TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Amendment to Huitt-Zollars, Inc. Agreement for Design Professional Services - Pine Avenue Extension and Connection to State Route 71 (ST061).
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RECOMMENDATION
recommendation
Approve a ninth amendment to the Design Professional Services Agreement with Huitt-Zollars, Inc., Irvine CA, Agreement 2015-232, in the amount of $359,730, for a total agreement amount not to exceed $5,292,514.11; 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 2023-2024 Capital Improvement Program for Project No. ST061. This project is funded through the Transportation Fund 320-SAFETEA-LU Grant; Measure I Fund 322; and the Measure I Arterial Fund 328.
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:
• Positive City Image
• Responsible Long-Range Planning
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Revenue: Click or tap here to enter text. |
Expenditure: 3207100 - 48004 - ST061 3227190 - 48004 - ST061 3287103 - 48004 - ST061 |
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Transfer In: Click or tap here to enter text. |
Transfer Out: Click or tap here to enter text. |
BACKGROUND
The Pine Avenue Connection to State Route 71 Project (ST061) is a major roadway project that will extend Pine Avenue from State Route 71 (“SR71”) to its intersection with El Prado Road and will improve the existing roadway between El Prado Road and Euclid Avenue. The eventual construction of this four-lane urban arterial, which includes grading, a 500-ft bridge across Chino Creek, storm drain and stormwater quality facilities, and utility relocation, will fulfill the City of Chino’s Circulation Element’s objective and will provide relief to the adjacent Butterfield Ranch Road and Central Avenue interchange at SR71.
Because the project is within the horizontal and vertical limits of the Prado Basin, a United States Army Corps of Engineers (“USACE”) facility, the project team has worked closely with the USACE for years to devise a conceptual design that meets their design requirements. Additionally, due to Federal Highway Administration (“FHWA”) funding, through the CalTrans Local Assistance Program, the project is subject to National Environmental Policy Act (“NEPA”) compliance requiring thorough review from CalTrans of all environmental documentation which has required numerous reviews. Additionally, Chino Hills has provided comment and input since approximately half of the project (the westerly portion), including the 500-ft bridge, is within their jurisdiction.
The project’s design consultant, Huit-Zollars, has completed the 95-percent level plans. The environmental compliance phase is nearing completion with the environmental documents including the Initial Study/Environmental Assessment (“ISEA”) and Mitigated Negative Declaration (“MND”), soon to be formally approved by CalTrans. Further, all jurisdictional permits are submitted and in draft pending completed NEPA and California Environmental Quality Act (CEQA) compliance. Preliminary utility relocation plans, including but not limited to Southern California Edison (“SCE”) distribution and transmission lines and transmission towers, have been designed or procured for utilities within the project limits. Finally, progress has been made in securing an offsite mitigation property, meeting the very specific jurisdictional agencies’ requirements.
ISSUES/ANALYSIS
Approval of the environmental compliance document by CalTrans is pending; however, through their review process they are now requiring that some supporting environmental reports be brought up to current standards, necessitating a complete update to some studies. Additionally, USACE has recently requested additional structural design on some of the project’s components. Consequently, City staff has identified the following additional tasks as necessary for the orderly completion of Project ST061.
1.0 Structural Design Services
Further engineering support is needed in response to project comments made by USACE. In 2022, the USACE provided detailed comments to the project plans, rejecting the use of standard details and requiring structural calculations and design on all elements of the design due to project placement within the Prado Basin inundation zone. The final (100%) design has been placed on hold until the City of Chino Hills concurs with all design criteria for the portion of the project within its jurisdiction. Once, the City of Chino Hills concurs, City Staff will issue a separate Notice to Proceed on this item to complete the design efforts.
2.0 Phase I - ESA Services and 5.0 AQR Full Update
CalTrans is in the final review stage of the project’s environmental documents and various supporting reports. As part of this process, CalTrans has required an update to the Phase 1 Environmental Site Assessment (“ESA”). Additionally, CalTrans is requiring an update to the Air Quality Report (“AQR”) utilizing CalTrans’ new 2024 annotated outline. Both the original ESA and AQR were originally completed in February 2019. The project consultant has provided pricing for a full update to include emissions modeling. An optional reduced cost, excluding emissions modeling, is also provided. The City will select the reporting option upon conferring the requirements with CalTrans.
3.0 Permitting and Mitigation Services
Amendment No. 6 to the original contract anticipated a maximum of 12 months to obtain State and Federal permits. With that time frame being exceeded by roughly two years, the project’s environmental consultant, ICF International, Inc. (“ICF"), a subconsultant to the primary consultant Huitt-Zollars, has continued to provide jurisdictional permitting services, including preparation for and participation in monthly project development team (“PDT”) meetings with the City; ad-hoc meetings with the City; monthly meetings or email communications with the agencies; and, responding to data and information requests from the City and agencies. Budget allocation needs to increase to allow the environmental consultant to continue these efforts.
Furthermore, the City and ICF have been engaging with the property owners of a site that potentially meets the jurisdictional offsite mitigation requirements for the Project. Progress has been made to obtain draft easement agreements and access to the property. Additional work will include field survey and mapping of the mitigation site and the development of a conceptual mitigation plan and habitat mitigation and monitoring plan (“HMMP”) for agency approval. Further, at the City’s request, the environmental consultant has conducted research and interviews with additional conservation entities and mitigation specialists in the project area to provide a list, exhibit, and matrix of potential alternate offsite mitigation properties.
4.0 Meetings, Coordination, and Project Administration
Finally, the project will require ongoing preparation and attendance of meetings, project administration, phone calls, conference calls, and processing of plans through various governing agencies for review and approval by the design consultant, which will require additional allocated funds.
Tasks from the original contract and previous amendments have been identified as no longer needed. These unused funds will be used for the above-proposed consultant services. The following is a list of those tasks:
Phase 4 - Data Collection - utilize unused funds of $75,220, which are not needed at this time.
Phase 8 - Chino Creek Bridge Culvert - On November 30, 2021, City Council awarded a construction contract for the emergency Pine Avenue Road Repairs at Chino Creek. On February 1, 2022, City Council approved the project as complete, making this item no longer needed. Available funds are $44,924.
Phase 12 - Caltrans Permit Processing - this item is no longer needed since project limits are not within any CalTrans jurisdiction. Available unused funds are $13,626.
Phase 21 - Chino Hills Force Main Vertical Relocation - upon thorough investigation and precise calculations regarding the depth adequacy of this line, it has been determined that the current depth is adequate and vertical realignment is no longer necessary. Therefore, this item is no longer needed and provides $70,500 of unused funding.
Phase 23 Task 10 - Chino Hills Water Line Extension - extension of the Chino Hills water line within our project boundary is infeasible as the water line currently terminates west of SR71 and the line extension eastward to the west limit of the Pine Avenue Extension project is not planned by the City of Chino Hills. Available funds from this task are $80,000.
Tables 1 and 2 provide the total of each proposed task and cost as well as the total of each reallocated task and cost:
Table 1: Cost Breakdown of New Proposed Services
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Proposed Service |
COST |
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1.0 Structural Design Services (Future Work) |
$261,000.00 |
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2.0 Phase I ESA |
$3,000.00 |
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3.0 Permitting and Mitigation Services |
$295,000.00 |
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4.0 Mtgs, Coordination, And Project Administration |
$55,000.00 |
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5.0 AGR Update |
$30,000.00 |
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Total for Proposed Services |
$644,000.00 |
Table 2: Cost Breakdown of Reallocated Services
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Proposed Modification/Reduction to Existing Services |
COST |
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Phase 004 - Data Collection |
-$75,220.00 |
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Phase 008 - Chino Creek Bridge Culvert |
-$44,924.00 |
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Phase 012 - Caltrans Permit Processing |
-$13,626.00 |
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Phase 021 - Chino Hills Force Main Vertical Relocation |
-$70,500.00 |
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Phase 023 - Chino Hills Water Line Extension |
-$80,000.00 |
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Available for Reallocation |
-$284,270.00 |
Table 3: Huitt-Zollars Professional Services Agreement Summary*
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Contract 2015-232 Huitt-Zollars Cost Summary |
Amount |
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Original Professional Services Agreement (PSA) |
$2,108,084.11 |
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Amendment No. 3 (Substantial preliminary & final design, including bridge design) |
$1,531,100.00 |
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Amendment No. 5 Santa Ana Watershed Project Authority (SAWPA) Line Relocation |
$40,500.00 |
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Amendment No. 6 - Environmental Services & Chino Hills Items |
$1,253,100.00 |
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Amendment No. 9 - Current Proposed Amended Contract Services |
$644,000 |
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Amendment No.9 -Modification/Reduction of Existing Services |
-$284,270 |
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New Contract Total |
$5,292,514.11 |
*Amendments No. 1,2,4,7, and 8 not included as they were only Term Extensions and had no fiscal impact.
It should be noted that the Plans Specifications and Estimates (PS&E) phase of the project is funded by SAFETEA-LU and the City of Chino will be reimbursed for 80% of the environmental documentation, permit fees, and Preliminary and Final Engineering costs. The current Federally funded grant is approximately $5,040,520.40.
Approval of necessary permits and concurrence of the environmental document is critical to the timely delivery of project ST061 and staff continues to work towards having a construction bid ready by the beginning of 2025. Despite additional environmental requirements and delays caused by agency reviews and comments, the City is anticipating Caltrans to concur with the environmental report by the end of this Fiscal Year with City adoption of the CEQA document soon thereafter, completing both CEQA and NEPA compliance for the project.
Therefore, staff recommends that the City Council approve a ninth amendment to the Design Professional Services Agreement with Huitt-Zollars, Inc., Irvine, CA, for a total amount of $359,730.
Attachment: Huitt-Zollars Amendment No. 9 (Contract 2015-232)