Title
Recommendation to Authorize the City Manager to Execute a Fourth Amendment to the Agreement with CDM Smith to Increase Compensation by $420,000, Including Contingencies, for a Total Aggregate Compensation Not-to-Exceed $3,578,930, 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
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
Staff is requesting that the City Council authorize the City Manager to execute a Fourth Amendment of the CDM Smith contract to allow for continued Caltrans coordination, the completion of design work for the third roundabout and additional construction support on the Central Avenue Safety Improvement Project (Central Avenue Project). The Fourth Amendment increases compensation by $420,000, including contingencies, for a total aggregate compensation not-to-exceed $3,578,930.
BACKGROUND
Project Objectives: The Central Avenue Project implements the City of Alameda’s (City) 2018 Transportation Choices Plan, 2019 Climate Action and Resiliency Plan, 2019 Intersection Daylighting Policy, 2019 Lane Widths Policy, 2021 Vision Zero Action Plan and 2022 Active Transportation 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 ten-year collaborative effort directed by the City Council as shown in the project webpage and below: www.alamedaca.gov/Central <http://www.alamedaca.gov/Central>
• In May 2013, City Council approved submittal of a Community-Based Transportation Planning state grant application to Caltrans for the project;
• In February 2016, City Council approved an initial concept for the Central Avenue Project and directed staff to continue the design development process with Caltrans and work with the neighboring community to provide safer improvements for the Webster Street area;
• In October 2016, City Council approved application and received a federal grant from the Alameda County Transportation Commission, increasing the project funding to $10.8 million in combined grant monies;
• In June 2017, City Council approved $557,000 of the Central Avenue local match monies for Fiscal Years 2017 to 2019;
• In January 2018, City Council adopted the Transportation Choices Plan, which included the Central Avenue Project, to address the climate crisis and to increase the safety and convenience of walking, bicycling, carpooling and using transit;
• In April 2018, 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 Caltrans’ State Route 61;
• In March 2019, City Council approved a revised Central Avenue concept between Paden School and McKay Avenue extending the safer two-way bikeway;
• In June 2019, City Council approved $2.5 million in Central Avenue expenditures from local and federal funding sources for Fiscal Years 2019 to 2021;
• In November 2019, City Council approved a CDM Smith contract amendment for the Central Avenue Project approval and environmental document phase (PA&ED) and the plans, specifications and estimate phase (PS&E);
• In May 2020, City Council approved the Caltrans Cooperative Agreement for the PA&ED and the PS&E since the project is partially on a state route;
• In April 2021, City Council approved the final design concept after a virtual open house in fall 2020 and February 2021 as shown at <https://gather.cdmsmith.com/v/y2qm2KdR1wO>;
• In September 2022, City Council approved the Caltrans required resolution for parking restrictions on the State Route 61 part of the Central Avenue Project;
• In December 2022, City Council approved a CDM Smith contract amendment for the Central Avenue Project roundabout design, construction support and continued Caltrans coordination; and
• In February 2023, City Council authorized the City Manager to execute a Cooperative Agreement with Caltrans to complete the construction of the Central Avenue Project, as required since the eastern part of the corridor is a state route; and
• In April 2023, City Council authorized the One Bay Area Grant 3 (OBAG 3) and the required local match to construct the Central Avenue/Fourth Street/Ballena Blvd. roundabout.
Project construction for the Central Avenue Project is anticipated to begin in late-2023.
DISCUSSION
Staff is requesting City Council authorization for a Fourth Amendment of the CDM Smith contract to allow for continued Caltrans coordination, the completion of the design work for the third roundabout at the Central/Fourth/Ballena intersection and for additional construction support on the Central Avenue Project. The Fourth Amendment would increase compensation by $420,000, including contingencies, for a total aggregate compensation not-to-exceed $3,578,930. 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, and is expected to continue to require these more extensive reviews through the construction phase. To date, CDM Smith has completed the environmental clearance, and is completing the plan development, specifications and cost estimate.
The original CDM Smith agreement (Exhibit 1) 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 (Exhibit 2) was a time extension. The Second Amendment (Exhibit 3) was 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 (Exhibit 4) allowed for continued Caltrans coordination during PA&ED and PS&E, the completion of the design with the two additional roundabouts and construction engineering support. The Fourth Amendment (Exhibit 5) is the subject of this request and allows for continued Caltrans coordination for the PS&E and construction phases, the completion of the design for the roundabout at the Central/Fourth/Ballena intersection and additional construction engineering support. A fourth roundabout at Central Avenue/Sherman Street/Encinal Avenue still is unfunded.
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 proposed CDM Smith Fourth Amendment allows for continued Caltrans coordination, the completion of the design work for the third roundabout and additional construction support on the Central Avenue Project, and would increase compensation by $420,000, including contingencies, for a total aggregate compensation not-to-exceed $3,578,930 (Table 1). The project is budgeted as CIP Project C65600 - Central Avenue Safety Improvement Project, 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 the General Fund.
Table 1: Central Avenue Project - Costs by Contract Phase
|
Contract |
Approval Date |
Amount |
Expended (as of April 2023) |
|
Original Contract |
April 18, 2018 |
$372,930 |
$372,930 |
|
1st Amendment |
June 10, 2019 |
Time extension |
Not applicable |
|
2nd Amendment |
Nov. 7, 2019 |
$2,200,000 |
$2,200,000 |
|
3rd Amendment |
Dec 7, 2022 |
$586,000 |
$585,961 |
|
4th Amendment |
May 16, 2023 |
$420,000 |
Not applicable |
|
Total |
|
$3,578,930 |
$3,158,891 |
When completed, the Central Avenue project is expected to cost approximately $22 million with 67 percent coming from federal and state grants and 33 percent coming from local monies (Table 2). The appropriation of the local funds and grants for construction will be subject to future City Council approval as part of the FY 2023-25 Capital Budget.
Table 2: Central Avenue - Cost Allocations by Project Phase
|
|
Total |
% |
Concept |
PID |
PA&ED |
PS&E |
CON |
|
CBTP Caltrans |
$198,095 |
1% |
$198,095 |
|
|
|
|
|
CMAQ/STP Federal |
$3,487,000 |
16% |
|
|
|
|
$3,487,000 |
|
ATP Federal |
$7,326,000 |
33% |
|
|
$180,000 |
$300,000 |
$6,846,000 |
|
OBAG3 Federal |
$2,325,000 |
11% |
|
|
|
|
$2,325,000 |
|
Water Quality - EPA |
$1,472,500 |
7% |
|
|
|
|
$1,472,500 |
|
Local Match |
$7,174,133 |
33% |
$23,455 |
$557,000 |
$1,420,000 |
$1,366,000 |
$3,807,678 |
|
Total |
$21,982,728 |
100% |
$221,550 |
$557,000 |
$1,600,000 |
$1,666,000 |
$17,938,178 |
|
Cost % |
|
|
1% |
3% |
7% |
8% |
82% |
|
Schedule |
|
|
2014-16 |
2018-20 |
2020-22 |
2022-23 |
2023-25 |
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 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). None of the exceptions to the categorical exemptions apply. 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 to execute a Fourth Amendment to the agreement with CDM Smith to increase compensation by $420,000, including contingencies, for a total aggregate compensation not-to-exceed $3,578,930, 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 O’Brien, Finance Director
Exhibits:
1. Agreement
2. First Amendment
3. Second Amendment
4. Third Amendment
5. Fourth Amendment
cc: Erin Smith, Public Works Director