HomeMy WebLinkAboutPW Canal St. Pedestrian Access and Safety ImprovementsAgenda Item No: 8
Meeting Date: January 20, 2009
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by/ City Manager Approval:
File No_- 19 1014
SUBJECT: Resolution authorizing the Director of Public Works to amend the Professional
Services Agreement with Alta Planning + Design for `Canal Street Pedestrian Access and Safety
Improvements' project under the Federal Lifeline Transportation Program for fee increase in the
amount of $14,728.
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 applied for this federal grant for `Canal Street Pedestrian
Access and Safety Improvements' project in 2007. Staff conceptualized the project based on the high-
priority transportation needs identified in the Canal neighborhood's Community Based Transportation
Plan (adopted in 2006).
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.
City entered into a professional services agreement with Alta Planning + Design, Inc. for a fee amount of
$36,680 for design consulting work in 2008.
ANALYSIS:
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
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
rest from the City's local match. Caltrans programmed $55,000 as the total design budget for the project
with $48,000 from LTP grant and $7,000 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. (Federal
funding programs require the City to follow the standard procedures for each step of the project)
Staff found that Alta Planning + Design, Inc. (Alta) is the most qualified consulting firm for design
consultation for this project. In their technical proposal, they requested $36,680 as their design fee based
on the initial budget of the project and the available funding. City entered into a professional services
agreement with Alta in 2008.
However in 2008, City was awarded an additional $96,000 for the same project raising the total budget to
$451,000. This additional funding allows 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. Their letter dated January 5,
2009 is attached with this report. This design fee increment would enable Alta to design additional
pedestrian access and safety features.
Once the design is finalized, the City will advertise for construction with the available funds shown
below. The Department of Public Works will seek approval from the City Council for construction at
that time.
FISCAL EMPACT:
Category -Eden Expense Code
Amount
Note(s)
Design -01
$36,680
Previously approved by the City Council in
April 2008 for professional services agreement
with Alta
Design -01
$14,728
For this request for increase in design fee.
Total design fee for Alta = $51,408.
Design -01
$3,592
Remaining design budget that has already been
programmed by Caltrans
Construction -02
$396,000
Including construction management
Construction Management -03
Land Acquisition -04
Site Testing -05
Furniture and Equipment -06
Supplies and Services -07
Personnel -08
Construction Inspection -99
Total Projected Cost
$451,000
Including construction, construction
management, etc.
We therefore request that the Council approves $14,728 for the project, from the following funding
sources:
Source
Amount Note(s)
CMAQ-LTP grant
$11,320
City's gas tax fund
$3,408 Out of City's local match of $7,000.
Total Available Funds
$14,728
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
OPTIONS: The Council may choose to not authorize the Director of Public Works to amend the
Professional Services Agreement with Alta Planning + Design for `Canal Street Pedestrian Access and
Safety Improvements' project under the Federal LTP for fee increase in the amount of $14,728, which
will result in the part of the design for the project being cancelled.
ACTION REQUIRED: Adopt the resolution allowing the Director of Public Works to amend the
Professional Services Agreement with Alta Planning + Design for `Canal Street Pedestrian Access and
Safety Improvements' project under the Federal Lifeline Transportation Program for fee increase in the
amount of $14,728.
Enclosures
1. Resolution
2. Copy of letter from Alta Planning + Design with proposal for fee increase
3. Copy of Caltrans authorization (Form E-76) to proceed with preliminary engineering
RESOLUTION NO.
RESOLUTION AUTHORIZING THE INTERIM DIRECTOR OF PUBLIC
WORKS TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH
ALTA PLANNING + DESIGN FOR `CANAL STREET PEDESTRIAN ACCESS
AND SAFETY IMPROVEMENTS' PROJECT UNDER THE FEDERAL
LIFELINE TRANSPORTATION PROGRAM TO INCREASE THE SCOPE OF
WORK FOR ADDITIONAL PEDESTRIAN ACCESS AND SAFETY FEATURES
AND TO INCREASE THE NOT -TO -EXCEED CONTRACT AMOUNT BY
$14,728 TO A TOTAL OF $51,408.
WHEREAS, the City was awarded Federal funding for `Canal Street
Pedestrian Access and Safety Improvements' project through the Lifeline Transportation
Program grant in 2007; and
WHEREAS, the initial budget of the project was estimated at $355,000
with $240,000 available through the Lifeline Transportation Program grant and rest as
local City match; and
WHEREAS, the City executed a Professional Services agreement in 2008
with consulting firm Alta Planning + Design for design work with a not -to -exceed contract
amount of $36,680 based on the initial budget of the project and available grant funding;
and
WHEREAS, City was awarded additional funding in the amount of
$96,000 in 2008 by the same funding source and for the same project, which enables the
City to include additional pedestrian safety and transit access improvements as part of the
same project; and
WHEREAS, Alta Planning + Design requested an increase in their original
fee in the amount of $14,728, which is proportional to the additional funding to enable
them to design additional pedestrian access and safety features;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of
San Rafael that the Interim Public Works Director is authorized to execute an Amendment
to the Professional Services Agreement with Alta Planning+ Design, dated September 4,
2008, in a form approved by the City Attorney, to increase the scope of work for the
design of additional pedestrian access and safety features and to increase the not -to -exceed
contract amount by $14,728 to a total of $51,408.
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 20`h day of January, 2009, by the following
vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk
alta
M
PLANNING + DESIGN
1410 Third Street
San Rafael, CA 94901
(415)482-8660
(415)482-8603
NNIM.altaplannine. com
January 05, 2009
Nader Mansourian, City Traffic Engineer
City of San Rafael Department of Public Works
111 Morphew Street
P.O. Box 151560
San Rafael, CA 94915
JAN 8 2-o"J
PUBLIC WORKS DEPT.
CITY OF SAN RAFAEL
Re: Proposal for Fee Adjustment for Canal Street Pedestrian
Access and Safety Project
Dear Mr. Mansourian:
Alta Planning + Design (Alta) submitted a proposal to the City of San Rafael in December
of 2007 for the Canal Street Pedestrian Access and Safety Project. The RFP from the City
described the project as having a total budget of $240,000, and requested a not -to -exceed fee
proposal from consultants based on that budget. The Alta Team was selected for the project
with a design budget of $36,680.
Subsequently, the City received an additional $96,000 in funding for the project in May 2008,
bringing the total project budget up to $336,000. The addition of $96,000 to the project
allows for more improvements along Canal Street.
Alta is requesting that its contract with the City of San Rafael be amended to reflect the
increased design costs associated with the additional improvements made possible with this
new funding, and that Alta's design budget be kept proportional to this increase reflecting
the increased scope, detail, and complexity of the recommendations.
Alta is requesting that its budget be increased proportionally from $36,680 to $51,408, an
increase of $14,728. This additional fee will be used to design and detail the additional
pedestrian safety and transit access improvements provided for by the increased available
construction budget beyond that afforded by the original grant amount.
The additional $96,000 in the project budget makes it possible to provide curb extensions at
midblock locations and extend them beyond the immediate intersections locations originally
proposed in order to better accommodate the high volume of pedestrians and bus patrons in
Mt. VaderbIansourian
lanuary 0-5, 2009
Page 2
the project area . In addition, the design of these curb extensions requires detailed design
work to provide for continued proper storm drainage in the area. This additional fee is
necessary to design and detail the drainage work required to successfully install these
expanded curb extensions.
Please do not hesitate to tne at 482-8660 should you have any questions or comments
regarding this proposal.
Sincerely,
Alta Planning + Design, Inc.
Michael G. Jones,
Principal
I
5043029
FNM -76 (VERSION E-76)
AUTHORIZATION/AGREEMENT SUMMARY
FEDERAL AID
PROGRAM
CALIFORNIA DEPARTMENT OF
TRANSPORTATION
DLA LOCATOR
04 -MRN -0 -SRF
pREV.
AUTH/AGREE DATE
PREFIX
CML
PROJECT LOCATION
PROJECT NO
5043(029)
CANAL ST. BET. MEDWAY & CAPRI
COURT ---------------------
PE
07/31/08
SEQ NO
1
R/W
DIST-EA
04-92S304L
TYPE OF WORK
AGENCY
SAN RAFAEL
INTERSECTION IMPROVEMENTS
CON
ROUTE
FED. RR NOS
SPR
TIP DATA:
PUC CODE(5)
MCS
MPO/YEAR
MTC
EXEMPT FROM FHWA REVIEW
0TH
DATE
08/09
ENV STATUS
APPR CODES
L400
STIP REF:
R/W STATUS
LINE NOS
10
CTIPS# 206-0000-4113
BEGIN MP .000
IMPRV TYPE
15
URBANIZED
SF -OAKLAND
END MP .000
FUNC. SYS
L
URB/RURAL
URBAN AREA
INV RTE
BRIDGE NOS
PHASE
- PROJECT COST
FEDERAL --COST
AC COST - -
---------------------------------------•__-------.----------""'-----------"'"'-
PREY.
OBLIGATION .00
.00
.00
PE THIS
REQUEST 48,000.00
48,000.00
.00
SUBTOTAL 48,000.00
48,000.00
.00
----------`-------__.----------------------------------------------------------
TOTAL
48,000.00
48,000.00
.00
PPNO - 04-MRN070010
STATE REMARKS
--------------
04-MRN-O-SRF, CML 5043(029), CMAQ fund. Cade=1.4001
COST SUMMARY TOTAL FED PART. FED (L400) LOCAL
PE (THIS REQ) 55,000 48,000 48,000 7,000
TOTAL 55,000 48,000 48,000 7,000
AUTHORIZATION TO PROCEED WITH PRE PREPARED BY H. P. TANG
622-5917
PRELIMINARY ENGR. REVIEWED BY NABEEI. BURHAN
(916)653-7759
AUTHORIZED BY S. VONGJ ESDA
ELECTRONIC SIGNATURE DOCUMENT TYPE AUTH/AGREE SIGNED BY S. VONGJESDA
CALTRANS
PROCESSED BY J. FOGLE
LAST FHWA ELECTRONIC SIGNATURE EXECUTED BY VENESHIA L. SMITH
Page 1
ON 07/19/08 510
ON 07/28/08
ON 07/31/08
ON 07/31/08 FOR
ON 08/08/08 FOR FHWA
ON 08/12/08
I
5043029
FNM -76 (VERSION E-76)
PPNO - 04-MRN070016
STATE REMARKS
04 -MRN -0 -SRF, CML SO43(029), CMAQ fund. Code=L400,
COST SUMMARY TOTAL FED PART, FED (L400) LOCAL
PE (THIS REQ) 55,000 48,000 48,000 7,000
TOTAL = 55,000 48,000 48,000 7,000
AUTHORIZATION TO PROCEED WITH PRE PREPARED BY H. P. TANG
622-5917
PRELIMINARY ENGR. REVIEWED BY NABEEL BURHAN
(916)653-7759
AUTHORIZED BY S. VONGJESDA
ELECTRONIC SIGNATURE DOCUMENT TYPE AUTH/AGREE SIGNED BY S. VONGJESDA
CALTRANS
PROCESSED BY J. FOGLE
LAST FHWA ELECTRONIC SIGNATURE EXECUTED BY VENESHIA L. SMITH
Page 1
ON 07/19/08 510
ON 07/28/08
ON 07/31/08
ON 07/31/08 FOR
ON 08/08/08 FOR FHWA
ON 08/12/08
AUTHORIZATION/AGREEMENT SUMMARY
FEDERAL AID
PROGRAM
CALIFORNIA DEPARTMENT OF
TRANSPORTATION
DLA LOCATOR
PREFIX
04 -MRN -0 -SRF
CML
PROJECT LOCATION
PREV.
AUTH/AGREE DATE
PROJECT NO
5043(029)
CANAL ST. BET. MEDWAY & CAPRI
COURT
---------------
SEQ NO
1
PE
07/31/08
DIST-EA
04-925304L
TYPE OF WORK
R/W
AGENCY
SAN RAFAEL
INTERSECTION IMPROVEMENTS
CON
ROUTE
FED. RR NOS
SPR
TIP DATA!
PUC CODE(S)
MCS
MPO/YEAR
MTC
EXEMPT FROM FHWA REVIEW
0TH
DATE
08/09
ENV STATUS
APPR CODES
L400
STIP REF:
R/W STATUS
LINE NOS
10
CTIPS# 206-0000-4113
BEGIN MP .000
IMPRV TYPE
15
URBANIZED
SF -OAKLAND
END MP .000
FDNC. SYS
L
URB/RURAL
URBAN AREA
INV RTE
BRIDGE NOS
PHASE
PR03FCT COST
--FEDERAL-COST-
----•---:-__------
ACCOST
------
-------------- '
PREV.
_-----------------' ---------"""--
OBLIGATION .00
.00
.00
PE THIS
REQUEST 48,000.00
48 000.00
.00
SUBTOTAL
48,000.00
48,000.00
.00
------------------------------------------------------------------------------
TOTAL
48,000.00
48,000.00
.00
PPNO - 04-MRN070016
STATE REMARKS
04 -MRN -0 -SRF, CML SO43(029), CMAQ fund. Code=L400,
COST SUMMARY TOTAL FED PART, FED (L400) LOCAL
PE (THIS REQ) 55,000 48,000 48,000 7,000
TOTAL = 55,000 48,000 48,000 7,000
AUTHORIZATION TO PROCEED WITH PRE PREPARED BY H. P. TANG
622-5917
PRELIMINARY ENGR. REVIEWED BY NABEEL BURHAN
(916)653-7759
AUTHORIZED BY S. VONGJESDA
ELECTRONIC SIGNATURE DOCUMENT TYPE AUTH/AGREE SIGNED BY S. VONGJESDA
CALTRANS
PROCESSED BY J. FOGLE
LAST FHWA ELECTRONIC SIGNATURE EXECUTED BY VENESHIA L. SMITH
Page 1
ON 07/19/08 510
ON 07/28/08
ON 07/31/08
ON 07/31/08 FOR
ON 08/08/08 FOR FHWA
ON 08/12/08
