Title
Staff Report for a City of San Leandro City Council Resolution to Approve 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 in an Amount Not-to-Exceed $200,000 for Two Years per Agreement, for a Total of $600,000 for All Three Agreements
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute Amendment No. 1 for each of the existing Consulting Services Agreements (CSA), with DKS Associates, with Fehr & Peers, and with W-Trans in amounts not to exceed $100,000 within each twelve-month period with updated fee schedules for additional two consecutive years (a maximum not to exceed of $200,000 for two years per agreement, for a total of $600,000 in two years for all three agreements). The consultants will provide on-call transportation engineering support services on various projects for the Engineering and Transportation Department.
BACKGROUND
In late 2016, staff issued a Request for Qualifications (RFQ) seeking transportation consulting firms to assist with transportation and traffic engineering projects as needed. The consultants primarily function as extensions of City staff on tasks related to transportation.
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 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 for three years. The three existing CSAs expire on June 30, 2020.
Engineering consulting services to be provided by the three consulting firms include the following:
• Planning, design, CAD drafting;
• Design of 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;
• Review Requests for and Design of traffic calming measures;
• Streets and intersection improvement design;
• Parking program consultation;
• Submittal of grant applications; and
• 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. 1 for each of the three existing CSAs with DKS Associates, Fehr & Peers, and W-Trans. Approval of these amendments will allow the consultants to provide on-call transportation engineering support services with updated fee schedules for an additional two years. These three Amendments will expire on June 30, 2022. Staff will issue a new Request for Qualifications (RFQ) to recruit on-call transportation consultants when these Amendments expire.
A blanket purchase order will be requested for each individual consulting firm as tasks are assigned. Consultant costs will be charged to specific projects, each with a designated appropriation. The arrangement will allow the division to efficiently and expeditiously complete CIP projects or studies to meet the needs of the City.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
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 T7.2 Capital Improvements. Identify capital improvements and other measures which improve the safety of bicyclists, pedestrians, and motor vehicles on San Leandro streets.
• Policy T7.7 Funding. Pursuing grants for the improvement of pedestrians, bicycles, and motor vehicle safety, including a greater focus on traffic law and speed enforcement.
Fiscal Impacts
Tasks assigned to consultants will be charged to specific budgeted projects, each with a designated appropriation. Each project budget includes funds for engineering services and therefore, there are no additional fiscal impacts beyond those originally identified for the project.
Budget Authority
A blanket purchase order will be requested for each individual consulting firm. The following accounts may be used to fund the amendments to the three agreements over two years:
120-28-187 Advanced Planning
120-28-189 Miscellaneous Traffic Studies
120-28-196 Adaptive Traffic Control Signal System Upgrade
120-38-349 Wicks/Manor Signal Upgrade (HSIP)
141-36-356 Bicycle Network West
144-38-401 Annual Overlay/Rehabilitation 2018-19
144-38-402 Annual Street Sealing 2018-19
150-38-349 Wicks/Manor Signal Upgrade (HSIP)
210-28-167 Neighborhood Traffic Calming
There are several more accounts associated with recently received grants. In addition, funding may also be provided through the Capital Improvement Program (CIP).
ATTACHMENTS
Attachments to Related Legislative Files
• Attached to Resolution:
o CSA Amendment No. 1 - DKS
o CSA Amendment No. 1 - Fehr & Peers
o CSA Amendment No. 1 - W-Trans
PREPARED BY: Dean Hsiao, Traffic Operations Engineer, Engineering and Transportation Department