CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date: August 15, 2012

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1 CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date: August 15, 2012 TO: VIA: FROM: City Council Gus Vina, City Manager Greg Shields, Interim Director of Engineering and Public Works Finance Department Kipp Hefner, Associate Civil Engineer SUBJECT: Authorization to appropriate Federal Interstate Maintenance Discretionary grant funds and approve a contract amendment with Dokken Engineering in the amount of $200,000 to complete the Project Approval/ Environmental Document (PA/ED) for the I-5 Interchange at Encinitas Boulevard Project (CS04B). BACKGROUND: In response to Caltrans I-5 North Coast Corridor Project (I-5 NCC), and in conjunction with the FY2003/04 and 2004/05 Capital Improvement Program, Council initiated the I-5 Interchange at Encinitas Boulevard project (CS04B) and authorized funding for the Project Study Report and design. On January 19, 2005 Council awarded a contract to Dokken Engineering to prepare a Project Summary Report to analyze possible alternatives to improve the I-5 interchanges at Birmingham Drive, Santa Fe Drive, Encinitas Boulevard and Leucadia Boulevard as part of the larger I-5 NCC project being undertaken by Caltrans (Attachment A). The City of Encinitas was the only local agency along the I-5 corridor to receive approval from Caltrans for an advanced preliminary study on all interchanges throughout the city. The Project Summary Report provided the city with a means to have an input into the alignment layouts for each interchange within the City, as part of the I-5 widening project. Once the Project Summary Report had been completed, the City of Encinitas and Caltrans concurred on preferred alternatives on all interchanges, except for Encinitas Boulevard. Caltrans agreed to consider the City s preferred alternative for Encinitas Boulevard if the City completed a Project Approval/Environmental Document (PA/ED) and identified a funding source for the additional construction costs. On June 11, 2008 Council approved an amendment to the contract with Dokken Engineering to prepare the PA/ED (Attachment B). 08/15/2012 ITEM #04 1

2 Since then Dokken Engineering has been preparing the environmental documents (ED) for the project. City staff, Dokken Engineering, and CALTRANS have met at regularly scheduled Project Development Team (PDT) Meetings over the past four years to review and discuss the progress on the environmental documents. These documents, most likely a Mitigated Negative Declaration for CEQA and Findings of Non-Significant Impact (FONSI) for NEPA, are anticipated to be completed by the end of ANALYSIS: During the preparation of the environmental documents for the project, CALTRANS requested the City explore modifications to the City s preferred alternative. Originally, the City s preferred alternative consisted of a partial cloverleaf design; however, CALTRANS requested it be modified to a full diamond design. Subsequent to this modification CALTRANS requested the full diamond design to be further modified by moving the ramps closer to Interstate 5. These modifications resulted in the project s footprint extending further along Interstate 5. The analysis of the modifications resulted in required changes to the environmental documents. These changes in the City s preferred alternative, along with the corresponding changes to the environmental documents, were not part of the scope of work in Dokken Engineering s original contract. Consequently, an amendment to the contract with Dokken Engineering is needed. On February 17, 2010 Council approved a FY2011 Federal Appropriations request that included funding for the I-5 Interchange at Encinitas Boulevard project (Attachment C). The City was notified on August 4, 2010 that the project was awarded $285,000 in Federal Interstate Maintenance Discretionary (IMD) Funds. Subsequently, staff has been working with Caltrans Local Assistance to complete the necessary paperwork required prior to authorization for the City to expend the funds, and that authorization was received in June The request to appropriate the funds to the project is predominantly a housekeeping item that will allow staff to accurately track the grant related costs. FISCAL AND STAFF IMPACTS: The I-5 Interchange at Encinitas Boulevard Project (CS04B) is included in the FY2011/12 through FY2016/17 Capital Improvement Program, has an approved budget of $1,370,000 and is currently funded with Traffic Mitigation funds. The award of $285,000 in Federal IMD funds will augment the budget, increasing the total project budget to $1,655,000. The City is responsible for a match to these grant funds in the amount of $36,925. The project has a balance of $54,225, therefore there are sufficient funds within the project to meet this requirement and no additional City funds are being requested. RECOMMENDATION: Staff recommends that City Council appropriate $285,000 in Federal Interstate Maintenance Discretionary funds and authorize a contract amendment with Dokken Engineering in the amount of $200,000 for the I-5 Interchange at Encinitas Boulevard Project (CS04B). 08/15/2012 ITEM #04 2

3 ATTACHMENTS: Attachment A 1/19/2005 Agenda Report awarding contract for CMS04B Attachment B 6/11/2008 Agenda Report amending contract for CMS04B Attachment C 2/17/2010 Agenda Report requesting Federal funds 08/15/2012 ITEM #04 3

4 OF ENCINITAS AGENDA REPORT CITY COUNCIL Meeting Date January TO VIA FROM City Council CITY J AJv Kerry Ro eo L Miller Director of Engineering Services pl er Cota SUBJECT Award of contract to Dokken Engineering in the amount of for consulting services to develop a Project Study Report for the Encinitas Blvd ll 5 Interchange CMS01 E BACKGROUND traffic volumes have Due to the continuing development in the north coast area of San Diego County steadily increased on Encinitas Blvd to the point that significant traffic congestion now occurs at the Encinitas Blvd ll5 Interchange The Encinitas Blvd ll 5 Interchange must be upgraded to accommodate the projected year 2030 peak hour and 2030 average daily traffic volumes ADT that are expected as a result of increasing regional and local development Without improvements interchange the level of service on both the northbound and southbound on ramps project will begin with a Project Study Report to evaluate potential design alternatives to the will be IF The Three qualified engineering firms submitted proposals to prepare a Project Study Report In conformance with State Law staff went through a qualification based selection procedure and selected Dokken Engineering as the best qualified firm Based on Dokken s proposal A fee was negotiated in the amount of DISCUSSION The proposed contract with Dokken Engineering will allow the Manchester l5 Interchange to proceed on schedule Dokken Engineering is presently the consulting engineer on both the Manchester l5 Interchange and the McKinnon Bridge project Dokken Engineering is on schedule with both projects Furthermore Dokken Engineering was the design engineer on the Leucadia l5 interchange project that was completed ahead of schedule and under budget The Project Study Report is estimated to take two years to be completed and obtain approval from both CALTRANS and the FHWA This project is just at the conceptual phase Several design alternatives will be developed during the conceptual design phase Total project costs are estimated to run between to Consequently Dokken s contract will be around 2 of the total project costs 3 08/15/2012 ITEM #04 4

5 IMPACT The funds for this contract are included in the 5 year CIP RECOMMENDATION It is recommended that the City Council award the Encinitas Blvd in the amount of contract to Dokken Engineering ll5 Interchange Project Study Report FISCAL 08/15/2012 ITEM #04 5 3

6 CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date June TO City Council VIA FROM rcp Phil otton City Manager ennifer Smith Finance Director Cota Robles Director of Engineering Services SUBJECT Approve amendment to contract with Dokken Engineering to prepare a Project ApprovalEnvironmental Document PNED for the Encinitas Blvd I 5 Interchange CMS04B in the amount of BACKGROUND Due to the continuing development in the north coast area of San Diego County traffic volumes have steadily increased on Encinitas Blvd to the point that significant traffic congestion now occurs at the Encinitas BlvdI 5 Interchange The Encinitas Blvd l1 5 Interchange must be upgraded to accommodate the projected year 2030 peak hour and 2030 average daily traffic volumes ADT that are expected as a result of increasing regional and local development Without improvements to the interchange the level of service on both the northbound and southbound on ramps will be F On January City Council awarded a contract to Dokken Engineering to prepare a Project Summary Report that analyzed possible alternatives to improve the 1 5 interchanges at Birmingham Drive Santa Fe Drive Encinitas Blvd and Leucadia Blvd as part ofthe larger 1 5 widening project being done by CALTRANS The City of Encinitas was the only local agency along the 1 5 Conidor which got approval from and worked with CALTRANS to prepare an advanced preliminary study on all the 1 5 interchanges through our City The Project Summary Report allowed the City to provide input into the decision process on what type of alignment layout would be considered for each interchange as part of the 1 5 widening project being done by CALTRANS ANALYSIS At the completion of the Project Summary Report the City of Encinitas and CALTRANS were in mutual agreement on which alternatives were preferred and would proceed through the Environmental process and design at the interchanges for Birmingham Drive Santa Fe Drive and Leucadia Blvd However an agreement could not be reached on which alternative was the 73 08/15/2012 ITEM #04 6

7 preferred alternative for the Encinitas Blvd II 5 Interchange After analyzing numerous possible alternatives for the Encinitas Blvd II 5 Interchange the preferred alternatives were narrowed down to two alternatives a minimum build full diamond configuration See Attachment A and a modified partial cloverleaf alternative See Attachment B CALTRANS prefers the minimum build full diamond configuration alternative This alternative is the less costly of the two alternatives because the existing underpass does not have to be tom down and rebuilt However this alternative provides unacceptable levels of service inadequate ramp storage queues significantly inipacting City streets The City of Encinitas prefers the modified partial and ten critical cloverleaf alternative which proposes a loop ramp for the northbound on ramp and a diamond Under this alternative configuration for both the southbound on ramp and southbound off ramp the existing 1 5 Bridge needs to be tom down and undercrossing lowered 3 5 feet which is why it is 32 million more expensive than the minimum build alternative Even though this alternative is more costly it provides acceptable levels of service adequate ramp storage and no critical queues CALTRANS has expressed a willingness to use the City s preferred alternative if the City can identify a source for the additional construction funding and if the City continues the process by completing a Project ApprovallEnvironmental Document paled for the City s preferred alternative This would include getting environmental clearance on the City s preferred alternative Maintaining acceptable levels of service on Encinitas Blvd in the vicinity of 1 5 is critical to the overall traffic circulation within the City Staff therefore strongly recommends continuing current efforts on the City s preferred alternative including working with State and Federal representatives to secure necessary funding The City already has a contract with Dokken Engineering who prepared the Project Summary Report which included looking at all possible alternatives for the Encinitas B1vd II 5 Interchange Dokken Engineering was the engineer of work on both the Leucadia Blvd II 5 Interchange project and the Manchester Ave II 5 Interchange Project Study Report and has shown a consistent ability to get projects done on schedule and within budget Furthelmore Dokken Engineering has a very good working relationship with CALTRANS Staff recommends that City Council authorize the Director of Engineering Services to amend the existing contract that the City has with Dokken Engineering in order to have the Proj ect ApprovalEnvironmental Document paed completed for the City s preferred alternative for the Encinitas Blvd I 5 Interchange Dokken Engineering has submitted a proposal to perform the required analysis and reports for a total not to exceed FISCAL AND STAFF IMPACTS The current contract with Dokken Engineering is in the amount of The Encinitas Blvd 1I5 Interchange PAlED is contained in the City s six year Capital Improvement Program To date has been appropriated to the project and an additional was approved for FY bringing the budget total to If Council approves the recommended amendment the contract amount would be increased by to /15/2012 ITEM #04 7

8 RECOMMENDATION It is recommended that the City Council authorize the Director of Engineering the existing contract with Dokken Engineering in the amount of to prepare the City s preferred alternate for the Encinitas BlvdI 5 Interchange Services to amend the PAlED for Attachments Attachment A Minimum BuildFull Diamond Configuration Alternate Attachment B Modified Partial Cloverleaf Alternative 75 08/15/2012 ITEM #04 8

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11 Mayar and City Council Members zoaz Agenda Item 02 CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date February TO VIA Phil Cotton City Manager oa FROM Bob McSeveney Senior Management Analyst SUBJECT Fiscal Year 2011 Federal Appropriations Priority Project Requests BACKGROUND Each year the City has the opporlunity to request federal funding through the SOjh Congressional District Representative Brian Bilbray s office has asked for Fiscal Year 2011 appropriation requests to be submitted to lus office by rebruary Iast year Representative Bilbray recommended federal funding for three Encinitas projects The Encinitas Solana Beach Shoreline Protection Feasibility Study received the Interstate 5Encinitas Blvd Interchange Project received and the Leucadia Flood Control Project While the federal appropriations process allows congressional representatives to submit funding pnarities there is no funding guarantee Various House and Senate appropriations committees are responsible for evaluating the requests and determining which will be included in the Congressional budget submitted for Presidential approval Two projects in the City s FI 2010 federal application will not carry over to the FY 2011 application The Grade Separated Pedestrian Crossings project and the La Costa Avenue Rail Bridge Improvements project are both the responsibility of the San Diego Association of Governments SANDAG and will be carried forward as regional transportation projects ANALYSIS Far the federal Fiscal Year 2011 the City will be submitting a total of three appropriation requests Summaries of each project request are listed below 1 Encinitas S1vdJInterstate 5 Interchange Modification Desimn Documentation Phase The California Departinent of Transportation Caltrans is currently conducting freeway widening studies on Interstate 5 between La Jolla Village Drive in San Diego and Vandergrift Boulevard in Oceanside The Encinitas Blvd Interstate 5 interchange is approximately inid point in the 08/15/2012 ITEM #

12 expansion project Caltrans has ageed to consider a revised alternative plan at the Encinitas Blvd interchange if the City provides the Project Authorization Environmental Document an alternative that would improve traffic flow through the year 2030 Environmental documentation should be completed December 2010 with the assistance of previously awarded federal funding and local funding through CIP project CMS04B The current request will assist the City in completing design documentation plan specifications and estimates for the project This documentation must be completed to keep pace with Caltrans construction schedule Growth and development in the area have led to congestion and decreased traffic operations within the interchange Currently no sidewalks or bike lanes exist in the project area The Encinitas Blvd Interstate 5 Interchange Modification Project will construct improvements to ease congestion improve traffic operations and increase the safety of motorists bicyclists and pedestrians within the project area at the Encinitas Blvd interchange with Interstate 5 Federal Appropriations Request Encinitas Solana Beach Shoreline Protection Feasibility Studv In the Iast 15 to 20 years the Encinitas Solana Beach sl7oreline has been severely eroded During stozm events waves overtop the Coast Highway 101 necessitating road closures traffic delays and causing damage to public mfrastnicture The lack of beach sand along the coastline facilitates wave action that undermines the coastal bluffs The undercut bluffs present dangerous public safety hazards and properiy loss through active or potential bluff failures diminishes public recreational use of the coastal shoreline and associated economic activiry related to tourism The lack of sand on the beach The project will consist of an initial placement of approximately 15 million cubic yards of sand along two coastal shoreline segments each approximately8000 feet in length within the boundaries of Solana Beach and the City of Encinitas The beaches would bere nourished once every 5 years during a federal participation period of 50 years First construction cost is estimated at 15 million cost shared 65 federal f 35non federal The total estimated project cost is 44 million 15 million first construction and 29 million re nourishment Fiscal Year 2011 federal request is for the Army Corps of Engineers Encinitas Solana Beach Shoreline Erosion Project continued wark on the FedeNaZ Appropriations Request Leucadia Flood Control Project The project encompasses the design engineering and environmental review phases of an underground storm drain system with capacity to convey the peak flow rate from a 100 year frequency storm event A large storm drain system is required to convey the undetained runoff from filie Leucadia watershed Preliminary results show that for a 100 year storm event a5foot diameter pipe is required at the upstream end of the watershed eventually transitioning to a9foot diameter pipe at the outlet This includes utilization of the existing2foot storm drain as a low flow 08/15/2012 ITEM #

13 system discharging to the detention basins north of La Costa Avenue to preserve water quality The proposed project storm drain system would be designed to address the floodplain for up to a 100 year storm event The project will improve water quality by preventing pollution and contaminants from flood events from entering Batiquitos Lagoon one of the few remaining tidal wetlands on the southern California coast of the United States The City hopes to develop a project financing strategy based on a Federal State and local partnership Federal Appropriation Request 1000 FISCAL AND STAFT IMPACTS No fiscal impact in submitting federal appropriation requests RECOMMENDATION Approve Fiscal Year 2011 federal appropriation priority project requests 08/15/2012 ITEM #