HomeMy WebLinkAboutStaff Report 13926
City of Palo Alto (ID # 13926)
City Council Staff Report
Meeting Date: 2/28/2022
City of Palo Alto Page 1
Title: Approval of Amendment No. 2 to Professional Services Contract
Number C20176858 With Sandis Civil Engineers to Increase the Not-to-
Exceed Compensation by $50,000 (to $171,000) and to Extend the Term of
the Contract to October 2026 for the Completion of Final Plans and Design
Support for the Churchill Avenue Enhanced Bikeway Project
From: City Manager
Lead Department: Transportation Department
Recommendation:
Staff recommends that the City Council approve Amendment No. 2 to Contract No. C20176858
with Sandis Civil Engineers Surveyors Planners (Attachment A) to increase the not-to-exceed
compensation by $50,000 and extend the term to October 2026 in order to provide engineering
design services to complete the final design plans and construction documents, technical
specifications, and cost estimates for the Churchill Avenue Enhanced Bikeway Project (PL-
14000).
Background:
Churchill Avenue Enhanced Bikeway Project provides for the extension of the existing bike
pathway that currently terminates at the Palo Alto High School driveway, to the west and
terminating at El Camino Real. The traffic signal at El Camino Real and Churchill Avenue will be
modified to accommodate users of the pathway crossing El Camino Real. In addition, it includes
improvements enhancing pedestrian safety at various intersections within this segment.
Council awarded a one-year contract to Sandis Civil Engineers Surveyors Planners (Sandis) for
design and environmental assessment of the Churchill Avenue Enhanced Bikeway Project (El
Camino Real to Castilleja Avenue) on March 17, 2014 (CMR 4372). The concept plans were
approved by Council on January 20, 2015 (CMR 5421), for the Churchill Avenue Bikeway Project.
Since the project was in design by Sandis, Council approved on October 7, 2019 (CMR 10491),
an exemption from competitive solicitation under PAMC 2.30.330 Contract No. C20176858 to
provide for the continuity of engineering design services and to complete the design of the
environmental assessment, final plans, specifications, and cost estimates for the Churchill
Avenue Enhanced Bikeway Project.
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The project design has been on hold since March 2020 as City staff has been working with
PAUSD in obtaining the right-of-way and/or easements required to complete the final plans and
specifications. However, during this time, the Sandis contract expired in September 2021 and
has been extended until March 2022 to allow time to process this amendment. The
amendment to Sandis Contract will allow staff to finalize the project design plans and complete
the design process while continuing to work with PAUSD on finalizing the details of the project
easements.
Discussion:
Churchill Avenue Enhanced Bikeway Project provides improved facilities for all modes including
bicycles, pedestrians, and motor vehicles using Churchill Avenue and for vehicles turning into
Palo Alto High School. This corridor sees substantial use of bicycle and pedestrian activity as a
Safe Route to School and is also used by automobile commuters who travel north and south
through Palo Alto. Below is a summary of the proposed improvements for the Churchill Avenue
Enhanced Bikeway Project:
• The proposed design plan extends the existing bicycle path along Churchill Avenue up to
the intersection with El Camino Real, where an improved crossing (at El Camino Real)
would connect to the Stanford Perimeter Trail and onto the Stanford University campus.
The proposed concept plan line includes extending the existing pathway that currently
terminates at the Palo Alto High School driveway, to the west and terminating at El
Camino Real where the modified traffic signal would be designed to accommodate users
crossing El Camino Real.
• The design also includes a new decorative traffic signal pole at the intersection of El
Camino Real and Churchill Avenue, removal of the existing “pork chop” island, the
addition of a pedestrian crosswalk across the north leg of the intersection, and the
addition of a right-turn vehicle lane on westbound Churchill. Textured and color
treatments, enhanced vehicle detection, and connection to Stanford University campus
are also proposed as part of this modification, which also requires consultation with
Caltrans, Palo Alto Unified School District (PAUSD), and Stanford.
• Improvements also include striping updates on Churchill including high visibility
crosswalks. The intersection of Madrono and Churchill Avenue would also receive
intersection modification treatments that include a raised enhanced crosswalk that
would act as a speed table. In addition, a sidewalk extension (bulb-out) on the south
corners of Castilleja Avenue is proposed in order to reduce the pedestrian crossing
distance and accommodate the rectangular rapid flashing beacons.
The proposed amendment would extend the existing contract for another 4-years, with
additional funding to allow Sandis engineers to complete the design and provide related design
support services to the City during the construction of the project. The project is designed to a
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95% level and the City would like the consultant, Sandis, to complete the design and prepare
construction documents for the project so that staff can move forward with final design and
construction.
Since El Camino Real (Route 82) is a State highway, Caltrans is the lead agency and design plans
on El Camino Real will need to be submitted for their review and approval in order obtain an
encroachment permit needed for construction. As part of their review, Caltrans will require
additional studies and will have to review and approve all proposed changes made to the
intersection of El Camino. Funds are included as part of the additional services amount to cover
any other efforts and studies required for design approval. Additionally, staff will continue to
work with PAUSD on this project.
Policy Implications:
The approval of this contract is consistent with existing City policies, including the Council
approved Bicycle + Pedestrian Transportation Plan goals and objectives. The plan objectives
that are advanced by the accommodation of bicyclists along this corridor include:
• Objective 1: Double the rate of bicycling for both local and total work commutes by
2020 (to 15% and 5%, respectively).
• Objective 2: Convert discretionary vehicle trips into walking and bicycling trips to
reduce City transportation-related greenhouse gas (GHG) emissions 15% by 2020.
• Objective 3: Develop a core network of shared paths, bikeways, and traffic-calmed
streets that connects business and residential districts, schools, parks, and open spaces
to promote healthy, active living.
• Objective 4: Plan, construct, and maintain ‘Complete Streets’ that are safe and
accessible to all modes and people of all ages and abilities.
• Objective 5: Promote efficient, sustainable, and creative use of limited public resources
through integrated design and planning.
In addition, the Comprehensive Plan goals, policies, and programs that support the
accommodation of bicyclists on Embarcadero include:
Goal T-3: Facilities, Services, and Programs the Encourage and Promote Walking and
Bicycling.
Prog. T-19: Develop, periodically update, and implement a Bicycle Facilities Improvement
Program and a Pedestrian Facilities Improvement Program that identify and
prioritize critical pedestrian and bicycle links to parks, schools, retail centers,
and civic facilities.
Policy T-14: Improve pedestrian and bicycle access to and between local destination,
including public facilities, schools, parks, open space, employment districts,
shopping centers, and multi modal transit stations.
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Policy T-25: When constructing or modifying roadways, plan for usage of the roadway
space by all users, including motor vehicles, transit vehicles, bicyclists, and
pedestrians.
Policy T-29: Make effective use of the traffic-carrying ability of Palo Alto’s major street
network without compromising the need of pedestrians and bicyclists also using
this network.
Resource Impact:
Funding for the proposed Amendment 2 in the amount of $50,000 is budgeted in the FY 2022
Adopted Capital Budget for the Churchill Avenue Enhanced Bikeway Project (PL-14000). The
total contract amount for this project is not to exceed $171,000, which includes $30,000 for
project design services and $20,000 for additional services to support Caltrans requirements, if
needed. The term of the contract will also be extended for five years to include construction
support for the duration of the construction of the project.
Timeline:
Upon Council approval, staff will continue to work with PAUSD staff to finalize the easement
agreements so that Sandis Civil Engineers can finalize and complete the 95% design plans for
City and Caltrans (State) review and will work with relevant stakeholders. Staff estimates a
return to Council for the approval of a construction contract by Fall/Winter 2022.
Stakeholder Engagement
Since the approval of the Sandis contract in 2019, staff has presented this project at the PAUSD
Board meeting, PABAC, City-School Traffic Safety Committee, and Safe Route to School staff. A
community meeting will also be scheduled to present the final plans to the community, prior to
finalizing the construction documents.
