City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: December 2, 2024
Report #:2410-3623
TITLE
Approval of Amendment No. 1 to Contract No. C22182372 with CSW/Stuber-Stroeh Engineering Group Inc. in the Amount of $25,000 for a total not to exceed amount of $189,852 and Extend the Contract Term for the University Avenue Streetscape Update Project (PE-21004); CEQA status – Not a Project
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract No. C22182372 with CSW/Stuber-Stroeh Engineering Group Inc. for Additional Outreach and Concepts Design Refinements in an amount not-to- exceed $25,000 and extend the term of the contract through December 31, 2027. This amendment results in a revised total contract not-to-exceed amount of $189,852.
BACKGROUND
University Avenue is a two-travel lane street that provides access from Highway 101 through the downtown area and continues to Stanford University. Covid-19 had significant economic implications on downtown environments throughout the country, including University Avenue. To support local businesses and community, the City closed portions of University Avenue to vehicular traffic in spring 2020 through the “Uplift Local” program, enabling outdoor dining and enhancing retail experiences. The street was re-opened to vehicular traffic in fall 2021. On March 1, 2021, Council approved the University Avenue Streetscape Update project (PE-21004)1 as part of the workplan for Community and Economic Recovery2, allocating $150,000 for this purpose.
On September 13, 2021, Council directed staff to proceed with the University Avenue 1 City Council, March 1, 2021; Agenda Item # 8; SR #11872 https://portal.laserfiche.com/Portal/DocView.aspx?id=68403&repo=r-704298fc 2 City Council, January 19, 2021; Agenda Item # 4; SR #11877 https://portal.laserfiche.com/Portal/DocView.aspx?id=68402&repo=r-704298fc&searchid=619208bc-e2d3-4627- a2a8-1588ced89b28
Streetscape Design Formal Request for Proposals3 and on February 28, 2022, Council approved a contract4 with CSW/Stuber-Stroeh Engineering (CSWST2) for design and construction administration services for the University Avenue Streetscape project. This project uses a phased approach with Phase 1 focusing on site analysis, preliminary environmental studies, and public outreach to develop a community preferred concept plan, cost estimates, and funding and assessment planning. At the time of contract award to CSWST2, Council approved funding for Phase 1 services only. Future phases including Phase 2: Preliminary Design and Environmental Assessment; Phase 3: Final Design, Construction Documents, and Bid Support; and Phase 4: Construction Administration Services, would be authorized through a contract amendment upon Council approval of a preferred concept plan.
On December 18, 20235, staff presented a feasibility report to Council concluding Phase 1 services with three primary streetscape options and a preferred streetscape concept plan based upon community and stakeholder outreach to that point. Council did not approve any of the options and directed staff to return to Council with the following items:
1. Draft additional alternatives that would include one option with the current parklet plan and that sidewalks should be variable or outdoor dining space comparable to the current parklet plan.
2. Consider moving bikes to Hamilton and Lytton and/or shrinking the travel lane.
3. Alternatives should cover a range of costs.
4. Direct staff to present options to the Retail Ad Hoc Committee and come back to Council with interim measures that we can do cheap and quickly that will show progress in that area.
ANALYSIS
Per Council direction in December 2023, staff conducted additional outreach meetings and refined the preliminary design concepts. Additional outreach included three Retail Committee meetings in March, April, and August of 2024; a Council update meeting6 on June 3, 2024; a Stakeholder Working Group meeting in September 2024; a community online survey; and several City staff meetings. Staff is planning additional meetings with the Retail Committee, Stakeholder Working Group, and Council in coming months. The consultant’s team prepared 3 City Council, September 13, 2021; Agenda Item # 8; SR #13540 https://portal.laserfiche.com/Portal/DocView.aspx?id=68396&repo=r-704298fc&searchid=78b1aed2-70e7-4c33- 956c-50129ce26d62
4 City Council, February 28, 2022; Agenda Item # 10; SR #13609 https://portal.laserfiche.com/Portal/DocView.aspx?id=68395&repo=r-704298fc&searchid=9369f712-fd59-46d3- a3ac-43b449b5259d
5 City Council, December 18, 2023; Agenda Item # 21; SR #2310-2189 https://portal.laserfiche.com/Portal/DocView.aspx?id=72053&repo=r-704298fc&searchid=6b3111c7-0c6f-4fc9- a2ad-6927941e079d
6 City Council, June 3, 2024; Agenda Item # 16; SR # 2404-2904 https://portal.laserfiche.com/Portal/DocView.aspx?id=72174&repo=r-704298fc&searchid=40127a01-b2ec-48d0- 8ecb-323df87fb2dc
additional concepts graphics and design, engineering analysis, outreach material, community on-line survey, and cost estimates as well as participated in these meetings.
Funding authorized for the current contract with CSWST2 was not adequate for the additional analysis, concepts refinements, and outreach to address the Council-directed items in December 2023. The current contract expires on December 31, 2024. Staff recommends that Council approve Contract Amendment No. 1 (Attachment A) to authorize additional funding in the amount of $25,000 to continue the design concepts refinements and additional outreach and extend the contract term until December 31, 2027.
FISCAL/RESOURCE IMPACT
Funding is available in the University Avenue Streetscape Update project (PE-21004) in the Fiscal Year 2025 Capital Budget for Contract Amendment No. 1 with CSWST2.
Staff plans to return to Council in December for review and approval of a preferred concept plan. Upon Council approval of a preferred concept plan, staff will return to Council for a contract amendment with CSWST2 for authorization of future phases of the scope of services.
STAKEHOLDER ENGAGEMENT
Per Council direction and to further refine the design concepts, staff conducted the following meetings. Key discussion items are listed below.
•March 20, 2024, Retail Committee: Project goals and vision, design direction and themes, stakeholder engagement strategy, and potential near-term improvements. •April 17, 2024, Retail Committee: Additional details on near-term improvements. •June 3, 2024, City Council: Long-term vision, goals, design themes, and stakeholder engagement strategy.
•August 21, 2024, Retail Committee: Downtown district planned short-term and long- term improvements, and stakeholder engagement strategy update. •September 10, 2024, Stakeholder Working Group: Project goals and vision, design concepts and elements, project improvements limit.
In addition, a community on-line survey was published on October 11, 2024 and continued through November 11, 2024. The survey focused on project goals and vision, design elements, and project improvements limits.
Staff is planning additional meetings with the Retail Committee and Stakeholder Working Group in November and will seek Council review and approval of a preferred concept plan tentatively in December 2024.
ENVIRONMENTAL REVIEW
Council approval of the proposed contract amendment for additional outreach and design services does not constitute approval of the University Avenue Streetscape project. CSWST2 completed a preliminary environmental assessment including traffic study and arborist reports under the Phase 1 scope of services. Once the Council identifies a preferred concept plan, CSWST2 will begin an environmental assessment under CEQA and will complete the analysis before project approval.
ATTACHMENTS
Attachment A: CSW/Stuber-Stroeh Engineering Group Inc.; Contract C22182372, Amendment No. 1
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer