HomeMy WebLinkAbout1996-02-20 City Council~Ci~ of Palo Alto
Manager’ Report
8
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING
AGENDA DATE: February 20, 1996 CMR:146:96
SUBJECT:Embarcadero Pedestrian/Bike Bridge and Bike Path Project --
Deletion of a Portion of the Project and Amendment to the
Consultant Agreement for Design and Construction Services.
REQUEST
The Embarcadero Pedestrial~ike Bridge and Bike Path Project has now reached the
stage where it is necessary to complete the final design mad bid documents mad proceed
to construction. The purpose of this staff report is (a) to request Council approval to delete
a portion of the proposed bike path, and (b) to request Council authorization to amend an
existing consultant agreement for related design services mad additional construction
services.
RECOMMENDATION
Staff recommends that Council:
Approve the deletion of a portion of the proposed bike path, from a point just north
of Encina Avenue to the southerly end of the Joint Powers Board (JPB) parking lot,
as shown in Attaclunent 1 (estimated to save $100,000 in construction costs);
Approve an amendment to the consultant agreement with HMH, Inc. to include (a)
additional design services ($13,649), (b) bridge inspection services during
construction ($33,321), and (c) teclmical support services during construction
($7,173), for a total alnount of $54,143; mad
o Authorize the City Manager, or her designated representative, to negotiate and
execute one or more change orders to the consultant agreement with HMH, Inc.,
for an additional amount not to exceed $8,100.
CMR:146:96 Page 1 of 7
Approval of the staff recommendation will (a) expand the scope of the consultant
agreement with HMH, Inc. and increase their contract from $106,260 to $160,403; (b)
increase authorization for change orders from $15,000 to $23,100; and (c) reduce the
construction cost for the project by approximately $100,000, based upon the current
engineer’s estimate. No additional funding is being requested. Based upon current
information, a net savings of $37,757 should occur. This is subject however to preparation
of a final engineer’s estimate.
POLICY IMPLICATION
Approval of this action does not represem may change to existing policies. Construction
of the bike path is consistent with existing Comprehensive Plan Transportation Policy 12:
Promote bicycle usage.
EXEC! JTIVE SUMMARY
Background
Palo Alto is proceeding with the developlnent of a project to construct a bike path along
the west side of the CalTrain tracks, from Churchill Avenue to the southerly end of the
JPB parking lot, as proposed in the Palo Alto Bikeways Master Plan. This is an approved
Capital Improvement Project (#19310).
In February 1993, a feasibility study to determine potential alignment(s) for the path was
completed. This study concluded that (a) a bike path through this area was feasible, but
would be complex because it would involve the interests of several entities (JPB, Stanford
University, Palo Alto Unified School District (PAUSD), MCI, Sprint and Wiltel); and (b)
it would be more costly than orighaally anticipated.
Since that time, work has proceeded though the various stages of design, and the
necessary agreements have been negotiated and executed with all of the affected entities.
The scope of the project, which is now in the final stage of design, has evolved and
changed, as a result of review comments by the Architectural Review Board, Palo Alto
Bicycle Advisory Committee, PAUSD, the JPB, MCI, Sprhat and Wiltel, as well as the
current status of the PAMF relocation project.
Proposal to. Delete a Segnnent .of the Path
From its inception, the concept of this pedestrian/bike path was to locate it on the
JPB/CalTrain right-of-way, matil such time that adjacent properties are redeveloped or
other opportunities arise which would allow the path to be relocated off the JPB/CalTrain
right-of-way.
CMR:146:96 Page 2 of 7
When the design work for the pedestrian/bike path began in July 1993, there was no
understanding or assurance that PAMF.would relocate to the Urban Lane site, let alone
¯ when that might occur. Therefore, the working assumption was that something might
occur on that site at some uncertain time in the future, mad if mad when it did, the City
would try to have that portion of the path relocated from the JPB right-of-way onto the
new development site, but in the meantime the path would be constructed on the JPB
right-of-way.
As time passed, information unfolded incrementally. The first information we received
was that PAMF had assembled options on the necessary land, then that soil testing and
other conditions did not preclude the purchase of the land, then that PAMF was in fact
proceeding with the development of a project design, wl~ch eventually made its way to
the City for design review, mad enviromnental analysis leading to project approval.
Given recent Council approval of the Palo Alto Medical Foundation (PAMF) project, as
well as the fact that PAMF has already incorporated the pedestrian/bike path into their site
design at the rear of their property (also included as a condition of project approval), it
now appears likely that PAMF will proceed with their project, and the segment of the path
from Encina to the JPB par’king lot will be built by PAMF on their property.
Given this current level of understanding regarding the fact that the PAMF project will be
built, coupled with a clearer understanding as to when it will-be built relative to when the
City project will be built, staff does not believe that it is in the public interest to now first
construct this portion of the proposed path on the JPB/CalTrain right-of-way as part of the
City’s project, only to have it removed shortly thereafter and replaced by the path that
PAMF will construct on their property.
For this reason, and also to control the overall cost of the project, staffrecormnends that
the portion of the path between Encina Avenue mad the JPB parking lot, as shown in
Attachment 1, be deleted from the City’s project. If Council concurs, the City’s project,
which will start construction this summer, will build the path from Churchill to Encina,
including a bridge over Embarcadero Road. The path will end temporarily at Encina, and
users will need to divert to Encina and E1 Camino Real. This condition may exist for two
to three years, until such time that the P~ project construction has progressed to a
point where the portion of the path that they are to construct (Encina to JPB parking lot)
is available for use.
Deletion of this portion¯ of the project is estimated to save approximately $100,000 in
construction costs. However, there are design related changes and modifications,
CMR: 146:96 Page 3 of 7
necessitated by the deletion of this segment of the path, that need to be incorporated into
the final plans and specifications. These changes will require an additional sum of
approximately $13,649, for a net savings of approximately $86,000 attributable to the
deletion of this segment of the path.
This $13,649 is one part of the $54,143 amendment to the HMH, Inc. contract. The other
two portions relate to the construction phase of the project, and not to the issue of whether
or not the subject portion of the path is deleted from the City’s project.
Constructio~ Phase Consultant Services
The major elements of the proposed project include a pedestrian!bike path, lighting,
fencing, and a pre-stressed concrete girder bridge. Installation of lighting and all related
work will be inspected by one of the City’s Electric Utility inspectors. Construction of the
bike path and the fencing will be inspected by one of the City’s Public Works Department
inspectors. The Public Works Department, however, does not have the resources or
expertise to inspect the bridge construction. Furthermore, while they do have the
expertise to provide the construction management services for the project as a whole, they
do not have the staff resources available to do so, due to other existing high priority
projects.
Therefore, staff intends to proceed in the following maturer. Trmlsportation Division staff
will provide the construction management services, supplemented by additional consultant
services for (1) bridge inspection ($33,321) and (2) teclmical support during construction
($7,173). The bridge inspection services are needed to provide a level of expertise the
City does not have. The additional teclufical support dtwing construction is needed to
supplement the Transportation Division staff’s limited experience in consWaction
management. Both of these needs are directly related to the construction phase of the
project, not the issue of whether a portion of the path is deleted from the City’s project.
Contract ~endment
In October 1993, Cotmcil approved an agreement with HM, hac. (CMR:522:93) to
provide design engineering services and limited construction phase services in an amount
of $106,260, and authorized $15,000 for change orders. In order to proceed with this
project in the manner now proposed, it is necessary to amend the existing contract to
address the issues of (a) deleting a segnnent of the path, (b) the addition of bridge
inspection and (c) the addition of technical services during construction. The scope of
services for the contract amendment fi~cludes the following three elements:
CMR: 146:96 Page 4 of 7
Modify plans and specifications to delete bike path, lighting, fencing and related
features for segment of path from the JPB parking lot to Encina, and address JPB
comments and concerns.
o Provide technical inspection of bridge fabrication and construction which includes
reviewing and verifying surveyors layout, pile layout, and grades, mad inspecting
forms, shoring, piling, concrete pouring, structure excavation and backfill, railing
installation, deck pouring mad sealhag, girder fabrication and placement, etc.
o Provide teclmical support to staff, which includes attending weekly construction
meetings, reviewing shop drawings, responding to contractor requests for fiarther
information, change orders, and payments, resolving questions of a teclmical
nature, and discrepancies between the plans and actual field conditions.
Project Budget
The total funds currently available for this project are $716,770, of which $121,260 was
budgeted for design and $595,510 for construction. Project ftmding is from State TDA
funds ($195,510), State TSM ftmds ($46,000), Federal CMAQ funds ($320,000), Holiday
Inn mitigation fees ($37,000), and the .City’s Street Improvement Fm~d ($118,260). The
engineer’s estimate for construction of the project and related costs, as currently designed,
is $632,000, which reflects a current shortfall of $36,490.
The changes currently recommended have the following cost consequences:
Additional design services for deletion
of path segment $ 13,649 increase
2.Addition of bridge inspection services $ 33,321 increase
o Additional techi~ical services
during construction $7,173 increase
4.Additional change order authority $8,100 increase
o Reduced construction costs
due to path segment deletion $100,000 decrease
Net difference $ 37,757 savings
CMR:146:96 Page 5 of 7
Included above is a staff request for an additional stun of $8,100 (approximately I5
percent) for change orders related to the consultant agreement with HMH, Inc.,due to
possible complications with shoring the existing bridge, construction of the new bridge,
and the presence of fiber optic cables, etc., which may require additional teclmical support
during construction.
In October 1993, Council authorized $15,000 for change orders. Staff has utilized the
full amount of the $15,000 change order authority for items that were not a part of the
original Scope of Work, such as a comprehensive tree inventory, retention of an architect
for the process of selecting a suitable bridge design~ (required by the ARB), additional
meetings with the JPB, PAUSD, and communication companies, and preparation of more
plan detail and cross sections required by the three communication compm~es.
By incorporating these changes, there are sufficient funds available to complete the
project, based upon the current engineer’s estfinate for construction.
Alternatives
The project could proceed as currently designed, which would include constructing the
portion of the path proposed for deletion. Inclusion of this segjnent of the path (a) would
require additional funds for the construction of this project, (b) would result in a path that
was in service for only a lhnited time, (c) would likely complicate the construction of the
PAMF project, and (d) would incur additional costs to remove.
Concerning the additional consultant services, the Cit3~ does not have the expertise needed
for bridge inspection m~d, therefore, must contract for these services. These services
would be required in any event. Regarding additional teclmical services during
construction to supplement Transportation Division staff capabilities, an alternative is to
contract with a finn that provides construction management services. The cost to do so
would be in the range of $60,000.
FISCAL IMPACT
No additional funds are required or requested for this Council action.
ENVIRONMENTAL ASSESSMENT
An Environmental Assessment (94-EIA- 16) was approved by the Council in its meeting
of August 1, 1994.
CMR: !46:96 Page 6 of 7
ATTACHMENTS
1. Map of portion of bike path proposed for deletion.
2. Amendment to HMH, Inc. Agreement
Prepared By: Ashok Aggarwal, City Traffic Enghleer
Department Head Review:
City Manager Approval:
KENNETH R. SCHREIBER
Director of Planning
and Colmnmlity
FLEMING
Manager
CC[Robert Wu, Caltrans
David Jury, Palo Alto Medical Foundation
Steve Sherman, HMH, Inc.
CMR: 146:96 Page 7 of 7
ATTACHMENT1
Station
1 +00
SECTION TO BE DELETED
FROM PROPOSED PROJECT~
Station
10+50
__Proposed Bike Path
Extension Project
Station
48+38.07~
Not to Scale
City of Palo Alto
Transportation Division
Embarcadero Bike Path
Extension Project
ATTACHM NT~
AMENDMENT NO. ONE TO CONTRACT NO. C4044185
BETWEEN THE CITY OF PALO ALTO AND
HM~, INCORPORATED
This Amendment No.One to Contract No. C4044185
("Contract") is entered into , by and between the
CITY OF PALO ALTO, a chartered city and a municipa! corporation of
the State of California ("CITY"), and HMH, Incorporated, a
California corporation, located at 1570 Oakland Road, Suite 200,
San Jose, CA 95161-1510 ("CONSULTANT,,).
