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APPROVE CONTRACT FOR DESIGN OF THE SAFE ROUTES TO SCHOOL PRIORITY SAFETY PROJECTS
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to CSG Consultants, Inc., of Sacramento, CA, in the amount of $127,636, for design of the Safe Routes to School Priority Safety Projects, Project No. PW1809.
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 Safe Routes to School Priority Safety Projects, Project No. PW1809, will construct high priority crossing improvements at the following schools: McKinley Elementary, Pittman Elementary, George W. Bush Elementary, John Marshall Elementary, Taylor Elementary, and Roosevelt Elementary. The proposed improvements will include raised medians, pedestrian refuge islands, curb ramps, high visibility crosswalks, rapid flashing beacons, reduced lanes with buffered bicycle lane on Eighth Street, and other safety and accessibility improvements. The project was included in the Fiscal Year (FY) 2018-23 Capital Improvement Plan (CIP).
On October 1, 2018, the City advertised a Request for Proposals (RFP) for the design of the Safe Routes to School Priority Safety Projects. On November 15, 2018, four firms submitted proposals for this project. A committee evaluated the proposals and found CSG Consultants, Inc. of Sacramento, 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 $127,636 with CSG Consultants, 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 the end of 2020.
DISCUSSION
Background
In December 2017, Public Works submitted grant applications for the Measure K Bicycle, Pedestrian, and Safe Routes to School and Smart Growth Incentive Program (Cycle 1). This program is administered by the San Joaquin Council of Governments (SJCOG). The Safe Routes to School Priority Safety Projects, in the total amount of $1,547,000, was one of the projects submitted for funding consideration. The project application was successful and awarded $1,242,000 for design and construction of the project.
The Safe Routes to School Priority Safety Projects, Project No. PW1809 was developed from the City of Stockton Safe Routes to School (SR2S) plan approved by Council on December 5, 2017, by Resolution No. 2017-12-05-1115. The Plan was completed in collaboration with the Stockton, Lincoln, Lodi, and Manteca Unified School Districts with the goal of improving pedestrian and bicycle access to schools for students and their families. Based on input from schools, parents, and citizens, the Plan included a prioritized list of improvements at 64 schools within the four school districts. The Safe Routes to School Priority Safety Projects, Project No. PW1809, will construct high priority crossing improvements at the following schools: McKinley Elementary, Pittman Elementary, George W. Bush Elementary, John Marshall Elementary, Taylor Elementary, and Roosevelt Elementary (Attachment A - Project Location Map). The proposed improvements will include raised medians, pedestrian refuge islands, curb ramps, high visibility crosswalks, rapid flashing beacons, reduced lanes with buffered bicycle lane on Eighth Street, and other safety and accessibility improvements. The project was included in the FY 2018-23 CIP, with the balance of the project funding allocated from the Measure K maintenance fund.
Present Situation
On October 1, 2018, the City advertised an RFP for design of the Safe Routes to School Priority Safety Projects. On November 15, 2018, four proposals were received from the following firms:
• CSG Consultants, Inc. (Sacramento, CA)
• Kimley-Horn and Associates, Inc. (Oakland, CA)
• Willdan Engineering (Elk Grove, CA)
• Kjeldsen, Sinnock & Neudeck, Inc. (Stockton, CA)
A 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 local preference.
CSG Consultants, 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 $127,636 with CSG Consultants, Inc. for design services. This fee is 10 percent of the estimated construction cost, which is reasonable for a project of this type and complexity. 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 the end of 2020.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $127,636 to CSG Consultants, Inc. for design services for the Safe Routes to School Priority Safety Projects (Attachment B).
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 available to design this project.
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 CSG Consultants, Inc. in the amount of $127,636 for the Safe Routes to School Priority Safety Projects, Project No. PW1809.
FINANCIAL SUMMARY
The design phase of the Safe Routes to School Priority Safety Projects, Project No. PW1809, has a total design phase budget of $160,000 with an unencumbered balance of $154,000 (Project No. PW1809; 080-3020-640). This is sufficient to award the Professional Services Contract in the amount of $127,636. The remaining funds will be expended on contingency and staff costs.
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 - Project Location Map
Attachment B - Professional Services Contract with CSG Consultants, Inc.