REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Mark Thomas for Professional Engineering Services for Design of the Java Drive Road Diet Project (F19-109)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $304,712 ($285,474 base services and $19,238 optional services) to Mark Thomas of San Jose for design of the Java Drive Road Diet Project. Approval is also requested for a 10% contingency in the amount of $30,471.
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. The project will undergo project level CEQA analysis once a preferred alternative is selected and traffic analysis is completed.
BACKGROUND AND DISCUSSION
The Santa Clara Valley Transportation Authority (VTA) developed a list of bicycle projects as part of VTP2040, the Long-Range Transportation Plan for Santa Clara County. The list of bicycle projects is included in the Bicycle Expenditure Program (BEP) and the projects are eligible for several grant funding sources. One of the listed BEP projects is the Java Drive Road Diet project (“project”). The project will include the installation of approximately 5,000 linear feet of Class II (on-street bike lanes) or Class IV (on street, separated) bike facilities via a “Road Diet” on Java Drive from Mathilda Avenue to Crossman Avenue. The project will also include bicycle detection at five signalized intersections for added bicycle travel convenience and safety and color pavement treatments for vehicle conflict zones.
The City has secured grant funds through a competitive selection process from the VTA One Bay Area Grant Cycle 2 (OBAG2) for the project. The OBAG2 program is funded with a mix of federal Surface Transportation Block Grant Program (STBGP) funds and Congestion Mitigation Air Quality (CMAQ) funds. The cost of the project was estimated at $632,911 with $500,000 coming from the OBAG2 Grant and $132,911 from City funds as a local match. Funding for this project has been included in the FY 2019/20 Adopted Budget. Funds were programmed for design and construction beginning in 2018, with the ultimate obligation of grant funding having a deadline of 2023.
A competitive Request for Proposals was posted to the City’s public procurement network in February 2019 and distributed to multiple California-based traffic and transportation firms. Three proposals were received by the deadline of March 26, 2019. The proposals were reviewed by an evaluation team consisting of staff from the Public Works Department. The proposals were evaluated on proposer qualifications and experience, project overview and approach, and presentation quality and content.
Following the written evaluation process, Mark Thomas and W-Trans were invited for a scripted presentation and interview. The evaluation team agreed that Mark Thomas was the highly recommended consultant based on their understanding of the project process, budget constraints, existing conditions and design options.
The project will include several tasks prior to the development of final construction plans. One of the initial tasks will be to conduct public outreach to determine the public’s input on the vision for Java Drive. The input will help lead to the development of a conceptual design and, the development of a traffic analysis to determine the benefits and potential impacts of the project. The results of these tasks will be presented to members of the public and the Bicycle and Pedestrian Advisory Commission for comments and then brought to the City Council for selection of the preferred project alternative. This initial task will expend the City’s local match funding and if it is desired not to proceed further with the project no federal grant funds will be expended.
FISCAL IMPACT
The total cost of the project, including a 10% contingency is $335,183. Funding is available in Project 832950 - Java Drive Road Diet and Bike Lanes. This project is funded by OBAG2 grant and local matching from the Capital Projects Fund- Transportation Impact Fees Sub-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 $304,712 to Mark Thomas,
- Authorize the City Manager to execute the contract when all necessary conditions have been met, and
- Approve a 10% contingency in the amount of $30,471.
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