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07 July 11, 1990 Budget & FinanceRIVERSIDE COUNTY TRANSPORTATION COMMISSION AGENDA BUDGET AND FINANCE COMMITTEE WEDNESDAY, JULY 11, 1990 1:00 P.M. ROTC CONFERENCE ROOM 1. Call to Order. 053751 2. Proposed Contract with Georgiena Vivian of Valley Research and Planning Associates for Development of Congestion Management Plan Work Program. (RCTC Agenda Item No. 9) Staff Recommendation RCTC should approve a contract with Valley Research and Planning Associates for development of a detailed work program for preparation of the initial Congestion Management Program, with costs not to exceed $10,000. 3. Consultant Agreement with Parsons„ Brinckerhoff, Quade and Douglas for Preliminary Design and Environmental Analysis of the I-215 Project. (RCTC Agenda Item No. 11E) Staff Recommendation Subject to ratification of the Cooperative Agreement with Caltrans, staff recommends that the Commission approve the Consultant Agreement with Parsons, Brinckerhoff, Quade and Douglas, Inc., in the amount of $2,810,682, with a 15 percent contingency amount of $421,602 for a maximum contract amount of $3,232,284. Funds for this contract are included in the FY 1990-91 budget. 4. Proposed Amendment to Psomas and Associates Contract R090007. (RCTC Agenda Item No. 11F) Staff Recommendation Staff recommends that the Commission approve the contract amendment with Psomas and Associates for the amount of $1,462,244 with a 15% contingency amount of $219,336 for a maximum additional contract amount of $1,681,580. Funding for this contract amendment has been included in the approved FY 1991 budget for each of the routes. The support for Caltrans will be drawn from the Caltrans allowances in the budget. 5. Selection of Copier for RCTC Offices. Staff Recommendation Staff recommends that the Committee authorize the leasing of a Xerox 1090 for the Commission office. This budget item is included in the Commission's FY 1990-91 budget. 6. Other Items. 7. Adjournment. BUDGET/FINANCE AGENDA ITEM NO. 2 RIVERSIDE COUNTY TRANSPORTATION COMMISSION July 11, 1990 TO: Riverside County Transportation Commission FROM: Jack Reagan, Executive Director SUBJECT: Proposed Contract With Georgiena Vivian of Valley Research and Planning Associates for Development of Congestion Management Plan Work Program Georgiena Vivian worked for me for nine years at the Council of Fresno County Governments. She has since established her own planning consulting practice. I consider her to be one of the most capable and productive planners with whom I have worked. Her experience makes her well suited to assist RCTC to meet the Congestion Management Program requirements. She also has the ability to relate well with local agencies' staff and elected officials. In light of the need to quickly begin work on the Congestion Management Program, I asked Georgiena to meet with Paul Blackwelder and determine her interest in providing assistance to RCTC. It was agreed that Georgiena should prepare a proposal for preparation of the CMP Work Program. Based upon her performance, additional work may follow. A copy of Georgiena's proposal is attached. Her hourly rate of $55 is very competitive. She suggests a total fee of $6,480 but, considering potential for unanticipated problems I would prefer a $10,000 cap on the contract. The previously approved standard contract form would be used, with the amount of Commercial General Liability Insurance for this initial work set at $100,000.In the event the Commission is pleased with Georgiena's work and supports expanding the contract to participate in the Congestion Management Plan work activities, the insurance amount may be amended. BUDGET AND FINANCE COMMITTEE RECOMMENDATION: The recommendation of the Budget and Finance Committee will be presented during the meeting. STAFF RECOMMENDATION: RCTC should approve a contract with Valley Research and Planning Associates for development of a detailed work program for preparation of the initial Congestion Management Program, with costs not to exceed $10,000. JR:sc f:\users\preprint\jr\vivicmpc.age Valley Research and Planning Associates Transportation / Traffic Modeling • Land Use Environmental Analysis / Air Quality June 25, 1990 Mr. Jack W. Reagan, Executive Director Riverside County Transportation Commission 3560 University Avenue, Suite 100 Riverside, California 92501 Dear Jack, RECCEVED JUN 2 51990 Riverside County Transportation Commission It was very nice to meet with you and not only discuss work but to also see you after so long. After meeting with you, Paul, and others, I thought about how fortunate you are to again have a staff that supports you and is so capable of accomplishing your agency's goals. I really miss your innovation and aggressiveness when it comes to regional planning. Thank you for the opportunity to submit the enclosed proposal. It means a great deal to me that you have faith in my abilities to get the job done. I look forward to working with you and your staff should your agency accept the proposal. Should you have any further questions or need additional information, please do not hesitate to call. Sincerely, G'eorg`iena Vivian, Principal Valley Research and Planning Associates GV/dlb (209) 432-5960 • PO. Box 3502 • Fresno, CA 93650-3502 RECEIVED JUN 2 51990 Riverside County Transportation Commission PROPOSAL FOR: A DETAILED WORK PROGRAM — RIVERSIDE COUNTY CONGESTION MANAGEMENT PLAN SUBMITTED TO: THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION BY: VALLEY RESEARCFI AND PLANNING ASSOCLATES DATED: JUNE 25, 1990 Valley Research and Planning Associates Transportation / Traffic Modeling • Land Use Environmental Analysis / Air Quality June 25, 1990 Mr. Jack W. Reagan, Executive Director Riverside County Transportation Commission 3560 University Avenue, Suite 100 Riversi , California 92501 Dear Mr/ R 11T11 611ey Research and Planning Associates is pleased to submit its proposal to prepare a Detailed Work Program for the Riverside County Congestion Management Plan/Program (CMP) (Project) to the Riverside County Transportation Commission (RCTC) (Client). Related firm experience associated with this project includes preparation of regional transportation plans, general plan circulation elements, and street and high financing plans for regional councils of governments and cities located in Fresno and Tulare Counties. As requested, a description of tasks and a cost estimate associated with development of the Project fol- low. In addition, the rate structure by position has been provided for your consideration. TASK DESCRIPTIONS Task 1 Initial consultation and review of Assembly Bill (AB) 471. Additional work activity includes review of existing CMPs prepared by other governmental agencies within the South Coast region, and preliminary CMP information prepared by Client staff. Task 2 Preparation of a Draft Detailed Work Program for development of the Riverside County CMP con- sidering Client member agency, other affected agency, and staff comment. The Project will in- clude a detailed task description of work to be undertaken in conformance with AB 471 consider- ing the Draft CMP Schedule prepared by Client staff, a proposed Schedule of Work Activity, identification of responsible and affected agencies, and an analysis of person months and as- sociated cost considering work activity to be undertaken by the Client, Client member agencies, other involved agencies, and consultants to be retained to assist in the preparation of the Riverside County CMP. Task 3 Preparation of the Final Detailed Work Program considering Client review, comment, and direc- tion. Task 4 On -site preparation of the Project at RCTC offices for a minimum of eight (8) days over the Project's duration, and attendance at a maximum of two (2) hearings of the Client to approve the Final Detailed Work Program. Task 5 Submittal of one (1) final camera ready version of the Detailed Work Program to the Client. (209) 432-5960 • P.O. Box 3502 • Fresno, CA 93650-3502 PROJECT COST ESTIMATE/RATE STRUCTURE The consultant fees for services associated with Tasks 1 through 5 shall not exceed $6,480 considering hourly rates and travel expenses. The Firm's rate structure for positions which will be involved in prepar- ing the Detailed Work Program are provided below. Research, Consultation, Report Writing and Presentation: Principal Planner Support Services: Steno Secretary $55.00 per hour +1 $20.00 per hour tl *1 Rates include salary, benefits, and overhead expenses associated with the Project. Valley Research and PLanning Associates appreciates your consideration of this proposal. Should you or your staff need further information or have any questions, please feel free to contact me at (209) 432-5960 at your convenience. Sincerely, `CAI //4e4— ; �s 6EOR6IENA VIVIAN, Principal Valley Research and Planning Associates 6V/dlb Enclosure BUDGET/FINANCE AGENDA ITEM NO. 3 RIVERSIDE COUNTY TRANSPORTATION COMMISSION July 11, 1990 TO: Riverside County Transportation Commission FROM: Mark T. Massman, Measure A Project Manager Kim T. Shultz, Measure A Project Coordinator THROUGH: Jack Reagan, Executive Director SUBJECT: Consultant Agreement with Parsons, Brinckerhoff, Quade and Douglas for Preliminary Design and Environmental Analysis of the I-215 Project In the joint RCTC/SanBAG meeting of February 1990, agreement was reached cooperatively to participate in and fund project development work on the Interstate 215 Project. The primary element of the preliminary project development phase is conceptual design engineering and environmental analysis. As a result of the competitive consultant selection process, staff previously recommended the consulting firm of Parsons, Brinckerhoff, Quade and Douglas, Inc. (PBQ&D) to complete all aspects of this phase of the project. Staff has since negotiated a scope of work and cost proposal with PBQ&D (attached) to complete this phase of the I-215 Project. The major elements in the scope of work include preliminary design engineering, traffic analysis, and environmental studies; leading to approval of the Project Report and Environmental Impact Report/Statement (EIR/EIS). PBQ&D also will play a pivotal role in coordinating parallel support efforts of other consultant firms performing survey work, aerial photogrammetric mapping, and geotechnical analysis for the I-215 Project. The RCTC, through Bechtel's project management services, will administer the consultant contract, while SanBAG will participate in the Project Development Team and assist in setting policy direction where appropriate. Caltrans will provide project technical review and oversight to ensure adherence to State and Federal highway design and environmental standards and regulations. The total cost of the Consultant Agreement with PBQ&D is $2,810,682. Pursuant to the cost sharing formula executed with SanBAG, RCTC's share of costs under this agreement would be approximately $2,110,000. SanBAG's share of the costs, approximately $700,000, will be received on a reimbursement basis. PBQ&D Consultant Agreement Page 2 SanBAG also will fund a proportionate share of RCTC's management costs for administering the project development process. Staff is still pursuing commitment of Caltrans funding for preliminary project development, Phase 0 activities. Caltrans indicated they will not be able to fund all Phase 0 work at this time; however, in recognition of RCTC's funding of Phase 0 activity Caltrans has suggested enhancements to the Master Agreement discussed under a separate agenda item. Staff believes work should proceed with the I-215 Project under this enhanced Master Agreement. The recently approved standard consultant agreement has been modified (identified in bold print) through negotiations with the consultant, PBQ&D. These changes are acceptable to staff and RCTC Legal Counsel. An additional contract amendment is currently under review by the respective legal counsels. Staff expects this issue will be resolved by the Commission meeting and appropriate amendments made to the agreement prior to execution. BUDGET AND FINANCE COMMITTEE RECOMMENDATION The recommendation of the Budget and Finance Committee will be presented during the meeting. STAFF RECOMMENDATION Subject to ratification of the Cooperative Agreement with Caltrans, staff recommends: 1. The Commission approve the Consultant Agreement with Parsons, Brinckerhoff, Quade and Douglas, Inc., in the amount of $2,810,682, with a 15 percent contingency amount of $421,602 for a maximum contract amount of $3,232,284. Funds for this contract are included in the FY 1990-1991 budget. KS:sc attachments BUDGET/FINANCE AGENDA ITEM NO. 4 RIVERSIDE COUNTY TRANSPORTATION COMMISSION July 11, 1990 TO: Riverside County Transportation Commission FROM: Mark Massman, Measure A Project Manager Bill Hughes, Project Coordinator THROUGH: Jack Reagan, Executive Director SUBJECT: Proposed Amendment to Psomas and Associates Contract R090007 Digital mapping is an expensive long lead time item required for the final design of a project. Digital mapping is also useful and desirable for the preliminary engineering and environmental phases of project development. Previously, staff has recommended and the Commission approved proceeding with digital mapping for the Route 215 project. Staff is now recommending proceeding with digital mapping efforts for most of the rest of the Measure A highway projects in Western Riverside County including Routes 74, 79, and one-half of Route 91. Caltrans has also requested our help with digital mapping efforts for Route 60. Included in your agenda package is a proposed amendment to our contract with Psomas and Associates. This amendment will expand the existing agreement to include Tasks 3, 4, 5, and 6 which will provide survey quality control, the establishment of primary horizontal and vertical survey control, and the placement of photo ground targets for portions of the Measure A projects associated with State Routes 60, 74, 79 and 91. Additional aerial photography and mapping contracts with the survey firms assigned to each of these Routes will follow in the coming months. This amendment will also revise the indemnification clause of the contract to conform to the approved form and content currently contained in the model contract approved by the Commission under item 12D of the June 13 Agenda. General Scope of Work The general conditions of the original agreement will also be applicable to the new Tasks. All work will be performed to Caltrans standards and will be subject to review and approval of the designated Caltrans personnel. The following specific scope items shall be performed for each of the new Task items considered under this amendment unless noted otherwise. Page Two July 11, 1990 Proposed Amendment to Psomas and Associates Contract RO90007 a. The Measure survey data base containing survey data pertinent to the Measure projects shall be updated to include the survey data associated with each route. b. The primary horizontal and vertical survey control will be established for each route for the specified project limits. c. Centerline and wing point photo targets will be set and locations documented for aerial photography and digital mapping. d. The aerial triangulation calculations of the photo diapositives created by others will be checked. e. Spot checking of digital mapping created by others will be performed as directed by Caltrans and RCTC. For State Route 60, only items b and c above will be performed; the remainder of the work will be performed by Caltrans. See attached letters dated June 26 and 27 from Don Weaver/Frank Hearth requesting RCTC to contract this scope of work for State Route 60 for the project limits listed above. Details of the Work Plans, Schedule, and Cost of the Additional Services The details of the additional work plans, schedule of services and spreadsheets detailing the proposed cost and manhours for the services for each route are attached as extensions of Appendices A, B and C to the existing contract. Summary of Cost of Services Task 3 Task 4 Task 5 Task 6 Route 60 $ 333,250 Route 74 $ 484,507 Route 79 $ 446,344 Route 91 $ 288,316 SubTotal $1,552,417 Extra(15%) $ 232,863 Total Cost $1,785,280 Page Three July 11, 1990 Proposed Amendment to Psomas and Associates Contract R090007 Amendment Review Both Bechtel and CALTRANS have reviewed the scope, cost and schedule requirement for PSOMAS and Associates to perform the above stated tasks and agree with the proposed cost and level of effort. The amendment has been reviewed by legal counsel. BUDGET AND FINANCE COMMITTEE RECOMMENDATION: The Buget and Finance Committee recommendations will be presented at the Commission meeting. STAFF RECOMMENDATION: Staff recommends that the commission approve the contract amendment with Psomas and Associates for the amount of $1,552,417 with a 15% contingency amount of $232,863 for a maximum additional contract amount of $1,785,280. Funding for this contract amendment has been included in the approved FY 1991 budget for each of the routes. The support for Caltrans will be drawn from the Caltrans allowances in the budget. The above contract amount will be the total compensation provided PSOMAS and Associates for the new Tasks identified as 3, 4, 5 and 6 above. MM/WH:sc attachments f:\users\preprint\rnm\psomasam.mtm BUDGET/FINANCE AGENDA ITEM NO. 5 RIVERSIDE COUNTY TRANSPORTATION COMMISSION July 5, 1990 TO: Budget and Finance Committee (Commissioners Beirich, Lopez, Murphy) FROM: Naty Kopenhaver, RCTC SUBJECT: Copier for RCTC Office The Commission's budget for FY 1990-91 included the leasing of a copier. Staff contacted various copier manufacturers and requested proposals. Proposals were received for the following copiers: Xerox, Kodak, Mita, Panasonic, Minolta. Staff averages 35,000 copies per month. The average number of copies for RCTC's agenda packet is approximately 19,000 copies. The numbers will likely increase due to project contracts that will be before the Commission and information material to be developed for various Commission programs. Also, staff has to meet a deadline in producing and mailing the agenda and, therefore, a reliable and high speed copier is needed. In reviewing the features of the copiers, Kodak and Xerox appeared to be the two copiers that would meet our needs. Kodak and Xerox granted our request to try out their copiers for a two -week period. Staff found that the Xerox copier is faster (92 cpm) and, therefore, less staff time is needed to produce voluminous material such as the agenda. The noise level for Xerox is less; this is very important because of the office's open space design. During the tryout period, the Kodak machine jammed and broke down a number of times while the Xerox machine reproduced the RCTC agenda with no difficulty. Also, the Kodak machine does not have enlargement capability, which is needed for maps, etc. Given the results, staff recommends that the Committee authorize the leasing of the Xerox copier. nk