HomeMy WebLinkAboutStaff Report 6804
City of Palo Alto (ID # 6804)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 5/16/2016
City of Palo Alto Page 1
Summary Title: Contract Amendment for Charleston Arastradero Design
Contract
Title: Approve and Authorize the City Manager to Execute Contract
Amendment Number 1 to Contract Number C14150694 in the Amount of
$1,019,123 with Mark Thomas & Company for Final Design Services for the
Charleston/Arastradero Corridor Project, Capital Improvements Program
Project (PE-13011), and Approve a Budget Amendment in the Capital Fund
and Developer Impact Fee Fund
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Approve and authorize the City Manager or his designee to execute the
attached Amendment No. 1 to Contract C14150694 with Mark Thomas &
Company (Attachment A) for final design of the Charleston/Arastradero
Corridor Project (CIP PE-13011) in the amount of $1,019,123 for the base
contract and $33,000 for additional services associated with the scope of
work covered in the contract. This amendment results in a revised total
contract amount of $1,788,888.
2. Amend the Fiscal Year 2016 Budget Appropriation for the Capital Fund by:
a. Increasing the Charleston/Arastradero Corridor Project CIP PE-13011
appropriation by $250,000; and,
b. Decreasing the Charleston/Arastradero Development Impact Fee
Fund by $250,000.
Executive Summary
City of Palo Alto Page 2
Staff recommends the City utilize the same design consultant, Mark Thomas &
Company, that developed the approved concept plan line to prepare the final
design for the Charleston/Arastradero Corridor project. The original contract
includes provisions for continuing with Mark Thomas for the final design work.
The work will include preparation of plans, specifications and cost estimates at
various levels of design as well as outreach, project management, street lighting
design and bid support. In September 2015, Council approved the concept plan
line and directed staff to proceed with the final design for the corridor project.
This contract amendment will allow the final design to be completed. In order to
execute the contract amendment, an additional appropriation to the
Charleston/Arastradero Corridor project from the Charleston/Arastradero
Development Impact Fee Fund is needed. The Charleston/Arastradero Corridor
Project is a Council Infrastructure Plan project, and use of the development
impact fee funds was anticipated during development of the Infrastructure Plan.
Background
The Charleston/Arastradero Corridor is a heavily used residential arterial road
serving as an east-west connector for southern Palo Alto and services 11 schools,
several parks, shopping centers and a library. Comprehensive Plan Policy T-40
prioritizes the safety and comfort of school children in street modification
projects that affect school travel routes. Trial striping plans were previously
implemented and approved for permanent retention throughout the corridor.
The current phase of the project will install landscaped medians, bulb-outs and
enhanced bicycle and pedestrian improvements consistent with the existing
striping and roadway configuration.
Extensive public outreach was done to develop the preferred concept plan line
and to add landscaping and pedestrian/bicycle improvements to the corridor. The
City hosted four community workshops, presented the plan to Palo Alto
Pedestrian and Bicycle Advisory Committee for comments twice, and developed a
preferred plan line concept that was unanimously approved by the Planning and
Transportation Commission. Highlights of the proposed plan include a new
multiuse trail from Gunn High School to the Hetch-Hetchy Trail, bike lanes across
El Camino Real and new landscaped medians throughout the corridor.
Following approval of the concept plan line, the design team began working on
the landscaping plans for the corridor and on getting environmental clearance
City of Palo Alto Page 3
from Caltrans for the grant-funded portion of the project near Gunn High School.
A public meeting was held in March 2016 to present the proposed landscaping
palette. The plans were generally well received and many comments on all
aspects of the plans were recorded. Following approval of the contract
amendment, Mark Thomas & Company will begin working on the final design,
with summer 2017 the target for implementation of the first construction phase.
Discussion
The contract amendment will take the approved concept plan line and advance
the plans to final design. Plan sets will be generated for City review at the 35%,
65%, and 100% levels. The amendment also includes budget for additional public
outreach meetings, utility relocation coordination, bid support and street lighting
design.
A new solicitation for the work contained in this amendment is not required as it
was anticipated at the time of original contract award. The contract for the
preliminary design and environmental assessment allowed for a future
amendment to be awarded to take the plans to final design. Due to their
familiarity with the project and performance of work to date, staff recommends
amending the contract with Mark Thomas & Company for completion of the final
design.
Resource Impact
Funding for this contract amendment is available in CIP PE-13011 with the
recommended transfer of $250,000 from the Charleston/Arastradero
Development Impact Fee Fund. The transfer of funds from the
Charleston/Arastradero Development Impact Fee Fund was envisioned during the
development of the Council Infrastructure Plan. Funds for construction of the
project are fully programmed for Fiscal Years 2017, 2019, and 2020 in the Fiscal
Year 2016-2020 Capital Budget.
The first phase of construction is based on the work outlined in two grants
awarded for the project. The first is a Caltrans Safe Routes to School (SR2S) grant
in the amount of $450,000, awarded in 2012 for improvements from Middlefield
Road to Alma Street. The second grant is a Valley Transportation Authority:
Vehicle Emissions Reductions Based at Schools (VERBS) grant awarded in 2013 in
the amount of $1,000,000 for construction of improvements on Arastradero Road
City of Palo Alto Page 4
between Georgia Avenue and Maybell Avenue, including repaving of the Los Altos
Trail between Arastradero Road and Adobe Creek.
Policy Implications
The advancement of this project is consistent with City policies and previous
Council direction. This plan advances multiple objectives in the Bicycle and
Pedestrian Transportation Plan 2012 (BPTP) as well as many goals, policies and
programs in the City’s Comprehensive Plan. Most specifically, Program T-41
where Charleston and Arastradero Roads (between Miranda Avenue and Fabian
Way) are designated as residential arterials, which are to be treated with
landscaping, medians and other visual improvements to distinguish them as
residential streets, in order to reduce speeds.
Environmental Review
The Charleston/Arastradero Corridor Project will be funded from both local and
federal sources. Therefore, compliance with both the National Environmental
Policy Act (NEPA) and the California Environmental Quality Act (CEQA) is required.
For CEQA compliance, the City prepared an Initial Study/Mitigated Negative
Declaration (IS/MND) for the project in 2004 and approved by City Council. A link
to the 2004 IS/MND is included in Attachment C. In addition, the project was
discussed in the 2012 Mitigated Negative Declaration for the Bicycle and
Pedestrian Transportation Plan. An addendum to the Final Initial Study/MND was
prepared and reviewed by staff from the Planning and Community Environment
Department and the City Attorney’s Office. The addendum to the Final Initial
Study/MND was filed with the county in September 2015.
Analyses required for NEPA compliance, to be specified by Caltrans on behalf of
the Federal Highway Administration, are underway and NEPA clearance is
expected in summer 2016. Both the consultant team and staff anticipate that
Caltrans will determine that a Categorical Exclusion under NEPA (analogous to a
Categorical Exemption under CEQA) is applicable because the proposed
improvements consist of landscaping and pedestrian/bicycle improvements that
will not materially affect traffic operations or capacity.
Next Steps
City of Palo Alto Page 5
Following approval of the contract amendment, the design team will start work
on the detailed final design for the entire corridor between Charleston Road at
Fabian Way and Arastradero Road at Miranda Avenue. The project will be
designed to allow its construction in phases that will also correspond to the grant
funding for the project. The first phase of construction is expected to begin in
summer 2017.
Attachments:
Attachment A - C14150694 Amendment No. 1-Complete (PDF)
1 Revision April 28, 2014
AMENDMENT NO. ONE TO CONTRACT NO. C14150694
BETWEEN THE CITY OF PALO ALTO AND MARK THOMAS & COMPANY
This Amendment No. One to Contract No. C14150694 (“Contract”) is entered
into on this 9th day of May, 2016, by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and MARK THOMAS & COMPANY, a California
corporation, located at 1960 Zanker Road, San Jose, CA 95112("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of
professional design services for streetscape and pedestrian/bicycle improvements along the
Charleston/Arastradero Corridor Project.
B. The parties wish to amend the Contract to increase the scope of services
to include project management and final design, increase compensation in the amount of
$1,052,123.00 and extend the contract term through December 31, 2017.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 1, SCOPE OF SERVICES, is hereby amended to read as
follows:
“CONSULTANT shall perform the Services described in the attached Exhibit “A-1”
as an addition to the scope of services described in Exhibit “A” of the original contract, in
accordance with the terms and conditions contained in this Agreement. The performance of all
Services shall be to the reasonable satisfaction of CITY.”
SECTION 2. Section 2, TERM, is hereby amended to read as follows:
The term of this Agreement shall be from the date of its full execution through December 31,
2017 unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. Section 4, NOT TO EXCEED COMPENSATION, is hereby amended
to read as follows:
“The compensation to be paid to CONSULTANT for performance of the Services
described in Exhibit “A “and Exhibit “A-1”, including both payment for professional services and
reimbursable expenses, shall not exceed one million six hundred eighty eight thousand eight
hundred eighty eight dollars ($1,688,888.00). In the event Additional Services are authorized,
the total compensation for Services, Additional Services and reimbursable expenses shall not
exceed One Million seven hundred eighty eight thousand eighty eight hundred Dollars
(1,788,888.00). The applicable rates and schedule of payment are set out in Exhibit “C-1
2 Revision April 28, 2014
entitled “HOURLY RATE SCHEDULE of the original contract and Exhibit C-3 of Amendment
No.1.” entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this
Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C” of the original contract and Exhibit C-2 of Amendment No.1. 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 in Exhibit “A” and Exhibit “A-1”.
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended to
read as set forth in the attachment(s) to this Amendment, which are incorporated in full by this
reference:
a. Exhibit “A-1” entitled “SCOPE OF SERVICES”.
b. Exhibit “B-1” entitled “SCHEDULE OF PERFORMANCE”.
c. Exhibit “C-2” entitled “COMPENSATION.
d. Exhibit “C-3” entitled “HOURLY RATE SCHEDULE.
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 have by their duly authorized representatives
executed this Amendment on the date first above written.
3 Revision April 28, 2014
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
_____________________________
Senior Deputy City Attorney
MARK THOMAS & COMPANY
By:___________________________
Name:_________________________
Title:________________________
Attachments:
Exhibit “A-1” entitled “SCOPE OF SERVICES”.
Exhibit “B-1” entitled “SCHEDULE OF PERFORMANCE”.
Exhibit “C-2” entitled “COMPENSATION.
Exhibit “C-3” entitled “HOURLY RATE SCHEDULE.
President
Robert A Himes
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
1
CHARLESTON-ARASTADERO CORRIDOR PROJECT
FINAL DESIGN
3/11/2016
CONSULTANT is currently providing Preliminary Engineering services to the City of Palo Alto for the
Charleston-Arastradero Corridor Complete Streets and Green Infrastructure Project. In September 2015,
the City Council approved a preferred Conceptual Plan Line alternative. This Scope of Work covers tasks
necessary to get the approved plan line ready for construction.
The proposed project will consist of designing street improvements consistent with the approved plan
line within the 2.3-mile Charleston-Arastradero Corridor between Fabian Way and Miranda Avenue and
the 25MPH target design speed for residential arterials. The improvements include:
- Raised landscaped median islands, widened sidewalks and bulb-outs;
- Pavement delineations for vehicle and bicycle lanes and pedestrian crossings;
- Modification of ten (10) traffic signals to improve bicycle detection and pedestrian crossing
times, including all necessary detection to convert the corridor to Synchro Green adaptive signal
technology;
- Installation of a new signal at Charleston Road/Louis Road/Montrose Avenue intersection;
- Signal interconnect plans along Charleston Road between Alma Street and San Antonio Road;
- Reconstruction of the Los Altos – Palo Alto bike path between Arastradero Road and the City
limits and installation of pedestrian-level lighting within the same limits;
- Incorporation of green infrastructure improvements to treat, retain and infiltrate storm water to
the maximum extent possible at locations where sidewalk and bulbout improvements are
proposed;
- Limited pavement widening in the vicinity of the intersections at El Camino Real and at Louis
Road; the project does not include other pavement rehabilitation work or overlay. Pavement
structural section for the widening will match existing pavement section based on as-builts to be
provided by City;
- No regulatory permits are anticipated;
- Prepare up to three (3) sets of plans, specifications, and estimate (PS&E) packages for phased
implementation of the improvements.
The project will be designed in conformance with City of Palo Alto Standards, AASHTO, MUTCD, NACTO
Urban Bikeway Design Manual, NACTO Urban Street Design Manual, ITE Designing Walkable Urban
Thoroughfares: A Context Sensitive Approach, and Caltrans DIB 89 Class IV Separated Bikeway Guidance.
Improvements within State right of way will be designed in conformance with the Caltrans Highway
Design Manual.
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
2
The specific services to be provided for the Charleston/Arastradero Corridor project are outlined below.
