CITY OF SANTA ROSA TRANSPORTATION AND PUBLIC WORKS
PROJECT WORK ORDER NO. A010136-2016-02B
PROJECT NAME: HEARN AVENUE AT HIGHWAY 101 INTERCHANGE ENGINEERING
SERVICES
CITY PROJECT MANAGER: DEZIRE PEREZ BARBANTE
CONSULTANT PROJECT MANAGER: HOWARD MICHAEL
SCOPE OF SERVICE: See Consultant’s Scope of Services/Proposal for Services and Fee Schedule dated August 14, 2023, attached as Exhibit B-1.
COMPLETION DATE: DECEMBER 2025 START DATE: SEPTEMBER 2023 CHARGE NUMBER FOR PAYMENT: 17075
NOT-TO-EXCEED AMOUNT FOR THIS WORK ORDER: $692,400
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 are 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 A. A010136-2016-02A Amount: $1,079,548.00
Amendment B. A010136-2016-02B Amount: $ 692,400.00
Total: $5,271,948.00
CITY OF SANTA ROSA,
A Municipal Corporation
By: Date:
NATALIE ROGERS
Mayor
AECOM Technical Services, Inc.,
A California corporation
By: Date:
Name:
Title:
By: Date:
Name:
Title:
APPROVED AS TO FORM:
By:
Santa Rosa City Attorney’s Office
Attachments: Exhibit B-1 - Consultant’s proposal and fee for services for this Project Work Order DP
DP
LW
LW
Associate Vice President
Howard Michael
Aug 17, 2023
Armond Tatevossian (Aug 17, 2023 09:22 PDT)
Armond Tatevossian
Armond Tatevossian
Secretary
Aug 17, 2023
Jessica Mullan (Aug 22, 2023 12:48 PDT)
AECOM 916.414.5800 tel
2020 L Street, Suite 300
Sacramento, CA 95811
www.aecom.com
August 14, 2023
Deziré Perez‐Barbante
Project Manager
City of Santa Rosa
69 Stony Circle
Santa Rosa, CA 95401
RE: US101/Hearn Avenue Interchange Im
provement Project – Supplemental Budget Proposal
Dear Dezire:
Based on coordination with the City, AECOM has prepared this proposal for an amendment to Purchase Work Order (PWO) No. A010136‐2016‐02 for 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 as requested by the City and Caltrans and an amendment, PWO No. A010136‐2016‐02A, was executed on August 25, 2022, to account for extra services identified and performed. Since this amended PWO, further requests by Caltrans were made to the City that resulted in additional extra service by AECOM as directed by the City to complete the cont ract documents in preparation for advertising this project. These extra services are the nature of 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 requested by Caltrans and subsequently directed by the City and as docume nted in our past Progress Reports and more recently in the Project Development Team (PDT) meeting notes. Backup for these services performed and being completed are attached to the request.
SUMMARY OF DIRECTED EXTRA SERVICES
Task 1 – Project Management / Project Coordination
This extra service is for the associated Project Management efforts in support of the extra services tasks to date. This includes typical invoicing, meetings, and quality control. The current accounting and estimated cost to complete this effort is $66,100 which is approximately 15% of the total extra services costs and is below the i ndustry standard for projects involving Caltrans oversight.
Task 8.1 – Drai nage System Design Changes
While working toward RTL, Caltrans Maintenance requested changes to Drainage Systems 3, 6 and 7 to address their maintenance concerns. These changes include a reduction in the basin medium depth to accommodate changes in profile to Systems 3 and 6. These modifications require hydraulic analyses to demonstrate that the modi
fications satisfying the permitting requirements. Once the systems changes are complete, the drainage report will need to be revised to reflect the changes in design. This involved revising 9 plan sheet, quantities and estimate updates. In order for this project to be advertised for construction, these system’s designs need to be revised as requested, which has been done so that the project can continue toward advertising. The current accounting and estimated cost to complete this effort is $75,700.
EXHIBIT B-1
Ms. Perez‐Barbante
8/14/2023
2 | Page
Task 8.2 – Curb Ra
mp and Sidewalk Redesign
During the review of the Final Submittals, Caltrans provided comments on three curb ramps and required redesign of these ramps. Additional comments came from Caltrans Safety Review that was requiring the southside sidewalk between the overcrossing and Corby Ave. This issue was dismissed after mu
ch communication over the differing interpretation of Caltrans standards for ramps and sidewalks and after two meetings to get consensus that the design was correct as is. However, another form was required to be filled a memo issued to justify leaving the design as is. The form is “Sidewalk Americans Wi
th Disabilities Act (ADA) Compliance Inspection Report, CEM‐5773SW. The current accounting and estimated cost to complete this effort is $20,500.
