Title
Staff Report for a City of San Leandro City Council Resolution to Approve a Consulting Services Agreement for $66,047 with Kimley-Horn and Associates, Inc. for Design Services for the E. 14th Street (North Area) Pedestrian Lighting, Project 2018.5420; and to Authorize the City Manager to Execute the Agreement and Negotiate and Approve Individual Contract Amendments up to 5% and Cumulative Contract Amendments up to 15% of the Original Contract Amount
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the design, permitting, and preparation of bid documents for the upgrade of the pedestrian lighting along a section of E.14th Street between Durant Avenue and Georgia Way.
Staff recommends the following actions:
• Approve a Consulting Services Agreement with Kimley-Horn and Associates, Inc. for design services for the E. 14th Street (north area) Pedestrian Lighting in the amount of $66,047;
• Authorize the City Manager to negotiate and approve individual Contract Amendments up to 5% (or $3,302) of the Original Contract Amount; and
• Authorize the City Manager to negotiate and approve Cumulative Contract Amendments up to 15% ($9,907) of the Original Contract Amount.
BACKGROUND
The project area is a length of E. 14th Street of approximately 0.3 miles, between Durant Avenue and Georgia Way in the north area of the City. The City desires to improve the pedestrian experience in this area with improved pedestrian level lighting to expand upon the work completed by the AC Transit’s Bus Rapid Transit (BRT) Project, which is nearing completion in the same area. Also, E. 14th Street is a State highway and therefore, coordination and permitting with Caltrans will be required.
The original street lighting consisted of high-pressure sodium (HPS) lamps mounted on twenty-five foot tall poles. In 2017, as part of the City’s Energy Efficiency efforts to reach its Climate Action Plan goals, the luminaire heads were upgraded to energy efficient LED lamps. The existing lighting sufficiently illuminates the roadway; however, this project will provide illumination of both the roadway and sidewalk areas utilizing decorative dual level lighting standards, similar to those in use along San Leandro Boulevard adjacent to the BART station. It is anticipated that this project will improve safety and support economic development in the area.
Analysis
Staff requested proposals for design services for the subject project and received two qualified proposals. The request included a preference for local businesses; however, none of the two proposers are located within San Leandro. Kimley-Horn and Associates, Inc. was selected as the most qualified firm to provide services based on technical ability presented and a portfolio of high quality similar work including lighting study and design projects in Livermore, Tracy and Milpitas.
The Kimley-Horn and Associates, Inc. design team has extensive lighting design experience and has completed services for numerous local municipalities. The firm is the design Consultant for the City’s HAWK signal project at Davis/Carpentier and is also a sub-consultant on the BRT project. The design phase is anticipated to be completed in approximately twelve months.
From time to time 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 project. In order to resolve these issues in a timely fashion and avoid delaying work, staff requests authorization to issue individual contract amendments to the consultant up to 5% or $3,302 each and cumulative contract amendments up to 15%, or $9,907 of the original contract amount.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Goals and Policies
• Transportation Goal T-2: Design and operate streets to be safe, attractive, and accessible for all transportation users whether they are pedestrians, bicyclists, transit riders or motorists, regardless of age or ability.
• Transportation Action T-2.2.A: East 14th Street Streetscape Improvements Pursue public improvements to East 14th Street which make the street more transit- and pedestrian-friendly.
• Transportation Policy T-3.6: Pedestrian Environment: Improve the walkability of all streets in San Leandro through the planning, implementing, and maintaining of pedestrian supportive infrastructure.
• Transportation Policy T-7.3: Street Lighting: Improve street lighting in a way that addresses public safety and security concerns and provides adequate night-time visibility while still achieving energy conservation goals and protecting the privacy of adjacent properties. A priority should be placed on improvements in higher density housing areas and in areas where growth is expected under this General Plan, such as Downtown San Leandro. Street light improvements also should be required as new infill development takes place.
Permits and/or Variances Granted
• A Caltrans Encroachment Permit will be obtained for work in the State right of way
• A Building permit will be obtained from the Building Department for any new electrical services.
Environmental Review
This project is categorically exempt from California Environmental Quality Act (CEQA) per Section 15302(c) of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder on August 9th, 2019.
Fiscal Impacts
This contract is estimated not to exceed $75,954.
Budget Authority
Account Authority Appropriation
210-36-900 Adopted Budget 18-19 $750,000
Total $750,000
Attachment to Related Legislative File
Consulting Services Agreement with Kimley-Horn and Associates, Inc.
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering and Transportation Department