Title
Staff Report for a City of San Leandro City Council Resolution to Approve a Consulting Services Agreement with CSG Consultants, Inc. for an Amount Not to Exceed $248,847 for the Design of the Washington Avenue Reconstruction Project, Project No. 2018.4020; to Authorize Individual Agreement Amendments Up to 10% ($24,884); and to Authorize Cumulative Agreement Amendments Up to 15% ($37,327)
Staffreport
SUMMARY AND RECOMMENDATIONS
This City Council action will authorize the City Manager to execute a Consulting Services Agreement (CSA) with CSG Consultants, Inc. (CSG) for the civil engineering design of the Washington Avenue Reconstruction Project between West Juana Avenue and Castro Street.
Staff recommends the following actions:
• Authorize the City Manager to execute a CSA with CSG for up to $248,847 for the subject project;
• Authorize the City Manager to negotiate and approve individual agreement amendments up to 10% ($24,884) of the original agreement amount; and
• Authorize the City Manager to negotiate and approve cumulative agreement amendments up to 15% ($37,327) of the original agreement amount.
BACKGROUND
In 2018, the Alameda County Transportation Commission (ACTC) approved Federal One Bay Area Grant (OBAG) funding for the rehabilitation of Washington Avenue, between West Juana Avenue and Castro Street. The grant amount was $1,048,000, for two phases: $73,000 for design and $975,000 for construction. The City agreed to provide a minimum matching amount of $137,000 and ensure the completion of the project.
The project will reconstruct 0.6 lane miles of Washington Avenue which will include reducing the existing high crown to make the street accessible to people with disabilities and all modes of transportation. In addition, the project will upgrade all curb ramps on the frontage in compliance with the Americans with Disabilities Act (ADA).
Analysis
A request for proposal for civil engineering design services for the Washington Avenue Reconstruction project was posted on the City’s website and emailed to firms that have expressed interest in working with the City. This effort resulted in the receipt of two proposals from consulting firms. Staff ranked the proposals and checked references for the top ranked firm, CSG. CSG was chosen based on demonstrated technical competence and their record of past performance.
This contract for $248,847 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 $24,884 each, and cumulative contract amendments up to 15%, or $37,327 of the original contract amount.
Current Agency Policies
• Maintain and enhance the City’s infrastructure
Previous Actions
• On September 16, 2019, by Resolution No. 2019-157, the City Council authorized the City Manager to execute Program Supplement Agreement No. F028 with the State of California to provide $73,000 in grant funds for the design phase of the Washington Avenue Reconstruction project.
• On May 15, 2017, by Resolution No. 2017-071, the City Council authorized the City Manager to file an application for the One Bay Area Grant Funding through the Metropolitan Transportation Commission for the Washington Avenue Reconstruction project.
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-7.2: Capital Improvements. Identify capital improvements and other measures which improve the safety of bicyclists, pedestrians, and motor vehicles on San Leandro Streets.
Environmental Review
• A Categorical Exclusion under the National Environmental Policy Act (NEPA) was determined by Caltrans, Local Assistance section, on January 18, 2019.
Fiscal Impacts
The cost of this consulting services agreement is $248,847. If contract amendments are necessary, they will not exceed $24,884 individually, or $37,327 cumulatively without City Council approval.
The total preliminary project cost is as follows:
Design and Bid $349,000
Construction $1,264,800
Contingency $190,000
Construction Management and Inspection $100,000
Total $1,903,800
Budget Authority
Account No. Source Reso/Budget Year Amount
150-38-411 Measure BB Grant FY18/19 $1,048,000
141-38-411 Measure BB FY18/19 $120,206
Total $1,168,206
Staff will request that the additional funding required for this project be moved from the current Measure B/BB funded Street Overlay and Rehabilitation project at the time of construction contract award.
Attachment to Related Legislative File
• Consulting Service Agreement with CSG
PREPARED BY: Austine Osakwe, Senior Engineer, Engineering and Transportation, Department