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Home My WebLink AboutStaff Report 258-10TO: ATTN: FROM: DATE: HONORABLE CITY COUNCIL FINANCE COMMITTEE CITY MANAGER June 14, 2010 DEPARTMENT: ADMINISTRATIVE SERVICES CMR: 258:10 SUBJECT: Approval of Fiscal Year 2011 Capital Improvement Program (CIP) Scopes of Services for Consultant Agreements Greater than $85,000 RECOMMENDA nON StaiT recommends that the Finance Committee review and approve the scope of services for the Fiscal Years 20 t I consultant services agreements greater than $85,000 as part of Fiscal Year 20 II CIP Budget process. (Attachment 1) DISCUSSION The Purchasing Manual provides that as part of the budget process, the Finance Committee shall review and approve the scope of services for Capital Improvement Program (CIP) consultants over $85,000. This requirement applies to feasibility studies, design and engineering services for all General Fund capital improvement program projects. The report excludes recurring, routine service-related agreements such as testing or maintenance contracts, environmental assessments paid bydevelopel's, const.ruction contracts, contract. agreement.s for legal service, and Enterprise Fund and Internal Service Fund capital projects. Detailed descriptions of the proposed projects are attached as exhibits to this report to allow the Finance Committee the opportunity to review these projects before commencement of any work on the proposed projects. Once Council approves the scope of work ofa project, stafT will not materially change the scope unless it returns to Council for approval. RESOURCE IMPACT SECTION Approval ofthis recommendation will have no additional fiscal impact to the City since funding for these consultant contracts is included in the Fiscal Year 20 II crp proposed budget for each project. CMR: 258:10 Page 1 of2 POLICY IMPLICATIONS This reeommendation does not represent any ehange to City policies. ENVIRONMENTAL REVIEW The actions recommended in this report do not constitute a project under the Califol'llia Environmental Quality Act (CEQA). Each projeet will eontinue to undergo the appropriate environmental review as required for design and construction of facilities. PREPARED BY: APPROVED BY: CITY MANAGER APPROVAL: ATTACHMENTS Director, Administrative Services ~( James Keene Y City Manager Attachment 1 -FY 20 II Summary of Proposed Scopes of Consultant Services Agreements Greater than $85,000 Exhibit A -Art Center and Electrical and Mechanical Upgrades (PF-07000) Exhibit B -EI Camino Real/Stanford Ave Streetseape and Intersection Improvements (PF-06002) CMR: 258:10 Page 2 of2 Attachment 1 SUMMARY OF PROPOSED CONTRACT SCOPES OF CONSULTANT SERVICES GREATER THAN $85,000 CAPITAL IMPROVEMENT PROGRAM PROJECTS I Upgrades (PF-Q7000) and (PL- FY 2011 with the design doc:wnents. Consultant's services shall include review of suOmittaIs clarifications or additional design detIDl, attend bi-weekly construction meetings. and documents as requited for completion of the CQnstruc:tiQD phase. , • d and manage the construction phase of the project, :including both the City funded scope of work and the Palo I I Alto An Center Foundatioo (F(mndation) 1'o,nde(1 scope of worle The Foundation will reimburse the City for !heir proportionate share of the cost of conwltant services. (Exhibit A) to City staffing constraints. The consulwu will manage the processing of submirtals., paymenu. and cbaop order requests, scheduling of genernl CQntractor and all other required as required for the proper ovetsigbr: and management of the project. _ bid and manage the construction phase of the proj~ including both the City funded scope of wort:and the Art Center Foundation (Foundarioo) funded scope ofWQl'k. The foundation will reim"tnme the City forthci.r !proportionate share of the cost of consWt:an1. (Exhibit A) , staff proposes to engage a C<mStructlon managennem firm to suppon Pagelofl at El Camino Real and Stanfotd Avenue in the City of Palo Alto. Staff will :seek out to provide a oonstructioo professiOnal or professionals to represent the City at the construction site full include full construction mat'.I.1.gement services as required t~ assist staff in the management of me removal and replacanent of the existing roadway, crossings., side\l.l3J.lc, ewb oaffic signal and lighting upgrades and addition of laJldseaped areas. The estimated cost: is $150,000 and estimated construction cost is $1,663,000. This on~site represenr;ative(s) of the approved by the Cityas having approprla1e wWk experience forthe position.. (Exhibit B) EXHIBIT A Description: This project will replace original mechanical and electrical equipment and systems to meet current occupant need, provide code compliance, and optimize operational and energy efficiency. Disabled access and structural Improvements will also be made to bring the facility Into compliance with current code requirements. Justification: Many components of the mechanical and electrical systems are original and have reached the end of their useful lives. Deficiencies in the heating and ventilation systems, structural system, and building access are required to maintain occupant health and safety, and/or to comply with code requirements. Restrooms, ramps, stairs, and handrails will be brought into compliance with accessibility codes. Consultant Services Scope: See Supplemental Information. Supplemental Information: This project is proposed to be completed In coordination with a partial building and garden renovation project funded by the Art Center Foundation. This includes renovation and expansion of the courtyard, creation of a children's wing and courtyard, and Improvements to the gallery. Consultant services will include conceptual design, design development, construction documents, and construction administration. Consultant will analyze existing systems and design renovations to meet current code arjd user need. Consultant services may also Include structural engineering, architectural design, mechanical and electrical engineering. City of Palo Alto CIP $ • Continuing • Project Status: Design • Tlmellne: FY 2011-2012 • Overall Project Completion: 0% • Percent Spent: 23.10% • Managing Department: Public Works • Comprehensive Plan: Policy C-24 • Potential Board/Commission Review: PTC, ARB, HRB • Environmental: This project may require miti gated negative declaration. • Design Elements: This project will require ARB review for exterior elements. • Operating: None • Telecommunications: None Capital Budget FY 2011 CIP • i FlUOR YEARS PYBudget PY Actuals as of 12/3112009 Source of Fund., Council Policy Directioll: Capital Budget FY 2011 $1,787,046 $412,733 Infrastructure Reserve This project requires significant diversion of staffing andlor City funds due to outside fund ing opportunity. City of Palo Alto EXHIBIT B Description: This project Includes the design and construction of a pliot demonstration of the EI Camino Reai Design Plan at the EI Camino Real and Stanford Avenue Intersection. Improvements Include new corner bulbouts, enhanced/textured paving of pedestrian crosswalks, new street lights, widened landscape medians with street trees, widened sidewalks with street trees, relocation of traffic signal poles and restrlplng of EI Camino Real to narrow the traffic lanes from 12 to 11 feet wide. Justification: In FY03, Palo Alto and the Cal trans Headquarters jointly participated In a planning study of EI Camino Real in Palo Alto funded through a grant from Caltrans Office of Community Planning. The study developed a detailed conceptual plan for Context Sensitive and multl modal transportation planning in the corridor. Caltrans applied unsuccessfully for a grant to fund a pilot project, In 2006, the City received a VTA Community Design and Transportation grant for this demonstration project. Supplemental Information: The defined goals of the study were to change the character of EI Camino Real from a highway designed primarily for motor vehicle mobility to: - A fully multi-modal urban thoroughfare that maintains mobility and improves safety for transit, trucks, and autos, while improving safety and convenience for pedestrians and bicyclists. - A center of community activity rather than a barrier between activities on either side oHhe street. -An aesthetically attractive corridor that projects a positive image of Palo Alto. -Improve quality of life along EI Camino Real while protecting Its adjacent neighborhoods and districts, create economic benefits for both businesses and property owners along EI Camino Real. CIP • • Continuing • Project Status: Construction • Timeline: FY 2010-2011 • Overall Project Completion: 0% • Percent Spent: 70.99";6 • Managing Department: Planning and Commu nity Environment • Comprehensive Plan: This furthers Programs L- 33 and L·34. • Potential Board/Commission Review: PTC • Environmental: Categorically exempt from CEQA • Design Elements: None • Operating: None • Telecommunications: None Source of Funds; VTA CDTfor $1,210,400; School Commute Safety Improvement (CIP PL-98013) for $93,974, Bicycle Boulevards (CiP PL-04010) for $90,671, and Safe Routes to School (CIP PL-00026) for $117,955. The total funding is $1,513,000. City of Palo Alto Capital Budget FY 2011 CIP s f l')lIOR YEARS .. , I PY Budget $155,000 PY Actuals as of 12/3112009 $110,030 $1,663,000 $ Source of Punds: Fund with the following reimbursements: Local Agency Grant($l ,21 0,400) Capital Budget FY 2011 City of Palo Alto