REPORT TO COUNCIL
SUBJECT
Title
Modify an Existing Contract with Kimley-Horn Associates, Inc. for Temporary Personnel Services to Provide Professional Engineering Support for the Intelligent Transportation System and Authorize the City Manager to Extend the Term of the Contract
Report
REPORT IN BRIEF
Staff is recommending that Council authorize the City Manager to execute a First Amendment to the contract with Kimley-Horn Associates, Inc., of Pleasanton, California, increasing the contract amount from $95,000 to $245,000 for Temporary Personnel Services to provide professional engineering services for the Public Works Transportation & Traffic Division. These additional funds allow staff to keep pace with the elevated activity generated related to the land development review process, and in support of grant funded capital improvement projects.
EXISTING POLICY
Pursuant to 2.08 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $100,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of California Environmental Quality Act (“CEQA”) guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The Department of Public Works, Division of Transportation and Traffic has been experiencing a high volume of demand for professional development services related to the upturn in the economy and increased professional engineering support necessary for a number of grants that the City has been successfully awarded in recent years.
Development and Capital Improvement Project activities in Sunnyvale have been trending up for the past few years and are expected to continue at a high level for the next several years. This growth is represented by both new development as well as investments to modernize existing older buildings and structures.
To address the need initially, in March, 2017, the City entered into a Temporary Personnel Services Agreement, in the amount of $95,000, with Kimley-Horn to provide temporary staffing services and to augment staff resources in delivering the Division of Transportation and Traffic's services in a timely and efficient manner. Kimley-Horn and Associates, Inc. was selected on a non-competitive basis due to their high level of expertise in providing professional design development and due to their status as a qualified consultant as part of a Request for Qualifications for “On-Call” Transportation Consultants (F15-100), awarded in November 2015.
Currently, there is an increased backlog of time sensitive work that needs to be delivered by the Division of Transportation and Traffic, which necessitates additional support from Kimley-Horn and Associates. Additional professional staff is also needed to help meet the delivery deadlines associated with the grant-funded projects so as to not risk losing those funds. This is a professional service that requires work experience associated with transportation impact analysis preparation, traffic control plan review and approval, design of plans, cost estimates, and technical specifications for Intelligent Transportation Systems elements, which Kimley-Horn has demonstrated satisfactory performance.
To meet these needs, staff is recommending that Council authorize the City Manager to execute a First Amendment to the contract with Kimley-Horn Associates, increasing the contract amount from $95,000 to $245,000.
FISCAL IMPACT
Funding for this contract is available from multiple sources. First, for work related to land development projects, funding is available in Project 830901-Transportation and Traffic Services Staff Augmentation which is funded in the Development Enterprise Fund through development related fees. For work related to grant funded projects, work is directly allocated to each project as appropriate.
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) Authorize the City Manager to execute a First Amendment to the contract with Kimley-Horn Associates, Inc., in substantially the same form as Attachment 1 to the report, increasing the not-to-exceed contract amount from $95,000 to $245,000, for Temporary Personnel Services and professional engineering services for the Transportation and Traffic Division, when all necessary conditions have been met.
Staff
Prepared by: Gregory Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Craig Mobeck, Interim Director of Public Works
Reviewed by: Teri Silva, Interim Assistant City Manager
Approved by: Kent Steffens, Interim City Manager
ATTACHMENTS
1. First Amendment to Temporary Personnel Services Agreement Between the City of Sunnyvale and Kimley-Horn and Associates, Inc.
2. Temporary Personnel Services Agreement Between the City of Sunnyvale and Kimley-Horn and Associates, Inc.