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APPROVE MOTION TO AMEND THE PROFESSIONAL SERVICES CONTRACT FOR THE INSTALL PEDESTRIAN CROSSINGS AT NINE INTERSECTIONS PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to execute Amendment No. 1 to the Professional Services Contract with Bennett Engineering Services, Inc., in the amount of $52,688.10, for design of the Install Pedestrian Crossings at Nine Intersections (Project No. PW1715/Federal Project No. HSIPL-5008(161).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Highway Safety Improvement Program (HSIP) is a core federal-aid program that provides funding for projects that aim to reduce the frequency and severity of collisions by improving roadway design and operational conditions. The Install Pedestrian Crossings at Nine Intersections (Project No. PW1715/Federal Project No. HSIPL-5008(161)) was approved for HSIP funding and included in the Fiscal Year (FY) 2017-22 and FY 2018-23 Capital Improvement Plan (CIP) for design and construction.
On January 18, 2018, the City advertised a Request for Proposals (RFP) for the design of improvements at the nine pedestrian crossings. On April 24, 2018, Bennett Engineering Services, Inc. was awarded a design contract in the amount of $67,919.54. In May 2018, Contract Change Order (CCO) No. 1 was administratively approved in the amount of $4,369.69 to cover the cost of an additional community meeting, for a total contract price of $72,289.23.
Community input to the design process combined with detailed engineering evaluation of project locations and traffic data determined that additional improvements such as upgraded lighting and re-aligned crosswalk alignments and/or connections were required. These additional improvements require design, surveying, and environmental review that is not within the scope of the original contract. A contract amendment in the amount of $52,688.10 is required for this enhanced design. Council approval is required for Amendment No. 1 as the total contract value will exceed the administrative authority of $75,000.
It is recommended that Council approve a motion authorizing the City Manager to execute Amendment No. 1 to the Professional Services Contract in the amount of $52,688.10 with Bennett Engineering Services, Inc. The total contract with Bennett Engineering Services, Inc. will be $124,977.33. It is anticipated that the design will be completed by June 2019, with construction to be completed in 2020.
DISCUSSION
Background
The HSIP is a core federal-aid program that provides funding for projects that aim to reduce the frequency and severity of collisions by improving roadway design and operational conditions. The City submitted eight grant applications to Caltrans for Cycle 8 of the HSIP grant program in August 2016. The Install Pedestrian Crossings at Nine Intersections project was submitted for funding consideration. The project was created to perform crossing safety improvements at nine intersections in the Weston Ranch community of Stockton (Attachment A - Vicinity Map). The project will generally improve connectivity and safety at the crossings by installing high visibility crosswalk markings, Americans with Disabilities Act compliant curb ramps, flashing beacons, and realigning crossing locations. Many of the crossing locations are on collector roads such as Carolyn Weston Boulevard where crossing is necessary to access the San Joaquin Regional Transit District bus routes or walk to nearby schools. The project will make improvements at the following locations:
• Henry Long Boulevard at San Joaquin Trail
• William Moss Boulevard at San Joaquin Trail
• Carolyn Weston Boulevard at San Joaquin Trail
• EWS Woods Boulevard at Boardwalk Drive
• Ishi Goto Street at EWS Woods Boulevard
• EWS Woods Boulevard at Little Hale Place
• Henry Long Boulevard at Venice Circle
• Henry Long Boulevard at Star Way
• McDougald Boulevard at San Joaquin Trail
The Install Pedestrian Crossings at Nine Intersections (Project No. PW1715/Federal Project No. HSIPL-5008(161)) was approved for HSIP funding and included in the FY 2017-22 and FY 2018-23 CIP. On January 18, 2018, the City advertised a RFP for design of the pedestrian crossing improvements in the Weston Ranch Subdivision. On February 23, 2018, three proposals were received. The Selection Committee selected Bennett Engineering Services, Inc. for the project and a Professional Services Contract in the amount of $67,919.54 was executed on April 24, 2018 (Attachment B).
In May 2018, City staff added a Public Outreach Meeting for the Weston Ranch Community to the scope. CCO No. 1 (Attachment C) in the amount of $4,369.69 was administratively approved to compensate the design consultant for the additional services.
Present Situation
Community input to the design process combined with detailed engineering evaluation of project locations and traffic data determined that additional improvements such as upgraded lighting and re-aligned crosswalk alignments and/or connections were required. These additional improvements require design, surveying, and environmental review that is not within the scope of the original contract. A contract amendment in the amount of $52,688.10 is required for this enhanced design. Council approval is required for Amendment No. 1 as the total contract value will exceed the administrative authority of $75,000.
Staff recommends Council approve a motion authorizing the City Manager to execute Amendment No. 1 to the Professional Services Contract in the amount of $52,688.10 with Bennett Engineering Services, Inc. for the additional design services for the Install Pedestrian Crossings at Nine Intersections project (Attachment D). It is anticipated that the design will be completed by June 2019. Following completion of final design, staff will request construction authorization from Caltrans and bid the project. Construction is anticipated to commence in late 2019 and be completed in 2020.
FINANCIAL SUMMARY
The HSIP grant funding for this project was 100 percent funded with federal dollars. The federal funds were appropriated in the FY 2017-22 CIP for the design phase of the HSIP Cycle 8 Install Pedestrian Crossings at Nine Intersections (Project No. PW1715). The total appropriated funding for design is $184,900.
The current unencumbered balance of design funding for the Install Pedestrian Crossings at Nine Intersections project is $92,000 (308-3020-640; PW1715), which is sufficient to approve Amendment No. 1 in the amount of $52,688.10 with Bennett Engineering Services, Inc. The remaining funding will be expended on contingencies, engineering, and staff costs. Any remaining design funds will be rolled over to the construction phase of the project.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with Bennett Engineering Services, Inc.
Attachment C - CCO No. 1 with Bennett Engineering Services, Inc.
Attachment D - Amendment No. 1 to the Professional Services Contract with Bennett Engineering Services, Inc.