Title
Staff Report for a City of San Leandro City Council Resolution to Approve a Consulting Services Agreement with Fehr & Peers for an Amount Not to Exceed $349,248 for the Crosstown Class IV Corridors Study, Project No. 2020.4220; to Authorize Individual Agreement Amendments Up to 10% ($34,925); and to Authorize Cumulative Agreement Amendments Up to 15% ($52,387) and Appropriate $349,248 of Special Grant Funds and $97,639 of Measure BB Street Funds for the Total Project Budget of $446,887 in Fiscal Year 2020-21
Staffreport
SUMMARY AND RECOMMENDATIONS
This City Council action will authorize the City Manager to execute a Consulting Services Agreement (CSA) with Fehr & Peers to prepare a planning study for the Class IV Corridors for bicycles along Bancroft Avenue and along Williams Street.
Staff recommends the following actions:
• Authorize the City Manager to execute a CSA with Fehr & Peers for up to $349,248 for the subject project;
• Authorize the City Manager to negotiate and approve individual agreement amendments up to 10% ($34,925) of the original agreement amount; and
• Authorize the City Manager to negotiate and approve cumulative agreement amendments up to 15% ($52,387) of the original agreement amount; and
• Appropriate $349,248 of Special Grant funds and $97,639 of Measure BB Street funds the total project budget of $446,887 in fiscal year 2020-21.
BACKGROUND
The Crosstown Class IV Corridors study project was identified as a high priority in the 2018 Update of the Bicycle and Pedestrian Master Plan (BPMP) based on a robust public planning process, review of existing data, and on the ground conditions. The Crosstown Class IV Corridors Study seeks to review and identify how to improve safety, access, and mobility for all roadway users along Bancroft Avenue and Williams Street. The proposed project will develop a community-based Class IV Corridor Study for these two major roadways and by doing so, will help transition San Leandro’s transportation network into a safer and more accessible system for all users.
In October 2019, the City of San Leandro applied for a Caltrans Sustainable Transportation Planning Sustainable Communities Grant for the Crosstown Class IV Corridors Study. On June 18, 2020, the City was conditionally awarded a Sustainable Transportation Planning Grant to study the implementation of Class IV bicycle lanes on Bancroft Avenue and Williams Street in the Crosstown Class IV Corridors Study (Study). The grant amount was $349,248 and the City agreed to provide a minimum matching amount of $45,252 for a total of $394,500 for the Crosstown Class IV Corridors Study.
Analysis
A request for proposals for consultant planning services for the Class IV Corridors Study was posted on the City’s website and emailed to firms that expressed interest in working with the City. This effort resulted in the receipt of three proposals from consulting firms. Staff ranked the proposals and checked references for the top ranked firm, Fehr & Peers. Fehr & Peers was chosen based on demonstrated technical competence, the consultant team proposed, and their record of past performance.
This contract for $349,248 represents staff’s current understanding of the work required. Occasionally, changes to the scope of contracts are necessary to respond to new information, or to include additional items of work necessary for a complete product. In order to resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to issue individual contract amendments to the consultant up to 10%, or $34,925 each, and cumulative contract amendments up to 15%, or $52,387 of the original contract amount.
Current Agency Policies
• Maintain and enhance the City’s infrastructure
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
Previous Actions
• Several updates on the proposed Study were provided to the Bicycle and Pedestrian Advisory Committee (BPAC), the most recent occurring on May 21, 2020.
• Several updates on the proposed Study were provided to the City Council Facilities and Transportation Committee, the most recent occurring on February 3, 2021.
• On September 8, 2020, by Resolution No. 2020-110, the City Council authorized the City Manager to execute Agreement No. 74A1244 with the State of California to provide $349,248 in grant funds for the Crosstown Class IV Corridors 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-3.2 Funding. Maximize the City’s eligibility for funding for bicycle and pedestrian improvements, and aggressively pursue such funding to complete desired projects.
• 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
Environmental Review
The Project qualifies for a statutory exemption from the California Environmental Quality Act (CEQA) per California Public Resources Code Section 21080.19 “Restriping of Streets or Highways”.
Fiscal Impacts
The cost of this consulting services agreement is $349,248. If contract amendments are necessary, they will not exceed $34,925 individually, or $52,387 cumulatively without City Council approval.
The awarded Sustainable Transportation Planning grant funds in the amount of $349,248 require a minimum local match of $45,252. A total $97,639 of Measure BB Street funds will be used to meet the match requirement, staff time, contract amendments, and provide a total of $446,887 for the Study.
Budget Authority
Account No. Source Reso/Budget Year Amount
150-36-455 Measure BB Grant FY20/21 $349,248
141-36-455 Measure BB FY20/21 $97,639
Total $446,887
Attachment to Related Legislative File
• Consulting Service Agreement with Fehr & Peers
PREPARED BY: Sheila Marquises, Principal Engineer, Engineering and Transportation, Department