PREPARED BY: ALLAN A. PANGANIBAN DATE OF MEETING: 09/16/19
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENTS FOR THE DESIGN OF THE RUMRILL BOULEVARD COMPLETE STREETS PROJECT AND TO AMEND THE EXISTING AGREEMENT WITH NICHOLS CONSULTING ENGINEERS, INC. BY $650,471 FOR A NEW TOTAL OF $1,435,451 WITH A 15% CONTINGENCY OF $215,317 FOR A TOTAL AUTHORIZATION NOT TO EXCEED THE NEW TOTAL $1,650,768
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Build a Healthy Community: Priority 100.11 Develop Public Facilities for Active Living and Improve Public Safety: Priority 510 Traffic Safety Program are adopted policy items under City of San Pablo City Council Priority Work Plan FY 2019-21, adopted March 1, 2019 through Resolution No. 2019-029.
CEQA Compliance Statement
The Rumrill Boulevard Complete Streets Project is categorically exempt under the California Environmental Quality Act (CEQA), Section 15301, Existing Facilities (Class 1) 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 January 7, 2018. Moreover, since the project is also receiving federal funding, the project was also determined to be categorically exempt under the National Environmental Policy Act (NEPA), Section 23 CFR 771.117 (c)(3). The Notice of Exemption for NEPA was filed on March 14, 2018 by the California Department of Transportation (Caltrans).
BACKGROUND
The Rumrill Boulevard Complete Streets Project is a 1.7 mile-long project that will modify Rumrill Boulevard in the City of San Pablo between Costa Avenue and San Pablo Avenue. In 2015, the City of San Pablo, in collaboration with the City of Richmond, commissioned a Complete Streets Study that considered options for improving the roadway for all users.
The project proposes to modify Rumrill Boulevard to add Class II and Class IV bikeways or cycle tracks in both directions of travel, while reducing the number of vehicle travel lanes in both directions. A left-turn pocket will be included along the corridor. Related improvements include landscaped buffers, parking protection, and striped buffers as well as potential physical barriers such as landscaping and curbing. In addition, the Project will include traffic signal modifications, crosswalk modifications, lighting and concrete improvements (i.e. curb ramps, sidewalk, driveways, and median), and flashing beacons, as well as storm drainage improvements, including green infrastructure.
On April 2, 2018 through Resolution No. 2018-045, the City Council of City of San Pablo authorized the City Manager to enter into an agreement with Nichols Consulting Engineers (NCE), Richmond, California to provide design and engineering consulting services for the Rumrill Boulevard Complete Streets Project. The original agreement was in the amount of $784,980 with a 15% contingency for a total authorization of $902,727.
At the onset of the agreement, the City and NCE cooperatively negotiated down the design fees to meet the former budget. The design schedule was also ultra-aggressive with 95% plans due within four months of the kick-off meeting. The City’s deadline at that time was based on California Transportation Commission (CTC) review schedule and meeting project grant schedules.
Early on, the designers determined that the construction cost of the preliminary design far exceeded the project budget. Numerous design iterations were made to lower the eventual construction cost to stay within the project budget and to ensure that the grant requirements are met. Value engineering concepts such as revised bioretention locations, revision to landscaping areas, reduction in hardscape improvements, eliminating the closure of slip lanes at San Pablo Avenue and Broadway, and related traffic signal alterations were proposed by the design team and considered by City staff. These design changes required significant additional effort by the design team. Also due to numerous existing utilities located within the roadway, a significant effort was made to coordinate with the various utility companies.
Staff is requesting authorization to amend NCE’s agreement to include the additional design and engineering services costs. The term of the agreement will remain similar with an anticipated completion date of summer 2020. The additional cost of services will be in the amount of $650,471. The total cost of the agreement will then be increased to $1,435,451. Staff is requesting City Council authorization for the City Manager to amend the NCE agreement for said amount and to include a 15% contingency in the amount of $215,317 for a total authorization of $1,650,768.
The City was successful in soliciting a schedule extension for federal funding of over one year. Other funding partners also cooperated in granting the project a schedule extension.
FISCAL IMPACT
The fiscal impact of this item is to increase the NCE agreement for the Rumrill Blvd. Complete Streets Design Services by $650,471. The following funding sources paid for the original agreement including contingency:
|
Fund Name |
Amount |
Approving Resolution |
|
CNRA Urban Greening Grant |
$435,000 |
2018-045 |
|
Caltrans/ MTC ATP Grant |
$300,000 |
2016-012 |
|
General Fund - San Pablo Match (CIP FY 15/16 Budget) |
$167,737 |
2015-097 |
|
Total |
$902,727 |
To fund the requested amendment amount, staff recommends to use the following fund sources:
|
Fund Name |
Amount |
Approving Resolution |
Notes |
|
Caltrans/MTC ATP Grant |
$84,353 |
2016-012 |
Of the $300,000 approved for Preliminary Design under the ATP grant, only $215,647 has been used. |
|
Remaining City General Fund FY 15/16 CIP Budget |
$132,273 |
2015-097 |
City approved $300,000 for Rumrill ATP Grant match as part of the FY 15/16 CIP Budget, but only $167,727 was used towards the NCE Agreement, pursuant to Resolution 2015-095. |
|
FY 15/16 General Fund Designated Reserves |
$300,000 |
2016-012 |
Approved and appropriated $300,000 still needed for ATP grant match |
|
FY 18/19 General Fund Designated Reserves |
$133,845 |
2019-063 |
To be used for a portion of the amendment |
|
Total |
$650,471 |
To fund the requested contingency for the amendment, staff recommends that the unused contingency amount previously approved in Resolution 2018-045 ($117,727), be carried over to fund the contingency of the amendment. The additional $97,570 needed to fund the total contingency amount of $215,317 exists under Resolution 2019-063.
In conclusion, the new contract amount of $650,471 plus the requested contingency of $215,317 totals $865,788. Funding in this amount is reflected in the transfer table below:
|
ACTION |
FROM: Fund/Account Code |
AMOUNT |
TO: Fund/Account Code |
AMOUNT |
|
Transfer |
320-320-43600-RUM-CST |
$84,353 |
320-0700-43602-ATP-116 |
$84,353 |
|
Transfer |
320-3200-43600-RUM-CST |
$132,273 |
320-0700-43602-GEN-416 |
$132,273 |
|
Transfer |
320-3200-43600-RUM-CST |
$300,000 |
320-0700-43602-GFD-416 |
$300,000 |
|
Transfer |
320-3200-43600-RUM-CST |
$133,845 |
320-0700-43602-GFD-419 |
$133,845 |
|
Transfer |
320-3200-43600-RUM-CST |
$117,747 |
320-0700-43602-GEN-416 |
$117,747 |
|
Transfer |
320-3200-43600-RUM-CST |
$97,570 |
320-0700-43602-GFD-419 |
$97,570 |
|
Total Transfer Amount |
$865,788 |