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HomeMy WebLinkAboutStaff Report 7989City of Palo Alto (ID # 7989) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/5/2017 City of Palo Alto Page 1 Summary Title: Contract Extension with Sandis Engineers for Final Design of Churchill Ave Corridor Project Title: Approval of Amendment Number Two to Professional Services Contract Number C14150008 With Sandis Civil Engineers Surveyors Planners for the Preparation of an Environmental Assessment and Final Plans, Specifications and Estimates for the Churchill Avenue Improvement Project to Extend the Contract Term Until June 30, 2018 at no Additional Cost to the City From: City Manager Lead Department: Planning and Community Environment Recommendation: Staff recommends that Council approve Amendment Two to Contract No. C14150008 with Sandis Civil Engineers Surveyors Planners (Amendment 2) to extend the term of the contract for the preparation of an environmental assessment and final plans, specifications and estimates for the Churchill Avenue Improvement Project through June 30, 2018, at no additional cost to the City. Background and Discussion In March 2014, Council awarded a one-year contract to Sandis Civil Engineers Surveyors Planners for design and environmental assessment of the Churchill Avenue Improvement Project (El Camino Real to Castilleja Avenue). The City Council Staff Report for the contract award is available here: http://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?BlobID=39437. Significant work has occurred under this contract since March 2014, and City Council approved the Concept Plan on January 20, 2015. The City Council Staff Report for the concept plan adoption is available here: http://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?BlobID=45463. In January 2015, Amendment One was executed, which extended the term of the contract until December 2015 City of Palo Alto Page 2 at no cost to the city. Due to challenges around right-of-way and/or easement acquisition, preparation of the final plans, specifications and estimates, as well as the environmental assessment, have been on hold since December 2015. During this period, staff has been negotiating an easement with the Palo Alto Unified School District. The current contract expired on December 30, 2015 and will need to be extended to June 30, 2018 in order to complete the environmental assessment and final plans, specifications and estimates for the Churchill Avenue Improvement Project. Policy Implications The approval of Amendment Two, extending the term of the contract through June 2018 is consistent with existing City policies, including the Council approved Bicycle + Pedestrian Transportation Plan goals and objectives. Resource Impact This is an extension of time only. No tasks are added to this contract. There are sufficient resources in CIPs PL-04010 and PL-14000 to fund this contract. There is no additional resource impact by extending the term of the contract through Amendment Two at no additional cost to the City. Timeline Staff anticipates that preparation of an environmental assessment and final plans, specifications and estimates for the Churchill Avenue Improvement Project will take approximately six months to complete. After the preparation of construction documents, Staff will release an Invitation for Bids (IFB) to solicit construction bids in late 2017. Construction is currently anticipated to begin in 2018. Environmental Review Approval of Amendment Two itself does not require review under the California Environmental Quality Act (CEQA) because it does not meet the definition of a “project” pursuant to California Public Resources Code Section 21065. The contract contemplates environmental review of those projects requiring review under CEQA. Attachments: Attachment A: C14150008 Contract Amendment No. 2 (PDF) Conflict of Interest Map - Churchill Ave Corridor Project (PDF) 1 of 1 Revision April 28, 2014 AMENDMENT NO. 2 TO CONTRACT NO. C14150008 BETWEEN THE CITY OF PALO ALTO AND SANDIS CIVIL ENGINEERS SURVEYORS PLANNERS This Amendment No. 2 to Contract No. C14150008 (“Contract”) is entered into June 5, 2017, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SANDIS CIVIL ENGINEERS SURVEYORS PLANNERS, a California corporation, located at 636 9th Street, Oakland, California, 94607, Telephone Number (510) 590- 3421 ("CONSULTANT"). R E C I T A L S A. The Contract was entered into between the parties for the provision of improvements for the Churchill Avenue Corridor, located in Palo Alto, California. B. CITY intends to extend the contract term C. The parties wish to amend the Contract. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION 1. Section 2 of Contract C14150008 is hereby amended to read as follows: “SECTION 2. TERM. The term of this Agreement shall be from the date of February 3, 2014 through June 30, 2018 unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 2. Except as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall 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. CITY OF PALO ALTO SANDIS CIVIL ENGINEERS SURVEYORS PLANNERS Approve as to Form DocuSign Envelope ID: C7E2DE24-456D-4D3C-AB4F-634BD6A06776 Jeffrey M. Setera Vice President Certificate Of Completion Envelope Id: C7E2DE24456D4D3CAB4F634BD6A06776 Status: Completed Subject: Please DocuSign: C14150008 Amendment No 2.pdf Source Envelope: Document Pages: 1 Signatures: 1 Envelope Originator: Supplemental Document Pages: 0 Initials: 0 Christopher Anastole Certificate Pages: 5 AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) Payments: 0 250 Hamilton Ave Palo Alto , CA 94301 chris.anastole@cityofpaloalto.org IP Address: 12.220.157.20 Record Tracking Status: Original 5/11/2017 3:18:29 PM Holder: Christopher Anastole chris.anastole@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Jeffrey M. Setera jsetera@sandis.net Vice President Security Level: Email, Account Authentication (None)Using IP Address: 173.13.182.237 Sent: 5/11/2017 3:22:32 PM Resent: 5/12/2017 10:49:28 AM Resent: 5/17/2017 8:27:08 AM Viewed: 5/17/2017 12:13:56 PM Signed: 5/17/2017 12:14:35 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Robin Ellner robin.ellner@cityofpaloalto.org Admin Associate III City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 5/17/2017 12:14:37 PM Electronic Record and Signature Disclosure: Accepted: 2/11/2015 9:51:24 AM ID: efb775a7-f39e-4c9f-817a-5ec939666ecf Sherry Nikzat Sherry.Nikzat@CityofPaloAlto.org Sr. Management Analyst City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 5/17/2017 12:14:38 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/17/2017 12:14:38 PM Certified Delivered Security Checked 5/17/2017 12:14:38 PM Signing Complete Security Checked 5/17/2017 12:14:38 PM Completed Security Checked 5/17/2017 12:14:38 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure CONSUMER DISCLOSURE From time to time, City of Palo Alto (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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