title
APPROVE MOTION TO AWARD CONTRACT FOR DESIGN OF THE INSTALL GUARDRAILS (16 LOCATIONS) 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 Bennett Engineering Services, Inc., of Roseville, CA, in the amount of $125,005.26, for design services for the Install Guardrails (16 Locations), Project No. PW1714/Federal Project No. HSIPL-5008(168).
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.
body
Summary
The City submitted eight grant applications for Cycle 8 of the Highway Safety Improvement Program (HSIP) grant program in August 2016. One of the applications was for the Install Guardrails (16 Locations) project. The project was approved for HSIP funding and included in the Fiscal Year (FY) 2017-22 Capital Improvement Plan (CIP).
On September 18, 2017, the City advertised a Request for Proposals (RFP) for the design of the Install Guardrails (16 Locations) project. On October 12, 2017, one firm submitted a proposal for this project. Staff negotiated a fee of $125,005.26 with Bennett Engineering Services, Inc., of Roseville, CA. The fee is approximately 13 percent of the estimated construction cost and reasonable for a project of this magnitude and complexity.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract in the amount of $125,005.26 with Bennett Engineering Services, Inc. It is anticipated that the design will be completed by February 2019.
This project is federally funded and is subject to Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The 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. California’s Local HSIP focuses on infrastructure projects with nationally recognized crash reduction factors. Local HSIP projects are prioritized based on crash experience, benefit from counter measures, or other data-supported means. The City submitted eight grant applications to Caltrans for Cycle 8 of the HSIP grant program in August 2016. One of the applications was for the Install Guardrails (16 Locations) project. The project locations are situated along major arterial roadways primarily at railway and river bridge crossings (Attachment A - Vicinity Map). The existing guardrails at these locations no longer meet current standards.
The Install Guardrails (16 Locations), Project No. PW1714/Federal Project No. HSIPL-5008(168) was approved for HSIP funding in the amount of $1,180,900. No local match is required as part of the grant. The federal funding was included in the FY 2017-22 CIP.
Present Situation
On September 18, 2017, the City advertised a RFP for the Install Guardrails (16 Locations) project. On October 12, 2017, one proposal was received from Bennett Engineering Services, Inc. Staff contacted other potential consultants, and determined the single response was due to competing priorities, insufficient staff availability, and the small size of the project.
A Selection Committee comprised of Public Works’ staff evaluated the proposal from Bennett Engineering Services, Inc. The review was based on the following criteria: understanding of work, experience with similar kinds of work, staff qualifications and technically ability, project approach, and familiarity with State and federal procedures. Staff negotiated a fee of $125,005.26 with Bennett Engineering Services, Inc., which is approximately 13 percent of the estimated construction cost and reasonable for a project of this magnitude and complexity.
In accordance with federal guidelines, Caltrans requires the local agency to prove that adequate solicitation attempts were made via a Public Interest Finding (PIF). Staff prepared and submitted the PIF, and Caltrans approved awarding the contract to Bennet Engineering Services, Inc. for this project.
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the consultants either meet a calculated project specific DBE participation goal or undertake and document a 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 the bidder as non-responsive.
A DBE is a socially and economically disadvantaged small business owned by a woman or by a specific 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 five 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. Bennet Engineering Services, Inc. has proposed a DBE participation of 8.8 percent, which exceeds the five percent DBE goal.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $125,005.26 to Bennett Engineering Services, Inc. for the design services for the Install Guardrails (16 Locations) project (Attachment B). It is anticipated that the design will be completed by February 2019.
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 to complete the design of this project within the required deadlines.
2. Use of the RFP process is appropriate for this Professional Services Contract, because it relies on 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 Bennett Engineering Services, Inc. in the amount of $125,005.26 for the Install Guardrails (16 Locations), Project No. PW1714/Federal Project No. HSIPL-5008(168).
FINANCIAL SUMMARY
The HSIP grant funding does not require a local match. Federal funds for the project were appropriated by Council as part of the approved FY 2017-22 CIP. The total appropriated funding for design is $210,500.
The current unencumbered balance of design funding for the HSIP 8 Install Guardrails (16 Locations) project is $203,099 (Project No. PW1714). This amount is sufficient to award a Professional Services Contract in the amount of $125,005.26 to Bennett Engineering Services, Inc. The remaining funding will be expended on contingencies, engineering, and staff costs or used to fund the construction phase.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with Bennett Engineering Services, Inc.