title
APPROVE MOTION TO AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE TRANSPORTATION MANAGEMENT CENTER EQUIPMENT UPGRADE PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to Advanced Mobility Group, of Walnut Creek, CA, in the amount of $217,778.44, for design of the Transportation Management Center Equipment Upgrade, Project No. WT21010/Federal Project No. CML-5008(191).
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.
body
Summary
The Transportation Management Center Equipment Upgrade project will design a new Transportation Management Center (TMC) in the new City Hall, upgrade the existing traffic management system which includes the upgrades of the central servers, local traffic signal controllers, closed-circuit television cameras, communication equipment, and extending the fiber optic network to the new TMC (Attachment A). The project was programmed for funding and included in the 2020-25 Five-Year Capital Improvement Plan (CIP). This project is primarily funded by the Federal Highway Administration’s Congestion Mitigation and Air Quality (CMAQ) Improvement Program grant funds.
On December 11, 2020, the City advertised a Request for Proposals (RFP) for design of the Transportation Management Center Equipment Upgrade project. Two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Advanced Mobility Group, of Walnut Creek, 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 $217,778.44 with Advanced Mobility Group. It is anticipated that the design will be completed by spring 2022, with construction being completed by summer 2023.
This project is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
In October 2019, the City applied for and was awarded CMAQ improvement program funds for the Transportation Management Center Equipment Upgrade project. CMAQ funds are available for transportation projects and programs that contribute to the attainment or maintenance of National Ambient Air Quality Standards. The project was granted a total amount of $4,056,000 of CMAQ funds with a required local match of $150,000. The project, formerly identified as PW2110, was included in the 2020-25 Five-Year CIP.
The existing traffic management system relies on an extensive fiber optic network that connects 306 traffic signals with communication equipment housed in the historical City Hall. Most of the traffic signal controllers and communication equipment in the field and in City Hall are obsolete, becoming ineffective and unreliable as the network expands. Staff has been operating the existing traffic management system since 2005. However, in recent years, system-wide communication breakdowns have resulted in traffic signals defaulting to red flash, system components have become obsolete, and there have been consistent hardware failures. In addition, the system lacks the capacity or functions needed to accommodate auto, bicycle, pedestrian, and other modes of transportation. The TMC and related communication equipment are in need of upgrades and/or replacements to meet current City needs.
The Transportation Management Center Equipment Upgrade project will design a new TMC in the new City Hall. The project will upgrade the existing traffic management system which includes the upgrades of the central servers, local traffic signal controllers, closed-circuit television cameras, communication equipment, and extending the fiber optic network to the new TMC (Attachment A). The project will allow staff to better manage congestion in real time which assists in reducing air pollutant emissions by improving the efficiency of the multi-mode transportation system.
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 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 11 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 December 11, 2020, the City advertised an RFP for design services of the Transportation Management Center Equipment Upgrade project. On January 19, 2021, two proposals were received from the following firms:
• Advanced Mobility Group (Walnut Creek, CA)
• Kimley-Horn and Associates, Inc. (Oakland, 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, technical ability, project approach, and familiarity with State and federal procedures.
Advanced Mobility Group 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 in the amount of $217,778.44 with Advanced Mobility Group for design services. This fee is approximately five percent of the total project cost, which is reasonable for a project of this type and scope. Advanced Mobility Group has proposed a 25.1 percent DBE participation, which exceeds the DBE goal of 11 percent.
Staff recommends that Council approve a motion to award a Professional Services Contract in the amount of $217,778.44 to Advanced Mobility Group for design services of the Transportation Management Center Equipment Upgrade project (Attachment B). It is anticipated that the design will be completed by spring 2022, with construction being completed by summer 2023.
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 resources 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
There are sufficient funds available in Transportation Management Center Equipment Upgrade, Project No. WT21010 (formerly PW2110)/Federal Project No. CML-5008(191), Account No. 4570-000-800007-300-000-30-45-000-000, to award a Professional Services Contract in the amount of $217,778.44 to Advanced Mobility Group. The remaining design funds will be used for project change orders 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 - Vicinity Map
Attachment B - Professional Services Contract with Advanced Mobility Group