Title
Adopt a Resolution to Approve and Authorize the City Manager to execute 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
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
• Community & Business Development
SUMMARY
Three existing Consultant Services Agreements (CSAs) expired on June 30, 2022. Amendments to each of the existing CSAs to update fee schedules and extend the term for one additional year for on-call transportation engineering services on various projects for the Engineering and Transportation Department is presented for approval.
RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute Amendment No. 2 to the existing CSAs, with DKS Associates, Fehr & Peers, and W-Trans in amounts not to exceed $100,000 within the twelve-month period with updated fee schedules for one additional year for each firm (a maximum not to exceed of $100,000 for one year per agreement, for a total of $300,000 in one year for all agreements).
BACKGROUND
In late 2016, staff issued a Request for Qualifications (RFQ) seeking transportation engineering consulting firms to assist with transportation and traffic engineering projects as needed. The consultants primarily function as an extension 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 CSAs 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 existing CSAs 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 Amendment No. 1 expired on June 30, 2022.
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. 2 to the 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 one additional year. Each Amendment No.2 will expire on June 30, 2023. Staff will issue a new Request for Qualifications (RFQ) to recruit on-call transportation consultants when the Amendment No. 2 expires.
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 the division to efficiently and expeditiously complete CIP projects as well as review of private development projects.
Current Agency Policies
• 2022 City Council Goal: Maintain and enhance San Leandro’s infrastructure
Previous Actions
• Late 2016; Solicited RFQs
• May 15, 2017; City Council approves CSAs for a term of three years from June 30, 2017, to June 30, 2020
• July 20, 2020; City Council approves amendment to CSA for an extended term of two years from June 30, 2020, to June 30, 2022
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.
Financial Impacts
Sufficient funds are included in the Fiscal Year 2022-2023 General Fund budget for on-call transportation services:
• 210 - CIP Projects & General Fund, Land Development 010-42-003: $300,000
Total $300,000
This Council action will not impact fund balance because there are funds available in the FY2022-2023 adopted budget.
ATTACHMENTS
Attachment A: Reso 22-506
Attachment B: Reso 2020-091 Amendment 1 CSA for DKS, Fehr & Peers and W-Trans
Attachment C: CSA Amendment No. 2 - DKS
Attachment D: CSA Amendment No. 2 - Fehr & Peers
Attachment E: CSA Amendment No. 2 - W-Trans
PREPARED BY: Nicole Castelino, Senior Engineer; Robin Chee, Assistant Engineer, Engineering and Transportation Department