Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with Mark Thomas & Company in the Amount of $5,756,180 for the Bancroft Avenue and Williams Street Crosstown Corridors Project; and to Authorize the City Manager to Negotiate and Approve Amendments to the Agreement up to a Cumulative Value of $575,618 of the Original Amount
Staffreport
COUNCIL PRIORITY
• Quality of Life
• Public Safety
• Infrastructure
SUMMARY
Based on the evaluation of proposals received, staff recommend awarding a Consulting Services Agreement in the amount of $5,756,180 to Mark Thomas & Company, Inc. for the design of the Bancroft Avenue and Williams Street Crosstown Corridors Project. The Project will install Class IV bike lanes and complete street improvements along the two corridors of Bancroft Avenue and Williams Street.
RECOMMENDATIONS
Staff recommend awarding a Consulting Services Agreement in the amount of $5,756,180 to Mark Thomas & Company to provide professional design services for the Bancroft Avenue and Williams Street Crosstown Corridors Project; and authorize the City Manager to negotiate and approve amendments to the Agreement up to a cumulative value of 10% (or $575,618) of the original amount.
BACKGROUND
The Crosstown Corridors Study (Study), completed in 2022, identified Bancroft Avenue and Williams Street as high priority corridors in the 2018 Bicycle and Pedestrian Master Plan (BPMP) through a community-based planning process. The Study reviewed and identified how to enhance safety, access, and mobility for all roadway users along Bancroft Avenue and Williams Street. These two major corridors would provide important connections to schools (six elementary schools, two middle schools, and one high school), transit, recreation areas, as well as regional and local parks. The Study provided recommendations for Class IV bikeways and complete street improvements along the Bancroft Avenue corridor from East 14th Street to Durant Street, and Williams Street corridor from San Leandro Boulevard to Neptune Drive.
The Study provided the City with a community-based transportation plan to pursue grant funding for the Bancroft Avenue and Williams Street Crosstown Corridors Project (Crosstown Corridors Project). In March 2023, the City was awarded $4 million of federal grant funds for the Project through the Department of Transportation Federal Highway Administration’s Highway Infrastructure Program set aside Community Project Funding. Subsequently, in June 2025, the Alameda County Transportation Commission (Alameda CTC) awarded the Project $2 million through its 2026 Comprehensive Investment Plan. Both grants, in addition to local funds, will support the design phase of the Project.
Analysis
A Request for Proposals (RFP) No. 64282 was published on the City’s website on February 26, 2026 soliciting qualified consultants to develop plans, specifications, and estimates (PS&E) for the Bancroft Avenue and Williams Street Crosstown Corridors Project. The RFP requested consultants provide scope of services including project management, stakeholder and utility coordination, and PS&E development (35%, 65%, and 100%) for the design phase of the Project.
On March 26, 2026, staff received two proposals in response to the RFP. In instances where only two qualified consultants respond to the solicitation, the City may proceed with evaluation and selection of a preferred consultant team if it is determined the solicitation did not contain conditions or requirements that arbitrarily limited competition per 23 CFR 172.7(a)(1)(iv)(D). The proposal and submittal requirements were stated in the RFP and the responses to questions received during solicitation were timely posted. The proposal criteria for San Leandro Business Preference in reference to San Leandro Municipal Code §1-6-225 provided further scoring to encourage qualified prime contractors to use San Leandro businesses as subcontractors to participate in City projects. The proposal requirements, submittal requirements, and proposal criteria are in accordance with the City’s procurement practice and procedures and did not contain conditions or requirements that arbitrarily limited competition. The City solicited prospective consultant teams through a number of sources including firms signed up through the City’s bid posting notification system, Alameda County Transportation Commission Contract Opportunities, and a list of relevant firms. In consideration of funding deadlines, it would not be practical to recompete under a new solicitation per 23 CFR 172.7(a)(3)(iii)(C), and therefore staff recommend proceeding with the described procurement process for selection.
The proposal selection committee composed of City Staff reviewed and evaluated the proposals based on the consultant team’s understanding of the project objectives, key risks and challenges; their qualifications including successful completion of similar projects; technical expertise performing related work; method of project management; quality control and quality assurance; team composition; and ability to apply San Leandro Business Preference and participation goals to perform the work.
After evaluation of proposals received, Mark Thomas & Company (Mark Thomas) was selected as the top-ranked consultant team. Most notably, Mark Thomas recently completed the design of Alameda CTC’s East Bay Greenway Project along San Leandro Boulevard between the City’s northern limits and East 14th Street and is also currently finalizing the design of the next phase of the East Bay Greenway Project along East 14th Street to the City’s southern limits. The East Bay Greenway Project involves several design elements and challenges similar to those planned for the Crosstown Corridors Project. In addition, the East Bay Greenway Project also required extensive outreach and coordination with stakeholders and reviewing agencies that will also be consulted during design development of the Crosstown Corridors Project, such as Union Pacific Railroad, CalTrans, and the San Leandro Unified School District.
Mark Thomas proposes to perform the required scope of work for a Not-to-Exceed amount of $5,756,180, which is approximately 13% of the preliminary construction cost estimate of $44.18 million escalated at an industry rate of 3% since the estimated was developed during the Crosstown Corridors Study in 2022. This aligns with the historical industry standard of design costs representing approximately 12%-15% of construction costs. In addition, based on consultation with Alameda CTC, staff find that Mark Thomas’ proposed fee is in alignment with design costs ($3.6 million) for the San Leandro Boulevard section of the East Bay Greenway Project as a percentage of construction costs ($23.9 million), or 15%.
To minimize delay to the project and ensure scope of work is adjusted as needed to provide the highest quality project for the City, staff request that the City Council authorize the City Manager to negotiate and approve amendments to the Agreement up to a cumulative value of 10% (or $575,618) of the original contract amount.
Previous Actions
• On June 29, 2017, by Resolution No. 2017-085, the City Council approved the Administering Agency-State Agreement No. 04-5041F15
• On November 21, 2022, by Resolution No. 2022-201, the City Council approved the San Leandro Crosstown Corridor Study
• On November 17, 2025, by Resolution No. 2025-148, the City Council executed Program Supplement Agreement No. F031 with the State of California, and accepted and appropriated $4,000,000 in Federal grant funding for the Project
• On November 17, 2025, by Resolution No. 2025-149, the City Council accepted and appropriated $2,000,000 in Alameda CTC grant funding for the Project
Committee Review and Actions
• Several updates on the Study were provided to the Bicycle and Pedestrian Advisory Committee (BPAC), the most recent update occurring on July 20, 2022
• On November 3, 2022, the City Council Facilities and Transportation Committee reviewed and recommended approval of the Crosstown Corridor Study
Applicable General Plan Policies
• Policy T-2.1 Complete Streets Serving All Users and Modes. Create and maintain “complete” streets that provide safe, comfortable, and convenient travel through a comprehensive, integrated transportation network that serves all users
• Policy T-3.1 Citywide Bikeway System. Develop and maintain a bikeway system that meets the need of both utilitarian and recreational users, reduces vehicle trips, and connect residential neighborhoods to employment and shopping areas, BART stations, schools, recreational facilities and other destinations throughout San Leandro and nearby communities
• Policy T-3.3 Designing for Multiple User Groups. Recognize the dual needs of experienced cyclists relying on bicycles for commute trips and daily travel and less experienced cyclists using bicycles principally for recreation. Where needed, develop facilities designed to serve each user group, with recreational routes primarily using low-volume streets and off-street bike paths.
• Policy T-3.7.C - Pedestrian and Bicycle Crossing Improvements. Improve crossings for pedestrians and cyclists at intersections in the City through the use of variable pavement materials, small curb radii, bulb outs, street trees and landscaping near corners, and other measures which shorten pedestrian crossings or increase driver awareness of non-vehicle traffic
• Policy T-7.2 - Capital Improvements: Identify capital improvements and other measures which improve the safety of bicyclists, pedestrians, and motor vehicles on San Leandro streets
Environmental Review
The Project will be required to undergo environmental review and obtain environmental clearance in accordance with the National Environmental Policy Act (NEPA).
Summary of Public Outreach Efforts
• During the project study from August 2021 to July 2022, Pilot City student ambassadors distributed project information fact sheets by walking door-to-door to encourage the community to provide project feedback
• On August 7, 2021, a community pop-up workshop was conducted at the Farrelly Pool ribbon cutting event to receive feedback on the project
• On August 21, 2021, a community pop-up workshop was conducted at the Bayfair Farmer’s Market to receive feedback on the project
• On August 25, 2021, a community pop-up workshop was conducted at the Downtown Farmer’s Market to receive feedback on the project
• On March 12, 2022, a community open house was hosted at John Muir Middle School to discuss the project’s design concept and preferred alternative conceptual design
• On March 19, 2022, a community open house was hosted at San Leandro High School to discuss the project’s design concept and preferred alternative conceptual design
• On August 13, 2022, the City conducted a pop-up temporary bicycle facility at three locations: Williams Street in front of Halkin Elementary School, Bancroft Avenue at Victoria Circle, and Bancroft Avenue at Toyon Park. The community was invited to provide feedback and experience of the two-way separated bikeway
Legal Analysis
The consultant contract exceptions to the City’s standard agreement. The exceptions were reviewed by the City Attorney’s Office and negotiations ensued. The final contract is approved as to form.
Financial Impacts
The Project design costs are as follows:
Design Contract with Mark Thomas & Company $5,756,180
Continency (10%) $575,618
Total Design Cost $6,331,798
Sufficient funds are included in the FY 2027 adopted budget for design services:
Federal Grant - 150-38-550: $4,000,000
FY 26 CIP Allocation - 150-38-550: $500,000
ACTC Grant - 155-38-550: $2,000,000
HUTA - 142-38-550: $110,000
Total Design Budget $6,610,000
This Council action will not impact fund balance because there are funds available in the FY 2027 adopted budget.
ATTACHMENTS
A: Draft Resolution
B: Scope of Services
C: Compensation Schedule
D: Contract Agreement Exceptions
PREPARED BY: Robin Chee, Associate Engineer, Public Work Department - Engineering Division