Title
Staff Report for a Resolution to Approve 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
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute Consulting Services Agreements (CSA), with DKS Associates, Fehr & Peers, and W-Trans in amounts not to exceed $100,000 within each twelve-month period for three consecutive years (a maximum not to exceed of $300,000 for three years per agreement, for a total of $900,000 in three years for all agreements). The consultants will provide transportation engineering support services on various projects for the Engineering and Transportation Department.
BACKGROUND
The Transportation Engineering Division evaluates, plans, designs, procures, integrates, and implements traffic signal and calming devices; bicycle and pedestrian facilities; and public parking facilities to meet the multi-modal transportation needs within the City of San Leandro. Because of a thriving economy, demands for service from the Transportation Engineering Division have increased significantly. To continue providing timely and efficient response to residents for general traffic inquiries and safety improvement matters, and to developers for development related projects, it is necessary to outsource certain tasks to consultants. Furthermore, the City’s proposed biennial budget includes significant increases in expenditures for Capital Improvement Program projects that will further stretch the capacity of the division. Retaining qualified consultants to support the City’s staff will provide options and flexibility when satisfying the expected demands.
Engineering consulting services to be provided by consulting firms may include the following:
• planning, design, and 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; 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
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 will 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.
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.
Current Agency Policies
2017 City Council Goal: 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.
Environmental Review
Not Applicable
Summary of Public Outreach Efforts
Not Applicable
Fiscal Impacts
A blanket purchase order will be requested for each individual consulting firm, as tasks assigned to consultants will be charged to specific projects, each with a designated appropriation. Each project budget includes funds for engineering services and therefore, 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, as tasks assigned to consultants will be charged to specific projects, each with a designated appropriation. The following accounts may be used to fund the three agreements over three years:
120-28-187 Advanced Planning
120-28-189 Miscellaneous Traffic Studies
120-28-195 Traffic Studies & Signal Equipment 15-16
120-28-197 Traffic Studies & Signal Equipment 16-17
120-38-348 Bancroft/Sybil Signal Improvements (HSIP)
141-36-356 Bicycle Network West
142-38-377 Annual Overlay/Rehabilitation 2016-17
150-38-348 Bancroft/Sybil Signal Improvements (HSIP)
There are several more accounts associated with recently received grants. In addition, funding may also be provided through the Capital Improvement Program (CIP) via the 2017-18 and 2018-19 Proposed Biennium budget to be presented to Council for appropriation approval on May 15, 2017 and June 5, 2017.
ATTACHMENT(S)
• CSA - DKS
• CSA - Fehr & Peers
• CSA - W-Trans
PREPARED BY: Reh-Lin N. Chen, Senior Transportation Engineer, Engineering and Transportation Department