Title
Recommendation to Authorize the City Manager, or Designee, to Execute a Third Amendment to the Agreement with CDM Smith to Increase Compensation by $586,000, Including Contingencies, for a Total Aggregate Compensation Not to Exceed $3,158,930, to Complete the Plans and to Provide Construction Support for the Central Avenue Safety Improvement Project. In accordance with the California Environmental Quality Act (CEQA), this project is categorically exempt under CEQA Guidelines Section 15301(c) Existing Facilities (Minor alterations to existing facilities including bicycle facilities) and Section 15304(h) (Minor Alterations to Land and the creation of bicycle lanes on existing public rights of way). (Planning, Building and Transportation 20962740)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Staff is requesting that the City Council authorize the City Manager, or designee, to execute a Third Amendment of the CDM Smith contract to allow for continued Caltrans coordination, the completion of the design work with the roundabouts and for construction support on the Central Avenue Safety Improvement Project (Central Avenue Project). The Third Amendment would increase compensation by $586,000, including contingencies, for a total aggregate compensation not to exceed $3,158,930.
BACKGROUND
Project Objectives: The Central Avenue Project implements the City Council’s 2018 Transportation Choices Plan, 2019 Climate Action Plan, 2019 Intersection Daylighting Policy, 2019 Lane Widths Policy and 2021 Vision Zero Action Plan by achieving four overarching objectives:
1. Reduce crashes and improve safety for all modes of travel and for all members of the community including school children, seniors, people with disabilities, bicyclists, transit riders and automobile drivers;
2. Improve bicycle and pedestrian access and safety between West Alameda and Central Alameda and along the San Francisco Bay Trail;
3. Reduce greenhouse gas emissions; and
4. Reduce automobile delay and improve traffic operations and travel times.
City Council Actions: The Central Avenue Project is the result of a nine year collaborative effort directed by the City Council: www.alamedaca.gov/Central <http://www.alamedaca.gov/Central>
• In May 2013, the City Council approved submittal of a Community-Based Transportation Planning state grant application to Caltrans for the project;
• In February 2016, the City Council approved an initial concept for the Central Avenue Project and directed staff to continue the design development process with Caltrans and to work with the neighboring community to provide safer improvements for the Webster Street area;
• In October 2016, the City Council approved a federal grant application submittal to the Alameda County Transportation Commission, which the City won so as to fully fund the construction at $10.8 million in combined grant monies;
• In June 2017, the City Council approved $557,000 of the Central Avenue local match monies for fiscal years 2017 to 2019 as shown in the Capital Improvement Program (CIP);
• In January 2018, the City Council adopted the Transportation Choices Plan, which included the Central Avenue Safety Improvement Project to address the climate crisis and to increase the safety and convenience of walking, bicycling, carpooling and using transit within Alameda;
• In April 2018, the City Council authorized the City Manager to execute a Cooperative Agreement with Caltrans and a contract with CDM Smith to prepare the Caltrans required Project Initiation Document (PID) since the eastern part of the corridor is a state route;
• In March 2019, the City Council approved a revised Central Avenue concept between Paden School and McKay Avenue extending the safer two-way bikeway;
• In June 2019, the City Council approved $2.5 million in Central Avenue expenditures from local and federal funding sources for fiscal years 2019 to 2021 as shown in the CIP;
• In November 2019, the City Council approved a CDM Smith contract amendment for the Central Avenue Project approval and environmental phase (PA&ED) and the final concept - plans, specifications and estimate phase (PS&E);
• In May 2020, the City Council approved the Caltrans Cooperative Agreement for the PA&ED and the PS&E;
• In April 2021, the City Council approved the final design after a virtual open house in fall 2020 and February 2021 as shown here: <https://gather.cdmsmith.com/v/y2qm2KdR1wO> ; and
• In September 2022, the City Council approved the Caltrans required resolution for parking restrictions on State Route 61 part of the Central Avenue Project.
Project construction is anticipated to begin in mid-2023.
DISCUSSION
Staff is requesting City Council authorization for a Third Amendment of the CDM Smith contract to continue Caltrans coordination, completion of the design work and construction support for the Central Avenue Project. When completed, the Central Avenue project is expected to cost $15.6 million with 71 percent coming from federal and state grants and 29 percent coming from local monies. For the design phase, additional monies are needed for the roundabouts, which were added as a later component to this project, as well as for Caltrans coordination, which significantly increased project costs. This contract amendment also covers continued work in the construction phase including funds for contingencies. The costs are higher than other corridor projects because the City has obtained federal monies, which necessitate that the City fulfill federal requirements, and the project is partially on Caltrans State Route 61, which requires more detailed Caltrans staff reviews than expected. Caltrans requested eight revisions to the Project Report and twelve revisions to the Design Standard Decision Document, which significantly increased project costs. To date, CDM Smith has completed the environmental clearance, and is completing the plan development, specifications and cost estimate.
Currently, two roundabouts are funded as part of this existing Central Avenue Project budget at the following two intersections:
• Central Avenue/Main Street/Pacific Avenue; and
• Central Avenue/Third Street/Taylor Avenue.
