REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for the Sunnyvale-Saratoga Road Traffic Signal, Bicycle and Pedestrian Safety Project (F16-66)
Report
REPORT IN BRIEF
Approval is requested to award a contract to TJKM Transportation Consultants, Inc. (TJKM) of Pleasanton in the amount of $113,214 for engineering services to design the Sunnyvale-Saratoga Road Traffic Signal, Bicycle and Pedestrian Safety Project (Public Works Project TR-14/03-16) and for a 10% contract contingency in the amount of $11,321. The contract consists of $90,669 in base services and $22,545 in optional services, as explained below.
EXISTING POLICY
Consistent with the provisions of Chapter 2.08 of the Sunnyvale Municipal Code, civil engineering work is solicited through a Request for Proposals (RFP) process, unless otherwise exempt from the competitive bidding process. Contracts resulting from RFPs are awarded based on best value to the City, rather than the lowest bid price as in the case of an Invitation for Bids (IFB). RFPs are utilized when the City is seeking a solution and cannot exactly specify what is needed.
In addition, the City evaluates civil engineering design proposals in conjunction with the Qualifications Based Selection (QBS) process established in California Government Code section 4525 et. seq. This requires that consultants be evaluated on the basis of demonstrated competence before pricing is considered.
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services and is not a project which has the potential for causing a significant effect on the environment under the California Environmental Quality Act ("CEQA") Guidelines section 15061(b)(3), however it is expected that the CEQA determination for this project will be a categorical exemption pursuant to CEQA Guidelines section 15301(c) and (d) for existing streets involving no expansion. The consultant will review all CEQA documentation as part of their design review.
BACKGROUND AND DISCUSSION
The existing intersection of Sunnyvale-Saratoga Road, Talisman Drive, and Mathilda Avenue allows northbound vehicles to continue on Sunnyvale-Saratoga Road via a free right turn. Vehicles are turning at a fairly high rate of speed and safe passage for pedestrian crossing is not delineated. Bicyclists attempting to transition from Talisman Drive to northbound Sunnyvale-Saratoga Road are also impacted by the high rate of speed through this corridor.
The overall scope of this contract includes design services related to reconstructing the traffic signal at the intersection of Sunnyvale-Saratoga Road, Mathilda Avenue, and Talisman Drive; incorporating improvements for pedestrian and bicycle safety; preparing bid documents for Public Works competitive bidding; and providing construction support for the project during the construction phase.
A Request for Proposals (RFP No. F16-66) was directly distributed in December 2015 to five Bay Area traffic engineering firms. Two responsive proposals were received on January 27, 2016, from Kimley Horn Associates and TJKM Transportation Consultants (TJKM). Base services pricing submitted by the proposing firms ranged from $96,555 to $149,678. Optional pricing including two different design options for a fiber interconnect system ranged from $23,390 to $60,840.
Proposals were reviewed and ranked by an evaluation team consisting of Engineering and Transportation and Traffic Division staff. TJKM was selected as the most highly-ranked proposer based on their experience with similar projects for the City of Sunnyvale, detailed project approach and innovative recommendations to enhance intersection safety such a changeable message signs to alert motorists of their speed.
Subsequent discussions with TJKM revealed that the firm included more work scope than was necessary to complete the design, surveying and potholing phases of the project. TJKM adjusted their scope and fee accordingly, from a base of $149,678 to $90,669. Additional reduction in the contract cost was achieved by removing the optional design for the fiber optic cable installation. Rather than conducting separate design and construction processes for this work, the City is researching the possibility of leveraging a construction contract with Tennyson Electric who is installing fiber optic cable on Mathilda Avenue (RTC No. 15-0925).
FISCAL IMPACT
Budgeted funds are available in Capital Project 830110, Sunnyvale-Saratoga Road Pedestrian Safety Signal. Project costs are as follow:
Project Design, including construction support $113,214
Design contingency of 10% $ 11,321
Total Cost $124,535
Funding Source
The current project budget is $663,000. The design phase is funded through the Gas Tax Fund and CIP matching funds. The construction phase is funded through the One Bay Area Grant (OBAG).
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 form as Attachment 1 to the report and in the amount of $113,214 to TJKM Transportation Consultants, Inc. for the subject project and authorize the City Manager to execute the contract when all necessary conditions have been met; and 2) Approve a 10% design contingency in the amount of $11,321.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Acting Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement