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Resolution No. 7694., + s 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 7694 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON AUTHORIZING HOLMES AND NARVER TO PROCEED WITH WORK DEEMED NECESSARY BY THE CALIFORNIA DEPARTMENT OF TRANSPORTATION RESPECTING THE I-710/ATLANTIC- BANDINI INTERCHANGE WHEREAS, on December 8, 1998, the City Council of the City of Vernon adopted Resolution No. 7242 approving an Agreement For Professional Consulting Services with Holmes & Narver, Inc. ("Holmes and Narver") for the preparation of a project report, environmental documentation and related studies for the I-710/Atlantic/Bandini improvements project ("Interchange Project"); and WHEREAS, the California Department of Transportation ("Caltrans") has recently reviewed the Draft Project Report and Environmental Report and are requiring the implementation of additional bridge improvements as part of the Interchange Project, specifically the widening of the southbound off -ramp bridge over Bandini Boulevard; land WHEREAS, Caltrans has also requested that a Phase II Environmental Site Assessment be conducted on the United States Postal Service facility which necessitate numerous soils samples be taken, thereby exceeding the number agreed,to with Holmes and Narver; and WHEREAS, Holmes and Narver has submitted a scope of work cost estimate of approximately Fifty -Seven Thousand Nine Hundred Sixty -Six Dollars and No Cents ($57,966.00) to proceed with the additional work deemed necessary by Caltrans; and WHEREAS, on January 8, 2001, Bruce V. Malkenhorst, the City Administrator/City Clerk, recommended that authority be granted for 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Holmes and Narver to proceed with the work. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and SECTION 2: The City Council of the City of Vernon hereby authorizes Holmes and Narver to proceed with the work deemed necessary by Caltrans respecting the Interchange Project. SECTION 3: The City Clerk of the City of Vernon shall certify to the passage of this resolution, and thereupon and thereafter the same shall be in full force and effect. APPROVED AND ADOPTED this 17th day of January, 2001. ATTEST: BRUCE.V. MALKENHORST, City Clerk EONIS C. MALB RG, May r - 2 - 1 STATE OF CALIFORNIA ) ss 2 COUNTY OF LOS ANGELES ) 3 4 I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do 5 hereby certify that the foregoing Resolution, being Resolution No. 6 7694, was duly adopted by the City Council of the City of Vernon at an 7 adjourned regular meeting of the City Council duly held on Wednesday, 8 January 17, 2001, and thereafter was duly signed by the Mayor of the 9 City of Vernon. 10 11 BRUCE V. MALKENHORST, City Clerk 12 13 (SEAL) 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 3 - SUPPORTING DOCUMENTS CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBARRA Mayor Pro -Tern WM. "BILL" DAVIS Councilman H. "LARRY" GONZALES Councilman W. MICHAEL MCCORMICK Councilman BRUCE V. MALKENHORST City Administrator / City Clerk FAX (323) 581-7924 City Council City of Vernon Honorable Members: CITY HALL 4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058 TELEPHONE (323) 583-8811 January 8, 2001 EDUARDO OLIVO City Attorney FAX: (562) 927-8722 KEVIN WILSON Director of Community Services & Water FAX: (323) 588-2761 KENNETH J. DeDARIO Director of Municipal Utilities FAX: (323) 583-1983 DAVE TELFORD Fire Chief FAX: (323) 581-1385 BRUCE W. OLSON Police Chief FAX: (323) 583-5236 Caltrans has recently reviewed the Draft Project Report (DPR) and Environmental Report (DEIR) and they are requiring that additional bridge improvements be implemented as part of the Interchange Project (I-710/Atlantic/Bandini), specifically the widening of the southbound off -ramp bridge over Bandini Boulevard. Caltrans also requested that a Phase II Environmental Site Assessment be conducted on the United States Postal Service facility. However, the numerous soil samples requested by Caltrans exceeded the number stipulated in the agreement with our consultants. Holmes and Narver was retained by the city to perform the necessary work to prepare the DPR and DEIR. In order to proceed with Caltrans' latest requirements and additional soil samples, Holmes and Narver has submitted a scope of worth cost estimate of approximately $57,966.00. This has been reviewed by the Director of Community Services and Water and it is hereby recommended that authority be granted for Holmes and Narver to proceed with the work. Very truly yours, Bruce V. Malkenhorst City Administrator/City Clerk BVM/ng 4 e OFFICE OF THE CITY ADMINISTRATOR/CITY CLERK INTER -OFFICE MEMORANDUM Date: January 24, 2001 To: Samuel Kevin Wilson Director of Community Services and Water From: Gloria J. Oros�Chief Deputy City Clerk Re: Holmes and Narver Transmitted herewith is a copy of Resolution No. 7694 that was approved by City Council on January 17, 2001 authorizing Holmes and Narver to proceed with work deemed necessary by the California Department of Transportation respecting the I-710/Atlantic-Bandini Interchange. GJO/ng Memo �S� OF VERB �+ e s ���LY ft:VJ Comma�n�.j � Wiser To: Bruce V. Malkenhorst, City Administrator From: Samuel "Kevin" Wilson�Director of Community Services & Water Date: January 3, 2001 Re: 1-710/Atlantic/Bandini Interchange Project Pursuant to Caltrans' latest review of the Draft Project Report (DPR) and Environmental Impact Report (DEIR), Caltrans is requiring that additional bridge improvements be constructed as part of the 1-710/Atlantic/Bandini Interchange Project. Specifically, Caltrans is requesting that the southbound off -ramp bridge over Bandini Boulevard be widened. Incorporating these improvements into the project will require additional work on t e PDR & DEIR. Caltrans has also requested that a Phase II Environmental Site Assessment be conducted of the United States Postal Service facility. The changes required to the DPR and DEIR related to the additional bridge improvements are out of the scope of work of the agreement with Holmes and Narver. The agreement did not include these specific bridge improvements because they were not required by the Projects Study Report. The work required to conduct a Phase II Environmental Site Assessment was included. However, Caltrans required that numerous soil samples be analyzed exceeding the number included in the agreement. Caltrans' decision was based on the large area of land involved and its past land use. Attached for your review is Holmes and Narver's request for additional compensation. It discusses in detail the additional work that is being required by Caltrans' latest requirements. The estimated fee for the out -of -scope work is $57,966.00. I am recommending that Holmes and Narver's request be approved and that a change order be issued authorizing the additional work. Please contact me if you have any questions regarding this issue. SKW:ac Attachment G:\A9reements\I-710\memos\BVM ChOr 4 brdg imprv.doc • .ai a l CJG GVCJL lY • .JJ -%L'Y't.�. �e wlHK FLU � 1�1�\Vag„ f . Holmes & Na�ver. TO: Name/Title: Arturo Cervantes Organization: City of Vernon Fax No.: 32-3.588.2761 Yelephone No.: 323.583.8811 FROM: Name/Title: Andy Muth Fax No.: 714.567.2441 Telephone No.: 714.567.2522 SUBJECT: I-710fAtlantic-Bandini Interchange PR 714 567 2441 p.01/08 A Facsimile Transmission Date: January 2, 2001 Message No.: 01 File: 3301-351.02 Pages Including Cover. 8 Hard Copy to Follow. Z Yes [} No Here is the latest proposal for out of scope work items, revised per our recent conversations. If this is acceptable, I will send out the signed original tray. Thanks, ,Andy Post Office Box 6240, Change. CA 9261U240 999 Town & Country Road, Dram, CA 92868 L18901WM1ftft 1c02=.doc mm Holmes & Narver INFRASTRUCTURE January 2, 2001 3301-115-LTR-019.DOC Mr. Kevin Wilson City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 RE: I.710/Atlantic-Bandini Interchange Dear Mr. Wilson: RECEIVED JAN - 8 2001 Community Services Holmes & Narver (H&N) respectfully requests additional compensation for work that we believe is not included in the original scope of work. The out of scope items described herein are generally associated with Caltrans' recently requested project changes. The out of scope items described herein are required to maintain progress and