REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Advanced Mobility Group for Design Professional Services for the Lick Mill Boulevard Pedestrian Beacon Upgrade and Monroe Street at Los Padres Boulevard Traffic Signal Modification Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In September 2020, the Council approved $500,000 of Santana West Settlement funding for the Lick Mill Boulevard Pedestrian Beacon Upgrade project (Agenda Report 20-804). This project is located along Lick Mill Boulevard between Tasman Drive and Montague Expressway. The goal of the project is to enhance transportation safety and mobility along Lick Mill Boulevard by upgrading the three existing flashing beacons located along the corridor to newer standards. The locations include a curve warning beacon south of Tasman Drive and pedestrian crossings at Lick Mill Park and at Fitzpatrick Way. At the pedestrian crossings, the existing flashing yellow beacons will be replaced with pedestrian activated Rectangular Rapid Flashing Beacons (RRFBs). The project will also complete pedestrian improvements including new signage and striping, modifications to the concrete median at Fitzpatrick Way, and upgrades to the existing curb ramps to meet Americans with Disabilities Act (ADA) standards.
In June 2020, the Council approved Gas Tax funding as part of the FY 2020/21 and FY 2021/22 Biennial Capital Improvement Program Budget, for the Monroe Street at Los Padres Boulevard Traffic Signal Modification project. This project will upgrade the traffic signal at the intersection to provide left turn arrows for vehicles turning left from Monroe Street onto Los Padres Boulevard. Monroe Street is currently striped with left turn pockets in each direction but does not have left turn arrow signals. The project will modify the signal to add the left turn signals, install fiber optic communications, upgrade traffic signal equipment to the latest City standards, and upgrade the curb ramps to meet ADA standards.
Since both projects have similar types of work related to traffic and pedestrian improvements, staff combined these two projects into one project titled Lick Mill Boulevard Pedestrian Beacon Upgrade and Monroe Street at Los Padres Boulevard Traffic Signal Modification Project (“Project,” see Attachment 1 for Project Location Map). Administering the design and construction as one combined project allows the City to hire one engineering consultant to design the project and one construction contractor which creates staffing efficiencies and has the potential to reduce construction mobilization costs and unit costs (i.e. contractor can procure greater quantities of materials at lower prices). Additionally, creating one combined project will reduce staff management and administration time necessary to deliver this project.
DISCUSSION
A formal selection process was utilized to solicit proposals from consultants to provide the required professional services. In 2020, an on-call list of prequalified consultants for traffic engineering services was established through a competitive Statement of Qualifications (SOQ) process. The prequalified consultant list to provide traffic engineering services for a period of five years includes six firms (Advanced Mobility Group, DKS Associates, Hexagon, Iteris, Kimley-Horn and Associates, and W-Trans). In March 2022, staff issued a competitive Call for Proposals (CFP) for the Project to the firms on the prequalified consultant list. Staff received proposals from three firms: Advanced Mobility Group, Iteris, and Kimley-Horn and Associates.
A proposal review panel consisting of staff from the Department of Public Works evaluated each proposal against the criteria set forth in the CFP, including project specific qualifications, availability of staff resources, project approach, completeness and depth of scope of services, and project schedule. Based on the panel’s evaluation, Advanced Mobility Group (AMG) submitted the best proposal and is recommended for award of contract. AMG demonstrated a strong project understanding and provided an excellent project approach to investigate and resolve the issues presented in the CFP. AMG has extensive traffic engineering experience working in the Bay Area and has demonstrated successful performance with other traffic related projects for the City.
The proposed agreement (Attachment 2) includes a refined scope of services based upon negotiations and the understanding of the work to be performed. The scope of services generally includes project management and coordination, preliminary engineering and evaluation, construction documents (plans, specifications, and estimates) for public works bidding, and engineering support services during bid, award, and construction.
Staff recommends entering into the agreement with Advanced Mobility Group for the Lick Mill Boulevard Pedestrian Beacon Upgrade and Monroe Street at Los Padres Boulevard Traffic Signal Modification Project to allow the Project to move into the design phase. The agreement includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This Agreement is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. However, it is expected that the CEQA determination for this project will be a categorical exemption pursuant to CEQA Guidelines section 15301(c) Existing Facilities.
FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount $136,818. This amount includes $124,380 for basic services, and $12,438 for additional services. FY 2022/23 Funds are available for the agreement in the Streets and Highways Capital Fund in the Monroe - Los Padres Traffic Signal Modification project.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement for Design
Professional Services with Advanced Mobility Group for the Lick Mill Boulevard
Pedestrian Beacon Upgrade and Monroe Street at Los Padres Boulevard Traffic Signal
Modification Project in the amount not-to-exceed $136,818; and
2. Authorize the City Manager to make minor modifications to the agreement if needed
and to extend the term.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Project Location Map
2. Agreement