REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for Traffic Signal Reconstruction at Mathilda Avenue and Indio Way (F17-009)
Report
REPORT IN BRIEF
Approval is requested to award a contract to TJKM, Inc. of Pleasanton in an amount not-to-exceed $137,916 for design and construction support services for the Traffic Signal Reconstruction at Mathilda Avenue and Indio Way Project (Public Works Project TR-16-01), and for a 10% design contingency in the amount of $13,792. The contract consists of $123,986 in base services and $13,930 in optional services.
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).
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 project will reconstruct and upgrade the traffic signal at the intersection of Mathilda Avenue and Indio Way and provide improvements for pedestrian and bike safety.
City staff performed a physical evaluation at this intersection, and identified the need for major renovations. Renovations are needed due to age and other criteria such as new design standards and current traffic collision data. Geometries will be evaluated for reconfiguration for pedestrian/bicycle/vehicular movements, and brought into compliance with ADA requirements and latest Caltrans Standards. Improvements could include new signal poles, new controllers and cabinets, new detection systems, new lighting, new signage, and new curb ramps. The project is partially funded through federal grant funds.
RFP No. F17-009 was posted on the DemandStar public procurement network in October 2016. Four responsive proposals were received on November 4, 2016 from Kimley-Horn & Associates, Inc., BKF Engineers, TY-LIN International and TJKM. Proposals were reviewed and ranked by an evaluation team consisting of Engineering staff. TJKM was selected as the most highly-ranked proposer based on their experience with similar projects and detailed project approach. TJKM submitted an initial proposal in the amount of $138,397. Subsequent scope and fee discussions resulted in decreasing the base proposal to $123,986 and adding optional services in the amount of $13,930 for traffic analysis and additional pot hole repairs, if needed. The total contract cost is $137,916.
Consistent with the federal funding guidelines for grants administered by Caltrans, the City was required to follow the provisions of the Caltrans Local Assistance Procedures Manual (LAPM). These provisions require the City to establish a rank order (with notification to the proposing firms) and a negotiation with the top-rated proposer. The LAPM guidelines also mandate that the City only evaluate the cost proposal of the top-rated proposer (or the next highest-ranked proposer(s) if negotiations are not successful with the top-rated firm). Additionally, the proposers must certify the adequacy of their financial management and accounting systems and contract costs, subject to Caltrans audit.
FISCAL IMPACT
Budget project funding is available in Capital Project 832100, Intersection of Mathilda and Indio Way.
Funding Source
This project is funded in the Capital Projects Fund by the combination of $450,000 from the Highway Safety Improvement Program (HSIP) and $370,000 from the Transportation Fund for Clean Air (TFCA) grant funding, and a local match $50,000 from traffic mitigation fees.
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 $137,916 to TJKM 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 $13,791.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of 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