REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with WRECO for the Great America Parkway and Mission College Boulevard Intersection Improvements and Related Budget Amendment
Report
BACKGROUND
The purpose of the Great America Parkway and Mission College Boulevard Intersection Improvements (Project) is to widen the Great America Parkway (GAP) and Mission College Boulevard (MCB) intersection (GAP-MCB Intersection) to add a third left turn lane from westbound MCB to southbound GAP and to also add a third left turn lane from northbound GAP to westbound MCB (Attachment 1). The Project also provides other related street improvements including roadway widening, traffic signal replacements, new street lights, pavement rehabilitation, modifications to the existing storm drain system, Silicon Valley Power (SVP)-owned electrical and fiber facilities relocation, and ADA improvements within the Project area.
In 2000, the City hired BKF Engineers for design services for a larger project as shown in Attachment 2. This larger project included the scope of the Project in addition to the widening of MCB between GAP and Montague Expressway (MCB Improvement Project). Various traffic studies had been completed in the area at the time that identified the need to complete these improvements. After design of the larger project commenced, right-of-way (ROW) acquisition limits were finalized based on the layout of the proposed GAP/MCB intersection improvements (Attachment 4). The City then met with the three impacted property owners to coordinate ROW acquisition and after several years of negotiations, agreements could not be reached between the City and the property owners.
The City did not pursue eminent domain and due to the ROW acquisition issues, the larger project was separated into two projects: 1) the MCB Improvement Project for the improvements without additional ROW needs and 2) the Project which has ROW needs.
The MCB Improvement Project construction contract was awarded by the City Council in 2004 and construction work was completed in 2006. Due to continuing ROW acquisition issues on the Project, the design work for GAP/MCB intersection widening was put on hold in 2005. The agreement with BKF Engineers expired in 2006, and the Project design was effectively postponed.
In recent years, during the approval of various development projects in northern parts of the City, which included 2350 Mission College Boulevard and the Yahoo Santa Clara Campus, the Project was identified as necessary to support these developments and developer contributions were made. Also, other development projects have contributed funding towards the Project through payment of the City’s traffic mitigation fees.
In 2012, City Council approved a new agreement with BKF Engineers to restart the Project. ROW acquisition continued to remain challenging, however in early 2018, all necessary ROW was secured. At this time, City staff began negotiations with BKF Engineers on an amendment to the design agreement as the age of the completed design work as well as changes in regulations, standards and requirements, necessitates additional work to complete the design of the Project. After several months of negotiations, the City and BKF Engineers could not come to a mutually agreeable amendment to complete the design work and the City elected to publish a new Request for Proposals (RFP) for a new design consultant to complete the Project.
DISCUSSION
A formal RFP process was utilized to solicit proposals from consultants to provide professional design services for the Project. The Project boundary (as shown in Attachment 4) includes the original scope for the GAP/MCB intersection widening improvements, and also includes pavement treatment along GAP south of the GAP-MCB intersection. One consultant firm, WRECO, submitted a proposal which was evaluated, and the project team was interviewed by Department of Public Works and SVP staff. The consultant firm was evaluated based on many factors including qualifications, relevant firm experience and proposed key project staff, project approach, and project schedule. WRECO demonstrated experience of successfully performing similar design services for nearby public agencies and also committed highly qualified key staff to this project.
The proposed agreement (Attachment 5) includes a refined scope of work based upon negotiations and the understanding of the work to be performed. The scope of work generally includes: project management; pre-design investigation, including pavement analysis, surveying, and utility coordination; obtaining permits; preparation of bid documents; and assistance during bidding, award, construction, and post-construction. With the widening of the streets, restoration of private properties at the interface of project limits is needed. These items were negotiated during the ROW/easement acquisition process and therefore, the work is included in the Project.
Staff recommends entering into the Agreement for Design Professional Services with WRECO for the Great America Parkway and Mission College Boulevard Intersection Improvements Project. Approval of this agreement will allocate the design professional services to complete the Project bid documents, which will allow advertisement for bids to construct the improvements.
ENVIRONMENTAL REVIEW
This action is for design professional and construction support services and is not a project, which has the potential for causing a significant effect on the environment under the California Environmental Quality Act (“CEQA”) Guidelines section 15061(b)(3). The action being considered also does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. Environmental review was completed for the Project and will be revalidated during the design phase of the Project prior to approval for construction.
FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount of $1,028,000. This amount includes $930,233 for basic services, $1,500 for reimbursable expenses, and a not-to-exceed amount of $96,267 for additional services. SVP is contributing $63,688 for scope of work related to the design of SVP facilities relocation. The majority of this project is being funded through a mix of developer contributions and Traffic Mitigation Fees. Funds are available in the Capital Improvement Project budget for the MCB/GAP Intersection Improvement Project and the Distribution Capital Maintenance and Betterments Project.
Budget Amendment
FY 2019/20
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Fund 533 - Streets & Highways Capital Fund |
|
|
|
|
Transfers In |
|
|
|
|
Transfer from Electric Utilities Capital Fund |
$0 |
$68,688 |
$68,688 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
MBC/GAP Intersection Improvement Project |
*$6,653,868 |
$68,688 |
$6,722,556 |
|
|
|
|
|
|
Fund 591 - Electric Utilities Capital Fund |
|
|
|
|
Expenditures |
|
|
|
|
Distribution Capital Maintenance and Betterments |
*$1,500,000 |
($68,688) |
$1,431,312 |
|
|
|
|
|
|
Transfers Out |
|
|
|
|
Transfer to Streets and Highways Capital Fund |
$0 |
$68,688 |
$68,688 |
|
*FY2018/19 Carryover Balance |
|
|
|
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 an Agreement for Design Professional Services with WRECO for Great America Parkway and Mission College Boulevard Intersection Improvements Project in the amount not-to-exceed $1,028,000;
2. Approve the related budget amendment transferring $63,688 from Electric Utilities Capital Fund - Distribution Capital Maintenance and Betterments Project to the Street and Highways Capital Fund - Great America Parkway and Mission College Boulevard Intersection Improvements Project; and
3. Authorize the City Manager to make minor modifications to the Agreement, including time extension involving no increase in costs, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Project Improvements Exhibit
2. Larger Project Map
3. ROW and Easement Dedication Map
4. GAP/MCB Intersection Improvements Project Map
5. Agreement