HomeMy WebLinkAboutStaff Report 2403-2735CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, May 06, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
14.Approval of Contract Amendment Number 6 to Contract C18171057 with AECOM to
increase compensation by $297,206 for a new total not to exceed of $3,894,034 and
Extend the Term for Six Months for Additional Studies, Outreach, and Support for Rail
Grade Separation Projects along Caltrain Corridor; CEQA status – statutorily exempt
under CEQA section 15262 (feasibility and planning study).
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: May 6, 2024
Report #:2403-2735
TITLE
Approval of Contract Amendment Number 6 to Contract C18171057 with AECOM to increase
compensation by $297,206 for a new total not to exceed of $3,894,034 and Extend the Term for
Six Months for Additional Studies, Outreach, and Support for Rail Grade Separation Projects
along Caltrain Corridor; CEQA status – statutorily exempt under CEQA section 15262 (feasibility
and planning study).
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or designee to
execute Contract Amendment No. 6 to Contract C18171057 with AECOM, to increase
compensation by $297,206 and to extend the contract by six months, to increase the scope of
services to update to project materials, conduct outreach, and support for the Railroad Grade
Separation Projects at Churchill Avenue (PL-24000) and Meadow Drive/Charleston Road (PL-
24001). This Contract Amendment results in a revised contract total not-to-exceed amount of
$3,894,034.
EXECUTIVE SUMMARY
Staff recommends that the City Council approve and authorize the City Manager to execute
Amendment No. 6 to Contract C18171057 with AECOM for the Railroad Grade Separation
Projects at Churchill Avenue (PL-24000) and Meadow Drive/Charleston Road (PL-24001) for the
technical services and professional support and to increase the compensation by $297,206 on a
time and material basis for a total not-to-exceed amount of $3,894,034 and extending the
contract to April 30, 2025. This amendment will allow AECOM to perform updates to the project
materials including conceptual plans, profiles, sections, renderings, fact sheets, costs etc. and
assist staff in conducting outreach as directed by the Rail Committee and the City Council on the
remaining rail crossing alternatives.
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BACKGROUND & ANALYSIS
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 (C18171057) for the
contract in the amount of $1,278,660 ( Staff Report 91001). Following the original contract, City
executed the following amendments:
•Amendment No. 1 on June 24, 2019 (Staff Report 104632),
•Amendment No. 2 on June 23, 2020 (Staff Report 112733),
•Amendment No. 3 on April 26, 2021 (Staff Report 121534),
•Amendment No. 4 on May 16, 2022 (Staff Report 143415),
•Amendment No. 5 on April 23, 2024 (6 Month Time Extension only).
These contract amendments provided for professional services and continuity of support for rail
grade separation projects. These tasks included the development of conceptual alternatives,
conducting technical studies, and providing outreach efforts and assistance to the City staff. The
consultant has completed majority of tasks in the existing contract amendments that includes
developing and refining conceptual plans, conducting additional studies (traffic study, noise and
vibration study, preliminary geotechnical study, sea level rise assessment, heat island effect, and
storm runoff analysis). In addition, the Consultant has also completed update to other project
materials as directed for update to renderings and a summary of the evaluation of the Council
adopted criteria.
In November 2023, the Caltrain Staff provided an update on the four-tracking analysis at a Rail
Committee Study Session (Caltrain Presentation6). In addition, the City also received technical
review comments from Caltrain staff on the Partial Underpass and Closure with Mitigation
Alternatives at Churchill Avenue and for Hybrid, Viaduct, and Underpass Alternatives at Meadow
Drive and Charleston Road crossings. These comments were discussed in detail at the January
23, 2024, Rail Committee meeting (Staff Report 2311-23037). At this meeting, the Rail committee
1 City Council, April 16, 2018; CMR ID # 9100: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-
minutes-reports/reports/city-manager-reports-cmrs/year-archive/2018/9100.pdf
2 City Council, June 24, 2019; CMR ID# 10463 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-
minutes-reports/reports/city-manager-reports-cmrs/year-archive/2019/id-10463.pdf
3 City Council, June 23, 2020; CMR ID# 11273: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-
minutes-reports/reports/city-manager-reports-cmrs/year-archive/2020/id-11273.pdf
4 City Council, April 26, 2021; CMR ID# 12153: https://www.cityofpaloalto.org/files/assets/public/v/2/agendas-
minutes-reports/reports/city-manager-reports-cmrs/year-archive/2021/id-12153.pdf
5 City Council, May 23, 2022, CMR ID# 14341
https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=12256&compileOutputType
=1
6 Rail Committee, November 21, 2023,
https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=d2057565-6b16-44eb-b5eb-2a021fad2f24
7 Rail Committee, January 23, 2024, CMR ID# 2311-2308:
https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=562ad105-2798-43bf-9d47-6947f2c40697
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directed staff to coordinate with Caltrain staff to determine the material changes needed for the
alternative concepts to address updated standards guiding the substantial changes in the
concepts of the alternatives.
Subsequently, City staff and consultant conducted several meetings with Caltrain staff to
understand how addressing Caltrain comments and adhering to Caltrain Standards will impact
the conceptual design alternatives and understand the high-level material changes that may be
required to the concepts. A follow-up with the Rail Committee was conducted on March 19 and
April 16, 2024 (Staff Report 2402-26758) presented key findings on the impacts to various
alternatives and discussed the material changes required for various alternatives.
Therefore, staff requested AECOM Consultants to provide a proposal for the additional services
and ongoing support as discussed and directed by the Rail Committee at these meetings on a
time and material basis, including support from sub-consultants. The scope includes the following
major tasks:
•Design Criteria update: Update the design criteria based on the new Caltrain standards
and comments received on the conceptual plans.
•Plans, Profiles, and Sections Update: Update plans for Partial Underpass at Churchill
Avenue, Underpass Alternatives at Meadow and Charleston, Viaduct/Hybrid at Meadow
and Charleston Crossing to accommodate the future four tracking needs and to
accommodate Caltrain comments and concerns on the conceptual plans
•Fact Sheets, Matrix, and Renderings Update: Update project materials such as sections,
renderings, fact sheets, and matrix to provide materials for community outreach, the
Rail Committee, and the City Council review
•Additional outreach and Technical Support: Update Virtual townhall to reflect all
updates and to conduct additional outreach.
FISCAL/RESOURCE IMPACT
At the request of the City, the Consultant provided the proposal for the additional scope of 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 $297,206.
Funding required for Contract Amendment #6 is available in the FY 2024 Adopted Capital Budget
for Railroad Grade Separation Projects at Churchill Avenue (PL 24000) and Meadow
Drive/Charleston Road (PL 24001). The existing AECOM Contract including Amendments 1-5
totals $3,596,828. Based on the amount proposed in Contract Amendment #5 of $297,206, the
total contract amount for the AECOM Contract would increase to $3,894,034. There is adequate
funding available from Measure B grade separation project allocated to these projects to fund
this contract amendment. Staff will work with VTA to amend the funding agreement to include
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these additional tasks.
STAKEHOLDER ENGAGEMENT
The Rail Committee meetings are held regularly, focusing on ongoing matters related to rail grade
separation projects. During study sessions, action items, and public comments, the committee
actively seeks input and feedback from the community. Meeting details are communicated to
the public through the City calendar and meeting notifications, ensuring transparency and
accessibility. As these meetings are open to the public, community members have the
opportunity to voice their comments and concerns directly to the rail committee and the City.
ENVIRONMENTAL REVIEW
The proposed action is part of a planning study for a possible future action, which has not been
approved, adopted, or funded and is therefore exempt from the California Environmental Quality
Act (CEQA) in accordance with CEQA Guidelines Section 15262. The future decision to approve
the construction of any one of the identified potential alternatives would be subject to CEQA and
require the preparation of an environmental analysis. Environmental review and design for the
grade separation project will be performed in the subsequent steps of the project development.
ATTACHMENTS
Attachment A: AECOM, Contract Amendment No. 6
APPROVED BY:
Philip Kamhi, Chief Transportation Official
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 1 of 25
AMENDMENT NO. 6 TO CONTRACT NO. C18171057
BETWEEN THE CITY OF PALO ALTO AND
AECOM TECHNICAL SERVICES, INC.
This Amendment No. 6 (this “Amendment”) to Contract No. C18171057 (the “Contract”
as defined below) is entered into as of May 6, 2024, 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 Contract in order to (1) increase the total
compensation by $Two Hundred Ninety-Seven Thousand Two Hundred Six Dollars ($297,206.00)
from Three Million Five Hundred Ninety-Six Thousand Eight Hundred Twenty-Eight Dollars
($3,596,828.00) to Three Million Eight Hundred Ninety-Four Thousand Thirty-Four Dollars
($3,894,034.00) for Services and Additional services not included in the previous scope of work,
(2) update Exhibit C-5 Hourly Schedule of Rates; (3)extend the term through April 30, 2025, as
detailed herein.
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
Amendment No. 4, dated May 16, 2022
Amendment No. 5, dated April 23, 2024
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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 30, 2025, 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”
,“A-3”, “A-4”, and “A-5 (referred to collectively as Exhibit “A” or the “Basic Services”), and
reimbursable expenses, shall not exceed Three Million Five Hundred Twenty-Nine Thousand
and Nine Hundred Eight Dollars ($3,529,908.00). 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 Eight Hundred Ninety-Four Thousand and Thirty-Four
Dollars ($3,894,034.00). The applicable rates and schedule of payment are set out at Exhibit “C-
5”, 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-5” 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, Exhibit “A-3”
attached to Amendment 3, and Exhibit “A-4” attached to Amendment 4 to the Contract.
References to “Exhibit A” in the Contract shall mean Exhibits “A”, “A-1”, “A-2”, “A-3”, “A-4”, and
“A-5” read together. To the extent the provisions of Exhibit “A-5” directly conflict with original
Exhibit “A”, Exhibit “A-1”, or Exhibit “A-2”, or Exhibit “A-3”, or Exhibit “A-4” the provisions of
Exhibit “A-5” 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:
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a. Exhibit “A-5” entitled “SCOPE OF SERVICES AMENDMENT NO. 6”, ADDED
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 6”,
AMENDED, REPLACES PREVIOUS
c. Exhibit “B-2” entitled “RAILROAD GRADE SEPARATION PROGRAM, AMENDMENT
NO. 6”, ADDED
d. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 6”, AMENDED,
REPLACES PREVIOUS
e. Exhibit “C-5” entitled “HOURLY RATE SCHEDULE AMENDMENT NO. 6”, AMENDED,
REPLACES PREVIOUS
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:____Marty Czarnecki_________
Title: Senior Vice President/Authorized
Signatory
By:______________________________
Name:____Allison Hall______________
Title:____CFO Americas_____________
Attachments:
Exhibit “A-5” entitled “SCOPE OF SERVICES AMENDMENT NO. 6”, ADDED
Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 6”, AMENDED, REPLACES
PREVIOUS
Exhibit “B-2” entitled “RAILROAD GRADE SEPARATION PROGRAM, AMENDMENT NO. 6”, ADDED
Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 6”, AMENDED, REPLACES PREVIOUS
Exhibit “C-5” entitled “HOURLY RATE SCHEDULE AMENDMENT NO. 6”, AMENDED, REPLACES
PREVIOUS
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EXHIBIT A-5
SCOPE OF SERVICES, AMENDMENT NO. 6
(ADDED)
This Exhibit “A-5” Additional Scope of Services amends Exhibit “A” Scope of Services, as previously
amended by Exhibit “A-1”, Exhibit “A-2”, Exhibit “A-3”and Exhibit “A-4” should be read together
therewith. To the extent the provisions of Exhibit “A-5” directly conflict with original Exhibit “A”, Exhibit
“A-1”, or Exhibit “A-2”, or Exhibit “A-3” or Exhibit “A-4” the provisions of Exhibit “A-5” will control.
AMENDMENT NO. 6:
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”, Exhibit “A-3”, Exhibit “A-
4”, and Exhibit “A-5”.
This Exhibit “A‐5” describes the services that are in addition to Exhibit “A”, Exhibit “A‐1”,
Exhibit “A‐2”, Exhibit “A‐3” and Exhibit “A-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 included in this
amendment to address the Caltrain comments and to update project materials to reflect
updates.
Task 1. Project Management
1.1 Project Management and Administration
For the additional 12 months to the project (April 2024‐April 2025), 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
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development for conformance with the scope of services and CITY standards.
c. Prepare twelve (12) 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. Twelve (12) additional monthly invoices with progress reports
Task 4. Community Engagement
4.1 Supplemental Meetings
CONSULTANT will prepare for and facilitate in-person community outreach meetings. AECOM
will print hard copy exhibits to be displayed on easels at the meetings.
CONSULTANT will prepare for and attend in-person, Rail Committee and City Council meetings.
CONSULTANT will update the virtual reality (VR) room (originally developed in 2020) to display
the new exhibits, fact sheets, and evaluation matrix. The original site will be archived for the
public to access.
Assumptions:
• One community meeting will be held (one for Churchill, one for Meadow-Charleston.
• AECOM will attend three (3) Rail Committee meetings
• AECOM will attend one (1) City Council meeting
• Updates to the 3D animations on the VR site are not required.
Task 4 Deliverables
a. Stakeholder meeting summaries
b. Presentation materials for two Rail Committee meeting and one City Council
meeting
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Task 6. Identify Recommended Alternatives
6.6 Update Project Plans, Sections, and Profiles to address Caltrain comments
In the fall of 2023, Caltrain reviewed the exhibits of the alternatives previously developed by
CONSULTANT and the City. Caltrain provided comments based on their current design criteria
and rail corridor use policy. In summary, the following input was provided:
o Vertical clearance of the underpass structures shall be 16’-6” across the entire width of
Caltrain’s right of way. Caltrain’s previous standard vertical clearance was 15’-6”.
o The alternatives shall take Caltrain’s 4-track alignment into consideration. Caltrain plans a four
(4) track alignment from just south of Churchill Avenue to just north of Meadow Drive. The track
alignment may vary depending on the alternative.
o Except for the Viaduct and Trench alternatives, Caltrain requires that all structures be designed
based on the typical section noted in the figure below to accommodate a maintenance vehicle.
o Caltrain reserves the right to use their entire right of way width. Some exceptions can be made
on a case by case basis.
o The retaining walls for the Meadow-Charleson Hybrid shall be placed to allow for four tracks to
be constructed at any location without having to reconstruct the walls.
o The centerline of the nearest shoofly track shall be 25 feet from the face of a proposed retaining
wall. The previous standard spacing was 10 feet.
6.6.1 Resolve Comments and Update Design Criteria
CONSULTANT will review Caltrain’s comments and meet with the City and the Caltrain team to
discuss the comments and come to a consensus on how the design of the alternatives shall be
modified.
CONSULTANT will update the project’s design criteria document accordingly.
Assumptions:
• Three (3) meetings with the City and Caltrain.
• Caltrain will provide a CAD file of the 4-track alignment.
• Roadway design criteria will remain as previously determined.
6.6.2 Update of the Churchill Partial Underpass Alternative
To address Caltrain’s comments, CONSULTANT will update the exhibits portraying the plan
view geometry (roadway striping, new pavement limits, and bridge limits), roadway profiles,
typical sections, and property impacts (if required) for the Churchill Avenue Partial Underpass
Alternative.
CONSULTANT will revisit the shoofly alignment based on the new, required dimensions, and
update the quantities and unit prices based on current (2024) cost data.
CONSULTANT will update the Evaluation Matrix and the Fact Sheet accordingly.
Assumptions:
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• The number of lanes required on Alma Street and Churchill Avenue will remain as
previously determined… two at-grade, northbound lanes, for example. A more detailed
traffic analysis will be performed during the environmental phase to determine if Alma
Street can be reduced to one lane in the northbound direction.
• Additional exhibits are not required.
• Updates to the closure alternatives at Churchill Avenue (Options 1 and 2) are not required.
• Updates to the Kellogg Avenue Ped/Bike tunnel and ramps are not required.
• Development of the Seale Avenue Ped/Bike tunnel layout is not required.
• Two rounds of comments from the City and Caltrain after the revised exhibits are
presented.
6.6.3 Update of the Meadow-Charleston (M-C) Hybrid Alternative
To address Caltrain’s comments, CONSULTANT will update the exhibits portraying the plan
view geometry (roadway striping, new pavement limits, and bridge limits), roadway profiles,
typical sections, property impacts (if required), and the rail profile for the
M-C Hybrid Alternative.
CONSULTANT will revisit the shoofly alignment based on the new, required dimensions, and
update the quantities and unit prices based on current (2024) cost data.
CONSULTANT will update the Evaluation Matrix and the Fact Sheet accordingly.
Assumptions:
• The number of lanes required on Alma Street, Meadow Drive, and Charleston Road will
remain as previously determined.
• Additional exhibits are not required.
• Development of a separate ped/bike undercrossing is not required.
• Two rounds of comments from the City and Caltrain after the revised exhibits are
presented.
6.6.4 Update of the Meadow-Charleston (M-C) Viaduct Alternative
To address Caltrain’s comments, CONSULTANT will update the exhibits portraying the plan
view geometry (track alignment, viaduct and retaining wall limits), typical sections, property
impacts (if required), and the rail profile for the M-C Viaduct Alternative.
CONSULTANT will revisit the shoofly alignment based on the new, required dimensions, and
update the quantities and unit prices based on current (2024) cost data.
CONSULTANT will update the Evaluation Matrix and the Fact Sheet accordingly.
Assumptions:
• The number of lanes required on Alma Street, Meadow Drive, and Charleston Road will
remain as previously determined.
• Additional exhibits are not required.
• Two rounds of comments from the City and Caltrain after the revised exhibits are
presented.
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6.6.5 Update of the Meadow-Charleston (M-C) Trench Alternative
To address Caltrain’s comments, CONSULTANT will update the exhibits portraying the plan
view geometry (track alignment, retaining wall limits), typical sections, property impacts (if
required) for the M-C Trench Alternative.
CONSULTANT will revisit the shoofly alignment based on the new, required dimensions, and
update the quantities and unit prices based on current (2024) cost data.
CONSULTANT will update the Evaluation Matrix and the Fact Sheet accordingly.
Assumptions:
• The number of lanes required on Alma Street, Meadow Drive, and Charleston Road will
remain as previously determined.
• An update to the rail profile is not required.
• Additional exhibits are not required.
• Two rounds of comments from the City and Caltrain after the revised exhibits are
presented.
6.6.6 Update of the Meadow-Charleston (M-C) Underpass Alternative
To address Caltrain’s comments, CONSULTANT will update the exhibits portraying the plan
view geometry (roadway striping, new pavement limits, and bridge limits), roadway profiles,
typical sections, and property impacts (if required) for the
M-C Underpass Alternative.
CONSULTANT will revisit the shoofly alignment based on the new, required dimensions, and
update the quantities and unit prices based on current (2024) cost data.
CONSULTANT will update the Evaluation Matrix and the Fact Sheet accordingly.
Assumptions:
• The number of lanes required on Alma Street, Meadow Drive, and Charleston Road will
remain as previously determined.
• Additional exhibits are not required.
• Two rounds of comments from the City and Caltrain after the revised exhibits are
presented.
Task 6 Deliverables
a. Updated plans, exhibits and Sections for up to two underpass alternatives,
trench, hybrid, and viaduct (Meadow and Charleston) and one partial
underpass alternative (Churchill) – Draft and Final
b. Final Design Criteria
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c. Presentation materials for Rail Committee meetings and City Council meetings
d. Public Engagement outreach materials and Virtual Townhall Update
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE, AMENDMENT NO.6
(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. Following are the tentative timelines for
the task covered in the amendment # 6
• Update to the VR room: April 15, 2024
• City Council Study Session: April 29, 2024
• Community Outreach Meeting: May 22, 2024
• Complete update to Alternatives: June 30, 2024
• Complete the scope of work for this agreement by Dec 31, 2024
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EXHIBIT “B-2”
RAILROAD GRADE SEPARATION PROGRAM, AMENDMENT NO.6
(ADDED)
Task No. Task Detail Estimated Costs
1.0 Project Management $12,000
4.1 Additional Public Engagement $77,818
6.6
Resolve Caltrain Comments, Update
Design Criteria, and Update Project
materials for Churchill Underpass,
Meadow Charleston Hybrid, Viaduct,
Trench and Underpass Alternatives
$207,388
$297,206
DocuSign Envelope ID: 7F20077D-7549-4095-9872-082B10502BF2
City of Palo Alto Contract No. C18171057
Form Vers.: Aug. 5, 2019 Amendment No. 3
Page 13 of 25
EXHIBIT “C”
COMPENSATION, AMENDMENT NO.6
(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
AMENDMEN
T NO 3
NOT TO
EXCEED
AMOUNT
ADDED BY
AMENDME
NT NO. 4
NOT TO
EXCEED
AMOUNT
ADDED BY
AMENDME
NT NO. 6
Task 1 Project Management $225,184.00 $136,825 $48,827 $0 $57,982 $12,000
Task 2 Data Collection &
Review
$121,117.20 $12,360 $0 $0 $0 $0
Task 3 Convene Technical
Advisory
$51,873.60 ($39,806) $0 $0 $0 $0
Committee Meetings
Task 4 Community
Engagement
$285,885.60 $470,050 $79,626 $0 $33,939 $77,818
Task 5 Identify Alternative
Analysis
$177,420.00 $0 $0 $0 $0 $0
Task 6 Identify
Recommended
Alternatives
$312,523.20 $387,406 $178,419 $0 $526,122 $207,388
Task 7 Assist with CAHSR
Environmental
$32,424.00 $0 $0 $0 $0 $0
Analysis Phase
Task 8 Financing Plan $28,032.00 $59,290 $0 $0 $0 $0
Reimbursables and
Other Direct Costs
$44,200.00 $0 $3,000 $0 $0 $0
Additional Services 0 $180,000 $0 $80,000 $104,126
TOTAL CONTRACT
AMOUNT
$1,278,660.0 $1,206,126 $309,872 $80,000 $722,120 $297,206
MAXIMUM TOTAL
COMPENSATION
DocuSign Envelope ID: 7F20077D-7549-4095-9872-082B10502BF2
City of Palo Alto
Form Vers.: Aug. 5, 2019
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TOTAL BASIC SERVICES (AMENDMENT NO 6) $ 297,206.00
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)
TOTAL BASIC SERVICES
(ORIGNAL & AMENDMENTS)
$1,234,460.00
$3,482,708.00
Reimbursable Expenses $ 47,200.00
Additional Services (Amendment No.1) $ 180,000.00
Additional Services (Amendment No.3) $ 80,000.00
Additional Services (Amendment No.4) $104,126.00
TOTAL Additional Services $ 364,126.00
Maximum BASIC & ADDITIONAL SERVICES (AMENDMENT 1-6) Compensation $ 3,894,034.00
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: 7F20077D-7549-4095-9872-082B10502BF2
City of Palo Alto
Form Vers.: Aug. 5, 2019
Page 15 of 25
EXHIBIT “C-5”
HOURLY RATE SCHEDULE, AMENDMENT NO. 6,
(AMENDED, REPLACES PREVIOUS)
DocuSign Envelope ID: 7F20077D-7549-4095-9872-082B10502BF2
City of Palo Alto
Form Vers.: Aug. 5, 2019
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City of Palo Alto
Form Vers.: Aug. 5, 2019
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City of Palo Alto
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City of Palo Alto
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City of Palo Alto
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City of Palo Alto
Form Vers.: Aug. 5, 2019
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City of Palo Alto
Form Vers.: Aug. 5, 2019
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City of Palo Alto
Form Vers.: Aug. 5, 2019
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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: 7F20077D-7549-4095-9872-082B10502BF2
City of Palo Alto
Form Vers.: Aug. 5, 2019
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City of Palo Alto
Form Vers.: Aug. 5, 2019
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DocuSign Envelope ID: 7F20077D-7549-4095-9872-082B10502BF2