Title
Staff Report for a City of San Leandro City Council Resolution to Approve Amendment No. 2 for $21,964; and to Increase Cumulative Contract Amendments Cap from 10% to 25% (from $24,884 to $62,212) to an Existing Consulting Services Agreement with CSG Consultants, Inc. for Design Services on the Washington Avenue Reconstruction Project, Project No. 2018.4020
Staffreport
SUMMARY AND RECOMMENDATIONS
This action provides for additional scope of work required to design new storm drain lines, in addition to providing staff higher cumulative contract amendment authorization.
Staff recommends the following actions:
• Approve Amendment No. 2 to an existing Consulting Services Agreement with CSG Consultants, Inc. that increases the contract amount by $21,964, resulting in a total contract amount of $295,629; and
• Approve an increase to the cumulative Contract Amendments cap from 10% to 25% (from $24,884 to $62,212) for the contract with CSG Consultants, Inc. for the subject project.
BACKGROUND
In 2018, the Alameda County Commission (Alameda CTC) approved One Bay Area Government (OBAG) grant funding (to which the City applied in 2017 and was awarded) for the rehabilitation of Washington Avenue, between West Juana Avenue and Castro Street. The rehabilitation project includes reducing the existing high crown for better Americans with Disabilities Act (ADA) access, and all other modes of transportation. In addition, the project will upgrade all curb ramps on the frontage to comply with ADA requirements.
On May 18, 2020, the City Council approved a Consulting Services Agreement (CSA) with CSG Consultants, Inc. to provide design services for the project for $248,847. Subsequently, Amendment No. 1 for $24,818 was executed to upgrade the traffic signals, reduce curb radiuses, and improve pedestrian access at the Castro Street intersection. The reduction of the curb radiuses will force drivers to slow down and watch for pedestrians when making turns.
Amendment No. 2 will provide for the design of new storm drain (SD) systems, including potholing investigation of the existing utilities, and traffic control for the work. Storm drain inlets and pipes are required to maintain drainage after changes in the street grade necessary to meet ADA requirements. Regrading is required for new curb ramps located at the intersections of Washington Avenue and Williams Street, and Washington Avenue and Castro Street.
Analysis
New storm drain inlets are necessary to prevent water ponding at the new curb ramps located at Washington Avenue and Williams Street, and at Washington Avenue and Castro Street. Minimizing the amount of water in the gutter is important for pedestrians. Contracting with CSG is the most prudent way to obtain the design. The cost of Amendment No. 2 is $21,964, and the cost for Amendment No. 1 is $24,818, resulting in a total contract amount of $295,629, an increase of 18.8%. Without this design staff can either allow the water to pond until it evaporates or leave the grades unchanged, in which case the new pavement won’t meet ADA slope requirements.
Occasionally, changes to the scope of contracts are necessary to respond to new and previously unknown information or to include unanticipated additional items of work necessary for a complete product. To resolve these issues in a timely fashion and avoid delaying the completion of the bid documents for this project, staff requests authorization to issue cumulative contract amendments up to 25%, or $62,212 of the original contract amount. Without this authority, staff must return to Council for approval before any additional changes to the contract, which will result in delays to the completion of the design.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure.
Previous Actions
• On May 15, 2017, by Resolution No. 2017-071, the City Council authorized the City Manager to file an application for the One Bay Area Grant Funding through the Metropolitan Transportation Commission for the Washington Avenue Reconstruction project.
• On September 16, 2019, by Resolution No. 2019-157, the City Council authorized the City Manager to execute Program Supplement Agreement No. F028 with the State of California to provide $73,000 in grant funds for the design phase of the Washington Avenue Reconstruction project.
• On May 18, 2020, by Resolution No. 2020-046, the City Council authorized the City Manager to execute a consulting services agreement with CSG Consultants, Inc. for the design of the Washington Avenue Reconstruction Project, Project No. 2018.4020, and authorized change orders up to 15% of the original contract amount.
Applicable General Plan Policies
• Transportation Goal T-2: Design and operate streets to be safe, attractive, and accessible for all transportation users whether they are pedestrians, bicyclist, transit riders or motorists, regardless of age or ability.
• Transportation Goal T-3: Promote and accommodate alternative, environmentally friendly methods of transportation, such as walking and bicycling.
• Transportation Goal T-5: Improve major transportation arteries for circulation in and around the city.
• Transportation Goal T-7: Improve traffic safety and reduce the potential for accidents on San Leandro streets.
Environmental Review
• A Categorical Exclusion under the National Environmental Policy Act (NEPA) was determined by Caltrans, Local Assistance section, on January 18, 2019
Summary of Public Outreach Efforts
• The project is posted on the City’s website
• Properties and businesses adjacent to the work will receive notifications from the City, and a second notification will be sent by the Contractor prior to starting work.
Fiscal Impacts
The cost of this multi-fund project is detailed below. The budget authority section has details on funding types, accounts, and authorizations. CIP accounts are carried forward for five years or until the work is complete, whichever occurs first.
Design and Bid $405,000
Construction Contract $1,292,538
Construction Contingencies $258,507
Construction Management $129,410
Total $2,085,455
Consultant Agreement Amendment Summary:
Amend. No. Description Amount % of Orig. Fee
1. City requested additional $24,818 9.97%
scope to evaluate and upgrade
traffic signals, to reduce large
curb returns to improve pedestrian
access at Castro.
Proposed
2. Additional scope to design storm $21,964 8.82%
drain improvements
Agreement Amendment Total $46,782 18.79%
Budget Authority
This project is funded as follows:
Account No. Source Reso/Budget Year Amount
150-38-411 Federal Grant FY18/19 $1,048,000
141-38-411 Measure BB FY18/19 $120,206
Account No.
165-43-256 CDBG FY21/22Reso No. 2021-065 $494,836
Total $1,663,042
Additional Measure B or BB road funding will be requested after bids are opened and the exact amount needed is known for the construction phase of this project.
Attachments to Staff Report
• Original CSA - CSG
• CSA Amendment No. 1
Attachment to Related Legislative Files
Draft Amendment No. 2
PREPARED BY: Austine Osakwe, Senior Engineer, Engineering and Transportation Department