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HomeMy WebLinkAbout05.J- Public Works RESOLUTION (ID#2588) DOC ID: 2588 CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Agreement/Contract Amendment From: Tony Frossard M/CC Meeting Date: 08/19/2013 Prepared by: Michael Grubbs, (909) 384- 5140 Dept: Public Works Ward(s): 6 Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Approving Amendment No. 3 to the Agreement with AECOM Technical Services for Civil Engineering Design Services and Project Management Services for State Street from 16th Street to Foothill Boulevard — Extend and Construct 4 Lanes of Roadway (1.5 Miles) to Connect State Street to Rancho Avenue (SSO4-09). (#2588) Current Business Registration Certificate: Yes Financial Impact: Account Budgeted Amount: $1,322,378 Account Nos. 129-160-5504-7245-0025 & 264-160-5504-7245-0025 Account Description: State Street Extension (PA&ED Only)_ Balance as of. 07-23-13 $1,319,109. Balance after approval of this item: <$405,440 Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred,but not yet processed. Motion: Adopt the Resolution. Synopsis of Previous Council Action: 07/21/08 Adopted Resolution No. 2008-281 approving Agreement with LAN Engineering Corporation for civil engineering design services and project management services for State Street from 16th Street to Foothill Boulevard - extend and construct 4 lanes of roadway(1.5 miles) to connect State Street to Rancho Avenue (SSO4-09). 08/03/09 Adopted Resolution No. 2009-247 approving Amendment No. 1 to Agreement with LAN Engineering Corporation for civil engineering design services and project management services for State Street from 16th Street to Foothill Boulevard - extend and construct 4 lanes of roadway (1.5 miles) to connect State Street to Rancho Avenue (SSO4-09). 07/18/11 Adopted Resolution No. 2011-227 approving Amendment No. 2 to Agreement with AECOM Technical Services (formerly LAN Engineering Corporation) for civil engineering design services and project management services for State Street from 16th Street to Foothill Boulevard - extend and construct 4 lanes of roadway (1.5 miles)to connect State Street to Rancho Avenue (SSO4-09). Background: On July 21, 2008, the City entered into a contract in the amount of $827,385 with LAN Updated: 8/15/2013 by Georgeann"Gigi"Hanna _ q t 3 2588 Engineering (currently AECOM Technical Services) to provide detailed engineering work to support Lilburn, who was the environmental consultant at the time. Lilburn was subsequently replaced by ICF/Jones & Stokes under subcontract with LAN Engineering. At the time, the scope of services for the contract with LAN Engineering consisted of project management, utility research, alignment study and survey, topographic mapping, bridge structure review, geotechnical investigation, hydrology and hydraulic report, traffic report review, preliminary engineering design and right-of-way needs identification. On August 3, 2009, Amendment No. 1 to the Agreement with LAN Engineering (currently AECOM Technical Services) was approved for the not-to-exceed additional amount of $800,000 for extra work, including environmental analysis and Caltrans processing. Under terms of the Amendment, LAN Engineering subcontracted with ICF/Jones & Stokes to replace Lilburn for environmental clearance. On July 18, 2011, Amendment No. 2 was approved in the amount of $291,000 for additional services necessitated by changes to the San Bernardino Kangaroo Rat (SBKR) habitat as recently established by the U.S. Fish and Wildlife Service (USFWS). Prior to the change, the project would have had minimal impact on SBKR habitat. However, most of the project is now in SBKR habitat area and additional surveys and studies became required. The following is a summary of current and proposed costs resulting from this Agreement for Services with AECOM Technical Services: Description Amount Original Agreement $ 827,385.00 Amendment No. 1 $ 800,000.00 Amendment No. 2 $ 291,000.00 Amount Invoiced Per Current Contract -$ 625,003.00 Contract Amount Remaining(Credit) $ 1,293,382.00 Amendment No. 3 (Proposed) $ 913,668.56 Amount of Contract Reduction $ 379,713.44 The current estimated cost of the entire project is $36,000,000, including the cost of right-of- way, construction, and approximately $10,000,000 for mitigation. Most of the mitigation cost will be for SBKR mitigation, which consists of purchasing and setting aside land (land banking) to replace habitat that is displaced by the project. The amount of land required to be banked will likely be based on mitigation replacement ratios of 3:1 for permanent impacts and 1:1 for temporary impacts. These ratios may decrease depending on the determination of the USFWS, which will be made during consultation with the USFWS. Due to the high cost of the project and uncertainty of funding, staff is recommending that the current scope of services be reduced to provide for completion and certification of an Environmental Document pursuant to the National Environmental Policy Act (NEPA) through Updated: 8/15/2013 by Georgeann"Gigi"Hanna 2588 the California Department of Transportation (Caltrans). This approach will allow for the completion of the Environmental Document and preserve the extensive environmental work that has been completed to date. If work is suspended prior to certification of the Environmental Document, most of the studies and other work items that have been completed will expire and the process would likely need to start over. A certified Environmental Document will be valuable in providing a competitive advantage in pursuing Federal and/or State funding for the project. Upon certification of the Environmental Document, design work will be suspended until funding can be identified for the remainder of the project phases. With the proposed Amendment No. 3, the Scope of Services will be reduced to only address the Environmental Document, eliminating items related to final engineering, right-of-way, and construction support. These tasks will be accomplished by one or more separate contracts, once funding has been secured for the project. The proposed change in the Scope of Services will reduce the remaining contract amount to $913,668.56, resulting in an overall reduction of $379,713. The proposed reduced "Scope of Services" and approximate timing are as follows: • Assemble and prepare the technical studies for submittal(2 to 3 months) • Caltrans review of the technical studies and reports, which includes Section 7 consultation with USFWS (6 to 12 months) • Finalize and submit Environmental Document(ED) [assume that ED is being prepared during the Caltrans review period] (1 to 2 months after Caltrans completion of review of reports • Caltrans review of the ED (6 months) • Circulation period(30 days) • Prepare and finalize the ED plus final reviews and approvals (6 months) The above timing estimates are approximate. Due to uncertainty involved in the environmental review process with Caltrans and the Section 7 consultation with USFWS, staff is recommending that the Agreement be extended to June 30, 2016. Additional information and details of the reduced "Scope of Services" are shown in Attachment "A," attached to the proposed Amendment. City Attorney Review: Supporting Documents: Resolution (PDF) agrmt 2588 (PDF) Attach A- State Street AECOM Revised Scope of Services 07-16-13 (PDF) Attach B - State Street AECOM Fee Proposal 07-10-13 (PDF) Attach C - State Street AECOM Project Schedule 07-10-13 (PDF) Location Map (PDF) Updated: 8/15/2013 by Georgeann"Gigi"Hanna 4t' t ' � S.Jxa 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AMENDMENT NO. 3 3 TO AGREEMENT WITH AECOM TECHNICAL SERVICES TO PROVIDE CIVIL c ENGINEERING DESIGN SERVICES AND PROJECT MANAGEMENT SERVICES 9 4 FOR STATE STREET FROM 16TH STREET TO FOOTHILL BOULEVARD — v 5 EXTEND AND CONSTRUCT 4 LANES OF ROADWAY (1.5 MILES) TO CONNECT STATE STREET TO RANCHO AVENUE (SSO4-09). .° 6 = d 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE W CITY OF SAN BERNARDINO AS FOLLOWS: co 8 °1 SECTION 1. The City Manager is hereby authorized and directed to execute Cn 9 0 10 Amendment No. 3 to Agreement with AECOM Technical Services to provide Civil o U 11 Engineering Design Services and Project Management Services for State Street from 16" a s 12 Street to Foothill Boulevard — Extend and Construct 4 Lanes of Roadway (1.5 miles) to 3 _ 13 d Connect State Street to Rancho Avenue(SSO4-09), a copy of which is attached as Exhibit"A" 14 and incorporated herein. a 15 ° 16 SECTION 2. This Amendment shall not take effect until it is fully signed and 17 executed by the parties, and no party shall be obligated hereunder until the time of such full E a 18 execution. No oral contracts, amendments, modifications or waivers are intended or LO co N 19 authorized and shall not be implied from any act or course of conduct of any party. 20 °- SECTION 3. The authorization to execute this Agreement is rescinded if the parties > 21 to the Agreement fail to execute it within sixty(60)days of the passage of this Resolution. o 22 .2 23 N 41 24 25 26 a 27 28 Pac e y 'IJS I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AMENDMENT NO. 2 3 TO AGREEMENT WITH AECOM TECHNICAL SERVICES TO PROVIDE CIVIL ENGINEERING DESIGN SERVICES AND PROJECT MANAGEMENT SERVICES 3 FOR STATE STREET FROM 16TH STREET TO FOOTHILL BOULEVARD — c 4 EXTEND AND CONSTRUCT 4 LANES OF ROADWAY (1.5 MILES) TO CONNECT c STATE STREET TO RANCHO AVENUE (SSO4-09). Cn 5 o I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 0 6 = 7 and Common Council of the City of San Bernardino at a meeting w r Cn 8 thereof,held on the day of ,2013, by the following vote,to wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT ° 2 10 MARQUEZ w 11 a 12 JENKINS 3 13 VALDIVIA a� d 14 SHORETT a 15 KELLEY M JOHNSON d 17 a MCCAMMACK 00 18 co Ln N 19 _ 20 Georgeann Hanna, City Clerk y 21 The foregoing resolution is hereby approved this day of ,2013. c 22 0 23 N Patrick J. Morris, Mayor 24 City of San Bernardino E 25 Approved as to form: 26 JAMES F. PENMAN, a City Attorney 27 By. 28 Pia k °1J7.^ a:J.b EXHIBIT"A" AMENDMENT NO. 3 TO AGREEMENT FOR PROFESSIONAL SERVICES This AMENDMENT is made and entered into this day of o 2013, by and between the CITY OF SAN BERNARDINO, California, a municipal o corporation,hereinafter referred to as the "City" and AECOM TECHNICAL SERVICES, N hereinafter referred to as "Consultant." c 0 .N WITNESSETH: X w A. WHEREAS, on July 21, 2008 the Mayor and Common Council adopted co Resolution No. 2008-281 approving an Agreement with LAN Engineering Corporation a (currently known as AECOM Technical Services) for civil engineering design services y and project management services for State Street from 16th Street to Foothill Boulevard— w extend and construct 4 lanes of roadway (1.5 miles) to connect State Street to Rancho 0 Avenue(SSO4-09)hereinafter referred to as"Project"; and w a a B. WHEREAS,on August 3, 2009 the Mayor and Common Council adopted 3 Resolution No. 2009-247 approving Amendment No. 1 to Agreement with LAN = Engineering Corporation (currently known as AECOM Technical Services) for civil engineering design services and project management services for State Street from 16th Street to Foothill Boulevard — extend and construct 4 lanes of roadway (1.5 miles) to connect State Street to Rancho Avenue(SSO4-09); and o C. WHEREAS, on July 18, 2011 the Mayor and Common Council adopted Resolution No. 2011-227 approving Amendment No. 2 to Agreement with LAN Engineering Corporation (currently known as AECOM Technical Services) for civil a engineering design services and project management services for State Street from 16th Street to Foothill Boulevard — extend and construct 4 lanes of roadway (1.5 miles) to co connect State Street to Rancho Avenue(SSO4-09); and n D. WHEREAS, due to the City's financial condition and the lack of Federal or State funding for right-of-way acquisition, construction and San Bernardino Kangaroo d Rat (SBKR) mitigation, the City wishes to reduce the Scope of Services (SOS) for the W Project; and 00 LO N E. WHEREAS, in order to maintain eligibility for future Federal and State E funding, it will be necessary to continue work, as a minimum, on the environmental document under the National Environmental Policy Act (NEPA) through the California Department of Transportation(Caltrans); and F. WHEREAS, based on the original scope of services as amended, the a expiration date of the Agreement was established July 31,2012; and G. WHEREAS, the services of Consultant will be needed for approximately three additional years. - 1 - J?ack Pow-AP$ i Amendment No.3 to Agreement for Professional Services with AECOM Technical Services. NOW THEREFORE,the parties hereto agree as follows: E 1. Section 1 "Scope of Services" of said Agreement for Professional Services is hereby a� 0 amended to consist, in general, of the following actions: 9 0 A. AECOM assemble and prepare the technical studies for submittal. 0 B. Caltrans review technical studies and reports,which includes Section 7 d r x W ' consultation with U.S. Fish and Wildlife. co d r C. AECOM finalize and submit Environmental Document(ED). L 0 D. AECOM advertise for thirty day circulation period. 2 0 U E. AECOM prepare and finalize the ED plus final reviews and approvals. w a The "Revised Scope of Services" is described in detail in the attached proposal from 3 d Consultant dated July 16, 2013, attached hereto and incorporated herein as L Attachment "A". Q 0 2. Section 5 "Compensation" of said Agreement for Professional Services is hereby M _ amended to add the following: a 00 A. The City shall compensate the Consultant for actual costs (including labor costs, LO N employee benefits, overhead,profit, other direct and indirect costs)incurred by 0 the Consultant in the performance of work authorized by this Amendment No. 3 > d in the new not-to-exceed amount of$913,668.56 as indicated in the Consultant's co to N Fee Proposal dated July 10,2013 per Attachment`B"which is attached hereto E L ZM and incorporated herein. ;° d B. The total not-to-exceed compensation to date for this Consultant Agreement is as 0 follows: a -2- Fack� ' 'I"99` Amendment No.3 to Agreement for Professional Services with AECOM Technical Services. ( Description Amount Original Agreement $ 827,385.00 Amendment No. 1 $ 800,000.00 Amendment No. 2 $ 291,000.00 Amount Paid on Current Contract -625,003.00 0 Credit for Unused Scope of Services -1,293,382.00 c SUBTOTAL 0.00 N Amendment No. 3 (Proposed) $913,668.56 0 Totals $913,668.56 d X w 3. Section 4.1 "Term" of said Agreement for Professional Services is hereby amended to d �a extend the term of this Agreement to June 30, 2016, unless terminated sooner as 0 provided herein. Attachment "C" shows the revised schedule, which is attached 0 0 hereto and incorporated herein. a 3 4. All other terms and conditions of said Agreement for Professional Services approved 0 E by Resolution No. 2008-281, Resolution No. 2009-247 and Resolution No. 2011-227 shall remain unchanged. Q g o c� Q co Co Ln N r C O N d 00 00 LO N r R ++ C 0 E t V t0 w Q -3- .,wPacketPg.�©il 1 Amendment No.3 to Agreement for Professional Services with AECOM Technical Services. 9 AMENDMENT NO. 3 TO AGREEMENT FOR PROFESSIONAL SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Amendment on 0 the date first shown above. o Cn Cn O CITY OF SAN BERNARDINO AECOM TECHNICAL SERVICES d w X W By: By: V/ Allen Parker, City Manager Signature w Cn 0 2 O Print Name/Title W Q ATTEST: c d E d Georgeann Hanna, City Clerk rn 0 M Approved as to form: James F. Penman Q City Attorney 00 co N By: O .y d w N a+ E R w C d E L V R a+ Q -4- �m �i #�ackeE'Pg.2f11'w., 5.J.c a t i I � L i 0 � G 0 � U w ATTACHMENT "A" f' REVISED SCOPE OF SERVICES a O M C a) E a0 co N M D 1 U_ r a) O d O_ O U N W 0 U w Q d a> L .1� 1 a s a c a) E w Q Packet Pg. 202 5.J.c AECOM 909 579 3050 tel 901 Via Piemonte, 909 579 3997 fax 5th Floor Onta do,CA 91764 Qy Y www.aecom.com tr3 Y N L O cY G O July 16, 2013 a Y 3 Y a� E m Mike Grubbs `a1 Project Manager Q City of San Bernardino ° 300 N D Street i San Bernardino, CA 92418 Subject: State Street from Foothill Blvd to 16th Street Q Proposal for Rescoping for Completion of Preliminary Engineering and Environmental Document co 9 Ln N Dear Mr. Grubbs, r AECOM is pleased to present this proposal for the revised scope and fee to complete the Preliminary Engineering and Environmental Document Phase for the subject project. The AECOM Team will work c diligently to successfully deliver this project for the City of San Bernardino(City). As you are aware, the project scope was originally for preliminary engineering, environmental document, W I and PS&E. However, due to the significant findings regarding the fault rupture, the change to the San Bernardino Kangaroo Rat (SBKR) habitat designation, and the associated project cost, the City o reevaluated the project and how to move forward with the project. It is now the City's desire to proceed Q, with the project in phases. This proposal will be for the completion of the Preliminary Engineering and Environmental Document. W a� The original project contract value was based on the original scope and fee and two subsequent contract amendments. The AECOM team has expended portions of the contract value performing portions of the work as scoped until the above issues caused the project to be reevaluated. The project had not yet proceeded into the PS&E phase. Consequently, a substantial portion of the contract value remains p available.This proposal is for rescoping the work in accordance with the City's phasing of the project. The tU rescoped work will utilize portions of the available contract value remaining. Q Y a� Per the City's request for details of the budget status and to identify the work performed to-date, an overview of the work scope and contract budgets will be presented. Following that, a description of the co proposed work to complete the Preliminary Engineering and Environmental Document phase will be presented. f4 Summary of Approved Contract and Amendments Q U Original Contract—May 2,2008 w Q On May 2, 2008, the original contract was awarded to AECOM (formerly LAN Engineering) for a fee of $827,385. The original scope of work was for PS&E (plans, specifications, and estimates) design services, environmental coordination with Lilburn Corporation, and construction support. A list of the _ services included within the contract is listed below: w Q Packet Pg. 203 5.J.c =COM U) Letter io Jul Mr.Mike Grubbs a96 2013 City of San Bernardino y ryC Project Manager L O Original Contract Budgeted 2 0 Task Responsibility m ets Amount Co l w Project Administration AECOM $35,860 Y Q -Surveying/Mapping David Evans&Associates $175,110 Y r Survey/Mapping Coordination AECOM $2,620 Y 3 Research&Data Collection AECOM $17,840 Y Bridge Structure Review AECOM $37,180 Y Geotechnical Investigation Diaz—Yourman&Associates $30,000 Y Preliminary Engineering Design AECOM $79,990 Y Utility Coordination Douglas Engineering $70,500 Y a Utility Potholing Herman Weiskker $47,600 Y 0 Y Environmental Coordination AECOM $7,320 Y Cl) 65% Design AECOM $130,520 N 95% Design AECOM $95,900 N m 100% Design AECOM $58,690 N E Final Bid Documents AECOM $16,830 N Q Construction Support Services AECOM $17,340 N 00 ° LO ODC's AECOM $4,085 Y Total= $827,385 r1 ° AECOM and its subconsultants completed the survey and mapping, research, geotechnical investigation, environmental coordination, preliminary utility coordination, preliminary engineering, and bridge structure ° review. N d U_ Amendment#1 —August 3, 2009 4- During the preliminary design