Environmental Review:
The contract approval does not require an environmental review; however, given the nature of
the proposed improvements for the project, the project qualifies for a Class 1 Categorical
Exemption under California Environmental Quality Act (CEQA) Guidelines Section 15301. The
Class 1 exemption covers minor alterations to existing facilities so long as they involve no or
negligible expansion of use.
Attachments:
• Attachment6.a: C20176858 Sandis Civil Engineer Amendment 2
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AMENDMENT NO. 2 TO CONTRACT NO. C20176858
BETWEEN THE CITY OF PALO ALTO AND
SANDIS CIVIL ENGINEERS SURVEYORS PLANNERS
This Amendment No. 1 (this “Amendment”) to Contract No. C20176858 (the “Contract” as
defined below) is entered into as of February 28, 2022, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and SANDIS CIVIL ENGINEERS SURVEYORS
PLANNERS, a California corporation, located at 636 9th Street, Oakland, CA 94607 (“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 into by and between the Parties hereto
for the provision of engaging a consultant to develop improvements at the Churchill Avenue
Corridor, as detailed therein.
B. The Parties now wish to amend the Contract in order to Extend the term of the
contract to October 6, 2026 and to increase the compensation by $50,000. Basic services will
increase by $30,000 to complete the final design plans and construction documents, technical
specifications, and cost estimates, and to add scope for design support during construction.
Additional services will increase by $20,000.
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. C20176858
between CONSULTANT and CITY, dated October 7, 2019, as amended by:
Amendment No.1, dated September 6, 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 October 6, 2026 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:
“The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit
“A” (“Basic Services”), and reimbursable expenses, shall not exceed One Hundred Twenty Six
Thousand Dollars ($126,000.00).
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 One Hundred Seventy One
Thousand Dollars ($171,000.00). The applicable rates and schedule of payment are set out at
Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this
Agreement. Any work performed or expenses incurred for which payment would result in a total
exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed
without the prior written authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the Project, but which is not
included within the Scope of Services described at Exhibit “A”.
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “Scope of Services”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “B” entitled “Schedule of Performance”, AMENDED, REPLACES
PREVIOUS.
c. Exhibit “C” entitled “_Compensation”, AMENDED, REPLACES PREVIOUS.
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.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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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
SANDIS CIVIL ENGINEERS SURVEYORS
PLANNERS
Officer 1
By:
Name:
Title:
Attachments:
Exhibit A: Scope of Services (AMENDED, REPLACES PREVIOUS)
Exhibit B: Schedule of Performance (AMENDED, REPLACES PREVIOUS)
Exhibit C: Compensation (AMENDED, REPLACES PREVIOUS)
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President
Jeffery M. Setera
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EXHIBIT “A”
SCOPE OF SERVICES
AMENDED, REPLACES PREVIOUS
The Scope of Services for this Agreement continues work that CONSULTANT previously provided as
described in City of Palo Alto Contract C14150008, which were services for the development of the
Churchill Avenue Corridor Improvements. Stages 1 through 3 are provided below as background
information; these stages summarized the services provided in Contract C14150008. The Scope of
Services for this Agreement is listed as “Stage 4” below.
Background – Previous Workplan (Stages 1-3)
Project Elements:
1. Plan Line Concepts and PEER/Encroachment Permit: CONSULTANT to determine the community
preferred alignment and improvements along the corridor and to coordinate closely with Caltrans
and CITY for development of innovative intersection treatments at the El Camino Real & Churchill
Avenue intersection. At the El Camino Real & Churchill Avenue intersection CITY seeks capacity
improvements along Churchill Avenue as well as project elements to better facilitate bicycle and
pedestrian movements across the intersection as well as transit improvements that will need to
be coordinated by the CONSULTANT with the Valley Transportation Authority (VTA)- Bus Rapid
Transit (BRT) program. The CONSULTANT will also be require to coordination with Stanford
University to coordination of project improvements with their Stanford Perimeter Trail Project - El
Camino Real segment and with the Palo Alto Unified School District for right-of-way interest and
operations improvements to their district offices located at 25 Churchill Avenue and Palo Alto High
School.
