DATE: October 15, 2024
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 Wilsey Ham, a WHB Company, for Design Services for the Campus Drive Sidewalk Project in an Amount Not-to-Exceed $256,000 for Project Nos. 05332, 05344, and 05345
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute a professional services agreement (PSA) with Wilsey Ham, a WHB Company (Wilsey Ham), for Design Services for the Campus Drive Sidewalk Project, Project Nos. 05332, 05344, and 05345, in an Amount Not-to-Exceed $256,000.
SUMMARY
Campus Drive is listed as a facility with Class IV Bike Lanes in the City’s Bike & Ped Master Plan. In 2021, City staff began working closely with residents to implement the Campus Drive Traffic Calming Project to address the community's concerns regarding traffic safety and speeding along Campus Drive. The Pilot Program developed in early 2023 included temporary lane reduction, installation of Class IV Protected Bike Lanes in addition to traffic striping, pavement markings and traffic signs. In August 2023, Phase 2 of the project implemented permanent lane reduction, pavement treatment and addition bike lane improvements.
At a Community Meeting held on April 19, 2023, staff proposed a New Sidewalk Project on Campus Drive which would install sidewalks between 2nd Street and Oakes Drive (north side) and Oakes Drive and University Court (south side).
A Request for Proposals (RFP) to solicit qualified firms to provide the design and preparation of construction bid documents services for the sidewalk project on Campus Drive was issued on May 30, 2024. Four qualifying proposals from design firms were received on July 5, 2024.
BACKGROUND
In 2021, staff began to work with area residents on the Campus Drive Traffic Calming Project. The project was to address concerns regarding vehicle and pedestrian safety and speeding along Campus Drive.
The Pilot Program was initiated in early 2023, which temporarily closed the second southbound lane on Campus Drive between Oakes Drive and Highland Boulevard with the installation of white flexible posts. This resulted in a 14% reduction in speeds on Campus Drive.
In August of 2023, Phase 2 of the project began with the removal of the white flexible posts and repaving of Campus Drive between Oakes Drive and Highland Boulevard, and restriping Campus Drive between Oakes Drive and Highland Boulevard as a two‐lane bi-directional roadway making the lane reduction permanent. Also included in Phase 2 were upgrading the existing Class II bike lanes to a Class IV protected bike lane; adding green‐colored pavement for the bike conflict areas and bus zones; adding street parking on the west side of Campus Drive between University Court and Highland Boulevard; and preparing space on the west side of Campus Drive between Oakes Drive and University Court for future sidewalk installation.
The final phase of the Campus Drive Traffic Calming project is to install new sidewalks on Campus Drive between 2nd Street and Oakes Drive (north side), and Oakes Drive and University Court (south side). The construction of the project will be done in two stages. The first stage will be the construction of the sidewalk on Campus Drive between 2nd Street and Oakes Drive (north side). The second stage will be the construction of the sidewalk on Campus Drive between Oakes Drive and University Court (south side) in consecutive years.
DISCUSSION
The Campus Drive design services include topographic mapping, environmental document, preparation of construction bid documents and community outreach efforts for new sidewalks on Campus Drive between 2nd Street and Oaks Drive (north side) and Oakes Drive and University Court (south side). The City’s Pavement Management Program (PMP) shows Campus Drive as two segments where Segment 1 of Campus Drive, from Hayward Blvd to Highland Blvd., is a 4-lane arterial street with a length of 582 feet. Segment 2 is from Highland Blvd. to 2nd St. and is a 2-lane arterial street with a length of 3,422 feet. The project may also involve PG&E pole relocation, installation of retaining structures, and right-of-way easements to accommodate City Standards.
Although the construction of the Campus Drive Sidewalk Project will be done in two stages, the design and preparation of the construction documents for both stages will be done together.
On May 30, 2024, Purchasing issued RFP on OpenGov for qualified firms to provide the design and preparation of construction bid documents services . On July 5, 2024, Purchasing received proposals from BKF Engineers, CSW/T2, Kimley Horn and Wilsey Ham. After reviewing the submitted proposals, staff recommends Wilsey Ham for the project based on their responsiveness to the proposal and schedule, knowledge of and experience of the proposed team in designing similar projects. The firm has performed recent similar projects for several agencies in the Bay Area. The proposed consultant fee for the project ranged from $256,000 to $485,000, with Wilsey Ham having the lowest design fee Staff recommends Council authorize the City Manager to execute a PSA in the not-to-exceed amount of $256,000 to Wisley Ham for this project.
ECONOMIC IMPACT
The Project will provide new sidewalks along Campus Drive. The community will enjoy the benefits of the Project, including the safety of residential access along Campus Drive. Safe and efficient access and sidewalk plus bike lane infrastructure can help foster economic development and viability in the City.
FISCAL IMPACT
This Project is funded by Capital Improvement Program (CIP) project numbers 05332, 05344, & 05345, in Measure BB – Local Transportation, Fund 212. Additional work related to geotechnical, structures, and right-of-way tasks may be necessary which could increase the consultant contract.
The breakdown for project costs, for design only is as follows:
Project Cost
Engineering Services – Consultant
$256,000
Design Contingency, 10%
$25,600
Staff Costs, 15%
$38,400
TOTAL
$320,000
The Engineer’s Estimate of the construction cost will be one of the deliverables of the design services.
STRATEGIC ROADMAP
This agenda item supports the Strategic Roadmap to Invest in Infrastructure.
Specifically, this item relates to the implementation of the following projects:
Invest in Multi-Modal Transportation
Project N1: Continue to implement major corridor traffic calming initiatives Invest in City-owned Facilities and Property
SUSTAINABILITY FEATURES
To the extent practical, the project will consider use of sustainable features including recycled materials for the sidewalk.
The addition of protected sidewalks and bike lanes will also contribute to alternative modes of transportation.
PUBLIC CONTACT
The Campus Drive Traffic Calming Project involved comprehensive community outreach from start to finish. In 2022, the City hosted two community meetings to discuss the proposed traffic calming improvements on Campus Drive. In 2023, a third meeting was held to review the initiation of the Pilot Program, which temporarily removed the second southbound lane on Campus Drive between Oakes Drive and Highland Blvd. The meetings were widely publicized via social media, the Hayward City Calendar, and the project website. Additionally, letters were mailed to residents, and posters were placed along the corridor ahead of the Pilot Program launch. Following the program, two Community Announcement Letters were distributed to inform residents about the program’s results and next steps.
The upcoming Campus Drive Sidewalk Project will also include a robust Community Outreach component. Residents and stakeholders will have opportunities to participate in the design process and help shape the project’s goals of improving access and safety. The City plans to host two public outreach meetings next year. Key community and stakeholder engagement will include coordination with groups such as the Bike & Pedestrian Committee, East Bay CSU, HARD (Park & Recreation), AC Transit, and others.
During construction, the City will provide notices to affected residents, property owners, and businesses. These notices will include details about the nature and purpose of the work, potential impacts, the work schedule, and City contact information for further inquiries.
NEXT STEPS
If approved by Council, staff will finalize the Professional Services Agreement with Wilsey Ham and issue a Notice to Proceed. Staff will return to Council for approval of the final design plans and specifications and call for bids in September 2025.
The following schedule has been developed for this project:
Council Approval of Design Contract
October 15, 2024
Approval of Plans and Specs and Call for Bids, Stage 1
September 2025
Begin Constrution Stage 1
Construction Completion Stage 1
Early 2026
Fall 2026
Prepared by: Sundaresh Begur, Associate Civil Engineer Sammy Lo, Senior Civil Engineer
Reviewed by: Kathy Garcia, Deputy Director of Public Works Recommended by: Alex Ameri, Director of Public Works
Approved by:
_____________________________
Dustin Claussen, Interim City Manager