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ADOPT RESOLUTION TO AWARD A PROFESSIONAL SERVICES CONTRACT AND APPROPRIATE FUNDS FOR THE STREET RESURFACING ON FEDERAL-AID STREETS FISCAL YEAR 2023-24 PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Award a Professional Services Contract to CSG Consultants, Inc. of Foster City, CA, in the amount of $398,360, for design of the Street Resurfacing on Federal-Aid Streets Fiscal Year 2023-24, Project No. WD24028/HIPSTPL-5008(207).
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
3. Appropriate funds in the amount of $221,030 from the Measure K Fund Balance to the Street Resurfacing on Federal-Aid Streets Fiscal Year 2023-24, Project No. WD24028/HIPSTPL-5008(207).
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 Street Resurfacing on Federal-Aid Streets Fiscal Year (FY) 2023-24 project will resurface four street segments located on Hammer Lane, Riverbrook Road, Brookside Road, and March Lane for a total distance of approximately 2.83 miles (Attachment A). The project was included in the 2023-28 Five-Year Capital Improvement Plan (CIP).
On October 2, 2023, the City advertised a Request for Proposals (RFP) for design of the Street Resurfacing on Federal-Aid Streets FY 2023-24, Project No. WD24028/HIPSTPL-5008(207). On November 1, 2023, four firms submitted proposals for this project. The Selection Committee evaluated the proposals and found CSG Consultants, Inc. of Foster City, 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 $398,360, to CSG Consultants, Inc. for design services. It is also recommended that Council adopt a resolution approving findings and appropriation of funds for the project.
It is anticipated that the design will be completed in August 2024, and construction will begin in spring 2025 and be completed by summer 2025, weather permitting.
DISCUSSION
Background
The City of Stockton receives an annual allocation of federal Surface Transportation Block Grant (STBG) Program funds. The project was included in the 2023-28 Five-Year CIP. These funds must be used on streets classified by the Federal Highway Administration as arterial or collector Federal Aid Urban (FAU) routes. The City typically uses STBG funds to resurface FAU street segments that have a poor pavement condition rating. This rating is established by the City’s pavement management system, which rates the pavement condition of all streets on a scale ranging from poor (Pavement Condition Index (PCI) = 0) to excellent condition (PCI = 100).
The City’s pavement management system identified the following roadway segments that warrant resurfacing:
Hammer Lane (0.56 Miles)
• from El Dorado Street to Thornton Road (PCI = 46)
Riverbrook Road (1.57 Miles)
• from March Lane to Driftwood Place (PCI = 54)
Brookside Road (0.38 Miles)
• from Driftwood Place to March Lane (PCI = 60)
March Lane (0.32 Miles)
• from West Lane to Montauban Avenue (PCI = 39)
Resurfacing preserves the pavement structure and improves driving conditions and roadway aesthetics. Resurfacing at appropriate intervals prevents severe deterioration from occurring, resulting in maximum infrastructure duration at the lowest life cycle cost. Resurfacing is a multi-step process that may involve the following preservation techniques: crack seal, base failure repair, slurry seal, micro-surface seal, rubberized cape seal, and pavement overlay. Resurfacing projects also typically include other ancillary improvements such as the installation of wheelchair ramps (as required by the Americans with Disabilities Act); curb, gutter, and sidewalk replacement; adjustment of utility covers; removal and replacement of existing pavement striping; and installation of traffic signal detector loops. The street segments identified are heavily trafficked and have received numerous AskStockton requests for repair. Having a completed design plan will help ensure efficient budgeting is captured prior to construction.
Present Situation
On October 2, 2023, the City advertised an RFP for design of the Street Resurfacing on Federal-Aid Streets FY 2023-24, Project No. WD24028/HIPSTPL-5008(207). On November 1, 2023, four proposals were received from the following firms:
• Bellecci & Associates, Inc. (Pleasanton, CA)
• BKF Engineers (Pleasanton, CA)
• CSG Consultants, Inc. (Foster City, CA)
• Siegfried Engineering, Inc. (Stockton, CA)
The Selection Committee, comprised of Public Works’ staff, evaluated and ranked all proposals based on each firm’s understanding of work, experience with similar kinds of work, staff qualifications, technical ability, project approach, and familiarity with federal transportation funding procedures.
CSG Consultants, Inc. received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project. CSG Consultants, Inc. demonstrated a clearer understanding of the project approach, included the most experienced team, and provided an appropriate schedule to meet the project’s milestones. Staff negotiated a fee in the amount of $398,360 with CSG Consultants, Inc. for design services. The fee is approximately 10 percent of the estimated construction cost, which is reasonable for a project of this size and complexity.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a Professional Services Contract in the amount of $398,360 to CSG Consultants, Inc. for design services of the Street Resurfacing on Federal-Aid Streets FY 2023-24, Project No. WD24028/HIPSTPL-5008(207). It is also recommended that Council adopt a resolution approving findings and appropriation of funds for the project.
It is anticipated that the design will be completed in August 2024, and construction will begin in spring 2025 and be completed by summer 2025, weather permitting.
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 within the required federal-aid project funding deadlines.
2. The scope of the design services requires an experienced engineering firm that specializes in pavement design.
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 the 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.
FINANCIAL SUMMARY
Appropriate $221,030 from the Measure K Fund Balance to the Street Resurfacing on Federal-Aid Streets FY 2023-24, Project No. WD24028/HIPSTPL-5008(207), Account No. 4570-000-800007-300-000-30-45-000-000, to award a Professional Services Contract in the amount of $398,360 to CSG Consultants, Inc. The resolution will sufficiently fund all costs to successfully complete the design, including City staff costs and design contingency.
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