DATE: April 23, 2024
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 6 to Increase Professional Services Agreement with Pavement Engineering, Inc., by $409,460, for a Total Not-to-Exceed Amount of $2,682,495 to Provide Engineering Services for the FY25 Pavement Improvement Project, Project No. 05338
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 6 to the Professional Services Agreement (PSA) with Pavement Engineering, Inc., (PEI), in an amount of $409,460, for a total amount not-to-exceed $2,682,495.
SUMMARY
Under the existing PSA, PEI provides engineering services for City pavement projects. An Amendment No. 6 to the existing PEI PSA is needed to extend the scope of the Agreement to include engineering services for the upcoming FY25 Pavement Improvement Project.
BACKGROUND
On May 22, 2018, Council authorized the City Manager to execute a PSA with PEI in an amount not-to-exceed $219,920 for engineering services for the FY19 Pavement Rehabilitation & Preventive Maintenance Project.
On July 9, 2019, Council authorized the City Manager to execute Amendment No. 1 to the PSA with PEI in an amount not-to-exceed $652,455 for engineering services for the FY20 Pavement Improvement Project.
On June 2, 2020, Council authorized the City Manager to execute Amendment No. 2 to PSA with PEI in an amount not-to-exceed $1,014,705 for engineering services for the FY21 Pavement Improvement Project.
On June 1, 2021, Council authorized the City Manager to execute Amendment No. 3 to PSA with PEI in an amount not-to-exceed $1,362,670 for engineering services for the FY22 Pavement Improvement Project.
On June 7, 2022, Council authorized the City Manager to execute Amendment No. 4 to PSA with PEI in an amount not-to-exceed $1,755,495 for engineering services for the FY23 Pavement Improvement Project.
On April 25, 2023, Council authorized the City Manager to execute Amendment No. 5 to PSA with PEI in an amount not-to-exceed $2,273,035 for engineering services for the FY24 Pavement Improvement Project.
Staff is currently undertaking the street selection for the FY25 Pavement Improvement Project where Pavement Condition Index (PCI), location equity, public input, and funding availability are considered. Staff recommends PEI to provide engineering services for analysis, design, and construction support for the project.
DISCUSSION
Amendment No. 6 to the existing PSA with PEI would allow continuation of engineering services for the FY25 Pavement Improvement Project.
PEI has extensive experience with City pavement management and rehabilitation projects including the following:
FY24 Pavement Improvement Project
FY23 Pavement Improvement Project
FY22 Pavement Improvement Project
FY21 Pavement Improvement Project
FY20 Pavement Improvement Project
FY19 Pavement Rehabilitation & Preventive Maintenance Project Staff is requesting an amendment to keep the project on schedule to start in summer 2025. This will be the last amendment to the contract for PEI, City will issue a new request for proposal for the FY26 Pavement Improvement Project.
The scope of work for this Amendment No. 6 to PEI’s Agreement consists of the following six tasks:
Task 1 – Project Management/Coordination:
PEI will manage deliverables and overall project schedule in addition to ongoing communication with the City of Hayward.
Task 2 - Street Investigation / Engineering Review:
PEI will visually evaluate the pavement condition of each of the proposed project streets. The review will confirm the appropriate pavement treatment for each street, such as pavement rehabilitation, preventive maintenance and resurfacing, among other options. This task will allow PEI to refine the project budgets and identify any specific problem areas.
Task 3 – Pavement Evaluation on Pavement Rehabilitation:
PEI will perform a pavement evaluation on each street segment to determine the most cost-effective rehabilitation treatments based on structure requirements, reflective cracking requirements, longevity, and economy.
Task 4 – Measurement of Field Quantities:
PEI will provide field site evaluations for each of the locations identified on the project streets list to measure and record all pertinent field quantities, such as location of crack sealing, dig-outs, and other pavement repairs.
Task 5 – Curb Ramp Design:
PEI will assist the City with curb ramp designs related to this project. This task involves designing ADA ramps in the field to provide limits of removal and quantities of work.
Task 6 – Construction Support / Mark Pavement Repairs:
After the project bids and before construction begins, PEI will mark all required pavement repairs in the field. PEI will annotate any changed quantities and provide a revised quantity summary to the City at the completion of the field work.
PEI has provided a cost proposal of $409,460 based on City staff’s tentative list of streets.
ECONOMIC IMPACT
The project is funded by Gas Tax, Measure B, Measure BB, Vehicle Registration Fees, State Road Repair and Accountability Act (SB1), and Street System Improvement.
This project will economically benefit the City by decreasing motorist travel time via reduced potholes, increase curb appeal and the desirability of residential neighborhoods, and attracting business to the City.
FISCAL IMPACT
The estimated project funding sources are as follows:
210 - Gas Tax $50,000 211 – RRAA (SB1) $4,000,000 212 - Measure BB – Local Transportation $5,300,000 218 – Vehicle Registration Fee $840,000 450 – Street System Improvements $1,500,000 Total: $11,690,000
There is sufficient funding in the project budget to cover the cost of the amendment to the professional services agreement with Pavement Engineering, Inc.
STRATEGIC ROADMAP
This agenda item supports the FY24 to FY25+ Strategic Roadmap to Invest in Infrastructure. Specifically, this item relates to the implementation of the following project(s):
Project N6 - Continue to add approximately 10 miles of bike lanes annually, with a focus on protected bike lanes and intersections that have high traffic/incidents.
SUSTAINABILITY FEATURES
The project requires the contractor to recycle all construction and demolition debris generated from the project.
This project is consistent with City’s Complete Streets Policy and improves travel for all users including:
Improved pavement for motorists
Additional bike lanes and sharrows for bicyclists
More visible pavement markings for pedestrians, including near school zones New or upgraded curb ramps to meet the recently revised Caltrans standards for pedestrians The project satisfies the following General Plan policies:
PFS-7.10 Recycled Products or Processes for Capital Projects HQL-2.5 Safe Routes to School
HQL-2.6 Education on Sharing the Road
M-1.7 Eliminate Gaps (in pedestrian networks)
M-3.1 Serving All Users
M-5.1 Pedestrian Needs
M-5.6 Safe Pedestrian Crossings
M-6.2 Encourage Bicycle Use
PUBLIC CONTACT
Immediately after the construction contract is awarded, a preliminary notice explaining the project will be posted and distributed to all residents and businesses along the affected streets. After the construction work has been scheduled, signs on barricades will be posted seventy-two hours prior to commencement of work indicating the date and time of work for each street. Residents will be advised to park their vehicles on side streets outside of the work area during the period when the streets are being treated.
NEXT STEPS
Spring 2024 Begin Design
Fall 2024 Complete Design
Winter 2025 Call for Bids
Spring 2025 Bid Opening
Summer 2025 Begin Construction
Fall 2025 Complete Construction
Prepared by: 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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