Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 3 to the Existing Consultant Services Agreement with Fehr & Peers for On-Call Transportation Engineering Services for a Not-to-Exceed Amount of $150,000 within the 12-Month Period
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
• Community & Business Development
SUMMARY
Expenditures for On-Call Transportation Engineering Consulting Services for Fehr and Peers has exceeded the contract amount of $100,000. An amendment to the existing Fehr and Peers agreement for a sum not-to-exceed $150,000 is required. The increased contract amount will pay for outstanding invoices and future planned work tasks.
RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute Amendment No. 3 to the existing Consulting Services Agreements (CSA) with Fehr & Peers for a sum not to exceed $150,000 within the twelve-month period.
BACKGROUND
In late 2016, staff issued a Request for Qualifications (RFQ) seeking consulting firms to assist with transportation and traffic engineering projects on an as needed basis. On tasks related to transportation, the selected firms will primarily function as an extension of City staff.
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 May 15, 2017, the City Council approved a three-year Consultant Services Agreements (CSA) with DKS Associates, Fehr & Peers, and W-Trans to provide on-call transportation engineering support services on various projects for the Engineering and Transportation Department. The existing CSA expired on June 30, 2020.
On July 20, 2020, the City Council approved Amendment No. 1 to the agreements to update fee schedules and extend the term for an additional two (2) years from June 30, 2020 to June 30, 2022. The existing CSA amendment No. 1 expired on June 30, 2022.
On September 6, 2022, the City Council approved amendment No. 2 of the agreements to updated fee schedules and extend the term for one (1) additional year.
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 application
• 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
Staff recommends approval of Amendment No. 3 to the existing CSA with Fehr & Peers. The amendment requested is for assistance with finalizing the local roadway safety plan and temporary traffic control plan review. This will allow the department to efficiently and expeditiously assign encroachment permits and complete capital improvement projects. Consultant costs will be charged to specific projects, each with a designated appropriation, or associated encroachment permits.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On May 15, 2017, by Resolution No. 2017-069, the City Council approved Consulting Services Agreements with DKS Associates, Fehr & Peers, and W-Trans, for On-Call Transportation Engineering Consulting Services in an Amount Not-to-Exceed $100,000 Within Each 12-Month Period for Three Years with Each Firm
• On July 20, 2020, by Resolution No. 2020-091, the City Council approved Amendment No. 1 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 in an Amount Not-to-Exceed $200,000 for
Two Years per Agreement, for a Total of $600,000 for All Three
Agreements)
• On September 6, 2022, by Resolution No. 2022-141, the City Council approved Amendment No. 2 for each of the Existing Consultant Services Agreements with DKS Associates, Fehr & Peers, and W-Trans with Updated Fee Schedules for On-Call Transportation Engineering Consulting Services in an Amount Not-to-Exceed $100,000 Within the 12-Month Period for a Total of $300,000 for All Three Agreements
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
Sufficient funds are included in the Fiscal Year 2022-2023 General Fund budget for on-call transportation services:
|
General Fund-Engineering, Account 010-42-003: |
$50,000 |
|
Total |
$50,000 |
This Council action will not impact fund balance because there are funds available in the FY2022-2023 adopted budget.
ATTACHMENTS
Attachment A: Resolution Amendment #3 - Fehr & Peers
Attachment B: CSA Amendment #3 - Fehr & Peers
PREPARED BY: Nicole Castelino, Senior Engineer; Robin Chee, Assistant Engineer, Engineering and Transportation Department