REPORT TO COUNCIL
SUBJECT
Title
Rejection of Proposal Received in Response to Request for Proposals No. F14-85 for Design and Construction Support Services for Mary Avenue Bicycle Lanes
Report
REPORT IN BRIEF
Approval is requested to reject the one proposal received in response to Request for Proposals No. F14-85 for design and construction support services for Mary Avenue Bicycle Lanes (Public Works Project No. TR-14/02-15).
ENVIRONMENTAL REVIEW
N/A
BACKGROUND AND DISCUSSION
This project will resurface approximately three miles of asphalt pavement on Mary Avenue between Fremont Avenue and Maude Avenue, and reconfigure the roadway striping to accommodate bicycles. The scope of work for this contract is for the consultant to evaluate and recommend the most cost effective rehabilitation treatments for the identified street segments, prepare contract documents suitable for construction bidding in the Spring of 2015, and provide construction support.
The pavement rehabilitation will include asphalt grinding, spot reconstruction, and new pavement resurfacing. Additional work will include minor concrete improvements, signage modification, modifications to existing traffic signal hardware, new video detection for bikes and motorists, landscaped concrete median island modification, new green bike lanes per Federal Highway Administration (FHWA) guidelines, crack sealing and repair, traffic striping and adjustment of utility boxes to the finished grade.
Request for Proposal (RFP) specifications were prepared by Public Works and Purchasing staff. RFP No. F14-85 was directly distributed to three Bay Area transportation firms and posted on the Demandstar public procurement network. Eighteen firms requested RFP documents. One proposal in the amount of $262,500 was received on July 6 from Bellecci & Asssociates (who partnered with TJKM Transportation Consultants).
The RFP response recommended landscaping, geotechnical engineering, and surveying services which were not outlined in the RFP, which added scope and costs beyond what staff anticipated for project design. Several efforts were made by both parties to align the proposal scope and cost with the City's expectations, but these proved to be unsuccessful. Staff recommends rejecting the one proposal received for the project. The scope of work can then be modified to provide additional clarity, and the RFP reissued with the intent of receiving competitive proposals.
FISCAL IMPACT
A total of $772,150 is budgeted for design and construction in Capital Project 830760 (Mary Avenue Bicycle Lanes), which is funded by a combination of Transportation Development Act grant funds through the Santa Clara Valley Transportation Authority Bicycle Expenditure Program and Traffic Impact Fees on new development. Modifications to the scope of work should result in more favorable pricing such that design and construction can be completed with available budgeted funding.
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
Reject the proposal received in response to Request for Proposals No. F14-85.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Kent Steffens, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager