HomeMy WebLinkAboutStaff Report 14341
City of Palo Alto (ID # 14341)
City Council Staff Report
Meeting Date: 5/23/2022 Report Type: Consent Calendar
City of Palo Alto Page 1
Title: Approval of Amendment #4 to Contract C18171057 with AECOM and
Extend the Term to April 2024 and Increase the Not-to-Exceed Compensation
by $722,170 for Additional Studies of Railroad Grade Separation Alternatives
for a Total Not-to-Exceed of $3,596,828
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 (attached) to Contract C18171057 with AECOM for the Railroad Grade
Separation and Safety Improvements Capital Improvement Project (PL-17001), to increase
compensation by $722,170 for a total not-to-exceed amount of $3,596,828 and extend the
term to April 2024. This amendment includes optional additional services for evaluating four-
track alternatives that can be authorized by the City Manager in consultation with the Rail
Committee.
Executive Summary
On February 14, 2022, the City Council referred Amendment #4 of the AECOM Contract (CMR
13761) to Rail Committee for review before City Council approval. The Rail Committee met on
April 20, 2022, and after discussion, the Rail Committee recommended unanimously for Council
to authorize and approve Amendment #4 of the AECOM Contract. The Amendment’s schedule
of performance has been updated since February to reflect the May approval date of this
Amendment.
Background and Discussion
After receiving the final report from the Expanded Community Advisory Panel (XCAP) on April
26, 2021 (CMR 12185), staff presented a detailed review of Meadow Drive and Charleston Road
crossing alternatives on August 23, 2021 (CMR 13435). At this meeting, staff 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.
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
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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.
Based on the Council discussions and directions at these meetings, staff requested AECOM
Consultants to provide a proposal for the additional services on a time and material basis,
including support from sub-consultants.
On February 14, 2022, the City Council discussed and referred Amendment #4 of the AECOM
Contract (CMR 13761) to the Rail Committee for review before City Council approval. The Rail
Committee met on April 20, 2022, and after discussion recommended unanimously for the
Council to authorize and approve Amendment #4 of the AECOM Contract.
Timeline & Workplan
The work will be performed in the following anticipated timeline:
• Engage with Rail Committee for discussion with Caltrain and impacts of Caltrain’s
decisions on alternatives in consideration; June through August 2022
• Check-in with Rail Committee in reviewing the technical information and refined designs
available from the Consultant; Sept/October 2022
• Provide an update on the additional studies from the geotechnical information prepared
by the Consultant; November/December 2022
• Seek input from various stakeholders 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 November 2022
• Rail Committee to review the refined alternatives in consideration and make
recommendations to City Council; December 2022 -January 2023
• City Council review of the alternatives in consideration based on Rail Committee
recommendations; February-March 2023
• Consultant to prepare Final Draft Project Study Report (PSR); April/May 2023 followed
by completion of the final report.
The five-year contract term with AECOM ends on April 22, 2023. However, the City continues to
need services of a consultant to perform additional studies for work related to the Grade
Separation Project as directed by the City Council. Therefore, staff is recommending Council
authorize the contract extension by the period of one-year to April 22, 2024 with this
amendment.
Resource Impact
At the request of the City, based on the past practice with previous amendments to 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
proposed in the amount of $722,170. This amount includes the additional services for the
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optional task in the amount of $104,126 that can be authorized by the City Manager and was
directed to be included in this contract by the Rail Committee.
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 in this project to fund this
contract amendment.
Stakeholder Engagement
From June 2019 through February 2021, the XCAP conducted regular meetings for the review of
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, and used social media, the 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 opportunity 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.
Community members also attended the Rail Committee on April 20 and provided additional
comments.
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 City Council Meetings for the project will also provide opportunities for additional
community feedback.
Environmental Review
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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:
• C18171057 Amend No4 final
City of Palo Alto
Form Vers.: Aug. 5, 2019 Page 1 of 20
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 May 16, 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 to
provide program management, enhanced community engagement services, grade separation
planning and alternatives analysis, and technical assistance on rail engineering and design.
(“Project”) and desires to engage a consultant to provide Services in connection with the
Project (“Services”), 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, 2024.
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:
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“SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution
through April 22, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.
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”
,and “A-3” (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. Exhibit “A-4” to this Amendment (attached hereto and incorporated
herein)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.
SECTION 5. 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” entitled “AMENDMENT NO. 4, SCOPE OF SERVICES, ADDED
b. Exhibit “B-1” entitled “SCHEDULE OF PERFORMANCE”, ADDED
c. Exhibit “B-2” entitled “RAILROAD GRADE SEPARATION PROGRAM”, ADDED
d. Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS
e. Exhibit “C-4” entitled “HOURLY RATE SCHEDULE”, AMENDED, REPLACES
PREVIOUS
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SECTION 6. 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 7. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
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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
CONSULTANT:
AECOM TECHINICAL SERVICES, INC.
By:_____________________________
Name:____Millette Litzinger_________
Title:____Associate Vice President___
By:______________________________
Name:____Allison Hall______________
Title:____CFO Americas_____________
Attachments:
EXHIBIT “A-4”: AMENDMENT NO. 4, SCOPE OF SERVICES, ADDED
EXHIBIT “B-1”: SCHEDULE OF PERFORMANCE, ADDED
EXHIBIT “B-2”: RAILROAD GRADE SEPARATION PROGRAM, ADDED
EXHIBIT “C”: COMPENSATION, AMENDED, REPLACES PREVIOUS
EXHIBIT “C-4”: HOURLY RATE SCHEDULE, AMENDED, REPLACES PREVIOUS
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EXHIBIT A-4
SCOPE OF SERVICES,
AMENDMENT NO. 4
(ADDED)
This Exhibit “A-4” Additional Scope of Services amends Exhibit “A” Scope of Services, as previously
amended by Exhibit “A-1”, Exhibit “A-2” and Exhibit “A-3” should be read together therewith. 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:
CONSULTANT will provide services in the project development for conducting additional studies,
outreach, and support to City staff at meetings with Rail Committee and the City Council not included in
the original scope of work Exhibit A, amended by Exhibit “A-1”, Exhibit “A-2” and Exhibit “A-3”.
This Exhibit “A-4” describes the services that are in addition to Exhibit “A”, Exhibit “A-1”,
Exhibit “A-2” and Exhibit “A-3”.
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 Task 4:
Community Engagement
Task 6: Identify Recommended Alternatives
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:
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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
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. 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
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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)
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.
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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 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
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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
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)
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
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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.
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)
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE, AMENDMENT NO.4
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall perform the Services so as to complete each task within the number of days/weeks
specified on Attachment “B” Schedule of Performance. 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 pages for Schedule included in Amendment No. 2 and Schedule for Amendment 4)
AMENDMENT NO. 3:
The dates of up to four meetings in additional services are to be determined.
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Connecting Palo Alto Railroad Grade Separation Program - Project Schedule (Amendment #4)
ID Task Mode 1 2 3
4
5
6
7
8
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
Duration 0 days 90 days
90 days
90 days
0 days
0 days
0 days
0 days
Start Tue 5/17/22 Mon 6/13/22 Mon 6/13/22
Mon 6/13/22
Mon 6/13/22
Mon 6/20/22
Mon 6/27/22
Mon 10/3/22
Finish Tue 5/17/22 Mon 10/17/22 Mon 10/17/22
Mon 10/17/22
Mon 6/13/22
Mon 6/20/22
Mon 6/27/22
Mon 10/3/22
Nov Dec
2022 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 5/17 6/13
6/20
6/27
10/3
2023 Jan Feb Mar Apr May Jun Jul Aug
9 2nd Meeting w/ PAUSD
10 2nd Meeting w/ PABAC
0 days
0 days
Mon 10/10/22 Mon 10/10/22
Mon 10/17/22 Mon 10/17/22
10/10
10/17
11 4.2 Presentation to Rail Committee #1
12 Task 6. Identify Recommended Alternatives
13 6.1 Refine Meadow, Charleston and Churchill Underpass Alternatives
14 6.1.1 Refine Underpass Alternatives
15 Initial Revisions (Exhibits and Renderings)
16 Final Revisions (Exhibits and Renderings)
17 Finalize Cost Estimate, Fact Sheets, Evaluation Matrix and Website Materials
18 6.1.2 Presentation to Rail Committee #2 (Present Refinements of the Alternatives)
19 6.2 Preliminary Geotechnical Study
20 6.2.1 Data Collection and Review
21 6.2.2 Field and Laboratory Studies
22 6.2.3 Construction Methodology Evaluation
23 6.2.4 Geotechnical Memorandum
24 Draft Memo
25 City and Rail Committee Review
26 Final Geotechnical Memo
0 days
300 days
175 days
175 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
Mon 7/18/22
Tue 4/19/22
Tue 7/19/22
Tue 7/19/22
Tue 7/19/22
Tue 11/8/22
Tue 12/27/22
Mon 11/7/22
Tue 5/17/22
Tue 5/17/22
Tue 6/14/22
Tue 10/4/22
Tue 10/4/22
Tue 10/4/22
Tue 11/29/22
Tue 12/27/22
Mon 7/18/22
Mon 6/12/23
Mon 3/20/23
Mon 3/20/23
Mon 9/26/22
Mon 1/16/23
Mon 3/20/23
Mon 11/7/22
Mon 2/20/23
Mon 6/13/22
Mon 10/3/22
Mon 10/31/22
Mon 2/6/23
Mon 11/28/22
Mon 12/26/22
Mon 2/6/23
7/18 11/7
27 6.2.5 Presentation to Rail Committee #3 and City Council Meeting
28 Presentation to Rail Committee #3 (Present Geotechnical Findings and Cost Estimate Peer Review)
50 days
0 days
Mon 12/12/22 Mon 2/20/23
Mon 12/12/22 Mon 12/12/22
12/12
29 City Council Meeting (Discuss Rail Committee's Recommendations)
30 6.3 Cost Estimate Peer Review (Trench Alternative)
31 Draft Memo
32 City and AECOM Review
33 Final Cost Estimate Memo
34 6.4 Additional Technical Support
35 To Be Determined by City Project Manager
36 6.5 Caltrain Coordination on 4-Track Policy (Optional)
37 6.5.1 Gather Data from Caltrain
38 6.5.2 Evaluate Alternatives
39 6.5.3 Meet with Caltrain
40 6.5.4 Four Track Memorandum
41 Draft Memo
42 City & Caltrain Review
