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Home My WebLink AboutStaff Report 1672City of Palo Alto (ID # 1672) Finance Committee Staff Report Report Type:Meeting Date: 5/25/2011 May 25, 2011 Page 1 of 2 (ID # 1672) Summary T itle: Consultant Agreements Greater Than $85,000 Title: Approval of F iscal Year 2012 Capital Improvement Program (CIP) Scopes of Services for Consultant Agreements Greater than $85,000 From:City Manager Lead Department: Administrative Services Recommendation Staff recommends that the Finance Committee review and approve the scope of services for the Fiscal Year 2012 consultant services agreements greater than $85,000 as part of Fiscal Year 2012 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 by developers, construction contracts, contract agreements 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 of a project, staff will not materially change the scope unless it returns to Council for approval. Resource Impact Approval of this recommendation will have no additional fiscal impact to the City since funding for these consultant contracts is included in the Fiscal Year 2012 CIP proposed budget for each project. Policy Implications This recommendation does not represent any change to City policies. May 25, 2011 Page 2 of 2 (ID # 1672) Environmental Review The actions recommended in this report do not constitute a project under the California Environmental Quality Act (CEQA). Each project will continue to undergo the appropriate environmental review as required for design and construction of facilities. Attachments: ·Attachment 1: Summary Of Proposed Contract Scopes Of Consultant Services Greater Than $85,000 Capital Improvement Program Projects FY 2012 (PDF) Prepared By:Libby Dame, Department Head:Lalo Perez, Director City Manager Approval: James Keene, City Manager DEPT DIVISION PROJECT TITLE PROJECT MGR FISCAL YEAR CONSULTANT COST PLANNED PROJECT COST DESCRIPTION OF PROPOSED CONTRACT SCOPE OF CONSULTANT SERVICES PCE Transportation California Avenue -- Transit Hub Corridor Project (PL-11002) Jaime Rodriguez 2012 $350,000 $1,725,200 This project will reconfigure California Avenue to include new streetscape furniture, traffic calming treatments, and community identity elements. Consultant will be responsible for the design of plans, specifications and engineer’s estimates for construction and include an extensive community outreach effort to complete the design. (Exhibit A) PWD Engineering Children's Theatre Improvements (PF-09000) Phil Bobel 2012 $100,000 $600,000 This project will replace or upgrade mechanical and electrical systems. Consultant shall provide all necessary design services to evaluate existing systems and conditions, provide conceptual and final design, and produce construction documents. Consultant shall also provide construction administration services. Services shall include architectural, structural, mechanical and electrical engineering. (Exhibit B) PCE Transportation El Camino Real/Stanford Ave Streetscape and Intersection Improvements (PL-07002) Shahla Yazdy 2012 $150,000 $1,663,000 The City is looking for a Construction Manager to support City staff during the construction of intersection improvements at El Camino Real and Stanford Avenue. The construction project will entail demolition, removal and replacement of the existing roadway, crossings, sidewalk, curb & gutter; underground utilities; traffic signal and lighting upgrades and addition of landscaped areas.This project includes the design and construction of a pilot demonstration of the El Camino Real Design Plan at the El Camino Real and Stanford Avenue intersection. (Exhibit C) PWD Operations LATP Site Development Preparation and Security Improvements (PO-12002) Matt Raschke 2012 $240,000 $250,000 The consultant shall prepare a preliminary plan for the remediation of the former Los Altos Treatment Plant site. The plan shall include proposed mitigations for wetlands impacts and a mitigation monitoring plan. Consultant shall apply for and obtain permits for the plans from the applicable regulatory agencies that include but are not limited to the US Army Corps of Engineers, California Department of Fish and Game, the Regional Water Quality Control Board, the Santa Clara Valley Water District, the City of Palo Alto, and the City of Mountain View. Consultant shall also prepare the necessary project documentation to satisfy the California Environmental Quality Act review requirements. After obtaining permit approvals and/or conditional project entitlements, Consultant shall then develop a full set of plans and specifications for construction