HomeMy WebLinkAboutStaff Report 10463City of Palo Alto (ID # 10463)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/24/2019
City of Palo Alto Page 1
Council Priority: Grade Separations
Summary Title: AECOM Contract Amendment #1 for Rail Grade Separation
Title: Approval of Amendment Number 1 to Contract Number C18171057
With AECOM for Continued and Expanded Services for the Connecting Palo
Alto Rail Grade Separation Effort and to Increase Compensation by
$1,206,126 for a Total NottoExceed Amount of $2,484,786
From: City Manager
Lead Department: Transportation
Recommendation
Staff recommends that the City Council approve and authorize the City Manager or his
designee to execute Amendment No. 1 to Contract C18171057 with AECOM for
continued and expanded services for the Connecting Palo Alto Rail Grade Separation
(PL-17001) effort and to increase compensation by $1,206,126 for a total not-to-exceed
amount of $2,484,786.
Background
The City Council approved a contract with AECOM to serve as the primary consultant for
the Connecting Palo Alto rail grade separation project on April 16, 2018. The approved
contract (C18171057), for $1,278,660, is shown with the staff report online at:
https://www.cityofpaloalto.org/civicax/filebank/documents/64464.
On April 22, 2019, the City Council adopted a rail work plan and addressed many other
aspects of the rail grade separation project. The adopted motion from the April 22,
2019 meeting included the following item related to the contract with AECOM:
D. Direct Staff to return to Council with an amendment to contract C18171057 with
AECOM to reflect scope changes and extension to October 2019 for Council
selection of a preferred solution;
At the time, staff provided City Council with an explanation of the expected contract
amendment, noting that with additional changes anticipated through the rail work plan,
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City of Palo Alto Page 2
the City Council could expect the contract amendment amount and scope to increase.
The City Council adopted the rail workplan on April 22, 2019 with some additional
direction given on May 13, 2019. Within the workplan, the City Council included
information about what they felt was needed to get to a decision on a preferred
solution in October 2019. The workplan includes things such as community
engagement, City Council meeting check-ins, polling, and community meetings. The
workplan also accounted for the City Council to approve a contract amendment with
AECOM which reflects the City Council-adopted rail workplan and other changes to date
in the AECOM contract. With the latest direction related to rail grade separation given
by the City Council on May 13, 2019, staff was able to work with the consultant to
finalize the proposed contract amendment attached to this report as Attachment A.
Discussion
The rail grade separation project is a highly dynamic process that has involved a high
level of community engagement. In order to be most responsive to the needs of the
community and the City Council as the project progresses, the consultant team scope of
work has needed to be flexible for modification as needed. To date, this has included,
for example, additional time needed to respond to community members, a robust scope
of traffic analysis, and development of graphics and simulations to aid visualization of
alternatives.
The original AECOM contract scope of services included quite a bit of community
engagement; however, the City has needed more support from AECOM for community
engagement than contemplated in the scope. An example of the additional engagement
needed is the Community Advisory Panel (CAP). The CAP has been instrumental in
providing feedback to staff and the consultants about how to improve materials for
community meetings and meetings with the City Council, as well as engaging their
neighbors on project progress for Connecting Palo Alto. The CAP was not listed in the
original contract scope but the City Administration (based on City Council input) saw the
CAP as a vital need and contract resources were shifted to accommodate it. This
proposed contract amendment formalizes many of the changes in services provided to
date and to be provided as a result of City Council meetings and community meetings
as well as planning for needs over the next six (6) months in preparation of a City
Council decision on a preferred solution and the project summary time needed
thereafter. The specific elements of the contract amendment are outlined below by
task.
Task 1: Project Management –the time extension of 12 months to the project schedule
will extend general project management tasks required for managing all aspects of the
planning effort. This task also accounts for meetings with outside agencies relevant to
the project (e.g., Caltrain).
Task 2: Data Collection and Investigations –this task was increased to accommodate a
larger scope for the traffic analysis task related to getting more detailed information for
City of Palo Alto Page 3
the Churchill Avenue area. The analysis included new peak period turning movement
counts (vehicular, pedestrian and bicycles) at all study intersections and a collision
analysis for the Final Existing Conditions Report. The total number of study intersections
was much higher than that originally scoped in response to community requests for
traffic counts at more intersections. This work has already been completed. As noted
under Task 6, AECOM is switching the traffic subconsultant for the rest of the traffic
mitigation analysis needed.
Task 3: Technical Advisory Committee Meetings –the amendment for this task reduces
the number of meetings for the Technical Advisory Committee (TAC). The reduction is
to reflect the realistic number of meetings needed total. The work of the TAC is not
needed at this time as staff and the consultant are often in conversations with the
stakeholders involved in the TAC.
Task 4: Community Engagement –continued website maintenance, the addition of CAP
meetings (which were not part of the original scope), and the additional renderings
required as part of the community engagement. The CAP work was already completed.
The contract amendment also accounts for the upcoming work needed for the
Expanded Community Advisory Panel (XCAP) including meetings and material
preparation. The XCAP will have their first meeting on June 19, 2019.
Task 5: Identify Alternatives for Analysis –no change to this task.
Task 6: Identify Recommended Alternatives –there are substantive amendments to this
task which include:
x Clarification in the number of alternatives being examined and to what degree.
This modification accounts for the alternatives the City Council has removed from
consideration (such as the Citywide tunnel) as well as those that have been
recently added for study (such as the Churchill viaduct and the two variations for
the South Palo Alto tunnel).
x More detail on the additional traffic analysis to be done. This revised task clarifies
how the traffic analysis should be conducted related to the alternative of a
Churchill Ave. closure. It also defines additional traffic mitigation study needed
for neighboring streets in the Churchill Ave. closure alternative. This task also
reflects staff and the AECOM team having negotiated a substitution in traffic
subconsultant to Hexagon Transportation Consultants, Inc.
x An explanation of what will be included in the Project Study Report (PSR). This is
the report which will summarize all the work done by the consultant through the
entire process. The report details are modifications from the original contract
scope.
Task 7: Assist City with High Speed Rail Analysis –no change to this task.
City of Palo Alto Page 4
Task 8: Financing Plan –the revised scope reflects City-requested changes to the
financial analysis regarding funding sources and strategies. The City also increased the
number of meetings for the financial team at AECOM related to this project to date.
That work has already been completed. The amendment for this task also accounts for
the additional financial research and meetings needed related to the work of the XCAP.
Additional Services: In order to address additional community and City Council needs as
staff works with the XCAP, staff included a budget for additional services into the
contract amendment. The Consultant will provide additional services only by advanced
request and written authorization from the City Project Manager. The Consultant at the
City’s request shall submit a detailed written proposal including a description of the
scope of services, schedule, level of effort and Consultant’s maximum compensation for
the services based on rates set forth in the contract.
While maintaining prudent contract management oversight and financial controls, City
staff has worked closely with the AECOM team to develop and negotiate the
recommended contract amendment. Staff finds this contract amendment to be
appropriate for the level of work needed for this project and recommends that the City
Council approve this contract amendment.
Update on Connecting Palo Alto Rail Grade Separation Process:
Since the last time staff brought an update to the City Council on May 13, 2019, staff
has been actively working to complete this contract amendment to ensure no gap in
services from AECOM and also to factor in all contract scope changes to reflect City
Council action and preferences. Staff worked to expand the membership of the
Community Advisory Panel who advises the City Manager. The group is now called the
Expanded Community Advisory Panel, or XCAP for short. The full meeting schedule for
the XCAP group will be shared at the first meeting on June 19. The first meeting will
take place at City Hall on June 19, 2019 from 4-6pm. The meeting materials will be
uploaded to the www.cityofpaloalto.org/connectingpaloalto website after the meeting.
Timeline, Resource Impact, Policy Implications
Based on the amount of the contract amendment of $1,206,126, sufficient funding for
the AECOM contract amendment is expected to be available in the Railroad Grade
Separation capital project, PL-17001. The total contract amount for the original contract
is $1,278,660, and to date $1,212,614 has been billed and paid. The Railroad Grade
Separation capital project has $2,004,237 appropriated in Fiscal Year 2019 and a
proposed $4,108,000 in Fiscal Year 2020, which allows capacity to fund the proposed
contract amendment for work done through the end of Fiscal Year 2019 and into Fiscal
Year 2020.
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Environmental Review
The recommendation in this report does not constitute a project in accordance with the
California Environmental Quality Act and is therefore not subject to environmental
review.
Attachments:
x Attachment A: AECOM Rail Program Management Services Contract Amendment No 1
1 20, 2016
AMENDMENT NO. 1 TO CONTRACT NO. C18171057
BETWEEN THE CITY OF PALO ALTO AND
AECOM TECHNICAL SERVICES, INC.
This Amendment No. 1 to Contract No.C18171057 (“Contract”)isentered into June
24, 2019, by and between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”),and AECOM TECHNICAL SERVICES, INC., a California corporation, located at 300 Lakeside
Drive, Suite 400, Oakland, California, 94612 ("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties on April 23, 2018 for a
threeyear term for the provision of providing program management, enhanced community
engagement services, grade separation planning and alternatives analysis, and technical assistance
on rail engineering and design, all related to CITY’s ConnectingPalo Alto Railroad Grade Separation
Project.
B. The parties desire to amend the Contract to increase compensation by
$1,206,126.00 from $1,278,660.00 to $2,484,786.00 for the provision of revised and augmented
Basic Services as described in Exhibit “A1”,Amendment No. 1, Supplemental Scope of Services,
attached hereto.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 4.NOTTOEXCEED COMPENSATIONisherebyamendedtoread
as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be
paid to CONSULTANT for performance of the Services described in Exhibit
“A” (“Basic Services”),and reimbursable expenses, shall not exceed Two
Million Three Hundred Four Thousand Seven Hundred Eighty Six Dollars
($2,304,786.00). CONSULTANT agrees to complete all Basic Services,
including reimbursable expenses, within this amount. In the event
Additional Services are authorized, the total compensation for Basic
Services, Additional Services, and reimbursable expenses shall not exceed
Two Million Four Hundred Eighty Four Thousand Seven Hundred Eighty Six
Dollars ($2,484,786.00). The applicable rates and schedule of payment are
set out at Exhibit “C1”,entitled “HOURLY RATE SCHEDULE,”which is
attached to and made a part of this Agreement. Any work performed or
expenses incurred for which payment would result in a total exceeding the
maximum amount of compensation set forth herein shall be at no cost to
the CITY.
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Additional Services, if any, shall be authorized in accordance with and
subject to the provisions of Exhibit “C”.CONSULTANT shall not receive any
compensation for Additional Services performed without the prior written
authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services described at
Exhibit “A”.”
SECTION 2. Exhibit “A1”to this Amendment (attached hereto and incorporated
herein) shall amend, but not replace, Exhibit “A”attached to the original Contract. References to
“Exhibit ‘A’”in the Contract shall mean both Exhibits “A”and “A1”read together. To the extent
the provisions of Exhibit “A1”directly conflict with original Exhibit “A”,the provisions of Exhibit
“A1”will control.
SECTION 3. The following exhibits to the Contractare herebyamended or added to
read as set forth in the attachments to this Amendment, which are incorporated in full by this
reference:
a. Exhibit “A1”entitled “AMENDMENT NO. 1, SUPPLEMENTAL SCOPE OF
SERVICES”Added
b. Exhibit “B”entitled “SCHEDULE OF PERFORMANCE” Amended
c. Exhibit “C”entitled “COMPENSATION”Amended
d. Exhibit “C2”entitled “HOURLY RATE SCHEDULE –AMENDMENT NO.1”
Added
SECTION 4. Except as herein modified, all other provisionsof the Contract, including
any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
(Signature block on following Page)
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CITY OF PALO ALTO
APPROVED AS TO FORM:
AECOM TECHNICAL SERVICES, INC.
Attachments:
EXHIBIT "A1": AMENDMENT NO. 1, SUPPLEMENTAL SCOPE OF SERVICES
EXHIBIT "B": SCHEDULE OF PERFORMANCE
EXHIBIT "C": COMPENSATION
EXHIBIT "C2": HOURLY RATE SCHEDULE –AMENDMENT NO. 1
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EXHIBIT “A1”
AMENDMENT NO. 1
SUPPLEMENTALSCOPE OFSERVICES
This Exhibit “A1”Supplemental Scope of Services amends Exhibit “A”Scopeof Services and should be read
together therewith. To the extent the provisions of Exhibit “A1”directly conflict with original Exhibit “A”,
the provisions of Exhibit “A1”will control.
SCOPE OF WORK
CONSULTANTwill managetheProjectwhich will include requiredtechnical analyses of alternativescoupled
with a comprehensive community and stakeholder engagement process aimed at identifying and
implementing locallypreferred alternatives for modifications to the four existing atgrade crossings in Palo
Alto. CONSULTANT will coordinate and manage the project in conjunction with CITY’s staff. Therevisedgoal
of this process is to conduct the necessary analysis and community engagement toidentifylocallypreferred
alternatives by October 2019, so environmental analysis can begin in Spring 2020. As listed in the original
scope, the listof the additional tasks anticipated for project is listedbelowfollowedbyadetaileddescription
of supplemental services for each task and associated deliverables.
Task 1: Project Management
Task 2: Data Collection and Investigations
Task 3: Convene TAC Meetings
Task 4: Community Engagement
Task 5: Identify Alternatives for Analysis
Task 6: Identify Recommended Alternatives
Task7: Assist CITY with California High Speed Rail Environmental Analysis Phase
Task 8: Financing Plan
Task 1. Project Management
Task 1.1 –Project Management and Administration
For the period following execution of Amendment No. 1, CONSULTANT will continue to provide project
management for each task for the duration of the Project. Management activities will consist of
administration, coordination, and quality control, as follows:
Prepare a scope, budget, and updated project schedule.
Continuetosupervise,coordinate,andmonitoractivitiesandproductdevelopmentforconformance
with the scope of services and CITY standards.
Continue to interface with CITY staff to assure format consistency of all deliverables.
Prepare additional monthly invoices and progress reports.
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Task 1.2 –Performance and Quality Monitoring
CONSULTANTwill continueto use a projectspecificQualityAssurancePlanfortechnicalreviewsanddetailed
checking for work products including the work produced by CONSULTANT’s subconsultants. CONSULTANT
will continue to make sure that all work performed on the project is checked and that all deliverables
undergo a quality review before submittal to the CITY.
Task 1.3 –Coordination Meeting
The total number of coordination meetings listed in the original Scope of Services has increased. An
additional 22 biweekly meetings, 1 additional Safe Routes to School and 1 additional School Traffic Safety
Committee, and 5 City Council meetings have been added as part of the Scope through Amendment No. 1.
The total number of meetings is revised as follows:
Kickoff meeting (assume 1)
Designteamcoordinationmeetings(biweeklybetweenApril2018andFebruary2020 –assume42)
Rail Committee meetings (assume 8)
City Council meetings (assume 9)
Planning and Transportation Commission Meetings (assume 4) Removed from scope
Projectcoordinationmeetings withother transportation agencies/local jurisdictions
Caltrain (assume 2)
Santa Clara Water District (assume 2)
Safe Routes to School (assume 2)
School Traffic Safety Committee (assume 2)
City Fire Department and Police Department (assume 2)
Other (assume 2)
Task 1.4 –Monthly Invoicing, Progress Reports and Schedule
CONSULTANTwill prepareand updatetheprojectschedulebasedonthesupplementalScopeofServicesand
submit the updated schedule to CITY staff for review and approval.
Task 1 Supplemental Deliverables:
Updatedmonthly projectschedule
Meeting materials (agenda, action item list, minutes, PowerPoint presentations)
Additional monthly invoices with progress report
Task 2. Data Collection and Review
All subtasks under Task 2 shall remain as stated in the original scope, except for Task 2.5 which is revised as
follows.
Task 2.5 –Traffic Data Collection and Review
As partof the Supplemental Scopeof Services, CONSULTANT will collect allrelevant data such as existing
documents, studies, guidelines, collision data and available traffic data. Based on the data collected,
CONSULTANT will identify missing data and develop a data collection plan to collect traffic data (peak
hour turning movement volumes during peak periods, 24-hour traffic volumes, mode split, and
multimodal traffic patterns) for all modes of transportation and submit to CITY for approval. Upon
approval, CONSULTANT will collect traffic data for all modes of transportation.
In addition, CONSULTANT will collect new peak period turning movement counts (vehicular, pedestrian
and bicycles) at all study intersections and roadway segments based on the input received from the
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community, Community Advisory Panel (CAP), and Rail Committee. CONSULTANT will conduct field
observations to document existing conditions in the vicinity of the project. Based on the collision data
collected, a collision analysis will be performed. CONSULTANT will generate a Draft and Final Existing
Conditions Report documenting this work. CITY will review and provide comments as needed in order to
achieve an accurate and quality report.
Task2.5 Supplemental Deliverables
Draft and Final Existing TrafficConditions Report
Raw data from traffic counts as requested by Community Advisory Panel (CAP)
Task 3. Palo Alto Technical Advisory Committee (TAC)
The number of assumed TAC meetings is reduced from 8 to 2.
Task 4. Community Engagement
Task 4.1 Updated Community Engagement Scope
CONSULTANT developed an outreach plan in coordination with CITYstaff that was presentedtoCityCouncil
in June 2018.During thecourseof the projectthere havebeensomechangestothecommunityengagement
plan that include the following:
CONSULTANT will present selected feasible alternatives, scoring, and rankings to the community
through outreach meetings and the project website.
