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Home My WebLink AboutPW Lifeline Transportation Program Amendmentper` �&4 , Agenda Item No: Meeting Date: August 3, 2009 SAN RAFAEL CITY COUNCIL AGENDA REPORT City Manager Approval: Department: Public Works Prepared k}� sv.---- 7Z Interim Director of Public Works (SC) File No.: 18.10.14 SUBJECT: Resolution approving and authorizing the Interim Director of Public Works to execute Amendment No. 2 to the Professional Services Agreement with Alta Planning + Design for `Canal Street Pedestrian Access and Safety Improvements' project under the Federal Lifeline Transportation Program, to extend the contract end date. RECOMMENDATION: Adopt resolution. BACKGROUND: The Lifeline Transportation Program (LTP) is a federal funding program that funds projects to improve mobility of low-income communities. Staff conceptualized the project based on the high-priority transportation needs identified in the Canal neighborhood's Community Based Transportation Plan (adopted in 2006) and applied for the federal grant in 2007. The project is to design and install features to improve pedestrian access and safety at the selected locations. Staff selected four intersections situated at the core of the neighborhood along Canal Street, which runs in the east -west direction through a residential area. Following are the selected intersections- • Canal Street & Larkspur Street, • Canal Street & Novato Street, • Canal Street & Fairfax Street, and • Canal Street & Sonoma Street/Portofino Road. The preliminary estimate, which included both design and construction, was $355,000 for this project. Out of which, $240,000 for construction only was available from Lifeline Transportation Program and rest from the City's local match. Staff found that specialized consulting service for design phase is required for this project. Staff followed Federal and Caltrans' standard procedures for selecting the consultant firm for the project and found that Alta Planning + Design, Inc. (Alta) is the most qualified consulting firm for design consultation for this project. The City entered into a Professional Services Agreement with Alta Planning + Design, hie. in 2008 for a fee amount of $36,680 for design consulting work and contract end date of February 28, 2009. FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 However in 2008, City was awarded an additional $96,000 for the same project raising the total budget to $451,000. This additional funding allowed for more improvements along Canal Street at the selected locations. Alta requested the City that their design fee be increased proportionally to the additional funding amount reflecting the increased scope, detail and complexity of the design proposals. The City Council approved the Amendment No. 1 executed on February 9, 2009 to increase the design consultation fee and extend the contract end date. ANALYSIS: The project got delayed significantly due to late approval for construction funding from Caltrans. The City staff and design consultants require additional time to finalize the design and prepare the complete plans, specifications and estimate (PS&E) package in order to advertize the project for bidding. At this stage, staff anticipates that the project's design work will be complete by December 31, 2009. However, the resolution has a provision for a comfortable margin for design completion should the project gets delayed even further. FISCAL IMPACT: The budget already approved for this project still remains the same and there will not be any additional fiscal impact due to this amendment. Hence, no additional funding is requested for this amendment. Category -Eden Expense Code Amount Note(s) Design -01 Construction -02 Construction Management -03 Land Acquisition -04 Site Testing -05 Furniture and Equipment -06 Supplies and Services -07 Personnel -08 Construction hispection-99 Total Projected Cost $451,000 Already approved OPTIONS: The Council may choose to not approve and authorize the Interim Director of Public Works to execute Amendment No. 2 to the Professional Services Agreement with Alta Planning + Design for `Canal Street Pedestrian Access and Safety Improvements' project under the Federal Lifeline Transportation Program, to extend the contract end date, which will result in the design for the project being cancelled. ACTION REQUIRED: Adopt the resolution approving and authorizing the Interim Director of Public Works to execute Amendment No. 2 to the Professional Services Agreement with Alta Planning + Design for `Canal Street Pedestrian Access and Safety Improvements' project under the Federal Lifeline Transportation Program, to extend the contract end date. Enclosures: 1. Resolution, and 2. Amendment No, 2 to Professional Services Agreement. RESOLUTION NO. RESOLUTION