2. Environmental Analysis Study: CONSULTANT shall prepare an environmental analysis/assessment
for the community-preferred project alignment developed as part of Task 1 including any studies
required by CITY as part of the improvements for the El Camino Real & Churchill Avenue
intersection. It is assumed that the Permit Engineering Evaluation Report (PEER) submitted to
Caltrans during Stage 1 will be approved. The CONSULTANT shall prepare a focused traffic study to
identify appropriate intersection capacity treatments including the need for a micro simulation
model for use as part of the community outreach process for the project.
3. Development of Plans, Specifications & Engineer 's Estimate 's: CONSULTANT shall be responsible for
the development of PS&E for project including: traffic signal modifications, street lighting
improvements, sidewalk realignment and widening, drainage improvements, signage & striping,
innovative bicycle treatments, traffic calming elements, landscaping, wayfinding, and transit
improvements.
4. Additional Service: CONSULTANT shall provide as-needed support during the project life to assist CITY
in implementation of the project including, but not limited to: grant writing support and bidding
assistance should additional funding be identified for construction.
Stage 1 - Concept Plan Lines & Permit Engineering Evaluation Report/Encroachment Permit
CONSULTANT shall be responsible for the development of concept plan line alternatives for the Churchill
Avenue Corridor Improvement Project for the consideration of the Palo Alto community. CONSULTANT
shall participate in Community Outreach meetings to identify or further develop one of the alternatives into a
Community Preferred Alignment Alternative. CITY anticipates identifying up to three alignment
alternatives for consideration of the community before finalizing a Community Preferred Alignment that
will be advanced and submitted with an Encroachment Permit and Permit Engineering Evaluation Report
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(PEER) toCaltrans.
CONSULTANT will be responsible for outreach to and organizing meetings with the following agencies: Palo
Alto Community, Caltrans, Stanford University, and Palo Alto Unified School District.
CONSULTANT shall take into account the following Design Considerations as part of the development of
Plan Line Concept Alternatives:
• Utilities (Above and Below Ground)
• Real Property Acquisition (Temporary Construction Easements and Design)
• Safety
• Walk-ability, Bicycle Ride-ability, and Transit Connectivity
• Adjacent Public Facilities or Facilities of Interest such as Palo Alto High School, Stanford University,
Town & Country Shopping Center, and connection with existing and planned Bicycle Routes
• Project Mitigations to protect the Quality of Life for existing residential properties adjacent to the
proposed project area including the South Gate Neighborhood located south of Churchill Avenue
between the Caltrain Tracks to the East, El Camino Real to the west, and Stanford Avenue to the South
• Cost
After development of a Community Preferred Alignment Alternative for the Churchill Avenue Corridor
Improvement project the CONSULTANT shall begin coordination with Caltrans. CONSULTANT is proposing to
submit a Permit Engineering Evaluation Report (PEER) with the initial encroachment permit application.
Upon successful approval of the PEER with Caltrans the CONSULTANT will present the findings of the PEER to
the Palo Alto Bicycle Advisory Committee (PABAC), Planning & Transportation Commission (PTC), Palo Alto
Unified School District (PAUSD)-Board of Directors, andCITY Councilforfinal approval.
CONSULTANT shall be required to participate in the following community outreach meetings during this
stage:
• Three(3) community outreach meetings
• Two(2) Palo Alto Bicycle Advisory Committee meetings
• Two (2) Palo Alto Unified School District meetings
• One(1) City-School Traffic Safety Committee meeting
• Two (2) PTC meetings, and
• One (1) City Council meeting.