TASK 1 PROJECT MANAGEMENT
1.1 PROJECT MANAGEMENT
The Consultant Project Manager shall plan, organize, direct and monitor project work activities
and resources in accordance with contracted scope, schedule and budget. This task includes
performing ongoing general project management with the client, subconsultants and
stakeholders including preparing contract paperwork, monthly progress reports and invoices,
memos, letters and e-mail, making phone calls and maintaining project files. This activity
commences with receiving the Notice-To-Proceed, continues through submittal of the key final
project deliverables, and concludes at the completion of bidding. For this scope of work, a
project duration of 14 months is anticipated.
Deliverables:
- Monthly invoice and progress report
1.2 MEETINGS
Consultant shall hold meetings to present project progress, coordinate activities, and resolve
issues. Consultant shall take the lead in conducting the meetings, including preparation and
distribution of the meeting agenda, confirming attendance of participants, and preparation and
distribution of meeting minutes, including the recap of action items. The following meetings are
included in Consultant’s scope:
1.2.1. Kick-off Meeting
Consultant shall hold a kick-off meeting at the beginning of the project. The purpose of
this meeting is to build a mutual understanding of the intended purposes, objectives,
milestones and deliverables of the project. At this meeting, Consultant shall review the
project schedule, identify communication lines, and discuss project design criteria.
1.2.2. Comment Review Meetings
Consultant shall hold up to three (3) comment review meetings. These meetings shall be
scheduled after comments from City on milestone submittal documents are received
and reviewed by Consultant. At these meetings, Consultant will explain how the City’s
comments will be addressed, and seek clarification of comments as necessary. It is
anticipated holding these meetings after each of the following key milestones:
35% PS&E Submittal
65% PS&E Submittal
100% PS&E Submittal
1.2.3. Coordination Meetings
Consultant shall hold up to ten (10) coordination meetings and/or presentations with
City’s project manager, City departments, committees, commissions, stakeholder
agencies, as well as residents and business affected by the project. These meetings are
intended to resolve issues identified by the consultant team, City departments,
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
3
stakeholders, residents, and businesses. The timing, attendance, and agenda for these
meetings will be jointly determined by Consultant’s and City’s respective project
managers.
In coordination with City’s Public Art staff, Consultant shall make a presentation to the
Public Arts Commission for final approval for the artwork.
Consultant shall coordinate with an artist to be selected by City to integrate the artwork
into the final design, including coordination of required footings, lighting, anchoring,
signage placement, or other requirements for the integration of art. Consultant shall
make plans available for the artist and the design team to insert in-situ renderings of the
artwork within the overall project. Consultant shall coordinate detailed plans with staff
and the artist outlining Consultant’s responsibilities versus artist responsibilities and
deliverables, finding efficiencies wherever possible.
Deliverables:
- Meeting Agenda
- Meeting Minutes
1.3 QA/QC
Prior to each milestone submittal, Consultant shall perform quality control review of the
deliverables in accordance with the company’s standard QA/QC plan. The review shall be
performed by experienced professionals that are otherwise not associated with the
development of the deliverables. Consultant shall maintain documentation of the quality control
activities for the project.
TASK 2 SUPPLEMENTAL SURVEY
As part of the Preliminary Engineering phase of the project, Consultant has collected extensive survey
information using Mobile Lidar Scanning (MLS) technology. This survey information shall be used as base
map to develop project plans. Consultant shall perform supplemental topographic survey to support
detailed design work. The supplemental survey shall include:
- Rim, grate, and flow-line elevations for drainage inlets, drainage manholes, and sewer manholes
as deemed necessary by the Consultant’s designers;
- Locations of potholes that identify horizontal and vertical location of underground utilities at
potential conflict locations to be identified by the Consultant’s designers (Potholing will be done
as part of Task 4);
- Pavement and curb conforms at the corridor intersection areas as needed for design;
- Locations not adequately covered by the MLS survey, such as areas with heavy vegetation
growth, including the 1,700 feet of the Los Altos-Palo Alto bike trail.
Additional field surveys are included to supplement the MLS surveys. Data collected from the
supplemental topographic survey will be incorporated with the aerial base mapping. The field surveys
will require encroachment permits from City of Palo Alto and Caltrans. Encroachment permit fees, if any,
will be paid directly by City of Palo Alto. Some of the field surveys within City and Caltrans right of way
may require traffic control. Consultant’s scope of work includes two (2) days of traffic control at a cost of
$3,000 per day.
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
4
Deliverables:
- Survey data displayed on project base map in AutoCAD format
TASK 3 PUBLIC OUTREACH
To keep the public informed in the final design, Consultant, together with City staff, shall facilitate two
(2) open-house format public workshops. Graphics developed during the design phase will be presented
at the workshops after team introductions and project overview. Ahead of the workshops,
CONSULTANT will prepare master announcement notifications to be reproduced and distributed to
invitees by City staff 2-3 weeks prior to the meeting date. This scope assumes two (2) public meetings.
Deliverables:
- Meeting notice
- PowerPoint Presentation
- Meeting Summary
TASK 4 UTILITY RELOCATION COORDINATION
The project is anticipated to require relocation of existing utilities. Consultant will coordinate utility
relocation work with the affected utility purveyors while keeping the City informed of such activities.
Copies of all written correspondence and related materials will be submitted to the City for their records
as the work progresses. CONSULTANT shall adhere to Local Assistance Procedure.
Using the existing facility maps that were assembled and incorporated into the base mapping under the
previous project phase and using the 60% plans developed under Task 5, Consultant shall prepare
conflict mapping (“B” Plans) and a “B” Letter for City review. Two (2) copies of the conflict mapping will
be sent to the utility company showing the individual company’s facilities, marked in its corresponding
color, and showing the anticipated utility conflicts.
Consultant shall request utility companies to provide copies of their relocation design plans and cost
estimate of the relocations. Consultant shall review such conflict plans and provide confirmation that
the relocation plans adequately remedy the identified conflicts. Consultant shall provide signature-
ready final relocation Notice to Owner (NTO) to the City. NTO Letters will be prepared for distribution
upon submittal of the Draft PS&E package. The City shall sign and send NTO Letters. City will assign
construction inspectors to verify that the utility companies carry out the relocations per the approved
relocation plans.
All affected utilities are assumed to be in franchise. Therefore, no liability determination and utility
agreement preparation is included in this scope of work. Utility relocation design will be performed by
the respective utility purveyors. Storm Water Pollution Prevention Plan (SWPPP) and necessary permits
for the relocation will be prepared by the contractor’s QSD and implemented by the contractor’s QSP.
Consultant shall contract with a potholing contractor to provide positive location (potholing) of
underground utilities where conflicts are anticipated. Consultant shall budget for up to fifteen (15)
pothole locations. If additional potholes are deemed necessary, consultant shall submit an extra work
request for the City’s approval.
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
5
Deliverables:
- Pothole data table
- Conflict map and letter
- Reviewed utility relocation plans
- Notice to Owner
TASK 5 FINAL DESIGN
Consultant shall prepare contract documents based on the approved concept plan. Consultant shall use
applicable design standards and guidelines from City of Palo Alto, AASHTO, MUTCD, and Caltrans. The
contract documents shall encompass civil, landscape, and electrical improvements and result in an
approved Plans, Specifications and Estimate (PS&E). Consultant shall submit intermediate submittals at
the 35%, 65%, 100% and Final levels of completion. The intent of intermediate submittals is to define
the project for review by the City, and to allow for major comments prior to investment of significant
design effort in design details.
5.1 ASSESSMENT OF EXISTING STREET LIGHTING SYSTEM
Consultant shall utilize the existing topographic survey for laying out the existing street lighting
system to be inventoried. Consultant shall request from the City the existing street lighting as-
builts and compare those to the utility information shown on the topographic survey.
Consultant shall conduct lumens test throughout the study corridor. The lumen study will be
used to compare the available lumens along the corridor are as per the required code and
standards. The comparison will be documented in a technical memorandum summarizing the
available lumens, deficiencies and recommendations (if any). Consultant shall identify on the
plans the locations of the conduits and pull boxes for an electrical contractor to field check the
condition of the conduits. Out of the 2.3 mile segment, Consultant shall randomly select a 1.1
mile segment for the electrical contractor to assess. The contractor shall markup on the plans
any conduit segments that are failed or not reusable or pull boxes broken.
Consultant shall then prepare a preliminary opinion of probable construction cost for installing
new conduit and pull boxes at the segment lengths identified and estimate the construction cost
for repairing the remaining segment.
Deliverables:
- Technical Memorandum summarizing the lumen study conducted along the study corridor
- Opinion of probable construction cost, redline markups from contractor
5.2. 35% PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
Plans - Consultant shall prepare 35% level engineering plans based on the approved concept
plan line. This submittal shall further define the elements that will proceed into final design and
move forward into construction documentation. The 35% Plans are expected to include the
following sheets:
Sheet Description
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
6
Count
1 Title Sheet
2 Typical Cross Sections
1 Key Map, Project Control, General Notes
7 Demolition Plan
7 Drainage and Utility Plan
7 Layout
7 Signing and Striping Plan
10 Signal Modifications Plan
42 = Estimated Sheet Count
Specification Outline - Consultant shall prepare an outline of project specifications to identify
the key specification sections needed for the project. The body of the specifications will not be
prepared until the project plans are further developed in the 65% submittal stage.
Estimate of Probable Cost - Consultant shall prepare a 35% project cost estimate based on
quantity calculations of major project elements, and using percentages to estimate minor
project items. The estimate shall include additional items, such as mobilization and construction
administration costs. Unit costs for major items shall be developed based on review of recent,
local projects that are similar in scope. Adjustments shall be made for bidding environment,
price variation with quantity, and other factors. Appropriate contingency allowance shall be
used to account for uncertainty inherent in early level estimates.
Deliverables:
- 35% Plans (10 copies)
- 35% Specification Outline (10 copies)
- 35% Estimate of Probable Cost (10 copies)
5.3 65% PS&E
Comment Review – Consultant shall review comments received on the 35% PS&E submittal
from City and provide responses in a comment response matrix. The responses shall describe
how Consultant intends to address the comments. For each comment the consultant intends
not to incorporate, Consultant shall provide a written justification and seek concurrence from
the commenter.
Plans - The 65% plan set shall include all of the sheets necessary for construction of the project.
The major engineering design efforts, such as hardscape improvements, storm drain design,
infrastructure design, signal and lighting design, landscaping and irrigation design, etc. will be
completed. The plans are at the level ready for a detailed quality control check and ready for
utility companies to begin relocation design.
Sheet
Count Description
1 Title Sheet
2 Typical Cross Sections
1 Key Map, Project Control, and General Notes
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
7
7 Demolition Plan
7 Layout
24 Construction Details
7 Drainage and Utility Plan
14 Drainage and Utility Details
7 Signing and Striping Plan
1 Signing and Striping Details
3 Stage Construction Plans
7 Traffic Handling Plans
7 Water Pollution Control Plans
7 Landscaping Plan
10 Landscaping Details
7 Irrigation Plan
3 Irrigation Details
20 Traffic Signal Layout and Conductor Schedule Plan
2 Trail Lighting Plans
3 Electrical Details
140 = Estimated Sheet Count
Specifications – Consultant shall prepare technical specifications in accordance with City of Palo
Alto’s Standard Specifications and the Caltrans 2010 or later Standard Specifications.
Consultant shall assemble data and prepare drafts of (1) necessary modifications to the
Standard Special Provisions, and (2) additional specifications which may be necessary.
CONSULTANT shall prepare the equivalent of Caltrans Standard Special Provisions for
Sections 8 (Materials), Section 9 (Description of work) and Section 10 (Construction
details).
Estimate of Probable Cost - Consultant shall prepare an itemized estimate of probably
construction costs. The cost estimate shall be developed based on quantity calculations for each
item of work to be included in the bid item list. The quantity and cost estimate calculation shall
be clearly documented. Unit costs for major items shall be developed based on review of recent,
local projects that are similar in scope. Adjustments shall be made for bidding environment,
price variation with quantity, and other factors. Appropriate contingency allowance shall be
used to account for uncertainty inherent in early level estimates.
Deliverables:
- Response matrix for comments on 35% PS&E (10 copies)
- 65% Plans (10 copies)
- 65% Specification Outline (10 copies)
- 65% Estimate of Probable Cost (10 copies)
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
8
5.4 100% PS&E
Comment Review – Consultant shall review comments received on the 65% PS&E submittal
from City and provide responses in a comment response matrix. The responses shall describe
how Consultant intends to address the comments. For each comment the consultant intends
not to incorporate, Consultant shall provide a written justification and seek concurrence from
the commenter.
Update PS&E Package - The 100% PS&E submittal shall represent a complete Final PS&E,
biddable plan package. Consultant shall address City’s comments on the plans, specifications,
and estimate and prepare a complete PS&E set. Major design features have been reviewed;
however, because of the review comments received for the 65% submittal, there may be some
plan details that will be submitted for the first time. From this point, all minor “clean-up”
revisions will occur. Consultant shall perform a site review with plans in hand to assess
constructability of the project and make changes prior to the Final PS&E package submittal.
Consultant shall prepare a full specification package by combining the technical specifications
with the “up front” contract specifications (including bid advertisement, notice to bidders, bond
forms, and general provisions) that City will provide.
Deliverables:
- Response matrix for comments on 65% PS&E (10 copies)
- 100% Plans (10 copies)
- 100% Specification Outline (10 copies)
- 100% Estimate of Probable Cost (10 copies)
5.5 FINAL PS&E
This submittal represents a completed Bid Set, ready for bidding. Consultant shall incorporate
minor City comments related to contract language. No further design comments/changes are
anticipated at this time. Consultant shall coordinate with the City’s reproduction vendor to have
a mylar bid set produced for the City.
Deliverables:
- Response matrix for comments on 100% PS&E (3 copies)
- Final Plans (1 mylar copy)
- Final Specification Outline (1 copy)
- Final Estimate of Probable Cost (1 copy)
5.6 ENCROACHMENT PERMIT
5.6.1 Caltrans Encroachment Permit - Consultant shall assist the City to obtain an encroachment
permit from Caltrans for the improvements within Caltrans right of way at the El Camino Real
intersection. Consultant shall carry out necessary tasks to obtain the encroachment permit,
including telephone coordination, encroachment permit submittal preparation, and application
preparation. Consultant shall prepare a signature-ready encroachment permit application
package for improvements. Appropriate City staff shall review and sign the package for
submittal. Design plans prepared under other tasks in this contract will be used to prepare the
encroachment permit package. Consultant shall budget for attendance of up to two (2)
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
9
meetings with Caltrans personnel. Mandatory or advisory design exception fact sheets for the
proposed improvements are not anticipated and preparation of design exception fact sheets is
not included in this scope of work. For the construction phase, the contractor will be required to
obtain its own encroachment permit prior to beginning work. City will pay all applicable permit
fees to Caltrans.
5.6.2 Peninsula Joint Powers Board/Caltrain Encroachment Permit –Consultant shall assist City in
coordinating with Peninsula Joint Powers Board and Caltrain to obtain encroachment permit for
the project improvements within Caltrain right of way.
5.6.3 San Francisco Public Utilities Commission Encroachment Permit – Consultant shall assist
City in coordinating with SFPUC to obtain encroachment permit for the project improvements
within the Hetch-Hetchy right of way.
Deliverables:
- Caltrans Encroachment Permit Application Package
- JPB/Caltrain Permit Application Package
- Hetch-Hetchy Permit Application Package
5.7 PROVISION C.3 COMPLIANCE
Consultant shall design and prepare plans for implementing post construction storm water
treatment measures for the project which aim to retain and/or treat runoff on site. Plans will
show LID techniques that will maximize detention, retention and infiltration of storm water to
mimic the site’s predevelopment hydrology. PREPARATION OF THE PLANS IS INCLUDED IN TASK
5. UNDER THIS TASK, CONSULTANT will prepare the C.3 report for the project’s Storm Water
Treatment Plan (SWTP) as required by the City for submittal. The submittal shall include the
City’s Standard C.3 Requirement forms and worksheets, treatment method and Best
Management Practices (BMP) narratives, site exhibits of area’s imperviousness, calculations,
data table of implemented treatment measures, standard details, and installation plan exhibits,
proportion of stormwater runoff expected to be diverted from the storm drain system for
treatment.
Deliverables:
- C.3 Report
TASK 6 BID SUPPORT
Once the project is approved for advertisement, Consultant shall provide services to facilitate the
successful advertisement and award of the project. The work may include answering questions from
prospective bidders, assisting the City in the preparation of addenda to the PS&E during the
advertisement period, and providing consultation and interpretation of the construction documents.
Since the required level of effort for bid support cannot be estimated accurately, CONSULTANT has
provided an estimated budget amount in the fee schedule based upon typical industry norms. Work
shall be performed on a time and materials basis. If work efforts exceed the anticipated budget amount,
additional budget authorization will be required for further assistance.
EXHIBIT “A-1”
Amendment No.1 to Scope of Services
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Deliverables:
- Responses to Requests for Information
- Addenda
TASK 7 STREET LIGHTING DESIGN
This task includes an approximate scope and fee for street lighting design. Actual scope and fee, and
limits of the street lighting design will be determined after assessment of the existing street lighting
system (Task 5.1) is completed. Submittals and deliverables for this task will be in accordance with Tasks
5.1 through 5.6.