Redesign homepage website based on input from CITY staff
Maintain and update website throughout project duration which is anticipated to
continue through February 2020 and discuss sit transition with CITY thereafter.
Assist CITY with reformatting an evaluation matrix from the current state to a
numerical or dynamic format. It is assumed that CITY will take the lead in developing
the revised matrix, getting City Council approval of the matrix and collaborating
with the XCAP.CONSULTANT’s assistance will be limited to providing graphic support
of the evaluation matrix and general comments on format.
CONSULTANT will prepare for and facilitate community workshops. The number of workshops is
reducedfrom six (6) to four (4). Additional technical staff will be required atthe four (4)community
workshops to serve station areas and be available for community questions related to noise,
tunnels, finance, animations, stage construction, and bike/pedestrian facilities.
CONSULTANTwill prepare content for one direct projectmailing.Thisnumberisbeingreducedfrom
four (4) to one (1).
CONSULTANT will prepare twentynine (29) (an additional 21 above the original scope) 3D
renderings/photo simulations for select alternatives as listed in the Task 4 Revised Deliverables
listed below.
CONSULTANTwillprepareseven (7)(anadditional3 above the original scope)360degreecolor3D
animatedvideosaslisted in Task 4 Supplemental Deliverables.
Polling is not included in this scope of services. However, CONSULTANT will review polling results
and materials and present them to Expanded Community AdvisoryPanel (XCAP).
Task 4.2 Community Advisory Panel (CAP)
The original scope did not include Community Advisory Panel (CAP) efforts as part of the community
outreach and engagement process. In June 2018, CITY began work on selecting a CAP that was to be
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comprised of a dozen community members to advise the Project Team on project ideas and outreach
opportunities.The CAP’s responsibilities would be to connect with other community members/neighbors to
help inform the process; amplify both decisions and concerns along the way, and finally, to give advice
on what grade separation alternatives are best for Palo Alto. A panel of 12 community members was
selectedby CITY’s City Manager to sit on the CAP. The CAP would:
Collaborate with the projectteam by maintaining an openmindtoalternatives,spendingthetime
neededtounderstandconstraints,andhelpfindsolutionstoproblemsencounteredalongtheway
Help build an understanding of the project within the broader community
Regularly attend CAP meetings
Come prepared to the CAP meetings by reading project materials ahead when requested
Provide honest feedback
Contributetothesuccessfuldeliveryofthepreferredsolutionbysupportingtheproject(s)afterthe
preferred selection is approved
CONSULTANTwill prepare all agenda’s,meetingmaterialsandsummaryreportsforCAPmeetings.Therewill
be a total of seven CAP meetings.
Task 4.3 Expanded Community Advisory Panel (XCAP)
The City Council requested that an Expanded Community Advisory Panel (XCAP) be established. This
structure will include a maximum of 1518 members that includes the 8 members of the existing CAP who
expressed an interest in continuing to serve the City; and other designees recommended by the City
Manager.
The responsibility of the XCAP is to advise the City Manager on the recommended preferred alternative for
the purposeof an Environmental Document. The XCAP will use the CityCouncilapprovedevaluationcriteria
to facilitate its discussions. The evaluation criteria will be an interactive process led by CITY. Research,
engineering, and other technical support for the XCAP will be provided by CONSULTANT, within the budget
approved. CONSULTANT will assist CITYstaffto facilitate theXCAPmeetings. CONSULTANT willprepare the
agendas, meeting materials, presentations and summary reports for XCAPmeetings. CITY will conductpolls
and prepare meeting materials for the XCAP meetings related to polling. Seven (7)meetingsareanticipated
at intervals of approximately two (2) to four (4) weeks apart beginning approximately in June 2019. The
meetings will be scheduled in the late afternoon similar to the previous Community Advisory Panel (CAP)
meetings.
CONSULTANTwillprepareforandconducta36hourdesigncharrette/workshopwiththeXCAPmembersto
let the XCAP express ideas and discuss the mitigation’s needed for the Churchill closure alternative in
particularatEmbarcaderoandthesurroundingareasaswellastheMeadow andCharlestonintersections.
CONSULTANTwillprepareallexhibitsandmeeting/presentationmaterialsforthecharretteandfollowupon
theelementstobefurtherresearchedasaresultofthecharrette.CONSULTANTwillfacilitatethecharrette.
CONSULTANT will summarize the results/outcome of the charrette in a meeting summary report.
CONSULTANT will provide up to 7 technical staff members for the charrette, including the facilitator.
CONSULTANT will submit draft meeting materials, ideas and presentations to CITY staff for review and
comment prior to the actual charrette.
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Task 4 Revised Deliverables:
Updated project website (includes one additional update in 2019 from initial setup and
extend the website maintenance period through February 2020)
Community workshops reduced from 6 to 4.
Additional CONSULTANT and Subconsultant hours for staff attendance at 4 Community
workshops
Content for direct mailings reduced from 4 to 1
Detailedcolor3Dgraphicrenderings/photosimulations(originalscopeidentifiedeight(8)
3D rendering views –the supplemental scope identifies twentynine (29) 3D rendering
views)
CharlestonMeadow views (3 alternatives with 3 views each, 9 total views)
Citywide Tunnel views (1 alternative with 2 views, 2 total views)
Churchill Ave Bike/Ped crossing (2 alternatives with 1 view each, 2 total views)
Meadow and Charleston looking east from Park Avenue (3 alternatives at 2
locations with 1 view, 6 total views). Enhanced renderings to show architectural
and/or landscape features that could be incorporated to minimize visual and/or
noiseimpacts
Embarcadero/Alma Widenings (1 alternative with 4 views –2 from Embarcadero
and 2 from Alma)
Southern Tunnel (2 views, 1 at each portal)
Southern Tunnel with freight at grade (2 views)
Churchill Viaduct (2 views, one (1) from east one (1) from west)
3D animation (original scope identified four (4) 3D animations –the supplemental
scope identified seven (7) 3D animations)
Meadow/Charleston animation(total3)
Tunnel within City Limits (City (total 1)New
Southern Tunnel (total 1)
Southern Tunnel with freight atgrade (total 1)New
Churchill Viaduct total 1)New
CAP agenda, presentation materials and summary reports (7 CAP meetings)
XCAP agenda, presentation materials and summary reports (7 XCAP meetings)
Agenda,presentationmaterialsandsummarizedinameetingsummaryreport fora3to6
hour design workshop/charrette with XCAP.
Task 5. Identify Alternatives for Analysis
No change in scope or fee.
Task 6. Identify Recommended Alternatives
Task 6.1Alternatives Evaluation
The original scope was for CONSULTANT to develop engineering exhibits for eight (8) alternatives. Due
to decisions made by the City Council as well as input from CITY staff, CONSULTANT evaluated nine (9)
alternativeswerenine(9)andthe alternatives to be evaluated weremodifiedoverthecourseoftheproject. The
final list of alternatives to be evaluated is listed below:
Tunnel within City Limits (Citywide tunnel) –removed on May 13, 2019
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MeadowCharlestonHybrid
MeadowCharlestonTrench
MeadowCharlestonTrenchoptionwithtrenchalignmentalongAlmatoeliminate
shoofly
MeadowCharlestonViaduct
ChurchillClosure
Evaluate Closure –Traffic Study and Traffic Mitigations
Evaluate Bike/Ped Crossing Alternatives with Closure –Rendering and Exhibits
Evaluate Embarcadero widening; evaluate Alma widening
Southern Tunnel –with freight rail operating on same tracks as Caltrain
Southern Tunnel –with freight rail atgrade separate from the Caltrain tracks.
ChurchillViaduct
The Palo Alto Avenue Closure and the Palo Alto Avenue hybrid alternatives. (This alternative
was studied and has now been removed from further consideration. It is no longer
included in this scope of work moving forward).
Task 6.2Traffic Impact Analysis
The Scope of Work under thistask hasbeen revised basedon the inputreceived attheCommunityMeeting,
Community Advisory Panel Meeting and Rail Committee Meeting. CONSULTANT will conduct multimodal
level of service analysis to evaluate impacts on the transportation infrastructure for all modes of
transportation during temporary closures or permanent closures of the roadways during the a.m. and p.m.
peakperiods. Impacts for permanent closureswillbedeterminedbasedontheprojecteddemandsforfuture
conditions. CONSULTANT will utilize VTA Travel Demand model and local Travel Demand Model for future
projections.
The total number of intersections and roadway segments that will be evaluated will be 46. Study
intersections will be evaluated for the following conditions under each alternative:
ExistingConditions
Existing Conditions with Alternative
FutureConditions
Future Conditions with Alternative
For the temporary closures, study intersections will beevaluated for nearterminsteadofFutureConditions
applying a growth rate for the nearterm to project the traffic demands.
CONSULTANT will conduct origindestination (O/D) study within the study area to understand the travel
patterns, address community concerns, calibrate the travel demand model for future projections, and also
rerouting of the existing traffic.
As part of the analysis, TIRE analysis to evaluate the increase in vehicle trips on local residential streets will
be conducted. To conduct TIRE analysis,24hour traffic counts will be collected on each of the street
segments. The TIRE analysis will be conducted for each alternative.
CONSULTANT will assist the CITY project team to develop recommended alternatives by conducting
analysis to evaluate the impacts on traffic circulation and multimodal access evaluations. Based on
the analysis, recommendations will be provided to refine the alternatives to minimize the impacts on the
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transportation network during construction and permanent improvements.
CONSULTANT will develop Draft and Final Traffic Impact Analysis Report, including the O/D study and the
TIRE analysis for review and CITY final approval.
Task 6.3 Traffic Microsimulation Model for Existing Conditions
CONSULTANT will develop VISSIM microsimulation model toreplicate existing conditions attheexistingat
grade crossings. The model will be calibrated and validated to the existing conditions data collectedtodate.
The calibrated and validated model will establish the base conditions to evaluate the impacts of increased
train frequency due to Caltrain Electrification Project. Impacts of gate downtime will be evaluated by
comparing the following scenarios:
Existingconditions
Existing plus CaltrainElectrification Project
CONSULTANT will also evaluate if and when the condition of “unclearable queue”will occur and at
what intersections the condition will occur. CONSULTANT will submit draft simulation to CITY for initial
review and comment. CITY will review and provide comments as needed in order to achieve an
accurate and quality final VISSIM micro simulation model.
Task 6.4 Traffic Mitigation
CONSULTANT will review the Existing Conditions Report and the Traffic Impact Analysis Report prepared
under Task 6.2 and determine if any additional traffic analysis is needed for those intersections.
CONSULTANT will study traffic impacts at all current atgrade crossings and will develop
traffic mitigation and traffic calming alternatives for the identified impacted intersections.
This effort will include the tasks below for the Churchill closure. The budget also includes
studying one additional street closure, for example Meadow Drive, which is to be
determined.
Taking the previous Existing Conditions report and more evenly spreading out the traffic
impact for streets impacted by a Churchill Avenue closure. CONSULTANTwill work withthe
City Manager and the XCAP on this evaluation.
CONSULTANT will submit a draft report and meet with City to review the draft proposed
mitigation alternatives. CITY will review and provide comments as needed in order to
achieve an accurate and qualityreport.
CONSULTANT will meet with community neighborhoods (assume 2 meetings) to
discuss traffic calming measures due to potential closures.
CONSULTANT will perform anevaluationofstructuralandcivilimpactstoEmbarcaderoand
AlmaaredescribedinTask 6.1 as one of the alternatives.
CONSULTANT will perform a traffic analysis for existing plus Caltrain Electrification Project.
This effort will also evaluate if and when the condition of “unclearable queue”will occur and at what
intersections the condition will occur at any of the existing atgrade crossings.
Task 6.5 Embarcadero / Alma Widening Concept Designs
CONSULTANT will evaluate the civil and structural issues associated with widening Embarcadero and
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reconfiguring the existing grade separations on Alma and the rail rightofwayoverEmbarcadero.Thiseffort
will include preparing 15% engineering plans, preliminary cost estimates and renderings. 3Danimationsare
not anticipated for this evaluation.
Two alternatives for a potential roundabout have been identified for the intersection of Embarcadero Road
and Alma Street. CONSULTANT will analyze the traffic operations of the potential roundabout compared to
the operations with the existing design.Operations will be analyzed for future conditionsbasedonPaloAlto
model forecasts. Useof themodel willbe necessary becauseoneof the suggested ramps currentlydoesnot
exist. CONSULTANT will calculate the delay and levels of service for the roundabout versus the current two
stopsign intersections for the AM and PM peak hours. CONSULTANT will perform counts of existing traffic.
CONSULTANT will meet with CITY to review the draft designs and findings. CITY will review and provide
comments as needed in order to achieve an accurate and quality final report.
Task 6.6 South Palo Alto Tunnel
At the April 2019 City Council meeting, Council directed staff to further explore a tunnel alternative for an
alternativewithfreighttrainsandpassengertrainsunderground(fortheMeadowandCharlestoncrossings).
CONSULTANTwill develop conceptual design for a freightand passengerrailinatunnelthatdoesnotimpact
the station platforms at California Avenue Station to the north and San Antonio Station to the south. The
north portal would begin just south of the California Avenue platform and end justnorth of the SanAntonio
Station within the city limits of Palo Alto.
In addition, CONSULTANT will identify design exceptions and constraints for the alternative. The effort will
include developing design plans, profiles, crosssections and a construction cost estimate.
Once engineering plan, profile and crosssections are prepared, and submitted to CITY for initial review and
comment,CONSULTANTwill develop renderings and a 3Danimation. This additionaleffortassumesfour(4)
rendering views:2 ateach portaland a 3D animation from north portal to south portal. This is included and
described further in Task 4.
Task 6.7 South Palo Alto Tunnel with freight atgrade separate from the Caltrain Tracks
At the May 2019 City Council meeting, Council directed staff to further explore a tunnel alternative for an
alternative with passenger trains underground (for the Meadow and Charleston crossings) and the freight
trainatgrade.
CONSULTANT will develop conceptual design for a passenger rail in a tunnel and freighttrains atgrade that
does not impact the station platforms at California Avenue Station to the north and San Antonio Station to
the south. The north portal would begin just south of the California Avenue platform and end just north of
the San Antonio Station within the city limits of Palo Alto.
In addition, CONSULTANT will identify design exceptions and constraints for the alternative. The effort will
include developing design plans, profile, crosssections and a construction cost estimate.
Once engineering plan, profile and crosssections are prepared and submitted to CITY for initial review and
comment, CONSULTANT will develop renderings and a 3D animation. This additional effort assumes four
rendering views: 2 at each portal and a 3D animation from north portal to south portal and is included and
described in Task 4.
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Task 6.8 Churchill Viaduct
AttheApril2019CityCouncilmeeting,CouncildirectedstafftoexploreaviaductalternativenearChurchill.
CONSULTANT will develop conceptual design for a freight and passenger rail on a viaduct. In addition, the
CONSULTANT will identify design exceptions and constraints for the alternative. The effort will include
developing design plan, profile, crosssections and construction cost estimate.
Once engineering plan, profile and crosssections are prepared, and submitted to City for initial review and
comment, CONSULTANT will develop renderings and a 3D animation. This additional effort assumes four
rendering views: 2 at each portal and a 3D animation from north portal to south portal and is included and
described in Task 4.
Task 6.9 Project Study Report (PSR)
At the conclusion of alternativeevaluation and the community outreachprogramCONSULTANTwillprepare
a Project Study Report (PSR) that summarizesthe recommendation of each alternativewithadvantagesand
disadvantages as well as evaluation criteria and metrics used to determine the recommended alternatives,
including a discussion on the preferred/recommended alternative. The PSR will focus on recommended
alternatives, but will also summarize historical information previously prepared on other alternatives to
document the decisions made and inform decision makers on past work of this scope of services. The PSR
will follow a Caltrain formatso itcan be used as a document toidentifyrequiredfundingforarecommended
alternative and potential funding sources (see Task 8 for additional details on finance plan).
The proposed outline of the PSR is as follows:
ExecutiveSummary
Table of Contents
Introduction
Background (Existing Conditions and Previous Studies)
Purpose and Need
Corridor and System Coordination
Alternatives
RoadwayDesign Criteria
RailroadDesign Criteria
NoBuildAlternative
Viable Alternatives (Geometry, Opportunity and Constraints)
RejectedAlternatives
ConstructionStaging
Right of Way Needs
Utilities
Evaluation of Traffic Conditions (Summary of Traffic Impact Analysis and Mitigations)
CommunityInvolvement
Evaluation
EnvironmentalDeterminationDocument
Funding and Financing (as described in Task 7)
Schedule
CaltrainCoordination
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ProjectReviews
ProjectPersonnel
Attachments
Preliminary Plans, Profiles, and Typical Sections for Alternatives
Preliminary Utility Plans and Relocation Costs
PreliminaryProject Cost Estimates
3DRenderings
Alternatives no longer considered as a result of City Council Action
Thissectionwillbeusedtoshowandprovidebriefexplanationoftheexhibitsdevelopedfor
alternatives that were eliminated from further consideration.
The PSR document will replace theSupplemental White Papersfortrenchingandtunneling,railfinancing,
and rail corridor circulation study, which were defined in the original scope of work. All information that
was required as part of the original contract scope will be included in the PSR document. The draft PSR
will be submitted to CITY for review and comment for final approval of the PSR.
Task 6 Deliverables
Exhibits (engineering at a 15%level for conceptual plan, profile andtypical section for the
alternatives listed in Task 6.1
Preliminary Construction Cost Estimates for alternatives listed in Task 6.1
Evaluation matrices (to be included in the PSR and presented at community meetings)
Draft and Final Existing TrafficConditions Report
Draft and Final Impact Analysis Traffic Report
Draft and FinalMicrosimulation Report
Draft and Final Traffic Mitigations Report
DraftandFinalEmbarcadero/AlmaGeneralPlanandLayout(tobeincludedinthePSRand
presented at a XCAP meeting)
Draft and Final Project Study Report
Task 7. Assist the CITY during CAHSR Environmental Analysis Phase
No change in scope or fee.
Task 8. Financing Plan
Theoriginal scopeentailed limited financial advisory services. Under thissupplementalscope,CONSULTANT
will provide financial advisory services to assist CITY in developing a financial approach and model for the
design and construction of the railroad grade separations. This task includes meeting with CITYfinancestaff
to get an understanding of CITY funding sources and commitments. CONSULTANT will investigate
potential funding sources and identify funding shortfalls and if these can be resolved with viable funding
sources and strategies. Strategies couldinclude financing based on projectionsoffuturebusinessandsales
tax revenues, state and federal funding, TIFIA and RRIF financing, and real estate strategies such as
value capture and development of air rights. In addition, based on input from the community,
CONSULTANT will analyze other local sources, such as business license, gross receipts and head count
taxes,andlocalbondingcapacityafter obtaining Measure B funding.
CONSULTANT finance staff will make presentations at CAP, XCAP, and Community meetings on potential
funding sources and strategies as wellas staff a station at the Communitymeetings;specificallydedicatedto
financing. Visualization of findings (graphs, diagrams, updated costs, etc.) will be developed toillustratethe
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information to the community.
CONSULTANT will prepare a Draft and Final Funding Summary as part of the PSR. Draft and Final reports to
besubmittedtoCityforreviewandcomment,asneeded,inordertoachieveanaccurateandqualityreport.
Task 8 Deliverables
Presentation materials for CAP, XCAP, Community Outreach and City Council meeting
Funding Summary will be included in Draft and Final PSR
ADDITIONALSERVICES
CONSULTANT will provide additional services only by advanced request and written authorization from
CITY’s Project Manager. CONSULTANT at CITY’s request shall submit a detailed written proposal includinga
description of the scopeof services,schedule,levelofeffortand CONSULTANT’s maximumcompensationfor
the services based on rates set forth in the Agreement. The additional services shall be negotiated and
agreed to in writing by CITY’s Project Manager prior to commencement of the services. Payment for
additional services is subjectto allrequirementsandrestrictionsinthisAgreement.AdditionalServicescould
also include additional meetings and/or additional studies/renderings at CITY’s request.
CITY may request that additional evaluations similar to the Churchill Viaduct. CONSULTANT will identify
design exceptions and constraints for such evaluation. The effort will include developingplan,profile,cross
sections and construction cost estimates. Once engineering plans, profile and crosssections are prepared,
CONSULTANT will develop two renderings and a 3D animation. The cost of evaluating any additional
alternative as described above will be $65,000.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each task within the number of days/weeks
specified on Attachment “B”ScheduleofPerformance.Attachment “B” reflects the currently anticipated
schedule; CONSULTANT will regularly update the schedule in consultation with CITY’s Project Manager.
The time to complete each task 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.
(See following Page for Schedule)
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ID
v
TAC
TAC
Community
Community
Community
Community
Corridor
PM
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SCHEDULEOFPERFORMANCE AMENDMENT NO. 1
(See Following Page for Schedule)
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EXHIBIT “C”
on “C 1”up
tasks CITY’s
tasks
do
4
TASK ORIGINAL CONTRACT
NOT TO EXCEED AMOUNT
NOT TO EXCEED
AMOUNT ADDED OR
(SUBTRACTED) BY
AMENDMENT NO 1
Task 1 Project Management $225,184.00 $136,825
Task 2 Data Collection & Review $121,117.20 $12,360
Task 3 Convene Technical Advisory $51,873.60 ($39,806)
Committee Meetings
Task 4 Community Engagement $285,885.60 $470,050
Task 5 Identify Alternative Analysis $177,420.00 $0
Task 6 Identify Recommended Alternatives $312,523.20 $387,406
Task 7 Assist with CAHSR Environmental $32,424.00 $0
Analysis Phase
Task 8 Financing Plan $28,032.00 $59,290
Reimbursables and Other Direct Costs $44,200.00 $0
Additional Services 0 $180,000
TOTAL CONTRACT AMOUNT $1,278,660.00 $1,206,126
MAXIMUM TOTAL COMPENSATION $2,484,786.00
NO. 1 $1,026,126.00
$1,234,460.00
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Reimbursable $44,200.00
$180,000.00
$2,484,786.00
San
Alto’s
by
$2,500.00 by CITY’s
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EXHIBIT C2 HOURLY RATE SCHEDULE – AMENDMENT NO. 1
(This schedule shall apply to work performed after the effective date of Amendment No. 1.)
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EXHIBIT C2 HOURLY RATE SCHEDULE – AMENDMENT NO. 1
(This schedule shall apply to work performed after the effective date of Amendment No. 1.)
THE ON THE
from
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AECOM Billing Rate Table
2019 Rates
Title Rates
Principal in Charge/Project Sponsor $319.00
Project Manager $290.00
Project Engineer Track / Systems $270.00
Structures Manager $261.00
Discipline Engineering Manager $258.00
QA/QC Manger $253.00
Deputy /Lead Project Manager $252.00
Project Engineer RR Coordination $250.00
Project Engineer $249.00
Support Services Manager $240.00
Project Engineer Geotechnical $232.00
Senior Engineer $227.00
Finance Manager $224.00
Alternative Analysis Manager $209.00
Staff Engineer $206.00
Project Controls $201.00
Project Engineer Civil $194.00
Project Engineer Bridge / Ret Walls $191.00
Sr Engineer Cost Estimating $190.00
Senior Scientist $185.00
Web Developer $185.00
Senior Graphics Designer $180.00
Project Engineer Cost Estimator $175.00
Scheduler $165.00
Finance Analyst $165.00
Project Engineer ROW $162.00
Junior Engineer $155.00
Outreach Manager $155.00
Junior Project Controls $149.00
Scientist $144.00
Graphics Designer $144.00
Web Designer $144.00
Sr CADD $134.00
CADD $108.00
Junior Scientist $113.00
Outreach Coordinator $113.00
Senior Administrative Assistant $98.00
Administrative Assistant $88.00
Intern $67.00
Reimbursable Items to be Billed
Subcontracted Services Cost plus 3%
Printing At Cost
Miscellaneous Expenses At Cost
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APEX Billing Rate Table
2019 Rates
Title Rate Markup
Estimated Rate
for Work Plan
Principal $283.00 3% $291.49
Outreach Manager $258.00 3% $265.74
Alta Planning + Design Billing Rate Table
2019 Rates
Title Rate Markup
Estimated Rate Used
for Work
Plan
Senior Principal $339.00 3% $349.17
Principal $283.00 3% $291.49
Principal $258.00 3% $265.74
Principal $230.00 3% $236.90
Principal Senior Associate $214.00 3% $220.42
Principal Senior Associate $193.00 3% $198.79
Principal Senior Associate $187.00 3% $192.61
Principal Senior Associate $182.00 3% $187.46
Principal Senior Associate $177.00 3% $182.31
Senior Associate, Associate $170.00 3% $175.10
Senior Associate, Associate $162.00 3% $166.86
Senior Associate, Associate $157.00 3% $161.71
Associate Senior $148.00 3% $152.44
Associate Senior $143.00 3% $147.29
Associate Senior $135.00 3% $139.05
Senior + Level I $119.00 3% $122.57
Senior + Level I $110.00 3% $113.30
Level I + Level II $102.00 3% $105.06
Level I + Level II $92.00 3% $94.76
Administration $77.00 3% $79.31
Intern $70.00 3% $72.10
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Hexagon Billing Rate Table
2019 Rates
Title Rate Markup Estimated Rate Used
President $280.00 3% $288.40
Principal $240.00 3% $247.20
Senior II $225.00 3% $231.75
Senior I $210.00 3% $216.30
Associate II $190.00 3% $195.70
Associate I $165.00 3% $169.95
Planner II $150.00 3% $154.50
Engineer II $150.00 3% $154.50
Planner I $125.00 3% $128.75
Engineer I $125.00 3% $128.75
Admin $105.00 3% $108.15
Graphics $105.00 3% $108.15
Senior CAD Tech $95.00 3% $97.85
Technician $75.00 3% $77.25
Intern $75.00 3% $77.25
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Merrill Morris Partners Billing Rate Table
2019 Rates
Title Rate Markup
Estimated Rate Used
for Work
Plan
Principal Landscape Architect $202.00 3% $208.06
Sr Landscape Architect I $173.00 3% $178.19
Sr Landscape Architect Project Manager I $155.00 3% $159.65
Sr Landscape Project Manager I $155.00 3% $159.65
Landscape Architect Project Manager II $132.00 3% $135.96
Administration $82.00 3% $84.46
TJKM Billing Rate Table
2019 Rates
Title Rate Markup
Estimated Rate Used
for Work
Plan
Project Manager / Principal $253.00 3% $260.59
Sr Traffic Engineer / QA Manager / Task Lead $253.00 3% $260.59
Project Traffic Engineer $126.00 3% $129.78
Project Controls / Sr Administrator $108.00 3% $111.24
Project Controls / Administrator $94.00 3% $96.82
Staff Engineer / Designer $77.00 3% $79.31
Staff Engineer / CADD $81.00 3% $83.43
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WRECO Billing Rate Table
2019 Rates
Title Rate Markup
Estimated Rate Used
for Work
Plan
Supervising Engineer $191.00 3% $196.73
Senior Engineer II $181.00 3% $186.43
Senior Engineer I $175.00 3% $180.25
Associate Engineer $120.00 3% $123.60
Project Engineer $120.00 3% $123.60
Staff Engineer $93.00 3% $95.79
Staff Engineer / CADD $90.00 3% $92.70
CADD $83.00 3% $85.49
Project Controls / Sr Administrator $72.00 3% $74.16
Principal Professional $113.00 3% $116.39
Supervising Professional II $93.00 3% $95.79
Supervising Professional I $77.00 3% $79.31
Senior Professional III $72.00 3% $74.16
Senior Professional II $62.00 3% $63.86
Senior Professional I $52.00 3% $53.56
Associate Professional III $46.00 3% $47.38
Associate Professional II $41.00 3% $42.23
Associate Professional I $36.00 3% $37.08
Staff Professional III $36.00 3% $37.08
Staff Professional II $31.00 3% $31.93
Staff Professional I $26.00 3% $26.78
Senior Technician III $52.00 3% $53.56
Senior Technician II $41.00 3% $42.23
Senior Technician I $36.00 3% $37.08
Technician III $31.00 3% $31.93
Technician II $26.00 3% $26.78
Technician I $21.00 3% $21.63
Sr Clerical / Tech Editor III $46.00 3% $47.38
Sr Clerical / Tech Editor II $41.00 3% $42.23
Sr Clerical / Tech Editor I $36.00 3% $37.08
Clerical / Tech Editor III $31.00 3% $31.93
Clerical / Tech Editor II $26.00 3% $26.78
Clerical / Tech Editor I $21.00 3% $21.63
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