CITY will be responsible for securing community meeting facilities. CONSULTANT shall be responsible for the
preparation of all outreach materials, including media ads to be coordinated for publication by CITY, meeting
notice flyers for mailing to residents by CITY, and community meeting presentations. The CONSULTANT shall also
serve as Scribe at all community.
Deliverables for Stage 1 should include the following items:
• 10% Design - Concept Plan Line Alignments
• Preliminary Cost Estimates for alignment alternatives
• Identifying of Probable Impact and Mitigation Alternatives for neighborhood Quality of Life
preservation
• Final Caltrans Approved Permit Engineering Evaluation Report (PEER)
Stage 2 - Environmental Analysis Study
Upon approval of the Permit Engineering Evaluation Report (PEER) by Caltrans, review and approval of
required Environmental Analysis Studies will be transitioned over to CITY. CONSULTANT shall be responsible
for the development of the appropriate Environmental Analysis Studies required by CITY. The CONSULTANT
team includes an additional environmental CONSULTANT to provide oversight/input on Environmental
Analysis component of project. CONSULTANT, as part of the Environmental Analysis, shall also be responsible
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for advancing the Community Preferred Concept Plan Line alternative intoa 35% design stage.
It is assumed that the following technical studies will be required as part of the Environment Analysis component
of this project:
• Biological Resources
• Air Quality/Green House Gas
• Hazards & Hazardous Emissions Materials
• Preliminary Geotechnical
• Transportation/Traffic
• CulturalResources
• Hydrology/Water Quality
• Noise
The CONSULTANT's Team shall also identify any permits required from State and Federal Regulatory Agencies
(e.g., Caltrans, State Fish & Wildlife, Army Corps of Engineers, etc.).
CONSULTANT will be required to participate in the following community outreach meetings during this stage:
• Three(3) Community Outreach Meetings
• One(1) Study Session Planning & Transportation Commission
• One (1) Study Session City Council
• One (1) Presentation - Planning PAUSD Board of Directors
• One (1) Presentation/Approval - Palo Alto City Council
CITY will be responsible for securing community meeting facilities. CONSULTANT shall be responsible for the
preparation of all outreach materials, including media ads to be coordinated for publication by CITY, meeting
notice flyers for mailing to residents by CITY, and community meeting presentations. The CONSULTANT shall also
serve as Scribe at all community.
Deliverables for the Environmental Analysis stage for this project shall also include the following elements:
• Final Environmental Assessment reports required by CITY of Palo Alto
• 35%PS&E
• Project architectural renderings of key improvements areas such as the El Camino Real & Churchill
Avenue and Churchill Avenue & Castilleja intersections
Stage 3 - Development of Plans, Specifications and Engineer's Estimates
Upon approval of the Final Environmental Report for the Churchill Avenue Corridor Improvements project, the
CONSULTANT shall proceed to prepare final plans, specifications, and engineer's estimates for the construction of
the project.
The improvement plans shall include the following civil details prepared by a Registered Professional Civil
Engineer with good standing with the State of California:
• Cover Sheet
• Project Notes
• Project Plan and Profile
• Demolition Plans
• Plan Details for Improvements, including but not limited
to:
o Multi-Use Trail Sections
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o Enhanced Pedestrian Crossings
o Accessible Pedestrian Ramps
o Drainage Plans
o Transit Station Plans
o Landscape Improvement Plans
o Signage & Striping Plans
o Traffic Signal and Street lighting Improvement Plans
o UtilityPreservation and Connections
o Utility Plans
o Storm Water Pollution Prevention Plan
o Construction Staging Plan
• Project Specifications consistent with Palo Alto Standard Specifications and Special Provisions to match
the Project Improvement Plan requirements
• CONSULTANT shall provide 35%, 65%, 95% and 100% Engineer's Estimates based on improvement
plans and comparable bids for similar projects to ensure the project remains within the project
budget (CITY may elect to hire an outside Construction Management (CM) finn for Value
Engineering and outside PEER review. CONSULTANT shall be expected to work with CM
cooperatively.)
CONSULTANT shall apply for and complete all forms required from Caltrans for design exemption and
encroachment permits. CONSULTANT shall submit detailed schedule based on the improvements plans to CITY
and should to include the following tasks:
• Base 35% Plans Revised from Environmental Process
o Community Outreach Meeting to Identify Landscape/Hardscape and Streetscape palette
o Study Session with Architectural Review Board for approval of shrub and tree planting palettes
and decorative pavement treatments recommended by the Project Landscape Architect and
Project Engineer
• 65% Improvement Plans
o Final Community Outreach Meeting
• 95% Check Print Plan Set
o Presentation of Project to Parks & Recreation Commission
o Presentation of Project to Planning & Transportation Commission
• 100% Bid Set
o City Council Presentation of Final Project
Meetings with CITY staff for the review of design plans, specifications and construction staging shall be held on
site on a monthly basis. CITY will be responsible for securing community meeting facilities. The CONSULTANT
shall be responsible for the preparation of all outreach materials, including media ads to be coordinated for
publication by CITY, meeting notice flyers for mailing to residents by CITY, and community meeting
presentations. The CONSULTANT shall also serve as Scribe at all community meetings and provide CITY with
Meeting Notes and Action Notes within 5- business days of each meeting.
CITY anticipates procurement of an outside Construction Management Firm during this stage to assist the CITY
in reviewing plans prepared by the CONSULTANT and to conduct Value Engineering alternatives to ensure that the project remains on-budget. The CONSULTANT will be required to work with the CONSULTANT
Management Firm during the development of the plans.
Deliverables for the Development of PS&E stage for this project shall also include the following elements:
• 100% PS&E Bid Package
• Procurement of all necessary encroachment permits to allow for the construction of the project
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Stage 4 - Remaining Tasks to Be Completed through Stages1 through 3 (as of October 2019)
The project is currently split into two separate plan set submittals: Phase 1A, which includes improvements located
within the Caltrans Right of-Way at the intersection of El Camino Real and Churchill Avenue; and Phase 1B, which
includes pathway improvements along the northern edge of Churchill Avenue between the El Camino Real and
Castilleja Avenue Intersections. Based on recent discussions, the Phases are to be combined into a single plan set
for City review and bidding purposes. In addition, a series of design changes are requested including removal of the
proposed bike signal at the Churchill/ECR intersection and modifications to the bulbouts, new traffic signal at the
Churchill/ECR, Churchill/Madrone, and Churchill/Castilleja intersections, and relocation of the City’s electrical
transformers located on Palo Alto High School’s property.
Design and Permitting
• Combine Phase 1A and Phase 1B plan sets and supporting documents into single package.
• Revise Intersection of El Camino Real and Churchill Avenue design and submit Caltrans
• Encroachment Permit Application including: Plans, Specifications, and Engineer’s Estimates
• Revise/Reissue 65% PS&E Submittal for overall project based on City comments (including
landscape plans).
• Prepare 100% PS&E (Bid Documents) submittal and resubmit to City and Caltrans
• Prepare technical specifications and cost estimate • Revise Plat Maps and Legal Descriptions for required easement documents.
• Coordinate improvements with PAUSD.
• Attend up to two (2) meetings with City/agency staff.
Environmental Clearance Documents/CEQA Checklist
• Prepare CEQA Checklist for categorically exempt project.
• If required, prepare the following cultural resources reports:
o Area of Potential Effects (APE) Map
o Archaeological Survey Report (ASR), including Native American consultation
o Historic Resources Compliance Report (HRCR)
• Meet with Caltrans staff to coordinate CE process. Public Meeting Attendance
• Attend up to five (5) public meetings, including
o One (1) council meeting
o One (1) Planning and Transportation Commission meeting
o One (1) School Board meeting
o One City School Traffic Committee meeting
o One Community meeting
Bid Assistance
• Assist City staff in preparation of any additional bid documents required for Public bid process.
• Assist City in review of public bids.
Assumptions/Exclusions
• The above scope of work includes design and coordination efforts up to the issuance of construction
bid documents and bid support. Construction support services are not included as part of this effort.
Amendment Number 2
Amendment Number 2 adds to the scope of services to include design support during construction, including:
• Attend a pre-construction meeting.
• Provide four (4) site visits to observe the construction of the civil related site work.
• Assist and respond to the owner/client in civil related requests for information (RFI’S) and review and approve
contractor submittals during construction.
• Review change orders when needed.
(Contractor shall not engage in any work subject to prevailing wage under the California Labor Code).
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
AMENDED, REPLACES PREVIOUS
CONSULTANT shall perform the Services so as to complete each milestone within the number
of days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and CITY so
long as all work is completed within the term of the Agreement. CONSULTANT shall provide a
detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the
notice to proceed.
Milestones Completion From NTP
1. Project Restart Meeting Week of 10/15/2019
2. Revise design based on City comments/direction 10/15-11/5/2019 (3 weeks)
3. Submit PS&E and supporting documents to City for review 11/5/20219
4. Submit PS&E and supporting documents to Caltrans 11/5/2019
5. City/Caltrans Review Period 12/5/2019
6. Revise Plans and Resubmit (100% PS&E) 12/2021
7. City/Caltrans Review period 12/2021-2/2022
8. Incorporate final comments/Finalize Plan 3/2022
9. Design Completion 5/2022
10. Design Support during Construction 10/2026
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EXHIBIT “C”
COMPENSATION
AMENDED, REPLACES PREVIOUS
The CITY agrees to compensate the CONSULTANT for professional services performed
in accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule
attached as exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, and the total compensation for Additional
Services do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Stage 4
Remaining Task to be completed through Stages 1 through 3 (as of
October 2019)
$96,000.00
Amendment No. 2 $30,000.00
Subtotal Basic Services $126,000.00
Additional Services (Not to Exceed) $25,000.00
Amendment No. 2 – Additional Services (Not to Exceed) $20,000.00
Maximum Total Compensation $171,000.00
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: None
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable expense,
for such services based on the rates set forth in Exhibit C-1. The additional services scope,
schedule and maximum compensation shall be negotiated and agreed to in writing by the
CITY’s and CONSULTANT prior to commencement of the services. Payment for additional
services is subject to all requirements and restrictions in this Agreement.
DocuSign Envelope ID: C816DBD1-CD6C-4809-8C6C-CE3B1941C90C
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Certificate Of Completion
Envelope Id: C816DBD1CD6C48098C6CCE3B1941C90C Status: Completed
Subject: Please DocuSign: C20176858_Amend No2_Sandis_final.pdf
Source Envelope:
Document Pages: 10 Signatures: 1 Envelope Originator:
Certificate Pages: 2 Initials: 0 Mimi Nguyen
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
Mimi.Nguyen@CityofPaloAlto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
2/15/2022 9:55:10 AM
Holder: Mimi Nguyen
Mimi.Nguyen@CityofPaloAlto.org
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign
Signer Events Signature Timestamp
Jeffery M. Setera
jsetera@sandis.net
President
SANDIS
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 174.241.41.222
Signed using mobile
Sent: 2/15/2022 9:58:26 AM
Viewed: 2/15/2022 10:17:49 AM
Signed: 2/15/2022 10:19:16 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Shahla Yazdy
Shahla.Yazdy@CityofPaloAlto.org
Security Level: Email, Account Authentication
(None)
Sent: 2/15/2022 10:19:18 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Elizabeth Egli
elizabeth.egli@cityofpaloalto.org
Managment Analyst
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 2/15/2022 10:19:18 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
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Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 2/15/2022 9:58:27 AM
Certified Delivered Security Checked 2/15/2022 10:17:49 AM
Signing Complete Security Checked 2/15/2022 10:19:16 AM
Completed Security Checked 2/15/2022 10:19:18 AM
Payment Events Status Timestamps
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