APPROVING AND AUTHORIZING THE INTERIM DIRECTOR OF PUBLIC WORKS TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH ALTA PLANNING + DESIGN, INC. FOR `CANAL STREET PEDESTRIAN ACCESS AND SAFETY IMPROVEMENTS' PROJECT UNDER THE FEDERAL LIFELINE TRANSPORTATION PROGRAM, TO EXTEND THE CONTRACT END DATE. WHEREAS, the City of San Rafael was awarded Federal funding for the `Canal Street Pedestrian Access and Safety Improvements' project through the Lifeline Transportation Program grant in 2007; and WHEREAS, on September 4, 2008, the City Council approved an Agreement for Professional Services with Alta Planning + Design, Inc. to assist in the preliminary engineering for the "Canal Street Pedestrian Access and Safety Improvements" project under the Federal Lifeline Transportation Program; and WHEREAS, the City Council approved Amendment No. 1 to the aforementioned Professional Services Agreement on February 9, 2009, to extend the project's end date to June 30, 2009, and to increase the design consultation fee; and WHEREAS, the progress of the project got significantly delayed due to late approval from Caltrans for project funding; and WHEREAS, the City staff and the design consultant need additional time to complete final design to prepare a complete plans, specifications and estimate (PS&E) package ready for advertising, and desire that the contract end date be extended to December 31, 2009, with provision for a further six (6) month extension by mutual agreement of the parties as approved by the City Manager in writing; NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Rafael approves and authorizes the Interim Public Works Director to execute Amendment No. 2 to the Professional Services Agreement with Alta Planning + Design, Inc., in a form approved by the City Attorney, to extend the contract end date to December 31, 2009, with provision for a further 6 month extension by mutual agreement of the parties as approved by the City Manager in writing. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 3rd day of August, 2009, by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk AMENDMENT NO.2 TO PROFESSIONAL SERVICES AGREEMENT WITH ALTA PLANNING + DESIGN, INC. FOR `CANAL STREET PEDESTRIAN ACCESS AND SAFETY IMPROVEMENTS' PROJECT UNDER FEDERAL LIFELINE TRANSPORTATION PROGRAM This Amendment No. 2 to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "LOCAL AGENCY"), and ALTA PLANNING + DESIGN, INC., a corporation (hereinafter "CONSULTANT"), is made and entered on the 3rd day of August 2009. RECITALS WHEREAS, the LOCAL AGENCY was awarded Federal funding for `Canal Street Pedestrian Access and Safety Improvements' project through the Lifeline Transportation Program grant in 2007; and WHEREAS, on September 4, 2008, LOCAL AGENCY entered into an Agreement for Professional Services with CONSULTANT to assist in the preliminary engineering for the "Canal Street Pedestrian Access and Safety Improvements" project under the Federal Lifeline Transportation Program; and WHEREAS, the City Council approved Amendment No. 1 to the aforementioned Professional Services Agreement on February, 9, 2009, to extend the project's end date to June 30, 2009, and to increase the design consultation fee; and WHEREAS, the progress of the project has been significantly delayed due to late approval from Caltrans for project funding; and WHEREAS, the City staff and the design consultant need additional time to complete final design to prepare a complete plans, specifications and estimate (PS&E) package ready for advertising; 11 AMENDMENT NO.2 TO AGREEMENT NOW, THEREFORE, the parties hereby agree to an Amendment No. 2 to the aforementioned Professional Services Agreement between the parties as follows: 1. Article III (A) is amended to read as follows: Article III. Performance Period A. This contract shall go into effect on September 4, 2008, contingent upon approval by the LOCAL AGENCY, and the CONSULTANT shall commence work after notification to proceed by the LOCAL AGENCY's Contract Manager. The contract shall end on December 31, 2009, unless the parties agree to an extension by a contract amendment, which may be approved by the City Manager in writing for a period up to an additional six (6) months. 2. All of the other provisions, terms and obligations of the Professional Services Agreement between the parties, dated September 4, 2008, as amended by Amendment No. 1, dated February 9, 2009, shall remain valid and shall be in force after this amendment. IN WITNESS WHEREOF, the parties have executed this Amendment No. 2 as of the day, month, and year first above written. CITY OF SAN RAFAEL Name: PARVIZ MOKHTARI, P.E. Title: Interim Director of Public Works ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney 2 ALTA PLANNING + DESIGN, INC. Name: MICHAEL G. JONES Title: Principal