|
Item 1.E.
|
| City Council Regular | |
| Date: | 02/24/2025 |
| Title: | Consultant Contract - 21st Street Underpass Improvement Study |
| Presented by: | Lora Mattox |
| Department: | Planning & Community Services |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends the City Council approve the Consultant Agreement with Kittelson & Associates to complete the 21st Street Underpass Safety, Roadway, and Multi-Modal Access Improvement Study. This approval will authorize the Mayor to sign the agreement and allow the issuance of the notice to proceed.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
The 21st Street Underpass in Billings, Montana, is a critical infrastructure project aimed at improving connectivity and addressing safety concerns in the area. This underpass serves as a vital link between different parts of the city, providing access for pedestrians, cyclists, and vehicles beneath the BNSF Railway tracks. Over the years, the underpass has faced challenges such as outdated roadway conditions, limited accessibility for non-motorized users, and operational constraints due to its proximity to the railroad.
The project is focused on addressing these issues by enhancing safety, improving multi-modal accessibility, and upgrading the roadway to meet modern standards. A key component of the project is the close coordination with BNSF Railroad to ensure that construction and operations align with railroad requirements while minimizing disruptions. With its emphasis on safety, accessibility, and collaboration, the 21st Street Underpass project plays a significant role in supporting Billings' transportation infrastructure and fostering a more connected community.
Billings Public Works Engineering has the 21st Street Underpass project listed in the FY25-FY29 CIP for reconstruction in FY2028. This study will assist the city in identifying critical components of the project prior to developing design.
The 21st Street Underpass project focuses on:
1. Project Initiation and Planning
Per the City’s Consulting Agreement, payment for this project is set at a not to exceed amount of $150,000. Payments will be made monthly based on invoices submitted by the Consultant. These invoices and payments will align with the costs for Project Tasks outlined in Exhibit A: Scope of Work and Exhibit B: Project Cost.
The project is focused on addressing these issues by enhancing safety, improving multi-modal accessibility, and upgrading the roadway to meet modern standards. A key component of the project is the close coordination with BNSF Railroad to ensure that construction and operations align with railroad requirements while minimizing disruptions. With its emphasis on safety, accessibility, and collaboration, the 21st Street Underpass project plays a significant role in supporting Billings' transportation infrastructure and fostering a more connected community.
Billings Public Works Engineering has the 21st Street Underpass project listed in the FY25-FY29 CIP for reconstruction in FY2028. This study will assist the city in identifying critical components of the project prior to developing design.
The 21st Street Underpass project focuses on:
- Safety: Identifying and mitigating safety hazards for motorized and non-motorized users.
- Multi-Modal Accessibility: Improving access for pedestrians, cyclists, and vehicles.
- Roadway Improvements: Evaluating and upgrading roadway conditions to enhance functionality.
- Railroad Coordination: Working closely with BNSF Railroad to address operational constraints and secure necessary approvals.
1. Project Initiation and Planning
- Conduct a kickoff meeting with stakeholders, including representatives from the Montana Department of Transportation, City of Billings, and BNSF Railroad.
- Develop a detailed project plan outlining scope, objectives, deliverables, and timeline.
- Establish a project team and assign responsibilities.
- Review existing documentation, plans, and safety records related to the underpass.
- Conduct a field review of the underpass, focusing on safety conditions, signage, lighting, and visibility.
- Analyze traffic flow patterns, including counts during train activity at the 27th Street crossing.
- Identify current and potential safety hazards.
- Maintain communication with BNSF Railroad to understand their operational needs.
- Conduct public outreach to gather community input on safety concerns and improvement priorities.
- Collaborate with local law enforcement and emergency services to gain insights on safety issues.
- Develop a safety improvement plan based on data analysis and stakeholder feedback.
- Propose roadway design solutions, including lighting, signage, and access enhancements.
- Consider the integration of advanced monitoring technologies.
- Evaluate current accessibility for non-motorized users.
- Propose solutions such as widened pathways, bike lanes, and ADA-compliant features.
- Assess and propose enhancements to roadway conditions, including pavement rehabilitation and intersection upgrades.
- Ensure alignment with current and future transportation plans.
- Work closely with BNSF Railroad to address scheduling and operational requirements.
- Identify permissions and approvals needed for proposed improvements.
- Utilize $7,400 in MPO-designated funds for planning activities.
- Develop a planning-level budget for safety, multi-modal, and roadway improvements.
- Identify and pursue additional funding sources and grants.
- Ensure compliance with local, state, and federal regulations.
- Outline the permitting process for construction and modifications.
- Issuing a Request for Proposals (RFP) detailing the project scope and evaluation criteria.
- Evaluating proposals based on qualifications, relevant experience, and cost-effectiveness.
- Conducting interviews, if necessary, with shortlisted candidates.
- Selecting the consultant who best meets the project’s needs.
Per the City’s Consulting Agreement, payment for this project is set at a not to exceed amount of $150,000. Payments will be made monthly based on invoices submitted by the Consultant. These invoices and payments will align with the costs for Project Tasks outlined in Exhibit A: Scope of Work and Exhibit B: Project Cost.
STAKEHOLDERS
Stakeholder and community engagement will play a key role in the development of this study. Kittelson is proposing numerous outreach techniques to engage the community in this project.
The first phase of outreach will be focused on the concerns and priorities of key community partners, which will include the City of Billings, Montana Department of Transportation, Downtown Billings Alliance, Big Sky Economic Development, and emergency services including fire, police, and hospitals. This will include the formation of a Project Advisory Committee (PAC) we anticipate will engage in Phases 1 and 2. Past project work in and near downtown Billings has allowed the team to cultivate existing relationships with local stakeholders and community champions. Phase 1 will also include community outreach through web-based virtual public engagement that will include a webpage linked to the City website including a project description and a survey to gather input on issues and priorities regarding the use of the underpass. Anticipated key community partners include BNSF Railway, private property owners, Billings Chamber of Commerce, Billings City Council, Montana Department of Transportation, Downtown Billings Alliance, Big Sky Economic Development, and emergency service providers.
The second phase of outreach will be directed at the key stakeholders and the broader Billings public, which will provide an opportunity for both groups to review and comment on the conceptual project alternatives. This will be conducted through a website which will include a summary of proposed improvement strategies and a second survey.
The first phase of outreach will be focused on the concerns and priorities of key community partners, which will include the City of Billings, Montana Department of Transportation, Downtown Billings Alliance, Big Sky Economic Development, and emergency services including fire, police, and hospitals. This will include the formation of a Project Advisory Committee (PAC) we anticipate will engage in Phases 1 and 2. Past project work in and near downtown Billings has allowed the team to cultivate existing relationships with local stakeholders and community champions. Phase 1 will also include community outreach through web-based virtual public engagement that will include a webpage linked to the City website including a project description and a survey to gather input on issues and priorities regarding the use of the underpass. Anticipated key community partners include BNSF Railway, private property owners, Billings Chamber of Commerce, Billings City Council, Montana Department of Transportation, Downtown Billings Alliance, Big Sky Economic Development, and emergency service providers.
The second phase of outreach will be directed at the key stakeholders and the broader Billings public, which will provide an opportunity for both groups to review and comment on the conceptual project alternatives. This will be conducted through a website which will include a summary of proposed improvement strategies and a second survey.
ALTERNATIVES
City Council May:
- Approve the consulting contract with Kittelson & Associates to complete the 21st Street Underpass Study. This approval will enable the city to thoroughly evaluate the opportunities and constraints associated with reconstructing this vital connection; or,
- Not Approve the consulting contract with Kittelson & Associates. Without approval, the city will face limitations in understanding the opportunities and challenges involved in the reconstruction of this key connection and further delay any work on the underpass as approved in the current CIP.
FISCAL EFFECTS
The 21st Street Underpass project was originally identified in the FY24 Unified Planning Work Program (UPWP) through the Metropolitan Planning Organization (MPO). The original budget for this study was $100,000, however, the MPO was unsuccessful in the bidding of this project. With that in mind, the MPO carried this project into the FY25 UPWP and increased the budget to $150,000. Successfully bid, this project is funded through the MPO’s Transportation PL funds paying for 60% of the project. The remaining 40% is being funded through the Planning Division.
Public Works Engineering has identified this project for reconstruction in FY28. The project is proposed to use State Transportation Urban funds that are allocated to the MPO. The project is budgeted at $5,000,000. Due to the Urban funds, no local funds have been allocated to the project at this time.
Public Works Engineering has identified this project for reconstruction in FY28. The project is proposed to use State Transportation Urban funds that are allocated to the MPO. The project is budgeted at $5,000,000. Due to the Urban funds, no local funds have been allocated to the project at this time.
SUMMARY
The 21st Street Underpass Study is a vital step toward addressing safety and accessibility concerns while supporting the city’s long-term transportation goals. Approval to select a consultant will enable us to move forward with this important project.