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Home My WebLink About4.09 CCS Plng Amend Agmt CITY CLERK # 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 2003 SI.IBJECT: Amendment to Consulting Services Agreement with CCS Planning & Engineering, Inc., for the 1-580/Fallon Road Interchange Improvements Project (Modification to Scope of Work and Additional Compensation) Report Prepared by: Lee S. Thompson, Public Works Director ATTACHMENTS: 1) Resolution Amending Agreement 2) Original Agreement dated May 16, 2000, Amendment #1 & #2 RECOMMENDATION: Adopt Resolution Approving Amendment No. 3 to the Agreement M with CCS Planning & Engineering, Inc. FINANCIAL S Contract Amendment #3 will modify CCS' scope of work for an additional compensation of a not to exceed amount of $383,849. The Dublin Ranch developer has agreed to contribute $208,829 to pay for this additional work and will receive additional credit equal to this amount against payment of future Eastern Dublin Traffic Impact Fees. Pleasanton will reimburse Dublin $175,020 for the Pleasanton-related work included in the amendment, per funding agreement with the City of Pleasanton. The funding agreement is being brought to the Council as a separate agenda item this evening. DESCRIPTION: In March 2000, the City contracted with CCS Planning & Engineering for the design of the 1-580/Fallon Road Interchange Improvements. The contract was amended in May 2001 (Amendment #1) to include significant additional environmental and design tasks identified by Caltrans during their review of the draft Project Report/Environmental Documentation (PR/ED). It was again amended in December 2001 to include additional preliminary design work and environmental analysis requested by Pleasanton, in conjunction with additional improvements to the interchange associated with proposed developments in Pleasanton. This additional work includes a northbound Fallon Road to westbound 1-580 loop to accommodate traffic from the proposed Staples Ranch development in Pleasanton. The consultant is nearing completion of the Caltrans' required Project Report/Environmental Document and is now ready to finalize the project plans and specifications incorporating the Pleasanton-related improvements. Amendment #3 to CCS' consulting services agreement includes additional services to incorporate these improvements (in the amount of $175,020) and Dublin will be reimbursed by Pleasanton for these costs. COPIES TO: Tom Wintch, CCS g:\engr\ccs\agst_FallonAmendment~3 Several tasks are also being added to Amendment #3. Caltrans has indicated that the Federal Highway Administration's (FHWA) approval of the project will be required since the project will introduce two additional access points onto 1-580 by the way of the new eastbound and westbound loops. This additional effort, which was not included in CCS' original scope, will require preparation of the "Modified Access Report" and will involve several meetings with Caltrans and FHWA for its approval. In addition, the original scope of work did not include any geotechnical design work concerning the pavement of the existing interchange and Caltrans has indicated that the existing pavement will need to be resurfaced due to its deteriorated condition. Furthermore, the Dublin San Ramon Services District (DSRSD) has requested the City to incorporate the design of a 30" welded steel casing into the proposed Fallon Road freeway overcrossing. DSRSD has issued a purchase order to pay for the DSRSD-related design work and intends to have a funding agreement with the City on the construction of the steel casing. Lastly, Amendment #3 will include construction support service to provide assistance to the project Resident Engineer in responding to Request for Information, Contract Change Orders, and questions from the City. The additional Dublin-related work required under Amendment #3, in the amount of $208,829, will be paid by the Dublin Ranch developer and will receive additional credit against payment of future traffic impact fees equal to this amount. Staff recommends that the City Council adopt the resolution approving Amendment No. 3 to the Agreement with CCS Planning & Engineering, Inc. Page 2 '"" ~ RESOLUTION NO. - 03 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AMENDMENT #3 TO AGREEMENT WITH CCS PLANNING AND ENGINEERING, INC. FOR CONSULTING SERVICES 1-580/FALLON ROAD INTERCHANGE IMPROVEMENTS DESIGN WHEREAS, future freeway and inter-agency infrastructure is planned to be constructed as part of the development process in Eastern Dublin, and improvements are required at the Interstate 580/Fallon Road interchange; and WHEREAS, on May 16, 2000, the City Council of the City of Dublin approved an agreement for design services with CCS Planning & Engineering, Inc. (CCS), for the design of salad improvements; and WHEREAS, on May 1, 2001, the City Council of the City of Dublin approved Amendment #1 to ' the agreement with CCS Planning and Engineering, Inc., to include additional services, and WHEREAS, on December 18, 2001, the City Council of the City of Dublin approved Amendment #2 to the agreement with CCS Planning and Engineering, Inc., to include additional preliminary engineering and environmental services requested by the City of Pleasanton, and WHEREAS, CCS' scope of work is now being expanded to include the final design of the Pleasanton-related improvements and additional Caltrans-required tasks in order to complete the plans and specifications. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve Amendment No. 3 to the agreement with CCS Planning and Engineering, Inc., which is attached hereto as "Exhibit A". BE IT FURTHER RESOLVED that the Mayor is authorized to execute the amendment. PASSED, APPROVED AND ADOPTED this 3rd day of June, 2003. AYE S: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk g:\engr\ccs~reso_fallon Amendment #3 EXHIBIT "A" OF RESOLUTION -03 AMENDMENT #3 TO AGREEMENT BETWEEN CITY OF DUBLIN AND CCS PLANNING AND ENGINEERING, INC. FOR ENGINEERING SERVICES WHEREAS, the City of Dublin (hereinafter referred to as "CITY") and CCS Planning and Engineering, Inc. (hereinafter referred to as "CONSULTANT"), entered into an agreement on May 16, 2000 to design the 1-580/Fallon Road Interchange Improvements; and WHEREAS, the City Council of the City of Dublin approved Amendment #1 and #2 to the Consultant agreement to include additional services, and WHEREAS, the City desires to amend the consultant contract to include additional services, and the not-to-exceed contract amount is proposed to be increased to cover the cost of the additional work; NOW, THEREFORE, the parties hereto agree as follows: Scope of Work The Scope of Work shall be extended to include additional scope of work as described in Consultant's letter dated March 6, 2003 for the 1-580/Fallon Road Interchange Improvements Project (attached). Extension of Fees The total cost for time-and-materials work under this amendment shall not exceed an additional $383,849. CITY OF DUBLIN Mayor ATTEST: City Clerk CCS PLANNING AND ENGINEERING, INC. Tom Wintch Date: , ~--~a~ PLANNING AND -~"NGINEERING I N C 0 R P 0 R A T E D 925/314-1220 · Fax 925/314-1229 March 6, 2003 emait: sRo@ccsoffice, co,~ Mr. Ferd Del Rosario Mr. Eric Cordoba City of Dublin Cordoba Consulting, Inc. 100 Civic Plaza 5368 Laurel Drive Dublin, CA 94568 Concord, CA 94521 Subject: 1-580/Fallon Road Interchange Additional Scope of Work/Design Costs Request No. 3 Gentlemen: As requested at our status meeting on October 17, 2002; the CCS Design Team has summarized the significant additional design, geotechnical and management activities required to complete the contract plans £or the 1-580/Fallon Road interchange project. These additional activities represent engineering and geotechnical effort that was not included in the original contract scope of work and Amendments No. 1 and No. 2 £or this project. In addition, at our PDT meeting with Caltrans on December 13, 2002, Caltrans had raised the issue o£ processing this project through £ederal requirements since this project will introduce two additional access points onto 1-580. We are also requesting Engineering Services during Construction which was requested previously but has not received confirmation. Each additional management, engineering, geotechnical, environmental, traffic, and construction support service activity is described and a corresponding cost identified within the text o£ the. "Additional Scope o£ Work No. 3" attachment. A cost breakdown by activity and team firm is presented on the accompanying spreadsheet. Part of these cost increases for the 1-580/Fallon Road Interchange Project are related to the additional northbound to westbound loop as requested by City o£ Pleasanton, and the design schedule delay associated with the additional loop. As you know, the additional traffic study, Geometrics Approval Drawings, environmental updates, and revision to the PSR/PR due to the addition of this NB/WB loop are covered in our Amendment No. 2 request, this amendment is £or design effort to complete the contract plans. The fee proposal prepared in April 2000 anticipated that final design would be completed by early 2001. Due to the extension o£ the design phase, this request is to update the hourly rates to the current 2003 rates. The new rates to begin in January 2003. We are also requesting to include Engineering Services during Construction into this amendment. In March 2001, City o£ Dublin had requested CCS to prepare scope and budget £or this activity since Construction Support Services is not included in the original scope of work. CCS prepared and submitted the information to City on March 23, 2001 but has not been submitted as an amendment. Since this project now includes City of Pleasanton funding portion o£ design and construction, the attached spreadsheets include segregated City of Dublin's share and City o£ Pleasanton's share. The P:~98104PSE~kdmin-FallonPS&E\Scoping-Fees~P S & E~Jmendment No.3-030603.doc T R A N S P 0 a T A Y i O N 0 ; V I C I T S March 6, 2003 CCS Job #98104 Page 2 percentage allocation to each city for our additional services was discussed at our meetings on December 19, 2002, and February 20, 2003. Please feel free to call Jim Pun or me for any additional questions or