REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for the Fair Oaks Avenue Bikeway and Streetscape Project (F16-57)
Report
REPORT IN BRIEF
Approval is requested to award a contract to CSG Consultants, Inc. of Foster City in an amount not-to-exceed $254,486 for design and construction support services for the Fair Oaks Avenue Bikeway and Streetscape Project (Public Works Project SR-15/06-16), and for a 10% design contingency in the amount of $25,449.
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. Finally, as this is a federally-funded project with funding administered by the California Department of Transportation (Caltrans), the provisions of Chapter 10 of the Local Assistance Procedures Manual (LAPM) also apply.
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 pursuant to 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 negligible or no expansion of use beyond that presently existing. The consultant will review all CEQA documentation as part of their design review.
BACKGROUND AND DISCUSSION
The Fair Oaks Avenue Bikeway and Streetscape Project consists of new bicycle lane installations on three segments of Fair Oaks Avenue. The segments between Old San Francisco Road and Evelyn Avenue and between Wolfe Road to Ahwanee Avenue will be improved with new bicycle lanes, reconfigured roadway lane striping, and restricted with no-parking zones on both sides of the road. The segment between California Avenue to Arques Avenue will have the same improvements as the two segments listed above, except on-street parking will remain. All segments of this project will receive existing striping removal, asphalt spot repairs, slurry seal pavement resurfacing, restriping, installation of new bicycle related signage, modification of non-ADA compliant curb ramps, and installation of pedestrian push buttons where applicable.
RFP specifications were prepared by Public Works and Purchasing staff. RFP No. F16-57 was distributed in December 2015 to five Bay Area traffic engineering firms and posted on the DemandStar public procurement network. Three responsive proposals were received on January 22, 2016 from Kimley-Horn & Associates, CSG Consultants, Inc. and TJKM Transportation Consultants. Proposals were reviewed and ranked by an evaluation team consisting of Engineering and Transportation and Traffic Division staff. After interviews with the evaluation team, Kimley-Horn was selected as the most highly-ranked proposer based on their experience with similar projects, detailed project approach and understanding and familiarity with state and federal procedures. Consistent with the provisions of the Caltrans LAPM for federally-funded projects, staff notified the proposing firms of the rank order and proceeded to open the sealed pricing envelope provided by Kimley-Horn.
Scope and fee discussions with Kimley-Horn revealed that the firm included more work scope than was necessary to complete the design and surveying phases of the project. Kimley-Horn adjusted their scope and fee accordingly, from a base of $429,299 to $322,186. However, with the engineer’s design estimate being $173,856, alternatives that would reduce costs without compromising the work scope could not be identified. Subsequently, City staff and Kimley-Horn mutually agreed to end negotiations.
Staff then began scope and fee discussions with CSG Consultants, Inc., the second highest ranked proposer. Price negotiations resulted in a base proposal of $232,690 and $21,796 in optional services (the original price proposal was $217,205 but the work scope was not sufficient to complete all of the design elements). Federal grants are funding $143,700 of the design cost and the remainder of the design funding in the amount of $136,235 is required from the City. Sufficient funding has already been appropriated to project 831110, Fair Oaks Avenue Bikeway and Streetscape, as part of the City’s supplemental funds for the grants and can be used for this purpose.
FISCAL IMPACT
Project funding is contained in Capital Project 831110, Fair Oaks Avenue Bikeway and Streetscape.
Funding Source
Funding for both design and construction is available in Capital Project 831110, Fair Oaks Avenue Bikeway and Streetscape, and consists of Federal Congestion Mitigation and Air Quality Improvement (CMAQ) Program grant funds (88.53% of costs up to available grant of $956,000), with matching funds from a Transportation Development Act (TDA) grant and local Sense of Place reserves.
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 design contract, in substantially the same format as Attachment 1 to the report in an amount not-to-exceed $254,486 to CSG Consultants, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and approve a 10% design contingency in the amount of $25,449.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Acting Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Consultant Services Agreement