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HomeMy WebLinkAbout25B - AGMT - ENVIRONMENTAL SERVICES FOR WARNER AVE WIDENINGREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 4, 2013 TITLE: AMENDMENT TO AGREEMENT WITH THE PLANNING CENTER FOR ENVIRONMENTAL SERVICES FOR THE WIDENING OF WARNER AVENUE FROM MAIN STREET TO GRAND AVENUE (PROJECT NO. 091749) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1st Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached Amendment No.1 (Exhibit 1) to the Restated Agreement with The Planning Center, subject to non-substantive changes approved by the City Manager and City Attorney, to provide environmental services for the Warner Avenue widening from Main Street to Grand Avenue in the amount of $72,619 plus a contingency of $25,000, for a total agreement not to exceed $640,966, and extend the term of the agreement to June 30, 2014. DISCUSSION On June 2, 2008, the City Council awarded a contract to The Planning Center to provide environmental services and related technical studies for work on capital projects. On February 17, 2009, the Public Works Agency (PWA) utilized The Planning Center under Amendment No.1 to prepare preliminary engineering and environmental documents in accordance with the California Environmental Quality Act (CEQA) for the Warner Avenue widening between Main Street and Grand Avenue (Exhibit 2). The CEQA preparation is underway and is scheduled to be circulated for public review in April 2013. The City conducted several public outreach meetings to provide information and gather input from the public and project stakeholders to be incorporated into the Environmental Impact Report. Based on the feedback from these outreach efforts, The Planning Center needs to modify the project alignment and prepare an additional analysis. To complete these revisions, the original Scope of Services needs to be amended to include additional preliminary engineering and environmental services in the amount of $72,619. A contingency of $25,000 will be added for a total contract amount of $640,966. Additionally, the term of the agreement will be extended from December 31, 2013, to June 30, 2014. 25B-1 Amendment to Agreement with The Planning Center for Environmental Services February 4, 2013 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the Transportation System Improvement Area E Fund (Account 03417660- 66220, Project 091749), and Transportation System Improvement Authority Area B Tustin (Account 99217950-66220, Project 091749). APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godinez II Francisco Gutierrez x Executive Director Executive Director Public Works Agency Finance & Management Services Agency RG/KN Exhibit: 1. Amendment No. 1 2. Project Location Map 25B-2 FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT TO AGREEMENT is entered into on February 4, 2012, by and between The Planning Center, a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS: A. The City and Consultant entered into Agreement A-2007-167, dated June 18, 2007 by which Consultant has provided environmental review and consulting services on an on-call basis. B. By Authorization dated February 17, 2009, Consultant commenced engineering and environmental review services necessary for the Warner Avenue Widening Project (hereinafter "Project"). C. By Amended and Restated Agreement A-2012-074, dated April 2, 2012 (hereinafter "Restated Agreement"), Consultant agreed to provide additional engineering and environmental review to accommodate alternative Project approaches. D. The Parties now desire to amend the Restated Agreement to include additional services required in the environmental review of the Warner Avenue Project, and to increase compensation to pay for those additional services. WHEREFORE, in consideration of the covenants contained in said Restated Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Agreement, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the following: "Consultant shall perform engineering and environmental review services for the Warner Avenue Widening Project, as set forth in Consultant's Proposal dated January 26, 2009, attached hereto as Exhibit A. Additionally, Consultant shall 1.) evaluate additional alignment and street width options to comply with complete streets requirements, and 2.) update the environmental, air quality and traffic analyses, as set forth in Consultant's Proposal dated February 10, 2012, attached hereto as Exhibit A-1. Due to the expanded scope of the Project, Consultant has and will provide additional management and coordination efforts including the attendance of additional meetings and increased public outreach services. Finally, Consultant will provide revisions to environmental documents and technical studies. The additional management and document revision services will be provided as set forth in Consultant's Request for Contract Amendment #2, dated January 4, 2013, attached hereto as Exhibit A-2. The Executive Director of Public Works may authorize the Consultant to provide the Optional Tasks set forth in Exhibit A- 2, as required by the City. " 2. Section 4.a, COMPENSATION, shall be deleted in its entirety and replaced with the following: EXHIBIT 1 25B-3 "a. City agrees to pay, and Consultant agrees to accept as total payment for all services set forth in Section 1, above, an amount of $615,966, as set forth in Exhibit B - Cost Estimate dated January 4, 2013, attached hereto. The Executive Director may authorize in writing, additional services unanticipated at this time but necessary to complete the Design/Engineering and Environmental review of the Project. Said services will be provided at the hourly rates set forth in Exhibit B, and shall not exceed a total of $25,000.00. The total amount to be expended pursuant to this Agreement, including the contingency, shall not exceed $640,966, during the term of this Agreement." 3. Section 5, TERM, shall be amended to extend the termination date to June 30, 2014, unless terminated earlier in accordance with Section 14 of Restated Agreement. 4. All Exhibits referenced above shall be incorporated in this Amendment by such reference. 5. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Laura Sheedy Assistant City Attorney RECOMMENDED FOR APPROVAL: RAUL GODINEZ, II Executive Director - PWA CITY OF SANTA ANA PAUL M. WALTERS City Manager THE PLANNING CENTER JOANN C. HADFIELD Principal 25B-4 EXHIBIT A SCOPE OF SERVICES (1/26/09) 25B-5 B. Project Understanding &t Approach Project Understanding Due to growth trends and congested traffic, the City of Santa Ana is proposing to widen Warner Avenue between Main Street and Grand Avenue from its existing four-lanes to six lanes. This proposal is consistent with this arterial's designation as a major arterial in the City's General Plan Circulation element and the County of Orange's Master Plan of Arterial Highways (MPAH). There are 4 distinct areas along the alignment that change lit pavement section and lane configuration. Six lanes are currently provided along Warner Avenue outside the project limits, so this project will eliminate this existing bottleneck. The project is approximately 1 mile in length and will include the roadway between Grand Avenue and Main Street. The proposed 6 lane major arterial will include 120' feet of Right of Way with a 100' foot curb to curb dimension as per the current Santa Ana Standard Specifications and Drawings. To-date a minimal amount of study has been conducted by the City for this effort. It is currently a high priority, and the City plans to pursue Measure M2 funding for the widening project. Comprehensive environmental documentation and clearances are desired to facilitate implementation of the project, and to be in place to pursue optional funding sources if Measure M2 sources are unavailable. The City understands that there are substantial environmental costs, particularly potential property acquisitions, associated with the proposed road-widening. A concise evaluation and comparison of the environmental impacts and improvements costs for right-of-way alignment alternatives Is desired to assist in decision-making. Project Approach The Planning Center team has been structured to provide one key project leader and contact for the City, to be supported by a Design/Engineering task lead, Environmental Project Manager, and a Public Outreach lead. As shown on the Organization Chart, each project lead is supported with our team of technical consultants and personnel. The organization chart corresponds directly to our proposed scope of work and schedule, which are also divided Into the primary categories of Design/Engineering, Environmental and Public Outreach. We have based our Scope of Work primarily on the RFP's Scope of Work outline. Similarly, the project schedule has been prepared in Microsoft Project format. The following provides a brief description of our general approach by major project component: Design/Engineering The 111I Group will conduct an initial screening process with the City to identify a build alternative for the road widening project which will be carried forward for consideration in the environmental documentation. The preliminary engineering completed as part of this project will be completed in accordance with the City of Santa Ana Standard Plans, and other appropriate agency requirements and reference materials. There are numerous existing pavement section widths throughout the Warner Avenue corridor as well as lane configurations that will be taken into consideration. Setbacks to the existing homes and businesses will be a factor in the determination of Right of Way locations and centerline alignments. The TPC team is committed to developing viable alternatives for the alignment that are based on traditional and innovative approaches to maximize capacities. Significant changes may generate public resistance and our team recognizes that ultimate decisions on Improvements must be made by the City Council. EXHIBITA City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Widening Project The P4wWng Center I rate 3 25B-6 Therefore, we will provide the Council with solid technical solutions. Alternatives will be clearly defined with their respective pros and cons, so that the decisions rendered are clear and understood. As detailed in this proposal, the engineering scope of work will include preparation and submittal of preliminary design plans to include plan right-of-way maps, traffic analysis, identification of existing levels of service, storm water management, drainage, utility relocations/modification and mitigation measures based on local, state and federal requirements. Environmental CEQA documentation and process requirements will be integrated to assure specific adherence to all environmental requirements. As overall project lead, The Planning Centers (TPC) project manager will coordinate the CEQA process. All necessary environmental research and analysis shall be performed pursuant to CEQA, and utilizing the City's guidance and procedures. During the kick off' meeting and field review, The Planning Center team will review the preliminary, alternative road widening options and potential project impacts. An Environmental Impact Report (EIR) has been assumed for this proposal for the scope of work, schedule and cost estimate. As detailed in our scope of work, The Planning Center team will conduct necessary technical studies to support an RJR to meet CEQA requirements. Our scope Includes comprehensive processing, documentation and noticing as required under CBQA. City of Santa Ana - Proposal to Prepare Environmental documents for Warner Avenue Widening Project The Ptwdng Center I Page 4 25B-7 C. Scope of Work Management and Administration MANAGEMENT AND COORDINATION The Planning Center's Project Manager will be the key contact for the City and will be responsible for the overall subconsultant team including (1) task scheduling and assignment, management of resources, monitoring of costs, and schedule adherence; (2) management and coordination of contract administration and accounting; and (3) coordination and communications with the City project team to ensure that City policies, procedures, and applicable procedures. Progress Reporting The Planning Center will coordinate with team members to provide progress reports to the City at monthly intervals. Meetings Our scope of work includes meeting attendance as coordinated with the City subsequent to the RFP. The Planning Center will be responsible for documenting all meetings and public hearings. The scope of work assumes the following: The Planning Center: will participate in up to 12 City staff' meetings including a kick-off meeting (1), Screencheck Draft EIR and Final EIR reviews (2) and public presentation preparation meetings (2); ETAC and Redevelopment Agency Meetings (total 2), Planning Commission Hearings (2), City Council Hearings (2). Purposes of meetings are interchangeable at the discretion of the City. IBI: will be available for a total of 12 meetings (10 meetings and 2 public hearings) as requested by the City and/or Project Team. Purposes of meetings are interchangeable at the discretion of the City. Urbana Preservation and Planning: will be available to attend up to 2 meetings at the direction of The Planning Center Project Manager. Project Schedule A detailed MS Project schedule is included in Section D. of this proposal. Based on an anticipated 01/26/09 Notice to Proceed, the environnmental documentation would be completed by January 2010 and project final approval would be anticipated in April 2010. Engineering RESEARCH 8t DATA COLLECTION The objective of this task is to collect relevant available information about the project site and operating conditions. Within two weeks of the notice to proceed, 1131 will submit a list of data requests, such as: existing project site data not already obtained, City General Plan and Design Guidelines, and other nearby City projects. All materials received from the City or other agencies will be logged in a table and filed in the project file. City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Went" Project The Planning Center I Page 5 25B-8 PROJECT SLOPING Constraints Identification IBI Group will work with The Planning Center and City of Santa Ana to identify constraints within the project limits that will affect the feasibility and desirability of alternatives. Constraints will be researched to determine if they are "fatal flaw" items or merely items of concern. FIELD SURVEY/TOPO VA Consulting will establish horizontal and vertical survey control for the site, set panels, and arrange for aerial and ground survey of Warner Avenue between Main Street and Grand Avenue. When on-ground panels and utility features have been marked, the project area will be flown. The ground survey will include cross-sections at 100-foot Intervals. This field survey will also collect coordinates for any visible surface culture within the defined limits (manholes, catch basins, overhead wires, landscape, etc.) The aerial and ground survey data will be used to create topographic mapping, including surface features, right-of-way data, assessor parcel numbers, and contours for design purposes. The final topographic mapping for the project will be prepared on 24" x 36" sheets at a scale of 1" = 40' with 1-foot contours. Deliverable: Survey field notes, electronic files, and a hard copy of the topographic mapping PRELIMINARY ENGINEERING PLANS Subsequent to the selection a preferred Build Alternative by the City, a draft set of preliminary street improvement plans) will be prepared consistent with a 15% level of design development. The plans will include: existing and proposed (if applicable) street center lines; proposed curb lines, sidewalks, and parkway features; proposed driveway and curb return modifications; proposed lane geometrics; impacted surface and subsurface utility and drainage features; existing and proposed ROW; major street callouts; and approximate locations, limits, and heights of proposed retaining walls. Layouts of all this information will have a scale of I`-_50'(22"04"). Separate sheets will include proposed typical street sections. No profiles or elevation data will be included in the plans and the attached fee proposal assumes profiles will not be required. The proposed roadway modification alternatives selected for analysis will be reviewed for potential impacts to existing and future utility facilities and possible mitigations to likely utility impacts. The results will be summarized for the various utility alternatives and their cost, timing, and easement implications. All correspondence and meetings with the utility companies throughout this project phase will be summarized and documented in the Preliminary Engineering Report. The Draft plan set package will be submitted to City stag' for review and comment. Comments will be logged and formal responses prepared and submitted to the City for concurrence. The plans will be revised to address the comments and a final plan will be submitted to The Planning Center and the City. Deliverable: a Preliminary Engineering Report DRAFT ENGINEERING REPORT All items produced in the task above will be compiled into a single document and submitted to City staff for review and approval. The report will address civil roadway, traffic, access and safety, geotechnical, utilities/drainage, right of way, environmental, landscaping, and capital costs. IBI will prepare an outline for City staff to review before completion of the technical studies. City of Santa Ma - Proposal to Prepare Environmental Documents for Warner Avenue Widening Project The Planninj Center I Page 6 25B-9 Deliverable: ® Draft and Final Preliminary Engineering Plans PRELIMINARY COST ESTIMATE This task involves the development of planning-level construction associated with the build alternative. Budget-level estimates for future project phases will be developed based on estimated construction costs. Construction Cost Estimates IBI will use the engineering plans and utilities and drainage studies to prepare planning level estimates for probable construction costs for each of the build alternatives. Quantities and costs will be organized in these categories: civil/roadway, earthwork, traffic, retaining walls, utility relocations, drainage modifications, and landscaping and irrigation. Cost items under each section will include unit cost, estimated quantity, and total cost. Lump sums for supplemental items (e.g., temporary erosion control) and items not quantifiable at this phase will be calculated as a percentage of the total. An overall contingency will be applied to account for unknowns. Unit cost information will be obtained from published sources (2007 Caltrans Cost Data Book, BNi 2005 Costbook for Public Works, etc.) and recent relevant projects. City staff will review an initial cost estimate template (including cost items and their associated unit costs). After they concur, cost estimates will be prepared and draft street improvement plans and cost estimates will be submitted to the City at the same time as the Preliminary Engineering Report. Cost estimate calculation worksheets will be included in the appendix. Cost Estimates for Future Project Phases IBI will use the construction and ROW cost estimates to develop budget-level costs for each build alternative of subsequent project phases, including: final design (PS&E) and construction management. These costs will be in the Preliminary Engineering Report, with any backup calculation information included in the appendix. Deliverable: • Cost Estimate Summary Worksheets RIGHT-OF-WAY MAPS - Based on the selected roadway improvement plans, VA Consulting will prepare 24'x 36" ROW maps at a scale of I" = 40'. These maps will include existing and new street centerlines, existing and proposed right of way lines, property lines, agency boundaries, all adjacent parcels and cross-streets, topography, building footprints, parcel numbers, addresses, indication if full or partial take of each property and amount of ROW being taken from each parcel. Deliverable: 6 Final maps on mylar and electronically as both pdf and dgn files. SURVEYS AND GIS MAPPING Establish environmental baseline data in a manner compatible with engineering and topographic mapping. Coordinate with Base Mapping (165.10.20) on the environmental components/data to be included in the GIS database, including Section 4(f) resources, historic properties, 100-year floodplain, hazardous materials sites, sensitive visual features, land uses and right-of- way and noise receptors. Data from publicly available sources will be used as a starting point and adjusted, as appropriate, based on field surveys and observations conducted by The Planning Center team. Data will be provided in a manner consistent with the base mapping (160.10.20) to ensure that the datasets are compatible and can be utilized for evaluation of each alternative's effects on the environment. City of Santa Ma - Proposal to Prepare Environmental Documents for Warner Avenue Widening Project The Planning Center I Page 7 25B-10 Environmental Studies Environmental technical studies provide the key data, analysis, findings, and mitigation recommendations that are incorporated into the EIR. While broken down into several different tasks, The Planning Center team views the technical study effort as a filly integrated process with the engineering and outreach processes, as well as internally between environmental tasks. TRAFFIC IMPACT ANALYSIS IBI Group will perform a Traffic Impact Analysis (TIA) for the Warner Avenue project according to the latest adopted City of Santa Ana standards and guidelines. The objective of the TIA will be to establish future traffic conditions with the proposed project and identify traffic mitigation measures that may be necessary to address project-related traffic impacts. The traffic impact analysis will incorporate the following components: Data Collection/Existing Traffic Conditions IBI will evaluate existing traffic and circulation conditions in the vicinity of the project site which includes the following components: 1) intersection operating conditions for typical weekday AM/PM peak hour conditions, 2) descriptions of geometric roadway conditions within and adjacent to the project site, 3) description of existing transit services in the vicinity of project site, and 4) roadway daily traffic volumes and fleet mix. Peak period traffic counts will be conducted as necessary to establish the existing condition at study intersections. IBI Group will work with the City of Santa Ana to identify appropriate study intersections and to obtain existing counts available from the City. The traffic scope assumes the analysis of signalized intersections within the project limits, as well as the next major signalized intersections to the east and west of the project limits (assumed to be Flower Street and Wright Street). We also propose to include the intersections of Main Street and Grand Avenue with Dyer Road and Edinger Avenue to assess the changes in traffic conditions along the parallel east-west corridors with the implementation of the proposed project. IBI Group will also conduct daily roadway traffic counts within the project limits to determine the existing traffic volumes. These traffic counts will include the collection of vehicle axle data to determine the existing vehicle fleet mix for inclusion In the noise and air quality studies for the environmental document. IBI will field review all study intersections to determine existing geometric conditions including member and type of lanes and signal phasing. Existing intersection operating conditions (in terms of volume/capacity ratios and level of service) will be quantified using the ICU analysis methodology as adopted by the City of Santa Ana. Future Conditions Per California Environmental Quality Act (CEQA) guidelines, IBI will forecast future traffic conditions without the proposed project. We will work with the City of Santa Ana to develop an appropriate forecast of future traffic conditions for the roadway. One option includes the use of the Orange County Transportation Analysis Model (OCTAM) to develop future forecast traffic volumes. This is the regional model for Orange County and uses the four-step process outlined by the City of Santa Ana in the RFP to develop future traffic forecasts. We will work with OCTA to develop traffic forecasts for the future without and with project conditions, allowing for a comparison of traffic volumes in the study corridor between the two future scenarios. We will also obtain future forecast traffic volumes for other appropriate study streets including Main Street, Grand Avenue, Dyer Road and Edinger Avenue. Study intersections that are forecast to experience an increase in level of service due to cumulative project-related traffic will be highlighted. Graphics and tables will be used to illustrate the future no-project traffic analysis results. The future with project traffic conditions will analyze the performance of the roadway and study intersections following the implementation of the proposed improvements. Any significant impacts that result from the proposed project will be Identified and appropriate mitigation measures will be developed to address these impacts. City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Wtdenf% Project The Planning Center I Page i 25B-11 Documentation/Response to Comments A draft traffic impact report will be prepared for incorporation into the Draft Environmental Impact Report (DEIR). Following public release of the DEIR, IBI Group will assist in the preparation of responses to public comments on traffic and transportation issues received on the DEIR. IBI Group will provide responses to comments for incorporation into the Final Environmental Impact Report. Deliverable: • Draft Traffic Impact Report NOISE:: AND VIBRATION ANALYSIS The Planning Center will prepare a noise analysis that will document existing noise levels through noise modeling and short- term noise monitoring program. Future noise levels will be conducted for the design year noise and horizon year for the Preferred Alternative and the No Build Alternative. All noise modeling will be conducted using the FHWA's Traffic Noise Model, version 2.5. The noise analysis will evaluate increases in the traffic noise environment associated with it potential increase in roadway speeds and/or traffic volume. Construction-related noise (traffic and construction equipment) and vibration will also be evaluated. Deliverable: ® Noise and Vibration Modeling (model output and output sheets) AIR QUALITY STUDY The project site is located in the South Coast Air Basin (SoCAB), which is designated under the National and California Ambient Air Quality Standards (AAQS) as non-attainment for ozone (O,) and particulate matter (PM,e and PM2_s). For operation of the project, regional and localized air quality modeling will be conducted for the Preferred Alternative and the No-Build Alternative. Any increase in air pollutant emissions associated with the project will be compared to the South Coast Air Quality Management District's (SCAQMD) regional emissions thresholds. Localized air quality modeling will be conducted at up to six congested intersections to determine concentrations of carbon monoxide (CO) and compare them to the AAQS for buildout year with the project. Regional air pollutant modeling will be also be conducted for construction activities and compared to the SCAQMD's regional emissions thresholds. The SCAQMD also requires an analysis of the potential for construction activities to result in substantial concentrations of air pollutants. Consequently, dispersion modeling will be conducted to determine concentrations of air pollutants generated during construction activities at nearby sensitive receptors. In addition, , a CO hotspot analysis for traffic detours and/or lane closures will be conducted for temporary impacts at up to six congested intersections. The Planting Center will also provide a discussion of global climate change impacts with respect to the effects of greenhouse gas (GHG) emissions, regulatory history of GHG emissions regulation, and GHG emissions associated with the project. Modeling of GHG emissions will be conducted for construction and operational emissions associated with the project. Deliverable: Air Quality Modeling (model output and output sheets) City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Wkk nin4 Project The Planning Center 1 Page 4 25B-12 HYDROLOGY AND DRAINAGE STUDIES Drainage Analysis and Report IBI Group will assemble and review the relevant available topographic data, as-built roadway and drainage facility plans, and hydrology studies for the corridor to assess the existing conditions and the likely changes to the rum-off flow patterns and quantities due to the proposed roadway widening alternatives. Up to three alternatives will be assessed. Based on this assessment, the required modifications to the existing drainage facilities as a result of the proposed roadway widening modifications will be conceptually defined. Only concept-level hydrology and hydraulic analyses will be used for this work along with a preliminary assessment of the costs associated with the required drainage improvements. The results of this analysis will be summarized in the Drainage Report, which will include a narrative of the assembled data, analysis procedures and findings including a figure depicting existing and proposed drainage facilities. This report will be Included as an attachment to the Preliminary Engineering Report. Water Quality Documentation Upon completion of the Drainage Report, IBI Group will prepare conceptual water quality (WQ) management documentation for the Warner Avenue widening project area. The conceptual WQ documentation will identify potential pollutants of concern, low-flow and nuisance flow drainage patterns, and preliminary water quality peak flow rates for a single roadway widening concept. This documentation will recommend best management practices (BMPs) within the project area to address water quality concerns. The conceptual WQ documentation will consist of a narrative describing procedures, findings, and recommended BMPs as well as an exhibit identifying the placement of the recommended BMPs within the project area. Deliverables: • Hydrology/Drainage Study report • Conceptual WQ Documentation UTILITIES AND EMERGENCY / COMMUNITY SERVICES This task includes assembling utility data and preparing base maps of existing utilities. Existing utilities within the proposed project area include water (Metropolitan Water and City of Santa Ana), sewer (Orange County Sanitation and City of Santa Ana), power (SC Edison), gas (SC Gas), and telephone/communication lines (AT&T Transmission & Distribution, MCI/Verizon, MPower Communications, Airtouch Cellular, and Adelphia). The Planning Center will coordinate with the Santa Ana Fire Department, Santa Ana Police Department, and Santa Ana Parks, Recreation and Community Services Agency to ensure that the appropriate agency has input regarding any potential impacts created by the proposed project. GEOTECHNICAL REPORT SUMMARY All work will be based on an office study. No drilling or sampling is proposed. It is understood that environmental issues will be dealt with by other team members. Allowance has been made for a site reconnaissance to view conditions of the existing pavement and other surface features which may Impact site preparation and grading for the widening. This will be followed by compilation and review of available information including: Seismic hazard maps, Literature on geology and seismology, County and City files, In-house data. As the project develops, it Is anticipated that there will be a requirement for discussion and/or meetings dealing with geologic hazards and geotechnical issues of significance to the project. In addition, GLA will assist with appropriate sections of the environmental documents, and will prepare a stand-alone appendix dealing with the following: Regional geology, City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Widentiug Project The Planning Center I Page 10 25B-13 I-iydrogeology and seismicity, Expected subgrade conditions, Groundwater, Geologic/seismologic hazards, General condition of existing pavement, Discussion of design issues including need for site preparation, Impact on existing improvements from a geotechnical perspective, Expansive soils and/or other site-specific conditions. Deliverable: • Geotechnical Report INITIAL. SITE ASSESSMEN'r FOR HAZARDOUS WASTE The Planning Center is proposing a Modified Phase I Environmental Site Assessment for the Warner Avenue widening project between Main Street and Grand Avenue. The assessment will assist in identifying environmental hazards related to current and past operations on the site. The scope will include a review of historic aerial photographs and topographic maps, site visit, and review of a regulatory database report and city directory. Government records (as available) including: NPL site list; Federal CERCLIS list; Federal CERCLIS NFRAP site list; Federal RCRA CORRACTS facility list; Federal RCRA non-CORRACTS TSD facilities list; Federal RCRA generators list; and Federal ERNS lists will be reviewed Additionally, California State lists of hazardous waste sites identified for investigation or rennediation (as available) wilt be provided. The Planning Center will perform the following detailed scope of services to complete our Transaction Screen Process Report • Visual observations of site conditions, to evaluate the nature and type of activities that have been or are being conducted at and adjacent to the site, in terms of the potential for release or threat of release of hazardous substances or petroleum products. • Review of federal and state environmental database information within the ASTM- specified radii from the subject property using a database service to access records. Use of 7.5-minute topographic maps to evaluate the sites physical setting. • Review of federal and state environmental files pertaining to the subject site and nearby sites with the potential to impact the subject site. • Review of the following sources of historical use information: ? Aerial Photographs ? Historical Topographic Maps • Contacts with state and local agencies regarding the site and surrounding properties and structures. An evaluation of business environmental risk associated with a parcel of commercial real estate may necessitate investigation beyond that identified in this environmental site assessment. The proposed assessment does not address whether requirements in addition to appropriate inquiry have been met in order to qualify for CERCLA's innocent landowner defense. The proposed assessment does not address requirements of any state or local laws or of any federal laws other than the appropriate inquiry provisions of CERCLA's innocent landowner defense. Users are cautioned that federal, state, and local laws may impose environmental assessment obligations that are beyond the scope of this practice. Users should also be aware that there are likely to be other legal obligations with regard to hazardous substances or petroleum products discovered on property that are not addressed in this practice and may pose risks of civil and /or criminal sanctions for non-compliance. No subsurface explorations or chemical testing of soils or groundwater will be performed during this assessment. Therefore, our conclusions regarding the evidence of recognized environmental conditions will be based on observations of existing visible conditions, and on our interpretation of site history and site usage information. Further, our conclusions regarding the City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Widening Project The Planning tenter i Page I I 25B-14 presence of hazardous substances and petroleum products may not be applicable to areas beneath existing structures, unless specific subsurface exploration, sampling, and/or testing information is available and reviewed by us for such areas. Deliverable: • Modified Phase 1 Site Assessment Report ARCH LOLOGICAL/HISTORICAL RESOURCE: SURVEYS Prepare a Historic Resources Evaluation Report (HRER) to include identification and evaluation efforts, including a summary of findings, project description, historic contextual overview, evaluation of historic properties, determination of findings of significance and project impacts and conclusions. The properties shall be evaluated using the criteria for the National Register of Historic Places (NRHP) and the California Register of Historical Resources (CRHR). Prepare a Historic Properties Survey Report (HPSR) that will include project maps and the results of identification and evaluation for properties more than 45 years old. The HPSR will include the Historic Resources Evaluation Report (HRER) and Archaeological Survey Report (ASR) as appendices. Urbana will coordinate with the archaeologist to compile the information contained in the ASR for preparation of the HPSR in the standard format. Deliverable: • Historic Properties Survey Report - including Historic Resources Evaluation Report and Archaeological Survey Report HISTORICAL. RECORDS AND LITERATURE SEARCH A search for records of known archaeological and historical sites will be requested from the South Central Coastal Information Center at California State University at Fullerton. A record search for sacred lands will be requested from the Native American Heritage Commission. In addition, we will send subsequent letters to all Native Americans the Commission recommends be contacted to elicit any information they may have. Current procedure under Section 106 is to send the letters, wait two weeks for response and if none, make a minimum of three attempts to elicit comments via phone. Deliverable: • Historic Records Search Environmental Clearance DATA COLLECTION The Planning Center will work with the City and all team members to gather appropriate data required for the successful completion of the environmental documentation and clearance. INITIAL STUDY An Initial Study will be prepared according to the City's standard Initial Study checklist. Since it is already anticipated that an EIR will be required, it is assumed that many of the checklist responses will consist of brief responses that explain the scope of the analysis to be included in the Project EIR. A limited number of topical areas, however, are expected to be eliminated from fiurther environmental review through documentation in the Initial Study. At this time it is anticipated that a comprehensive City of Santa Ana - Proposat to Prepare Environmental Documents for Warner Avenue Widening Project The Planntng Center I Page 12 25B-15 Project EIR will be required, addressing the majority, if not all, of the CEQA checklist topics. A complete list of reference sources used to prepare the Initial Study will be provided. Deliverable: Initial Study NOP The Planning Center will prepare a Notice of Preparation (NOP) using the City's standard form. A copy of the Initial Study will be attached to provide an immediate explanation of the preliminary scope of issues to be included in the EIR. After City approval of the NOP, The Planning Center will copy and distribute the NOP to the State Clearinghouse, responsible and trustee agencies, and other interested parties as Identified by the City. A brief cover letter will be prepared to explain the purpose and content of the MOP and to clearly identify the time period, contact person, and address established for submitting responses. Deliverable: 6 Notice of Preparation SCOPING MELTING The Planning Center will assist the City in organizing and conducting one public scoping meeting to present the main characteristics of the proposal submitted by the applicant and to solicit comments regarding the scope and content of the environmental issues to be addressed in the EIR. Premeeting assistance will include scheduling the meeting, preparing public notices and agendas for City staff review, and mailing and publishing the final notices. It is assumed that the City will provide addresses of surrounding property owners and residents selected to receive copies of the scoping meeting notice. At the meeting, we will be prepared to discuss the environmental review process and to answer specific questions, as desired by the city. Deliverable: Preparation for and attendance at EIR scoping meeting. SCRLENCHECK EIR The Planning Center will submit the Screencheck EIR pursuant to the City's procedures and guidelines.'I'lie Screencheck EIR will include all of the information described above, as well as the Executive Summary. Deliverable: 6 Screencheck EIR ENVIRONMENTAL QUALITY CONTROL AND OTHER REVIEWS - SECOND SCREENCHECK EIR The Planning Center team will revise the Screencheck EIR pursuant to the City's comments and will submit the Second Screencheck EIR to the City for their review. The Second Screencheck EIR will Include all of the information described above, as well as the Executive Summary and the Mitigation Monitoring Program (MMRP). Deliverable: • Second Screencheck EIR City of Santa Ma . Proposal to Prepare Environmental Documents for Warner Avenue Widening Project The Planning Center 1 Page 13 25B-16 OBTAIN APPROVAL. TO CIRCULATE DRAFT EIR On receipt of comments from the City, The Planning Center team will revise the document accordingly and will submit the Draft EIR for the City review and approval to circulate. After receipt of the signed cover sheet from the City. The Planning Center team will make any final revisions based on comments from the City and will reproduce the Draft EIR for public circulation. The Planning Center team will reproduce the Draft EIR via three media: 1) hard copy, 2) CD and 3) ".pdf format for uploading to the City website. The number of copies included is specified in the Cost Estimate (reimbursables). Deliverable: ® Draft EIR CIRCULATE DRAFT EIR The Planning Center team will circulate the Draft EIR for public review The following tasks will be conducted subsequent to receipt of the City's approval to circulate the Draft EIR. Tile Planning Center team will work with the City to update the project agency and general public list and identify those agencies and numbers of the public who will receive the Draft EIR and/or public notices regarding the availability of the Draft EIR and the public meetings. Responsible, participating, and Interested public agencies, groups and organizations, utility and service providers, businesses, and members of the general public will be included in the distribution list. DRAFT FINAL EIR The Planning Center team will revue the Draft EIR to reflect changes based on: Revisions in response to written comments on the Draft EIR; Design refinements or other refinements in response to written comments or updated information available at the time the Final EIR is prepared; 9 EIR and description of the public hearing process; Deliverable: The Draft Final EIR will be submitted to the City for their review. The Draft Final EIR will Include the entire EIR and its appendices. REVISED FINAL EIR Based on receipt of final comments from the City, The Planning Center team will prepare the Final EIR, and will assist the City in the distribution of the Final EIR to commenting agencies at a minimum of 10 days prior to public hearings scheduled for the project Deliverable: e Final EIR FINDINGS OF FACT, STATEMENT OF OVERRIDING CONSIDERATIONS ft MMP PREPARATION The Planning Center team will prepare Findings of Fact, consistent with the requirements of CEQA. The adverse impacts of the preferred alternative will be described with supporting documentation regarding project design features, and avoidance, minimization and mitigation measures to address those adverse impacts. The draft Findings of Fact slid Mitigation Monitoring Program will be distributed to the City for review and comment. The Planning Center team will prepare the final City of Santa Ana - Proposal to Prepare Environmental Documents for Warner Avenue Wietenhg Project The Planning Center i Pape 14 25B-17 Findings of Fact based on comments received from the City. The Planning Center team will prepare a Statement of Overriding Considerations (SOC) for the preferred alternative, consistent with the requirements of CEQA. The SOC will identify the significant unavoidable adverse impacts of the preferred alternative and will describe the benefits of the preferred alternative that override or at least balance those significant unavoidable adverse impacts. Deliverable: ® Draft Findings of Fact, Statement of Overriding Considerations, and Mitigation Monitoring Program PUBLIC E IEARINGS/CEQA CERTIFICATION The Planning Center will coordinate closely with City staff to ensure that the EIR and associated documents delivered to the City are legally defensible and accurate and will serve as useful tools for decision makers when considering the approval of the project. Our scope of work assumes attendance by our director and project manager at the meetings and public hearings listed below. Additional meeting attendance by The Planning Center or attendance by other members of the consultant team will be billed on a tine-and-materials basis in accordance with the hourly rates for the personnel involved. Deliverables: ® Up to two(2) Planning Commission meetings Up to two (2) City Council hearings PREPARE AND FILE THE NOTICE OF DETERMINATION The Planning Center team will prepare a draft Notice of Determination (NOD) for review by the City. The Planning Center will prepare the final NOD based on comments received from the City. After the City takes action certifying the Final EIR, the NOD will be filed with the Office of Planning and Resources (OPR) and the Orange County Clerk. Deliverable: Notice of Determination MITIGATION MONITORING AND REPORTING PROGRAM (MMRP) Following filing of the NOD, the Final MMRP will be prepared. The MMRP will include all the avoidance, minimization, and mitigation measures from the Final EIR. The MMRP will include the language of each measure and permit condition, the agency responsible for implementing that measure/condition, the agency responsible for verifying compliance with that measure/condition, the timing of implementation of the measure and other relevant information. The Draft MMRP will be submitted to the City for review and comment. The Planning Center team will prepare the final MMRP based on the comments received from the City. Deliverable: Final Mitigation Monitoring and Reporting Program City of Santa Ma - Proposal to Prepare Environmental Documents for Warner Avenue Widening Project The Planning Center I Page 15 25B-18 a i m l9 ? N R ro c p V) ? >. p U ? y Y 2 rA Y ? 3 1 1- 1 M M s S } Y N H i l l A AA A AA A A M A A R l1 R ?. IS • = I s I la I g I I C i 1Yj $ n - - - -- - - -- - -- - --- - - -- I H + 1 11 1 11 Y Y ? ? Y B XX tl g U ? ? Y4 8 q ?