HomeMy WebLinkAbout2002-01-22 City CouncilTO:
FROM:
DATE:
SUBJECT:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: PUBLIC WORKS
JANUARY 22, 2002 CMR:107:02
REVIEW OF PRELIMINARY DESIGN AND COST ESTIMATES
OF THE HOMER TUNNEL PROJECT, AND REQUEST FOR
COUNCIL DIRECTION ON PROJECT AND APPROVAL OF A
CONSULTANT CONTRACT WITH NOLTE ASSOCIATES, INC. IN
THE AMOUNT OF $433,649 FOR DESIGN SERVICES FOR THE
HOMER AVENUE CALTRAIN UNDERCROSSNG, CAPITAL
IMPROVEMENT PROGRAM PROJECT 10121
7
REPORT IN BRIEF
To date, Council accepted $2.5 million in federal and state grant funding for the Homer
Avenue Caltrain Undercrossing project, and another $350,000 is provided from local
development fees upon commencement of construction. A total of $2.8 million is
committed to this project. This project would provide a vital bicycle and pedestrian
tunnel connection under the CalTrain tracks between the South of Forest Area, the Palo
Alto Medical Foundation, Sheraton Hotel, and the Palo Alto CalTrain Station.
In May 2001, Council approved a consultant contract with Nolte and Associates, Inc. to
proceed with 15% design in order to define project issues, refine the project cost estimate
and analyze project feasibility. Currently, the total estimated project costs exceed the
grant funding by approximately $1.2 million. Staff is working with outside agencies to
identify possible funding sources to reduce or eliminate this deficit. The $2.5 million in
grant funding is dependent on the City meeting certain deadlines and would be
jeopardized if these deadlines were not met. Staff has developed an accelerated schedule
for this project in order to meet the deadlines.
However, approval of the design and right-of-way certification requires cooperation from
numerous outside agencies including Caltrans, the Federal Highway Administration
(FHWA), California Public Utilities Commission, Union Pacific Railroad, the Penninsula
Corridor Joint Powers Board (PCJPB)/CalTrain and several fiber optic carriers. Due to
the number of parties involved and the aggressive schedule, it is difficult to predict the
likelihood of getting everything approved on time. If the City proceeds with design and
fails to meet grant funding deadlines, significant financial penalties would be imposed.
The City would not only lose its grant funding, but would also be penalized by an equal
amount in future transportation grant funding programs.Both proceeding with the
CMR:107:02 Page 1 of 10
project and not proceeding has financial risks for the City. Each project scenario is
described below with an outline of pros and cons.
This report recommends that Council authorize staff to proceed with the preferred design
concept, advance an additional $470,000 in design costs which is included in the 2001-02
adopted budget, and approve an amendment to the consultant contract to commence the
design phase. Staff’s recommendation to proceed is based on the primary criteria being
preservation of grant funding and completion of the project. If Council felt other
decision-making criteria were more important, such as minimizing financial risk to the
City, stopping the project now would be the most conservative course of action. Under
this scenario, staff would continue to look for other future grants and the project could
proceed at some future date. However, it is unlikely that future federal and state grants
would be made available in the event the City decides to cancel the project. It is also
important to note that funding for this project would have to come from the Budget
Stabilization reserve, as it constitutes as a new project under the Infrastructure Master
Plan.
CMR: 107:02 Page 2 of 10
RECOMMENDATIONS
Staff recommends that the City Council:
Approve and authorize the Mayor to execute the attached contract amendment
(Attachment A) with Nolte Associates, Inc. in the amount of $433,649 for design
services for the Homer Avenue Caltrain Undercrossing, Capital Improvement
Program (CIP) Project 10121;
Authorize the City Manager or his designee to negotiate and execute one or more
change orders to the contract with Nolte Associates, Inc. for related, additional but
unforeseen work which may develop during the project, the total value of which
shall not exceed $43,365;
Approve the preferred skewed alignment, Alternative C, as identified in the Homer
Avenue Caltrain Undercrossing 15% Design Report (Attachment B); and
o Authorize the City Manager to negotiate and execute right-of-way and utility
easements and agreements.
BACKGROUND
In November 1998, a feasibility study by Steven Grover and Associates evaluated three
railroad-crossing alternatives in the vicinity of Homer Avenue. The alternatives were,
(A) an at-grade crossing, (B) a bridge and (C) an undercrossing. The preferred
alternative was an undercrossing, which provided the necessary accessibility and safety
while offering the best reduction in time travel for cyclists. In March 2000, City Council
adopted the South of Forest Area (SOFA) Coordinated Area Plan that identified specific
policies relating to bicycle and pedestrian circulation in and around the study area. In
December 2000 (CMR:441:00), the City Council accepted $2.3 million in federal and
state grant funds for the Homer Avenue Caltrain Undercrossing project. In April 2001
(CMR:205:01), the City Council approved the Disadvantaged Business Enterprise (DBE)
program that provides eligibility to accept this funding, administered by the California
Department of Transportation (Caltrans). In May 2001, the City received authorization
from Caltrans to begin the preliminary engineering phase of the project. In July 2001
(CMR 298:01), the City Council approved a consultant contract with Nolte Associates,
Inc. (Nolte) for 15% design services and directed staff to refine the project cost estimate
before proceeding further with the project. In December 2001, the City was awarded an
additional $150,000 in grant funds for the project from the VTA. The project will need to
be implemented on an accelerated timeline in order to safeguard the funding. State grant
funding must be obligated for the construction phase no later than June 30, 2002. Federal
funding must be obligated by September 30, 2002.
CMR: 107:02 Page 3 of 10
DISCUSSION
Recommended Undercrossing Design Alternative
The purpose of the project is to construct approaches and a new pedestrian/bicycle tunnel
under the CalTrain railroad tracks between the intersection of Alma Street and Homer
Avenue to the bike path near Urban Lane, just east of the Palo Alto Medical Foundation
(PAMF). Nolte developed the 15% design report, including undercrossing alternatives
and cost estimates, a tree removal study, an historic resource evaluation study, and an
initial environmental site assessment (Attachment B). Nolte and staff also had design
review meetings with the Palo Alto Bicycle Advisory Committee (PABAC), PCJPB and
Architectural Review Board (ARB) to assist in the development of the undercrossing
alternatives.
The cost estimates for the alternatives range from $4,059,858 to $4,814,658. The costs
vary due to the method of construction and type of structure used. The preferred
Alternative C, which is also the least expensive, includes stairways, ADA-compliant
ramps, landing areas, portal treatments, lighting and landscaping. The proposed structure
is 17.5 feet wide and 70 feet long with a skewed alignment made of precast concrete.
The skewed alignment, with one tunnel portal centered on Homer Avenue and the other
on the PAMF landing circle, allows for the most functional pathway connecting the bike
route on the east side of Alma Street with the Urban Lane bike path leading to the
University Avenue CalTrain Station and the planned bike path southward over
Embarcadero Road to Churchill Avenue. Public art will be included as part of the portal
treatment, and lighting and miscellaneous, items will provide a safe and functional facility
by reducing the perception of the tunnel as a long, dark, enclosed corridor. The estimated
total project cost of $4,060,000 meets the structural and site constraints and includes
utility relocations, design fees and construction costs.
