It is requested that Council adopt a resolution approving a Local Agency-State agreement for transportation project funding for the Wolfe Road/El Camino Real Intersection Improvement Project (Public Works Project #TR-97/02-99), authorize the Director of Public Works to execute the Department of Transportation Program Supplement Agreement required for State reimbursement of funds, and award a professional service contract to Mark Thomas and Company of San Jose to provide preliminary engineering and environmental services for this project.

At its meeting of December 14, 1999, Council awarded a contract in the amount of $393,420 to Mark Thomas and Company of San Jose to provide environmental and design service to PW/Project Administration for the Wolfe Road/El Camino Real Intersection Improvement Project (#TR97/02-99). At that time the City was informed in order to be eligible to receive Federal funding, the entire $1,831,000 Federal allocation for the project had to be spent by September 30, 2000. Accordingly, a streamlined, fast-tracked project development process was developed and begun. Due to the Federal funding time constraints, it was determined that the initial design work should be funded with City funds, not Federal funds.

Subsequently, in January 2000, the City was notified by the Valley Transportation Authority (VTA) that the Federal funding expenditure schedule

requirements had been changed. Under the new schedule, only $172,000 of Federal funds needed to be expended by September 30, 2000. In addition, feedback from informal meetings between Public Works staff and community members and the Bicycle Advisory Committee made it clear that a more in-depth alternatives analysis and environmental study should be conducted before bringing the project to City Council for approval. The project was further complicated by a new requirement to spend no funds on preliminary engineering or environmental analysis until CalTrans officially approved project expenditures. The consultant team was, therefore, directed not to commence work pursuant to the December contract until CalTrans approval was received and a new professional service contract was awarded. CalTrans notified the City of its approval of project expenditures on April 7, 2000.

Adoption of the resolution and execution of the Program Supplement No. 005-M for Local Agency-State agreements for Federal Aid will allow the City to access $300,000 in Federal funding designated for the preliminary engineering phase of the Wolfe Road/El Camino Real Project. The new professional service contract will supersede the contract awarded on December 14, 1999, and include more in-depth alternative analysis, traffic study and environmental study. The new contract is only for preliminary engineering and environmental study, while the previous contract included right-of-way and construction support services. Right-of-way and final design expenses cannot be encumbered until after completion and CalTrans approval of the initial environmental study. It should be noted that the December 14, 1999, professional service contract was in the amount of $393,420, including $30,000 in contingency. The new contact will be for preliminary engineering and environmental services in the amount of $327,600, including the same contingency amount.

Costs of this phase of professional services will be as follows:

Funds are available in Public Works Account #897650-5070.

It is recommended that Council adopt a resolution approving a Local Agency-State agreement for transportation project funding for the Wolfe Road/El Camino Real Intersection Improvement Project (Public Works Project #TR-97/02-99), authorize the Director of Public Works to execute the Department of Transportation Program Supplement Agreement required for State reimbursement of funds, and award a new professional service contract in the amount of $327,600 to Mark Thomas and Company to provide environmental and design services for this project.

Prepared by:

Elaine Wesely, 
Purchasing Officer

Reviewed by:

Mary Bradley, 
Director of Finance

Reviewed by:

Marvin Rose, 
Director of Public Works

Approved by:

Robert S. LaSala, 
City Manager

Attachments:

a: Resolution

b: Program Supplemental Agreement