Agenda Item B.9 CONSENT CALENDAR Meeting Date: May 19, 2015

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1 CPMS Agenda Item B.9 CONSENT CALENDAR Meeting Date: May 19, 2015 TO: FROM: Mayor and Councilmembers Rosemarie Gaglione, Public Works Director CONTACT: James Winslow, Sr. Project Manager SUBJECT: Amendment No. 2 to Professional Design Services Agreement with Bengal Engineering, Inc., for the design of Public Improvements on Hollister Avenue from Storke Road to West of South Glen Annie Road and Storke Road Widening Project from Phelps to the City Limits. RECOMMENDATION: A. Authorize the City Manager to execute Amendment No. 2 to the Professional Design Services Agreement with Bengal Engineering, Inc., for an additional compensation of $408,665 for a new contract total not-to-exceed amount of $438,610, for engineering, surveying, design and right of way for the Hollister Avenue widening from Storke Road to 280 feet west of South Glen Annie Road and Storke Road Widening Project from Phelps to the City Limits; B. Allocate funding from the Long Range Development Plan in the amount of $148,110 to the Hollister Avenue widening from Storke Road to 280 feet west of South Glen Annie Road Project; C. Allocate funding from the Measure A Fund Balance in the amount of $100,000 to the Hollister Avenue widening from Storke Road to 280 feet west of South Glen Annie Road Project; D. Allocate funding from the Long Range Development Plan in the amount of $240,000 to the Storke Road Widening Project from Phelps to the City Limits; and E. Reduce the Goleta Transportation Improvement Program allocation for the following three projects by the amount indicated: Hollister Avenue widening from Storke Road to 280 feet west of South Glen Annie Road by $51,997, the Hollister Avenue Widening Phase I by $52,227, and the Storke Road Widening Project from Phelps to the City Limits projects by $45,631. 1

2 Meeting Date: May 19, 2015 BACKGROUND: On March 31, 2014, the City Manager executed a Professional Design Services Agreement with Bengal Engineering, Inc. (Bengal) in an amount not to exceed $29,145 for surveying and preliminary engineering for the Hollister Avenue Widening from Storke Road to South Glen Annie Road (Hollister Widening Project). On December 23, 2014, the City Manager executed Amendment No. 1 extending the term of the agreement to December 31, The original contract has approximately $13,240 remaining under the original scope of work that included conceptual design and surveying. On March 4, 2014, Council authorized a Professional Design Services Agreement with Bengal in amount not to exceed $44,700 for feasibility/concept study, design, surveying and preliminary engineering for the Storke Road Widening Project from Phelps to the City Limits (Storke Road SB Project). Bengal completed the surveying and initial feasibility plans for the City. Staff allowed the contract to expire due to workload and the need to identify construction funding sources. The Storke Road SB Project is listed in the City s General Plan Transportation Element, dated September Both projects have been identified and are components of the City s Capital Improvement Program (CIP). On November 19, 2013, Council approved a short list of pre-qualified design consultants valid for up to three years. The short list was compiled by issuing Requests for Qualifications and going through an evaluation process. The City requested and received proposals from Bengal, who is on the approved short list of design professionals, based on their experience in roadway design on similar projects. DISCUSSION: Hollister Widening Project Although staff has called out this work as two separate but related projects, staff will be designing and constructing them as a single project entitled Hollister Avenue widening from Storke Road to 280 feet west of South Glen Annie Road and they will no longer be discussed as distinct projects. The City s Subdivision Improvement Agreement, Tract No. 32,048 with Goleta Hollister LLC (Westar), approved by Council on December 17, 2013, identifies the approximately 280 feet west of South Glen Annie Road as public improvements the City will construct in the CIP and is the portion incorporated into the single project going forward. Preliminary engineering and design needs to be completed for this section so that Southern California Edison (SCE) can initiate the design and relocation of the existing tubular steel pole (TSP) on the northwest corner of Hollister Avenue and South Glen Annie Road. SCE may take up to months to design, purchase materials and construct their portion of the work. Because of the long lead time, it is preferable to begin the design work on this section now so when they are ready to remove the pole, the road widening project will be ready for construction. The roadway section from Storke Road to South Glen Annie Road will require right-of-way (ROW) acquisition from the property owner to the north. Page 2 of 4 2

3 Meeting Date: May 19, 2015 The City has an existing survey, preliminary design and ROW agreement with Bengal. Therefore, staff is recommending adding the design and engineering for the approximately 280 feet portion and increasing the current contract authority to include the final design, plans, specifications and estimates (PS&E) for the single Hollister Widening Project. Storke SB Project The Storke SB Project will widen the section of roadway between Whittier Drive and the City limits from two lanes to four lanes to match the roadway sections both to the north and the south. Bengal s initial contract was for preliminary engineering and feasibility study services to determine the roadway layout options in preparation for application to the Coastal Commission. Bengal submitted preliminary layout options for the City to review. However, due to workload constraints, project priorities, and funding concerns, staff did not proceed with the updates, revisions nor steps to submit the alternatives to the Coastal Commission and the contract expired. Therefore, staff is recommending a the existing agreement with Bengal be amended to include continuation of the work effort. The new tasks would build upon the current work effort expended and includes final design and PS&E to allow the City to bid the project. FISCAL IMPACTS: There are sufficient funds in the Goleta Transportation Improvement Plan (GTIP) for a portion of the design and right-of-way engineering for the Hollister Widening Project. Although this location is not specifically identified in the GTIP, line item R15 of the GTIP allows for roadway improvements for Frontage and Other Improvements Contiguous to New Development. This GTIP line item allows for a maximum of $75,000 per location. In conjunction with the Long Range Development Plan (LRDP) the City and the University of California at Santa Barbara (UCSB) entered into Cooperative Agreements in 2008 and 2010 that provide approximately $10 million in funding for specific projects that mitigate the traffic impacts of UCSB expansion on City roads. In the 2010 LRDP, $1,165,918 was allocated to Storke Road from Phelps to the City Limit. Staff recommends appropriating $240,000 of the 2010 LRDP funds for the Storke SB Project. In the 2010 LRDP, no funds were allocated to the Hollister Widening Project, but provisions were made to allow the City to reallocate mitigation funds for such a project. Therefore, staff recommends reallocating and appropriating $138,110 of the $157, LRDP funds allocated for the Hollister/Storke intersection project to the Hollister Widening Project. Included in this allocation request is $10,000 for each project, for a total of $20,000, for Phoenix Civil Engineering, Inc. (Phoenix) for project management services. The contract authority for Phoenix is addressed in the Phoenix staff report, Item B.13. Staff is requesting additional allocation from the Measure A fund balance for the Hollister Widening Project. The tables below summarize the requested appropriations. Page 3 of 4 3

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5 ATTACHMENT 1 Professional Design Services Agreement Amendment No. 2 between the City of Goleta and Bengal Engineering, Inc. Hollister Avenue widening from Storke Road to 280 feet west of South Glen Annie Road and Storke Road Widening from Phelps to the City Limit 5

6 AMENDMENT No. 2 TO PROFESSIONAL DESIGN SERVICES AGREEMENT BETWEEN THE CITY OF GOLETA AND BENGAL ENGINEERING, INC. This Amendment No. 2 ( AMENDMENT ) is made this 19 th day of May, 2015, to an Agreement for Professional Design Services between the CITY OF GOLETA ( CITY ) and BENGAL ENGINEERING, INC. ( CONSULTANT ) dated March 31, 2014 ( AGREEMENT"). RECITALS WHEREAS, the AGREEMENT between the CITY and CONSULTANT currently provides in Section 3 Subsection (a) for total compensation amount not to exceed twenty-nine thousand one hundred forty-five dollars ($29,145); and WHEREAS, the parties desire to amend the AGREEMENT so as to provide for additional compensation in the amount of four hundred eight thousand six hundred sixty-five dollars ($408,665) for ongoing professional engineering design services; and WHEREAS, the AGREEMENT between the CITY and CONSULTANT currently provides in Section 6 for the termination of the AGREEMENT on December 31, 2015; and WHEREAS, the parties desire to amend the AGREEMENT so as to extend the termination of the AGREEMENT to December 31, 2016; and WHEREAS, the Agreement between CITY and CONSULTANT currently provide in Exhibit A entitled Scope of Work description of services for CONSULTANT; and WHEREAS, the parties desire to amend the scope of the AGREEMENT by identifying the services to be performed by the CONSULTANT under the AGREEMENT to additionally include expanded engineering services associated with finalizing road widening design and extending the limits of the roadway widening design; and WHEREAS, the City Council, on this 19 th day of May, 2015, approved this AMENDMENT and authorized the City Manager to execute this AMENDMENT per the Goleta Municipal Code AMENDED TERMS Now therefore CITY and CONSULTANT agree as follows that the AGREEMENT be, and hereby is, amended as follows: City of Goleta Amendment No.2 for Agreement # Page 1 of 7 6

