DATE:
May 13, 2025
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Grant Road and Sleeper Avenue
Intersection Improvements, Design and
Construction, Project 21-39—
Professional Services Agreement
RECOMMENDATION
Authorize the City Manager or designee to amend the professional services agreement with BKF Engineers, Inc., a California corporation (Entity No. 3696846), for Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21 -39, to add $190,000 for additional professional services, for a total not-to-exceed amount of $623,000.
BACKGROUND
In 2018, the City issued a Request for Proposals for conducting a feasibility study of the Grant Road and Sleeper Avenue intersection. In 2019, the City contracted with TJKM Transportation Consultants to conduct the study and evaluate conceptual alternati ves for improvements to facilitate the safe movement of pedestrians and bicyclists crossing Grant Road at Sleeper Avenue.
On June 8, 2021, Council approved Alternative No. 2—Pedestrian hybrid beacon with a southern crosswalk, left -turn restriction from Sleeper Avenue, and northern bicycle crossing —as the preferred alternative for the project.
On February 14, 2023, Council authorized a professional services agreement with BKF Engineers, Inc. (BKF), to provide design and construction support services for the project, in a total not-to- exceed amount of $433,000.
To provide additional active transportation improvements that are similar in nature, the project also included the design efforts for the following nine additional intersections (see Figures 1 and 2):
1. Rengstorff Avenue crosswalk at Junction Avenue;
2. East Middlefield Road crosswalk at Tyrella Avenue;
3. West Middlefield Road crosswalks at Terra Bella Avenue;
4. West Middlefield Road crosswalks at San Pierre Way;
5. Cuesta Drive crosswalk at Bonita Avenue;
Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
6. New crosswalk across Cuesta Drive at Begen Avenue;
7. Heatherstone Way/Dale Avenue crosswalk at the Stevens Creek Trail entrance;
8. Pedestrian improvements at Sleeper Avenue and Franklin Avenue; and
9. East Dana Street crosswalk at Pioneer Way.
Figure 1: Intersections 1 through 4
Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
Figure 2: Intersections 5 through 9 and Grant Road/Sleeper Avenue
These intersection improvements were informed by community requests and are based on staff’s evaluations of these intersections. The recommended improvements consist of LED- enhanced signs, pedestrian hybrid beacons, rectangular rapid-flashing beacons, high-visibility crosswalks, signing, striping, and/or other appropriate traffic-calming measures.
The project design was split into two phases so as not to delay the design and construction advancement of the Grant Road and Sleeper Avenue intersection . Phase I included design development at three intersections:
• Grant Road and Sleeper Avenue;
• Sleeper Avenue and Franklin Avenue; and
• Heatherstone Way/Dale Avenue crosswalk at the Stevens Creek Trail entrance.
Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
On June 25, 2024, Council approved plans and specifications for Phase I, and authorized staff to advertise the project for bids. Golden Bay Construction was awarded the contract as the lowest responsive bidder , and a contractor was secured for Phase I in March 2025. It will take approximately eight months after contract award for the contractor to receive materials that require a long lead time to manufacture, such as steel traffic signal poles . Phase I construction activities are expected to begin in fall 2025.
The initial scope of work for Phase II consisted of active transportation improvements at six intersections:
1. Rengstorff Avenue crosswalk at Junction Avenue;
2. West Middlefield Road crosswalks at Terra Bella Avenue;
3. West Middlefield Road crosswalks at San Pierre Way;
4. Cuesta Drive crosswalk at Bonita Avenue;
5. New crosswalk across Cuesta Drive at Begen Avenue; and
6. East Dana Street crosswalk at Pioneer Way.
The East Middlefield Road crosswalk at Tyrella Avenue (originally identified as two of nine added intersections) was moved from this project to Middlefield Complete Streets , Project 22 -01, for efficiency in aligning the planned improvements for Middlefield Road between Moffett Boulevard and Bernardo Avenue.
ANALYSIS
Three-Phased Project Approach
Once the design and construction costs for Phase I were finalized, the design for Phase II was further developed, and staff determined the project budget was insufficient for construction of the remaining intersections. A Phase III will be needed for full implementation.
Staff evaluated the remaining project budget and scope and identified the Rengstorff Avenue crosswalk at Junction Avenue as the next highest priority, which includes a new pedestrian hybrid beacon at this location. Due to budget constraints, this intersection was originally the only one slated to move forward in Phase II. This location was also identified as a recommended project in the Council -approved Vision Zero Action Plan and Local Road Safety Plan and provides a neighborhood connection to a retail center as well as Monta Loma Elementary School.
On April 8, 2025, Council received and was asked to provide input on the Fiscal Year 2025 -26 General Operating Budget, including the City Manager’s preliminary budget recommendations.
