REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Kimley-Horn and Associates, Inc. for Design Professional Services for the Intelligent Transportation Systems Project 2
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
Intelligent Transportation Systems (ITS) are control and information devices that enhance traffic operations and management of congestion on roadways. Typical ITS components include new controller cabinets to support “smart” signals, traffic monitoring cameras to observe roadways, Bluetooth/Wi-Fi modules to collect travel time information, and fiber optic communications to support high resolution data transmission.
In 2017, the City received $500,000 in grant funds from the Santa Clara Valley Transportation Authority (VTA) for the Santa Clara Citywide Intelligent Transportation Systems (ITS) Project 2 to install traffic controller cabinets and fiber optic communications to enhance traffic operations at eight intersections on Bellomy Street, Monroe Street, and Winchester Boulevard.
On March 24, 2020, the City Council also approved a funding agreement with the VTA for the Scott Blvd Signal Timing Phase 2 (“Scott Blvd Phase 2”) Project. This agreement would install similar ITS improvements on Scott Boulevard between El Camino Real and Saratoga Avenue.
As the Santa Clara Citywide ITS Project 2 and Scott Blvd Phase 2 projects have similar types of improvements related to traffic signals, staff combined these two projects into one project titled Intelligent Transportation Systems Project 2 (“Project”) to achieve potential cost savings (see Attachment 1 for Project map). By creating one combined project, this will allow the City to hire one contractor which can reduce 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 October 2021, staff issued a competitive Request for Proposals (RFP) for the Project on the City’s e-procurement system. Staff received proposals from five firms: Advanced Mobility Group, DKS Associates, GHD, Iteris, and Kimley-Horn and Associates.
A proposal review panel consisting of staff from the Department of Public Works (DPW) Design Division and Traffic Engineering Division evaluated each proposal against the criteria set forth in the RFP, including, responsiveness to the RFP, project approach, ability to complete the project within the proposed schedule, and pricing. Based on the panel’s evaluation, Kimley-Horn and Associates, Inc. (Kimley-Horn) is recommended for award of contract. Kimley-Horn submitted the best proposal, demonstrated a strong project understanding, and provided an excellent project approach to investigate and resolve the issues presented in the RFP. Kimley-Horn has extensive traffic experience working in the Bay Area and has successfully completed numerous traffic related projects for the City in the past.
The proposed agreement (Attachment 2) includes a refined scope of work based upon negotiations. The scope of work includes preliminary engineering, construction documents (plans, specifications, and engineer’s estimate) for public works bidding, assistance with obtaining building permit, and engineering support services during bid, award, and construction. Staff recommends entering into the agreement with Kimley-Horn and Associates, Inc. to complete design professional services for the Project. Design of the project is anticipated to be complete by spring 2023 and construction of the project is anticipated to be complete in spring 2024. The agreement includes a section covering prevailing wage requirements.
ENVIRONMENTAL REVIEW
Council action on this item does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") because it is an administrative activity that will not result in direct or indirect physical changes in the environment as set forth in section 15378(b)(5) of the CEQA Guidelines.
FISCAL IMPACT
The proposed Agreement is for a total not-to-exceed amount of $148,000. This amount includes $128,220 for basic services and $19,780 for additional services. Funds for the agreement are available in FY 2021/22 and FY 2022/23 Adopted Biennial Operating Budget in the Streets and Highways Capital Fund in the Scott Blvd Signal Timing Phase 2 (1252) and Santa Clara Citywide ITS Project 2 (1386) projects.
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>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement for Design Professional Services with Kimley-Horn and Associates, Inc. for the Intelligent Transportation Systems Project 2 in the amount not-to-exceed $148,000; and
2. Authorize the City Manager to make minor modifications to the agreement if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Project Map
2. Agreement