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HomeMy WebLinkAbout16-Development Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION File: 1.7121 Synopsis of Previous Council Action: 03-04-96 Approval given to submit request for authorization of funds under Federal Aid Highway HBRR Program. 11-04-96 Approval of $20,000 for preparation of conceptual plan. 05-19-97 Authorization to execute agreement for professional services with DMJM for conceptual plan approved. 03-15-99 Adopted Resolution authorizing execution of professional engineering services agreement with Parsons Brinckerhoff Quade & Douglas, Inc. 07-06-99 Approved Budget carry-over of $498,200 in Account No. 129-367-5504-7121 as local matching funds for Mt. Vernon Grade Separation at BNSF. 09-07-99 Authorization to execute agreement with Parson Brinckerhoff Quade & Douglas Inc. for Professional Engineering Services. Subject:. Resolution of the City of San Bernardino authorizing the execution of Amendment No.1 to the Professional Engineering Services Agreement with Parson, Brinckerhoff, Quade & Douglas, Inc. for the design of the Mt. Vernon Ave. Viaduct over the BNSF railroad. MCC Date: 11-05-01 From: James Funk, Director OR!~ !~HL Dept: Development Services / L-. I . ~ Date: October 12, 2001 Recommended Motion: Adopt Resolution. ~esf~ Contact person: Mehran Sephri. Senior Civil Engineer Phone: 5127 Supporting data attached: Staff Report. Resolution. Map. Exhibit A Exhibit B Ward: 1&3 FUNDING REQUIREMENTS: Amount: $19.700.00 Source: (Acct. No.) 242-362-5504-7121 Acct. Description: Mt. Vernon Grade Separation at BNSF Finance: Council Notes: '1J~\ ~2C:O\- 336 .I J fsJi1J- Agenda Item No. J fa CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the City of San Bernardino authorizing the execution of Amendment No.1 to the Professional Engineering Services Agreement with Parson, Brinckerhoff, Quade & Douglas, Inc. for the design of the Mt. Vernon Avenue Viaduct over the BNSF railroad. Backl!round: On September 7, 1999, the Mayor and Council adopted Resolution No. 1999-228 approving a Professional Services Agreement with Parson, Brinckerhoff, Quade and Douglas, Inc. at a lump sum cost of $949,560 for design of Mt. Vernon Viaduct over BNSF railroad. This Agreement was originally approved by the Mayor and Council on March 15, 1999, but was delayed until CALTRANS completed the pre-award process favorably. During the environmental phase of the project, an Historic Property Survey Report (HPSR) was prepared and reviewed by the CALTRANS Environmental Division. CALTRANS concluded that based on the HPSR the Mt. Vernon Viaduct appeared to be eligible for the National Register of Historic Places (NRHP). This conclusion has led to additional studies as required by the National Environmental Policy Act (NEPA). These studies are necessary to demonstrate that there is no prudent or feasible alternative to use of the historic site property, and that the project includes all possible planning to minimize harm to the historic site resulting from the use. The schedule for this project has also been affected by the likely historical designation. The expected study preparation and review time has been increased substantially. A historical designation necessitates greater review by State and Federal agencies, including the State Historic Preservation Organization (SHPO), Federal Highway Administration (FHW A), and CALTRANS. Consequently, it is estimated that the environmental review will require another six months to complete; final design, review, and approval ten to twelve months; and construction twelve to sixteen months beyond that, as per the following schedule: Complete Environmental Approval process: March, 2002 Complete Final Design January, 2003 Start Construction March, 2003 Complete Construction July, 2004 Staff will continue to monitor this project schedule with those of nearby projects, such as the 1-215 Highway improvements to ensure that it is ultimately compatible with other construction efforts, their associated detours, and temporary street closures. CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION Staff Report In order to help this project stay on track, staff will be receiving a weekly written status report and hold bi-weekly meetings with the consultant's new Project Manager. The compensation to the engineer for these additional studies is a fixed fee of$19,700. Financial Impact: The majority of the cost for this project ( 89 percent) is eligible for reimbursement through Federal/State Aid Highway Bridge Replacement and Rehabilitation (HBRR) funds. The remaining local match (11 %) is available from Account No. 242-362-5504-7121. Summary of Contract Costs Original Contract Amount $949,560 Contract change Order No.1 $19,700 Revised Contract Amount $969,260 Recommendation: Adopt Resolution. . City of San Bernardino, California Department of Development Services/Public Works Division Vicinity Map Mt. Vernon Avenue VIADUCT BRIDGE OVER B.N.S.F. 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ST", 1!: \::~c" _ I_l _ 7 FUR ~ it \t l- ~ )( .-~. \ _ V> W Q Jt e:, .~UT _~ \.l...l ~ I - , ~ .. -I~ \.\.\ ST 0 ~ < I W ~ ~:~~.w:::;~~ '"I~:~~~~~~ -;. ~~OOHUff~' 57 ti,..",~. ': t;~frST .aJI . 576 ~ VICINITY MAP N.T.S. c c c 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 (Q;(g~V . RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AMENDMENT NO.1 TO THE PROFESSIONAL ENGIl'iEERll'iG SERVICES AGREEMENT WITH PARSONS BRINCKERHOFF. QUADE & DOUGLAS, INC. FOR THE DESIGN OF THE MOUNT VERJ-';ON AVENUE VIADUCT OVER THE BNSF RAILROAD. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. THAT THE MAYOR is authorized to execute an Amendment to the Professional Engineering Services Agreement with Parsons Brinckerhoff Quade & Douglas, Inc. for replacement of Mount Vernon Avenue viaduct over the BNSF Railroad Yard (Exhibit "A"). The attached proposal dated October 5,2001, and marked Exhibit "B", submitted by Parsons Brinckerhoff Quade & Douglas, to perform extra work for a fixed fee of $19,700.00, under terms of a Professional Services Agreement with said Engineer authorized by Resolution No. 1999-228, is hereby approved. Such approval shall be effective only upon Amendment No.1 being fully executed by both parties. The Mayor is hereby authorized and directed to execute said Amendment No.1 on behalf of the City. A copy of Amendment No. 1 is attached as Exhibit "A" and incorporated herein by reference as fully as though set forth at length. SECTION 2. This Amendment shall not take effect or become operative until fully signed and executed- by the parties and no party shall be obligated hereunder until the time of such full execution. No oral agreements, amendments, modifications or waivers are intended or authorized and shall not be implied from any act or course of conduct of any party. SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it within sixty (60) days of passage of the resolution. 1// c 1 2 3 4 5 6 7 8 9 10 11 12 13 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZl:\G THE EXECUTION OF AMENDMENT NO.1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH PARSONS BRINCKERHOFF, QUADE & DOUGLAS, INC. FOR THE DESIGN OF THE MOUNT VERNON A VENUE YlADUCT OVER THE BNSF RAILROAD. 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the _ day of , 200 I, by the following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA LIEN MCGINNIS SCHNETZ <:: 14 SUAREZ c 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ANDERSON MCCAMMACK City Clerk The foregoing resolution is hereby approved this day of 2001. Judith Valles, Mayor City of San Bernardino Approved as to Form and legal content: JAMES F. PENMAN, City Attorney By:L t--~ o c c c t:XHIHIT "A" AMENDMENT NO. I TO AGREEMENT FOR PROFESSIONAL SERVICES WITH PARSON BRlNCKERHOFF QUADE & DOUGLAS, INC. This AMENDMENT NO.1 is made and entered into this of 2001, by and between the CITY OF SAN BERNARDINO. California, a municipal corporation, hereinafter referred to as the "CITY" and Parsons BrinckerhoffQuade & Douglas, Inc., a New York corporation, hereinafter referred to as "ENGINEER". WITNESSETH WHEREAS, San Bernardino City Council, on September 7, 1999, adopted Resolution No. 1999-228 approving an Agreement for Professional Services with Engineer for preparation of environmental documents, plans, specifications, estimates and construction documents for the construction of a new bridge over the Burlington Northern Santa Fe (BNSF) Railroad Yards; and WHEREAS, subsequent to Agreement approval, During an environmental phase of the project, Historic Property Survey Report (HPSR) was prepared and reviewed by CALTRANS Environmental Division. CALTRANS concluded that based on HPSR the Mt. Vernon Viaduct appears to be eligible for the National Register of Historic places (NRHP).; and WHEREAS, this conclusion has lead to additional studies as required by the National Environmental Policy Act (NEPA); and WHEREAS, these studies are to demonstrate that there is no prudent or feasible alternative to use of the land on a historic site, and that the project includes all possible planning to minimize harm to the historic site resulting from the use; and WHEREAS, Engineer has requested an amendment to the Agreement to cover the cost of additional services required to complete these revisions; and WHEREAS, paragraph 5.B. of Agreement allows adjustment to the total cost of services when the Engineer and City agree in writing that there has been, or wiII be, a significant change in the scope, complexity or character of the services to be performed; and WHEREAS, City agrees that the requested revisions are not within the scope of services covered in Agreement; and WHEREAS, the proposed additional services to be performed by Engineer are described in a letters from Engineer dated October 5, 2001, identified as Exhibit "B", respectively, attached hereto and made a part hereof. NOW, THEREFORE, it is mutually agreed, as follows: 1. SCOPE OF SERVICES AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH PARSON BRINCKERHOFF QUADE & DOUGLAS, INC. Engineer shall perform those additional services identified in Exhibit "B". 2. COMPENSA nON Upon satisfactory completion of the additional services contained herein City shall pay to Engineer an additional fixed fee of $19,700.00, as described in Exhibit "B". Page 1 of 2 c c r '- EXHiBiT" A" 3. NO ADDITIONAL CHANGES Except as otherwise stated in this Amendment No.1, all terms of the original Agreement, as approved by City on September 7, 1999, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date written above by their duly authorized officers on their behalf. ATTEST: CITY OF SAN BERNARDINO BY; BY: Judith Valles, Mayor City of San Bernardino Rachel Clark, City Clerk City of San Bernardino Parson Brinckerhoff Quade & Douglas, Inc. BY: Signature NAME: TITLE: Approved as to form and legal content: JAMES F. PENMAN City Attorney Dr!- r-.~ Page 2 of2 r '- c c EXHIBIT "B" -~~ -~~ - ~:= .. - u_" '100 ,E-Jl"-', hn-. ..........",." 685 &sf Camsgie DrivrJ Su#eZIO San Bemardino. CA 9Z4Q6-35(J7 909-888-1106 Fax: 909-IJ89.1884 October 5, 2001 Mr. Raymond Casey, PE City Engineer City of San Bernardino 300 North "0" Street San Bernardino, CA 92418 OO~~:~~~@ , ell v uf S>iN BERNARDINO Oi:VnOPMENT SERVICES OEPARTMENT SUbject: Mt Vernon Bridge Replacement Project Request for Change of Project Manager and Updated Phase 1Schedule, Request for Change to the Cost of PB Services (Second Resubmlttal.) Dear Mr. Casey: Thank you for taking Ihe time of discussing with Ray Fares the concems of the City regarding our previous cost change requests. Pursuant to these discussions, we have made significant changes to the scope of work outlined in our June 12,2001, and March 29, 2001 letters to the City. However, we remain uncertain to whether these changes fully address your indicated concerns, and therefore, we very much look forward to an opportunity to make additional and prompt adjustments, as you deem necessary. We believe this proposal should carry us to the successful completion of Phase 1, but not without risks, as addressed in our June 12, 2001 letter and elsewhere in this letter. Project Manager We like to propose Mr. Ray Fares, as our Project Manager, responsible for the management and day-to-day coordination of Phase 1 and 2 works. We have attached his Resume for your review. Ray Fares has repeatedly shown his enthusiasm to be part of this project, and he stands committed to deliver on your expectations. Further, and repeating an earlier verbal commitment to you, clearing this project environmentally will be David Clark's number one priority. In my opinion, he is the RIGHT person to move this project quickly through Caitrans and involved agencies. He is very eager to commence the additional and remaining work ieading to the completion of Phase 1. Updated Phase 1 Schedule and Progress Reports Attached Is a revised schedule for the completion of Phase 1. This schedule assumes about 3.5 months of Clty/CaltranslFHWA, agency and public reviews. City and Caltrans reviews are assumed to be concurrent. Phase 1 completion is expected by end of March 2002. Weekly progress reports will be submitted to Mr. Mehran Sepehrl of the City of San Bernardino. The following highlights some milestone completion dates: Final HPSR Section 4f1Screencheck EA Draft Finding of Adverse Effect (FAE) Caltrans & FHWA Approved EA Completion Date September 24, 2001 October 5, 2001 October 12, 2001 December 21, 2001 Over a Centu."y of E'~9;n"'6'ing fJrcetluflce c c c EXHIBIT "B" '2 100 I'E""5 Change to the Cost of PB Services (Second Resubmlttal) The following amends the scope and associated fees depicted in the June 12, 2001 letter: ItemlA Item 1B ltemlC ltemllA Item liB Scope Revision(s) Scope is limited to performing additional environmental studies associated with the Finding of Adverse Effect and Section 4 (f) Evaluation. These additional studies are required as a result of the potential historic value of the existing bridge. (Unchanged.) This scope Is now limited to a brief memorandum that consists of: (1) updating the bridge seismic retrofit costs, (2) demonstrating the infeasibility of a bridge rehabilitation alternative. and (3) explaining the opportunities available to the City In term of roiling additional retrofit funds (if any) into the replacement project, and in term of leveraging STIP dollars as a match for the HBRR dollars. Effort associated with a cable-stayed bridge altemative is omitted. Foundation concepts will be evaluated in Phase II. (Unchanged.) SUBTOTAL 1 In conclusion, we are requesting a contract change amount of $19,700. We very much look forward to working with you and Mr. Mehran Sepehri. Very truly yours, PARSONS BRINCKERHOFF QUADE & DOUGLAS, INC. Revised Fee $11.700 $0 $8000 $0 $0 $19.700 CC: Ray Fares, PE Enclosures: Schedule, Resume for Ray Fares, Letters dated June 12,2001 and March 29, 20001 O".r _ Centur')r 01 Engine.ring E.. ceUe"ce CITY CLERK'S OFFICE RACHEL G. CLARK, C.M.C. - CITY CLERK SM P.O. Box 1318. San Bernardino' CA 92402 300 North "0" Street. San Bernardino' CA 92418-0001 909.384.5002. Fax: 909.384.5158 Business Registration Division: 909.384.5302 Passport Acceptance Facility: 909.384.5128 www.ci.san-bernardino.ca.us November 9,2001 Bedros Agopovich, PE Parsons BrinckerhoffQuade & Douglas, Inc. 685 East Carnegie Drive, Suite 210 San Bernardino, CA 92408-3507 Dear Mr. Agopovich, At the Mayor and Common Council meeting of November 5, 200 I, the City of San Bernardino adopted Resolution 2001-336 - Resolution authorizing the execution of Amendment No. 1 to the professional engineering services agreement with Parsons BrinckerhoflQuade & Douglas, Inc., }or the design of the Mt. Vernon Avenue viaduct over the BNSF Railroad. Enclosed is one (1) original agreement. Please sign in the appropriate location and return the original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San Bernardino, CA 92402, as soon as possible. Please retain a copy of the agreement for yourfiles. Please be advised that the resolution and agreement will be null and void if not executed within 60 days, or by January 4, 2002. If you have any questions, please do not hesitate to contact me at (909)384-5002. Sincerely, . .".?'- ~I/.. ,,!'j.~~i (( ..>./~ Michelle Taylor I Senior Secretary . , t., Enclosure cc: Mehran Sephri, Senior Civil Engineer (letter only) CITY OF SAN BERNARDINO ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty '00 YEARS." November 14, 2001 City of San Bernardino City Clerks Office Michelle Taylor P.O. Box 1318 San Bernardino, CA 92402 Dear Mrs. Taylor: Please find enclosed one signed original agreement for Resolution 2001-336 Amendment I. If you have any questions, please do not hesitate to contact me at (909)888-1106. Sincerely, S BRINCKERHOFF QUADE & DOUGLAS, INC. Raymond Fares Project Manager Over a Century of Engineering Excellence CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: November 16,2001 TO: Mehran Sephri, Senior Civil Engineer FROM: Michelle Taylor, Senior Secretary RE: Resolution 2001-336- Parsons Brinckerhoff Quade & Douglas, Inc. CC: Finance Attached is a fully executed copy of Amendment No. I to the agreement with Parsons Brinckerhoff Quade & Douglas, Inc., for the design of the Mt. Vemon A venue viaduct over the BNSF Railroad. The original agreement is on file in the City Clerk's Office. If you have any questions, please call me at ext. 3206. , ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 11,- 5-()\ Vote: Ayes (- '\ Nays Item # _110 -e- Resolution # Abstain --e- Zen I - 33'-' Absent 1;7 Change to motion to amend original documents: - Reso. # On Attachments: L Contract term: - Note on Resolution of Attachment stored separately:-=- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY NullNoid After: it; 0 OA>f.s. J /-4-0<- I By: - Date Sent to Mayor: /1-, -<;:, \ Date of Mayor's Signature: 11-<'\-01 Date of ClerklCDC Signature: , \-1\ -0\ Reso, Log Updated: L Seal Impressed: ,/' Date Memo/Letter Sent for Signature: I \-"l( -01 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached:"'/ Date Returned: .1-I"-c1 See Attached: See Attached: Request for Council Action & Staff Report Attached: Yes 1 Updated Prior Resolutions (Other Than Below): Yes Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes Updated CDC Personnel Folders (5557): Yes Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No By No -L By No L By No / By No 7 By Copies Distributed to: City Attorney 0/ Parks & Rec. Code Compliance Dev. Services ~ EDA Finance ,/' MIS Police Public Services Water Others: Notes: BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: m, Date: 1\- \ b-01 Revised 01/12/01