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of professiona! consultant services for
the design of a bike path from Churchill Avenue to the southern end
of the Joint Powers Board parking lot and a pedestrian/bike bridge
over Embarcadero Road; and
WHEREAS, the parties wish to amend the Contract;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
follows:
SECTION i.Section 6.1.2 is hereby amended to read as
"In consideration for the full performance of the
Consultant’s additional services as described in revised
Exhibit "C" (Attachment-l), CITY agrees to pay CONSULTANT
a fee not to exceed fifty-four thousand one hundred
forty-three dollars ($54,143)."
follows:
SECTION 2.Section 6.2.2 is hereby amended to read as
"Payments for Additional Services as described in
Revised Exhibit ~’C" (Attachment I), shall be made in
progress payments in proportion to services performed per
new payment schedule in Attachment 2.
SECTION 3. The following exhibits to the Contract are
hereby amended to read as set forth in the attachment 3 and 1 to
this Amendment, which are incorporated in full by this reference:
a. "Revised Time Schedule", a part of Exhibit A to
incorporate schedule for completion of final plans and
specifications and construction phase services.
b. Revised Exhibit "C" to incorporate the additional
services to (i) modify plans and specifications to delete a portion
of the project, (2) provide inspection services during construction
960213 syn 0070914
1
of the bridge, and (3) additional construction phase services to
what is already included in Consultant’s basic services (Section
4.1) .
SECTION 4. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shal! remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Mayor
By:
Its : ........ {
Taxpayer
City Manager
Director of Planning and
Co~unity Environment
Director of Admin. Services
Risk Manager
Attachments:
ATTACHMENT 1 - EXHIBIT C, ADDITIONAL AND REIMBURSABLE SERVICES
ATTACHMENT 2 - EXHIBIT BI, RATE SCHEDULE AND PAYMENT SCHEDULE
ATTACHMENT 3 EXHIBIT A, REVISED SCHEDULE FOR DESIGN AND
CONSTRUCTION
960213 s~ 0070914
CERTIFICATE OF ACKIqOWLEDGM~NT
(Civil Code § 1189)
STATE OF
COUNTY OF
CALl FORNIA
SANTA CLARA
)
)
)
On February 13, 1996 , before me, the undersigned, a
notary public in and for said County, personally appearedWilliam O. Wagner
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person(s) whose name(~) is/~me
subscribed to the within instrument, and acknowledged to me that
he/s~e=/~e~ executed the same in his~he~-~e~ authorized
capacity({~m), and that by his~he~hei~- signature(s) on the
instrument the person(s), or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
I~llllllllllllllllllilllilllllillll|lllllillilll~llllllill~
~
@
NANCY J. WRIGHT
~COMM. ~ 996348
2 NOTARY PUBLIC -- CALIFORNIA
’=’COUNTY OF SANTA CLARA:=Comm. Exp. Oct. 22, 1997
960213 syn 0070914
EXHIBIT C
ATTACHMENT 1
ADDITIONAL AND REIMBURSABLE SERVICES
Additional Services:
Task 1.Modify final PS&E to delete Bike Path, lighting, and fencing from J-PB lot to
approximately station 10+50. Refer to Exhibit A, Section I .- H. "Final Plans,
Specifications, and Estimate."
Task 2.Modify construction services portion of existing agreement to include weekly job-
site meetings and additional observation of construction progress (not including
full-time inspection or contract administration duties). Attendance at the pre-
construction meeting and semi-monthly site visits are included in Exhibit A,
Section I. -- I. "Construction Phase Services."
Task 3.Retain Danwest Engineering to provide technical inspection* of bridge fabrication
and construction. Such services shall include: reviewing and verifying surveyor’s
layout, pile layout and grades, and inspecting forms, shoring, piling, concrete
pouting, structure excavation and backfill, railing installation, deck pouting and
sealing, girder fabrication and placement, etc. Danwest will also assist the City in
contract administration with respect to bridge construction.
