HomeMy WebLinkAboutStaff Report 13761
City of Palo Alto (ID # 13761)
City Council Staff Report
Meeting Date: 2/14/2022 Report Type:
City of Palo Alto Page 1
Title: Approval of Amendment #4 to Contract C18171057 with AECOM to
Increase the Not-to-Exceed Compensation by $722,170 for Additional
Evaluation and Outreach of Railroad Grade Separation Alternatives for a
Total Not-to-Exceed of $3,596,828
Council Priority: Community Health & Safety
From: City Manager
Lead Department: Transportation Department
Recommendation
Staff recommends that the City Council approve and authorize the City Manager to execute
Amendment No. 4 to Contract C18171057 with AECOM for the Railroad Grade Separation and
Safety Improvements Capital Improvement Project (PL-17001) effort and to increase
compensation by $722,170 on a time and material basis for a total not-to-exceed amount of
$3,596,828. This amendment will allow AECOM to perform additional studies as directed by
City Council on the remaining rail crossing alternatives and perform outreach and seek input
through stakeholders. This amendment also includes optional additional services for evaluating
four-track alternatives that can be authorized by the City Manager in consultation with the City
Council and Rail Committee if needed.
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 (CMR 9100).
The City Council also authorized Amendment No. 1 on June 24, 2019 (CMR 10463),
Amendment No. 2 on June 23, 2020 (CMR 11273), and Amendment No. 3 on April 26, 2021
(CMR 12153) to the AECOM contract. These contract amendments provided for additional
services supporting rail grade separation project outreach efforts and assistance to the City for
technical support for review of the selected rail grade separation alternatives by the Expanded
Community Advisory Panel (XCAP). The proposed contract amendment is included in
Attachment A.
Discussion
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After receiving the final report from the Expanded Community Advisory Panel (XCAP) on April
26, 2021 (CMR 12185), the City Council eliminated the south Palo Alto tunnel alternatives from
further consideration for Meadow Drive and Charleston Road crossings. Staff presented a
detailed review for Meadow Drive and Charleston Road crossing alternatives on August 23,
2021 (CMR 13435) and also provided details on additional studies that may be performed to
provide further information in narrowing the alternatives for selection of preferred alternatives
at these crossings.
At this meeting on August 23, 2021, the City Council eliminated the viaduct option for
Charleston Road and Meadow Drive grade crossings from further consideration and directed
staff to perform additional studies. These studies included work to refine underpass
alternatives for Meadow Drive and Charleston Road crossing to address current shortcomings,
including the size of the roundabout, the bike/ped connections, and right-of-way impacts. In
addition, the Council directed staff to conduct additional geotechnical studies and to obtain the
cost for a second cost opinion of the Trench option, in particular a company with experience
with trenches, underground or subterranean methods parallel to the geotechnical studies.
Following the discussion about Charleston Road and Meadow Drive crossing, staff presented
details on Churchill Avenue crossing alternatives for grade separation on November 1, 2021
(CMR 13543). This discussion was continued on November 29, 2021 (CMR 13746). Similar to
other crossings, staff presented information on additional studies that may be performed to
provide further information in narrowing the alternatives for the selection of preferred
alternatives at Churchill Avenue Crossings.
At this meeting on November 29, 2021, the City Council eliminated the viaduct alternative for
Churchill Avenue grade crossing from further consideration and selected the partial underpass
alternative as a preferred alternative and the closure alternative with mitigations as a backup.
Council desired the refinement to the partial underpass alternative with input from PAUSD,
PABAC, and Stanford to address current shortcomings and to conduct additional outreach.
In addition, Council directed initiating the rail committee to further discuss the alternatives in
consideration, and to facilitate engagement with Caltrain, PAUSD, and Sandford. The rail
committee with staff and the Local Policy Maker Group (LPMG), will also help pursue Caltrans;
the reduction in areas for 4-tracking concerns, design alternatives considerations, construction
technologies, etc. Also, staff will bring the additional studies performed by the consultant for
rail committee review and seek direction before the City Council for review and approval.
Staff requested AECOM Consultants to provide a proposal for the additional services and
ongoing support as discussed and directed by the City Council at these meetings on a time and
material basis, including support from sub-consultants. The Council directed that the scope
includes the following major tasks:
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• Refinement of Underpass Alternatives at Charleston Road and Meadow Drive crossing,
and Partial Underpass Alternative at Churchill Avenue.
• Preliminary Geotechnical Studies to confirm the design assumptions and unit costs. In
addition, assist with reviewing the merits of box jacking construction technology.
• Cost estimate review for a second cost opinion of the Trench alternatives from a
company experienced with trenches, underground or subterranean methods parallel to
the geotechnical studies
• Additional outreach to PAUSD, Stanford, and PABAC to gather input and feedback.
• Technical Support for review of the alternatives for analysis as needed to support Rail
Committee discussions.
• Additional Services: Optional Task for Four Tracking Review of impacts on alternatives is
included in the scope as an optional task that can be authorized, if needed by the City
Manager, in consultation with City Council and Rail Committee. This optional task may
be authorized for only the level of effort needed from the Consultant, in the event
Caltrain’s timings for evaluation of City’s project limits the ability for the City to move
forward with the project.
Timeline & Workplan
The work will be performed in the following anticipated timeline:
• Initiate Rail Committee and present workplan and seek direction on guiding principles
and criteria; February/March 2022
• Engage with Rail Committee for discussion with Caltrain and impacts of Caltrain’s
decisions on alternatives in consideration; March through May 2022
• Check-in with Rail Committee in reviewing the technical information and refined designs
available from the Consultant; June/July 2022
• Provide an update on the additional studies from the geotechnical information prepared
by the consultant; August/September 2022
• Coordinate with PAUSD, Stanford, and PABAC to seek their input for refinement of
partial underpass alternative at Churchill Avenue, and underpass alternatives at
Meadow Drive and Charleston Road Crossings; including review of Rail Committee;
through September 2022
• City Council review of the alternatives in consideration based on Rail Committee
recommendations; October 2022
• Consultant to prepare Draft Project Study Report (PSR); December 2022
Resource Impact
At the request of the City based on the past practice with previous amendments of this
contract, the Consultant provided the proposal for this work on a time and material basis.
Following negotiations between the City and the Consultant, the amendment to the contract is
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proposed in the amount of $722,170. This amount includes the additional services for the
optional task in the amount of $104,126 that can be authorized by the City Manager in
consultation with the City Council or Rail Committee as needed.
Funding required for Contract Amendment #4 is available in the FY 2022 Adopted Capital
Budget Railroad Grade Separation and Safety Improvement Project, PL-17001. The existing
AECOM Contract including Amendments 1-3 totals $2,874,658. Based on the amount proposed
in Contract Amendment #4 of $722,170, the total contract amount for the AECOM Contract
would increase to $3,596,828. There is adequate funding available from Measure B Local
Streets and Roadways (LSR) allocated to this project to fund this contract amendment.
Stakeholder Engagement
From June 2019 through February 2021, the XCAP conducted regular meetings for the review of
the various alternatives in consideration at the Churchill Avenue, Meadow Drive, and
Charleston Road crossings along the Caltrain corridor. Staff in coordination with AECOM
Consultants provided continuous support to the XCAP and conducted other community
engagement activities. In addition to XCAP, and to further engage the community, the City
hosted a Virtual Town Hall from August 19, 2020 to September 14, 2020 gaining over 1,000
unique visitors to the online platform. This virtual platform was designed to inform the
community and seek feedback on the proposed alternatives for the grade at the three
separation grade crossing locations.
A summary report of the virtual Town Hall was provided as an Informational Report to the City
Council on November 30, 2020 (CMR 11759). Earlier in 2020, before the pandemic began, the
City also hosted two well-attended Rail Town Hall meetings and smaller neighborhood specific
open house meetings to gain community input on the rail alternatives and answer community
questions. Staff also developed and released online surveys, used social media, City’s website,
and electronic newsletters to inform, answer questions, and gain feedback from the community
on this important City priority.
The scheduled Council Meetings on the ongoing discussion for grade separation alternatives for
Meadow Drive, Charleston Road, and Churchill Avenue crossings discussions also provided the
community with the opportunities to provide their comments to the City. In 2021, these
meetings were held on March 23, April 26, August 23, November 1, and November 29.
In addition, outreach to PAUSD, Stanford, PABAC, and similar entities are included in the scope
of this amendment for further refinement of the project alternatives. The Rail Committee and
future Council Meetings for the project will also provide opportunities for additional
community feedback.
Policy Implications
Goals and policies from the Palo Alto 2030 Comprehensive Plan that are supported and
advanced by the proposed project include:
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Goal T-1 Create a sustainable transportation system, complemented by a mix of land
uses, that emphasizes walking, bicycling, use of public transportation and other
methods to reduce GHG emissions and the use of single-occupancy motor
vehicles.
Policy T-1.19 Provide facilities that encourage and support bicycling and walking.
Policy T-1.10 Support Caltrain modernization and electrification capacity and service
enhancements and extension to Downtown San Francisco.
Policy T-1.25 Pursue transportation funding opportunities for ongoing transportation
improvements that will help mitigate the impacts of future development
and protect residents’ quality of life. When other sources are unavailable,
continue to fund improvements, operations and maintenance through
the general fund.
Goal T-2 Decrease delay, congestion and VMT with a priority on our worst intersections
and our peak commute times, including school traffic.
Policy T-2.3 Use motor vehicle LOS at signalized intersections to evaluate the
potential impact of proposed projects, including contributions to
cumulative congestion. Use signal warrants and other metrics to evaluate
impacts at unsignalized intersections.
Goal T-3 Maintain an efficient roadway network for all users.
Policy T-3.5 When constructing or modifying roadways, plan for use of the roadway
by all users.
Policy T-3.6 Consider pedestrians, bicyclists, e-bikes and motorcycles when designing
road surfaces, curbs, crossings, signage, landscaping and sight lines.
Policy T-3.14 Continue to prioritize the safety of school children in street modification
projects that affect school travel routes, including during construction.
GOAL T-6 Provide a safe environment for motorists, pedestrians and bicyclists on Palo Alto
streets
Policy T-6.1 Continue to make safety the first priority of citywide transportation
planning. Prioritize pedestrian, bicycle and automobile safety over motor
vehicle level of service at intersections and motor vehicle parking.
Policy T-6.3 Continue to work with Caltrain to increase safety at train crossings,
including improving gate technology and signal coordination.
Goal T-8 Influence the shape and implementation of regional transportation policies and
technologies to reduce traffic congestion and GHG emissions.
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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:
• Attachment A: AECOM Contract Amendment #4, C18171057 Amend No. 4
City of Palo Alto
Form Vers.: Aug. 5, 2019 Page 1 of 15
AMENDMENT NO. 4 TO CONTRACT NO. C18171057
BETWEEN THE CITY OF PALO ALTO AND
AECOM TECHNICAL SERVICES, INC.
This Amendment No. 4 (this “Amendment”) to Contract No. C18171057 (the “Contract”
as defined below) is entered into as of February 14, 2022, by and between the CITY OF PALO
ALTO, a California chartered municipal corporation (“CITY”), and AECOM TECHINICAL SERVICES,
INC., a California corporation, located at 300 Lakeside Drive, Suite 400, Oakland, CA 94612
(“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this
Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered by and between the Parties hereto
for the provision of providing additional support to City staff for additional meetings with XCAP
and City Council, as detailed therein.
B. The Parties now wish to amend the Professional Service Agreement Contract in
order to increase the total compensation by $722,170.00 from $2,874,658.00 to $3,596,828.00
for Services and Additional services not included in the previous scope of work and extend the
term by one year to April 22, 2023.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C18171057
between CONSULTANT and CITY, dated April 23, 2018.
Amendment No. 1, dated June 24, 2019
Amendment No. 2, dated June 23, 2020
Amendment No. 3, dated April 23, 2021
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2. “TERM” of the Contract is hereby amended to read as follows:
“SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution
through April 22, 2023, unless terminated earlier pursuant to Section 19 of this Agreement.
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SECTION 3. Section 4. “NOT TO EXCEED COMPENSATION” of the Contract is hereby
amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT
for performance of the Services described in Exhibit “A” as amended by Exhibits “A-1”, “A-2”,
“A-3” and “A-4” (referred to collectively as Exhibit “A” or the “Basic Services”), and
reimbursable expenses, shall not exceed Three Million Five Hundred Ninety-Six Thousand Eight
Hundred Twenty-Eight Dollars ($3,596,828.00). 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 Three Million Five Hundred Ninety-Six Thousand Eight Hundred
Twenty-Eight Dollars ($3,596,828.00). The applicable rates and schedule of payment are set out
at Exhibit “C-4”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of
this Agreement. Any work performed or expenses incurred for which payment would result in a
total exceeding the maximum amount of compensation set forth herein shall be at no cost to
the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the
provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional
Services performed without the prior written authorization of CITY. Additional Services shall
mean any work that is determined by CITY to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services described at Exhibit “A”.”
SECTION 4. The following exhibits to the Contract are hereby amended or added to read
as set forth in the attachments to this Amendment, which are incorporated in full by this
reference:
a. EXHIBIT “A-4”: SCOPE OF SERVICES, AMENDMENT NO.4 (ADDED)
b. EXHIBIT “B-4”: SCHEDULE OF PERFORMANCE, AMENDMENT NO.4 (ADDED)
c. EXHIBIT “C”: COMPENSATION, AMENDMENT NO.4 (AMENDED, REPLACES
PREVIOUS)
d. EXHIBIT “C-1.4”: HOURLY RATE SCHEDULE, AMENDMENT NO.4 (ADDED)
Exhibit “A-4” to this Amendment shall amend, but not replace, Exhibit “A” attached to the
original Contract, Exhibit “A-1” attached to Amendment No. 1, Exhibit “A-2” attached to
Amendment No. 2, and Exhibit “A-3” attached to Amendment 3 to the Contract. References to
“Exhibit A” in the Contract shall mean Exhibits “A”, “A-1”, “A-2”, “A-3”and “A-4” read together.
To the extent the provisions of Exhibit “A-4” directly conflict with original Exhibit “A”, Exhibit “A-
1”, or Exhibit “A-2”, or Exhibit “A-3”, the provisions of Exhibit “A-4” will control.
Exhibit “B-4” shall amend, but not replace, Exhibit “B” as previously amended. References
to “Exhibit B” in the Contract shall mean Exhibit “B” (as previously amended) and this Exhibit “B-
4”, read together. To the extent the provisions of Exhibit “B-4” directly conflict with Exhibit “B”
as previously amended, the provisions of Exhibit “B-4” will control.
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Exhibit “C-1.4” shall amend, but not replace, Exhibit “C-1” as previously amended.
References to “Exhibit C-1” in the Contract shall mean Exhibit “C-1” (as previously amended) and
this Exhibit “C-1.4”, read together. To the extent the provisions of Exhibit “C-1.4” directly conflict
with Exhibit “C-1” as previously amended, the provisions of Exhibit “C-1.4” will control.
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
____________________________
City Attorney or designee
CONSULTANT:
AECOM TECHINICAL SERVICES, INC.
By:______________________________
Name:___________________________
Title:____________________________
By:______________________________
Name:___________________________
Title:____________________________
Attachments:
EXHIBIT “A-4”: SCOPE OF SERVICES, AMENDMENT NO.4 (ADDED)
EXHIBIT “B-4”: SCHEDULE OF PERFORMANCE, AMENDMENT NO.4 (ADDED)
EXHIBIT “C”: COMPENSATION, AMENDMENT NO.4 (AMENDED, REPLACES PREVIOUS)
EXHIBIT “C-1.4”: HOURLY RATE SCHEDULE, AMENDMENT NO.4 (ADDED)
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Vice President
Etty Mercurio
Allison Hall
CFO, Americas
City of Palo Alto
Form Vers.: Aug. 5, 2019 Page 4 of 15
EXHIBIT A-4
SCOPE OF SERVICES,
AMENDMENT NO. 4
(ADDED)
This Exhibit “A-4” shall amend, but not replace, Exhibit “A” attached to the original Contract,
Exhibit “A-1” attached to Amendment No. 1, Exhibit “A-2” attached to Amendment No. 2, and
Exhibit “A-3” attached to Amendment 3 to the Contract. References to “Exhibit A” in the
Contract shall mean Exhibits “A”, “A-1”, “A-2”, “A-3”and “A-4” read together. To the extent the
provisions of Exhibit “A-4” directly conflict with original Exhibit “A”, Exhibit “A-1”, or Exhibit “A-
2”, or Exhibit “A-3”, the provisions of Exhibit “A-4” will control.
AMENDMENT NO. 4 SCOPE OF WORK:
CONSULTANT will continue to manage the Project, which will include required technical
analyses of alternatives and a community and stakeholder engagement process to identify and
develop locally- preferred alternatives for modifications to the existing at-grade crossings in
Palo Alto at Churchill Avenue, Meadow Drive, and Charleston Road. CONSULTANT will
coordinate and manage the project in conjunction with CITY’s staff.
The tasks anticipated in this supplemental scope of services with descriptions of supplemental
services for each task and associated deliverables are shown below.
Task 1. Project Management
1.1 Project Management and Administration
For the additional 16 months to the project (January 2022-April 2023), the 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:
a. Prepare a scope, budget, and updated project schedule.
b. Continue to supervise, coordinate, and monitor activities and product development for
conformance with the scope of services and CITY standards.
c. Prepare sixteen (16) additional monthly invoices and progress reports.
1.2 Performance and Quality Monitoring
CONSULTANT will continue to use a project specific Quality Assurance Plan for technical reviews
and detailed checking for work products including the work produced by CONSULTANT’s
subconsultants. The 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.
1.3 Monthly Invoicing, Progress Reports and Schedule
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CONSULTANT will prepare and update the project schedule based on the supplemental work
and it will be submitted to CITY staff for review and approval.
Task 1 Supplemental Deliverables:
a. Updated baseline project schedule
b. Monthly update of progress against baseline schedule
c. Sixteen (16) additional monthly invoices with progress reports
Task 4. Community Engagement
4.1 Supplemental Meetings
CONSULTANT will support the City staff with meetings not included in the original scope of
work or prior amendments. The additional services will include the preparation and attendance
of up to six meetings (3 stakeholders x 2 meetings with each), as directed by the City.
Approximate dates are shown in the schedule and stakeholders are assumed to be Stanford,
PAUSD and PABAC.
4.2 Presentation to Rail Committee #1
CONSULTANT will prepare a summary of comments from the initial set of stakeholder meetings
and develop a PowerPoint presentation to present to the Rail Committee.
Task 4 Deliverables
a. Stakeholder meeting summaries
b. Presentation materials for one Rail Committee meeting
Task 6. Identify Recommended Alternatives
6.1 Refine Meadow and Charleston (MC) Underpasses and Churchill (CH) Partial Underpass
Alternatives
6.1.1 Refine Alternatives
CONSULTANT will refine the three underpass alternatives (at Churchill, Meadow and
Charleston) to address input received to date, and feedback received from the stakeholders
described in Task 4. Only input recommended by the City and the Rail Committee will be
incorporated into the refinement of the alternatives. Some input received to date includes the
size of the Charleston roundabout, improvements to bike/pedestrian connections and reduction
of right-of-way impacts. The following materials will be updated:
6.1.2 Update Exhibits
Update plan, profile and typical section for each of the three alternatives (Initial and Final)
6.1.3 Update Renderings
Update 3D CAD model and still image renderings to include refinements not previously
captured such as U-turn at Alma Plaza (Initial and Final)
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6.1.4 Update Cost Estimates
Update quantities and cost estimate for each alternative. These tasks will be completed only
after the final refinements are made.
6.1.5 Update Misc. Items (Fact Sheets, Matrix, VR Room)
Update evaluation matrix, FACT Sheets, website materials and VR room materials/exhibits
based on the refinements. These tasks will be completed only after the final refinements are
made.
6.1.6 Presentation to Rail Committee #2
CONSULTANT will prepare a summary of comments from the second set of stakeholder
meetings. Based on comments from the stakeholders and Rail Committee, CONSULTANT will
make a final update to the exhibits and renderings for the underpass alternatives. and develop
a PowerPoint presentation to present to the Rail Committee.
6.2 Preliminary Geotechnical Study
6.2.1 Data Collection and Review – Groundwater and Geotechnical
CONSULTANT will collect available soil profile and groundwater data from adjacent projects.
This could include data from Santa Clara Water District channel projects, local bridges (Caltrain,
City or Caltrans), and/or other sources (e.g. local development projects).
6.2.2 Field and Laboratory Studies
Following review of available subsurface information, CONSULTANT will conduct a limited
geotechnical field exploration program consisting of one boring and one seismic cone
penetration test (CPT) near each of the three rail crossings for preliminary site characterization;
this information would be used to update design assumptions made during the current
planning-level phase. At least one porewater pressure dissipation test to estimate groundwater
depth would be attempted in the CPT at each location if granular deposits are encountered.
The borings would be drilled to a depth of 80 feet and the CPTs would be advanced to a depth
of 100 feet or practical refusal, whichever is shallower. An AECOM field engineer or geologist
will log the borings during drilling and supervise the field activities. Soil samples will be
obtained at 5-foot depth intervals or changes in stratigraphy to a depth of about 50 feet; the
sampling interval might be increased to 7- to 10-foot below a depth of 50 feet. Samples will be
collected with a modified California sampler or Standard Penetration Test split-spoon sampler.
All borings and CPTs will be backfilled in accordance with Valley Water requirements. Cold
patch asphalt or rapid set concrete would be used at the surface to complete exploration
backfill in paved areas. Soil cuttings would be spread on the ground in unpaved areas along the
south side of Alma Street (i.e. drumming or offsite disposal will not be required). We assume
the soil and groundwater are non-hazardous and Level D personal protective equipment will be
adequate.
Prior to mobilizing equipment, we will mark the proposed locations of the borings and CPTs and
coordinate utility clearances with Underground Service Alert. We also will retain a private utility
locator to clear the boring and CPT locations on the sites. Exploration locations will be tape
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measured in the field from existing features.
Access for site exploration is limited by the existing tracks, overhead lines, and fencing, as well
as the likely presence of numerous underground utilities often found along rail lines. For this
reason, site exploration for the three crossings will most likely need to be performed in City
streets with approved lane closure (including City or County encroachment permit to be
provided at no cost to CONSULTANT) and traffic control; night work is anticipated to minimize
impacts to the public.
Laboratory tests will be made to evaluate the engineering properties of the materials
encountered. These tests are likely to include moisture content, total and dry unit weight,
Plasticity Index, grain size distribution and soil corrosivity. Consolidation and triaxial strength
testing might also be performed if weak or compressible fine-grained soils are encountered in
the borings.
6.2.3 Construction Methodology Evaluation
Based on field exploration and laboratory test program results, CONSULTANT will evaluate the
feasibility of the proposed trenching (overhead), underpass, and jacked box alternatives as they
relate to the subsurface soil and groundwater conditions anticipated at each site.
6.2.4 Technical Memorandum – Draft and Final
CONSULTANT will prepare a draft memorandum summarizing the findings of the data review
and site- specific field and laboratory testing programs; it will include CPT records and boring
logs in gINT format. The memorandum will provide recommendations for further geotechnical
exploration needed for detailed design and will include discussion of feasible foundation and
retaining wall types, the need for tiebacks anchors, control of groundwater and construction
considerations associated with the proposed alternatives as they relate to the anticipated
geotechnical conditions. The memorandum will be finalized following receipt of comments
from the CITY.
6.2.5 Presentation to Rail Committee #3 and City Council Meeting
CONSULTANT will prepare presentation materials for a Rail Committee meeting to present the
results of the geotechnical study described above and the cost estimate Peer Review described
in Task 6.3.
Following this meeting, CONSULTANT will support the City staff at a City Council meeting to
discuss the Rail Committee’s recommendations and answer technical questions as-needed.
6.3 Cost Estimate Peer Review
CONSULTANT will conduct a Peer Review of the cost estimate and design assumptions for the
trench alternative. The Peer Review will be conducted by an independent consultant with
experience and expertise in trench design and construction. The Peer Review will be
summarized in a memorandum and will evaluate overall costs as well as unit costs.
6.4 Additional Technical Support
CONSULTANT will provide additional technical support to City staff for additional meetings with
the Rail Committee and the City Council and/or additional engineering services by advanced
request and written authorization from the City’s Project Manager. The CONSULTANT at the
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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. The additional services shall be negotiated and agreed
to in writing by the City’s Project Manager prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement. Additional
Services could also include additional meetings and/or additional studies/renderings at City’s
request. A budgetary allowance has been included in the fee estimate for this task.
6.5 Caltrain Coordination on 4-Track Policy (Optional Task – Only if Authorized by City
Manager or Designee)
JPB has adopted the moderate-growth improvement program as outlined in the Business Plan
(https://caltrain2040.org/). However, JPB also indicated that the high-growth improvement
program should not be precluded. Palo Alto has been identified in the Business Plan as a
location for the high- growth improvements, including 4-tracks. To date, alternatives developed
for the Rail Program have only been evaluated for 2-tracks.
6.5.1 Gather Data from Caltrain
CONSULTANT along with City staff will meet with Caltrain to gather more information about what
the limits of the 4-track alignment would be and what the typical section would be along the limits
and at the stations.
6.5.2 Evaluate Alternatives
CONSULTANT to conduct a high-level analysis of the impacts of 4-tracks for each alternative still
under consideration (MC Hybrid, MC Trench, MC Underpass, CH Underpass, and CH Closure) by
overlaying Caltrain’s 4-track geometry over the proposed 2-track. The analysis will identify a list
of significant impacts for each alternative and determine if the alternatives are still feasible with
4-tracks or does not preclude 4-tracks in the future. This task assumes no animations or photo
simulations, or updates to existing exhibits.
6.5.3 Meet with Caltrain
CONSULTANT along with City staff will meet with Caltrain to review the evaluation of
alternatives and gather additional feedback on the feasibility and impacts of each. It is assumed
there will be two meetings.
6.5.4 Prepare Memorandum Report
CONSULTANT will prepare a draft and final memorandum report that documents the evaluation
of the 4-track alignment and feedback received from Caltrain. CONSULTANT will incorporate
one set of consolidated comments from the City and Caltrain on the draft technical
memorandum.
6.5.5 Presentation to Rail Committee and City Council
CONSULTANT will prepare presentation materials to present to Rail Committee and City
Council. Based on comments from Rail Committee and City Council, update exhibits and return
to Rail Committee to present revised exhibits.
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
City of Palo Alto
Form Vers.: Aug. 5, 2019 Page 9 of 15
Task 6 Deliverables
a. Updated plans, exhibits and renderings for two underpass alternatives (Meadow
and Charleston) and one partial underpass alternative (Churchill) – Draft and Final
b. Geotechnical Memorandum – Draft and Final
c. Memorandum to summarize independent review of cost estimate and assumptions
– Draft and Final
d. Presentation materials for three Rail Committee meetings and one City Council meeting
e. Memorandum report for 4-Track evaluation and presentation materials for one Rail
Committee meeting and one City Council meeting (OPTIONAL – Task 6.5)
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
City of Palo Alto
Form Vers.: Aug. 5, 2019 Page 10 of 15
EXHIBIT “B-4”
SCHEDULE OF PERFORMANCE, AMENDMENT NO.4
(ADDED)
The timeline in this Exhibit “B-4” is intended to show the schedule of performance for the scope
of work in this Amendment No.4.
This Exhibit “B-4” shall amend, but not replace, Exhibit “B” as previously amended. References
to “Exhibit B” in the Contract shall mean Exhibit “B” (as previously amended) and this Exhibit
“B-4”, read together. To the extent the provisions of Exhibit “B-4” directly conflict with Exhibit
“B” as previously amended, the provisions of Exhibit “B-4” will control.
(See following page)
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
Exhibit B-4 (continued) – Schedule of Performance for Amendment # 4 Scope of Work
EXHIBIT “B”: SCHEDULE OF PERFORMANCE Connecting Palo Alto Railroad Grade Separation Program - Project Schedule (Amendment #4)
ID Task Mode 1 2 3
4
5
6
7
8
9
10
11
12 13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48 49
50
51
52
53
Task Name NTP from City
Task 4. Community Engagement
4.1 Supplemental Outreach
4.1.1 Supplemental Meetings
1st Meeting w/ Stanford
1st Meeting w/ PAUSD
1st Meeting w/ PABAC
2nd Meeting w/ Stanford
2nd Meeting w/ PAUSD
2nd Meeting w/ PABAC
4.2 Presentation to Rail Committee #1
Task 6. Identify Recommended Alternatives
6.1 Refine Meadow, Charleston and Churchill Underpass Alternatives
6.1.1 Refine Underpass Alternatives
Initial Revisions (Exhibits and Renderings)
Final Revisions (Exhibits and Renderings)
Finalize Cost Estimate, Fact Sheets, Evaluation Matrix and Website Materials
6.1.2 Presentation to Rail Committee #2 (Present Refinements of the Alternatives)
6.2 Preliminary Geotechnical Study
6.2.1 Data Collection and Review
6.2.2 Field and Laboratory Studies
6.2.3 Construction Methodology Evaluation
6.2.4 Geotechnical Memorandum
Draft Memo
City and Rail Committee Review
Final Geotechnical Memo
6.2.5 Presentation to Rail Committee #3 and City Council Meeting
Presentation to Rail Committee #3 (Present Geotechnical Findings and Cost Estimate Peer Review)
City Council Meeting (Discuss Rail Committee's Recommendations)
6.3 Cost Estimate Peer Review (Trench Alternative)
Draft Memo
City and AECOM Review
Final Cost Estimate Memo
6.4 Additional Technical Support
To Be Determined by City Project Manager
6.5 Caltrain Coordination on 4-Track Policy (Optional)
6.5.1 Gather Data from Caltrain
6.5.2 Evaluate Alternatives
6.5.3 Meet with Caltrain
6.5.4 Four Track Memorandum
Draft Memo
City & Caltrain Review
Final 4-Track Evaluation Memo
6.5.5 Presentation to Rail Committee and City Council
Rail Committee Meeting
Update Exhibits
City Council Meeting
Project Report
Draft Project Report
City Review
Draft Final Project Report
Final City Review
Final Project Report
Duration 0 days
90 days 90 days
90 days
0 days
0 days
0 days
0 days
0 days
0 days
0 days
300 days 190 days
190 days
10 wks
10 wks
12 wks
0 days
200 days
4 wks
16 wks
4 wks
90 days
8 wks
4 wks
6 wks
50 days
0 days
0 days
120 days
12 wks
6 wks
6 wks
300 days
60 wks
230 days
8 wks
8 wks
0 days
70 days
6 wks
4 wks
4 wks
50 days
0 days
8 wks
0 days
145 days
16 wks
3 wks
6 wks
2 wks
2 wks
Start Mon 1/24/22
Fri 2/18/22 Fri 2/18/22
Fri 2/18/22
Fri 2/18/22
Fri 2/25/22
Fri 3/4/22
Fri 6/10/22
Fri 6/17/22
Fri 6/24/22
Fri 3/25/22
Mon 1/24/22 Mon 3/28/22
Mon 3/28/22
Mon 3/28/22
Mon 7/18/22
Mon 9/26/22
Fri 7/15/22
Mon 1/24/22
Mon 1/24/22
Mon 2/21/22
Mon 6/13/22
Mon 6/13/22
Mon 6/13/22
Mon 8/8/22
Mon 9/5/22
Fri 8/19/22
Fri 8/19/22
Fri 10/28/22
Mon 4/18/22
Mon 4/18/22
Mon 7/11/22
Mon 8/22/22
Mon 1/24/22
Mon 1/24/22
Mon 1/24/22
Mon 1/24/22
Mon 3/21/22
Fri 5/27/22
Mon 5/30/22
Mon 5/30/22
Mon 7/11/22
Mon 8/8/22
Fri 9/30/22
Fri 9/30/22
Mon 10/3/22
Fri 12/9/22
Mon 9/26/22
Mon 9/26/22
Mon 1/16/23
Mon 2/6/23
Mon 3/20/23
Mon 4/3/23
Finish Mon 1/24/22
Fri 6/24/22 Fri 6/24/22
Fri 6/24/22
Fri 2/18/22
Fri 2/25/22
Fri 3/4/22
Fri 6/10/22
Fri 6/17/22
Fri 6/24/22
Fri 3/25/22
Fri 3/17/23
Fri 12/16/22
Fri 12/16/22
Fri 6/3/22
Fri 9/23/22
Fri 12/16/22
Fri 7/15/22
Fri 10/28/22
Fri 2/18/22
Fri 6/10/22
Fri 7/8/22
Fri 10/14/22
Fri 8/5/22
Fri 9/2/22
Fri 10/14/22
Fri 10/28/22
Fri 8/19/22
Fri 10/28/22
Fri 9/30/22
Fri 7/8/22
Fri 8/19/22
Fri 9/30/22
Fri 3/17/23
Fri 3/17/23
Fri 12/9/22
Fri 3/18/22
Fri 5/13/22
Fri 5/27/22
Fri 9/2/22
Fri 7/8/22
Fri 8/5/22
Fri 9/2/22
Fri 12/9/22
Fri 9/30/22
Fri 11/25/22
Fri 12/9/22
Fri 4/14/23
Fri 1/13/23
Fri 2/3/23
Fri 3/17/23
Fri 3/31/23
Fri 4/14/23
Nov Dec 2022 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1/24 2/18
2/25
3/4
6/10
6/17
6/24
3/25 7/15 8/19
10/28 5/27 9/30 12/9
2023 Jan Feb Mar Apr May
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
City of Palo Alto Contract No. C18171057
Form Vers.: Aug. 5, 2019 Amendment No. 4
Page 2 of 15
EXHIBIT “C” COMPENSATION
AMENDMENT NO.4
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for professional services performed in accordance with the
terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation
shall be calculated based on the hourly rate schedule attached as Exhibit “C-1” up to the not to exceed
budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below. CITY’s
Project Manager may approve in writing the transfer of budget amounts between any of the tasks
or categories listed below provided the total compensation for Basic Services, including reimbursable
expenses, and the total compensation for Additional Services do not exceed the amounts set forth
in Section 4 of this Agreement.
TASK ORIGINAL CONTRACT
NOT TO EXCEED AMOUNT
NOT TO EXCEED AMOUNT ADDED OR (SUBTRACTED) BY AMENDMENT NO 1
NOT TO EXCEED AMOUNT ADDED BY AMENDMENT NO 2
NOT TO EXCEED AMOUNT ADDED BY AMENDMENT NO 3
NOT TO EXCEED AMOUNT ADDED BY AMENDMENT NO. 4
Task 1 Project Management $225,184.00 $136,825 $48,827 $0 $57,982
Task 2 Data Collection & Review $121,117.20 $12,360 $0 $0 $0
Task 3 Convene Technical Advisory $51,873.60 ($39,806) $0 $0 $0
Committee Meetings
Task 4 Community Engagement $285,885.60 $470,050 $79,626 $0 $33,939
Task 5 Identify Alternative Analysis $177,420.00 $0 $0 $0 $0
Task 6 Identify Recommended $312,523.20 $387,406 $178,419 $0 $526,122
Task 7 Assist with CAHSR
$32,424.00 $0 $0 $0 $0
Analysis Phase
Task 8 Financing Plan $28,032.00 $59,290 $0 $0 $0
Reimbursables and Other
$44,200.00 $0 $3,000 $0 $0
Additional Services 0 $180,000 $0 $80,000 $104,126
TOTAL
$1,278,660.0 $1,206,126 $309,872 $80,000 $722,120
MAXIMUM
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 3 of 15
TOTAL BASIC SERVICES (AMENDMENT NO. 4) $ 618,044.00
TOTAL BASIC SERVICES (AMENDMENT NO. 2) $ 306,872.00
TOTAL BASIC SERVICES (AMENDMENT NO. 1) $1,026,126.00
TOTAL BASIC SERVICES (ORIGINAL CONTRACT) $1,234,460.00
Reimbursable Expenses $47,200.00
Additional Services (AMENDMENT 1)
Additional Services (AMENDMENT NO. 3)
$180,000.00
$80,000.00
Additional Services (AMENDMENT NO. 4)
$104,126.00
Maximum Total Compensation $3,596,828.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals,
will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $2,500.00 shall be approved in
advance by the CITY’s project manager.
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 4 of 15
EXHIBIT “C-1.4”
HOURLY RATE SCHEDULE
AMENDMENT NO. 4,
(ADDED)
The hourly rates in this Exhibit “C-1.4” are intended to show the rates for services rendered in
2022.
This Exhibit “C-1.4” shall amend, but not replace, Exhibit “C-1” as previously amended.
References to “Exhibit C-1” in the Contract shall mean Exhibit “C-1” (as previously amended)
and this Exhibit “C-1.4”, read together. To the extent the provisions of Exhibit “C-1.4” directly
conflict with Exhibit “C-1” as previously amended, the provisions of Exhibit “C-1.4” will control.
(see rates on following page)
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 5 of 15
AECOM/URS 2022 RATE SCHEDULE
The services under this Agreement rendered in 2022 will be compensated in accordance
with the following consultant rate schedule and adjusted annually
Name/Position/Title Fully-Burdened Hourly
Rates**
Principal Professional/Project Director $296 - $429
Senior Project Manager $236 - $374
Project Manager $213 - $305
Lead Project Professional/Engineer $223 - $412
Senior Project Professional/Engineer $170 - $247
Sr. Designer/Lab, Field, or CADD Supervisor $149 - $196
Sr. Technician* $131 - $196
Sr. CADD Technician/Sr. Illustrator/Designer* $131 - $191
Project Professional/Engineer $131 - $224
Project Administrator/Controller $121 - $191
Staff Professional/Engineer $109 - $138
Junior Professional/Engineer $65 - $112
Word Processor/Project Assistant/Editor* $73 - $153
Technician* $65 - $165
CADD Technician/Illustrator* $73 - $135
Clerk/Administrator/Intern* $38 - $122
* Overtime premium charged at cost where required by law for non-exempt employees
** Bill rates are computed as actual pay rate at time of service plus current FAR
multiplier plus 10% fee (raw labor + 130.70% for FY 2020 plus 10% fee = 253.77%)
** Salaries are adjusted each October 1, but individual merit or promotional increases
may occur at any time.
Reimbursable Items to be Billed
Subcontracted Services Cost plus 5%
In-house printing (per page) Color $1.00, B/W $.10, no
markup
Vehicles $90/day, $45/½ day, no markup
Personal vehicles (mileage) Current IRS rate, no markup
Other miscellaneous Expenses At cost
DocuSign Envelope ID: 6CED9A37-C340-4EF2-89C3-8B1018D33488