DATE: January 17, 2023
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Kimley-Horn & Associates, Inc., for the Planning and Scoping Phase of the SR-92/Whitesell Interchange Project, Project No. 05334, in an Amount Not-to-Exceed $620,000 and Appropriate an Additional $360,000 from Fund 212 to the Project
RECOMMENDATION
That Council adopts resolutions (Attachments II and III):
Authorizing the City Manager to execute a Professional Services Agreement (PSA) with Kimley-Horn & Associates, Inc., (Kimley-Horn) for the Planning and Scoping Phase of the SR-92/Whitesell Interchange Project, Project No. 05334 in an amount not-to-exceed $620,000; and Authorize the appropriation of $360,000 from the Measure BB (Local Transportation) Fund (Fund 212) to the Planning and Scoping Phase of the SR-92/Whitesell Interchange Project.
SUMMARY
On November 1, 2022, the City received two (2) proposals for design services for the Planning and Scoping Phase for the SR-92/Whitesell Interchange Project. The Project proposes to extend Whitesell Street over SR-92 to create a new SR-92/Whitesell interchange that would terminate and intersect at Clawiter Road. Kimley-Horn’s proposal ranked the highest with an average score of 89/100 based on criteria established in the published Request for Proposal. The negotiated cost proposal is for $565,751 with a not-to-exceed amount of $620,000 to cover any additional unforeseen costs.
Staff recommends awarding a PSA to Kimley-Horn in the amount described above and appropriating an additional $360,000 from the Measure BB (Local Transportation) Fund (Fund 212) to the SR-92/Whitesell Interchange Project to complete the Planning and Scoping Phase.
BACKGROUND
On July 26, 2018, the Alameda County Transportation Commission (ACTC) approved $440,000 in ACTC 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.
The estimated cost of the Planning and Scoping Phase of the Project was $640,000. ACTC’s Measure BB funds would contribute $440,000 to the Project and the City would 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.
DISCUSSION
The Project is the second phase of the “SR-92/Clawiter-Whitesell Interchange and Reliever Route Project,” which would provide a local reliever route between SR-92 and I-880 to improve access to and from the industrial area north of SR-92 and west of I-880 and improve circulation and relieve congestion on SR-92, I-880 and major arterials in the area. Phase 1, completed by the City in 2017, was comprised of local street modifications which included widening of West Winton Avenue at the Hesperian Boulevard intersection, signal phasing modifications, widening and extension of Whitesell Street between Depot Road and SR-92. This Project represents the second phase of improvements and involves reconstruction of the SR-92/Clawiter Road interchange to create the SR-92/Whitesell Street interchange and provide consolidated access to Clawiter Road and the reliever route along Whitesell Street.
The proposed SR-92/Whitesell Interchange Project would further enhance the local reliever route between SR-92 and I-880, and significantly improve access to and from the City’s industrial complexes, manufacturing sites, and office parks north and south of SR-92 and west of I-880. It would also improve interchange operations to further relieve congestion on SR-92, I-880 and major arterials in the area. An initial concept for the reconfigured interchange (Attachment III) includes a new four-lane Whitesell Street overcrossing structure with new on and off-ramps to Whitesell Street in a diamond configuration. Also, the Whitesell overcrossing and extension would provide Class II bike lanes and sidewalk for bicyclists and pedestrians travelling along this local road. The modified SR- 92/Whitesell interchange would improve the on/off ramp intersections to implement the City and Caltrans Complete Streets policies. The project may also realign Breakwater 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.
On October 3, 2022, a Request for Proposals (RFP) was advertised and issued for the preparation of the Caltrans Project Initiation Document (PID) to complete the Planning and Scoping Phase for this project. On November 1, 2022, two (2) proposals were received from Kimley-Horn and Mark Thomas & Company. After a thorough evaluation of the proposals to assess each team’s understanding of the project scope, qualifications, approach, schedule, and management plan, staff recommends Kimley-Horn be awarded the contract for the PID phase of this project. The negotiated cost proposal from Kimley-Horn is $565,751 for completion of the Planning and Scoping Phase of the project.
Staff recommends that Council award the contract to Kimley-Horn in the base amount of $565,751 with a not-to-exceed amount of $620,000, which includes contingency for potential additional services not included in the base proposal. The contract contingency amount is set at $54,249 (approximately 10% of contract cost).
Staff recommends that Council authorize the appropriation of an additional $360,000 from the Measure BB (Local Transportation) Fund (Fund 212) to the SR-92/Whitesell Interchange Project to complete the Planning and Scoping Phase.
The execution of this contract and appropriation of funding will allow the City to proceed with the Planning and Scoping Phase of the project to refine the project’s goals and objectives, produce initial alternative concepts, and the define the scope for the environmental document to be produced in the next phase of project delivery, Project Approval and Environmental Document (PA&ED). Staff will return to Council with a recommendation of the proposed alternatives to be carried forward into the environmental review phase of the project. The City intends to seek and secure funding for the next phase.
ECONOMIC IMPACT
This item has no direct economic impact. However, the recommendation 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
The Adopted FY23 CIP Budget has an allocated project budget of $640,000. Per the Project Funding Agreement with ACTC, $440,000 will be reimbursed. Staff recommends the appropriation of an additional $360,000 from Measure BB (Local Transportation) Fund (Fund 212), which can fully absorb this increase in its fund balance. This item has no impact on the General Fund.
The total funding for the project is:
Measure BB – Local Transportation Fund (Fund 212) - ACTC Grant Funding $440,000
Street Systems Improvements Fund (Fund 450) – City Local Match $200,000
Measure BB – Local Transportation Fund (Fund 212)
$360,000
Total Funds Available
$1,000,000
STRATEGIC ROADMAP
This item supports Council’s Strategic Priority to Improve Infrastructure by providing professional services to initiate the Project delivery.
SUSTAINABILITY FEATURES
There are no sustainability features associated with this item.
PUBLIC CONTACT
This phase of the project will include initial stakeholder outreach to help inform the development of a reasonable range of conceptual alternatives. The subsequent PA&ED phase of the project will include broader public outreach effort required for CEQA environmental review.
NEXT STEPS
If Council approves this request, the City Manager will execute a PSA with Kimley-Horn & Associates, Inc., for the SR-92/Whitesell Interchange – Planning and Scoping Phase, Project No. 05334 in an in a not-to-exceed amount of $620,000 and appropriate an additional $360,000 to the Project from Measure BB – Local Transportation Fund (Fund 212).
Prepared by: Byron Tang, Senior Civil Engineer
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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