REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Kimley-Horn and Associates, Inc. for Feasibility Study of Acquiring Control of Caltrans Traffic Signals on El Camino Real (F19-085)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount not to exceed $188,230 ($167,220 for base services and $21,010 for optional services) to Kimley-Horn and Associates, Inc. of Pleasanton for Feasibility Study of Acquiring Control of Caltrans Traffic Signals on El Camino Real. Approval is also requested for a 10% contingency in the amount of $18,823.
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 environmental.
BACKGROUND AND DISCUSSION
The 2017 National Citizen Survey (NCS) ranked traffic congestion as one of the top concerns for the residents of Sunnyvale. El Camino Real is a major arterial that carries the second highest traffic volume in Sunnyvale, trailing only Mathilda Avenue, and is one of the traffic congestion areas of concern. This project is being completed pursuant to Council approved Study Issue DPW 18-07. The 13 traffic signals along El Camino Real within the jurisdiction of Sunnyvale, except at Mathilda Avenue, are maintained and operated by Caltrans. There have been some delayed responses by Caltrans to the operational and maintenance needs of these traffic signals. By acquiring control for the operation and maintenance of these signals, the City could improve traffic flow at signalized intersections on El Camino Real by integrating the signals into the City’s recently deployed Advanced Adapted Traffic Management System (AATMS). Since deployment of the City’s AATMS, the traffic flow on Mathilda Avenue, Sunnyvale-Saratoga Avenue and Wolfe Road have improved. With a fully integrated system, the traffic flow on El Camino Real and the City arterial streets would improve.
The study will review relinquishment requirements and assess the feasibility of the City taking over maintenance, operations and potential integration into the City's Advanced Adaptive Traffic Management System (AATMS) of 13 traffic signals on El Camino Real within Sunnyvale that are currently under Caltrans jurisdiction. Currently, many of these signals require upgrades before integration into the City's AATMS. The analysis must include cost estimates for required upgrades, interconnect communication system, annual traffic signal equipment maintenance and operational costs. The study will also evaluate whether additional staff resources are needed, and identify possible upgrades along with potential funding sources of all project costs including additional traffic fees, operating budget and grants.
A Request for Proposal (RFP) was posted on the DemandStar public procurement network on April 9, 2019 and 12 firms requested the RFP documents. One proposal was received on May 7, 2019 from Kimley-Horn and Associates, Inc. A team consisting of staff from the Department of Public Works evaluated the proposal based on qualifications, project approach, and experience with similar projects. The evaluation team agreed that Kimley-Horn and Associates, Inc. demonstrated the necessary abilities to meet the expectations of the project, due to their experience with similar projects, qualified project team, experience working with Caltrans, and detailed project work plan.
Kimley-Horn and Associates, Inc. initially proposed base pricing in the amount of $196,536, and optional services in the amount of $59,038. Base pricing was subsequently negotiated to $167,220 and optional services to $21,010.
FISCAL IMPACT
The contract consists of base services in the amount of $167,220, optional services in the amount of $21,010 and a 10% contingency in the amount of $18,823 for a total amount of $207,053. Funding is available in Project 833920 - Acquiring Control of Caltrans Traffic Signals on El Camino Real. This project is funded by 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 $188,230 to Kimley-Horn and Associates, Inc.
- Authorize the City Manager to execute the contract when all necessary conditions have been met.
- Approve a contingency in the amount of $18,823.
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