Title
Staff Report for a Resolution to Authorize the City Manager to Approve a Consulting Services Agreement with NCE for the Design of the Annual Street Overlay/Rehabilitation 2017-18 Project, Project No. 2017.0050 for an Amount Not to Exceed $700,000; Authorization for Individual Change Orders Up to 10% ($70,000); and Cumulative Change Orders Up to 25% ($175,000)
Staffreport
SUMMARY AND RECOMMENDATIONS
This Council action will authorize the City Manager to approve a Consulting Services Agreement (CSA) with NCE, a consulting engineering firm, for the topographic survey and civil engineering design work for the Annual Street Overlay/Rehabilitation 2017-18 Project.
Staff recommends the following actions:
• Authorize the City Manager to approve a CSA with NCE for up to $700,000 for the subject project; and
• Authorize the City Manager to approve individual change orders up to 10% ($70,000) of the original CSA amount; and
• Authorize the City Manager to approve cumulative change orders up to 25% ($175,000) of the contract 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 increases the efficiency of transporting goods, improves bicycle safety and makes walking more appealing. Each day, residents are dependent upon 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 react quickly to calls for service.
Currently, the City’s roadways are among the worst in Alameda County, with an average Pavement Condition Index (PCI) rating of 59. On November 4, 2014, voters in San Leandro and Alameda County passed Measures HH and BB, tax measures with the goal of improving local roadways.
Historically, street overlay and rehabilitation projects have been designed by Engineering and Transportation Department staff, using a topographic survey prepared by a consultant. In order to repair more than twice the streets than in 2016 and previous years and still meet construction schedules, the Department intends to hire a consultant for the design and topographic survey for the Annual Street Overlay/Rehabilitation 2017-18 Project. The selected consultant will also design upgrades to substandard pedestrian crossings along the selected streets to provide for curb ramps and crosswalks to ensure they comply with current Americans with Disabilities Act (ADA) requirements.
Analysis
A request for proposals for survey and design services to complete the Annual Street Overlay/Rehabilitation 2017-18 Project was posted on the City’s website. This effort resulted in the receipt of six proposals from engineering consulting firms. Staff ranked the proposals and checked references for the top three firms. NCE was chosen based on technical competence and record of past performance. As the CSA is currently in negotiation and the final Agreement will not be ready for Council approval before the Council recess, staff recommends authorizing the City Manager to approve this contract during the recess period as this will assist in delivering the Annual Street Overlay/Rehabilitation 2017-18 Project on schedule.
This project will reconstruct of the worst arterial, collector, and residential streets in the City as well as replace the top layer of pavement on streets in poor condition. A tentative list of over 20 street sections is attached. This list is subject to change based on information discovered during the design phase.
The base contract amount will not exceed $700,000 and represents staff’s current understanding of the work required. Occasionally, changes to the scope of contracts are 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 issue individual change orders to the consultant up to 10% each, or $70,000 each, and cumulative change orders up to 25%, or $175,000, of the original contract.
Current Agency Policies
• Maintain and enhance the City’s infrastructure
Applicable General Plan Policies
• 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.
• Goal T-5: Improve major transportation arteries for circulation in and around the City.
o Policy T-5.3: Maintenance.
• Goal T-6: Minimize the adverse effects of business, industrial, and through traffic on neighborhood streets.
• Goal T-7: Improve traffic safety and reduce the potential for accidents on San Leandro streets.
o Policy T-7.2: Capital Improvements.
§ Action T-7.2B: Pedestrian Safety Improvements.
Environmental Review
A review of the California Environmental Quality Act (CEQA) will be completed during the design of the project. Staff anticipates that Annual Overlay/Rehabilitation project will be categorically exempt but the project will include mitigation measures should they be required. The approval of this contract is itself exempt from CEQA as not having a significant effect on the environment.
Fiscal Impacts
The total project is estimated to cost $8,635,000 including design, construction, inspection, and contingency. The cost of this consulting services agreement will not exceed $700,000. If change orders are necessary, they will not exceed $70,000 individually or $175,000 cumulatively without City Council approval.
Budget Authority
The project is funded as follows:
Account No. Reso, Appropriation Dates & Source Amount
141-38-392 FY 2017-18 Budget, Measure B and BB $1,500,000
141-39-392 FY 2017-18 Budget, Measure BB Grant $6,000,000
142-38-392 FY 2017-18 Budget, Gas Tax $ 185,000
143-38-392 FY 2017-18 Budget, Measure F (VRF) $ 950,000
Total $8,635,000
Attachment(s) to Staff Report
List of Streets 17-18 Overlay
PREPARED BY: Ingrid Lin, Associate Engineer, Engineering and Transportation