HomeMy WebLinkAboutStaff Report 8659
City of Palo Alto (ID # 8659)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/11/2017
City of Palo Alto Page 1
Summary Title: Approval of Highway 101 Bike Bridge Design Contract
Amendment No. 1
Title: Approval of Amendment No. 1 to Contract No. C16162262 with Biggs
Cardosa Associates, Inc. Increasing Compensation in an Amount Not-to-
Exceed $476,893 to Provide Final Design and Right of Way Services for the
Highway 101 Pedestrian/Bicycle Overpass Project (PE-11011)
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute Contract Amendment No. 1 to Contract No. C16162262 with
Biggs Cardosa Associates, Inc. (Attachment A), to increase compensation by a not-
to-exceed amount of $476,893 to provide Phase 2 design services including final
design and right of way services for the Highway 101 Pedestrian and Bicycle
Overpass Project (CIP PE-11011), and to add Phase 2 design services to the scope
of services. This amount includes $433,539 for basic services and $43,354 for
additional services under Phase 2. The revised contract amount (sum of Phase 1
and Phase 2 design services) is not to exceed $1,951,190 including $1,773,809 for
basic services and $177,381 for additional services.
Background
The Highway 101 Pedestrian and Bicycle Overpass Project (Project) includes
construction of a new year-round, grade-separated, shared bicycle and pedestrian
crossing over Highway 101. The Adobe Creek Reach Trail is also included in the
project.
On May 23, 2016, Council approved a Design Contract with Biggs Cardosa
Associates, Inc. (BCA) to provide Phase 1 design and engineering services for the
City of Palo Alto Page 2
project, which includes design development up to 65% design (Staff Report ID#
6578). In November 2016, Council reviewed the 15% design concepts and
directed staff to proceed with a 12 feet wide Bowstring steel truss design with
concrete approaches (Staff Report ID# 7209). The approved Contract
contemplated the possible addition of Phase 2 and/or Phase 3 services, which
were described in both the Contract and the Request for Proposals, if approved
later by Council.
Staff has since completed the preliminary design and environmental assessment,
and obtained the Site and Design/project approvals from the Planning and
Transportation Commission, the Architectural Review Board, and the Parks and
Recreation Commission. On November 27, 2017, Council adopted the Mitigated
Negative Declaration and the Mitigation Monitoring and Reporting Plan, as well as
approved the Site and Design application and the Park Improvement Ordinance
(Staff Report ID# 8260).
Discussion
The Contract’s scope of services consists of three possible phases. The original
Contract authorized only Phase 1 services, which will be complete in January
2018. This Contract Amendment to authorize Phase 2 services is essential for BCA
to continue design development and provide right of way services. Subject to
Council’s further review and consideration upon completion of the 90% design
under Phase 2, the Contract may be amended to include Phase 3 services.
1. Phase 1 – Design Development, Caltrans Project Approval and Environmental
Document (Currently authorized in Contract)
a) Preliminary design and environmental assessments (15% and 35% designs)
b) Caltrans approval document (Permit Evaluation and Engineering Report)
c) Site and Design Review, City/Caltrans environmental assessments approval
d) 65% design Plans, Specifications, and Estimates (PS&E)
2. Phase 2 – Final Design and PS&E (proposed Contract Amendment No. 1)
a) 90% and 100% Design and PS&E, construction bid documents
b) Right of Way services and permitting
c) Adobe Creek Reach Trail Pavement and East Meadow Drive Improvements
3. Phase 3 – Bidding and Construction Support (Potential future contract
amendment)
City of Palo Alto Page 3
a) Bid phase services
b) Construction administration services
Resource Impact
Funding:
Funding for this project is included in Capital Improvement Program (CIP) project
(PE-11011) - Highway 101 Pedestrian/Bicycle Overpass Project. The current
project funding is as follows:
Funding Source Funding Amount
Santa Clara County Recreation Fund $4.0 million
One Bay Area Grant (OBAG) Cycle 2* $4.35 million
General Capital Improvement Fund $6.86 million
Google Contribution $1.0 million
Total: $16.21 million
*Approval of the OBAG Cycle 2 funds is anticipated in March 2018.
These figures include approximately $2.4 million in funding for staff salaries and
benefits. Staff is evaluating the project cost and the other eight projects included
in the 2014 Council Infrastructure Plan. A Council update on costs and the
strategies for providing the necessary funding to complete the Infrastructure Plan
is planned for January 2018. Additionally, per Council direction on November 27,
2017, staff will pursue other potential funding sources and explore sponsorship
opportunities for the project.
Design Budget:
BCA’s Contract amount encumbered to date and the proposed Contract
Amendment No. 1 amount are summarized below.
Biggs Cardosa Associates Contract Amount
Original Contract Basic Services – Phase 1 $1,340,270
Original Contract Additional Services (10%) – Phase 1 $134,027
Total Original Contract – Phase 1 $1,474,297
Contract Amendment 1 Basic Services – Phase 2 $433,539
Contract Amendment 1 Additional Services (10%) –
Phase 2
$43,354
City of Palo Alto Page 4
Total Contract Amendment 1 – Phase 2 $476,893
Total Contract Value to Date (Phase 1 and Phase 2) $1,951,190
The estimated budget for Phase 3 services (bidding and construction
administration support) is $316,322 including a 10% additional services budget.
The total design and construction support fee for all three phases would be
$2,267,511 including a 10% additional services budget, based on current
estimates.
Policy Implications
The project is consistent with Comprehensive Plan goals, policies and programs,
including the following.
Policy T-1.1 Take a comprehensive approach to reducing single-occupant
vehicle trips by involving those who live, work and shop in Palo
Alto in developing strategies that make it easier and more
convenient not to drive.
Policy T-1.19 Provide facilities that encourage and support bicycling and
walking
Policy T-3.2 Enhance connections to, from and between parks, community
centers, recreation facilities, libraries and schools for all users
Goal T-7 Provide mobility options that allow people who are transit
dependent to reach their destinations.
Timeline
The project remains on schedule. Key milestones and their completion
timeframes are below.
1. Phase 1:
a) 15% and 35% designs, Site and Design, California Environmental Quality Act
(CEQA) - Complete
b) National Environmental Policy Act (NEPA) – Winter 2017
c) 65% Design – Winter 2017
2. Phase 2:
a) Phase 2 Services Design Contract Amendment No.1 – December 2017
City of Palo Alto Page 5
b) Right of way certification, Adobe Creek Reach Trail Pavement, East Meadow
Drive Improvements, 90%-100% design and construction bid documents,
and Caltrans approval/permits – Fall 2018
c) Issue Construction Management Request for Proposals – Spring 2018
d) OBAG Cycle 2 access to funding – October, 2018
3. Phase 3:
a) Construction begins- early 2019
b) Construction complete– early Spring 2020
Environmental Review
Pursuant to CEQA, an Initial Study and Mitigated Negative Declaration (IS/MND)
was prepared and circulated for public review in September-October 2017, and
adopted by Council Resolution on November 27, 2017. The MND concludes that,
with mitigation incorporated, the project will have no significant environmental
impacts. Because the project may involve federal funding, the project has also
been evaluated under the National Environmental Policy Act (NEPA). The City
anticipates that a Categorical Exclusion under NEPA will apply and be complete in
December 2017.
Attachments:
Attachment A: Amendment No. 1 to Contract No. C16162262
1 Revision July 20, 2016
AMENDMENT NO. 1 TO CONTRACT NO. C16162262
BETWEEN THE CITY OF PALO ALTO AND
BIGGS CARDOSA ASSOCIATES, INC.
This Amendment No. 1 to Contract No. C16162262 (“Contract” or “Agreement”) is
entered into December 11, 2017 (Amendment Effective Date), by and between the CITY OF
PALO ALTO, a California chartered municipal corporation (“CITY”), and BIGGS CARDOSA
ASSOCIATES, INC., a California corporation, located at 865 The Alameda, San Jose, CA 95126
(“CONSULTANT”). City and Consultant are referred to herein collectively as the “Parties”.
