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APPROVE MOTION TO AWARD CONTRACT FOR DESIGN OF THE INSTALL LEFT-TURN LANE ON THORNTON ROAD AT HAMMER LANE AND ON LOWER SACRAMENTO ROAD AT THORNTON ROAD/PACIFIC AVENUE PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to:
1. Award a Professional Services Contract to Siegfried Engineering, Inc. of Stockton, CA, in the amount of $87,949, for design services for the Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue, Project No. PW1518/Federal Project No. CML-5008(156).
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
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 motion.
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Summary
The Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue project is primarily funded by a Congestion Mitigation Air Quality (CMAQ) program grant. The CMAQ program is a competitive federal grant that funds projects showing a significant benefit to traffic congestion and air quality.
The project proposes to add a second southbound left-turn lane on Thornton Road at Hammer Lane, and a second westbound left-turn on Lower Sacramento Road at the Thornton Road/Pacific Avenue junction (Attachment A - Vicinity Map). The project will also upgrade Americans with Disabilities Act (ADA) curb ramps, construct median improvements, and upgrade the existing traffic signals. The project was included in the FY 2015-20 Capital Improvement Plan (CIP).
On November 30, 2016, the City advertised a Request for Proposals (RFP) for the design of the Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue project. One proposal was received from Siegfried Engineering, Inc. City staff surveyed the non-responsive firms, and each firm stated they decided not to submit a proposal due to workload at the time the proposals were due. The City re-advertised the project in an effort to obtain additional proposals per federal guidelines.
On March 16, 2017, two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Siegfried Engineering, Inc. of Stockton, CA, 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 $87,949 with Siegfried Engineering, Inc. It is anticipated that the design will be completed by January 2018. The project will then be advertised for construction bids, with overall project completion anticipated by the end of 2018.
This project is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The CMAQ program was established by the 1991 federal Intermodal Surface Transportation Efficiency Act and re-authorized by the Transportation Equity Act for the 21st Century. CMAQ funds are available for transportation projects and programs that contribute to the attainment or maintenance of National Ambient Air Quality Standards (NAAQS). Eligible uses of CMAQ program funds include establishing new or expanded transportation projects or programs that reduce emissions, which includes capital investment in transportation infrastructure, congestion relief efforts, diesel engine retrofits, or other capital projects. The minimum local match for the CMAQ program is 11.47 percent.
On January 13, 2015, by Resolution No. 2015-01-13-1201, Council approved the submittal of 11 applications to the San Joaquin Council of Governments for funding consideration through the competitive CMAQ grant program. Six of the applications received grant awards totaling $5,594,204. The Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue was one of the six applications that received grant funds.
The project proposes to add a second southbound left-turn lane on Thornton Road at Hammer Lane, and a second westbound left-turn on Lower Sacramento Road at the Thornton Road/Pacific Avenue junction (Attachment A - Vicinity Map). The project will also upgrade ADA curb ramps, construct median improvements, and upgrade the existing traffic signals. The project was included in the FY 2015-20 CIP.
On November 30, 2016, the City advertised a RFP for the design of the Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue. One proposal was received from Siegfried Engineering, Inc. City staff surveyed the non-responsive firms, and each firm stated they decided not to submit a proposal due to workload at the time the proposals were due. The City re-advertised the project in an effort to obtain additional proposals per federal guidelines.
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the consultant 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 make adequate good faith efforts are grounds for rejecting a consultant’s proposal.
A DBE is a socially and economically disadvantaged small business owned by a woman or by a specified ethnic group that has been property certified by Caltrans. These groups include:
• African American
• Asian Pacific American
• Native American
• Women
• Hispanic American
• Subcontinent Asian American
A DBE goal of eight 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 CMAQ 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).
On July 26, 2016, Council adopted a Community Workforce and Training Agreement (CWTA). The CWTA became effective August 25, 2016, and applies to all Public Works projects over $1 million that are bid after that date. The CWTA was not applied to this project as federal regulations prohibit the use of such agreements.
Present Situation
On February 16, 2017, the City re-advertised a RFP for the design services of the Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue project. On March 16, 2017, two proposals were received from the following firms:
• Siegfried Engineering, Inc. (Stockton)
• Kimley-Horn and Associates, Inc. (Oakland)
A Selection Committee comprised of Public Works’ staff evaluated and ranked all proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications and technical ability, project approach, and familiarity with federal transportation funding procedures.
Siegfried Engineering, 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 of $87,949 with Siegfried Engineering, Inc. for design services. This fee is approximately 13 percent of the estimated construction cost, which is reasonable for a project of this size and complexity. Siegfried Engineering, Inc. meets the DBE goal requirement with their proposal. It is anticipated that the design will be completed by January 2018. The project will then advertise for construction bids, with overall project completion anticipated by the end of 2018.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $87,949 to Siegfried Engineering, Inc. for design services of the Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue project (Attachment B).
Findings
Pursuant to 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 enough staffing available to design this project for bidding and commencement of construction in 2018.
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 this 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.
The recommended motion will approve a Professional Services Contract with Siegfried Engineering, Inc. in the amount of $87,949 for the Install Left-Turn Lane on Thornton Road at Hammer Lane and on Lower Sacramento Road at Thornton Road/Pacific Avenue, Project No. PW1518/Federal Project No. CML-5008(156).
FINANCIAL SUMMARY
There are sufficient funds available in the Thornton, Hammer and Lower Sacramento Road Left-Turn Lane project (PW1518) to award the Professional Services Contract in the amount of $87,949. 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 Siegfried Engineering, Inc.