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ADOPT A RESOLUTION TO AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE FIBER SEGMENT CONSTRUCTION PHASE II PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Appropriate funds in the amount of $884,999.79 from the Congestion Mitigation and Air Quality Improvement Program to the Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216).
2. Appropriate funds in the amount of $114,661.21 from the Public Facilities Fees Air Quality to the Public Facilities Fees Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216).
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 $658,970.24 for professional engineering services for design of the Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216).
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 City currently leases fiber services for traffic signal communications, monitoring, remote camera feeds, and internet services at key City facilities. The City is actively working to reduce the dependency on leased fiber service by expanding on existing City-owned fiber infrastructure. In 2023, the City completed its Fiber Optic Master Plan (FOMP), envisioning a completely City-owned fiber optic network. The Fiber Segment Construction Phase II project will install fiber trunk line segments 2, 3, and 4, identified in the FOMP. The fiber segments are located in the downtown core and extend on March Lane via Pershing Avenue. In 2024, the City received federal funding for the project from the Congestion Mitigation and Air Quality (CMAQ) Improvement Program. The funding is administered by Caltrans who recently provided authorization to proceed with design.
On January 16, 2025, the City advertised a Request for Proposals (RFP) for professional engineering services for the Fiber Segment Construction Phase II project. On February 20, 2025, two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Kimley-Horn and Associates, Inc. of Oakland, CA, to be the most qualified and highest ranked firm.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a Professional Services Contract, in the amount of $658,970.24, with Kimley-Horn and Associates, Inc. It is also recommended that Council adopt a resolution authorizing the appropriation of funds in the amount of $884,999.79 from the CMAQ federal grant funding and $114,661.21 from the Public Facilities Fees Air Quality to the Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216). It is anticipated that design will be completed by winter 2026.
DISCUSSION
Background
The City currently leases fiber service from a utility company to provide interconnected communications of City traffic signals and various facilities. Many of the City’s traffic signals use leased fiber services to communicate with other signals, which also allows staff to monitor and control signals remotely. Interconnected communication of signals also allows programming of signal timing to maximize the efficient flow of traffic. In addition, leased fiber service supports remote camera feeds at signals and designated locations, as well as internet services at key City facilities. The City is actively working to reduce the dependency on leased fiber service by expanding on existing City-owned fiber infrastructure. In 2023, the City completed its FOMP, envisioning a completely City-owned fiber optic network. In accordance with the FOMP, construction recently began on the Phase I fiber trunkline project located along El Dorado Street with connections to essential downtown City buildings. The Phase I project was funded with American Rescue Plan Act funding and will be completed by summer 2025.
The Fiber Segment Construction Phase II project entails installation of fiber trunk line segments 2, 3, and 4, identified in the FOMP. This project includes the remainder of the downtown core and extends on March Lane via Pershing Avenue. In 2024, the City received federal funding from the CMAQ Improvement Program, in the amount of $5,543,921, for the Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216). An 11.4 percent local match in the amount of $603,613 is required. The funding is administered by Caltrans, who recently provided authorization to proceed with design in the total estimated amount of $999,661. Caltrans allocated $884,999.79 in federal funds. The City required local match is $114,661.21. The funding will cover design, administration, and contingency costs of the project.
Present Situation
On January 16, 2025, the City advertised an RFP for professional engineering services for the Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216). On February 20, 2025, two proposals were received from the following firms:
• Kimley-Horn and Associates, Inc. (Oakland, CA)
• Advanced Mobility Group (Walnut Creek, CA)
The Selection Committee evaluated and ranked the proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications and technical ability, project approach, local preference, and cost proposal.
Kimley-Horn and Associates, Inc. received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project. Staff negotiated a fee in the amount of $658,970.24 with Kimley-Horn and Associates, Inc., which is reasonable for a project of this nature. The scope of services generally includes, but is not limited to, investigating potential utility conflicts; designing fiber structure and placement; preparation of detailed plans, specifications, and cost estimates; assisting with environmental clearance; and engineering support during construction.
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 expertise or staff resources to produce the project plans, specifications, and estimate, as well as the environmental clearance documents.
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 funds, there will be sufficient funding in the Fiber Segment Construction Phase II, Project No. WT25039/Federal Project No. CMCRPL-5008(216), to award a Professional Services Contract to Kimley-Horn and Associates, Inc. in the amount of $658,970.24.
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