HomeMy WebLinkAboutCC AG PKT 2011-12-12 #If SEA( �F
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AGENDA STAFF REPORT
DATE: December 12, 2011
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby, Assistant City Manager /Public Works
SUBJECT: AGREEMENT FOR ADDITIONAL STUDIES AND
REPORTS FOR COLLEGE PARK WEST
SR22 /STUDEBAKER ROAD OFF RAMP
IMPROVEMENT
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6208 amending a contract with
Willdan Engineering for $35,139 to provide additional studies and reports to
satisfy Caltrans comments for permit issuance related to SR 22 /Studebaker
Road.
BACKGROUND AND ANALYSIS:
For many years, ingress and egress to the College Park West (CPW) community
has been negatively impacted by traffic using the westbound on /off ramp for SR
22. This roadway is a multi jurisdictional freeway off -ramp operated by Caltrans
and located in the City of Long Beach. The City of Seal Beach desires to see
improvements to the intersection at the entrance and exit to College Park West.
This intersection also serves a neighborhood in the City of Long Beach.
The intersection is located at College Park Drive and the SR 22 westbound
Studebaker Road on /off ramp in the City of Long Beach. As residents of Seal
Beach and Long Beach exit from College Park Drive, which terminates at the SR
22 off -ramp, the residents must stop until it is safe to proceed. College Park
Drive and the SR 22 off -ramp is a stop controlled "T" intersection. At various
times of the day, including the morning, noon and evening peak hours, vehicles
wait an inordinate amount of time to exit from these residential areas due to the
continuous stream of vehicles coming on and off the freeway.
There is significantly less concern for local Long Beach residents because they
have an alternative exit through their tract. The City of Long Beach restricts
access for Seal Beach residents to this alternative during the most critical times
by way of a right turn prohibition at Salida Avenue.
Agenda Item
On December 8, 2008, the City Council approved an agreement to employ
Willdan Engineering for $12,800 to prepare a feasibility study and recommend
improvements for the Studebaker and College Park Drive Intersection. Willdan
Engineering provided four concepts to improve the intersection.
On August 10, 2009, the City Council amended the contract with Willdan
Engineering for $29,600 to prepare full conceptual plans and cost estimates on
four alternatives derived from Caltrans comments. These four alternatives would
be presented to all parties.
On July 12, 2010 the City Council approved authorization of sending a request to
both Caltrans Districts allowing the City of Seal Beach to become the lead
agency in delivery of improvements to the intersection. Staff became aware of a
Caltrans project to resurface a portion of the ramp. In this letter request, the City
asked for $250,000 from Caltrans as a contribution toward the project.
Additionally, Willdan was approved for $19,930 to bring the plans from a
conceptual level to preliminary design and conduct detailed surveying of the
intersection.
On January 10, 2011, the City Council amended the contract with Willdan
Engineering for $115,900 to provide full construction drawings, bid documents
and permit submission to Caltrans District 7 for approval and permit.
On March 16, 2011, the Orange County Transportation Authority (OCTA) granted
the City $500,000 to be applied to this project.
In September 2011, Willdan submitted the permit package to Caltrans District 7.
Staff has received the first and second round of comments from Caltrans.
Caltrans has requested additional studies and reports that were not included in
Willdan's original proposal. Caltrans is requesting the City to provide a Traffic
Study Update and Analysis, a Storm Water Data Report and two additional Fact
Sheets for design exceptions.
Willdan has reviewed Caltrans additional request and provided a new proposal
dated November 18, 2011 to respond and handle the last outstanding items to
obtain the Caltrans Permit. The cost for additional work per the attached proposal
is $35,139. These items are needed to move forward.
ENVIRONMENTAL IMPACT:
A Class 1 Categorical Exemption Section 15301 Notice was filed on August 25,
2011 by the City of Long Beach.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
Page 2
FINANCIAL IMPACT:
The cost of the additional work to satisfy Caltrans
has granted the City $500,000 to be applied for
$35,139 will come from the OCTA grant. This will
Fund.
RECOMMENDATION:
comments is $35,139. OCTA
this project. The requested
not impact the City's General
It is recommended City Council adopt Resolution No. 6208 amending a contract
with Willdan Engineering for $35,139 to provide additional studies and reports to
satisfy Caltrans comments for permit issuance related to SR 22 /Studebaker
Road.
SUBMITTED BY:
NOTED AND APPROVED:
Sean P. Crumby, J R. Ingram, 4yM nager
Assistant City Manager /P blic Works
Prepared by: Michael Ho, City Engineer
Attachments:
A. Resolution No. 6208
B. Contract Amendment with November 18, 2011 Proposal
Page 3
RESOLUTION NUMBER 6208
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING AN AGREEMENT FOR ADDITIONAL STUDIES
AND REPORTS FOR COLLEGE PART WEST
SRSS /STUDEBAKER ROAD OFF RAMP IMPROVEMENT
The City Council of the City of Seal Beach hereby resolves as follows:
SECTION 1. The City Council hereby approves an amendment to the
Agreement, dated December 12, 2011, between the City and Willdan
Engineering for engineering services in connection with the College Park West
Intersection Improvement Project. In no event shall the City pay Willdan more
than $35,139 for the additional services authorized by said Amendment.
SECTION 2. The Council hereby directs the City Manager to execute the
Amendment on behalf of the City.
SECTION 3. The City Clerk shall certify to the passage and adoption of this
resolution.
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 12th day of December, 2011 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6208 on file in
the office of the City Clerk, passed, approved, and adopted by the City Council at
a regular meeting held on the 12th day of December , 2011.
City Clerk
AMENDMENT TO
THE AGREEMENT FOR ENGINEERING SERVICES
SR- 22 /STUDEBAKER ROAD IMPROVEMENTS
(DECEMBER 2011)
between
City of Seal Beach
211 - 8th Street
Seal Beach, CA 90740
0
Willdan Engineering
2401 East Katella Avenue, Suite 450
Anaheim, California 92806 -6073
Fax: (714) 978 -8299
THIS AMENDMENT is made and entered into December 12, 2011, by and
between the City of Seal Beach, a municipal corporation ( "City ") and Willdan
Engineering, a California corporation ( "Consultant ").
1
RECITALS
A. City and Consultant are parties to an agreement for engineering
services ( "Agreement ") in connection with the SR -22 /Studebaker Road
improvements ( "Project "), dated December 8, 2008.
B. The Agreement has been amended previously to increase the
scope of services and provide compensation for such additional services.
C. In connection with its review of the City's application for a state
permit, the California Department of Transportation ( "CALTRANS ") has required
the City to provide a traffic study update and analysis, a storm water data report
and two additional fact sheets for design exceptions for the Project. Such studies
will be referred to herein as the "Required Studies (December 2011)."
D. The Required Studies (December 2011) are not within the scope of
the Agreement, any of its amendments or any other agreement between the
parties. City and Consultant mutually desire to amend the Agreement to
increase the scope of the work to be performed by Consultant to include the
Required Studies (December 2011).
NOW, THEREFORE, in consideration of performance by the parties of the
promises, covenants, and conditions herein contained, the parties agree as
follows:
AMENDMENT
1. The Council hereby amends Section 1 (Consultant's Services) by
adding a new subsection 1.6 to read as follows:
1.6 Additional Services in Connection with Required Studies
(December 2011) Subject to the terms and conditions set
forth in the Agreement, City hereby engages Consultant to perform
the additional services set forth in the "Proposal to Provide
Additional Services" dated November 18, 2011, attached hereto as
Exhibit A, and incorporated by this reference."
2. The Council hereby amends Section 3 (Compensation and
Expense Reimbursement) by adding subsection 3.3 to read as follows:
"3.3. Compensation for Additional Services in Connection with
Required Studies (December 2011) City shall pay Consultant
for the additional services at Consultant's standard hourly rates. In
no event shall the City pay Consultant more than a maximum of
$35,139.00 for such additional services.
3. All other terms and provisions of the Agreement, as previously
amended, shall have full force and effect.
2
4. The Council hereby directs the City Clerk to attach this Amendment
and Exhibit A to the Agreement.
IN WITNESS WHEREOF, the parties, through their respective authorized
representatives, have executed this First Amendment as of the date first written
above.
CITY OF SEAL BEACH CONSULTANT
By: �..
Jill R. Ingram, City Manager By:
Name: Daniel Chow
Attest:
By:
Linda Devine, City Clerk
Approved as to Form:
By:
Quinn Barrow, City Attorney
Title: President
By; ,
Name: Dave Hunt
Title: Senior Vice President
3
EXHIBIT A
Additional Fee Matrix and Project Schedule
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I WI LLDAN
. J : Engineering
November 18, 2011
City of Seal Beach
211 Eighth Street
Seal Beach, CA 90740
Attn: Michael S. Ho, P.E., City Engineer
3401 East Katella Avenue. Suite 450
Anaheim. California 93806
714/978 -8300 fax 714/978 -8399
www.willdan.com
Subject: City of Seal Beach — Additional Engineering Services Proposal for
Studebaker Road Interchange Improvements at the SR 22 Freeway to
Finalize PS &E — Project Management, Traffic Study Update, Fact Sheet Design
Exceptions, Stormwater Data Report
Dear Mr. Ho:
This letter summarizes the engineering services necessary to complete the contract documents
for the subject project. The following is our project understanding, along with a detailed
description of the additional scope -of -work. The following is our project understanding, along
with a detailed description of the additional scope -of -work items as discussed in our August 29,
2011 telephone call with Mr. Steve Sowers. Each week, our Project Manager, Mr. Sowers, has
reported progress on past week and coming week events to you by telephone (sometimes to your
voice mail) as they occur and as we anticipate them. Each additional scope of work task item
discussed herein corresponds to the task item listed in the additional fee matrix included as
Attachment No. 1.
Project Understanding
The original bidding concept for this project was with understanding that this was a straight
encroachment permit project not requiring extensive reviews and multiple approvals. On
Wednesday July 13, 2011, Caltrans declared it a Special Funded Project or a "Jointly Funded or
Cooperative Project" eligible for an "Administrative (encroachment) Permit" after review and
approval. The Cooperative Agreement #07 -4920 obtained the signature of District Director Mike
Miles July 15, 2011 and became effective June 21, 2011 per the cover page.
The Caltrans declaration not only triggered a processing change but altered the scope, schedule
and thusly, the fee. Additional deliverables include a Stormwater Data Report, recasting traffic
data at the College Drive intersection, a sight distance exhibit and two design exceptions Fact
Sheets. Project management increased to handle these new items and the review processing.
Willdan will complete and deliver the Plans, Specifications and Estimate (PS &E) for the
Studebaker Road at SR 22 Freeway Project in accordance with discussions with City and
Mr. Ho — Studebaker Road/SR 22 — Additional Services Request
November 18, 2011
Page 2
Caltrans staff. In general, the PS &E documents will incorporate design modifications for
operational improvements and safety enhancements to the interchange ramp roadways and the
intersection at College Park Drive.
Previously approved project budgets to prepare the preliminary studies and alternatives,
including traffic safety and design plan alternatives, geometrics, geotechnical, survey, a water
pollution control plan, research and development, and project management are exhausted.
Estimated hours to complete the additional services as outlined below are included in the fee
matrix.
SUMMARY OF ADDITIONAL SERVICES
This project has unique and special requirements due to the nature of the existing design and
certain field constraints. It is not always possible to predict in advance the level of effort required
to complete a project due to unknowns and contingencies. Therefore, we are requesting approval
of the following additional services for Project Management Services, a Traffic Study Update,
Two Fact Sheets for Mandatory and Advisory Design Exceptions, and a Stormwater Data Report
detailed as follows.
Task —1 Project Management Coordination Services
Added Task -1— Project Management Services
Willdan is committed to developing and maintaining effective communications with the City,
Caltrans District 7, and the City of Long Beach. These efforts (noted below) are intended to
finalize any outstanding issues concerning this work effort, to facilitate ongoing support of City
and Caltrans staff concerning various aspects of this project, and to provide opportunities for the
consultant's participation at public meetings and associated activities.
Weekly status reporting, design review and timely response to comments takes extra coordination
when design exceptions and stormwater data reports are involved. Steve Sowers, P.E., and a
Project Management Professional joined the Studebaker Project Team in August 2011 bringing
nearly 20 years of Caltrans experience to the project. Steve has been instrumental in getting the
project moving through Caltrans District 7 by getting Mr. Eric Wang, P.E., Project Oversight
Engineer and Mr. Refugio Dominguez, P.E., Design Manager identified and assigned to the
Caltrans Project Team.
