Item No. 13 Town of Atherton

Transcription

1 Item No. 13 Town of Atherton CITY COUNCIL STAFF REPORT CONSENT AGENDA TO: FROM: HONORABLE MAYOR AND CITY COUNCIL GEORGE RODERICKS, CITY MANAGER MICHAEL KASHIWAGI COMMUNITY SERVICES DIRECTOR DATE: APRIL 15, 2015 SUBJECT: AWARD A CONSULTANT SERVICES AGREEMENT WITH STANTEC CONSULTING SERVICES, INC. FOR ENGINEERING DESIGN SERVICES FOR A HYBRID PEDESTRIAN BEACON ON EL CAMINO REAL AT ALMENDRAL AVENUE RECOMMENDATION Direct the City Attorney to prepare and the City Manager to execute a professional services contract with Stantec Consulting Services, Inc. (Stantec) for a not to exceed fee of $45, to perform engineering design services necessary for the preparation of plans, specifications and estimates (PS&E) for a new hybrid pedestrian beacon on El Camino Real at Almendral Avenue. BACKGROUND During the February 18, 2015 Council meeting, the City Council heard a report on alternative mitigations to address bicycle/pedestrian safety concerns on El Camino Real. The report focused on the installation of traffic control improvements at existing marked, but uncontrolled crosswalks. Staff sought Council feedback on the installation of devices such as traffic signals or hybrid pedestrian beacons, in lieu of the previously considered lane reduction alternative. Council provided feedback and direction to focus on the installation of a traffic control device at Almendral Avenue. Council also noted that the device should include preemption capabilities for the Fire Department, pending the Fire Department s commitment to share the cost of these improvements. The Council authorized staff to issue a Request for Proposals for qualified engineering firms to complete the design of the traffic control device. ANALYSIS Following receipt of Council direction on February 18, the RFP was advertised on the Town s website, on additional industry sites and through direct solicitation of area firms known to

2 Hybrid Pedestrian Beacon Design Agreement April 15, 2015 Page 2 of 2 specialize in this industry. Proposals were due on March 18, 2015, providing approximately a four week response period. Proposals were received from the following firms: Fehr and Peers Stantec Consulting Services, Inc. A selection panel consisting of Town contract staff evaluated the proposals and ranked them according to the RFP s evaluation criteria. Based upon their proposals and rankings, the panel identified Stantec as the top ranked firm (Attachment C). POLICY FOCUS Preparation of PS&E for a new Hybrid Pedestrian Beacon is consistent with Council s previous direction and priorities regarding the focus and commitment to improve accessibility and safety for pedestrians and bicyclists along the El Camino Real Corridor. Installation of the device at Almendral is also consistent with Council direction provided at your February meeting. FISCAL IMPACT The proposed contract is on a time and materials basis with a not-to-exceed fee of $45, The approved 2014/15 Capital Improvement Program includes $100K for the El Camino Real Traffic and Safety Improvement Program. Staff recommends using this program to fund this contract. Additional funding of construction of the device can be programmed as part of the FY 2015/16 through FY 2019/20 Capital Improvement program following confirmation of how much funding the Fire District will contribute. PUBLIC NOTICE Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town s electronic News Flash publications. Subscribers include residents as well as stakeholders to include, but be not limited to, media outlets, school districts, Menlo Park Fire District, service provides (water, power, and sewer), and regional elected officials. ATTACHMENTS Attachment A: Scope of Work and Fee Attachment B: Schedule Attachment C: Evaluation Score Sheet

3 Attachment A Hybrid Pedestrian Beacon and Traffic Signal Design Services Scope of Work and Budget Prepared for: Town of Atherton Prepared by: Stantec Consulting Services Inc. March 30, 2015

