HomeMy WebLinkAbout2022-08-23 - AGENDA REPORTS - VISTA CYN MULTI MODAL CENTER PROJ T3020O
Agenda Item: 7
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: August 23, 2022
SUBJECT: VISTA CANYON MULTI -MODAL CENTER (TRAIN STATION),
PROJECT T3020 - APPROVE CONSTRUCTION CONTRACT
MODIFICATIONS
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Extend the current contract and authorize an increased expenditure authority for material
testing and inspection services for the Vista Canyon Multi -Modal Center, Project T3020 with
Twining, Inc., in the amount of $158,150 and authorize a contingency in the amount of
$15,815, for a total additional contract amount not to exceed $173,965.
2. Extend the current contract and authorize an increased expenditure authority for construction
management services with RailPros, Inc., in the amount of $200,110 and authorize a
contingency in the amount of $20,011, for a total additional contract amount not to exceed
$220,121.
3. Extend the current contract with Southern California Regional Rail Authority, authorize an
increased expenditure authority in the amount of $403,551, and authorize a contingency in
the amount of $40,355, for a total additional contract amount not to exceed $443,906.
4. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The Vista Canyon Multi -Modal Center (Train Station) is located within the transit -oriented Vista
Canyon development on the east side of the Santa Clarita Valley as shown on the attached
location map. Together with the Vista Canyon Regional Transit Center (Bus Transfer Station),
the Train Station will serve the surrounding communities as a central core for commuter rail,
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local and commuter buses, bicycles, and pedestrians. The Train Station will serve the Southern
California Regional Rail Authority (SCRRA) Metrolink Antelope Valley line, which runs
between Los Angeles Union Station and Lancaster. This project supports the Building and
Creating Community theme of the City of Santa Clarita's (City) five-year strategic plan, Santa
Clarita 2025.
In July 2020, the City Council awarded contracts for the construction of the Train Station, which
included a grade -separated pedestrian crossing to a center track platform, approximately one
mile of new railroad track parallel to the existing track, a new railroad bridge, and sound walls. It
will also provide amenities such as canopies, lighting, benches, a security system, and
landscaping. The new facility will be designed to meet the minimum Leadership in Energy and
Environmental Design (LEED) Silver Standard rating or equivalent.
This project is very complex and has required coordination between the City and SCRRA
contractor's work, as well as keeping the trains in operation throughout the duration of the
project. As this project has progressed, staff has continuously assessed the overall scope of the
various consultants and has reassigned several key tasks in a more efficient manner. This will
provide the highest quality project possible and ensure that the project meets the operational
needs of the City and SCRRA. The requested Council action is to increase expenditure authority
only and will be offset by savings on other contracts.
In October 2019 and July 2020, the City Council approved contracts with Twining, Inc.,
RailPros, Inc., and SCRRA to provide services for various components of the project. The
knowledge and expertise of each firm continues to be valuable to the project and is needed to
ensure compliance with the design specifications, environmental documents, and operational
needs of the project.
Staff has negotiated a fair and reasonable fee with these firms for the work required to complete
the construction of the Vista Canyon Multi -Modal Center, and all proposals are referenced in the
attachments section below and are available in the City Clerk's Reading File. The recommended
action to extend the current contracts for each firm will provide for uninterrupted flow of
construction through the successful completion of the project.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds in the amount of $837,992 are available in project expenditure account
T3020270-516101 (Measure R Highway Operation Improvements Fund) to support the increased
expenditure authority of the construction support contracts. As a result of new critical
construction project needs, staff was able to identify and reassign several key tasks outlined in
the original project scope in order to reduce expenditures to cover these construction support
contract increases. The requested increased expenditure authority is offset by reduced expenses
and does not increase the overall budget for the project.
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ATTACHMENTS
Location Map
Proposal for Southern California Regional Rail Authority (available in the City Clerk's Reading
File)
Proposal for Twining, Inc. (available in the City Clerk's Reading File)
Proposal for RailPros, Inc. (available in the City Clerk's Reading File)
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METROLINK.
June 10, 2022
SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY
2558 Supply Street Pomona, CA 91767
City of Santa Clarita
Attn: Carla Callahan
Senior Civil Engineer
Department of Public Works
23920 Valencia Blvd. Suite 300
Santa Clarita, CA 91355
metrolinktrains.com
RE: Vista Canyon Multi Modal Center— Additional SCRRA Construction Support
Costs
Dear Carla,
The Southern California Regional Rail Authority (SCRRA) wrote to the City of Santa
Clarita on March 27, 2020 citing potential additional costs associated with our support to
the Vista Canyon Multi Modal Center Project. We defined improvements made to our
On -Track Safety Procedures with requirements for additional railroad protective
services needed to ensure the safety and compliance of all persons on or about the
railroad, stating the potential for increased flagging costs to support these
enhancements above those budgeted in our August 11, 2020 Construction and
Maintenance (C & M) Agreement with the City.
Construction is now in the final phase before completion and to date the original
flagging budget has been exceeded due to the requirements for more than one
Roadway Worker in Charge (RWIC) per shift, to control the operational safety of the
railroad throughout construction and comply with the above.
Based on Icon West's April 2022 Schedule Update Submittal #0264, there will be
significant activity through this summer, where I anticipate two (2) RWICs working daily.
SCRRA anticipates that a further approx. $520,000 will be required to provide flagging
and training support through to the end of the project, scheduled for November 2022.
There have also been additional costs for SCRRA's signal contractor, Balfour Beatty to
support the City's prime contractor, Icon West's phasing and work that was not originally
anticipated in our scope and budget. This includes operating out of service switches,
locating cables and phasing changes that required additional work and wiring
modifications. This additional support we estimate to be approx. $160,000.
In addition to the unused Design Support Agreement funds of $297,009 that will be
transferred to the C & M support budget, SCRRA is requesting a further $403,551 be
Vista Canyon Multi Modal Center —Additional SCRRA Construction Support Costs
Page 2
made available, as detailed in Exhibit A, attached, to support SCRRA services through
to the completion of the Project. SCRRA will draft an Amendment to the C&M
Agreement to memorialize this additional budget.
SCRRA looks forward to continuing to work with the City to ensure the successful and
timely completion of the project and realize the benefits the new Multi Modal center will
bring to the travelling public.
signed by Andy Althorp
Andy AIthorp Datea2l02 06.1101 37:48-0700'
Andy AIthorp
Assistant Director- Construction
Vista Canyon Multi Modal Center —Additional SCRRA Construction Support Costs
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Vista Canyon Cost Summary
Actual Costs as
Projected Final
Additional
Service
C&M Costs
of June 1, 2022
Costs
Costs
Project Management, Public Relations
staff support, Communications staff
support and Admin. Staff support
$ 798,360
$
562,300
$
798,360
$
-
PTC Updates
$ 235,000
$
28,484
$
50,000
$
(185,000)
Railroad Protection estimated to 650
10-hour EIC shifts, 20 safety classes and
cable marking during construction
period
$ 1,182,500
$
1,216,683
$
1,701,683
$
519,183
Signal Construction and Materials
$ 2,437,870
$
2,394,382
$
2,599,382
$
161,512
Test Trains - 3 work windows
$ 75,000
$
15,780
$
20,000
$
(55,000)
Communication Equipment and
Materials and Passenger Phone
$ 165,000
$
-
$
165,000
$
-
Maintenance Support incl. 3 track
stabilizations, signal support to cut-
overs and track support (includes
Humphreys Siding rehabilitation)
$ 120,000
$
342,628
$
379,865
$
259,865
Total
$ 5,013,730.00
$ 4,560,257
$ 5,714,290
$
700,560
Less Available
DSA Funds $ 297,009
Additional
Funding to
Completion $ 403,551
1879 Portola Road
Suite G
Ventura CA 93003
"TWINING
Tel 805.644.5100
Fax 805.644.5179
June 8, 2022
City of Santa Clarita
Attention: Mrs. Carla Callahan
20880 Center Point Parkway
Santa Clarita, California
Project: Vista Canyon Multi -Modal Center Train Station
Santa Clarita, California
Subject: Budget Increase
Mrs. Callahan,
As you are aware, we have exceeded our budget in providing special inspections and
material testing for the subject project. There are several reasons for going over the
budgets that are discussed below and the accompanying table provides a comparison
of the original budget and the additional budget requested:
• Grading Observation and Testing: During the start of the project and grading
on the east end, undocumented fill material was encountered. This condition
caused an additional month of grading by removing the undocumented fill and
replacing with approved clean material. Additionally, during the backfilling of
the Plaza walls, the backfill material did not meet the project specifications and
import fill was needed. This condition resulted in several field sampling of
possible sources and lab testing of those material for compliance with project
specifications .
• Cast in Place Drilled Holes (Caissons): During drilling of the caissons for the
Stable Bridge, unforeseen conditions were encountered. Those included
presence of water at depths and oversized boulders that caused out of plumb
caissons. These conditions caused drilling, backfilling with slurry and re -drilling
of the holes that added about two months of inspection time.
• Shop Welding Inspection: During shop inspection of structural steel, several
design changes were issued, and new structural frame members were added
which resulted in about two months of additional shop inspections.
• Standby Weekend Work: So far, on three weekends, our staff worked
continuous shifts to accommodate the need for weekend shut down of certain
railways. These added overtime and double time.
1879 Portola Road
Suite G
Ventura CA 93003
"'TWINING
Tel 805.644.5100
Fax 805.644.5179
The following table provides the original estimates and the additional estimated budget
to complete the quality assurance for the project:
Task
Original
Current
Hourly
Amount
Estimate(hr)
Estimate (hr)
Rate
Grading
600
350
$104
$36,400
Field Inspection
100
300
$104
$31,200
(Concrete -Masonry)
Shop
150
200
$110
$22,000
Inspection(welding)
Field Inspection
150
200
$110
$22,000
(welding and bolting-
NDT)
Laboratory Testing
NA
1-Lump Sum
Lump
$6,000
Sum
QSP Inspection
500
200
$145
$29,000
Project Management
200
70
$165
$11,550
Total
$158,150
Therefore, we request a budget increase in the amount of $158,150. We appreciate
the opportunity to be of service on this project.
