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HomeMy WebLinkAbout4.9 Dougherty Road Improvements STAFF REPORT CITY CLERK File #600-30 CITY COUNCIL DATE:March 1, 2016 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Approve Project Plans and Specifications and Authorize Bidding for the Dougherty Road Improvements Project; and Approve Amendment No. 2 to the Agreement with Kimley-Horn & Associates, Inc. to provide Consulting Services for the Project Prepared by Michael Boitnott, Senior Civil Engineer EXECUTIVE SUMMARY: Final plans and specifications have been completed for the Dougherty Road Improvements Project (Dougherty Project). The project provides for the widening of Dougherty Road from four lanes to six lanes between Sierra Lane and the Northern City limits. The work includes the installation of new Class II bike lanes and a Class I trail, landscaped median islands, storm drainage improvements, new curb, gutter, and sidewalk, and associated improvements. The City has submitted a grant application to the Alameda County Transportation Commission (ACTC) for partial funding of the Dougherty Project and Staff is anticipating receiving these grant funds in early summer. To expedite project delivery and reduce construction-related impacts to the residents, Staff is seeking for the City Council to approve early bidding of the project and to authorize the City Manager to execute the grant funding agreements with ACTC. Staff is also requesting approval of an amendment to the agreement with Kimley-Horn & Associates, Inc. to provide additional design services and design support during construction. FINANCIAL IMPACT: The additional design services and support by Kimley-Horn & Associates, Inc. is set at a not-to- exceed amount of $110,000 and is considered reasonable for the project scope. Sufficient funds are available in the current budget for the Dougherty Road Improvement Project. In the last update to the Five-Year Capital Improvement Program (CIP), the Project was estimated at $24,310,701. The current estimate for the total project is $22,964,727, which will be reflected in the upcoming update to the CIP. ACTC has communicated that partial funding from Measure B has been allocated for this project. Additional funding from Measure BB is currently being sought for the remainder of needed construction funds. RECOMMENDATION: Resolution Staff recommends that the City Council adopt the Approving the Plans and Specifications and Authorizing Bidding; Authorizing the City Manager to Execute Agreements with Alameda County Transportation Commission and Approving Amendment No. 2 to the ITEM NO. 4.9 Page 1 of 3 Agreement Between the City of Dublin and Kimley-Horn & Associates, Inc. for Consulting Services for the Dougherty Road Improvements Project (No. ST0911). Submitted By Reviewed By Public Works Director Assistant City Manager DESCRIPTION: The Dougherty Project consists of multi-modal improvements to Dougherty Road, including new and improved bicycle and pedestrian facilities, new bus stops and bus pull-outs, and roadway widening. These improvements will address traffic congestion and multi-modal circulation issues for motorists traveling Dougherty Road, and will provide improved access to the Dublin/Pleasanton BART station. The proposed improvements to Dougherty Road have been long-planned. The Circulation Element of the City’s General Plan (adopted 1985) called for the expansion of Dougherty Road to a six-lane arterial. Subsequent updates to the Circulation Element called for the addition of on-street (“Class II”) bicycle lanes to the entire length of Dougherty Road. The City previously expanded the roadway to a divided six-lane facility south of Sierra Lane. However, the 1.9-mile long portion of Dougherty Road between Sierra Lane and the City limits to the north has remained at four lanes with no median or on-street bicycle lanes. The proposed project would widen Dougherty Road in accordance with the City’s Circulation Element resulting in a consistent roadway cross-section with pedestrian and bicycle facilities along the entire length of Dougherty Road from Dublin Boulevard to the North City Limit. The project plans and specifications identify improvements including adding Class II bicycle lanes in both directions of travel and reconstructing or resurfacing the existing 8-foot-wide bicycle and pedestrian path on the east side of the roadway. The project will widen the roadway from a four-lane facility into a six-lane divided roadway, with a raised landscaped median in the middle of roadway, including left-turn pockets at several road intersections. Also included is the installation of storm drainage, curb, gutter, sidewalk, bus stops, bioretention areas, landscaping along the easterly side of the existing roadway, an asphalt overlay and new pavement markings, curb ramp replacements to comply with the Americans with Disabilities Act (ADA), and traffic signal modifications to five intersections. The Engineer’s Estimate for the improvement project is $14,600,000. On February 19, 2013, the City Council determined that there is no substantial evidence that the project as mitigated will have a significant effect on the environment, and approved Resolution No. 19-13 adopting the Mitigated Negative Declaration. The City submitted a discretionary funding request to the ACTC in July 2015 for the use of Measure B and BB discretionary funding for the construction of the Dougherty Project in the amount of $10,573,000, which is in addition to the $6,267,000 ACTC currently has allocated for the project. The additional funds will become available once the ACTC Board approves the $10,573,000 funding request. The City anticipates that the ACTC Board will allocate the additional $10,573,000 later this fiscal year. Staff is requesting that the City Council authorize the City Manager to execute the funding agreements with ACTC for the Dougherty Project. The Page 2 of 3 remainder of funding for the project (approximately $6.1 million) will come from impact and/or mitigation fees, as well as other grant funding. Staff is recommending that the City Council approve the Dougherty Road Project and authorize bidding. Bidding the project at this time is advantageous for several reasons: if construction is able to start in July 2016 the duration of the work would be limited to two construction seasons, minimizing impacts on the community; contractors are usually motivated to provide very competitive bid prices in order to secure work for the summer and beyond; and solicitation of bids now will reduce the amount of time, by several months, between when all the funds are authorized by ACTC and when construction can start. Award of the project would be predicated on the ACTC Board obligating the $10,573,000 in additional funds. Should the funding not materialize during the 90-day period after bid opening, the City would reject all bids and solicit bids a second time, but staff does not anticipate this would be necessary based on discussions with ACTC and the timing of their Board obligation of the funding. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this Staff Report was sent to: Kimley-Horn & Associates, Inc., and Alameda County Transportation Commission. ATTACHMENTS: 1.Resolution Approving the Plans and Specifications and Authorizing Bidding, Authorizing the City Manager to Execute Agreements with Alameda County Transportation Commission and Approving Amendment No. 2 to the Agreement with Kimley-Horn & Associates, Inc. for the Dougherty Road Improvements Project (No. ST0911) 2. Exhibit A to Resolution – Amendment No. 2 to the Agreement between City of Dublin and Kimley-Horn & Associates, Inc. 3. Attachment A-1 and B-1 of Exhibit A to Resolution. Page 3 of 3 RESOLUTION NO. XX - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING THE PLANS AND SPECIFICATION AND AUTHORIZING BIDDING; AUTHORIZING THE CITY MANAGER TO EXECUTE AGREEMENTS WITH ALAMEDA COUNTY TRANSPORTATION COMMISSION; AND APPROVING AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN CITY OF DUBLIN AND KIMLEY-HORN & ASSOCIATES, INC. FOR CONSULTING SERVICES FOR THE DOUGHERTY ROAD IMPROVEMENTS PROJECT (NO. ST0911) WHEREAS, the design team has completed the plans and specifications for the Dougherty Road Widening Project (“Project”) and the Project is ready for public bidding; and WHEREAS, the City of Dublin has submitted a funding application to the Alameda County Transportation Commission for the partial funding of the Project; and WHEREAS, on February 7, 2012, the City of Dublin entered into an Agreement with Kimley-Horn & Associates, Inc. to perform preliminary engineering services for the Project; and WHEREAS, on August 20, 2013, the City of Dublin entered into Agreement Amendment No. 1 with Kimley-Horn & Associates, to provide detailed engineering services for the Project; and WHEREAS, the City desires to amend Kimley-Horn & Associates’ existing Agreement to finalize the project bid package and provide additional design services during construction of the Project. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the plans and specifications for the Project and authorizes public bidding; BE IT FURTHER RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to execute agreements with Alameda County Transportation Commission for the Project; BE IT FURTHER RESOLVED that the City Council of the City of Dublin hereby approves and authorizes the City Manager to execute Amendment No. 2 to the Agreement with Kimley- Horn & Associates, Inc., attached hereto as Exhibit “A.” st PASSED, APPROVED AND ADOPTED this 1 day of March, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: __________________________________ City Clerk EXHIBIT "A" OF RESOLUTION ___ -16 AMENDMENT No. 2 TO THE AGREEMENT BETWEEN CITY OF DUBLIN AND KIMLEY-HORN & ASSOCIATES, INC. FOR CONSULTING SERVICES WHEREAS, the City of Dublin entered into an Agreement with Kimley-Horn & Associates, Inc. on February 7, 2012 to perform preliminary engineering services for the Dougherty Road Improvements Project (“Project”) from Sierra Lane to North City Limit under CIP No. ST0911 for a not-to-exceed amount of $753,000; and WHEREAS , on August 20, 2013, the City of Dublin entered into Agreement Amendment No. 1 to expand the Scope of Work to include final design of the Project from for an adjusted not-to-exceed contract amount is $1,955,400; and WHEREAS , the Scope of Work is proposed to be expanded to include finalizing the project bid package and provide additional design services during construction of the Project, and the not-to-exceed contract amount is proposed to be increased $110,000; and WHEREAS, the City of Dublin desires to extend the term of the Agreement to end December 31, 2017; NOW, THEREFORE, the parties hereto agree as follows: Scope of Work Scope of Work shall be modified to include additional scope of work as described in Attachment A-1 (attached). Not-To-Exceed The total cost for time-and-materials work under this amendment shall not exceed an additional $110,000 based on the attached cost breakdown shown on Attachment B-1. Term of Services The term of the agreement shall be extended to end December 31, 2017. 