43 Final 4-Track Evaluation Memo
44 6.5.5 Presentation to Rail Committee and City Council
45 Rail Committee Meeting
46 Update Exhibits
47 City Council Meeting
48 Project Report
49 Draft Project Report
50 City Review
51 Draft Final Project Report
52 Final City Review
53 Final Project Report
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
140 days
16 wks
2 wks
6 wks
2 wks
2 wks
Mon 2/20/23
Tue 8/9/22
Tue 8/9/22
Tue 11/1/22
Tue 12/13/22
Tue 4/19/22
Tue 4/19/22
Tue 5/17/22
Tue 5/17/22
Tue 7/12/22
Mon 9/19/22
Tue 9/20/22
Tue 9/20/22
Tue 11/1/22
Tue 11/29/22
Mon 1/23/23
Mon 1/23/23
Tue 1/24/23
Mon 4/3/23
Tue 12/27/22
Tue 12/27/22
Tue 4/18/23
Tue 5/2/23
Tue 6/13/23
Tue 6/27/23
Mon 2/20/23
Mon 1/23/23
Mon 10/31/22
Mon 12/12/22
Mon 1/23/23
Mon 6/12/23
Mon 6/12/23
Mon 4/3/23
Mon 7/11/22
Mon 9/5/22
Mon 9/19/22
Mon 12/26/22
Mon 10/31/22
Mon 11/28/22
Mon 12/26/22
Mon 4/3/23
Mon 1/23/23
Mon 3/20/23
Mon 4/3/23
Mon 7/10/23
Mon 4/17/23
Mon 5/1/23
Mon 6/12/23
Mon 6/26/23
Mon 7/10/23
9/19
1/23
2/20 4/3
Project: Palo Alto RR GSP Date: Fri 4/29/22
DocuSign Envelope ID: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
EXHIBIT “B-1” - RAILROAD GRADE SEPARATION PROGRAM
Classification ==>
EXHIBIT “B-1”: RAILROAD GRADE SEPARATION PROGRAM SUBS ODCs
Total
AECOM
Hours
TOTAL
$
Principal in
Charge
Lead Project
Professional-
Track/Sys
Sr Project
Manager
Lead
Project
Engr-Civil
Project
Engr - Civil
/ Struct
Lead
Project
Engr-
Structure /
Geotech
Lead
Geotech
Eng
Sr Geotech
Eng
Lead Project
Engr - Cost
Estimating
Sr
Illustrator
Staff Engr
Sr
Illustrator
CADD
Technician
Project
Assistant
Admin
Independent
Peer Review
2022 Hourly Billing Rate ==>
1.03 Staff
$358.07
E. Mercurio
$287.38
J. Maher
$308.27
M. Litzinger
$245.91
P. DeStefano
$170.59
M. Gogosanu
$276.96
S. Brokken
$306.43
TBD
$186.52
TBD
$266.46
TBD
$186.52
TBD
$127.90
TBD
$159.88
TBD
$119.91
TBD
$102.99
D. Vazquez
$94.91
M. Walden
1.00 1.00
1.0 Project Management
1.1 Project Management and Administration 8 16 8 32 $9,764
1.2 Performance and Quality Monitoring 40 40 20 20 40 160 $41,319
1.3 Monthly Invoicing, Progress Reports and Schedule (16) 16 8 24 $6,900
Subtotal Hours 48 40 52 16 0 20 0 0 0 0 0 0 0 0 40 216
Subtotal Cost $17,187 $11,495 $16,030 $3,935 $0 $5,539 $0 $0 $0 $0 $0 $0 $0 $0 $3,797 $0 $0 $57,982
4.0 Community Engagement
4,1 Supplemental Outreach 10 20 20 20 70 $18,076
4.2 Presentation to Rail Committee (1) 10 20 20 10 60 $15,863
Subtotal Hours 20 0 40 40 20 0 0 0 0 0 0 0 10 0 0 130
Subtotal Cost $7,161 $0 $12,331 $9,837 $3,412 $0 $0 $0 $0 $0 $0 $0 $1,199 $0 $0 $0 $0 $33,939
6.0 Identify Recommended Alternatives
6.1 Refine Underpass Alternatives
6.1.1 Refine Alternatives 6 18 60 180 264 $53,158
6.1.2 Update Exhibits 6 12 36 180 234 $33,964
6.1.3 Update Renderings 2 2 8 16 120 148 $25,214
6.1.4 Update Cost Estimates 2 2 8 24 36 72 $11,998
6.1.5 Update Misc Items (Fact Sheets, Matrix, VR Room) 24 24 24 24 24 120 $25,708
6.1.6 Presentation to Rail Committee (1) 10 20 20 10 60 $15,863
Subtotal Hours 20 0 72 132 280 0 0 0 0 24 216 144 10 0 0 0 898
Subtotal Cost $7,161 $0 $22,195 $32,461 $47,764 $0 $0 $0 $0 $4,477 $27,626 $23,022 $1,199 $0 $0 $0 $0 $165,905
6.2 Preliminary Geotechnical Study
6.2.1 Data Collection and Review - Groundwater and Geotechnical 2 2 20 30 54 $13,057
6.2.2 Field and Laboratory Studies 2 2 50 140 $85,250 194 $128,017
