CC 2020-08-25_08k Amendment to Agreement with Wood Rodgers_Brisco Interchange
MEMORANDUM
TO: CITY COUNCIL
FROM: WHITNEY MCDONALD, ACTING DEPUTY CITY MANAGER/COMMUNITY
DEVELOPMENT DIRECTOR
BY: ROBIN DICKERSON, PE, CITY ENGINEER
SUBJECT: CONSIDERATION OF APPROVAL OF AMENDMENT TO EXTEND THE
AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS,
INC. FOR THE BRISCO INTERCHANGE PROJECT
DATE: AUGUST 25, 2020
SUMMARY OF ACTION:
Approval of Amendment No.17 to the Consultant Services Agreement with Wood Rogers,
Inc. 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:
At this time there is no change in budget. This is strictly a time extension.
RECOMMENDATION:
It is recommended the City Council approve and authorize the Mayor to execute
Amendment No. 17 to the Consultant Services Agreement with Wood Rodgers, Inc. to
extend the contract expiration date to December 30, 2020, to allow the consultant
additional time to complete the contracted scope of services.
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 (PA&ED) Phase. The Draft Project Report for the project has been
approved by Caltrans and the environmental documents for both the California
Environment Quality Act (CEQA) and the National Environmental Policy Act (NEPA) were
provided for public review and comment in April 2018.
The City continues to work with Caltrans to finalize the Project Study Report, the
Environmental Assessment (EA) prepared in accordance with NEPA, the Initial
Study/Mitigated Negative Declaration (IS/MND) prepared in accordance with CEQA, and
the design decisions based on the selected alternative. The City, Caltrans, and the City’s
Item 8.k. - Page 1
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AMENDMENT TO EXTEND THE AGREEMENT
FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO
INTERCHANGE PROJECT
AUGUST 25, 2020
PAGE 2
sub-consultants continue to work together to complete the document review and prepare
the Final Project Report the EA, the IS/MND and the final design decision documents for
Caltrans approval, and execution.
ANALYSIS
Over the past 6 months, the City, Caltrans and the City’s sub-consultants have been
working diligently to complete and finalize the environmental documents, design
decisions, and project report. The process has involved several rounds of review by
Caltrans, with Caltrans recently completing their fourth review of the documents. City
staff believes that the environmental documents will be completed with the next submittal,
and the design decisions and final report have been recently resubmitted. Once Caltrans
approves the final documents, the IS/MND will be presented to Council for adoption and
this phase of the project will be complete.
The existing contract with Wood Rodgers expired on June 30, 2020. Staff is
recommending that the additional time be provided under the agreement to enable Wood
Rodgers to complete the existing scope of services through the review and approval
process with Caltrans. City staff and Wood Rodgers believe that a contract extension
through December 30, 2020, will provide sufficient time to complete the PA&ED Phase of
the Brisco Interchange Project.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve Amendment No. 17 to the Wood Rodgers Consultant Services
Agreement;
2. Do not approve Amendment No. 17 to the Wood Rodgers Consultant Services
Agreement (This is not recommended because the most expeditious way to obtain
Project Report/Environmental Document approval is to complete the PA&ED
Phase of this project.); or
3. Provide direction to staff.
ADVANTAGES:
Amending the agreement with Wood Rodgers to extend the term will allow the City to
complete the Project Approval/Environmental Document Phase and move into the Design
Phase.
DISADVANTAGES:
No disadvantages have been identified related to extension of the agreement.
ENVIRONMENTAL REVIEW:
No environmental review is required for approval of the Amendment.
Item 8.k. - Page 2
CITY COUNCIL
CONSIDERATION OF APPROVAL OF AMENDMENT TO EXTEND THE AGREEMENT
FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO
INTERCHANGE PROJECT
AUGUST 25, 2020
PAGE 3
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 8.k. - Page 3
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 17
This Seventeenth Amendment ("Seventeenth 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 25th day of August
2020.
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 8.k. - Page 4
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 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 a 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 a 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 a Thirteenth Amendment to Agreement dated July
26, 2016 for additional noise modeling to support Project Alternative 1, which was
reclassified as a Type 1 project by Caltrans. Additional noise modeling is now required
for 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 a Fourteenth Amendment to Agreement dated March
27, 2016 to facilitate the public workshop and comment period for the environmental
documents and complete the environmental documents and project report for 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 a Fifteenth Amendment to Agreement dated March
27, 2016 to extend the contract to August 31, 2019 to allow for completion of the scope
of services;
WHEREAS, the parties entered into a Sixteenth Amendment to Agreement dated
November 12, 2019 to extend the contract to June 30, 2020 to allow for completion of the
scope of services; and
WHEREAS, the parties desire to further modify the Agreement as set forth herein.
Item 8.k. - Page 5
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 30, 2020, unless sooner terminated pursuant to the provisions hereof.
2. Except as modified herein, all other terms and conditions set forth in the
Agreement, as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Seventeenth
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: WOOD RODGERS, INC.:
______________________________ _______________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.k. - Page 6