OPTIONAL TASK 8 CONSTRUCTION SERVICES
8.1 CONSTRUCTION SUPPORT
During the construction phase, Consultant shall work with the City’s designated construction
manager to assist and advise the construction manager in order to minimize construction
conflicts and to expedite project completion. CONSULTANT will prepare Contract Change Order
(CCO) plans, respond to Request for Information (RFIs) and review shop drawings, if necessary.
Since the required level of effort for design support during construction cannot be estimated
accurately, CONSULTANT has provided an estimated budget amount in the fee schedule based
upon typical industry norms. Construction support shall be performed on a time and materials
basis. If work efforts exceed the anticipated budget amount, additional budget authorization
will be required for further assistance.
8.2 PROJECT CLOSE OUT
CONSULTANT will provide Record Drawings to the City after construction is complete. These
drawings will be based on red-lined as-builts provided by the City construction manager or City
contractor. Since the required level of effort for project close out activities cannot be estimated
accurately, CONSULTANT has provided an estimated budget amount in the fee schedule based
upon typical industry norms. Construction support shall be performed on a time and materials
basis. If work efforts exceed the anticipated budget amount, additional budget authorization
will be required for further assistance.
EXHIBIT B-1
Amendment No.1
SCHEDULE OF PERFROMANCE
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.
Milestones Completion
No. of Weeks From NTP
Task 1 – Project Management 52
Task 2 – Supplemental Survey 5
Task 3 – Public Outreach 32
Task 4 – Utility Relocation Coordination 36
Task 5 – Final Design 48
Task 6 – Bid Support 52
Task 7 – Street Lighting Design 48
EXHIBIT “C-2”
COMPENSATION
AMENDMENT NO. 1 TO CONTRACT C14150694
The 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.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed
$1,019,123.00. CONSULTANT agrees to complete all Basic Services, including
reimbursable expenses, within this amount. In the event CITY authorizes any Additional
Services, the maximum compensation shall not exceed $33,000. 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.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The 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, does not exceed
$1,019,123.00 and the total compensation for Additional Services does not exceed
$33,000.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $ 78,418.00
(Project Management)
Task 2 $38,460.00
(Supplemental Survey)
Task 3 $24,940.00
(Public Outreach)
Task 4 $42,460.00
(Utility Relocation Coordination)
Task 5 $770,469.00
(Final Design)
Task 6 $22,064.00
(Bid Support)
Task 7 $42,312.00
(Street Lighting Design)
Sub-total Basic Services $1,019,123.00
Reimbursable Expenses $0
Total Basic Services and Reimbursable expenses $1,019,123.00
Additional Services (Not to Exceed) $33,000
Maximum Total Compensation $1,052,123.00
EXHIBIT C-3
HOURLY RATE SCHEDULE
AMENDMENT NO.1 TO CONTRACT NO. C14150694
PROFESSIONAL AND OFFICE
Principal $ 325.00 per hour
Senior Engineering Manager 310.00 per hour
Engineering Manager 225.00 per hour
Structural Manager 278.00 per hour
Senior Project Manager 226.00 per hour
Senior Survey Manager 210.00 per hour
Project Manager 200.00 per hour
Survey Manager 200.00 per hour
Senior Project Engineer 178.00 per hour
Project Engineer 168.00 per hour
Senior Design Engineer 158.00 per hour
Design Engineer 118.00 per hour
Project Surveyor 145.00 per hour
Sr. Engineering/Survey/CADD Technician 126.00 per hour
Engineering/Survey/CADD Technician 110.00 per hour
Inspector 121.00 per hour
Technical Writer 105.00 per hour
Design (Tech Assistant) 68.00 per hour
Survey (Tech Assistant) 68.00 per hour
Senior Project Coordinator 108.00 per hour
Project Coordinator 100.00 per hour
Senior Administrative 85.00 per hour
Administrative 80.00 per hour
FIELD
Single Chief without Equipment $ 119.00 per hour
Single Chief with Equipment 170.00 per hour
Single Chainman 96.00 per hour
2 Person Field Party and Vehicle 270.00 per hour
3 Person Field Party and Vehicle 345.00 per hour
LANDSCAPE ARCHITECT SERVICES
Landscape Architect $ 200.00 per hour
SPECIAL SERVICES
Expert Witness $ 375.00 per hour
Strategic Consulting (Principal) 375.00 per hour
OTHER DIRECT COSTS
Reimbursables including, but not limited to:
Printing and Materials, Filing Fees, and
Field Expenses -Cost plus 5%
Outside Consultant Fees -Cost plus 5%