HomeMy WebLinkAboutAgenda Report - February 20, 2002 E-06AGENDA TITLE: Adopt Resolution Authorizing the City Manager to Execute Work Order to Agreement with
Mark Thomas & Co., Inc., for Consulting Services for Kettleman Lane Widening Project,
Woodbridge Irrigation District Canal to Tienda Drive, and Stockton Street to Cherokee Lane;
Appropriate $145,000 for this Work Order, and Authorize the City Manager to Execute Future
Work Orders as Needed
MEETING DATE: February 20, 2002
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City Manager to execute a
Work Order for amended and additional work performed by Mark Thomas & Co., Inc., for
the Kettleman Lane Widening Project; appropriate $145,000 for this work, and authorize
the City Manager to execute future work orders as needed.
BACKGROUND INFORMATION: At its November 1, 2000, meeting, City Council authorized the City Manager to execute a
professional services agreement with the civil engineering firm, Mark Thomas & Co.,
Inc., to provide preliminary engineering, environmental documentation, and design work
for the Kettleman Lane Widening Project. Staff negotiated the original contract based on
other highway improvement projects. However, since Federal funds will be used for right-of-way and construction on a State
highway, staff has requested the consultant expand the scope of work to cover additional State and Federal mandated work.
As described in the work order, to meet Caltrans' requirements, the scope of the Project Study Report (PSR) was expanded,
and the Project Report (PR) and Geometric Approval Drawings (GAD) documents were added. The consultants have and
will attend monthly Project Development Team (PDT) meetings with Caltrans and City staff. In addition, the consultant will
prepare right-of-way documents for two roadway acquisitions, seven Public Utility Easements (PUE's), eight Temporary
Construction Easements (TCE's), and oversee the right-of-way subconsultant in the implementation of appraisals and
acquisition negotiations. The right-of-way work includes acquisition services, relocation assistance services, and
condemnation support. Some of the right-of-way work included may not be required. The work order services will be
provided on a time -and -materials basis, not to exceed $121,217.
Staff and the consultant team will host a second public meeting on February 28, 2002. The meeting will give the community
an opportunity to view preliminary design plans as well as the proposed landscaping theme. Following the public meeting,
staff and the consultant team will present the project to City Council at a Shirtsleeve Session. It is anticipated the design will
be completed by this fall, at which time staff will return to Council for approval of the plans and specifications and for
authorization to advertise for bids. To expedite the project, staff also recommends City Council authorize the City Manager
to execute other work orders as needed.
FUNDING: Regional Impact Fees $145,000
Funding Available: uj.r� `
Vicky McAthie, Finance Director
The difference between the appropriation and the work order Icludes a t nty-percent contingency for unforeseen changes.
Richard Prima, Jr.
1/ Public Works Director
Prepared by Paula J. Fernandez, Senior Traffic Engineer
RCP/PJF/Im
Attachment
cc: Carlos Tobar, Transportation Manager
Paula Fernandez, Senior Traffic Engineer
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APPROVED:
H. 15ixoAt Flynn -- Ci y Manager
CWorkOrder2 02/14/02
Mark Thomas & Co., Inc.
Work Order 2
Scope of Work
Kettleman Lane Widening Project
Woodbridge Irrigation District Canal to Tienda Drive and
Stockton Street to Cherokee Lane
The City of Lodi has requested that Marl. Thomas & Co., Inc. (MTCo) prepare a scope
and fee amendment for additional work. performed during design that was not anticipated
in the original scope and fee. The level of detail on several components has been
expanded to meet State and Federal Requirements. In general the work includes:
• Amend the Project Study Report (PSR) to meet Caltrans requirements.
• Prepare a Project Report (PR).*
• Attend Monthly Caltrans and City Project Development Team (PDT) meetings
(I 1 PDT meetings to date).
• Prepare Geometric Approval Drawings (GAD's) for Cattrans approval.*
• Prepare and mail public notices and conduct two public workshops.
• Evaluate median alternatives including: left turns at Sylvan, Academy and double left
turns at Ham.
