ITEM 4. 11
CITY MANAGER' S REPORT
JANUARY 13, 2025 CITY COUNCIL REGULAR MEETING
ITEM:
RECOMMENDATION:
APPROVE AMENDMENT NO. 3 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH
MARK THOMAS FOR THE LOUISE AVENUE /
INTERSTATE 5 INTERCHANGE PROJECT, CIP PS
06-6 AND APPROVE BUDGET AMENDMENT
Adopt Resolution Approving Amendment No. 3
to the Professional Services Agreement with
Mark Thomas for the Louise Avenue /
Interstate 5 Interchange Project, CIP PS 06-6
and Approve Budget Amendment
SUMMARY:
Due to a change in standards, Caltrans is now requesting additional environmental documentation to supplement older studies and meet current requirements. Mark Thomas Company, Inc. (Mark Thomas) has provided the City with a revised scope of work to complete the required Energy Memorandum, as required by Caltrans. The amount of the Amendment No. 3 is $ 28, 519, which includes coordination with Caltrans for new design requirements, diverging diamond design check and calculations revisions to the design standard decision document, and coordinating additional environmental reviews. Staff have reviewed the proposal and found it to be reasonable given the additional scope of services needed to complete the environmental studies under current standards.
Staff is requesting that City Council approve Amendment No. 3 to the Professional Services Agreement with Mark Thomas to provide additional environmental studies to complete the Project Approval and Environmental Document ( PA& ED) phase.
Staff is also requesting Council approve a budget amendment transferring $ 28, 519 from the Local Transportation Capital Facilities Fees ( 2250) LTF to the Streets CIP Fund ( 3310).
BACKGROUND:
On December 19, 2006, City Council approved a Professional Services Agreement with Mark Thomas in the amount of $ 2, 431, 661 to prepare the PA& ED for Capital Improvement Project ( CIP) PS 06-6 for Louise Avenue / Interstate - 5 ( I-5) Interchange ( Project). The original scope of work consisted of conducting environmental studies based on the Preliminary Environmental Assessment Report PEAR) approved by the Department of Transportation ( Caltrans) in 2007.
On November 9, 2020, City Council approved Amendment No. 1, in the amount of 698, 57to update the original scope of work and update the PA& ED phase as further CITY MANAGER' S REPORT PAGE 2
JANUARY 13, 2025 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARK THOMAS FOR THE LOUISE AVENUE / INTERSTATE 5
INTERCHANGE PROJECT, CIP PS 06-6
required by Caltrans. Furthermore, on December 11, 2023, City Council approved Amendment No. 2 in the amount of $ 207, 303 for additional studies required by Caltrans for the PA& ED.
Caltrans has updated their standards and is now requiring additional environmental documentation to meet current guidelines. An Energy Memorandum will need to be prepared to document activities related to an energy impact analyses for use in the environmental document.
Staff is requesting Council approve Amendment No. 3 with Mark Thomas to provide additional coordination services. This approval will allow for the continuation of the project as scheduled.
REASON FOR RECOMMENDATION:
To satisfy Caltrans requirements, additional environmental studies will need to be revised to current standards. Approval of Amendment No. 3 will allow Mark Thomas to finalize the additional coordination services and environmental studies needed to complete the PA& ED phase. With Caltrans approval and the environmental phase completed, the Project can move forward to the Plans, Specifications, and Estimate PS& E) phase.
FISCAL IMPACT:
Staff is requesting Council to approve a budget amendment transferring $ 28, 519 from the Local Transportation Capital Facilities Fees ( 2250) LTF to CIP PS 06-6 as follows:
Increase Transfer Out
2250- 9900-90- 9010
Increase Transfer In
3310- 9900- 393- 0000
Increase Appropriation
3310- 8000- 420- 840
PS 06-6
PS 06-6
PS 06-6
28, 519
28, 519
28, 519
CITY MANAGER' SREPORT PAGE 3
JANUARY 13, 2025 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARK THOMAS FOR THE LOUISE AVENUE / INTERSTATE 5
INTERCHANGE PROJECT, CIP PS 06-6
ATTACHMENTS:
A. Resolution Approving Amendment No. 3 to the Professional Services Agreement with Mark Thomas for the Louise Avenue / Interstate 5 Interchange Project, CIP PS 06-6
B. Contract Amendment No. 3 with Mark Thomas for Professional Services Agreement to the Louise Avenue / Interstate 5 Interchange Project, CIP PS 06-6
CITY MANAGER' SREPORT PAGE 4
JANUARY 13, 2025 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARK THOMAS FOR THE LOUISE AVENUE / INTERSTATE 5
INTERCHANGE PROJECT, CIP PS 06-6
APPROVALS:
Leisser Mazariegos
Project Manager
Brad aylor
City ngineer
Can s
Finance irector
Date
6•2&Z5
Date
1 % 6AoZS
71 RDas
Date
Michael King Date
I•( A.• ZoZ. S
Assistant City Manager
Salvador Navarrete Date
City Attorney
S en J. Salvatore
City Manager
Date
L • 8. 25
RESOLUTION NO. 25-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP APPROVING AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES
AGREEMENT WITH MARK THOMAS FOR THE LOUISE AVENUE / INTERSTATE 5 INTERCHANGE PROJECT, CIP PS 06-6 AND APPROVE BUDGET
AMENDMENT
WHEREAS, on December 19, 2006, City Council approved a Professional Services Agreement with Mark Thomas Company, Inc. (Mark Thomas) in the amount of $ 2, 431, 661to prepare the Project Approval and Environmental Document ( PA& ED) for Capital Improvement Project ( CIP) PS 06-6 for Louise Avenue / Interstate - 5 ( I5) Interchange ( Project); and WHEREAS, on November 9, 2020, City Council approved Amendment No. 1, in the amount of $698, 57to update the original scope of work and update the PA& ED phase as further required by Caltrans; and
WHEREAS, furthermore, On December 11, 2023, City Council approved Amendment No. 2 in the amount of $ 207, 303 for additional studies required by Caltrans for the PA& ED; and
WHEREAS, the original scope of work consisted on conducting environmental studies based on the Preliminary Environmental Assessment Report ( PEAR) approved by the Department of Transportation ( Caltrans) in 2007; and WHEREAS, standards have been revised and Caltrans is now requesting additional environmental documentation to meet current requirements; and WHEREAS, Mark Thomas has provided a revise scope of work and fee proposal in the amount of $ 28, 519 to complete the PA& ED; and
WHEREAS, staff has reviewed the proposal and found it to be reasonable given the additional scope of services are needed to complete the environmental studies under current standards; and
WHEREAS, staff is requesting that City Council approve Amendment No. 3 for Professional Services Agreement with Mark Thomas to provide the additional environmental studies for the PA& ED phase for a total amount of $ 28, 519; and WHEREAS, staff is also requesting Council to approve a budget amendment transferring $ 28, 519 from the Local Transportation Capital Facilities Fees ( 2250) LTF to the Streets CIP Fund ( 3310) as follows:
Increase Transfer Out
2250- 9900-90- 9010
Increase Transfer In
3310- 9900- 393- 0000
Increase Appropriation
3310- 8000- 420- 840
PS 06-6
PS 06-6
PS 06-6
28, 519
28, 519
28, 519
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve Amendment No. 3 to the Professional Services Agreement with Mark Thomas for the Louise Avenue / Interstate 5 Interchange Project, CIP PS 06-6; and
BE IT FURTHER RESOLVED, that the City Council of the City of Lathrop approves a budget amendment transferring $ 28, 519 from the Local Transportation Capital Facilities Fees ( 2250) LTF to CIP PS 06-6, as detailed above.
The foregoing resolution was passed and adopted this 13th day of January, 2025 by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Paul Akinjo, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney ATTACHMENT " B"
AMENDMENT NO. 3
TO THE AGREEMENT FOR CONSULTING SERVICES WITH MARK THOMAS FOR THE
PREPARATION OF THE PROJECT APPROVAL & ENVIRONMENTAL DOCUMENT PA& ED) FOR LOUISE AVENUE AND INTERSTATE 5 ( I-5) INTERCHANGE PROJECT CIP PS 06-6
This Contract Amendment ( hereinafter " AMENDMENT") to the agreement between Mark Thomas and the City of Lathrop dated December 19, 2006, ( hereinafter AGREEMENT") dated for convenience this January 13, 2025, is by and between Mark Thomas (" CONSULTANT") and the CITY OF LATHROP, a California municipal corporation (" CITY");
RECITALS:
WHEREAS, CONSULTANT is specially trained, experienced, and competent to provide Professional Engineering Services for the completion of a Project Approval and Environmental Document ( PA& ED); and
WHEREAS, CITY selected the CONSULTANT pursuant to said qualifications; and WHEREAS, on December 19, 2006 City Council approved the AGREEMENT with Mark Thomas to provide Professional Engineering Consulting Services in the amount of 2, 431, 661; and
WHEREAS, on November 9, 2020 City Council approved AMENDMENT No. 1 with Mark Thomas to provide additional Professional Engineering Consulting Services in the amount of $698, 57; and
WHEREAS, on December 11, 2025 City Council approved AMENDMENT No. 2 with Mark Thomas to provide additional studies required by Caltrans for the Environmental Document ( PA& ED) in the amount of $207, 303; and
WHEREAS, CONSULTANT is willing to render such Professional Engineering Services for further studies required by Caltrans for the Environmental Document ( PA& ED), as hereinafter defined, on the following terms and conditions.
NOW, THEREFORE, CONSULTANT and CITY agree as follows:
AMENDMENT No. 3 to AGREEMENT
1) Scope of Service. Section ( 1) of the AGREEMENT for Consulting is hereby amended to the following:
CONSULTANT agrees to perform additional services in conformance with the scope of work and fee proposal submitted by the CONSULTANT, attached hereto as
CITY OF LATHROP - PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 3
WITH MARK THOMAS FOR THE PREPARATION OF THE PROJECT APPROVAL & ENVIRONMENTAL DOCUMENT ( PA& ED) FOR LOUISE AVENUE AND INTERSTATE 5 I-5) INTERCHANGE PROJECT CIP PS 06-6
Exhibit " A" and incorporated herein by reference.
The aforementioned work is in addition to the scope of work in the original AGREEMENT dated December 19, 2006, Amendment No. 1 dated November 9, 2020, and Amendment No. 2 dated December 11, 2023 for Professional Engineering Consulting Services for the Louise Avenue / I-5 Interchange. The scope of work is hereby amended by adding Exhibit " A". CONSULTANT agrees to diligently perform these services in accordance with the upmost standards of its profession and the CITY' Ssatisfaction.
2) Compensation. Section (2) of the Agreement for Consulting Services is hereby amended to add the following:
City hereby agrees to pay CONSULTANT an additional sum not to exceed 28, 518.3for the professional services for the completion of a Project Approval and Environmental Document ( PA& ED) set forth in Exhibit "A". CONSULTANT shall be paid any uncontested sum due and payable within thirty ( 30) days of receipt of billings containing all information contained in Paragraph 5 of the original AGREEMENT. Compensation for any task must be equal to or less than the percentage of task complete. In no event shall CONSULTANT be entitled to compensation for work not included in Exhibit " A", unless a written change order or authorization describing the extra work and payment terms has been executed by CITY' SAuthorized Representative prior to the commencement of the work. 3) Effective Date and Term
The effective date of AMENDMENT No. 3 is January 13, 2025 and it shall terminate no later than December 30, 2025. All other terms of the original AGREEMENT shall remain in full force and effect.
4) Applicability To Original Consultant Agreement
All terms and conditions set forth in the AGREEMENT dated December 19, 2006 are still in effect and are incorporated by reference herein and said AGREEMENT is incorporated by reference herein.
5) Signatures
The individuals executing this AMENDMENT represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this AMENDMENT 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 - PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 3
WITH MARK THOMAS FOR THE PREPARATION OF THE PROJECT APPROVAL & ENVIRONMENTAL DOCUMENT (PA& ED) FOR LOUISE AVENUE AND INTERSTATE 5 I-5) INTERCHANGE PROJECT CIP PS 06-6
Approved as to Form: City of Lathrop
City Attorney
J- zo? s'
Salvador Navarrete Date
Recommended for Approval: City of Lathrop
Assistant City Manager
Approved By:
Resolution #
CONSULTANT:
Michael King Date
City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Stephen J. Salvatore Date
City Manager
Mark Thomas
701 University Ave, Suite 200
Sacramento, CA, 95825
Fed ID #
Business License #
Date
Print Name and Title)
EXHIBIT " A"
IN
MARK THOMAS
December 11, 2024
Ms. Leisser Mazariegos
City of Lathrop Public Works Department
390 Towne Centre Drive
Lathrop, CA 95330
File: SA -20103
RE: LOUISE AVENUE/ I-5Louise Avenue Interchange PA/ ED —AM #3 Request Dear Mr. Mazariegos:
Mark Thomas is requesting this amendment based on new guidance from Caltrans. This scope of work includes budget for LSA to prepare an Energy Memorandum as well as complete the new Interagency Commissions meeting and supporting documentation. Mark Thomas is requesting additional project management time associated with the continued coordination with Caltrans for new design requirements, diverging diamond design check and calculations, revisions to the design standard decision document, and coordinating additional environmental reviews.
The contract scope of work for additional environmental support and associated cost details are attached.
Please contact me if you have any questions or if I can provide additional information.
MARK THOMAS
Aaron Silva
Project Manager
Attachments
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Rate
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1. 0
PROJECT
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Project
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12 24
2 38
10, 450
Subtotal
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1 12
24 2
38 10, 450
2. 0
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0 18, 068 .
53 Subtotal
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0 0
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2 38
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6, 120
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10, 450
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LSA
October 17, 2024
Aaron Silva
Project Manager
Mark Thomas & Company, Inc.
701 University Ave # 200
Sacramento, CA 95825
CARLSBAD
CLOVIS
IRVINE
LOS ANGELES
PALM SPRINGS
POINT RICHMOND
RIVERSIDE
ROSEVILLE
SAN LUIS OBISPO
Subject: I-5/ Louise Interchange Improvements, Lathrop, California: Energy Report and Additional IAC Outreach
Mr. Silva:
Currently, LSA is working to complete the Draft IS/ MND, based on our current scope of work, dated January 11, 2021, and amended January 21ST, 2024. Based on new guidance from Caltrans, LSA has been requested to prepare an Energy Memorandum as well as complete the new Interagency Commissions ( IAC) meeting and supporting documentation. LSA had started the IAC process with contingency from the previous contract; however, additional efforts are required to complete this process. Both of these items are outside our existing scope.
SCOPE
This Scope of Work has been prepared based on information provided by Mark Thomas & Company and our knowledge of CEQA and NEPA process.
This Scope of Work is valid for a period of 1 months beginning October 2024 (work will commence on or before November 2024) and based on a 2 - month schedule. Re- scoping and/ or a budget adjustment may be required after that period has lapsed.
1. Energy Analysis Technical Memorandum
LSA will perform all activities related to an energy impact analyses for use in the environmental document and will prepare an Energy Analysis Technical Memo that documents the study results consistent with SER Annotated Outline ( January 1, 2024) by undertaking the following subtasks.
Describe the existing regulatory framework. The existing regulatory framework for energy, including existing laws and regulations and the roles of the local agencies, including the California Energy Commission ( CEC), will be described.
Obtain and Describe Environmental Setting. Project setting energy use gathered by the CEC will be utilized for the description of existing energy consumption. Other sources such as regulatory documents, professional publications, and past LSA experience in the project area will supplement background information. LSA will also summarize up- to- date information related to energy use in the project vicinity, and the State, regional, and local setting. 1504 Eureka Road, Suite 310, Roseville, California 95561 916. 772.450 www. lsa. net LSA
Assess Project construction - period energy impacts. LSA will assess energy construction impacts using factors such as the construction equipment used and the length of time for a specific construction task. Once built the project would potentially increase the number of vehicle trips in the project area and add additional stationary source emissions, such as on -site energy consumption. Regional energy consumption associated with short- tem construction will be calculated using the construction modeling results from the Air Quality study LSA conducted for this project.
Assess Project operation - period energy impacts. As the proposed project is not expected to increase vehicle capacity, nor expected to result in substantial energy use, a qualitative energy analysis will be used to comply with CEQA and will be included in the NEPA document.
Based on comparison with industry standards, recommendations for energy conservation and increased efficiencies would be included in the study if necessary. The assessment will determine if the Project would result in potentially significant environmental impact due to wasteful, inefficient, or unnecessary consumption of energy resources, during Project construction or operation, or conflict with or obstruct a State or local plan for renewable energy or energy efficiency.
Deliverable: Energy Analysis Technical Memo [ Draft and Final]
2. Finalize Interagency Consultation Presentation and Meeting LSA will perform all activities to update and finalize the Interagency Consultation ( IAC) process assuming one additional meeting with the IAC). This will include updating the Powerpoint Presentation and helping to present our revised findings to the IAC as well as address any remaining comments from the committee ( up to 8 hours).
Deliverable: Revise Power Point for IAC Meeting [ Draft and Final] Attendance and Q&A with IAC (up to 8 hours)
BUDGET
We propose to complete this Scope of Work on an hourly basis consistent with our current contract with Mark Thomas & Company, Inc. for this project. We estimate $ 18, 069 will be sufficient to complete the additional services described above. If approved, this would increase our budget from 283, 684 to $ 301, 753.
Thank you for requesting this proposal from LSA. If you approve of this Scope of Work and Budget, please provide written authorization of your approval. Please contact me at edward. heming@Isa. net or 916- 412- 1544 if you have any questions. 10/7/ 24 (P:\ MKT2012 - I - S Louise Interchange\ Admin\ugment2\ I-5 Louise Energy Report scope_ 10-7- 224. docx) 2 LSA
Sincerely,
LSA Associates, Inc.
Edward Heming, A. I.C. P
Principal Environmental Planner
Attachment: Detailed budget
10/7/ 24 (P:\ MKT2012 - 1- 5 Louise Interchange \ Admin\ Augment 2\ I-5 Louise Energy Report Scope_ 10-7- 224. docx) 3 MKT2012. P
Mark
Thomas &
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LSA
10/7 2024
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ICR:
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Year
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243. 68
347. 14
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111. 05
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17 109. 41
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185. 06 .
129. 08
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