HomeMy WebLinkAbout4.05 Tri-Valley Trans ExpendCITY CLERK
File # 600-30
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 18, 2009
SUBJECT: Approval to Procure Traffic Engineering Consulting Services in
Excess of $20,000 for the Tri-Valley Transportation Development
Fee Strategic Expenditure Plan Update
Report Prepared by: Jaimee Bourgeois, Sr. Civil Engineer (Traffic)
ATTACHMENTS: 1) Scope of Work from Kimley-Horn and Associates, Inc. for
Professional Traffic Engineering Services to Update the Tri-
Valley Transportation Development Fee Strategic
Expenditure Plan
2) Budget Change Form Fiscal Year 2008-2009
3) Budget Change Form Fiscal Year 2009-2010
RECOMMENDATION: Authorize the Contract Administrator to direct Kimley-Horn and
Associates, Inc. to provide consulting services for the Strategic
~ Expenditure Plan Update for an amount not to exceed $49,770 and
' ~ ~ approve a budget change for Fiscal Year 2008-2009 and for Fiscal
~~~ Year 2009-2010
FINANCIAL STATEMENT: The professional traffic engineering services provided by the
consultant will be paid for by Tri-Valley Transportation
Development Fees collected by the Tri-Valley Transportation
Council Treasurer. Because the City of Dublin is administering the
contract with the consultant, the money will be transferred to the
City of Dublin and then disbursed to the consultant.
DESCRIPTION: The Tri-Valley Transportation Council (TVTC) is composed of
elected officials from Danville, San Ramon, Dublin, Pleasanton, Livermore, Contra Costa County and
Alameda County. In 1998, the seven jurisdictions entered into a Joint Exercise of Powers Agreement
(JEPA) to establish the Tri-Valley Transportation Development (TVTD) Fee as a mechanism to partially
fund high priority regional transportation improvement projects. The existing TVTD Fee Program
includes a Strategic Expenditure Plan (SEP) that programs estimated fee revenue to specific projects.
The TVTC is in the process of updating the fee program to include additional regional transportation
improvement projects and, as such, needs to update the SEP. The TVTC has approved the use of
collected TVTD Fees to pay for the services of a consultant to assist with this effort.
The role of TVTC Chair rotates on an annual basis between the seven member jurisdictions. The City of
Dublin is serving as Chair during 2009. Consequently, the consultant services contract will be
administered by the City of Dublin. A professional engineering consulting services agreement between
Kimley-Horn and Associates, Inc. and the City of Dublin was approved by the City Council in 2005. The
term of the agreement was subsequently amended by the City Council and extended to June 30, 2011.
The services outlined in their Work Scope (Attachment 1) will be provided according to the terms and
conditions set forth in the consulting services agreement. Because the total cost for services provided
exceeds $20,000, the City Council must authorize the expenditure as provided for in Section 2.36.050 of
the Dublin Municipal Code.
To account for the money received from the TVTC Treasurer and then disbursed to the consultant and
because the services rendered are occurring during both the 2008-2009 and the 2009-2010 fiscal years, a
budget change is proposed for the previous and the current fiscal years (Attachments 2 and 3). The work
scope prepared by Kimley-Horn and Associates, Inc. and approved by the TVTC is for an amount not to
exceed $24,770. The budget change request includes a contingency of $25,000 to accommodate
additional tasks that could be added to the consultant's work scope in the future. The consultant would
not be directed by the Contract Administrator to complete any additional tasks without prior authorization
from TVTC.
RECOMMENDATION: Staff recommends that the City Council authorize the Contract
Administrator to direct Kimley-Horn and Associates, Inc. to provide consulting services for the Strategic
Expenditure Plan Update for an amount not to exceed $49,770 and approve a budget change for Fiscal
Year 2008-2009 and for Fiscal Year 2009-2010.
Page 2 of 2
SCOPE OF SERVICES
TRI-VALLEY TRANSPORTATION COUNCIL
STRATEGIC EXPENDITURE PLAN UPDATE
March 24, 2009
Kimley-Horn and Associates, Inc. (KHA) will provide transportation planning services and
professional opinions to support the development of the Strategic Expenditure Plan (SEP) for the
Tri-Valley Transportation Council (TVTC). The work will be done for the TVTC SEP
Subcommittee (Subcommittee). The City of Dublin is the member agency responsible for staff
support and administration services to the TVTC for the period February 2009 through January
2010, and input on the SEP will be provided by the TVTC Technical Advisory Committee
(TAC), the Subcommittee and the TVTC. This document summarizes Assumptions, Work
Tasks, Estimated Schedule and Estimated Budget.
ASSUMPTIONS
KHA will develop an SEP Update document for 22 projects using as a model the previous SEP
prepared by the Tri-Valley Transportation Council (TVTC) (adopted May 10, 2004) (the "2004
Update"). KHA's role will be to facilitate the compilation of project and land use data and
forecasts from the member agencies and develop an opinion regarding funding priorities for a
10-year time period.
The following points summarize the assumptions underlying the work tasks, estimated schedule
and estimated budget.
• Existing documents and graphics will be used to the extent possible.
• Member agencies and sponsors will provide all project information, including description
of construction scope, phasing, and schedule, funding by source, and current status.
• Member agencies and sponsors will provide estimates of annual land use construction
activity by TVTC Development Fee category.
• Revenue calculations will be performed using existing calculation tools and assumptions
developed by the TVTC and currently maintained by the City of San Ramon. It is
understood that the analysis tool is an off-the-shelf database or spreadsheet developed
and already used for the purpose of inputting data by agency and aggregating them into
summary reports, and the tool is readily available and usable for this effort.
• The City of Dublin will be responsible for the following activities:
o Administration of KHA's contract.
o Coordination and scheduling of TAC and Policy Advisory Committee (PAC)
meetings;
o Providing revenue calculation tools, notes, and instructions of use;
o Providing electronic text, graphics, and calculation tools that are directly usable
by KHA.
o Preparation of staff reports and reproduction and distribution of meeting notices
and agendas.
WORK TASKS
Scope of Services
TVTC SEP Update 2009
March 24, 2009
Page 2
The following tasks will be conducted.
Task 1 -Review and Confirm Scope of Services: KHA will meet with the TAC to review and
confirm this Scope of Services, a working schedule, and contacts for information at the member
agencies.
Task 2 -Update Project Descriptions: KHA will prepare two-page project descriptions,
similar to those contained in the aforementioned 2004 Update (description, phasing, funding by
source, schedule, and status), for the following incomplete projects.
LIST A
• A-2a Route 84 Expressway I-580 to I-680
• A-2b Isabel Route 84/I-580 Interchange
• A-3 I-680 Auxiliary Lanes
• A-Sa I-580 HOV Lane Eastbound
• A-Sb I-580 HOV Lane Westbound
• A-7 I-580/Foothill/San Ramon Road Interchange
• A-9a Crow Canyon Road Improvements Phase 1
• A-9b Crow Canyon Road Improvements Phase 2
• A-l0a Vasco Road Safety Improvements Phase 1
• A-lOb Vasco Road Safety Improvements Phase 2
• A-11 Express Bus/Bus Rapid Transit
LIST B
• B-1 I-580/I-680 Interchange (westbound to southbound)
• B-2 Fifth Eastbound Lane on I-580 from Santa Rita to Vasco Road
• B-3 I-580/First Street Interchange Modification
• B-4 I-580/Vasco Road Interchange Modification
• B-5 I-580/Greenville Road Interchange Modification
• B-6 Jack London Boulevard Extension
• B-7 El Charro Road Extension
• B-8 Camino Tassajara Widening: East Blackhawk Drive to County Line
• B-10 I-680 Southbound HOV Lane Gap Closure, North Main to Livorna
• B-11 I-680 Express Bus/HOV On- and Off-Ramps
• B-1 lb I-680 Transit Corridor Improvements
Task 3 -Working Paper 1 and TAC Meeting 1: KHA will prepare a working paper to
summarize the findings of Tasks 1 and 2, which will be submitted to the TAC for review and
Scope of Services
TVTC SEP Update 2009
March 24, 2009
Page 3
comments. KHA will revise the Working Paper to reflect written comments received from the
TAC. KHA will attend a TAC meeting to present and support the Working Paper.
