Title
Staff Report for a Resolution to Increase the Maximum Contract Change Order Percentage from 25% to 40% (from $64,623 to $103,396, an increase of $38,773) for Purchase Order No. 55997 with WRECO for Design Services Related to the Annual Overlay / Rehabilitation 2016-17 Project, Project No. 2017.0050
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council increase the maximum contract change order percentage from 25% to 40% (from $64,623 to $103,396, an increase of $38,773) for design services related to the timely inclusion of bicycle and safety improvements in the project.
BACKGROUND
The project will repair and replace street pavement on fifteen street segments throughout the City and will ensure that the subject streets provide facilities for all users to the maximum extent possible. Bike lanes, speed cushions, signage, safe crosswalks, and Americans with Disabilities Act (ADA) compliant curb ramps will be included in the work to ensure that the streets are comfortable and safe for all users and adhere to the City’s complete streets philosophy.
The City entered into a $258,490 contract with WRECO for design of the project. Phase one of the project has been designed and bid, and is now in construction. Phase two of the project is still being designed. The original contract with WRECO has limited design of bicycle and pedestrian facilities. During the design phase of the project staff determined the extent of bicycle and pedestrian facilities needed exceeded the scope included in the original contract.
The City has issued two contract change orders to WRECO as follows: Contract Change Order No. 1 for design of bicycle lanes on Washington Boulevard and safety improvements at the intersection of San Leandro Boulevard and Park Street.
Contract Change Order No. 2 for design of pedestrian crossing improvements at the intersection of Doolittle Drive and Bermuda Avenue and at the intersection of Estudillo Avenue and Collier Drive.
Analysis
During design of the improvements staff determined that San Leandro Boulevard would be safer and better accommodate all users by changing the roadway from a four-lane road to a two-lane road with a two-way left turn lane; this change is commonly referred to as a road diet. This safety-related change has resulted in an opportunity to enhance and increase pedestrian crossings on San Leandro Boulevard. Staff now recommends that sidewalk extensions, or bulb outs, should be included on San Leandro Boulevard at a new pedestrian crossing at Park Street as well as at an existing marked crosswalk at Lorraine Boulevard.
Design of sidewalk bulb outs at these locations is beyond the scope of work included in the current contract with WRECO and an additional contract change order is required to complete the design for this work.
In lieu of sidewalk bulb outs, striping could be used to differentiate between the pedestrian zone and the vehicle travel lanes. However, this option provides less security for pedestrians and if sidewalk bulb outs were constructed in the future some of the pavement work done under this project would need to be removed and replaced. Therefore, we recommend designing and installing the sidewalk bulb outs now so that they can be included in the current construction contract.
Current Agency Policies
Maintain and enhance San Leandro’s infrastructure
Previous Actions
On November 7, 2016, by Resolution No. 2016-142, Council approved a $258,490 contract with WRECO for design of the project.
On July 17, 2017, by Resolution No. 2017-112, Council approved a $3,048,462 contract with DeSilva Gates Construction, LP for construction of phase 1 of the project.
Applicable General Plan Policies
Policy T 5.3 Maintenance
Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently. The City will strive for an overall Pavement Condition Index of 76, which is the lower limit of industry best practices.
Goal T-7
Improve traffic safety and reduce the potential for collisions on San Leandro streets.
Environmental Review
This project is categorically exempt from the California Environmental Quality Act (CEQA) per Section 15301(c) of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder on March 24, 2017.
Summary of Public Outreach Efforts
Proposed changes to the travel lanes on San Leandro Boulevard and safety improvements proposed for the intersection of San Leandro Boulevard and Park Street are posted on the City’s website. Three large signs have been erected on San Leandro Boulevard directing the public to the City’s website for information on proposed changes. The City sent numerous announcements to the public via social media of the proposed changes and used Virtual City Hall to collect input from the public; additionally, a neighborhood meeting was held on September 27, 2017 to discuss the proposed striping changes. Finally, staff mailed notices to and visited each of the properties that abut the portion of San Leandro Boulevard that will be paved under this project.
Feedback from the public supports the proposed changes to the striping and to the intersection of San Leandro Boulevard, Best Avenue and Park Street. The comments received resulted in numerous refinements and improvements to the design.
Fiscal Impacts
This action will permit staff to increase design scope and cost.
Original Contract with WRECO $258,490
Maximum change orders authorized $103,396
Total $361,886
The additional design costs for any increase in scope will be deducted from the project contingency, and will not result in an increase to the project budget. If the subsequent construction contract change order for the work exceeds the project budget, staff will request additional Measure B and BB Local Streets and Roads funding at the time of award.
Budget Authority
This project will be funded as follows:
Account No. Reso., Appropriation Dates & Source Amount
140-38-334 Reso. 2016-121, Gas Tax $ 69,418
141-39-024 FY 2016-17 Budget, Measure BB Grant $3,000,000
141-38-377 FY 2016-17 Budget, Measure BB $1,275,000
144-38-377 FY 2016-17 Budget, Measure B $ 310,000
142-38-377 FY 2016-17 Budget, Gas Tax $ 380,000
210-38-377 FY 2016-17 Budget, General Fund $1,000,000
150-38-405 Reso. 2016-157, CalRecycle Grant 15-16 $ 201,025
Total $6,235,443
PREPARED BY: Nick Thom, City Engineer, Engineering and Transportation Department