In June 2022, City staff applied for a One Bay Area grant (OBAG3) to fund a third roundabout at Central Avenue/Ballena Blvd./Fourth Street for $3.3 million with required local match as part of the Central Avenue Safety Improvement Project. This roundabout requires additional design by CDM and would increase the Central Avenue Project budget to $18.9 million. Alameda Transportation Commission is recommending to fund the additional roundabout on Central Avenue at Fourth Street/Ballena Blvd. with OBAG3 monies totaling $2.3 million and with a local match totaling $996,429. The Metropolitan Transportation Commission also is expected to make this same recommendation in January 2023. A fourth roundabout at Central Avenue/Sherman Street/Encinal Avenue still is unfunded.
The original agreement was for the Project Initiation Document (PID) and Optional Amendments for the Project Approval and Environmental Document (PA&ED) and the Plans, Specifications and Estimates (PS&E). The First Amendment of the Agreement is a time extension. The Second Amendment is consistent with the approval of the original contract, which stated that City staff would return at a later date to request City Council authorization to proceed with the PA&ED and PS&E. The Third Amendment is the subject of this request and allows for continued Caltrans coordination, the completion of the design and construction engineering support.
Conclusion: Staff is requesting that the City Council authorize the City Manager, or designee, to execute a Third Amendment of the CDM Smith contract that would increase compensation by $586,000, including contingencies, for a total aggregate compensation not to exceed $3,158,930. This will expand the CDM Smith scope of work to continue Caltrans coordination, complete the roundabout design work and for construction support. Exhibits 1 through 6 include the CDM Smith Service Provider Agreement, First Amendment, Second Amendment, Third Amendment and the proposed work scope and budget.
ALTERNATIVES
The City Council may consider a range of alternatives:
• Authorize the recommended contract amendment.
• Authorize the recommended contract amendment with revisions determined necessary by the City Council.
• Do not authorize the contract amendment, and direct staff to proceed with another approach.
FINANCIAL IMPACT
The project budget is sufficient to fund the proposed Third Amendment. Construction currently totals $11.7 million, not including the pending OBAG3 grant, is funded primarily by federal grants with required local matching funds. The total project cost, excluding the OBAG3 grant, is expected to be $15.6 million and includes the amended CDM Smith contract. This total is comprised of 71 percent federal and state grants and 29 percent local funds (Table 1).
Table 1: Central Avenue - Cost Allocations by Project Phase
|
Funding |
Concept |
PID |
PA&ED |
PS&E |
CON |
Total |
% |
|
Grants |
$198,095 |
$0 |
$180,000 |
$300,000 |
$10,333,000 |
$11,011,095 |
71% |
|
Local |
$23,455 |
$557,000 |
$1,420,000 |
$1,186,000 |
$1,400,000 |
$4,586,455 |
29% |
|
Total |
$221,550 |
$557,000 |
$1,600,000 |
$1,486,000 |
$11,733,000 |
$15,597,550 |
|
|
Schedule |
2014-16 |
2018-20 |
2020-22 |
2022 |
2023-24 |
|
|
The proposed CDM Smith consultant budget to complete design and to provide construction engineering support for the Central Avenue Project totals $586,000 for this Third Amendment to the Agreement and includes contingencies. The project is budgeted as CIP Project C65600 - Central Avenue Safety Improvement Project in the Fiscal Years 2021-23 Capital Budget, and is funded by federal grants and Measure B and BB Local Streets and Roads monies as well as Transportation Development Impact Fees (DIF) and General Fund. The City Council previously approved the original contract and the Second Amendment; the First Amendment is a time extension; the Third Amendment is the purpose of this request (Table 2).
Table 2: Central Avenue Project - Costs by Contract Phase
|
Contract |
Approval Date |
Authorized Amount |
Expended (as of Oct 2022) |
|
Original Contract |
April 18, 2018 |
$372,928 |
$372,928 |
|
1st Amendment |
June 10, 2019 |
Time extension |
Not applicable |
|
2nd Amendment |
Nov. 7, 2019 |
$2,200,000 |
$2,195,482 |
|
3rd Amendment |
Dec 6, 2022 |
$586,000 |
Not applicable |
|
Total |
|
$3,158,930 |
$2,568,410 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code and the City's Mobility Element of the General Plan with the four main goals of equity, safety, choices and sustainability.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is categorically exempt under CEQA Guidelines Section 15301(c) Existing Facilities (Minor alterations to existing facilities including bicycle facilities) and Section 15304(h) Minor Alterations to Land and the creation of bicycle lanes on existing public rights of way. For the National Environmental Policy Act (NEPA) determination, Caltrans has specified that this project is a categorical exclusion under 23 Code of Federal Regulations (CFR) 771.117(c): activity (c)(3).
CLIMATE IMPACT
Since vehicle miles traveled in Alameda is the largest source of greenhouse gas emissions in Alameda, safety improvements in support of pedestrians, bicyclists, and transit will have a positive climate impact.
RECOMMENDATION
Authorize the City Manager, or designee, to execute a Third Amendment to the agreement with CDM Smith to increase compensation by $586,000, including contingencies, for a total aggregate compensation not to exceed $3,158,930, to complete the plans and to provide construction support for the Central Avenue Safety Improvement Project.
Respectfully submitted,
Andrew Thomas, Director of Planning, Building and Transportation
By,
Gail Payne, Senior Transportation Coordinator
Financial Impact section reviewed,
Margaret L. O'Brien, Finance Director
Exhibits:
1. Agreement
2. First Amendment
3. Second Amendment
4. Third Amendment
5. Proposed Work Scope
6. Proposed Budget
cc: Erin Smith, City Manager
Robert Vance, Acting Public Works Director