Task 8.3 – PS &E and RTL Milestone Forms
As the project schedule extended during the period of time that construction funding was being pursued, 24 total PS&E and RTL Forms that had been previously filled out and processed with Caltrans had to be updated to new form formats and to include new proje ct information based on the passing of time and some design changes. One new form that needed to be filled out and processed is the District Decision Document along with the NSSP_12‐3.20A(1). The current accounting and estimated cost to complete this effort is $18,300.
Task 8.4 – Lane Closure Re port Update for RV2 Ramp Redesign As a result of the ramp redesign, the Traffic Management Plan and Lane Closure Report had to be updated. This was an unanticipated update to these reports. The actual accounting for this effort is $13,300.
Task 8.5 – Enviro nmental Permit Extensions
As a result of the add time to reach the advertisement milestone, the project’s 401 and 404 permits/certifications had to be extended. Due to the changes in design for a revised southbound off‐ ramp design, the water quality basin and drainage systems, and the multi‐pu rpose path, this required multiple meetings with Caltrans to ensure them that the projects. The actual accounting for this effort is $6,900.
Task 8.6 – Second 95 % Constructability Review/Lane Closure Committee Meetings Due to the passing of time and some design changes after the first Final Submittal, Caltrans required a second 95% Constructability Review Meeting. During this meeting, several comments were provided that were addressed following the meeting, with one primary comment to extend the freeway closure from mul
tiple 4/5‐hour periods to one 12‐hour period for bridge removal and girder placement. This is requiring coordination with Caltrans Traffic Operations and Traffic Management groups in preparation for and presentation to the Caltrans Lane Closure Committee. The current accounting and estimated cost to complete this effort is $23,300.
Task 8.7 – Ris k Register
Caltrans required that the existing risk register be translated to their new Risk Register format and to include many new risks as identified by Caltrans. This required reevaluation of previously noted risks along with the new risks. One new risk was identified by the PDT to be incl uded into this new form. The actual accounting for this effort is $8,400.
Ms. Perez‐Barbante
8/14/2023
3 | Page
Task 8.8 – Convert De
sign to 2022 Caltrans Standard Plans & Specs
This extra service is for converting the plans and specifications to 2022 standards. This effort is more than the effort previously expended to update to 2018 standards as this conversion is required to reformat all of the NSSPs while adapting to new te xt content of these standards. This activity involved our highways and structures teams to update the roadway and bridges plans, specs and estimates for updated standards and for additional plan comments (approximately $50,000). This also included the stormwater treatment changes to the basin, temporary k‐rail installation requi rements which influenced traffic handling plans, changes to the engineers estimate item descriptions, the addition of bid items and associated quantities and estimate along with several meetings with Caltrans District Design and Structures. The actual accounting for this effort is $120,900.
Task 8.9 – Su pplemental 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 S tandard Decision Document (DSDD). The accounting for this effort was based on past experience and recent examples of Caltrans own supplemental DSDDs, but upon submittal of the DSDD, AECOM was asked to rewrite parts of the supplemental DSDD and to include previous approved sections in the supplemental DSDD as opposed to referencing as was planne
d. The actual accounting for this effort is $12,100.
Task 8.10 – Five Additional Final Submittals
The previous PWO amendment for additional submittals was to address two additional Final Submittals, for a total of four final submittals. But with the addressing of all Caltrans provided comments and extended process, five additional submittals were made leading to the 7th Final Submittal, the RTL submittal, plus the post RTL submittal to Headquarters for a total of five additional Final Submittals.
These additional submittals were due to ongoing comments being made my Caltrans with new staff being exposed to the project which had not commented on the project before. This involved creating pdf do
cuments of the PS&E and supporting reports, quality review of the submittal package, printing many hard copies and delivering the submittals to Caltrans, and providing copies to the City. The value of these successive four services from our accounting is $71,800.
Task 8.11 – Updated Resident Engineer’s File
With the changes in design and revising the PS&E to current Caltrans standards, the RE File was required to be updated as well. This involved providing updated information for Landscaping, Environmental Permitting, Construction Cross Section with Survey Staking Notes, latest PS&E submittal, Drainage Report, Quantity Backup for all quantities, Cost Estimate, Contact List, Risk Re gister, Right of Way Clearance Letter and Map, etc. The actual accounting for this effort is $16,600.
Task 8.12 – Updated Construction Cross Sections
At this final delivery stage for RTL, construction cross section are required to be submitted to Caltrans.
The previously developed construction cross sections had to be updated for the change in design of the RV2 Ramp design and drainage basin and also for the redesign of the Hearn Ave cross section for the change in me
dian location and width as well as the adding of a Class IV Cycle Track with raised concrete buffer. The actual accounting for this effort is $25,500.
Ms. Perez‐Barbante
8/14/2023
4 | Page
Task 8.13 – Remaining Items to Complete for Advertisement While the contract documents are very soon to be in the hands of Caltrans for processing to Advertisement, it is anticipated that some additional services will be required to usher the plans, specifications and estimate through the Caltrans Headquarters Review Process. Such items are likely to include: Response to questions; Updating th e lane closure charts in the specifications, Update RE Pending File, Update Information Handout, and Support for an addendum to contractors. The estimated cost to complete these services is $26,600.
Task 8.14 – Re vising the Hearn Avenue Cross Section
The cross section of Hearn Avenue will be revised to reduce through lanes to 10.5‐foot to create room to add a new separated 7‐foot‐wide Class IV one‐way bikeway on the north side and revise the current bi‐ directional Class IV bikewa y on the south side to a 7‐foot‐wide one‐way bikeway. It is estimated that 33 plan sheets involving Roadway, Construction Details, Drainage, Pavement Delineation, Signing, Electrical, and Structures will be affected. This change would also require updating quantities and the engineer’s estimate to check against the con tractors change order request cost, and “bubbled” and labelled sheets as is required for CCO design changes. This assumes three submittals to Caltrans with responses to comments on each submittal. The estimated cost to complete this effort is $86,450. This range is dependent on maintaining the roadway alignment/profile grade as is, w hich would have far greater impacts on the redesign and many more plan sheets if changed due to extensive 3D remodeling of the project and revision to a majority of design grades/annotations on the plans and more structure plans changes as well.
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 while still coordinating with Caltrans for advertisement and through construction with our construction support.
SUMMARY OF DIR ECTED EXTRA SERVICES
Task 1 Project Management / Project Coordination $66,100 Task 8.1 Drainage System Design Changes $75,700
Task 8.2 Curb Ramp Redesign $20,500
Task 8.3 PS&E and RTL Milestone Forms $18,300
Task 8.4 Lane Closure Report Update for RV2 Ramp Redesign $13,300 Task 8.5 Environmental Permit Extensions $6,900
Task 8.6 Second 95% Constructability Review Meeting $23,300 Task 8.7 Risk Register $8,400
Task 8.8 Convert Design to 2022 Caltrans Standard Plans & Specs (if needed) $120,900 Task 8.9 Supplemental DSDD $12,100
Task 8.10 Four Additional Final Submittals $71,800
Task 8.11 Updated Resident Engineer's File $16,600
Task 8.12 Updated Construction Cross Sections $25,500 Task 8.13 Remaining Items to Complete to Advertisement $26,600 Task 8.14 Revising the Hearn Avenue Cross Section $86,500 Subtotal Directed Ext ra Services Fee $592,400
Contingen cy $100,000
Total Amendment Re quest $692,400
Ms. Perez‐Barbante
8/14/2023
5 | Page
PROJECT BUDGET SUMMARY
The following summarizes our amendment proposal request to PWO No. A010136‐2016‐02.
Original Fee (PWO No. A010136‐2016‐02) $3,500,000
Addendum 1 (PWO No. A010136‐2016‐02A) $1,079,548
Addendum 2 Request (PWO No. A010136‐2016‐02B) $692,400 Total Amended Fee $5,271,948
CONCLUSION
The estimate to complete these extra design services include anticipated costs to usher the project through Caltrans, Headquarters for advertising. While this is not expected at this point, it is important to note that should Caltrans further request more services that involve effort beyond those reasonably expected to usher a project to ad vertising at this stage, additional compensation may be necessary.
This Su pplemental Budget Proposal includes budget for bidding and construction support services plus contingency and results in an amendment request of $692,400 for a total contract amount not to exceed $5,271,948.
We appre ciate 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 request for Sup plemental Budget Proposal.
If you have any questions, please contact me at 916.769.6334 or at [email protected].
