REPORT TO COUNCIL
SUBJECT
Title
Action on a Design Professional Services Agreement with Alta Planning + Design for the Pedestrian Master Plan Project and Related Budget Amendment
Report
BACKGROUND
In October 2017, the City applied for grant funding from the California Department of Transportation (Caltrans) Sustainable Communities Transportation Planning Grant Program for the proposed Pedestrian Master Plan Project (Project). This Caltrans program provides funding for transportation planning projects that incorporate and achieve objectives such as: identifying and addressing mobility deficiencies in the multimodal transportation system; encouraging stakeholder collaboration; involving active public engagement, and ultimately resulting in programmed system improvements. The ultimate goal of the City’s first ever Pedestrian Master Plan is to make walking a more viable and safe transportation option for the entire community which will reduce environmental impacts and improve the health of our community members of all ages.
In December 2017, the City was notified by Caltrans that the City would receive grant funding in the amount of $279,214 for the Project with a City funding match of $54,536. At the February 6, 2018 Council meeting, City Council adopted Resolution No. 18-8494 which authorized the City Manager to execute the grant funding agreement with Caltrans. On April 30, 2018, the grant funding agreement was approved by Caltrans.
DISCUSSION
Based on the scope of this project, the City is in need of dedicated and specialized consulting services to assist with the preparation of the Project. A Request for Proposal (RFP) for professional services was issued in May 2018 to solicit proposals from private consultants. The scope of services included project management, public outreach, reviewing existing conditions, conducting a needs analysis, developing project recommendations and their associated cost estimates, and developing the master plan. The master plan would identify pedestrian improvements necessary to expand the existing network, complete network gaps, provide greater connectivity to public transportation, increase mobility, and encourage the public to choose more sustainable modes of transportation.
The RFP was sent to 10 qualified private consultants and posted on the Bids, RFPs, RFQs webpage of the City website. One (1) proposal was received on June 8, 2018 from Alta Planning + Design. Based on staff’s evaluation of the proposal, Alta Planning + Design is recommended to provide the consulting services for the Project based on their past performance and extensive experience preparing pedestrian plans, especially within the Bay Area.
If approved, Alta Planning + Design would immediately begin work on the Project which includes the creation of a project website to promote outreach and education materials, document workshops, and advertise public events and interaction opportunities. Walking tours, school walking audits, and several community workshops will be conducted to gather community and stakeholder input. Additionally, an existing conditions assessment will be completed with a corresponding pedestrian needs and gaps analysis. Subsequent steps include completion of a list of recommended pedestrian improvements with cost estimates and recommendations for potential funding sources. Staff is also planning to coordinate the project with the City’s Bicycle and Pedestrian Advisory Committee, Senior Advisory Commission, and the American with Disabilities Act Committee. It is anticipated that the final Pedestrian Master Plan will be presented to Council at the end of 2019.
ENVIRONMENTAL REVIEW
The action being considered is subject to a statutory exemption from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15262 (“Feasibility and Planning Studies”) as it involves a feasibility or planning study for possible future actions that the City has not yet approved, adopted, or funded.
FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount of $307,135. This amount includes $279,214 for basic services plus 10% for any potential additional services in the amount not-to-exceed $27,921. Basic services will be funded solely by the grant award and funds, appropriated on June 12, 2018 with the approval of the 2018/19 CIP budget, are available in the Pedestrian Master Plan project (CIP 533-1233). Caltrans has indicated that the grant should cover the basic services and was not in favor of it being utilized for any additional services. As a result, additional funding in the amount of $27,921 is required to fund any potential additional services, which can include additional meetings/outreach efforts or unexpected consultant tasks/analysis resulting from community input. The additional funding of $27,921 is available in the Pedestrian and Bicycle Enhancement Facilities project in the event additional services are required.
The local match for this grant award of $54,536 will be used to fund staff time for the project. The funds are available in the Department of Public Work’s Traffic - Capital Projects (Program 4433) budget.
BUDGET AMENDMENT
|
|
2018/19 Current Budget |
Increase/ (Decrease) |
2018/19 Revised Budget |
|
Fund 533 - Streets and Highways |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Expenditures |
|
|
|
|
Pedestrian and Bicycle Enhancement Facilities (CIP 533-1220) |
$464,706* |
($27,921) |
$436,785 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Pedestrian Master Plan (CIP 533-1233) |
$279,214 |
$27,921 |
$307,135 |
*2018/19 available budget (including estimated carryover from 2017/18)
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 the Agreement for Design Professional Services with Alta Planning + Design for the Pedestrian Master Plan project in the amount not-to-exceed $307,135;
2. Approve the related budget amendment transferring $27,921 from the Pedestrian and Bicycle Enhancement Facilities project (CIP 533-1220) to the Pedestrian Master Plan project (CIP 533-1233); and
3. Authorize the City Manager to make minor modifications to the Agreement, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement