Agenda Item #12.1
For Council Meeting of: August 9, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: CHRIS CATBAGAN, ASSOCIATE ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: APPROVAL OF AMENDMENT TO PROJECT WORK ORDER WITH AECOM FOR ADDITIONAL DESIGN SERVICES ASSOCIATED WITH THE HEARN AVENUE INTERCHANGE PROJECT AT HIGHWAY 101 AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by motion, approve Amendment No. 1 #A010136-2016-02A to Project Work Order #A010136-2016-02 with AECOM Technical Services, Inc., Los Angeles, California, to update the construction documents and provide funding application support for the Hearn Avenue Interchange Project at US Highway 101 increasing the contract amount by $1,079,548.00 for a total amount not to exceed $4,579,548.00.
EXECUTIVE SUMMARY
This motion will approve Amendment No. 1 #A010136-2016-02A to Project Work Order (PWO) # A010136-2016-02 with AECOM Technical Services, Inc. (AECOM) to update construction documents and provide funding application support for the Hearn Avenue Interchange Project at US Highway 101.
Amendment No. 1 has been negotiated at a cost of $1,079,548.00 and addresses added design changes requested by the City to receive Caltrans concurrence on final plan submittals. In addition, the Consultant will provide the City with funding application support to secure construction funding. Added design costs remain consistent with staff estimates and industry standard for engineering services.
This resolution supports Council Goal 5 by investing in and sustaining transportation infrastructure. The reconstruction of the Hearn Avenue interchange over US Highway 101 will improve local traffic circulation and regional traffic operations. The widening of the bridge will promote multi-modal transportation access and connectivity with bicycle lanes and widen pedestrian sidewalks.
BACKGROUND
The Hearn Avenue Interchange Project at Highway 101 will replace of the existing interchange to provide a much-needed improvement to the existing undersized overcrossing while improving traffic circulation and enhancing pedestrian & bicycle access.
The City implemented a three-phase delivery schedule for the Hearn Avenue Interchange. Two phases out of the three phases have been completed. Phase 1 completed construction on the east side of the interchange, which included the widening along Santa Rosa Avenue. Phase 2 completed construction on the west side of the interchange, which has been widened along Hearn Avenue. Phase 3 is the proposed reconstruction of the Hearn Avenue interchange over US Highway 101.
Under Project Work Order (PWO) #A010136-2016-02 with civil engineering consultant AECOM, the Project began the design phase in June 2017. The expected completion date of final construction documents was scheduled for December 2019. However, the City has been unable to secure construction funding for the total estimated project cost, which has delayed bid advertisement. The Consultant’s design efforts have included geotechnical site investigation, drainage design, transportation management plans, utility coordination, landscape plans, structural plans, and engineering of hydraulic features. To date, City staff has reviewed the Project’s 35%, 65%, 95%, 100% construction documents (CD), and three (3) Final Design Submittals from the Consultant.
Three (3) separate Final Design Submittals have been provided by the Consultant and approved by Caltrans. Unfortunately, as originally designed, the City has been unsuccessful in securing the necessary funding to construct the project. In an effort to make the project more attractive to federal grant opportunities, staff decided to implement a re-design to include a Multi-Use Path within the Project. This re-design will need to be fully detailed and integrated throughout the Construction Documents (CD) as part of the re-circulation of the last Final Design Submittals. In addition, the City has also requested the Consultant implement a re-design within the southbound off-ramp, which would eliminate the need of a drainage basin system along with any future maintenance required to maintain functionality. These recent design alterations require the City provide Caltrans a 4th Final Design Submittal, prepared by AECOM and funded by this PWO Amendment.
AECOM has provided funding support planning every year since 2018. However, as the project has not yet secured all construction funding, additional funding support from AECOM remains necessary. AECOM has assisted the City with submitting grant applications for the 2018 Better Utilizing Investments to Leverage Development (BUILD) Transportation Grant, the 2019 BUILD Transportation Grant, the 2020 SB-1: Local Partnership Program (LPP), the 2021 Rebuilding American Infrastructure with Sustainability and Equity (RAISE) discretionary grant program, and the 2022 RAISE grant program.
On March 7, 2022, City staff met with representatives from the U.S. Department of Transportation and Sonoma County Transportation Authority (SCTA) for a debriefing of the City’s 2021 RAISE grant submittal to determine if/how the 2022 RAISE grant application could be improved. Feedback provided by the grant funding agencies during this meeting has been incorporated into the 2022 RAISE grant application, which was submitted on April 14, 2022. RAISE grant recipients are anticipated to be announced on August 12, 2022.
PRIOR CITY COUNCIL REVIEW
In August 2005, the City and Sonoma County Transportation Authority (SCTA) entered into Cooperative Agreement No. M30806-05 approving the cooperative funding agreement for Measure M funds for Hearn Avenue Improvements Phase I, II, and III.
On April 3, 2012, the City and Caltrans entered into Cooperative Agreement No. 04-2348 to develop the Project Initiation Document (PID). City Council approved this agreement by resolution No. 28069.
On February 25, 2014, the City and Caltrans entered into Cooperative Agreement No. 04-2492 to complete the Project Approval and Environmental Document (PA&ED) phase. The City Council approved this agreement by resolution No. 28433.
On April 18, 2017, the City Council, by Resolution No. RES-2017-056, approved Cooperative Agreement No 04-2600 for Caltrans’ Independent Quality Assurance during the preparation of the Project Plans, Specifications, and Estimate (PS&E) phase.
On June 20, 2017, the City Council, by motion, approve and authorize the Mayor to execute Project Work Order #A010136-2016-02, for the Plans, Specifications, and Estimate (PS&E) phase for the Hearn Avenue Interchange at US Highway 101, in the amount of $3,500,000 with AECOM.
On November 17, 2020, City Council, by Resolution No. 2020-198, approved Amendment No. 1 to Cooperative Agreement No. 04-2600-A1 between the State of California and the City of Santa Rosa for Quality Management Assessment during the preparation of the project plans, specifications, and estimate; right-of-way support; and right-of-way acquisition for the Hearn Avenue Interchange at Highway 101 Project.
On October 26, 2021, City Council, by Resolution No. 2021-177, approved Amendment No. 2 to the Cooperative Agreement No. 04-2600-A2 between the State of California and the City of Santa Rosa for Quality Management Assessment of the preparation of the project plans, specifications, and estimate; right-of-way support; and right-of-way acquisition for the Hearn Avenue Interchange at Highway 101 Project.
ANALYSIS
Project Work Order (PWO) #A010136-2016-02 was executed on June 20, 2017, authorizing AECOM to provide design services for the Plans, Specifications, and Estimate (PS&E) phase for the Hearn Avenue Interchange at US Highway 101.
The contingency budget established in the original PWO has been exhausted due to pursuit of grant funding for construction and additional redesigns to make the project more attractive for funding opportunities. Previous Final Design Submittals have been provided by the Consultant, and approved by Caltrans. However, the City is still required to provide updated Final Design Submittals with current re-designs and updated annual Caltrans standards each year the project is delayed from beginning construction.
The City has pursued construction funding through federal grants with the assistance of AECOM in 2018, 2019, 2020, 2021, and 2022. Approval of this amendment will allow staff to continue seeking funding opportunities with the assistance of the Consultant.
Staff has reviewed the total amendment cost of $1,079,548.00, and judges that this fee is reasonable due to design changes and various required Caltrans re-submittals. The requested additional work and the price associated with the cost is within current industry standard for the scale and complexity of the Project.
FISCAL IMPACT
Approval of this action does not have a fiscal impact on the General Fund and funding for this project was appropriated in a previous Capital Improvement Program budget.
ENVIRONMENTAL IMPACT
In December 2016, Caltrans, as the lead environmental agency, approved a Negative Declaration while complying with the requirements of the California Environmental Quality Act (CEQA).
In December 2016, Caltrans, as the lead environmental agency, approved a Finding of No Significant Impact while complying with the requirements of the National Environmental Policy Act (NEPA).
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Project Work Order Amendment (including Contract Proposal)
CONTACT
Chris Catbagan, Associate Engineer, [email protected], (707) 543-4521 Grant Bailey, Supervising Engineer, [email protected], (707) 543-4508 APPROVAL OF AMENDMENT TO PROJECT WORK ORDER FOR ADDITIONAL DESIGN SERVICES AND ENGINEERING SUPPORT DURING CONSTRUCTION ASSOCIATED WITH THE HEARN AVENUE INTERCHANGE PROJECT AT HWY 101