Reimbursable Services:
Provide up to One Hundred Fifty (150) sets of bid documents. (Cost
Approximately $25.00/set)
*The following items are not included as part of inspection services:
a.survey work
b.lab testing/inspection costs; provision of testing equipment; off-site inspections
(except girder construction)
c.drafting or photocopy costs
d.additions, deletions or changes to contract work
HMH, Inc.Civil Engineers’Planners’Surveyors
ATTACHMENT 2EXHIBIT B,1
RATE SCHEDULE AND PAYMENT SCHEDULE
ADDITIONAL ENGINEERING SERVICES FOR THE EMBARCADERO ROAD
PEDESTRIAN/BICYCLE BRIDGE AND BIKE PATH EXTENSION PROJECT
FROM CHURCHILL AVENUE TO UNIVERSITY AVENUE
CITY OF PALO ALTO
Personnel
............. Cateaori~s1. Pro,iect Director
2. Proiect Coordinator
4:Azs°ci.ate Planner
15.Assistant En~neer
6.,,Technician & ,Drafter
7.Clerical
8.Field Survev0m (3-~MFC’I ....
9,Direct Costs
Subconsultanta Subtotal
Su.b, consultants w/, Mark-U.c(15%)
T~tal Manheurs & Costs
", Hourly
, Rates
i " $136.00l s m~_.oo
$89.00
$74.00
$66.00
$38.00
$210.001
Modify PS&E to delete Additional Comtruction
bike path west of Encina Ave ,,, Phase Services
21 $27{’ !21 $272
5o Sz,4So I 301 $2.670s~,,,i ol
o sO I o so
0 $0I 0 $0
16 S608 I 0 S0oo$o
~151 ~10,76a.!72!$7,172
3.~I sz,_~og!o!$o
148!~13.649 !72! $7.172
Danwest Engineering:
Field En~r. fo,[,,Brid~e
Costo so
o So
o
o
o
ol so
$o
s°l 1871
3521 $33,321 [
35~,! ,,~3,32,,} [ 572!
Grand Total
M~-"sI Cost
4 ’
87 58,874
80 SZI20
0 $0
" 0 $0
16 $608
0 $0
$790
"$17,936
s31.48,~,,
$36.207
Subconsuttant’s Fee Breakdown
Sub.consultants
1. Advanced En~ineerin~Desi~n
l a. Structural Enuineer Man~er
:lb. Bridge E ,,r~e~r
!1c. C.-~D Dra£ter ......
t d Direct Costs
2. MTH Engineem, Inc.
2a.Supervising En~.’neer
2b.,Electrical En,mneer
2c.,glectrical Desirer
2d.Direct Costs
Subtotal
3. Danwest Engineering
3a. Principal En~eer
3b. Principal Engineer (overtkne)
3h. ,D,irect 9ost (Construction Vehicle)
3i. Direct Cost (’Per Diem)
Subtotal
ssioo
,S85,00 ......
$65.00
$55.00
$75.O0
$90.00
4
ol
$864 !
$390 {
SI I0 !
S 1.364 ,
53 ’-K) [
S585 I
S220 !
SI,145 !
so !
SO
S0 I 0
$0 0
SO
so I
SO
0{so I ......ol
~’0I 320
SO I 32’Isol
so
so s
SO 6 $390
2 SI!0
SO
$0 !6 ....$1.364
SO 4 $340
SO 9 $585
SO 4 $220
SO
$0 17 S1.145
$24.000 320 $24.000
.,.$2.880 321 $2.880
....$1.680 S1.680.00
..... $415 $415.00
S28.975 352]$28.975
G Ahmhadmn~admnproj~223400~2234exhr.wb2
ATTACHMENT 3
A~ACHMENT TO EXHIBIT A
REVISED SCHEDULE FOR DESIGN AND CONSTRUCTION
PS&E Modification Workshop (Consultant Team & City Staff)
Progress PS&E for Transportation Division Review
Submit "Bid Ready" PS&E
Advertise for Bids
Bid Opening
Council Approval & Award
Pre-Construction Meeting
Contractor’s Notice to Proceed
First Stanford Home Football Game
(Bridge approaches must be open to Caltrain Passengers)
Shrine East-West Game
(Bridge construction may resume)
Projected Construction Completion
(Based on 200 working days in contract)
February 27, 1996
March 19, 1996
March 29, 1996
April 16, 1996
May 15, 1996
June 10, 1996
June 20, 1996
July 8, 1996
September 7, 1996
January 11, 1997
May 1, 1997