TWINING, INC.
Jeff Tawakoli, P.E.
Ventura Branch manger
� RJULPROS
MEMO
Vista Canyon Multi -Modal Center CM
To: Carla Callahan, City of Santa Clarita
From: Dan Davis
Date: June 17, 2022
Subject: VCMMC Additional Service Work #4 — Continued CM Support
This request is for additional CM budget due more Contractor support than initially anticipated as
related with email dated 6/2/2022 and Add Service #3:
Continued CM support including: Schedule Control, Project Meetings, Quality Assurance and
Safety, Satisfactory Performance of the Contractor, Safety Program, RFIs and Submittals, and
Project Close -Out.
We ask to add $200,110 to Task 2 — Construction Manager for continued CM work required to manage
the contractor, their submittals, schedule, RFIs, safety, coordination and general inspection. This
addition is based on our historical average burn rate of $30,000/month during construction and we
estimate approximately $15,000/month after substantial completion through project close-out. An
update to the contract value is detailed below:
Total Contract Value:
$995,361.00
Addition to Task 2:
$200,110.00
Revised Contract Value:
$1,195,471.00
Sincerely,
Date 6/17/2022
(Signature of Authorized Official)
Dan Davis
RailPros, Inc.
As the City's Project Manager, I hereby authorize these additional services.
Date
(Signature of Authorized Official)
Carla Callahan, PE
City of Santa Clarita
Page 1 of 1
811 Wilshire Blvd, Suite 1820 P: (213) 627 — 0044
Los Angeles, CA 90017 www.railpros.com
RailPros, Inc. - Team Estimate Continued CM Services
Multi -Modal Rail Center - Construction Management Consultant
RailPros
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Task Descriptions
Task 1. Pre CIA Activities
1 $299.00
$210.72
$252.58
$299.00
$149.00
$145.03
$102.55
-Construction
1.1 Constructability Review
1.2 Project Specifications
1.3 Project File/Documentation - Cloud System
1.4 Pre -Construction Coordination and Meetings
Task 2. Construction Manager
2.1 Project Controls and Reporting -
2.1.1 Cost Management (Budget and Cost Control, Cost Accounting,
Contractor Applications for Payment)
2.1.2 Change Management (Project Cost Reduction Proposals and Project
Work Changes, Change Orders to Construction Contract, Claim Review
and Analysis)
2.1.3 Document Control (Tracking Logs, Project Record Documents,
24
24
48
$8,633
Project Communications and Document Control, DBE)
2.1.4 Schedule Control (Contractor Schedules)
24
24
40
88
$14,435
2.1.5 Progress Reporting (Daily Project Progress Documentation, Monthly
48
68
116
$20,247
Project Status Reports, Statement of Working Days)
2.1.6 Project Meetings (4 Meetings/Month for 24 months)
24
24
48
$8,633
2.1.7 Labor Compliance
2.1.8 Quality Assurance and Safety (Quality Assurance Inspection
80
96
176
$31,162
Services, Quality Control Program, Determine Compliance of Work)
2.2 Contractor Management
2.2.1 Administration of Construction Contract
2.2.2 Satisfactory Performance of the CONTRACTOR
72
80
152
$27,092
2.2.3 Storm Water Pollution Prevention Program
2.2.4 Safety Program
24
24
48
$8,633
2.2.5 RFI's
40
40
80
$14,389
2.2.6 Submittals and Samples
40
40
80
$14,389
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$188.84
$253.00
$8,633
$14, 435
$20, 247
$8,633
$31,162
$27, 092
$8,633
$14,389
$14,389
Last Updated: 6/17/2022 Page 1 of 2 RailPros, Inc.
RailPros, Inc. - Team Estimate Continued CM Services
Multi -Modal Rail Center - Construction Management Consultant
RailPros
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Task Descriptions
$299.00
$210.72
$252.58
$299.00
$149.00
$145.03
$102.55
2.3 City and SCRRA Equipment and Commissioning
2.3.1 SCRRA-Furnished CONTRACTOR -Installed Equipment and
Materials
2.3.2 SCRRA-Furnished SCRRA-Installed Equipment
2.3.3 Equipment Commissioning
2.4 Close -Out
2.4.1 Punchlist Preparation and Completion
2.4.2 LEED Commissioning and Reporting
40
40
80
$14,389
2.4.3 Close -Out Process
80
80
160
$28,778
2.4.4 As-Builts
16 40 56 $9,332
Task 3. Partnering Services During Construction
3.1 Partnering Sessions
Berg and Associates
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$188.84
$253.00
$14, 389
$28,778
$9,332
RailPros Staff Summary Berg Staff Summary
Total Staff Hours 512 580 40 1132
Total Staff Costs $107,889 $86,420 $5,801
Hours $200,110 0 Hours $200,110
Last Updated: 6/17/2022 Page 2 of 2 RailPros, Inc.