This preferred alternative was presented to the PABAC and ARB during the 15% design
phase. The comments and ideas generated on the preferred design focused on the
architectural treatment of the tunnel entrance, landscaping, art and circulation. PABAC
and ARB support the staff-recommended configuration, Alternative C. However, the
ramping and stairways leading to the tunnel will need to be further developed in the final
design. The general consensus with both groups is that circulation and safety is Critical
for the long-term use of the facility.
The eastbound bicycle and pedestrian traffic leaving the tunnel at the Alma Street side
will connect with Homer Avenue, a two-lane westbound, one-way street. The
Transportation Division and the Police Department have identified important circulation
issues based upon the existing conditions of the intersection and the proposed
improvements. As part of a traffic signal modification project, the modifications to the
traffic signal will be necessary to accommodate two crosswalks providing ingress and
egress across Alma Street to the undercrossing. The traffic signal design will be
developed further in the final design phase and will be coordinated through the
Transportation Division.
CMR:107:02 Page 4 of 10
Funding and Timeline Issues
There is currently a funding shortfall of approximately $1,261,000. This is due to: 1) the
original grant funding request being based on construction cost only and thus being
insufficient to cover design and other project costs; and 2) the PCJPB proposing a fourth
track (elongating the original tunnel structure by 20 feet) to accommodate the future
electrification of the rail lines. The committed funding sources and deadlines for this
project total $2,798,810 are as follows:
$2,035,000 Federal Transportation Equity for the 21st Century (TEA-21)
grant funds, with deadline for approval of plans, specifications and right-of-
way agreements of September 30, 2002.
$263,810 State Transportation Improvement Program (STIP) funds, with
deadline for Metropolitan Transportation Commission (MTC) authorization
to proceed with construction of June 30, 2002.
$300,000 PAMF and $50,000 Sheraton Hotel local development mitigation
fees payable upon commencement of construction of the project.
$150,000 Transportation Fund for Clean Air (TFCA) Program Manager
funds from VTA (already in process) with deadline for MTC authorization
of June 30, 2002.
Staff met with Santa Clara Valley Transportation Authority (VTA) and MTC
representatives and identified possible funding sources for the City to significantly reduce
or eliminate the $1,261,000 shortfall. The funding agencies have indicated that the City
may need to commit its own funds in order to leverage the significant level of grant funds
already committed. However, staff is pursuing additional grant funding as follows:
$500,000 Tier 1 bicycle plan funds from VTA Federal Transportation
Enhancements (TEA) program;
2.$180,000 Transportation Development Act (TDA) funds from VTA;
o $600,000 Federal Transportation Fund for Livable Communities (TLC)
from MTC; and
Funding through the Governor’s economic stimulus package and State
Bicycle Transportation Fund monies available upon adoption of the Bicycle
Plan.
According to VTA and MTC staff, the first two funding sources are highly probable; the
third is highly competitive and the fourth is speculative.
CMR:107:02 Page 5 of 10
Staff met with VTA and MTC to inquire about time extensions on the funding deadlines
to allow more flexibility in completing the design and time to identify and commit the
supplemental funds necessary to complete this project. These agencies agreed that only
an extension request for the committed state funds would be possible, since this would
allow state and federal deadlines to coincide with the 09/30/02 deadline, Staff must
request an extension from the, California Transportation Commission; the extension
would be justified due to design for an additional track not previously considered at the
time of the grant request. No funding extensions beyond 09/30/02 are available on the
committed federal funds for this project. To date, MTC has maintained a strict "no
extensions" policy with every recipient of federal TEA-21 funds. MTC has adopted a
policy that to reprogram unspent funds to the competitive, region-wide Transportation
Fund for Livable Communities program. A penalty of the same amount as that turned
back may be assessed in the future against City in the next cycle of federal transportation
grants by the VTA.
Completing design of the project by the Sep,tember 30, 2002 deadline represents a
significant challenge for the City. Caltrans must approve plans, specifications and right-
of-way certification for the project by September 30, 2002. Caltrans has requested final
documents six weeks ahead of the deadline or approximately August 15, 2002.
Completing the right-of-way certification presents one of the most difficult tasks due to
the number of outside agencies involved. Approvals are needed from Caltrans, the
PCJPB, California Public Utilities Commission and Union Pacific Railroad. The project
also involves the relocation of two fiber optic duct banks with cables owned by four
separate telecommunications companies. Additional design work is needed before any of
these entities can review and approve plans for the project. While staff is confident that
design work will be completed on schedule, review and approval by outside agencies is
less certain. These outside agencies are unlikely to share City’s sense of urgency to meet
deadlines, and do not face any financial consequences if funding for the project expires.
CalTrain staff, however, is assisting and facilitating the City’s efforts to obtain these
approvals.
If Council approves the staff recommendation, the project would be divided into two
phases: final design and construction. The consultant contract amendment requested in
this report includes completing the final design phase, if approved by Council. During
the final design phase, staff will continue to look for potential cost savings to reduce any
potential shortfalls. A series of additive bid items will be included in the construction bid
package. Council will have the discretion to select which, if any, enhancements beyond
the basic (safe and functional) design will be included. Council would then need to
authorize funding for any shortfalls between the project cost and the grant funds already
committed. The schedule is difficult, but staff is pursuing a streamlined review and
approval process with the agencies involved. Attachment A provides the proposed
contract amendment, scope of work and detailed schedule.
CMR: 107:02 Page 6 of 10
The following tables summarize the pros and cons of the staff recommendation,
depending on whether the project is able to be completed on time.
PROS
Minimizes potential financial losses to-
the City
15% design report could be used in the
future
$2.5 million is reprogrammed in Santa
Clara County prior to expiration, no
penalty will be assessed in future grant
cycles
Difficult project schedule and funding
deadlines are eliminated.
Potential risk of having to fund the
shortfall is eliminated
Limits future financial exposure of $1.2
million
CONS
¯Project is delayed indefinitely until $4
million in funding is committed
¯City expenses to date of $157,000 for
15% design will not be reimbursed
¯City loses $2.5 million in grant funding
¯It is difficult to obtain future federal and
state grants totaling $4 million
Proceed with Project - Fail to Meet Schedule
The 100% design and construction documents are completed, but the undercrossing is not
constructed and grant funding expires.
PROS
City expenses to date of $600,000 and
could be counted as the local match in
future funding cycles
The $350,000 in development fees are
still available to offset construction cost
100% design is complete and can be
used in the future if funding is obtained
CONS
City expenses to date of $600,000 for
100% design and will not be reimbursed
City loses $2.5 million in grant funding
if all outside agencies approvals are not
obtained by the deadline
¯City is penalized in future transportation
grant funding cycles by $2 million
CMR: 107:02 Page 7 of 10
Proceed with Proiect - Meet Schedule
The 100% design and construction documents are completed,
completed.
and undercrossing is
PROS
Obtaining $1.2 million in grant funding
now could be easier than obtaining $3
to $4 million later
Project is constructed benefiting the
City’s Transportation system
City will not be subject to future penalty
of $2 million against future
transportation grants
CONS
City may have to fund up to $1.2
million to proceed with construction in
order to leverage the significant level of
grant funding already committed
ALTERNATIVES TO STAFF RECOMMENDATION
Staff’s recommendation to proceed is based on the primary decision-making criteria
being preservation of grant funding and completion of the project. If Council felt other
decision-making criteria were more important, such as minimizing financial risk to the
City, stopping the project now would be the best course of action. Other reasonable
alternatives to the staff recommendation are discussed below.
Under this scenario, the $2.5 million in grant funds could be forfeited to the VTA for
reallocation to other eligible projects within Santa Clara County. Palo Alto would bear
the full cost of the original 15% design contract of $157,000. The already committed
$2.5 million dollars will be reprioritized into Santa Clara County if the project does not
go forward. If the funds were reallocated successfully, Palo Alto would not be penalized
by VTA in future funding grant funding cycles. If the reprogramming is not successful, a
penalty of $2 milli,on would occur from the committed federal TEA-21 funds. There are
no penalties imposed from the other funding sources.
The City could also request that the VTA Board forfeit the balance of the federal funding
$1,878,500 ($2,035,500 - $157,000) for the project and ask that the project be re-funded
with STIP funds that could be pursued by the Planning and Community Environment
Department’s Transportation Division. It is likely that VTA would insist that the City
provide a 20% local match (approximately $800,000 on a $4 million project). Therefore,
the City’s 20% contribution would need to be approximately $450,000. The City may
have to provide a higher local match, but the City would not have to comply with the
deadline of 9/30/02. According to VTA staff, obtaining STIP funds is highly
competitive.
CMR: 107:02 Page 8 of 10
RESOURCE IMPACT
Funds in the amount of $433,649 are included in the FY 2001-2002 Capital Improvement
Project budget to cover the costs associated with this phase of the project.
Reimbursement of funds by Caltrans through a Program Supplement Agreement will
commence after certification of the environmental review. Future financial impacts are
unknown but could be as high as $1.2 million, since there are financial risks for unmet
deadlines and the potential for additional grant funding not being secured. This is anew
infrastructure project without predetermined internal funding.
POLICY IMPLICATIONS
This project is consistent with existing City policies, including the Comprehensive Plan
the SOFA Coordinated Area Plan, and the draft bicycle plan.
TIMELINE
Milestone
ARB, Art Commission, PABAC and Planning Commission
Review of 30% Plans, Specifications and Estimate (PS&E)
NEPA Environmental Certification by Caltrans & FHWA
Complete CEQA process
ARB, Art and PABAC Review of 80% PS&E
Timeline
April 2002
May 2002
May 2002
June 2002
Planning Commission and Council review 80% PS&E July 2002
Right-of-way Certification by Caltrans July 2002
Submit 100% PS&E to Caltrans August 2002
Final Caltrans Certification of Project Plans September 2002
Award of Construction Contract February 2003
ENVIRONMENTAL REVIEW
This project is subject to the requirements of the California Environmental Quality Act
(CEQA) and the National Environmental Policy Act (NEPA). An "Initial Study" and a
"Preliminary Environmental Study" will be completed during this final design phase.
A limited number of attachments have been supplied for this CMR:107:02. Additional
copies may be viewed at the Public Works Department counter located at 250 Hamilton
Avenue, 6th Floor, Palo Alto, or at the Main Library located at 1213 Newell Road, Palo
Alto.
CMR: 107:02 Page 9 of 10
ATTACHMENTS
Attachment A: Contract Amendment No. One
Attachment B: Homer Avenue Caltrain Undercrossing 15% Design Report
PREPARED BY:
ELIZABETH AMES
Senior E~gineer
DIVISION HEAD:
DEPARTMENT HEAD:
Chief Transportation Official
GLENN S. ROBERTS
Dir4ctor of Public Works
Assistant City Manager
CO:Chamber of Commerce
SOFA Working Group
Palo Alto Bicycle Advisory Committee
Darryl Maxey, Peninsula Corridor Joint Powers Board
David Jury, Palo Alto Medical Foundation
City School Traffic Safety Committee
David Neuman, Stanford University
CMR: 107:02 Page 10 of 10
ATTACHMENT A
AMENDMENT NO. ONE TO CONTRACT NO. C2134182
BETWEEN THE CITY OF PALO ALTO AND
NOLTE ASSOCIATES, INC.
This Amendment No. One to Contract No. C2134182
("Contract") is entered into , by and
between the CITY OF PALO ALTO, a chartered CITY and a municipal
corporation of the State of California ("CITY"), and NOLTE
ASSOCIATES, INC., a California Corporation, located at 1731
North First Street, Suite A, San Jose,CA 95112-4510
("CONSULTANT").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the prbvision of professional CONSULTANT services to
prepare fifteen percent (15%) design phase documents for the
Homer Avenue Caltrain Undefcrossing Project (the ."Project") as
described therein;
WHEREAS, the parties desire to amend the Contract for
the CONSULTANT to prepare Environmental, Right-of-Way,
Preliminary and Final Design and Construction Documents;
NOW, THEREFORE, in consideration of the covenants,
terms, conditions, and provisions of this Amendment, the parties
agree:
SECTION i. The second paragraph of the introductory
clauses of the Contract is amended to read as follows:
"This Contract shall be commonly known as the Design
Contract for the Homer Avenue Caltrain Undercrossing Project
(the "Project"). The Project is generally bounded by the
intersection of Homer Avenue/Alma Street and Urban Lane and will
consist of design, environmental and right-of-way services."
SECTION 2. Section 1 of the Contract is hereby
amended to read as follows: ’
"This Contract will commence within 5 days of CITY
issuing a written notification ("CITY’s Dotice") to CONSULTANT
to proceed with the work specified herein, and will terminate on
completion of the Project and final acceptance by the CITY,
unless earlier terminated by CITY as provided hereinafter."
//
//
020109 sm 0052911 1
SECTION 3.
read as follows:
Section 3.16 is added to the Contract to
"3.16 CONSULTANT shall comply with all applicable
provisions of Part 18 of Title 49 of the Code of Federal
Regulations, a copy of which is on file and available during
normal business hours at the Office of Public Works Engineering
located in City Hall at 250 Hamilton Avenue, 6th Floor, Palo
Alto, California."
