CC 2012-12-11_08.h. Amendment to Agreement with Point C LLCMEMORANDUM
TO: CITY COUNCIL
FROM: STEVEN ADAMS, CITY MANAGER tJI
SUBJECT: CONSIDERATION OF AMENDMENT TO CONSULTANT SERVICES
AGREEMENT WITH POINT C, LLC
DATE: DECEMBER 11,2012
RECOMMENDATION:
It is recommended the City Council authorize the City Manager to execute a sixth
amendment extending the consultant services agreement with Point C, LLC (formerly
The Planning Company & Associates) for an additional six month period for assistance
in obtaining Caltrans approval for a proposal to address deficiencies at the Brisco
Road/Halcyon Road -Highway 101 Interchange.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The proposed cost of the extension of the agreement is $33,000, which is
recommended to be funded from Transportation Facility Fund monies budgeted in the
Capital Improvement Program for this project. The extension of the agreement results
in a significant reduction of staff work by helping to streamline the Caltrans review
process. The Brisco Road/Halcyon Road -Highway 101 Interchange project has been
identified as a major priority in the City's Critical Needs Action Plan.
BACKGROUND:
The City has been working on a proposed project to address deficiencies at the Brisco
Road/Halcyon Road -Highway 101 Interchange for over a decade. The Project Study
Report (PSR) has been previously approved. The Project Approval and Environmental
Document (PA & ED) is near completion. However, the City reached what can be
described as a stalemate with Caltrans due to concerns with design exceptions required
by improvements the City believes are necessary to address both regional and local
transportation system deficiencies. As a result, it was determined that professional
assistance in coordinating the process with Caltrans would be helpful in achieving a
positive outcome. The City Council first approved a consultant services agreement with
Planning Company Associates at the August 11, 2009 meeting as recommended by the
Brisco Road/Halcyon Road -Highway 101 Interchange City Council Subcommittee.
The most recent contract extension was approved by the City Council in November
2011 and will expire in January.
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF AMENDMENT TO CONSULTANT SERVICES AGREEMENT
WITH POINT C, LLC
DECEMBER 11,2012
PAGE2
ANALYSIS OF ISSUES:
Obtaining approval by Caltrans for improvements to the Brisco Road/Halcyon Road -
Highway 101 Interchange has proved to be a difficult task given the inability to address
deficiencies while meeting all of Caltrans design standards. This is largely due to
conditions created by an old highway and local street system designed well before the
current standards were developed.
Point C, LLC is recognized as a leader within the State in developing strategic solutions
to transportation planning and financing issues. They have worked for a number of
large clients and closely with Caltrans in successfully resolving a number of capital
project issues.
Point C, LLC was instrumental in the City's success in the recent approval of $5.6
million in funding for the project in the State Transportation Improvement Program
(STIP) by the San Luis Obispo Council of Governments (SLOCOG) and the California
Transportation Commission. They have also been largely responsible for the progress
the City has made in processing the PA & ED through Caltrans. Caltrans has requested
additional information before consideration of the City's application for design
exceptions. Staff believes that continued assistance from Point C, LLC is critical to
obtaining approval of the design exceptions and final PA & ED. The completion of this
process is anticipated by June 2013.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
Authorize the City Manager to execute an amendment extending the consultant
services agreement with Point C, LLC for assistance in obtaining Caltrans approval
for a proposal to address deficiencies at the Brisco Road/Halcyon Road -Highway
101 Interchange;
Do not authorize the extension; or
Provide staff other direction.
ADVANTAGES:
Continued assistance provided by Point C, LLC is important in order to obtain Caltrans
approval of the design exceptions and final PA&ED, which will then allow the City to
proceed to the design phase.
DISADVANTAGES:
The agreement will require an expenditure of City funds, but necessary funding is
available in the project account.
ENVIRONMENTAL REVIEW:
No environmental review is required for the approval of this item. Environmental review
on the project proposal is being prepared as part of the PA & ED process.
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF AMENDMENT TO CONSULTANT SERVICES AGREEMENT
WITH POINT C, LLC
DECEMBER 11, 2012
PAGE 3
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted in front of City Hall on Thursday, December 6, 2012 and on the
City's website on Friday, December 7, 2012. No public comments were received.
Attachments:
1 . Proposed Consultant Services Agreement Extension Amendment
Item 8.h. - Page 3
ATTACHMENT 1 ~ pointe
Nov~mb<:r .2.Q. 2012
Ms, Teres~1 McClish
City ofArrcwo <:;r~ndc
300 E. ~r~nch St_rg·e.t .
Arroyo Grande, tA 93!1-20
RE: Consulting A~ree':"ent Ar:ne~dmef!t R~·qu·est
Dear M.s. McClish:
Pc,iilt C. LLC h·as been assisting the City of Arroyo Grande since August 2009. by .pr~>Vidiilg
strategic-services to imP.lemcnt l.JS 101 c<)rrii:icir trini~porta_tion _s:olutions. that meets the.
City'$ ~~cess / d'fcu.larion objE!ctives~and. Cal trans' operational needs. Pr(Jgr_ess haS: been
achieved and the Project 1\pprov:al / Environmental Doc_um~nl (PA~ED) phase for the US
101 I . f3risC(> Ro~d ~ · H(:!lcyon Ro~d Interchan-ge improvement proJect is unde!way.
Completion of that process is _y~rgeted for ·~·pring. / summ~_r of 4Ql3. Also. a fu.nding plan
was prep_ared which resul~ed in dieCali_foa•nia Transjlortation Commission progra!11ming
s ~.$ million for con.struction in the~2012 StateTr:anspurtatic.>n lmprove.ment Program.
MSf!Y of the· technical studies. have been completed. The ':administrative draft
environ·mental document and project r,ep,~rts are in proga}~~s. Design exception f;lct sheets
have be.en :prepared and r~_vi_evied by Cal_tr~ns. Th(? Fact sheets are being revised and wil.l
b~ resubmitte-d for another review. U:pon completion .oJ the nex~ revles.v; th_e~tc.am wil_l _b~
able to ass~ss dfe ra~t"sheer appro.val tin1_eframe. The pur·p·ose.cif this, letter is to request an
am~ndmc.nt of the eiLsting-agreement for Point C to continue·to p,rovide servic~s t_o (!s·sist
during the project approva_l ~ind ~.nviromjtcntal document pha$e for the Brisco Interchange.
I. .'SCOPE OF SERVJCES
No amendri1eiirto E.'\hlbit.A is requested. Pointe will-~ontinuc tb p~.rfclrni the fo.llo\vlng
scope of work previousJy ldentitleq.
II. ·DURATION
Th~ ,terTii of the existing agreement is amendeclto c.;~tend th~ duration by six (6) rno.nths
with a ·revised expir~•tlon d;:tte Of June 30, 20·1'3. ·
120 N, Mr~tiffiO!i fwbnu::
Pa-.>udenu, (:t, 9t 101.
ltH (626j 000.'1000
www.ocln!cp-J!m:v...corn
Item 8.h. - Page 4
~. po1ntC
Ill. .COMPENSATION
Exhibit :8 ;of tlte existing agreement is amended to increase -th.~ professional s·ervices. 1
expenses budget $ 33,000. ·resulting in a revised i:o~l .not t_o e~ce·e'ci s 2-9.6,500.
~<:lmP,t>r~satlori for. all· profe·s·sionaJ services to .be performed by Po_lnr t shall b.~ ;:J' m.onthly
fee of $5,000.00. c~penses will be_.biUe~ rn aqdltiorl to prOf~s:sional _s~.rvlces "at cost'' with
no ~dc:fitional markup. The authorize_d expenses "not to exceed'' budget shall be increased
$3,000.0() resulting in total budg~tarnount of$ 16!50.0.00.
Point C appreciates the opportunity to continue. to be or service to th.c City of Arroyo
Grande a.nd looks forwar~ to. tJ~~ s~rcces·sful ~_ompleti_~n ofth!s proJc.ct.·
Sincerely,
. c~ ~OrriS, P.E.
-Cc.:. Qavid Grannis. Pqin_t C
Carolyn Sutton, 'Point C
AcC~Jlt:lnceoC:Agreement
Polnf C. LLC Is hereby authori.-:cd to furnish ail matmal.s and labor as pnwid~d titwye to c:omphiti! Lhc
:;pediied.scope c.lf !;t.•rvlces, Cor which lhc Cicy or Arroyo Grande agr·el!S to pay the amount mcmfon.ed In rlifs
Agrccm~rn nnd <tccordJng·l9 the-terms th('rcof. It Is further aclmowledgt•d .that this work inv~11v_i:.'S public
_process~s or-a dJscr:et!onary IHlturt! and, as such.:Polnt C, LLC mnkes-no gunraiuecs or warranti~s rcgnrding
the Outl:OIIIC of. any StiCh p"rocesscs. -
201:2
Accepted hy: -:----------------"Date!
City of Arroyo-Grande
A<<•ptedby' 1.~~ a~LC.
_____ _.2012
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