Grande 300 E. Branch Street Arroyo Grande, California 93420 Subject: Request for Amendment No. 14 – Consultant Services Agreement for Brisco Road Interchange Improvements Project Dear Ms. Dickerson, Wood Rodgers, Inc. (Wood Rodgers) has been preparing the Draft Project Report (DPR), and our Subconsultant, SWCA Environmental Consultants (SWCA), has been preparing the Draft Environmental Document (DED) for the Project Approval and Environmental Documentation (PA&ED) phase of the Brisco Road Interchange Improvements Project (Project). An augmentation on a Scope of Work and budget is required to take the Project from Draft to Final. This Scope of Work is based upon the direction and feedback that Wood Rodgers has received from the California Department of Transportation (Caltrans) and the City of Arroyo Grande (City). The Tasks below will be accomplished utilizing 2018 rates, but will otherwise be consistent with our existing agreement. The items of work and associated budget to achieve the PA&ED milestones are listed below: TASK 1 – Project Management Due to the unanticipated time required to address Caltrans’ review comments, we now anticipate that the PA&ED phase of this Project will be completed in the summer of 2018. Thus, Wood Rodgers will provide Project coordination, progress reports, meeting attendance and other Project Management activities for approximately six (6) months. This is anticipated to require the following budget: Budget – $6,500 TASK 2 – Public Workshop and Stakeholder Support Wood Rodgers will plan for one (1) workshop for the Project. Wood Rodgers will prepare exhibits depicting the two alternatives as well as the soundwall options. The Exhibits will be mounted for ease of display. Wood Rodgers will also prepare comment cards which will be provided to meeting attendees. Comments will be compiled and then responses will be summarized in a memo to the Project Team. Wood Rodgers will also prepare an exhibit listing the Project’s purpose and need. Wood Rodgers will provide staff at the Public Workshop Open House to answer questions from attendees. Wood Rodgers will attend one Project Development Team (PDT) meeting, one City Council meeting, and one Council Subcommittee meeting in person. Wood Rodgers will also be available for two (2) PDT meetings via telephone. For each of these meetings, we will prepare agendas and minutes, and will provide exhibits appropriate for the meetings. Budget – $11,500 EXHIBIT A Item 9.f. - Page 8 Ms. Robin Dickerson, City Engineer Brisco Road Interchange Improvements PA&ED – Amendment No. 14 March 16, 2018 Page 2 TASK 3 – Response to Comments Working in conjunction with SWCA, Wood Rodgers will respond to comments received on the DPR and DED. It is anticipated that comments will be related to the overall design and general questions related to traffic. It is not anticipated that additional traffic modeling will be required. If additional modeling is required, it can be accomplished under a separate agreement. Budget – $12,500 TASK 4 – Finalize Fact Sheets For the purpose of this proposal, it is assumed that Alternative 1 will be the preferred alternative. As such, the Fact Sheets will be updated to address recent changes to the Highway Design Manual and submitted to Caltrans for review and approval. It is assumed that there will be two (2) reviews by Caltrans. Budget – $5,500 TASK 4.1 – Finalize Alternative 4 Fact Sheet (Optional) If Alternative 4C is preferred, Wood Rodgers will prepare and submit Fact Sheets for the alternative to Caltrans for review and approval. It is assumed that there will be one (1) review by Caltrans. Budget – $9,000 TASK 5 – Draft Final Project Report When the public review process for the DED has been completed, Wood Rodgers will make any indicated revisions to the DPR, and add a discussion of the results of the environmental process to the text of the PR. This will include the description of the Preferred Alternative for the Project. The Recommendation Section of the PR will recommend Caltrans’ approval of the Project on the basis of the Preferred Alternative. The Draft Final PR will be circulated within the City and Caltrans for review and comment. The Wood Rodgers Team will address all review comments in writing and make any necessary revisions to the PR. It is anticipated that one submittal and revision cycle to the City and Caltrans will be required for approval. The PR will then be submitted to Caltrans for approval. Once approval has been received, Wood Rodgers will produce the required number of copies for the City’s and Caltrans’ files. Budget – $19,500 TASK 6 – California Environmental Quality Act/National Environmental Policy Act (CEQA/NEPA) Environmental Documents Initial Study/Mitigated Negative Declaration and Environmental Assessment As of February 2018, the Initial Study/Mitigated Negative Declaration (IS/MND) has been reviewed and approved by the Project Team and is ready for public circulation. In order to avoid confusing the public, circulation of this document will occur in tandem with the NEPA Environmental Assessment, which is Item 9.f. - Page 9 Ms. Robin Dickerson, City Engineer Brisco Road Interchange Improvements PA&ED – Amendment No. 14 March 16, 2018 Page 3 currently within the final review cycle with Caltrans staff. It is anticipated that there may be some final comments from Caltrans during this final review process that may require SWCA to address prior to public circulation of the documents. Additional budget has been provided for no more than eight (8) hours of SWCA staff time to address these final comments and to compile final versions of the environmental documents and supporting technical studies for public review. It is assumed that the City and Caltrans District 5 will take the lead with printing, notification and distribution of the IS/MND and Environmental Assessment (EA). This includes the preparation and publishing of a Notice of Availability (NOA) in the Federal Register, the publishing of the Notice of Intent to Adopt an MND (NOI) in a public newspaper, the posting of the NOI at the County Clerk’s Office, the preparation of the Notice of Completion (NOC) and mailing it to the State Clearinghouse, and/or any other means of notifying the public. We assume that Caltrans will manage the collection and documentation of all public comments received on the environmental documents and will compile all comments into a single consolidated set. No additional SWCA staff hours will be required during the public review cycle. However, it is anticipated that SWCA would be requested by the City and Caltrans to provide written responses to public comments for this project. SWCA will work closely with City and Caltrans staff to develop responses to substantive comments on the environmental documents and/or concern statements, for incorporation into a complete Public Comment and Response Report, if requested, for incorporation into the environmental decision documents (MND and FONSI). The probable level of public interest and comment is unknown. Therefore, SWCA has estimated up to 200 hours to complete this task. Wood Rodgers assumes that Caltrans will prepare the EA decision document, a Finding of No Significant Impact (FONSI). We will facilitate review and document clearance through the City and Caltrans to the extent feasible, as requested by the City. We assume Caltrans will provide public notice of the FONSI by publishing an NOA in the Federal Register and through newspaper publishing, direct mailings or other appropriate means as determined by Caltrans staff. Wood Rodgers will prepare a Notice of Determination (NOD) for the City upon approval of the Project. We assume the City will file the NOD at the County Clerk’s Office and pay any necessary California Department of Fish and Wildlife (CDFW) environmental document filing fees. Budget – $32,250 TASK 7 – Meetings Internal Project Team Meetings Based on SWCA’s experience during the Project, it is anticipated that several internal team meetings will be required to effectively coordinate with the Project Team during these final steps of the PA/ED phase. Therefore, SWCA has assumed an additional budget of no more than five (5) additional team meetings during the completion of these remaining tasks outlined within this Change Order request. For the purposes of budgeting, internal team meetings anticipate participation from both the SWCA Project Manager, Jon Claxton, and the SWCA Planning Team Leader, Emily Creel. Public Workshop SWCA understands that the City will host a public workshop at the City Council Chambers with the intent to engage the public about the Project during the public circulation period. Wood Rodgers assumes that SWCA Item 9.f. - Page 10 Ms. Robin Dickerson, City Engineer Brisco Road Interchange Improvements PA&ED – Amendment No. 14 March 16, 2018 Page 4 will not be required to provide any additional exhibits for the public workshop. SWCA Planning Team Lead Emily Creel will attend the public workshop meeting and will be available to answer informal questions regarding the environmental impacts of the Project. We assume that official comments on the Project will need to be written down by members of the public and officially submitted as part of the environmental process. It is assumed that the City or Caltrans will also have staff available at this workshop to address informal comments from the public. Public Hearings SWCA will be available to attend City Council public hearings for approval of a project alternative presented within the environmental document. Based on previous experience, SWCA has budgeted for (2) two public hearings, since there is a possibility the decision may not be made within the first hearing or possibly may be continued for other unanticipated reasons. Budget – $11,750 Wood Rodgers requests additional budget in the amount of $99,500 without the Optional Task or $108,500 with the Optional Task. We look forward to our continued service to the City, and request approval of the Scope of Work and budget so that we may immediately initiate Project activities consistent with the schedule outlined by the City and Caltrans. Should you have any questions, please do not hesitate to contact me at (916) 440-8131, or by email at mrayback@woodrodgers.com. Sincerely, WOOD RODGERS, INC. Mark Rayback, PE Principal 8094004\BriscoA14.docx Item 9.f. - Page 11 EXHIBIT “B” SACRAMENTO FEE SCHEDULE Effective January 1, 2018 CLASSIFICATION STANDARD RATE Principal Engineer/Geologist/Surveyor/Planner/GIS/LA* II $240 Principal Engineer/Geologist/Surveyor/Planner/GIS/LA* I $205 Associate Engineer/Geologist/Surveyor/Planner/GIS/LA* III $195 Associate Engineer/Geologist/Surveyor/Planner/GIS/LA* II $185 Associate Engineer/Geologist/Surveyor/Planner/GIS/LA* I $170 Engineer/Geologist/Surveyor/Planner/GIS/LA* III $160 Engineer/Geologist/Surveyor/Planner/GIS/LA* II $150 Engineer/Geologist/Surveyor/Planner/GIS/LA* I $140 Assistant Engineer/Geologist/Surveyor/Planner/GIS/LA* $110 CAD Technician III $135 CAD Technician II $120 CAD Technician I $105 Project Coordinator $120 Administrative Assistant $100 1 Person Survey Crew $185 2 Person Survey Crew $270 3 Person Survey Crew $350 Consultants, Outside Services, Materials & Direct Charges Cost Plus 10% Overtime Work Rate Plus 50% *LA = Landscape Architect Blueprints, reproductions, and outside graphic services will be charged at vendor invoice. Auto mileage will be charged at the IRS standard rate, currently 54.5 cents per mile. Fee Schedule subject to change January 1, 2019. Item 9.f. - Page 12