REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Bellecci & Associates, Inc. for Design Professional Services for Creek Trail Pavement Maintenance and Rehabilitation Projects
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City’s creek trail network includes portions of paved trails along Guadalupe River and San Tomas Aquino Creek. These paved trails were originally constructed in phases beginning in the 2000s through 2016. In 2019, the City completed a pavement condition study for the City’s creek trail network to assess the existing pavement conditions and to plan future pavement preservation and rehabilitation improvements. The study included the off-street routes adjacent to the creeks but did not cover the on-street routes since those pavement sections are maintained as part of the street system. Additionally, in 2019 the Council adopted the Bicycle Master Plan Update which included a policy to develop a trail pavement management plan and request funding through the capital improvement budget process to perform necessary pavement maintenance.
In order to prepare creek trail pavement maintenance and rehabilitation construction contracts for design and public bidding, the City needs to retain a consultant to provide engineering design services.
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the necessary design professional services. In March 2023, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform. The City received proposals from six firms: ActiveWayz Engineering, Inc., Bellecci & Associates, Inc., CSG Consultants, Inc., Ruggeri-Jensen-Azar, Sandis Civil Engineers Surveyors Planners, and Wilsey Ham, Inc.
A proposal review panel consisting of staff from the Design, Field Services, and Streets divisions of the Department of Public Works evaluated each proposal against the criteria set forth in the RFP, including responsiveness to the RFP, qualifications of the firm, qualifications and availability of key staff, project approach, and project schedule. Based on the panel’s evaluation, staff recommends awarding the agreement to Bellecci & Associates, Inc. (Bellecci). Bellecci submitted the best proposal, demonstrated a strong project understanding, and provided a project approach that would maximize efficiency of the design services provided towards the pavement maintenance and rehabilitation goals. Bellecci also has a track record of successfully performing similar services for various public agencies.
The proposed agreement (Attachment 1) includes a negotiated scope of services and fees based upon the understanding of the work to be performed. The scope of services generally includes project management, preliminary engineering, CEQA evaluation and agency permitting, construction documents, bidding support, construction support, and project close-out.
City staff split the maintenance and rehabilitation needs into phases to enable implementation as sequential projects over time based upon funding. The first phase (Phase 1) plans to address the paved portions of Guadalupe River Trail between the River Oaks Bridge and Thamien Park, and San Tomas Aquino Creek Trail between SR 237 and Tasman Drive. The second phase (Phase 2) plans to address San Tomas Aquino Creek Trail between Tasman Drive and Scott Boulevard. The third phase (Phase 3) plans to address San Tomas Aquino Creek Trail between Scott Boulevard and Homestead Road. A location map showing these limits is included as Attachment 2.
Based on initial estimates and approved budgets, the Annual Creek Trail Rehabilitation project is forecasted to have adequate funding for construction of Phase 1. The current budget does not have adequate funding for the construction of Phase 2 and 3. As a result, the design scope for Phases 2 and 3 in the proposed agreement with Bellecci are listed as optional services. This allows flexibility for the City in moving forward with these phases based on available funding in future capital budgets. Pending available budgets, the subsequent phases and project limits may be subject to refinement during the design phase. Any scope changes resulting in an increase to design costs would be brought forward for Council consideration.
Staff recommends entering into the Agreement for Design Professional Services with Bellecci and Associates, Inc. for Creek Trail Pavement Maintenance and Rehabilitation Projects. Approval of this agreement will provide design professional services necessary to develop the design and construction documents to maintain the City’s creek trail pavement infrastructure. The Agreement includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. The agreement includes environmental review services for the pavement maintenance considered, and the consultant will evaluate the proposed work in accordance CEQA as part of the design and approval process.
FISCAL IMPACT
The proposed agreement is for a total not to exceed amount of $494,110, consisting of $449,190 for basic services and $44,920 for additional services. Of the basic services amount, $227,123 is apportioned for Phase 1, $134,732 for Phase 2, and $87,335 for Phase 3. Funding may be reallocated from phase to phase. Funding for the design services agreement is available in the Streets and Highways Fund Capital Improvement Program budget in the Annual Creek Trail Rehabilitation Program project.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement with Bellecci & Associates, Inc. for Creek Trail Pavement Maintenance and Rehabilitation Projects in the amount not-to-exceed $494,110 for design professional services required for the creek trail pavement maintenance and rehabilitation projects, in a final form approved by the City Attorney; and
2. Authorize the City Manager to make minor, non-substantive modifications, including time extensions, to the agreement, if needed in a final form approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Agreement
2. Location Map