REPORT TO COUNCIL
SUBJECT
Title
Award Contract for Design and Construction Support Services for the Traffic Signal Hardware and Wiring 2017 Project at Hendy and Sunnyvale Avenues (F17-079)
Report
REPORT IN BRIEF
Approval is requested to award a contract to TJKM Transportation Consultants (TJKM) of Pleasanton in an amount not-to-exceed $115,347, for design and construction support services for the Traffic Signal Hardware and Wiring 2017 Project at Hendy and Sunnyvale Avenues (Public Works Project TR-1-02). Approval is also requested for a 10% design contingency in the amount of $11,535. The contract consists of $95,541 in base services and $19,806 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).
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
Project 820190 provides for the rebuild of one traffic signal every two years at intersections which have reached the end of their life span, as evaluated by the Division of Transportation and Traffic. The current project is for the location at Hendy and Sunnyvale Avenues. This location includes a signal interface with the adjacent Caltrain railroad operations and intersection corners with steep grades which will need to be brought into current accessibility requirements.
RFP No. F17-079 was posted on the DemandStar public procurement network in January, 2017 with fourteen firms downloading plans. One proposal was received from TJKM in the amount of $114,267, including optional services. Following scope and fee discussions, pricing was increased to $115,347 to add sufficient potholing at each signal pole location to mitigate excavation damage to underground utilities.
Staff has worked with TJKM recently on similar projects and has had successful outcomes. Based on the cost of these recent projects, staff feels that the proposal amount of $115,347 is reasonable.
FISCAL IMPACT
Funding is available in Capital Project 820190, Traffic Signal Hardware and Wiring to fund this contract award.
Funding Source
This project is funded in the Infrastructure Renovation and Replacement Fund through transfers from Gas Tax revenues.
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 $115,347 to TJKM Transportation Consultants for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) approve a 10% design contingency in the amount of $11,535.
Staff
Prepared by: Noel Dietz, Acting Purchasing Manager
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement