DATE:
June 11, 2024
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Annual Street Maintenance,
Projects 23-01 and 24-01—Professional
Services Agreement
RECOMMENDATION
1. Transfer and appropriate $2,404,282 from Annual Street Maintenance, Project 23 -01, to Annual Street Maintenance, Project 24-01.
2. Authorize the City Manager or designee to execute a professional services agreement with Siegfried Engineering, Inc., a California corporation (Entity No. 526212), to provide design services for Annual Pavement Maintenance, Project 24 -01, in a not-to-exceed amount of $420,000.
BACKGROUND
The City of Mountain View’s street network spans 140.30 centerline miles and covers approximately 30.9 million square feet of pavement. This network is essential . It is among the most valuable assets maintained by the City. To preserve and manage the City’s roadway network, the City utilizes several funding sources, which include state gas taxes, regional community taxes, and the Measure B Transportation Improvement Program through Santa Clara County’s general sales tax.
As part of the City’s pavement management program , staff evaluates existing roadways and pavement conditions to identify cost-effective treatment measures to improve and prolong a street segment’s useful life. These treatments include pavement maintenance, overlay, and rehabilitation. The Annual Street Maintenance Project, as part of the pavement management program, aims to enhance the durability of existing pavement sections in “good” condition. A pavement section labeled in “good” condition exhibits minor deterioration (rutting, crackin g, raveling, or weathering) and localized pavement structure failures. These pavement sections are rated normally in the Pavement Condition Index (PCI) above 70 and require maintenance-level treatments to enhance and extend their useful life.
On June 28, 2022 and June 27, 2023 , Council approved Annual Street Maintenance, Projects 23-01 and 24-01, respectively, as part of the Capital Improvement Program. The project
Annual Street Maintenance, Projects 23-01 and 24-01—
Professional Services Agreement
June 11, 2024
pavement improvements include cost-effective treatments such as slurry, cape, or fog sealing to enhance the wearing surface. Additionally, the remaining design scope includes area-specific dig-out repairs, adjustments to utilities and monuments as necessary, and refreshing existing high-visibility crosswalks, pavement markings, and striping at various locations . Table 1 and Figure 1 indicate the planned roadway sections included within the design scope for Annual Street Maintenance, Projects 23-01 and 24-01.
Table 1: Pavement Maintenance Locations
Location
No. Street From To
1 Fairhaven Court Church Street End
2 Frances Way Eldora Drive East End
3 Church Street Shoreline Blvd Franklin Street
4 Dana Street (West) Franklin Street Castro Street
5 Villa Street Bush Street Calderon Avenue
6 Higdon Avenue Villa Street North End
7 Permanente Way Higdon Avenue Villa Street
8 McCarty Avenue Mercy Street South End
9 Bryant Street California Street Mercy Street
10 Bryant Street West Evelyn Avenue California Street 11 Loreto Street Bush Street Calderon Avenue
12 Mercy Street Bush Street Anza Street
13 Mercy Street Anza Street Calderon Avenue
14 Mariposa Avenue El Camino Real California Street
15 Mariposa Avenue California Street Evelyn Avenue
16 Mardell Way Victoria Avenue Victoria Avenue
17 San Luis Avenue Burgoyne Street San Pierre Way
18 Sierra Vista Avenue Leghorn Street Old Middlefield Way 19 Sierra Vista Avenue Old Middlefield Way Middlefield Road 20 Sierra Vista Avenue Middlefield Road Montecito Avenue 21 Sierra Vista Avenue Montecito Avenue Silverwood Avenue 22 Leghorn Street North Rengstorff Avenue Sierra Vista Avenue 23 Morgan Court Morgan Street End
24 Telford Avenue Spring Street Rock Street
25 Rock Street West End Rengstorff Avenue
26 Victory Avenue Middlefield Road Dell Avenue
27 Aldean Avenue Dell Avenue End
28 Farley Street Middlefield Road CEW
29 Montebello Avenue Montecito Avenue South End
30 Rock Street Rengstorff Avenue Sierra Vista Avenue
31 Betlo Avenue Nita Avenue Ruth Avenue
32 Nita Avenue Dell Avenue City Limit
33 Ruth Avenue Betlo Avenue Marcelyn Avenue
34 Marcelyn Avenue Ruth Avenue Dell Avenue
Annual Street Maintenance, Projects 23-01 and 24-01—
Professional Services Agreement
June 11, 2024
Figure 1: Location Map
ANALYSIS
In an effort to catch up with the backlog of pavement project s and efficien tly deliver the improvements, staff recommends combining the two Annual Street Maintenance Projects (Project 23-01 and Project 24 -01) into one project (Project 24 -01). These are two of several projects previously identified in Attachment 4 of the April 9, 2024 Council Study Session memo to address the City’s pavement needs. As the two projects are similar in scope, this approach will allow a single contractor to manage the sequencing and staging of the projects. Staff recommends transferring most of the funding from Project 23-01 to Project 2 4-01 to allow for simplified tracking of the projects.
Annual Street Maintenance, Projects 23-01 and 24-01—
Professional Services Agreement
June 11, 2024
In November 2023, staff issued a Request for Qualifications to establish a list of on -call general civil engineering firms to provide design services for future roadway and transportation projects.
Eleven (11) proposals were received . A selection committee comprised of Public Works staff evaluated the proposals and reviewed their qualifications. The committee identified a prequalified list of 10 consulting firms. As the need arises, staff can solicit proposals from one or more of the prequalified consultants, rotating through firms for various projects.
In February 2024, the City sent three firms from the prequalified list a Request for Proposal (RFP) for professional design and construction support services for Annual Street Maintenance, Projects 23-01 and 24-01. One proposal was submitted from Siegfried, Inc. , a California corporation, Entity No. 526212 (Siegfried) . Following staff review, Siegfried was deemed qualified based on the merits of their written proposal, experience in completing similar projects, and understanding of project goals.
The main elements of the scope of services include:
• Conduct site surveys and investigation, data collection, and design analysis; • Assist staff coordination with property owners, businesses, and other agencies, as needed; • Prepare construction bid documents; and
• Provide bidding and construction support.
The recommended fee of $420,000 for services and contingency is consistent for such services, and staff considers the fee to be fair and reasonable for the scope of work required. If the recommended actions are approved by Council, Siegfried will begin design in summer 2024. The project is estimated to complete design in spring 2025 and start construction in summer 2025.
FISCAL IMPACT
Annual Street Maintenance, Projects 23-01 and 24-01, are funded as follows:
Table 2: Project Funding
____________________________________
*Project 23-01 was originally funded with $2,579,000. Approximately $11,000 has been expended on staff time on the project, leaving a balance of $2,568,282.
Funding Source Project
23-01
Project
24-01
Updated
24-01
Construction/Conveyance Tax $1,087,000 $200,000 $1,287,000 Gas Tax 288,282 879,653 1,167,935
Traffic Congestion Relief Gas Tax 200,000 3,347 203,347 Shoreline Regional Park Community 164,000
2010 Measure B—Vehicle License Fee (VLF) 550,000 528,000 1,078,000 2016 Measure B—Sales Tax 279,000 493,000 772,000
TOTAL $2,568,282* $2,104,000 $4,508,282
Annual Street Maintenance, Projects 23-01 and 24-01—
Professional Services Agreement
June 11, 2024
Staff recommends transferring and appropriating $2,404,282 from Project 23 -01 to Project 24-01, effectively combining the two Annual Street Maintenance projects into a single project, resulting in a total funding of $4,508,282 for Project 24 -01. The remaining $164,000 in Project 23-01 is funded from the Shoreline Regional Park Community Fund and cannot be used for pavement maintenance outside of the Shoreline Regional Park Community area. It has not been incorporated into the budget for Project 24 -01. Should the recommended actions be approved, Annual Street Maintenance, Project 24-01, would be funded as shown in the Updated Project 24-01 column of Table 2. As part of the Fiscal Year 2024-25 Capital Improvement Program recommended adoption on June 25, 2024 , staff will be recommending to close Annual Street Maintenance Project, Project 23-01, returning the remaining funds to the Shoreline Regional Park Community Fund.
The fee for the recommended agreement is $380,300 for basic services and reimbursable expenses, and $39,700 for additional services, for a total not not-to-exceed amount of $420,000.
The project has sufficient funds for the recommended action.
CONCLUSION
As part of the City’s pavement management program, staff evaluated the existing roadways and pavement conditions and identified treatments for two projects ( Annual Street Maintenance , Projects 23-01 and 24-01) to improve and prolong the useful life for the identified list of streets.
These treatments include cost-effective treatments such as slurry, cape, or fog sealing. To catch up with the backlog of pavement projects and efficiently deliver the improvements, staff recommends combining the Annual Street Maintenance , Project 23-01 and Project 24 -01, into one project (Annual Street Maintenance, Project 24-01).
Staff released an RFP to solicit proposals for design and construction support services for Annual Street Maintenance, Projects 23 -01 and 24 -01. Staff reviewed the proposal received from Siegfried and deemed the firm qualified to prepare the project design and provide construction support services. Staff recommends that Council authorize the City Manager or designee to execute a professional services agreement with Siegfried.
ALTERNATIVES
1. Do not authorize the appropriation and direct staff to maintain two separate projects.
2. Do not authorize the City Manager or designee to execute a professional services agreement with Siegfried and direct staff to request a proposal from a different consultant from the City’s on-call general civil engineering list.
Annual Street Maintenance, Projects 23-01 and 24-01—
Professional Services Agreement
June 11, 2024
3. Provide other direction.
PUBLIC NOTICING—Agenda posting.
Prepared by:
Bill Giang
Associate Civil Engineer
Reviewed By:
Robert Gonzales
Principal Civil Engineer
Quynh Byrer
Acting Assistant Public Works Director/
City Engineer
Approved by:
Edward Arango
Acting Public Works Director
Audrey Seymour Ramberg
Assistant City Manager
BG/LL/4/CAM
979-06-11-24CR
204226
cc: PWD(A), APWD(A)—Byrer, PCE —Gonzales, ACE —Giang, SMA —Goedicke, SMA —Doan, PA—Li, F (23-01, 24-01)