REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Citilabs, Inc. for Consultant Services Associated with Travel Demand Model Update 2018 (F19-044) and Approval of Budget Modification No. 2
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount not to exceed $230,596 ($214,560 for base services and $16,036 for optional services) to Citilabs, Inc. of Sacramento for consultant services associated with updates to the Travel Demand Model. Approval is also requested for a 10% contingency in the amount of $23,060 and Budget Modification No. 2 in the amount of $47,529 to fund the project.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or 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 consider 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 environmental.
BACKGROUND AND DISCUSSION
The purpose of this project is to develop a new comprehensive Citywide Travel Demand Model for the 2018 Base Year and to forecast future year traffic volumes.
Through the forecasting of future year traffic volumes, the Model will be used to better analyze upcoming specific development plans or area plans, provide trip distribution information for the various land use categories, identify any trip diversion and induced demand for transportation improvement projects and provide vehicle miles traveled as required by CEQA.
A Request for Proposal (RFP) was posted on the DemandStar public procurement network on October 31, 2018 and eight firms requested the RFP documents. Three proposals were received on December 4, 2018 from Citilabs, Inc., Elite Transportation Group, Inc., and TJKM Transportation Consultants. A team consisting of staff from the Department of Public Works and the Community Development Department evaluated the proposals based on qualifications, project approach, and experience with similar projects. The evaluation team agreed that Citilabs, Inc. offers the best value to the City, due to their experience with similar projects, qualified project team, familiarity with the City, and strong project work plan and approach.
Citilabs, Inc. initially proposed base pricing in the amount of $208,392, and optional services in the amount of $15,396. Base pricing was subsequently negotiated to $214,560 and optional services to $16,036. The increase in pricing reflects additional meetings with City staff, as well as the purchase of commercial employment data to provide the City with more accurate land use information on the number and the types of employees within the City.
FISCAL IMPACT
The contract consists of base services in the amount of $214,560, optional services in the amount of $16,036 and a 10% contingency in the amount of $23,060,for a total of $253,656. Budget of $208,080 is programmed in Project 825530 - Transportation Model Update, with $206,127 remaining available. This project is funded by Transportation Impact Fee (TIF) revenue. Staff is recommending Budget Modification No. 2 to appropriate additional TIF revenue to fully fund the model update.
Budget Modification No. 2
FY 2019/20
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Current |
Increase/ (Decrease) |
Revised |
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Capital Projects Fund - Transportation Impact Fee Sub-fund |
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Expenditures |
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Project 825530 - Transportation Model Update |
$208,080 |
$47,529 |
$255,609 |
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Reserves |
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Capital Reserve |
$44,044,744 |
($47,529) |
$43,997,215 |
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
Take the following actions:
- Award a contract in substantially the same form as Attachment 1 to the report in the amount of $230,596 to Citilabs, Inc.
- Authorize the City Manager to execute the contract when all necessary conditions have been met
- Approve a contingency in the amount of $23,060
- Approve Budget Modification No. 2 in the amount of $47,529
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Workst
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement