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HomeMy WebLinkAbout4.05 Tri-Val Trans Dev FeeG~~~ OF D~~~~ /// ~ 1`~~~jz ~4LIFOR~ / STAFF REPORT CITY CLERK DUBLIN CITY COUNCIL File # aaao-oa DATE: January 19, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJE Amendment to Approval for Traffic Engineering Consulting Services for the Tri Valley Transportation Development Fee Strategic Expenditure Plan Update Prepared By: Jaimee Bourgeois, Senior Civil Engineer (Traffic) EXECUTIVE SUMMARY: The City of Dublin is the Contract Administrato Associates, Inc. to provide additional consulting Development Fee Strategic Expenditure Plan U~ revenue provided by the Tri-Valley Transportation C for this project has exceeded the amount budgeted City Council will consider amending the scope of be funded from additional revenue from TVTC. FINANCIAL IMPACT: of an agreement with Kimley-Horn and services for the Tri-Valley Transportation late. The cost of this work is offset by ouncil (TVTC). The scope of work required by the City for Fiscal Year 2009-2010. The ~rvices and approving a Budget Change to An additional appropriation not to exceed $20,230 is required in the Engineering Department Contract Services account, with offsetting increases in revenue from the TVTC. This amount includes $9,660 in additional work anticipated to date as well as a contingency of $10,570. RECOMMENDATION: Staff recommends that the City Council authorize the Contract Administrator to direct Kimley- Horn and Associates, Inc. to provide additional consulting services for the Strategic Expenditure Plan Update for an additional amount not to exceed $20,230 (provided the scope is approved by TVTC as reimbursable) ,and approve a budget change for Fiscal Year 2009-2010. Submitte By Sr. Civil Engineer DESCRIPTION: Reviewed By Admin. Services Director Assista The Tri-Valley Transportation Council (TVTC) is composed of elected officials from Danville, Dublin, Livermore, Pleasanton, Alameda County and Contra Costa County. In 1998, the seven jurisdictions entered into a Joint Exercise of Powers Agreement (JEPA) to establish the Tri- Valley Transportation Development (TVTD) Fee as a mechanism to partially fund high priority Page 1 of 2 ITEM NO. I regional transportation improvement projects. The. existing TVTD Fee Program includes a Strategic Expenditure Plan (SEP) that programs estimated fee revenue to specific projects. The TVTC is in the process of updating the fee program to include additional regional transportation improvement projects, and as such also needs to update the SEP. The TVTC has approved the use of collected TVTD Fees to pay for the services of a consultant to assist with this effort. The TVTC is using the firm of Kimley-Horn and Associates, Inc. for this project. The role of TVTC Chair rotates on an annual basis between the seven member jurisdictions. The City of Dublin is serving as Chair during 2009 and early 2010. Service as the Chair includes the City of Dublin coordinating the consultant agreement, with the cost reimbursed by a grant from TVTC. On August 18, 2009, the Dublin City Council approved an appropriation to fund the TVTC project work with Kimley-Horn and Associates, Inc. The original scope of the project is contained. in Attachment 1. On November 30, 2009 the TVTC reviewed and approved an increase in the scope of services provided by Kimley-Horn and Associates, bringing the project to $59,430. The additional work required is outlined in Attachment 2. Since the City of Dublin is incurring the expenditure which will be funded with TVTC grant monies received from the TVTC Treasurer, it is necessary for the City Council to authorize the additional expenditure. City Project Additional Budget Expense As City Of Dublin For Project Approved By Appropriation (Offset TVTC 11/30/09 B TVTC Grant Initial Project Sco e $24,770 Contingency For Additional Scope (Subject to approval by $25,000 TVTC and A reement to fund Total Project Costs Budgeted $49,770 $59,430 $9,660 B Ci of Dublin In addition to the $9,660, Staff is requesting that the City Council also authorize a contingency of $10,570, which can be expended only upon authorization by the TVTC and subject to reimbursement from TVTC Revenue. Since the additional expense was not included in the adopted City of Dublin Fiscal Year 2009-2010 Budget, City Council approval of a budget change is also required (Attachment 3). NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this staff report was provided to the consultant. ATTACHMENTS: 1. Original scope of work from Kimley-Horn and Associates, Inc. 2. Proposal from Kimley-Horn and Associates, Inc. for additional level of effort 3. Budget Change Form 2009-2010 G:\TRANSPORTATIOIV\Regional\TVTC\Staff Reports\staff rpt BudgetChangeII_TVTDF_SEPUpdate_011910.doc Page 2 of 2 / of q APPENDIX A SCOPE OF SERVICES TRI-VALLEY TRANSPORTATION COUNCIL STRATEGIC EXPENDITURE PLAN UPDATE March 24, 2009 Kimley-Horn and Associates, Inc. (KHA) will provide transportation planning services and professional opinions to support the development of the Strategic Expenditure Plan (SEP) for the Tri-Valley Transportation Council (TVTC). The work will be done for the TVTC SEP Subcommittee (Subcommittee). The City of Dublin is the member agency responsible for staff support and administration services to the TVTC for the period February 2009 through January 2010, and input on the SEP will be provided by the TVTC Technical Advisory Committee (TAC), the Subcommittee and the TVTC. This document summarizes Assumptions, Work Tasks, Estimated Schedule and Estimated Budget. ASSUMPTIONS KHA will develop an SEP Update document for 22 projects using as a model the previous SEP prepared by the Tri-Valley Transportation Council (TVTC) (adopted May 10, 2004) (the "2004 Update"). KHA's role will be to facilitate the compilation of project and land use data and forecasts from the member agencies and develop an opinion regarding funding priorities for a 10-year time period. The following points summarize the assumptions underlying the work tasks, estimated schedule and estimated budget. • Existing documents and graphics will be used to the extent possible. • Member agencies and sponsors will provide all project information, including description of construction scope, phasing, and schedule, funding by source, and current status. • Member agencies and sponsors will provide estimates of annual land use construction activity by TVTC Development Fee category. • Revenue calculations will be performed using existing calculation tools and assumptions developed by the TVTC and currently maintained by the City of San Ramon. It is understood that the analysis tool is an off-the-shelf database or spreadsheet developed and already used for the purpose of inputting data by agency and aggregating them into summary reports, and the tool is readily available and usable for this effort. • The City of Dublin will be responsible for the following activities: o Administration of KHA's contract. o Coordination and scheduling of TAC and Policy Advisory Committee (PAC) meetings; o Providing revenue calculation tools, notes, and instructions of use; o Providing electronic text, graphics, and calculation tools that are directly usable by KHA. o Preparation of staff reports and reproduction and distribution of meeting notices and agendas. '~, S I-l~~-~o ATTACHMENT L a o~ q Scope of Services TVTC SEP Update 2009 March 24, 2009 Page 2 WORK TASKS The following tasks will be conducted. Task 1-Review and Confirm Scope of Services: KHA will meet with the TAC to review and confirm this Scope of Services, a working schedule, and contacts for information at the member agencies. Task 2 -Update Project Descriptions: KHA will prepare two-page project descriptions, similar to those contained in the aforementioned 2004 Update (description, phasing, funding by source, schedule, and status), for the following incomplete projects. LIST A • A-2a Route 84 Expressway I-580 to I-680 • A-2b Isabel Route 84/I-580 Interchange • A-3 I-680 Auxiliary Lanes • A-Sa I-580 HOV Lane Eastbound • A-Sb I-580 HOV Lane Westbound • A-7 I-580/Foothill/San Ramon Road Interchange • A-9a Crow Canyon Road Improvements Phase 1 • A-9b Crow Canyon Road Improvements Phase 2 • A-l0a Vasco Road Safety Improvements Phase 1 • A-lOb Vasco Road Safety Improvements Phase 2 • A-11 Express Bus/Bus Rapid Transit LIST B • B-1 I-580/I-680 Interchange (westbound to southbound) • B-2 Fifth Eastbound Lane on I-580 from Santa Rita to Vasco Road • B-3 I-580/First Street Interchange Modification • B-4 I-580/Vasco Road Interchange Modification • B-5 I-580/Greenville Road Interchange Modification • B-6 Jack London Boulevard Extension • B-7 El Charro Road Extension • B-8 Camino Tassajara Widening: East Blackhawk Drive to County Line • B-10 I-680 Southbound HOV Lane Gap Closure, North Main to Livorna • B-11 I-680 Express Bus/HOV On- and Off-Ramps • B-1 lb I-680 Transit Corridor Improvements 3,F 9 Scope of Services TVTC SEP Update 2009 March 24, 2009 Page 3 Task 3 -Working Paper 1 and TAC Meeting 1: KHA will prepare a working paper to summarize the findings of Tasks 1 and 2, which will be submitted to the TAC for review and comments. KHA will revise the Working Paper to reflect written comments received from the TAC. KHA will attend a TAC meeting to present and support the Working Paper. Task 4A -Estimated Funding and Prioritization Approach: KHA will compile information from member agencies and sponsors to develop an opinion of land use construction, development fee revenue and other funding by year fora 10-year period. These results will be prepared in three simple tables with supporting details for each. KHA will propose a prioritization approach and rationale based on Project Readiness, Project Funding and Project Effectiveness for the List A projects and the List B projects. KHA will work with the TAC to develop a standard used to assess/define project effectiveness. Task 4B - Create a Project Funding Timeline: KHA will meet with the Subcommittee to develop a prioritization formula for assessing placement based on Project Readiness, Project Funding, Project Effectiveness, and List A priority over List B. Once a set of criteria is selected, KHA will apply the criteria in developing a Project Funding Timeline for review and approval by the Subcommittee. Task 5 -Working Paper 2 and TAC Meeting 2: KHA will prepare a working paper to summarize the findings of Task 4, which will be submitted to the TAC for review and comments. KHA will revise the Working Paper to reflect written comments received from the TAC. KHA will attend a TAC meeting to present and support the Working Paper. Task 6 -Draft Report and TAC Meeting 3: KHA will prepare a Draft Report to summarize procedures, findings and conclusions, which will be submitted to the Subcommittee and TAC for review and comments. KHA will revise the Draft Report to reflect written comments received from the Subcommittee and TAC. KHA will attend a TAC meeting to present and support the Draft Report. Task 7 -Final Draft Report and Subcommittee Meeting: KHA will prepare a Final Draft Report, which will be submitted to the Subcommittee for review and comments. KHA will revise the Final Draft Report to reflect written comments received from the Subcommittee. KHA will attend a Subcommittee meeting to present and support the Final Draft Report. Task 8 -Prepare Final Report and TVTC Meeting: KHA will prepare a Final Report, which will be submitted to the TVTC for review and comments. KHA will revise the Final Report to reflect written comments received from the TVTC and submit the Final Report for adoption by the TVTC. The Final Report will be submitted in electronic format. y~ 9 Scope of Services TVTC SEP Update 2009 March 24, 2009 Page 4 ESTIMATED SCHEDULE KHA is prepared to begin work immediately upon receipt of afully-executed Task Order and will endeavor to meet the City's desired schedule needs. Highlights of the proposed schedule for the project are as follows. TASK ESTIMATED SCHEDULE DURATION DELIVERY Task 1 2 weeks End of week 2 Task 2 4 weeks End of week 6 Task 3 4 weeks (overlap 1 week) End of week 9 Task 4 4 weeks End of week 13 Task 5 4 weeks (overlap 1 week) End of week 16 Task 6 4 weeks End of week 20 Task 7 4 weeks End of week 24 Task 8 4 weeks End of week 28 ESTIMATED BUDGET KHA will provide the services contained herein for a time and expenses budgetary estimate of $24,770. This amount includes labor cost, indirect expenses, and direct expenses incurred in performing these services. The table below details the budgetary estimate by task. Services other than those set forth in the Scope of Services shall constitute additional services, and shall be performed only with prior written authorization based on mutually accepted scope, schedule and budgetary terms. Fees will be invoiced monthly based upon actual efforts expended. Payment will be due and payable within 25 days of invoice date. SoF q Scope of Services TVTC SEP Update 2009 March 24, 2009 Page 5 ESTIMATED BUDGET BY TASK Task PM Engineer Analyst Support Total P7 PS P3 NS Task 1 -Review and Confirm Scope of Services 4 2 6 Task 2 -Update Project Descriptions 4 20 10 34 Task 3-Working Paper 1 and TAC Meeting 1 6 4 4 14 Task 4 -Estimated Funding 4 20 24 Task 5-Working Paper 2 and TAC Meeting 2 6 4 4 14 Task 6 -Draft Report and TAC Meeting 3 6 $ $ 22 Task 7 -Final Draft Report and PAC Meeting 6 4 4 14 Task 8 -Prepare Final Report and TVTC Meeting 6 4 4 14 0 Total Hours 42 0 64 36 142 Billing Rate $245 $185 $140 $105 Labor $10,290 $0 $8,960 $3,780 $23,030 $0 Indirect Expenses (Mileage, Telephone, Postage, Computer, etc) $1,415 Direct Expenses (Plotting, Outside Reproductions, Express, etc.) $325 Total $24,770 6 ~F ~~~ KimleyHom and 1~ss~iates, Inc. Memorandum By a-mail TO: Jaimee Bourgeois, City of Dublin FROM: Paul Krupka DATE: October 2, 2009 SUBJECT: TVTC 2009 Strategic Expenditure Plan (SEP) Update -Request for Extension of Scope and Budget 2000 Crow Canyon Place Suite 410 San Ramon, California 94583 This memorandum summarizes our request for an extension of scope and budget to complete the subject project. It represents an update and expansion of the "Out of Scope Tasks" I discussed in my e-mail to you of August 6, 2009, and contains per your request a concise summary of budget status as of September 15, 2009 as well as an estimated cost to complete the project. We request your review and consideration of this matter with the TVTC Technical Advisory Committee (TAC) and look forward to discussing it with you in the near future. The work to date on this project has required a substantially greater level of effort than we anticipated when we prepared and submitted our Scope of Services dated March 24, 2009. These efforts were required, and are considered Additional Services (over and above the original Scope of Services) because the process and procedure actually required doing the work is substantially different than that stated in the assumptions and work tasks defined in the Scope of Services. In addition, based on our experience to date, including requests for considering other matters and analyses over and above the Scope of Services, we expect the efforts and costs to complete the project will be relatively greater than those anticipated and included in the original Scope of Services. All of this points to the need for a relatively large request for additional services consideration. The attached table summarizes the estimated cost to complete for this project. The following points are important with respect to justifying our request for extension of scope and budget. As of September 15, 2009, we have expended a total of $37,000, equivalent to approximately 97 labor hours, or $22,300 in labor, more than the budget for tasks undertaken to date (Tasks 1-5). These additional efforts and their respective labor values are listed below: o Approximately 26 hours for preparing two versions of the project descriptions instead of the one scoped, and for additional efforts required on our part because the information was assumed to be available for ready insertion into our document but was not. '~•5 I-I~-ib TEL 925-543-0840 FAX 925-543-0839 ATTACHMENT 2. ~o~q ~~~ Kimieyom ~ ~ Assoaakes, Inc. Jaimee Bourgeois, October 2, 2009, Page 2 o Approximately 32 hours for obtaining and compiling land use data and translating it into forecasts and fee revenues by year. Our Scope assumed estimated revenues and funding available wouldbe calculated using the previous procedures and existing tools (i.e. the estimates done by Councilmember Perkins). This was determined to be insufficient so we needed to do supplemental requests and analyses to prepare the necessary land use forecasts. o Approximately 24 hours to estimate funding