CC 2019-01-22_08h Amendment to Agreement with Wood Rodgers
MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: ROBIN DICKERSON, PE, CITY ENGINEER
SUBJECT: CONSIDERATION OF APPROVAL OF AMENDMENT TO EXTEND THE
AGREEMENT FOR CONSULTANT SERVICES WITH WOOD RODGERS
FOR THE BRISCO INTERCHANGE PROJECT
DATE: JANUARY 22, 2019
SUMMARY OF ACTION:
Approval of Amendment No.15 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.15 to the Consultant Services Agreement with Wood Rodgers, Inc. to
extend the contract expiration date from December 31, 2018 to August 31, 2019, 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 with three project alternatives under review: Alternative 1,
Alternative 4C, 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. The Draft
Project Report has been approved by Caltrans and the environmental documents for both
CEQA and NEPA were provided for public review and comment in April 2018.
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF APPPROVAL OF AMENDMENT TO EXTEND THE AGREEMENT
FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO
INTERCHANGE PROJECT
JANUARY 22, 2019
PAGE 2
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 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 temporarily closed the northbound on and off-ramps at Brisco Road until they were
reopened again in December 2016. The temporary closure provided information to the
design team showing impacts that would need to be addressed at other interchanges as
part of this scope.
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
new Caltrans project manager remains supportive and helpful in getting the documents
to the approval stage.
In spring of 2018, the IS/MND and NEPA documents were circulated to the public for
public comment. A public workshop was held on April 26, 2018 and comments have been
received. Staff and consultants are completing the response to both Agency and public
comment.
The tasks necessary to move the project from Draft to Final is as follows:
Consultant is currently completing the response to comment for the environmental
documents.
Council to select which Alternative to pursue (Tentatively scheduled for a
meeting in February or March 2019)
Fact Sheets will be finalized/Final Project Report prepared based on
Council decision
City and Caltrans review and comment on Final Project Report
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF APPPROVAL OF AMENDMENT TO EXTEND THE AGREEMENT
FOR CONSULTANT SERVICES WITH WOOD RODGERS FOR THE BRISCO
INTERCHANGE PROJECT
JANUARY 22, 2019
PAGE 3
Sub-consultants addresses comments
Final approval of Project Report
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve Amendment No. 15 to the Wood Rodgers Consultant Services
Agreement;
2. Do not approve Amendment No. 15 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 complete the PA&ED Phase of this project.); or
3. Provide alternate 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 actual
Design Phase. Staff does not have the capacity or the resources to complete this phase
in a timely manner without the assistance of the sub-consultants.
DISADVANTAGES:
No disadvantages have been identified related to extension of the Agreement.
ENVIRONMENTAL REVIEW:
No environmental review is required for approval of the Amendment.
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.h. - Page 3
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 15
This Fifteenth Amendment ("Fifteenth 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
______2019.
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.h. - 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 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 August
31, 2019, unless sooner terminated pursuant to the provisions of this Agreement.
Item 8.h. - Page 5
2. Except as modified herein, all other terms and conditions set forth in the Consulting
Service Agreement, as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Fifteenth
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: WOOD RODGERS, INC.:
______________________________ _______________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
Item 8.h. - Page 6