HomeMy WebLinkAboutItem 08 - Orcutt & Tank Farm Roundabout Design Budget Amendment Request Department Name: Public Works
Cost Center: 5010
For Agenda of: June 2, 2020
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Acting Public Works Director
Prepared By: Jennifer Rice, Transportation Planner/Engineer
SUBJECT: ORCUTT/TANK FARM ROUNDABOUT DESIGN BUDGET AMENDMENT
REQUEST (SPEC. #91611)
RECOMMENDATION
1. Adopt a draft Resolution approving an amendment to the Orcutt Tank Farm Roundabout
Design and Related Budgetary Appropriations (Attachment A); and
2. Appropriate from the Citywide Transportation Impact Fee Fund balance $100,435 to support
the Orcutt/Tank Farm Roundabout (Spec. #91611) design phase (Attachment B); and
3. Authorize the Finance Director to increase the Purchase Order to GHD for design services in
the amount of $100,435.
DISCUSSION
Background
The Orcutt Area Specific Plan (OASP) and Environmental Impact Report (EIR), adopted in
2010, identified various transportation infrastructure upgrades that would be necessary to support
development of the OASP area, including significant impr ovements to the intersection of Tank
Farm Road and Orcutt Road. The OASP initially recommended geometric modifications and
installation of a traffic signal at Orcutt/Tank Farm to improve traffic safety and operations. With
adoption of the General Plan Land Use and Circulation Elements (LUCE) in 2014, the City
officially adopted a “roundabout first” policy, prioritizing roundabouts as the preferred design
solution where intersection control upgrades are proposed. Subsequently, as part of the
entitlement process for the Righetti Ranch development project, the City determined that the
Tank Farm/Orcutt intersection should be reconstructed as a roundabout in lieu of a traffic signal
as previously proposed. The final conditions of approval for the Righetti Ranch development
dictate that the City would take the lead on developing designs for the roundabout and the project
would be constructed either by the developer (if construction documents complete by November
2018) or as a City Capital Improvement Plan project prior to issuance of occupancy permits for
Righetti Ranch Phase 2 or issuance of building permits for Phase 3 of the development.
In Spring of 2018, GHD was awarded the design contract for the roundabout and has since been
working closely with the City and Righetti Ranch development team to prepare plans,
specifications and estimates for the project. At this point, 90% level construction documents
have been completed; however, GHD has expended their current budget due the need for
additional design coordination and utility conflict investigation beyond the levels assumed in
their original scope of work.
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The remaining tasks needed for GHD to complete a construction-ready bid package include (a)
response to City comments on 90% design package, (b) preparation of the 100% plans and
specifications, and (c) completion of a value engineering and construction phasing analysis,
which includes development of innovative construction staging and traffic detour strategies to
reduce total construction costs and duration. The purpose of this Council Agenda Report is to
request approval to appropriate an additional $100,435 to the project to complete the design
work (Attachment C).
The Tank Farm/Orcutt Roundabout project supports the Housing and Sustainable Transportation
Major City Goals by providing infrastructure needed to support safe and efficient mobility for all
users with the planned and pending development of the Orcutt Area. This project also improves
pedestrian and bicycle connectivity between the new Orcutt Area neighborhoods and Islay Park.
Previous Council or Advisory Body Action
On May 19, 2015 the City Council adopted the Mitigated Negative Declaration and approved the
Vesting Tentative Map #3063 for the Righetti Ranch development. The original conditions of
approval required the development to construct geometric improvements at the Tank
Farm/Orcutt intersection and pay a fair share of costs towards future signalization.
On January 10, 2018 the Planning Commission proposed recommendations to be forwarded to
the City Council regarding amendments to the conditions of approval for Righetti Ranch,
including the requirement for construction of a roundabout at the Tank Farm/Orcutt intersection
in lieu of a signalized intersection.
On February 6, 2018 the City Council approved amendments to the conditions of approvals for
the Righetti Ranch development (Tract 3063), including requiring construction of the roundabout
prior to issuance of occupancy permits for Phase 2 or building permits for Phase 3 of the
development.
In July 2018, the Council adopted the FY2017-19 Financial Plan Supplement, allocating
$100,000 to start preliminary design work for the roundabout project. Three additional project
budget amendments (Attachment D) have subsequently been approved to date to continue
incremental design progress (see Fiscal Impact discussion below).
Policy Context
Per the City’s Purchasing Policy, this request for appropriation of $100,435 Citywide Traffic
Impact Fee Funds requires City Council approval.
Consistency with COVID-19 Orders and Current Fiscal Contingency Plan. The need for this
additional design work was established prior to the COVID-19 orders and the current fiscal
contingency Plan. Additionally, the activity of design services is not prohibited under the State
and Local emergency orders associated with COVID-19. Finally, completing this effort will
result in a shovel-ready project that is anticipated to compete well for future infrastructure
stimulus funds and once constructed will provide an economic benefit to the community.
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ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378,
however the following environmental review has been completed relative to the establishment of
this project.
The Orcutt Area Specific Plan and its Final EIR were approved and certified in March 2010. The
Land Use and Circulation Element Final EIR was approved September 2014 includes policy 7.02
stating that where feasible, roundabouts shall be the City’s preferred intersection control
alternative due to the vehicle speed reduction, safety and operational benefits of a roundabout.
Finally, the Righetti Vesting Tentative Tract Map (VTTM) #3603 (Attachment E) was analyzed
in a project-specific Initial Study/Mitigated Negative Declaration and was adopted on May 19,
2015. On February 6, 2018 the City council considered and approved amendments to specified
mitigation measures and conditions of approval, which included, but was not limited to, a
requirement for the design and construction of the Orcutt/Tank Farm roundabout (MOD-1220-
2017). The Council made a finding that the proposed mitigation measure amendments are
consistent with the requirements of the Orcutt Area Specific Plan Final Environmental Impact
Report (FEIR) certified and adopted by the City Council on March 2, 2010, and the Initial
Study/Mitigated Negative Declaration adopted by the City Council on May 19, 2015 for the
VTTM #3063.
FISCAL IMPACT
Budgeted: No Budget Year: 2017-18
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund
State
Federal
Fees (Citywide TIF)
Previous Allocation $277,490 $277,490
Current Request $100,435 $100,435
Other:
Total $377,925 $377,925
GHD is currently one of the City’s consultants on the Traffic Engineering On-Call list that was
developed using a competitive Request for Qualifications (RFQ) process. To perform this
roundabout design, GHD submitted a proposal for design work for $213,050. The 2017-19
Financial Plan Supplement allocated only $100,000 for Fiscal Year 2017-18 for the study and
design of a roundabout at Tank Farm and Orcutt. In order to move forward on the project, GHD
was authorized to begin work not to exceed $100,000. In July 2018, the City Council approved
additional funding of $113,050 to continue design.
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Subsequently, two budget increases were approved in the amounts of $20,645 and $43,795 for
additional design updates needed to address utility conflicts and ensure design consistency with
adjacent frontage improvements to be constructed by the Righetti Ranch developer. These
increases brought the contract amount to a total of $277,490. With this additional request, the
total design costs will reach $377,925.
As all design work to date was funded through Citywide Transportation Impact Fees (TIF), the
TIF Fund is recommended to fund this request of $100,435. The balance of the TIF Fund was
approximately $7.4 million as of January 2020. $7.2 million of that balance has been obligated
for remaining Capital Improvement Plan Projects and Development Agreement Reimbursements
through the 2019-21 Financial Plan. This leaves a balance of approximately $200,000, which is
sufficient to support this request of $100,435.
Based on current engineer’s estimates, the anticipated construction cost for the roundabout,
including contingency, materials testing, and construction management support, is approximately
$3.7 million. The total design costs represent approximately 10% of the estimated project
construction cost—a ratio consistent with most infrastructure projects of this type. Staff is not
requesting authorization to fund construction of this project at this time, but requesting funding
to continue progress towards a “shovel-ready” project that could be well-situated for potential
Federal or State infrastructure stimulus funding opportunities that may arise in response to t he
ongoing COVID-19 emergency.
Preparation of the FY 2020-21 Budget Supplement is currently underway and will include
recommended adjustments to the FY 2020-21 Capital Improvement Plan program based on
anticipated revenue shortfalls due to the COVID-19 pandemic. Funding strategies for
construction of the Tank Farm/Orcutt Roundabout project will be assessed as part of this effort.
ALTERNATIVES
The City Council could choose not to approve the budget amendment request . Staff does not
recommend this option as it could result in more costly changes to the design during construction
and potential for a delay during construction.
Attachments:
a - Draft Resolution
b - Budget Amendment Request
c - Additional Scope of Work No. 3
d - COUNCIL READING FILE - Council Agenda Report dated July 17, 2018
e - Project Map
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R ______
RESOLUTION NO. _____ (2020 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING AN AMENDMENT TO THE
ORCUTT TANK FARM ROUNDABOUT DESIGN AND RELATED
BUDGETARY APPROPRIATIONS
WHEREAS, the City of San Luis Obispo’s (City) 2017‐19 Financial Plan Supplement
allocated $100,000 for FY 17‐18 for the study and design of a roundabout at the intersection of
Orcutt and Tank Farm Roads; and
WHEREAS, on October 26, 2017 GHD submit a proposal under their current on-call
agreement for transportation services for $213,048.80 and was subsequently awarded the work
with authorization not to exceed $100,000; and
WHEREAS, additional budget was subsequently authorized up to $277,490 funded from
the Transportation Impact Fee Fund; and
WHEREAS, City staff has requested the additional budget allocation of $100,435 from
the Transportation Impact Fee fund balance; and
WHEREAS, the project is a high priority project as it supports the Housing and
Sustainable Transportation Major City Goals by providing infrastructure needed to support safe
and efficient mobility for all users with the planned and pending development of the Orcutt Area.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
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Resolution No. _____ (2020 Series) Page 2
R ______
SECTION 1. The City Council authorizes staff to transfer $100,435 from the
Transportation Impact Fund to the design phase of this project.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2020.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, on ______________________.
____________________________________
Teresa Purrington
City Clerk
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Department
Public Works
Fiscal Officer Date
Cori Ryan 4/23/2020
Department Head Date
Matt Horn 4/23/2020
Cost Center and Account Title Fund Cost Center Account Am ount
-
Cost Center and Account Title Fund Cost Center Account Am ount
Transportation Plan/Engineering - Contract Services 507 5010 71006 100,435.00
100,435.00
Project Title Aw ard Project Task Am ount
Orcutt Tank Farm Roundabout Design 91611 91611 2 100,435.00
100,435.00
Account Title Fund Cost Center Account Am ount
Transportation Impact Fees 507 0000 (100,435.00)
(100,435.00)
Accounting Date
Budget Manager or Finance Director Date
Posted By Date Period
BUDGET AMENDMENT REQUEST
CHANGE TO FUND BALANCE, WORKING CAPITAL OR DESIGNATION
PROJECTS AND AWARDS
EXPENDITURES AND TRANSFERS OUT
REVENUES AND TRANSFERS IN
PURPOSE
Per May 2020 CAR, appropriate $100,435 from TIF fund to Orcutt/Tank Farm Roundabout Design project (91611) account
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GHD Project
No.
11151202
Date 02/26/2020
1 M2460AA007 / 11151202
AMENDMENT TO
AGREEMENT BETWEEN CONSULTANT AND CLIENT
Amendment No. 3 to Agreement dated 01/29/2018 between GHD Inc. (Consultant) and City of
San Luis Obispo (Client).
Project Number / Name: 11151202/Purchase Order #24218 – Provide Professional Consultant
for Design of the Orcutt & Tank Farm Roundabout per City Specification #91611.
Client hereby requests and authorizes Consultant to perform additional and/or revised services
as set forth in this Amendment.
Scope of work and terms of compensation as set forth below.
Additional Scope of Work
0601: Tank Farm Road Culvert Modification Evaluation & Preliminary Design
At the request of the City, GHD proceeded with evaluating piping directly from the basin into the culvert
on Tank Farm Road. Base on this direction, GHD has prepared a basis of design and calculations, and
have developed the preliminary Tank Farm Road culvert modification design.
0602: 90% Plans, Specifications and Estimates (PS&E)
At the request of the City, GHD proceeded with updating theTank Farm Road/Orcutt Road Roundabout
P&E to reflect additional comments provided by the City on the previous design; evaluate and revise the
plans (as needed) to reflect utility pothole information and any identified conflicts; complete and
incorporate the Tank Farm culvert modification plans into the 90% P&E; and expand the project design
both north on Orcutt Road and west on Tank Farm Road to match to conform limits with Cannon’s
improvements. The project drainage study was also re-evaluated and updated to address additional
project drainage resulting from expanding the project limits to match the conform limits with Cannon’s
improvements. Finally, the City has determined that they will be responsible for construction and that
specifications will need to be prepared. Ninety-percent (90%) P&E and updated drainage report will be
submitted to the City for review.
0603: 100% Final PS&E
Upon receiving 90% comments from the City, GHD shall update 90% PS&E to 100% Final PS&E and
resubmit to the City for final review. GHD will also update and submit a final drainage report. The City’s
90% comments will be summarize, responses provided and the comments/responses submitted to the
City concurrent with the 100% submittal.
0604: Orcutt Road Shoofly Feasibility Study
This phase is to evaluate the feasibility of constructing a shoofly on the northeast corner of the Orcutt
Road/Tank Farm intersection. From the concept drawing and description provided by the City, the
purpose of the shoofly is to provide a temporary two-way by-pass route for Orcutt Road (both north and
south legs) while closing the west leg of Tank Farm Road assumed from Wavertree Street east through
the project intersection. The intent is to allow most of the roundabout construction to occur at the same
time to accelerate the construction schedule.
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GHD Project
No. 11151202
Date 02/26/2020
2 M2460AA007 / 11151202
Within this phase, GHD will evaluate the feasibility of constructing the shoofly. This evaluation will include
identifying in plan view the preliminary construction limits of the shoofly and potential physical limitations
including the existing Orcutt Road culvert and right of way encroachments primarily limited to temporary
construction easements (TCE’s). The preliminary design will also accommodate a “California Legal 65-ft”
design vehicle. GHD will also develop preliminary stage construction exhibits with initial construction
working days estimates for each construction stage. The preliminary construction stages and working
days estimates will be compared to the current stage construction plans and working days estimate and a
conclusion will be provided as to whether construction would be accelerated with shoofly option.
GHD will also prepare a traffic analysis that evaluates and compares current traffic operations and safety
conditions to conditions projected to result with construction of the shoofly and closure of Tank Farm
Road between Wavertree Street and the Orcutt Road intersection to through traffic. It is assumed that
this study will focus on weekday AM and PM hour conditions at the following intersections:
1. Orcutt Rd/Spanish Oaks Dr (GHD to obtain new intersection counts)
2. Orcutt Rd/Tank Farm Rd (available City intersection data)
3.Orcutt Rd/Johnson Ave (available City intersection data)
4.Orcutt Rd/Laurel Ln (available City intersection data)
5.Orcutt Rd/Broad St (available City intersection data)
6.Broad St/Industrial Wy (available City intersection data)
7.Broad St/Tank Farm Rd (available City intersection data)
8.Tank Farm Rd/Brookpine Dr (available City intersection data)
9.Tank Farm Rd/Wavertree St (GHD to obtain new intersection counts)
The results, conclusions and recommendations developed both from the preliminary shoofly engineering
evaluations and traffic analysis will be summarized in an Orcutt Road Shoofly Feasibility Study that will be
submitted to the City for review and comment.
0605: Optional Orcutt Road Temporary Shoofly Design
If requested by the City, this phase includes preparing plans, specifications and Engineer’s estimate to
construct the temporary Orcutt Road shoofly. At this time the following plans are estimated (14 Sheets):
Title Sheet (1)
General Notes (1)
Typical Cross Sections (1)
Demolition Plan (1)
Layout (1)
Profile (1)
Construction Details (1)
Grading Plan (1)
Utility Plan (1)
Temporary Drainage Plan/Details (1)
Construction Area Signs (1)
Stage Construction (3)
GHD will prepare 90% PS&E to be submitted to the City for review. Upon receiving 90% comments from
the City, GHD shall update 90% PS&E to 100% Final PS&E and resubmit to the City for final review. The
City’s 90% comments will also be summarize, responses provided and the comments/responses
submitted to the City concurrent with the 100% submittal.
0606: Optional Miscellaneous Coordination
This task includes additional services that can be provided by GHD that is not included in Phases 0601
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GHD Project
No.
11151202
Date 02/26/2020
3 M2460AA007 / 11151202
through 0605. These services include, but not limited to, assisting the City in coordinating with Cannon
and minor design revisions and miscellaneous items not covered within the previous phases. GHD will
notify the City and receive authorization to proceed prior to providing additional services within this phase.
0607: Optional Construction Support Services
If requested of the City, GHD will provide the following services under this phase as needed:
1. Project Management and Coordination: GHD will be available to respond to the City to resolve
issues raised by the City or contractor (through the City) during construction of the project. Also
included are the project management duties for the work performed under this construction
support services task.
2. Respond to Requests for Information (RFI): GHD will provide support to the City in response
to formal requests for information from the contractor (provided through the City) and clarification
of questions from the City. For budgeting purposes, GHD’s responses to up to 10 RFI’s are
assumed for this task.
3. Review Submittals: GHD will review specific material submittals for specialty items as requested
by the City.
4. Project and Field Meetings: GHD’s attendance at project progress meetings and field meetings
will be as requested by the City. For budgeting purposes, up to five (5) project progress meetings
and/or field meetings are assumed by GHD within this task.
5. Changes and Revisions: Changes and revisions to the project plans may be required due to
differing site conditions encountered in the field during construction. GHD will revise the project
plans as needed to address the differing conditions or accommodate changes requested by the
City or contractor (through the City). For budgeting purposes, GHD’s assumes up to five (5)
changes and revisions to the project plans requested by the City and not included under other
Construction Support Services tasks.
6. Technical Support of Contract Change Orders: GHD will, if requested, provide advice and
technical support for up to five (5) construction contract change orders.
GHD shall provide responses to RFI’s and other questions provided by the City within three (3) working
days unless notified by GHD that the response(s) will require additional time to prepare. The primary
contact for GHD shall be Joe Weiland (805.858.3131, joseph.weiland@ghd.com). The alternative contact
shall be Jorge Vanegas-Moran (805.858.3130, jorge.vanegas-moran@ghd.com).
Fee Estimate
GHD’s estimated fee to complete the services described in the “Additional Scope of Work” under Phases
0601 through 0604 is $64,933.00 as summarized below by phase.
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GHD Project
No.
11151202
Date 02/26/2020
4 M2460AA007 / 11151202
Phase/Description Phase Fee
0601: Tank Farm Road Culvert Modification Evaluation & Preliminary Design $13,809.00
0602: 90% PS&E $24,259.00
0603: 100% Final PS&E $ 7,145.00
0604: Orcutt Road Shoofly Feasibility Study $19,720.00
Total Estimated Fee: $64,933.00
GHD’s estimated fee to complete the “Optional” services described in the “Additional Scope of Work”
under Phases 0605 through 0607 is $74,717.00 as summarized below by phase.
Phase/Description Phase Fee
0605: Optional Orcutt Road Temporary Shoofly Design1 $20,502.00
0606: Optional Miscellaneous Coordination1 $15,000.00
0607: Optional Construction Support Services1 $39,215.00
Total Estimated Optional Fee: $74,717.00
1. Use of the “Optional Phase” fee requires prior authorization from the City of San Luis Obispo
Terms and conditions
All terms and provisions specified in the original Agreement dated 01/29/2018 are in effect. No other
agreements, guarantees, or warranties are in effect.
Please contact me if there are any questions regarding this requested amendment.
Sincerely,
GHD Inc.
Joseph W. Weiland, PE
Senior Manager
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Orcutt Tank Farm Roundabout
Project Location Map
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