SECTION 4. The first sentence of Section 5.2.1 of the
Contract is hereby amended to read as follows:
"In consideration of the full performance of the Basic
Services, including any authorized reimbursable expenses, CITY
will pay CONSULTANT a fee not to exceed Five Hundred Ninety
~housand Seven Hundred Fifty One Dollars ($590,751)."
follows:
SECTION 5.Section 5.2.2 is amended to read as
"The amount of compensation for Additional Services
shall not exceed Fifty Nine Thousand Seventy Five Dollars
($59,075). The full payment of charges for Addftional Services
in the execution of the Contract will be made, provided such
request for payment is ~authorized, in writing, by the project
manager. Payment will be made within thirty (30) days of
submission by CONSULTANT of a statement, in triplicate, of
itemized costs covering such work or changes, or both. Prior to
commencing Additional Services, the parties will agree upon an
estimated maximum cost for such Additional Services. CONSULTANT
will not be paid for extra Additional Services, which is made
necessary on account of CONSULTANT’s errors, omissions, or
oversights. An employee’s time will be computed at a multiple
of 2.14 times the employee’s direct personne! expense described
below. The rates schedule may be updated by CONSULTANT only
once each calendar year, and the rates schedule will not become
effective for purposes of this Contract, unless and until
CONSULTANT gives CITY thirty (30) days prior written notice of
the effective date of any revised rates schedule. The rates
schedule attached hereto as Exhibit "B" shall be effective for
all of Calendar year 2002."
SECTION 6. Section 5.2.3 of th~ Contract is deleted.
SECTION 7. Exhibit "A" of the Contract is amended by
adding the services and time schedule listed in Exhibit ~A" of
this Amendment to the services and time schedule set forth in
Exhibit "~’ of the Contract.
020109 sm 0052911 2
SECTION 8. Exhibit "B" of the Contract ehtitled
"Rates Schedule" of this Amendment shal! replace Exhibit "B" of
the Contract.
SECTION 9.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.
ATTEST:CITY OF PALO ALTO
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
APPROVED:
Assistant City Manager
Director of Public Works
Director of Administrative
Services
Risk Manager
NOLTE ASSOCIATES, INC.
Taxpayer Identification No.
(Compliance with Corp.~ Oode ~ 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is
acceptable)
Attachments :
EXHIBIT "A" :
EXHIBIT "B" :
SCOPE OF PROJECT & TIME SCHEDULE
RATES SCHEDULE
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CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code ~ 1189)
On ~¢,~ [0 , 2002, before me, the undersigned, a
Notary Public in a~d for said County and State, personally
appeared ~a~ ~. ~[~(am , personally
known to me o~ prov~ t.o° me _~basis -of sat-isfact~-y
e~ to be the person{,sO whose name I~ ~/am-~ subscribed to
the within instrument and acknowledged to me that ~/~
executed the same in ~/h~r authorized capacity(~sO, and
that by ~ signature~J on the instrument the
person(~, or the entity upon behalf of which the person~
acted, executed the instrument.
WITNESS my hand and official seal.
CHRISlEE P-- OWENS -- - ~
Commission # ] ] 81803 {. ~
SacramentoCount’t. -- [
:ure of y Public
020109 sm 0052911 4
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code ~ 1189)
STATE OF
COUNT or
On ~ucu 10. , 2002, before me, the undersigned, a
Notary Public in’ a~d ior said County and State, personally
appeared ~c<~.l~ M. ~I~, personally
known to m~ -~r~pr-o~JZ~Q-~ the
~ to be the person~ whose name~) i~/a-~e-subscribed t~
the within instrument and acknowledged to me that~/~%A~
executed the same in ~/-~4~ authorized capacity(~te~, ~nd
that by ~~t-be-i-~- signature~s~ on the instrument the
person~, or the entity upon behalf of which the person~"
acted, executed the instrument.
WITNESS my hand and official seal.
CHRISIEE I~ OWENS
~Commission # 118180:~
~Notary Public ~ Californ[~
z]Sacramento Counf~ - -
:’~M~’ Comm. Expires Apt30, 2032
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EXHIBIT A
HOMER AVENUE CALTRAIN UNDERCROSSING
SCOPE OF SERVICES
CITY OF PALO ALTO
December, 2001
I. INTRODUCTION
The foll’owing is the proposed scope of services/work plan to be provided by the Nolte team in
preparation of the final PS&E for Homer Avenue Undercrossing.
II. DETAILED SCOPE OF SERVICES
Task 1 - Project Management
The Nolte team’s Project Manager will be responsible for initiating the work, developing the
Project Work Plan, implementing the project management procedures and controls, and
maintaining effective communications among the City, Peninsula Corridor Joint Powers Board
(JPB), other agencies and organizations, and the subconsultants.
1.1 - Project Administration
Nolte will initiate the project with the preparation of the Nolte Project Work Plan. This li~ing
document defines the conditions and criteria under which the project will be developed and
products delivered to the client. The areas of project administration, design criteria, schedule,
and budget are addressed in detail to establish clear expectations and lines of communication
throughout the project. This document is updated on a continuous basis, and is reviewed with the
City at the beginning of each major phase of the project.
Nolte will orgarfize and facilitate a kick-off meeting to include key City staff and subconsultants,
and other agencies’as identified by the team.
We will utilize Project Development Team (PDT) meetings to track overall progress of the
project and facilitate the flow of information between the Agencies and Nolte. PDT meetings
will be held biweekly for the first two months of the project. Monthly meetings will be held
thereafter. Face-to-face meetings will be supplemented with telephone calls as needed. Agendas,
minutes showing action items, submittal logs,.and data request logs (all part of Nolte’s Project
Work Plan) will be utilized in the meetings to maximize their effectiveness. Within the Nolte
design team, routine teleconference calls will be utilized to track and resolve issues.
Nolte will prepare a detailed schedule for the entire design process using Microsoft Project. This
schedule will be constantly monitored and updated as the project progresses.
Project Administration activities will result in a comprehensive project work plan, schedule,
clearly defined expectations, project meetings, and a well-documented log of communications
and information.
~1 of 14 C:\TEMP\Project Scope 1.doc
HOMER AVENUE CALTRAIN UNDERCROSSING
SCOPE OF SERVICES
CITY OF PALO ALTO
December, 2001
1.2 - Agency Coordination
This task consists of coordinating technical aspects, needed approvals, and .processing
requirements of agencies between the agencies and the City. Three agencies are specifically
identified below. Coordination with utility owners for relocation of their utilities and
construction activities will also be provided.
JPB/UPRR Coordination
JPB will be involved in every major step of the project. Items of coordination include the
final layout and profiles of the future four tracks, permits to gain access to JPB right of
way for surveying, agreement on structure type and construction methodology, agreement
on track closure windows, and fiber-optic and other utility relocations within the JPB
right of way. The original agreements to place utilities within the railroad right of way
were probably made with Southern Pacific Railroad Company, which has since been
acquired by Union Pacific Railroad Company (UPRR). Nolte will research and
coordinate with UPRR regarding that agency’s involvement in utility relocation approval
process.
PUC Coordination
Nolte will assist the City in preparation of the PUC application and will call/meet with
the PUC to ensure their application requirements are met.
)~Caltrans Coordination
Nolte will assist the City coordinate with Caltrans on funding issues, right of way status
in the area, and processing of NEPA documentation.
Utility Coordination
Nolte will assist the City in working with the utility owners affected by this project.
Specific details and costs to relocate the utilities present within the project site will be
developed.
1.3 - Subconsultant Coordination
Nolte will prepare subconsultant agreements and be responsible for the technical coordination of
the subconsultants, monitor progress, and assemble subconsultant deliverables into Nolte’s work.
1.4 - Community Outreach
Nolte team will attend two community outreach meetings in support of the project. These may
include Power Point presentations to South of Forest Area (SOFA) residents, Palo Alto Bicycle
Advisory Committee (PABAC), and others. Response to community review comments will also
be provided in support of CEQA process as described in Task 4 below.
1.5 - Meetings
We anticipate the following meetings will be held during the course of the project:
1. Bi-weekly PDT meetings for the first two months and monthly meetings thereafter.
_(Assumes a 6-month schedule - 8 meetings total)
2. Six (6) agency coordination meetings with City/JPB/Caltrans/Utilities.
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3. Two (2) public meetings.
4..Six (6) Architectural Review Board
Commission meetings.
(ARB)/Art Commission/ City Council/Planning
Task 1 Deliverables/Pmducts:
¯Project Schedule and Work Plan
¯Project administration including schedule tracking and updates, agenda, meeting minutes,
and document preparation for each task
¯Thirteen (22) meetings as noted above
Task 2 - Data Collection and Review
The objectives of.this task for the final design phase are to build on previously collected
information from the 15% phase on the critical issues and design criteria, and further document
the known conditions at the study location.
2.1 - Surveying & Utility Research
Nolte will update the base map of the project area prepared for the 15% phase to reflect in more
detail the major surface element~, underground utilities, and limits of right of way for the JPB,
City and private properties. More detailed contours at even foot intervals will also be developed.
Supplemental field surveys will be performed to update the existing planimetrics/topography and
to conduct a detailed utility investigation. Specific items include:
Spot elevations at match points of above ground features that include curb and gutter,
sidewalks, edge of traveled way, and drainage structures.
Utility locations based upon field measurements and information supplied by the various
utility companies. Additional coordination with utility owners will be required to ensure
existing utilities are properly shown and relocations are coordinated/planned.
Invert elevations ,and direction of flow of sanitary sewers and storm drains in the project
area.
Drainage structure inverts for new structures.
Site reconnaissance to confirm or supplement the information available from the City,
JPB, and utility owners. Specific attention will be given to utility impacts and existing.
facilities that will require modification or will be impacted by the proposed project.
Preparation of Record of Survey in support of preparation of legal description and plats
for right of way engineering phase discussed in Task 8 -Right of Way Engineering.
Other Data Collection and Review efforts related to Geotechnical and Environmental
engineering are discussed under Tasks 3 and 4.
Task 2 Deliverables/Products:
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¯Site Survey
¯Utility locations
¯Existing ground elevation contours and critical spot elevations
¯Base Map showing the above information in AutoCAD
Task 3 - Assessment of Hazardous Materials & Geotechnical Report
3.1 - Hazardous Materials
As documented in the Initial Environmental Site Assessment prepared by Parikh Consultants, the
potential soil issues at the site comprise:
¯Aerial deposited lead from vehicular traffic on Alma Street since the 1950s, and
¯Metals, petroleum hydrocarbons, and polynuclear aromatic hydrocarbons (PAHs) ]~rom
railroad activities since the 1950s.
The purpose of the scope of services is to evaluate whether impacts due to metals (including
aerial deposited lead), petroleum hydrocarbons, or PAHs exist in the surface and near surface
soil within the project boundaries. The investigation results will be used to determine if the soil
should be classified as a hazardous waste, with respect to contaminant concentrations, in
accordance with California Code of Regulations, Title 22. The .investigative results will be
further used to inform the construction contractor of the presence of soil or groundwater impacts
(if encountered) within the project boundaries for health, safety, and waste management.
purposes.
3.1.1 - Pre-Field Activities
A health and safety plan will be prepared for the proposed field activities. The health and safety
plan provides guidelines on the use of personal protective equipment and the health and safety
procedures to be implemented during the proposed field activities.
Geocon (under Parikh Consultants on Nolte team) will provide 48-hour notification to USA prior
to job mobilization and obtain an inquiry number. Geocon shall not be liable for damage to
underground lifilities and obstacles not covered by USA.
3.1.2 - Field Activities
Up to 17 soil borings will be excavated at the project site to a maximum depth of approximately
five feet below the ground surface (bgs) using hand-auger sampling techniques. Soil samples will
be collected directly from the hand auger bucket and placed in laboratory-supplied glass jars.
The approximate locations of the soil borings and sample depths are as follows:
¯Seven (7) borings to approximately 2.5 feet bgs will be advanced along Alma Street to
investigate for potential aerial deposited lead impacts. The borings will be located
approximately 50 feet apart. Soil samples will be collected from each boring at the
surface and from approximate depths of one foot and two feet bgs.
¯Six (6) soil borings to approximately 2.5 feet bgs will be advanced along the Caltrain
tracks (three borings on each side) to investigate for potential petroleum hydrocarbon,.
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metal, and PAH impacts. The borings will be located approximately 70 feet apart. Soil
s.amples will be collected from the surface and from an approximate depth of two feet
bgs.
Four (4) borings to approximately five feet bgs will be advanced to characterize soil that
is not adjacent to either Alma Street or the Caltrain tracks. Soil samples will be collected
from the surface and from an approximate depth of five feet bgs.
The soil borings advanced, at the project site will be backfilled to surface grade with the hand-
auger cuttings. The soil samples will be transported to Advanced Technology Laboratories, a
California certified and Caltrans approved environmental laboratory, utilizing standard chain-of-
custody documentation.
Sampling equipment will be cleansed by washing the equipment with an Alconox solution
followed by a double rinse with distilled water. The decontamination water will be discharged
onto the ground surface away from natural drainages and storm drain inlets after completion of
the soil sampling.
In addition to the soil samples discussed above, Geocon will also collect a grab-groundwater
sample from one of the deep geotechnical borings to be advanced by Parikh Consultants. The
grab groundwater sample will be collected using either hydropunch equipment or disposable
bailers lowered though the hollow-stem augers or temporary one-inch PVC casing inserted into
the boreholes.. The grab-groundwater samples will be transferred to appropriate laboratory
supplied containers mad submitted for laboratory filtering and chemical analysis.
3.1.3 - Laboratory Analyses
Samples will be submitted under standard turn around time for laboratory analysis as follows:
¯Twenty-one (21) soil samples collected from the seven borings along Alma Street will be
analyzed for the presence of total lead following EPA Test Method 6010.
¯Twelve (12) soil samples collected from the six borings along the Caltrain tracks will be
analyzed for the presence of Title 22 metals following EPA Test Method 6010/7000;
Total Petroleum Hydrocarbons as gasoline (TPHg), as diesel (TPHd), and as motor oil
(TPHmo) following EPA Test Method 8015; and PAHs following EPA Test Method
8270.
¯Eight (8) soil samples collected from the four general borings will be composited into
two samples for laboratory analysis. The composite samples will be analyzed for the
presence of Title 22 metals following EPA Test Method 6010/7000; Total Petroleum
Hydrocarbons as gasoline (TPHg), as diesel (TPHd), and as motor oil (TPHmo)
following EPA Test Method 8015; and PAHs following EPA Test Method 8270.
¯Four soil samples, chosen at random, will be analyzed for soil pH following EPA Test
Method 9045.
¯Soil samples that exhibit an individual total metal concentration greater than or equal to
ten times its STLC and less than its TTLC will be analyzed for the individual soluble
metal concentration via the WET.
¯The grab-groundwater sample collected from the deep geotechnical boring advanced by
Parikh Consultants will be analyzed for the presence of dissolved Title 22 metals
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following EPA Test Method 6010/7000; Total Petroleum Hydrocarbons as gasoline
(TPHg), as diesel (TPHd), and as motor oil (TPHmo) following EPA Test Method 8015;
and PAHs following EPA Test Method 8270.
Geocon will instruct the analytical laboratory to homogenize the soil samples prior to analysis
for total lead.
Quality assurance/quality control (QA/QC) procedures will be performed for each method of
analysis with specificity for each analyte listed in the test method’s QA/QC. QA/QC measures
will include the following:
¯One method blank for every ten samples, batch of samples or type of matrix, whichever
is more frequent.
¯One sample analyzed in duplicate for every ten samples, batch of samples or type of
matrix, whichever is more frequent.
¯One spiked sample for every ten samples, batch of samples ot type of matrix, whichever
is more frequent, with spike made at ten times the detection limit or at the analyte level.
3. l. 4 - Report Preparation
A site investigation report will be prepared to transmit the field and laboratory data, and data
evaluation. The report will include but not be limited to the following:
¯Background summary
¯Scope of services performed
¯Observations during the field activities
¯Results of field activities including laboratory results
¯Vicinity Maps and Site Plans indicating boring locations
¯Conclusions and recommendations
¯Appendices including laboratory reports and chain-of-custody documentation
3.2 - Geotechnical Investigation and Report
3.2.1 - Field Exploration
For the proposed bridge structure, we will drill six borings up to 60 feet in depth. These
explorations will provide an evaluation of subsurface conditions for the proposed structure. The
boring locations will depend upon the available access and any boring data from previous
studies. We anticipate using a truck mounted drill rig for our work. Traffic control is not
anticipated at this time, nor any costs are included for railroad flagmen.
We will classify and continuously log subsurface soil conditions encountered in each test boring
at the time of drilling. We will also obtain "relatively undisturbed" and bulk samples of
substrata from test borings. The borings will be drilled and capped in accordance with the permit
requirements.
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We will acquire the permit necessary to perform field exploration work in the JPB right of way.
It is assumed that the City will pay all processing costs as reimbursable costs.
3.2. 2 - Laboratory Testing
Laboratory tests will be performed on representative soil samples. These will include moisture
density, unconfined compression, gradation analyses, corrosion tests and Pl.asticity Index tests, as
necessary.
3.2. 3 - Soils Analysis/Evaluation
Engineering analyses will be performed from which we will develop design recommendations
for the propos’ed foundations.
3.2.4 -Draft Foundation Memo
Prepare preliminary recommendations for .foundations and provide a Type Selection Memo with
the Log of Test Borings.
3.2. 5 -Final Foundation Report
Prepare a detailed report including design recommendations for foundation types and footing
elevations, lateral design capacities, recommendations for pile foundation or spread footings. The
final report will also discuss seismic considerations and evaluation of liquefaction potential, and
will comment on the site soil conditions from this standpoint. Information related to Caltrans
Seismic Design Criteria (SDC v 1.1) such as depth to rock like material, and peak bedrock
acceleration shall be provided. A Log of Borings sheet will also be prepared using the General
Plan as base map.
Parikh Consultants will also provide design review consultation through final design.
Task 4 - Environmental Assessment & Certification
Based on what we have learned from the 15% phase, we will prepare an Initial Study leading to a
Mitigated Negative Declaration in order to comply with CEQA. For the NEPA process, up to
two rounds of comments and revisions to the two Special Studies (Historic Property Survey
Report and Tree Report) will be covered under the 15% budget.
4.1 - CEQA Initial Study Process
4.1.1 - Data Collection & Review
Much of the data necessary to complete the Initial Study is presently assembled. However, a
project familiarization meeting with the Palo Alto staff will be necessary. Important sources of
information including the Palo Alto General plan, environmental documents from nearby
projects, and other data will be required. This task will also involve a field visit to verify
existing conditions, check nearby land uses, and review previous understandings and limits with
the proj ect team.
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4.1.2 - Prepare Project Description
The Project Description text will be written to follow the format suggested in the Environmental
Evaluation Checklist from the CEQA Guidelines. It will include the project title and related basic
information about the project sponsor, surrounding land uses, Responsible Agencies as well as a
Description of the Project.
The project description will also be illustrated with maps showing, at a minimum, the site
location, development plans and boundaries, surrounding parcels, and topography. In addition, it
will include several photographs showing existing site conditions and adjacent land uses.
The relationship of the project with the Palo Alto General Plan will also be discussed, and the
applicable zoning regulations for the area will be described.
4.1.3 -’ Describe Environmental Setting,
The existing environmental setting of the project site and area will be briefly described. The
description will focus on surrounding land uses, the local natural features, transportation
network, and public services and utility systems serving the area.
4.1.4 - Complete Annotated Checklist
The Initial Study Checklist from the CEQA Guidelines has been. electronically reproduced by
Donaldson Associates and will be used in the report. All questions will be answered in
accordance with the categories, provided. Specific responses to each question will be provided
and a list of references will be attached at the end of the document.
A preliminary review of the Checklist indicates that most answers will probably be "No Impact".
Written support for this conclusion will be provided except in cases where theissue is clearly not-
applicable, e.g. mineral resources. Specific answers to some, or all, of the questions are likely to.
be required in the fo.llowing areas:
Aesthetics
Biology
Cultural Resources
Geology and Soils
Hazards and Hazardous Materials
Hydrology and Water Quality
Land Use
Public Services
Resources and Recreation
Transp ortation/Traffic
Utilities and Service Systems
Mitigation Measures will be prepared to reduce the level of any potentially significant impacts
identified. The appropriate box in the Initial Study Determination section will be checked. At
this time it is expected that the evaluation will support a Mitigated Negative Declaration.
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The research, writing and analysis for all of the above topics will be undertaken based on
information obtained from a variety of sources including studies completed as part of the 15%
design phase work such as the HPSR, tree surveys, hazmat reconnaissance, the records search
commissioned from the Northwest Information Center (cultural resources) and other data.
4.1.5 - Complete Administrative Draft Initial Study
The results of Tasks 4.1.2 and 4.1.3 will be reviewed, edited and corrected and graphics will be
completed. The Administrative Draft Initial Study will then be assembled and delivered to the
City for review.and comment.
4.1.6 - Complete Initial Study
Donaldson Associates will meet with the reviewers to go over the comments on the
Administrative Draft Initial Study and any additions, modifications, and corrections to the text
and graphics will be made. Up to 20 bound copies of the completed Initial Study will be printed
and delivered to the City along with a camera ready master in case additional copies are required.
4.1.7 - Attend Public Hearing
Donaldson Associates will attend one public hearing/meeting on the project and Initial Study,
present the report and respond to comments, as appropriate.
4.1.8 - Respond to Comments
Written responses to comments received-during the public review period, will be prepared. The
responses will most likely take the form of an addendum to the report that could accompany the
Initial Study when the project is taken to the Planning Commission and City Council for
approval.
4.1.9 - Mitigation Monitoring and Reporting Plan
A Mitigation Monitoring and Reporting Plan will be prepared. Every mitigation measure
included in the Initial Study will be included. The method of monitoring, time of monitoring and
people responsible for monitoring will be specified in the Monitoring Plan.
4.2 - NEPA Compliance Process
4. 2.1 - Respond to Caltrans comments on the Special Studies
Donaldson Associates will respond to Caltrans comments on the Historic Property Survey Report
(Negative) and the Special Study on Trees/Visual Impacts. Once revisions have been made the
reports will be compiled and resubmitted to Caltrans. This work is considered part of the 15%
design effort.
4. 2.2 - Contingency for additional Special Studies or Documentation
Although the Caltrans Preliminary Environmental Study (PES) identified only the 2 issues that
are being investigated in the 15% design phase, our experience has been that Caltrans can raise
new issues or concerns at any stage of the project. If documentation to support potential
additional requirements of Caltrans/FHWA is required, this will be considered a contingency and
will be paid for separately by the City.
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Task 5 - Architectural Development and Landscaping
T13e N~)lte team will provide architectural and landscape design development services
incorporating input from City staff, the Architectural Review Board, and the Arts Commission.
Design development work will comprise architectural treatment of the exterior paved areas,
planting and irrigation, tunnel portals and interior surfaces, stair and guard railing design,
lighting within the tunnel and in the approach areas, and stair and ramp accessibility
requirements. Landscape planting plans will incorporate required environmental mitigations and
input from the City arborist. Approval of these items will be obtained prior to developing
contract documents therefore.
Task 6 - Preliminary, Design (30% PS&E)
The primary goal of this task is to finalize geometry, establish requirements that allow the right-
of-way engineering process to begin, establish presentation format for contract documents, and
identify key issues that will require special attention to remain offthe critical path. [Note that
until the Environmental Document is approved, no right of way engineering is allowed.]
After formal selection of the proposed alternative presented in the 15% design phase by the City
and approved by the JPB, Nolte will proceed with developing design and plans for the proposed
undercrossing. Once reviewed and accepted by all interested parties, the selected alternative will
become the.basis of all design work for the proposed structure and other alternatives will not be
considered anymore, ,
It is envisioned the.following sheets will be required for this project. The number of sheets will
remain the same beyond 80% submittal.
1. Title Sheet 1 X X
2. Typical Cross Sections 1 X X
3. Key Map and Line Index 1 X
4. Layout and Profiles 2 X X
5. Construction Details 1 X
6. Contour Grading 1 X
7. Drainage Plan 1 X X
8. Drainage Profiles & Quantities 1 X
9. Utility Plan 1 X
10. Stage Construction Plan 1 X X
11. Pavement Delineation 1 X X
12. Summary of Quantities 1 X
13. Architectural Plans 10 X (3)X
14. Structure Plans 12 X (3)X
15. Electrical and Signal Plans 2 X
16. Traffic Circulation and Signage Plans 2 X X
17. Landscaping and Irrigation Plans 5 X
TOTAL SHEETS 44 16 44
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Signals: Develop traffic signal modifications for the signal at Homer and Alma intersection. The
plans sh.all depict the following proposed equipment:
1.Signal phasing diagrams
2.Signal standards and signal head locations
3.Controller assembly and service equipment enclosure
4.Types, locations, and designations of detectors
Lighting: De’~elop lighting plans for the undercrossing and access ramps. These plans shall
depict the Proposed lighting standard type and locations.
Service Points: Prepare electrical load calculations and submit to utility company to verify
service point locations.
Traffic Circulation/Signage: Prepare plans to show circulation of bicycle traffic to and from the
undercrossing and the needed traffic signs. These plans will be based on information provided by
the City and any Traffic studies are not part of the scope.
Other Items
Preliminary plats defining right-of-way and easement requirements will be prepared to a level to
allow JPB and City review to be started. (See Task 8 for a detailed description of the right-of-
way engineering services to be provided.)
Construction cost estimates from the 15% design phase will be updated based on the preliminary
plans and include a 20% design contingency. Total project cost, including right-of-way, design,
and construction administration will be developed.
Task 6 Deliverables/Products:
=Finalized Geometry
¯Approved Structure Type
¯Basic development of Lighting and Signal Modification
¯Preliminary Plats for agency review
¯A basic set of plans (approximately 14 total)
¯Preliminary Construction and Project Cost Estimate
Task 7 - Final PS&E
The results of the preliminary design phase described in Task 6 will be further developed to
provide PS&E submittals at 80% and 100% levels of completion for review and approval by the
City, and JPB.
During the review process, within two weeks of receipt of complete comments from any
particular agency, a response to comments letter will be prepared and forwarded to City and the
reviewing agency. Quick resolution of outstanding or conflicting issues will allow the design
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team to have the proper direction and time to address the design issues. As necessary, issue
resolutign meetings will be scheduled.
Task 7.1 - 80% Plans, Specification & Estimates
The goal of the 80% Phase of design is to detail the design to a sufficient level to identify and
resolve any additional issues not previously discovered. Nolte’s construction documents at the
completion of this task will completely define the project. A ful! understanding of the intent and
scope of improvements will be reflected in these documents.
Undercrossing Design
Upon approval of the structure type, Nolte will proceed with the final design of the structure.
This phase of the design process includes the superstructure and substructure design for dead
load, live load, and seismic load combinations. Design code used for the design will be AREMA
(American Railway Engineering and Maintenance-of Way Association) Manual for Railway
Engineering and Caltrans Bridge Design Specifications (BDS), Seismic Design Criteria (SDC)
and JPB specifications. All design, detailing, and drawing presentation will conform to. the
Caltrans standards, policies, and guidelines as outlined in Caltrans’ Design Details Manual,
Design Aids Manual, Memo to Designers Manual, and Seismic Design Guidelines and
Commentary.
Dead Load--Dead load considered are the self-weight of the structure, ballast, and tracks with
an allowance for future track raises, barrier and railing, utilities,-and all other permanent
construction placed on the structure.
Live Load--A typical live load the structure is designed to carry is the Cooper E-80 loading to
simulate a heavy locomotive and train of cars.
Seismic Load--With Nolte’s input and field exploration, the geoteclmical engineer will develop
seismic design parameters as well as the foundation design parameters considering the site soil
profile, past and potential nearby fault energy level during rupture. In an effort to determine the
lateral forces demands, site specific or Caltrans SDC spectra curves will be developed or selected
for dynamic analysis of the structure during seismic events. Applicable provisions in AREMA
and SDC will be utilized in the final design of the structure. Nolte will detail the structure with
intrinsic ductile prop.erties to meet seismic performance expectations of the clients and the
agencies and to safeguard the public against structure collapse.
Foundation Report
A Foundation Report will be prepared for the undercrossing structure and wing walls/retaining
walls. Borings will be drilled at either end of the structure (not in PCJPB right-of-way) and
along the retaining walls - as discussed in Task 3.2.1, Field Exploration. Up to six borings may
be needed. Existing boring data will be used in this study. Subtasks associated with Foundation
Report are discussed under Task 3.2 - Geotechnical Investigation and Report.
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Plan Preparation
Throughout the design of the bridges, the plan sheets will be drafted. Nolte will prepare the plans
in accordance with the requirements of the Bridge Design Details Manual as published by
Caltrans.
Draft Special Provisions
Nolte will use the most current version available from Caltrans of the Standard Special
Provisions and will revise the Standard Special Provisions to meet the requirements of this
specific project.
Construction Cost Estimate
Nolte will prepare an estimate of probable construction costs for the Project. This estimate will
be based upon a quantity estimate prepared by the design engineer and unit cost information for
each of the materials. The unit cost data will be based on past relevant experience with similar
projects and the Contract Cost Data book as prepared by Caltrans.
Quality Control/Review
Once the Preliminary Plans, Specifications, and Estimates are near completion, Nolte will
conduct a review of the plans, specifications and construction cost estimates. The review will
include the plans, calculations, estimates and special provisions An independent check will be
performed on the structural plans by engineers that have remained independent of the original
design, .who will then resolve any discrepancies between the design engineers and the review
engineers. Upon completion of the independent structural review Nolte will recombine the
structural package with the roadway or civil design and submit the project plans, special
provisions, estimates and calculations to the City and JPB for review.
The following activities will also be performed during the 80% PS&E phase:
Hold meetings with the City, JPB, and other agencies to resolve issues identified in the
course of the preliminary design review.
Review Caltrans’ most recent Standard Specifications and Standard Special Provisions
(SSP) including updates and modify and/or draft new special provisions, as required.
Incorporate comments on any draft permit applications and submit the revised
applications to the City, who will officially transmit the applications.
Update and submit the construction quantities and cost estimates in BEES format,
modified to reflect oversight of the construction by the City.
Finalize the geotechnical report for City approval.
Task 7.2 - 100% Plans, Specifications & Estimates ...
The result of the 100% phase is a set of ready for construction design documents. These
documents will be submitted to the City and JPB. If no comments were to be received following
submittal of these plans, they would be ready to advertise for construction. Nolte’s focus at this
stage of design is on final details. Commonly, this effort deals mostly with construction details,
conforms, quantities, and cross references within the plans and in coordination with the Bid List
and Specifications.
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Nolte will perform the following activities within the 100% PS&E Phase:
Incorporate 80% review comments and provide written response with justification for
each comment not incorporated.
Attend meetings stemming from 80% submittal review comments with the City, JPB, and
other agencies to resolve all issues.
Update and submit the design plan sheets.
Update and submit the special provisions.
Review conditions of the permits with the City, JPB and PUC and update and submit
design support documents, as necessary.
Review, sign, and submit Project Right-of-way Certification documents.
Update and submit the construction quantities and cost estimates.
Update and submit the construction schedule for the entire project.
Perform in-house quality control review.
Task 7.2.1 -Final Plans, Specifications & Estimates
This task incorporates comments from the 100% Phase, if any, and produces the Final PS&E
documents, ready for construction. If no comments are received, I00% PS&E will constitute the
final PS&E. Nolte’s activities will include the following:
~ Update the PS&E and obtain from Caltrans the R/W Certification. Submit for final
review by the City to verify changes were incorporated.
N Supply design and construction information required by permitting agencies.
Task 8 - Right of Way Engineering
Plats of the existing right-of-ways will be prepared. The plats will show the relationship of
existing lines of title with respect to the proposed right-of-way. We will collect record boundary
information from the City and JPB. We will also perform field boundary surveys for verification
purposes.
The plats will contain the following information:
Boundaries of fee parcels affected by the proposed undercrossing.
Boundaries of the existing City and JPB rights-of-way at the undercrossing and
easements lying in the project area.
A listing of title documents, such as easements and rights-of-way, referenced during data
collection.
Draft Deeds and Legal Descriptions :
Draft legal descriptions of the proposed permanent easement in the JPB right of way and for
utility relocations (if needed) will be prepared.
Final Deeds and Legal Descriptions
Upon approval of the draft plats and legal descriptions, final plats and legal descriptions for a
permanent easement in the JPB right-of-way and for utility relocations (if needed) will be
prepared.
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EXHIBIT A
,l
:I
EXHIBIT B
NOLTE ASSOCIATES, Inc,
HOURLY CHARGE RATES SCHEDULE
OFFICEJ TECHNICAL SERVICES
Engineering Aide/Planning Aide
Project Assistant
CADD Technician I
CADD Technician II
CADD Technician 111
Senior CADD Technician/Designer
Design Supervisor
$ 44
$ 49
$58
$ 64
$ 77
$ 82
$ 82
to
to
to
to
to
to
to
$ 55
$86
$81
$ 99
$105
$110
$130
PROFESSIONAL
Junior Engineer/Planner/Surveyor
Assistant Engineer/Planner/Surveyor
Associate Engineer/Planner/Surveyor
Senior Engineer!Planner/Surveyor
Manager
Associate
Principal
$68 to
$74 to
$92 to
$101 to
$123 to
$135 to
$145 to
$ 92
$108
$126
$135
$143
$162
$199
FIELD:CONSTRUCTION MANAGEH ENT
Assistant Resident Engineer
Resident Engineer
Senior Resident Engineer
Construction Manager
$ N/A
$ N/A
$ N/A
$ N/A
SURVEYING
1-Person Survey Crew
2-Person Survey Crew
3-Person Survey Crew
$ 79 to
$150 to
$185 to
$111
$.207
$261
EXPENSES:
Plotting and In-house Reproduction
Subsistence "
Other Expenses-Including Sub-Consultants
And Purchased Services through Subcontracts
Mileage - Outside local area
1.25 x Cost
1.25 x Cost
1.10 x Cost
$0.37/mile
Rates are effective through December 31, 2002. If contract assignment extends beyond that date, the City and
Consultant shall negotiate in good faith a new rate schedule for any services to be provided after December 31,
2002.
Litigation support will be billed at $250.OO per hour.
Overhead and Profit Fee Rates:
Salary Overhead to Direct Labor
General and Administrative Overhead to Direct Labor
Combined Overhead
Profit Fee
Total Markup to Direct Labor
43.1%
135.3%
178.3%
10.0%
3.06
Effective 9/28101 W:\CHRGRATE~2002NorCal.Do c
EXHIBIT B
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