R E C I T A L S
A. The Contract was entered into on May 23, 2016 between the Parties for the provision of
Phase 1 design services for the Highway 101 Pedestrian and Bicycle Overpass Project,
including environmental assessment and coordination, and engineering, landscape and
architectural design development to up to 65% design. At the time of award of the
Contract, it was contemplated that, if later approved by the City Council, the Contract
would be amended to include Phase 2 and/or Phase 3 services, which were described in
both the Request for Proposals and the Contract. Phase 2 design services includes
development of final design, plans, specifications and estimates (PS&E) and provision of
right of way permitting, acquisition and engineering services for the project, as well as
to provide preliminary and final design services for the Adobe Creek Reach Trail and East
Meadow Drive Improvements.
B. Section 25.4 of the Contract authorizes the Parties to modify the Contract by written
amendment.
C. The Parties now desire to amend the Contract to add the Phase 2 services to complete
final design and PS&E for this Project to the scope of services and to increase the
compensation by Four Hundred Seventy-Six Thousand Eight Hundred Ninety-Three
Dollars ($476,893), from One Million Four Hundred Seventy-Four Thousand Two
Hundred Ninety-Seven Dollars ($1,474,297.00) to One Million Nine Hundred Fifty-One
Thousand One Hundred Ninety Dollars ($1,951,190.00).
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Section 1, “SCOPE OF SERVICES”, of the Contract is hereby amended to read
as follows:
“CONSULTANT shall perform the Services described at Exhibit “A” and
Exhibit “A-1” in accordance with the terms and conditions contained in
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
2 Revision July 20, 2016
this Agreement. The performance of all Services shall be to the
reasonable satisfaction of CITY.”
SECTION 2. Section 2. “TERM”
“The term of this Agreement shall be from the date of its full execution
through completion of the services in accordance with the Schedule of
Performance attached at Exhibit “B”, but in no event later than
December 31, 2020 unless terminated earlier pursuant to Section 19 of
this Agreement.”
SECTION 3. Section 4, “NOT TO EXCEED COMPENSATION”, of the Contract is hereby
amended to read as follows:
“The compensation to be paid to CONSULTANT for performance of the
Services described in Exhibit “A” (“Basic Services”) and Exhibit “A-1”
(Amendment No. 1), and reimbursable expenses, shall not exceed One
Million Seven Hundred Seventy-Three Thousand Eight Hundred Nine
Dollars ($1,773,809.00). CONSULTANT agrees to complete all Basic
Services and the Services in Exhibit A-1, including reimbursable expenses,
within this amount. In the event Additional Services are authorized, the
total compensation for Basic Services, Exhibit A-1 Services, Additional
Services and reimbursable expenses shall not exceed One Million Nine
Hundred Fifty-One Thousand One Hundred Ninety Dollars
($1,951,190.00). The applicable rates and schedule of payment are set
out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is
attached to and made a part of this Agreement. Any work performed or
expenses incurred for which payment would result in a total exceeding
the maximum amount of compensation set forth herein shall be at no
cost to the CITY.
“Additional Services, if any, shall be authorized in accordance with and subject to
the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation
for Additional Services performed without the prior written authorization of
CITY. Additional Services shall mean any work that is determined by CITY to be
necessary for the proper completion of the Project, but which is not included
within the Scope of Services described at Exhibit “A” and Exhibit “A-1”.”
SECTION 4. The following exhibits to the Contract are hereby amended or added to
read as set forth in the attachments to this Amendment, which are incorporated in full by this
reference:
a. Exhibit “A-1” entitled “SCOPE OF SERVICES, AMENDMENT No. 1” - Added
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
3 Revision July 20, 2016
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT No. 1”
– Amended. Exhibit “B” is amended and replaced in its entirety by “First Amended Exhibit ‘B’,
Schedule of Performance, Amendment No. 1” attached hereto and incorporated herein. All
references to Exhibit “B” in the Contract shall be replaced with and refer to First Amended
Exhibit “B”.
c. Exhibit “C” entitled “COMPENSATION, AMENDMENT No. 1 - Amended.
Exhibit “C” is amended and replaced in its entirety by “First Amended Exhibit ‘C’,
Compensation, Amendment No. 1” attached hereto and incorporated herein. All references to
Exhibit “C” in the Contract shall be replaced with and refer to First Amended Exhibit “C”.
SECTION 5. 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 hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
BIGGS CARDOSA ASSOCIATES, INC.
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC)
By:
Name:
Title:
Attachments:
EXHIBIT "A-1": SCOPE OF SERVICES, AMENDMENT NO. 1
FIRST AMENDED EXHIBIT "B”: SCHEDULE OF PERFORMANCE
FIRST AMENDED EXHIBIT “C”: COMPENSATION, AMENDMENT NO. 1
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
Roy Schnabel
Principal
Roy Schnabel
Principal
4 Revision July 20, 2016
EXHIBIT “A-1”
SCOPE OF SERVICES
AMENDMENT NO.1
PHASE 2 - SCOPE OF SERVICES
PHASE 2 – FINAL DESIGN AND PS&E
The Consultant shall complete the 90% and 100% PS&E design for the project. The goal of this
phase shall be to strive to limit construction cost within Caltrans’ R/W to $3 million or less to
preserve the opportunity to gain approval of the project through the PEER process.
• All plans shall include City’s standard border and shall follow Caltrans format.
• The Consultant is fully responsible for the accuracy and completeness of the plans and
related PS&E. City reviews shall not transfer the responsibility for the accuracy,
completeness, or details with which such designs are depicted on the plans.
• The title sheet for the specifications and each sheet of the plans shall bear the
professional seal, certificate number, registration and classification, expiration date, and
signature of the professional engineer responsible for its preparation.
Phase 2 services also include engineering and design services for pavement of the Adobe Creek
Reach Trail and improvements at East Meadow Drive as described in this scope of services.
Task 4 – Phase 2 Project Management and Coordination
4.1 Phase 2 Project Management
The Consultant shall provide project management and administration services including
monitoring subconsultants’ activities, coordinating with the City and subconsultants,
implementing quality control and quality assurance procedures, submitting monthly invoices
and progress reports, preparing and maintaining project schedule, and developing a work plan
to ensure the project remains within budget and on schedule.
4.2 Phase 2 Project Meetings
The Consultant shall attend up to six (6) in-person Project Development Team meetings with
Caltrans, and up to 14 progress and coordination meetings with City staff and key stakeholders.
Prepare and submit agenda and meeting minutes for each meeting for City staff reviews.
4.3 Phase 2 Utility and Agency Coordination
The Consultant shall coordinate with the affected utility companies (City, Caltrans, PG&E,
SCVWD, telecommunication companies, and property owners) to assist them in developing
relocation plans (to be prepared by the individual facility owners) and permits/agreements.
The Consultant shall prepare a utility base map including relocation information received from
the utility companies. Prepare and submit Caltrans letters to the affected utility owners and
assist the City with finalizing agreements and permits to construct with each affected utility.
Consultant shall attend up to six (6) utility coordination meetings.
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
5 Revision July 20, 2016
4.4 Right-of-Way Services
The Consultant shall utilize a Caltrans certified Right-of-Way (“R/W”) agent to perform
engineering and acquisition services to assist the City in obtaining ownership in fee of property
necessary to construct the improvements, and to obtain rights of entry or temporary
construction easements as required. Potential acquisitions include:
1) Private property at 3600 West Bayshore Road on the west of Route 101
2) SCVWD aerial and access easements / joint use agreements over Adobe Creek and the
confluence of Adobe and Barron Creeks, and Adobe Creek Reach Trail
3) PG&E 34-inch gas main and temporary easements;
4) Caltrans aerial and access easement over Highway 101.
