REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for the Maude Avenue Bikeways and Streetscape Project (F16-108) and Approval of Budget Modification No. 5 in the Amount of $110,000
Report
REPORT IN BRIEF
Approval is requested to award a contract to Kimley-Horn Associates, Inc. of Pleasanton in an amount not-to-exceed $206,430 for design and construction support services for the Maude Avenue Bikeways and Streetscape Project (Public Works Project TR-15/03-17), and for a 10% design contingency in the amount of $20,643. Approval is also requested for Budget Modification No. 5 to appropriate $110,000 in Transportation Impact Fees (TIF) to provide additional project funding.
EXISTING POLICY
Consistent with the provisions of Chapter 2.08 of the Sunnyvale Municipal Code, civil engineering work is solicited through a Request for Proposals (RFP) process, unless otherwise exempt from the competitive bidding process. Contracts resulting from RFPs are awarded based on best value to the City, rather than the lowest bid price as in the case of an Invitation for Bids (IFB).
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services, and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 (b)(5), in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment. However, it is expected that the CEQA determination for the construction portion of this project will be a Class 1 categorical exemption pursuant to Section 15301(c) and (d) for existing streets involving no expansion. All review of CEQA documentation will be part of the design phase.
BACKGROUND AND DISCUSSION
On May 17, 2016, the City Council approved RTC No. 16-0357 for the final design concept for the Maude Avenue Bikeways and Streetscapes project. The project will install bike lanes from Fair Oaks Avenue to Borregas and pilot project options for the section between Borregas and Mathilda. Intersection improvements at Sunnyvale and Maude will include removal of the existing pork chop islands, elimination of a northbound to eastbound free right turn lane and installation of new crosswalks. Improved vehicle and pedestrian detection system will be installed at selected locations as well as a lighted crosswalk at Morse and Maude, if determined to be warranted. Concrete improvements such as at various sidewalk locations to eliminate tripping hazards, curb and gutter repair and ADA upgrades throughout the corridor are also included. Minor pavement improvements are also part of the scope of this project.
An RFP for project design was distributed on May 3, 2016, to five Bay Area engineering firms and posted on the DemandStar public procurement network. Three responsive proposals were received on May 25, 2016 from Kimley-Horn & Associates, BKF Engineers and Bellecci and Associates. Proposals were reviewed and ranked by an evaluation team consisting of Engineering and Transportation and Traffic Division staff. Kimley-Horn was the highest ranked proposer based on their qualifications, experience and familiarity of the project. Kimley-Horn, as part of the roadway allocation study, completed conceptual striping plans for the roadway. This involvement afforded the firm a better understanding of design constraints and execution to final design. Subsequent scope and fee discussions with Kimley-Horn resulted in a negotiated contract of $202,430 for base design services plus $4,000 in optional services for coring for pavement rehabilitation if necessary.
Although pricing from other firms was approximately $150,000, staff believes that the pricing received is reasonable to complete the project given the current economic climate as well as the complexity of the scope of work. As Council is aware from previous staff presentations, the Maude Avenue project has a number of unique complexities. Kimley-Horn's proposal demonstrated a more complete understanding of the scope of work and the complexities involved, which was reflected in their proposal response and cost. If a different consultant had been selected additional cost would have likely been added during final negotiations in order to ensure the work was completed to the specifications outlined in the RFP.
The increase in cost versus the remaining budgeted amount of $118,400 is not unexpected as the original design estimate was based on a grant application that was submitted several years ago. The design has changed from what was originally envisioned and design and construction costs have continued to increase. However, pricing is beyond the available design budget, so a Budget Modification in the amount of $110,000 is necessary to provide additional project funding.
FISCAL IMPACT
Funding for design and construction is budgeted in Capital Project 831120 - Maude Avenue Bikeways and Streetscapes. A Federal grant in the amount of $695,200 will provide funding for the construction portion of the project. Should construction funding be insufficient, staff will return with an additional budget modification at that time. Design is funded by a Transportation Development Act grant in the amount of $184,800, approximately $66,400 of which has been spent or committed to preliminary studies and public outreach. Budget Modification No. 5 has been prepared to appropriate $110,000 from Transportation Impact Fees to cover the additional design costs.
Budget Modification No. 5
FY 2016/17
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Capital Projects Fund General Assets Sub-Fund |
|
|
|
|
Capital Project 831120 |
|
|
|
|
Maude Avenue Bikeways and Streetscapes |
$830,838 |
$110,000 |
$940,838 |
|
|
|
|
|
|
Capital Projects Fund Traffic Impact Fees Sub-Fund |
|
|
|
|
Capital Reserve |
$19,683,735 |
($110,000) |
$19,573,735 |
Funding Source
The funding source for this budget modification is fund balance in the Traffic Impact Fees (TIF) fund from Traffic Impact Fee revenue. It is anticipated that the construction will be funded by federal grants and possibly additional grants or TIF funds.
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) Award a design contract, in substantially the same form as Attachment 1 to the report in an amount not-to-exceed $206,430 to Kimley-Horn Associates, Inc.; 2) approve a 10% design contingency in the amount of $20,643; and 3) Approve Budget Modification No. 5 to appropriate $110,000
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Consultant Services Agreement