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ADOPT RESOLUTION TO AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE INSTALL LEFT-TURN SIGNALS AT THREE INTERSECTIONS PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Award a Professional Services Contract to Kimley-Horn and Associates, Inc., of Oakland, CA, in the amount of $74,496.86, for design of the Install Left-Turn Signals at Three Intersections, Project No. PW1901/Federal Project No. HSIPL-5008(183).
2. Appropriate funds in the amount of $22,140 from the Proportionate Share account to the Install Left-Turn Signals at Three Intersections, Project No. PW1901/Federal Project No. HSIPL-5008(183).
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
The Install Left-Turn Signals at Three Intersections project will enhance safety and upgrade traffic signals at the intersections of March Lane and McGaw Street, El Dorado Street and Robinhood Drive, and El Dorado Street and Benjamin Holt Drive to current standards, improving vehicle and pedestrian safety, and traffic signal timing. The project was approved for Highway Safety Improvement Program (HSIP) funding and included in the 2019-2024 Five-Year Capital Improvement Plan (CIP).
On March 23, 2020, the City advertised a Request for Proposals (RFP) for design of the Install Left-Turn Signals at Three Intersections project. Four firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Kimley-Horn and Associates, Inc., of Oakland, 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 $74,496.86 with Kimley-Horn and Associates, Inc. It is anticipated that the design will be completed by January 2021, with construction being completed by December 2021.
This project is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
HSIP funds are available for transportation projects and programs that contribute to a reduction in traffic fatalities and serious injuries. In 2018, the City applied for Cycle 9 HSIP funds to install left-turn signals at three intersections. The project will enhance safety and upgrade traffic signals at the intersections of March Lane and McGaw Street, El Dorado Street and Robinhood Drive, and El Dorado Street and Benjamin Holt Drive to current standards (Attachment A - Vicinity Map). The improvements will reduce vehicular collisions and improve the pedestrian crossings at the intersection. The project was approved for HSIP funding in the amount of $714,420. A 10 percent local match of $79,300 is required as part of the grant. The project was included in the 2019-2024 Five-Year 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 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 consultant’s proposal.
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 23 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 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 February 12, 2020, the City advertised an RFP for design of the Install Left-Turn Signals at Three Intersections project. Two proposals were received. A survey of consultants indicated that re-advertising would yield more responses. On March 23, 2020, the City re-advertised the project, and four proposals were received from the following firms:
• Kimley-Horn and Associates, Inc. (Oakland, CA)
• Advanced Mobility Group (Walnut Creek, CA)
• TJKM (Pleasanton, CA)
• Fehr & Peers (Roseville, CA)
The Selection Committee evaluated the proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications, technical ability, project approach, and familiarity with State and federal procedures.
Kimley-Horn and Associates, Inc. received the highest ranking, based on the noted criteria, and was determined to be the most qualified and highest-ranked firm for this project. Staff negotiated a fee of $74,496.86 with Kimley-Horn and Associates, Inc. for design services. This fee is approximately 10 percent of the total project cost, which is reasonable for a project of this type and scope.
Kimley-Horn and Associates, Inc. has proposed a 28.3 percent DBE participation, which exceeds the DBE goal of 23 percent. Staff recommends Council adopt a resolution to award a Professional Services Contract in the amount of $74,496.86 to Kimley-Horn and Associates, Inc. for design services of the Install Left-Turn Signals at Three Intersections project. It is anticipated that the design will be completed by January 2021, with construction being completed by December 2021.
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.
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 the 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.
FINANCIAL SUMMARY
Design funding in the amount of $63,500 ($57,150 of HSIP funds, $6,350 of local funds) was appropriated in the 2019-2024 Five-Year CIP. Additional funding of $22,140 from Proportionate Share funds account no. 686-0000-237 will be transferred to the Install Left-Turn Signals at Three Intersections project account no. 082-3020-640 PW1901 to cover the shortfall in the design phase. After the transfer of funds, the Install Left-Turn Signals at Three Intersections, Project No. PW1901/Federal Project No. HSIPL-5008(183), account nos. 308-3020-640 and 082-3020-640 will have sufficient funding for the design phase of the project to award the Professional Services Contract to Kimley-Horn and Associates, Inc., in the amount of $74,496.86.
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