CITY COUNCIL STAFF REPORT
MEETING DATE: January 18, 2017
PREPARED BY: David Gittleson, Associate Engineer, Public Works-Engineering
APPROVED BY: City Manager
Title
AWARD SERVICE AGREEMENT FOR DESIGN PROFESSIONALS FOR THE HALE AVENUE EXTENSION PROJECT
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt resolution authorizing the City Manager to execute a Service Agreement for Design Professionals with Mark Thomas & Company for $401,873 to complete the plans and specifications for the Hale Avenue Extension project.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
Maintaining fiscal responsibility
2016 Focus Areas
Enhancing Our Services
Participating in Regional Initiatives
REPORT NARRATIVE:
The Hale Avenue Extension project was formally known as the Santa Teresa “Gap Fill” project. At its February 16, 2011 meeting, the City Council confirmed the need for the project and directed staff to proceed with the design. The limits of the Hale Avenue Extension project are Main Avenue at the north end and DeWitt Avenue at the south end. This reach of roadway has been a planned arterial in the City’s General Plan since 1969. When completed, Morgan Hill residents and public safety responders will have a safer and more efficient means of driving north or south through the western part of the City. The project will be designed as a two-lane roadway with a median, bike lanes, and pedestrian walkway in conformance with the City’s multi-modal arterial standard.
At one time, the Hale Avenue Extension Project was an RDA bond funded project. On March 23, 2011, City Council approved the design contract with Mark Thomas & Company for $788,000. The design was underway when the dissolution of RDA law was passed in February 2012, thus the project was shelved at approximately 90% designed with a contract balance of roughly $213,000.
Due to the recent passage of the County's Measure B initiative in November 2016, the Santa Clara Valley Transportation Authority (VTA) will be generating revenue for local infrastructure projects through a local sales tax increase. The City's Hale Avenue Extension Project is on VTA's Measure B list to receive this funding. Although it is unknown at this time when the Measure B proceeds will be available to the City, it is in the City's best interests to move the project forward to be in a "shovel ready" mode in order to increase our chances of receiving funding. Thus far, City Council has authorized staff to complete the environmental clearance, complete the Official Plan Line, and commence with purchasing right of way from willing sellers.
At the December 7, 2016 City Council meeting, staff told City Council that they would bring a design service contract for approval to complete the design effort. The subject of this report relates to completing the design process. Staff is recommending this work be awarded to Mark Thomas & Company based on the firm’s previous design efforts to bring the project to its current status, its intimate knowledge of the project, and the need to expedite the completion of the design. Mark Thomas & Company is a well known roadway design firm and has worked for the City on many past projects. Mark Thomas & Company was the lead design consultant on the Butterfield Boulevard Extension project and provided the engineering expertise for the Butterfield overpass structure. Since Mark Thomas was originally selected as a result of an RFP in 2011 and subsequently has completed the design to this point, staff recommends it is in the City’s best interest to continue working with this firm.
Mark Thomas & Company scope of work includes; updating/finalizing construction plans and specifications to current geometric and Caltrans standards, project management, attending meetings, producing schedules and construction estimates, progress reports, traffic studies, surveying, legal and plans, geotechnical investigation, potholing, and preparing all permitting applications and support. Sub-consultants include: Geo-Logic Associates, Phoenix Design Group, Y & C Transportation, and WRA Consultants. For the services described, the fee is not to exceed $401,873.
Staff recommends that the City and Mark Thomas & Company enter into a service agreement for an amount not to exceed $401,873 to complete the construction documents for the Hale Avenue Extension Project. It is estimated that the design would be completed by July 2017.
COMMUNITY ENGAGEMENT: Involve
The Hale Avenue Extension Project has been in the City's General Plan since 1969 and continues to be an important north/south arterial gap fill project. Numerous community engagement and design meetings were held throughout the early planning and design phases. In addition, the City hired David J. Powers and Associates to complete the Environmental Impact Report (EIR) for the project. This process solicits input from the community regarding environmental impacts from the project. Additional community meetings and input will be required to complete the EIR and staff will make notifications as required by the California Environmental Quality Act (CEQA) process.
ALTERNATIVE ACTIONS:
City Council could decide to not move forward with the service agreement at this time and direct staff to wait until more information is available regarding the Measure B funding allocation timing and process. This action could put the project in jeopardy of receiving funding and ultimately delay the construction of the project.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On February 16, 2011, City Council heard a report on the community engagement and provided direction for moving forward with the project.
On March 23, 2011, City Council awarded a professional services contract to Mark Thomas and Company for $788,000 to design the project.
On August 24, 2011, City Council approved the intersection design concepts for the Hale Avenue Extension project.
On July 20, 2016, City Council approved the purchase of property (Hosseinpour) APN 767-06-001 for $183,000 plus escrow fees for the Hale Avenue Extension Project.
On December 7, 2016, City Council awarded a Consultant Agreement to Associated Right of Way Services for $70,000 to commence with property acquisitions for the Hale Avenue Extension project.
FISCAL AND RESOURCE IMPACT:
The total amount for this Service Agreement for Mark Thomas & Company is $401,873. Sufficient funds for this service agreement are available in the FY 2016-17 and 2017-18 Capital Improvement Program. The total amount budgeted for FY 2016-17 for this project is $915,000 from Traffic Impact Fund (309), project #546007.
CEQA (California Environmental Quality Act):
Project, Description of CEQA requirements
The Hale Avenue Extension Project will require an Environmental Impact Report (EIR). The City has hired David J. Powers & Associates under their original master contract to prepare an Environmental Impact Report for this project. The draft EIR for this project has been completed and is currently available for public input. The Final EIR is expected to go to City Council for adoption in April 2017.
LINKS/ATTACHMENTS:
Resolution
Exhibit A - Service Agreement
Property Location Map