As part of the recommendation, $500,000 was proposed to augment funding for active Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
transportation projects as part of the Fiscal Year 2025-26 Budget, which is scheduled for adoption on June 24, 2025. With this additional $500,000 and pending Council’s feedback on the five-year Capital Improvement Program (CIP), which is also being considered by Council on May 13, 2025, staff would be able to add two additional intersections to P hase II, for a total of three intersections to be constructed.
The following table outlines the new phased approach, intersection locations, and the estimated timing of the phases:
Table 1: Phasing of Project
Phase Intersection Locations Status/Estimated Timing
I
• Grant Road/Sleeper Avenue
• Sleeper Avenue/Franklin Avenue
• Heatherstone Way/Dale Avenue
Contractor secured March 2025
Construction start: Fall 2025
II
• Rengstorff Avenue/Junction Avenue
• West Middlefield Road/Terra Bella
Avenue*
• Cuesta Drive/Bonita Avenue*
Design completion: Summer 2025
Construction start: Spring 2026
III
• West Middlefield Road/San Pierre Way
• Cuesta Drive/Begen Avenue
• East Dana Street/Pioneer Way
Design completion: Fall 2025
Construction start: Fall 2026
*Pending five-year CIP being considered by Council on May 13, 2025
Consultant Agreement Amendment
Design is advancing for all intersections . However, additional consultant design services are needed to create separate Phase II and Phase III construction bid packages as well as provide construction support over a longer duration. During design review, staff also identified the need for potholing, which is the subsurface field exploration at locations where new pedestrian hybrid beacon and rectangular rapid-flashing beacon poles will be installed to resolve potential conflicts prior to construction.
The agreement amendment will allow BKF to conduct potholing for the new beacon poles at the remaining intersections, create separate bid packages, provide construction support for both Phases II and III, and replenish the contingency.
Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
The recommended fee for these additional design services is $190,000. This fee is consistent with such services, and staff considers the fee to be fair and reasonable for the scope of work required. Staff recommends Council authorize amending the professional services agreement with BKF to add $190,000 for a new total not-to-exceed amount of $623,000.
If Council approves the recommended action, design for Phase II (three intersections) is estimated to be completed in summer 2025, and staff will return at that time to seek Council approval of project plans and specifications and authorization to advertise the project for construction. Staff anticipates Phase II construction to commence in spring 2026 due to the ordering of long lead materials, such as poles for the pedestrian hybrid and rectangular rapid- flashing beacons.
FISCAL IMPACT
Grant Road and Sleeper Avenue Intersection Improvements, Project 21-39, is funded as follows:
Table 1: Project Funding
Funding Source
Funding Amount
CIP Reserve $2,250,000
Measure B 2016 Sales Tax 750,000
Transportation Reserve 675,000
TOTAL $3,675,000
The professional services agreement fee, with the inclusion of a recommended amendment of $190,000, is $587 ,270 for basic services and reimbursable expenses, and a contingency of $35,730 for additional services, for a total not-to-exceed amount of $623,000. There is sufficient funding in the project budget for the recommended action; n o additional appropriation is requested at this time.
LEVINE ACT
California Government Code Section 84308 (also known as the Levine Act) prohibits city officials from participating in any proceeding involving a “license, permit, or other entitlement for use” if the official has received a campaign contribution exceeding $500 from a party, participant, or agent of a party or participant within the last 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to- play-limits-and-prohibitions.html
Please see below for information about whether the recommended action for this agenda item is subject to or exempt from the Levine Act.
SUBJECT TO THE LEVINE ACT
☒ Material contract modification or amendment
CONCLUSION
Grant Road and Sleeper Avenue Intersections Improvements, Project 21 -39, is an active transportation project which will improve pedestrian and bicycle safety at 10 intersections throughout the City . Staff is staging the project into three phases . A contractor for Phase I improvements was brought on board in March 2025 and construction is scheduled for Fall 2025.
Should Council authorize the addition of $500,000 for active transportation improvements as part of the Fiscal Year 2025 -26 budget adoption, three intersections will be constructed in Phase II. An amendment to the BKF contract is requested to increase design and construction support services due to the project being split into three phases and to conduct potholing work.
Phase II design will be completed this summer, and construction is expected to commence in spring 2026.
ALTERNATIVES
1. Do not authorize the amendment to the professional service agreement with BKF and direct staff to negotiate a different amount.
2. Provide other direction.
Grant Road and Sleeper Avenue Intersection Improvements, Design and Construction, Project 21-39—
Professional Services Agreement
May 13, 2025
PUBLIC NOTICING—Agenda posting.
Prepared by:
Kathryn Robertson
Associate Civil Engineer
Reviewed by:
Robert Gonzales
Principal Civil Engineer/
Civil Infrastructure
Approved by:
Edward Arango
Assistant Public Works Director/
City Engineer
Audrey Seymour Ramberg
Assistant City Manager
KR/LL/1/CAM
952-05-13-25CR
205131
cc: APWD—Arango, PCE —Gonzales, ACE —Robertson, SMA —Goedicke, SMA— Doan, File (21-39)