7 1. Section 3 Subsection (a). COMPENSATION AND PAYMENT of the AGREEMENT is amended to add an additional authorized amount of $218,955 as follows to read in its entirety: a. Maximum and Rate. The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $438,610 (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis: Hourly at the hourly rates and with reimbursement to CONSULTANT for those expenses set forth in CONSULTANT's Schedule of Fees marked Exhibit "B," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until December 31, 2016, after which any change in said rates and expenses must be approved in writing by CITY's Project Manager (CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all work described under this AGREEMENT. 2. Section 6. TERM, PROGRESS AND COMPLETION is amended to extend the term for an additional year and to read in its entirety: The term of this AGREEMENT is from the date first written above to December 31, 2016, unless term of this AGREEMENT is extended or the AGREEMENT is terminated as provided for herein. CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by paragraph 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY's Project Manager. All services shall be completed according to the scope of services attached as Exhibit A. 3. Exhibit A SCOPE OF WORK of the Agreement is amended to delete and replace in its entirety: Exhibit A Scope of Work with Exhibit A-1 Scope of Work attached to and incorporated herein. 4. Except as otherwise specifically provided herein, all other provisions of the AGREEMENT shall remain in full force and effect. City of Goleta Amendment No.2 for Agreement # Page 2 of 7 7

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9 Exhibit A-1 Scope of Work Task 1 Project Management and Administration CONSULTANT shall manage the project by tracking the schedule, budget and value of the products produced. Work shall include: Coordination with City and Other Public Agencies, Direction and oversight of subcontractors, Oversight of various products and billing, Maintain decision logs and logs of conversations, Prepare monthly progress reports and invoices, and Attendance at project meetings. At the onset of the project, CONSULTANT shall facilitate a conference call with the City to confirm the scope of work, project schedule and deliverables. Deliverables: Project schedules, monthly status reports, and invoices. Task 2 Preliminary Investigation CONSULTANT shall provide preliminary investigation for the project. The work shall include the following: Managing and overseeing subcontractors, Setting of aerial targets for aerial survey, Confirming correct horizontal and vertical datum controls, Performing aerial survey and mapping of approximately 1 mile of linear roadways at a 1 = 20 scale, Performing right-of-way research, Creating initial topographic mapping, Researching utilities, Preparing utility line work, Performing field checks on the location of utilities, and Preparing draft plans. Deliverable: Utility and survey drawings in AutoCAD (.dwg) and Adobe (.pdf) format City of Goleta Amendment No.2 for Agreement # Page 4 of 7 9

10 Task 3 Concept Design / Preliminary Engineering CONSULTANT shall provide concept design and preliminary engineering for the project. The concept design / preliminary engineering shall include the following: A designing showing widening of the north side of Hollister Avenue from Storke Road to Glen Annie Road, Right-of-Way (ROW) needs for the proposed widening work, A design showing a clear tie-in with the Phase I work on Hollister from Glen Annie Road west and the improvements for Storke Road north from Hollister to the U.S. 101 ROW, Modifications to Storke Road south turn lane onto Hollister west bound, A design showing the modifications to the exiting eastbound double left turn lane from Hollister Avenue onto north bound Storke Road, Signalization improvements, and Class II bike lane and striping layouts Deliverable: 30% Draft Concept Plans [3 sets 11 x17 bond, AutoCAD (.dwg), and Adobe (.pdf) format] Task 4: Hollister Avenue Widening: Storke Road to 280-feet West of South Glen Annie Road CONSULTANT shall develop plans to widen Hollister Avenue from Storke Road to 280- feet west of South Glen Annie Road. CONSULTANT is currently performing a feasibility study of the widening of the north side of Hollister Ave. CONSULTANT shall use the Westar offsite plans as the as-builts for the developments to the west. At the completion of the preliminary work, CONSULTANT shall prepare a 100% Plan, Specification and Estimate package for the construction Hollister Widening Project. Scope: Interaction with City Staff Surveying: measure existing pavement grades using NAVD88 (P&S used NGVD29). Use of the off-site roadway improvement plans for Westar: convert previous design centerline and linework to new coordinate system for use in completion of Phase 1 and to coordinate Phase 2. Roadway improvement plans for north side of Hollister Ave. to provide a #3 westbound lane west of Storke Road. This shall require relocation of curb, gutter, sidewalk. Westbound Hollister Ave, east of Storke Road shall remain as 2 through lanes. CONSULTANT shall project the full-width Westar curb, gutter eastward to new curb return. The new sidewalk shall be adjacent to the curb. City of Goleta Amendment No.2 for Agreement # Page 5 of 7 10

