REPORT TO COUNCIL
SUBJECT
Title
Approve a Third Amendment to a Contract with Kimley-Horn Associates, Inc. for Temporary Personnel Services (F19-015) and Authorize the City Manager to Renew the Contract for up to Two Additional One-Year Periods
Report
REPORT IN BRIEF
Staff is recommending that Council authorize the City Manager to execute a Third Amendment to the contract with Kimley-Horn and Associates, Inc., of Pleasanton, increasing the contract amount from $245,000 to $395,000 for Temporary Personnel Services to provide professional engineering services for the Public Works Transportation & Traffic Division. Approval is also requested to delegate authority to the City Manager to renew the contract up to two additional one-year periods, subject to budgeted funding and acceptable pricing/services.
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.
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
Development activity and capital improvement projects to renovate the roadway and transportation network in Sunnyvale has remained at a high level of activity and is expected to continue for the next several years.
In March, 2017, the City entered into a Temporary Personnel Services Agreement in the amount of $95,000, with Kimley-Horn and Associates, Inc. to provide temporary staffing services to assist the Division of Transportation and Traffic. Kimley-Horn was selected due to their high level of expertise in providing professional design development and based on their standing as a qualified consultant resulting from a Request for Qualifications (F15-100) for “On-Call” Transportation Consultants completed in November 2015.
On November 27, 2017, Council authorized the modification of the contract (RTC No. 17-1014) to increase the contract amount to $245,000 to assist with the increased backlog of time sensitive work.
The backlog of time sensitive work for development activity and capital improvement project support that needs to be delivered by the Division of Transportation and Traffic is continuous. In addition, professional staff is needed to help meet the delivery deadlines associated with the grant-funded projects so as not to risk losing those funds. Some of these projects are the Sunnyvale Safe Routes to School Improvements, Homestead Road at Homestead High School Improvements, Mathilda Avenue and Indo Way Traffic Signal Improvements, and Remington at Michelangelo Pedestrian Improvements. Services to be provided by Kimley-Horn consists of: development review and capital projects support, 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 Third Amendment to the contract with Kimley-Horn and Associates, increasing the contract amount from $245,000 to $395,000. This increase is anticipated to fund approximately one year of additional professional services. Staff is also recommending that the City Manager have the authority to renew the contract up to two additional one-year periods, subject to budgeted funding and acceptable pricing/services.
FISCAL IMPACT
Funding for this project is available from three sources. Development review services will be funded through Project 830901 - Transportation and Traffic Services Staff Augmentation, funded by Development Enterprise fund. Capital projects support will be funded through 832160 - Engineering Services for Transportation Related Projects/Priorities. Delivery of grant funded projects will be funded through the individual grant projects.
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 Third Amendment to the contract with Kimley-Horn and Associates, Inc., in substantially the same form as Attachment 1 to the report, increasing the not-to-exceed contract amount from $245,000 to $395,000, for Temporary Personnel Services and professional engineering services, when all necessary conditions have been met, and 2) delegate authority to City Manager to renew the agreement for up to two (2) one-year periods, subject to budgeted funding and acceptable pricing and service.
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. Third Amendment to Temporary Personnel Services Agreement