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ADOPT RESOLUTION TO APPROPRIATE FUNDS AND AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE HAMMER LANE TRAFFIC SAFETY IMPROVEMENTS PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Appropriate Highway Safety Improvement Program funds in the amount of $256,500 to the Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211).
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
3. Award a Professional Services Contract to W-Trans of Oakland, CA, in the amount of $198,637.48, for design services for the Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The Highway Safety Improvement Program (HSIP) is a core federal-aid program established to achieve a significant reduction in fatalities and serious injuries on all public roads. Caltrans, Division of Local Assistance, manages California's local agency share of HSIP funds. The Hammer Lane Traffic Safety Improvements project was awarded Cycle 11 HSIP funding. The project will improve pedestrians/bicyclists’ safety with the installation of a buffered Class II bicycle lane, radar speed signs, pedestrian-scale lighting, Americans with Disabilities Act (ADA) ramps, and other safety features.
On April 15, 2024, the City advertised a Request for Proposals (RFP) for design services for the Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211). On May 14, 2024, three firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Kimley-Horn of Oakland, CA, to be the most qualified and highest ranked firm; however, negotiations were not successful with respect to scope and fee. W-Trans of Oakland, CA, was the next most qualified firm. Staff negotiated a fee in the amount of $198,637.48 with W-Trans for design services.
It is recommended that Council adopt a resolution appropriating funds and authorizing the City Manager to execute a Professional Services Contract in the amount of $198,637.48 with W-Trans for design services. Design is anticipated to be completed by December 2025.
DISCUSSION
Background
HSIP is a federal-aid program administered by Caltrans and established to achieve a significant reduction in traffic fatalities and serious injuries on all public roads. Caltrans, Division of Local Assistance, manages California's local agency share of HSIP funds. HSIP focuses on infrastructure projects with nationally recognized crash reduction factors. HSIP projects are prioritized based on crash experience, benefit from counter measures, or other data-supported means.
Senate Bill 137 (Chapter 639 of the 2019 Statues), effective October 8, 2019, added Section 182.85 to the Streets and Highways Code that authorizes Caltrans to allow up to $100 million of federal local assistance funds to be exchanged for non-federal State Highway Account (SHA) funds. The city, county, or other eligible recipients receiving exchanged funding (federal to State) must use the funding on projects for purposes for which the federal local assistance funds were originally intended. As a result, some of the Cycle 11 HSIP projects are State funded.
In September 2022, the City submitted six grant applications to Caltrans for Cycle 11 of the HSIP grant program. One of the applications was for the Hammer Lane Traffic Safety Improvements project. The project will improve pedestrians/bicyclists’ safety by reducing collisions between motorists and pedestrians/bicyclists and increase visibility along Hammer Lane between Lower Sacramento Road and Tam O’Shanter Drive (Attachment A). These improvements include installing radar speed feedback signs along the travel corridor, pedestrian-scale lighting at the intersections, reflective signal backplates on the signal heads, and signage and striping along the roadway. Improvements will also modify existing non-ADA ramps to meet ADA standards that will provide an accessible pedestrian access route and convert the existing Class II bicycle lane into a buffered Class II bicycle lane to enhance bicyclists’ safety.
In March 2023, the Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211), was approved for State Cycle 11 HSIP funding in the amount of $1,757,800 for design and construction. This project is 90 percent State funded and requires a 10 percent local match in the amount of $175,780.
Since this project is funded with SHA funds, Disadvantaged Business Enterprise program rules do not apply.
Present Situation
On April 15, 2024, the City advertised an RFP for design services for the Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211). On May 14, 2024, three proposals were received from the following firms:
• W-Trans (Oakland, CA)
• Kimley-Horn (Oakland, CA)
• TJKM (Pleasanton, CA)
The Selection Committee evaluated and ranked all proposals based on each firm’s understanding of work, experience with similar kinds of work, qualifications of proposed team, capability of developing innovative or advanced techniques, familiarity with State procedures, and demonstrated technical ability.
Kimley-Horn received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project. However, negotiations with Kimley-Horn were not successful with respect to scope and fee. Staff proceeded to negotiate with the next most qualified consultant, W-Trans of Oakland, CA. Staff negotiated a fee in the amount of $198,637.48 with W-Trans for design services.
Because the negotiated fee exceeded the available HSIP funding programmed for design, staff requested additional HSIP funding from Caltrans. Caltrans awarded an additional $153,000 in HSIP funding that required a local match of $17,000. With the additional HSIP funding and match requirement, the total design, construction, administration, and contingency funding is $1,927,800 with a 10 percent local match of $192,780.
It is recommended that Council adopt a resolution appropriating funds and authorizing the City Manager to execute a Professional Services Contract in the amount of $198,637.48 to W-Trans for design services for the Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211). It is anticipated that the design will be completed by December 2025.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have sufficient staff and expertise to design this project.
2. Use of the RFP process is appropriate for this Professional Services Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
3. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
With the appropriation of HSIP funding, there is sufficient budget in the HSIP 11 - Hammer Lane Traffic Safety Improvements, Project No. WT23040/State Project No. HSIPSL-5008(211), to award a Professional Services Contract in the amount of $198,637.48 to W-Trans for the project.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map