phase, it was determined that the previous design of the East Branch of the 0 Lytle Creek Bridge no longer met the current bridge structural design standards, the Caltrans plan format, o and the pedestrian protections standards. Foothill Boulevard was determined to have insufficient roadway width to accommodate the proposed lanes at the new intersection with State Street. The State Street Reinforced Box Culvert (RCB) required an extension to Foothill Boulevard, replacing the existing N bridge. As a result, Foothill Boulevard would be widened and realigned from Rancho Avenue to 4 Street. Coordination with the previous environmental consultant revealed that the environmental work was incomplete and would not meet CEQA and NEPA requirements. It was decided that AECOM would add LSA as an environmental subconsultant to complete Environmental Clearance (CEQA and NEPA). p As a result of the project cost and changes in Caltrans Local Assistance procedures, a Value Analysis V Study was also required. To meet these project needs, the City approved Amendment#1 for $800,000 Q on August 3, 2009. A list of the services included within Amendment#1 is listed below: a� L W Amendment#1 Cn Budgeted Task Responsibility Amount Complete Type Selection AECOM $15,300 Y Additional Geotechnical a Investigations Diaz—Yourman &Associates $38,300 Y Revision of Plans per Structures AECOM $159,280 Y Q Changes Additional Street Design—Foothill AECOM $52,690 Y _ Boulevard E CEQA&NEPA Documents LSA Associates $395,000 Y Traffic Impact Analysis Kurtzman Associates $19,800 Y r Y Q Packet Pg. 204 5.J.c A=COM Letter to Mr.Mike Grubbs Page 3 of 8 y City of San Bernardino July 16,2013 CO w Project Manager (n L Environmental QA/QC AECOM $27,600 Y Q Public Affairs Support AECOM $5,040 Y 0 O Value Analysis Coordination AECOM $45,300 N tU Value Analysis Value Mana ement Strategies $41,690 N Q Total = $800,000 Y_ .3 AECOM revised the plans per revised structural engineering standards and changes to Foothill Boulevard. LSA began its work on the environmental documents and Kunzman Associates completed aEs the Traffic Impact Analysis. AECOM provided coordination through the environmental process, leading to P consultation with United States Fish and Wildlife Service. Q 0 Amendment#2—July 18, 2011 K, During the geotechnical investigations included in Amendment #1, a possible fault rupture near the San Jacinto fault zone was identified. To investigate the potential fault crossings, trenching locations were Q E proposed. Q The United States Fish and Wildlife Service(USFWS)designated the project site as critical habitat for the CO San Bernardino Kangaroo Rate (SBKR) and identified significant additional habitat areas within the project footprint that were not originally proposed when the project began. The proposed trenching locations occurred within the critical habitat and AECOM, LSA, Caltrans, and USFWS began coordinating how to proceed with the project. Caltrans requested a Natural Environment c Study— Minimal Impacts (NESMI) be completed for trenching activities, an Initial Site Assessment (ISA) to for hazardous materials, and significant revisions to the Traffic Impact Analysis. USFWS requested SBKR surveys and monitoring, potentially leading to a Biological Assessment and Section 7 consultation. L d To meet these additional project needs, the City approved Amendment#2 for$291,000 on July 18, 2011. rn A full list of the services included within Amendment#2 is listed below: 0 m 0_ 0 Amendment#2 Budgeted Task Responsibility Amount Complete Project Coordination AECOM $29,120 Y Traffic Impact Analysis Kunzman Associates $8,800 Y of Revisions 0 Fault Rupture Trenching 1 AECOM $26,980 N v Structural Impact uJ Geotechnical Investigations Diaz—Yourman&Associates $34,600 N `_ CD Fault Rupture Trenching Diaz—Yourman&Associates $114,000 N Phase I ISA Diaz—Yourman &Associates $9,000 Y CO NESMI for Trenching LSA Associates $6,500 Y ar SBKR Survey, BA, Monitoring LSA Associates $38,000 Y ;a Environmental Coordination AECOM $24,000 Y T Total= $291,000 Q U 2 As a result of the SBKR surveys, four additional alignment alternatives were studied by AECOM to Q minimize impacts to SBKR and its habitat. Also, USFWS determined that a Biological Assessment and Section 7 Consultation would be required. After continued investigation into additional alternatives, AECOM coordinated with USFWS in late 2012. Meetings with USFWS determined changes to the E roadway alignment, mitigation costs, and locations of critical SBKR habitat. After several months of discussions, on January 16, 2013, the Project Development Team unanimously agreed that Alternative w Q Packet Pg. 205 5.J.c ACOM Letter to Mr.Mike Grubbs Page 4 of B a� City of San Bernardino July 16,2013 Project Manager N i 1A will be the only build alternative considered in the future. USFWS has agreed that Alternative 1A minimizes the impact to SBKR and its habitat. 2 O U Contract Value Summary w Q The total approved budgets from the original contract and the two amendments is summarized below: 3 Description Amount Original Contract $827,385 Amendment#1 $800,000 L Amendment#2 $291,000 q TOTAL $1,918,385 0 M To-date, the contract has invoiced a total of$625,003 for AECOM and its subconsultants. Therefore,the current remaining contract value is about$1,293,382. (1) E 4 Summary of Scope and Fee to Complete PANED Phase 00 00 LO Due to the dramatically increased project costs as a result of the presence of SBKR and its habitat, AECOM and the City have created a phased approach to the project, allowing for phased construction M r and mitigation. As a result, the City determined that the project will only continue through the environmental document and preliminary engineering phases(PA/ED). 0 In order to complete the project through PA/ED,the following tasks are required to be completed: 00) U Environmental: i CD Cn The previously submitted PES form has been approved and will not need to be updated. o a) CL AECOM will complete the following tasks in support of the environmental document process and facilitate 0 coordination between Caltrans and the environmental consultant: cn d • Traffic Impact Analysis to m LSA Associates Inc. will complete the following technical studies in support of the environmental document: O U • Natural Environment Study Q • Section 7 Consultation • Jurisdictional Delineation (Updates Only) L .r • Air Quality Report • Noise Study Report and Noise Abatement Decision Report • Cultural Resources(Updates Only) • Paleontological Resources • Visual Impact Assessment a • Community Impact Assessment • Water Quality Assessment Report Q • Draft and Final IS/EA, MND/FONSI,and ECR c a� E U r6 r w Q Packet Pg. 206 a t j 5.J.c j ACOM Letter to Mr.Mike Grubbs Page 5 of 8 w City of San Bernardino July 16,2013 ry0 Project Manager to i O Traffic Analysis: E O AECOM will prepare a revised Traffic Operations Report (TOR) based on the comments received from w Caltrans for the proposed State Street extension project crossing State Route 66 (SR-66) in the City of Q San Bernardino, CA. The revised TOR will include roadway and interjection level of service analysis, for existing, opening year, and design year traffic conditions with and without the project. For the 3 intersections of State Street/Baseline Road, State Street/Foothill Boulevard/Rancho Avenue, State Street/7th Street, State Street/9th Street, and State Street/16th Street that would be created or modified with the project, AECOM will conduct signal warrant analyses to confirm whether traffic signals will be needed at these locations, and will also confirm the proposed intersection geometries. Q The following scenarios will be evaluated for weekday AM/PM peak hours(intersections)conditions: o Cl) • Existing (2012) • Opening year without project • Opening year with project Q • Design year without project • Design year with project co LO N For the new segment of State Street between Foothill Boulevard and Baseline Road, AECOM will conduct total daily volume analysis as well to confirm and justify the proposed roadway sizing. r ° Existing conditions will be based on new peak period intersection turning movement and daily roadway segment counts. Future (both opening year and design year) intersection volumes will be developed ° j using data from the San Bernardino Traffic Analysis Model (SBTAM). The SBTAM network will be modified as necessary to reflect with project conditions. m Ramp queuing analysis, and freeway mainline and ramp junction analyses at the State Street/SR-210 interchange are not included in the basic scope of work but can be added for an additional fee as outlined o in our cost proposal. o U The results of this study will be compiled into a technical report for review and approval by the City and Caltrans. Roadway Enpineerina: Additional preliminary engineering design tasks based on the new project alternative i.e. Alternative 1A p would be required to complete the preliminary roadway GAD. In addition to the roadway geometry w elements, AECOM will also determine the preliminary project footprint to be used as the baseline for the Q environmental studies. A preliminary cost estimate would be prepared based on the new design features a) of Alternative 1A. AECOM will refine and revise the engineering design per the input from the environmental studies when necessary. U) m AECOM will conduct hydrology and hydraulic studies to determine the preliminary drainage Cn needs/requirements for the project. Location Hydraulic Studies would be required to support the bridge Type Selection Process. AECOM will also conduct a preliminary assessment on the feasibility of Q incorporating potential storm water quality BMPs into the project. A Preliminary Drainage Report will be prepared for the PANED. r Q AECOM will collaborate with the environmental consultant to establish the preliminary right-of-way requirements. Upon finalization of the preferred alignment, AECOM will prepare PANED plans and update I the project cost estimate based on the final alignment.A project report would be prepared to support the U 3 environmental document process. r Q Packet Pg. 207 3 5.J.c AXOM Letter to Mr.Mike Grubbs Page 6 of B w City of San Bernardino July 16,2013 Project Manager L 0 As part of the Amendment#1,AECOM was tasked to perform the engineering design for the Foothill Blvd 2 widening that includes the reconfiguration of the Foothill Blvd/4th St intersection. AECOM has completed p the conceptual layout of the proposed improvement and Caltrans has indicated in the PDT meetings that w they are in principle agreeable with the conceptual design. AECOM will revise the design based on the Q current preferred alternative, develop the GAD and continue to coordinate with Caltrans for thLrapproval of the GAD. AECOM will also update the cost estimate and prepare Design Exceptions Report, SWDR 3 and Project Report required to complete the PANED for the project. m Structural Engineering: E a� m The Structure Type Selection process is a fundamental step in the design of structures. This step must Q be completed before extensive structure design work is performed. The Type Selection process involves o the following primary elements: 1) Preparation and Submittal of Type Selection Documents, 2) Type Selection Meeting (at the discretion of the City) and Approval, and 3) Updated General Plan Submittal *� and Distribution. These elements are further described below. c m E The initial stage of the Type Selection Process involves discerning all parameters that govern the design Q of a bridge. These parameters are contained in the following reports: co 00 LO • Hydrology/Hydraulics Report N • Preliminary Foundation Report(with optional Boring Plan) ch • Draft Foundation Plan • Type Selection Report (Will: C) The Type Selection report will follow the format described in the Caltrans Memo to Designers. The report will include a discussion of the structure types considered and reasons for selection of the proposed structure and the following: • Type Selection Memo 0 • Vicinity Map a • General Plan v • General Plan Estimate • Project Seismic Design Criteria • Preliminary Foundation Recommendations > d AECOM will update the Bridge Type Selection Reports which includes General Plans and Cost Estimates for the two bridge structures (State Street Bridge Over Lytle Creek Channel and Foothill Boulevard 0 Bridge)to be consistent with the current preferred project alternative. w Q Geotechnical: m a� L Since the fault rupture trenching will be done during the future PS&E phases, a preliminary fault rupture U) study will be conducted based on available reports and existing geotechnical field data. A preliminary m foundation report will be prepared for the State Street Bridge over Lytle Creek Wash and State Street f(n Bridge over Lytle Creek Channel. Q The Initial Site Assessment (ISA)will be conducted and will update the environmental report to reflect the most updated project details. Q w c 0 w Q Packet Pg. 208 COM Letter to Mr.Mike Grubbs Page 7 of 8 .4+ City of San Bernardino July 16,2013 tp 1 Project Manager U) L Survey: '° Field topographic surveys will be performed to acquire ground surface information to develop contour and L) topographic mapping of areas outside of the current aerial survey map areas. The additional topographic w Q surveys will be merged with the existing topographic survey mapping data. Utilities: 3 c m Utilities coordination will be performed in the area of the new alignment alternative. A substantial portion E of the prior utilities coordination data will be able to be utilized. m a� Q Value Analysis: o M A value analysis study will be performed on the project in the preliminary engineering phase to evaluate �* the proposed project alignment and to determine if there are any potential areas where cost savings may c be realized in the design or construction of the project. A value analysis is generally required on high cost Q E projects funded through federal funds. 00 Task and Fee Summary: CO Ln N The table below summarizes the major tasks and the associated fee to complete the Preliminary Engineering and Environmental Document phase. The fees below reflect the use of current labor rates. The original contract was based on rates that are now at least 5 years old. Due to elevating the environmental document to IS/EA, the anticipated timeframe for the Preliminary Engineering and c Environmental Document phase could run over a three year period. We believe it is reasonable to revise w the rates schedules to use 2013 rates for the remainder of the work proposed in this proposal. L Estimated Work to Complete Prelim nary Engineering 8r Environmental Document 67 rn Budgeted o Task Responsibility Amount a, Project Management&Meetings