SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
SIERRA AVENUE WIDENING PROJECT FROM
FOOTHILL BOULEVARD TO BASELINE AVENUE
SUMMARY OF SCOPE, BUDGET, SCHEDULE, AND SIGNIFICANT
PROJECT CHANGES IN SUPPORT OF CONTRACT AMENDMENT
REQUEST FOR ADDITIONAL BUDGET FOR PROFESSIONAL
SERVICES PROVIDED BEYOND ORIGINAL CONTRACT AND
AMENDMENT 1
INTRODUCTION
In February 2016, the City of Fontana and NCM agreed on the scope, budget, and schedule for the Sierra Avenue Widening Project from Foothill Boulevard to Baseline Avenue (Project). The scope of work included engineering, field surveys, environmental, traffic studies, drainage, geotechnical, hazardous materials, right-of-way engineering, traffic design, landscape design, and public outreach. The original sheet count was 54 plan sheets with 40 cross section sheets, the original budget was $941,764.59 , and the original schedule was 22 months (i.e., from Mar 2016 to Dec 2017).
Currently (Thursday March 31, 2022), we have $119,535.88 remaining in our contract, and beyond that for additional work NCM is requesting a Contract Amendment in the amount $357,916.77. To meet City’s stringent deadlines to take the project to construction, under good faith NCM has completed all the necessary design work without waiting for a contract amendment. NCM is respectfully requesting swift approval and execution of this contract amendment so signed plans can be issued for construction.
One of the metrics employed by our industry for estimating reasonableness of a design fee is by computing the design fee as a percentage of overall construction cost. The following table summarizes both our original fee and also the contract amendment fee request percentages relative to overall project cost.
No Description Design Fee Construction
Cost
Right-of-Way
Cost
Design Fee
as % of
Overall Cost
1 Original Contract +
Amendment 1
$1,030,335.65 $5,000,000 $3,000,000 12.88%
2 With new Contract
Amendment Request
$1,388,252.42 $11,300,000 $4,000,000 9.07%
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
Both the original design fee (12.88%) and new amended design fee (9.07%) relative percentages are significantly lower than the industry standard of 18% to 25% for Projects including the PAED+PS&E + ROW Engr+ Bid + Construction phases. This further substantiates the reasonableness of NCM’s request.
SUMMARY OF SCOPE CHANGES
A key indicator for the magnitude of the engineering (PS&E) efforts is the sheet count. Please see the original sheet count and the actual number of sheets prepared in “Table 1 – Sheet Count Comparison” below.
Table 1 – Sheet Count Comparison
Original Sheet Count Actual Number of Sheets Prepared
Sheet Description No. of
Sheets Sheet Description No. of
Sheets
Title Sheet 1 Title Sheet 1
General Notes 1 Key Map and Notes 1
Typical Sections 4 Typical Sections 7
Layout Plan and Profile 8 Street Improvement Plan 6
Construction Details 2 Construction Details – Pavement
Types 3
Removal Plan 4 Construction Details – General 3
Off-Site Improvements – Civil 4 Construction Details – Curb Returns 4 Drainage Plan and Profile 6 Construction Details – Off Site Improvements 20
Utility Plan 4 Drainage Plan and Profile 6
Signing and Striping Plan 4 Drainage Details 8
Traffic Signal Plan 4 Utility Plan 4
Street Light Plan 4 Signing and Striping Plan 4
Landscape and Irrigation Plan 8 Traffic Signal Plan 4
Traffic Signal Interconnect 3
Landscape and Irrigation Plan 18
Subtotal 54 Subtotal 92
Cross Sections (25’ Interval) 40 Cross Sections (25’ Interval and Special Stations) 360+
TOTAL 94 TOTAL 452+
The original sheet count was 54 plan sheets and 40 cross section sheets. As the project design developed, the number of plan sheets increased from 54 to 92 sheets (almost twice as many), with the largest sheet increase in the construction details from 10 sheets to 30 sheets. These sheets are primarily
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
focused on detailing the work needed for adjacent properties and included details for significant ADA upgrades and improvements for ADA pathways and access to adjacent properties and businesses. The number of cross section sheets increased from 40 to over 360.
SUMMARY OF BUDGET CHANGES
The original budget was $941,764.59 and this was increased in February 2020 by $88,571.06 to $1,030,335.65. Please note, that this February 2020 budget increase primarily focused in NCM’s subconsultants with the understanding that another budget increase would be completed for NCM’s additional work.
SUMMARY OF SCHEDULE CHANGES
The original schedule was 22 months. The schedule is now expected to take 74 months (i.e., from March 2016 to April 2022). This is an increase of 52 months or 4.33 years.
