CITY OF SANTA ROSA TRANSPORTATION AND PUBLIC WORKS
PROJECT WORK ORDER NO. A010136-2016-02A
PROJECT NAME: HEARN AVENUE AT HIGHWAY 101 INTERCHANGE ENGINEERING
SERVICES
CITY PROJECT MANAGER: CHRIS CATBAGAN
CONSULTANT PROJECT MANAGER: HOWARD MICHAEL
SCOP
E OF SERVICE: See Consultant’s Scope of Services/Proposal for Services and Fee Schedule dated July 12, 2022, attached as Exhibit B-1.
START DA
TE: AUGUST 2022 COMPLETION DATE: DECEMBER 2025
CHARGE NUM
BER FOR PAYMENT: 17075
NOT-TO-EXCEE
D AMOUNT FOR THIS WORK ORDER: $1,079,548.00
TERMS
AND CONDITIONS: This Project Work Order is issued and entered into as of the last date written below in accordance with the terms and conditions set forth in the “Master Professional Services Agreement with AECOM Technical Services, Inc., Agreement No. A010136,” dated October 11, 2016, “Project Work Order No. A010136-2016- 02, dated June 21, 2017,which is hereby incorporated and made part of this Project Work Order. In the event of a discrepancy or conflict between the terms and conditions of the Project Work Order and the Master Agreement, the Master Agreement shall govern.
PROJECT WORK ORDER HISTORY
Original Project Work Order No. A010136-2016-02 Amount: $3,500,000.00 Amendment No. A010136-2016-02A Amount: $1,079,548.00
Total: $4,579,548.00
CITY OF SANTA ROSA,
A Municipal Corporation
By: Date:
CHRIS ROGERS
Mayor
Date:
D ate:
Santa Rosa City Attorney’s Office
Attachments: Exhibit B-1 - Consultant’s proposal and fee for services for this Project Work Order CCC
CCC
AECOM Technical Services, Inc.,
A California corporation
By:
Name: Howard Michael
Title: Associate Vice President
By:
Name: Armond Tatevossian
Title: Secretary
APPROVED AS TO FORM: By:
Howard Michael (Jul 14, 2022 08:38 PDT)
Howard Michael
07/14/2022
Armond Tatevossian (Jul 14, 2022 08:53 PDT)
Armond Tatevossian
07/14/2022
Jessica Mullan (Jul 20, 2022 12:19 PDT)
AECOM
2020 L Street, Suite 300
Sacramento, CA 95811
www.aecom.com
916 414 5800 tel
July 12, 2022
Chris Catbagan, PE
Associate Engineer
City of Santa Rosa
69 Stony Circle
Santa Rosa, CA 95401
Re: US101/Hearn Avenue Interchange Improvement Project – Supplemental Budget Proposal Dear Chris:
Based on coordination with the City, AECOM has prepared this proposal for an amendment to Purchase Work Order (PWO) No. A010136-2016-02 for time and fee. The project commenced in June of 2017 and was scheduled to be completed in December of 2019. During this period of time and beyond, the City directed AECOM to perform extra services beyond the original contract scope of work. Additionally, in recent months, other services were requested by the City and Caltrans, which were supported by the City, which add to this Supplemental Budget Proposal and need for an amendment to the PWO.
The following is a summary of the extra service activities for the PWO amendment as directed to by the City and as documented in our past Progress Reports and more recently in the Project Development Team (PDT) meeting notes.
SUMMARY OF EXTRA SERVICES DOCUMENTED IN PROGRESS REPORTS Task 1 – Project Management / Project Coordination
This extra service is for the associated Project Management efforts in support of the extra services to date.
The current accounting and estimated cost to complete this effort is $105,551, which is approximately 12% of the total extra services costs and is below the industry standard for projects involving Caltrans oversight.
Task 2.1 – Support to SB-1 LLP
This extra service in the amount of $29,987 was submitted to the City on 2/18/2020 (Concurred with by the City on 6/1/2020). This covers additional funding support planning for the City’s SB-1 Local Partnership Program (LPP) grant application.
Task 2.2 – Support Build Grant
This extra service in the amount of $31,243 was submitted to the City on 2/3/2021 (Concurred with by the City on 2/11/2021).
Task 2.3 – RAISE Grant Application + Handout
This extra service was estimated at $27,307 for updating previous grant application material to align with the current 2022 RAISE Grant criteria. The USDOT debrief provided to the City and AECOM regarding the last RAISE Grant Application results occurred on March 7, 2022, and resulted in a change in scope of work as described below. Due to the extreme pace of needing to develop and submit the 2022 Application on April 14, there was no time to pause and renegotiate the application scope and fee, thus AECOM proceeded in good faith to complete our analyses and obtain a greater value BCA, which did occur. The BCA increased from the 2021 value of 1.5 to the current value of 2.1, which is a very measurable increase in project value.
The actual accounting for this effort is $61,863 and is based on the following factors associated with the evolving nature of the RAISE 2022 analysis:
Bicycle and Pedestrian Use (New): Quantification and benefit estimation of travel time savings, facility, health, and reduced automobile use for both future bicycle and pedestria n
use
of the Hearn Overcrossing. Each were analyzed individually. This task included: review of background studies, several conference calls with city staff to develop/review data availability, EXHIBIT B-1
Mr. Catbagan
7/12/2022
2 development of current and future use projections, alternate route assumptions and analysis approach. Prior RAISE 2021 did not quantify or estimate these benefits. Transit use (New): Quantification and benefit es timation of transit rider travel time savings.
This task included: review of background studies/data, several conference calls with CityBus staff to develop/review data availability, development of current and future use projections, alternate route assumptions and analysis approach. Prior RAISE 2021 did not quantify or estimate these benefits.
Emergency Response (New): Quantification and benefit estimation of transit rider travel time savings. This task included: review of background studies/data, conference calls with City’s Fire Marshall staff to discuss data availability, development current and future use projections, determine reduced response time assumptions and analysis approach. Prior RAISE 2021 did not quantify or estimate these benefits. This involved the following:
Calculated the difference between free flow speed and congested speed for each direction of Hearn Avenue using both the SCTA model and the TOAR results for the no build and build conditions for each analysis year,
Estimated the time savings that an emergency vehicle might be able to have assuming the Hearn Avenue is widened, and
Documented the results of this travel time analysis.
Safety (New): A detailed review of the 2021 Grant Application was performed in response to USDOT comments regarding crash analysis that involved:
o Added crash data from 2021 to the analysis of the Hearn Avenue and US 101 corridors,
o Added ped-bike specific crash data from 2012 – 2021 to the analysis of Hearn Avenue,
o Coordinated with the City of Santa Rosa to get property damage only crash data for the study area,
o Developed and provided map to City of Santa Rosa where crash data for analysis was needed,
o Reviewed data from the City and compared against the TIMS data set, o Reviewed 2010 and 2018 Update to the Ped-Bike Master Plan for Santa Rosa. o Reviewed crash analysis, high injury network, and developed write-up for Tech Memo/Grant Application,
o Deep dive in 2015 fatal crash on US 101 southbound off-ramp to Hearn Avenue and developed justification write-up why this crash was eliminated from our analysis, o Updated Safety Tech Memo from 2021 RAISE Grant Application, o Updated predictive safety analysis to include the years 2041 – 2046 for Hearn Avenue,
o Developed safety analysis for ped-bikes treatments on Hearn Avenue, o Updated safety discussion in Grant Applic ation to reflecting additional crash data used in this update cycle,
o Coordination with other team members to discuss safety analysis, analysis gaps, and to modify safety memo based on review and feedback,
Mr. Catbagan
7/12/2022
3 o Participated in bi-weekly check-in calls and other regular project coordination calls regarding safety and the BC analysis, and
o Providing scope of work and hours review of out-of-scope efforts. Handout (Leave behind)
o Prepared a leave behind for the City to have their political advocate distribute to the Federal Secretary of Transportation and his staff. This leave behind will help elevate the project in the minds of the decision maker and allows them to see this project’s benefits at glance and to easily be reminded of the value the project provides for funding that the Federal Government has to provide.
This added effort and strategic/systematic analyses performed by the AECOM economists and application authors increased the past BCA ratio from 1.5 to 2.1 which clearly increases this project’s candidacy for funding.
Task 2.4 – New General Funding Support
This extra service in the amount of $49,967.13 was requested by the City to be included for supporting the City in upcoming funding grant application writing.
Task 8.1 – Pothole City Water
This extra service in the amount of $10,612 was submitted to the City on 2/4/2019 (Concurred with by the City on 2/13/2019). This covers additional utility positive locating work (potholing) for the existing City waterline that crosses under Route 101.
Task 8.2 – Additional Traffic Data
This extra service in the amount of $2,000 was submitted to the City on 1/24/2019 (Concurred with by the City on 1/30/2019). This covers additional traffic count data that needs to be collected to support the temporary weekend closure of Hearn Avenue between Corby Avenue and Santa Rosa Avenue.
Task 8.3 – Added Irrigation System
This extra service in the amount of $52,800 was submitted to the City on 6/26/2018 (Concurred with by the City on 7/24/2018). This covers additional design work associated with adding an irrigation system to the interchange area as requested by Caltrans following their review of the 35% submittal.
Task 8.4 – Added Multipurpose Path (Plans, Specs & Estimate) This extra service was initially estimated at $145,000 for incorporating the multi-purpose trail along Hearn Ave. on the roadway and the bridge overcrossing, and through the intersections of Corby Ave. and Santa Rosa Ave. The work involved revising the design and plans to incorporate this trail and this includes:
Redesign and 3D modeling of 8 curb ramps,
Added two new typical sections,
Revised drainage inlet locations which effected most drainage systems reflected on the drainage plans and profiles, including drainage details, Revised temporary drainage systems and the temporary drainage plans, profiles, and details, Revised striping plans,
Revised grading plans,
Revised loop detector and signal pole’s locations,
Revised stage construction layouts and sections,
Mr. Catbagan
7/12/2022
4 Revised base geometry file and updated on most plan sheets, Revised most construction details,
Redeveloped 3D model and surface,
Requantifying and estimating.
This extra services work was further influenced from changes made to the multi-purpose path cross section as the City and Caltrans further considered the implementation of the originally agreed to plan. The progression of changes made to the trail are as follows:
June 2021 – Began incorporating the approved plan,
March 15, 2022 – Met with Caltrans and the City to discuss City’s desire for revising the cross section to make greater use of the cross-section space, o Obtained concurrence at this meeting,
o Began updating design and plans,
April 6,2022 – Presented updated trail plan at PDT meeting, o Changes suggested by various parties prompting another meeting to be scheduled to discuss changes,
April 11, 2022 – Met with Caltrans and the City to discuss possible changes, o New conclusion drawn,
o Proceeded again with changes to the design and plans, April 20, 2022, Solomon Tesfe of Caltrans asked for updated the updated section, o Provided updated section on April 20,
o Comments provided on April 21,
o Further changes made to the section, and
May 20, 2022 – Met with Solomon to confirm comments addressed, o Concurrence obtained.
The initial estimate of $145,000 for incorporating the multi-purpose trail along Hearn Ave. has increased as efforts since have been accounted for at $299,775. This total effort for incorporating the trail and the associated changes include the following:
Redesign and remodeling of 5 ramps,
Revised drainage inlet locations again which effected most drainage systems reflected on the drainage plans and profiles, including drainage details, Revised striping again,
Revised grading and surface again, and
Added typical sections.
In total, 155 plan sheets were revised.
Mr. Catbagan
7/12/2022
5 Task 8.5 – RV2 Ramp Redesign (Plans, Specs & Estimate) This extra service was documented in the PDT meeting notes as a request by Caltrans to redesign the RV2 off-ramp in an attempt to eliminate the drainage basin flat drainage System No. 15 and eliminate the associated berm that isolated the ramp from the basin stormwater. The current accounting and estimated cost to complete this effort is $115,722. The new design of a raised RV2 Off-ramp involved the following:
Establishing a raised profile along a confined length of ramp between and mainline exit gore and intersection gore. This involved an iterative process with WRECO to minimize the impacts in the gores, avoid impacting the mainline of US-101 and the Corby Ave. intersection, while creating enough volume in the basin to store the peak stormwater volume. The effort include:
o Redesign of one layout sheet,
o Creation of a new profile sheet,
o Creation of a new superelevation diagram,
o Creation of new typical sections,
o Redesign of a Construction Detail sheet for the RV2 Ramp, o Redesign of a Construction Detail sheet for the basin, o Coordination with Caltrans and WRECO
o Updating the H/H analysis and Drainage Report
o Design of new gores layouts
o Adding replacement signing to the Sign Plans,
This resulted in 7 new sheets being added due to the RV2 redesign. The new sheets include:
1 – Typical Section sheet,
1 – Profile and Superelevation sheet,
2 – Stage Construction sheets,
1 – Motorist Information sheet, and
2 – Temporary Signal and Lighting sheets
Task 8.6 – Update Design to 2018 Caltrans Standard Plans & Specs This extra service in the estimated amount of $30,000 is for updating the plans and specifications to 2018 standards. This included incorporating a new standard for the placement of temporary barriers to provide greater offset from temporary bridge deck edges associated with stage construction, which effected the bridge plans and roadway traffic handling plans. The actual accounting for this effort is $45,773. AECOM’s anticipated scope and fee was provided on to the City on February 25, 2022.
Task 8.7 – Supplemental DSDD
This extra service was documented in the PDT meeting notes as a result of a request by Caltrans to redesign the RV2 off-ramp. The redesign of the RV2 ramp resulted in a change in design standard decisions resulting in a need for a supplemental Design Standard Decision Document (DSDD). The accounting for this effort is $22,297 that included a new report with new exhibits.
Mr. Catbagan
7/12/2022
6 Task 8.8 – Three Successive Final Submittals
This extra service in the estimated amount of $37,000 was noted to address two additional Final Submittals.
But in fact, a third additional Final Submittal will be made as we are nearing the completion of the 4th Final Submittal which will be submitted in the upcoming weeks. These additional submittals were due to modifications made to the project design to enhance the project in an attempt to attract construction funding and to address subsequent comments on the contract documents by Caltrans. Specifically, this involved creating pdf documents of the PS&E and supporting reports, quality review of the submittal package, printing many hard copies and delivering the submittals to Caltrans in Oakland, meeting with Caltrans in Oakland to present the submittal, and providing copies to the City. The value of these successive three services from our accounting is $55,598.
Task NA – Escalation for Extra Services Through Construction This extra service is for escalation for services moving forward to the mid-point of construction. The escalation rate used is that noted in the PWO of 3.043% and amounts to $7,701.
Task NA – Escalation for Original Scope Work Performed Beyond the Original Contract Period This extra service is for escalation for work beyond the original POW term of July 2019 to July 2022. The escalation rate used is that noted in the PWO of 3.043% and amounts to $47,777.
TOTAL AECOM SUPPLEMENTAL BUDGET CONCLUSION
A summary of these extra services values is provided in the following table. The costs include anticipated costs to complete these extra service items following Caltrans review and comments. While this is not expected, it is important to note that should comments be returned from Caltrans that involve effort beyond normal efforts to finalize such services at this Final Submittal stage, additional compensation may be necessary.
Task 1 Project Management / Project Coordination $105,563 Task 2.1 Support to SB‐1 LLP $29,987
Task 2.2 Support Build Grant $31,243
Task 2.3 RAISE Grant Application + Handout $61,863
Task 2.4 New General Funding Support $49,967
Task 8.1 Pothole City Water $10,612
Task 8.2 Additional Traffic Data $2,000
Task 8.3 Added irrigation system $52,800
Task 8.4 Added Multipurpose Path (Plans, Specs & Estimate) $299,809 Task 8.5 RV2 Ramp Redesign (Plans, Specs & Estimate) $115,735 Task 8.6 Update Design to 2018 Caltrans Standard Plans & Specs $45,778 Task 8.7 Updated DSDD $22,300
Task 8.8 Three Successive Final Submittals $55,598
Task NA Escalation for Extra Services Through Construction $7,704 Task NA Escalation for Original Scope Work Beyond the Original Contract Period $47,777 Total Out of Scope Services Fee $938,737
Mr. Catbagan
7/12/2022
7 SUPPLEMENTAL BUDGET
The following summarizes our amendment proposal to PWO No. A010136-2016-02.
Original Fee $3,500,000
Total Out of Scope Services Fee $938,737
Contingency (15% of Total Out of Scope Services Fee) $140,811 Total Amended Fee $4,579,548
2022 Engineer's Construction Cost Estimate $27,870,000 Fee as a Percent of Estimated Construction Cost 16.43% Amendment Request $1,079,548
Also, a time extension to December 31, 2025, is requested to account for services through anticipated construction support services.
ORIGINAL DESIGN FEE CONSIDERATIONS
From a high-level overview, relating this amendment request to the same items of the original contract amount results in the following perspective:
Total Original Fee (w/ Construction Support & Contingency) $3,500,000 2022 Engineer's Construction Cost Estimate $21,500,000 Fee as a Percent of Original Estimated Construction Cost 16.28%
As illustrated, the project changes have been incorporated to add value at essentially the same efficiency as originally planned.
CONCLUSION
The estimate to complete these extra design services include anticipated costs to complete following Caltrans review and comments. While this is not expected, it is important to note that should comments be returned from Caltrans that involve effort beyond those reasonably expected to finalize such services at this Final Submittal stage, additional compensation may be necessary.
This Supplemental Budget Proposal includes 15% contingency and results in an amendment request of $1,079,548 for a total contract amount not to exceed $4,579,548.
We appreciate the collaborative nature of working with the City and look forward to supporting the City through the construction of this project and with the delivery of other projects to come. Thank you for letting us serve you on this project and we appreciate your processing of this Supplemental Budget Proposal.
If you have any questions, please contact me at 916.769.6334 or at [email protected].
Sincerely,
AECOM
Howard Michael, PE
Associate Vice President / Northern California Highway Group Leader CCC
CCC
City of Santa Rosa: Hearn Avenue at Highway 101 - Phase 3 Rebuild Interchange Project (PSE Phase)
SUPPLEMENTAL BUDGET REQUEST COST PROPOSAL SUMMARY
2020 L Street, Suite 300
Sacramento, CA. 95811
916.414.5800
Task 1 Task 2 Task 3 Task 4 Task 5 Task 6 Task 7 Task 8 Task 9 Task 10 Task 11 TOTAL Project
Management /
Project
Coordination
Project
Funding
Planning
Preliminary
Engineering
and Technical
Reports
35% PS&E
(Base Maps
and Plan
Sheets)
65% PS&E
(Unchecked
Design)
95% PS&E
(Checked
Design)
100% PS&E
(Pre-Final Bid
Documents)
Final PS&E
(Final Bid
Documents)
R/W
Engineering
Obtain Permits
and
Agreements
Design
Support
Services
During
Construction
LABOR
AECOM (Civil) $105,772 $155,162 $0 $0 $0 $0 $0 $572,761 $0 $0 $0 $833,695 AECOM (Environmental) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 AECOM (Geotech) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
AECOM (Structures) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
AECOM (Traffic) $0 $18,060 $0 $0 $0 $0 $0 $0 $0 $0 $0 $18,060 Labor Escalation $55,482
SUBCONSULTANTS
H&A $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
WRECO $0 $0 $0 $0 $0 $0 $0 $30,000 $0 $0 $0 $30,000
Best Testlab $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Sub Markup $0 $0 $0 $0 $0 $0 $0 $1,500 $0 $0 $0 $1,500
OTHER DIRECT COST
Environmental Drilling $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Environmental Testing / Brid $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Geotech Drilling $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Geotech Testing $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Utility Locating $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Printing $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Postage, Travel, Misc. $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Permit Fees $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Traffic Control $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Corrosion Study $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
TOTAL $105,772 $173,222 $0 $0 $0 $0 $0 $604,261 $0 $0 $0 $883,255 $938,737
Contingency 15.00% $140,811
TOTAL ESTIMATED OUT OF SCOPE SERVICES FEE $1,079,548
DBE 0.0% 0.0% 5.0% 3.4%
% budget 12.0% 19.6% 0.0% 0.0% 0.0% 0.0% 0.0% 68.4% 0.0% 0.0% 0.0% 100.0% For purposes of the estimate, rates are estimated average for each position Billing rates are determined by actual salary at time of service times audited multiplier Annual escalation occurs each January 1, but individual merit or promotional increases may occur at any time Billing rate increases do not increase contract limit
7/2/2022
City of Santa Rosa: Hearn Avenue at Highway 101 - Phase 3 Rebuild Interchange Project (PSE Phase)
SUPPLEMENTAL BUDGET REQUEST COST PROPOSAL SUMMARY
2020 L Street, Suite 300
Sacramento, CA. 95811
916.414.5800
AECOM LABOR SUBCONSULTANTS
ID CODE DELIVERABLE
Project Manager
Roadway Lead / Sr.
Project Engineer / QC
Project Engineer
Engineer
Staff Engineer
CAD
Admin / Project
Controls
Traffic Engineer
AECOM LABOR
HOUR TOTAL
H&A
WRECO
Printing
Postage, Travel, Misc.
Permit Fees
Traffic Control
Corrosion Study
CVL CVL CVL CVL CVL CVL CVL TRF SUB SUB ODC ODC ODC ODC ODC Labor rate==> 222 217 157 129 90 109 102 108 1 1 1 1 1 1 1 1 <==Multiplier Raw rate==> 221.76 217.36 156.99 129.23 90.28 108.66 102.48 107.50 Project Management / Project Coordination
1.1 Project Administration 160 160
1.1.1 Scheduling 24 24
1.1.2 Invoices/Progress Reports: 32 80 112
1.2 Agency/Subconsultant Coordination 160 160
1.3 PDT Meetings (up to 16) 64 64
Task 1 Subtotal 440 00000 8 0 0 5 2 0 0 0 0 0 0 0 0
Project Funding Planning
2.1 Support to SB-1 LLP 8 52 12 40 36 20 12 30 210
2.2 Support Build Grant 10 48 16 52 20 24 24 24 218
2.3 RAISE Grant Application + Handout 15 116 24 81 73 42 16 59 426
2.4 New General Funding Support 12 88 16 68 60 36 16 55 351 Task 2 Subtotal 45 304 68 241 189 122 68 168 1,205 0 0 0 0 0 0 0 Preliminary Engineering and Technical Reports
Task 3 Subtotal 00000000 0 0 0 0 0 0 0 0
35% PS&E (Base Maps and Plan Sheets)
Task 4 Subtotal 00000000 0 0 0 0 0 0 0 0
65% PS&E (Unchecked Design)
Task 5 Subtotal 00000000 0 0 0 0 0 0 0 0
95% PS&E (Checked Design)
Task 6 Subtotal 00000000 0 0 0 0 0 0 0 0
7/2/2022
City of Santa Rosa: Hearn Avenue at Highway 101 - Phase 3 Rebuild Interchange Project (PSE Phase)
SUPPLEMENTAL BUDGET REQUEST COST PROPOSAL SUMMARY
2020 L Street, Suite 300
Sacramento, CA. 95811
916.414.5800
AECOM LABOR SUBCONSULTANTS
ID CODE DELIVERABLE
Project Manager
Roadway Lead / Sr.
Project Engineer / QC
Project Engineer
Engineer
Staff Engineer
CAD
Admin / Project
Controls
Traffic Engineer
AECOM LABOR
HOUR TOTAL
H&A
WRECO
Printing
Postage, Travel, Misc.
Permit Fees
Traffic Control
Corrosion Study
100% PS&E (Pre-Final Bid Documents)
Task 7 Subtotal 00000000 0 0 0 0 0 0 0 0
Final PS&E (Final Bid Documents)
8.1 Pothole City Water 16 8 20 24 68
8.2 Additional Traffic Data 6 6 12
8.3 Added Irrigation System 56 78 66 68 48 316
8.4 Added Multipurpose Path (Plans, Specs & Estimate) 144 312 348 454 935 2,193
8.5 RV2 Ramp Redesign (Plans, Specs & Estimate) 60 74 132 145 188 599 30,000
8.6 Update Design to 2018 Caltrans Sandard Plans & Specs 30 36 64 86 112 328
8.7 Supplemental DSDD 38 16 40 46 140
8.8 Three Successive Final Submittals 60 84 60 72 60 336 Task 8 Subtotal 410 608 736 825 1,413 0 0 0 3,992 0 30,000 0 0 0 0 0 R/W Engineering
Task 9 Subtotal 00000000 0 0 0 0 0 0 0 0
Obtain Permits and Agreements
Task 10 Subtotal 00000000 0 0 0 0 0 0 0 0
Design Support Services During Construction
Task 11 Subtotal 00000000 0 0 0 0 0 0 0 0
Total Project Hours 895 912 804 1,066 1,602 122 148 168 5,717 0 30,000 0 0 0 0 0 TOTAL HOURS BY PERCENT 15.7% 16.0% 14.1% 18.6% 28.0% 2. 1% 2.6% 2.9% 100.0% 0.0% 86.4% 0.0% 0.0% 0.0% 0.0% 0.0% For purposes of the estimate, rates are estimated average for each position Billing rates are determined by actual salary at time of service X audited multiplier Annual escalation occurs each January 1, but individual me rit or promotional increases may occur at any time Billing rate increases do not increase contract limit
7/2/2022
City of Santa Rosa: Hearn Avenue at Highway 101
Phase 3 Rebuild Interchange Project (PSE Phase)
SUPPLEMENTAL BUDGET REQUEST COST PROPOSAL SUMMARY
2020 L Street, Suite 300
Sacramento, CA. 95811
916.414.5800
DIRECT LABOR Hours Rate Total
Project Manager 895 221.76 $198,474
Roadway Lead / Sr. Project Engineer / QC 912 217.36 $198,231 Project Engineer 804 156.99 $126,217
Engineer 1066 129.23 $137,754
Staff Engineer 1602 90.28 $144,595
CAD 122 108.66 $13,257
Admin / Project Controls 148 102.48 $15,167
Traffic Engineer 168 107.50 $18,060
Total Direct Labo
r 5,717 $851,755
Labor Escalation (Calcled in sep. workbook) 3.043% $55,482 Total Labor $907,237
SUBCONSULTANTS
H&A $0
WRECO $30,000
Best Testlab $0
Subtotal Subconsultants $30,000
Subconsultant Markup 5% $1,500
Total Subconsultants $31,500
OTHER DIRECT COST (ODC)
Environmental Drilling $0
Environmental Testing / Bridge Sampling $0
Geotech Drilling $0
Geotech Testing $0
Utility Locating $0
Printing $0
Postage, Travel, Misc. $0
Permit Fees $0
Traffic Control $0
Corrosion Study $0
Total ODC $0
SUBTOTAL ESTIMATED OUT OF SCOPE SERVICES FEE $938,737
Contingency 15.00% $140,811
TOTAL ESTIMATED OUT OF SCOPE SERVICES FEE WITH CONTINGENCY $1,079,548 For purposes of the estimate, rates are estimated average for each position Billing rates are determined by actual salary at time of service X audited multiplier Individual merit or promotional increases may occur at any time Billing rate increases do not increase contract limit
7/2/2022
ID Task Name Duration Start Finish % Complete Predecessors 1 FINAL DESIGN (PS&E) 1637 days Tue 6/27/17 Wed 10/4/23 86% 2 Task 1: Project Management 1634 days Tue 6/27/17 Fri 9/29/23 81% 3 Notice to Proceed 0 days Tue 6/27/17 Tue 6/27/17 100% 4 Project Management Activities
(Through RTL)
1634 days Tue 6/27/17 Fri 9/29/23 81% 3
5 6 Task 2: Project Funding Planning 1569 days Tue 6/27/17 Fri 6/30/23 85% 7 Funding Support to City 1569 days Tue 6/27/17 Fri 6/30/23 84% 3 8 SB1 LPP Funding Application 214 days Thu 2/6/20 Wed 12/2/20 99% 9 Prepare Application 87 days Thu 2/6/20 Fri 6/5/20 100% 10 LPP Application Due to SCTA 0 days Fri 5/15/20 Fri 5/15/20 100% 11 Adoption of the Guidelines 0 days Wed 3/25/20 Wed 3/25/20 100% 12 LPP Application Due to CTC 0 days Tue 6/30/20 Tue 6/30/20 100% 13 CTC Staff Recommendations 0 days Thu 11/12/20 Thu 11/12/20 0% 14 Program Adoption 0 days Wed 12/2/20 Wed 12/2/20 0%
15 16 Task 3: Prelim Engineering &
Tech Reports
625 days Tue 6/27/17 Mon 11/18/19 100%
17 Existing Topographic Mapping (By
Caltrans)
140 days Tue 6/27/17 Mon 1/8/18 100% 3
18 Supplemental Field Survey (By Caltrans 126 days Wed 5/16/18 Wed 11/7/18 100% 43FS+31 days 19 Data Collection and Review 40 days Tue 6/27/17 Mon 8/21/17 100% 3 20 CT Encroachment Permit for Field
Studies
80 days Tue 6/27/17 Mon 10/16/17 100% 3
21 CHP Agreement 124 days Tue 6/27/17 Fri 12/15/17 100% 3 22 Geotechnical Field Work Plan 62 days Tue 6/27/17 Wed 9/20/17 100% 3 23 Geotechnical Field Work, Testing and
Analysis
50 days Mon 12/18/17 Fri 2/23/18 100% 22,21,20
24 Structure Foundation Report (Type
Selection)
15 days Mon 2/26/18 Fri 3/16/18 100% 23
25 Haz Mat Field Work Plan 59 days Tue 6/27/17 Fri 9/15/17 100% 3 26 Haz Mat Field Work, Testing and
Analysis
40 days Tue 10/17/17 Mon 12/11/17 100% 25,20
27 All Technical Reports (65% Submittal) 65 days Mon 4/30/18 Fri 7/27/18 100% 51FS-65 days 28 All Technical Reports (95% Submittal) 80 days Tue 9/25/18 Fri 2/22/19 100% 61FS-60 days 29 All Technical Reports (100% Submittal -
Caltrans Concurrence)
60 days Mon 5/6/19 Fri 7/26/19 100% 69FS-60 days
30 Utility Coordination 406 days Mon 4/30/18 Mon 11/18/19 100% 31 Prepare / Submit Utility "A" Letters -
Receive Record Maps
40 days Mon 4/30/18 Fri 6/22/18 100% 44
32 Schedule / Undertake Utility Potholing 40 days Mon 4/30/18 Fri 6/22/18 100% 44 33 Prepare / Submit Utility "B" Letters -
Receive Response
80 days Tue 7/31/18 Mon 11/19/18 100% 52
34 Negotiate Utility Agreements 240 days Tue 11/20/18 Mon 10/21/19 100% 33 35 Prepare / Submit Utility "C" Letters
(Notice to Relocate)
20 days Tue 10/22/19 Mon 11/18/19 100% 34
36 37 Task 4: 35% PS&E (Base Maps
and Plan Sheets)
80 days Tue 1/9/18 Mon 4/30/18 100%
38 Bridge Site Data Submittal /
Concurrence by Caltrans
39 days Tue 1/9/18 Fri 3/2/18 100% 17,9
39 Finalize Type Selection Report 10 days Mon 3/19/18 Fri 3/30/18 100% 24 40 Prepare 35% PS&E Documents 39 days Tue 1/9/18 Fri 3/2/18 100% 17,9 41 QC/QA 10 days Mon 3/5/18 Fri 3/16/18 100% 40
42 Finalize 35% PS&E Documents 10 days Mon 3/19/18 Fri 3/30/18 100% 41 43 Submit 35% PS&E Documents 0 days Mon 4/2/18 Mon 4/2/18 100% 42FS+1 day 44 Agency Review (City, Caltrans, SCTA) 20 days Mon 4/2/18 Fri 4/27/18 100% 43FS-1 day 45 Type Selection Meeting 0 days Mon 4/30/18 Mon 4/30/18 100% 43FS+20 days 46 47 Task 5: 65% PS&E (Unchecked
Design)
158 days Mon 4/30/18 Wed 12/5/18 100%
48 Review/Reconcile Agency Comments 20 days Mon 4/30/18 Fri 5/25/18 100% 44 49 Prepare 65% PS&E Documents 45 days Mon 4/30/18 Fri 6/29/18 100% 44 50 QC/QA 10 days Mon 7/2/18 Fri 7/13/18 100% 49
51 Finalize 65% PS&E Documents 10 days Mon 7/16/18 Fri 7/27/18 100% 50 52 Submit 65% PS&E Documents 0 days Mon 7/30/18 Mon 7/30/18 100% 51FS+1 day 53 Agency Review (City, Caltrans, SCTA) 20 days Mon 7/30/18 Fri 8/24/18 100% 52FS-1 day 54 Constructability Review Meeting 0 days Wed 10/3/18 Wed 10/3/18 100% 52FS+47 days 55 Management Review Meeting 0 days Wed 12/5/18 Wed 12/5/18 100% 54FS+45 days 56 57 Task 6: 95% PS&E (Checked
Design)
160 days Mon 8/27/18 Fri 4/5/19 100%
58 Review/Reconcile Agency Comments 20 days Mon 8/27/18 Fri 9/21/18 100% 53 59 Prepare 95% PS&E Documents 57 days Thu 11/8/18 Fri 1/25/19 100% 53,18 60 QC/QA 10 days Mon 1/28/19 Fri 2/8/19 100% 59
61 Finalize 95% PS&E Documents 10 days Mon 2/11/19 Fri 2/22/19 100% 60 62 Submit 95% PS&E Documents 0 days Mon 2/25/19 Mon 2/25/19 100% 61FS+1 day 63 Agency Review (City, Caltrans, SCTA) 30 days Mon 2/25/19 Fri 4/5/19 100% 62FS-1 day 64 65 Task 7: 100% PS&E (Pre-final Bid
Documents)
100 days Mon 4/8/19 Fri 8/23/19 100%
66 Review/Reconcile Agency Comments 30 days Mon 4/8/19 Fri 5/17/19 100% 63 Notice to Proceed
LPP Application Due to SCTA
Adoption of the Guidelines
LPP Application Due to CTC
CTC Staff Recommendations
Program Adoption
Submit 35% PS&E Documents
Type Selection Meeting
Submit 65% PS&E Documents
Constructability Review Meeting
Management Review Meeting
Submit 95% PS&E Documents
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 2017 2018 2019 2020 2021 2022 2023
City of Santa Rosa Hearn Avenue at Highway 101 - Phase 3 Rebuild Interchange Project: Final Design (PS&E) Phase Preliminary Project Schedule
Tue 7/12/22 Prepared by: AECOM
ID Task Name Duration Start Finish % Complete Predecessors 67 Prepare 100% PS&E Documents 60 days Mon 4/8/19 Fri 6/28/19 100% 63 68 QC/QA 10 days Mon 7/1/19 Fri 7/12/19 100% 67
69 Finalize 100% PS&E Documents 10 days Mon 7/15/19 Fri 7/26/19 100% 68 70 Submit 100% PS&E Documents 0 days Mon 7/29/19 Mon 7/29/19 100% 69FS+1 day 71 Agency Review (City, Caltrans, SCTA) 20 days Mon 7/29/19 Fri 8/23/19 100% 70FS-1 day 72 73 Task 8: 3rd PS&E (Final Bid
Documents)
171.6 days Mon 8/26/19 Tue 4/21/20 100%
74 Review/Reconcile Agency Comments 10 days Mon 8/26/19 Fri 9/6/19 100% 71 75 Prepare Final Bid Package 20 days Mon 8/26/19 Fri 9/20/19 100% 71 76 QC/QA 10 days Mon 9/23/19 Fri 10/4/19 100% 75
77 Finalize Final Bid Package 10 days Mon 10/7/19 Fri 10/18/19 100% 76 78 Submit Final PS&E Documents 0 days Mon 11/4/19 Mon 11/4/19 100% 77FS+1 day 79 Caltrans DOE 1st Review / NSSP
Approval
64 days Tue 11/5/19 Fri 1/31/20 100% 78FS-1 day
80 Submit Final 2nd PS&E Documents 55 days Mon 1/20/20 Tue 4/21/20 100% 79 81 82 Task 9: R/W Engineering 1450 days Tue 6/27/17 Mon 1/16/23 75% 83 Existing R/W Mapping (By Caltrans) 124 days Tue 6/27/17 Fri 12/15/17 100% 3 84 Finalize R/W Requirements - Submit to
Caltrans
20 days Mon 8/27/18 Fri 9/21/18 100% 53
85 Hard Copy Maps Appraisal Maps, Plats
& Legals (By Caltrans)
130 days Mon 9/24/18 Fri 3/22/19 100% 84
86 Appraisals and Acquisitions (By
Caltrans)
325 days Mon 1/14/19 Fri 4/10/20 100% 85
87 Record Transfer of Jurisdiction (TOJ) 0 days Wed 11/3/21 Wed 11/3/21 100% 88 Nesting Season (Caltrans Env.
Monitoring for tree removal/ trimming)
152 days Tue 2/1/22 Wed 8/31/22 0%
89 Notify Maintenance of Staking/Tree
Removal
0 days Wed 5/25/22 Wed 5/25/22 100%
90 Survey Stake ROW/remove tree & fence 5 wks Wed 6/8/22 Tue 7/12/22 0% 103 91 Utility Relocation 3 wks Wed 7/13/22 Tue 8/2/22 0% 90 92 Caltrans Approve R/W Certification 5 days Tue 1/10/23 Mon 1/16/23 0% 121FS-60 days,9 93 94 Task 10: Obtaining Permits and
Agreements
1149 days Tue 4/24/18 Fri 9/16/22 88%
95 Prepare and Submit Draft Application
Packages to Caltrans
80 days Tue 4/24/18 Mon 8/13/18 100% 52FS-70 days
96 Caltrans Review 40 days Tue 8/14/18 Mon 10/8/18 100% 95 97 Revise, Finalize Application Packages
and Submit to Caltrans
79 days Tue 10/9/18 Fri 1/25/19 100% 96
98 Caltrans Submit to Regulatory Agencies
(ACOE / RWQCB)
10 days Wed 2/27/19 Tue 3/12/19 100% 97
99 Regulatory Agency Initial Review
(ACOE / RWQCB)
10 days Wed 3/13/19 Tue 3/26/19 100% 98
100 ACOE Issue 404 Permit 0 days Thu 4/25/19 Thu 4/25/19 100% 101 Respond to RWQCB Comments 45 days Wed 3/27/19 Tue 5/28/19 100% 99 102 Purchase Mitigation Bank Credits for
401 Permit
0 days Tue 12/3/19 Tue 12/3/19 100%
103 RWQCB Issue 401 Permit 0 days Wed 12/11/19 Wed 12/11/19 100% 104 Environmental Revalidation 87 days Thu 4/21/22 Fri 8/19/22 70% 110SS-20 days 105 Caltrans Reviews Environmental
Revalidation
20 days Mon 8/22/22 Fri 9/16/22 0% 104
106 Environmental Revalidation Approval
and Certification
0 days Fri 9/16/22 Fri 9/16/22 0% 105
107
108 Task 11: 4th PS&E (Final Bid
Documents)
255 days Mon 11/15/21 Fri 11/4/22 73%
109 Prepare 4th PS&E Plan Set
Incorporating Multi-Use Path and
Modifications to SB US-101 Off Ramp
35 wks Mon 11/15/21 Fri 7/15/22 100%
110 Submit 4th PS&E Plan Set to Caltrans 0 days Mon 8/8/22 Mon 8/8/22 0% 109FS+1 day 111 Caltrans Review of 4th PS&E Plan Set 6 wks Mon 8/8/22 Fri 9/16/22 0% 110 112 Review/Reconcile Agency Comments 3 wks Mon 9/19/22 Fri 10/7/22 0% 111 113 Prepare Final Bid Package 2 wks Mon 10/10/22 Fri 10/21/22 0% 112 114 QC/QA 1 wk Mon 10/24/22 Fri 10/28/22 0% 113
115 Update Final Bid Package 1 wk Mon 10/31/22 Fri 11/4/22 0% 114 116 Submit Final Bid Package 0 days Fri 11/4/22 Fri 11/4/22 0% 115 117 RAISE Grant Results 0 days Fri 8/12/22 Fri 8/12/22 0% 118
119 Task 12: Design Support
Services During Construction
137 days Tue 3/28/23 Wed 10/4/23 0%
120 Funding Obligated 0 days Tue 3/28/23 Tue 3/28/23 0% 121 RTL 0 days Mon 4/3/23 Mon 4/3/23 0% 120FS+5 days
122 Agenda for CTC Meeting 0 days Tue 4/4/23 Tue 4/4/23 0% 123 CTC Funding Vote 0 days Mon 5/1/23 Mon 5/1/23 0% 122FS+20 days 124 Prepare Bid Package 12 days Tue 5/2/23 Wed 5/17/23 0% 123 125 Advertise Project 40 days Thu 5/18/23 Wed 7/12/23 0% 124 126 Contract Award 20 days Thu 7/13/23 Wed 8/9/23 0% 125 127 Contract Approval 10 days Thu 8/10/23 Wed 8/23/23 0% 126 128 Begin Construction 0 days Wed 10/4/23 Wed 10/4/23 0% 127FS+30 days Submit 100% PS&E Documents
Submit Final PS&E Documents
Record Transfer of Jurisdiction (TOJ)
Nesting Season (Caltrans Env. Monitoring for tree removal/ trimming) Notify Maintenance of Staking/Tree Removal
ACOE Issue 404 Permit
Purchase Mitigation Bank Credits for 401 Permit
RWQCB Issue 401 Permit
Environmental Revalidation Approval and Certification
Submit 4th PS&E Plan Set to Caltrans
Submit Final Bid Package
RAISE Grant Results
Funding Obligated
RTL
Agenda for CTC Meeting
CTC Funding Vote
Begin Construction
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 2017 2018 2019 2020 2021 2022 2023
City of Santa Rosa Hearn Avenue at Highway 101 - Phase 3 Rebuild Interchange Project: Final Design (PS&E) Phase Preliminary Project Schedule
Tue 7/12/22 Prepared by: AECOM
A010136-2016-02A Hearn Avenue at Highway
101 Interchange Engineering Services
Final Audit Report 2022-07-13
Created: 2022-07-13
By: Sarah Molinari ([email protected])
Status: Approved
Transaction ID: CBJCHBCAABAAfi8qVKqRNIQdB2x8aGemyw-5MoCvUCT_ "A010136-2016-02A Hearn Avenue at Highway 101 Interchange Engineering Services" History
Document created by Sarah Molinari ([email protected]) 2022-07-13 - 5:13:39 PM GMT
Document emailed to Christopher Catbagan ([email protected]) for approval 2022-07-13 - 5:14:20 PM GMT
Email viewed by Christopher Catbagan ([email protected]) 2022-07-13 - 5:21:19 PM GMT
Document approved by Christopher Catbagan ([email protected]) Approval Date: 2022-07-13 - 5:22:03 PM GMT - Time Source: server Document emailed to Grant Bailey ([email protected]) for approval 2022-07-13 - 5:22:05 PM GMT
Email viewed by Grant Bailey ([email protected])
2022-07-13 - 5:23:16 PM GMT
Document approved by Grant Bailey ([email protected])
Approval Date: 2022-07-13 - 5:27:49 PM GMT - Time Source: server Agreement completed.
2022-07-13 - 5:27:49 PM GMT
A010136-2016-02A Hearn Avenue at Highway
101 Interchange Engineering Services
Final Audit Report 2022-07-14
Created: 2022-07-14
By: Sarah Molinari ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAnZQgVRykSmgRpnByTxjgOHBxag2bSR3Z "A010136-2016-02A Hearn Avenue at Highway 101 Interchange Engineering Services" History
Document created by Sarah Molinari ([email protected]) 2022-07-14 - 3:28:04 PM GMT
Document emailed to Howard Michael ([email protected]) for signature 2022-07-14 - 3:29:52 PM GMT
Document emailed to Armond Tatevossian ([email protected]) for signature 2022-07-14 - 3:29:53 PM GMT
Email viewed by Howard Michael ([email protected]) 2022-07-14 - 3:33:11 PM GMT
Document e-signed by Howard Michael ([email protected]) Signature Date: 2022-07-14 - 3:38:27 PM GMT - Time Source: server Email viewed by Armond Tatevossian ([email protected]) 2022-07-14 - 3:39:29 PM GMT
Document e-signed by Armond Tatevossian ([email protected]) Signature Date: 2022-07-14 - 3:53:00 PM GMT - Time Source: server Agreement completed.
2022-07-14 - 3:53:00 PM GMT
A010136-2016-02A Hearn Avenue at Highway
101 Interchange Engineering Services
Final Audit Report 2022-07-20
Created: 2022-07-14
By: Sarah Molinari ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAzOFa0IUXOLglc9Wt_uveQa_80-m8z4mI "A010136-2016-02A Hearn Avenue at Highway 101 Interchange Engineering Services" History
Document created by Sarah Molinari ([email protected]) 2022-07-14 - 4:07:49 PM GMT
Document emailed to Patti Salomon ([email protected]) for signature 2022-07-14 - 4:10:12 PM GMT
Document signing delegated to Jessica Mullan ([email protected]) by Patti Salomon ([email protected]) 2022-07-20 - 5:07:21 PM GMT
Document emailed to Jessica Mullan ([email protected]) for signature 2022-07-20 - 5:07:21 PM GMT
Document e-signed by Jessica Mullan ([email protected]) Signature Date: 2022-07-20 - 7:19:52 PM GMT - Time Source: server Agreement completed.
2022-07-20 - 7:19:52 PM GMT