DATE: August 9, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute a Professional Services Agreement with Gray-Bowen-Scott for Consulting Services to Support SR-92/Whitesell Interchange – Project Initiation Document, Project No. 05334, in an Amount Not-To-Exceed $171,300
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a professional services agreement (PSA) with Gray-Bowen-Scott (GBS) for consulting services to support SR-92/Whitesell Interchange – Project Initiation Document, Project No. 05334 in an amount not-to-exceed $171,300.
SUMMARY
On July 26, 2018, the Alameda County Transportation Commission (ACTC) approved $440,000 in Measure BB funding to advance the Planning and Scoping Phase of the SR-92 Clawiter-Whitesell Interchange Upgrade Project. The Project proposes to extend Whitesell Street over SR-92 to create a new SR-92/Whitesell diamond interchange that would terminate and intersect at Clawiter Road. Due to various staff vacancies in the Transportation Division, staff recommends entering into a PSA with GBS to assist with managing the project. GBS has extensive experience in providing professional services for transportation engineering services in the Bay Area and will provide immediate project management assistance.
BACKGROUND
On July 26, 2018, the Alameda CTC approved $440,000 in Measure BB funding to advance the Planning and Scoping Phase of the SR-92 Clawiter-Whitesell Interchange Upgrade Project. In order to receive this funding and to define the roles and responsibilities of the ACTC and the City of Hayward, a Project Funding Agreement (PFA) was required. Because the proposed project location is on State Route SR-92, a Cooperative Agreement with the California Department of Transportation (Caltrans) was also needed. On April 26, 2022, Council authorized the City Manager to execute the PFA with ACTC and the Cooperative Agreement with Caltrans.
Due to the specialized nature of this project, the City needs assistance in preparing projects and funding documents to obtain funds and manage the project. In particular, the City requires assistance for this Project due to the complexity of the project and coordination with different agencies.
The estimated cost of the Planning and Scoping Phase of the Project is $640,000. The City will contribute $200,000 to the Project as a local match. On July 5, 2022, Council Resolution No. 22-192 appropriated a total of $640,000 to the Project. A portion of this budget is provided through ACTC’s Measure BB funds. The project budget has funds to support the PSA.
DISCUSSION
This project would provide a local reliever route between SR-92 and I-880, and significantly improve access to and from industrial complexes, manufacturing sites, and office parks north and south of SR-92 and west of I-880. It would also relieve congestion on SR-92, I-880 and major arterials in the area. The proposed SR-92/Clawiter diamond interchange project will improve access and traffic operations with a new four-lane Whitesell overcrossing structure and new diagonal on and off ramps that provide adequate left-turn storage at the intersection. Also, the Whitesell overcrossing and extension will provide Class II bike lanes and sidewalk for bicyclists and pedestrians travelling along this local road. The modified SR-92/Clawiter interchange, which would eliminate the eastbound on and off ramps yet maintain westbound on and off ramp access to and from SR-92, will improve the on/off ramp intersection to implement the City and Caltrans Complete Streets. The project would also realign Baywater Avenue to accommodate the new westbound on and off ramps. These interchange improvements and new local road connections support the economic development of the industrial complexes and office parks in the area and improves truck access and circulation to and from SR-92 and I-880.
Staff is recommending that the City enter into an agreement with GBS to provide direct management services for the Project, including managing contracts, developing and monitoring the project schedule and cost estimates, reporting expenditures, coordinating with external entities and consultants, and requesting reimbursements. Staff was unable to prepare a request-for-proposals (RFP) and complete the necessary interview and selection process to allow the City to meet the deadline of March 2023 for the work associated with this contract.
GBS has familiarity with the City’s transportation issues, having served as a consultant for various transportation-related issues since early 2022. The firm maintains strong working relationships with entities such as Caltrans, ACTC, Metropolitan Transportation Commission (MTC) and Federal Highway Administration (FHA). In fact, the GBS team tracked and alerted the City to the availability of funds to undertake preparation of the Project Initiation Document. Thus, this team can provide immediate assistance to this critical project. Staff has carefully reviewed the proposed scope of work and considers the cost to be fair and commensurate with the services to be provided. Staff plans to implement future phases of the design by selecting an engineering consultant through a conventional RFP process.
The Department of Public Works & Utilities’ Transportation Division is currently experiencing staff vacancies and significant transportation engineering workload. GBS’ advanced knowledge and experience in transportation engineering and familiarity with entities like Caltrans, ACTC, MTC, and FHA will provide immediate assistance to the Project. GBS will provide direct management services to the Project, including managing contracts, developing and monitoring the project schedule and cost estimates, reporting expenditures, coordinating with external entities and consultants, requesting reimbursements, among other tasks.
ECONOMIC IMPACT
This item has no direct economic impact. However, the PSA supports the Project, which will provide interchange improvements and new local road connections. These improvements will significantly improve access to the City’s industrial area and make the overall transportation system more efficient.
FISCAL IMPACT
This item will have no impact to the General Fund. The fees associated with this PSA are currently budgeted in the Project’s budget, as outlined below. A portion of the Project’s budget will be reimbursed through ACTC grant funding.
Measure BB – Local Transportation Fund (Fund 212) $440,000 ACTC Grant Funding
Street Systems Improvements Fund (Fund 450)(City) $200,000 Total Project Budget $640,000
STRATEGIC ROADMAP
This item supports Council’s strategic priority of Invest in Infrastructure by providing professional services to complete the Project.
SUSTAINABILITY FEATURES
There are no sustainability features associated with this item.
PUBLIC CONTACT
No public contact has been made related to this item.
NEXT STEPS
If Council approves this request, the City Manager will negotiate and execute a PSA with Gray-Bowen-Scott to support SR-92/Whitesell Interchange – Project Initiation Document, Project No. 05334 in an amount not-to-exceed $171,300.
Prepared by: Manny Grewal, Management Analyst
Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works Approved by:
_________________________________
Kelly McAdoo, City Manager
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