Task 4A -Estimated Funding and Prioritization Approach: KHA will compile information
from member agencies and sponsors to develop an opinion of land use construction,
development fee revenue and other funding by year fora 10-year period. These results will be
prepared in three simple tables with supporting details for each. KHA will propose a
prioritization approach and rationale based on Project Readiness, Project Funding and Project
Effectiveness for the List A projects and the List B projects. KHA will work with the TAC to
develop a standard used to assess/define project effectiveness.
Task 4B - Create a Project Funding Timeline: KHA will meet with the Subcommittee to
develop a prioritization formula for assessing placement based on Project Readiness, Project
Funding, Project Effectiveness, and List A priority over List B. Once a set of criteria is selected,
KHA will apply the criteria in developing a Project Funding Timeline for review and approval
by the Subcommittee.
Task 5 -Working Paper 2 and TAC Meeting 2: KHA will prepare a working paper to
summarize the findings of Task 4, which will be submitted to the TAC for review and comments.
KHA will revise the Working Paper to reflect written comments received from the TAC. KHA
will attend a TAC meeting to present and support the Working Paper.
Task 6 -Draft Report and TAC Meeting 3: KHA will prepare a Draft Report to summarize
procedures, findings and conclusions, which will be submitted to the Subcommittee and TAC for
review and comments. KHA will revise the Draft Report to reflect written comments received
from the Subcommittee and TAC. KHA will attend a TAC meeting to present and support the
Draft Report.
Task 7 -Final Draft Report and Subcommittee Meeting: KHA will prepare a Final Draft
Report, which will be submitted to the Subcommittee for review and comments. KHA will
revise the Final Draft Report to reflect written comments received from the Subcommittee.
KHA will attend a Subcommittee meeting to present and support the Final Draft Report.
Task 8 -Prepare Final Report and TVTC Meeting: KHA will prepare a Final Report,
which will be submitted to the TVTC for review and comments. KHA will revise the Final
Report to reflect written comments received from the TVTC and submit the Final Report for
adoption by the TVTC. The Final Report will be submitted in electronic format.
ESTIMATED SCHEDULE
Scope of Services
TVTC SEP Update 2009
March 24, 2009
Page 4
KHA is prepared to begin work immediately upon receipt of afully-executed Task Order and
will endeavor to meet the City's desired schedule needs. Highlights of the proposed schedule for
the project are as follows.
TASK ESTIMATED SCHEDULE
DURATION
Task 1 2 weeks
Task 2 4 weeks
Task 3 4 weeks (overlap 1 week)
Task 4 4 weeks
Task 5 4 weeks (overlap 1 week)
Task 6 4 weeks
Task 7 4 weeks
Task 8 4 weeks
ESTIMATED BUDGET
DELIVERY
End of week 2
End of week 6
End of week 9
End of week 13
End of week 16
End of week 20
End of week 24
End of week 28
KHA will provide the services contained herein for a time and expenses budgetary estimate of
$24,770. This amount includes labor cost, indirect expenses, and direct expenses incurred in
performing these services. The table below details the budgetary estimate by task.
Services other than those set forth in the Scope of Services shall constitute additional services,
and shall be performed only with prior written authorization based on mutually accepted scope,
schedule and budgetary terms. Fees will be invoiced monthly based upon actual efforts
expended. Payment will be due and payable within 25 days of invoice date.
5 ~
Scope of Services
TVTC SEP Update 2009
March 24, 2009
Page 5
ESTIMATED BUDGET BY TASK
Task PM Engineer Analyst Support Total
P7 PS P3 NS
Task 1 -Review and Confirm Scope of Services 4 2 6
Task 2 -Update Project Descriptions 4 20 10 34
Task 3-Working Paper 1 and TAC Meeting 1 6 4 4 14
Task 4 -Estimated Funding 4 20 24
Task 5-Working Paper 2 and TAC Meeting 2 6 4 4 14
Task 6 -Draft Report and TAC Meeting 3 6 8 8 22
Task 7 -Final Draft Report and PAC Meeting 6 4 4 14
Task 8 -Prepare Final Report and TVTC Meeting 6 4 4 14
0
Total Hours 42 0 64 36 142
Billing Rate $245 $185 $140 $105
Labor $10,290 $0 $8,960 $3,780 $23,030
$0
Indirect Expenses (Mileage, Telephone, Postage, Computer, etc) $1,415
Direct Expenses (Plotting, Outside Reproductions, Express, etc.) $325
Total $24,770
CITY OF DUBLIN
BUDGET CHANGE FORM FY 2008 / 2009
CHANGE FORM #
New Appropriations (City Council Approval Required):
From Unappropriated Reserves (Fund)
X From New Revenues
llGCRE~SE B.IIDGET ACCOUNT AMOUNT
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
11V.(CHEASF BUDGET ACCOUNT A!?10UNT
Name: REVENUE: Tri-Valley
Transportation Development (TVTD) Fund $ 23,592
-Miscellaneous (Admin Costs)
Account #: 4306-0000-49131
Name: EXPENDITURE: Tri-Valley
Transportation Development (TVTD) Fund $ 23 592
~
-Engineering Department -Traffic Eng
Consulting
Account :#: 4306-8301-64092
Signature
Date: $ ~ 2bo
REASON FOR BUDGET CHANGE ENTRY: This budget change will appropriate funds received from the
Tri-Valley Transportation Development Treasurer to off-set consultant costs. In 2009 the City of Dublin is
serving as the Administrative Coordinator for the Tri-Valley Transportation Council. As such the City has
administered a consultant agreement which is reimbursed by Tri-Valley Transportation Fees. This reflects
work completed between January 1, 2009 and June 30, 2009.
City
Signature
Date: ~ ~' v~
As Approved at the City Council Meeting on: Date: 8/18/2009
Mayor:
Signature
Posted By:
Signature
Budget Transfers:
Date:
Date:
G:IBudgetChangesV_2008_0918_l8_09_7'VTC_Admin.DOC ATTACHMENT # 2
CITY OF DUBLIN
BUDGET CHANGE FORM FY 2009 / 2010
CHANGE FORM #
New Appropriations (City Council Approval Required):
From Unappropriated Reserves (Fund)
X_ From New Revenues
llECREASE BUDGET ACCnG'NT AN3n[I1~T'T
Budget Transfers:
7~~
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Clther
in~CREASF. RITT)C:F,T ACCnUNT AMC)ITNT
Name: REVENUE: Tri-Valley
Transportation Development (TVTD) Fund $ 1 178
-Miscellaneous (Admin Costs)
Account #: 4306-0000-09131
Name: EXPENDITURE: Tri-Valley
Transportation Development (TVTD) Fund $ 1,178
-Engineering Department,- Traffic Eng
Consulting
Account:#:4306-8301-64092
CONTINGENCY
Name: REVENUE: Tri-Valley $ 25,000
Transportation Development (TVTD) Fund
-Miscellaneous (Admin Costs)
Account#:4306-0000-49131
Name: EXPENDITURE: Tri-Valley
Transportation Development (TVTD) Fund - $ 25,000
-Engineering Department -Traffic Eng
Consulting
Account:#:4306-8301-64092
Fin Mgr/ASD:
Signature
Date: g
REASON FOR BUDGET CHANGE ENTRY: This budget change will appropriate funds received from the
Tri-Valley Transportation Development Treasurer to off-set consultant costs. The work was begun in Fiscal
Year 2008/2009 and following June 30, 2009 $1,178 in work associated with the basic project scope remained
to be completed.
In order to accommodate additional scope and work required to complete the project an additional
appropriation of $25,000 beyond the original scope is also recommended. This will be fully off-set by
additional revenue from Tri-Valley Transportation Council.
Signature
As Approved at the.. City Council. Meeting on: Date: 8/18/20fl9
Mayor: Date:
Signature
Posted By: Date:
Signature