4 Table of Contents 1 PROJECT UNDERSTANDING Scope for the design of HPB/HAWK at El Camino Real at Almendral Avenue... 3 TASK 1: Project Startup Meeting... 3 TASK 2: FIELD REVIEW AND UTILITY RESEARCH... 4 TASK 3: SURVEYING AND BASE PLANS... 4 TASK 4: Concept Design... 5 TASK 5 65% DESIGN... 5 TASK 5.1 STREET IMPROVEMENT PLANS... 5 TASK 5.2 SIGNAL DESIGN PLANS... 6 TASK 6 95% DESIGN... 6 TASK 7 100% DESIGN... 6 Task 8: Environmental Clearance... 7 Task 9: TRAFFIC TIMING PLAN... 8 TASK 10 BIDDING AND CONSTRUCTION PHASE... 8 Additional Services... 8 Exceptions to the Scope of Services Budget... 9

5 1 PROJECT UNDERSTANDING The Town of Atherton is seeking to improve pedestrian safety along El Camino Real (ECR) within the Town of Atherton. It is anticipated that controlling marked but uncontrolled crosswalks will increase pedestrian safety and help promote public transit, bicycling and walking in Town. The Town has met with Caltrans, who confirmed that the proposed Hybrid Pedestrian Beacon (HPB)/High Intensity Activated crosswalk (HAWK) and Traffic Signal would be installed under encroachment permits. The Town s goal is to start construction of the HPB in the Fall of 2015, which would be the completion of Phase 1 of the project. Phase II of the project would include a potential new traffic signal on El Camino Real at an undetermined location, pending further review and public outreach process. Field review of the study intersection and the following observations were made during the field review: El Camino Real at Almendral Avenue The intersection has an existing crosswalk that is approximately 84 feet wide. The existing crosswalk goes across seven lanes, including the northbound left turn lane. At a pedestrian walking speed of 3.5 ft/sec, the pedestrian walk time would have to be at a minimum of 24 seconds. The crosswalk location and the ADA ramp would conflict with existing poles and utilities. An overhead wire crosses El Camino Real right above the crosswalk. Overhead wires are also present along the east side of El Camino Real. The intersection operates as a Florida T-Intersection, which provides an acceleration lane for the left turning movement coming from the Almendral Avenue. This operation increases the conflict point between the vehicular and pedestrian traffic. However, since the crosswalk is located on the south side of the intersection, the pedestrian conflict is only between the northbound and southbound through lanes and the northbound left turn lane. The project will require upgrading the existing wheelchair ramps to meet ADA requirements. Our initial field review found that the slopes on the existing curb ramps may not to be in accordance with Caltrans curb ramp standards. ADA-required truncated domes will need to be added to the curb ramps. Therefore, new ADA curb ramps will be designed for the three corners of the intersection. The design will include applicable grades and sidewalk details, and conform to the existing roadway pavement. New curb radius while need to be designed to provide proper turning movements for design vehicles. Proposed curb ramps on the west side of El Camino Real do not have existing pedestrian sidewalks or paths of travel to conform to. Right-of-Way boundaries may cause challenges and restraints on curb ramp location and design. Directional curb ramps may not be viable due to right-of-way constrictions. Existing utilities on the east side of El Camino Real limits the location of the crosswalk. Based on field observations, pole with luminaire may have conflict with the overhead wiring. Utility information and field survey measurements will determine the approximate height of the overhead wires. Our design will meet the OSHA requirements and provide sufficient clearance between overhead wires and the luminaire arms. Interconnect exists between intersections along El Camino Real. However, the signal interconnect cable would need to be pulled from the nearest intersection in order to interconnect the new HAWK signal 2

