REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for the Preparation of a Caltrain Grade Separation Study at Mary and Sunnyvale Avenues (F17-001) and Approval of Budget Modification No. 29 in the Amount of $229,794 (2016 Council Study Issue)
Report
REPORT IN BRIEF
Approval is requested to award a contract to BKF Engineers of San Jose in the amount of $663,449 ($556,357 for base services and $107,092 for optional video simulation scenarios) for professional design services associated with the Caltrain Grade Separation Feasibility Study and 10% for a design contingency in an amount of $66,345. Approval is also requested for Budget Modification No. 29 in the amount of $229,794 to provide additional 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 or Bids (IFB).
ENVIRONMENTAL REVIEW
This award is for a feasibility study of Caltrain grade separations at Mary and Sunnyvale Avenues and does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. If one or more of the potential alternatives are deemed to be feasible, it is expected that environmental review under the California Environmental Quality Act (CEQA) would be undertaken at a later time in conjunction with project design phases.
BACKGROUND AND DISCUSSION
Sunnyvale currently has two at-grade railroad crossings at Mary Avenue and Sunnyvale Ave. The Mary Avenue crossing experiences the highest traffic volumes and congestion of the two. The Sunnyvale Avenue crossing is immediately adjacent to the Sunnyvale Caltrain station and downtown Sunnyvale and has substantial pedestrian and bicycle traffic. This location is also within walking distance to many employment and retail centers including historic Murphy Avenue. Additionally, many local residents use this crossing location to travel between their homes, schools, shopping, and recreational uses. In 2016, Council approved a Study Issue to evaluate grade separations at these locations (DPW 14-13), as well as Budget Supplement No. 8 to provide project funding in the amount of $500,000.
Evaluation of grade separations is needed for a number of reasons. Grade separation would help to reduce existing congestion and queuing associated with commute hour crossing gate downtime. This concern will be exacerbated with more frequent train service, which will be associated with Caltrain electrification (by 2019) and High Speed Rail service (by 2025). Grade separation would also improve the safety of pedestrians, cyclists and motorists while crossing the railway tracks at these locations.
For the Mary Avenue location, the California Public Utilities Commission Decision 15-06-006 (June 11, 2015) established a priority list of existing at-grade crossings in need of separation for fiscal year 2015-2016, and Mary Avenue in Sunnyvale is included in this priority list. Santa Clara Measure B funds will be made available for grade separation design projects, and this feasibility study would put the City in a good position to obtain these funds in the future.
For the Sunnyvale Avenue location, increasing traffic volumes as well as VTA bus routing along Sunnyvale Avenue may warrant grade separation. Grade separation options needs to be carefully considered for this location due to complications associated with its close proximity to Downtown and the Sunnyvale Caltrain station, as well as the need to minimize damage or disruption to downtown character and business activity.
The feasibility study would include an analysis, development and evaluation of potential grade separation options at both Mary Avenue and Sunnyvale Avenue (including over, under or hybrid). The study would include assessment of right-of-way requirements, roadway operations, cost estimates, and potential environmental issues. It would also include public outreach and coordination with Caltrain and the High Speed Rail Authority.
A RFP process was utilized to solicit proposals to prepare the study. The RFP was advertised in July 2016, and five responsive proposals were received on August 17 from AECOM, BKF Engineers, Lockwood, Andrews & Newnam (LAN), and TY Lin. The qualifications of the proposers were evaluated by staff from the Public Works Department and BKF Engineers was selected as the top ranked team for several reasons including:
• Extensive experience with similar projects involving grade separation design and analysis
• Familiarity, understanding and anticipation of issues and opportunities at each site
• Advanced abilities and experience in outreach and simulation techniques
In addition to having the highest rated proposal, BKF Engineers also submitted one of the lower cost proposal in the amount of $596,036 for base services. Base pricing for the other firms ranged from $568,000 to $751,000. Scope and fee discussions with BKF Engineers resulted in a final contract cost of $663,449, including base level services of $556,357 and optional services in the amount of $107,092. Scope modifications to the base proposal include more outreach and somewhat less traffic analysis than was originally proposed. The optional services include variations of 3-D video simulations, which will be utilized if/as necessary as the study progresses.
FISCAL IMPACT
Budgeted funding in the amount of $500,000 is available in Capital project 832330, Grade Separation Caltrain Crossings Study Issue. An additional $229,794 will be needed to complete the study and fund the recommendations included in this report.
Budget Modification No. 29 has been prepared to appropriate additional funding to Grade Separation Caltrain Crossings Study Issue.
Budget Modification No. 29
FY 2016/17
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Current |
Increase/ (Decrease) |
Revised |
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General Fund |
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Reserves |
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Budget Stabilization Fund |
$50,264,021 |
($229,794) |
$50,034,227 |
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Expenditures |
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832330 - Grade Separation Caltrain Crossing Study Issue |
$500,000 |
$229,794 |
$729,794 |
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 contract, in substantially the same form as Attachment 1 to the report and in an amount not to exceed $663,449 to BKF Engineers, and authorize the City Manager to execute the contract when all the necessary conditions have been met; 2) approve a 10% contract contingency in the amount of $66,345; and 3) approve Budget Modification No. 29 to provide $229,794 in additional project 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
ATTACHMENTS
1. Draft Consultant Services Agreement