SUBJECT: POST DESIGN PHASE AND CONSTRUCTION RELATED CONSULTANT SERVICES ASSOCIATED WITH THE HELLYER AVENUE EXTENSION AND RELATED INFRASTRUCTURE IMPROVEMENTS PROJECT IN EDENVALE
Council District: Citywide
(a) Approval of a consultant agreement with HMH, Inc. for post design phase and construction related services in an amount not to exceed $400,000, for the term extending from July 1, 2001 to December 31, 2002;
(b) Approval of a consultant agreement with Earth Tech for hazardous material testing services in an amount not to exceed $157,000, for the term extending from July 1, 2001 to July 31, 2002;
(c) Approval of a consultant agreement with Basin Research Associates for archaeological monitoring services in an amount not to exceed $72,000, for the term extending from July 1, 2001 to July 31, 2002; and
(d) Approval of a consultant agreement with Live Oak Associates, Inc. for permitting, survey and monitoring services in an amount not to exceed $43,000, for the term extending from July 1, 2001 to July 31, 2002.
BACKGROUND
The Hellyer-Piercy Improvement District 99-218SJ (the District) south of Silver Creek Valley Road in Edenvale was formed on August 15, 2000. On May 29, 2000, the City Council approved the issuance of $27,595,000 of Assessment Bonds for the Hellyer Avenue Extension and related infrastructure improvements (the Project). The bond bid was awarded to Stone & Youngberg LLC on June 12, 2001.
The cost of consultant services, including civil engineering design, environmental and traffic reports, financial and other related services associated with the formation of the Hellyer-Piercy Improvement District and the proposed Project has, since project inception in 1997, been funded by the Redevelopment Agency (Agency) in an amount exceeding $3 million.
The civil engineering plan for the Project was approved in March 2001. The Project was advertised in April, and bids were opened in May 2001. Another item on today’s agenda recommends City Council approval of the award of the construction contract for this Project to Granite Rock Construction – Pavex Construction Division. Staff anticipates that the Project will be under construction by mid-July 2001 and substantially complete in March 2002. Offsite traffic mitigations, including intersection improvements and signal modifications directly related to this area will be designed, bid and awarded as a separate contract in the Fall of this year, and will also be funded by the District.
The completion of the Project would enable this area south of Silver Creek Valley Road to generate approximately 2.8 million square feet of R&D, office and manufacturing space employing more than 9,000 people. More than 1.8 million of this total square footage has already received site development approvals.
Several consultant services including construction support services and surveys identified in the Edenvale EIR and its Mitigation and Monitoring Plan are required during construction of the Project.
Staff recommends Council approval of four consultant agreements that specifically relate to post design and construction-related services associated with the Project. Compensation for such services will be funded by bond proceeds once bonds are issued for the District, which is scheduled to occur on June 26, 2001. The scopes of services specifically relate to work currently under way or performed since the design phase and work to be completed during construction. These costs have been allocated to the District as is customary.
The scopes of services for each of the consultants to be retained have been reviewed by City and Agency staffs and compensation for each of the consultant scopes has also been negotiated.
A summary of each scope is outlined below.
HMH, Inc.
HMH, Inc. is the engineering firm that designed the civil engineering plan for the proposed improvements. HMH will now be retained to provide civil engineering and surveying services in connection with right-of-way acquisition, environmental processing, and construction of the proposed infrastructure improvements. Right of way acquisition services include preparing exhibits and letters for obtaining rights-of-entry, showing existing easements on all properties being acquired or dedicated, attending meetings and general consultation services. Environmental processing services include meetings with ecological, geotechnical, and biological consultants, the Santa Clara Valley Water District, Army Corps of Engineers, surveying storm drain outfall locations, obtaining special use permits and preparing landscape plans for tree removal mitigation. HMH will also prepare street monumentation and right-of-way documents. Post design services include bidding support, preparation of addenda to bid documents, and preparation of Pacific Gas and Electric Company (PG&E) Form B for joint trench cost allocations, and coordinating the project with PG&E, AT&T and Pacific Bell. Services during construction include attending pre-construction conferences, reviewing shop drawings and submittals, providing technical support for construction change orders and claims, field reviews, providing utility coordination and preparing utility plan revisions based on requests from the City and/or utility companies, reviewing contractor’s requests for information, and preparing record drawings. Compensation under this Agreement is in an amount not to exceed $400,000.
Earth Tech was also part of the design consultant team and provided services related to geotechnical investigations. The consultant is now being retained to sample and test for potentially hazardous materials at structures that would need to be demolished as part of the roadway improvements, to prepare hazardous materials abatement specifications and work plans and building demolition plans and specifications, and to conduct limited environmental and geotechnical site monitoring activities. Compensation under this Agreement is in an amount not to exceed $157,000.
This consultant is being retained to provide archaeological monitoring of ground disturbing construction pursuant to the Mitigation and Monitoring Plan in the adopted Edenvale EIR. It is assumed that half to full-time monitoring may be required during trenching. The monitoring archaeologist will monitor and evaluate finds exposed and ensure that aboriginal and historic cultural materials, prehistoric or historic cultural resources, and Native American skeletal remains or features are preserved and handled in accordance with standard practices.
Compensation under this Agreement is in an amount not to exceed $72,000.
Live Oak Associates, Inc.
Live Oak Associates, Inc. was retained originally to develop a strategy for completing the permitting for the outfall structure associated with the infrastructure improvement project. The consultant is now being retained to complete a wetland delineation to ascertain if the outfall is within the US Army Corps of Engineers jurisdiction and based on the findings to prepare a permit package. In addition, the consultant shall conduct pre-construction surveys for rare plants, burrowing owls, tree nesting raptors and bats in abandoned buildings as mandated in the Edenvale EIR Mitigation and Monitoring Plan and monitor the installation of the outfall during construction. Compensation under this Agreement is in an amount not to exceed $43,000.
Preparation of this staff memo has been coordinated with the Department of Planning, Building and Code Enforcement, the Finance Department, the City Attorney’s Office, the Redevelopment Agency and the Agency’s General Counsel.
Costs of consultant
services will be funded through the proceeds of the sale of the City of San
Jose Limited Obligation Improvement Bonds, Improvement District 99-218SJ
(Hellyer-Piercy) Bond Series 24Q. The
bonds will be secured by assessment imposed upon each property owner in the
District.
DEL D. BORGSDORF SUSAN F. SHICK
City Manager Executive Director
Redevelopment Agency