Title
Staff Report for a Resolution Approving a Consulting Services Agreement with BKF Engineers for the Preparation of Construction-Ready Plans, Specifications and Estimates for the MacArthur/Superior Traffic Circle Design Project, Project No. 2014.0470
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute a Consulting Services Agreement (CSA) with BKF Engineers in the amount of $97,490.00 to provide design services for the MacArthur/Superior Traffic Circle Design Project, Project No. 2014.0470.
Staff recommends that the City Council authorize the City Manager to negotiate and approve contract change orders for the CSA up to 25% ($24,372.50) of the contract amount.
BACKGROUND
The intersection of MacArthur Boulevard and Superior Avenue operates at an “F” level of service, the lowest rating possible, which indicates that drivers wishing to cross the intersection experience extremely long waits during the peak hours of 7:00 to 9:00am and 4:00 to 6:00pm. In addition, the collision rate at this intersection is 0.24 collisions per million vehicles (observed in the three year period from 2011 through 2014). This rate is three to four times higher than the statewide average collision rate for similar intersections.
In 2006, the feasibility of a roundabout and other traffic calming measures at this intersection were evaluated. The results indicated a roundabout would produce the highest level of service. The preliminary design for the roundabout was completed in 2009, but the project did not proceed to the detailed design phase immediately due to lack of funding.
In 2015, an updated traffic study was performed, which analyzed various design alternatives to improve traffic flow at the subject intersection. This evaluation confirmed that a roundabout would provide the most improvement to traffic flow. A Request for Proposals was issued in September 2015 for the development of construction-ready plans, specifications and estimates (PS&E) to install a roundabout at the MacArthur Boulevard / Superior Avenue intersection.
Analysis
Two design firms responded to the Request for Proposals. BKF Engineers, the same firm which helped create the conceptual roundabout plan in 2009, was chosen due to their familiarity with the project site, their understanding of the work to be done, the design approach outlined in their proposal, and their experience working on similar roundabout projects.
This contract represents our current understanding of the work required. Changes to the scope of contracts are at times necessary to respond to new information and/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 negotiate and approve contract change orders up to 25% ($24,372.50) of the original contract.
Pursuant to a cooperative agreement between the Redevelopment Agency of the City of San Leandro (RDA) and the City of San Leandro entered into before the elimination of the RDA, the RDA was to contribute $1,274,134.00 for the design and construction of this project. After the RDA was abolished, a Successor Agency to the Redevelopment Agency of the City of San Leandro (Successor Agency) was established to close out RDA affairs; however the obligations in the cooperative agreement were disputed by the State of California (State). The State has now acknowledged the obligations and included them in the Recognized Obligation Payment Schedule (ROPS) for the Successor Agency. Pursuant to the ROPS, staff expects to receive $1,274,134.00 for this project from the Alameda County Auditor/Controller in June 2016.
$10,000.00 from the Miscellaneous Engineering Studies account (210-38-290) will be used for the design phase of the project. Although a total contract change order percentage of 25% is requested with this Council action, change orders beyond the project budget will not be done until funds are returned from the State to the Successor Agency as described above.
Current Agency Policies
2015 City Council Goal: Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Policies
Goal 16.04 - Streets and Highways, Traffic Flow Improvements: Use a variety of measures to improve traffic flow at congested intersections
Environmental Review
This project is categorically exempt from CEQA per Section 15301 - Existing Facilities of the CEQA guidelines. A notice of exemption will be filed with the county recorder during the design phase of the project.
Summary of Public Outreach Efforts
At least one public meeting will be held with the neighborhood during the design phase.
Fiscal Impacts
The total project cost, including studies, design, construction, construction management, and inspection is $1,397,134.00.
The subject contract is $97,490.00. If change orders are needed, the total amount of contract change orders authorized by this action is $24,372.50. However, change orders beyond the project budget will not be done until adequate funding is allocated towards this project at a later date with the ROPS.
Budget Authority
Funding allocations for the MacArthur/Superior Traffic Circle Design Project are as follows:
1) $80,000.00 - General Fund, MacArthur/Superior Traffic Circle Design Project, Account No. 210-28-193, allocated in FY 2013-14
2) $43,000.00 - Development Fee for Street Improvements Fund, MacArthur/Superior Traffic Circle Design Project, Account No. 120-28-193, allocated in FY 2013-14
3) $10,000 - General Fund, Miscellaneous Engineering Studies, Account 210-38-290, allocated in FY 2012-13
ATTACHMENT(S)
• CSA - BKF - Roundabout PS&E
PREPARED BY: Kyle K. Lei, Associate Engineer, Engineering and Transportation Department