CC 2024-06-25_09e Agreement Halcyon Complete Streets Plan_North Coast Engineering
Item 9.e.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Shannon Sweeney, City Engineer
SUBJECT: Approval of a Professional Services Agreement for Consulting
Services with North Coast Engineering for The Halcyon Complete
Streets Project
DATE: June 25, 2024
RECOMMENDATION:
Staff recommends authorizing the City Manager to execute the attached professional
services agreement, subject to minor modifications by the City Manager in consultation
with the City Attorney (Attachment 3) with North Coast Engineering (NCE) for design
services including preparation of plans, specifications, and engineer’s estimate (PS&E),
right-of-way support, construction support, and testing for the Halcyon Complete Streets
Project (Project).
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
NCE’s total fee proposal is $1,062,988, which is broken down as shown in Table 1. NCE’s
fee proposal is included as Attachment 1.
Table 1: NCE Fee Breakdown
Phase Amount
PS&E $617,412
Right-of-Way Support $5,000
Construction Support and Testing $440,576
Total $1,062,988
The Department of Transportation allocated $648,000 of Active Transportation Program
(ATP) funds for the design phase of this project (Attachment 2), which involves developing
the PS&E. NCE’s fee proposal for PS&E services is within the dollar amount allocated for
this phase of the project.
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Item 9.e.
City Council
Approval of a Professional Services Agreement for Consulting Services with North
Coast Engineering for The Halcyon Complete Streets Project
June 25, 2024
Page 2
The total project cost through construction is estimated to be approximately $9 million.
NCE’s fee proposal for right-of-way support, construction support, and testing are in line
with a project of this magnitude. A total of $8,169,000 in ATP funds are budgeted for this
project. The right-of-way support, construction support, and testing portions of this
proposal will be paid out of these funds.
BACKGROUND:
On July 25, 2023, the City Council approved the Halcyon Road Complete Streets
conceptual plan and adopted a Mitigated Negative Declaration (MND) in accordance with
the applicable provisions of the California Environmental Quality Act (CEQA), Public
Resources Code section 21000 et seq. At that meeting, the City Council directed staff to
proceed with completion of design and engineering work for the plan, specifically
including the compact roundabout option at the Halcyon Road/Fair Oaks Avenue
intersection.
City staff issued a qualifications-based Request for Proposals (RFP) on May 3, 2024. The
RFP was posted on the City’s website and emailed to engineering firms to notify them of
the RFP posting. Three proposals were received by the deadline. Proposals were
reviewed by a team of five City staff, following the criteria outlined in the RFP, and
pursuant to the City’s purchasing policy. NCE’s proposal was rated highest for its
thorough work plan, project team, and experience working with a similar local project, the
Creston Road corridor improvements in Paso Robles, which is a similar length road and
improvements were funded by the same grant.
ANALYSIS OF ISSUES:
The Halcyon Road Complete Streets Plan was fully vetted through numerous community
outreach activities, direction from the City Council, and feedback from the Planning
Commission. Implementation of this plan will be funded with $750,000 in Community
Betterment grant funding through SLOCOG, and $8.1 million in Active Transportation
Program (ATP) funding.
Project goals include:
Enhance Safety for All Modes of Travel – Include circulation improvements that
enhance safety for pedestrians, cyclists, and motor vehicles to travel along and
across Halcyon Road.
Improve Multimodal Connectivity – For all age groups, improve multimodal
connectivity by closing gaps to complete continuous walkways and bicycle facilities
between residences, Harloe Elementary School, Arroyo Grande Community
Hospital, parks, and retail destinations.
Provide Adequate Roadway Capacity for Diverse Travel Needs – Adequate
capacity on Halcyon Road needs to be provided for both local and inter -regional
travel with intersection controls that promote both safe and efficient travel.
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Item 9.e.
City Council
Approval of a Professional Services Agreement for Consulting Services with North
Coast Engineering for The Halcyon Complete Streets Project
June 25, 2024
Page 3
Promote Economic Vitality and Visual Character – Plan Halcyon Road in a way
that promotes multimodal travel options, local visual character, vibrant civic space,
social interaction and public health that fosters the local economy and creates a
place one wants to be.
Recognize and Address the Urban and Rural Interface – Embrace the diverse
urban and rural communities Halcyon Road serves by recognizing the interface
with a notable gateway between the two areas this road serves.
Recognize Greenhouse Gas Reduction and Air Quality Benefits – Design
elements will include environmental benefits including, but not limited to, reduced
use of motor vehicles.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve an agreement with NCE for design se rvices from design through
construction support to implement the Halcyon Road Complete Streets Plan;
2. Do not approve an agreement with NCE for design services from design through
construction support to implement the Halcyon Road Complete Streets Plan; or
3. Provide other direction to staff.
ADVANTAGES:
The primary objective and benefit of the Halcyon Road Complete Streets Project is to
provide for safe mobility and accessibility throughout the Halcyon Road corridor,
connecting people, schools, the hospital, and businesses by enhancing the built
environment for all modes of travel including pedestrians, bicyclists, transit vehicles,
trucks, and motorists. The multimodal transportation enhancements can also help to
reach the State’s greenhouse gas emission reduction goals. The conceptual plan,
previously developed, provides the framework and tools needed to further develop
specific designs and provide a complete street along Halcyon Road, ultimately filling
sidewalk gaps, installing buffered bike lanes, and implementing a road diet to reduce
speeds while also increasing the level of service of the road. Proceeding with a
Professional Services Agreement with NCE is the next step in carrying this project from
the conceptual phase into actual improvements.
DISADVANTAGES:
Upon construction of improvements along the Halcyon Road corridor per the conceptual
plan, the acquisition of right-of-way will be needed from two property owners (Arroyo
Grande Hospital and Harloe Elementary). Both parties have received preliminary
notification of potential and general right of way locations. Further early City staff
communication and meetings with hospital and School District staff will be scheduled.
Actual right-of-way needs will be further refined as design proceeds and will be delineated
at about 60% design of the project. Furthermore, construction activities following PS&E
development will temporarily impact adjacent businesses and residents.
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Item 9.e.
City Council
Approval of a Professional Services Agreement for Consulting Services with North
Coast Engineering for The Halcyon Complete Streets Project
June 25, 2024
Page 4
ENVIRONMENTAL REVIEW:
On July 25, 2023, the City Council adopted an MND for the Halcyon Complete Streets
Project. The MND analyzed the environmental impacts of the Project in compliance with
CEQA. Proceeding with design of the Project will have no direct or indirect physical
impacts and does not constitute a substantial change to the Project such that revisions to
the previously adopted MND are required. Thus, none of the conditions requiring
subsequent environmental review called out in State CEQA Guidelines section 15162 or
Public Resources Code section 21166 are present, and no further environmental review
is required.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall a nd on the City’s website in accordance with
Government Code Section 54954.2.
ATTACHMENTS:
1. NCE fee proposal
2. Department of Transportation finance letter
3. Professional Services Agreement
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TASK 1 TOPOGRAPHIC AND BOUNDARY SURVEY $62,550.00
1. Topographic Mapping (± 1.2 Miles)
a. Prepare 1' interval contour map
1. Cross section streets at 50'± intervals (Curb to Curb where existing, to R/W where no curb)
2. Locate driveways
3. Detail topographic survey at curb returns (26 Ramps)
4. Locate USA markings
5. Locate visual surface and overhead utilities
6. Research underground utilities
7. City water and sewer atlases
8. Field measure operating nut of water valves
9. Locate potholed utilities
2. Boundary Survey
a. Review record information
b. Boundary Field Reconnaissance of center line monuments
c. Resolve record right of ways for base map
3. Pre Construction Record of Survey
a. Prepare Record of Survey - Tie Out Monuments to be disturbed by construction
b. Coordinate County review
TASK 2 PRELIMINARY ENGINEERING $46,940.00
1. Prepare base map including all utilities
2. Prepare preliminary striping and marking plan
3. Preliminary layout of roundabout at Fair Oaks
4. Review drainage along Halcyon street for possible improvements
5. Identify R/W needed for improvements - Coordinate with City consultant
6. Coordinate with PEI on pavement recommendations
7. Preliminary layout of storm drain - 1,500 LF Dobson Way to AG Hospital
8. Preliminary stormwater mitigation for roundabout
9. Prepare preliminary design with exhibits to present to City
10. Submit to City for review and comment
11. Meeting with City to discuss options (if needed)
ESTIMATED FEE
PROPOSAL FOR
PROFESSIONAL SERVICES
ENGINEERING DESIGN SERVICES FOR HALCYON COMPLETE STREETS PW 2023-15
5/28/2024 - Rev 6-11-24
CITY OF ARROYO GRANDE
HALCYON ROAD - HWY 101 TO THE PIKE
ARROYO GRANDE, CALIFORNIA
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ATTACHMENT 1
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TASK 3 PLANS, SPECIFICATIONS AND ESTIMATE (PS&E )$177,930.00
1. Prepare plan set including title sheet and City Std details
2.Prepare demolition sheets
3.Prepare street sheets (4 sheets @1'=40")
4.Prepare ADA curb ramps/driveway approaches plan and profile
5.Prepare striping, signage and marking sheets
6.Prepare plan and profile of Storm Drain (1,500 LF)
7.Coordinate with City on locations and USA markings
8.Identify Post Construction Requirements
9.Prepare final stormwater technical memorandum
10.Incorporate any comments from preliminary phase and finalize
11.Prepare Bid Tabulation for City's use
12.Prepare opinion of probable cost
13.Prepare technical specifications
15. Submit 65% PS&E (First Draft) plans to City
16.Prepare response to comments
17. Review comments and attend meeting with City to review (if needed)
18.Incorporate 65% comments into plan set
19.Prepare responses for comment log
20.Review and incorporate comments into plan set
21.Submit 95% PS&E to City with response to comments
22.Incorporate 95% comments into final draft of bid package
23.Submit 100% PS&E to City
24.Provide a complete set of bidding documents to the City
25. Provide "live" files to City necessary for bid package assembly
26. Develop a construction schedule strategy with City staff
27.Provide support to City as needed for a complete set of bidding documents
TASK 4 BIDDING PHASE $21,290.00
1. Assist City to prepare for a pre-bid meeting (preparation materials)
2. Attend pre-bid meeting, assist and/or lead field walks
3.Prepare meeting minutes noting questions from contractors
4.Review and propose responses to bidders questions
5.Prepare addenda to construction documents as necessary
6. Assist City with bid tabulations
7. Assist the City with bid protests if necessary
8.Prepare conformed contract documents for distribution
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TASK 5 CONSTRUCTION PHASE $45,940.00
1. Distribute live files as requested by contractor
2.Respond to RFI's (24 RFI's @ 1hr ea.)
