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Report regarding adoption of a resolution approving a third amendment to the Consulting Services Agreement with Kimley Horn and Associates and amending the total budget for the Smart Corridors South San Francisco Expansion Project. (Angel Torres, Senior Civil Engineer)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution approving a third amendment to the Consulting Services Agreement with Kimley Horn and Associates for an additional $88,344.90, for a total amount not to exceed $448,064.90, extending the contract term, and authorizing a total contract authority budget of $500,000 for the Smart Corridors South San Francisco Expansion Project.
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BACKGROUND/DISCUSSION
The South San Francisco Smart Corridors Expansion Project (“Project”) is part of the overall countywide traffic management system Smart Corridors deployment.
The Project is not a traditional project where physical roadway improvements are made, but an implementation of traffic management devices that will enable the City, state law enforcement agencies, and fire departments to proactively and cooperatively manage freeway and arterial traffic congestion during major freeway incidents. ITS infrastructure improvements fall under four categories: arterial management, incident management, traveler information and transit management.
The Project will extend the San Mateo County Smart Corridors deployment north to include routes located in the City and include: Airport Boulevard, Oyster Point Road, Gateway Boulevard and Grand Avenue (from the southern City limits to the Grand Avenue/Gateway Boulevard intersection). The project will also support the overall San Mateo County Smart Corridors program.
The Project work includes the installation of:
- Directional (trailblazer) signs;
- Fixed closed-circuit television cameras;
- Arterial dynamic message signs;
- Traffic signal controllers;
- Microwave vehicle detection systems; and
- Fiber optic cable communications connections.
Because the Project will take place within the South San Francisco city boundary, the City will be the “Implementing Agency” leading the construction phase and administering the construction contract. However, C/CAG will remain as the overall “Project Sponsor” of the Smart Corridor Project and provide funding for the Project.
Third Amendment to Kimley-Horn and Associates Consulting Services Agreement
Kimley-Horn and Associates (“Kimley-Horn”) is the City’s design engineer for the Smart Corridor Expansion Project. To date, Kimley-Horn has provided professional services to complete the design, permitting, construction documents and reviewed the majority of the material submittals and Requests for Information (RFIs) received. As the Project transitioned into the construction phase after a long time set-back due to Covid-19, and material procurement issues, the design team continued attending weekly progress meetings, reviewing material submittals, RFIs and design proposed design changes due to site conditions. Staff recommends approving a third amendment to Kimley-Horn’s consulting services agreement to provide additional design support during construction services. The additional design support during construction would include items that require design engineer’s input that typically come up on these types of construction projects including:
- Complete remaining material submittal reviews
- Review and respond to contractor requests for information (RFIs)
- Review and prepare revised documents for Contract Change Orders (CCOs)
- Prepare Construction Record Drawings
- Attend Construction Field Visits
- Attend Construction Weekly Progress Meetings
The following details the amendments to the design support budget for Kimley-Horn through design and construction:
|
Design Support Budget |
Original |
Second Amendment |
Third Amendment |
|
Budget |
$280,000.00 |
$280,000.00 |
$280,000.00 |
|
+Contingency |
$56,000.00 |
$35,972.00 |
$51,935.10 |
|
+Design Support During Construction |
|
$79,720.00 |
$168,064.90 |
|
Total Project Design Amended Budget |
$336,000.00 |
$395,692.00 |
$500,000.00 |
The contingency for Kimley-Horn will be utilized for any unforeseen site conditions during construction requiring additional support to prepare responses for RFIs or CCOs.
With the increase in dollar amount under the contract, staff also recommends the term of the agreement be extended from December 31, 2023 to May 31, 2024.
FISCAL IMPACT
Adopting this resolution will have no fiscal impact to the City. This project is included in the City of South San Francisco’s Fiscal Year 2021-2022 Capital Improvements Program (Project No. tr2002) and is funded through State and County funding. The amendment to the consulting services agreement is within the $8.159M construction budget.
A breakdown for the project funding can be seen in the following table:
|
State |
State Transportation Improvement Program |
$2.044M |
|
State |
Traffic Light Synchronization Program |
$3.598M |
|
C/CAG |
County Measure M |
$0.917M |
|
C/CAG |
County Measure M |
$1.600M |
|
|
Total Construction Funding |
$8.159M |
C/CAG, as the project sponsor, is funding the project and will also be responsible for any cost overrun.
RELATIONSHIP TO STRATEGIC PLAN
Awarding this contract will contribute to the City’s Strategic Plan outcome of improved Quality of Life by providing traffic relief in that case of an accident along Highway 101 and supporting the overall Countywide Smart Corridors Program.
CONCLUSION
Staff recommends that City Council adopt a resolution a resolution approving a contract amendment with Kimley-Horn and Associates for an additional $88,344.90, for a total amount not to exceed $448,064.90 and authorizing a total contract authority budget of $500,000.00, and authorizing the City Manager to execute agreements on behalf of the City, for the Smart Corridors South San Francisco Expansion Project (Project No. tr2002).