SUMMARY OF SIGNIFICANT PROJECT CHANGES
Significant Project changes occurred during the Preliminary Engineering, Environmental Approvals, Final Design, and Right-of-Way Phases of the Project. These are:
1. Additional Budget for Surveying, TCE Plats, Legals, and Easement Deeds
2. Credit to the City for Partially Completing the Specifications
3. Significantly More Complex Roadway Design
4. Project Management for a Significantly Longer and More Complex Project
5. Additional Continuing Project Coordination Meetings
6. Preliminary Engineering, Alternative Analysis, and Final Design for a New Mid-Block Intersection
7. Additional Surveying and Right-of-Way Coordination
8. Landscape Coordination for City Requested Changes
9. Coordination with Southern California Edison for Rule 20A and 20B Undergrounding
10. Coordination with Fontana Water Company
11. Coordination with Other Utility Agencies
12. Coordination and Additional Designs for the Cypress / Foothill Storm Drain
13. Design and Plan Modifications for a New High School along Sierra Avenue
14. Design and Plan Modifications for the New Sierra Fountains Development
15. Retaining Wall Modifications for 7837 Sierra Avenue at the Northeast Corner of Malaga Street
16. Freestanding Wall Foundations and Pilaster Designs for Private Walls to be Reconstructed with the Project
17. Structural Designs for Signs
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
18. Roadway Design Model Updates
19. Coordination and Plan Modifications for Constructability Review
20. Appraisal Coordination and Assistance
21. Cost to Finish
Details for each of these significant Project changes are summarized below.
1. ADDITIONAL BUDGET FOR SURVEYING, TCE PLATS, LEGALS, AND
EASEMENT DEEDS
This additional task and budget were initially approved by the City on 11/28/2018; however, this amount was inadvertently omitted in Task Order 1.1 executed on 02/11/2020 in the amount of $88,571.06.
2. CREDIT TO THE CITY FOR PARTIALLY COMPLETING THE SPECIFICATIONS As requested by the City, NCM is providing a credit to the City in the amount of $30,974.72 for not completing the specifications.
3. SIGNIFICANTLY MORE COMPLEX ROADWAY DESIGN
The existing roadway pavement surface along Sierra Avenue is a rounded crown shape with flatter cross slopes in the middle of the roadway and steeper cross slopes along the outside edges. The existing roadway’s cross slopes are highly variable from 1.12% to 6.63% with a typical cross slope of about 3.3%. The typical existing pavement cross slope (at Sta. 33+75) is shown below.
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
A typical pavement widening design would establish a saw cut line just inside of the existing lip of gutter and widen the roadway using a cross slope similar to the existing. This typical approach is illustrated for the right side of the roadway in the cross section (at Sta. 33+75) below. Please note that using a cross slope similar to the existing would drop the gutter, curb, and sidewalk approx.
0.80 feet and this would create a significant impact to the adjacent property.
A more sophisticated roadway design was developed by NCM to dramatically reduce adjacent property impacts, as shown above. With this more sophisticated roadway design, the new roadway improvements match the existing adjacent surfaces to within 4 inches.
There is also a southbound left-turn pocket to Reed Street (East) at this location. Here the curbed median width narrows to 2 feet wide. At this (and other similar) locations, the new median top of curb elevations are very close to the same elevation to provide a nearly level median throughout the corridor. The overall result is a smooth uniform roadway and median design with reduced impacts to adjacent properties.
The new pavement design also provides significant upgrades for ADA facilities, pathways, and access to adjacent properties and businesses. A typical example is shown on the next page for the driveway and ADA ramp improvements at the County Square Shopping Center. At this location, the existing very short sidewalk connections must be replaced with much longer ADA ramps with upper and lower landings, edge protection curbs, and railings. Specialized custom designs were developed to fit the existing site conditions and to connect the existing and new sidewalk surfaces.
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
The budget requested for this task is $105,590.63 representing approximately 1023.50 hours of design staff time, this is very reasonable given the complex roadway design, including 3 additional Typical (Cross) Section sheets; 3 additional Construction Detail sheets (C1 through C-3) that shows the various pavement, cold mill, and overlay types and thicknesses; roadway design modeling; and the preparation of 264 cross section sheets. This task also included the preparation of 18 additional very complex and detailed Construction Detail sheets.
Please note, completing t he design analysis, preparation, quantities and estimates for 24 additional complex plan sheets for 1023.5 hours equals 42.65 hours per sheet. This is very reasonable given the industry standard for similar plan sheets would be at least 60 hours per sheet.
NCM FEE REQUEST: $105,590.63
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
4. PROJECT MANAGEMENT FOR A SIGNIFICANTLY LONGER AND MORE
COMPLEX PROJECT
Completed continuing project management activities for 52 additional months including coordination with traffic, environmental, surveying, right-of-way, landscaping subconsultants and City staff and City ROW and plan check reviewers. NCM monitored the schedule of critical path activities and kept the City informed of progress and critical issues. Prepared budget requests and coordinated with the City to obtain approvals to keep schedule critical environmental and right-of-way activities moving forward.
The original Project Management budget was 40 hours for the NCM’s Project Manager and 28 hours for NCM’s clerical staff for a budget of $10,175.00. The actual Project Management work after the original schedule completion date of Dec 2017 totaled 122.5 hours and $24,552.25.
This is very reasonable given the significantly longer, more complex Project.
NCM FEE REQUEST: $24,552.25
5. ADDITIONAL CONTINUING PROJECT COORDINATION MEETINGS
NCM prepared for and attend additional Project coordination meetings including preparing and updating agendas and schedules for critical activities, reviews, and approvals. NCM identified design, environmental, utility, surveying, and right-of-way issues and coordinated with the City to develop solutions.
Originally, a total of 140 hours and $25,410 were budgeted for PDT, Utility Coordination, and right-of-way meetings and this budget was exhausted by Dec 2017. After Dec 2017, 30 additional monthly PDT, environmental and right-of-way focus meetings, and bi-weekly Project coordination meetings were completed. This required 106 hours of staff time and a budget $20,743.25. This is approximately 3 hours per meeting, which is very reasonable, especially for the PDT meetings where agendas, critical issues and solutions, and schedule updates were competed for each meeting.
NCM FEE REQUEST: $20,743.25
6. PRELIMINARY ENGINEERING, ALTERNATIVE ANALYSIS, AND FINAL DESIGN
FOR A NEW MID-BLOCK INTERSECTION
After the initial traffic analysis, it was found that with the addition of a new landscaped and decorative median along Sierra Avenue, U-turn moves at the major intersections along Sierra Avenue increased significantly. This was particularly the case in the southerly half of the project between Foothill Boulevard and Miller Avenue where large commercial centers, a County of San Bernardino office building, and multi-family developments are located. The expected impacts included long left-turn lanes, increased length of left-turn signal phases, reduced overall traffic signal operations and levels of service, longer travel distances, and potential pedestrian safety concerns. The solution was to introduce a new mid-block signalized intersection about halfway
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
between Foothill Boulevard and Miller Avenue. Four alterative locations were studied. Please see the sample alternative analysis is included on the following page.
Upon City approval, design a new signalized intersection with left-turn pockets long enough to accommodate U-turning traffic without blocking through traffic along Sierra Avenue was completed at Reed Street (East). Roadway and curb geometry and pavement surface designs were updated.
The addition of the mid-block signalized intersection will reduce delays at both the Foothill Boulevard and Miller Avenue intersections with Sierra Avenue and enhance traffic flow along the Sierra Avenue corridor. The cost for this additional work was 136.5 hours of staff time and $20,002.50. This is very reasonable given the significant benefits that the new mid-block signalized intersection will provide.
NCM FEE REQUEST: $20,002.50
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
7. ADDITIONAL SURVEYING AND RIGHT-OF-WAY COORDINATION
Completed coordination for surveyors to expedite production of the plat maps and legal descriptions for new rights-of-way and temporary construction easements for the widening of Sierra Avenue. Tracked the status of work including every document required for every parcel including submittals, reviews, corrections, resubmittals, back-checks, corrections, resubmittals and approvals. Coordinated with City staff to provide red-lined comments, revised documents, and upon City approval, provided "wet stamped and signed" original documents to the City.
The cost for this additional work was 87.25 hours of staff time and $12,170.13. Please note that all of this work was completed after plat maps, legal descriptions, and deed documents were completed and approved in time for the Project to be approved by the Development Advisory Board and the start of appraisals.
NCM FEE REQUEST: $12,170.13
8. LANDSCAPE COORDINATION FOR CITY REQUESTED CHANGES
Completed coordination, and reviews, to update the landscaping plans including confirming the irrigation controller location, and water and electrical service locations. Checked plans for the required clearances between new trees and water, sewer, and gas pipelines and coordinated revisions. Coordinated updated plans for the City's revised planting list.
The cost for this additional work was 16 hours of staff time and $2,282.50.
NCM FEE REQUEST: $2,282.50
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
9. COORDINATION WITH SOUTHERN CALIFORNIA EDISON FOR RULE 20A AND 20B UNDERGROUNDING
Prepared for and attended coordination meetings with SCE and City staff to identify power poles to be removed and replaced with the new Rule 20A underground system. Provided maps and CADD files (converted into the SCE format). Attended a field walk with SCE and City staff review power poles to be removed, underground vault locations and surface mounted transformer locations. Determined additional pavement repair locations to accommodate SCE connections between the overhead and the new underground systems. Reviewed SCE designs to determine compatibility with the new roadway improvements (several times).
The cost for this additional work was 112.75 hours of staff time and $13,868.25. This is very reasonable given the numerous SCE design reviews, coordination and field meetings, and follow up efforts.
NCM FEE REQUEST: $13,868.25
10. COORDINATION WITH FONTANA WATER COMPANY
Completed coordination with the Fontana Water Company (FWC) to identify above ground water facilities to be relocated due to the widening of Sierra Avenue, to provide CADD files, and to review the FWC new waterline designs. Identified conflicts between the new waterline designs and the new proposed SCE underground facilities.
The cost for this additional work was 27.00 hours of staff time and $3,267.00. This is very reasonable given the efforts to provide CADD files and design information to the FWC and then to review, check and determine that the FWC pipeline designs had multiple conflicts with the new SCE underground facilities.
NCM FEE REQUEST: $3,267.00
11. COORDINATION WITH OTHER UTILITY AGENCIES
Completed coordination with Southern California Gas, Spectrum, Crown Castle, Centurylink, Charter and AT&T to specifically identify each utility owner's facilities to be relocated and coordinated relocations designs and checks for compatibility with the new roadway improvements. Coordinated utility relocation timeframes and site preparation requirements.
Developed potholing exhibits and coordinated with the City and potholing contractor (Aztec Engineering). Reviewed pothole data and updated utility plans accordingly.
The cost for this additional work was 85.75 hours of staff time and $10,131.00. This is very reasonable given the numerous utility reviews, coordination meetings, field reviews, and follow up efforts.
NCM FEE REQUEST: $10,131.00
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
12. COORDINATION AND ADDITIONAL DESIGNS FOR THE CYPRESS / FOOTHILL
STORM DRAIN
As requested by the City, NCM included a portion of the Cypress / Foothill Storm Drain Project into the Sierra Avenue Widening Project including a new 60-inch and 48-inch mainline pipelines and 24-inch and 48-inch laterals. Specialized ultra-high-capacity inlets, 28 feet-long with triple grates and specialized local inlet depressions were designed. Please see the detail below.
Temporary wooden and steel bulkheads were also designed. Coordinated with Hewitt Zollars all aspects of the design and the interconnection of the two drainage systems. Provided CADD files for the special inlet designs to Hewitt Zollars.
The cost for this additional work was 199.75 hours of staff time and $24,371.56. This is very reasonable given the designs for the complex drainage system layouts and specialized ultra-high- capacity inlets, and structural designs for the temporary bulkheads. In addition, these improvements will provide substantial benefits to the City, local community, and motorists by alleviating the current significant flooding conditions at one of the City’s major intersections.
NCM FEE REQUEST: $24,371.56
13. DESIGN AND PLAN MODIFICATIONS FOR THE NEW HIGH SCHOOL ALONG
SIERRA AVENUE
Completed design coordination, updates, and modifications for the new high school to be constructed along the easterly side of Sierra Avenue just south of Miller Avenue. Added driveways and revised grading limits, typical sections, cross sections, quantities and the engineers estimate. Revised the curb outlet drainage structure and associated curb heights and transitions.
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
The cost for this additional work was 33.50 hours of staff time and $3,726.50. This is very reasonable given the complex roadway and drainage design revisions.
NCM FEE REQUEST: $3,726.50
14. DESIGN AND PLAN MODIFICATIONS FOR THE NEW SIERRA FOUNTAINS
DEVELOPMENT
Completed design coordination, updates and modifications for the new Sierra Fountains development at the corner of Sierra Avenue and Ramona Avenue. This task include d reviewing, checking and updating horizontal and vertical curb geometry, curb returns, pavement limits, striping, typical sections, cross sections, quantities, and the engineers estimate.
The cost for this additional work was 68.50 hours of staff time and $6,836.75. This is very reasonable given the extensive design revisions required for the new development.
NCM FEE REQUEST: $6,836.75
15. RETAINING WALL MODIFICATIONS FOR 7837 SIERRA AVENUE AT THE
NORTHEAST CORNER OF MALAGA STREET
Completed design coordination, updates and modifications to increase the height of the retaining wall at the northeast corner of Sierra Avenue and Malaga Street to include a 42-inch-high screening wall above the back of sidewalk elevation. Developed an exhibit package for the property owner showing the wall with a special design to use only 8-inch-wide block for both the retaining portion and the freestanding portion of the wall. Included applicable standard plans and wall material properties and strengths. Evaluated on-site drainage conditions and designed a sidewalk underdrain pipe (to be constructed by the roadway contractor) to provide positive drainage. Updated the roadway plans, quantities and estimate to delete the wall and to indicate that the property owner will build the wall.
The cost for this additional work was 56 hours of staff time and $5,270.25. This is very reasonable given the design modifications, structural wall designs and details, special exhibits, quantity, and estimate changes.
NCM FEE REQUEST: $5,270.25
16. FREESTANDING WALL FOUNDATIONS AND PILASTER DESIGNS FOR
PRIVATE WALLS TO BE RECONSTRUCTED WITH THE PROJECT
As requested by the City, NCM provided designs and details to reconstruct 4 freestanding decorative block and wrought iron walls on private properties as a part of the roadway construction contract. Completed field reviews to determine the condition of the wrought iron fence panels to determine their suitability to be reused in the reconstructed walls ( i.e., sand blasted, prepared and painted). Developed details to replace each wall in kind with the same block sizes and configurations as the existing walls but with new footing and pilaster designs.
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
The cost for this additional work was 42 hours of staff time and $5,806.37. This is very reasonable given the specialized roadway and structural designs and details required for each of the 4 wall locations.
NCM FEE REQUEST: $5,806.37
17. STRUCTURAL DESIGNS FOR SIGNS
As requested by the City, developed structural designs, plans, and details to relocate an existing sign at the County Square shopping center and at 7605 Sierra Avenue.
The cost for this additional work was 52.50 hours of staff time and $6,400.00. This is very reasonable given the change that came at the tail end of the project. NCM brought the structures group to design these signs, and was still able to complete the design in a timely manner.
NCM FEE REQUEST: $6,400.00
18. ROADWAY DESIGN MODEL UPDATES
Updated the InRoads roadway design model for all of the design changes associated with the constructability review including, but not limited to, Joe's Mexican Food, Jack-in-the-Box, Circle K, Miller Avenue, pavement repairs for SCE trenches, the new high school, and the new Sierra Fountains development.
The cost for this additional work was 86.50 hours of staff time and $9,497.13. This is very reasonable given the numerous revisions and very detailed roadway design model updates including revised templates, cross sections, and quantities.
NCM FEE REQUEST: $9,497.13
19. COORDINATION AND PLAN MODIFICATIONS FOR CONSTRUCTABILITY REVIEW
Coordination and Plan Revisions for Constructability Review - Reviewed constructability comments and completed design coordination for updated and modifications to the plans, construction notes, bid items, quantities and engineers estimate. Updated limits of grading the roadway design model, quantities. Revised and updated curb returns and curb ramp designs to retain roadway runoff along Sierra Avenue to the extent possible. Added extra notes.
The cost for this additional work was 551 hours of staff time and $54,605.02. This is very reasonable given the significant number of comments, special requests to provide back -up information, and several last-minute changes to the plans, details, quantities, and Engineer’s Estimate.
NCM FEE REQUEST: $54,605.02
20. APPRAISAL COORDINATION AND ASSISTANCE
Based upon our Project Coordination meetings and as requested by the City, NCM developed and prepared exhibits for City staff and the Appraiser to use in coordinating with property owners.
SIERRA AVENUE WIDENING PROJECT FROM FOOTHILL BOULEVARD TO BASELINE AVENUE
The cost for this additional work was 27.50 hours of staff time and $3,148.75. This is very reasonable given NCM’s quick responses to provide exhibits for the appraisers and property owners to facilitate agreements for the right-of-way negotiations.
NCM FEE REQUEST: $3,148.75
21. COST TO FINISH
Please note, that the above tasks capture NCM’s additional efforts up to Friday, 02/18/2022. This task captures NCM’s final costs to complete the plans, quantities, and estimate through 04/14/2022. This task includes:
• Final roadway design model updates
• Final quantities and estimate updates
• Completing the details for local gutter depressions at the inlets • Sign relocation plan, details, and structural calculations for 7605 Sierra Avenue • Exhibit for real estate coordination with the property owner at 7470 Sierra Avenue • Final quality control reviews and corrections
The budget for this Task is 263.5 hours of staff time and $24,980.75.
NCM FEE REQUEST: $24,980.75
22. BID AND CONSTRUCTION SUPPORT AUGMENTATION
As requested by the City, NCM has included a budget of $10,000.00 for bid and construction support services.
NCM FEE REQUEST: $10,000.00