HomeMy WebLinkAboutStaff Report 3829
City of Palo Alto (ID # 3829)
City Council Rail Committee Staff Report
Report Type: Meeting Date: 5/23/2013
City of Palo Alto Page 1
Summary Title: Preliminary Cost Estimates for Grade Separation and
Trenching Studies
Title: Preliminary Cost Estimates for Grade Separation and Trenching Studies
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends the Rail Committee provide staff direction on what next-steps to take
regarding grade separation design services.
Summary and Discussion
At the April 25, 2013 Rail Committee meeting staff presented a fee proposal from Hatch
Mott McDonald (HMM) that outlined the costs associated with doing a 10% design on
two grade separation alternatives. Those two grade separation alternatives were: 1)
submerging the roadway at Palo Alto’s four at-grade crossings; and 2) depressing the
Caltrain corridor in an extended trench from the south end of the downtown Palo Alto
Caltrain station to approximately San Antonio Road. At a cost of $2,614,745.60 for
HMM to do a 10% design for those two scenarios the Rail Committee, at the
recommendation of staff and HMM, requested a fee proposal from HMM to develop
conceptual grade separation alternatives instead of doing a 10% design.
Since that meeting, HMM has provided the City of Palo Alto with a fee proposal to
develop conceptual grade separation alternatives, instead of doing a 10% design, for
the same two scenarios mentioned above (submerging the roadway at at-grade
crossings and trenching). This fee proposal incorporates comments HMM received at
the April 25th meeting and would provide the City with accurate cost ranges and orders
of magnitude for the above mentioned scenarios. The impact in this change in scope is
a reduction in cost from $2,614,745.60 for the study to $127,550. The study will not be
as detailed as the 10% design but will deliver a “relative concept cost estimate for each
alternative.”
City of Palo Alto Page 2
Currently, $64,688.33 is remaining in a contract with HMM for on-call engineering
design services meaning the City Council would have to appropriate an additional
$62,861.67 for this work.
On Tuesday, May 14, 2013 staff met with HMM to discuss their revised proposal.
During this meeting staff requested HMM break-down the $127,550 figure in two ways:
1) how much of that figure is for studying the submersion of the roadway at at-grade
crossings and how much is for studying trenching; and 2) after HMM mentioned they
could do some of the work in phases how much each phase would cost. The goal of a
phased approach would be to allow the Council to decide whether to move forward with
a second phase after hearing the results of the first phase. HMM could not provide that
information immediately but will have it available to discuss at the May 23, 2013 Rail
Committee meeting.
Attached is the revised proposal from HMM that outlines how they would develop
conceptual grade separation alternatives for Palo Alto, instead of doing a 10% design,
for the two scenarios mentioned above (Attachment A). This proposal outlines the
anticipated scope of services, study approach, deliverables, fee proposal, and
contractual framework to be expected if the City decides to approve this study.
Attachments:
Attachment A: HMM Design Fee Proposal, May 7, 2013 (PDF)
City of Palo Alto
Rail Analysis Study – Design Fee Proposal
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
Table of Contents
1.0 Anticipated Scope of Services ............................................................................................ 1
2.0 Study Approach .................................................................................................................. 2
2.1 Study Assumptions ............................................................................................................. 2
2.2 Study Team ......................................................................................................................... 3
2.3 Study Approach ................................................................................................................... 6
3.0 Deliverables ........................................................................................................................ 7
4.0 Fee Proposal ...................................................................................................................... 7
5.0 Contractual Framework ..................................................................................................... 9
Appendix A – Fee Proposal Breakdown
Appendix B – HMM Standard Terms & Conditions
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
1
1.0 Anticipated Scope of Services
The City of Palo Alto (City) has requested that Hatch Mott MacDonald (HMM) provide a scope and fee
estimate to provide engineering services to develop conceptual grade separation alternatives between
vehicular traffic and a fully electrified Caltrain Service at four locations within the limits of the City.
Services to be provided will include the following:
• Alternative evaluation and identification of potential project impacts, both permanent and
temporary, including such items as - roadways, right of way, traffic, utilities, and the railway
corridor.
• Development of alternatives to a concept level, to include feasibility study report, concept
design exhibits, and order of magnitude project costs for evaluation purposes.
• Attend a total of three public meetings (two City Council Rail Committee meetings and one City
Council Meeting) to present the alternatives and obtain input.
