REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with WRECO for the Great America Parkway and Mission College Boulevard Intersection Improvements Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
Report
BACKGROUND
On August 20, 2019, City Council approved a design professional services agreement with WRECO for the Great America Parkway and Mission College Boulevard Intersection Improvements Project (Project, Attachment 1). The Project includes widening of the intersection to include an additional vehicle lane and traffic signal replacement at the Great America Parkway (GAP) and Mission College Boulevard (MCB) Intersection, traffic signal modification at the MCB and Marriot Driveway intersection, replacement of streetlights, pavement rehabilitation, and modifications to existing utilities including storm drain, Silicon Valley Power (SVP) electrical and fiber optic facilities along GAP and MCB. The Project also adds a new bicycle lane on GAP and MCB to close existing gaps and complete the bicycle network in accordance with the Bicycle Plan 2018 Update. Additionally, the Project includes pedestrian improvements such as reconstruction of curb ramps and sidewalks to comply with Americans with Disabilities Act (ADA) requirements, installation of Accessible Pedestrian Signals, and removal of “porkchop” islands at the GAP and MCB Intersection.
The Project progressed through the design process and the City was provided with the 90% design including a revised construction cost estimate. During the review of the 90% design plans and revised construction cost estimate provided by WRECO, City staff noted that the construction cost estimate had increased and deemed it necessary to explore value engineering options in an effort to reduce construction costs.
DISCUSSION
Through the value engineering process, staff completed additional traffic analyses of the GAP and MCB intersection to explore options that could have the potential to reduce project costs. Based on that analysis, staff was able to identify modified lane configuration options that not only decreased necessary roadwork (reducing costs) but would also minimize traffic delays based on the latest traffic volume forecasts.
The additional traffic analyses considered future traffic volume forecasts that were used for several projects that have been previously approved including the Freedom Circle Focus Area Plan, Lawrence Station Area Plan, Patrick Henry Drive Specific Plan, Related Santa Clara, Santa Clara Square, and Tasman East Specific Plan. The analyses identified several vehicle lane changes that could be made to reduce construction costs without negatively impacting traffic operations.
Staff worked with WRECO to review the options and based on the additional traffic analyses, changes are being recommended that reduce construction costs, schedules, and traffic delays compared to the original project design. The modifications include:
• Delete proposed third left turn lane from northbound GAP to westbound MCB as traffic volumes can be adequately served by the existing two left turn lanes.
• Delete proposed third left turn lane from westbound MCB to southbound GAP. Instead, convert one of two through lanes into a third left turn lane as through traffic volumes are adequately served by one lane.
• Delete the removal and relocation of the center medians within portions of MCB and GAP. This work is no longer needed since the left turn lanes described previously are not added.
• Delete some additional widening of GAP that is no longer needed since the center median is not being relocated.
• Add curb bulbouts to the northwest and southwest corners of the intersection to reduce pedestrian crossing distances.
Based on the construction cost estimates prepared by WRECO for both the original and revised designs, it is anticipated that the modifications could lead to construction cost savings of approximately $2.6 million.
In order to account for the necessary Project design changes so cost reductions could be achieved, staff coordinated with WRECO and determined the extent of the redesign work that would be needed, starting from the 60% design milestone of the original scope of work. The proposed Amendment No. 1 (Attachment 2) includes a negotiated scope of services and schedule of fees that incorporates the effort necessary to complete the redesign of the Project. The scope of services generally includes: preparation of construction documents (plans, specifications, and estimates) for public works bidding, permit applications, preparation of exhibits/plats/legal documents, engineering support services during bid and award and construction, and record drawing preparation.
Staff recommends approval of Amendment No. 1 to the agreement with WRECO in the amount of $381,629 to complete design services needed for the Project. Approval of this amendment will provide the design professional services necessary to develop documents for Project bidding and construction. Prevailing wage requirements that were included in the original agreement remain applicable under Amendment No. 1.
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.
FISCAL IMPACT
The not-to-exceed amount of the original agreement is $1,028,000. This amount includes $930,233 for basic services, $1,500 for reimbursable expenses, and $96,267 for additional services. The proposed Amendment No. 1 adds $381,629 to the original agreement, bringing the total not-to-exceed amount to $1,409,629 ($1,221,147 for basic services, $1,500 for reimbursable expenses and $186,982 for additional services). Funds for Amendment No. 1 are available in Public Works’ capital improvement program MCB/GAP Intersection Improvement Project budget.
Staff anticipates that additional amounts will be required in the Capital Improvement Program Budget to fund the full construction costs of the Project. Currently staff is reviewing options to fund the additional costs with traffic impact fees, City regional transportation funds as well as developer contributions. Furthermore, staff has submitted several applications for federal grants and earmarks to support the project. Proposed budget amendments will be presented to the Council for consideration at the time of construction contract award.
COORDINATION
This report has been coordinated with the Finance Department and 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 Amendment No. 1 to the Agreement with WRECO in the amount of $381,629 for Great America Parkway and Mission College Boulevard Intersection Improvements Project for a total Agreement not-to-exceed amount of $1,409,629; and
2. Authorize the City Manager to make minor modifications to the agreement if needed and to extend the term.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Original Agreement
2. Amendment No. 1