DocuSign Envelope ID: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
Classification ==>
EXHIBIT “B-1”: RAILROAD GRADE SEPARATION PROGRAM SUBS ODCs
Total
AECOM
Hours
TOTAL
$
Principal in
Charge
Lead Project
Professional-
Track/Sys
Sr Project
Manager
Lead
Project
Engr-Civil
Project
Engr - Civil
/ Struct
Lead
Project
Engr-
Structure /
Geotech
Lead
Geotech
Eng
Sr Geotech
Eng
Lead Project
Engr - Cost
Estimating
Sr
Illustrator
Staff Engr
Sr
Illustrator
CADD
Technician
Project
Assistant
Admin
Independent
Peer Review
2022 Hourly Billing Rate ==>
$358.07
$287.38
$308.27
$245.91
$170.59
$276.96
$306.43
$186.52
$266.46
$186.52
$127.90
$159.88
$119.91
$102.99
$94.91
1.00
1.00
80
$19,878 6.2.3 Construction Methodology Evaluation 5 5 5 5 20 20 10 10
6.2.4 Technical Memorandum - Draft and Final 2 2 15 15 15 49 $10,151
6.2.5 Presentation to Rail Committee and City Council (2) 20 40 40 20 120 $31,727
Subtotal Hours 31 5 51 45 20 20 95 195 0 0 0 0 20 0 15 497
Subtotal Cost $11,100 $1,437 $15,722 $11,066 $3,412 $5,539 $29,111 $36,372 $0 $0 $0 $0 $2,398 $0 $1,424 $0 $85,250 $202,830
6.3 Cost Estimate Peer Review
6.3 Cost Estimate Peer Review 2 8 8 8 8 $100,000 34 $107,338
Subtotal Hours 2 0 8 8 8 0 0 0 0 0 0 0 0 8 0 34
Subtotal Cost $716 $0 $2,466 $1,967 $1,365 $0 $0 $0 $0 $0 $0 $0 $0 $824 $0 $100,000 $0 $107,338
6.4 Additional Technical Support
6.4 Additional Technical Support 30 60 70 30 190 $50,049
Subtotal Hours 30 0 60 70 0 0 0 0 0 0 0 0 30 0 0 190
Subtotal Cost $10,742 $0 $18,496 $17,214 $0 $0 $0 $0 $0 $0 $0 $0 $3,597 $0 $0 $0 $0 $50,049
TOTAL Hrs (without optional task 6.5) 151 45 283 311 328 40 95 195 0 24 216 144 70 8 55 1,775
TOTAL Cost (without optional Task 6.5) $54,068 $12,932 $87,239 $76,479 $55,952 $11,078 $29,111 $36,372 $0 $4,477 $27,626 $23,022 $8,393 $824 $5,220 $100,000 $85,250 $618,044
6.5 Caltrain Coordination on 4-Track Policy (Optional)
6.5.1 Gather Data from Caltrain 16 20 8 12 20 76 $16,229
6.54.2 Evaluate Alternatives 40 20 70 100 20 20 270 $62,801
6.5.3 Meet with Caltrain 4 8 16 28 $7,833
6.5.4 Prepare Technical Memorandum 2 12 30 8 8 4 8 72 $17,263
Subtotal Hours 6 56 60 124 108 28 0 0 24 0 0 0 12 28 0 446
Subtotal Cost $2,148 $16,093 $18,496 $30,493 $18,423 $7,755 $0 $0 $6,395 $0 $0 $0 $1,439 $2,884 $0 $0 $0 $104,126
TOTAL Hrs (with optional task 6.5) 157 101 343 435 436 68 95 195 24 24 216 144 82 36 55 2,221
TOTAL Cost (with optional Task 6.5) $56,217 $29,025 $105,735 $106,973 $74,376 $18,833 $29,111 $36,372 $6,395 $4,477 $27,626 $23,022 $9,832 $3,708 $5,220 $100,000 $85,250 $722,170
TOTAL (with OPTIONAL Task 6.5) $722,170
DocuSign Envelope ID: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
City of Palo Alto Contract No. C18171057
Form Vers.: Aug. 5, 2019 Amendment No. 3
Page 4 of 20
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
DocuSign Envelope ID: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 5 of 20
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: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 6 of 20
EXHIBIT “C-4” HOURLY RATE SCHEDULE
AMENDMENT NO. 4, (AMENDED, REPLACES PREVIOUS):
DocuSign Envelope ID: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 7 of 20
DocuSign Envelope ID: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 8 of 20
AECOM/URS 2022 RATE SCHEDULE
The services under this Agreement 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: 2F9F8991-B99A-4B80-AB23-7D5B3C0CC45D