12 Page of Amendment No. 2 Project No. ST0911 CITY OF DUBLIN ____________________________ Christopher L. Foss, City Manager ATTEST: ___________________________ City Clerk KIMLEY-HORN ASSOCIATES, INC. _____________________________ Brian Sowers, P.E., Vice President Date: ________________________ 22 Page of Amendment No. 2 Project No. ST0911 Attachment A-1 Scope of Work for Amendment No. 2 to the Agreement between City of Dublin and Kimley-Horn & Associates Task 1 Kimley-Horn and Associates, Inc. (Kimley-Horn) will provide engineering services to revise the Dougherty Road Improvement plans (currently at a 99% level) to address and incorporate comments received from the City on the 99% plan submittal and address recent code and specification updates. Kimley-Horn submitted 99% PS&E to the City in March, 2015. The City provided a substantial list of comments on those 99% plans to Kimley-Horn on October 9, 2015. A significant number of these comments consist of new or revised direction requiring plan changes and redesign. The following is a summary of the comments and changes that will be addressed as part of this amendment:  Comments requesting notes or information to be added or shown on the plans,  Class I bike path design changes,  Revisions to curb ramps to meet future (anticipated) ADA regulations,  Inclusion of curb ramps not currently in the project,  Potential change to drainage swale/inlet design,  Change to video detection for traffic signals and other traffic signal modifications,  Modification to interconnect design,  Modification to Storm Drainage System  DSRSD facility design changes (from recently received DSRSD comments), and  Change to type of irrigation system, which also requires modifications to landscape plans. City comments addressing changing the TI and redesign of Scarlett Blvd intersection are excluded from this scope. This revised scope also includes time to revise the specifications to address the plan changes (and additional City comments anticipated on the specifications), and to revise and plot final plans for advertisement. Task 2 Prepare an Amphibian and Reptile Relocation Plan to meet the requirements of the ITP. Task 3 We are proposing additional scope and fee to cover project management services for four (4) additional months. This would provide for continued project coordination, meetings, and administration through to the start of construction support services. Task 4 Kimley-Horn and Associates, Inc. (Kimley-Horn) will provide engineering services to revise the Dougherty Road Improvement plans (currently at a 99% level) to incorporate and conform to the City’s proposed Scarlett Road Extension project. The plans will be updated and revised to address changes in the medians, including pork chop medians, new curb ramp design, drainage changes, including the c.3 swale. In addition, changes to the existing East Bay Regional Park District (EBRPD) Iron Horse Trail and its connection to Dougherty Road will be necessary to accommodate the proposed Scarlett Road widening. Our team will also review and update the technical specifications to address coordination with EBPRD. Depending on which project goes to construction first, coordination specs may be required and/or the plans will need to address any interim improvements needed. Coordination and Meetings Kimley-Horn will perform internal and external coordination, including up to two (2) in person meetings with the City; one meeting to review scope of the proposed changes, and a second meeting to discuss City comments. Our scope also includes a short in house kick-off meeting with engineering staff. We will also coordinate with EBRPD on changes to their facility, including up to one (1) on-site field meeting. Collect, Compile, and Evaluate Available Data KHA team has collected aerial survey data, but additional field work may be necessary to perform ground survey as well as to review existing conditions. Our scope includes one (1) day of survey field work for our subconsultant LCC to perform topographic surveys, and also time for our engineering staff to perform field work. Roadway Design Revisions Based on direction received from the City, our team will proceed with design revisions to the 99% Dougherty Road Improvement project plans. This will include the following items:  Revisions to the drainage improvements (by subconsultant WRECO);  Changes to the two (2) existing pork chop medians: widen and add detectable warning surface to the median on the SE corner, and install detectable warning surfaces on the NW corner;  Design new replacement curb ramps at the NW and SE corners;  Redesign the NE corner to accommodate the Scarlett Road widening, including new curb  ramps, modifications to the Iron Horse Trail, and changes to the EBRPD fence;  Signal and lighting design revisions; and  Updates to traffic control/construction staging plans Task 5 Additional Services CITY will provide written direction and a budget for any additional service to be performed. Written authorization must be obtained from the CITY prior to the CONSULTANT beginning additional services. The CITY will not be responsible for additional work that the CONSULTANT performs prior to receiving written authorization. Attachment B-1 Fee for Amendment No. 2 to the Agreement between City of Dublin and Kimley- Horn & Associates