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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director
Subject: Resolution approving Amendment No.
2 to Agreement for Professional
Services with TY Lin International to
provide a Project Study ReportlProject
Report and the supporting studies and
documents for the University
Parkway/Interstate 215 Interchange
Southbound Loop entrance ramp
project (SS04- I 9).
Dept: Development Services
Date: January 22, 2008
File No. 1.7240
MCC Date: February 19,2008
Synopsis of Previous Council Action:
12/06/2004
Resolution No. 2004-383 approving Agreement for Professional Services with TY Lin
International to provide a Project Study Report/Project Report and the supporting studies
and documents for the University Parkway/Interstate 215 Interchange Southbound Loop
entrance ramp project.
Adopted FY 2005-2010 Five-Year Capital Improvement Program (CIP).
Adopted FY 2006-20 II Five-Year Capital Improvement Program (CIP).
Resolution No. 2007-257 adopted approving Amendment No. 1 to Agreement for
Professional Services with TY Lin International to provide a Project Study Report/Project
Report and the supporting studies and documents for the University Parkway/Interstate
215 Interchange Southbound Loop entrance ramp project (SS04-19).
Adopted FY 2007-2012 Five-Year Capital Improvement Program (CIP).
08/15/2005
08/07/2006
07/16/2007
08/20/2007
Recommended Motion:
Adopt Resolution.
~ U.1:Hr
Valerie C. Ross
Contact person: Robert Eisenbeisz, City Engineer
3305
Phone:
Supporting data attached: Staff Report, Reso. & Amendment
Ward:
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FUNDING REQUIREMENTS: Amount:
$ 37,681.00
Source (Acct. No.) 242-362-5504-7240 & 129-367-5504-7240
Acct. Description: Univ/I-215 PSR/PR for Loop Ramp (SS04-19)
Finance:
02~
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Council Notes:
Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Resolution approving Amendment No. 2 to Agreement for Professional Services witb TY Lin
International to provide a Project Study ReportJProject Report and tbe supporting studies and
documents for the University ParkwaylInterstate 215 Interchange Soutbbound Loop entrance
ramp project (SS04-19).
Backl!round:
On December 6, 2004, the Mayor and Common Council adopted a resolution approving an
Agreement witb TY Lin International to provide professional engineering services in tbe amount
of $249,050.00 for the preparation of a Project Study Report/Project Report (PSR/PR) for tbe
University Parkway/Interstate 215 Interchange Soutbbound Loop entrance ramp project.
Shortly after start of work, TY Lin Intemational proposed changing tbe concept from a loop
ramp to a flyover ramp. Caltrans and the City agreed to this change, primarily because flyover
ramps, in general, offer superior operational efficiency and safety overloop ramps. Altbough tbe
construction cost of a flyover ramp at this location will be higher than a loop ramp, tbe right-of-
way cost will be substantially less. The loop ramp concept would require acquisition of an
operating fast-food restaurant and a portion of a parking lot from a major retailer. The flyover
ramp may require a small amount of property acquisition, but tbe acquisition will not adversely
affect any operating businesses.
On July 16, 2007, tbe Mayor and Common Council approved Amendment No.1 to tbe
agreement witb TY Lin International in tbe amount of$180,329 to compensate tbe consultant for
extra work required due to changes imposed by Caltrans. Geometricians in Sacramento reviewed
tbe concept design submitted by TY Lin International and tbe City for a flyover ramp and
required tbe new ramp to merge into mainline 1-215, soutb of the existing ramp's connection to
tbe mainline. This required a significant realignment of tbe connector ramp in order to meet
Caltrans' requirements and also increased the environmental footprint oftbe project necessitating
additional biological, noise and cultural studies to complete tbe environmental process. Caltrans
Traffic Operations division also required more extensive traffic analysis of tbe new connector
ramp and the impacts on the existing street intersections, as well as impacts on mainline 1-215.
Due to recent changes in tbe federal regulations for projects receiving federal funds, Caltrans is
now requiring a Value Analysis (V A) for tbe project. The Value Analysis will provide an
independent review of tbe project by outside experts to assure tbat tbe proposed flyover concept
is tbe best and most efficient design for achieving tbe goals set forth for improving this
interchange.
Altbough staff has argued against tbe requirement for a V A, due to it being brought up at such a
late date, Calttans is refusing to allow tbe project to proceed until tbe V A is completed. IT Lin
International has requested an amendment to tbeir agreement to perform tbe V A at a cost of
$37,681. Staff feels tbat TY Lin's proposal is reasonable and recommends approval of
Amendment No.2 in order to avoid further delay to tbe project.
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02105/08 2:55 PM
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
Financial Impact:
Adequate funding to cover the cost of this amendment is available in Account No 242-362-5504-
7240 and Account No. 129-367-5504-7240 "SS04-19 University Parkway/I-215 Freeway
Combined Project Study Report/Project Report and Freeway Loop."
The total not-to-exceed compensation to date for this Agreement for Professional Services is
indicated in the following table:
Descrintion Amount
Original Agreement $ 249,050.00
Amendment No.1 $ 180,329.00
Amendment No.2 (orooosed) $ 37,681.00
Totals $ 467,060.00
Proposed project funding as reflected in the current 5- Y ear Capital Improvement Program is as
follows:
Funding Source Total Cost Est. Prior FY 2007-08 FY 2008-09
Exp.
1/2-Cent Sales Tax Fund $450,000 $38,100 $411,900 $0
EDA Fund $3,650,000 $12,200 $1,087,800 $2,550,000
Federal Demo Funds $5,000,000 $0 $1,200,000 $3,800,000
I'SAFETEA-LU)
Hillwood (Culligan) $3,000,000 $0 0 $3,000,000
Lowes (OIF) $1,000,000 $0 0 $1,000,000
SANBAG (Measure I) $500,000 $0 0 $500,000
Total $13,600,000 $50,300 $2,699,700 $10,850,000
The current estimated total project cost is as follows:
Project Approved & Environmental Document $500,000
PA&Em
Plans Soecification & Estimate (PS&E) $2,500,000
Construction Management (CM) $2,800,000
Construction Costs $18,700,000
Right-of-Wav $100,000
GRAND TOTAL $24,600,000
This cost estimate represents a substantial increase over the earlier estimate of approximately
$12,000,000 provided to the City. The primary cause of the increase is a new requirement from
Caltrans that longer merge lanes be provided for traffic entering the 1-215 Freeway southbound.
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02105/083:24 PM
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
Adequate funding is available for this Agreement for Professional Services with TY Lin
International; however, supplemental funding in the approximate amount of $12,000,000 will
need to be identified prior to construction. This issue is currently being addressed by staff.
Recommendation:
Adopt Resolution.
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02/06108 3: 18 PM
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
AMENDMENT NO. 2 TO AGREEMENT FOR PROFESSIONAL SERVICES
WITH TY UN INTERNATIONAL FOR THE PREPARATION OF A PROJECT
STUDY REPORTIPROJECT REPORT FOR THE UNIVERSITY
PARKWAYIINTERSTATE 215 INTERCHANGE LOOP ENTRANCE RAMP
PROJECT (SS04-19).
WHEREAS, on -December 6, 2004, the Mayor and Common Council adopted
Resolution No. 2004-383 approving Agreement for Professional Services in the amount
of $249,050.00 with TY Lin International to provide a Project Study ReportJProject
Report and the supporting studies and documents for the University Parkway/Interstate
215 Interchange Southbound Loop entrance ramp project hereinafter called "Project";
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and
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WHEREAS, on July 16, 2007, the Mayor and Common Council adopted
Resolution No. 2007-257 approving Amendment No.1 to Agreement for Professional
Services with TY Lin International in the amount of $180,329.00 to provide additional
design, environmental and traffic engineering services for the Project; and
WHEREAS, changes have occurred that were beyond the control of TY Lin
International and require TY Lin International to perform additional work and incur
additional costs not anticipated at the time of execution of the original Agreement for
Professional Services; and
WHEREAS, staff concurs that the additional work was not included in the
23 original Agreement for Professional Services.
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RESOLUTION ... APPROVING AMENDMENT NO.2 TO AGREEMENT
1 FOR PROFESSIONAL SERVICES WITH TY LIN INTERNATIONAL FOR THE
PREPARATION OF A PROJECT STUDY REPORTIPROJECT REPORT FOR
2 THE UNIVERSITY PARKWAYIINTERSTATE 215 INTERCHANGE LOOP
3 ENTRANCE RAMP PROJECT (SS04-19).
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
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7 Bernardino, California 92408, has performed adequately under the terms of the original
SECTION 1. -TY UN International, 198 N. Arrowhead, Suite "I", San
8 Agreement for Professional Services.
SECTION 2. The City Manager is hereby authorized and directed to execute the
attached Amendment No. 2 to said Agreement for Professional Services with TY Lin
International to provide additional services for the Project in the amount of $37,681.00,
said Amendment being attached hereto as Exhibit "A" and made a part hereof.
SECTION 3. The Director of Finance is hereby authorized and directed to issue a
Purchase Order for this work to TY UN International in the total amount of $467,060.00.
SECTION 4. The authorization to execute the above-referenced Agreement is
rescinded ifit is not executed within sixty (60) days of the passage of this Resolution.
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1 RESOLUTION ... APPROVING AMENDMENT NO.2 TO AGREEMENT
FOR PROFESSIONAL SERVICES WITH TY UN INTERNATIONAL FOR THE
2 PREPARATION OF A PROJECT STUDY REPORTIPROJECT REPORT FOR
3 THE UNIVERSITY PARKWAYIINTERSTATE 215 INTERCHANGE LOOP
ENTRANCE RAMP PROJECT (SS04-19).
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Gouncil of the City of San Bernardino at a
7 meeting thereof, held on the _ day of
8 wit:
, 2008, by the following vote, to
9 Council Members:
AYES
ABSTAIN ABSENT
NAYS
10 ESTRADA
11 BAXTER
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BRINKER
DERRY
15 KELLEY
16 JOHNSON
17 MCCAMMACK
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Rachel Clark, City Clerk
day of
The foregoing Resolution is hereby approved this
,2008.
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PatrickJ.Morris,Mayor
City of San Bernardino
Approved as to Form:
26 JAMES F. PENMAN,
City Attorney
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EXHIBIT "A"
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AMENDMENT NO.2
TO AGREEMENT FOR PROFESSIONAL SERVICES
This AMENDMENT is made and entered into this day of
2008, by and between the CITY OF SAN BERNARDINO, California, a municipal
corporation, hereinafter referred to as the "City" and TY Un International, hereinafter
referred to as "Consultant. n.
WITNESSETH:
A. WHEREAS, on December 6, 2004, the Mayor and Common Council
adopted Resolution No. 2004-383 approving Agreement for Professional Services in the
amount of $249,050.00 with Consultant to provide a Project Study Report/Project Report
and the supporting studies and documents for the University Parkway/Interstate 215
Interchange Southbound Loop entrance ramp project hereinafter referred to as "Project";
and
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B. WHEREAS, on July 16, 2007, the Mayor and Common Council adopted
Resolution No. 2007-257 approving Amendment No.1 to Agreement for Professional
Services in the amount of $180,329.00 with Consultant to provide additional design,
environmental and traffic engineering services for the Project; and
C. WHEREAS, changes to the scope of services have occurred that were
beyond the control of Consultant and the City and will require Consultant to perform
additional work and incur additional costs not anticipated at the time of execution of the
original Agreement for Professional Services; and
D. WHEREAS, staff concurs that the additional work was not included in
the original Agreement for Professional Services;
NOW THEREFORE, the parties hereto agree as follows:
I. Section I "Scope of Services" of said Agreement for Professional Services IS
amended to add the following:
A. Consultant shall perform a Value Analysis (V A) for the Project in accordance
with letter proposal from Consultant dated January 17, 2008, attached hereto and
incorporated herein as Attachment" I ".
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B. Caltrans V A methodology shall be followed as outlined in the Chapter 19,
"Value Analysis" of the Project Development Procedures Manual (PDPM) and
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Amendment No.2 to Agreement for Professional Services with TY Lin International.
detailed in the Caltrans V A Team Guide and Report Guide - Third Edition, April
2003.
2. Section 5 "Compensation" of said Agreement for Professional Services is amended to
add the following:
A I. The City shall compensate the Consultant for actual costs (including labor costs,
employee benefits, overhead, profit, other direct and indirect costs) incurred by
the Consultant in the performance of work authorized by Amendment No.2 for
an additional cost not-to-exceed $37,681.00.
A2. The total not-to-exceed compensation to date for this Consultant Agreement is as
follows:
Totals
Amount
$ 249,050.00
$ 180,329.00
$ 37,681.00
$ 467 060.00
3. All other terms and conditions of said Agreement for Professional Services approved
by Resolution No. 2004-383 and Resolution No. 2007-257 shall remain unchanged.
III
III
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Amendment No.2 to Agreement for Professional Services with TV Lin International.
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AMENDMENT NO.2
TO AGREEMENT FOR PROFESSIONAL SERVICES
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date first shown above.
CITY OF SAN BERNARDINO
TY UN INTERNATIONAL
by:
by:
Fred Wilson, City Manager
City of San Bernardino
Signature
Print Namerritle
A ITEST:
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Rachel Clark, City Clerk
Approved as to form:
James F. Penman
City Attorney
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ATTACHMENT "1"
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"(':y.LIN INTERNATIONAL
engineers I planner::; I .5CiEfitislS
January 17, 2008
City of San Bernardino
300 North "0" Street
San Bernardino, CA 92418-0001
Attention:
Mr. Robert Eisenbeisz, P.E.
Subject:
University PkwyJI-215 Interchange Project
Scope and Fee to conduct a Value Analysis (VA)
Dear Robert:
T.Y. Lin International is pleased to submit this proposal to provide professional engineering
services to conduct a Value Analysis (VA) Study for the above referenced project.
Background:
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Caltrans and FHW A require that a VA study be conducted on projects that are $ 20 Million
in total cost of more. The University Pkwy /1-215 Interchange project is currently estimated
at $24.2 Million therefore a VA study is required. Also, as dictated by CaItrans/FHW A
guidelines, the cost to conduct the VA study is the responsibility of the lead agency, in this
case the City of San Bernardino.
A VA Study is completed to comply with NHS VE mandate. It needs to follow the Caltrans
VA methodology as outlined in the Chapter 19, "Value Analysis" of the Project Development
Procedures Manual (pDPM) and detailed in the Caltrans VA Team Guide and Report Guide
- Third Edition, April 2003. The purpose of a VA study is to identify and evaluate
alternative project solutions and provide recommendations to decision-makers.
Scope of Work and Fee:
T.Y. Lin (Support and Coordination including 2 meetings,
2 presentations to the team, a field review with the team,
and a review of the V A report) $ 3,400.00
Value Management Strategies, Inc (Conduct, Prepare and Distribute VA,
see attached scope and fee for details) $ 34,281.00
TOTAL
$ 37,681.00
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3550 Vine Street, Suite 120 I Riverside, california I T 951.788.4688 I F 951.788.4988 I www.tylln.com
ATTACHMENT "1"
Mr. Robert Eisenbeisz,
City of San Bernardino
January 17, 2008
Page 2 of 2
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It is assumed that the City will provide a suitable meeting room to conduct the study. We
appreciate the opportunity to provide engineering services on this project.
Please can if any questions should arise after reviewing this proposal.
Very truly yours,
T.Y. lin International
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Rodrigo Gonzalez, P.E.
Project Manager
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Enclosures
cc:File
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ATTACHMENT "I"
City of San Bernardino 1-215/University Parkway Interchange
TASK ORDER - SCOPE OF SERVICES
January 16, 2007
Value Management Strategies, Inc.
I. Project Description
The Contractor shall assist with preparing and distributing a Value Analysis (V A) study
of the project describeoi below:
1-215 University Parkway, City olSan Bernardino
II. Team Authority and Coordination:
VA Study to comply with NHS VE mandate and follow the Caltrans VA methodology as
outlined in the Chapter 19, "Value Analysis" of the Project Development Procedures
Manual (pDPM) and detailed in the Caltrans VA Team Guide and Report Guide - Third
Editions, April 2003. V A studies identify and evaluate alternative project solutions and
provide recommendations to decision-makers.
Stndy Coordination:
R. Terry Hays, Project Manager, Value Management Strategies, Inc.
Anthony Roberts, District 8, Caltrans
City of San Bernardino
TY Lin
III. Study Participants and Schedule
The V A Study is to follow the activities as defined in the Caltrans VA Activity Chart.
The list of V A Study participants will be developed by Caltrans. The study will be five
days, in 2008. A pre-study meeting will be scheduled typically 30 days prior to to the
start of the study to finalize the study organization. Once the Draft report has been
reviewed the project stakeholders and implementation meeting will be conducted to
resolve the disposition of the VA Alternatives presented in the report.
IV. Period of Performance
TY Lin shall provide the Contractor with written approval prior to commencement of any
work.
Work under this Task Order shall begin on a date TBD or upon final approval of this
Task Order. Pre-study, data collection and dissemination shall begin on a date TBD.
V. Scope of Services
The required services are to lead a V A study of the above-described project. The scope
of the work shall include but is not limited to the following:
. Provide a qualified, independent Certified Value Specialist (CVS) team leader to lead
a VA study in accordance with Caltrans value methodology.
. Provide VA study documentation in accordance with the Caltrans VA Report Guide
and this task order.
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ATTACHMENT "1"
City of San Bernardino 1-215/University Parkway Interchange
. Provide the following technical team members for the following disciplines:
~ None to be provided by VMS.
. Conference rooms will be provided by TY Lin or Caltrans.
. Ensure that applicable data and correspondence, any other relevant information
necessary for the V A study is collected, developed and distributed.
. Facilitate VA TeaIl!. Meetings.
VI. VA Deliverables
The V A Team Leaders are responsible for the following:
. Leading pre-study meeting/so Attendance should include representatives Caltrans, TY
Lin, the Caltrans DV AC, project manager and key project development team staff,
key outside project stakeholders (local transportation agencies, local government, and
permitting agencies) and any known V A team members.
. Develop in conjunction with Caltrans the draft V A study charter (Attachments A, B
and C per the Caltrans Team Guide).
. Complete the Preliminary VA Report with input/review of V A Team and technical
reviewers in accordance with the V A Report Guide - Third Edition and with the
following items:
. A distribution list for the V A reports must be developed with the Project
Manager.
. Submit Preliminary VA Report; no more than 2-weeks following Initial VA
Presentation, as specified in the report distribution list.
The preliminary report distribution will be electronic (pdf). Copies of the reports
should be distributed to the V A team, key technical reviewers and the project
stakeholders.
. Coordinate with TY Lin and Caltrans on the project stakeholders responses to the
preliminary VA report and prepare for an implementation meeting to resolve the
disposition of the V A alternatives, finalize the V A study reportables (costs,
performance and value indices).
. Submit Final VA Report as specified in Caltrans V A Report Guide - Third Edition.
Report should be submitted no more than 3 weeks following VA Final Presentation.
Final VA report will also be an electronic copy in PDF format of the entire report.
VII. Reports and/or Meetings
The Contractor shall submit progress reports, and meet with TY Lin, as needed, to
discuss progress on the study.
The Contractor shall schedule and facilitate an implementation meeting at a date and time
to be determined by the TY Lin and Caltrans Project Manager.
Pagt:Z 013
ATTACHMENT "1"
C VA Study Budget
nmn l:iAJu IWu:a .BiWl ~ ImilI
PRESTUDY
Program Manager Hays 4 $268.56 $1,074.24
Team Leader TBD 24 $190.00 $4,560.00
Clerical 5upport COmbs 4 $64.81 $259.24
Project Coordinator Kramer 4 $113.26 $453.04
Administrative Assistant Northrop 2 $72.03 $144.06
Total PRESTUDY $6,490.58
VA Study
Team Leader TBD 50 $190.00 $9,500.00
Total VA Study: $9,500.00
VA Preliminary Report
Team leader TBD 24 $190.00 $4,560.00
Clerical Support Combs 24 $64.81 $1,555.44
Project Coordinator Kramer 2 $113.26 $226.52
Administrative Assistant Northrop 2 $72.03 $144.06
QA/QC Parker 16 $89.12 $1,425.92
Total SEGMENT 1&2 - VA Preliminary Report: $7,911.94
Implementation Meeting
Team Leader TBD 12 $190.00 $2,280.00
Total SEGMENT 3 - Coordination and Meetlnll : $2,280.00
C Final VA Report
Team Leader TBD 14 $190.00 $2,660.00
Clerical Support Combs 16 $64.81 $1,036.96
Project Coordinator Kramer 2 $113.26 $226.52
Administrative Assistant Northrop 2 $72.03 $144.06
QA/QC Parker 16 $89.12 $1,425.92
Total SEGMENT 3 - Final VA Report: $5,493.46
Labor SubTotal: s31.67&.QS
other Direct Costs
C:.tBaarv W! Number .BiWl ~ ImilI
Airfare each 3 $500.00 $1,500.00
Airport Shuttle each 2 $90.00 $180.00
Meals and Incidentals Day 5 $40.00 $200.00
lodging/Hotels Day 5 $130.00 $650.00
Parking Day 5 $15.00 $75.00
Personal Car MI 0 $0.505 $0.00
Total: $2,605.00
Miscellaneous Direct Costs
Shipping LS 0 $0.00 $0.00
Reproduction LS 0 $0.00 $0.00
Conference Room Day 0 $0.00 $0.00
Miscellaneous Supplies EA 0 $0.00 $0.00
C Total Misc. ODC: $0.00
ODC SubTotal: s2.605.OQ
Total Task Order: S~ 2110 Oil
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