Agenda Item #12.3
For Council Meeting of: September 12, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JAMES JENSEN, DEPUTY DIRECTOR, ENGINEERING TRANSPORTATION AND PUBLIC WORKS DEPARTMENT SUBJECT: APPROVAL OF AMENDMENT NO. 2 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 and authorize the Mayor to execute Amendment No. 2 #A010136-2016-02B to Project Work Order #A010136-2016-02 with AECOM Technical Services, Inc. (AECOM) substantially in the form of Attachment 2, subject to approval as to form by the City Attorney, to update the construction documents and finalize the process for advertisement for the Hearn Avenue Interchange Project at US Highway 101 increasing the contract amount by $692,400 for a total amount not to exceed $5,271,948.
EXECUTIVE SUMMARY
This motion will approve Amendment No. 2 #A010136-2016-02B to Project Work Order (PWO) # A010136-2016-02 with AECOM to update the construction documents and finalize the process for advertisement of the Hearn Avenue Interchange Project at US Highway 101.
Amendment No. 2 has been negotiated at a cost of $692,400 and will address added design changes requested by the City and Caltrans while providing the required Caltrans final plan submittals. The design cost is consistent with staff estimates and industry standards for engineering services.
This resolution supports Council Goal 5 by investing in and maintaining sustainable transportation infrastructure. The reconstruction of the Hearn Avenue interchange over US Highway 101 will improve traffic circulation and regional traffic operations. The widening of the bridge will promote multi-modal transportation access and connectivity with bicycle lanes and pedestrian sidewalks.
BACKGROUND
The Hearn Avenue Interchange Project at Highway 101 will replace the existing interchange to provide a much-needed improvement to the existing undersized overcrossing while improving traffic circulation and enhancing pedestrian and bicycle access and safety.
The City implemented a three-phase delivery schedule for the Hearn Avenue Interchange; two phases out of three have been completed. Phase 1 completed the construction on the east side of the interchange, which included the widening along Santa Rosa Avenue. Phase 2 construction was completed on the west side of the interchange, which included the widening along Hearn Avenue. Phase 3 will be future reconstruction of the Hearn Avenue interchange over US Highway 101.
Under Project Work Order (PWO) #A010136-2016-02, civil engineering consultant AECOM, the project began the design phase in June 2017. The expected completion date of final construction documents was December 2019. However, a hold on the release of final bid packages occurred on multiple occasions, due to a lack of secured construction funding.
To help source construction funding, Amendment 1 implemented a redesign for a Multi-Use Path including a separated Class IV bikeway within the bridge section, a redesign of the south-bound off-ramp, upgrading to Caltrans’ current standards, and additional funding for AECOM to assist in grant applications for the project. Since the execution of Amendment 1, Caltrans made further requests of design services resulting in the redesign of several items. In addition, a continued lack of construction funding extended the period of submission for construction further, resulting in a need for permit extensions and updating forms, plans, and specifications to current standards.
Following the efforts from Amendment 1 and the progress in work of Amendment 2, the project has since secured the remaining construction funding to advertise the project on August 14, 2023 and begin the construction phase of work.
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, approved and authorized the Mayor to execute Project Work Order #A010136-2016-02, for the PS&E phase for the Hearn Avenue Interchange at US Highway 101, in the amount of $3,500,000 with AECOM Incorporated.
On November 17, 2020, the 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, the 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.
On August 9, 2022, the City Council, by motion, approved and authorized the Mayor to execute Amendment No. 1 to the Project Work Order #A010136-2016-02 between the City of Santa Rosa and AECOM 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 for a total amount not to exceed $4,579,548.
On November 29, 2022, the City Council, by Resolution No. RES-2022-228, approved and authorized the City Manager to negotiate and execute a Cooperative Funding Agreement with Sonoma County Transportation Authority to include funding and project management for Phase 3 of the Hearn Avenue Improvement Project and approved associated funding.
ANALYSIS
Redesigns and code updates required by Caltrans’ final phase of review exhausted the contingency budget of the PWO Amendment 1 and additional funding was required for the progress of work under this amendment.
The Consultant’s design efforts thus far include geotechnical site investigation, drainage design, transportation management plans, utility coordination, landscape design, structural design, roadway design, and engineering of hydraulic features. To date, City staff has reviewed the Project’s 35%, 65%, 95%, and 100% construction documents, seven (7) Final Design Submittals, the Ready to List (RTL) submittal, and the post RTL submittal from the Consultant.
Amendment 2 additional Caltrans requests include drainage system redesign, updated environmental permits, updated traffic management plans, reperformance of the 95% Constructability Review, conducing and presenting at a Lane Closure Committee meeting, supplemental Design Standard Decision Document, curb ramp and sidewalk redesign, etc. Due to these redesigns and the continued lack of construction funding, the period of submission for construction again extended. This resulted in a need for permit extensions, updating the risk registrar to the current format, converting the design to the 2022 Caltrans Standard Plans & Specs, and numerous resubmissions of the final submittals for review.
Furthermore, the City received feedback from the Bicycle and Pedestrian Advisory Board and several constituents requested a redesign of the bicycle infrastructure to incorporate a Class IV protected bike lane on both the eastbound and westbound side of the bridge. The City is anticipating implementation of their comments into a redesign of the bridge cross section; this work is included in Amendment 2.
City staff reviewed the total cost of $692,400, and determines that this fee is reasonable due to design changes and various 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
Funding for this project has been appropriated to Account No. JL17075. Approval of this action does not have a fiscal impact on the General Fund.
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
In May 2023, the Bicycle and Pedestrian Advisory Board was presented with several options to bring forth to Caltrans for redesign consideration. The Board recommended including protected bike lanes for both the eastbound and westbound directions of travel across the structure. Those design modifications are included in this Amendment 2.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Project Work Order Amendment 2 (including Contract Proposal)
PRESENTER
Deziré Perez-Barbante, Associate Civil Engineer
APPROVAL OF AMENDMENT NO. 2 TO PROJECT WORK ORDER WITH AECOM FOR ADDITIONAL DESIGN SERVICES ASSOCIATED WITH THE HEARN AVENUE INTERCHANGE PROJECT AT HIGHWAY 101