REPORT TO COUNCIL
SUBJECT
Title
Authorization to Amend an Existing Contract to Conduct an Analysis to Identify Alternatives to Complete a Public Multi-Use Bicycle/Pedestrian Trail in the Stevens Creek Corridor (F15-104) and Approval of Budget Modification No. 49
Report
REPORT IN BRIEF
Approval is requested for a Second Amendment to an existing contract with Jana Sokale Environmental Planning of Newark for the Four Cities Coordinated Stevens Creek Trail Feasibility Study. This amendment will increase the not-to-exceed value of the contract by $15,022, from $181,752 to $196,774. Approval is also requested for an Amendment contingency in the amount of $978, for a grand total of $16,000. Finally, approval is requested for Budget Modification No. 49 which changes the funding source for the project. The recommended increase will be shared by the four participating agencies and is necessary to support additional stakeholder outreach required to complete the project--as developed and approved by the Joint Cities Working Team (JCWT) and Citizens Work Group (CWG).
ENVIRONMENTAL REVIEW
This Second Amendment to an existing feasibility study is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA).
BACKGROUND AND DISCUSSION
On June 12, 2012 Council awarded a contract to Jana Sokale Environmental Planning of Newark in the amount of $141,090 (plus contingency in the amount of $16,410) to conduct an analysis to identify alternatives for the completion of the Stevens Creek Corridor Public Bicycle/Pedestrian Trail for the cities of Sunnyvale, Cupertino, Los Altos and Mountain View. Sunnyvale had previously agreed to take the lead in procuring, managing and preparing a joint feasibility study for a unified Stevens Creek Trail corridor concept. A JCWT was formed to provide oversight and facilitate the study, and a CWG was established to solicit public input.
From the outset, public interest and input have been significant. This has resulted in many public meetings which required a higher level of effort than originally envisioned, including preparation of additional meeting materials and presentations, evaluation of a greater number of possible trail connection alternatives, increased sub consultant support involvement, and additional public outreach. On August 13, 2013 Council authorized an Amendment to the original contract increasing the contract value by $24,252 for these tasks.
In order to complete the project, additional outreach with stakeholders will be required prior to finalizing the Feasibility Study report. The JCWT has proposed three additional public meetings (Sunnyvale, Cupertino, and Los Altos/Mountain View) to receive feedback on the draft feasibility report, seven meetings with the CWG and JCWT groups for feedback and alignment recommendations, up to four coordination meetings with City staff, and four meetings with the various City Councils to present the feasibility study.
Staff recommends approval of a Second Amendment, increasing the contract value by $15,022 and a contingency in the amount of $978, for a total of $16,000. These amounts are proposed to be shared equally among the four participating agencies. The proposed amendment will increase the contract from $181,572 to $196,774. The recommended contingency of $978, if needed, could increase the grand total to $197,752.
FISCAL IMPACT
Budget Modification No. 49 increases the budgeted costs for project 829200, Stevens Creek Trail Feasibility Study, to fund the additional contract requirement, and changes the primary funding source for the project to the City's General Fund. The $16,000 in additional project costs will be funded by two sources. $8,000 is funded out of fund balance for revenue received in FY 2013/14 (In June 2014, City of Cupertino provided a second contribution to the project in the amount of $8,000 from their own VTA Project Readiness grant funding, bringing their total contribution to $18,000.) The remaining $8,000 will be funded by a transfer from the General Fund Budget Stabilization reserve. Reimbursements of $4,000 each have been requested from our other city partners which will make Sunnyvale's final cost $4,000. To date, one city has approved our request and the other two are in process.
The project was originally partially funded using revenue from Sense of Place fees. In the time since the original project budget was adopted it was determined that Sense of Place fees are not an eligible funding source for this project because the fees that have been collected by the City are from a separate and distinct project area. Budget Modification No 49 replaces the Sense of Place Fee budgeted revenue and appropriates $67,205 from the General Fund Budget Stabilization Fund to replace the original source. Appropriations from the General Fund Budget Stabilization Reserve total $75,205.
Budget Modification No. 49
FY 2014/15
|
Current |
Increase/ (Decrease) |
Revised |
Project Costs |
|
|
|
829200 - Stevens Creek Trail Feasibility Study |
$174,705 |
$16,000 |
$190,705 |
|
|
|
|
Reserves |
|
|
|
Capital Projects Fund / General Assets Sub-fund Capital Reserve |
$8,463,214 |
($8,000) |
$8,455,214 |
|
|
|
|
Capital Projects Fund / Sense of Place Sub-fund Capital Reserve |
$1,220,250 |
$67,205 |
$1,287,455 |
|
|
|
|
General Fund Budget Stabilization Reserve |
$38,082,772 |
($75,205) |
$38,007,567 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Authorize a Second Amendment to an existing contract, in substantially the same format as Attachment 1 to the report, with Jana Sokale Environmental Planning for additional stakeholder outreach in the amount of $15,022 to the Four Cities Coordinated Stevens Creek Trail Feasibility; 2) Approve a contingency in the amount of $978; and 3) Approve Budget Modification No. 49 to modify the project costs and funding source.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Kent Steffens, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Second Amendment to Consultant Services Agreement