REPORT TO COUNCIL
SUBJECT
Title
Modify an Existing Contract for Design Services for the Mary Avenue Bicycle Lanes Project and Approval of Budget Modification No. 39 in the Amount of $16,170 (F16-127)
Report
REPORT IN BRIEF
Approval is requested to modify an existing design and construction support contract with W-Trans of Oakland, increasing the not-to-exceed value by $14,700, from $189,900 to $204,600. Approval is also requested for a 10% contract contingency in the amount of $1,470, and for Budget Modification No. 39 in the amount of $16,170 to provide additional funding.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts greater than $100,000 require Council approval.
ENVIRONMENTAL REVIEW
Pursuant to sections 15070-15075 of the California Environmental Quality Act (CEQA) Guidelines, a Mitigated Negative Declaration for this project was considered and adopted by Council on October 8, 2013 (RTC No. 13-239).
BACKGROUND AND DISCUSSION
On October 8, 2013, City Council approved the Mary Avenue Bicycle Lane Project and selected a design concept to construct bike lanes from Fremont Avenue to Maude Avenue. The project included removal of the existing striping, pavement repairs, slurry seal, new striping, new bike lanes, green bike lanes at the conflict points with dedicated right-turn pockets (at the intersections with California, Central, and Corte Madera), and signal modifications. Council awarded the design contract for the project on May 5, 2015 (RTC No. 15-0427) in the amount of $189,900 as well as a 10% contingency in the amount of $18,990. As part of the design process, the construction estimate for the full length of the project exceeded the $1.2 million budget, and it was determined that the project would be implemented in phases. The initial phase of the project, from Fremont to Evelyn, was awarded by Council on May 17, 2016 (RTC No. 16-0450). Staff has identified additional construction funding for the second and final phase (Evelyn to Maude) and would like to proceed with completing the project design.
Staff recommends adding $14,700 to the design contract so that W-Trans can complete the design from Evelyn to Maude Avenue. The additional funding is required to account for the phased approach, as the original scope of work assumed completion of the design as one project, completing only one bid package, and providing construction support services for one project. The scope of work to complete and bid out the project includes finalizing plans and specifications, providing a construction estimate, obtaining an encroachment permit from the County of Santa Clara for the work to be done at Mary/Central intersection, and bidding/support services during construction. Additionally, staff recommends increasing the currently approved 10% contingency in the amount of $18,990 by $1,470 to $20,460 for unforeseen work.
FISCAL IMPACT
Council approved Budget Modification No. 33 on May 17, 2016 to provide $711,164 in funding for Capital Project 830760 (Mary Avenue Bicycle Lanes) to complete the first phase of construction, but that amount is insufficient to cover the additional design costs of $16,170 associated with the second phase of the project. An additional Budget Modification is now necessary to finalize the design of the project’s second phase.
Budget Modification No. 39
FY 2015/16
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Capital Projects Fund |
|
|
|
|
Expenses |
|
|
|
|
Capital Project 830760 - Mary Avenue Bicycle Lanes |
$1,483,314 |
$16,170 |
$1,499,484 |
|
|
|
|
|
Reserves |
|
|
|
|
Transportation Impact Fees Capital Reserve |
$25,074,799 |
($16,170) |
$25,058,692 |
Funding Source
Transportation Impact Fees (TIF).
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 the City Manager to execute an amendment to the existing contract with W-Trans adding $14,700 and increasing the not to exceed amount from $189,900 to $204,600, in substantially the same form as Attachment 1 to the report; 2) approve a 10% contract contingency for the contract amendment in the amount of $1,470; and 3) Approve Budget Modification No. 39 in the amount of $16,170 to provide additional funding.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Amendment to Consultant Services Agreement