REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Professional Engineering Services for Signal Coordination Timing and Optimization (F18-283) to Kimley-Horn and Associates, Inc. and Approval of Budget Modification No. 9 to Appropriate $340,393 in Transportation Funds for Clean Air for the Project
Report
REPORT IN BRIEF
Approval is requested to award a contract to Kimley-Horn and Associates, Inc. of Pleasanton, in an amount not to exceed $240,931 for professional engineering services associated with various arterials and residential corridors included in the Traffic Signal Timing and Optimization Project. Approval is also requested for a 10% design contingency in the amount of $24,093. Lastly, approval is requested for Budget Modification No. 9 to appropriate $340,393 in Transportation Funds for Clean Air for the project.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, City Council approval is required for the procurement of goods and services exceeding $100,000 in any one transaction.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by affirmative votes of at least four members so as to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The City received a FY 2017/18 Transportation Fund for Clean Air (TFCA) Program grant. The Traffic Signal Timing and Optimization project goals are to reduce traffic delays, queues (number of vehicles stacked up on any lane), fuel consumption, and CO2 emissions experienced during the peak times (rush hours). Improved travel time, traffic flow, and improved overall safety for vehicles, pedestrians and bicyclists are expected outcomes of the project. The project area includes the following:
• Class I Arterials: Fair Oaks Avenue, Caribbean Drive, and Sunnyvale Avenue (from El Camino Real to Evelyn Avenue)
• Class II Arterials: Arques Avenue, Evelyn Avenue
• Residential corridors: Reed Avenue, Old San Francisco Road, and Sunnyvale Avenue (from Evelyn Avenue to Maude Avenue)
These arterials and corridors experience significant peak hour volumes, but also feature school traffic, a wide variation of side street volumes, and freeway on and off ramps. Fair Oaks Avenue and Sunnyvale Avenue include traffic signals on Caltrans right-of-way located near Highway 101 and State Route 82 and will be part of the traffic signal optimization and coordination timing performed under this project.
To evaluate the effectiveness, the consultant will perform travel time studies before and after implementation of newly developed traffic signal coordination timings. During implementation, periodic field reviews will be performed to make necessary adjustments to the new traffic signal coordination timings. Staff will continue to monitor the newly deployed traffic signal timings from the City’s Traffic Management Center (TMC) to ensure the traffic signals are performing as expected and actually result in reduced delays. A media release on Nextdoor and Update Sunnyvale will be completed, and existing traffic signal software will be updated by the staff before the start of the project.
A Request for Proposal was issued and posted to the City’s DemandStar on July 24, 2018. Two firms requested the RFP documents and one proposal from Kimley-Horn and Associates, Inc. was received on August 15, 2018. The Department of Public Works staff evaluated the proposal and is recommending award to Kimley-Horn and Associates, Inc. based on their experience with similar projects and specific project approach.
FISCAL IMPACT
The total cost of the recommendation is $265,024 which consists of the base bid in the amount of $240,931 and a 10% contingency in the amount of $24,093.
Budget Modification No. 9 has been prepared to appropriate the final TFCA FY 2017/18 grant award to a new project. Additional available funds will be used to purchase equipment to improve the timing for these intersections; this is allowable within the grant parameters.
Funding Source
Funding for the Arques Avenue, Caribbean Drive, Evelyn Avenue, Fair Oaks Avenue, Reed Avenue, Reed Avenue-Old San Francisco and Sunnyvale Avenue Traffic Signal Timing and Optimization Project will be through the TFCA FY 17-18 Grant. The total grant amount awarded is $340,393. A breakdown of the grant funds by project is shown in the following table:
|
Project |
Grant Award |
|
Arques Avenue |
$ 36,400 |
|
Caribbean Drive |
$ 49,919 |
|
Evelyn Avenue |
$ 29,804 |
|
Fair Oaks Avenue |
$117,511 |
|
Reed Avenue-Old San Francisco Road |
$ 29,804 |
|
Sunnyvale Avenue |
$ 76,955 |
|
Total |
$340,393 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract to Kimley-Horn and Associates, Inc. of Pleasanton in the amount not to exceed $240,931 for professional engineering services, in substantially the same form as Attachment 1 to the report, and authorize the City Manager to execute the contract when all necessary conditions have been met, 2) Approve a 10% contract contingency in the amount of $24,093, and 3) Approve Budget Modification No. 9 to appropriate $340,393 in Transportation Funds for Clean Air to provide project funding.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Professional Consultant Services Agreement