Sincere
ly,
AECOM
Howard Michael, PE
Project Manager
Associate Vice President / Northern California Highway Group Leader DP
DP
LW
LW
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 8 Task 10 Task 11 TOTAL
Project
Management /
Project
Coordination
Project
Funding
Planning
Final PS&E
(Final Bid
Documents)
Obtain Permits
and
Agreements
Design
Support
Services
During
Construction
LABOR
AECOM (Civil) $56,208 $0 $464,821 $0 $0 $521,029
AECOM (Environmental) $0 $0 $0 $0 $0 $0
AECOM (Geotech) $0 $0 $0 $0 $0 $0
AECOM (Structures) $0 $0 $0 $0 $0 $0
AECOM (Traffic) $9,715 $0 $29,146 $0 $0 $38,862
Labor Escalation $12,659
SUBCONSULTANTS
H&A $0 $0 $0 $0 $0 $0
WRECO $0 $0 $17,000 $0 $0 $17,000
Best Testlab $0 $0 $0 $0 $0 $0
Sub Markup $0 $0 $850 $0 $0 $850
OTHER DIRECT COST
Printing $0 $0 $1,000 $0 $0 $1,000
Postage, Travel, Misc. $0 $0 $1,000 $0 $0 $1,000
TOTAL $65,923 $0 $513,818 $0 $0 $579,741
$592,400
Contingency $100,000
TOTAL ESTIMATED OUT OF SCOPE SERVICES FEE $692,400
DBE 0.0% 3.3% 2.9%
% budget 11.4% 0.0% 88.6% 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 Billing rate increases do not increase contract limit
8/15/2023
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
ID CODE DELIVERABLE
Project Manager
Roadway Lead / Sr.
Project Engineer / QC
Engineer
Staff Engineer
CAD
Admin / Project
Controls
Traffic Engineer
AECOM LABOR
HOUR TOTAL
WRECO
CVL CVL CVL CVL CVL CVL TRF SUB
Labor rate==> 347 232 142 104 248 109 202 0
Project Management / Project Coordination
1.1 Project Administration 40 40
1.1.1 Scheduling 24 24
1.1.2 Invoices/Progress Reports: 18 48 66
1.2 Agency/Subconsultant Coordination 32 32
1.3 PDT Meetings 36 18 54
Task 1 S u b t o t a l 1 5 0 1 8 0000 4 8 2 1 6 0
404 80
Final PS&E (Final Bid Documents)
8.1 Drainage System Design Changes 2 88 124 102 84 400 17,000
8.2 Curb Ramp Redesign 2 48 80 130
8.3 PS&E and RTL Milestone Forms 2 76 78
8.4 Lane Closure Report Update for RV2 Ramp Redesign 2 16 40 58
8.5 Environmental Permit Extensions 2 32 4 38
8.6 Second 95% Constructability Review Meeting 4 4 104 112
8.7 Risk Register 16 8 24
8.8 Convert Design to 2022 Caltrans Standard Plans & Specs (if needed) 48 98 198 135 80 559
8.9 Supplemental DSDD 4 32 24 60
8.10 Four Additional Final Submittals 2 72 202 118 40 434
8.11 Updated Resident Engineer's File 24 24 40 16 104
8.12 Updated Construction Cross Sections 120 32 152
8.13 Remaining Items to Complete to Advertisement 8 56 30 32 126
8.14 Revising the Hearn Avenue Cross Section 32 78 132 154 60 456 Task 8 Subtotal 124 632 938 549 344 0 144 2,731 17,000
Total Project Hours 274 650 938 549 344 0 192 2,947 17,000 TOTAL HOURS BY PERCENT 9.3% 22.1% 31.8% 18.6% 11.7% 0.0% 6.5% 100.0% 85.2% 8/15/2023
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
Principal-In-Charge 0 0.00 $0
Project Manager 274 346.94 $95,061
Roadway Lead / Sr. Project Engineer / QC 650 231.52 $150,490 Project Engineer 0 0.00 $0
Engineer 938 141.71 $132,926
Staff Engineer 549 103.96 $57,072
CAD 344 248.49 $85,480
Admin / Project Controls 0 108.79 $0
Traffic Engineer 192 202.41 $38,862
Total Direct Labor 2,947 $559,891
Labor Escalation (Calcled in sep. workbook) 8.22% $12,659 Total Labor $572,550
SUBCONSULTANTS
H&A $0
WRECO $17,000
Best Testlab $0
Subtotal Subconsultants $17,000
Subconsultant Markup 5% $850
Total Subconsultants $17,850
OTHER DIRECT COST (ODC)
Printing $1,000
Postage, Travel, Misc. $1,000
Subtotal ODC $2,000
ODC Markup 0% $0
Total ODC $2,000
SUBTOTAL ESTIMATED OUT OF SCOPE SERVICES FEE $592,400
Contingency $100,000
TOTAL ESTIMATED OUT OF SCOPE SERVICES FEE WITH CONTINGENCY $692,400 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
8/15/2023
A010136-2016-02B Hearn Avenue at Highway
101 Interchange Engineering Services
Final Audit Report 2023-08-17
Created: 2023-08-16
By: Nicholas Lynn ([email protected])
Status: Approved
Transaction ID: CBJCHBCAABAAiFUgkqdhzekcLXzZRQWlPa75pa8N-fen "A010136-2016-02B Hearn Avenue at Highway 101 Interchange Engineering Services" History
Document created by Nicholas Lynn ([email protected])
2023-08-16 - 3:21:07 PM GMT
Document emailed to [email protected] for approval 2023-08-16 - 3:26:48 PM GMT
Email viewed by [email protected]
2023-08-16 - 3:28:45 PM GMT
Signer [email protected] entered name at signing as Dezire Perez Barbante 2023-08-16 - 3:29:23 PM GMT
Document approved by Dezire Perez Barbante ([email protected]) Approval Date: 2023-08-16 - 3:29:25 PM GMT - Time Source: server Document emailed to [email protected] for approval
2023-08-16 - 3:29:26 PM GMT
Email viewed by [email protected]
2023-08-17 - 1:03:56 PM GMT
Signer [email protected] entered name at signing as Lisa Welsh 2023-08-17 - 1:05:21 PM GMT
Document approved by Lisa Welsh ([email protected])
Approval Date: 2023-08-17 - 1:05:23 PM GMT - Time Source: server Agreement completed.
2023-08-17 - 1:05:23 PM GMT
A010136-2016-02B Hearn Avenue at Highway
101 Interchange Engineering Services - signed
Final Audit Report 2023-08-17
Created: 2023-08-17
By: Nicholas Lynn ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAZdUizPPk9i9z_curtfwnNe6ApKiMsvzD "A010136-2016-02B Hearn Avenue at Highway 101 Interchange Engineering Services - signed" History
Document created by Nicholas Lynn ([email protected])
2023-08-17 - 3:13:36 PM GMT
Document emailed to Howard Michael ([email protected]) for signature 2023-08-17 - 3:15:02 PM GMT
Email viewed by Howard Michael ([email protected]) 2023-08-17 - 3:23:10 PM GMT
Document e-signed by Howard Michael ([email protected]) Signature Date: 2023-08-17 - 3:24:03 PM GMT - Time Source: server Document emailed to Armond Tatevossian ([email protected]) for signature 2023-08-17 - 3:24:05 PM GMT
Email viewed by Armond Tatevossian ([email protected]) 2023-08-17 - 4:16:42 PM GMT
Document e-signed by Armond Tatevossian ([email protected]) Signature Date: 2023-08-17 - 4:22:28 PM GMT - Time Source: server Agreement completed.
2023-08-17 - 4:22:28 PM GMT
A010136-2016-02B Hearn Avenue at Highway
101 Interchange Engineering Services - signed -
signed
Final Audit Report 2023-08-22
Created: 2023-08-17
By: Nicholas Lynn ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAcceXSF5lGHG4Q1ajng7eriinRTOIpxMM "A010136-2016-02B Hearn Avenue at Highway 101 Interchange Engineering Services - signed - signed" History
Document created by Nicholas Lynn ([email protected])
2023-08-17 - 6:34:37 PM GMT
Document emailed to Patti Salomon ([email protected]) for signature 2023-08-17 - 6:36:04 PM GMT
Document signing delegated to Jessica Mullan ([email protected]) by Patti Salomon ([email protected]) 2023-08-21 - 3:47:24 PM GMT
Document emailed to Jessica Mullan ([email protected]) for signature 2023-08-21 - 3:47:25 PM GMT
Email viewed by Jessica Mullan ([email protected])
2023-08-21 - 8:34:00 PM GMT
Document e-signed by Jessica Mullan ([email protected]) Signature Date: 2023-08-22 - 7:48:47 PM GMT - Time Source: server Agreement completed.
2023-08-22 - 7:48:47 PM GMT