11 Layout of curb access ramp on the west side of Old Glen Annie Road (east side shall be undertaken in our Phase 2 work, south side unchanged from Westar sheet 10). Design of modified curb return at northwest corner of Hollister/Storke. Relocate large drop inlet located about 25 west of the curb return from SB Storke to WB Hollister (complications from close proximity to 16 inch HP SGC line currently unknown). Checking and conversion of roadway design grades for the portion of Westar Hollister Phase 1 to conform to NAVD88 to coordinate the 2 projects. Additionally, CONSULTANT shall also match grades for the Rincon Palms Project further east, which is also on the NAVD88. Miscellaneous Drainage Improvements Driveway modifications, driveway west of bank, fronting Hollister Ave. Potholing and locating utilities Utility relocation coordination Striping and signage extend striping to the projection of the west side of S. Glen Annie. Limited Coordination with Southern California Edison Determination of right-of-way takes: assume 2 properties: Storke/Hollister Research and Montecito Bank: assume 1 take and 1 temporary construction easement for each Preparation of right-of-way exhibits and legal descriptions for City s use in R/W acquisition Specifications including the technical specifications Engineer s Estimate City will provide: All the off-site plans for Westar: roadwork, drainage, signal, lighting, electrical plans: Storke Road and Glen Annie Road Westar on-site grading plans for southeast portion of their site to check conform grades at the new back of walk. Site plans for Storke/Hollister Research Center; record drawings for landscaping, retaining walls, drainage, underground utilities along Hollister Ave. and at corner of Old Glen Annie/Hollister Site Plans for Montecito Bank and Trust: landscaping, bioswales, underground utilities roof drains backflow preventers, service meters, and electrical connections. Record drawings for County-constructed storm drain in Hollister Ave. Rincon Palms on-site and off-site plans (AutoCAD format) Support to obtain permission to pothole. It appears that some potholing will occur in established landscaping. Other information as determined during the design. City of Goleta Amendment No.2 for Agreement # Page 6 of 7 11

12 Task 5: Storke Road Widening from Phelps to the City Limits CONSULTANT shall provide concept design, preliminary engineering, and final plans, specifications and estimates for the Storke Road Widening from Phelps to the City Limit project. Scope: Interaction with City Staff Surveying: measure existing pavement grades using NAVD88 (P&S used NGVD29). Use of the off-site roadway improvement plans from USCB Sierra Madre development. Coordination with City and Other Public Agencies Performing aerial survey and mapping of approximately 1 mile of linear roadways at a 1 = 20 scale. Confirming correct horizontal and vertical datum controls. Researching utilities. Preparing utility line work. Performing field checks on the location of utilities. A designing showing a four travel-lane roadway, with paved shoulders, in a corridor and alignment that matches the roadways north of Whittier Drive and just north of El Colegio Road. A design showing a narrow four travel-lane roadway that removes most of the existing median, depicts the striping tapers, and incorporates the four travel-lane roadway outside the wetland buffer area. Final design. Potholing and locating utilities. Utility relocation coordination. Detailed Plans and Specifications. Cost estimates. Deliverable: Utility and survey drawings in AutoCAD (.dwg) and Adobe (.pdf) format 30% Draft Feasibility Plans [3 sets 11 x17 bond, AutoCAD (.dwg), and Adobe (.pdf) format] City of Goleta Amendment No.2 for Agreement # Page 7 of 7 12