REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to TJKM Transportation Consultants for Sunnyvale Traffic Signal Improvements Upgrades Project Re-Bid(F19-092)
Report
REPORT IN BRIEF
Approval is requested to award a contract to TJKM Transportation Consultants (TJKM) of San Jose, in an amount not to exceed $467,145 ($388,183 for base services and $78,962 for optional services), for professional design services associated with the Sunnyvale Traffic Signal Improvements Upgrades Project. Approval is also requested for a 10% contingency in the amount of $46,715.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The Sunnyvale Traffic Signal Upgrades Improvements project includes improvements at five (5) intersections: Sunnyvale-Saratoga Road and Alberta Avenue/Harwick Way; Sunnyvale Avenue and California Avenue; Hollenbeck Avenue and Danforth Drive; Mary Avenue and The Dalles Avenue; and Mary Avenue at Maude Avenue.
The project is to replace traffic signal infrastructure at the five signalized intersections, update vehicle detection, install countdown pedestrian signal heads, sidewalk enhancements, ADA compliant curb ramps, and high visibility crosswalk and signing and marking upgrades.
The Request for Proposal (RFP) was initially advertised on October 17, 2018 as RFP No. F19-050 and no proposals were received. The RFP was re-advertised and posted on the City’s Demandstar public procurement network on November 20, 2018 and was directly distributed to five (5) firms. Three responsive proposals were received on December 13, 2018.
A team consisting of staff from the Public Works Department evaluated the proposals. The firms were evaluated on qualifications, experience, project understanding, project approach and innovation. Following the interview and deliberation, the City selected TJKM as the highest ranked proposer based on their experience with similar projects and detailed approach. TJKM submitted an initial proposal in the amount of $478,672. Subsequent scope and fee negotiations resulted in a new base services proposal of $388,183 with optional services not to exceed an amount of $78,962 for conditional records of survey and additional potholing, if needed. This resulted in a new total not-to-exceed contract amount of $467,145.
FISCAL IMPACT
The contract consists of base services in the amount of $388,183, optional services in the amount of $78,962, and a 10% contingency in the amount of $46,715, for a total of $513,860. Funding is available in Project 832990 - Sunnyvale Traffic Signal Upgrades.
Funding Source
The project is funded by Santa Clara Valley Transportation Authority (VTA) One Bay Area Grant - 2 (OBAG2) grant and a local match from the General Fund.
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
Take the following actions:
- Award a contract in substantially the same form as Attachment 1 to the report in the amount of $467,145 to TJKM Transportation Consultants.
- Authorize the City Manager to execute the contract when all necessary conditions have been met.
- Approve a 10% contingency in the amount of $46,715.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement