TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
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Approve a ninth amendment to the Professional Services Agreement with EXP U.S. Services Inc., for Projects ST203 Pine Avenue Improvements and ST204 Pine Avenue at State Route 71 Interchange Ramp Improvements.
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RECOMMENDATION
Approve a ninth amendment to EXP U.S. Services, Inc. San Bernardino, CA, Contract 2021-053 for $80,918 for a total agreement amount not to exceed $1,070,689.93 for preliminary engineering and design services; and authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
Sufficient funds are included in the Fiscal Year 2023-24 Capital Improvement Program Budget for Project Nos. ST203 Pine Avenue Improvements and ST204 Pine Avenue at State Route 71 Interchange Ramp Improvements. The appropriations and budget allocations are summarized below:
ST203 - Pine Avenue Improvements:
|
Fund |
Adopted Budget |
Expenditures/ Encumbrances |
Available Budget |
|
Transportation Fund - 320 |
$3,732,165.00 |
$2,169,340.59 |
$1,562,824.41 |
ST204 - Pine Avenue at State Route 71 Interchange Ramp Improvements:
|
Fund |
Adopted Budget |
Expenditures/ Encumbrances |
Available Budget |
|
Caltrans Grant (G7203) * |
$1,000,000.00 |
$39,723.19 |
$960,276.81 |
|
Transportation Fund (320) |
$7,000.00 |
$5,862.50 |
$1,137.50 |
|
Measure I Arterial Subprogram Fund (328) |
$3,200,000.00 |
$665,809.67 |
$2,534,190.33 |
|
TOTALS: |
$4,207,000.00 |
$711,395.36 |
$3,495,604.64 |
* State Highway Operation and Protection Program (EA1L370-SOP)
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Financial Stability
• Responsible Long-Range Planning
|
Revenue: Click or tap here to enter text. |
Expenditure: 3207100 - 48004 - ST203 3207100 - 48004 - G7203 |
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Transfer In: Click or tap here to enter text. |
Transfer Out: Click or tap here to enter text. |
BACKGROUND
ST203 - Euclid and Pine Avenue Intersection and Street Improvement
Project ST203 encompasses two main components: improving the Euclid Avenue and Pine Avenue intersection and widening Pine Avenue. The primary goal of project ST203 is to widen Pine Avenue between Euclid Avenue and Johnson Avenue to the ultimate six-lane configuration with a landscaped median. This widening requires enhancements to the Euclid Avenue and Pine Avenue intersection to align with the widened roadway.
Pine Avenue, between Euclid and Hellman Avenues, is a master-planned facility included in the City’s Development Impact Nexus and Calculation Report, which will be a six-lane arterial roadway with a raised landscaped median. Completion of Project ST203 will enhance roadway and intersection safety, increase traffic flow, relieve traffic congestion, and improve the quality of life for the residents in the regions including south Chino area; residents of the Cities of Eastvale, Ontario, and Norco. Project ST203 requires additional rights-of-way, relocation of existing utilities, changes in vertical profile, modification of intersections, new pavement and striping, provisions for new sewer, domestic water, recycled water, drainage, and water quality facilities. Construction of these new improvements will require coordination with adjacent property owners with review and permits from the Army Corps of Engineers, Orange County Flood Control District, Caltrans, the California Department of Fish and Wildlife, and utility companies. This project will raise the profile of the low point on Pine Avenue prone to flood inundation and eliminate/minimize closures during heavy rains.
On April 5, 2022, City Council approved Amendment No. 4 to the Professional Services Agreement with EXP U.S. Services, Inc. to expand the scope of work to include design services for the Pine Avenue Improvements Project (ST203). The engineering design for the Pine Avenue Widening from Euclid Avenue to Johnson Avenue and the Euclid Avenue/Pine Avenue Intersection is at approximately 65 percent completion.
ST204 - Pine Avenue at State Route 71 Ramp Extension
On July 7, 2020, the City Council approved a Professional Services Agreement with EXP U.S. Services, Inc., San Bernardino, CA (“EXP”), for $499,450 and a design contingency amount of $50,000 for a total agreement amount not-to-exceed $549,450 for the Pine Avenue at SR71 Interchange Ramp Improvement Project (“ST204”). This project seeks to widen both north and southbound ramps and provide dedicated right-turn lanes in preparation for the eventual connection of Pine Avenue with the Pine Avenue Extension Project (ST061). Through the course of project design, additional amendments were obtained for environmental compliance or in response to review comments by Caltrans (see Amendment Summary Table below).
The project has completed all environmental reports and CEQA compliance, with the Notice of Exemption being registered with the County Clerk of San Bernardino on January 23, 2023, and the CEQA net website on February 3, 2023. The engineering portion of the project has gone through numerous Caltrans reviews and stakeholder input; including Southern California Edison and City of Chino Hills.
ISSUES/ANALYSIS
ST-203 - Euclid and Pine Avenue Intersection and Street Improvement
Amendment No. 9 proposes an update to the design package to include the addition of a dedicated right turn lane and raised island at the northeast corner of the Pine Ave and Euclid Avenue intersection. This additional improvement aims to enhance the northeast corner, aligning with the project's goal to optimize traffic flow and safety.
ST-204 - Pine Avenue at State Route 71 Ramp Extension
In December 2023, Caltrans provided new comments on the 100-percent plan submittal changing their position regarding the shoulder width next to the right-turn lane on the southbound exit ramps. These comments have resulted in the need for a complete redesign of the ramp, including pavement, shoulder backing, side slope, landscaping, and drainage elements.
Additionally, due to the frequent updates of the Caltrans Standard Plans, Standard Specifications and Standard Special Provisions, several updates to the design package were performed. Significant effort was also provided by the project team to coordinate the potholing necessary for environmental compliance. These efforts have exhausted the funds the City provided to date. Amendment No. 9 addresses these latest design change requirements.
The summary of amendments to the Professional Services Agreement with EXP is as follows:
|
Date |
Contract |
ST203 (Pine Ave Widening) |
ST204 (SR 71/Ramp Imp.) |
Contingency |
|
07/07/2020 |
Original Agreement |
|
$499,450 |
$50,000 |
|
03/16/2021 |
Amendment No. 1 |
|
$55,000 |
|
|
07/01/2021 |
Amendment No. 2 (Term extension only) |
$0 |
$0 |
$0 |
|
10/05/2021 |
Amendment No. 3 |
|
$70,351.93 |
|
|
04/05/2022 |
Amendment No. 4 (Addition of ST203) |
$167,220 |
$45,690 |
$16,722 |
|
07/01/2022 |
Amendment No. 5 (Term extension only) |
$0 |
$0 |
$0 |
|
12/06/2022 |
Amendment No. 6 |
$115,080 |
|
|
|
07/01/2023 |
Amendment No. 7 |
$6,600 |
|
-($6,600) |
|
10/19/2023 |
Amendment No. 8 |
$30,380 |
|
-($30,380) |
|
06/04/2024 |
Amendment No. 9 |
$34,950 |
$45,968 |
|
|
|
Total for ST203 & ST204 |
$354,230 |
$716,459.93 |
|
|
Total Agreement & Remaining Contingency |
$1,070,689.93 |
$29,742 |
It should be noted that the City Council approved design contingency currently remains at $29,742. Staff intends to keep the remaining design contingency to accommodate potential unanticipated design services beyond those identified in Amendment No. 9.
Staff recommends City Council approve Amendment No. 9 with EXP for $80,918 ($34,950 for ST203 and $45,968 for ST204) for additional professional design services for projects ST203 and ST204. This amendment will revise the total not to exceed contract amount to $1,070,689.13.
Attachment: Exhibit A - Project Location Map
Exhibit B - Amendment No. 9 - EXP U.S. Services, Inc (ST203 & ST204)