The City will provide the preliminary title reports for APNs: Palo Alto Baylands (APN: 008-05-
005), SCVWD (APN: 127-10-100, APN: 127-56-006 and APN: 127-56-007), and 3600 West
Bayshore Road (APN: 127-10-076). The Consultant shall acquire record mapping from the Santa
Clara County, SCVWD, PG&E and Caltrans. Delineate right-of-way and property lines in the
areas of acquisition. The Consultant shall also prepare appraisal sketches showing property
lines and proposed acquisition over aerial photos. Prepare four (4) descriptions with
accompanying plats for permanent acquisition and four (4) descriptions with accompanying
plats for temporary acquisitions. The Right-of-Way agent shall follow Caltrans Right-of-Way
certification process. The Caltrans certified Right-of-Way agent shall review appraisal
documents, determine property value, provide final approval of appraisal and make a written
offer.
During boundary surveys, any conflicts or alternate evidence may trigger the need to file a
record of survey map. Should such a conflict or evidence occur, work shall be immediately
stopped and the City’s and Consultant’s project team shall be notified. Work shall continue
when the City’s and Consultant’s team resolves the issues, agrees upon an approach and path
forward, and additional budget for a record of survey map has been secured.
Task 5 - Final PS&E (90% and 100%)
5.1 Landscape Plans
The Consultant shall develop landscape plans in accordance with the landscape concept
approved in Phase 1. Landscape items include, but are not limited to:
• Signage, amenities, planting and irrigation plans for landings, trailheads, and approach
areas
• Planting and irrigation plans for bio-swales and storm water management techniques
5.2 Lighting Plans
The Consultant shall develop lighting design in accordance with the lighting concept approved
in Phase 1. Prepare lighting plans, elevations, fixture schedules, luminaire cut sheets, control
plans, mounting details, and specifications for conceptual lighting plan. Provide photometric
calculations for both functional and aesthetic lighting of the bridge.
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
6 Revision July 20, 2016
5.3 Architectural Plans
Upon approval of the 65% architectural design, the Consultant shall develop architectural plans
to 90% completion. Incorporate City and Caltrans comments to prepare final (100%)
architectural plans.
5.4 Erosion Control and Construction Phase BMPs
The Consultant shall prepare a Storm Water Pollution Prevention Plan (SWPPP) for the Project
in compliance with the National Pollutant Discharge Elimination System (NPDES) regulations in
effect at the City issues the notice to proceed. The SWPPP shall be used to obtain construction
permitting by the contractor during construction.
5.5 Permanent BMP’s
The Consultant shall prepare a Final Water Quality Technical (WQT) Report to address the
permanent BMP’s to protect water quality after completion of construction. The WQT Report
shall include a map showing the locations and types of Low Impact Development, Structural
Source Control, Treatment Control, and Hydromodification Control (if applicable) BMP’s for the
project. Such BMP’s shall be shown on construction plans. In addition, prepare an Inspection,
Operation, and Maintenance Plan.
5.6 Bridge Independent Check
As required by the Caltrans Office of Special Funded Projects (OSFP), the Consultant shall
ensure that an independent check of the bridge design and drawings is performed. . The
independent check shall be performed by an engineer who was not involved in the design of
the bridge. The independent check shall be performed for 65% and subsequent design phases.
5.7 Civil Plans
Upon approval of the 65% civil design, the Consultant shall develop civil plans to 90%
completion. Incorporate City and Caltrans comments to prepare final (100%) civil plans.
5.8 Structural Plans
Upon approval of the 65% structural design, the Consultant shall develop structural plans to
90% completion. Incorporate City and Caltrans comments to prepare final (100%) structural
plans.
5.9 Project Specifications and Special Provisions
Upon approval of the 65% Special Provisions and Technical Specifications, the Consultant shall
develop Special Provisions and Technical Specifications to 90% completion. Incorporate City and
Caltrans comments to prepare final (100%) Special Provisions and Technical Specifications.
5.10 Cost Estimate
Upon approval of the 65% cost estimate, the Consultant shall develop the 90% cost estimate.
The Consultant shall incorporate City and Caltrans comments to finalize the cost estimate.
Include supporting data for City use in administering construction.
5.11 Final PS&E Submittals
90% PS&E Submittal: The 90% PS&E submittal shall include all plans in required format, special
provisions, technical specifications, and the engineer’s estimate as follows:
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
7 Revision July 20, 2016
• Full Size 90% Plans (22x34) – five ( 5) sets
• General and Special Provisions, technical specifications – five (5) sets
• Bid Quantities and Cost Estimate – two (2) sets
The deliverables listed above shall also be provided in electronic format. Additional copies shall
be provided to Caltrans OSFP in accordance with Caltrans OSFP Manual Guidelines. Two half-
size sets of the 90% PS&E shall be submitted to SCVWD for review.
Per Caltrans OSFP Manual Guidelines, an initial (90%) and intermediate (91%, 92%, etc. as
applicable) shall be submitted to Caltrans OSFP for review.
City’s Construction Management (CM) Firm will perform an independent review of the 90%
PS&E to provide constructability, bidability and cost verification.
100% (Final) PS&E Submittal: The 100% (Final) PS&E submittal shall include all plans in required
format, stamped calculations, special provisions and the engineer’s estimate as follows:
• Full Size Final Plans (22x34) – five (5) sets
• General and Special Provisions, technical specifications – five (5) sets
• Stamped Structural Design Calculations – two (2) sets
• Bid Quantities and Cost Estimate – two (2) sets
The deliverables listed above shall also be provided in electronic format. Additional copies shall
be provided to Caltrans OSFP in accordance with Caltrans OSFP Manual Guidelines. Two half-
size sets of the 100% PS&E shall be submitted to SCVWD for their files.
5.13 Caltrans Encroachment Permit, R/W Certification and Maintenance Agreement
The Consultant shall assist the City in obtaining Caltrans Encroachment Permit and necessary
Right-of-Way Certification for construction of the proposed improvements within State R/W.
Consultant shall complete and sign American with Disabilities Act (ADA) Certifications. The
Consultant shall also assist the City in negotiation of Maintenance Agreements for the
permanent structure within the State R/W and for the public access of the Santa Clara Valley
Water District maintenance road along Adobe Creek. The City will be the lead on the Caltrans
and SCVWD maintenance agreement coordination and negotiation. Consultant assistance to
the City will be limited to preparation of exhibits upon request by the City. Consultant is not
required to attend maintenance agreement meetings.
Task 6 – Adobe Creek Reach Trail and East Meadow Drive Improvements
The Adobe Creek Reach Trail connects two trailheads, West Bayshore Road and East Meadow
Drive on the west side of the project. This trail serves as a maintenance road for the SCVWD
and provides an off-road, more direct access to the bridge. This task includes engineering and
design services related to the Adobe Creek Reach Trail pavement and improvements at East
Meadow Drive including a raised crosswalk and bulb outs for bike safety, in accordance with
the approved Site and Design application for the project.
6.1 Meetings and Coordination
The Consultant shall attend two (2) in-person meetings with the City / SCVWD for design
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
8 Revision July 20, 2016
coordination and to receive input. The Consultant shall provide meeting agenda and minutes.
6.2 Preliminary Investigations/Field Survey/Utility Mapping
Data Collection and Review: The Consultant shall obtain and review available data for design of
the proposed improvements. The following information should be provided by the City:
As-built plans
Utility information at East Meadow Drive
Right of way information
No utility coordination is included as part of this task since no utility impacts are expected by
the proposed improvements.
Field Surveying:
The consultant shall conduct field surveys to document existing site conditions for the proposed
improvements at the Adobe Creek Reach Trail and East Meadow Drive. The consultant shall use
North American Vertical Datum of 1988 (NAVD 88) for surveying and mapping.
Survey for the Adobe Creek Reach Trail shall include elevations every 30 feet within the project
limits for the following items:
Surface utilities, poles, fence, grade breaks
Top and bottom of wall
Survey for East Meadow Drive shall include elevations every 25 feet within the project limits for
the following items:
Top of curb and flow line
East Meadow Drive centerline and edge
Fences, Gates
Utilities, Poles
Back of walk and edge of pavement (sidewalk)
Base Mapping: The Consultant shall prepare topographic base maps that will serve as the
background of the design plans and provide a basis of determining required modifications and
conforms to the existing features.
6.3 Preliminary Design (15% and 35% PS&E)
The Consultant shall prepare concept plans to identify the proposed project geometry on 20-
foot scale. The concept plans shall also identify overall impacts based on the proposed
improvements. The plans shall be submitted to the City for initial review in order to ensure the
proposed plans clearly define the project scope of improvements as intended.
The consultant shall develop the opinion of probable order of construction cost estimate of
the proposed improvements.
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
9 Revision July 20, 2016
6.4 65% Plans, Specifications, and Estimate (65% PS&E)
With the establishment of the geometric design and vertical alignments approved in Task 6.3,
the consultant shall develop the design to 65% design level for City’s review. The consultant
shall prepare the plans in accordance with City/Caltrans current standards, as applicable. All
plans shall be prepared on a 20-foot scale, as applicable. The 65% PS&E shall include the
following:
Plans:
Typical Sections for the trail and roadway improvements shall be provided, identifying
existing conditions and clearances and the proposed pavement structural sections for
any construction or reconstruction work.
Demolition Sheets to include all demolition and/or relocation work required to
accommodate construction of the proposed improvements.
Layout Sheets shall include basic horizontal and vertical layout information and be
populated with all the major construction features.
Construction Detail Sheets to provide design details for the various construction
components, primarily grading information and custom details for construction.
Utility Plan for the improvements proposed at East Meadow Drive. No utility relocations
are anticipated as a result of the proposed improvements; however, the utility plans
shall show all existing utilities in the project limits for reference.
Stage Construction and Traffic Handling Plans for the work proposed at East Meadow
Drive. The plans shall identify construction area signs and any potentially required
detours, including temporary night closures, to complete the project construction. It is
assumed that no stage construction and traffic handling considerations are required for
the proposed Reach Trail improvements.
Signing and Striping Plans shall delineate the proposed striping and sign plan. A field
survey shall be conducted to develop an inventory of existing signs so that the
disposition of existing signs may be highlighted in the plans. It is assumed that separate
quantity sheets shall not be required to support the project estimate.
Stormwater runoff management plans shall also be included.
Cost Estimates: The cost estimate shall identify construction work items, quantities, unit costs,
and summarize the estimated construction cost.
Specifications: The specifications shall be prepared for all work items necessary for the
construction of the proposed improvements and the consultant shall assemble the
appropriate standard 2015 Special Provisions for the Project. The specifications shall be in
accordance with City Standard Specifications requirements and formatting.
6.5 Final PS&E Submittals (90% and 100%)
The consultant shall incorporate City’s comments on the 65% design PS&E and develop 90%
and 100% design PS&E including the design of safety railing along the Adobe Creek Reach Trail.
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
10 Revision July 20, 2016
90% PS&E Submittal: The 90% PS&E submittal shall include all plans in required format, special
provisions, technical specifications, and the engineer’s estimate as follows:
• Full Size 90% Plans (22x34) – five ( 5) sets
• General and Special Provisions, technical specifications – five (5) sets
• Bid Quantities and Cost Estimate – two (2) sets
The deliverables listed above shall also be provided in electronic format. Additional copies shall
be provided to Caltrans OSFP in accordance with Caltrans OSFP Manual Guidelines. Two half-
size sets of the 90% PS&E shall be submitted to SCVWD for review.
Per Caltrans OSFP Manual Guidelines, an initial (90%) and intermediate (91%, 92%, etc. as
applicable) shall be submitted to Caltrans OSFP for review.
100% (Final) PS&E Submittal: The 100% (Final) PS&E submittal shall include all plans in required
format, stamped calculations, special provisions and the engineer’s estimate as follows:
• Full Size Final Plans (22x34) – five (5) sets
• General and Special Provisions, technical specifications – five (5) sets
• Stamped Structural Design Calculations – two (2) sets
• Bid Quantities and Cost Estimate – two (2) sets
The deliverables listed above shall also be provided in electronic format. Additional copies shall
be provided to Caltrans OSFP in accordance with Caltrans OSFP Manual Guidelines. Two half-
size sets of the 100% PS&E shall be submitted to SCVWD for their files.
