O riginal Agreement No. 22-040
RITC Project Funding
AMENDMENT NO. 2
1. P
arties. The parties to this Contract Amendment are the City of Hercules, a public body corporate and the following named Contractor:
Gray Bowen Scott (GBS)
1211 Newell Ave, Suite 200
Walnut Creek, CA 94596 (925) 937-0980
Attn: Leo Scott
[email protected]
T he parties to this Contract Amendment do mutually agree and promise as follows:
2. P
urpose. This Amendment No. 2 is being entered into to a mend an existing contract between the City and Contractor which was approved by the City Council of the City of Hercules on 9th day of August, 2022 by Resolution No 22-071. Said contract shall her einafter be referred to as the "Original Contract" and is incorporated herein by reference. 3 . Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment Agreement.
4. A
mendment. This Amendment N o. 2 is intended to amend the Original Contract and previously approved amendments (collectively, the "Amended Contract") thereto to provide for additional compensation in an amount not to exceed $312,169, total contract amount $902,501. 5 . Amendment Approval: This Amendment No. 2 is hereby approved by the City Council of the City of Hercules on this ___13____ day of ___June___, 2023. 6 . Signatures. These signatures attest the parties' agreement hereto:
C
ity of Hercules
s/_______________________________
Dante Hall, City Manager
D
ate: ___________________________
A
pproved as to form:
B
y ______________________________
Patrick Tang, City Attorney
Contractor: Gray Bowen Scott (GBS)
s/_______________________________
_
________________________________
Name/Title
D
ate: ___________________________
A
ttachments:
Attachment A: Scope of Service & Payment
Leo S. Scott, President
June 1, 2023
1211 Newell Avenue, Suite 200,, Walnut Creek, CA 94596 Phone 925‐937‐0980 Fax 925‐947‐3177 www.graybowenscott.com
May 31, 2023
Mr. Dante Hall, City Manager
City of Hercules
111 Civic Drive
Hercules, CA 94547
Dear Mr. Hall:
Gray‐Bowen‐Scott (GBS) appreciates the opportunity to continue assisting the City of Hercules with the Hercules Hub Project. Based on our discussions with you regarding the City’s current needs, we have
included a proposed scope and budget for continuation of project management services and continuation of our work to help the City maintain momentum in securing the needed project funding.
Over the last ten months, the GBS team has done and accomplished the following:
The GBS team rebranded the Project to The Hercules Hub and updated the Project messaging to highlight its alignment with the Bay Area’s focus on investing in transit‐oriented communities. A new logo and messaging capture the realized and potential housing and employment development at the site, communicating the benefits and features of the Project to gain support from elected officials, commission members, opinion leaders, and the general community. The team produced outreach materials with the new brand and messaging including an update to the City’s project webpage and a leave‐behind brochure. The team is currently working on the development of a stand‐alone website consistent with the new brand that will be completed in July.
GBS and Zell worked closely with city staff and key project stakeholders, including MTC, CCTA and CCJPA, to develop and implement a Funding Plan for the project. This included several meetings with funding and programming experts within each agency. The Preliminary Funding Plan was presented to the City Council in January 2023. The Funding Plan is intended to be the basis for monitoring and applying for future grant funding and will need to be actively managed and refined as new funding opportunities arise.
The GBS team identified and developed two promising near‐term grant applications to fund the final design phase of the Hub:
o California State Transportation Agency’s (CalSTA) Transit and Intercity Capital Rail Program (TIRCP)
o Federal Rail Administration’s (FRA) Federal‐State Partnership for Intercity Rail Program (FSP)
On April 24, 2023, the Hub was successfully awarded TIRCP funding at an anticipated amount of $2.4M for final design. This $2.4M will provide the 20% local match for the FSP application which requests $9.6M in federal funding. Award announcements for the FSP are anticipated by the end of the calendar year. In the meantime, it is critical that the City take advantage of the visibility
1211 Newell Avenue, Suite 200,, Walnut Creek, CA 94596 Phone 925‐937‐0980 Fax 925‐947‐3177 www.graybowenscott.com
provided by the TIRCP award to elevate the project and further its position for funding opportunities.
In addition to the rail station, GBS and Eric Zell have provided strategic advocacy to garner support for the City’s overall vision of the Hub, including future ferry service. Leo Scott and Eric Zell participated in meetings and events with elected officials and funding partners to elevate the project and position for funding. As a result of these efforts, the team supported the City in applying for a federal earmark through Congressman Garamendi’s office to fund the Environmental Review phase of the Hercules Ferry Terminal Project. GBS has also been serving as the City’s Project Manager overseeing the design delivery of the project. We have initiated regular coordination with CCJPA Planning and CCJPA Engineering to put forth a coordinated effort towards working with UPRR, the host railroad. Having acknowledged the long history of the project and their previous engagement, the UPRR has recently outlined a proposed path forward for the final design of the project that includes a series of exceptions to their standard practice and is valid only for the Hub project. The letter notes that UPRR will need to prepare a network capacity analysis to identify project impacts on freight operations and confirm the layout of the track improvements. UPRR has also recently provided comments on the revised 10% track plans. It is critical that this momentum with UPRR on design development continue to set the track alignment and move forward with utility relocations. The network capacity analysis may be able to move forward using funding that is already committed, so we can take advantage of the time we have until remaining funding is secured for final design.
The GBS team has completed the scope of work under our current contract, apart from development of the stand‐alone project website which will be completed in July. At your request, GBS is pleased to furnish you with the attached amendment request to continue our Project Management and Funding Plan advancement services through the end of 2023 while the City awaits FSP grant award notification. To build upon the progress thus far, we propose work continue on two tasks as summarized in the table below. Attached is a detailed scope of work and budget for your consideration.
1211 Newell Avenue, Suite 200,, Walnut Creek, CA 94596 Phone 925‐937‐0980 Fax 925‐947‐3177 www.graybowenscott.com
Task Title Activities by Dec. 31, 2023 Budget
Task 1: Project
Management and
Controls
Oversee Design Consultant.
Manage and monitor the Construction Cost Estimate and Project Schedule.
Cost Monitoring Reports.
Manage the Risk Register and implement mitigation
strategies.
Resolve project design issues.
Coordinate with UPRR and CCJPA
Initiate UPRR Capacity Analysis.
$106,008
Task 2: Funding Plan
Advancement
Perform strategic coordination and advocacy with key
funding partners.
Coordinate with CalSTA on TIRCP award conditions.
Coordinate with FRA to support FSP application.
Evaluate new funding opportunities.
Manage the Funding Plan showing target fund sources
compatible with the Project delivery schedule.
$92,379
Task 2A: TIRCP Cycle 7
(Optional)
Develop TIRCP Cycle 7 Application (if determined
appropriate within the Funding Strategy).
$113,782
Totals $312,169
* If the grant opportunity is appropriate based upon the work conducted in Task 2The City Manager would be authorized by City Council to initiate the work of Task 2A.
GBS is prepared to make a commitment of time and treat this project as a priority. We appreciate the opportunity to continue assisting the City of Hercules in the effort to secure full funding to construct the Hub and bring new intercity rail service to Hercules. If you have any questions or would like any additional information, please do not hesitate to call me.
Very truly yours,
Leo S. Scott
President
Attachment: Scope of Work
Proposed Budget
cc: Sheena Patel
1211 Newell Avenue, Suite 200,, Walnut Creek, CA 94596 Phone 925‐937‐0980 Fax 925‐947‐3177 www.graybowenscott.com
EXHIBIT A
CITY OF HERCULES
HERCULES HUB
GRAY‐BOWEN‐SCOTT
AMENDMENT #2
SCOPE OF WORK
The Gray‐Bowen‐Scott Team (Consultant) shall continue to provide the City the following services to support the delivery of the Hercules Hub Project for the remainder of the 2023 calendar year (approximately 6 months). Services are defined in two tasks:
Task 1 – Project Management & Controls
Task 2 – Funding Plan Advancement
Task 2A – TIRCP Cycle 7 Grant Application (Optional)
Task 1 ‐ Project Management and Controls
This task is focused on leadership of the project’s delivery. Consultant will serve as the City’s Deputy Project Manager providing direct management of the City’s design consultant contract scope, cost, and schedule. Consultant will serve as the City’s extension of staff for project delivery issues with the City’s partners, stakeholders, and consultants as required and will keep the City’s Project Manager apprised of, and involved in, project progress and issues on a regular basis. The specific subtask include:
Contract Management
Prepare monthly invoices and progress reports.
Manage the design consultant contracts including review and approval of invoices and processing amendments as needed.
Project Meetings and Communication
Attend bi‐weekly meetings with design consultants to provide guidance and oversight. Prepare for and attend bi‐weekly meetings with the City to provide updates on project delivery and funding status.
Prepare for and attend monthly meetings with CCJPA to discuss engineering and funding issues and opportunities.
Arrange and facilitate meetings as needed to address project issues. Lead and/or attend various project‐specific meetings, including meeting preparation. Report regularly to City on progress, issues, and resource needs. Provide as‐needed project status reports and funding reports. Serve as the liaison between the project team and the City. Serve as the primary liaison between the City and key stakeholders. Work with the City to ensure public questions and concerns are addressed.
Project Execution and Issue Resolution
Provide leadership to the Project Team, including project vision, delivery goals and team decision‐making protocols.
1211 Newell Avenue, Suite 200,, Walnut Creek, CA 94596 Phone 925‐937‐0980 Fax 925‐947‐3177 www.graybowenscott.com
Develop strategies to guide various project issues to resolution. Work to establish regular communication with UPRR and to resolve issues as they arise. Work with CCJPA to identify reasonable time‐loss mitigation options for the project. Coordinate with UPRR to initiate UP Capacity Analysis including development of associated Reimbursement Agreement.
Project Controls
Regularly update the project risk register to identify, manage, and communicate project risks and mitigation strategies; implement selected mitigation measures. Monitor and manage the Project Cost Estimate including escalation and risk contingency. Compile and monitor all project expenditures against approved funded project budget. Monitor and manage the detailed project schedule. Document assumptions with respect to project schedule.
Task 1 Deliverables
Project Cost Estimate
Project Risk register
Project Schedule
Cost monitoring report
Task 2 – Funding Plan Advancement
This task is focused on management of the project’s Funding Plan to position for identified funding programs and evaluate new funding opportunities as they arise. It includes strategic stakeholder coordination and advocacy to establish and reinforce stakeholder support for potential funding opportunities. The specific subtask include:
Strategic Guidance and Stakeholder Coordination (with Zell & Associates) The Consultant team will conduct ongoing coordination with key stakeholders to brief them on the findings and recommendations resulting from past and current planning, technical, and engineering studies to foster and secure support for grant funding. As appropriate, Consultant will strategize with stakeholders to pursue grant funding opportunities consistent with the Funding Plan. Stakeholders will include groups such as community, business, and advocacy organizations as well as agency partners such as MTC, CCTA, WCCTAC, WestCat, and WETA. This subtask includes regular meetings with City management staff to continually refine and strategize our ongoing work program and coordinate the implementation of our advocacy efforts.
Eric Zell, Zell & Associates, will lead all government relations and public affairs strategies and stakeholder engagement for the team.
Monitor and Update Funding Plan
Arrange periodic meetings with executive management of funding agencies and the City to facilitate joint decisions on policy‐level issues such as funding strategies and programming options.
Facilitate or participate in meetings with City’s funding partners to achieve consensus on funding opportunities.
Evaluate new funding opportunities for project eligibility, competitiveness, and timelines.
1211 Newell Avenue, Suite 200,, Walnut Creek, CA 94596 Phone 925‐937‐0980 Fax 925‐947‐3177 www.graybowenscott.com
Monitor and revise the project’s Funding Plan as new opportunities become available. Coordinate with CalSTA and Caltrans Division of Mass Transit to evaluate design phase funding strategy with respect to TIRCP and FSP.
Coordinate with FRA to identify and pursue steps to confirm local match eligibility for potential expenditure of TIRCP funds.
Compile TIRCP grant requirements such as procurement limitations, timely use of funds deadlines, and invoice reporting.
Task 2 Deliverables
Funding Plan showing target grants and the Project delivery schedule
Task 2A – TIRCP Cycle 7 Grant Application (Optional)
Consultant will prepare and apply for grant funding through the California State Transportation Agency’s (CalSTA) Transit and Intercity Capital Rail Program (TIRCP) Cycle 7. The Program’s Draft Guidelines are anticipated in fall of 2023, and the Call for Projects is anticipated to be released in November 2023 with applications due in Winter 2024. As part of this task, Consultant will:
Research the new TIRCP guidelines, priorities, and selection criteria. Attend webinars and structure and facilitate meetings with key stakeholders including CalSTA and CCJPA as required. Gather background information and documents from the City and their design consultant to support the grant application.
Prepare the grant application narrative, and required forms including statement of work, project cost, funding plan, and schedule.
Prepare graphics and exhibits.
Draft letters of support and coordinate with various elected officials and agencies to secure letters of support.
Develop a quantitative Greenhouse Gas Reduction analysis for the project. Prepare a draft and final grant application for City review.
Task 2A Deliverables
TIRCP Cycle 7 Grant Application
Task No. Description Hours Dollars
1 Project Management & Controls 360 106,008.00$ 2 Funding Plan Advancement 260 92,379.00$ 2A TIRCP Cycle 7 Grant Application (Optional) 482 113,782.00$ Totals 842 312,169.00$
Gray‐Bowen‐Scott
CITY OF HERCULES ‐ HERCULES HUB
Amendment #2 ‐ Budget
EXHIBIT B
FIRM:
KEY STAFF:
Leo Scott,
Project Manager
Matt Todd,
Funding Support
Norma Ortega, Industry
Advisor
Sheena Patel, Project
Management Support
Erin Heltne,
Project Controls
Margaret Strubel,
Graphics
Grace Doi,
Grant Writer
Administrative Support
Eric Zell,
Strategic Outreach
Bobby Winston,
Strategic Outreach
John Marshall,
Principal Engineer
Ari Niemi,
Sr. Rail Engineer
Ryan Bissegger,
Funding Analyst
Principal Economist
Associate Economist
Administration
Rates ($/hr) 472.00 378.00 446.00 315.00 278.00 179.00 170.00 170.00 446.00 446.00 352.00 252.00 303.00 440.00 115.00 140.00 MILESTONES/TASKS: Hrs
Task 1P r o j e c t Management & Controls
Task 1.1 Contract Management 0.00 0.00 0.00 24.00 5.00 0.00 0.00 35.00 ‐$ 14,900.00$ 0.00 0.00 ‐$ 0.00 0.00 ‐$ 0.00 ‐$ 0.00 0.00 0.00 ‐$ 14,900$ Task 1.2 Project Meetings & Communication 16.00 0.00 0.00 82.00 12. 00 0.00 24.00 0.00 250 $ 41,048.00$ 0.00 0.00 ‐$ 4.00 8.00 3,424$ 0.00 ‐$ 0.00 0.00 0.00 ‐$ 44,472$ Task 1.3 Project Execution and Issue Resolution 10.00 0.00 0.00 67.00 0.00 0.00 0.00 0.00 ‐$ 25,825.00$ 0.00 0.00 ‐$ 0.00 10.00 2,520$ 0.00 ‐$ 0.00 0.00 0.00 ‐$ 28,345$ Task 1.4 Project Controls 0.00 0.00 0.00 21.00 42.00 0.00 0.00 0.00 ‐$ 18,291.00$ 0.00 0.00 ‐$ 0.00 0.00 ‐$ 0.00 ‐$ 0.00 0.00 0.00 ‐$ 18,291$ TASK 1 TOTAL HOURS 26.00 0.00 0.00 194.00 59.00 0.00 24.00 35.00 338.00 0.00 0.00 0.00 4.00 18.00 22.00 0.00 0.00 0.00 0.00 0.00 0.00 360.00 TASK 1 COST 12,272 $ ‐ $ ‐ $ 61,110$ 16,402$ ‐ $ 4,080$ 5,950$ 250$ 100,064$ ‐$ ‐ $ ‐$ 1,408$ 4,536$ 5,944$ ‐ $ ‐ $ ‐$ ‐ $ ‐ $ ‐$ 106,008$ Task 2 Funding Plan Advancement
Task 2.1 Strategic Guidance and Stakeholder Coordination 12.00 0.00 0.00 6.00 0. 00 0.00 0.00 0.00 250 $ 7,804.00$ 72.00 24.00 42,816$ 0.00 0.00 ‐$ 0.00 ‐$ 0.00 0.00 0.00 ‐$ 50,620$ Task 2.2 Monitor and Update Funding Plan 16.00 10.00 0.00 57.00 14. 00 0.00 49.00 0.00 250 $ 41,759.00$ 0.00 0.00 ‐$ 0.00 0.00 ‐$ ‐$ ‐$ 0.00 0.00 0.00 ‐$ 41,759$ TASK 2 TOTAL HOURS 28.00 10.00 0.00 63.00 14.00 0.00 49.00 0.00 164.00 72.00 24.00 96.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 260.00 TASK 2 COST 13,216 $ 3,780$ ‐ $ 19,845$ 3,892$ ‐ $ 8,330$ ‐ $ 500$ 49,563$ 32,112$ 10,704$ 42,816$ ‐$ ‐ $ ‐$ ‐ $ ‐ $ ‐$ ‐ $ ‐ $ ‐$ 92,379$ Task 2A TIRCP Cycle 7 Grant Application (Optional)
12.00 0.00 8.00 74.00 0.00 40.00 220.00 0.00 ‐$ 77,102.00$ 24.00 0.00 10,704$ 0.00 0.00 ‐$ 32.00 9,696$ 24.00 40.00 8.00 16,280$ 113,782$ TASK 2A TOTAL HOURS 12.00 0.00 8.00 74.00 0.00 40.00 220.00 0.00 354.00 24.00 0.00 24.00 0.00 0.00 0.00 32.00 32.00 24.00 40.00 8.00 72.00 482.00 TASK 2A COST 5,664 $ ‐ $ 3,568$ 23,310$ ‐ $ 7,160$ 37,400$ ‐ $ ‐ $ 77,102$ 10,704$ ‐ $ 10,704$ ‐$ ‐ $ ‐$ 9,696$ 9,696$ 10,560$ 4,600$ 1,120$ 16,280$ 113,782$
Total Hours 66.00 10.00 8.00 331.00 73.00 40.00 293.00 35.00 856.00 96.00 24.00 120.00 4.00 18.00 22.00 32.00 32.00 24.00 40.00 8.00 72.00 1102.00 Total Cost 31,152$ 3,780$ 3,568$ 104,265$ 20,294$ 7,160$ 49,810$ 5,950$ 750$ 226,729$ 42,816$ 10,704$ 53,520$ 1,408$ 4,536$ 5,944$ 9,696$ 9,696$ 10,560$ 4,600$ 1,120$ 16,280$ 312,169$ Mark Thomas &
JMA Civil
TotalsHrs Hrs
Mark Thomas
Totals
Zell
Totals
Zell & Associates
GRAY‐BOWEN‐SCOTT
City of Hercules Hub
CONSULTANT SERVICES
DETAILED COST PROPOSAL ‐ AMENDMENT #2
Gray‐Bowen‐Scott JMA Civil
TEAM TOTAL
Hrs
Gray Bowen Scott
Totals
Other Direct Costs
Hrs
HDR
HDR
Totals
Hercules Hub_GBS Amendment #2 Fee_2023-05-30.xlsx