clarifications that may arise. Sincerely, CCS Planning and Engineering, Inc. Thomas M. Wintch, PE, TE TMW:ts Attachment 1-580/Fallon Road Interchange Modification Project City of Dublin Additional Scope of Work No. 3 A. Northbound to Westbound loop - This activity will begin with the approval of the Geometric Approval Drawings (GAD) to completion of the contract plans. This effort includes additional Layout for the loop, Typical Cross Sections, contour grading, drainage, signing, striping, electrical including ramp metering, landscaping, erosion control, and quantities. (100% allocated to City of Pleasanton) Cost Increase $53,230. B. Pavement Rehabilitation of the Interchange - This activity includes providing geotechnical engineering sendces leading to recommendation and design for pavement rehabilitation of the existing 1-580/Fallon Road/Et Charro Road Interchange, and incorporating the recommendation to completion of the contract plans. The original contract scope-of-work did not include any geotechnical or design work on existing pavement or ramps that are only being widened and not receiving new pavement. As in the 1-580/Tassajara Road Interchange Modification project, Caltrans mandated the existing pavement to be resurfaced due to safety reasons. (90% allocated to City of Dublin, 10% to City of PleasantOn) Cost Increase $15,996. C. Incorporation of DSRSD 30" Welded Steel Pipe Casing - Dublin San Ramon Sanitary District requested a 30" Welded Steel Pipe casing to be installed into the proposed Fallon Road Overcrossing. This 30" WSP will accommodate a future 24" water line. At the time of the DSRSD request, the design of the Fallon Road Overcrossing was completed to a 65% level awaiting for independent check. This activity included re-designing the structure to accommodate the additional dead weight from the WSP and the 24" pipe running full. The notice to incorporate the pipeline into the 1-580/Fallon Road project was given to us on February 2002. An agreement will be needed between City of Dublin and DSRSD for DSRSD to fully reimburse the City to cover both design and construction costs. (100% allocated to City of Dublin) Cost Increase $16,270. D. Additional Traffic Study in conjunction with the Northbound to Westbound loop - This activity includes the additional traffic study requested by City of Pleasanton beyond the level of effort estimated under Amendment No. 1. This additional effort has been discussed with City of Pleasanton and received verbal approval. (100% allocated to City of Pleasanton) Cost Increase $16,044. P:\98104PS EkAdmin-FalloruPS&E\Scop/ng-Fees\P S & E~.mendment No.3-030603.doc 1-580/Fallon Road Interchange E. Possible Additional Studies and Reports (From 12/13/02 PDT Meeting) - At our PDT Meeting with Caltrans on December 13, 2002, Caltrans raised the issue the possibility of processing this project through federal requirements, since this project will introduce two additional access points onto 1-580 by way of the new eastbound and westbound loops. Additional federal action could be triggered since a "Modified Access Report" will need to be prepared with approval from FHWA. This additional effort anticipates environmental re-evaluation of the project, revision of traffic volume to current year, additional meetings with Caltrans and FHWA, and other miscellaneous studies and reports. (50% allocated to City of Dublin, 50% to City of Pleasanton) Cost Increase $87,286. F & G Schedule Adjustment and Rate Adjustment - As a result of the decision to study the need to include the northbound to westbound loop into the project, the overall design schedule has increased by 19 months (from Jan. 02 Final PS&E submittal to Aug. 03). This request is to capture additional coordination and meetings. (50% allocated to City of Dublin, 50% to City of Pleasanton) Cost Increase $33,212. The fee proposal prepared in April 2000 anticipated that final design would be completed by early 2001. Due to the extension of the design phase, this request is to update the hourly rates to the current 2003 rates. The cost increases is obtained by taking the differences between the years 2003 and 2001 rates; and multiply by the hours for 65%, 95%, and 100% submittal as shown in the original 4/00 proposal. The rates adjustment is to begin in January 2003 through the end of the contract. (50% allocated to City of Dublin, 50% to City of Pleasanton) Cost Increase $66,291. H. Construction Support Service - The original contract scope-of-work did not include any engineering services during construction. As in the 1-580/Tassajara Road Interchange project, CCS is involve in providing assistance to the Resident Engineer in shop drawing reviews, responding to contractor's RFI's, preparing as-needed CCO's, and respond to questions from the RE. (90% allocated to City of Dublin, 10% to City of Pleasanton) Cost Increase $93,520. I. Additional Direct Expenses - Additional direct expenses due to these additional Engineering Services. (30% allocated to City of Dublin, 70% to City of Pleasanton) Cost Increase $2,000. Total Additional Scope of Work #3:$383,849 City of Dublin - $208,829 City of Pleasanton - $175,020