6 2 Scope for the design of HPB/HAWK at El Camino Real at Almendral Avenue Based on our field review and the project understanding from the RFP, Stantec s scope of work specifically includes: Topographic survey and prepare AutoCAD base plan for the project improvements design Prepare NEPA documents for Caltrans clearance Civil detailed design for ADA curb ramp improvements for the intersection Coordination with all utilities in accordance with Caltrans Manual on High and Low Risk Underground Facility within Highway Rights of Way to eliminate conflicts encountered during construction. We will coordinate with utilities to resolve utility issues Roadway improvements including signing and striping modifications for El Camino within the existing curb to curb width of the roadway Preparation of PS&E for the new HPB/HAWK signal at the intersection of El Camino Real/ Almendral Avenue in the Town of Atherton; o The design will include battery back-up for operation of the signal system. The most recent Tesco Type 3 service cabinets are designed with battery back-up capability built into the service cabinet. Most new traffic signal system installations use the service cabinet with built in battery back-up capability. o The signal design will include countdown pedestrian signal with accessible pedestrian signals. o Prepare signal interconnect design o HAWK details and signal head details would be included as part of the design package. o Include design of signal preemption, which is compatible with the Town s fire truck equipment o Possibly add a blank-out sign or similar signage for Admendral Avenue. The device will be decided based on the kick off meeting with Town staff and Caltrans staff. o Prepare signal timing plans Prepare record drawings from Town/Contractor redline as-builts, after the completion of construction. The project design plan set will include a cover sheet, HPB/HAWK plans, signing/striping, civil design details for ADA curb ramp construction, and appropriate notes and details. Stantec will provide design support for construction as detailed in the scope of work below. Stantec will implement signal timings at the intersection after construction. Stantec will provide plans, specifications, notes, memorandum, and related project documents to the Town upon completion of the project, which shall become the property of the Town of Atherton. TASK 1: Project Startup Meeting Upon the Town s authorization to proceed, the Stantec team will prepare an agenda for a project initiation or kick-off meeting with Town staff. The primary objective of this meeting will be to review the field evaluation that has been completed as part of this proposal preparation, to establish the work plan for data collection, to solidify the lines of communication, and to review the scope in detail. Caltrans will be included as part of the kick-off meeting to expedite the process of review and approval of the project. The meeting would be broken into a two- part meeting; the first part of the meeting would be with Caltrans staff to discuss their design parameters, ideas and Hybrid Pedestrian Beacon and Traffic Signal Design Services required 3

7 detail, etc. The second part of the meeting would be held without Caltrans staff and the purpose would be to conduct a kick off meeting with Town staff to finalize the scope of work and schedule, and to discuss any issues to be clarified prior to the start of work. The preliminary meeting agenda will include: Introductions/Goals of the Meeting; Contact information and protocol for communicating project information; Review of initial field work and evaluation; Review of the Scope of Work (determination of needed modifications); Develop Work Plan for Data Collection Field Surveys; Schedule/Required time for Town reviews; Identify other issues, including discussion on the need for public outreach meetings; and Milestones and invoicing information, especially since the project is funded from two sources. At the conclusion of the meeting, Stantec will prepare minutes and distribute them to all meeting participants. Stantec will also prepare and a project contact list based upon the sign-in sheet at the meeting and collected business cards. Stantec will develop a detailed work program refining the scope of work, work tasks, products and work schedule. The draft detailed work program will be reviewed with staff and refined in response to comments received. Estimated Hours: 6 TASK 2: FIELD REVIEW AND UTILITY RESEARCH Stantec will coordinate with Town staff to receive all data that has been collected. Stantec will review all existing record information available for the project. Stantec will conduct field reviews and measurements and will summarize them for records. Stantec will receive the as-built signal plans for the project intersections. The Stantec team will obtain record survey documents available for the project study area to be used in establishing right-of-way base maps for the project and control for the topographic survey. Right-of-way maps will be assembled for the project area based on the record maps as well as monuments found in the field. We will verify that sufficient right-of-way is available for the proposed improvements and provide mapping of temporary construction easements where necessary. We will obtain record utility maps from the Town, PG&E, and any others that may be required for sufficient mapping of utilities within the project site locations. Utilities will be shown in plain view in the intersection layout and design documents and in profile where relevant in sections. Research will be facilitated by meeting with the utility companies, public agencies, and service districts and will be verified by field investigations in the following phase of work to identify the characteristics and infrastructure needs of the Project area. We will coordinate with all utilities in accordance with Caltrans Manual on High and Low Risk Underground Facility Within Highway Rights of Way to eliminate conflicts encountered during construction. Estimated Hours: 6 TASK 3: SURVEYING AND BASE PLANS The Stantec team will verify the location of all underground and overhead utilities as well as physical ground features. Topographic survey data and mapping shall include but is not limited to the following: 4

8 Vertical and horizontal control tied to the Town of Atherton Horizontal and Vertical System All existing topography, within the designated intersections, including all existing utility facilities that are visible or that are available from utility company, and record drawings Location and flow lines of pertinent underground Striping and face of curb on El Camino Real between Wilburn Avenue and Lloyden Drive for the re-striping design and up to Atherton Avenue for the design of traffic signal interconnect If right of way dedications are required for any stage of the Project work, Stantec shall rely on the Town to provide the required title reports. However right of way dedication is not anticipated as part of this project. The Stantec team will complete the topographic survey and AutoCAD base for design of the project improvements. Estimated Hours: 6 TASK 4: Concept Design The Base plan would be utilized to prepare the concept design plan for the intersection. The concept plan would include couple of options for the intersection design including an option of staggered crosswalk utilizing the refuge median island on the south side of the intersection. The concept plan would be built with all the design parameters and ideas that were discussed with Caltrans staff and Town Staff during the kickoff meeting. A pros and cons analysis will be provided comparing it to the existing crosswalk location, if any alternative location is suggested or staggered crosswalk is considered. Stantec staff will meet with Town staff to go through the details of the alternatives and identify the adequate design features for the intersection. This design would serve as the base design concept for the intersection. Estimated Hours: 8 TASK 5 65% DESIGN Prior to initiating the 65% PS&E, Stantec will submit a memo to the Town that summarizes the findings of our initial field review and comments from the Concept Design. This will include a detailed description of all work to be included in the PS&E. Stantec will then finalize the 65% PS&E based on input from Town staff. TASK 5.1 STREET IMPROVEMENT PLANS In accordance with the Caltrans/Town standards and on Town standard plan and profile sheets, the Stantec Team will prepare the civil improvement plans, special provisions, and cost estimates for the ADA accessible ramps at the two ends of the proposed crosswalk. The plans will address the design of the following: Street hardscape and sidewalk heaving repair immediately adjacent to the curb returns Street sidewalk and gutter pan repair approximately 75 feet from the southwest return where drainage issues exist. Underground wet utilities (if necessary) Median adjustment as needed to provide ADA complaint crosswalk design The improvement plans will be drawn at 1:10 or 20-scale, 24x36 plan sheets, and prepared according to the Town s standards. The plans will contain the following sheets: Grading Details Typical Street Cross Sections as required by the reviewing agency Any details pertaining to the median fence and landscaping detail Any and all details necessary to clarify the plan intent 5

9 TASK 5.2 SIGNAL DESIGN PLANS The design of the pedestrian actuated hybrid beacon signal design plans will be produced in AutoCAD format. Stantec will field verify all the information on the as-built drawings provided by the Town for the signal interconnect system. The survey information will be used to develop a base map that shows the existing curbs and gutters, roadway striping, and the locations of existing traffic signal equipment for existing interconnect system. This would serve as the base map for the project. Stantec will visit the project site for an additional field review, including verification of existing electrical conduits, electrical pull boxes, and existing layout of signing, pavement markings, and surface utilities. We will make field observations, investigations, and review safety issues of existing conditions. Stantec will use the base map to prepare the 65% design level plan showing the layout of the signal equipment, including locations of the new signal controller/cabinet, poles, pedestrian countdown signals, traffic signal interconnect, emergency vehicle pre-emption, traffic marking, striping and signage design, intersection safety lighting, etc. Designs will be in accordance with Caltrans design standards, California MUTCD guidelines, and the Town of Atherton s current design standards The signal plan sheet will be drawn to the scale of 1 =20 showing the signal treatments and signal equipment locations. Details for connecting the new crosswalk signal to the existing signal would be shown in the plans with appropriate notes. Opinion of probable construction cost (estimate) will be prepared at the 65% design submittal. The estimate will be based on the latest pricing data available from Caltrans based on recent similar bids. Deliverables: 3 sets of 65% plans, project specifications, and construction estimate Estimated Hours: Task hrs, Task hrs (Total Task 5 hours: 47 hrs) TASK 6 95% DESIGN After the Town s review of the 65% design documents, including the civil improvements and HPB/HAWK design, Stantec will set up a review meeting with Town staff. At this meeting we will go through the comments together and reach a resolution on approaching forward with the design. Stantec will prepare a resolution matrix based on the 65% design review meeting. Once the resolution matrix is accepted, Stantec will proceed and make revisions based to the 65% plans and start preparing the 95% plans. Stantec will prepare 95% construction drawings, contract specifications, and a detailed opinion of probable construction cost estimate incorporating all comments from Town staff. The 95% design package will be submitted to the Town for their review and approval. Deliverables: Comment resolution matrix, 3 sets of 95% plans, project specifications, and construction estimate Estimated Hours: 35 TASK 7 100% DESIGN After the Town s review of the 95% design documents, Stantec will set up a review meeting with Town staff. At this meeting we will go through the comments together and reach a resolution on approaching forward with the design. Stantec will prepare a resolution matrix based on the 95% design review meeting and submit to Town for their approval. Once the resolution matrix is 6

