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AGENDA REPORT
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| | | | | | | | DATE:
| September 7, 2021
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager
| | SUBJECT: | Resolution 2021-215 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Design Services Agreement Between the City of Fairfield and KASL Consulting Engineers, Inc. for Engineering Services to Complete the East Tabor Avenue Sidewalk Gap Closure Project |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | Adoption of the attached resolution authorizes the city manager to execute a design services agreement with KASL Consulting Engineers Inc. to complete roadway and sidewalk improvements as part of the Safe Routes to School for the East Tabor Avenue Sidewalk Gap Closure Project. The sidewalk gap is located at the intersection of East Tabor Avenue and UPRR right-of-way, approximately one-tenth of one mile east of Clay Bank Road. |
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| | | | | | | | | DISCUSSION | In October 2016, the East Tabor/Tolenas Safe Routes to School Sidewalk Gap Closure Project (Project) received grant funding through the California Transportation Commission (CTC) Active Transportation Program (ATP). The grant obligated the City to complete safety improvements to widen portions of sidewalk along Tolenas Avenue and East Tabor Avenue, as well as construct a new sidewalk and bicycle lane on the north side of East Tabor Avenue, which includes a segment across the Union Pacific Railroad (UPRR) right-of-way to help close the “gap” in disconnected segments along East Tabor Avenue. To date, the City has received environmental clearance and engaged the Union Pacific Railroad (UPRR) Company for design review as the City works toward completing final bid documents.
In July 2020, the City executed a reimbursement agreement with UPRR to commence their design review efforts as City staff works to complete bid documents for the remainder of the design which will include but not be limited to railroad crossing arms, emergency gate swings, and sidewalks across the railroad tracks. The agreement specifies that the City shall reimburse UPRR for all design review costs associated with plan checking and field inspections. In order to complete development of the bid documents, City staff developed request for proposal (RFP) to solicit qualified firms having experience working with state, local and railway owners to enable the City to conform to strict railway standards.
In November 2020, City staff released an RFP soliciting design services to complete development of bid documents and on November 30, 2020, received one proposal from KASL Consulting Engineers, Inc. (KASL) in the amount of $153,946. In order to conform with CTC ATP grant funding obligations and the California Department of Transportation (Caltrans) Local Assistance Procedures Manual (LAPM), a public interest finding is required as the LAPM recommends receipt of three proposals when conducting a public RFP process. City staff reviewed KASL’s proposal which met the City’s submittal requirements and found no reasons to disqualify or reject the proposal and consequently, notified Caltrans to initiate proceedings on a public interest finding to allow selection of KASL as the design engineer.
On June 15, 2021, the Caltrans Local Assistance Engineer notified City staff that a public interest finding was completed and that selection of KASL as the sole proposer conforms with the Caltrans LAPM. The fee to complete engineering and design services is for an amount not-to-exceed $153,946. City staff is requesting a management reserve of twenty percent based on past experience working with Caltrans and UPRR.
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| | | | | | | | | FINANCIAL IMPACT | | Total authorization for this design services agreement would be $184,735 ($153,946 + $30,789, management reserve). Funding for this portion of work is budgeted in the Streets Capital Projects Fund (Fund 252, division and responsibility code 99507, E. Tabor/Tolenas SR2S Gap Closure) utilizing state grants. |
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | Council could choose not to move forward with making sidewalk improvements but doing so increases risk for community residents and children who must cross the UPRR railroad tracks while walking to and from school. |
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| | | | | | | | | STAFF CONTACT | Michael Hether, Assistant Director of Public Works
(707) 428-7493
mhether@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | City Attorney's Office
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 8/23/2021 - 8:33 PM | | Kaushal, Paul | Approved | 8/24/2021 - 12:41 AM | | Alexander, Amber | Approved | 8/24/2021 - 3:52 PM | | Alexander, Amber | Approved | 8/24/2021 - 3:52 PM |
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