of the project that are suitable for bidding purposes. (Exhibit D) PWD Engineering Municipal Service Center Facilities Study (PE-12004) Phil Bobel 2012 $100,000 $100,000 The purpose of this project is to study options for locating the City functions, personnel and equipment currently located at the Municipal Services Center ( MSC ) and Animal Services Center (ASC). A Consultant will be hired to prepare alternatives, and planning- level costs associated with those alternatives. One alternative would be to assess current and future needs and retain the current functions and buildings at the MSC/ASC. Another alternative would be to retain the functions at the MSC/ASC, but rebuild the buildings rather than update them. Other Alternatives would involve changing the functions at the MSC/ASC and consider new uses for some or all of the MSC/ASC site. The consultant would prepare a report comparing costs and other key features of the alternatives. (Exhibit E) PROJECT YEAR ESTIMATED COST Attachment 1 SUMMARY OF PROPOSED CONTRACT SCOPES OF CONSULTANT SERVICES GREATER THAN $85,000 CAPITAL IMPROVEMENT PROGRAM PROJECTS FY 2012 PWD Engineering Rinconada Park Master Plan and Design (PE-12003) Elizabeth Ames 2012 $150,000 $150,000 The project will develop a Master Plan for Rinconada Park, and will include an evaluation of the current and future needs and usage to meet the operational and functional requirements of this 19-acre regional park. The Consultant will study current and future recreational activities, amenities and usage impacts to Rinconada Park augmented by interviews and community discussions with community stakeholders, City Council, boards, commissions and City staff. The Consultant shall examine the site, provide traffic and parking studies, identify way finding systems, provide conceptual options including but not limited to landscape plans, recreational amenities, pedestrian and bicycle pathways, roadway crossings and design. (Exhibit F) PCE Transportation Safe Routes to School (PL-00026) Jaime Rodriguez 2012 $450,000 $1,217,000 Safe Routes to School Program encourages alternative modes of transportation to schools by students and their parents through the encouragement of walking/bicycle, education on health/safety, and engineering improvements. Consultant will develop walk/bike suggested route to school maps through an extensive community outreach effort and develop education materials for students. (Exhibit G) Description: This project funds the design and construction of streetscape enhancements along California Avenue between EI Camino Real and the Caltrain -Park Blvd Plaza. Improvements include the installation of community identity markers; traffic calming treatments such as bulb-outs and a 4-lane to 2-lane roadway reduction; enhanced mid-block pedestrian crosswalks; bicycle and pedestrian streetscape elements; and community-focused elements at the Park Blvd Plaza. Justification: The California Avenue -Transit Hub Corridor Project implements the City's Comprehensive Plan vision for the corridor_ The Transit Hub Corridor Project Is consistent with the alternatives under consideration for the California Avenue Concept Plan, which is intended to provide further direction for implementing the Comprehensive Plan vision. Supplementallnformatlom Consultant and contract services will be used to implement this project Including consultant services for the design and construction management of the project. A $1,175,200, grant was received in FY 2011 from the VTA Community Design & Transportation (CDT) program that requires a $550,000 local match. , PRIQRYEARS PY Budget $550,000 PY Actuals as of 1213112010 0 CIP • o Continuing o Project Status: Pre-Design o Timellne: FY2011-2012 o Overall Project Completion: 0% o Percent Spent: 0.00% o Managing Department: Planning and Commu nity Environment o Comprehensive Plan: Policies T-6, T-l0, T-14, T- 19, T-22, T-23, T-30, T-31 and T-34 o Environmental: Negative Declaration approved on February 14,2011. o Design Elements: This project may require review by the ARB and PTe. o Operating: This project may Increase mainte nance costs. o Telecommunltatlons: None Source of Fund., Infrastructure Reserve with the following reimbursements: Local Agency Grant($l, 175,200) City of Palo Alto Capital Budget FY 2012 Description: This project will replace or upgrade mechanical and electrical systems, and replace finishes as necessary. The systems will be designed to meet current code and user need, and to optimize operational and energy efficiency. Justification: The elements included In this project are due for replacement or upgrade based on their age andlor condition. These improvements provide forongoin9 rehabilitation of the building structure and systems to meet the needs and safety of theatre staff and the public. Consultant Services Scope: See Supplemental Information. Supplemental Information: Consultant shall provide all necessary design services to evaluate existing systems and conditions, provide conceptual and final design, and produce construction documents. Consultant shall also provide construction administration services. Services shall include architectural, structural, mechanical and electrical engineering. PRtQRYEARS PY Budget $0 PY Actualsasof12/3112010 0 Source of Funds: Infrastructure Reserve City of Palo Alto •. Contlnulng • Project Status: Pre-Design .Tlmellne: FY 2012-2013 • Overall Project Completion: 0% • Percent Spent: 0.00% • ManagIng Department: Public Works • Comprehensive Plan: Policy C-24 • Potential Board/Commission Review: ARB, HRB • Environmental: This project is categorically exempt from CEQA under Section 15301. • Design Elements: This project may be subject to ARB and HRB review. • Operating: None • Telecommunications: None Capital Budget FY 2012 Description: This project Includes the design and construction of a pilot demonstration of the EI Camino Real Design Plan at the EI Camino Real and Stanford Avenue Intersection. Improvements indude new corner bulbouts, enhanced/textured paving of pedestrian crosswalks, new street lights, widened landscape medians with street trees, widened sidewalks with street trees, relocation oftraffic signal poles and restriplng of EI Camino Real to narrow the traffic lanes from 12 to 11 feet wide. Justification: In FY03, Palo Alto and the Caltrans Headquarters jointly participated In a planning study of EI Camino Real in Palo Alto funded through a grantfrom Caltrans Office of Community Planning. The study developed a detailed conceptual plan for Context Sensitive and mukl 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 of the 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 • Tlmeline: FY 2010-2011 • Overall Project Completion: 0% • Percent Spent, 70.99% • 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 •• Oe51gn Elements: None • • Operating: None • Telecommunications: None Source of Funds: VTA CiJf for $1,210,400; School Commute Safety Improvement (CiP PL-9B013) for $93,974, Bicycle Boulevards (CiP PL-04010) for S90,671, and Safe Routes to School (CIP PL-00026) for $117,955. The total funding Is $1,513,000. Oty of Palo Alto Capital Budget FY 2011 NEW CIP • Description: The Los Altos Treatment Plant (lATP) property contains a former wastewater treatment facility on 6.5 acres of the site known as Area 8. This project will initiate the development permit process to maximize usable land on Area B. Remediation of historical contamination on the site, demolishing remaining structures, rough grading, & filling low area including former sludge ponds will be addressed. Mitigation of wetland impacts will be coordinated on site following CEQA analysis. Justification: As of 11812008, Palo Alto fully owns the former LATP property. The exact future use of Area B is not known, but the existing US Army Corp of Engineers approved wetlands delineation map expires on 814/2013. ThisCiP Is needed to initiate the permit process to maximize usable land on Area B. Source of Funds: Infrastructure Reserve Capital Budget FY 2012 • Environmental: CEQA will be completed as part of this project. • Design Elements: Consultant services will be required. • Operating: There will be an ongoing mainte nance needforthe security fence around the prop- • erty. i • Telecommunications: None City of Palo Alto NEW Descrlptlon:This project will study options for locating City functions, personnel and equipment currently located at the Municipal Services Center (MSC) and Animal Services Center (ASC). One alternative would be to retain the current functions and buildings at the MSc/ASC. Anotherwould be to retain the functions at the MSC/ASC, but rebuild the buildings rather than update them. Other Alternatives would involve changing the functions at the MSC! ASC and consider new uses for Some or all of the MSCIASC site. Justification: The MSC constructed in 1966 and many features of the building are well beyond their design life and must be replaced or rebuilt if the functions are to remain in their current location. The purpose of this Project is to gather data on the alternatives so that a decision can be made among those alternatives. At that time, either project PF-05002 (see supplemental info) would be restarted, or another .course of action taken. Consultant Services Scope: A consultant will be hired to prepare alternatives and planning level costs. Supplemental Information: Staff proposed to begin the rebuilding process through ClP No. PF-05002; a $640,000 proJectto rebuild the electrical and mechanical equipment In Buildings A, B, and C Council directed staff to defer this project until a longer term plan for the MSC becomes clear. The Functions performed at the MSC/ASC are contained In the Public Werks, Utilities, Administrative Services, Community Services and Police Departments. The Study must therefore consider all users, and consider related needs of each Department which mayor may not be currently housed at the MSC Thus the consultant must review the programs being implemented by the departments, and not merely the space requirements. The study must also look at functional relationships among the groups to take advantage of eoonomles of co-locating groups. Source of Funds: Infrastructure Reserve City of Palo Alto CIP • -New • Project Status: Pre-Design • Tlmeline: FY 2012-2013 • Managing Department: Public Works • EnvIronmental: None • Design Elements: None • Operating: None • Telecommunications: None Capital Budget FY 2012 NEW Des(ription: Development of a Master Plan for Rlnconad. Park would Include a planning process led by a contracted Urban Planning OT Landscape Architecture firm to lead a committee of stakeholders to address usage and faclilly needs. Also Included would be a transportation, parking. and traffic study to assess exiting and future needs. The study would also provide a concept plan and guidelines for landscaping, way finding systems, pedestrian roadway crossings and design. Justification: Rlnconada Park serves Palo Alto as a regional park. It highly visited and adjacent to valued facilities such as the Lucie Stern Community Center and Theatre, Children's Theatre, Children's Library, Junior Museum & Zoo, Rinconada Pool, tennis courts, Fire Station 3, Main Library, Art Center, and Walter Hayes Elementary School. It is essential for a master plan be developed Incorporating usage with such facilities to ensure the park continues to thrive and serve the community. Source of Funds: Infrastructure Reserve City of Palo Alto -New • Project Status: Pre-Design .Timeline: FY2012·2012 • Percent Spent, 0.00% • Managing Department, Public Works CIP • • Comprehensive Plan: Goal L·I. Policies L·l0, L- 11, L-1S, L· 18, L-61 , and L·74. Programs L· 16, L-IS, and L--68. • Potential Board/Commission Review, PRC and PAC • Art In Public Places: Yes • Environmental: None • Design Elements: This project may requir!, ARB andlor PRC review. • Operating: None • Telecommunications: None Capital Budget FY 2012 CIP $2 Description: This project funds the City's Safe Routes to School programmatic elements Including school commute planning and encouragement activities and capital improvements along local and neighborhood collector streets that may be impacted by school commute activities, The project also funds minor roadway improvements along suggested walkinglbiking routes to school including roadway marking improvements and high-visibility signage treatments, Justification: Trafficcalmlng is identified as a high priority in the adopted Transportation Strategic Plan, Encouragement of walking and bicycling to school helps to alleviate congestion of local streets and provides health benefits for the community's children, Supplementallnformation:Consullant and contract services will be used to implement this project including consultant services for the development of suggested walking/biking route to school maps, new website development, and safe routes to school program Implementation. Contract help will be used to manage the consultant contract and outreach activities to local schools. A $528,000 grant was received in 2011 that requires a $132,000 local match for the Safe Route to School programmatiC elements. PRIOR ),1lA,RS PYBudget $920,000 PY Actuals as of 12131/2010 498,242 • Continuing • Project Status: Construction • Tlmeline: FY 2000-2016 • Percent Spent: 54.16% • Managing Department: Planning and Commu nity Environment • Comprehensive Plan: Policies T-34, T -40 • Potential Board/Commission Review: PTC • Environmental: This project may reqUire Environ mental Assessments. • Design Elements: None • Operating: Operating costs of this project will be identified during design phase, • Telecommunications: None Source of Funds: Infrastructure Reserve with the following reimbursements: Gas Tax Fund($500,OOO); Local Agency Grant($528,000) Capital Budget FY 2012 City of Palo Alto