HomeMy WebLinkAboutStaff Report 204-09TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING
AND COMMUNITY ENVIRONMENT
DATE: APRIL 13, 2009 CMR: 204:09
REPORT TYPE: CONSENT
SUBJECT: Approval of a Contract with Mark Thomas & Company in the Amount of
$214,800 for Design Services for the Stanford AvenuelEl Camino Real
Context-Sensitive Streetscape and Intersection Improvements Project
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute the attached contract with Mark Thomas & Company (Attachment A) in an amount of
$190,200 for design services and $24,600 for additional services for a total not to exceed the
amount of $214,800 for the Stanford A venue/ EI Camino Real Context-Sensitive Streetscape and
Intersection Improvements Project -Capital Improvement Program Project PL-07002.
DISCUSSION
Scope of Services Description
The scope of work for design services needed for the Stanford A venue/ EI Camino Real Context-
Sensitive Streetscape and Intersection Improvements Project is included as Attachment A of the
attached contract. The de~ign services include the environmental evaluation and design of
improvements at the intersection of Stanford Avenue and EI Camino Real and implementation of
the demonstration phase of the EI Camino Real Master Planning Study developed by Caltrans
and the City of Palo Alto. The project area includes the intersection of EI Camino Real and
Stanford Avenue and extends approximately 100 feet beyond the intersection along all four
approaches to the intersection. The proposed project includes installation of new comer bulb-
outs, realignment and enhanced/textured paving of the pedestrian crosswalks, two new
pedestrian refuges with bollards ·and in-ground lighting, widened landscape medians with
planting and street trees, widened sidewalk with street trees, transit amenities and street furniture,
new ornamental street and sidewalk lights, signal poles and new storm drain outlets.
CMR:204:09 PAGE 1 oF4
Summary of Solicitation Process
Proposal Description/N umber Design Services for the Stanford Avenue/EI Camino
Real Intersection Improvements Project
Proposed Length of Project 12 months
Number of Proposals Mailed 13
Total Days to Respond to Proposal 21
Pre-proposal Meeting Date None necessary
Number of Company Attendees at Not applicable
Pre-proposal Meeting
Number of Proposals Received: 6
Company Name Location (City, State) Selected for oral
interview?
1. Kimley-Hom and Associates San Ramon, CA Yes
2. BKF Engineers San Jose, CA Yes
3. Kier & Wright Santa Clara, CA No
4. TY LIN International San Jose, CA No
5. Mark Thomas & Company San Carlos, CA Yes
6. TranS ystems Oakland, CA No
Range of Proposal Amounts $199,100 to $462,966
Submitted
An evaluation committee consisting of staff from Transportation and Public Works reviewed the
initial proposals. The committee carefully reviewed each firm's qualifications and submittal in
response to the criteria identified in the RFP. The criteria used to select a firm were quality and
completeness of the proposal, qualifications and experience of the staff assigned to the project,
proposer's knowledge of applicable laws, regulations, policies and guidelines, proposer's
response time, ability to perform the work and cost to the City. The RFP process allows the City
to negotiate the price of the work upon selection of the successful firm.
Three firms were invited to participate in oral interviews on January 22, 2009. The interview
committee consisted of staff from Transportation, Advance Planning and Public Works and
representatives from VT A and Samtrans/Grand Boulevard. Mark Thomas & Company was
selected because they demonstrated superior knowledge of Caltrans design requirements and the
firm has extensive experience working successfully with Caltrans through the Caltrans design
approval process. This firm also has experience working with cities along the Peninsula and has
an understanding of and approach to context sensitive design. Callander Associates, a landscape
architecture and urban design firm, will also be working closely with Mark Thomas & Company
as their sub-consultant, to develop an attractive, context-sensitive streetscape design for this
project. Callander Associates has extensive experience working with cities' design, planning and
public works professionals as well as the stakeholders and the community.
CMR:204:09 PAGE20F4
Additional services in the amount of 15 percent are requested to cover any additional costs that
might arise because of unanticipated Caltrans requirements during Caltrans design review of the
project.
RESOURCE IMPACT
Funding for the environmental and design work is included in Capital Improvement Program
project PL-07002. On April 16, 2007 (CMR:207:07) Council approved a Budget Amendment
Ordinance in the amount of $155,000 to create a new Capital Improvement Project for the
environmental and design phases of the Stanford A venue/EI Camino Real Intersection
Improvement Project. Subsequently, Council accepted the award of $1,334,400 in federal
transportation grant funds from the Santa Clara Valley Transportation Authority (VT A)
Community Design and Transportation (CDT) capital grant program.
Because Stanford Avenue is included in the City's Safe Routes to School network and the
Stanford/EI Camino intersection improvements were identified as a high priority in the Bicycle
Transportation Plan, staff proposes to use $30,000 from CIP project PL-00026, Safe Routes to
School and $30,000 from CIP project PL-04010, Bicycle Boulevards Implementation Project to
fund the $60,000 balance of the $214,800 contract budget.
POLICY IMPLICATIONS
This project is consistent with existing policy, including Comprehensive Plan Transportation
Element policies. The EI Camino Real/Stanford Avenue intersection is identified as a critical
intersection on the City's adopted School Commute Corridors network as well as in the Palo
Alto Bicycle Transportation Plan. This improvement was also identified on the EI Camino Real
Master Planning Study.
TIMELINE
This project will need to be implemented on an accelerated timeline in order to obligate future
grant funding set aside for construction of this project. The grant funds in the amount of
$1,210,000 will need to be obligated no later than June 30, 2010, for the construction of this
project. Design and environmental review of this project is expected to begin in April 2009 and
be completed by April 2010.
ENVIRONMENTAL REVIEW
Approval of the consultant contract is not subject to CEQA. The environmental review of the
project will be conducted prior to the completion of the design of the project. Caltrans as the
lead agency for CEQA and NEP A will determine the type of environmental documentation to be
prepared by the City.
PREPARED BY:
CMR:204:09 PAGE 3 OF4
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
ATTACHMENTS
Attachment A: Contract
CMR:204:09
Interim Planning Director
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