ITEM 4. 15
CITY MANAGER' S REPORT
SEPTEMBER 11, 2023 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE AMENDMENT NO. 1 WITH DOKKEN
ENGINEERING FOR PROFESSIONAL
ENGINEERING SERVICES FOR THE HARLAN
ROAD REALIGNMENT AT ROTH ROAD, CIP PS
14- 04
RECOMMENDATION: Adopt Resolution Approving Amendment No. 1 with Dokken Engineering for Professional
Engineering Services for the Harlan Road
Realignment at Roth Road, CIP PS 14- 04
SUMMARY:
The City of Lathrop contracted with Dokken Engineering ( Dokken) to provide professional and technical engineering services for the Harlan Road Realignment at Roth Road, Capital Improvement Project ( CIP) PS 14- 04 ( Project). The original scope of work included the preparation of a precise plan line for Harlan Road, and completion of environmental, design, and right- of- way acquisition phases.
The use of retention basins was analyzed during environmental and preliminary designs to manage the Project' s stormwater runoff. However, after further evaluation of the storm drainage system in the Project vicinity, the City has elected for the installation of a new storm drain trunk line along Harlan Road ( Trunk Line). The Trunk Line will serve as the backbone for future developments and roadway improvements, eliminate basin maintenance costs and reduce right- of- way impacts.
Amendment No. 1 ( Attachment B) is needed to perform additional services, including the design of the Trunk Line and the corresponding environmental, permitting and final contract documents to complete the design and right- of- way acquisition phases.
Staff is requesting City Council approve Amendment No. 1 with Dokken for $ 155, 087 to design the new storm drain Trunk Line and revise the environmental, permitting, and right- of-way acquisition phases of the Project.
Sufficient funds have been allocated within the Fiscal Year ( FY) 2023- 2024 approved budget.
BACKGROUND:
On October 14, 2019, City Council approved a Professional Services Agreement with Dokken Engineering for professional engineering consulting services for the Project.
These services included the preparation of a precise plan line for Harlan Road, environmental assessment and permitting, traffic analysis, design & right- of-way acquisition phases.
CITY MANAGER' S REPORT
SEPTEMBER 11, 2023 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 1 WITH DOKKEN ENGINEERING FOR
PROFESSIONAL ENGINEERING SERVICES FOR THE HARLAN ROAD
REALIGNMENT AT ROTH ROAD, CIP PS 14- 04
Initial environmental and preliminary designs included the construction of retention basins to manage the Project' s stormwater runoff. After evaluating the storm drainage system in the Project vicinity, the City has opted for the installation of a new storm drain Trunk Line along Harlan Road. This storm drain will serve as the backbone for future developments and roadway improvements, eliminate basin maintenance costs and reduce right of way impacts.
Staff solicited and received a proposal from Dokken to design the new storm drain Trunk Line, revise the corresponding environmental, permitting and final contract documents, and complete the design and right- of- way acquisition phases. Thus, staff is requesting City Council approve Amendment No. 1 with Dokken for $ 155, 087 to prepare the additional design and construction documents for the Project.
REASON FOR RECOMMENDATION:
This new storm drain Trunk Line will provide sufficient capacity for the Harlan Road realignment north and south of Roth Road and on- site drainage from adjacent properties.
Approval of Amendment No. 1 with Dokken will allow staff to move forward with completing the design phase, preparing for right- of- way acquisition, and proceed with construction of the Project.
FISCAL IMPACT:
The cost of the Amendment No. 1 is $ 155, 087. Sufficient funds have been allocated within FY 23- 24 approved budget.
ATTACH M ENTS:
A. Resolution Approving Amendment No. 1 with Dokken Engineering for Professional Engineering Services for the Harlan Road Realignment at Roth Road, CIP PS 14- 04 B. Amendment No. 1 with Dokken Engineering for Professional Engineering Services to the Harlan Road Realignment at Roth Road, CIP PS 14- 04, and Related Budget Amendment
CITY MANAGER' S REPORT
SEPTEMBER li, 2023 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 1 WITH DOKKEN ENGINEERING FOR
PROFESSIONAL ENGINEERING SERVICES FOR THE HARLAN ROAD
REALIGNMENT AT ROTH ROAD, CIP PS 14- 04
APPROVALS
Dd- 6 - so 3
Angel Abarca Date
Assistant Engineer
zBrad T ylor Date
City Engineer
1 a
Cari Ja Date
Directo f Finance
1 8 • 1 - zozz
Michael King Date
Assistant City Manager
Z
Salvador Navarrete Date
City Attorney
S -Zq •Z3
ephen ). Salvatore Date
City Manager
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP APPROVING AMENDMENT NO. 1 WITH DOKKEN ENGINEERING FOR
PROFESSIONAL ENGINEERING SERVICES FOR THE HARLAN ROAD
REALIGNMENT AT ROTH ROAD, CIP PS 14- 04
WHEREAS, on October 14, 2019, City Council approved a Professional Services Agreement with Dokken Engineering ( Dokken) to provide professional and technical engineering services for the Harlan Road Realignment at Roth Road, Capital Improvement Project ( CIP) PS 14- 04 ( Project); and
WHEREAS, the original scope of work included the preparation of a precise plan line for Harlan Road, and completion of environmental, design, and right- of- way acquisition phases; and
WHEREAS, initial environmental and preliminary designs included the construction of retention basins to manage the Project' s stormwater runoff; and WHEREAS, after evaluating the storm drainage system in the Project vicinity, the City has opted for the installation of a new storm drain trunk line along Harlan Road ( Trunk Line); and
WHEREAS, the Trunk Line will serve as the backbone for future developments and roadway improvements, eliminate basin maintenance costs and reduce right- ofway impacts; and WHEREAS, Amendment No. 1 is needed to perform additional services, including the design of the Trunk Line and the corresponding environmental, permitting and final contract documents to complete the design and right-of-way acquisition phases; and
WHEREAS, staff is requesting City Council approve Amendment No. 1 with Dokken for $ 155, 087 to design the new storm drain Trunk Line and revise the environmental, permitting, and right- of-way acquisition phases for the Project; and WHEREAS, sufficient funds have been allocated within the Fiscal Year 2023- 2024 approved budget.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve Amendment No. 1 with Dokken Engineering for Professional Engineering Services for the Harlan Road Realignment at Roth Road, CIP PS 14- 04, in the amount of $ 155, 087.
The foregoing resolution was passed and adopted this 11th day of September, 2023 by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney ATTACHMEN7
M p
AMENDMENT NO. 1
TO THE AGREEMENT BETWEEN THE CITY OF LATHROP AND
DOKKEN ENGINEERING DATED SEPTEMBER 11, 2023
TO PROVIDE PROFESSIONAL ENGINEERING SERIVCES FOR THE HARLAN ROAD REALIGNMENT AT ROTH ROAD, CIP PS 14- 04
THIS AMENDMENT ( hereinafter " AMENDMENT NO. 1") to the agreement between Dokken Engineering and the City of Lathrop, ( hereinafter" AGREEMENT") dated for convenience this 11th day of September 2023, is by and between Dokken Engineering (" CONSULTANT") and the City of Lathrop, a California municipal corporation (" CITY"); RECITALS:
WHEREAS, CONSULTANT is specially trained, experienced, and competent to perform Engineering and Right-Of-Way Services, which are required by this agreement; and WHEREAS, CITY selected the CONSULTANT pursuant to said qualifications; and WHEREAS, on October 14, 2019, CONSULTANT and CITY entered into an AGREEMENT to provide Professional Engineering Consulting Services for the Harlan Road Realignment at Roth Road, CIP PS 14- 04, in the amount of$ 1, 015, 674; and WHEREAS, CONSULTANT has provided CITY with a scope of work attached hereto as Exhibit " A" for Amendment No. 1 to provide additional professional and technical engineering services to revise and complete environmental, design, and right- of-way acquisition phases; and WHEREAS, CONSULTANT is willing to render such engineering services, as hereinafter defined, on the following terms and conditions.
NOW, THEREFORE, CONSULTANT and the CITY agree as follows:
AMENDMENT NO. 1 TO AGREEMENT
1) Scope of Service. Section ( 1) of the AGREEMENT is hereby amended to add the following:
CONSULTANT agrees to perform Engineering and Right-Of-Way Services in accordance with the scope of work and fee proposal provided by CONSULTANT, attached hereto as Exhibit" A" in addition to the scope of work in the original AGREEMENT dated October 14, 2019. CONSULTANT agrees to diligently perform these services in accordance with the upmost standards of its profession and to CITY' S satisfaction. 2) Compensation. Section ( 2) of the AGREEMENT for Consulting Services is hereby amended as follows:
City hereby agrees to pay CONSULTANT an additional cost of 155 087 for the services set forth in Exhibit "A" of this AMENDMENT NO. 1.
CITY OF LATHROP- DOKKEN ENGINEERING
AMENDMENT NO. 1 FOR THE HARLAN ROAD REALIGNMENT AT ROTH ROAD, CIP PS 14- 04 3) Effective Date and Term
The effective date of AMENDMENT NO. 1 is September 11, 2023, and it shall terminate no later than December 31, 2024. All other terms of the original AGREEMENT shall remain in full force and effect.
4) A plicabilitY to Oriqinal Consultant AGREEMENT
All terms and conditions set forth in the AGREEMENT dated April 12, 2021 are still in effect and are incorporated by reference herein and said AGREEMENT is incorporated by reference herein.
5) Siqnatures
The individuals executing this AMENDMENT NO. 1 represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this AMENDMENT NO. 1 on behalf of the respective legal entities of the CONSULTANT and the CITY. This agreement shall inure to the benefit of and be binding upon the parties hereto and their respective successors and assigns.
CITY OF LATHROP— DOKKEN ENGINEERING
AMENDMENT NO. 1 FOR THE HARLAN ROAD REALIGNMENT AT ROTH ROAD, CIP PS 14- 04 Approved as to Form: City of Lathrop
City Attorney
z-/• J-z, 3
Salvador Navarrete Date
Recommended for Approval: City of Lathrop
Assistant City Manager
Michael King Date
Approved by: City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Stephen J. Salvatore Date
City Manager
Consultant: Dokken Engineering
110 Blue Ravine Road, Suite 200
Folsom, CA 95630
Federal ID #
Lathrop Business License #
Signature Date
Print Name and Title
EXHIBIT~~ HARLAN ROAD REALIGNMENT AT ROTH ROAD( PS 14- 04)
CITY OF LATHROP PUBLIC WORKS DEPARTMENT
DRAINAGE TRUNKLINE AMENDMENT
Scope of Work
The Dokken Engineering Team ( CONSULTANT) will perform additional professional and technical engineering services to include the Harlan Road drainage trunkline in the project Environmental Document, Permitting and Final Contract Documents for the Harlan Road Realignment at Roth Road ( PS 14- 04).
TASK 2. 0 SURVEY AND BASE MAPPING
Task 2. 2 Topographic Surveys
CONSULTANT will perform additional detailed ( non- aerial) topographic surveying and base mapping derived from the established horizontal and vertical control for the project. The limits of survey begin at the intersection of Harlan Road and Slate Street and continue northerly along Harlan Road for approximately 0. 7 mile. The purpose of the survey is for the design and construction of a new drainage trunkline along Harlan Road. As such, a full roadway design level topographic survey is not necessary. Topographic surveying will include, but is not limited to roadway improvements, edge of pavement and concrete, edge of traveled way, curbs, flowlines, walks, ditches, fences, drainage, manholes, inlets, and all visible utilities within the roadway. CONSULTANT will locate roadway improvements at 50' intervals or closer, including all curve points and grade breaks. CONSULTANT will perform base mapping of topographic information to include planimetrics, 1' contours and digital 3D surface. All topographic data will be downioaded, processed, and reviewed by CONSULTANT staff for internal quality assurance.
The topographic data will be mapped in AutoCAD, including a digital terrain model ( DTM) of the existing ground surface and survey points in ASCII format. Boundary and Right of Way surveys will not be mapped as all improvements will be constructed within the existing paved roadway.
Deliverables: Topographic Survey Data, DTM and ASCII Point Files Task 2. 4 Utility A Letters
CONSULTANT will prepare supplemental Utility " A" letters and project exhibits for distribution to all potentially impacted utility owners to support the increased project area for the drainage trunkline extension. The base plans will be clearly marked " A Plans" and the transmittal letter will clearly identify this project as a CITY project. These plans will include proposed project limits, right of way limits, proposed roadway geometry, and visible known features. Response from the utility owner will be requested within 15 days of receipt of the " A" plans. As- built utility information and planned utility information will be obtained and provided to the CITY for their records. In addition, CONSULTANT will contact the utility owner directly to verify the request has been received. CONSULTANT will incorporate the obtained maps and utility information to compile a utility base map.
Deliverables: Utility A Letters, Utility Base Mapping
TASK 3. 0 PRELIMINARY ENGINEERING AND PRECISE PLAN LINE Task 3. 3 Drainage Report
CONSULTANT will add the drainage analysis required for the added Harlan Road drainage trunkline to the project Drainage Report. The inclusion of the Harlan Road trunkline was not included in the original scope and fee for the project.
Consultant will gather and review available reports, modeling data, and mapping related to the Harlan Road trunkline. This includes any CITY drainage master plans, prior drainage studies for the project, recent drainage studies prepared for adjacent development, record drawings, FEMA floodplain data, topographic mapping and survey data, and proposed roadway layouts.
CONSULTANT will support the environmental clearance of the additional scope.
HARLAN ROAD REALIGNMENT AT ROTH ROAD( PS 14- 04)
µ, ,.. CITY OF LATHROP PUBLIC WORKS DEPARTMENT
DRAINAGE TRUNKLINE AMENDMENT
CITY criteria and standards will be used for sizing the various drainage and water quality facilities required for the project. The on- site hydraulic analysis will include spread analysis for inlet spacing, pipe sizing, storage sizing, and outfall sizing. Water quality and hydromodification calculations will be performed and features designed in support of the project. Sizing of all facilities will be based on build out conditions and potential land use changes within the project area.
Deliverables: Drainage Report
TASK 4.0 ENVIRONMENTAL ANALY515
Task 4. 8 CEQA IS/ MND Addendum
The Project was approved by the City under CEQA using an IS/ MND in 2021. Since then, the Project design has been slightly modified to include the Harlan Road drainage trunkline; however, no additional impacts are anticipated to occur as a result of the revised design that weren' t previously disclosed in the original IS/ MND, and an Addendum to the 2021 environmental document would be appropriate. CONSULTANT will prepare the Addendum to the IS/ MND in coordination with the City. As part of the Addendum, analysis for impacts to biological resources, cultural resources, and hazardous waste will need to be updated as a result of the additional study area. This scope and fee include new surveys for biological and cultural resources as well as hazardous waste. All findings will be summarized within the CEQA IS/ MND Addendum. No additional mitigation measures are anticipated. This scope and fee include the cultural record search fee direct cost of $ 1000 and the hazardous waste record search fee direct cost of $ 350. No public circulation or Council approval is required for the Addendum.
Deliverable: Draft and Final CEQA IS/ MND
TASK 5. 0 UTILITY RELOCATION
Task 5. 2 Utility Potholing
CONSULTANT will perform additional potholing of existing utilities to determine conflicts with the proposed Harlan Road drainage trunkline. Up to 20 additional potholes are assumed.
CONSULTANT will prepare a potholing report identifying date, location, depth, type of utility potholed, and type and number of conduits. Potholing data will be included in the 65% Preliminary Plan Submittal.
Deliverable: Utility Potholing Records
TASK 7. 0 FINAL DESIGN
Task 7. 2 65% Plans and Estimate
CONSULTANT will prepare 65% plans and estimates for the Harlan Road drainage truckline and include them with the main project documents.
The following additional sheets are expected to be part of the 65% Plans ( Total 17):
Pro ect Control/ Surve Control 1
Draina e Plan and Profile 5
Draina e Details 4
Utilit Plans 2
Sta e Construction/ Traffic Handlin Plans 4
Construction Area Si ns and Detour Plan 1
HARLAN ROAD REALIGNMEN AT ROTH ROAD( PS 14- 04)
CITY Of LATHROP PUBLIC WORKS DEPARTMENT
DRAINAGE TRUNKLINE AMENDMENT
CONSULTANT will prepare an Engineer' s Estimate of construction costs, based on preliminary quantity takeoffs and current unit prices. A reasonable upward adjustment will be applied to all bid quantities that may vary during consiruction to allow for any necessary design adjustments.
Deliverables: 65% Plans and Estimate
Task 7. 4 95% Plans, Specifications and Estimate
CONSULTANT will prepare 95% plans, specifications and estimate for the Harlan Road trunkline based on the 65% submittal and review comments.
The following additional sheets are expected to be part of the 95% Plans ( Total 13):
Pro' ect Control/ Surve Control 1
Draina e Plan and Profile 5
Draina e Details 5
Utilit Plans 2
Sta e Construction/ Traffic Handlin Plans 4
Construction Area Si ns and Detour Plan 1
CONSULTANT will prepare Special Provisions Specifications for the project based on the CITY' s Standard Special Provisions and Standard Specifications. Specifications will be modified as appropriate to the meet the project needs. As necessary, the Special Provisions will be supplemented by Caltrans Standard Specifications and Special Provisions.
CONSULTANT will prepare an Engineer' s Estimate of construction costs, based on preliminary quantity takeoffs and current unit prices. A reasonable upward adjustment will be applied to all bid quantities that may vary during construction to allow for any necessary design adjustments.
Deliverables: 95% Plans, Specifications, and Estimate
Task 7. 4 100% Plans Specifications and Estimate
CONSULTANT will prepare 100% plans, specifications and estimate for the Harlan Road drainage trunkline based on the 95% submittal and review comments.
Deliverables: 100% Plans, Specifications, and Estimate
Task 7. 5 final Contract Documents
CONSULTANT will prepare Final Contract Documents for the plans, specifications and estimate based on the 100% submittal and review comments for the Harlan Road drainage trunkline.
CONSULTANT will review the final documents a final time for consistency between the plans, specifications and estimate. The Final Contract Documents will be submitted to the CITY ready for advertisement.
Deliverables: Final Contract Documents
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