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HomeMy WebLinkAbout09/19/1995, C-13 - ADDITIONAL DESIGN SERVICES FOR THE JENNIFER STREET PEDESTRIAN/BICYCLE BRIDGE �' ��I�pnNu►� �� CI ty o f San Luis OBISpo �'"GSA i COUNCIL AGENDA REPORT ITEM NUMBELI/3 Meeting of September 19, 1995 FROM: Michael D. McCluskey, Public Works Direoo'5� Prepared by: Bridget O. Fraser, Engineering Assistant SUBJECT: Additional Design Services for the Jennifer Street Pedestrian/Bicycle Bridge CAO RECOINEMMMATIONS: By motion, 1) Approve "Amendment No. 1 to Agreement for Design Services: Jennifer Street Pedestrian/Bicycle Bridge, Specification No. 94-03A" with RRM Design Group, Inc. in the amount of$29,740 2) Authorize the Mayor to execute the amendment 3) Appropriate $34,000 from the unappropriated balance of the general fund to the Jennifer Street Pedestrian/Bicycle Bridge project account DISCUSSION: On June 21, 1994, the Council awarded an agreement to RRM Design Group to design the Jennifer Stret Pedestrian/Bicycle Bridge. On March 27, 1994 the Cultural Heritage Committee (CHC) reviewed the project and on May 15, 1995 the Architectural Review Commission (ARC) reviewed the project. The CHC and ARC both imposed conditions which could not have been anticipated and which require extensive redesign. Other unanticipated circumstances also require additional services. Amendment No. 1 to the existing design agreement provides for $29,740 of additional services as follows: c $7,773 for redesigning the Osos Street entrance ramp as a more aesthetically compatible compressed switchback design as required by the CHC and ARC. C $6,150 for a Phase H environmental assessment as required by the ARC to determine if excavations might uncover contaminated soils. C $3,957 for designing stairways as required by the ARC so that pedestrians can use the bridge more easily. C $2,000 for designing additional irrigation, planting, electrical, and lighting systems adjacent to the project as required by the ARC. C $2,670 for designing improvements to the adjacent substandard storm drain in Jennifer Street. These improvements will help the project drainage to work better and protect the bridge and ramp footings- 0 $4,190 for redesigning the city parking lot adjacent to the project so that the project will not encroach on railroad right of way. C $3,000 for construction surveying and staking. Requiring this service generally forces designers to be more accountable for the accuracy of their construction documents. The ARC also required that the city contract for an historical/archaeological surface survey, which will cost about $2,000. -/3 -/ ������►i�lllllllllli° ��Ulll city of San k..A OBISPO WON COUNCIL AGENDA REPORT MCAL EVWACT: Original Design Services (actual) $ 60,200 Additional Design Services (proposed) 29,740 Archaeological Survey (estimated) 2,000 Contingencies 8.060 Total $100,000 Current Budget 66.000 Additional Appropriation Needed $ 34,000 A State Proposition 116 grant will cover only $25,000 of the total design cost, so none of the additional design expenditures can be reimbursed. If the archaeological or environmental surveys require substantial mitigation measures, which in turn will require additional appropriations. The construction budget for this project as last reviewed by council and as shown on page 91, Appendix B of the 1995/97 Financial Plan is $840,000 ($700,000 plus 20 % contingency). This budget was based on a preliminary cost estimate provided by the consultant in February of this year prior to review by the CHC and ARC. The latest estimated cost for construction submitted by the consultant, which includes estimates for all of the additional design requirements, is now approximately $960,000 ($800,000 plus 20% contingency). ATTACEMM: Amendment No. 1 1-%VW61%408apd1.rpe Septemba 11.1886 AMENDMENT NO. 1 TO AGREEMENT FOR DESIGN SERVICES: JENNIFER STREET PEDESTRIAN/BICYCLE BRIDGE Agreement for"Design Services: Jennifer Street Pedestrian/Bicycle Bridge", executed on the 1st day of July, 1994, by and between the City of San Luis Obispo and RRM Design Group, Inc, is amended to include the following paragraphs under Attachment A, "Scope of Work and Compensation": 7. Additional Services 7.1 Ramp RedesigniCost Estimates. Redesign the Osos street ramp to provide a compressed switchback design. Prepare alternate bridge schematic plan and elevations, landscape and illustrative plans which include the switchback ramp. Provide additional photo boards and perspectives as required.Submit redesign to staff for approval. Resubmit final ARC package to Planning. Provide revised cost estimates based on approved ARC design Including estimates for stairs, utility relocations, environmental assessments, property acquisition costs. Lump Sum Compensation: $7,773•• (" Amount previously billed by consultant on revised April 27th, revised May 22, and June 22nd statements.) 7.2 Stairways at Bridge Entrances, Consultant shall design new stairway access, in addition to the proposed ramps, on both east and west ends of the bridge and incorporate into the improvement plans and bid documents as an alternate bid item. Consultant will coordinate design with bridge consultant. Stairway shall be designed to blend in with proposed bridge and ramp system and shall be designed in accordance with all applicable codes. Lump Sum Compensation: $3,957 7.3 Jenner Street Storm Dram. Investigate existing storm drain system,Coordinate with bridge consultant and design system to tie-in structure drainage with under ground system. Incorporate into improvement plans. Lump Sum Compensation: $2,670 7.4 Parting Lot Design. Redesign city parking lot adjacent to bridge(southerly of Osos Street ROW) to allow proposed structure and parking lot to remain outside of SP row. Provide additional topography as necessary for design. Parking lot shall be designed in accordance with City's minimum requirements for parking lots and shall make every effort to not reduce the total number of parking spaces currently available. Schematic design shall be approved by the city prior to incorporating into improvement plans. Lump Sum Compensation: $4,190 7.5 Phase II Environmental Assessment Sub-consultant (Earth Systems) shall provide the services as outlined on Attachment A2, proposal dated May 18, 1993 addressed to Km Tulledge. Consultant shall coordinate work with subconsultant Environmental Assessment shall be done concurrently with the geotechnical investigation.Samples shall be taken within the proposed footing locations based on the final bridge design. Lump Sum Compensation: $6,150" The consultant is hereby authorized to proceed with the following contract options as referred to in various sections of Attachment A, "Scope of Work and Compensation" of the agreement and are hereby incorporated into this agreement: "Task 3f Prepare site irrigation, planting, electrical and lighting construction plans of areas adjacent to ramps and bridge Lump Sum Compensation : $1,500 Task 4a Prepare final irrigation, planting and/or electrical site construction plans initiated in Task 3f. above. Lump Sum Compensation : $500.00 Task 0a Construction staking services. Provide field survey services to stake abutments, footings, grading,excavation,curbs,planters and walkways. Stake all major form work for both bridge abutments and approach ramps. Stake locations for utility construction or relocation, and finish pavement tie-ins to ramps. Lump Sum Compensation : $3,000 Total Additional Fees and Options: $29,740" This amendment is executed by the following representatives: Consultant Victor Montgomery, RRM Design Group, Inc. City of San Luis Obispo: Mayor Attest City Clerk Approved as to Form C' y �-�3-Al Attachment A-2 Earth Systems Consultants 1i Northern California 4378 Santa Fe Road I OW San Luis Obispo, CA 93401 (805)5443276 FAX(805)544-1786 May 18, 1995 Ms Kim Tulledge RRM Design Group 3026 South Higuera Street San Luis Obispo,CA 93401 PROJECT: PROPOSED JENNIFER STREET PEDESTRIANBICYCLE BRIDGE SOUTHERN PACIFIC RAILROAD TRACKS AT OSOS STREET SAN LUIS OBISPO,CALIFORNIA SUBJECT: Phase II Environmental Assessment Dear Ms Tulledge: In response to your request, we have prepared a cost estimate for a Phase II environmental assessment at the above referenced site. The City of San Luis Obispo is planning to construct a pedestrian/bicycle bridge over the Southern Pacific Railroad tracks where they cross the Osos/Jennifer Street right-of-way. A Phase I assessment for the bridge site was prepared by this firm in July 1994. The Phase I assessment identified potential concerns with regard to past railroad activities at the proposed bridge site, based on review of regulatory agency files and aerial photographs. The intent of the Phase II assessment is to evaluate the areas around the proposed bridge abutments for evidence of soil contamination- We ontaminationWe wish to emphasize at the outset of this process that the scope of work proposed in this document may not completely define the vertical or lateral extent of soil contamination beneath the proposed bridge site. Our approach is intended to first identify which, if any, areas of the bridge site contain regulated concentrations of contaminants; once these "hot spots" have been identified, additional assessment may be needed to fully define their boundaries. Background Earth Systems Consultants previously submitted a proposal for a geotechnical investigation at the referenced site dated April 1, 1994. This proposal has been prepared on the assumption that field work for the proposed geotechnical investigation would be conducted concurrently with this environmental assessment, as a cost savings measure for the City of San Luis Obispo. If Phase 11 field work is conducted separately from the geotechnical proposal,an additional cost would accrue,which is discussed later in the proposal. ��3-s 1i Ms Kim Tulledge 2 May 18, 1995 The scope of the proposed assessment consists of the following tasks: • Preparation of a site safety plan • Drilling and sampling of seven soil borings • Analytical testing of fourteen soil samples • Data analysis and report preparation A description of each of these tasks is presented below: Site Safety Plan Preparation, Drilling and Sampling Site Safety Plan Prior to beginning field work, a site safety plan will be prepared to provide specific safety procedures to be observed during drilling activities. The plan is required by Cal-OSHA and Federal OSHA.regulations. .Drilling and Sampling Underground Service Alert (USA) will be contacted at least 48 hours prior to drilling to mark underground utilities in the areas to be explored. The City shall arrange and provide for access to exploratory drill locations on Southern Pacific Railroad property. Seven borings will be drilled to maximum depths of 15 feet below ground surface (bgs), within the seven proposed bridge abutment footings shown on the "Alternate 1 Site Layout and Parking Plan" by RRM Design Group, dated April 28, 1995. Drilling will be conducted using'a truck-mounted drill equipped with 8-inch diameter hollow stem auger. A maximum of 105 lineal feet of drilling is proposed. Samples will be collected from each of the soil borings at 5-foot intervals,and at locations selected at the discretion of the field geologist. Samples will be collected with a split-spoon sampler, using metal sleeves to retain the samples.- Sample sleeves will be immediately sealed with Teflon, capped, and placed on ice for transport to the testing laboratory. Sample handling will be accomplished in accordance with EPA protocol, including chain-of-custody procedures. A California Registered Geologist will be on-site to log the borings, monitor soils during drilling for contamination, and collect soil samples. After drilling, the borings will be backfilled with a cement/bentonite slurry, Drill cuttings will be placed in DOT-approved 55-gallon drums and stored on-site pending receipt of analytical results. Disposal of drill cuttings, whether contaminated or not, is not included within the scope of this proposal. Cost for Site Safety Plan,Drilling,and Sampling $ 2,075.00 Laboratory Analysis Fourteen soil samples will be analyzed for total extractable petroleum hydrocarbons CIEPH) by EPA method 8015M. Ms Kim Tulledge 3 May 18, 1995 The soil sample from each side of the proposed bridge containing the highest TEPH concentration will be analyzed for volatile organic compounds by EPA method 8240, total concentrations of 17 Title 22 metals, and polychlorinated biphenyls (PCBs) by EPA method 8080. TEPH by EPA 8015, 14 samples @ $65.00 each $ 910.00 Volatile organics by EPA 8240,2 samples @ $165.00 each $ 330.00 Title 22 metals,2 samples @ $175.00 each $ 350.00 PCBs by EPA 8080, 2 samples @ $90.00 each $ 180.00 Cost for Laboratory Analysis $1,770.00 ReM PneparationMMect Management After receiving laboratory results, a report will be prepared outlining the findings of the Phase II assessment. The report will include a description of the materials encountered in the exploratory borings, a discussion of laboratory analysis, alternatives for remedial action,and the suggested scope of additional assessment, if it appears necessary to further define any contamination that may be encountered. Other deliverables in the report will include boring logs, a site map showing boring locations, and laboratory reports and chain-of-custody documents. The report will be signed by a Registered Geologist. Project management includes coordination of labor and materials outlined in this proposal, and regulatory liaison. Cost for Report PreparatiorRmject Management $1,850.00 Total Cost for Work Outlined Above $5,695.00 Additional Cost for Non-Concurrent Feld Work As previously mentioned,the cost shown above assumes that field work will be conducted concurrently with field work for the geotechnical investigation. If the field work is to be conducted separately from the geotechnical investigation, an additional$620.00 should be added to the total cost shown above Qption for Assessment Work in Proposed City Easement The City of San Luis Obispo is also considering acquiring an easement on Southern Pacific Railroad property for"parking lot,ramp encroachment and maintenance." This proposed easement encompasses a triangular area measuring about 150 feet long,and 60 feet wide, and is adjacent to the southeast corner of the western bridge abutment, as shown shown on the Alternate 1 Site Layout and Parking Plan. Per your request, we have included a cost to evaluate the environmental condition of soils in the proposed easement. The cost for this _optional work is not affected by field work being conducted concurrently with either the geotechnical investigation or the other Phase II assessment work. 1i Ms Kim Tulledge 4 May 18, 1995 We propose two additional drill rig borings to 15 feet bgs, and collection of shallow soil samples at four locations using a manually operated soil auger advanced to a maximum depth of 2 feet bgs. Cost for Additional Drilling and Sampling $ 820.00 TEPH by EPA 8015, 8 samples @ $65.00 each $ 520.00 Volatile organics by EPA 8260, 1 sample @ $165.00 each $ 165.00 CCR Title 22 metals, 1 sample @ $175.00 each $ 175.00 PCBs by EPA 8080, 1 sample @ $90.00 each $ 90.00 Cost for Additional laboratory Analysis $ 950.00 Cost for Additional Report Preparation/Project Management $ 320.00 Total Cost for Option to Assess Proposed Easement Area $2,090.00 Schedule and Conditions We expect that work on the project can begin within 5 working days .following authorization,with the report available 10 working days receipt of final laboratory results. Preliminary results of the assessment can be relayed on a verbal basis as they become available. This fee quotation will remain in effect for 90 days. Should unforeseeable site conditions require a different approach or additional work, this estimate may need to be revised. We would notify the client of any major change in the proposed scope of work prior to initiating such a change. Fees for additional services requested after authorization or in the field will be charged at the hourly rates in effect at the time of the services request. If the proposed scope of work, attached Earth Systems Consultants Terms for Services, and fees are satisfactory, the return of the attached work order form,signed and dated by the party responsible for payment, will constitute authorization for work on the project to proceed. This agreement can be terminated by either party upon notification in writing. Earth System Consultants'responsibility for the project will end upon completion of the services described herein or termination of the agreement, unless authorization to perform additional work and agreement for payment thereof is provided by the client. It should be noted that any level of assessment cannot ascertain that a property is completely free of chemical or toxic substances; therefore, Earth Systems Consultants cannot offer the certification of a"clean"property. We believe the scope of work proposed is appropriate to allow an owner,prospective buyer,or seller to make an informed business decision. 1 Ms Kim Tulledge 5 May 18, 1995 Thank you for your consideration of this proposal. If you have any questions, or if we can be of service in any way,please call this office at your convenience. Sincerely, Earth Systems Consultants Northern California Brian Hale,Project Geologist Timothy Conroy, President Ib Auachmenm Terris Work Order Doc. No.: 9505-193.PRP C0-9 Earth Systems Consultants 1r Northern California 4378 Santa Fe Road WORK ORDER San Luis Obispo, CA 93401 (805)544-3276 FAX(805)544-1786 EARTH SYSTEMS CONSULTANTS NORTHERN CALIFORNIA, a California corporation, and Client agree to a work assignment for Earth Systems Consultants Northern California as follows: Date: May 18, 1995 Doc. Number: 9505-193.PRP Name of Project: JENNIFER STREET PEDESTRIANBICYCLE BRIDGE Order Received by: Timothy Conroy Client Name: RRM Design Group,Attn: Ms Kim Tulledge Client Address: 3026 South Higuera Street Phone: (805) 543-1794 San Luis Obispo,CA 93401 Facsimile: (805) .Location of Job: Osos/Jennifer Street at Southern Pacific Railroad tracks, San Luis Obispo, California Scope of Services: Phase H Environmental Assessment Fees to be Charged: $ 5,695.00 CONDmON- The Terms for Services(attached)are incorporated in full as part of this agreement. Invoices will be submitted upon completion of work,or at two-week intervals,and are due and payable upon presentation. A Late Payment Service Charge computed at the periodic rate of 1.5 percent per month will be applied to any unpaid balance commencing thirty days after the date of invoice. Submittals to governmental agencies are the responsibility of the Client. Cancellation of this contract by the Client must be in writing. Client agrees to pay for all services and materials provided up to the time of termination. Earth Systems Consultants AGREED TO AND ACCEPTED: Northern California (By party responsible for payment) othy Conroy, Vi President Client Name (please print) Date Signature and Title Please return a copy signed by client to Earth Systems Consultants Date Northern California EARTH SYSTEMS CONSULTANTS NORTHERN CALIFORNIA TERMS FOR SERVICES SECTION 1: THE AGREEMENT damage is not pan of this agreement unless so specified in the proposal. 1.1 The agreement between the parties consists of these terms, the attached proposal and any exhibits or 3.2 The client is responsible for the accuracy of locations for attachments noted in the proposal. Together these all subterranean structures and utilities. Earth Systems elements will constitute the entire agreement superseding Consultants Northern California will take reasonable any and all prior negotiations, correspondence, or precautions to avoid known subterranean structures,and agreements either written or oral. Any changes to this the client waives any claim against Earth Systems agreement must be mutually agreed to in writing. Consultants Northern California,and agrees to defend, indemnify, and hold Earth Systems Consultants 12 If the Client is a corporation or public entity, the Northern California harmless from any claim or liability individual or individuals who sign this agreement on for injury or loss,including costs of defense,arising from behalf of the Client warrant that they are duly authorized damage done to subterranean structures and utilities not agents of the Client and guarantee that the Client will identified or accurately located. In addition,client agrees perform its duties under this agreement. The client binds to compensate Earth Systems Consultants Northern himself, his partners, successors, executors, California for any time spent or expenses incurred by administrators and assigns to this agreement in respect to Earth Systems Consultants Northern California in defense all its terms and conditions. of any such claim with compensation to be based upon Earth Systems Consultants Northern California's SECTION 2: STANDARD OF CARE prevailing fee schedule and expense reimbursement policy. 2.1 The client recognizes that subsurface conditions may vary from those observed at locations where borings,surveys, SECTION 4: COOPERATION AND PROJECT or explorations are made, and that site conditions may UNDERSTANDING change with time. Data, interpretations, and recommendations by Earth Systems Consultants Northern 4.1 Client will make available to Earth Systems Consultants California willbe based solely on information available Northern California all information regarding existing and to Earth Systems Consultants Northern California. Earth proposed conditions of the site. The information shall Systems Consultants Northern California is responsible include, but not be limited to plot plans, topographic for those data,interpretations,and recommendations,but surveys, hydrographic data, and previous soil data will not be responsible for other parties'interpretations or including borings, field and laboratory tests and written use of the information developed. reports. Client will immediately transmit to Earth Systems Consultants Northern California any new 2.2 Services performed by Earth Systems Consultants information which becomes available or any change in Northern California under this agreement will be plans. conducted in a manner consistentwith the level of care and skill ordinarily exercised by members of this 4.2 Client agrees to provide a representative at the job site to profession currently practicing under similar conditions supervise and coordinate the job when required by the and in the same locality of the project. No warranty, Earth Systems Consultants Northern California and upon expressed or implied,is made. 24 hours notice. Earth Systems Consultants Northern California shall not be liable for any incorrect advice, SECTION 3: SITE ACCESS AND SITE judgement or decision based on any inaccurate CONDITIONS information furnished by client,and client will indemnify Earth Systems Consultants Northern California against 3.1 Client will grant or obtain free access to the site for all claims,demands,or liability arising out of or contributed equipment and personnel necessary for Earth Systems to by such information. Consultants Northern California to perform the work set forth in this agreement. Client will grant or obtain SECTION 5: SAMPLE DISPOSAL permission for Earth Systems Consultants Northern California personnel to photograph the site. The client 5.1 Earth Systems Consultants Northern California will will notify any and all possessors of the project site that dispose of all remaining soil and rock samples at the time client has granted Earth Systems Consultants Northern of report completion. Further storage or transfer of California free access to the site. Earth Systems samples can be made at client's expense upon client's Consultants Northern California will take reasonable prior written request. precautions to minimize damage to the site, but it is understood by client that, in the normal course of work, 5.2 Contaminated drill cuttings, sample spoils, and wash some damage may occur and the correction of such water may be produced as a result of encountering (2-/3-/a Terms for Services 1 09-09-93 Earth Systems Consultants Northern California SECTION 8: OWNERSHIP OF DOCUMENTS performed prior to the date of termination p' reasonable termination expenses,including the cost 8.1 All reports,boring logs,field data,.freld notes, laboratory completing analyses, records and report necessary to test data, calculations, estimates, and other documents document job status at the time of termination. prepared by Earth Systems .Consultants Northern California as instruments of service, shall remain the SECTION 12: RISK ALLOCATION property of Earth Systems Consultants Northern California 12.1 There are a variety of risks which potentially affect Earth Systems Consultants Northern California by virtue of 8.2 Client agrees that all reports and other work furnished to entering into an agreement to perform professional the client or his agents, which is not paid for, will be engineering services on the client's behalf. In order for returned upon demand and will not be used by the client the client to obtain the benefit of a fee which includes a or others for any purpose whatsoever. lesser allowance for dealing with Earth Systems Consultants Northern California's risks, the client agrees 8.3 Earth Systems Consultants Northern California will to limit Earth Systems Consultants Northern California's retain all pertinent records relating to the services liability to the client and to all other parties for claims performed fora period not exceeding three years following arising out of Earth Systems Consultants Northern submission of the report,during which period the records California's performance of the services described in this will be made available to the client at all reasonable agreement. The total aggregate liability of Earth Systems times. Consultants Northern California will not exceed$50,000 for negligent professional acts, errors or omissions, and SECTION 9: CLIENT CHANGES the client agrees to indemnify Earth Systems Consultants Northern California for all liabilities in excess of the 9.1 In the event any changes are made in theplans and monetary limits established above. specifications by the client or persons other than Earth Systems Consultants Northern California,client agrees to 12.2 Client agrees that in no instance shall Earth Systems hold Earth Systems Consultants Northern California Consultants Northern California be responsible, in total harmless from any liability arising out of such changes or in part,for the errors or omissions of any other Desiy- and the client assumes full responsibility unless the client Professional, Contractor, Subcontractor or any oil has given Earth Systems Consultants Northern California party. Client also agrees that Earth Systems Consultant. prior notice and has received Earth Systems Consultants Northern California shall not be responsible for the Northern California's written consent for such changes. means,methods,procedures,performance or safety of the construction contractors or subcontractors or for their SECTION 10: INSURANCE errors or omissions. 10.1 Earth Systems Consultants Northern California and its SECTION 13: DISCOVERY OF agents,staff and consultants employed by it are protected UNANTICIPATED by worker's compensation insurance and maintains HAZARDOUS MATERIAIS coverage under public liability and property damage insurance policies which Earth Systems Consultants 13.1 Client warrants that a reasonable effort to inform Earth Northem California deems to be adequate. Certificates for Systems Consultants Northern California of known or all such policies of insurance shall be provided to client suspected hazardous materials on or near the project site upon request in writing. Earth Systems Consultants has been made. Northem California shall not be responsible for any loss, damage or liability beyond the amounts, limits, and 132 Hazardous materials may exist at a site where there is no conditions of such insurance. Earth Systems Consultants reason to believe they could or should be present. Earth Northern California shall not be responsible for any loss, Systems Consultants Northern California and client agree damage, or liability arising from any acts by client, its that the discovery of unanticipated hazardous materials agents,staff,and other consultants employed by it. constitutes a changed condition mandating a re- negotiation of the scope of work or termination of SECTION 11: TERNUNATION services. The client recognizes that the discovery of hazardous materials may necessitate immediate protective 11.1 This agreement may be terminated by either party upon measures to safeguard the public health and safety and written notification,or seven(7)days after written notice agrees to compensate Earth Systems Consultants in the event of nonpayment(see Section 7),any breach of Northern California for measures that in our professional any provision of this agreement, in the event of opinion are justified to preserve and protect the health a substantial failure of performance by the other party,or if safety of site personnel and the public. the client suspends the work for more than three (3) months. In the event of termination, Earth Systems 13.3 Earth Systems Consultants Northern California agrees to Consultants Northern California will be paid for services notify client as soon as practically possible should e/3-// Tams for Services 3 09-09-93