HomeMy WebLinkAboutAGENDA REPORT 2018 0207 CCSA REG ITEM 10H ITEM 10.H.
CITY CFi`.1OORPARK,CALIFOR 4.
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MOORPARK CITY COUNCIL BY:
AGENDA REPORT
TO: Honorable City Council
FROM: Sean Corrigan, City Engineer/Public Works Director YL.-YI
Prepared by: Daniel Kim, Senior Civil Engineer //�
DATE: January 23, 2018 (CC Meeting of 02/07/18) V' "
SUBJECT: Consider Amendment No. 3 to Agreement Between the City of
Moorpark and Tetra Tech, Inc. for Professional Engineering Services
for the Los Angeles Avenue Raised Median Project (C0026)
SUMMARY
On April 2, 2014, the City Council approved an Agreement for Professional Services
with Tetra Tech, Inc., in an amount not-to-exceed $49,942.00, to provide final
engineering and design services for the Los Angeles Avenue Raised Median Project
(C0026). The proposed improvements include raised medians, landscaping, irrigation,
and striping improvements along Los Angeles Avenue, between the 23 Freeway
Interchange and Spring Road. Because Los Angeles Avenue is a part of State Route
118, the California Department of Transportation (Caltrans) has jurisdiction for all street
improvements and encroachments into the State right-of-way.
During Caltrans' review process, additional traffic, hydraulic, and storm drainage
analyses were performed by Tetra Tech to address current deficiencies along Los
Angeles Avenue. Amendments No. 1 and 2 to the original Agreement augmented Tetra
Tech's scope of services and increased the total contract value to $100,000.00.
The final design of the Los Angeles Avenue Raised Median Project is an ongoing effort.
Recent changes to the Highway Design Manual require the current project plans and
specifications to be updated to the most current standards. Tetra Tech has provided a
cost proposal to update the current project plans to conform to all recent changes in the
Highway Design Manual. Amendment No. 3 is attached for the City Council's
consideration for review and approval.
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Honorable City Council
February 7, 2018
Page 2
BACKGROUND
On April 2, 2014, the City Council approved an Agreement for Professional Services
with Tetra Tech, Inc., in an amount not-to-exceed $49,942.00, to provide final
engineering and design services for the Los Angeles Avenue Raised Median Project
and to obtain an encroachment permit from Caltrans for construction of the proposed
improvements. The proposed improvements include raised medians, landscaping,
irrigation, and striping improvements along Los Angeles Avenue, between the 23
Freeway Interchange and Spring Road.
The plan design and review process with Caltrans required two amendments to the
City's contract agreement with Tetra Tech, Inc. Amendment No. 1, executed on
October 22, 2014 and in the amount of $16,173.00, was for additional traffic analysis at
Los Angeles Avenue/Market Place and Los Angeles Avenue/Miller Parkway
intersections. Amendment No. 2, executed on October 14, 2016 and in the amount of
$33,885.00, was for the analysis and design of additional storm drainage infrastructure
improvements along Los Angeles Avenue. Both amendments were needed to augment
Tetra Tech's original scope of work to include the additional analyses required by
Caltrans.
In addition to the requested studies, Caltrans updated their Highway Design Manual
with new geometric standards that will impact Tetra Tech's current design. The revised
geometric standards include changes to minimum bike lane, right-turn lane, and
shoulder widths along State Highways with posted speed limits greater than 40 miles
per hour. Los Angeles Avenue currently has a posted speed limit of 45 mph. Revisions
to the Highway Design Manual will require Tetra Tech to update the design plans and
resubmit to Caltrans for plan approval and acceptance.
DISCUSSION
On August 9, 2016, both the City and Tetra Tech received a plan review letter from
Caltrans stating that the encroachment application for project plan approvals and
construction were denied. Specific updates to the Highway Design Manual were cited
as the reason for project plan and encroachment permit denial. Most notably, changes
and updates to the minimum bike lane and shoulder widths on streets with posted
speed limits greater than 40 mph. These updates impact Tetra Tech's geometric
alignment for all travel lanes, raised median configuration, and intersection design. In
order to resubmit the project plans for approval, the plans and specifications will need to
be updated to reflect the current standards in the Highway Design Manual.
Staff received a cost proposal from Tetra Tech, in the amount of $32,520.00, to update
all lane configurations to the current Highway Design Manual standards, address all
outstanding Caltrans review comments, and prepare engineered traffic control plans as
part of the encroachment submittal. This proposal, if accepted by the City Council,
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Honorable City Council
February 7, 2018
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would serve as the basis for Amendment No. 3 for an amount not to exceed
$25,000.00. Refer to Attachment for Amendment No. 3 and Tetra Tech's proposal.
Staff reviewed Tetra Tech's proposal and determined that the scope of work and level of
effort required to complete the project is reasonable. The most significant change to the
design plans, as a result of the updated design requirements, will be a 2' roadway
widening of westbound Los Angeles Avenue approaching Science Drive. This roadway
widening, along the northerly curb, will require additional topographic survey and
grading design considerations that may require retaining walls and graded slope
improvements. The proposed roadway widening will not require right-of-way
acquisition. All improvements will be within existing State right-of-way.
Currently, Tetra Tech's Purchase Order has $1,116.94 in remaining funds and
$8,964.00 in unused, unencumbered contingency funds. The total remaining, unused
amount on the existing contract agreement is $10,080.94. The estimated cost to
complete the project plans and final engineering and obtain Caltrans' approval will
require an additional $22,439.06. In addition to augmenting Tetra Tech's contact
amount, staff is requesting $2,560.94 for project contingency.
Once the City Council authorizes the City Manager to execute Amendment No. 3, staff
will coordinate with Tetra Tech to update all project plans and specifications to conform
to the current Highway Design Manual. Staff will also perform a quality check on the
project plans prior to resubmitting to Caltrans for their review and approval. We
anticipate the plan and encroachment review process to take several months. Once
Caltrans' approvals are obtained, staff will request the City Council to review and
approve the final plans for the solicitation of construction bids.
FISCAL IMPACT
The Fiscal Year 2017-2018 Capital Improvement Budget has appropriated $50,000.00
to budget account number 2014.311.00026.55300 (Capital — Professional Services) for
the Los Angeles Avenue Raised Median Project (C0026). The following provides a
breakdown for anticipated expenditures for this current fiscal year:
• $1,116.94: Encumbered, remaining funds on existing Tetra Tech Purchase Order
(13000128). This amount is carried over from the Fiscal Year 2016-2017 and is
not a part of the budgeted amount for 2017-2018.
• $8,964.00: Unencumbered, remaining contingency funds on existing Tetra Tech
Contract Agreement, including Amendments No. 1 and 2.
• $41,036.00: Unencumbered, remaining budget amount.
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Honorable City Council
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Existing Tetra Tech Contract Agreement (2014-120)
Original Contract (2014-120) $49,942.00
Amendment No. 1 $16,173.00
Amendment No. 2 $24,921.00
Amendment No. 2 (contingency) $8,964.00
Total Contract Value $100,000.00
Existing Tetra Tech Purchase Order (13000128)
Total P.O. Amount Spent $89,919.06
Total P.O. Amount Remaining $1,116.94
Total P.O. Amount (no contingency) $91,036.00
Based on the current Fiscal Year budget for the subject project, total contract value, and
the additional services cost proposal, there are sufficient funds to update and complete
the design and final engineering scope of work and obtain Caltrans' approval.
Amendment No. 3 will request the City Council to increase the current total contract
value to $125,000.00. The following provides a summary of the increase:
• $32,520.00: Tetra Tech cost proposal amount
• $10,080.94: Remaining dollar amount in contract agreement
• $22,439.06: Additional dollar amount needed to complete
• $2,560.94: Additional contingency dollar amount requested
• $25,000.00: Requested dollar amount for Amendment No. 3
STAFF RECOMMENDATION
1. Approve Amendment No. 3 to the Agreement between the City of Moorpark and
Tetra Tech, Inc. for Professional Engineering Services for the Los Angeles
Avenue Raised Median Project (C0026) for an amount not to exceed $25,000.00,
and
2. Authorize the City Manager to execute Amendment No. 3, subject to final
language approval by the City Manager.
Attachment: Amendment No. 3
189
AMENDMENT NO. 3
AGREEMENT BETWEEN THE CITY OF MOORPARK AND TETRA TECH INC. FOR
PROFESSIONAL ENGINEERING SERVICES FOR LOS ANGELES AVENUE RAISED
MEDIAN PROJECT NO. 8047, PHASE 1 (C0026)
This Amendment No. 3 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Tetra Tech, Inc., a corporation ("Consultant"), for
professional engineering services ("Agreement"), is made and entered into the day
of , 2018.
RECITALS
WHEREAS, on April 22, 2014 the City and Consultant entered into an Agreement
to have the Consultant provide professional engineering services for the Los Angeles
Avenue Raised Median Project (C0026) for a total contract value not to exceed forty-
nine thousand, nine hundred forty-two dollars ($49,942); and
WHEREAS, on October 22, 2014 the City and Consultant executed Amendment
No. 1 to the Agreement to have the Consultant provide additional professional
engineering services related to traffic engineering in the amount of sixteen thousand,
one hundred seventy-three dollars ($16,173), for a total contract value not to exceed
sixty-six thousand, one hundred fifteen dollars ($66,115); and
WHEREAS, on October 14, 201.6 the City and Consultant executed Amendment
No. 2 to the Agreement to have the Consultant provide additional professional
engineering services related to hydrologic and hydraulic engineering and design in the
amount of twenty-four thousand, nine hundred twenty-one dollars ($24,921), and an
eight thousand, nine hundred sixty-four dollars ($8,964) contingency for a total contract
value not to exceed one hundred thousand dollars ($100,000); and
WHEREAS, additional professional engineering design services are required to
address the Department of Transportation's encroachment permit review comments and
updates to the Highway Design Manual; and
WHEREAS, the Consultant provided a cost proposal for additional services,
attached as Exhibit F, to address the Department of Transportation's permit review
comments and updates to the Highway Design Manual in the amount of thirty-two
thousand, five hundred twenty dollars ($32,520); and
WHEREAS, the City and Consultant now desire to amend the Agreement for an
additional period; and
WHEREAS, the City and Consultant now desire to amend the Agreement to
increase the compensation for services to be performed by Consultant from one
hundred thousand dollars ($100,000) by a value of twenty-five thousand dollars
($25,000) for a total contract value of one hundred, twenty-five thousand dollars
($125,000), and document said agreement to amend by jointly approving Amendment
No. 3 to the Agreement.
190
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its
entirety as follows:
"City does hereby retain Consultant, as an independent contractor,
in a contractual capacity to provide professional engineering services, as
set forth in Exhibit B, Exhibit D, Exhibit E, and Exhibit F. In the event there
is a conflict between the provisions of Exhibit B, Exhibit C, Exhibit D,
Exhibit E, Exhibit F, this Agreement, the language contained in this
Agreement shall take precedence.
Compensation for services to be performed by the Consultant shall
be in accordance with Exhibit C, including Tasks 9 and 10 (described in
Exhibit B and Exhibit C as optional), Exhibit D, Exhibit E, and Exhibit F.
Compensation shall not exceed the rates of the total contract value of one
hundred twenty-five thousand dollars ($125,000), as stated in Section 5,
without a written amendment to this Agreement executed by both parties.
Payment by City to Consultant shall be in accordance with the provisions
of this Agreement."
II. Section 4, MANAGEMENT, is amended by replacing the first paragraph of this
section in its entirety as follows:
"The individuals directly responsible for Consultant's overall
performance of the Agreement provisions herein above set forth and to
serve as principal liaison between the City and Consultant shall be Jason
Fussel, P.E. and Dan Helt, P.E., P.L.S., and no other individual may be
substituted without the prior written approval of the City Manager."
III. Section 5, PAYMENT, is amended by replacing the second paragraph of this
section in its entirety as follows:
"The City agrees to pay Consultant monthly, in accordance with the
payment rates and terms of payment as set forth in Exhibit C, Exhibit D,
Exhibit E, and Exhibit F, based upon actual time spent on Section 2,
SCOPE OF SERVICES. This amount shall not exceed one hundred
twenty-five thousand dollars ($125,000) for the total term of this
Agreement unless additional payment is approved as provided in this
Agreement."
IV. Section 17, NOTICE, is amended by replacing the first paragraph, second
bulletpoint of this section in its entirety as follows:
Amendment No 3 to Agreement between City of Moorpark and Tetra Tech, Inc. Page 2 191
"To: Jason Fussel, P.E.
Senior Project Manager
Tetra Tech, Inc.
711 Tank Farm Road, Suite 110
San Luis Obispo, California 93401"
V. Remaining Provisions:
Except as revised by this Amendment No. 3, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK TETRA TECH, INC.
Steven Kueny Jason Fussel, P.E.
City Manager Senior Project Manager
Attest:
Maureen Benson, City Clerk
Amendment No. 3 to Agreement between City of Moorpark and Tetra Tech, Inc. Page 3 19 2
EXHIBIT F
'b TETRA TECH
November 22,2017
Mr. Steven Kueny
City Manager
City of Moorpark
Public Works Department
799 Moorpark Avenue
Moorpark,CA 93021
Reference: Additional Work Request No. 3 for Los Angeles Avenue Raised Median and
Landscaping Project, Phase 1
Dear Mr.Kueny:
Tetra Tech appreciates the opportunity to submit our request for additional work for the Los Angeles
Avenue Raised Median and Landscaping Project, Phase 1. The Caltrans' requirements for the
encroachment permit necessitate the median alignment to be revised to meet Caltrans current standard
width for lanes,shoulders and bike lanes.Furthermore,Caltrans is requesting a traffic control plan,erosion
control plan,and a Water Pollution Control Program for the next submittal.
SCOPE OF SERVICES:
Our Scope of Services for this additional work request is attached as Exhibit"A".
SCHEDULE:
Since our meeting on August 25, 2017, Tetra Tech has continued to move forward with the project and
coordinating with Caltrans to meet their current design standards. We will do our best to resubmit plans to
Caltrans for review by December 15,2017,as discussed.
FEE:
We will complete the additional scope of work for a time and materials (T&M) fee not to exceed
$32,520.00. Please see the enclosed Price Proposal (Exhibit "B") that outlines the estimated hours per
classification to complete each task.
If you have any questions or need additional information, please contact Mr.Dan Helt at(805)542-9052,
or email Dan.Helt@tetratech.com.
Sincerely,
City of Moorpark
igerefAir
Mau ' io Argente,R.L.A. Dan Helt,P.E.,
Vice President Project Manager Steven Kueny,City Manager
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P:\09342\135-09342-I4001\ProjMgmt\Contracts\COs\AWR 3-Const Admin\LA Ave AWR3\LA Avenue AWR3
Letter.doc
711 Tank Farm Road,Suite 110,San Luis Obispo,CA 93401
Tel 805.542.9052 Fax 805 542 9254 www tetratech corn
193
Int Exhibit "A" - SCOPE OF WORK
To address the comments from Caltrans dated August 9,2017,the following tasks will be performed:
Task 1 . Address Caltrans Comments
Tetra Tech will revise the alignment of the proposed median and widen the road where it is needed to
meet Caltrans current standard widths for lanes, shoulders, and bike lanes. All bike lanes will need to
be widened from 4 feet to 6 feet. This change will be reflected at all intersections,therefore changing
the entire alignment and site layout and will affect atl 26 sheets of the plan set. All plan and profile
sheets will need to be updated and relabeled to reflect this change. Furthermore, Tetra Tech will
increase the size of the proposed storm drain lines at the request of Caltrans. All striping sheets will
need to be revised to meet current Caltrans requirements. Additionally the planting plans and
irrigation plans will need to be updated based on the new site layout. Comments from Caltrans
Electrical Engineers will be addressed on the plans and a letter of response for all comments be
resubmitted.As part of this estimate,Tetra Tech assumes one more round of minimal comments from
Caltrans before the plans are finalized.
Task 2 Topographic Survey
Topographic survey has not been done for the stretch of road to be widened along Los Angeles
Avenue between Science Drive and Marketplace. Rough estimates of the existing site conditions have
been performed by Tetra Tech, but cannot be used for design. For road widening design, accurate
survey information will be required. Tetra Tech will dispatch a two man crew to perform a
topographic survey along the north side of Los Angeles Avenue to be widened.
Task 3: WPCP and Erosion Control Plan
Tetra Tech will prepare a Caltrans Water Pollution Prevention Program (WPCP) for this project as
required by the State Water Resource Control Board. Additionally, Tetra Tech will prepare an
Erosion and Sediment Control Plan(ESCP) for this project. The Construction Cost Estimate will be
updated to include Storm Water Pollution Prevention bid items.
Task 4 Traffic Control Plan
Tetra Tech will prepare a Traffic Control Plan for this project.Caltrans standard traffic control will be
used during construction of this project.
Task 5: Additional Meetings and Support
Following the next review by Caltrans, Tetra Tech will attend a meeting with Caltrans reviewers to
discuss and review any remaining comments to ensure that they are handled and that no further
submittals are required for the encroachment permit. Tetra Tech has also budgeted for one additional
meeting with the City of Moorpark to finalize the plan set and prepare for the bidding process.
CITY OF MOORPARK TETRA TECH
Los Angeles Avenue Raised Median and Landscaping Project t,,�� , 2 � .•
194
l' Price Proposal Price Summary/Totals
Task Pricing Totals 32,520
Los Angeles Avenue Median Impra Bill Rate> 19500 1 145.00 120.00 1 100.00 76.00 240.00 Specify Add'I Fees on Setup 0
Technology Use Fee
Proj Area> Total Price 32,520
Submitted to:City of Moorpark(Attn:Steve Kueny) 1 Unit Rate Qty's
Items> Fleet Vehicles Pricing by Resource
Im Unit Rate> $067
Contract Type:T&M f - m
_ otal— o . 1 o d _ Unit> mile Labor Task Pricing
LT,Labor Hrs ,,, a 5 d a Charged to> M&E Rate Esc ' Labor Mat'Is&Equip ODCs Totals
Project Phases/Tasks 256 22 42 90 78 16 8 Quantities> 600 0.00% 32,116 404 - 32,520
I V r
L
Task 1:Address Caltrans Comments 146 8 26 52 52 8 17,378 17,378
Task 2: Topographic Survey 16 8 8 300 2,880' 202 3,082
Task 3:WPCP and Erosion Control Plan 42 2 8 14 10 8 _ 4,838 I 4,838
Task 4:Traffic Control Plan 44 4 8 16 16 5,460 5,460
Task 5:Additional Meetings and Support 8 8 300 •
1,560 202 1,762
Totals 256 22 42 I
90 78 16 8 Quantities 600 0.00% 32,116 404 - 32,520
Tetra Tech-Confidential and Proprietary Page 1 of 1 - Printed 11/22/2017
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