ASSUMPTIONS
The Phase 2 scope of services includes the following assumptions, in addition to the
assumptions included in Exhibit “A” of the original Contract (C16162262), as applicable:
1. Design services related to the potential upgrades identified after significant completion
of the 35% design such as welded/woven wire mesh fencing, handrail, etc. can be
provided for additional fee with a consideration of an extension of the project design
schedule as necessary.
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
11 Revision July 20, 2016
FIRST AMENDED EXHIBIT “B”
SCHEDULE OF PERFORMANCE
AMENDMENT NO. 1
CONSULTANT shall perform the Services so as to complete each milestone within the number
of days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and CITY
so long as all work is completed within the term of the Agreement. CONSULTANT shall
provide a detailed schedule of work consistent with the schedule below within 2 weeks of
receipt of the notice to proceed.
PHASE 1 – DESIGN DEVELOPMENT AND CALTRANS PA&ED
Milestones
No. of Weeks
Completion from Phase 1 NTP
1. Task 1. Preliminary Design 98 weeks
2. Task 2. Caltrans Approval Document 98 weeks
3. Task 3. PS&E (65%) 98 weeks
PHASE 2 – FINAL DESIGN AND PS&E (CONTRACT AMENDMENT NO. 1)
Milestones
No. of Weeks
Completion from Phase 2 NTP
4. Task 4. Phase 2 Project Management and Coordination 52 weeks
5. Task 5. Final PS&E (90% and 100%) 52 weeks
6. Task 6. Adobe Creek Reach Trail and East Meadow Drive 52 weeks
Improvements
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
12 Revision July 20, 2016
PHASE 3 – BIDDING AND CONSTRUCTION SUPPORT (TBD)
Milestones No. of Weeks
Completion from Phase 2
NTP
7. Task 7. Bid Phase Services TBD
8. Task 8. Construction Phase Services TBD
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
13 Revision July 20, 2016
FIRST AMENDED EXHIBIT “C”
COMPENSATION
AMENDMENT NO. 1
CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the
budget schedule below. Compensation shall be calculated based on the hourly rate
schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set
forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, and the total compensation for
Additional Services do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
PHASE 1 – DESIGN DEVELOPMENT AND CALTRANS PA&ED
Task 1 $905,062
(Preliminary Design)
Task 2 $5,715
(Caltrans Approval Document)
Task 3 $249,485
(PS&E (65%))
PHASE 2 – FINAL DESIGN AND PS&E (CONTRACT AMENDMENT NO. 1)
Task 4 $69,974
(Phase 2 Project Management and Coordination)
Task 5 $270,301
(Final PS&E (90% and 100%))
Task 6 $38,337
(Adobe Creek Reach Trail and East Meadow Drive Improvements)
PHASE 3 – BIDDING AND CONSTRUCTION SUPPORT (TBD)
Task 7 TBD
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
14 Revision July 20, 2016
(Bid Phase Services)
Task 8 TBD
(Construction Phase Services)
Sub-total Basic Services $1,538,874
Reimbursable Expenses $234,935
Total Basic Services and Reimbursable expenses $1,773,809
Additional Services (Not to Exceed) $177,381
Maximum Total Compensation $1,951,190
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are
included within the scope of payment for services and are not reimbursable expenses.
CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost.
Expenses for which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of
travel and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $ 500 shall be approved in
advance by the CITY’s project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s request,
shall submit a detailed written proposal including a description of the scope of services,
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00
15 Revision July 20, 2016
schedule, level of effort, and CONSULTANT’s proposed maximum compensation,
including reimbursable expense, for such services based on the rates set forth in Exhibit
C-1. The additional services scope, schedule and maximum compensation shall be
negotiated and agreed to in writing by the CITY’s Project Manager and CONSULTANT
prior to commencement of the services. Payment for additional services is subject to all
requirements and restrictions in this Agreement
DocuSign Envelope ID: 0AC9A0A0-D625-423A-9507-F76FF23EDF00