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HomeMy WebLinkAbout020425-06.5 ADMINISTRATIVE STAFF REPORT 6.5 TO: Mayor and Town Council February 4, 2025 SUBJECT: Resolution No. 5-2025, awarding a professional services agreement for engineering design services and appropriating additional funding for Iron Horse Trail Crossing Improvements, CIP Project C-607 BACKGROUND The Town’s Capital Improvement Program (CIP) includes Iron Horse Trail Crossing Improvements, CIP No. C-607. This project consists of three (3) existing Iron Horse Trail midsegment crossings, and one (1) signalized crossing. This project will provide raised intersections, ADA curb ramp upgrades, and high-visibility crosswalk striping and marking upgrades. DISCUSSION In September 2024, a Request for Proposal was issued for the project. Three proposals were received from local consulting firms. The three submitted proposals were reviewed and ranked by staff based on contractor experience and qualifications. Sandis Civil Engineers Surveyors and Planners of Oakland, CA was found to be the most qualified consultant. It is recommended that the Town authorize a Professional Services Agreement with Sandis Civil Engineers Surveyors and Planners. with a not-to-exceed budget of $75,100 and authorize use of a 10% design contingency in the amount of $7,510 to be used at the Town Manager’s discretion to address unforeseen issues that may arise. The total design budget will therefore be $82,610. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT The total amount for the professional services agreement for engineering design services is $75,100. An additional 10% contingency in the amount of $7,510 will be reserved for a total engineering design services budget of $82,610. Engineering Design Services 2 February 4, 2025 Iron Horse Trail Crossing Improvements CIP No. C-607 The project currently has a design budget of $22,000 and is partially funded by a federal earmark grant requiring a local match. Therefore, an additional appropriation of $60,610 of CIP General Purpose Revenue is required to fully fund the design contract and cover the local match requirement associated with the federal earmark grant. RECOMMENDATION Adopt Resolution No. 5-2025, awarding a professional services agreement for engineering design services and appropriating additional funding for Iron Horse Trail Crossing Improvements, CIP Project C-607. Prepared by: Edwin Martinez Traffic Engineering Associate Reviewed by: Diane J. Friedmann Development Services Director Attachments: A - Resolution No. 5-2025 B - CIP Page No. C-607 RESOLUTION NO. 5-2025 AWARDING A PROFESSIONAL SERVICES AGREEMENT FOR ENGINEERING DESIGN SERVICES AND APPROPRIATING ADDITIONAL FUNDING FOR IRON HORSE TRAIL CROSSING IMPROVEMENTS, CIP PROJECT C-607 WHEREAS, the Danville Town Council previously included Iron Horse Trail Crossing Improvements, CIP No. C-607, in the adopted 2024/25 Capital Improvement Program; and WHEREAS, the Town circulated a Request for Proposal (RFP) to select the most qualified and experienced consultant firm to provide engineering design services for the project; and WHEREAS, the Town issued the RFP on September 13, 2024, and received three (3) proposals by October 17, 2024, that were evaluated and scored; and WHEREAS, the evaluation process followed the procedures in Chapter 10 of the Caltrans Local Assistance Procedures Manual; and WHEREAS, Sandis Civil Engineers Surveyors and Planners of Oakland, CA was determined to be the most qualified consultant; and, WHEREAS, the Town desires Sandis Civil Engineers Surveyors and Planners of Oakland, CA to perform engineering design services of Iron Horse Trail Crossing Improvements, CIP No. C-607; now, therefore, be it RESOLVED, by the Danville Town Council, that $60,610 in General Purpose Revenue be appropriated in fiscal year 2024/25 for CIP No. C-603 to fund additional design costs of the project; and, be it further RESOLVED, by the Danville Town Council that the Town Manager be and hereby is authorized to execute on behalf of the Town, the Professional Services Agreement with Sandis Civil Engineers Surveyors and Planners of Oakland, CA with a not-to-exceed budget of $75,100, and that the Town Manager be authorized to establish and utilize a 10% design contingency in the amount of $7,510 for additional work that may be subsequently approved by contract amendment. Docusign Envelope ID: 864B4D88-67F4-4163-A5B0-4087D666FD1A ATTACHMENT A PAGE 2 OF RESOLUTION NO. 5-2025 APPROVED by the Danville Town Council at a regular meeting on February 4, 2025, by the following vote: AYES: NOES: ABSTAINED: ABSENT: _____________________________________ MAYOR APPROVED AS TO FORM: ATTEST: ________________________________ ______________________________________ CITY ATTORNEY CITY CLERK Docusign Envelope ID: 864B4D88-67F4-4163-A5B0-4087D666FD1A Town of Danville www.danville.ca.gov • CIP 108 Projects IRON HORSE TRAIL CROSSING IMPROVEMENTS PROJECT DESCRIPTION AND LOCATION: DESCRIPTION OF MODIFICATIONS: Updated description and funding. RATIONALE FOR PROPOSED PROJECT: Provides for a safer pedestrian crossing.EXPECTED IMPACT ON OPERATING BUDGET:Additional worker hours required to maintain per year:0 Additional Town direct operating costs per year:$0 PROJECT COST ESTIMATE This project has been modified from the previous year. PROJECT APPROPRIATION AND FUNDING Construct raised crosswalks at IHT crossings on Paraiso Drive, El Capitan Drive and Greenbrook Drive. Project includes pavement markings, signage and drainage improvements. Coordination with East Bay Regional Parks District will be required. Improve the IHT/Sycamore Valley Road crossing with high-visibility crosswalk pavement markings, separated ped/bicycle crosswalks, curb/sidewalk improvements, and miscellaneous traffic signal improvements. 22/23 - $350,000 Federal Earmark awarded. 23/24 - Design. 24/25 - Construction. 5/23/2024PRINTED ON: CIP No:C-607 STATUS:In Design PRIORITY:1/2 PROJECT MANAGER:AD GREEN PROJECT:No 2024/25Prior Years 2025/26 2026/27 2027/28 2028/29 TotalExpenditure Category Design/Plan Review $0 $0 $0 $0$22,000 $22,000$0 Construction $0 $0 $0 $0$372,000 $372,000$0 Inspection & Admin.$0 $0 $0 $0$26,000 $26,000$0 $420,000 $0 $0 $0 $0 $0 $420,000Total Cost Estimate: $65,523Total Expenditure:Unexpended: $354,477 on 05-01-2024 2024/25Prior Years 2025/26 2026/27 2027/28 2028/29 TotalFunding Source(s) Federal Earmark $350,000 $0 $0 $0 $0 $350,000$0 Meas J Rtrn to Src $70,000 $0 $0 $0 $0 $70,000$0 $420,000 $0 $0 $0 $0 $0 $420,000Total Funding: www.danville.ca.govCIP175 ATTACHMENT B