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ADOPT RESOLUTION TO APPROPRIATE AND TRANSFER FUNDS AND AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE WILSON WAY SAFETY LIGHTING 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 $215,820 to the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204).
2. Transfer funds in the amount of $10,000 from the Traffic Signal Control System, Project No. WT15022, to the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204).
3. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
4. Award a Professional Services Contract to Kimley-Horn and Associates, Inc. of Oakland, CA, in the amount of $195,769.70 for design services for the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204).
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 Wilson Way Safety Lighting project was awarded Cycle 11 HSIP funding. The project was identified in the 2021-26 Five-Year Capital Improvement Plan (CIP).
The project improvements along Wilson Way between Anderson Street and Hazelton Avenue includes new safety lighting along the median and restoring safety lighting for the underpass. These identified safety improvement measures will increase visibility and pedestrian safety along this corridor (Attachment A - Vicinity Map).
On March 13, 2024, the City advertised a Request for Proposals (RFP) for design services for the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204). On April 15, 2024, one proposal was received for this project. The Selection Committee evaluated the proposal and found Kimley-Horn and Associates, Inc. (Kimley-Horn) of Oakland, CA, to be qualified to provide design services for the project.
It is recommended that Council adopt a resolution appropriating and transferring funds and authorizing the City Manager to execute a Professional Services Contract in the amount of $195,769.70 with Kimley-Horn for design services. It is anticipated that the design will be completed by September 2026.
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 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 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 Wilson Way Safety Lighting project. The project improvements along Wilson Way between Anderson Street and Hazelton Avenue includes new safety lighting along the median and restoring safety lighting for the underpass. These identified safety improvement measures will increase visibility and pedestrian safety along this corridor.
In March 2023, the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204), was approved for State Cycle 11 HSIP funding in the amount of $1,221,300 for design and construction. This project is 90 percent State funded and requires a 10 percent local match of the total project cost in the amount of $135,700. The project was identified in the 2021-26 Five-Year CIP.
Since this project is funded with SHA funds, Disadvantaged Business Enterprise program rules do not apply.
Present Situation
On March 13, 2024, the City advertised an RFP for design services for the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204). On April 15, 2024, one proposal was received from Kimley-Horn of Oakland, CA. City staff notified Caltrans that one proposal was received. Caltrans confirmed and approved the City to move forward in awarding a contract to Kimley-Horn.
The Selection Committee evaluated the proposal based on the following criteria: understanding of work, experience with similar kinds of work, team qualifications, project approach, cost, and local preference. Based on the noted criteria, Kimley-Horn was determined to be qualified for this project. Staff negotiated a fee in the amount of $195,769.70 with Kimley-Horn for design services. The negotiated fee is approximately 16 percent of the total project cost, which is reasonable for a project of this type. However, the negotiated fee exceeded the allocated funding for design of $139,800.
Because the negotiated fee exceeded the available HSIP funding programmed for design, staff requested additional HSIP funding from Caltrans. Caltrans awarded an additional $90,000 in HSIP funding to cover the design cost.
It is recommended that Council adopt a resolution appropriating and transferring funds and authorizing the City Manager to execute a Professional Services Contract in the amount of $195,769.70 to Kimley-Horn for design services for the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204). It is anticipated that the design will be completed by September 2026.
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 available 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 in the amount of $215,820 and the transfer of funds in the amount of $10,000 from the Traffic Signal Control System, Project No. WT15022, there will be sufficient budget in the Wilson Way Safety Lighting, Project No. WT23019/State HSIPSL-5008(204), to award a Professional Services Contract in the amount of $195,769.70 to Kimley-Horn for the project.
The remaining design funds will be used for project change orders and staff costs. Any unspent funds at the completion of the design phase will be reported to Caltrans for allocation to the construction phase of 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