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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. Page 82 of 267 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. Page 83 of 267 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. Page 84 of 267 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 Page 85 of 267 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 Page 1 of 3 ATTACHMENT 1 Page 86 of 267 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 Page 2 of 3 Page 87 of 267 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 Page 3 of 3 Page 88 of 267 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 ATTACHMENT 3 Page 91 of 267 Page 92 of 267 Page 93 of 267 Page 94 of 267 Page 95 of 267 Page 96 of 267 Page 97 of 267 Page 98 of 267 Page 99 of 267 Page 100 of 267 Page 101 of 267 Page 102 of 267 Page 103 of 267 Page 104 of 267 Page 105 of 267 Page 106 of 267 Page 107 of 267 Page 108 of 267 Page 109 of 267 Page 110 of 267 Page 111 of 267 Page 112 of 267 Page 113 of 267 Page 114 of 267 Page 115 of 267 Page 116 of 267 Page 117 of 267 Page 118 of 267 Page 119 of 267 Page 120 of 267 Page 121 of 267 Page 122 of 267 Page 123 of 267 Page 124 of 267 Page 125 of 267 Page 126 of 267 Page 127 of 267 Page 128 of 267 Page 129 of 267 Page 130 of 267 Page 131 of 267 Page 132 of 267 Page 133 of 267 Page 134 of 267 Page 135 of 267