REPORT TO THE CITY COUNCIL
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: Randall W. Morrison, PE, Assistant Director
Public Works Department, Engineering Division
SCOTT SEHM, Public Works Manager
Public Works Department, Engineering Division, Design Services
SUBJECT
Title
Approve an Amendment to the Improvement and Reimbursement Agreement with the US Department of Veterans Affairs, in the amount of $81,050, for the Traffic Signal Installation Project at the intersection of Clinton Avenue and Angus Street (Council District 7).
Body
RECOMMENDATION
Staff recommends the City Council approve Amendment No. P00001 to the Improvement and Reimbursement Agreement with the US Department of Veterans Affairs for the proposed traffic signal project at Clinton Avenue and Angus Street that will increase the cost of the project by $81,050; and authorize the Public Works Director or designee to execute the amendment on behalf of the City.
EXECUTIVE SUMMARY
Public Works staff has worked in partnership with the US Department of Veterans Affairs (VA) to develop a cooperative agreement for the sharing of costs associated with the design and construction of a new traffic signal installation that will provide protected left-turn phasing to the eastbound and westbound directions of travel as well as an all-ped phase (ped scramble) at the intersection of Clinton Avenue and Angus Street. The agreement, as approved by Council during the July 16, 2020 hearing, split the total estimated project cost between the City and VA, with each party paying for 50% of the cost, estimated to be $320,000. After the project was competitively bid and awarded, and preliminary engineering and materials costs were accounted for, the project’s total cost exceeded the original estimate. Staff reached out to their counterparts at the VA and discussed the inflated project costs; the VA agreed to increase the participation to match 50% of the new total.
With approval of this Amendment, the VA will increase their participation in the project costs, with an increase of $81,050, for revised total contract amount of $401,050. The remaining project costs are funded by the City with SB1 Road Maintenance and Rehabilitation Account funding.
BACKGROUND
Staff is seeking Council approval of the attached Amendment No. P00001 to the Improvement and Reimbursement Agreement which will increase the project cost share to $401,050, reflective of the actual cost to design and construct the traffic signal project. The funding from the VA will complement SB1 Road Maintenance and Rehabilitation Account revenue from the City to fully fund the total project cost of $802,100 as approved in the FY 2022 capital improvement budget.
The construction contract for the proposed traffic signal at Clinton Avenue and Angus Street was awarded by City Council on June 17, 2021 and is currently in the preliminary stages of the construction process, with Construction Management reviewing submittals prior to issuance of the notice to proceed. The total Project cost of $802,100 consists of the awarded construction contract at $652,153, the construction contingency of $32,647, traffic signal materials which were pre-ordered for $27,600, and the total staff costs for project design, right-of-way acquisition, bidding and administering the construction contract for $89,700.
This traffic signal project includes ADA-compliant returns, audible pedestrian push buttons, countdown pedestrian heads, safety lighting, and will include an exclusive pedestrian phase (ped scramble) to enhance the safety of pedestrians crossing this intersection in any direction and included at the request of the VA hospital, located at the northwest corner, whose staff will be using this crosswalk to access their new parking facility at the southwest corner. This project was included in the 2019 Public Works Traffic Signal Priority List.
The City Attorney’s Office has reviewed and approved Amendment No. P0001 to the Improvement and Reimbursement Agreement as to form.
Staff is recommending that the City Council approve Amendment No. P0001 to the Improvement and Reimbursement Agreement with the VA to supplement the existing funding contribution for the project.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, this item does not qualify as a project because this is an agreement for reimbursement.
LOCAL PREFERENCE
Local preference does not apply because this is an amendment to an existing contract.
FISCAL IMPACT
The project is located in Council District 7. The overall cost for the project is estimated at $802,100 and will be funded by SB1 Road Maintenance and Rehabilitation Account funding with a funding contribution from the Veterans Administration. This project was included in the FY2020 list of projects for SB1 Road Maintenance and Rehabilitation Account revenues, as adopted by the Council. The proposed project will have no impact to the General Fund.
Attachments:
Vicinity Map
Amendment No. P0001 to the Improvement and Reimbursement Agreement