10 accepted, Stantec will proceed and make revisions based to the 95% plans and start preparing the 100% plans. Stantec will prepare 100% construction drawings, contract specifications, and a detailed opinion of probable construction cost estimate incorporating all comments from Town staff. Stantec will prepare and submit the 100% construction drawings, contract specifications, and a detailed opinion on probable construction cost estimate and submit for Town staff review. If Town has minor editorial comments, Stantec will update the plans to reflect those changes as the Final Plans for the project. The Final Plans will be signed by the project manager, a licensed professional engineer in the state of California. The final plans will be provided to the Town as in electronic format. Deliverables: Comment resolution matrix,100% plans, project specifications, and construction estimate, final plans in Electronic Files (Plans in AutoCAD, Specification in MS Word, and Estimates in Excel format. Estimated Hours: 24 Task 8: Environmental Clearance One of the preliminary tasks for this project would be the environmental clearance process. Environmental clearance will be in accordance with Caltrans Local Assistant Procedures Manuals and Local Programs Procedures. Stantec staff will meet with the Project Engineer, Town staff and other subcontractors to discuss the project, the project schedule and the environmental review process. The Stantec team will continue to coordinate with the Project Engineer during the design process to obtain project information and coordinate environmental processing with the design process. The Stantec team will interact with the DLAE and staff on behalf of the Town to facilitate Caltrans' completion of NEPA review for the project. The Stantec team will review the Caltrans Local Assistance Work Plan and Tracking Sheet, which will be used to track work progress on items related to the NEPA review. The Stantec team will facilitate scheduling and attend a field meeting with DLAE staff together with the Project Engineer and Town staff. The purpose of the meeting will be to review and discuss the project, and understand if any technical studies will be needed by Caltrans to complete the NEPA review. The need for technical studies will be determined in consultation with DLAE staff during the field meeting. The Stantec team will continue to coordinate with DLAE staff after submittal of the permit documents, providing other information and analysis as required to facilitate completion of the NEPA determination. The Stantec team will review the Caltrans Environmental Commitment Record and provide comments to the Project Engineer. The Stantec team will initially review potential for use of a Categorical Exemption for the project in consultation with the Project Engineer, Town and Caltrans Local Assistance and environmental staff. This review will be summarized in a brief technical memo to the Project Engineer to be forwarded to the Town and Caltrans for acceptance. Stantec do not anticipate any additional technical studies would be required for this project. Therefore, Stantec has not included additional technical studies as part of the budget. All technical studies required by Caltrans would be budgeted separated and presented to the Town for approval. Deliverables: NEPA clearance letter from Caltrans Estimated Hours: 21 7

11 Task 9: TRAFFIC TIMING PLAN Stantec will prepare the timing plans for the HAWK signal. As part of the PS&E Stantec will design the SIC (Signal Interconnect Cable). Stantec will receive the timing plans for the adjoining signals along El Camino Real and set the Cycle Length to be the same as the adjacent signals. Stantec will calculate the pedestrian clearance time required for the intersection. Based on the pedestrian clearance time, Stantec will prepare the timing sheet for the HAWK that would work in coordination with other signals along the corridor. Stantec will implement that timing plans in the field with assistance from Caltrans staff. Deliverables: Signal Timing Sheet for the intersection controller Estimated Hours: 6 TASK 10 BIDDING AND CONSTRUCTION PHASE Stantec will answer bidders questions and provide clarifications to the bid documents during the bidding process. Specifically, we will assist the Town as follows: Answer contractor bid questions and requests for information/clarification (RFI) of the design and/or construction documents. Attend the pre-construction meeting. Answer contractor s Request for Information (RFI). Stantec will provide clarifications and respond to contractor s questions during the construction phase, as needed. We will review and respond to contractor s RFIs during construction within two working days. Assist the Town inspector with specific design issues during construction. When requested by Town staff, Stantec will attend meetings to answer design questions and clarify design elements. Prepare record drawings from Town/Contractor redline as-builts and submit reproducible mylars and disks in acceptable electronic format. Estimated Hours: 14 Additional Services HAWK is not a common traffic control measure in Northern California. Stantec suggests launching an educational outreach campaign in coordination with the installation of the new HAWK in the Town of Atherton. Stantec has been involved in preparing educational and outreach materials for HAWK since its inception in Tucson, Arizona. Stantec has materials ready that can be customized for the Town and Atherton, which the town can either post on websites or use for public outreach presentation at town council meetings and other outreach efforts. Stantec can also assist in participating and orchestrating the public outreach plan for the town. Exceptions to the Scope of Services Please note that the following are not included in the scope of services: Hazardous waste testing, monitoring and contingency plan for both site and building demolition work, Phase I Environmental Assessment, Phase II Subsurface Investigation, and asbestos and lead containing material investigation and report, Geotechnical monitoring, Potholing Environmental Impact Report, Permit applications and fees, Construction management, inspection, supervision and scheduling, 8

12 Building interior plumbing and fire sprinkler plan, Gas, electric and telephone service plans, Storm pump and sewage lift stations, and water pressurizing system plans, Design of any structural elements, Record Survey Maps, Tentative Maps, Parcel Maps, Final Maps and legal descriptions and sketches, and Construction staking. 3 Budget The budget breakdown is included in the next page. 9

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15 El Camino Real Hybrid Beacon Signal Member: Andrew Poster Consultant Scoring March 18, 2015 By Points Project Team Member's Technical Experience and Approach Understanding of the Project Issues Quality of the Proposed Work Plan Firm Qualifications Quality of References Stantec Fehr and Peers Total Score By Rank Project Team Member's Technical Experience and Approach Understanding of the Project Issues Quality of the Proposed Work Plan Firm Qualifications Quality of References 10% 30% 20% 20% 20% Stantec Fehr and Peers Total Score Member: David Yatabe By Points Project Team Member's Technical Experience and Approach Understanding of the Project Issues Quality of the Proposed Work Plan Firm Qualifications Quality of References Stantec Fehr and Peers Total Score By Rank Project Team Member's Technical Experience and Approach Understanding of the Project Issues Quality of the Proposed Work Plan Firm Qualifications Quality of References 10% 30% 20% 20% 20% Stantec Fehr and Peers Total Score Member: Total By Points Project Team Member's Technical Experience and Approach Understanding of the Project Issues Quality of the Proposed Work Plan Firm Qualifications Quality of References Total Score Ranking Stantec Fehr and Peers By Rank Project Team Member's Technical Experience and Approach Understanding of the Project Issues Quality of the Proposed Work Plan Firm Qualifications Quality of References Total Score Ranking 10% 30% 20% 20% 20% Stantec Fehr and Peers

16 Attachment C El Camino Real Hybrid Beacon Signal Consultant Scoring Member: Summary March 18, 2015 Ranking Firm Andy David Total Ranking Stantec Fehr and Peers Total column is the sum of individual rankings. Lowest point total is the highest rank.