On September 23, 2011, Willdan submitted 65% Plans, Specifications and Estimates (PS &E),
responded to comments and submitted 95% PS &E with a Stormwater Data Report Friday, October
14, 2011. Additional task meetings and design discussions with Caltrans and possibly other
stakeholders are needed to provide a mechanism to address and to resolve outstanding issues as
they arise throughout this work effort. Additional hours anticipated are shown in the fee matrix.
Lump Sum Cost $7,560
Mr. Ho — Studebaker Road/SR 22 — Additional Services Request
November 18, 2011
Page 3
Added Task — 2 - Traffic Study Update and Analysis
The elements of the traffic study for College Park Drive have varied over the life of the project.
The original traffic study consisted of alternatives analysis, an intersection level of service (LOS)
analysis and an accident analysis for the SR 22 Freeway Interchange area at Studebaker Road.
The LOS analysis included existing and future (2026) conditions, based on the Intersection
Capacity Utilization (ICU) methodology. Traffic volumes for future conditions were estimated
by applying a growth factor. The scope of the previous study was the basis of the initial scope for
the updated traffic study and the fee reflected it. As we proceeded with the traffic study,
however, City staff and Caltrans continued to modify the content and scope of the analysis.
Some of the modifications reflected an overall change in general traffic engineering practices
resulting in more sophisticated and thorough analyses. Other modifications were due to several
requests for analysis by a Caltrans Headquarters design standards reviewer with different
approach ideas, concerns and expectations.
A Sight Distance Analysis was performed by Willdan in October 2011 in response to comments
by the Headquarters Design Reviewer. The additional cost is included in the fee matrix.
Lump Sum Cost
Added Task 3 — Compose (2) Fact Sheets
$7,785
Fact Sheets for Advisory and Mandatory design exceptions must be created to document existing
exceptions to design features, their affects on traffic safety, if any, the cost to bring the features
up to standard and the associated engineering and economic justification for remaining non-
standard. Exceptions not approved by Caltrans staff can be appealed to Caltrans management if
the justification has sufficient merit and proper documentation.
Fact Sheets are an iterative process requiring an uncertain amount of time and effort. Our
experience demonstrates the need for about 40 to 60 hours of staff time plus expenses per report.
Lump Sum Cost say $6,410 each; two Fact Sheets required $12,820
Added Task 4 — Provide a Stormwater Data Report
In October 2011, Caltrans determined a Stormwater Data Report (SWDR) requirement must be
met on this project. The purpose of the SWDR is to document the findings and Best Management
Practices (BMPs) applicable to the site drainage. These plans and any BMP devices installed to
prevent runoff pollution during construction and afterwards, sometimes involve long term
maintenance expenses to the property owner.
SWDRs are an iterative process requiring an uncertain amount of time and effort. Experience
demonstrates the need for about 40 to 60 hours of staff time plus expenses.
Lump Sum Cost $6,610
Mr. Ho — Studebaker Road/SR 22 — Additional Services Request
November 18, 2011
Page 4
DELIVERABLES
The deliverables are essentially the same final PS &E documents with the addition of an increase
in project management services, a traffic study update (July & August 2011), a sight distance
analysis and layout sheet, fact sheets, and a stormwater data report. This fee adjustment is to
cover the extra effort and activities necessary to navigate the project through the project approval
process of a large bureaucracy.
Original Scope:
PS &E
Additional Scope Deliverables
• Traffic Study Report for Proposed Improvements to College Park Drive at SR -22 Ramps
& Studebaker Road, August 2011
• Sight Distance Analysis Layout Sheet
• Fact Sheet Exceptions to Mandatory Design Standards
• Fact Sheet Exceptions to Advisory Design Standards
• Stormwater Data Report
PROJECT FEE
Our proposed fee for the additional engineering services is $ 35,139. We have attached our
Additional Fee Matrix as Attachment No. 1 that lists each additional task item along with labor
hours and hourly rates for the various staff members and outside direct costs.
If you have any questions or require any additional information, please contact Steve Sowers at
(714) 978 -8239 or me at (714) 978 -8206.
Respectfully submitted,
WILLD
Kenneth C. Taylor, P.E.
Director of Engineering
Attachments: Attachment No. 1— Studebaker Additional Fee Matrix
Attachment No. 2 - Project Schedule
ATTACHMENT NO. I
ADDITIONAL FEE MATRIX
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