REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for the Design of Mary Avenue Bicycle Lanes (F15-52)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Whitlock & Weinberger Transportation, Inc. (W-Trans) of Oakland in the amount of $189,900 for design of the Mary Avenue Bicycle Lane Project (Public Works Project No. TR-14/02-15). Approval is also requested for a 10% design contingency in the amount of $18,990.
ENVIRONMENTAL REVIEW
A mitigated negative declaration for the Mary Avenue project was approved by City Council on October 8, 2013.
BACKGROUND AND DISCUSSION
This project will reconfigure roadway striping and traffic signals to provide bike lanes on a 2.8 mile segment of Mary Avenue between Fremont Avenue and Maude Avenue.
In 2013, the City hired a consultant to study and prepare a conceptual design for the installation of bike lanes in both the northerly and southerly directions in the project area. An environmental study and three public outreach meetings were conducted to refine the conceptual design. On October 8, 2013, Council reviewed and approved the conceptual design and mitigated negative declaration for the project (RTC No.13-239).
The overall scope of this contract is to design the project for installation of roadway striping and traffic signal modifications related to the bike lanes. Additional street work such as paving overlay, slurry seal and curb ramp installation may be required to complete the project, which will be confirmed during the initial phase of design. The project is also partially funded by outside grant revenue from the VTA Bicycle Expenditure Program (TDA funds).
Request for Proposal (RFP) specifications were prepared by Public Works and Purchasing staff. Request for Proposals No.F15-52 was directly distributed to three Bay Area traffic engineering firms and posted on the DemandStar public procurement network. Twenty firms requested the RFP documents. Proposals were received on January 1, 2015. Four responsive proposals were received as follows:
Bellecci & Associates, of Pleasanton $136,980
BKF Engineers, of San Jose $153,999
W-Trans, of Oakland $189,900
AECOM, of San Jose $319,820
Proposals were reviewed and ranked by an evaluation team consisting of Engineering and Transportation and Traffic Division staff. The proposers were evaluated on qualifications, experience and programmatic approach. The top three ranked firms were invited to interviews with the evaluation team.
W-Trans was selected as the highest ranked proposer based on their thorough understanding of the project scope and their ability to meet grant funding deadlines for the project. The team demonstrated a thorough understanding of obstacles anticipated during design (such as permitting from other agencies), and presented a front-loaded design approach to allow sufficient time to address the issues. In addition, W-Trans' subconsultant for pavement design is already familiar with the City's requirements, having been the designer of record for the most recently bid pavement rehabilitation projects.
FISCAL IMPACT
Project costs are as follows:
Project design (including bid and construction support) $189,900
Design contingency (10%) $18,990
Total cost $208,890
Budgeted funds are available in Capital Project 830760 (Mary Avenue Bicycle Lanes), funded by a combination of VTA Bicycle Expenditure Program grant revenue and Traffic Impact Fees on new development.
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, in substantially the same format as Attachment 1 to the report and in the amount of $189,900 to Whitlock & Weinberger, Inc. (W-Trans) for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) Approve a 10% design contingency in the amount of $18,990.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Consultant Services Agreement