Title
Resolution to Approve a Consulting Services Agreement with Nichol Consulting Engineers for the Design of the Annual Street Paving 2021-2023, Project No. 2022.0050 for an Amount Not to Exceed $1,065,000; to Authorize Individual Agreement Amendments Up to 10% ($106,500); and to Authorize Cumulative Agreement Amendments Up to 25% ($266,250)
Staffreport
SUMMARY AND RECOMMENDATIONS
This action will approve a Consulting Services Agreement (CSA) with Nichol Consulting Engineers (NCE) for the civil engineering design of the Annual Street Paving 2021-2023, consisting of 88 street segments dispersed throughout the City.
Staff recommends the following actions:
• Authorize the City Manager to execute a CSA with NCE for $1,065,000 for the subject project;
• Authorize the City Manager to negotiate and approve individual agreement amendments up to 10% ($106,500) of the original agreement amount; and
• Authorize the City Manager to negotiate and approve cumulative agreement amendments up to 25% ($266,250) of the original agreement amount.
BACKGROUND
Streets are a critical component of the City’s infrastructure, and their condition is an important factor in the quality of life for residents and the vitality of local businesses. Good pavement conditions increase the efficiency of transporting goods, improve bicycle safety, and make walking more appealing. Each day, residents are dependent on safe, reliable local streets and roads to begin and end their daily commutes. Police, fire, and emergency medical services all rely on safe and reliable roads to respond quickly to calls for service.
Improving the City’s average Pavement Condition Index (PCI) has been of high priority to the residents and City Council. On November 4, 2014, voters in Alameda County passed Measure BB tax measures with the goal of improving local roadways as one of their main objectives. In addition, voters in San Leandro passed Measure HH tax measures as a guaranteed funding source for essential City services, including improvement to local roadways.
This project will involve pavement work on 88 street segments comprised of 11 arterial streets, 13 collector streets, and 64 local streets. The project has a total project cost of approximately $14,500,000. A tentative list and location map of the street segments to be restored is attached. This list is subject to change based on information discovered during the design phase.
The streets within the project will receive either replacement of the top layer of asphalt or a 3/8” rubberized seal. Streets in need of complete reconstruction are not included in the project because the cost of that work would require a significant reduction in the number of streets included and result in a lower overall pavement condition for the City. Staff anticipates that reconstruction of streets with failed pavement will resume with the following street pavement project. The project also includes improvements to bike and pedestrian access within the project limits, curb ramps, and sewer point repairs.
To accelerate project delivery four contracts will be bid:
• Curb ramp repairs
• Sanitary sewer point repairs
• Paving surface seal improvements (asphalt rubber cape seal)
• Paving rehabilitation (mill and fill)
Analysis
A consultant is needed to provide design services and prepare construction documents for the surface seal work and paving rehabilitation (mill and fill) work. The scope of work includes design of items such as Rapid Rectangular Flashing Beacons (RRFBs), sidewalk bulb outs, and landscape planters as appropriate.
A request for proposals for design of street pavement repair was issued in 2017 that resulted in responses from three design firms. NCE was the top ranked firm and has successfully completed one project with the City. A second project with NCE is near the end of the design phase, and staff proposes to contract with NCE again for this project. This will be the third and final contract issued based on their rank as the most qualified firm from the previous selection process.
This contract represents staff’s current understanding of the work required. This contract includes tasks for project management, field investigations and review of existing conditions, pavement design, utility coordination and permitting, review, and assist staff to identify defective sewer lines for repair, as well as preparation of bid and construction documents for both street paving surface seal and rehabilitation treatments. Also included are costs for bid support and assistance during construction. 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. For example, street selections for improvements may change based on the result of field surveys and ‘Complete Streets’ evaluations that are completed during the design process may identify additional improvements which should be added to the project at selected locations. To resolve these issues in a timely fashion and avoid delaying completion of the bid documents for this project, staff requests authorization to issue individual contract amendments to the consultant up to 10%, or $106,500 each, and cumulative contract amendments up to 25%, or $266,250 of the original contract amount.
Current Agency Policies
• Maintain and enhance the City’s infrastructure.
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.
Permits and/or Variances Granted
Encroachment permits will be obtained for any work outside the City right of way. This contract service agreement includes tasks for the consultant to prepare necessary encroachment permit applications for work in Caltrans, Bart, and Railroad right of way as appropriate.
Environmental Review
This project is categorically exempt per Section 15301(c) of the California Environmental Quality Act (CEQA) guidelines and a notice will be filed with the Alameda County Recorder’s office.
Fiscal Impacts
The cost of this multi-fund project is detailed below. The budget authority section has details on the funding types, accounts, and authorizations. CIP accounts are carried forward for five years or until the work is complete, whichever comes first.
Design and Bid $1,350,000
Construction Contract $12,208,000
Design and Construction Contingencies $825,000
Construction Management $175,000
TOTAL $14,558,000
Budget Authority
The project is funded as follows:
Account No. Reso, Appropriation Dates & Source Amount
190-31-804 FY 2022 ARPA Grant $3,600,000
140-38-520 FY 2022-23, Gas Tax 2022 $500,000
140-38-521 FY 2022-23, Gas Tax 2023 $500,000
144-38-520 FY 2022-23, Measure B $1,005,000
210-38-521 FY 2022-23, General Funds 2023 $8,953,723
Total Appropriation $14,558,723
Attachment to Staff Report
• Attachment A Resolution
• Attachment B Map of Streets
• Attachment C List of streets
• Attachment D CSA with NCE
PREPARED BY: Mark Goralka, PE, Associate Engineer, Engineering and Transportation Department