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HomeMy WebLinkAbout2020-04-21; City Council; ; Amendment No. 1 to the Agreement with GHD for Engineering Services for the Beach Access Repairs from Pine Avenue to Tamarack AvenueCA Review __RK____  Meeting Date: April 21, 2020  To: Mayor and City Council  From: Scott Chadwick, City Manager  Staff Contact: Emad Elias, Associate Engineer  Emad.Elias@carlsbadca.gov, 760‐602‐2745  Subject: Amendment No. 1 to the Agreement with GHD for Engineering Services  for the Beach Access Repairs from Pine Avenue to Tamarack Avenue  Recommended Action  Adopt a Resolution approving Amendment No. 1 to the Agreement with GHD for professional  engineering services for the Beach Access Repairs from Pine Avenue to Tamarack Avenue,  Capital Improvement Program Project No. 3896.   Executive Summary   On Jan. 9, 2018, the City Council adopted Resolution No. 2018‐002 and awarded a professional  services agreement to GHD in the amount of $500,000 to provide engineering services for the  project. Due to a revised scope of work and updated cost estimates, staff is requesting an  amendment to the agreement to revise the scope of work, increase the fee by an additional  $220,000 and extend the term of the agreement by three years to May 8, 2023. The agreement  currently expires on May 8, 2020 and no extensions are allowed without the City Council’s  approval, as outlined in the Carlsbad Municipal Code Section 3.28.040. Sufficient funds to cover  the costs related to this amendment are available in the Capital Improvement Program account,  so no additional fund appropriations are requested.   Discussion    The project will repair, replace and improve beach accesses along the west side of Carlsbad  Boulevard between Pine Avenue and Tamarack Avenue. The project includes repair and  replacement of the upper elevated sidewalk, lower sidewalk, stairways, handrails, seawall and  retaining walls.   Staff are currently analyzing different design alternatives for the needed repairs and  improvements that are outside of the original agreement scope with GHD. Because some of the  project features extend beyond the city’s right of way and encroach into California Department  of State Parks’ right of way, staff will work with State Parks to refine the project design to  comply with that agency’s design standards.   The amendment is necessary for the added scope of work, including additional structural  investigations, land surveying, design alternatives for widening the upper elevated sidewalk,  environmental review and permitting processes and options for pedestrian and traffic‐rated  railings. The amendment also accounts for continual coordination and plan review process with  State Parks.   April 21, 2020 Item #3 Page 1 of 21   Fiscal Analysis  The project is financed by General Capital Construction and Infrastructure Replacement Funds.  Sufficient funds are available to complete the design phase of the project. The available funds for  the project are shown in the following table. Remaining funds will be used for construction. No  additional appropriations are requested at this time.    BEACH ACCESS REPAIRS FROM PINE AVENUE TO TAMARACK AVENUE,   CIP PROJECT NO. 3896   Current appropriation – CIP Project No. 3896 $4,911,155  Current year expenditures/encumbrances – CIP Project No. 3896 $296,305  TOTAL AVAILABLE IN CIP No. 3896               $4,614,850  Amendment No. 1 $220,000  REMAINING BALANCE AFTER AMENDMENT $4,394,850  ADDITIONAL APPROPRIATION NEEDED $0    Next Steps  GHD will continue to work on the environmental and engineering design documents described  above.  Environmental Evaluation (CEQA)  The project is exempt from the California Environmental Quality Act under CEQA Guidelines  Section 15262 ‐ Feasibility and Planning Studies, which exempts projects only involving  feasibility or planning studies for possible future actions.  Public Notification  This item was noticed in accordance with the Ralph M. Brown Act and was posted and  distributed for public viewing and review at least 72 hours prior to the meeting date.   Exhibits  1. City Council resolution      April 21, 2020 Item #3 Page 2 of 21 RESOLUTION NO. 2020-066 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 1 TO THE AGREEMENT WITH GHD FOR PROFESSIONAL ENGINEERING SERVICES FOR THE BEACH ACCESS REPAIRS FROM PINE AVENUE TO TAMARACK AVENUE, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 3896. Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary and in the public interest to approve Amendment No. 1 (Amendment) to the Agreement with GHD for professional engineering services for the Beach Access Repairs from Pine Avenue to Tamarack Avenue, Capital Improvement Program (CIP) No. 3896 (Project); and WHEREAS, on Jan. 9, 2018, the City Council adopted Resolution No. 2018-002 approving a Professional Services Agreement (Agreement) in the amount of $500,000 with GHD to provide engineering services for the Project; and WHEREAS, the Agreement currently expires on May 8, 2020. To complete the Project, the parties desire to amend the Agreement to revise the scope of work, increase the fee for an additional $220,000 and extend the terms of the Agreement by three years to expire on May 8, 2023; and WHEREAS, funds have been appropriated using a combination of General Capital Construction and Infrastructure Replacement Funds, and sufficient funds are currently available to complete the engineering design of the Project; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That Amendment No. 1 to the Agreement with GHD will extend the Agreement terms for an additional three years to expire on May 8, 2023, add an additional $220,000 fee and revise the scope of work. 3. Sufficient General Capital Construction and Infrastructure Replacement Funds available to complete the engineering design of the Project. 4. That Amendment No. 1 to the Agreement with GHD for professional engineering services for CIP Project No. 3896, as described in Attachment A, is hereby approved and the Mayor is hereby authorized and directed to execute said Amendment. April 21, 2020 Item #3 Page 3 of 21 Exhibit 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 21st day of April, 2020, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Schumacher. None. None. MATT HALL, Mayor .,~_/2·rll:1Jd~ ~ARBARA ENGLESON, City Clerk (SEAL) April 21, 2020 Item #3 Page 4 of 21 DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C AMENDMENT NO. 1 TO EXTEND AND AMEND AGREEMENT FOR ENGINEERING SERVICES FOR BEACH ACCESS REPAIRS ALONG CARLSBAD BLVD. FROM PINE AVE. TO TAMARACK AVE. GHD, INC. A This Amendment No. 1 is entered into and effective as of the J}t::fu day of \?1, \ , 2020, extending and amending the agreement dated January 10th, 2018 (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and GHD, Inc., a California corporation, ("Contractor") (collectively, the "Parties") for engineering services for Beach Access Repair. RECITALS A. The parties desire to extend the Agreement for an additional three (3) year period and amend the original Agreement to add additional professional engineering services; and B. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". With this Amendment, the total Agreement amount shall not exceed seven hundred twenty thousand dollars ($720,000). 2. City will pay Contractor for all work associated with those services described in Exhibit "A" on a time and materials basis not-to-exceed two hundred twenty thousand dollars ($220,000). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A" by May 8, 2023. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. Ill Ill Ill Ill April 21, 2020 Item #3 Page 5 of 21 DocuSign Envelope ID: 463FE45C-8445-4E0B-878E-D84D65048D0C 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR GHD, Inc., a California corporation By: (sign here) Greg Watanabe, Vice President (print name/title) By: (sign here) J. Duncan Findlay, Secretary (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California Matt Hall, Mayor ATTEST: ~ £J11cJtl_,; jP"'8arbara Engleson, City Clerk If required by City, proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: ___ 'Z... __ ~_? ____ _ Assistant City Attorney April 21, 2020 Item #3 Page 6 of 21 EXHIBIT “A” SCOPE OF SERVICES AND FEE DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C April 21, 2020 Item #3 Page 7 of 21 CITY OF CARLSBAD – ENGINEERING SERVICES FOR BEACH ACCESS REPAIRS ALONG CARLSBAD BOULEVARD FROM PINE AVE TO TAMARACK AVE PROJECT SCOPE – ADDENDUM 1 March 24, 2020 GHD 9370 Sky Park Court Suite 140 San Diego California 92123 USA T 858 244 0440 F 858 244 0441 W www.ghd.com PHASE 1 – PRELIMINARY ENGINEERING TASK 1 PRELIMINARY EFFORTS The purpose of the Investigations task is to collect more detailed information by reviewing project related documents and performing investigations as needed to accomplish the project goals. 1.1 Kickoff Meeting (completed) (requesting supplemental fee for additional meetings) Upon notification to proceed (NTP), GHD’s Project Manager will schedule a Kickoff Meeting with the City to review project needs/requirements and affirm project goals, and get a thorough understanding of the City’s expectations in relation to the project objectives, priorities, and schedule. Project specific criteria/requirements will also be discussed such as; limitations with regard to the alteration of specific infrastructure or existing conditions and movements, the extent that the various portions of the facility need to remain in use during construction, and coordination with State Parks. Deliverable:  Kickoff Meeting Agenda and Minutes 1.2 Document Review (completed) Our team will review as-built record drawings, and previous studies and reports related to the project. For example, KTUA will conduct a document review of planting as-built documents, environmental reports, City memos, addendums and other relevant material and includes a total of one (1) site investigation meeting to assess the current condition of the planting and irrigation system. This task also includes coordination and review of landscape and irrigation plans with the City and State of California's Parks and Recreation Department for substantial conformance to previous approvals regarding slope restoration and right of access to state jurisdictional lands for this restoration. Deliverable:  Findings Memo (KTUA submitted 2/15/2019) 1.3 Geotechnical Basis of Design Report (completed) Based on a review of the City’s Municipal Code, specifically Chapter 21.204.110, geotechnical reports are required for all coastal shoreline development. A review of available past reports and geotechnical investigations will be performed by our team member TerraCosta Consulting Group to analyze existing data and provide recommendations for the proposed repairs and measures to stabilize the existing structures. TerraCosta will then prepare a Geotechnical Basis of Design Report summarizing the geotechnical conditions comprising the coastal bluff. The brief report will provide geotechnical design criteria to support proposed structural engineering solutions for repair or replacement of the existing beach access elements. Deliverable:  Geotechnical Basis of Design Report (will resubmit with 50% plan set) DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C IIIIUUU co ■,u, , .. ISO 9001 (IIGINIUUIG OISIC:.W April 21, 2020 Item #3 Page 8 of 21 Structural Engineering Services for Beach Access Repairs 2 1.4 Aerial / Topographic Survey (completed) (requesting additional scope and fee for widening) ALTA Land Surveying will perform both an aerial and topographic survey of the bluff and surrounding areas from Pine Avenue to Tamarack Avenue, tied to a local City horizontal and vertical control. The survey team will field locate existing monuments to establish record boundary lines, and a ground survey will be performed to pick up key information that the aerial survey could not see. All surveys will be based on City of Carlsbad standards and delivered in an AutoCAD format using NAD '83 horizontal and NGVD '29 vertical datum including. The complete aerial/topographic survey will show elevation contours at 1-foot intervals. ALTA Land Surveying will provide additional survey along Carlsbad Blvd, from Pine Ave to Cherry Ave. Deliverable: (submitted 4/20/2019)  Electronic copies of the survey will be available in AutoCAD format. 1.5 Utilities Investigation (completed) GHD will conduct a utilities investigation immediately after project NTP which will include direct coordination with utility companies in the area and collection of as-built information. All known utilities within the project area will be contacted, informed of the project and asked to identify their facilities. All utility information collected will be included in an electronic reference file for use during design development. Deliverables: (submitted 4/20/2019)  Correspondence with utility companies  Digitized as-built plans  AutoCAD utility reference file to be used in project development 1.6 Structural Investigation (mostly completed except seawall core – request omit from scope) (requesting additional scope and fee for widening) GHD will perform a follow up structural investigation to the TTG Structural Evaluation that will include our findings and maintenance, repair and replacement recommendations based on our own assessment of the project structural elements. This assessment will include obtaining two (2) concrete cores from the precast double-tees and one (1) from the seawall to obtain the compression strength, surface resistivity, chloride profile and depth of carbonation of the concrete. GHD’s corrosion and structural engineers will analyze the data to identify the concrete composition, depth of carbonation, chloride ion penetration depths, and other mechanisms of concrete degradation. GHD will perform a preliminary structural analysis to confirm that the elevated upper sidewalk could be widened by 1.5 feet (from Pine Ave to Maple Ave). GHD will formalize this analysis to include the proposed cantilever portion of the upper sidewalk on grade (between Maple Ave and Cherry Ave) and provide the City with a memo signed by a Structural Engineer. Deliverable:  Structural Investigation Technical Memorandum DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C~, § i1 April 21, 2020 Item #3 Page 9 of 21 Structural Engineering Services for Beach Access Repairs 3 o Add Upper Sidewalk Widening Structural Analysis Memo and Calculations 1.7 Alternatives Development (completed) If requested, GHD will explore various alternatives for the geometry and aesthetics of the beach access stairways and railings. Alternatives Development will include the following;  Develop initial maintenance, repair and replacement concepts for the various elements of the project, with emphasis on key features such as the elevated platforms, stairways and railings, and promenade and seawall.  Present concepts to City staff for review and refinement prior to presentation at the various public outreach, stakeholder and agency meetings.  Perform a rough order of magnitude cost estimate for each of the conceptual design alternatives.  Attend one (1) meeting with City staff to review alternatives (attended Deliverables:  Conceptual Design Alternative Exhibit (exhibits and presentation provided 4/16/2019)  Cost Estimates (in various memos) 1.8 Refine Alternatives / Value Engineering (requesting additional scope and fee for widening) From feedback from the community, GHD will refine the alternatives for the project and conduct a value engineering effort to quantify the costs and benefits of the beach access repair and improvement options to carry forward into the next iteration of stakeholder outreach, an initial consultation meeting with the various permitting agencies. After further coordination with the City Public Works and Planning Department staff, the GHD team will refine and value engineer the alternatives in preparation for presenting the project at subsequent Parks and Recreation and Planning Commission Meetings for further input. As a result of these meetings, we envision that a preferred alternative will be developed. GHD will estimate the additional cost of widening the upper sidewalk by 1.5 feet towards the bluff as compared to the overall cost of the elevated upper sidewalk. GHD will additionally develop and evaluate alternatives to widen the upper sidewalk towards Carlsbad Boulevard, from Pine Ave to Cherry Ave, including removing sections of the raised median and shifting the car/bike travel lanes. GHD will compare the benefits of replacing the existing metal beam guardrail with traffic rated bollards. GHD will compare the costs and benefits of replacing existing vertical picket railing with new cable railing. Deliverables: o Documentation of cost analysis performed during the Conceptual Design process  Establish preferred alternative for project (submitted sidewalk widening memo 2/14/2019) o Add VE for upper sidewalk widening towards bluff and Carlsbad Blvd o Add VE for bollards vs metal beam guardrail DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C April 21, 2020 Item #3 Page 10 of 21 Structural Engineering Services for Beach Access Repairs 4 o Add VE for upper sidewalk railing (cable railing vs existing vertical picket) 1.9 Outreach Support and Visual Simulations (requesting additional scope and fee for widening) If needed, KTUA will prepare a total of two (2) visual simulations for use in the CEQA documents. A Schematic Site Plan will be produced as a graphic presentation in plan form showing the overall site and general features, landscape areas, overlooks, bioswales, pedestrian promenade, and walkways. This task includes various exhibit boards, plant palette and photos to assist in describing the initial design intentions and areas as required. KTUA will revise two (2) of visual simulations and generate two (2) new visual simulations  To show the 1.5 foot widened sidewalk towards the bluff and widened 3 to 5 feet into Carlsbad Blvd in the north half of the project  The widened area may include new handrail designs, pavement enhancements, new seating areas, and potential branding and signage areas. Deliverables:  Prepare Fact Sheets and Foam Board Displays for public meetings o Two (2) visual simulations utilizing 3D model and candidate key view photos o One (1) Schematic Site Plan (SP) at 1” = 80’ scale o Two (2) supporting image sheets showing landscape and hardscape suggestions  Attending two (2) City organized meetings  Supplying the City communication department with information to post on the City’s website  Present at Parks & Recreation and Planning Commission Meetings 1.10 Prepare Viewshed Analysis (requesting additional scope and fee for widening) If needed, KTUA will support the CEQA and permitting efforts for visual / aesthetic / light and light and glare studies for the overall project and produce a visual impact assessment technical study. This technical study will include maps and diagrams for visual character. We will include time to prepare visual character, view and landform mapping, and summarize guidance from adopted plans and standards. We will also include time for preparation of visual assessment units, the identification of viewer groups, and to document the sensitivity and contrast with the existing environment. KTUA will revise viewshed analysis to account for widening of upper sidewalk. Deliverables: - One (1) viewshed analysis map - One (1) vegetation shading analysis memo - One (1) screen check technical study 1.11 Perform Slope Shading Study (requesting additional scope and fee for new task) KTUA will study shading and provide a memo summarizing impacts to vegetation at top of slope due to widening of upper sidewalk, and address City comments of draft study. GHD will review memo. DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C April 21, 2020 Item #3 Page 11 of 21 Structural Engineering Services for Beach Access Repairs 5 PHASE 2 – PERMITTING (requesting additional scope and fee for upper sidewalk widening and need for MND – see attached VCS revised scope of work) 1.7 CA State Parks Coordination and Review (requesting additional scope and fee for new task) GHD will assist the City with addressing State Parks requests and review comments as related to the project. 2.2 Permanent BMPs (requesting additional scope and fee for new task) GHD will modify the drawings to provide permanent Best Management Practices (BMPs) along the length of Carlsbad Blvd. within the limits of the project. Permanent BMPs may include catch basin filters, screens or other long-term measures to improve water quality downstream of the project. PHASE 3 – ENGINEERING SERVICES TASK 1 50% DESIGN DEVELOPMENT (requesting additional scope and fee for widening) The GHD team will develop the design and associated plan set to the 50% level for all disciplines. This level of design will include plan and profile views, typical sections, preliminary details, an outline of specifications, and a preliminary construction cost estimate. This effort includes one (1) design/partnering meeting with the City, and four (4) phone design/partnering conferences. The GHD team will maintain close coordination with staff to resolve questions and key issues so that the project can proceed as scheduled. This effort also includes in-house team project management and QAQC review. As part of the additional work proposed for Addendum 1, GHD will:  modify approximately 4 to 6 sheets to better show the widened elevated upper sidewalk 1.5 feet towards the bluff between Pine Ave and Maple Ave  add 2 sheets to provide a typical layout and performance specifications for under rail lighting  add 4 sheets for the widening of the upper sidewalk 1.5 feet towards the bluff between Maple Ave and Cherry Ave  add 10 sheets to show the upper sidewalk widened 3 to 5 feet inland by reducing the size of the raised median on Carlsbad Blvd between Pine Ave and Maple Ave (restriping the two southbound travel lanes in the process). Detail sheets will include curb and gutter KTUA will assist with Bike Lane Design requirements and assist with production/review of needed sheets. Deliverables: - Produce 50% Drawings and Exhibits - Outline Specifications (Table of Contents) - 50% Cost Estimate Assumptions: DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C April 21, 2020 Item #3 Page 12 of 21 Structural Engineering Services for Beach Access Repairs 6 - Comments from the City will be limited to one (1) round of consolidated comments to be addressed for the 90% submittal TASK 2 90% DESIGN DEVELOPMENT (requesting additional scope and fee for widening) The GHD team will advance the design and associated plan set to the 90% level for all disciplines, and all aspects of the design will be further developed resulting in a PS&E package that is essentially complete and includes all elements needed for construction. Supplemental reports and other supporting calculations will be updated and resubmitted as part of the 90% PS&E submittal package. We will provide a formal comment resolution table identifying all design review comments received on the design plans and submitted reports. The Cost Estimate will be revised to incorporate any changes from the 50% submittal. This effort includes eight (8) phone design/partnering conferences and one (1) in-person team meeting with the City. Same additional work proposed for Addendum 1 as in 50% Design Development Deliverables: - 90% Drawings and Technical Specifications - 90% Cost Estimate Assumptions: - Comments from the City will be limited to one (1) round of consolidated comments to be addressed at the 100% submittal - Analytical test for agricultural suitability of soil samples and planting amendment recommendations prepared by a licensed soils testing laboratory are available. TASK 3 100% CONSTRUCTION DOCUMENTS (requesting additional scope and fee for widening) The GHD team will advance the design and associated plan set to the 100% level for all disciplines, and will provide a formal comment resolution table identifying all design review comments received. We will update the construction documents based on the agreement and resolution of comments for final submittal of sealed plans and specifications to the City. This submittal will represent the final contract documents that will be issued for bid and construction. Same additional work proposed for Addendum 1 as in 50% Design Development Deliverables: - 100% Drawings (wet signed on mylar), Technical Specifications and Construction Cost Estimate - Bid Schedule Assumptions: - Frontend ‘boiler plate’ specifications will be provided by the City, with limited input required from the GHD Team. - The City will produce the complete final bid set of project drawings and specifications for the project for distribution to potential bidders. DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C April 21, 2020 Item #3 Page 13 of 21 Structural Engineering Services for Beach Access Repairs 7 ADDENDUM 1 – NEW LIST OF SHEETS Sheet Description # of Sheets Drawing Scale Title / Key Plan / Phasing 4 NTS Boring Logs 2 NTS Site Plan / Horizontal Control 6 1” = 20’ Demolition Plans 6 1” = 20’ Erosion Control 6 1” = 20’ Stair Landing Plan 5 1” = 5” Stair Landing Details 4 Varies Railing Details 3 Varies Railing Lighting Details (Add 1) 2 Varies Upper S/W Repair Plans 4 1” = 10’ Upper S/W Plans (Add 1) 2 1” = 10’ Upper S/W Details (Add 1) 2 Varies Miscellaneous Repair Details 4 Varies Carlsbad Blvd Civil (Add 1) 3 1” = 20’ Carlsbad Blvd Striping (Add 1) 1 1” = 40’ Carlsbad Blvd Details (Add 1) * 4 Varies Landing Architectural Layout 4 1” = 5” Landing Architectural Details 3 Varies Landscape Plan 6 1” = 20’ Landscape Schedule/Details 3 Varies Irrigation Plan 6 1” = 20’ Irrigation Schedule / Details / Calcs 8 Varies Total Number of Sheets: 88 * Carlsbad Blvd Add 1 Detail Sheets Should Include: 1 Sheet for Pavement, Sidewalk & Curb and Gutter 1 Sheet for Traffic Rated Bollards 1 Sheet for ADA Curb Ramp & SD Inlet Modification 1 Sheet for Sidewalk & Misc Details DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C~, § i1 April 21, 2020 Item #3 Page 14 of 21 Structural Engineering Services for Beach Access Repairs 8 PHASE 4 – BIDDING AND CONSTRUCTION TASK 1 BID SUPPORT SERVICES After the completion of the construction documents, the design team will support the City during the bidding stage. The GHD Team will be available to provide the following Bid Support Services: - Attend Pre-Bid Meeting - Preparation of Bid Addenda - Prepare responses to bidder questions TASK 2 CONSTRUCTION SUPPORT SERVICES Our Team’s approach during the Construction Phase commences upon selection of a Construction Contractor and continues through Project completion. Deliverables: - Attend Pre-Construction Meeting - Review Shop Drawings and Materials Submittals - Respond to Contractor RFIs - Prepare As-Built (Record) Drawings based on Contractor markups - Our Team will provide up to two (2) site observations related to the construction - One (1) landscape pre-maintenance meeting - One (1) final walk-thru with the City. DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C April 21, 2020 Item #3 Page 15 of 21 AMENDMENT TO AGREEMENT FOR ADDITIONAL SERVICES This Amendment to the prime Agreement, by and between the Landscape Architect, KTUA, and the Client, GHD, the project titled, Carlsbad Beach Access Repair, is hereby executed by both parties prior to the performance of the additional services by the Landscape Architect, as defined in the prime Agreement, and as described herein. This Amendment hereby acknowledges the Client's obligation of payment for the additional services in accordance with the prevailing terms and rates of the prime Agreement. Person Requesting Service: Mr. Robert Sherwood Project Title: Carlsbad Beach Access Repair Job Number: 018-010 Description of Additional Services Agreed Upon: This proposal is based on a revision to the project site, the widening of the upper sidewalk addition. This amendment scope and fee is based on the following assumptions: · Phone Conf Meeting, Coordination & Project Management · Revision of two (2) of visual simulations and generate two (2) new visual simulations o To show the 1.5’ widened sidewalk to 5’ into Carlsbad Blvd in the north half of the project o The widened area may include new handrail designs, pavement enhancements, new seating areas, and potential branding and signage areas. · Bike Lane Design and requirements for the south bound lane on Carlsbad Blvd. o Adding 4 to 6 roadway sheets (from SD thru CD’s) Compensation: This additional phase of work will be billed as a time and materials not to exceed Twenty-four Thousand, Nine Hundred and Fifty dollars ($24,950.00), unless noted otherwise by client, as detailed below: Reimbursable Costs: All reimbursable costs, as described in the prime Agreement and that are directly attributable t\\o this Amendment, shall be charged in accordance with the terms of the prime Agreement. Approved and Authorized by the Client: GHD Representative (Print) Date Signature Landscape Architect: Mike Singleton Principal 3-24-2020 Name (Print) Title Date of Amendment Signature The Landscape Architect considers these additional services pre-authorized, and in the absence of contrary direction from the Client within 10 days of the date of this Amendment, this Amendment shall be considered as a binding Amendment to the prime Agreement. DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C ktu a 3916 Normal Street San Diego, CA 92103 619.294.4477 www.ktua.com PLA 2342 • 2386 • 2500 April 21, 2020 Item #3 Page 16 of 21                VCS Environmental provides CEQA/NEPA, Regulatory, Biological & Cultural  Services   30900 Rancho Viejo Road, Suite 100, San Juan Capistrano, CA 92675 | 949.489.2700  vcsenvironmental.com        March 19, 2020      TO:   Robert Sherwood  FROM:   Julie Beeman  SUBJECT: CARLSBAD BEACH ACCESS REPAIR CHANGE ORDER    Attached please find a change order for Vandermost Consulting Services, Inc. doing business as  VCS Environmental to continue to assist you and the City of Carlsbad with preparation of a CEQA  document for the Beach Access Repair project. The attached estimate is additive to our existing  authority.   Our existing authority includes specific studies for preparation of the CEQA project description,  noise and air quality, internal initial study funding, and biological/archeological/tribal monitoring.   Additionally, our permitting and coordination task number 1.3 will be utilized to help fund the  preparation of the IS/MND in order to keep the change order costs down. We will also combine  the  remaining  $3,993  in tasks 1.2 Technical  Studies,  1.2 Permitting and 1.3 Meetings and  consolidate it to a new task 1.7 for Outreach Meetings so we can assist you as needed.    A copy of our latest invoice is attached with notes to illustrate the consolidation of the tasks as  described above. Please do not hesitate to contact me with any questions. Thank you for the  opportunity to serve GHD and the City of Carlsbad.      DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C (■i VCS Environmental , • EXPERTS IN STRATEGIC SOLUTIONS April 21, 2020 Item #3 Page 17 of 21                  VCS Environmental provides CEQA/NEPA, Regulatory, Biological & Cultural  Services   30900 Rancho Viejo Road, Suite 100, San Juan Capistrano, CA 92675 | 949.489.2700  vcsenvironmental.com    SCOPE OF WORK  TASK 1 ‐ Initial Study Mitigated Negative Declaration   VCS will prepare an IS/MND in accordance with State CEQA Guidelines. The scope assumes $ 5,656.00 of  remaining budget would be used to prepare the IS/MND.  TASK 1A: Revised Project Description  VCS will prepare a revised project description. The project description will include the following and will  be coordinated with GHD; preparation of construction phasing plan and description of each construction  activity for each phase, listing of construction equipment and hours of operation. The scope assumes  $1,948 of remaining budget would be used to prepare revised project description.    TASK 1B: Preparation of Draft Initial Study/Mitigated Negative Declaration (IS/MND)    VCS will prepare the Draft IS/MND in accordance with State CEQA Guidelines. The IS/MND will evaluate  short‐term construction impacts long term impact and cumulative impacts associated with  implementation of the project. Supporting technical studies will be summarized and incorporated into  the Draft IS/MND.  A Screen‐Check Draft IS/MND or IS/ND will be provided to City staff for review and  comment. Coordinating with the City of Carlsbad, VCS will prepare a public review distribution list that  will include responsible and reviewing agencies, non‐governmental organizations and members of the  public.  TASK 1C: Preparation of Response to Comments on Draft IS/MND  VCS will prepare responses to all public comments received on the Draft IS/MND.  A draft of the  response to comments will be provided to City Staff for review. Based on comments received from City  Staff final response to comments will be prepared and will be included in the technical appendices of  the Final IS/MND. Assumes up to 10 hours of time to prepare response to comments.  TASK 1D: Preparation of Mitigation Monitoring Report  In accordance with CEQA guidelines, VCS will prepare a Mitigation Monitoring and Reporting Program  (MMRP).  The MMRP will incorporate all mitigation measures identified in the Draft IS/MND, including  identification of responsible agencies for implementation and timing when mitigation measures are  required to be implemented.   TASK 1E: Preparation of Final Mitigated Negative Declaration  VCS will prepare and Final Initial Study/Mitigated Negative Declaration, which will include the Draft  IS/MND, Comments received on the Draft IS/MND, Responses to Comments on the Draft IS/MND and   the MMRP. The Final IS/MND will be submitted to the City for adoption. After adoption of the Final  IS/MND, VCS will prepare a Notice of Determination and file it with the State Clearinghouse and County  Clerk. The task does not include California Department of Fish and Wildlife and County of San Diego  processing fees.   DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C (.; VCS Environmental ..... EXPERTS IN STRATEGIC SOLUTIONS April 21, 2020 Item #3 Page 18 of 21                  VCS Environmental provides CEQA/NEPA, Regulatory, Biological & Cultural  Services   30900 Rancho Viejo Road, Suite 100, San Juan Capistrano, CA 92675 | 949.489.2700  vcsenvironmental.com  TASK 2 ‐ Technical Reports   TASK 2A: Preparation of Energy Report   December 2018 amendments to the CEQA Guidelines requires that energy impacts be analyzed in all  CEQA documents. Energy report will be prepared that will quantify energy demands and compliance  with local and state energy reduction plans programs.  TASK 2B: Update Biological Resources Report   VCS will update and finalize the Biological Technical Report based on revised project description.   TASK 2C: Update Cultural Resources Report  VCS will update Cultural Resources Report based on revised project description.   TASK 3 ‐ Project Management, Coordination Meetings   VCS will conduct general project management duties and other coordination during the execution of all  VCS tasks associated with the project.  The scope assumes $2,438.00 of remaining budget for meetings  would be used for Task 4. This task includes internal team coordination and phone calls, as well as  limited coordination with agencies if needed to discuss the project’s environmental document, review of  required technical studies. Also included in this task is limited coordination time for VCS to work with  GHD and the City to acquire a CDP for the project; however, this scope assumes that the City will lead  the development of the CDP application and any other documentation or outreach required to acquire  the CDP. This scope assumes VCS staff attendance at the following: One project kickoff meeting; One  public outreach meeting, One Planning Commission; and One additional meeting at the City. This scope  assumes that any preparation for public meetings, such as drafting and printing of boards, meeting  minutes, agendas, as well as public notifications and other associated outreach tasks, would be  conducted by the City, GHD, or another subconsultant on the team.  ** All costs listed in cost proposal are in addition to the previous remaining budget.     DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0C (.; VCS Environmental ..... EXPERTS IN STRATEGIC SOLUTIONS April 21, 2020 Item #3 Page 19 of 21 Task # Task / ItemTech Study Cost Fee (other) President   $         250   Director   $         215   Project Manager  $         165  Project Coordinator $         140   Production Coordinator  $         115  Total Costwith Fees Hr.   Fee   Hr.   Fee Hr. Fee   Hr.   Fee 1 IS/MND $14,780 aRevise Project Description $            ‐     $            ‐    $            ‐            4   $         860  $            ‐   3 $         420  $            ‐    $1,280 bPrepare IS/MND $            ‐     $            ‐   2   $         500                 26   $      5,590  $            ‐   14 $      1,960 10   $      1,150   $              9,200 cRespond to IS/MND comments $            ‐     $            ‐    $            ‐          10   $      2,150  $            ‐    $            ‐    $            ‐    $2,150 dPrepare MMRP $            ‐     $            ‐    $            ‐            4   $         860  $            ‐    $            ‐    $            ‐    $860 eFinalize IS/MND $            ‐     $            ‐    $            ‐            6   $      1,290  $            ‐    $            ‐    $            ‐    $1,290 2 Technical Reports $13,810 aVCS Review and coordination of technical reports and edits $            ‐     $            ‐    $            ‐          15   $      3,225  $            ‐    $            ‐    $            ‐    $3,225 bEnergy Report (Sub ‐ Birdseye) $         900  $            ‐    $            ‐    $            ‐    $            ‐    $            ‐    $900 cUpdate and Finalize Biological  Resources Report $            ‐     $            ‐    $            ‐            6   $      1,290  23   $      3,795 5 $         700  $            ‐    $5,785 dUpdate Cultural Resources Report $            ‐    $            ‐                  12   $      2,580  $            ‐    $            ‐    $            ‐    $  2,580 eAerial Drone Mapping $            ‐    $            ‐   8   $      1,320  $            ‐    $            ‐    $           1,320 3Management / Coordination $6,360 aProject management and coordination $            ‐     $            ‐    2   $         500                 24   $      5,160  $            ‐   5 $         700  $            ‐    $6,360 4 Reimbursable (estimated) $1,250 aPreparing 50 CDs, Mailings, Mileage  $      1,250  $            ‐    $            ‐    $            ‐    $            ‐    $            ‐    $           1,250 Subtotal $ 36,200 ** The cost listed above are in addition to the previous remaining budgetTOTAL FOR VCS SERVICES $                 36,200 Assumptions: •Assumes that a detailed project descripƟon will be provided prior to start of work.  Changes in project descripƟon aŌer VCS commences work may require a change order. •Assumes City will lead the Coastal Development Permit (CDP) process, including development and processing of any required applica. ons. •Assumes City, State Parks, Coastal Commission, and other key stakeholders will concur that an IniƟal Study/Mig ated Negave DeclaraƟon is the appropriate level of CEQA documentaƟon. •Assumes City, State Parks, Coastal Commission, and other key stakeholders will concur that environmental technical studies not explicitly listed above will not be required in support of the IS/MND.  Also assumes that level of documentaƟon (i.e. leƩer report)requested by City in this revised scope/ fee estimate will be acceptable to other key stakeholders. •Assumes that the City, GHD, or other enƟty (not including VCS) pays the CDFW CEQA Environmental Document Filing Fee and county clerk processing fee (if needed). •Assumes that the City will dra any addiƟonal planning documents that may be required for consistency with the City's General Plan, Specific Plan, etc. •Assumes that the City or GHD would be responsible for developing a land use review applicaƟon form (if needed); coordinaƟng all public outreach, mailers, noƟces, including early public noƟce/onsite project noƟcing; habitat management plan permits (ifneeded); etc. •This scope does not include any regulatory permiƫng or permit implementaon (i.e. conservaon easement, mig aƟon implementaon) or permit filing fees. •Assumes VCS will be provided with an aerial of the project site that is no more than 6 months old. If aerial is not available, VCS will require addiƟonal budget to map the project site with our drone. •Assumes that if needed, mig aƟon would be purchased offsite by the City of Carlsbad through an agency approved miƟgaƟon bank. •Assumes no endangered, threatened or species of special concern or criƟcal habitat that require special surveys or regulatory authority impact occur on‐site.VCS Environmental ‐ Cost EstimateCity of Carlsbad Beach Access Repair(updated 1/17/2020)1DocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0CApril 21, 2020Item #3 Page 20 of 21 ENGINEERING SERVICES FOR BEACH ACCESS REPAIRS ALONG CARLSBAD BOULEVARD FROM PINE AVE TO TAMARACK AVE Date: 3/17/2020PHASE / TASKTask DescriptionPrincipal F2 (Authorized Signatory)Principal - QC ManagerEngineer E2 (Project Manager)Engineer D3 (Senior Engineer)Senior Scientist E1 (Permitting Specialist)Engineer C3 (Project Engineer)Engineer B3 (Staff Engineer)Engineer B1 (Staff Engineer)Engineer A3 (CAD Designer)Admin SupportTotal GHD HoursGHD Labor COSTSKTUA(Planning and Landscape Architecture)VCS(Environmental Planning)TerraCosta(Geotechnical Engineering)Alta Land Surveying (Engineering survey)Tourney Consulting Group(Materials Testing Lab)Total FeePresident (VCS Environmental)Director (VCS Environmental)Project Manager (VCS)Project Coordinator (VCS)Production Coordinator (VCS)Archaeo Monitor (VCS)Tribal Monitor (VCS)Principal (KTUA)Senior Associate (KTUA)Associate (KTUA)Senior Designer (KTUA)Designer/Planner (KTUA)Clerical/Admin (KTUA)225 225 190 195 185 165 140 125 115 80250 215 165 140 115 95 80 175 145 125 115 105 80/HR /HR /HR /HR /HR /HR /HR /HR /HR /HRIncluding 0% Markup/HR /HR /HR /HR /HR /HR /HR /HR /HR /HR /HR /HR /HRPHASE 1Task 1 PRELIMINARY1.01 Meetings & Coordination 24 24 $ 4,560 $ 2,990 $ - $ - $ - $ - $ 7,550 12 101.04 Aerial/Topo Survey $ - $ 125 $ - $ - $ 8,000 $ - $ 8,125 11.05 Utilities Investigation81220 $ 3,500 $ - $ - $ - $ - $ - $ 3,500 1.06 Structural Investigation2 10 1022 $ 4,300 $ - $ - $ - $ - $ - $ 4,300 1.08 Refine Alternatives / Value Engineering4 1212432 $ 5,540 $ 2,000 $ - $ - $ - $ - $ 7,540 161.09 Outreach Support and Visual Simulations2424 $ 4,560 $ 1,290 $ - $ - $ - $ - $ 5,850 2 81.10 Viewshed Analysis $ 830 $ - $ - $ - $ - $ 830 4 21.11 Slope Shading Study4 48 $ 2,660 $ - $ - $ - $ - $ 2,660 8 12Subtotal2 74 26 24 4 130 $ 22,460 $ 9,895 $ - $ - $ 8,000 $ - $ 40,355 26 49 PHASE 2Task 1 PERMITTING1.1 Project Description 20424 $ 4,540 $ - $ 1,280 $ - $ - $ - $ 5,820 431.2 Technical Studies448 $ 1,500 $ - $ 12,910 $ - $ - $ - $ 14,410 33 31 51.3 Permitting Coordination and Meetings402464 $ 12,040 $- $ 6,360 $ - $ - $ - $ 18,400 2 2451.6 Develop Internal Initial Study / MND / MMRP161632 $ 6,000 $- $ 13,500 $ - $ - $ - $ 19,500 2 4614 101.7 CA State Parks Coord and Review20124 36 $ 6,340 $ - $ - $ - $ - $ - $ 6,340 Subtotal100 60 4 164 $ 30,420 $ - $ 34,050 $ - $ - $ - $ 64,470 4 107 31 27 10 Task 2 SWPPP2.2 Permanent BMPs2 12 8202062 $ 9,390 $ - $ - $ - $ - $ - $ 9,390 Subtotal2 12 8 20 20 62 $ 9,390 $ - $ - $ - $ - $ - $ 9,390 PHASE 3Task 1 50% DESIGN DEVELOPMENT1.1 Produce 50% Drawings and Exhibits2 4 80 604080266 $ 44,050 $ 6,930 $ - $ - $ - $ - $ 50,980 1 9 16 30Subtotal4 80 60 40 80 266 $ 44,050 $ 6,930 $ - $ - $ - $ - $ 50,980 1 9 16 30 Task 2 90% DESIGN DEVELOPMENT2.1 Produce 90% Drawings and Exhibits2 4 40 242040130 $ 21,530 $ 4,930 $ - $ - $ - $ - $ 26,460 1 6 9 24Subtotal4 40 24 20 40 130 $ 21,530 $ 4,930 $ - $ - $ - $ - $ 26,460 1 6 9 24 Task 3 100% CONSTRUCTION DOCUMENTS3.1 100% Construction Drawings2 4 40 242040130 $ 21,530 $ 2,980 $ - $ - $ - $ - $ 24,510 1 4 4 15Subtotal4 40 24 20 40 130 $ 21,530 $ 2,980 $ - $ - $ - $ - $ 24,510 1 4 4 15 Phase 51.1 Reimbursable Expenses (Design and Permitting) $ 1,470 $ 215 $ 2,150 $ - $ - $ - $ 3,835 Subtotal $ 1,470 $ 215 $ 2,150 $ - $ - $ - $ 3,835 3 16 346 142 60 104 20 184 4 882 $150,850 $24,950 $36,200 $8,000 $ 220,000 4 107 31 27 103 45 78 69GHD - Compensation and Fee Schedule (Addendum 1)CITY OF CARLSBAD - BEACH ACCESS REPAIRS ALONG CARLSBAD BLVDTotal Cost - Phases 1 to 5PRELIMINARY ENGINEERING PERMITTINGENGINEERING SERVICESREIMBURSABLE EXPENSESSubconsultantsDocuSign Envelope ID: 463FE45C-B445-4E0B-B7BE-DB4D65048D0CApril 21, 2020Item #3 Page 21 of 21 Sheila Cobian From: Sent: To: Subject: Attachments: City Clerk: Steve Linke Monday, April 20, 2020 7:33 PM City Clerk; Council Internet Email 4/21/2020 City Council Agenda Item #3 All Receive -Agenda Item # -3 For the Information of the: ~OUNCIL Date ~CA V ee_/ • ., s ,~o (ii) · 2020-04-21 CC Item 3 Carlsbad Blvd beach repairs-sidewalk-Linke.pdf I have attached correspondence that I would like to be made part of the public record on the referenced item, and I would like the text appended below to be read at the meeting. Best regards, Steve Linke NARRATIVE: I am concerned that this $220,000 contract amendment changes the underlying project from a pure repair of the beach area into a hybrid project that includes capital improvements to Carlsbad Boulevard, which may be subject to different funding and other rules, and which will impact mobility-related levels of service that should be reviewed by the Traffic and Mobility Commission. I also am concerned that the CIP currently seems to include a "patchwork" of sometimes overlapping projects on the Carlsbad Boulevard corridor, which may benefit from more coordinated planning and review. For example, the Traffic and Mobility Commission recently reviewed three other beach access projects totaling about $10 million that connect to the project currently under consideration, but those have not yet been presented to the City Council. And I believe the "Carlsbad Boulevard Realignment" project has funded over $1.S million of studies of projects along the length of the street, but it is not clear what these studies have shown. I encourage the City Council to carefully consider the implications of the currently proposed amendment, and to have the Traffic and Mobility Commission globally review projects in this corridor instead, rather than going forward in a piecemeal fashion. CAUTION: Do not open attachments or click on links unless you recognize the sender and know the content is safe. 1 April 20, 2020 Re: 4/21/2020 City Council Agenda Item #3 (Amendment to Engineering Services Agreement with GHD for Beach Access Repairs) Mayor and City Council: Summary I am concerned that this $220,000 amendment changes the underlying project from a pure repair into a hybrid that includes capital improvements, which will impact mobility-related levels of service and may be subject to different funding and other rules. I also am concerned that the Capital Improvement Program (CIP) currently seems to include a "patchwork" of sometimes overlapping projects on the Carlsbad Boulevard corridor, which may benefit from more coordinated planning and review. I encourage the City Council to carefully consider the implications of this amendment and to have the Traffic & Mobility Commission (T&MC) globally review projects in this corridor, rather than going forward in a piecemeal fashion. Additional information The original agreement was for services for " ... the permitting and design of the necessary repairs to the sidewalk, beach access stairways, and seawall along the west side of Carlsbad Boulevard between Pine Avenue and Tamarack Avenue ... [to] maintain this beachfront section ... " (funded by CIP Project 3896 with a total budget of $5,811,750 derived from the General Fund--$1,612,750 from the Infrastructure Repair Fund and $4,199,000 from the General Capital Construction fund). The proposed amendment adds the widening of the sidewalk on the west side of Carlsbad Boulevard, achieved by removing sections of the street's raised median and shifting and restriping the vehicle and bicycle lanes, as well as replacing the current metal beam guardrail with traffic-rated bollards, at an unknown cost. At their 2/3/2020 meeting, the T&MC reviewed three other projects related to beach access in this same area. Two ofthe projects were to improve the existing ramps, which connect the sidewalks described above, at an estimated cost of $2,800,000 each (CIP Project 6065 includes $2,875,000 from the General Fund for these). The third project was to create a tunnel under Carlsbad Boulevard to allow direct access from the Agua Hedionda Lagoon trail at an estimated cost of $3,000,000 (CIP Project 4063 includes $3,276,000 from the General Fund for that). These have not yet been presented to the City Council. Also, I believe the "Carlsbad Blvd Realignment" project (CIP Project 6031) has funded over $1.S million of studies along the length of the street, beginning about eight years ago. I suggest that it would be appropriate for the T&MC to review these studies and make recommendations to the City Council. Sincerely, Steve Linke Carlsbad, CA