APPROVE contract amendment #5 with HDR Engineering, Inc., for the final design of the Salinas Rail Extension Kick Start Project, to amend the scope of work and budget to do plat maps and legal descriptions in preparation for property acquisition for the Salinas Rail Project, Package 2, without increasing the not-to-exceed amount.

The Salinas Rail Extension project is in the final design phase. TAMC hired HDR Engineering, Inc., in 2014, following a competitive Request for Proposals process, for the final design of the Salinas Rail Extension Kick Start project. Staff recommends approving this contract amendment to increase funds for certain tasks to assist in the property acquisition for Package 2. These costs can be offset by reducing the budget for other activities that cost less than anticipated.

Under this amendment, the total approved not-to-exceed contract amount will remain $2,511,997. Utility coordination (Task 4) has exceeded its estimated budget allocations due to multiple changes to the utility relocation plans for Packages 1 and 2; additional budget to complete this task is estimated at $3,882. The plat maps and legal descriptions work (under Task 11: Additional Items and Services: Design Support for Property Acquisition) is estimated to cost $58,800. There are sufficient funds within the current contract budget to cover these costs. This amendment will reallocate funds from completed or reduced contract tasks to fund this expanded task.

The Salinas Rail Extension Kick-Start Project final design is well underway and other activities are being pursued simultaneously. The project has been divided into three packages as follows:

1. Package 1: Lincoln Avenue Extension, circulation improvements and parking at the Salinas train station;
2. Package 2: Salinas layover facility and track improvements; and
3. Package 3: Santa Clara County station and track improvements (primarily at Gilroy).

Packages 2 and 3 are on hold at 75% design (completed in early 2016), pending review and feedback from Union Pacific railroad (UPRR). Package 1 has been the focus of HDR Engineering's design work. Utility coordination (Task 4) has exceeded its estimated budget allocations due to multiple changes to the utility relocation plans for Packages 1 and 2; additional budget to complete this task is estimated at $3,882.

Package 2 of the Salinas Rail Extension project includes a layover facility for up to six trains. The properties to be acquired for this layover facility include one full acquisition and five partial acquisitions abutting the UPRR rail line. TAMC hired a ROW acquisition team (AR/WS) on May 23, 2018, but did not include in that contract the plat maps and legal descriptions ("plats and legals") for these acquisitions.

Previous plats and legals completed in 2011 are out of date with the current 75% design plans for the project. The work to update the plats and legals (Task 11) involves reviewing title reports, doing boundary surveying, preparing legal descriptions and exhibits and a post-acquisition record of survey. The cost estimate for the plats and legals work is $58,800.

Staff and counsel have reviewed the original RFP and contract and have determined that this additional work is still within the scope of the original agreement.

Meanwhile, other tasks are completed or no longer needed (Task 3, topographic surveys; Task 5, coordination with Union Pacific; Task 11, design support for public outreach; and Task 13, traffic analysis). Therefore, staff recommends shifting funds dedicated to those tasks to instead increase funding for Task 4, utility coordination and Task 11, design support for property acquisition.

Attached is the draft contract amendment, including the revised scope of work and budget.