over 10 years, which is considered additional services given the Scope assumed this information would be provided and directly usable. o Approximately 15 hours for 5 additional meetings (TAC and Sub- Committee). Our estimated cost to complete is estimated to be 116 hours or $20,470 as summarized below. o Approximately 12 hours (Task 2) to update the project descriptions again to split three projects and describe them in parts. o Approximately 24 hours (Task 4) to estimate land use and funding a third time. o Approximately 8 hours (Task 5) to conduct revised analysis and a second version of Working Paper 2, including another TAC meeting. o Approximately 72 hours (Tasks 6, 7, and 8) to complete the Draft Report, Final Draft Report and Final Report, and attend additional TAC and Sub-Committee and TVTC meetings. These efforts were assumed to require about 50% more hours than originally budgeted based on experience with this project to date. Our estimated cost at completion is $59,430 compared to our original budget of $24,770. We hereby request your consideration of a scope and budget extension, with an increase in budget of $34,660. We respect and appreciate the substantial budget impact relative to our base contract. In hindsight, I realize that I should have raised more "warning flags" with you and the TAC, but I do recall making mention of additional efforts and cycles of work that were occurring to meet the desires of the TAC and Sub-Committee. Finally, please remember that the relative value of the consulting work, with the budget increase, is quite small compared to the revenue value we are addressing, and the consulting costs are a necessary and expected expenditure that are borne by the fee program. We appreciate the opportunity to serve you and the TVTC and are committed to seeing this project through together. Please call me if you have any questions or other requests. Thank you. 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C O F ' a o U i° V v ~ ~ ¢ y Cn U b N £ 0 A F ,r o F € ~ A on w F ~ a U a a Q -~ 5 N ~ o v `° " ~^ r V ai a ~ a N 3 p 5 ~ .S ~ Q °' H o .o 's ~ .5 Y o ~ m a ~ °' ° ' v a tO c ~ i .y. - ~ x .~ tC ~ 3 W 3 ~ u. o, o o ,0.e F' a w .. U ~ V W - K ~-+ N M d' vt ~O t~ W _ ~ yo w G . . xn •n Yn y m ~ N y ~ i O O ~ W A F A F A F ttl F cd F A F c3 F F O F O F ~ ~ 'O S ~- ~ p ~ ~~~ O F 9~9 CITY OF DUBLIN BUDGET CHANGE FORM FY 2009 / 2010 CHANGE FORM # New Appropriations (City Council Approval Required): From Unappropriated Reserves (Fund) X_ From New Revenues I)ECRF..4tiF. RiTnGF',T A('C'.niJNT AMf-TTNT Budget Transfers: From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity Between Departments (City Council Approval Required) _ Other [NfRF~A~,F RIfTI(:i~"I' A('f(lI1NT AMt1TT1'.`T Name: REVENUE: Tri-Valley Transportation Development (TVTD) Fund $ 9 660 - Miscellaneous (Admin Costs) Account #: 4306-0000-49131 Name: EXPENDITURE: Tri-Valley Transportation Development (TVTD) Fund $ 9 660 -Engineering Department.-Traffic Eng Consulting Account :#: 4306-8301-64092 CONTINGENCY Name: REVENUE: Tri-Valley $ 10,570 Transportation Development (TVTD) Fund -Miscellaneous (Admin Costs) Account #: 4306-0000-49131 Name: EXPENDITURE: Tri-Valley Transportation Development (TVTD) Fund $ 10 570 -Engineering Department -Traffic Eng Consulting Account:#:4306-8301-64092 Fin Mgr/ASD: Signature Date: ~ Z 2$ O REASON FOR BUDGET CHANGE ENTRY: This budget change will appropriate funds to be received from the Tri-Valley Transportation Development Treasurer to off-set consultant costs. In November 2009 the TVTC ,approved additional work which was $9,660 more than was budgeted by the City for the project costs. `~.. In order to accommodate additional scope and work required to complete the project an additional appropriation of $10,570 is also recommended as a contingency. The contingency expenditures will only occur with approval from the TVTC subject to full reimbursement revenue from Tri-Valley Transportation Council. City Manager: Date: Signature As Approved at the City Council Meeting on: Date:. 1/19/2010 Mayor: Date: Signature Posted By: Date: Signature ~ 1. ~ I ' I~ ~ f ~a„ager cha»ges~z_zoa9_,nw_,_,9_,o_rvrc_nd„ ~fn~z, Doc ATTACHMENT ~.