AECOM $40,385 0 Preliminary Engineering civil AECOM $169,720 Preliminary Engineering structures AECOM $85,100 Traffic Engineering AECOM $50,844 N Environmental Coordination/Support AECOM $122,020 Environmental LSA Associates $344,300 Geotechnical Diaz-Yourman $32,300 p Utilities Douglas Engineering $15,000 V w Survey David Evans &Assoc $9,000 Q Value Analysis Value Management Strategies $45,000 Total= $913,669 m A detailed man-hours and cost breakdown of the each task is shown in the attached spreadsheet. Cn AECOM has reviewed the work completed and tasks remaining to complete the project through Q Preliminary Engineering and Environmental Document phase, and has determined that the remaining -c work can be completed within the remaining contract value. The sum of the original contract and approved contract amendments is $1,918,385. The amounts invoiced to-date is $625,003, leaving the < remaining contract value of$1,293,382. This will be able to cover the expected $913,669 fee to complete the Preliminary Engineering and Environmental Document phase. aci w Q Packet Pg. 209 5.J.c =COM - Letter to Mr.Mike Grubbs Page 6 of 6 d City of San Bernardino July 16,2013 Project Manager "- U) L Please call me if you have questions for the scope and fee changes of the State Street Project. We 0 appreciate the opportunity to be of continued service and are available to meet and discuss at your 2 convenience if necessary. Thank you and we appreciate your consideration of our proposal. w Q Please contact the undersigned at (909) 579-3755 if you have any questions or require any additional information. 3 Y Sincerely, m AECOM m 0 Q 0 M Edward Ng, P.E. a) Project Manager E Q co to Matt Ulukaya,PE Principal-in-Charge co o N Cc: Robert Eisenbeisz-City of San Bernardino 00) File i 0 Cn w 0 a) CL 0 U fn d IX r- 0 U W Q Y 0 0 Y N 0 Y 0 V/ U tC Y Y Q C C) t Y Q Packet Pg. 210 5.J.d 3 � ' v 0 N _ � O N 1 k W v/ ATTACHMENT "B" U) 0 o FEE PROPOSAL W s a t _ E L a 0 Y M *k 5 E a co co Lo N M CD r r O T ti N 0 CL 0 a 0 m LL O U W a w U) w m r w a U a Packet Pg. 211 5.J.d v 0 c o_ N C CITY OF SAN BERNARDINO x REVISED SCOPE OF DESIGN SERVICES FOR w W STATE STREET - 16th STREET TO FOOTHILL BLVD w FEE r L PROPOSAL O w O U w Q t w 3 a� E m a� L cm Q 0 I M g it 9 E 's a 3 July 10,2013 000 jI LO i v M I p 7v- U) O CL O L a m as LL 2 O U W a L W U) AMOM Y 901 Via Piemonte,5th Floor Ontario, CA 91764 co (909)579-3050 a c m 1_ U R r Q Packet Pg. 212 5.J.d o w o o 00 U) w o N N 00 = O = x W Q 0)V O O O O O t0 w A O O 4 N L OO M O O tOD O O CD OOi N ui N N J 0 LU m a N r+ > 3 O0 m CD a J • °o r J o E W = ,+ p O O 4 N O_ d 0 CD Z O Q Lo M O I Q LO 00 N LL EA E9 0 Uj LL Co O * Q Z z ~ d CO W ui • E a Q w O Q O O O O CD O M 00 Co O O O Co O L � O O O O N ap LO LL W c0 ao N N M d► CN O a �, O U) w ° v o W T7 W o U) CO) Z 5 w w a 0 • 0 a a a, > LL w W M cn Q H C9 ° O v o w o U W F w z 0 V 0 p Z L W W W Q Z W W Z Z W Q z Co U Z J Wo 3 2 Co v � . 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CITY OF SAN BERNARDINO O REVISED SCOPE OF DESIGN SERVICES FOR U w STATE STREET-16th STREET TO FOOTHILL BLVD a t SUBTOTAL OF COST: DIRECT LABOR&ODC (BASE SERVICES) A-MOM Y Y DIRECT LABOR 0 W Classification Name Hours Hourly Rate Total Q Project Manager Edward Ng 414 @ $230.00 $ 95,220.00 Sr.Bridge Engineer Mohan Char 40 @ $265.00 $ 10,600.00 Sr.Project Engineer(Structure) Todd Dudley 40 @ $176.00 $ 7,040.00 Project Engineer Heng Chow 692 @ $115.00 $ 79,580.00 c Project Engineer(Structure) Dong Kim 200 @ $120.00 $ 24,000.00 Assistant Engineer Nick Borrayo 492 @ $95.00 $ 46,740.00 E a Assistant Engineer(Structure) Kimberly Gee 300 @ $95.00 $ 28,500.00 CAD Mauro Mamawal 412 @ $80.00 $ 32,960.00 00 CAD(Structure) Ray Andresak 80 (&, $140.00 $ 11,200.00 Environmental Manager A.Colbum 310 @ $150.00 $ 46,500.00 Cl) Quality Assurance Hiep Bui 76 @ $235.00 $ 17,860.00 Traffic Manager S.Green 30 @ $234.14 $ 7,024.20 Sr.Transportation Planner M.Champaned 192 @) $116.10 $ 22,291.20 ti 0 Transportation Planner II A.Smith 176 @ $93.91 $ 16,528.16 Project Controls Nora Castellanos 120 @ $85.00 $ 10,200.00 0 Admin 24 @ $75.00 $ 1,800.00 0 L- 0. m OTHER COSTS ti Copying(Binding $ 2,350.00 2 Plotting $ 3,100.00 O U Express Mail $ 575.00 Q Data Collection $ 3,000.00 +, SBTAM Model Fee $ 500.00 a) P Mileage $ 500.00 d Y ca Y U) m t U fa Y a c Y Y a Packet Pg. 214 S.J.d Uu� m M O O W M an d p tt��w�- yy t�ryy ccpp N w N N N N� ^N W w N O V w w w W W W w w Vi m m o w www w wwww ww w`� win w w w U) �� FU C a y N N O Op Op mtp N m cp V 110,0101 m O m N tD m P} M N M N V.0 N D 0 O •N M = S O> NU m moo N f4 N i R Nmmm �O V m M N m m m ONE O m N N V Nam n � w ID v a m o v a m a' m y v o m u O E tan ao om oo vo o d Q O 0 OM LL J U y ui= mL] om ov c�a a° c0N a° 14 my 7 QI U O 4U o W 0 W N N Q d' to O �rq � .. wCD • nQ 00 WWW Z p m Q m°N v m N;ov v. m m to m C', v .N,... 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