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APPROVE A PROFESSIONAL SERVICES CONTRACT WITH ECHELON TRANSPORTATION GROUP, INC. FOR THE CALAVERAS RIVER BICYCLE AND PEDESTRIAN PATH (PROJECT NO. PW1437/FEDERAL PROJECT NO. ATPL-5008(143))
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Echelon Transportation Group, Inc. (Echelon), in the amount of $87,852, for the Calaveras River Bicycle and Pedestrian Path (Project No. PW1437/Federal Project No. ATPL-5008(143)).
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 from Public Works 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 Calaveras River Bicycle and Pedestrian Path project is one of three regional ATP projects selected. This project will rehabilitate approximately 6.7 miles of an existing Class 1 bikeway and pedestrian path along the Calaveras River from Brookside Road to Cherokee Road. This project will repair pavement and shoulder areas along the path, install bollards, replace existing signage, restripe the existing bicycle and pedestrian path to current standards, and upgrade existing curb 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 design of the Calaveras River Bicycle and Pedestrian Path project. Five firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Echelon, of Sacramento, 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 $87,852, with Echelon. It is anticipated that the project 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 through the ATP regional, totaling $4.6 million. On January 13, 2015, Council accepted the award and appropriated funds to multiple projects by Resolution No. 2015-01-13-1201. The Calaveras River Bicycle and Pedestrian Path project was one of the three approved projects awarded regional funding.
The Calaveras River Bicycle and Pedestrian Path project was awarded $720,000 for consultant and construction services, contingencies, change orders, and staff costs. This project will improve approximately 6.7 miles of an existing Class 1 bikeway and pedestrian trail along the Calaveras River from Brookside Road to Cherokee Road (Attachment A). The asphalt surface of this highly used facility has areas of erosion and wear, which is undercutting the asphalt and reducing the width of the path in some areas. The project will repair the failed pavement and upgrade the surface as needed. Shoulder areas along the path will be repaired to prevent further erosion. This project will also install bollards, replace existing signage, and restripe the existing bicycle and pedestrian path to current standards. Existing curb ramps within the project limits will be upgraded to ADA standards.
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 City advertised a RFP for the design of the Calaveras River Bicycle and Pedestrian Path. In August 2015, proposals were received from the following five engineering firms:
• AluCeron Consulting Group (Alameda)
• BKF Engineers (Pleasanton)
• Bennett Engineering Services, Inc. (Roseville)
• Echelon Transportation Group, Inc. (Sacramento)
• Kjeldsen, Sinnock & Neudeck, 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 Echelon as the most qualified consultant. The criteria and available points considered by the Selection Committee were as follows:
• Understanding of work, maximum of 25 points
• Experience with similar kinds of work, maximum of 20 points.
• Qualifications of staff, maximum of 15 points
• Capability of developing technical and innovative techniques, maximum of 10 points
• Familiarity with State/federal procedures, maximum of 10 points
• Cost, maximum of 10 points (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, maximum of 10 points
Echelon was the clear highest ranked firm with a total average score of 94.9. In accordance with federal guidelines, staff reviewed the cost proposal of the highest ranked firm, Echelon, 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 Echelon, in the amount of $87,852, for the Calaveras River Bicycle and Pedestrian Path (Attachment B). Staff considers the fee to be 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. There is sufficient funding of $120,000 allocated for the design phase of the Calaveras River Bicycle and Pedestrian Path (PW1437, 308-3020-640) to award a Professional Services Contract, in the amount of $87,852, to Echelon.
The City Manager is authorized to execute a Professional Services Contract with Echelon, and to undertake any other financial actions that are necessary and appropriate to carry out the purpose and intent of the motion.
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. 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 Echelon Transportation Group, Inc.