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APPROVE MOTION TO AUTHORIZE THE HIGH FRICTION SURFACE TREATMENT PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to:
1. Award a Professional Services Contract to CSG Consultants, Inc. of Pleasanton, CA, in the amount of $93,884, for design services for the High Friction Surface Treatment (Project No. PW1622/Federal Project No. HSIPL-5008(153)).
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
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 motion.
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Summary
The Highway Safety Improvement Program (HSIP) is a core federal-aid program that provides funding for projects to reduce the frequency and severity of collisions by improving roadway conditions. On July 7, 2015, by Motion No. 2015-07-07-1204, Council authorized the submittal of six applications for funding to Caltrans for the HSIP Cycle 7 grant program. One of the six applications was for a project to install a high friction surface treatment and electronic display variable speed warning signs at four roadway curve locations in the City that have a history of collisions (Attachment A - Vicinity Map). The high pavement friction is designed to help motorists maintain better control in both dry and wet driving conditions.
On March 29, 2016, by Motion No. 2016-03-29-1207, Council accepted grant awards from the HSIP Cycle 7 grant program, including the High Friction Surface Treatment project. The project was included in the FY 2016-21 Capital Improvement Plan (CIP). On October 11, 2016, the City advertised a Request for Proposals (RFP) for design of the High Friction Surface Treatment project. No proposals were received, and the City re-advertised an RFP on February 15, 2017. On March 15, 2017, the City received one proposal from CSG Consultants, Inc.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract in the amount of $93,884 with CSG Consultants, Inc. It is anticipated that the design will be completed by spring 2018.
This project is subject to federal Disadvantage Business Enterprise (DBE) requirements.
DISCUSSION
Background
The HSIP is a core federal-aid program that provides funding for projects to reduce the frequency and severity of collisions by improving roadway conditions. On July 7, 2015, by Motion No. 2015-07-07-1204, Council authorized the submittal of six applications for funding to Caltrans for the HSIP Cycle 7 grant program. The High Friction Surface Treatment project was one of the six applications submitted for consideration. Electronic display variable speed warning signs were also included as part of the project.
The High Friction Surface Treatment project involves the application of very high-quality aggregate to the pavement using a polymer binder to restore and/or maintain pavement friction at existing or potentially high crash areas. The high pavement friction is designed to help motorists maintain better control in both dry and wet driving conditions. The following street segments have roadway curves with a history of collisions and were selected to receive a high friction surface treatment with electronic display variable speed warning signs.
1. Feather River Drive (near street - Driftwood Place)
2. Brookside Road (near street - McGaw Street)
3. Bianchi Road (near street - Bidwell Place)
4. Manthey Road (near street - French Camp Road)
On March 29, 2016, Council accepted grant awards for the High Friction Surface Treatment project. The project was included in the FY 2016-21 CIP. On May 16, 2016, Caltrans issued approval to begin the preliminary engineering (PE) phase of the project (Project No. PW1622/Federal Project No. HSIPL-5008(153)). On October 11, 2016, the City advertised an RFP for Professional Design Services for the High Friction Surface Treatment project but did not receive any responses, primarily due to the specialized nature of the work. Staff revised the RFP, re-advertised on February 15, 2017, and contacted potential proponents to market the project and encourage responses to the RFP.
Present Situation
On March 15, 2017, the City received one proposal from CSG Consultants, Inc. of Pleasanton, CA. A Selection Committee comprised of Public Works’ staff reviewed the submitted proposal based on several weighted factors, such as understanding of work, experience with similar kinds of work, staff qualifications, project approach, familiarity with State and federal procedures, and cost proposal. The Selection Committee determined that the proposal demonstrated the necessary knowledge, experience, and staff to design the project.
On federal-aid projects when only one proposal is received, Caltrans requires the local agency to prove that adequate solicitation attempts were made via a Public Interest Finding (PIF). Staff submitted a PIF documenting the RFP process (Attachment B), and Caltrans approved issuing the design contract to CSG Consultant’s, Inc.
Staff negotiated a suitable scope and fee (construction estimated at $604,400) with CSG Consultants, Inc. that is appropriate for the size and specialized nature of the project. It is anticipated that the design will be completed by spring 2018.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $93,884 to CSG Consultants, Inc. for design services for the High Friction Surface Treatment project (Attachment C).
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the consultants either meet a calculated project specific DBE participation goal or undertake and document good faith efforts to do so. If the apparent low bidder does not meet the project goal, a Good Faith Efforts Evaluation must be made examining several specific factors. Failure to meet the goal or make adequate good faith efforts are grounds for rejecting the bidder as non-responsive.
A DBE is a socially and economically disadvantaged small business owned by a woman or by a specified ethnic group that has been properly certified by Caltrans. These groups include:
• African American
• Asian Pacific American
• Native American
• Women
• Hispanic American
• Subcontinent Asian American
A DBE goal of six percent was established for this project. The goal was calculated by examining the breakdown of the types of work to be performed, and the availability of certified DBE companies in our market area to perform the work. CSG Consultants, Inc. proposed a DBE participation of 8.5 percent, which exceeds the six percent DBA goal.
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 staffing available to design this project within the required deadlines.
2. The scope of the design services requires an engineering firm experienced in high friction surface treatment and pavement preservation/rehabilitation design.
3. 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 primary basis for selection of a vendor. Use of this criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
4. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
The HSIP requires a 10 percent match of non-federal dollars. The local match, as well as the federal funding, was included in the FY 2016-21 CIP. The recommended motion will approve a Professional Services Contract with CSG Consultants, Inc. in the amount of $93,884 for the High Friction Surface Treatment (Project No. PW1622/Federal Project No. HSIPL-5008(153)).
FINANCIAL SUMMARY
The current unencumbered balance in the design phase of the High Friction Surface Treatment (Project No. PW1622/Federal Project No. HSIPL-5008(153)) is $142,170. This is sufficient to award a Professional Services Contract in the amount of $93,884 to CSG Consultants, Inc. The remaining funding is allocated for potential contingencies, and any remaining funding at the completion of the design phase will be expended on the construction phase of the project.
Attachment A - Vicinity Map
Attachment B - Public Interest Finding
Attachment C - Professional Services Contract with CSG Consultants, Inc.