$ fN x 16 67 25B-19 25B-20 EXHIBIT A-I SCOPE OF SERVICES Contract Amendment #I February 10, 2012 25B-21 February 10, 2012 Kenny Nguyen, PE Senior Civil Engineer City of Santa Ana, Public Works Agency 20 Civic Center Plaza Santa Ana, California 92701 Subject: Request for Contract Amendment - Warner Avenue Widening Project (Engineering, Traffic, & Environmental) (SNT-08.3E) Dear Mr, Nguyen: This request for a contract amendment details additional tasks and associated costs to complete the engineering and environmental documentation for the Warner Avenue Widening Project. Additional tasks are required to address City-requested changes to the alignment and street widths, delays in the project, outdated environmental analysis, new case taw regarding traffic analysis, and updated air quality modeling requiring supplemental technical analysis; all of which could riot have been foreseen at the time of our original proposal. Our scope of work and cost estimate have been structured to follow our original task numbering and describe the changes or supplemental work that must be completed for each task. Project Background The kick off meeting for this project was on March 1, 2009. Since the kick-off meeting, alternative concepts have been prepared that evaluate combinations of 100-, 110 120-foot right-of-way within varying segments of Warner Avenue. The concepts address property take on the south only, the north only, and on both sides of the street. The City has requested additional engineering designs to identify alternative bike crossings that would connect the bike path on the north and south sides of Warner Avenue without the need for a midblock traffic light. Additionally, the City would like to see alternative plans that would minimize property take and reduce the number of remnant parcels along the north side of Warner Avenue. Revised Scope of Work ENVIRONMENTAL This request includes the following tasks beyond our approved scope of work: TASK 1. ENVIRONMENTAL STUDIES No change; this task is complete (Phase I hazards assessment). TASK 2, DATA COLLECTION No change. Data Collection is complete for the initial phase of the environmental document. TASK 3. INITIAL STUDY New alternative designs for the bike path crossing and to minimize property take will be developed. The Initial Study will be updated based on the final preferred alignment and preliminary engineering plans. Orange County • Northern California • tos Angeles • Inland Empire • Central Coast • Son Diego r Intermountain West 3 .•d o?.bq e, Pk,<o 3,,;1. 1100 1 S-1. A- CA 92707 1 r. 714,964 9220 IF, 714,964.?221 www.ple nn in9c6nte r,COnl EXHIBIT Al 25B-22 February 10, 2012 Page 2 TASK 4. NOP No change; this task has not started. TASK S. ADMINISTRATIVE DRAFT EIR The Administrative Draft EIR is nearly complete based on the previously selected preferred alignment and design alternatives. This task will update the EIR to reflect an updated, preferred alignment (f selected) and/or the alternative bike crossing and alignment as new project alternatives. EIR text and figures will be updated based on the final preferred alignment; preliminary engineering plans, and revised technical studies. TASK 6. DRAFT EIR No change; this task has not started. TASK 7. ADMINISTRATIVE DRAFT FINAL EIR No change; this task has not started. TASK 8. FINAL EIR No change; this task has not started. TASK 9. NOD No change; this task has not started. TASK 10. MANAGEMENT & COORDINATION The original budget for this task was based on an anticipated 16-month project duration. The project kick-off meeting was held on March 12, 2009, and work continued through April 2010 when the CEQA document was placed on hold until the project could be better defined. Work then commenced in October 2011 with a 21 kick- off meeting. We anticipate the engineering and CEQA process may take another 10 months depending on the public outreach schedule. Therefore, we have included time for project management and coordination based on an additional 6 months of work beyond the anticipated 16-month work schedule. TASK 11. PROJECT MEETINGS As shown in table below, a total of 5 project meetings were included in our original scope. To-date we have attended 8 project meetings. To cover the fees for these additional meetings and to control the costs for this amendment we have eliminated the following specific meetings previously assumed in the original scope of work: Draft EIR review meeting, Final EIR review meeting, and Planning Commission Hearing preparation meeting. It is our assumption that we will coordinate these efforts via email and phone calls under our project coordination budget. We have also eliminated attendance at one of the two hearings anticipated for each Planning Commission and City Council. If additional meetings are requested by the City additional fees may be requested. TASK 12. ETAC AND RDA MEETINGS Originally our attendance at two meetings was included in this task. The RDA meeting is no longer required and has been eliminated. TASK 13. PUBLIC SCOPING MEETING One meeting; no change 25B-23 February 10, 2012 Page 3 TASK 14. PLANNING COMMISSION Two hearings; revised to include attendance at one hearing. TASK 15. CITY COUNCIL Two hearings; revised to include attendance at one hearing. TASK ORIGINAL. PROPOSAL AMENDMENT Task 11. Project Meetings 5 Total 8 Total 1. Kick-off meeting 1. Kick-off meeting (March 1, 2009) ) 2. Team meeting 2. Team meeting (May 14, 2009) 3. Draft E1R review 3. Project Status Meeting (April 12, 2010) 4. Final FIR review 4. 2nd kick-off (October 5, 2011) 5. Planning Commission hearing 5. City Council hearing / workshop preparation (October 17, 2011) 6. Project Status Meeting (November 29, 2011) 7. Project Team Meeting (December 14, 2011) 8. Project Team Meetirig (January 5, 2012) Task 12. EfAC + RDA 2 1 (tut can be used for other meeting requirement) Task 13. Public Scoping Meeting M 1 1 Task 14. Planning Commission 2 V 1 Task 15: City Council 2 1 Total Meetings 12 12 TASK 16. NOISE & VIBRATION Using the revised traffic study specifics, we will reassess the noise conditions for existing conditions (if changed from 2009), as well as the future scenarios for the buildout year with and without the project. The analysis will include revisions to the assessment of future noise impacts for sensitive receptors that are currently in the second and third row from the street, but will be adjacent to the roadway following the street widening. It is assumed that the remainder of the previous noise technical report sections, such as the baseline survey, the construction analyses, and the assessment of stationary sources, can be used in their entirety without updates or modifications. TASK 17. AIR QUALITY AND GREENHOUSE GAS EMISSIONS The air quality modeling and analysis is currently based on the traffic analysis prepared by 181 Group in November 2009. The baseline and forecast year traffic volumes will be revised by 101 Group; therefore, revisions to the air quality and greenhouse gas (GHG) emissions analysis will be required to ensure the environment document is internally consistent. In addition, since 2009 the South Coast Air Quality Management District (SCAQMD) has released a new air quality model for analyzing construction and operational impacts. Construction impacts were previously analyzed using the URBEMIS2007 model and will be updated using SCAQMD's new Calrl:Mod program in accordance with SCAQMD guidance. 25B-24 February 10, 2012 Page 4 ENGINEERING Project Management, Meetings, and Coordination IBI engineering staff will coordinate and attend a Project Development Team (PDT) meeting to discuss the desired modifications to the PE design and Plans. IBI engineering staff will also attend any subsequent meetings necessary and will be responsible for leading the discussion for any engineering related items in the agenda. IBI will provide meeting notes for each meeting related to items discussed regarding engineering related agenda items. Project Scoping and Development of Build Alternatives The city has indicated at least one more alternative which shall be analyzed and could be part of the Preferred Alternatives. IBI will provide support to the City for the additional alternative design. Hydrology Study (Conceptual WQMP) and Drainage Report Subsequent to the modification of the preferred build alternative by the City, the Preliminary Drainage Report shall be revised to include the additional modifications requested and any other details needed to address other City requests. Preliminary Engineering Plans Subsequent to the modification of the preferred Build Alternative by the City, the PE plans shall be revised to include the additional modifications requested and any other details needed to address other City requests. Cost Estimates The preliminary cost estimate shall be updated to reflect not only the modifications of the preferred build alternative design but also current (2011) unit cost for all pay items identified in the estimate. Preliminary Engineering Report The PE report will be updated with the newest information from the following sections: Civil Roadway Traffic Analysis Utilities and Drainage Right-of-Way Based upon the discussion items identified above, The IBI Group will prepare a final report to submit to City staff for review and concurrence. TRAFFIC IMPACT ANALYSIS IBI Group will update the Traffic Impact Analysis (TIA) Report previously prepared and completed in April 2010 for the Warner Avenue project according to the latest adopted City of Santa Ana standards and guidelines and new case law. This augment request incorporates the following additional work elements beyond our original scope of work: 25B-25 February 10, 2012 Page 5 Data Collection/Existing Traffic Conditions The original traffic impact analysis prepared for the Warner Avenue project included the analysis of existing traffic conditions without the project for the year 2009. All traffic counts at the 15 study intersections collected by 191 Group were conducted in 2009 as well, As part of the traffic study update, IBI will revise the analysis to reflect a 2012 existing year, consistent with the anticipated release date of the Notice of Preparation for the environmental document. The City of Santa Ana has directed IBI to use the 2009 traffic counts in the updated traffic analysis to avoid conducting new traffic counts. Two methods were discussed: applying a default growth factor of one percent annually to 2009 counts to estimate Year 2012 conditions, or conducting a few spot check traffic counts to confirm that 2009 counts are the same as 2012 or to identify an annual growth factor. This update requires the following new work elements that were not in the original scope ofwork: Update Existing No Project Analysis - Pending direction from the City of Santa Ana, the existing no project analysis will be updated to reflect Year 2012 conditions. Incorporate Existing Plus Project Analysis - The recent Sunnyvale court case highlighted the requirement that traffic studies prepared in support of CEQA documents must include an analysis of Existing Plus Project conditions.' This analysis was not included in the April 2010 TIA and will be added to the report as part of this update. Future Conditions The April 2010 TIA included the analysis of No Project and With Project conditions for a 2020 opening year and 2035 buildout year. With the change in the Existing Conditions year from 2009 to 2012, the analysis results for the Year 2020 and 2035 conditions will need to be updated. Future traffic volumes were obtained by applying annual traffic volume growth forecasts to existing traffic counts using forecasts produced by OCI'A with the Orange County Transportation Analysis Model (OCTAM). We do not anticipate the need to obtain new OCTAM forecasts from OCTA. However, the Year 2020 and 2035 traffic volume forecasts must be updated with a baseline of the 2012 existing traffic counts to ensure consistency between analysis years in the report. Documentation IBI Group will update and revise the TIA report to reflect the analysis updates and additional analysis scenarios highlighted in the above tasks. A new report will be prepared and delivered for incorporation into the environmental document prepared for the project. Revisions to other subconsultant documents are not anticipated at this time. - VA Consulting: Utility Relocations - Cogstone: Archaeological Assessment - Urbana: Historical Resource Survey Report -- GeoLogicAssociates: Geotech Study - California Property Specialists, Inc.: Relocation Impact Statement- Draft (City consultant) ' On December 16, 2010, the Sixth District of the California Court of Appeal issued its decision in Sunnyvale West Neighborhood Association v. City of Sunnyvale, Invalidating an environmental Impact report (EIR) for a major roadway extension project. http;/jlandulgl,iwirrtf)m:corrylQt t/95kqurt-derision-charges-certa.rel3tcc!_traffi_r-_irnpact ana!vses.html 25B-26 EXHIBIT A-2 SCOPE OF SERVICES Contract Amendment #2 January 4, 2013 25B-27 January 4, 2013 (Revised from December 4, 2012) Kenny Nguyen, PE Senior Civil Engineer City of Santa Ana, Public Works Agency 20 Civic Center Plaza Santa Ana, California 92701 Subject: Request for Contract Amendment #2 - Warner Avenue Widening Project (Engineering, Traffic, & Environmental) (SNT-08.3E) Dear Mr. Nguyen: Per our conversation this week, we have updated our previous Contract Amendment #2 request to achieve the City's budget objectives for this project. As discussed, we have reduced our total fee amount from the previous total of $80,048 (without optional tasks), to a total of $55,000 (also without optional tasks). We have coordinated with IBI to also reduce their fees to achieve the reduced total. The amended fee amounts by task and for subconsultants are shown in Table 1, Cost Estimate. The detail for IBI by task is shown in Table 1, Summary of Budget and Revised Cost Estimate of the attachment (IBI's contract amendment requested dated January 4, 2013). This contract amendment request details additional tasks and associated costs to complete the engineering work, traffic study, and environmental analyses, documentation and processing for the Warner Avenue Widening Project. A number of events have occurred on this project resulting in budget increases beyond the control of the consultant team. Key factors related to budget overruns include: 1) an approximate 1 1/12 year period for which the project was on hold; 2) staffing changes at the City and consultant team during that time; 3) an unanticipated level of public outreach and related extension in the project schedule. Moreover, a reduced scope and budget for Contract Amendment No. 1 (February 2012) was approved in comparison to our original request. We look forward to working with the City to expeditiously complete this project and will provide additional cost detail as requested. In addition the work we have completed beyond our approved scope and remaining work within our approved scope of work, we have provided "optional tasks" for consideration by the City. These tasks anticipate a greater level of coordination and meeting/conference call participation than included in the original contract and are projected by our experience with the project to-date and understanding of the project's complexity and public scrutiny. Revised Scope of Work This request includes the following tasks beyond our approved scope of work. Detail is provided for tasks: 1) already completed but beyond the approved scope of work, and for 2) tasks to be completed but beyond the approved scope of work. Orange County • Northern CeliforWo Los Angeles • Inland Empire • Cemra! Coast . Sun Liego Emermountain West www.planningcenter.com EXHiB! i Ar 25B-28 January 4, 2013 Page 2 Environmental TASK 1. ENVIRONMENTAL STUDIES No change; this task is complete. TASK 2. DATA COLLECTION Data Collection was completed for the initial phase of the environmental document. Extras below are requested to address data collection associated with project revisions. Work Completed Out of Scope ¦ This task includes several revisions to property take tables, verification and coordination between exhibits and tables. Collecting additional data during multiple project revisions. - Additional budget: $4,680 TASK 3. INITIAL STUDY Work Completed Out of Scope ¦ Prior to submittal of the screencheck Initial Study revisions were made to respond to changes in the project. After submittal of the first screencheck document (8/16/12), four more unanticipated rounds of document review/revisions were conducted (submittals 9/18, 9/24, 9/26 and 9/28 (final version). The majority of the revisions responded to City request for significantly greater detail and to ongoing changes to the alignment and property take. The extras for this task include numerous revisions to both text and figures. - Additional budget: $10,340 TASK 4. NOP Work Completed Out of Scope ¦ The NOP was translated from English to Spanish - Additional budget: $350 TASK 5. ADMINISTRATIVE DRAFT EIR The Administrative Draft EIR is in progress. Based on the following assumptions, there are no changes to the budget for this task: ¦ The initial submittal of Administrative Draft EIR will include all sections except the Executive Summary and Project Alternatives. Upon consultation with City staff and concurrence on the project alternatives, the remaining sections will be completed and submitted. ¦ The alternatives analysis will include the 'No Project' alternative and up to three additional alternatives selected on CEQA criteria (ability to attain most of the project objectives and reduce or eliminate one or more significant impacts). The alternatives may be design alternatives or potentially construction-related (phasing, equipment, etc.) alternatives. ¦ The EIR will include a background discussion of the alternatives prepared and presented to the public during the design process. Unless one of these alternatives has the potential to reduce or eliminate a significant environmental impact associated with the preferred alignment, it is not anticipated that these alternatives will be reviewed in detail. No technical analysis (e.g., air quality, greenhouse gases, noise, traffic, etc., is anticipated for the alternate alignments presented to the public. 25B-29 January 4, 2013 Page 3 TASK 6. DRAFT EIR The existing scope of work includes one review and revision iteration to the Administrative EIR to respond to City comments. Also included in this task is preparation of the Notice of Availability and Notice of Completion. The existing budget for this task is $2,220 (approximately 24 hours of professional time). Based on the complexity of the EIR and level of scrutiny by City staff, we do not believe that this budget will be adequate to complete the Draft EIR for public review. Optional tasks, therefore, have been included to accommodate translation of the notices and additional hours for revising the EIR to achieve the public review Draft EIR. Optional Tasks ¦ Translation of Notice of Availability from English to Spanish - Budget: $350 ¦ Additional Administrative Draft EIR revision per City staff review comments (2"d ADEIR). at up to 60 hours professional time (50 hours for PM, 10 hours for PD) and 24 hours combined for editing and word processing. - Budget: $11,670 (based on 50 hours for Project Manager (@$135/hr) and 16 hours for Project Directors (@$180/hour) and 12 hours each word-processing and editing ($75 and $95/hour, respectively) TASK 7. ADMINISTRATIVE DRAFT FINAL EIR The approved contract includes a total budget of $26,340 for preparation of the Administrative Final EIR. Since the level of comment on the Draft EIR cannot be predicted, this amount is an estimate. Additional fees may be required if the comment level is excessive and/or additional technical analyses/modeling, new alternatives, or other time intensive revisions are required to adequately respond to the comments. We will coordinate with the City upon receipt of all comments to determine whether additional effort and fees will be required to complete the Final EIR. In addition to preparation of the Administrative Draft EIR, this task includes preparation of the following: ¦ Findings of Fact ¦ Statement of Overriding Considerations, if required Mitigation Monitoring and Reporting Program (MMRP) TASK 8. FINAL EIR We will revise the Administrative Draft EIR, Findings, Statement of Overriding Considerations and MMRP upon the City's review and comment. We have not modified the budget for this task ($8,700) which will accommodate approximately 60 hours of professional staff time. It is our assumption that only one review/revision iteration will be required. TASK 9. NOTICE OF DETERMINATION No change to this task. TASK 10. MANAGEMENT & COORDINATION Work to Complete ¦ Contract Amendment No. 1 extended the management and coordination task 10 months in comparison to the original budget for this task. At that time (February 2012), it was anticipated project approval could be achieved by the end of 2012. The current schedule anticipates project completion and approval by mid-July 2013, approximately 7 more months. The extended schedule was primarily due to expanded public outreach and project revisions and beyond the control of The Planning Center. - Additional Budget: $10,580 (approximately 2 hours/week) 25B-30 January 4, 2013 Page 4 TASK 11. PROJECT MEETINGS As requested by the City for Contract Amendment No. 1, to avoid an increase in the meeting budget we eliminated some meetings in the original scope (1 ETAC or RDA meeting and 2 public hearings) to accommodate additional meetings we had already attended. At that time we had attended 8 meetings when the original budget only included 5 meetings. Per Contract Amendment No. 2 remaining budgeted meetings were limited to one meeting (ETAC or RTA) and 2 public hearings. The fees requested for this task cover additional meetings/workshops that we have attended and ongoing conference calls to coordinate team efforts. Work Completed Out of Scope ¦ Public Outreach Open House #1 - May 22, 2012 ¦ Public Outreach Open House #2 (July 10, 2012) ¦ 8 conference calls - Additional budget: $4,040 Remaining work within scope includes one meeting and 2 public hearings. Optional Task We will coordinate closely with staff to minimize remaining meeting time. We will participate in additional conference calls and meetings on a time and materials basis based on the hourly rates of the participants requested. We have allocated up to $4,000 as an optional task to accommodate additional conference calls, meetings and/or public hearing attendance. - Budget: $4,000 TASK 12. ETAC AND RDA MEETINGS ¦ Originally our attendance at two meetings was included in this task. Per the original scope the purpose of the meetings were interchangeable. As described above (Task 11), the budget for these meetings was used by other project meetings. Therefore, unless attendance at an ETAC meeting is requested by the City, this task is considered complete. TASK 13. PUBLIC SCOPING MEETING Work Completed Out of Scope ¦ A total of 8 hours was included for in the original budget for this task which was completed on October 18, 2012. Per the City's request we prepared a PowerPoint presentation and conducted numerous rounds or review/revisions to both the presentation slides and detailed presentation notes as requested by staff. Included in this task was extensive coordination with IBI Group to refine presentation figures of the alternative alignments (change line color and weight, remove text, change shading, etc.) - Additional budget: $4,860 25B-31 January 4, 2013 Page 5 TASK 14. PLANNING COMMISSION Work to Complete ¦ Contract Amendment No. 1 revised this task to include our attendance at one Planning Commission (PC) public hearing. Originally the project was scoped for our attendance at two PC hearings. We have included our attendance at a second hearing as an Optional Task. Optional Task ¦ Attendance at an additional PC Public Hearing (for two hearings total). Attendance by either Project Manager or Project Director. - Budget: $800 TASK 15. CITY COUNCIL Work to Complete ¦ Contract Amendment No. 1 revised this task to include our attendance at one City Council (CC) public hearing. Originally the project was scoped for our attendance at two CC hearings. We have included our attendance at a second hearing as an Optional Task. Optional Task ¦ Attendance at an additional CC Public Hearing (for two hearings total). Attendance by either Project Manager or Project Director. - Budget: $800 IN-HOUSE TECHNICAL STUDIES NOISE AND VIBRATION There are no changes to this task. AIR QUALITY AND GREENHOUSE GAS EMISSIONS There are no changes to this task. HAZARDS ASSESSMENT Work to Complete An addendum report to the Initial Site Assessment for Warner Avenue Widening between Main Street and Grand Avenue dated October 2009 will be prepared for an additional 4 parcels not included in the original assessment and revisions to another 11 parcels (expanded portions) not located within the site boundaries of the original assessment. The following tasks will be completed for the new parcels for the project: database search and record review, site inspection, data review and report preparation. An evaluation of business environmental risk associated with a parcel of commercial real estate may necessitate investigation beyond that identified in this environmental site assessment. - Additional budget: $3,335 ENVIRONMENTAL SUBCONSULTANTS Historic Resources (Urbana) ¦ Requires update to the report to include additional properties identified for City acquisition and replacement of outdated exhibits. - Additional budget: $ 3,200 25B-32 January 4, 2013 Page 6 Archaeological Resources (Cogstone) ¦ Requires update to the report to replace outdated figures; analysis is still valid. - Additional budget: $438 Geotechnical Resources (Geologic) ¦ Requires update to the report to replace outdated figures; analysis is still valid. - Additional budget: $330 ENGINEERING IBI's revised contract amendment is attached including the excerpts from their December 4, 2012 contract amendment request with detailed scope of work. The cost table attached to IBI's request details the distribution of requested fees by task and reflects the reduced amount. 25B-33 25B-34 EXHIBIT B COST ESTIMATE January 4, 2013 25B-35 January 4, 2013 Page 7 Table 1. Cost Estimate TOTAL REQUESTED CONTRACT CONTRACT APPROVED CONTRACT WITH ORIGINAL AMENDMENT CONTRACT AS AMENDMENT AMENDMENT TASK CONTRACT NO.1 AMENDED NO.2 NO.2 LABOR Task 1. Environmental Study Hazards $12,030 $0 $12,030 $ 0 $12,030 Task 2. Data Collection 6,440 0 6,440 4,680 11,120 Task 3. Initial Study 7,920 2,180 10,100 10,340 20,440 Task 4. NOP 1,600 0 1,600 350 1,950 Task 5. Admin. Draft EIR 91,550 6,940 98,490 0 98,490 Task 6. Draft EIR 2,220 0 2,220 0 2,220 Task 7. Admin. Final EIR 26,340 0 26,340 0 26,340 Task 8. Final EIR 8,700 0 8,700 0 8,700 Task 9. NOD 1,580 0 1,580 0 1,580 Task 10. Management & Coordination 33,400 7,560 40,960 10,580 51,540 Task 11. Project Meetings 8,280 0 8,280 4,040 12,320 Task 12. ETAC Meeting 3,200 0 3,200 0 3,200 Task 13. Public Scoping Meeting 1,160 0 1,160 4,860 6,020 Task 14. Planning Commission Hearings 3,200 0 3,200 0 3,200 Task 15. City Council Hearings 3,200 0 3,200 0 3,200 Inhouse Technical Studies Noise Study 7,470 4,860 12,330 0 12,330 Air Quality Study & Greenhouse Gas Emission Study 7.410 3,280 10,690 0 10,690 Hazards Assessment* 3,335 3,335 Labor Subtotal $225,700 $24,820 $250,520 $38,185 $288,705 UPI IUNAL 1ASK5 THE PLANNING CENTER Task 6. NOA translation $350 $350 Task 6. Additional Revisions (60 hours) 11,670 11,670 EXH,, 25B-36 January 4, 2013 Page 8 TOTAL REQUESTED CONTRACT CONTRACT APPROVED CONTRACT WITH ORIGINAL AMENDMENT CONTRACT AS AMENDMENT AMENDMENT TASK CONTRACT NO.1 AMENDED NO.2 NO.2 Task 11. Additional Meeting/conference call budget 4,000 4,000 Task 14. Additional PC Hearing 800 800 Task 15. Additional CC Hearing 800 800 Subtotal Optional Tasks $17,620 $17,620 SUBCONSULTANTS (INCLUDING 10% MARKUP) IBI $134,623 $19,595 $154,218 $24,750 $189,913 Urbana 19,646 0 19,646 3,200 22,846 VA 70,500 0 70,500 0 70,500 Geologic 20,550 0 20,550 330 20,880 Cogstone 6,999 0 6,999 438 7,437 Subcortsultant Subtotal $252,318 $19,595 $271,913 $28,718 $300,631 REIMBURSABLES Reimbursable Subtotal $20,913 50 $20,913 $-11,903 $9,010** GRAND TOTAL without Optional Tasks $498,932 144,415 $543,346 $55,000 $598,346 GRAND TOTAL with Optional Tasks $498,932 $44,415 $543,346 $72,620 $615,966 Original Hazards Assessment included in Talc 1 ** Assumes approximately $6,000 reserved for reimbursable expenses including reproduction, mailing costs, and $2995 California Department of Fish and Wildlife Eli filing fee. 25B-37 January 4, 2013 Page 9 The Planning Center - 2012 Standard Fee Schedule STAFF LEVEL HOURLY RATE Principal $200-$250 Director/ream Leader $140-$225 Senior Planner/Scientist/Designer II S1354215 Senior Planner/Scientist/Designer 1 $1154155 Associate Planner/Scientist/Designer II $105-$130 Associate Planner/Scientist/Designer 1 $95-$110 Assistant Planner/Scientist/Designer 11 $80-$100 Assistant Planner/Scientist/Designer 1 S60-$80 GIS/CAD Operator II $100-$135 G15/CAD Operator 1 S904105 Graphic Artist 11 $85-$130 Graphic Artist 1 $75-S95 Planning Tech nicia n/l ntern $60-$80 Technical Editor S954100 Word Processing $75-$85 Clerica I/Ad ministration 5604100 Third-Party CEQA Review $225 Expert Witness 2 x Normal Hourly Rate Notes: 1) Other direct costs are billed at cost plus 10%. 2) Mileage reimbursement rate is the standard IRS-approved rate. Respectfully submitted, THE PLANNING CENTER 1oAnn C. Hadfield Principal, Environmental Services Attachments 25B-38 181 Group IBI 18401 Von Kerman Avenue-Suite 110 Irvine CA 92812 USA GROUP te1 949 833 5588 tax 949 833 5511 January 4, 2012 Ms. JoAnn Hadfield Principal The Planning CenterlDC&E 3 MacArthur Place, Suite 1100 Santa Ana, CA 92707 City of Santa Ana Warner Avenue Preliminary Engineering and Environmental Document Amendment #2 Scope of Work and Previous Work Summary Dear Ms. Hadfield: Attached, please find a revised Cost Estimate Table 1. at the end of this letter for Amendment #2 in the amount of $22,500. We understand that this amount has been established through negotiations with the City of Santa Ana. The table will be the determining factor on the resources we have available to address the tasks remaining and to be requested by the city. Within the table, the last three columns are most relevant to this amendment. We have highlighted how the budget augment of $22,500 is distributed amongst the tasks, what we have already expended as a result of prior requests by the city. And finally, the amount of budget that remains in each of the tasks that is yet to be completed. For reference only, we have retained the discussion previously provided to you and the city in our amendment #2 request letter dated December 10, 2012. It provides a narrative of the work completed to date, out of scope work, and an estimate of effort needed to respond to the city's comments at the time. It is noted that the estimated levels of effort has been superceded by the table attached. EXERCEPTS FROM IBI LETER DATED 12-10-12 IBI Group is pleased to be a part of your team on the Warner Avenue Widening Preliminary Engineering (PE)/Environmental Document (ED) Project. This letter provides a summary of additional work scope and anticipated task hours needed to complete the Warner Avenue preliminary engineering based on comments received to date. There were a number of significant events including the project being put on hold for almost two years and a number of staff changes, both with the city and team, during the evolution of the project that have led us to this point. What we have provided identifies work that we have been scoped to complete, including the amendment we received on February 10, 2012, out of scope work that we were asked to complete by the city, and an estimate of the effort needed to respond to the city's current comments. We have shown the amount of effort we have expended to address out of scope IBI Group is a group of firms providing professional services 25B-39 181 Group comments. We have shown the amount of effort we have expended to address out of scope work and estimated the effort necessary to respond to work yet to be completed. A key aspect that is worth highlighting is our original scope of work did not include public involvement and the required effort to support it. We believe that this is a significant departure from what was scoped back in 2009 that has never been addressed. ENGINEERING Task A.1: Project Management/Quality Control Plan/Administration Work Completed To-date Within Scope: • Project management and administration for the completion of three Build Alternatives and supporting technical documents leading to April 2010. • Amendment #1, support for the development of one new alternative based on discussion with Jason Gabriel, September 14, 2011. • Amendment #1, project management and administration for the refinement of the Preferred Build Alternative beyond the 2010 work. Work Completed Out of Scope: • Additional project management and administration needed to develop a total of six Build Alternatives • Based on unbilled work: o Staff hours: 4 o Fee: $388 Remaining Work to be Completed Within Scope: • Work on original scope and Amendment #1 has been completed however, ongoing comments and city refinements continue beyond the anticipated task hours for this task. Cost to be Complete: • Additional project management and administration time needed to respond to ongoing comments and city refinements. • Based on comments received to date: o Assumed staff hours: 16 o Assumed budget: $2,944 Task A.2: Meetings and Coordination Work Completed To-date Within Scope: • Project meetings for the completion of three Build Alternatives and supporting technical documents leading to April 2010. • Amendment #1, support for the development of one new alternative based on discussion with city, September 14, 2011. • Amendment #1, project meetings for the refinement of the Preferred Build Alternative beyond the 2010 work. Work Completed Out of Scope: • Additional meetings and conference calls requested by the city over and above the hours identified in the original scope of 104 hours and budget and the 4 hours identified in Amendment #1. • Based on unbilled work: o Staff hours: 16 o Fee: $1,554 Remaining Work to be Completed Within Scope: • Work on original scope and Amendment #1 has been completed however, ongoing 25B-40 0 Group comments and city refinements continue beyond the anticipated task hours for this task. Cost to Complete: • Additional meeting time needed to respond to ongoing comments and city refinements. • Based on comments received to date: o Assumed staff hours: 20 a Assumed budget: $1,942 Task CA: Research and Data Collection Work Completed To-date Within Scope: • Project research and data collection for the completion of three Build Alternatives and supporting technical documents leading to April 2010. Work Completed Out of Scope: Additional research and data collection as needed to develop a total of six Build Alternatives. Remaining Work to be Completed Within Scope: • None. Cost to Complete: • None assumed at this point, see other tasks. Task C.3: Project Scoping and Development of Build Alternatives Work Completed To-date Within Scope: • Alternatives definition and screening of three Build Alternatives and supporting technical documents leading to April 2010. • Identification of the Preferred Build Alternative by April 2010. • Amendment #1, support for the development of one new alternative based on discussion with city, September 14, 2011. • Amendment #1, screening and selection of the revised Preferred Build Alternative from the 2010 work. Work Completed Out of Scope: • Two new additional Build Alternatives were developed as a result of city request. • Additional technical support and screening analysis related to the two additional Build Alternatives. • Based on unbilled work: o Staff hours: 52 o Fee: $4,674 Remaining Work to be Completed Within Scope: • Responses to comments related to the alternatives screening, however, this is complicated to by the addition of the two new Build Alternatives that are not part of the original scope or Amendment #1. Cost to Complete: • Additional refinements, supporting technical work, and analysis based on the iterative comments from the city. • Based on comments received to date: o Assumed staff hours: 8 o Assumed budget: $777 25B-41 181 Group Task C.4: Hydrology and Drainage Studies Work Completed To-date Within Scope: • Hydrology and drainage studies for the three Build Alternatives and supporting technical documents leading to April 2010. • Amendment #1, support for the development of one new alternative based on discussion with city, September 14, 2011. • Amendment #1, revised hydrology and drainage studies for the Preferred Build Alternative. • Generation of a revised Drainage Report documenting the results. The report is included as part of the Preliminary Engineering Report. Work Completed Out of Scope: • Additional review of hydrology and drainage study based on the refinements to the Build Alternative. • Based on unbilled work: o Staff hours: 5 o Fee: $486 Remaining Work to be Completed Within Scope: • None if the city agrees with the recommendation to use the more conservative analysis. Cost to Complete: • The city identified an issue that may require a revision to the hydrology and drainage studies for the Preferred Build alternative. A full reanalysis of these elements was not included as part of the original scope or Amendment #1. • Based on comments received to date, a full reanalysis will require the following: o Assumed staff hours: 60 o Assumed budget: $5,568 • It is our opinion that the analysis may be conservative but applicable for the purposes of environmental assessment. We do not believe the rerunning of the analysis will provide value for the project. Task C.6: Preliminary Engineering Plans Work Completed To-date Within Scope: • Preliminary engineering plans for three Build Alternatives and supporting technical documents prepared by April 2010. • level of detail only to define the footprint for the purpose of environmental studies. Alternatives concept development did not include provisions for public involvement and related refinements. • Amendment #1, support for the development of one new alternative based on discussion with Jason Gabriel, September 14, 2011. • Amendment #1, support for refinement of preliminary engineering plans for the Preferred Build Alternative from the 2010 work. Work Completed Out of Scope: • Preliminary engineering for two new additional Build Alternatives developed as a result of city request. • Technical support related to the two additional Build Alternatives. • Continued support in the form of generating exhibits and support of public involvement for the project that was never scoped. • Based on unbilled work: o Staff hours: 60 25B-42 1131 Group o Fee: $5,357 Remaining Work to be Completed Within Scope: • None identified currently. Cost to Complete: • Refinements to the Preferred Build Alternative based on city comments provided to date. • Continued support in the form of generating exhibits and support of public involvement process. • Support of the city on tasks such as the ROW process that may have impacts on other task items such as the cost estimate. • Based on comments received to date: o Assumed staff hours: 32 o Assumed budget: $3,180+$78(Total Direct Costs)=$3,258 Task CA: Cost Estimates Work Completed To-date Within Scope: • Construction cost estimate for the Preferred Build Alternative that was developed in April 2010. • Preliminary update of the construction cost estimate to reflect the refinements on the Preferred Build Alternative since 2010. • Amendment #1, update of the estimate to reflect 2011 unit cost for all pay items identified in the estimate. Work Completed Out of Scope: None currently, however additional work may result as the city revises the ROW assessment on the Preferred Build Alternative. Remaining Work to be Completed Within Scope: • Final cost estimate as part of the Preliminary Engineering Report once data becomes available from other team members such as VA and/or city related to the revised Preferred Build Alternative. Cost to Complete: • Support for the city as it conducts a new ROW process on the Preferred Build Alternative. • Based on comments received to date: a Assumed staff hours: 8 o Assumed budget: $777 Task C.9: Preliminary Engineering Report Work Completed To-date Within Scope: • Preliminary Engineering Report based on the three Build Alternatives identified in the original 2009 proposal and developed in April 2010. • Identification of the Preferred Build Alternative in the April 2010 Preliminary Engineering Report. • Amendment #1, preparation of a revised Preliminary Engineering Report based on the refinements and additional Build Alternatives. Work Completed Out of Scope: • Two new additional Build Alternatives were incorporated into the Preliminary Engineering Report. This required additional analysis, summaries and write-ups. • Refinements to the document related to the additional Build Alternatives with supporting 25B-43 IBI Group technical studies and related materials. • Based on unbilled work: o Staff hours: 12 o Fee: $2530 Remaining Work to be Completed Within Scope: • Incorporation of additional iterative comments in the revision of the Preliminary Engineering Report. • However, this is complicated by comments (Nguyen email, 11-15-12, 5:12 PAf) that relate to the additional out of scope Build Alternatives. This includes work that was completed to support the out of scope Public Involvement effort such as the renaming of alternatives for public presentation that results in a deviation of the alternatives naming convention. Cost to Complete. • Further refinement of Preliminary Engineering Report to respond to the city's comments about the description of alternatives to match the public involvement. This would require a reformatting of the report for consistency. • Based on comments received to date: o Assumed staff hours: 16 o Assumed budget: $1,554 Task DA: Traffic Circulation and Impact Analysis Work Completed To-date Within Scope: • Traffic Impact Analysis Report based on the original 2009 proposal and completed in April 2010. • Amendment #1, update the Traffic Impact Analysis Report previously prepared in 2010 to the latest adopted city standards and guidelines with new data. Work Completed Out of Scope: • None currently identified, Remaining Work to be Completed Within Scope: • None currently identified within scope. • However, city comment (Nguyen email, 11-15-12, 5:22 P" has identified a request to analyze new construction impacts as a result of changed construction phasing. Cost to Complete: • New construction phasing impact analysis as identified by city • Based on comments received to date: o Assumed staff hours: 12 o Assumed budget: $719 Overall Summary of Costs Work Completed Out of Scope (based on unbilled work): • Staff hours: 149 • Fee: $14,989 (summation of different staff rates with expenses) Cost to Complete (based on comments received to date): • Staff hours: 136 • Fee: $17,539 (summation of different staff rates with expenses) END OF EXERCEPT FROM IBl LETER DATED 12.10.12 25B-44 181 Group This change order of $22,500 has been negotiated down from the original stated amount of $30,969. The request shall be for time and materials not to exceed the amount of $20,500 (sum of unbilled work completed out of scope and cost to complete based on comments received to date). Please provide your authorization for this contract amendment of $20,500 via e-mail. R you have any questions or comments regarding the attached scope of work and fee estimate, please do not hesitate to contact me or Addana Griffith at (949)833-5588 or dchow@ibigroup.com or addana.griffdh@ibigroup.com. Sincerely, IBI GROUP David Chow, PE, AICP Director 25B-45 Table 1. Summary of Budget and Revised Cost Estimate Warner Avenue as M p -0 v o C E o c o eu V a ° 2 c z" _ c c V aE c c a E E E w Task Iteri Preliminar E in rin T k D i ti m E l ee as escr p on y 0 L) A P 'Oct Mana rdinatiorJAdministrotion A.1 Project Management/Quality Control Plan/Coordination 50 so so so $388 $1,860 S1.472 A.2 Meetings 8 Coordination as required $14,131 $586 $14,717 $14,717 $0 $1,554 $1,942 5388 A.3 Progress Reports and invoices S2,283 $0 $2,283 52,283 so s0 So A.4 Support the TPC in development and updates of project ached 52,228 $0 $2,228 $2,228 SO SO SO Subtotal $18,642 $586 S19,228 $19,228 51,942 53,802 51,860 C Preliminary Engineering I C.1 Research and Data Collection S10,886 SO S10,886 S10,886 $0 SO $o SO C.2 Topo Surveys and Base Mapping $1,173 SO $1,173 $1,173 $o $0 So so C.3 Project Scoping and Development of Build Alternatives $10,654 S1,951 S12,605 S12,605 $0 54,674 55,451 5777 CA Hydrology0rainageStudies/WQMP 510,928 52,727 513,655 $13,655 $o 5486 $486 SO C.5 Prepare 40 Scale Preliminary Engineering plans 519,982 SI,659 $21,641 $21,64( SO 55,357 $6,911 51,554 C.6 Geotechnicaf Studies 50 SO s0 $ SO So $o 5o C.7 Landscape Concept Plans (3 build aftematives) $O $0 s0 $0 SO So so $0 C.6 Cost Estimates (civilltraffic/drainage/utilities) 57,129 $194 $7,323 56,483 5840 $0 -$63 5777 C.9 [Preliminary Engineering Report $9,646 $1,950 $11,596 511,596 SO $2,530 $3,695 $1,165 Subtotal $70,398 58,481 $78,879 578,039 5840 513,047 516,480 $4,273 0.1 Traffic Circulation and Impact Analysis D.1.1 Data Collection/Existing Traffic Conditions 55,935 $3,213 $9,148 $9,148 $o $o so D.1.2 Future Conditions $13,518 $3,213 $16,731 $16,731 $0 $480 $48 D.1.3 Documentation/Response to Comments 512,925 52,170 515,095 $15,095 SO $1,377 $1,617 $240 Subtotal $32,378 58,597 540,975 540.975 50 $1,377 52,0% 5719 5 Right-of W Mapping 51 Prepare Updated Right-of-Way Maps for City submittal so 5.2 A racy and Stakeholder input on proposed Improvements $o 5.3 Public meetings as per the RFP $0 subtata+ so so so so so so s0 so • ost Estimates 6.1 Cost Estimates for Future Project Phases s0 SO so 6.3 Right of Way appraisals and Acquisition Estimates $0 SO s0 Subtotal so $0 so so $0 So Total Staff Fee $121,416 517,664 5139,082 5138,242 5840 $16,366 522,379 $6,853 Anticipated Labor Rate Including Salary Increases (3%) S4,857 $4,857 54,857 SO So Total Direct Costs (Traffic counts, mileage, travel, other) $8,350 S150 58,500 $8,500 $0 $121 S1211 total cost $134,623 $17,514 $152,437 $151,599 $840 516 366 $22,500 56,974 25B-46 ?r (SCALE . NTS7 NTARY ® PROJECT AREA oR EXHIBIT 2 ?SANTA ANA AAENMENT TO AGREEMENT WH THE OOUNM PLANING CENTER FOR ENVFiONMENTAL P WA ACOVA DATB SERVICES FOR THE %MDENNGOFWARNER FEBRUARY „AVENUE FROM MAIN STREET TO GRAND AVENUE (PROJECT NO 09940) PAGE 1 OF 1 25B-47 7 ?1 25B-48