HomeMy WebLinkAboutPW Freitas & Las Gallinas Intersection Improvement Proj. AmendAgenda Item No: 3' 9
Meeting Date: April 20, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared bCity Manager Approval'! V c4
Ac in Director of blic Works
File No.: 18.01.73
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE PUBLIC WORKS
DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT WITH CSW/STUBER-STROEII ENGINEERING
GROUP, INC. TO EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE
MANUEL T. FREITAS PARKWAY AND LAS GALLINAS AVENUE
INTERSECTION IMPROVEMENT PROJECT IN AN AMOUNT NOT TO EXCEED
$7,000.00, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE
AGREEMENT TO $252,282.00.
RECOMMENDATION: Adopt resolution
BACKGROUND: Staff has analyzed the intersection of Manuel T. Freitas Parkway and Las Gallinas
Avenue and recommended it for intersection improvements and modifications.
This intersection currently experiences excessive delay from several of its approaches. The high number
of vehicle trips from US 101 to Terra Linda High School, Vallecito Elementary School, Kaiser Hospital
Emergency Room, as well as nearby residential and commercial areas causes the queue on westbound
Manuel T. Freitas Parkway to extend beyond the available turn pocket for much of the day. Due to the
current geometry of the intersection, the eastbound and westbound protected left turn phases are unable to
operate simultaneously and must utilize a lead/lag operation further adding to delay and intersection
congestion. In addition, the bicycle lanes on both Las Gallinas Avenue and Freitas Parkway terminate
prior to approaching the intersection resulting in gaps on this heavily travelled bike route. Upgrades to
the traffic signal system and signal operations, and improvements to intersection geometry, were
recommended in San Rafael General Plan 2020 (adopted in November, 2004).
On October 6, 2014, the City Council adopted Resolution number 13821, authorizing the Public Works
Director to execute an agreement with CSW/Stuber-Stroeh Engineering Group, Inc., in an amount not to
exceed $245,282.00 for the design of intersection improvements at Manuel T. Freitas Parkway and Las
Gallinas Avenue.
Amend Civil Design Task
The City of San Rafael Bicycle/Pedestrian Master Plan Update 2011, adopted by City Council on April 4,
2011, lists pedestrian improvements at the intersection of Manuel T. Freitas Parkway/Los Gamos Drive.
FOR CITY CLERK ONLY
File No.: 14— 3 `3 -7-4
Council Meeting: Lf /)Lc/,).o 1s
Disposition: P ;a4-07r0J i 9
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Specifically, the plan states to "reduce curb return radii to provide shorter pedestrian crossing" at this
intersection and states that the improvements should be completed within one to five years of adoption of
the Plan.
After starting the design of the improvements at the Freitas Parkway/Las Gallinas Avenue intersection,
the intersection of Manuel T. Freitas/Los Gamos Drive was examined. Since these intersections are fairly
close together, it follows that improvements at the Las Gallinas Avenue/Manuel T. Freitas Parkway
intersection will impact those at the Los Gamos Drive intersection. Expanding the current scope of
services to include modifications to the Los Gamos Drive/Manuel T. Freitas Parkway intersection are
recommended to provide a more complete project.
ANALYSIS: Staff recommends inclusion of pedestrian improvements at the intersection of Manuel T.
Freitas/Los Gamos Drive, which are specifically listed in Bicycle/Pedestrian Master Plan 2011, with the
current project. Performing these improvements with the original Manuel T. Freitas Parkway/Las
Gallinas Avenue project will expedite the completion of the work and reduce overall cost.
FISCAL IMPACT: Policy C-6 of General Plan 2020 identifies Major Planned Circulation Improvement
projects for the City of San Rafael as shown in Exhibit 21 of that document. Items 4 (Freitas/Las
Gallinas), 23 (Install Traffic Monitoring Sensors and Camera Systems), and 25 (Implement Bicycle and
Pedestrian Master Plan) all relate to the work proposed for this project. It is therefore appropriate to
Utilize the Traffic Mitigation Fund for this project.
The 2014-2015 Capital Improvement Program (p. 109) identified $150,000 for FY14/15 project design
and $1,350,000 for FY15/16 estimated construction. Staff has confirmed that $300,000 in Traffic
Mitigation Funds had already been budgeted for the project. That sum is sufficient to pay for design and
related miscellaneous expenses, including the additional design for the improvements at the intersection
of Manuel T. Freitas Parkway/Los Gamos Drive. A breakdown of the funding and estimated expenses is
described below with the amended amounts noted in bold:
Funding Source
Traffic Mitigation Funds, #246
Traffic Mitigation Funds, #246
(FY 15/16)
Total Available Funds
Category -Eden Expense Code
Design -01
Miscellaneous -07
Traffic Signal Equipment -07
Construction -02
Total Expenses
Amount Note(s)
$300,000 Existing allocation
$1,350,000 1 Future allocation
$1,650,000
Amount I Note(s)
$245,282 CSW/Stuber-Stroeh (previously authorized)
$7,000 CSW/Stuber-Stroeh (amendment)
$12,718 Document reproduction, community outreach
documentation, etc. (assume 5%)
$35,000
$1,350,000 1 Estimated construction cost
$1,650,000
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
OPTIONS:
1. Adopt the resolution approving and authorizing the Public Works Director to execute an
amendment to the professional services agreement with CSW/Stuber-Stroeh Engineering Group,
Inc. in an amount not to exceed $7,000.00, increasing the total not to exceed amount to
$252,282.00 to include additional design services for improvements at the intersection of Manuel
T. Freitas Pkwy/Los Gamos Dr.
2. Do not approve the addition of the work at the intersection of Manuel T. Freitas Parkway/Los
Gamos Drive and direct staff to continue working on the design of the intersection of Manuel T.
Freitas Parkway/Las Gallinas Avenue only.
ACTION REQUIRED: Adopt the resolution.
Enclosures
1. Resolution
2. Amendment
3. Exhibit A
RESOLUTION NO. 13908
RESOLUTION APPROVING AND AUTHORIZING ACTING THE PUBLIC WORKS
DIRECTOR TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES
AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING GROUP, INC. TO
EXPAND THE SCOPE OF WORK FOR THE DESIGN OF THE MANUAL T. FREITAS
PARKWAY AND LAS GALLINAS AVENUE INTERSECTION IMPROVEMENTS
PROJECT IN AN AMOUNT NOT TO EXCEED $7,000.00, INCREASING THE TOTAL
NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO $252,282.00.
WHEREAS, the City Council adopted Resolution number 13821 on October 6,
2014, authorizing the Director of Public Works to enter into a Professional Services Agreement
with CSW/Stuber-Stroeh Engineering Group, Inc. for design services for improvements to the
intersection of Manuel T. Freitas Parkway/Las Gallinas Avenue; and
WHEREAS, the Bicycle Pedestrian Master Plan 2011 Update specifically lists
pedestrian related improvements at the intersection of Manual T. Freitas Parkway/Los Gamos
Drive; and
WHEREAS, staff has identified the need for additional design services for
improvements to the intersection of Manual T. Freitas Parkway/Los Gamos Drive; and
WHEREAS, the City has an existing contract with CSW/Stuber-Stroeh
Engineering Group in an amount not to exceed $245,282.00 for design services; and
WHEREAS, staff received a proposal from CSW/Stuber-Stroeh Engineering
Group, Inc. for additional design services for the expanded scope of work in an amount not to
exceed $7,000.00 (Exhibit "A" to the Amendment); and
WHEREAS, staff has reviewed their proposal and found it to be complete and
within industry standards; and
WHEREAS, there are sufficient funds in the Traffic Mitigation Fund (#246) for
these additional expenses.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL RESOLVES as follows:
1. Council does hereby approve and authorize the Acting Public Works Director
to execute an amendment to the Professional Services Agreement between
CSW/Stuber-Stroeh Engineering Group, Inc., in a form approved by the City
Attorney, expanding the scope of services under the agreement in the amount
of $7,000.00 for a total cost not to exceed $252,282.00.
