AgdaPkt 2017-07-24 Closed and Joint SA FPA

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6.3.C. - Page 2 ANALYSIS Cooperative Agreement The City, as sponsor of the 101/84 Interchange Reconstruction Project, is responsible for completing the technical work in the Plans, Specifications, and Estimate (PS&E), Right of Way Support (R/W Support), and Right of Way Capital (R/W Capital) phases of work. Caltrans, as owner and operator of the interchange, will at its own cost provide Independent Quality Assurance (IQA) for work within its right-of-way and approve work regarding its facilities. A Cooperative Agreement between Caltrans and the City is required to define the respective obligations of each party for the project's PS&E, R/W Support, and R/W Capital phases of work. Design Services URS completed the PA&ED phase of the 101/84 Project. The PA&ED phase contract was approved at $3,351,487, and was completed for $3,660,732, which was within the 10% contingency approved by the City Council. The PA&ED phase was completed successfully although its total duration was about 37 months, or 13 months longer than the original estimated schedule of 24 months. This was due primarily to unanticipated delays caused by: traffic analysis performance issues, which were corrected; unanticipated additional cycles of traffic analysis and reviews to satisfy Caltrans; unanticipated delays by Caltrans in reviewing critical environmental documents; and unanticipated requirements for supplemental field investigations regarding potential cultural resources. Additional coordination between the City project management team and Caltrans will be used to minimize the likelihood of similar delays for the current phase of work. The RFP for the PA&ED phase allowed the successful bidder to complete the PS&E phase of the project. As the designers in the PA&ED phase, the AECOM (formerly URS) team is very familiar with the City's expectations, the project site, and the preliminary design. Both the TA and Caltrans were satisfied with the team's performance. Continuing into PS&E with the same design consultant provides some efficiencies as they do not need to familiarize themselves with the project and design. AECOM will develop the PS&E based on the results of the PA&ED phase of the project, and is ultimately responsible for the technical design. The Project is predominantly in State jurisdiction, as both US 101 and SR 84 are State-owned facilities. The bid documents will be developed to Caltrans standards and requirements while incorporating City standards and specifications for City -owned facilities or facilities within City jurisdiction. AECOM will develop the PS&E for the Project and submit to Caltrans and the City in various stages for review and input. Caltrans will provide Independent Quality Assurance and will finalize the construction bid documents. The TA and Caltrans both reviewed, and provided input on, the draft agreement with AECOM. Incorporating the feedback from the TA and Caltrans, staff negotiated a professional services agreement with AECOM and recommends that the Council