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ADOPT RESOLUTION TO APPROPRIATE AND TRANSFER FUNDS, AND AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE SYSTEMIC PEDESTRIAN SAFETY ENHANCEMENTS 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 $461,340 to the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209).
2. Transfer funds in the amount of $51,260 from Grant Match, Project No. WT21016, to the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209).
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 W-Trans of Oakland, CA, in the amount of $308,586.24, for design services for the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209).
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 Systemic Pedestrian Safety Enhancements project was awarded Cycle 11 HSIP funding. The project will install roadway safety enhancements at the intersections of Lorraine Avenue and Hammer Lane, Wilson Way and Park Street, and Wilson Way and Waterloo Road. These enhancements include pedestrian crossing improvements with high visibility crosswalks, left-turn lanes, traffic signal modification, new median, and curb ramp upgrades with new pavement surfaces.
On June 26, 2024, the City advertised a Request for Proposals (RFP) for design services for the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209). On July 25, 2024, two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found W-Trans of Oakland, CA, to be the more qualified and higher-ranked firm. Staff negotiated a fee in the amount of $308,586.24 with W-Trans for design services.
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 $308,586.24 with W-Trans for design services. Design is anticipated to be completed by spring 2026.
This project is federally funded and is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
HSIP is a federal-aid program administered by Caltrans and 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. 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.
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 Systemic Pedestrian Safety Enhancements project. The project will install roadway safety enhancements at the intersections of Lorraine Avenue and Hammer Lane, Wilson Way and Park Street, and Wilson Way and Waterloo Road. These enhancements include pedestrian crossing improvements with high visibility crosswalks, left-turn lanes, traffic signal modifications, new median, and curb ramp upgrades with new pavement surfaces.
In November 2023, staff received Caltrans authorization to proceed with preliminary engineering of the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209) in the amount of $461,340. This project is federally funded and requires a local match in the amount of $51,260.
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the prime contractor 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 provide evidence of 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 14 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.
The federal HSIP funding restrictions prohibit the use of the Local Employment Ordinance (Stockton Municipal Code (SMC) section 3.68.095) and the Local Business Preference Ordinance (SMC section 3.68.090).
Present Situation
On June 26, 2024, the City advertised an RFP for design services for the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209). On July 25, 2024, two proposals were received from the following firms:
• W-Trans (Oakland, CA)
• Kimley-Horn (Oakland, 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 federal procedures, and demonstrated of technical ability.
W-Trans received the higher ranking, based on the noted criteria, and was determined to be the more qualified firm for this project. Staff negotiated a fee in the amount of $308,586.24 with W-Trans for design services.
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 $308,586.24 to W-Trans for design services for the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209). It is anticipated that the design will be completed by spring 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 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 and transfer of funds in the amount of $512,600 to the Systemic Pedestrian Safety Enhancements, Project No. WT23041/Federal Project No. HSIPL-5008(209), there will be sufficient budget to award a Professional Services Contract in the amount of $308,586.24 to W-Trans for the project.
There is no impact to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map