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APPROVE MOTION TO AWARD CONTRACT FOR THE TAM O’SHANTER DRIVE AND KNICKERBOCKER DRIVE ROUNDABOUT PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to Siegfried Engineering, Inc., of Stockton, CA, in the amount of $104,000, for design services for the Tam O’Shanter Drive and Knickerbocker Drive Roundabout, Project No. PW1727/ Federal Project No. CML-5008(173).
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
This project will install a roundabout at the intersection of Tam O’Shanter Drive and Knickerbocker Drive, and install a bicycle lane on Tam O’Shanter Drive between Knickerbocker Drive and Hammer Lane (Attachment A - Vicinity Map). The project was included in the Fiscal Year (FY) 2017-22 Capital Improvement Plan (CIP).
The Tam O’Shanter Drive and Knickerbocker Drive Roundabout project is 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.
On April 12, 2018, the City advertised a Request for Proposals (RFP) for the design of the Tam O’Shanter Drive and Knickerbocker Drive Roundabout project. As of May 22, 2018, only one firm, Siegfried Engineering, Inc., had submitted a proposal for this project. The City extended the submission date of the RFP to June 6, 2018; however, no additional proposals were received. Staff evaluated the proposal and found Siegfried Engineering, Inc., of Stockton, CA, to be qualified to provide design services for the project.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract in the amount of $104,000 with Siegfried Engineering, Inc. It is anticipated that the design will be completed by December 2019. The project will then be advertised for construction bids, with overall project completion anticipated by June 2021.
This project is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
In 2016, the City applied for CMAQ improvement program funds and secured funding to convert a four-way stop controlled intersection at Tam O’Shanter Drive and Knickerbocker Drive to a roundabout. CMAQ funds are available for transportation projects and programs that contribute to the attainment or maintenance of National Ambient Air Quality Standards.
In addition to the installation of a roundabout, the project also includes upgrading corner improvements to comply with the Americans with Disabilities Act standards for wheelchair accessibility, installing signs, flashing warning devices, and striping. The existing Pan-Tilt-Zoom Camera will be remounted at the new pole at the intersection to bring the images to the City’s Traffic Management Center. The project will also install new street lighting, upgrade/adjust drainage and existing amenities, and install a bicycle lane on Tam O’Shanter Drive between Knickerbocker Drive and Hammer Lane.
The minimum local match for the CMAQ program is 11.47 percent. The CMAQ funding application in the total amount of $855,008 was approved, and the project recently received authorization to proceed with the design phase. 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 consultants 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 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 on the types of work to be performed, and the availability of certified DBE companies in our market area to perform the work.
The federal 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 April 12, 2018, the City advertised a RFP for the design services of the Tam O’Shanter Drive and Knickerbocker Drive Roundabout project. As of May 22, 2018, one proposal was received from Siegfried Engineering, Inc. The City extended the submission date of the RFP to June 6, 2018; however, no additional proposals were received. Staff surveyed some of the non-responsive firms, and each firm stated they decided not to submit a proposal due to their current workload.
A Selection Committee comprised of Public Works’ staff evaluated the proposal from Siegfried Engineering, Inc. based on the firm’s understanding of work, experience with similar type of work, staff qualifications and technical ability, project approach, and familiarity with State and federal procedures.
In accordance with federal guidelines, Caltrans requires the local agency to prove that adequate solicitation attempts were made when only one proposal is received. This approval is done with a Public Interest Finding (PIF). Staff prepared and submitted the PIF, and Caltrans approved awarding the contract to Siegfried Engineering, Inc. for this project.
Siegfried Engineering, Inc. is qualified to perform the work for this project. Staff negotiated a fee of $104,000 with Siegfried Engineering, Inc. for design services. This fee is approximately 15 percent of the total estimated project cost, which is typical for projects of this type and scope. Siegfried Engineering, Inc. has proposed 17.68 percent DBE participation, which exceeds the DBE goal of nine percent. It is anticipated that the design will be completed by December 2019. The project will then be advertised for construction bids, with overall project completion anticipated by June 2021.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $104,000 to Siegfried Engineering, Inc. for design services of the Tam O’Shanter Drive and Knickerbocker Drive Roundabout (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 sufficient staff to design this project for bidding and commencement of construction.
2. The scope of design services requires an engineering firm experienced in the design of roundabouts.
3. 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.
4. 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 $104,000 for the Tam O’Shanter Drive and Knickerbocker Drive Roundabout, Project No. PW1727/Federal Project No. CML-5008(173).
FINANCIAL SUMMARY
The CMAQ requires an 11.47 percent match of non-federal dollars. The local match, as well as the federal funding, was included in the FY 2017-22 CIP.
The Tam O’Shanter Drive and Knickerbocker Drive Roundabout, Project No. PW1727/Federal Project No. CML-5008(173) currently has an unencumbered balance in the design phase of $263,000 (082-3020-640, and 308-3020-640). This is sufficient to award the Professional Services Contract in the amount of $104,000. The remaining funding is allocated for potential contingencies, staff costs, and the construction bidding and other phases of the project.
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 Siegfried Engineering, Inc.