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Home My WebLink About03/06/2007, C5 - AMENDED AGREEMENT FOR DESIGN SERVICES FOR ORCUTT ROAD WIDENING, SPEC NO 90521 counat Meeting Dec 3/6/07 aagenoa Report �mN CITY O F SAN LUIS O B I S P O FROM: Jay D. Walter,Director of Public Works Prepared By: Matt Horn, Supervising Civil Engineer SUBJECT: AMENDED AGREEMENT FOR DESIGN SERVICES FOR ORCUTT ROAD WIDENING, SPEC NO 90521 CAO RECOMMENDATION Approve an amendment to an Agreement with BKF Engineering in the amount of$38,200 for additional design services associated with the Orcutt Road Widening Project, Specification Number 90521 and authorize the Mayor to execute the Amendment. DISCUSSION Background The widening of Orcutt Road and the realignment of Bullock Lane to intersect Orcutt Road at Laurel Lane is a City Capital Improvement Plan project. In order to correctly design and integrate this project with an adjacent planned, but still not constructed, private development project, a proposal was solicited from BKF Engineering. BKF Engineering prepared the adjacent public improvement plans which the City's Orcutt Road Widening project will need to integrate with in order for these two improvement projects to work together. On September 26,2006 the CAO awarded a Purchase Order to BKF Engineering. At that time BKF Engineering was to provide a portion of the design services required to complete this project. City Staff planned to complete all other items. Opportunity for Caltrans Funding If Request Is In By April 2, 2007 The construction of the Orcutt Road widening project will be funded from both State funds and developer impact fees. In order to use the State money, the City must have a construction allocation request into Caltrans on, or prior to, April 2, 2007. To complete this task in this timeframe, staff requested a proposal for additional design services from BKF Engineering. BKF Engineering's scope of work includes additional design services for traffic signal work; project display preparation and additional layout and grading work. While BKF Engineering is providing additional design services, City Staff will be completing environmental reports, generating the project's specifications, and coordinating with Caltrans, Utility Companies, and Union Pacific Railroad. C� Orcutt Road Widening Page 2 Combining Consultant and Staff efforts will give the City a better opportunity to meet State funding deadlines. FISCAL IMPACT This project is identified in the 2005-07 Financial Plan Appendix B page 151. The project account currently has a balance of$161,000 to support this request. The project budget is broken down into phases. The design phase currently has an available balance of$23,100. The requested amendment of$38,200 will need to be funded in part from the Construction phase, which currently has an available balance of$107,900. Current BKF Contract Amount $25,000 Additional amount requested for Amendment 1 $389200 Amount Currently Available in the Design phase $23,100 Additional amount needed to transfer from Construction phase 15 100 Design Budget Available after budget transfer $38,200 ATTACHMENTS 1. Vicinity Map 2. Contract Amendment 3. Budget Amendment Request G:\Staff-Reports-Agendas-Minutes\-CAR\2007\CIP\90521 Orcutt Road Widening\90521 Ammend BKF.doc Cs z 1 ATTACHMENT y y ENDR �r0 F � KRISTY JENNIFER w c l 2 RACHELCT. J \ LOREN QP �� 0 SYLMP�p vGCG S��\� S9 O�N� C5E CHI SP ��OS s9 OP U A SAN RLO ' co �(0- �Sp o PF9 P� J�yNS `� I J U SAA' J M Q - 9 O Ifo gUS�STq ��SF ��0�. 9 RPO OFO y G SOU/'THNip�� HARMONY SOUTHWOOD MOR I 0 �� SOUTHWOOD w �p OAK- REGOR a aO�SJ �O z CgLjOf 4� pO`�O� C1S W0p � C ESTVIFy o E `\ Q g N FSR �F� D EDAR } w a 6 O sJ� gO S� o RIAR OD LAWN- ORCUTT wOOD 10� ORCU � I `Pei PR Q IECT LOCATI s9c CIO � O O ��iii�llllllllll Illiiiiillll city®f san tail OB1Sp0 VICINITY MAP CS-3 Public Works Department 919 Polm Street, Son Luis Obispo, CA 93402 • • ATTACHMENT2 AMENDMENT 1 TO AGREEMENT THIS AMENDMENT TO AGREEMENT is made and entered into in the City of San Luis Obispo on March 6,2007,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,herein after referred to as City,and BKF Engineering,hereinafter referred to as Consultant. WITNESSETH: WHEREAS, on September 26, 2006 the City entered into an Agreement with Consultant for design services for the Orcutt Road Widening Project Specification No.90521;and WHEREAS, the City desires to amend the scope of services to include all traffic signal work, project display preparation and additional layout and grading work and Consultant has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk Mayor APPROVED AS TO FORM: CONSULTANT By: ty Attorn Cas-y • • ATTACHMENT 2 EXHIBIT A on BKF 20065057 BKF February 13, 2007 Matt Horn City of San Luis Obispo 955 Morro Street San Luis Obispo, CA 93401 RE: Request for Additional Fee- Public Improvements to Orcutt Road Dear Matt: BKF Engineers has been asked to prepare additional tasks that exceeded our scope of work as defined in our agreement with the City of San Luis Obispo dated August 16, 2006. The following is a summary of the task and associated fee. Task 1: Traffic Signal Plans BKF has been asked to provide traffic signal plans for a new signalized intersection at Orcutt Road and Laurel Lane. We will prepare the following: • Traffic Signal Plan • Conductor and Equipment Schedule The design will be completed in accordance with State of California and the Manual of Uniform Traffic Control Devices (California Edition) standards. We expect to make two (2) submittals of plans for review and comment. It is assumed that the City will provide railroad preemption and traffic signal timing data. The cost allowance for this task is $ 28,000. Task 2: Union Pacific Railroad; Orcutt Road, and CEQA Exhibits BKF will prepare an exhibit of the proposed roadway improvements in the Union Pacific Railroad right of way. The exhibit will illustrate improvements to roadway geometry, concrete panels, and revisions to railroad gates. BKF will also prepare an exhibit of the CEQA improvements along the Orcutt roadway improvements. The exhibit will illustrate improvements to landscaping and drainage. The cost allowance for this task is $ 3,800. Task 3: Plan Line and Topographic Survey Adjustments During the preparation of the plan line as included in our original scope of work, the following were completed by BKF: • The topography supplied was in Metric units and had to be modified to English. • After submitting the final plan line, substantial adjustments to the horizontal layout of the roadway geometry and striping was requested. The cost allowance for this task is $ 2,100. 2737 North Main Street,Ste 200 Walnut Creek,CA 94597 �y 925.940.2200 925.940.2299 L/Cs �•J 0 0 ATTACHMENT2 EXHIBIT A BKF Task 4: Layout and Grading Adjustments per CEQA Exhibit BKF has been asked to provide a CEQA exhibit and adjusted the layout and grading plans on the Orcutt Road improvement. Revised CEQA exhibit and horizontal and vertical plan line layouts will be submitted. The cost allowance for this task is $ 4,300. BKF Engineers requests an increase in fee in the amount of $38,200 billed on a time and materials not-to-exceed basis. It is assumed that the provisions and assumptions contained in the executed agreement pertain to this fee request. If there are any questions, please contact me at 925.940.2209. Sincerely, i i Robert Stevens, PE Dane Rodgers, PE Project Manager Project Engineer Authorization to Proceed: City of San Luis Obispo Date 2737 North Main Street,Ste 200 Walnut Creek,CA 94597 925.940.2200 925.940.2299 ii�!!Ililllllll;l I�I!! � II city of san tins 0131spo �IIIII�II�II��nlumm !11� BUDGET AMENDMENT REQUEST Requesting Department Fund Name Fund No. Public Works General Fund 405 REVENUES AND OTHER FINANCING SOURCES Amendment Account Descriation Revenue Account No. Amount TOTAL EXPENDITURES AND OTHER FINANCING USES General Ledger No, Capital Project No. Amendment Account Descriotion _ Program Account. Project Phase Amount Design 53902 90521 53920521 90552 $15,100.00 Construction 53902 90521 53920521 90553 $15,100.00 TOTAL PURPOSE Transfer funds from construction to design in 90521 Orcutt Road Widening per CAR 3/6/07 Department Head Data Director of Finance Date 02/21/07 City Administrative Officer Date Entered By Data Page of