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HomeMy WebLinkAbout05/06/2008, C4 - CONTRACT FOR SERVICES WITH DOKKEN ENGINEERING TO CREATE PLANS, SPECIFICATIONS AND ESTIMATES (PS&E) council Mk°°� 6 1009 agenda Repoat ,�N O CITY OF SAN LUIS O B I S P O FROM: Jay D. Walter, Director of Public Wor Prepared By: Timothy Scott Bochum, De ty Director of Public Works SUBJECT: CONTRACT FOR SERVICES WITH DOKKEN ENGINEERING TO CREATE PLANS, SPECIFICATIONS AND ESTIMATES (PS&E) AND RIGHT OF WAY ACQUISITION SERVICES FOR THE LOS OSOS VALLEY ROAD/US 101 INTERCHANGE PROJECT CAO RECOMMENDATION 1. Approve a sole source contract with Dokken Engineering in an amount not to exceed $2,408,000 to perform consultant services to prepare State of California Department of Transportation plans, specifications and estimates (PS&E) and right of way acquisition .services for the Los Osos Valley Road/US 101 Interchange project, and authorize the mayor to execute the agreement. 2. Advance funding from General Fund revenues in the amount of $75,000 to fully fund the contract (i.e. fill the shortfall of$23,000 and create a $52,000 contingency) for the design work, to be reimbursed from transportation impact fees when these funds become available. DISCUSSION Background The Los Osos Valley Road (LOVR) Interchange with US 101 has long been a vital link in the region's transportation infrastructure. It is a critical connection to the San Luis Obispo regional airport, major retail centers on LOVR, and serves as a major corridor for the communities of Morro Bay and Los Osos to the north. The interchange, which was first built in the 1960's, was modified in 1987 to connect across San Luis Obispo Creek to South Higuera street. Since that time, traffic volumes have increased to the point that the interchange suffers congestion during certain peak hours, which can only be mitigated by widening LOVR over US 101 to 4 lanes. In 2004, the City initiated a project in conjunction with Caltrans to improve the interchange. In late 2005 and early 2006, staff along with the City's Engineering consultant, Dokken Engineering, began work developing a Caltrans Project Report and environmental determination for the Los Osos Valley Road Interchange project. This stage in the Caltrans project development process, commonly referred to as the Project Report & Environmental Determination (PA&ED) stage, is where project alternatives are evaluated and technical studies are performed to investigate environmental issues and potential impacts. The result is a final report that identifies a preferred project alternative and makes an environmental determination under both the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA). This report is currently being reviewed by Caltrans staff CAR Los Osos Valley Road Interchange Project Design Services Page 2 and will be released to the public for review and comment in early May with a final approval by Caltrans expected in July. The second stage in this process is to hire in a consultant team to prepare plans, specifications and estimates (PS&E) and coordinate right of way acquisition for the project. These documents are commonly referred to as the design or"bid" documents for the project. Although this stage normally is done sequentially by Caltrans, the City is in the unique position of acting as lead for the project and has determined that hiring the design consultant now will be of benefit to the project. In essence, design work for the project can begin at the same time as the environmental document and project report for the project is being finalized. This will shorten the time it takes to get bid-ready documents produced for processing. Why a Sole Source Contract is Recommended Dokken Engineering has been the City's consultant on the US 101/LOVR project since day one of the advance development process (dating back to 2001). The firm has produced the initial Caltrans Project Study report for the City as well as the recent Project Report and environmental documents that are being processed by Caltrans. Staff is very satisfied with the level of professionalism and knowledge that the Dokken team has brought to the project. They have several key staff that have previously worked for Caltrans, and have utilized that experience to our advantage with the LOVR project. The design and environmental team from Dokken is intimately familiar with the issues associated with taking the advance development work and converting that information into construction ready documents. They are also familiar with City and Caltrans standards that will be used to prepare the final bid documents and get the project ready to go to construction. We believe that this familiarity is strong enough justification to forego the request for proposals (RFP) process to select a consultant. In addition, staff believes that the City will save considerable time and dollars by using the existing consultant team. For these reasons, staff is recommending that Council retain Dokken Engineering as the design and right of way consultants to prepare the bid documents for the project and assist the City in acquiring necessary right of way to build it. After much investigation it appears that a preferred alternative for the project has now been identified and has been confirmed by Caltrans as viable, and is being worked through the final Caltrans Project Report process. Alternative 3 was initially considered problematic due to the close proximity of the exiting freeway ramps and the new intersection of Calle Joaquin. However, based upon signal coordination efforts, observations of LOVR since the Calle Joaquin realignment has opened, and a very thorough traffic assessment, this alternative provides adequate capacity for the 20- year design scenario required by Caltrans. While this alternative does not achieve the same Level of Service or all of the standard design features of Alternative 6, it is approximately 73% of the cost of Alternative 6. Due to significant funding limitations at the state and local level, it appears that Alternative 3 is the only alternative that can be built with funding that is available. I —ca CAR Los Osos Valley Road Interchange Project Design Services Page 3 :•` ..L_1� nW.MCRYCaxIVeCITNn - /.J —muco .,. �/COAsmucr Y[wmmoc ` Jul NAIflRA[C0.N10N � Wuw .- �flfm� >. IILACIRfO-� f OVL01114✓ Y f .1G[V'jGfY tliIN �\� % _ `MI'nIM.W i. CIIf.M9If M11 ;w,qp4 ,.�4 - .. _ DOdtaimLAAtVIo m.K - ` kkl�dfltrlaIDtMlc6T 1.:- ♦ l - O [viS p[PMOSSlW rxoaos[uoa cu•[.f+nrtnlon.ncn cancan. lv<c"'W cm, urcn w n..ncnn Figure 1 - Alternative 3—Preferred Project PS&E and Right of Way Contract Staff is recommending that the Council retain Dokken Engineering to perform the PS&E and right of way acquisition services for the US 101/LOVR Interchange project. This contract will result in bid ready documents that the City will use to solicit bids for the ultimate construction of the interchange project. The contract will be in an amount not to exceed $2,408,000 to perform the services contained in Attachment 1 which is the Agreement and scope of work for the project. Work items included in the scope of work include: 1. Project Management 2. Surveys and Right of way management 3. Roadway Design 4. Utility Coordination and relocation/undergrounding 5. Geotechnical Analysis 6. Structure Design 7. Drainage design and improvement 8. Landscaping and irrigation 9. Permitting (Caltrans and regulatory agencies) 10. Final Bid Documents, advertising and bid support cA , 3 CAR Los Osos Valley Road Interchange Project Design Services Page 4 Next Steps City staff continues to work with Caltrans to complete the Project Report and Environmental Determination for the project. The draft project report for the project has been signed by Caltrans and design exceptions for Alternative 3 have been approved as well. The environmental document is being revised by Dokken in anticipation of circulation in May, with final approval expected in July. A design contract signed with Dokken would mean an immediate start of preparation of the construction documents, and the information needed for right of way acquisition and utility relocation. Staff has updated the project schedule below: Program Funding Plans; Specifications & Approve Alternatives/ Project Report, Estimates (PS&E) Construction PSR Initial Study Environmental Feb Nov July 2008- Sept Spring 2004 2006 2008 2009 2009 2010 LOVR Interchange - Projected Timeline FISCAL IMPACT As part of the 2007-09 Financial Plan Council appropriated $2,500,000 in Transportation Impact Fees to begin the plans,specifications and estimation stage of the process. However; approximately $115,000 was used to complete the final work.associated with the environmental determination stage of the project. Therefore $2,385,000 exists in the budget to begin work on the PS&E phase of the project. Additional funding in the amount of$23,000 will need to be appropriated by the Council to cover the costs of the design contract. As noted above, based on past experience, it is likely that supplemental work will be necessary during the course of the design contract. To ensure adequate funding for this, we recommend budgeting for design contingencies in the amount of$52,000. This brings the total additional funding needed to $75,000. While the LOVR interchange is designated to be funded through transportation impact fees (TIF), these revenues will not be adequate in 2007-09 to fund this. This possibility is anticipated in the City's adopted Budget and Fiscal Polices for the use of TIF resources, which provide for advancing funds from the General Fund for high-priority projects if adequate TIF funds are not available, which should be reimbursed as soon as funds become available. Given the very high priority of this design work, which is a key part of the 2007-09 Major City Goal for Traffic Congestion Relief, we recommend advancing General Fund money to ensure that LOVR interchange project remains on track. This is especially critical given SLOCOG's commitment of $13.8 million for construction of the interchange, which cannot move forward until we complete design. �r i CAR Los Osos Valley Road Interchange Project Design Services Page 5 ALTERNATIVES 1. Issue a Request for Proposals (RFP) Council could deny the contract and direct staff to issue an RFP for design services. The main advantage to hiring Dokken for this work is the amount of time they have already invested in completing design work for the project. Conservative estimates for a design contract of this size could easily cost $3,000,000. By continuing to use Dokken for the Project Management, design and engineering tasks, we build on work already performed and eliminate the time needed for a newly hired firm to "come up to speed" with the task. Going out for a separate RFP would take as long as 3-6 months from start of advertising to having a consultant on board to start work. This project has been on the fast track for completion due to the significant development in this area and the important regional traffic needs of the interchange. City staff would rather keep progress moving by hiring a known quantity (Dokken) for the design work, and get the project to construction as soon as possible. 2. Fund the Added Resource Needs from Other Sources. Staff believes that the Transportation Impact Fee (TIF) funding is the appropriate source for this work and that an advance from General Fund revenues makes the most sense given the financial status of the TIF fund. AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE A copy of the current Los Osos Valley Road Interchange Project Report and Environmental Document will be made available for review prior to the Council meeting. ATTACHMENTS Agreement G:\StaS-Reports-Agendas-Minutes\_CAR\2008\Transportation\LOVR Dokken Design Contract\CAR LOVR PSE and ROW Serviccs.DOC 1 Attachment 1 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City,and DOKKEN ENGINEERING,hereinafter referred to as Consultant. WITNESSETH: WHEREAS, the City wants to have work done to prepare Plans, Specifications and Estimates (PS&E) for construction bidding and acquire right of way for the Los Osos Valley Road Interchange Project, Specification No. 90345. WHEREAS, Consultant is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: I. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,as first written above,until acceptance or completion of said services. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Consultant.shall receive therefore compensation in a total sum not to exceed$2,408,000.00. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to provide services as set forth in Exhibit A - Design Proposal, and Exhibit B Project Scope of Work, attached hereto and incorporated into this Agreement. Consultant further agrees to the contract performance terms as set forth in Exhibit C attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City, or his designee. Requests for payment of services not contained in this agreement shall not be paid, unless prior written approval has been received by the consultant. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Pamela K. King City of San Luis Obispo 919 Palm Street San Luis Obispo,CA 93401 Contractor Dokken Engineering Attn: Matt Griggs, P.E. 2365 Iron Point Road,Suite 200 Folsom,CA 95630 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this-agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: By: Audrey Hooper, City Clerk David F. Romero, Mayor APPROVED AS TO FORM: CONSULTANT By: (]Jona;thWP.' Lowell,City Attorney Dokken Engineering G:\Staff-Reports-Agendas-Minutes\-CAR12008kTransportation\90345 LOVR Dokken Design Contract\90345 LOVR Interchange Design Contract Dokken.doc