PREPARED BY: CAROL HUANG DATE OF MEETING: 05/07/18
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO AMEND AN EXISTING ENGINEERING DESIGN CONTRACT WITH BKF ENGINEERS TO ADD $12,154, INCLUDING A 15% CONTINGENCY, FOR ADDITIONAL LIGHTING DESIGN SUPPORT FOR AN AMENDED TOTAL NOT-TO-EXCEED CONTRACT AUTHORIZATION OF $683,260 FOR THE SAN PABLO AVENUE COMPLETE STREETS PROJECT (SPA-CST)
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
“Develop Public Facilities for Active Living (Parks, Open Space, Sidewalks, Trails, Bike Lanes, etc.)” is an adopted policy initiative under the Policy Area - Infrastructure section of the FY 2018-21 City Council Priority Workplan, effective November 1, 2017.
CEQA Compliance Statement
This project is categorically exempt under the California Environmental Quality Act, Section 15301(c) of the CEQA Regulations, on the basis that the project involves repair and minor alteration to the existing public streets, sidewalks, gutters and similar facilities. The Notice of Exemption was filed and recorded with the Contra Costa County Clerk on October 24, 2016.
BACKGROUND
On August 5, 2013, pursuant to Resolution No. 2013-112, the City Council approved staff’s request to submit a construction funding application to the Metropolitan Transportation Commission (MTC) through the Contra Costa Transportation Authority (CCTA) for federal funds available through the One Bay Area Grant (OBAG) program. At that time, Council also committed to provide any matching funds needed to complete the project.
The City of San Pablo was awarded up to $5.978 million dollars (depending on project cost) in OBAG funds from the regional bike and pedestrian program. Design and environmental review and construction management/inspection are jointly funded by the City of San Pablo and the City of Richmond with each contributing $615,000. The City of San Pablo is the lead agency for the San Pablo Avenue Complete Streets Project (“Project”).
On March 16, 2015, pursuant to Resolution 2015-058, the City Council approved grant matching funds in the amount of $1,230,000 for the project (320-3200-43600-SPA-CST). The grant matching funds were provided by the City of San Pablo ($615,000) and the City of Richmond ($615,000) for Design and Environmental Review and Construction Management/Inspection services.
On July 6, 2015, pursuant to Resolution 2015-105, the City Council approved the funding allocation of $579,534 with 15% contingency to BKF Engineers for Design and Environmental Review.
On August 7, 2017, pursuant to Resolution 2017-161, the City Council approved the funding allocation of $650,466 to Park Engineering, Inc. for Construction Management/Inspection Services.
On February 20, 2018, pursuant to Resolution 2018-019, the City Council awarded the construction contract to the lowest responsive bidder, Ghilotti Bros., Inc. for $5,283,721, with a 10% contingency amount of $528,372, for a total contract authorization of $5,812,093.
On March 19, 2018, pursuant to Resolution 2018-041, the City Council approved the acceptance and appropriation of the OBAG funding in the additional amount of $165,907 for the San Pablo Avenue Complete Streets Project and authorized the City Manager to amend the engineering design contract with BKF Engineers to increase the contract amendment in an amount of $91,572 for construction support work, bringing the total contract authorization to $671,106.
On April 16, 2018, pursuant to Resolution 2018-050, the City Council appropriated $950,000 from FY 2017/18 General Fund Designated Reserve for Streetlight Improvements to three street lighting projects. A $150,000 appropriation from the adopted resolution is dedicated toward the San Pablo Avenue Complete Street Project to upgrade six Caltrans standard streetlights to decorative streetlights.
Staff is communicating with the funding agency and with Caltrans who is administering the OBAG grant regarding the scope change. Staff has also obtained a cost proposal from BKF Engineers to perform the needed tasks for the additional lighting design (see Attachment A) and recommends approval of a contract amendment in an amount of $10,568 with 15% contingency (for a total additional of $12,154) for a total not-to-exceed contract authorization of $683,260.
FISCAL IMPACT
Currently $150,000 is appropriated for upgrading the lighting to decorative streetlights and related work. Partial funds from the total appropriation in an amount of $12,154 will pay for design services performed by BKF Engineers and the remaining funds are available for the change order construction work needed for the streetlight upgrade. At this moment, the streetlight change order for the construction contract will not exceed the Council-approved contract amount. Although there is sufficient funding budgeted to cover the additional design work, the cost for the engineering design contract would exceed the change order authority that can be approved by the City Manager. Staff recommends the City Manager be authorized to amend the engineering design contract with BKF Engineers for a total not-to-exceed contract amount of $683,260 under the San Pablo Avenue Complete Streets Project (320-3200-43600-SPA-CST).
ATTACHMENTS
Attachment A - Cost Proposal from BKF for Construction Support Services
Attachment B - Contract Amendment #3