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APPROVE RESOLUTION TO AWARD CONTRACT FOR DESIGN OF THE LEFT-TURN LANE ADDITIONS AT VARIOUS LOCATIONS
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Award a Professional Services Contract to Bennett Engineering Services of Roseville, CA, in the amount of $186,769.30, for design services for the Left-Turn Lane Additions at Various Locations project.
2. Appropriate funds in the amount of $20,711.51 from the Proportionate Share account to the Left-Turn Lane Additions at Various Locations project.
3. 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 resolution.
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Summary
Adoption of the proposed resolution will enable completion of the Left-Turn Lane Additions at Various Locations (West Lane/Bianchi Road, March Lane/Feather River Drive, and Airport Way/Sperry Road (Arch-Airport Road), Project No. PW1720/Federal Project No. CML-5008(169)) project. This project will improve traffic flow, relieve congestion, and benefit air quality at the intersections of West Lane/Bianchi Road, March Lane/Feather River Drive, and Airport Way/Sperry Road (Arch-Airport Road) (Attachment A - Vicinity Map). The project is funded by a Congestion Mitigation Air Quality (CMAQ) program grant and was included in the Fiscal Year (FY) 2017-22 Capital Improvement Plan (CIP). Proportionate Share (P-Share) fees in the amount of $20,711.51 have been collected from a development project to construct a portion of the improvements. Staff recommends these funds be transferred into the project.
On March 1, 2018, the City advertised a Request for Proposals (RFP) for the design of the Left-Turn Lane Additions at Various Locations project. On April 2, 2018, three firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Bennett Engineering Services of Roseville, CA, to be the most qualified and highest ranked firm.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a Professional Services Contract in the amount of $186,769.30 with Bennett Engineering Services. It is anticipated that the design will be completed by June 2019.
This project is federally funded and is subject to Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The Left-Turn Lane Additions at Various Locations project will improve traffic flow, relieve congestion, and benefit air quality at the intersections of West Lane/Bianchi Road, March Lane/Feather River Drive, and Airport Way/Sperry Road (Arch-Airport Road) (Attachment A - Vicinity Map). The project will modify traffic signal poles, cabinets, and accessible pedestrian signals, and bring existing wheelchair ramps to today’s standards or build new ones.
On November 3, 2016, San Joaquin Council of Governments (SJCOG) solicited a call for projects for the CMAQ program. Approximately $29.4 million was available for eligible projects in San Joaquin County to be programmed in FY 2018-19, 2019-20, and 2020-21. CMAQ funds are available for transportation projects and programs that contribute to the attainment or maintenance of National Ambient Air Quality Standards. The minimum local match for the CMAQ program is 11.47 percent. On January 31, 2018, the City Manager approved submission of various CMAQ grant applications, including the Left-Turn Lane Additions at Various Locations project in the amount of $2,125,000. On March 23, 2017, the CMAQ funding application was approved, and the project received $1,881,262 in CMAQ federal funds. The required local match of $243,738 is funded from Measure K. The project was included in the FY 2017-22 CIP.
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.
By definition, a DBE is a socially and economically disadvantaged small business owned by a woman or by a specified 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 nine 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).
Present Situation
On March 1, 2018, the City advertised an RFP for the design services of the Left-Turn Lane Additions at Various Locations project. On April 2, 2018, three proposals were received from the following firms:
• Kimley-Horn and Associates, Inc. (Oakland, CA)
• Bennett Engineering Services (Roseville, CA)
• CSG Consultants (Pleasanton, CA)
A Selection Committee 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.
Bennett Engineering Services 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 $186,769.30 with Bennett Engineering Services for design services. This fee is approximately 10.3 percent of the total estimated project cost, which is typical for projects of this type and scope. Bennett Engineering Services proposed 21 percent DBE participation, which exceeds the DBE goal of nine percent. It is anticipated that the design will be completed by June 2019.
Staff recommends Council adopt a resolution to award a Professional Services Contract in the amount of $186,769.30 to Bennett Engineering Services for design services of the Left-Turn Lane Additions at Various Locations project (Attachment B).
P-Share fees are assessed to development projects to cover the development’s incremental or proportionate share of the overall demand for a capital improvement. P-Share fees have been collected to assist with construction of the left-turn lane additions included in this project, therefore it is recommended that these fees be appropriated to the project.
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.
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 these 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 resolution will approve a Professional Services Contract with Bennett Engineering Services in the amount of $186,769.30 for the Left-Turn Lane Additions at Various Locations (West Lane/Bianchi Road, March Lane/Feather River Drive, and Airport Way/Sperry Road (Arch-Airport Road), Project No. PW1720/Federal Project No. CML-5008(169)).
FINANCIAL SUMMARY
The project account for Left-Turn Lane Additions at Various Locations (West Lane/Bianchi Road, March Lane/Feather River Drive, and Airport Way/Sperry Road (Arch-Airport Road), Project No. PW1720/Federal Project No. CML-5008(169)) has a total project design budget of $318,750. P-Share fees in the amount of $20,711.51 have been collected from a development project to construct a portion of the improvements. These funds are recommended to be transferred into the project. These funds are restricted to the improvements of the Left-Turn Lane Additions at Various Locations (West Lane/Bianchi Road, March Lane/Feather River Drive, and Airport Way/Sperry Road (Arch-Airport Road), Project No. PW1720/Federal Project No. CML-5008(169)).
With the appropriation of the P-Share funds in the amount of $20,711.51 (from 686-0000-237 to PW1720; 301-3020-640), the total design project budget will be $339,461.51. This is sufficient to award a Professional Services Contract with Bennett Engineering Services in the amount of $186,769.30. The remaining design funds will be used for contract addendums and staff costs. Any grant funds that are unspent at the completion of the design phase will be reported to Caltrans for allocation to the construction phase of the project. Unspent local funds will also be allocated to 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 actions.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with Bennett Engineering Services