Title
Adopt a Resolution Approving and Authorizing the City Manager to Execute Agreement Amendments for each of the Existing Consultant Services Agreements with DKS Associates, Fehr & Peers, and W-Trans for On-Call Transportation Engineering Consulting Services (Provides for Amending Three Agreements for an Amount Not-to-Exceed $100,000 per year for Two Years per Agreement, for a Total of $600,000 for All Three Agreements)
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
SUMMARY
Three (3) existing Consultant Services Agreements (CSA) for On-Call Transportation Engineering Services will expire on June 30, 2026. Amendments to the existing agreements will update fee schedules and provide for additional consulting services to better respond to traffic, transportation and safety related issues and improvements as needed.
RECOMMENDATIONS
Staff recommend that the City Council approve and authorize the City Manager to execute amendments to the existing CSAs with DKS Associates, Fehr & Peers, and W-Trans in an amount not-to-exceed $100,000 within the twelve-month period with updated fee schedules for two additional years for each firm (a maximum not-to-exceed $100,000 per year for two years per agreement, for a total of $600,000 for two years for all agreements).
BACKGROUND
In early 2023, Staff issued a Request for Qualifications (RFQ) seeking transportation engineering consulting firms to assist with transportation and traffic engineering projects on an as-needed basis. The consultants primarily function as an extension of City staff on transportation and traffic engineering tasks.
Seven consulting firms responded to the City’s RFQ. After evaluation of the proposals, DKS Associates, Fehr & Peers, and W-Trans ranked highest based on presentation, responsiveness, approach, capacity, ability, availability, experience, and references.
On June 5, 2023, the City Council approved CSAs with DKS Associates, Fehr & Peers, and W-Trans to provide on-call transportation engineering support services on various projects for the Public Works Department - Engineering Division for three years. The existing CSAs will expire on June 30, 2026.
Traffic and transportation engineering consulting services to be provided by consulting firms may include the following:
• Planning, design, CAD drafting
• Traffic signals and intelligent transportation systems
• Pedestrian and bicycle facilities design as well as support on transit-related improvements
• Traffic impact analysis and transportation modeling
• Traffic calming
• Streets and intersection improvement design
• Parking program consultation
• Grant applications
• Design and implementation of analytical software programs for the Transportation Engineering Division.
Definition of the consultant’s scope of work will take place at the time of each project assignment.
Analysis
There continues to be a need and desire to improve traffic safety within the City and develop a transportation system that addresses the needs of all users including vehicles, transit, bicyclists and pedestrians in accordance with the City’s Vision Zero Policy, Local Roadway Safety Plan, and Bicycle and Pedestrian Master Plan. Approval of these amendments will allow the consultants to continue providing on-call transportation engineering services with updated fee schedules for two additional years.
A blanket purchase order will be requested for each individual consulting firm as tasks are assigned. Consultant costs will be charged to specific projects and development permits, each with a designated appropriation. The arrangement will allow staff to efficiently and expeditiously respond to transportation and traffic safety related issues as they are identified.
Previous Actions
• Early 2023; Staff solicited Requests for Qualifications (RFQ)
• June 5, 2023; City Council approved CSAs in the amount not-to-exceed $100,000 in a 12-month period for a term of three years from July 1, 2023 to June 30, 2026
Applicable General Plan Policies
Policy T-2.2 Context Sensitive Design. Be sensitive to local conditions when planning and implementing street improvement projects. The City will work with residents, businesses, and other stakeholders to improve streets in a way that creates a stronger sense of place.
Policy T-3.2 Funding. Maximize the City’s eligibility for funding for bicycle and pedestrian improvements and aggressively pursue such funding to complete desired projects.
Policy T-5.3 Maintenance. Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently. The City will strive for an overall Pavement Condition Index of 76, which is the lower limit of industry best practices.
Policy T-5.4 Traffic Flow Improvements. Use a variety of technology-driven measures to improve traffic flow at congested intersections.
Policy T-7.2 Capital Improvements. Identify capital improvements and other measures which improve the safety of bicyclists, pedestrians, and motor vehicles on San Leandro streets.
Policy T-7.7 Funding. Pursuing grants for the improvement of pedestrians, bicycles, and motor vehicle safety, including a greater focus on traffic law and speed enforcement.
Financial Impacts
This Council action will not impact fund balance because there are funds available in the FY2026-2027 budget for on-call services.
ATTACHMENTS
A: Resolution
B: CSA Amendment No. 1 - DKS Associates
C: CSA Amendment No. 1 - Fehr & Peers
D: CSA Amendment No. 1 - W-Trans
E: Original CSA - DKS Associates
F: Original CSA - Fehr & Peers
G: Original CSA - W-Trans
PREPARED BY: Robin Chee, Associate Engineer, Public Works Department - Engineering Division