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5.
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| Finance Committee |
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| Subject: |
| Amendment to Professional Services Agreement (PSA) with AKAL Consultants for Additional Project Management Services for the SR-57 and Lambert Road Interchange Improvements, Project 7251 |
| RECOMMENDATION |
| Approve Amendment No. 3 to Professional Services Agreement with AKAL Consultants for Additional Project Management Services for the SR-57 and Lambert Road Interchange Improvements, Project 7251. |
| BACKGROUND/DISCUSSION |
The SR-57 Freeway/Lambert Road Interchange Improvement, Project 7251 (Project) has been programmed within the Capital Improvement Program for over ten years. The Project Approval and Environmental Document (PA&ED) phase was completed in the fall of 2015 with a preferred design alternative selected as Alternative 7A. The 7A project will add a northbound loop on-ramp and realign northbound off-ramp; widen southbound ramps and bridge by the railroad; convert southbound exit ramp to a two (2) lane exit; and widen Lambert Road from west State College.
Due to the complexity of the Project and Caltrans' involvement, staff identified the need to augment our in-house capability to manage the Project. On August 17, 2010, City Council approved a Professional Services Agreement (PSA) with AKAL Consultants (AKAL) in the amount of $95,100 to provide project management services for the Project. A first Amendment in the amount of $87,900 was approved by Council in October 2014. Due to delays in approval of the PAED resulting from additional technical studies required by Caltrans and the need to secure construction funding for this project, a second amendment in the amount of $27,000 was approved by City Council on December 6, 2016 bringing the total contract to $210,000.
The Project is currently in the design and right-of-way acquisition phases. The scope of work within the Design Professional Services Agreement with Parsons required completion of Plans, Specifications, and Estimates (PS&E) for the overall Project. Parsons completed the 65% PS&E documents for the overall Project in December 2016. However, due to cost increases in construction from the PA&ED planning estimate and funding constraints for the overall project construction costs, a phasing plan concept was proposed to Caltrans in the spring of 2016. Caltrans and Orange County Transportation Authority (OCTA) staff accepted this phased approach in an effort to keep the Project moving forward. The proposed phasing allows the City and Caltrans to effectively secure grant funds for each phase and deliver much needed operational improvements to the interchange while waiting to secure 100% construction funds for the overall Project.
Currently, the PS&E for the Phase 1 Project is nearing 100% completion, pursuant to the decision to phase the Project. The design for the remaining phases has been shelved at the 65% level until additional grant funds are secured, which is anticipated to be by Fiscal Years 2018-19 and 2019-20. In 2016, the City, with assistance from AKAL, secured funding from OCTA in the amount of 5.9 million with reprogrammed grant funds from the STIP for Right-of-Way (ROW) acquisition in the amount of $9 million for a total of $14.9 million. The ROW phase is completely funded and has started with the anticipation of being complete by the third quarter of 2018. Since 2016, staff with assistance from AKAL, has been working on securing the necessary funds to complete the construction of the Phase 1 Project.
Additionally, staff and AKAL have been working with OCTA and Caltrans to secure funding from the United States Department of Transportation's Infrastructure for Rebuilding America ("INFRA") competitive grant program, the United States Department of Transportation's Investment Generating Economics Recovery 2017 ("TIGER 2017") competitive grant program, and Caltrans State Highway Operations and Protection Program ("SHOPP") for the entire project. If successful, the complete Project construction for all phases would be fully funded in FY 2018-19.
Therefore, in order for AKAL to continue to assist the City with the OCTA grant applications for construction funds as part of the Fiscal Year 2017-18 and 2018-19 Call For Projects grant cycle a third amendment of the PSA with AKAL is required. AKAL has been instrumental in assisting the City in securing grant funding from OCTA for PAED/PS&E and Right-of-Way in the amount of $927,000 and approximately $5.9 million respectively as well as assisting staff with other grant applications.
These above mentioned efforts will require additional management services and comprehensive coordination with OCTA and Caltrans by AKAL. Some of the continuing services to be provided by AKAL as a part of this third amendment are as follows:
• Provide assistance with M2 grant application (Construction phase 1);
• Review design consultant invoices and provide as-needed PM work;
• Perform design (PS&E) consultant performance evaluation for compliance with federal guidelines;
• Provide project review and attend PDT meetings;
• Provide assistance with OCTA semi-annual review; and
• Assist City staff with project audit reviews, grant reimbursement requests and miscellaneous project activities as directed by City Engineer
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| SUMMARY/FISCAL IMPACT |
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Budget |
Expenditures |
Balance |
| Design |
$400,000 |
$186,827 |
$213,173 |
| ROW |
$14,429,200 |
$3,000 |
$14,426,200 |
| Total |
$14,829,200 |
$189,827 |
$14,639,373 |
The requested $33,600 amendment to the existing PSA for project management and miscellaneous services would bring the current $210,000 PSA to $243,600. The table above depicts the current Fiscal Year (FY) 2017-18 Approved Budget for this project within the CIP inclusive of staff time, design consultant, and project management consultant:
Based on the remaining FY 2017-18 balance of $14,639,373 there are sufficient funds to cover the additional $33,600 amendment to AKAL’s PSA. The Project’s overall source of funds for Design and Right-Of-Way are from Fund 540 (Traffic Impact Funds), Federal and OCTA grants. Therefore, there is no fiscal impact to the General Fund. Approving a third amendment with AKAL will continue the project management services during the Construction Phases and assist the City with securing construction grant funds for the Project. With AKAL Consultant’s broad knowledge of Federal and OCTA’s guidelines, it would ensure compliance with this very complex Project. |
| RESPECTFULLY SUBMITTED |
William Gallardo, City Manager
Prepared by: Warren Coleman, Management Analyst
Concurrence: Steve Kooyman, P.E., City Engineer |
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