Title
Staff Report for a Resolution of the City of San Leandro City Council to Approve a Consulting Services Agreement with Kimley-Horn and Associates, Inc. for the Design Work of the Wicks Boulevard and Manor Boulevard Signal Upgrade Project in the Amount of $83,859, to Appropriate $42,359 from the Development Fees for Street Improvements Fund Balance and to Authorize the City Manager to Negotiate and Execute Individual Contract Amendments up to 10% ($8,386) and Cumulative Amendments up to a Maximum of 25% ($20,965)
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute a Consulting Services Agreement (CSA) with Kimley-Horn and Associates, Inc. in the amount of $83,859 and appropriate $42,359 from the Development Fees for Street Improvements fund balance (Fund 120) to operating account 120-38-349-5240. The consultant will provide design services for traffic signal improvements at the Wicks Boulevard and Manor Boulevard intersection.
Staff recommends that the City Council authorize the City Manager to negotiate and approve individual contract amendments up to 10% ($8,386) and cumulative amendments to the CSA up to 25% ($20,965) of the agreement amount.
BACKGROUND
The City was awarded $323,910 in the 2018 Highway Safety Improvement Program (HSIP) Grant Cycle 9 to upgrade the traffic signal and improve the traffic safety at the Wicks Boulevard and Manor Boulevard intersection. Adding the City’s required local match in the amount of $35,990 brings the total project budget to $359,900.
On March 16, 2020, the City Council authorized the City Manager to execute the Program Supplement Agreement No. F029 with the State that provided HSIP design phase funding for the Wicks Boulevard and Manor Boulevard Signal Upgrade Project. This design phase was estimated to cost $41,500. The HSIP grant will fund $37,350, while the City’s required local match for this phase is $4,150.
The contract with Kimley-Horn and Associates, Inc. will cost $83,859, which is $42,359 higher than the estimated cost of $41,500. The cost increase can be attributed to the increase scope that included pedestrian crossing improvements and potholing to identify underground conflict in an effort to minimize unforeseen circumstances during construction. The City’s required local match will increase $42,359 to complete the design phase. The total project budget will be $402,259. After completion of the design phase, the City must execute a second Program Supplement Agreement for the construction phase of the work.
Analysis
City staff released a request for proposals for designing the Wicks Boulevard and Manor Boulevard signal upgrade project on April 23, 2020. Staff received three proposals from Advanced Mobility Group (AMG), Kimley-Horn and Associates, Inc., and TJKM Transportation Consultants.
Kimley-Horn and Associates, Inc. was selected to assist in the signal design project based on responsiveness, approaches, capacity, ability, experience and references.
The contract with Kimley-Horn and Associates, Inc. will cost $83,859 for designing the traffic signal upgrade and associated intersection safety improvements. Staff estimates contract amendments for the CSA can be up to 25% ($20,965) of the contract amount.
Current Agency Policies
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On March 16, 2020, by Resolution No. 2020-025, the City Council approved authorizing the City Manager to execute program supplement agreement No. F029 with the State of California to provide $37,350 in grant funds for the design phase of the Wicks Boulevard and Manor Boulevard signal upgrade 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-3.6: Pedestrian Environment. Improve the walkability of all streets in San Leandro through the planning, implementing, and maintaining of pedestrian supportive infrastructure.
• Policy T-7.2: Capital Improvements. Identify capital improvements and other measures which improves the safety of bicyclists, pedestrians, and motor vehicles on San Leandro Streets.
• Policy T-7.7: Funding. Pursue grants for the improvement of pedestrian, bicycle, and motor vehicle safety, including a greater focus on traffic law and speed enforcement.
Environmental Review
Caltrans performs environmental review on behalf of local agencies for federal-aid projects. Caltrans has completed the following reviews:
• On December 4, 2019, the Categorical Exemption/Categorical Exclusion Determination Form was signed by Project Manager/District Local Assistance Engineer.
• On November 13, 2019, the Preliminary Environmental Study (PES) form was signed by Cultural Resources Professionally Qualified Staff, the District Local Assistance Engineer, and the Environmental Planner Designee.
• On April 25, 2019, the Air Quality Conformity Task Force reviewed and concurred that the project is exempt from PM2.5 project level conformity requirements.
Fiscal Impacts
The original total budgeted project cost for the Wicks Boulevard and Manor Boulevard signal upgrade is $359,900. Federal grant funds amount to $323,910 and the City planned to provide matching funds from its Development Fees for Street Improvements (DFSI) fund balance reserves in the amount of $35,990.
The updated total for the design phase of this project is $83,859. Grant funds of $37,350 plus the City’s required local match of $4,150 and an additional $42,359 are required to be appropriated. This will increase the total project cost to $402,259 and the City’s total project local matching funds to $78,349 or an approximately 19% matching rate.
Budget Authority
The Wicks Boulevard and Manor Boulevard Signal Upgrade project is funded in 2019-20 as follows:
Account No. Resolution. Appropriation Date Amount
150-38-349 Res. 2020-025, March 16, 2020 $323,910.00
120-38-349 Res. 2020-025, March 16, 2020 $ 35,990.00
120-38-349 Request to be appropriated $ 42,359.00
Total $402,259.00
Attachment to Legislative File
• CSA - Kimley-Horn and Associates, Inc. for the Design Work of the Wicks Boulevard and Manor Boulevard Signal Upgrade Project
PREPARED BY: Dean Hsiao, Traffic Operations Engineer, Engineering and Transportation Department