HomeMy WebLinkAbout03-19-2013 b3 lovr interchange update & amendment to design contractcounci l
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C I T Y O F S A N L U I S O B I S P O
FROM :
Daryl Grigsby, Director of Public Work s
Prepared By : Timothy Scott Bochum, Deputy Director of Public Work s
SUBJECT :LOS OSOS VALLEY ROAD/US 101 INTERCHANGE PROJECT UPDATE AN D
CONTRACT SERVICES AMENDMEN T
RECOMMENDATION S
1.Approved the transfer of $166,896 .37 from the Project's Study ($2,402 .58), Environmenta l
Review ($58,293 .79) and Land Acquisition ($106,200) phases to the Project's Design phase .
2.Approve a contract amendment with Dokken Engineering (Encumbrance No . 40908) in th e
amount of $212,890 to perform additional consultant services for the Los Osos Valley
Road/ 101 interchange project, Specification No . 99821 .
DISCUSSION
Backgroun d
• The Los Osos Valley Road (LOVR) Interchange with US Highway 101 has long been a vital link i n
the region's transportation infrastructure . It is a critical connection to the San Luis Obispo regiona l
airport, major retail centers on LOVR and serves as a major corridor for the communities of Morr o
Bay and Los Osos to the north . The interchange, which was first built in the 1960's, was modifie d
in 1987 to connect across San Luis Obispo Creek to South Higuera Street . Since that time, traffi c
volumes have increased to the point that the interchange suffers congestion during certain pea k
hours . Staff has been working for several years to get project approvals for an upgrade to th e
interchange to improve operations . These specific improvements will improve safety, increas e
capacity in and around the interchange, and will meet a minimum twenty years of traffic growt h
believed to occur in this area of the City .
The project includes widening Los Osos Valley Road to four lanes between the recently constructe d
Calle Joaquin intersection and South Higuera Street . To accomplish this, a new two-lane bridg e
structure will be constructed south of and adjacent to the existing overcrossing . The existing bridg e
will carry the westbound traffic and the new bridge will carry eastbound traffic . An adjacent bridg e
crossing San Luis Obispo Creek will be widened to accommodate the four travel lanes . The projec t
will also reconstruct the interchange on and off-ramps and install pedestrian and bicycle facilities .
The proposed 6-foot wide sidewalks and 6 .5-foot wide bike lanes dramatically improve circulatio n
through the site which currently lack bike lanes and a continuous sidewalk from one side of th e
freeway to the other . Finally, the project will not preclude the development of the Bob Jones City-
to-Sea bikeway that will pass through the site .
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Project Status
The project timeline (see Attachment 1) identifies key milestones in the project development an d
the steps that remain to complete the project . Council was last updated on this project on October 4 ,
'Meeting Date
03/19/1 3
Item Number
2011 . Since that update an environmental lawsuit regarding this project was filed and settled, th e
Architectural Review Commission reviewed and approved the project design (see Attachment 2 )
over a period of three meetings, and the temporary and permanent easements needed prior t o
construction are being pursued . The project is on track to begin construction in the Fall of 201 4
when Statewide Transportation Improvement Program (STIP) funding becomes available fo r
construction for the project . Unfortunately last year the City was unsuccessful in its request t o
accelerate the STIP funding . Construction is estimated to take two years .
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Budget Updat e
The FY 2011-13 Financial Plan (Appendix B, Pages 3-133-135) identifies $15,400,000 fo r
construction and $2,400,000 for construction management in 2014-15 . With the development of th e
95% plans the consultant and City staff has developed more detailed cost estimates that excee d
these figures . Specifically, staff now estimates construction at $17,300,000 and constructio n
management at $4,250,000 . The construction estimate has increased for a variety of reason s
including :
•the required change from spread footings to pile supported retaining walls ;
•compliance with new Caltrans design criteria that have changed during this period ;
•the inclusion of architectural bridge treatments requested by the Architectural Revie w
Commission ; and
•more specific estimates generated from the more detailed construction drawings from whic h
to prepare the estimates .
The construction management estimate has also increased . After conferring with other agencies ,
including the County's experience with the Willow Interchange, staff believes a full time residen t
engineer is necessary for this project . The engineer would act as project manager and be hired later
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•this year before construction begins in order to have an active role in the development of th e
construction contracts and plans . They would also gain significant knowledge of the project prior t o
construction . Additionally, the resident engineer would remain on the job several months afte r
construction has been completed to close out the project and oversee record drawings . It i s
important to note that staff is not seeking budget amendments with this requested Council action .
This is an update which will be further clarified during the upcoming of the FY 2013-15 Financia l
Plan process . Staff continues to work with Caltrans, the design engineers and internally to refin e
project costs and wherever possible locate offsetting project cost savings .
Contract Amendment Reques t
On May 6, 2008 Council approved a contract with Dokken Engineering in the amount o f
$2,408,000 to prepare construction plans, specifications, and estimates (PS&E) and right of wa y
services for the interchange project (Encumbrance No . 40908). The design of the project wa s
initially anticipated to take approximately two years . However, several factors extended tha t
timeframe. These include change in design standards by Caltrans, longer than anticipate d
environmental review, additional studies required as part of the Caltrans permitting process and th e
environmental clearance legal challenge . Due to the additional time required during this period an d
the various items not included as part of the initial scope (described below), the design firm i s
requesting, and staff is supporting, increases to the design budget as detailed below .
1 .Changed Requirements .In April 2012, Caltrans upgraded their design standards from 200 6
•to 2010 and required all projects advertising for construction after 2012 to adhere to thes e
new standards . These design changes impacted the Los Osos Valley Road Interchang e
project . The extended environmental process and the deferral of STIP funding for th e
project delayed construction to 2014 . The consultant is required to include the Caltrans '
new standards, including the update of foundation reports and redesign of retaining walls .
Additionally, in 2012, Caltrans issued a directive for local agencies to prepare a
Construction Quality Management Plan and a Source Inspection Quality Management Plan
for local agency projects on State right of way . Lastly, the Army Corps of Engineer s
developed new permitting requirements in 2008 that require additional efforts on the part o f
the consultant . These were not part of the initial scope and require the following additiona l
costs to the project .
Revise Foundation Reports $14,890
Revise Retaining Wall Designs $22,300
Quality Management and Source Inspections Plans $14,980
Army Corps Permit Compliance $ 7,000
$59,170
2 .Design Changes .During the geotechnical field work in 2008, evidence of a previousl y
unknown on-site fault was discovered and very soft clay soils were identified . As a result,a
new Fault Rupture Study was required and additional potholing needed . This new
information resulted in the retaining wall foundations being changed from spread footings t o
pile supported walls . This change required the walls to be custom designed rather tha n
•based on Caltrans standard plans . Additionally, the Architectural Review Commissio n
conditioned the project to include architectural treatments .
To facilitate this, changes to the bridge design are needed to accept the weight of th e
architectural features . Finally, the original project scope planned to improve the drainag e
capacity of Prefumo Creek under US-101 . Staff projected that this could be done for a
modest cost by installing two new culverts under the highway . This feature was included i n
the Hydraulic Study approved by Caltrans . The culverts triggered additional hydrauli c
analysis and requirements driving the overall cost to $2 million . Given the limited project
funding, the culverts were removed from the project and the Hydraulic Study, Project Repor t
and environmental document were revised accordingly .
Fault Rupture Study $22,71 0
Additional Potholing $12,81 5
Change to Pile Supported Retaining Walls $21,96 0
Revise Bridge Design for Weight of Architectural Features $11,840
Hydraulic Analysis for Fish Passage $27,42 0
Revised Hydraulic Study $10,58 0
Revised Project Report $ 5,06 0
Revised Environmental Document $20,15 0
$132,53 5
3.Dated information .The project was first surveyed at project commencement . Since tha t
time, Caltrans modified the highway ramps and shoulders as part of a rehabilitation project .
Because the existing conditions have changed, Caltrans has required a new survey .
Additionally, wetland delineation was performed in 2007 . In 2008, the Army Corps o f
Engineers issued new rules that require the delineation to be updated to the new criteria .
New Survey $12,63 0
Updated Jurisdictional Delineation $ 6,995
$19,625
4.Off-Site Mitigation .The design contract anticipated the City would pay into a mitigatio n
bank for required project mitigations . With the City's acquisition of Johnson Ranch, th e
opportunity has arisen to plan and implement the mitigation locally under City control . Thi s
new task develops a mitigation planting plan for Johnson Ranch in lieu of payin g
approximately $200,000 into a mitigation bank that the City would not have control over fo r
its use .
Off-Site Mitigation Plan
$16,56 0
The total cost of contract amendments is $227,890 . A $15,000 credit for geotechnical drillin g
permits that are no longer needed for the project will be credited against this total . Following thi s
credit, the total additional charges require a $212,890 augmentation to the design contract for th e
project . Staff further recommends that additional funding be added to this amount to support 20 %
contingency funding .
FISCAL IMPAC T
Funding for the LOVR/101 Interchange project was approved as part of the 2011-13 Financial Pla n
and included $1,200,000 for land acquisition . Recent land appraisals for the needed right-of-wa y
and construction easements have indicated that the $1,200,000 budgeted is in excess necessary for
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• land acquisition . Now that appraisals have been completed for the easements needed for th e
project, staff believes that the budget exceeds what is needed and recommends moving funds o f
$106,200 from the land acquisition budget to the design budget to cover the additional desig n
services required for Dokken Engineering . After all transfers recommended in this report ar e
complete there will still be approximately $51,019 money left in the contingency line item for th e
PS&E design stage of the project . This amount is being maintained to address any final unforesee n
issues from here to caltrans permit issuance . Any finding remaining in this line item when the
PS&E is completed will be used to fund construction for the project .
Additionally, both the Study and Environmental Review phases have been completed under budget .
Staff recommends transferring remaining funds for these two phases (totaling $60,696 .37)into the
design phase to help support additional design services for Dokken .
There are sufficient program funds to support this transfer request .
Fiscal Impact Summary
Costs By Type
Phase Current Proposed Chang e
Land Acq - LOVR/HWY 101 INTERCHANG E
Study - LOVR/HWY 101 INTERCHANG E
Design - LOVR/HWY 101 INTERCHANG E
Env Review - LOVR/HWY 101 INTERCHANGE
95 0
95 1
95 2
957
1,200,00 0
2,40 3
51,01 9
58,294
1,093,800
-
217,91 6
-
(106,200)
(2,403 )
166,89 7
(58,294)
Total 1,311,716 1,311,716 0
Staff further recommends Council approve a contract amendment with Dokken Engineering in th e
amount of $212,890 for additional design work which includes preparing construction plans ,
specifications, and estimates (PS&E) and right-of-way services for the LOVRI101 interchang e
project . (Encumbrance No .40908).
ALTERNATIVE
Deny Funding Transfer.City Council could choose to deny this funding transfer request . Staff
does not recommend this alternative . The LOVR/101 Interchange project needs to move forwar d
and the required work necessary to be completed prior to project approval by Caltrans . Alternativ e
funding for these purposes could come from the General Fund Reserve or other lower priorit y
projects however staff does not recommend this alternative since there is sufficient funding in th e
project's other phases to support the cost of the additional design items and complete land
acquisitions .
ATTACHMENT S
1.Project Timeline and Schedul e
2.ARC Approved Project Design
T:\Council Agenda Reports\2013\2013-03-19\LOVR interchange (Grigsby-Bochum)\CAR LOVR IC Project Update .docx
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Attachment 1
LOVR Interchange Project Milestones and Proposed Timeline to Construction
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2002
February 200 4
June 200 8
January 200 8
October 200 8
March 2010
June 201 1
August 201 1
October 201 1
October 201 1
April 201 2
August 201 2
February 201 3
March 2013
Begin Project Study Report developmen t
Project Study Report identifies 5 alternatives for evaluatio n
Project Study Report Recommends Alternative #3
Council report- Funding strategy
Council report- Draft Project Report and environmental documen t
30% design submitted to Caltrans for commen t
60% design submitted to Caltrans for commen t
Project Report and Final Environmental Document Signe d
Council report- Project update and final Project Report an d
environmental document . Prefumo Creek culvert removed from project .
Environmental lawsuit file d
Environmental lawsuit settle d
ARC approves project aesthetics, lighting and landscapin g
Project easement acquisitions pursue d
Council report- Project update and contract amendmen t
April 201 3
September 201 3
June 2014
July 201 4
September 201 4
October 201 4
Winter 2016
Submit 95%design to Caltrans for commen t
Submit 100% design to Caltrans for commen t
California Transportation Commission allocates fundin g
City invites bids for constructio n
Construction contract award
Construction begin s
Construction completion •
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Attachment 2
Los Osos Valley Road Overcrossin g
w/ Architectural Treatment
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blank .
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