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24-87077
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Authorization of Amendments to the Professional Services Agreements (PSAs) for Professional Engineering Services for the South Verdugo Road Multimodal Improvements Project, and the Fiscal Year 2022-23 Pavement Management Program (PMP) Implementation Project
1) Motion authorizing the City Manager or a designee to execute a contract amendment to PSA 8002114 with Bowman Infrastructure Engineers (Bowman) for community outreach and additional design services regarding bicycle infrastructure, increasing the contract amount by $122,692, and extending the contract time by 12-months.
2) Motion authorizing the City Manager or a designee to execute a contract amendment to PSA 8002116 with NV5, Inc. (NV5) for additional design services regarding bicycle infrastructure, increasing the contract amount by $57,700, and extending the contract time by 12-months.
3) Resolution of Appropriation to appropriate funds for the Fiscal Year 2022-23 PMP Implementation Project.
COUNCIL ACTION
Item Type: Consent Item
Approved for February 11, 2025 calendar
EXECUTIVE SUMMARY
The South Verdugo Road Multimodal Improvements Project and Fiscal Year 2022-23 PMP Implementation Project, are currently in the design phase at 60% design completion.
In anticipation of the 2024 Glendale Bicycle Transportation Plan (BTP) currently under environmental review, additional work is required to perform traffic studies, engineering design, and conduct community outreach for the proposed bicycle infrastructure improvements that were not listed in the original scope of work for these contracts. These services include preparing a traffic corridor study (TCS) for the proposed bicycle improvements in the project area, conducting community outreach, and implementing design changes based on the community’s feedback and the City Council direction.
Execution of contract amendments for PSAs for these projects are required to continue the design phase and take into consideration potential bicycle infrastructure {{section.number}}{{item.number}}2
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improvements as proposed by the 2024 BTP. The proposed amendments include increasing the contract amount of PSA 8002114 with Bowman by $122,692 and extending the duration by 12 months for community outreach and additional design services regarding bicycle infrastructure and increasing the contract amount of PSA 8002116 with NV5 by $57,700 and extending the duration by 12 months for additional design services regarding bicycle infrastructure.
RECOMMENDATION
Approve the motions authorizing contract amendments to PSA 8002114 with Bowman, increasing the contract amount by $122,692, and to PSA 8002116 with NV5, increasing the contract by $57,700; extending both contract durations by 12-months, for professional engineering services related to bicycle infrastructure, plus a resolution of appropriation providing adequate funding for the Fiscal Year 2022-23 PMP Implementation Project.
ANALYSIS
South Verdugo Road Multimodal Improvements Project
On April 11, 2023, the City Council authorized the City Manager to execute a PSA with Bowman to provide professional engineering design services for the South Verdugo Road Multimodal Improvements Project in the amount of $408,344 and authorized a 10% reserve for contingencies in the amount of $40,800.
As part of Bowman’s PSA, the original scope of work includes preparing pre-design development plans, design development plans, conducting a TCS based on the City Council-approved 2012 BTP, and providing as-needed bidding and construction support assistance. The scope also includes a traffic study to develop roadway improvement alternatives, to implement bicycle infrastructure on South Verdugo Road between Colorado Boulevard and Plumas Street. Currently the project is at 60% design completion with proposed alternates developed to be presented to public for feedback.
As part of the pending 2024 BTP, additional streets within the project limits have been recommended for bicycle improvements, including Rockglen Avenue between South Verdugo Road and Lincoln Avenue, and Lincoln Avenue Between Colorado Boulevard and Rock Glen Avenue, which have been identified as potential Class III Bike Boulevard Routes. As a result, it is necessary to conduct a TCS to assess the feasibility of implementing Class III Bike Boulevards and associated traffic calming features such as traffic circles, chicanes, and traffic diverters to maintain low vehicle speeds and volumes.
Furthermore, in anticipation of the development of alternatives on South Verdugo Road to support potentially new bicycle infrastructure, such as protected or buffered bicycle lanes, staff requested the consultant to incorporate a robust outreach plan to engage the impacted community which was not included as part of their original scope of work. These efforts include hosting in-person and virtual community meetings, leveraging diverse outreach methods such as social media, e-blasts, surveys, and door-to-door polling, {{section.number}}{{item.number}}3
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utilizing multilingual medias in English, Armenian, and Spanish as further elaborated in the Stakeholder/Outreach section of this report.
The outreach effort is essential due to the potential changes in roadway conditions and the introduction of bicycle infrastructure on South Verdugo Road between Colorado Boulevard and Plumas Avenue, and adjacent streets. The community outreach campaign will allow staff to gather valuable feedback from stakeholders to include in the final design plans.
Bowman Approved PSA 8002114 $ 408,344
Proposed PSA Contract Amendment $ 122,692
Total New PSA Amount $ 531,036
Original Approved PSA Contingency $ 40,800
Fiscal Year 2022-23 PMP Implementation Project
On April 11, 2023, the City Council authorized the City Manager to execute a PSA with NV5 to provide engineering design services for the Fiscal Year 2022-23 PMP Implementation Project in the amount of $368,500 and authorized a 10% reserve for contingencies in the amount of $36,850.
As part of NV5’s contract, the original scope of work includes preparing pre-design development plans, design development plans, and providing as-needed bidding and construction support assistance. The streets within the limits of the project are not identified in the 2012 Glendale BTP for bicycle improvements, with the exception of bicycle routes that do not warrant traffic studies.
As part of the pending 2024 BTP, several streets within the project limits have been recommended for bicycle improvements, including Columbus Avenue, Maple Street, and Louise Street, which have been identified as potential Class III Bike Boulevard Routes.
As a result, it is necessary to conduct a TCS to assess the feasibility of implementing Class III Bike Boulevards and associated traffic calming features such as traffic circles, chicanes, and traffic diverters to maintain low vehicle speeds and volumes.
NV5 Approved PSA 8002116 $ 368,500
Proposed PSA Contract Amendment $ 57,700
Total New PSA Amount $ 426,200
Original Approved PSA Contingency $ 36,850
Currently, these two projects are at 60% design completion. While significant progress has been made in advancing the design and incorporating critical components of the 2012 BTP, the introduction of additional design elements from the 2024 BTP requires new comprehensive TCS, design, and project outreach. Incorporating these additional services into the project scope is essential to keep the projects on schedule and within budget while aligning with the 2024 BTP and addressing the community’s needs. {{section.number}}{{item.number}}4
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STAKEHOLDERS/OUTREACH
South Verdugo Road Multimodal Improvements Project
This project is currently at 60% design completion with corridor alternates developed for South Verdugo Road. Due to the BTP proposed bicycle facility on this corridor to accommodate potential protected or buffered bicycle lanes, staff recommend undertaking an extensive outreach campaign. Therefore, after the execution of the contract amendment, community engagement efforts will be implemented to gather feedback on the project. The outreach campaign will use diverse methods during this phase such as, community open house events, social media outreach, e-blasts, project mailers, online public surveys, door-to-door surveying and polling, stakeholder briefings, and presentations. This approach on the project outreach aims to provide multiple opportunities for residents and stakeholders to share their insights and preferences on the project alternatives.
As part of this campaign, a dedicated project webpage will serve as a central hub of information. This webpage will feature project-specific branding materials, an ArcGIS StoryMap offering an intuitive interface with interactive maps, project details, and direct access to surveys and make all outreach publications available in English, Armenian, and Spanish. Key information posted on the project website will include a Fact Sheet summarizing the project’s critical elements such as proposed bicycle infrastructure alternatives, corridor maps, timelines, and project contact information. Additionally, the surveys designed to capture community input will be posted on the project dedicated website.
After completing the project outreach and gathering feedback on the bicycle infrastructure alternatives for South Verdugo Road, staff will present the alternatives and supporting data to the Traffic and Parking Commission, followed by the City Council, for a final recommendation.
Fiscal Year 2022-23 PMP Implementation Project
Since this project does not require lane repurposing on any of the project locations, public outreach for this project will occur at approximately 90% design plan completion. The community meeting will be hosted in person and virtual and will inform the public of the project details, construction schedule, future city and contractor notifications, and the impacts of the construction work in their neighborhood. Participants will also have the opportunity to provide their comments and/or ask questions regarding the project.
Additionally, outreach on this project will continue to occur through dedicated websites for the projects that are hosted through the City of Glendale domain. The websites familiarize the public to the projects and to the project teams, explain the scope of work and project locations, project phases, upcoming outreach events, and provide the public with staff contact information for questions, discussion, and/or input.
FISCAL IMPACT
South Verdugo Road Multimodal Improvements Project
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The additional design and community outreach services from Bowman for the South Verdugo Road Multimodal Improvements Project will cost $122,692 which as approved as a part of the FY 2024-25 budget. No new appropriation is being requested at this time.
The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$122,692 GL: 52100-2550-PWD-0020-P0000
PL: PWD00380BG
Measure R Regional Return
Fund
Fiscal Year 2022-23 PMP Implementation Project
The additional design services from NV5 for the Fiscal Year 2022-23 PMP Implementation Project will cost $57,700, which was not included as a part of the FY 2024-25 budget. Therefore, staff is requesting for an appropriation of $57,700 from the General Fund. The appropriation request is outlined below:
Requesting Appropriation
Amount From (Account
String)
To (Account String) Funding Source
$57,700
GL:
24219-4020-PWD-000
0-
GL:
52100-4020-PWD-002
0-P0000
PL: PWD00576AN
Gas Tax Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
These projects are categorically exempt from environmental review because of CEQA Guidelines §§ 15301.
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, CFO, Subcontractors and any person or entity with more than 10 percent interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit 3 and 4, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not authorize contract amendments to PSA 8002114 with Bowman for additional design and community outreach services and PSA 8002116 with NV5 for additional design services, and do not approve the related resolution of appropriation. This would exclude the engineering and public outreach related work as proposed by the 2024 BTP from these projects.
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Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Armen Avazian, P.E., Principal Civil Engineer
Viktoriya Pakhanyan, P.E., Senior Civil Engineer
Rustom Tavitian, P.E., Civil Engineer II
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: South Verdugo Road Multimodal Improvement Project Location Map Exhibit 2: Fiscal Year 2022-23 PMP Implementation Project Location Map Exhibit 3: Bowman Campaign Disclosure Forms
Exhibit 4: NV5 Campaign Disclosure Forms