This scope and fee estimate is provided for conceptual grade separation alternatives at the following
four locations:
• Alma Street/Palo Alto Avenue
• Churchill Avenue
• Meadow Drive
• Charleston Road
It is assumed that existing grade separations at University Avenue, Homer Avenue, Oregon Expressway,
Embarcadero Road, and existing creeks would be retained in their current configuration. Though
reconfiguration of these locations will not specifically be included in the study, any impacts to these
facilities associated with any of the conceptual grade separation alternatives will be noted.
At each crossing location HMM will investigate potential grade separation methods involving taking the
Caltrain corridor under the existing crossing roadway, taking the crossing roadway under Caltrain, or
partially raising of one system in conjunction with partially lowering the other system.
The proximity of Meadow Road and Charleston Road, and limitations on maximum freight rail grades
may necessitate a single solution at this location.
2.0 Study Approach
2.1 Assumptions
The predicted level of effort associated with the study and the corresponding fee proposal are based
upon a number of primary assumptions as identified below.
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
2
• Caltrain service will be electrified prior to performing the grade separation. Caltrain will remain
operational throughout the duration of the construction
• Limited freight service will continue to operate on the Caltrain corridor.
• Alma Street may be used in part for the construction of shoo-fly tracks.
• The following documents will be used as the basis of the study:
o Rail design will be based upon published Caltrain Design Criteria and Standards:
http://www.caltrain.com/about/doingbusiness/engineering/engineeringstandards.html
o The Caltrain Standards will be supplemented by the January 2007 Draft Criteria Manual
Electrification Program
o Overhead contact system configuration will be per Caltrain General Arrangements:
http://www.caltrain.com/about/doingbusiness/engineering/Electrification/OCS_General_Ar
rangement.html
o Criteria for streets and roadways will be based upon City of Palo Alto Municipal Code, City
Standards, planning requirements and Caltrans standards:
http://www.amlegal.com/nxt/gateway.dll/California/paloalto_ca/paloaltomunicipalcode?f=
templates$fn=default.htm$3.0$vid=amlegal:paloalto_ca
http://www.cityofpaloalto.org/news/displaynews.asp?NewsID=1834&TargetID=145
http://www.dot.ca.gov/hq/esc/techpubs/
o California Public Utilities Commission (CPUC) General Orders:
http://www.cpuc.ca.gov/PUC/documents/go.htm
• Base mapping, right of way boundaries and existing utilities mapping information will be made
available by the City.
• Existing geotechnical data and engineering recommendations reports for existing grade
separation projects, and other relevant building, utility, other projects or study information
adjacent to the existing Caltrain alignment will be made available by the City.
• Requirements for maintenance of traffic and ultimate traffic lane configurations will be as
provided by or as agreed with the City.
• Property valuations for identified right of way takes or temporary impacts for the various
options will be provided by the City.
• Coordination with rail regulatory agencies such as, but not limited to —California Public Utilities
Commission, The Federal Railroad Administration, and the Federal Transit Agency, is not
necessary at this conceptual stage.
• Public Meetings would be facilitated by the City and attended by the PM and key project staff.
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
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2.2 Study Team & Scope
The study scope of services requires input from a multidisciplinary design team involving civil/rail,
structural, and estimating services. The proposed level of effort for project management and each of the
engineering disciplines is described below.
Project Manger
HMM will provide a project manager (PM) to oversee and coordinate the study effort. The PM will be
experienced in planning, design and construction of rail and civil infrastructure and will oversee and
direct the work of the study. The PM will have overall responsibility for HMM’s performance relative to
schedule, budget, and quality of the deliverable products. The PM will be the principal point of contact
between the City and HMM, and will attend meetings with the City and its Rail Committee.
Engineering Staff
Each discipline engineer will be responsible for the development of aspects of deliverables relative to
their discipline – be it sections of study reports, development of exhibits, or provision of take-off
quantities in support of cost estimating.
Civil/Rail Engineer
The civil/rail engineer will be responsible for identifying impacts to rail operations and capacity for each
of the alternatives and for establishing concept level temporary requirements involving single tracking
and/or shoo-fly construction, and permanent requirements for the rail configuration for each of the
alternatives.
The civil engineer will be responsible for establishing the extent of any impacts associated with right of
way, utilities and streets and roadways for each of the alternatives. The civil engineer will develop
conceptual level construction sequencing for options involving grade separations and, in conjunction
with the structural engineer, will develop a series of sketches which support the feasibility of the
construction sequence.
Structural Engineer
The Structural Engineer will develop structural conceptual level configurations for each of the grade
separation alternatives for both temporary and permanent construction.
Cost Estimator
The cost estimator will be responsible for the preparation of the cost estimate, including the estimate
basis, assumptions, and appropriate levels of contingency and accuracy. The estimator will work with
the engineers to prepare appropriate costs for significant items based upon ongoing or recently bid
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
4
similar work. The cost estimates for each alternative will be used for relative alternative comparison
only. The cost estimates for each of the options will form an Appendix to the study report.
Estimating support will be required to identify appropriate pricing for any necessary right of way
acquisition for temporary or permanent purposes.
Quality Assurance/Quality Control
In keeping with HMMs commitment to Quality HMM deliverables will be peer reviewed by Senior
Personnel for technical accuracy and to ensure compliance with quality HMM’s Integrated Management
Systems.
2.3 Study Approach
Our approach to the delivery of the study upon Notice to Proceed is as follows:
• Meet with City staff to gather existing available information, discuss apparent constraints, and
review initial concepts and preferred solutions.
• Prepare initial draft of alternative concepts with ‘felt pen’ type Exhibits.
• Meet with City staff to agree upon which alternatives are to be developed in study and to what
level they will be developed.
• Prepare concept level exhibits for each alternative and initial cost estimates
• Meet with City Council Rail Committee and City staff to discuss initial findings, concepts, and
gather input.
• Prepare Final Concept Exhibits.
• Meet with City Council Rail Committee and City staff to finalize study and design exhibits.
• Update Concept Exhibits and prepare
• Attend City Council presentation to provide status and gather input
• Compile Concept Exhibits and estimates, prepare Final Feasibility Study with summary text
documenting the process, and forward final deliverables to City.
The Feasibility Study Submittal will include a concept design report summarizing the work of the study,
exhibits, and relative concept cost estimate for each alternative. Deliverables will be provided in native
and pdf electronic formats.
3.0 Deliverables
The following deliverables will be provided in support of the study:
• Monthly progress reports, submitted with invoices
• Draft Concept Exhibits
• Final Concept Exhibits
• Final Feasibility Study Report
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
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The anticipated project duration from Notice to Proceed through delivery of the Final Concept Study and
Exhibits is approximately 4-5 months.
4.0 Fee Proposal
The breakdown of proposed hours by staff, labor rates, overhead rate, proposed fee and estimated
direct costs are included as Appendix A. Costs are based upon 2013 labor rates.
Assumptions related to the fee proposal are as follows:
• Fee proposal is typically based upon an assumed level of participation for each of the identified
disciplines over the expected duration of the study as follows:
• Sufficient data exists or will be provided by the City of Palo Alto for aerial
topography/background information, right of way mapping and utility mapping to prepare
exhibits required for three meetings and concept designs.
• Exhibits for each alternative are estimated as follows:
o One plan exhibit per location comprised of: existing conditions, proposed layout, right of
way boundaries and potential right of way impacts, major utility impacts, and
traffic/pedestrian circulation.
o One profile/section exhibit comprised of: conceptual profile of both rail line and street
crossing, conceptual typical section of both rail line and street crossing with conceptual
retaining wall/structure approach.
o One plan exhibit per location comprised of: conceptual staging and construction
sequencing plan for both rail line and street crossing.
5.0 Contractual Framework
HMM is prepared to undertake the assignment on either a time and materials or lump sum basis at the
discretion of the City. A copy of our standard terms and conditions are included as Appendix B for City
review and use. We are prepared to execute our standard agreement upon receipt of notice of City
Approval of our proposed scope of services and budget.
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
Appendix A - Fee Proposal Breakdown
City of Palo Alto
Rail Analysis Study – Scope of Services & Fee Proposal
Appendix B – HMM Standard Terms and Conditions
Principal-in-
Charge
Project
Manager
Civil/Rail
Engineer Civil Engineer Structural
Engineering
Cost
Estimator QA
300.00$ 255.00$ 165.00$ 120.00$ 120.00$ $200.00 255.00$
1 Project Management 20 20 40
2 3 Meetings 6 6 40 52
3 Concept Study Report 16 20 40 60 60 12 208
4 Concept Design 16 40 120 200 60 12 448
Hours 58 86 160 300 60 60 24 748
Sub-total Labor 17,400.00$ 21,930.00$ 26,400.00$ 36,000.00$ 7,200.00$ 12,000.00$ 6,120.00$ 127,050.00$
Other Direct Costs: Reproduction, travel to meetings etc. 500.00$
Study Total 127,550.00$
Task Totals
Staff Member & Basic Hourly Rate
City of Palo Alto
Rail Analysis Study – Design Fee Proposal