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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: April 12, 2005

Subject/Title: Adopt a Resolution executing a Contract with Biggs Cardosa Associates, Inc. to provide Design Services for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134 and amend the CIP Budget Sheet.

Prepared by: Engineering: B. Bornstein

Submitted by: Engineering: B. Grewal

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a contract and related documents with Biggs Cardosa Associates, Inc. to provide Design Services for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134, in an amount of $1,315,000, plus a 10% contingency and amend the CIP Budget Sheet.

PREVIOUS ACTION
On May 7, 2002, Planning Commission approved the Negative Declaration and determined that the 2002/03 – 2007/08 Capital Improvement Program was consistent with the adopted Brentwood General Plan.

On May 28, 2002, City Council adopted the 2002/03- 2007/08 Capital Improvement Program which included the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134.

On December 10, 2002, City Council authorized staff to execute a Professional Service Agreement with Raney Planning & Management, Inc. (RPM) to prepare the Environmental Impact Report for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134.

On October 14, 2003, City Council authorized staff to execute a Professional Services Agreement with Mark Thomas & Company, Inc., for pre-design reports and exhibits, right-of-way surveys ongoing coordination with the Railroad and access alternatives for adjacent property owners for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134.

On December 9, 2003, City Council certified the Environmental Impact Report for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134.

BACKGROUND
The Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134, will construct an underpass consisting of six travel lanes under the Union Pacific Railroad (UPRR). This project will improve traffic flow and safety, continue the widening of Lone Tree Way from the west and anticipated to the east, as well as fulfill the City’s requirement by the Public Utilities Commission for the allowance of an at-grade crossing of the same rail line at Sand Creek Road.

Due to extensive coordination with the UPRR and how big of an impact the UPRR will have on the timing and cost of this project, the City sent out a request for proposal to three design firms who have extensive experience with UPRR bridge crossings of which two responded. Criteria of design cost, length of design and schedule to procure all necessary permits and agreements, bridge design, experience, as well as specific experience with the UPRR was used to select the most qualified consultant for this project. Both firms were very qualified; however, Biggs Cardosa Associates, Inc. stood out from the other due to their project experience and the strength of their subconsultants, especially in the area of civic design, railroad interaction and the successful completion of similar projects. There are a lot of unknown variables in dealing with the UPRR and as we proceed with the design and coordination with the UPPR those variable requirements, imposed by the UPRR, will become known and negotiated to the best of staff and consultants ability. At this present time the UPRR has declined to continue further discussions with the City until a 30% design plan is formally submitted to the UPRR.

Included as part of the design, Biggs Cardosa Associates, Inc. will be responsible for designing a temporary railroad shoofly track and coordinate and design the necessary requirements for the temporary roadway shoofly, crossing through the UPRR right-of-way. Most likely the UPRR will require the City to construct the substructure of a secondary bridge structure, which is also included in Biggs Cardosa Associates, Inc. proposal. Other elements of the design include a storm drainage pump station, relocation of various utilities (PG&E, SBC, Comcast, Kinder Morgan, Chevron, etc.), coordination with the UPRR and Public Utility Commission to procure all necessary agreements and an architect enhance the aesthetics of this project. A detailed breakdown of the scope of services provided by Biggs Cardosa Associates, Inc. is included in the attached agreement.

FISCAL IMPACT
Included in this proposal is the design of the undercrossing (including temporary railroad and roadway shoofly), extensive coordination with the Union Pacific Railroad, Public Utility Commission, coordination with various utility companies requiring relocation due to the undercrossing, pump station, construction assistance (not including project management and inspection) and as-built drawings. The total cost of this proposal is $1,315,000, plus a 10% contingency for a total contract amount of $1,446,500. The budgeted design costs in the 2004/05 – 2008/09 CIP Budget total $1,222,071, which is spread over fiscal years 04/05, 05/06 and 06/07; however, a portion of this budget was unfunded. The UPRR requirements necessitate completing the design earlier than anticipated. Therefore, the design funds budgeted for fiscal years 05/06 and 06/07, which total $614,714, must be consolidated into fiscal year 04/05 and increased by $326,703, to account for the accelerated schedule and additional cost increases for the design services. The Original Budget and the proposed Amended Budget are shown below.

Original Amended Difference
Budget 04/05 Budget 04/05
Legal $ 25,000 $ 25,000 $ 0
Planning & Design $ 307,357 $ 1,248,774 $ 941,417
Construction $ 310,027 $ 310,027 $ 0
Project Administration $ 277,589 $ 277,589 $ 0
Land/ROW/Acquisitions $ 960,000 $ 960,000 $ 0
Total Project Budget $ 1,879,973 $ 2,821,390 $ 941,417

This project is funded by Facility Fees and staff has confirmed with the Finance Department that there are sufficient funds to cover the proposed amended budget.

Attachment: Resolution
Agreement
Site Map
Amended CIP Budget Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT AND RELATED DOCUMENTS WITH BIGGS CARDOSA ASSOCIATES, INC. TO PROVIDE DESIGN SERVICES FOR THE LONE TREE WAY – UNION PACIFIC UNDERCROSSING, CIP PROJECT NO. 336-3134, IN AN AMOUNT OF $1,315,000 PLUS A 10% CONTINGENCY AND AMEND THE CIP BUDGET SHEET.

WHEREAS, on May 7, 2002, the Planning Commission approved the Negative Declaration and Determined that the 2002/07 Capital Improvement Program was consistent with the adopted Brentwood General Plan; and

WHEREAS, on May 28, 2002, the City Council adopted the 2002/07 Capital Improvement Program, which included the Lone Tree Way – Union Pacific Railroad Undercrossing, CIP Project No. 336-3134; and

WHEREAS, on December 10, 2002, the City Council authorized staff to execute a Professional Service Agreement with Raney Planning & Management, Inc. (RPM) to prepare the Environmental Impact Report for the Lone Tree Way – Undercrossing Project, CIP Project No. 336-3134; and

WHEREAS, on October 14, 2003, the City Council authorized staff to execute a Professional Services Agreement with Mark Thomas & Company, Inc., for pre-design reports and exhibits, right-of-way surveys ongoing coordination with the Railroad and access alternatives for adjacent property owners for the Lone Tree Way / Union Pacific Undercrossing Project, CIP Project No. 336-3134; and

WHEREAS, on December 9, 2003, City Council certified the Environmental Impact Report for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134; and

WHEREAS, the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134, will construct an underpass consisting of six travel lanes under the Union Pacific Railroad; and

WHEREAS, this project will improve traffic flow and safety, continue the widening of Lone Tree Way from the west and anticipated to the east, as well as fulfill the City’s requirement by the Public Utilities Commission for the allowance of an at-grade crossing of the same rail line at Sand Creek Road; and

WHEREAS, in January 2005, the City sent out a request for proposal to three design firms who have extensive experience with UPRR bridge crossings; and

WHEREAS, in choosing Biggs Cardosa Associates, Inc., staff feels confident in their ability to lead the design team with their extensive project experience, strength of their subconsultants, length of project schedule, and the lowest overall design cost proposal; and

WHEREAS, at this present time the UPRR has declined to continue discussions with the City until a 30% design plan is formally submitted to the UPRR; and

WHEREAS, there are a lot of unknown variables in dealing with the UPRR and as we proceed with design and coordination with the UPRR, those variable requirements imposed by the UPRR will become known and negotiated to the best of staff and the consultants ability; and

WHEREAS, in choosing Biggs Cardosa Associates, Inc., and their subconsultant team, they will provide the project related experience, contacts with the UPRR to serve the best interest of the City and obtain approvals from the railroad in a timely manner.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby authorize the City Manager to execute a contract and related documents with Biggs Cardosa Associates, Inc. to provide Design Services for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134, in an amount of $1,315,000 plus a 10% contingency.

BE IT FURTHER RESOLVED that the CIP Budget Sheet for the Lone Tree Way – Union Pacific Undercrossing, CIP Project No. 336-3134 hereby be amended.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 12th day of April 2005 by the following vote: 

 

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