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