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APPROVE A PROFESSIONAL SERVICES CONTRACT WITH KJELDSEN, SINNOCK & NEUDECK, INC. FOR THE SAN JOAQUIN TRAIL (PROJECT NO. PW1442/ FEDERAL PROJECT NO. ATPL-5008(139))
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Kjeldsen, Sinnock & Neudeck, Inc. (KSN), in the amount of $88,046.20, for the San Joaquin Trail (Project No. PW1442/Federal Project No. ATPL-5008(139)).
It is further recommended that the motion authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Active Transportation Program (ATP) is a California State grant program created in 2013 by Senate Bill 99 and Assembly Bill 101. For the first cycle of the ATP, there were two separate calls for projects: one at the statewide level, and one at the regional level. There is no matching fund requirement to receive ATP funds.
Staff in the Public Works Department submitted 19 grant applications in response to the Cycle 1 competitive statewide ATP and regional ATP call for projects. The City was awarded approximately $4.6 million for four statewide and three regional ATP applications. On January 13, 2015, Council accepted the award and appropriated funding for the approved projects by Resolution No. 2015-01-13-1201.
The San Joaquin Trail project is one of four statewide ATP projects selected. The San Joaquin Trail project is located between French Camp Slough to the north, and French Camp Road to the south in the Weston Ranch subdivision area in Stockton. This project will rehabilitate and widen 2.6 miles of existing trail. The improvements will also install signage and striping, bicycle racks, drinking fountains, trash receptacles, benches, minor landscaping, and upgrade existing ramps to Americans with Disabilities Act (ADA) standards.
In February 2015, the City received authorization from Caltrans to proceed with the design phase of this project. Design work is done by contract, and federal guidelines for professional services contracts require grantees to utilize a qualification-based process to determine the best qualified firm. Subject to negotiation of a suitable price, the contract must be awarded to that firm.
On July 30, 2015, the City advertised a Request for Proposals (RFP) for the San Joaquin Trail project. Five firms submitted proposals for this project. The Selection Committee evaluated the proposals and found KSN, of Stockton, California, to be the most qualified and highest ranked firm. It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract, in the amount of $88,046.20, with KSN. It is anticipated that the project’s design will be completed in the spring of 2016. The project will then be put out to bid for construction, with overall project completion anticipated by the end of 2017.
DISCUSSION
Background
On September 26, 2013, Governor Brown signed legislation creating the ATP in the Department of Transportation.
The ATP consolidated existing federal and State transportation programs, including the Transportation Alternatives Program, Bicycle Transportation Account, and State Safe Routes to School, into a single program with a focus to make California a national leader in active transportation. The ATP is administered by Caltrans on behalf of the California Transportation Commission.
The purpose of ATP is to encourage increased use of active modes of transportation by achieving the following goals:
• Increase the proportion of trips accomplished by bicycling and walking
• Increase safety and mobility for non-motorized users
• Advance the active transportation efforts of regional agencies to achieve greenhouse gas reduction goals
• Enhance public health
• Ensure that disadvantaged communities fully share in the benefits of the program
• Provide a broad spectrum of projects to benefit many types of active transportation users
On May 6, 2014, by Motion No. 2014-05-06-1208, Council authorized the submission of 19 grant applications for funding under ATP Cycle 1 statewide and regional call for projects. Of the 19 applications, four were selected for funding through the ATP statewide, and three were selected for funding through the ATP regional, totaling approximately $4.6 million. On January 13, 2014, Council accepted the award and appropriated funds to multiple projects by Resolution No. 2015-01-13-1201. The San Joaquin Trail project was one of the four approved projects awarded statewide funding.
The San Joaquin Trail project was awarded $1,394,000 for consultant and construction services, contingencies, change orders, and staff costs. The San Joaquin Trail project is located between French Camp Slough to the north, and French Camp Road to the south in the Weston Ranch subdivision area in Stockton. This project will reconstruct, resurface, repair, and widen 2.6 miles of existing trail, add signage and striping for bicyclists and pedestrians, and incorporate erosion control measures. The improvements will also install bicycle racks, water drinking fountains, trash receptacles, benches, minor landscaping, and upgrade existing ramps to ADA standards (Attachment A).
Present Situation
In February 2015, the City received authorization from Caltrans to proceed with the design phase of this project. Design work is done by contract, and federal guidelines for professional services contracts require grantees to utilize a qualification based process to determine the best qualified firm. Subject to negotiation of a suitable price, the contract must be awarded to that firm.
On July 30, 2015, the RFP for professional services for the San Joaquin Trail project was advertised on the City’s Bid Flash webpage. All relevant consulting firms on the City’s list of known vendors for this type of work were also notified.
In August 2015, proposals were received from the following five engineering firms:
• AluCeron Consulting Group (Alameda)
• BKF Engineers (Pleasanton)
• Bennett Engineering Services, Inc. (Roseville)
• Kjeldsen, Sinnock & Neudeck, Inc. (Stockton)
• Siegfried, Inc. (Stockton)
A Selection Committee comprised of representatives from Public Works evaluated and ranked all proposals based on weighted criteria with the cumulative maximum score of 100 points. The Selection Committee ranked KSN as the most qualified consultant. The criteria, points, and factors leading to the selection of KSN are as follows:
• Understanding of work (25 maximum points); KSN alone received the high score of 24.5 points in this category. KSN demonstrated a better understanding of the project with recommended pavement sections for reconstruction areas, safety features to incorporate at seven roadway/bicycle path intersections, and identified locations for bicycle racks, drinking fountains, and other path amenities.
• Experience with similar kinds of work (20 maximum points); KSN received the high score of 20 points, along with other firms.
• Qualifications of staff (15 points); KSN received the high score of 14 points, along with other firms.
• Capability of developing technical and innovative techniques (10 points); KSN received the high score of 8.5 points, along with other firms.
• Familiarity with State/federal procedures (10 points); KSN received the high score of 10 points, along with other firms.
• Cost (10 points); KSN received 8.2 points as a result of submitting the second lowest cost proposal (federal purchase procedures allow cost to be factored in the selection of consultants for contracts below $150,000, to a maximum of no more than 10 percent).
• Technical Ability (10 points); KSN alone received the high score of 9 points, due to the technical suggestions provided in the “Understanding of Work” criteria above.
KSN was the clear highest ranked firm with a total average score of 94.2. In accordance with federal guidelines, staff reviewed the cost proposal of the highest ranked firm, KSN, and negotiated a suitable fee. Negotiation with and/or further consideration of the second ranked firm was therefore neither necessary nor permissible.
Staff recommends Council approve a motion authorizing the City Manager to execute a Professional Services Contract with KSN, in the amount of $88,046.20, for the San Joaquin Trail (Attachment B). Staff considers the fee reasonable for a project of this size and complexity. It is anticipated that the design will be completed by spring of 2016. The project will then be put out to bid for construction, with overall project completion anticipated by the end of 2017.
Financial Summary
This project is fully funded with State ATP funds that have been accepted and appropriated. There is no local match requirement.
The Grantor has authorized a total of $239,000 for the design phase of this project. There is sufficient funds to award a professional services contract in the amount of $88,046.20, to KSN for design work on the San Joaquin Trail Improvement project (PW1442; 308-3020-640). Remaining account funds will be used for contingencies, change orders, and staff costs. Any balance remaining at the completion of the design phase will be transferred to the construction phase of this project.
The City Manager is authorized to execute a professional services contract with KSN, and to undertake any other financial actions that are necessary and appropriate to carry out the purpose and intent of this motion.
There is no impact to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with Kjeldsen, Sinnock & Neudeck, Inc.