2. The professional scope of services for CSW/Stuber-Stroeh Engineering
Group, Inc., as attached hereto, is accepted.
3. The Acting Director of Public Works is hereby authorized to take any and all
such actions and make changes as may be necessary to accomplish the
purpose of this resolution.
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 April, 2015, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin & Vice -Mayor McCullough
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Mayor Phillips
�a G - l-M.r jr.,.a .
ESTHER C. BEIRNE, City Clerk
File No.: 18.01.73
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
CSW/STUBER-STROEH ENGINEERING GROUP, INC. TO EXPAND THE SCOPE OF
WORK FOR THE DESIGN OF THE MANUEL T. FREITAS PARKWAY AND LAS
GALLINAS AVENUE INTERSECTION IMPROVEMENT PROJECT IN AN AMOUNT
NOT TO EXCEED $7,000.00, INCREASING THE TOTAL NOT TO EXCEED AMOUNT
UNDER THE AGREEMENT TO $252,282.00.
This Amendment to the Professional Services Agreement by and between the CITY OF SAN
RAFAEL (hereinafter "CITY"), and CSW/STUBER-STROEH ENGINEERING GROUP
INC., (hereinafter "CONSULTANT"), is made and entered into as of the day of
4PRI L- , 2015.
RECITALS
WHEREAS, pursuant to City Council Resolution No. 13821 adopted on October 6,
2014, the CITY and CONSULTANT entered into a Professional Services Agreement to design
the intersection improvements at Manuel T. Freitas Parkway and Las Gallinas Avenue for an
amount not to exceed $245,282.00; and
WHEREAS, an additional amount not to exceed $7,000.00 is needed for
CSW/STUBER-STROEH ENGINEERING GROUP INC. to incorporate additional
improvements at the intersection of Manuel T. Freitas Parkway and Los Gamos Drive into the
`Manuel T. Freitas Parkway and Las Gallinas Avenue Intersection Improvements' project.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to an Amendment to the Professional
Services Agreement for the Manuel T. Freitas Parkway and Las Gallinas Avenue Intersection
Improvements Project between the parties as follows:
The Statement of Work (Scope of Work) to the Agreement is amended to include
the CONSULTANT's proposal dated March 17, 2015, attached hereto as Exhibit "A".
2. Paragraph 4 is amended to change the last sentence to provide that $252,282 shall
be the total payments not to exceed amount
3. All of the other provisions, terms and obligations of the Agreement between the
parties shall remain valid and shall be in force after this amendment.
IN WITNESS WHEREOF, the parties have executed this Amendment of the day,
month, and year first above written.
CITY OF SAN RAFAEL CSW/STUBER-STROEH
KEVIN MCGOWAN, Name:
Acting Director of Public Works Title:
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Attorney
ENGINEERING GROUP, INC.
C S S T 2
CSW/Stuher-Stroeh Engineering Group, Inc.
Date: March 17, 2015
Rev.: April 13, 2015
File: 4.116.117
Mr. Jeffrey Stutsman, P.E.
City of San Rafael, DPW
111 Morphew Avenue
San Rafael, CA 94901
1� y '115 &M MO
lmta CA 11 a 'M N13 9835
wuhw C" ISS c'a",tm
Exhibit A
111gli tm� � I aild II''V X1110 i 2 b Sflu R rdar S ll.:tu io �, t� or�Goiit,,tir.Y
RE: FREITAS & LAS GALLINAS INTERSECTION IMPROVEMENTS:
LOS GAMOS ROADWAY APPROACH
CONFIRMATION OF ADDITIONAL SERVICES NO.1
Dear Jeff:
Below is Confirmation of Additional Services No. 1 (CAS 1) to cover additional services for the
improvements to the Los Gamos Roadway and Freitas Parkway intersection. Improvements to this
intersection will be included with the Freitas Parkway & Las Gallinas Avenue intersection design plans,
specifications, and opinion of probable construction cost. As requested by the City, we will provide
an opinion of probable construction cost with the Los Gamos Road project broken out from the
Freitas Parkway & Las Gallinas Avenue intersection project. The bid sheet will, however, not break
out the Los Gamos Road line items. These line items will be combined with the quantities from the
Freitas Parkway & Las Gallinas Avenue intersection.
CSW I ST2 will incorporate the Los Gamos Road improvements in the 650'o and 100'Fo Construction
Document (CD) submittal plan set. We anticipate relocation of two (2) drainage inlets, restriping the
crosswalk, ADA ramp design, and preparation of typical details. The purpose of these improvements
is to decrease the width of the roadway approach/crosswalk at the intersection of Freitas Parkway and
Los Gamos Road.
We have allotted approximately up to six (6) hours of field survey. Additionally, we have allotted up
to 40 hours to update the existing topographic map and prepare construction documents. We
assumed one (1) round of review and comments following submittal of the 65q,o CD plans.
Fees associated with this CAS are $7,000. If requested, we will perform construction administration
services on a separate contract.
If you find this Confirmation of Additional Services acceptable, please issue an amendment to our
existing agreement to cover these services. If you have any questions, please call me.
Very truly yours,
CSW/STUBER-STROEH ENGINEERING GROUP, INC.
Richard Souza, Project Manager
R.C.E. #67892
csW�ST
CSWIStuber•Stroeh Engineering Group, Inc.
DATE: April 23, 2015
TO: City of San Rafael
Attn: Jeff Stutsman
Department of Public Works
111 Morphew Street
San Rafael, CA 94901
45 Leveroni Court 415.883.9850
Novato, CA 94949 Fax: 415.883.9835
www.cswst2.com
Engineers Land Planners Surveyors Landscape Architects
FILE: 4.1161.17
Novato _
Petaluma
Sacramento
Redwood City
RE: MANUEL T. FREITAS PKWY. & LAS GALLINAS AVE. INTERSECTON
IMPROVEMENTS
Enclosed are the following:
Copies
Date
Description
3
4-23-15
Amendment to Professional Services Agreement— signed by Al Cornwell
Remarks:
for your use
for your information
for review & comment
for submittal
■ for approval
■ as requested
as discussed
■ Regular Mail
On Trac
Federal Express
Courier
Will Call
W Ata-NOV , %VP" .4 4116117 T wis'',2015 04 23 Qty of San Uicl.docx
PROFESSIONAL SERVICES AGREEMENT/CO
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
Department
Date
1
City Attorney
Review, revise, and comment on draft
agreement.
2
Contracting Department
Forward final agreement to contractor for
their signature. Obtain at least two signed
originals from contractor.
3
Contracting Department
Agendize contractor -signed agreement for
Council approval, if Council approval
necessary (as defined by City Attorney/City
Ordinance*).
4
City Attorney
Review and approve form of agreement;
oK
bonds, and insurance certificates and''
-'~e
endorsements.
5
City Manager / Mayor / or
Agreement executed by Council authorized
Department Head
official.
6.
City Clerk
City Clerk attests signatures, retains original
S I �yo ►s
agreement and forwards copies to the
contracting department.
To be completed by Contracting Department:
Project Manager: _.µ..:.m.. d..:._p:.� �° ..� Pro'ect Name: �_mm. f� d `:m 1 �n
J m .� µ
Agendized for City Council Meeting of (if necessary) u
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRCC AGENDA ITEM NO.
DATE OF MEETING: April 20, 2015
FROM: Kevin McGowan
DEPARTMENT: Public Works FILE NO.: 18.01.73
DATE: April 7, 2015
TITLE OF DOCUMENT: AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
CSW/STUBER-STROEH ENGINEERING GROUP, INC. TO EXPAND THE
SCOPE OF WORK FOR THE DESIGN OF THE MANUEL T. FREITAS
PARKWAY AND LAS GALLINAS AVENUE INTERSECTION IMPROVEMENT
PROJECT IN AN AMOUNT NOT TO EXCEED $7,000.00, INCREASING THE
TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO
$252,282.00.
717ep rtment Head (sign `ture)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM:
AGENDA ITEM:
City M nager (signature) City Attorney (signature)
NOT APPROVED
REMARKS: