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APPROVE MOTION TO AUTHORIZE THE CONVERT TRAFFIC SIGNALS TO OVERHEAD DISPLAYS PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to Kimley-Horn Associates, Inc., of Oakland, CA, in the amount of $123,256.40, for design services for the Convert Signals from Pedestal-Mounted to Mast Arms (Project No. PW1713/Federal Project No. HSIPL-5008(166)).
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 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 a project to convert the roadside/pedestal-mounted signal displays to overhead mounting at the intersections of Dr. Martin Luther King, Jr. Boulevard, with San Joaquin Street, California Street, and Grant Street. The project was approved for HSIP funding and included in the Fiscal Year (FY) 2017-22 Capital Improvement Plan (CIP).
On October 12, 2017, the City advertised a Request for Proposals (RFP) for the design of the Convert Signals from Pedestal-Mounted to Mast Arms project. On November 14, 2017, three firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Stantec Consulting Services, Inc. (Stantec), of Walnut Creek, CA, to be the most qualified and highest ranked firm. Stantec subsequently advised that they had lost key personnel and could not perform the project as proposed. Consistent with federal guidance, negotiations with the second-ranked responsive consultant, Kimley-Horn and Associates, Inc. were initiated.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract in the amount of $123,256.40 with Kimley-Horn and Associates, Inc. The design fee is approximately 12.9 percent of construction cost estimate and is reasonable for a project of this magnitude and complexity. It is anticipated that the design will be completed by January 2019.
This project is federally funded and is subject to Disadvantaged Business Enterprise (DBE) requirements. There is no required local match.
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 roadside/pedestal-mounted signal displays to overhead mounting at the intersections of Dr. Martin Luther King, Jr. Boulevard, with San Joaquin Street, California Street, and Grant Street.
This project will enhance safety and improve three existing traffic signals along Dr. Martin Luther King, Jr. Boulevard to current standards, upgrade existing wheelchair ramps, and install countdown pedestrian devices and audible signals (Attachment A - Vicinity Map). The improvements will help reduce collisions and improve the pedestrian crossings at each intersection.
The Convert Signals from Pedestal-Mounted to Mast Arms (Project No. PW1713/Federal Project No. HSIPL-5008(166)) was approved for HSIP funding in the amount of $1,163,500. No local match is required as part of the grant. The federal funding was included in the FY 2017-22 CIP.
Present Situation
On October 12, 2017, the City advertised a RFP for the Convert Signals from Pedestal-Mounted to Mast Arms project. On November 14, 2017, three proposals were received from the following engineering firms:
• Stantec Consulting Services, Inc. (Walnut Creek, CA)
• TJKM Transportation Consultants (Pleasanton, CA)
• Kimley-Horn and Associates, Inc. (Oakland, CA)
A Selection Committee comprised of Public Works’ staff evaluated and ranked all proposals based on the following criteria: understanding of work, experience with similar kinds of work, staff qualifications and technical ability, project approach, familiarity with State and federal procedures, and cost. The Selection Committee ranked Stantec Consulting Services, Inc. as the highest ranked and best qualified firm. Following the ranking process, Stantec advised that they had lost key personnel and could not perform the project as proposed. Staff consulted Caltrans District Local Assistant Engineer (DLAE) staff regarding the approved federal process for this situation. The DLAE advised that, as a contract had not been executed, the City could proceed to negotiate with the second-ranked consultant.
Staff negotiated a fee in the amount of $123,256.40 with the second-ranked consultant, Kimley-Horn and Associates, Inc. The design fee is approximately 12.9 percent of construction cost estimate and is reasonable for a project of this magnitude and complexity.
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 effort 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 17 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. Kimley-Horn and Associates, Inc. has proposed a DBE participation of 17.87 percent, which exceeds the 17 percent DBE goal.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $123,256.40 to Kimley-Horn and Associates, Inc. for the design services for the Convert Signals from Pedestal-Mounted to Mast Arms project (Attachment B). It is anticipated that the design will be completed by January 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 Kimley-Horn and Associates, Inc. in the amount of $123,256.40 for the Convert Signals from Pedestal-Mounted to Mast Arms (Project No. PW1713/Federal Project No. HSIPL-5008(166)).
FINANCIAL SUMMARY
Federal funds for the project were appropriated by Council as part of the approved FY 2017-22 Capital Improvement Plan. There is an unobligated balance of $199,379 in the HSIP Cycle 8 Convert Signals from Pedestal-Mounted to Mast Arms project (PW1713, Capital Grant Fund account number 308-3020-640). This appropriation is sufficient to award a Professional Services Contract in the amount of $123,256.40 to Kimley-Horn and Associates, Inc.
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 Kimley-Horn and Associates, Inc.