obtain approval of the Project Report (PR) and Draft Environmental Document (DED). SCOPE OF WORK I. Widening of 1-710 Southbound Off -Ramp Bridge Pursuant to Caltrans' second review of the Draft Project Report (DPR) and subsequent PDT meetings on October 30 and November 6, 2000, Caltrans has requested that the DPR include the widening of the existing southbound I"710 off -ramp bridge over Bandini Boulevard. At the November 6 meeting, Paul Engstrom (Headquarters Design Reviewer) and Fekade Mesfin of Caltrans requested that this bridge be widened to accommodate two standard -width lanes and standard width shoulders (approximate widening of 4.2 meters). Paul Engstrom indicated that fact sheets for exceptions to mandatory lane/shoulder widths would not be accepted for the nonstandard existing condition. Caltrans' cited potential safety and tort liability concerns. Caltrans indicated that the Project Report would not be approved without this proposed bridge widening. The work directly associated with this proposed widening is described below. Geometric Drawings The proposed geometric improvements to the I-710 southbound off -ramp to Bandini Boulevard, as shown in the current PR, begin at the approximate location of the existing ramp split. The Caltrans' requested bridge widening will require preparation of a new horizontal ramp alignment and development of the existing ramp profile from the I-710 mainline to Bandini Boulevard. Post Office Box 6240, Orange, CA 92863-6240 999 Town & Country Road, Orange, CA 92868-4786 Fax (714) 567-2441 (714)567-2400 I. q Advance Planning Studies An Advance Planning Study and Planning Study Cost Estimate will be prepared in conformance with Caltrans Memos to Designers 1-8 and Bridge Design Aids Chapter 11, respectively. A brief summary of findings will be prepared for the planning study. The estimated fee to prepare the Advance Planning Study is based on the following assumptions: • The Caltrans Log of Bridges indicates that the existing bridge is a two span concrete slab. This seems unlikely due to the span length; therefore there may be an error in the log. A thorough research of as -built plans is required to confirm the bridge type and seismic details for this bridge built in 1957. • The minimum vertical clearance above Bandini Boulevard cannot be determined from the Log of Bridges. As -built drawings will indicate the vertical clearance at the time of bridge construction, but maintenance records or field measurements may be required if the original vertical clearance is at or near the current minimum standard. • There is a possibility that the existing bridge will need to be retrofitted for seismic loads in addition to the widening. This cost should be included in the PR estimate to ensure that the budget will be sufficient for construction. To accurately determine the need and cost for retrofit would require significant structural analysis and evaluation of possible retrofit schemes. The enclosed fee estimate is based on the assumption that the potential retrofit cost will be based only on cursory evaluation of the as -built details and engineering judgement. The enclosed fee estimate does not include structural analysis. Modifications to the DPR The proposed bridge widening will require modifications to the DPR cost estimate and the "NEED AND PURPOSE" and "ALTERNATIVES" sections of the DPR text. II. Other Project Report Requirements Fact Sheets Caltrans has requested several additional nonstandard project features to be included in the Fact Sheets for Exceptions to Mandatory and Advisory Standards. There are several reasons why we believe this request is not included in the original scope. The original contract includes a total of $4,292 (52 hours) for processing fact sheets. This budget is just adequate to prepare and submit the fact sheets, address one set of review comments, and resubmit the fact sheets. The original fact sheets were prepared, the fact sheets were submitted for review, the fact sheets were revised per Caltrans' initial review comments and resubmitted for approval. This effort required the entire $4,292 to complete. As a result of their second DPR review, Caltrans' has requested the addition of several new mandatory and advisory fact sheet items. These newly requested fact sheet items are nonstandard shoulder widths along Bandini and Atlantic Boulevards and the nonstandard convergence of the on -ramp to the I-710 mainline. Both of these items are existing nonstandard features that will be joined by our proposed project. In general, it is Caltrans' discretion whether or not to require fact sheets for existing nonstandard features that are within the project limits but are not being improved. Both the Fact Sheets for Exceptions to Advisory and Mandatory Standards will have to be significantly revised to incorporate these new items. Since Caltrans' has not seen fact sheets for these additional nonstandard items, Caltrans' will have to perform at least one more complete review and the fact sheets will have to be revised and resubmitted for approval. Finally, Caltrans' has requested that the entire existing 1-710 southbound off --ramp to Atlantic Boulevard be reviewed for nonstandard features since the project includes improvements to this ramp prior to the split to Bandini and Atlantic Boulevards. This also will result in at `least one additional fact sheet item because there is a nonstandard superelevation rate along the first curve beyond the ramp split. . General Plan for the Northbound 1-710 On -Ramp Undercrossing Caltrans requested a General Plan (GP) for the proposed I-710 Northbound On -Ramp Undercrossing in their initial PR review. This GP was specifically excluded from the original scope of work because an Advance Planning Study (APS) and GP was included in the approved PSR The original scope of work only included hours to update the construction cost estimate for this APS and to prepare a brief summary of findings. Since some of the work associated with preparing GP had to be completed to update the APS cost estimate, the requested additional hours attached hereto are substantially less than what is normally required to prepare a complete GP. Additional Caltrans' Reviews Due to the duration of Caltrans' initial and second DPR. reviews (6 months and 3 months, respectively) and several key changes in Caltrans' review staff, the second DPR review was essentially the first review for the newly assigned reviewers. Because of this, it is anticipated that there will be one more Caltrans' review than previously scoped. The original scope of work included three total PR submittals to Caltrans. There have been two submittals of the DPR to date and at least two more will be required; submittal of the final revised DPR and the Final PR. The work items associated with the additional Caltrans' review are preparing written responses to Caltrans' comments, implementing the applicable Caltrans' comments into the DPR drawings, cost estimate and text, a quality assurance/quality control (QA/QC) review and direct costs associated with producing the documents (printing, binding, mailing, etc.). Accident Analysis The Caltrans TASAS accident data included in the current DPR was provided to H&N in July of 1998. Due to overall project delays as described in Section III herein, Caltrans has determined that the TASAS accident data needs to be updated. Caltrans provided H&N with updated TASAS accident data and requested that this data be reviewed and incorporated into the DPR. This proposed change will require additional analysis and modifications to the text and tables in the "Accident Analysis" section of the PR. III. Project Meetings The original scope of work includes one meeting each month for the duration of the project. The original scope includes 15 meetings based on the original 15-month project schedule. Holmes & Narver has participated in 18 meetings with the City and/or Caltrans to date. Based on the current project schedule it is anticipated that the project will be completed in approximately five months; therefore, the total number of meetings at the completion of the project would be 21 (18 meetings to date plus 3 anticipated meetings = 21 total meetings). This results in six meetings that were not included in the original scope of work. At least one meeting with Caltrans will be required to discuss review comments and/or finalize the PR for approval. The monthly project meetings described herein do not include the USPS coordination meetings. The USPS meetings were included in a previous contract addendum. IV. Environmental Document Our environmental subconsultant, Myra Frank and Associates (MFA) has incurred out of scope work related to Caltrans' recently requested project changes. One area of additional costs is related to Caltrans' requirements for Phase II hazardous materials subsurface investigations and studies. Out of scope items related to the Phase II hazardous materials work include several meetings to resolve Caltrans' concern over potential contamination of the project site, determination of the extent and scope of Phase II work, and to coordinating the preparation of the associated reports. Additionally, the widening of the I-710 southbound off -ramp bridge, as described herein, will necessitate modifications to the administrative Draft ED prior to circulation. Also, it is anticipated that MFA will be required to participate in three (3) more general project meetings, as described in Section III herein. Lastly, Caltrans desire for the Draft and Final ED to be distributed (in multiple copies in some cases) to all parties on the mailing list would require printing approximately 150 copies of each the Draft ED and the Final ED. MFA's current scope of work includes only 75 copies of each document type. V. Hazardous Waste The original scope of work includes a Phase II Subsurface Investigation and Report (P2SI) to be performed by our geotechnical/hazardous waste subconsultant Ninyo and Moore (NM). This task, as described in the original scope, was identified as an optional task that would be determined based on the results of the Phase I Site Assessment (PISA). Based on the results of the PISA and Caltrans' subsequent review comments, a P2SI is required to obtain approval of the PR and ED. The original scope of work includes an estimated fee of $21,035 for the P2SI. Based on Caltrans' latest requirements and requested parameters, NM has requested a fee of $29,069 to perform the P2SI, which is a net increase of $8,034 over the original contract amount. A copy of NM's detailed fee estimate for the P2SI is attached hereto for your reference. NM's proposed fee includes an optional amount of $3,300 for laboratory analyses for Waste Extraction Test (WET method) using DTSC methods for lead or Semi -Volatile Organic Compounds (EPA method 8270). These analyses are listed as optional tasks and would only be performed if required and approved by the City of Vernon. The estimated fee for optional tasks is based on an assumed number of WET and 8270 analyses. FEE ESTIMATE The estimated fee for the out -of -scope tasks described herein is $57,966. See the attached spreadsheet for a breakdown of labor hours. If this proposed budget amendment does not meet your expectations or you need additional information, please give me a call. We appreciate the opportunity to submit this proposal and look forward to continuing our relationship with the City. RespectfZJ.ART llsubmitted, VICTOEZ, P.E. Project Manager/ Vice President CITY OF VERNON I-710 Interchange improvements at Atlantic Boulevard/Bandini Boulevard Cost Summary - Out of Scope Work Items TASK PM [ $140 Sr Engineer $99 Engineer S86 Sr Cadd $80 Cad Tech 1 $60 Clerical $50 Tot Hours Total Cost I Task I - Widening of I710 SB Off --Ramp UC Geometric Drawings Develop Ramp Alignment Plan and Profile 2 24 24 50 $4,576 Update Cost Estimate 1 2 4 7 $682 Subtotal Geometric Drawings 3 26 4 24 0 0 57 $5,258 Advance Planning Study As -Built Research 8 8 $792 Review 4 4 8 $956 rFidd uate Structure Type, Clearances and Constnuhbility 8 12 20 $2,308 evelop Planning Study Drawing 6 20 40 66 $020 Develop Planning Study Estimate 2 8 20 30 $2;792 Prvpare Brief Summary Report 7 6 1 1 8 $874 Subtotal Advance Planning Study 22 58 20 40 0 0 140 $13,742 Modifications to Reports Modifications to DPR 2 10 12 $1,270 Subtotal Modifications to Reports 2 10 0 0 0 0 12 $1,270 Subtotal Task I 27 94 24 64 0 0 209 $20,270 Task 11- Other Project Report Requirements Additional Fact Sheet Items 4 40 30 74 $6,920.00 General Plan for NB I710 On -Ramp UC 2 4 16 22 $2,052.00 PR Revisions for Additional Caltrans Review 2 24 40 66 $5,856.00 Accident Analysis Update 12 12 $1,188.00 Direct Costs - 40 PRs for Additional Submittal $500 00 Subtotal Task II 8 80 16 70 0 0 174 $16,516 CITY OF VERNON I-710 Interchange Improvements at Atlantic Boulevard/Bandini Boulevard Cost Summary - Out of Scope Work Items ASK PM $140 Sr Engineer $99 Engineer 1 $86 Sr Cadd $80 I Cad Tech $60 I Clerical $50 Tot Hours Total Cost Task III - Project Meetings Project Meetings I 12F 24 1 1 1 1 36 $4,05600 Subtotal Task 1II 12 24 0 0 0 0 36 $4,056 Task IV - Environmental Document (MFA) Project Management, Coordination and Monitoring 12 $1,080 Progress Meetings 15 $1,350 Caltrans Coordination/Hazardous Waste Meetings 12 $1,080 Modifications to DEIR/EA 12 ' $1,080 Direct Costs - 75 Additional DEDs and FEDs Subtotal Task IV 51 $4,500 $9,090 Task V - Phase II Subsurface Investigation (NM) Phase II Sl Cost in Addition to original Contract Amount $4,734 Phase II SI Optional Analyses $3,300 Subtotal Task V $8,034 TOTAL 47 198 40 134 0 0 470 $57,96 Jim December 11, 2000 Project No. 201887-03 Mr. Kevin Wilson City of Vernon 4305 Santa Fe Avenue Vernon, California 90058 Subject: Cost Estimate to Conduct a Phase II Subsurface Investigation Interstate 710 Interchange at Atlantic and Bandini Boulevards Vernon, California Dear Mr. Wilson: This letter presents the cost estimate to conduct the scope of work presented in our work plan dated November 21, 2000 for the above -referenced property (site). Work will be performed on a time -and -materials basis. The not to exceed estimated fee associated with the subsurface investi- gation, including an estimated number of samples to be analyzed for the Waste Extraction Test (WET) and Sethi -Volatile Organic Compounds (SVOCs), will be $29,069 (twenty-nine thousand and sixty-nine dollars). A breakdown of our estimated fee is presented on the attached Table 1. Work will commence upon approval of the work plan by the City of Vernon and the Stateof California Department of Transportation (Caltrans). We anticipate requiring approximately 4 to 5 weeks to complete the work outlined in the work plan. If you have any questions or comments regarding this cost estimate, please call the undersigned at your convenience. Sincerely, NINY & M O Paul A. Roberts, R.G., R.E.A. Senior Project Environmental Geologist PAR/dt Attachment: Table 1 — Breakdown of Estimated Fee Distribution: (1) Addressee (1) Mr. Dan Downing, City of Vernon Environmental Health Department (1) Mr. Andy Muth, Holmes & Narver 9272 Jeronimo Road - Suite 123A - Irvine, California 92618-1914 • Phone (949) 472-5444 Fax (949) 472-5445 Oakland San Diego Los Angeles Ontario ILas Vegas (510) 893-2551 (619) 457-0400 (213) 488-51 1 1 (909) 947-1588 (702) 433-0330 City of Vernon Interstate 710 Interchange at Atlantic and Bandini Boulevards TABLE 1- BREAIDONVN OF ESTIMATED FEE Project Engineer/Geologist ical Illustrator Processing/Reproduction for Project Engineer/Geologist for Staff Engineer/Geologist iipment filers (Subcontractor) Subtotal Subtotal December 11, 2000 Project No. 201887-03 40 hours @ $ 121.00 /hour 5 hours @ $64.00 /hour 5 hours @. $ 39.00 /hour 10 hours @ $ 121.00 /hour 24 hours @ $ 104.00 /hour Lump Sum Lump Sum $ 4,840.00 $ 320.00 195.00 $ 5,355.00 $ 1,210.00 $ 2,496.00 $ 200.00 $ 1,750.00 5,656.00 Laboratory Analyses (Subcontractor) Lump Sum $ 10,100.00 Estimated Waste Extraction Test using DTSC methods for lead (10 estimated samples) $ 600.00 Estimated Semi -Volatile Organic Compounds by EPA Method No. 8270 (9 estimated samples) $ 2,700.00 Subtotal $ 13,400.00 Senior Project Engineer/Geologist 12 hours @ $ 121.00 /hour $ 1,452.00 Senior Staff Engineer/Geologist 24 hours @ $ 104.00 /hour $ 2,496.00 Technical Illustrator 5 hours @ $ 64.00 /hour $ 320.00 Word Processing/Reproduction 10 hours @ $ 39.00 /hour $ 390.00 Subtotal $ 4,658.00 TOTAL. ESTIiV1ATED FEE $ 29,069 00 OTHER LABORATORY AN�i.LYSES (i€necessary); Waste Extraction Test using DTSC methods for lead $ 60.00 /sam le Semi -Volatile Organic Compounds (EPA Method 8270) $ 300.00 /sample 1887-3-3 fee