• Prepare right-of-way documents for 2 roadway acquisitions, 7 Public Utility
Easements (PUE's), and 8 Temporary Construction Easements (TCE's).*
• Prepare appraisals, and negotiate acquisitions.*
"` Additional work not included with the original contract.
More specifically, the work tasks are as follows:
Task 1.0 Alternatives Analysis, Reports and Meetings
Tusk 1.1 Project Study Report
Expand the Project Study Report to Caltrans standards and submit 10 copies to Caltrans
for review. Submit 30 copies of the final report to Caltrans for their files. The City will
receive 3 copies of each submittal.
Task 1.2 Project Report
Prepare Project Report to Caltrans standards and submit 10 copies to Caltrans for review.
Submit 30 copies of the final report to Caltrans for their files. The City will receive 3
copies of each submittal.
Task 1.3 Attend PDTMeetinks
Attend monthly PDT meetings for the preliminary project design (through PA/ED).
Prepare agendas and conduct the meetings based on Caltrans Special. Funded Project
standards.
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Task 1.4 Prepare Geometric Approval Drawings
Prepare Geometric Approval Drawings for Caltrans to approve median design and
roadway alignment prior to detailed design.
Task 1.5 Prepare Public Notices and Conduct Meetings
Prepare public workshop notices, distribute notices, conduct meeting, prepare exhibits
and prepare meeting minutes.
Task 1.6 Evaluate Median Alternatives
Evaluate various alternatives for median. Prepare exhibits and provide data to Caltrans
and the City to make an informed decision on where left turns will be provided along the
corridor.
Task 2.0 Prepare Right -of -Way Documents
Task 2.1 Establish Boundaries
Obtain maps; review deeds and PTR's; field ties; process data; determine location of
existing property lines and easements.
Task 2.2 Prepare Descriptions and Appraisal Exhibits
Write descriptions; prepare 8.5"xl 1" exhibits for appraisers and right-litagents;
prepare master diagram showing relationship of property lines with new and existing
easements and right-of-ways. Appraisal maps in Caltrans format will not be prepared.
Descriptions and exhibits will have dual units (meters with feet in parentheses).
Task 2.3 Prepare Final Ruoff-ofMctp
Prepare Final Right -of -Way Map (two sheets) to Caltrans standards of only the
right-of-way and easements being transferred to the State. Maps will be in metric units
only.
Task 2.4 Show Dedicated Parcels on Right-qt=Wcly Map
Include "dedication" parcels prepared and processed by others on the Final Right -of -Way
Map. Note: schedule may be impacted if "dedications" are not recorded prior to the need
to begin work on the Right -of -Way Map.
Task 2.5 Deliver in Drawing Files in Microstation
Convert AutoCAD drawings to Microstation format.
Task 2.6 Prepare and Process Record of'Survev
Prepare Record of Survey (five sheets) showing the relationship of the found and set
monuments to the baseline, property lines, right-of-ways and roadway easements.
County map check and filing fees are not included.
WorkOrder2 2 02i 122 02
Task 3.0 Appraisals and Negotiate Right -of -Way Acquisitions
All services are performed in full conformance with Federal and State laws, Caltrans
procedures, and the Uniform Relocation Assistance and Real Property Acquisition
Properties Act.
Task 3.1 Preliminary Proieet Activities
Project Initiation Meeting
Meet with the City and others, as appropriate, to review project scope, scheduling and
other issues specific to the project.
Land Acquisition Procedures and Forms
• Review land acquisition procedures needed for project.
• Prepare forms to be utilized for the required services.
Prepare acquisition and/or relocation brochures summarizing the right-of-way
processes.
Task 3.2 Appraisal and Appraisal Review
Appraisal
All appraisals will fully meet accepted professional appraisal standards. The appraisals
will conform to the Caltrans Appraisal Manual and the requirements of the Office of Real
Estate Appraisers of the State of California.
• Complete an appraisal of each property in accordance with Federal and State policv.
Each property owner shall be contacted and offered the opportunity to accompany the
appraiser during the inspection of the property.
• An appraisal report shall be prepared for each parcel and shall include, at the
minimum, the following information:
✓ The purpose and function of the appraisal, including limiting factors and
conditions.
✓ Description of the physical characteristics of the property being acquired in
addition to the highest and best use of property.
✓ A discussion of all relevant and reliable approaches to value. In most cases this
will necessitate the use of the sales comparison approach only.
✓ A description of comparable sales relied on in the determination of value.
✓ A statement of the value of the property rights to be acquired, including damages
to the remainder.
✓ A signed certification of the appraiser, and the effective date of the valuation.
Appraisal Review
Complete an appraisal review for each acquisition in accordance with Federal and/or
State policy. The appraisal review shall include a check of all mathematical calculations
and a determination that all relevant and appropriate appraisal methodologies have been
employed. The reviewed appraisal shall be forwarded to the City for the purpose of
WorkOrder2 3 02/12/02
establishing the amount of just compensation in accordance with .Federal and State laws.
The amount of just compensation not be less than the approved appraisal.
Task 3.3 Acquisition Process
Acquisition services include all contacts with the property owner for the purpose of
negotiating for the purchase of the real property interest. Services to be provided include:
• Prepare the offer letter and other related documents based on the review appraiser's
accepted fair market value.
• Prepare purchase agreement and conveyance documents.
• Meet with property owners to discuss the project in general, review right-of-way
maps and legal descriptions, confirm information about occupants/owners, and make
the official first written offer.
• Contact each property owner to explain the offer, maintain follow-up contacts and
secure the necessary documentation upon acceptance of the offer for closing.
• Respond to property owner inquiries verbally and in writing.
• Maintain contact reports for each parcel with all pertinent information and contacts
concerning the parcel.
• Maintain parcel files of original documentation related to the purchase of the real
property.
• Provide recommendation and supporting documentation for consideration during the
administrative review process.
• Continue personal negotiations with property owner until agreement is reached with
the owner, or impasse is reached.
• Signed purchase agreements shall be transmitted to the City promptly for acceptance
and processing.
3.4 Closing Services
Coordinate and assist the title company with the following:
• Reviewing updated title.
• Open escrow, deposit funds and documents, prepare escrow instructions, and monitor
closing of escrows.
• Obtain releases of liens, mortgage and encumbrances of record.
• Verify the payment of all real property taxes and other assessments owed on the
property.
• Prepare and issue required IRS Form 1099 to property owners for land acquisition
payments.
• Submit a completed property acquisition report for each property, including transfer
of all pertinent correspondence and files to the City.
Tusk 3.5 Contlemnation Support
When impasse is reached and condemnation is being pursued, Consultant shall provide
the City or its legal counsel with a complete parcel file, including the appraisal,
negotiation records, and all other correspondence for each condemnation parcel. Services
provided to the condemnation attorneys include:
WorkOrder2 4 02112%02
• Appearing as an expert witness in eminent domain proceedings as directed by the
City and the assigned legal counsel.
• Delivery of the complete parcel file, including the title report, legal description,
appraisal, negotiation records, and all correspondence.
• Assist the attorney with locating property owners and other interest holders
Following impasse, any court preparation or testimony work performed by the Consultant
shall be authorized by the City as extra work and paid for at the Consultant's court
preparation hourly rates set forth herein.
Task 3.6 Relocation Assistance
Relocation assistance services shall include:
• Preparation of the Relocation and Assistance Program entitlements in accordance
with the Federal and/or State Uniform Relocation Laws and Regulations.
• Participate in informational meetings and/or public hearings.
• Prepare relocation plans and analysis.
• Provide relocation advisory and financial assistance to residential occupants (i.e., the
explanation of entitlements and eligibility; computation of replacement housing
entitlements; advisory assistance in locating replacement property; and assistance in
completing documentation for payment of entitlements).
• Distribute Relocation Assistance brochure, Notice to Vacate, and other notices as
required.
• Monitor the move of personal property to replacement location.
• Prepare necessary payment documentation and deliver reimbursement checks and
other appropriate payments to displacees.
• Maintain current and accurate parcel records and contact diaries for the relocation.
• Assist displacee in filing appeals and provide the City with documentation of
activities for any appeal received.
Task 3.7 Coorclination with Caltrans
Consultant shall coordinate the night -of -way acquisition process with the Caltrans District
10 Local Assistance Office as necessary.
Task 3.8 Proiect Administration and Management
Perform project management oversight of Universal's activities, including subcontractors,
to insure timely and accurate performance of all real estate activities. Tasks include:
• Provide general consulting services to the City on matters relating to right-of-way and
real estate appraisal and acquisition.
• Prepare and updating Project work. plans.
• Maintain current status reports of all parcel and project activities.
• Participate in project review meetings on an as -needed basis.
• Assist the City with preparation of Right -of -Way Certification for the project. Project
must be certified to Caltrans prior to award of construction contract.
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Project Fee
Task No.
Description
Comments
Amount
Task 1.0
Alternatives Analysis, Reports and Meetings
$
35,084
Task 2.0
Prepare Right -of -Way Documents
$
37,013
Task 3.0
Appraisals and Negotiate Right -of -Way Acquisitions
$
44,520
Reimbursables
$
4,600
Total
$
121,217
Project Schedule
Task
Completion
Date
Comments
Task 1.0 Alternatives Analysis, Repots and Meetings
n/a
On-going
Task 2.0 Prepare Right -of -Way Documents
3/01/2002
Task 3.0 Appraisals and Negotiate Right -of -Way Acq.*
7/01/2002
`" Condemnations will take longer.
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Project Cost Breakdown for Universal Field Services
Activity Hours
Title (Alliance 'Title)
Appraisal (Pattison & Associates) (lump SUM)
Appraisal Review 16
Acquisition Services 315
Relocation Assistance Services
Mark-up on Subcontractor (10%)
1,320.00
Other indirect costs
(Mileage LJ, $0.345, or current IRS rate, and notary, copying,
long-distance telephone and miscellaneous related costs) at cost
Total Est[inated Cost (Not to Exceed)
Rate Cost
$ 400.00 each $ 3,200.00
$ 8,000.00
$100.00/hr $ 2,000.00
S 80.00/hr $25,200.00
$ 80.00/hr $ 4,800.00
$
S 2,000.00
$46,520.00
Notes:
The above hourly rates include base salaries, general overhead and profit.
In addition to the above, Court Preparation and 'Testimony is billed as extra work at $175.00 per
hour for Appraisers and $125.00 per hour for Acquisition Agents.
WorkOrder2 7 021`121'02
RESOLUTION NO. 2002-34
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE WORK ORDER TO
AGREEMENT WITH MARK THOMAS & CO., INC. FOR
CONSULTING SERVICES FOR KETTLEMAN LANE WIDENING
PROJECT, WOODBRIDGE IRRIGATION DISTRICT CANAL TO
TIENDA DRIVE, AND STOCKTON STREET TO CHEROKEE
LANE; APPROPRIATING FUNDS FOR THIS WORK ORDER;
AND FURTHER AUTHORZING THE CITY MANAGER TO
EXECUTE FUTURE WORK ORDERS AS NEEDED
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby
authorize the City Manager to execute Work Order to Agreement with Mark Thomas &
Co., Inc., for consulting services for Kettleman Lane Widening Project, Woodbridge
Irrigation District Canal to Tienda Drive, and Stockton Street to Cherokee Lane; and
BE IT FURTHER RESOLVED, that the City Council hereby appropriates
$145,000.00 for this Work Order; and
BE IT FURTHER RESOLVED, that the City Council hereby authorizes the City
Manager to execute future Work Orders as needed.
Dated: February 20, 2002
I hereby certify that Resolution No. 2002-34 was passed and adopted by the Lodi
City Council in a regular meeting held February 20, 2002 by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Nakanishi, and
Mayor Pennino
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACKSTON
City Clerk
2002-34