3. Review contractor's submittals (shop drawings) (32 submittals @ 1 hr. ea.)
4.Review change order costs
5.Provide four (4) design modifications including specifications, costs and drawings
(4 chg. ord @ 4 hrs ea)
6.Review substitution requests by Contractor
TASK 6 PROJECT MANAGEMENT/MEETINGS AND QUALITY CONTROL $50,990.00
1.Coordination with Engineering Project Manager (City of AG)
2.Construction field meetings (20 @ 2hr each)
3. Attend three project team meetings
3. Attend City Council meeting
4. Provide technical assistance to City's representatives
5. Coordinate design kick-off/ field recon meeting with City
6. Quality control/internal plan check
NCE FEE:$405,640.00
PEI -PAVEMENT RECOMMENDATIONS/TESTING/INSPECTIONS:$440,748.00
W-TRANS - TRAFFIC ENGINEER:$215,600.00
SLO COUNTY CHECKING AND RECORDING $1,000.00
BREAKDOWN OF FEES
DESIGN AND BID ASSIST FEE (+SLO County Recording):$617,412.00
ROW FEE:$5,000.00
CONSTRUCTION SUPPORT AND TESTING FEE:$440,576.00
TOTAL FEE:$1,062,988.00
City to provide existing as-builts of Halycon Road
CITY PROVIDED INFORMATION
Stormwater Pollution Prevention Plan by Contractor
City to provide existing Utility Atlases
City to provide existing center-line monument information along Halcyon Road
Construction Staking to be provided by Contractor
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FINANCE LETTER01/02/202405-SLO-0-ARGDATPSB1-5199(035)0524000094DEPARTMENT OF TRANSPORTATIONTo: City of Arroyo GrandeDate:D_CO_RT:Project No:Adv. Project Id:Project End Date:EA No:$9,070,000Est Tot Proj Costs:PRO RATA ORLUMP SUMFINANCE ITEMSPART. COSTTOTAL COST OFWORKSTATE$648,000.00$648,000.00Agency Preliminary Engineering -PS&ELump Sum$648,000.00$656,000.00$656,000.00Right of WayLump Sum$656,000.00$1,304,000.00$1,304,000.00$1,304,000.00Totals:Participation Ratio: 100% This Finance Letter was created based on specific financial information provided by the responsible local agency. The followingencumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.Signature:Sr. Area EngineerTitle:$648,000 State funds for PS&E phase and $656,000 State funds for RW phase. City of Arroyo Grande Halcyon Road Complete Streets ATP project at 100% reimbursement. ATP6-05-001R, PPNO 3123A(805) 363-6516Heidi BordersPrinted Name:Telephone No:For questions regarding finance letter, contact:Remarks:_________________________________ADV. PROJECT IDAPPROP.UNITSTATE PROG. FED/ STATEENCUMBRANCEAMOUNTAPPROP YEAREXPENDITUREAMOUNTENCUMBRANCEBALANCEREVERSIONDATE*APPROVEDAMOUNTEXPIRATIONDATECooperative Work AgreementACCOUNTING INFORMATIONATPSB1-5199(035)0524000094221022030720100$1,304,000.002122$0.00$1,304,000.0006/30/2027*Please submit invoices to the appropriate Districts by April 1st to avoid funds lapsing on the June 30th reversion date listed above and to allow sufficient timefor Accounting and SCO year-end closing procedures.*Please refer to the applicable CTC Guidelines for Timely Use of Funds (TUF) Provisions. Also refer to your allocation notification letter(s) for allocation-specific TUF deadlines.Page 1 of 1
ATTACHMENT 2ATTACHMENT 2Page 89 of 267
ALLOCATIONDATE(Cost Incurred)CONTRACTAWARDCOMPLETIONPROJECTEND DATEALLOCATIONAMOUNTFED/STATEPHASEPPNOTimely Use of Funds (TUF) DatesFed FundsALLOCATION DEADLINESALLOCATION INFORMATIONAllocations Information – Allocation Deadlines (Data excludes extensions and funding shifts)EXPENDITUREDEPARTMENT OF TRANSPORTATIONPROJECT DEADLINESDate:D_CO_RT:Project No:Adv. Project Id:PPNO:Agency:01/02/2024ATPSB1-5199(035)05-3123A05240000945199 Arroyo Grande05-SLO-0-ARGDProject End Date:PSA REQMTLAST INVOICINGOPPORTUNITYACTION06/30/2026N/A$648,000.00SPS&E05-3123A12/07/202312/27/2026CTC06/30/2026N/A$656,000.00SROW05-3123A12/07/202312/27/2026CTC* The Project Deadline/Allocation Information table reflects the amount(s) originally allocated by the CTC. See the current finance letter for the correspondingencumbrance amounts after any required federal obligation.* Allocation funding shifts (if any) are reflected on the Finance Letter. Note, If any "Const" Allocation is divided between CON and CE, it must be separated on thefinance letter.* Please refer to the applicable CTC Guidelines for Timely Use of Funds (TUF) provisions. Also refer to your allocation notification letter(s) for allocation-specificdeadlines/extensions...Page 90 of 267
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