REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Kimley-Horn and Associates, Inc. for Professional Services for the Santa Clara Vision Zero Plan
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
Vision Zero has been publicized as a strategy aimed at eliminating traffic fatalities and severe injuries, while enhancing safe, healthy, equitable mobility for all. Initially introduced in Sweden during the 1990s, Vision Zero programs have since been implemented around the world and locally in California and Santa Clara County. The City’s Bicycle Plan and Pedestrian Master Plan have objectives that include studying the implementation of a Vision Zero Plan.
The United States Bipartisan Infrastructure Law established the Safe Streets and Roads for All (SS4A) grant program that provides funding opportunities to develop comprehensive safety action plans and implement projects identified within these plans. To achieve the goal of studying and implementing a Vision Zero Plan, the Department of Public Works (DPW) applied for a SS4A grant in September 2022. In February 2023, DPW was notified of a $450,000 grant award to help in developing a Santa Clara Vision Zero Plan (Plan). The City was also required to provide a 20 percent local match as part of the grant.
On December 5, 2023, the City Council accepted the SS4A grant funding to establish the Plan, authorized the City Manager to execute all documents related to accepting federal funding, and approved a budget amendment of $570,000 for the Santa Clara Vision Zero Plan project.
On January 5, 2024, the grant agreement with the Federal Highway Administration (FHWA) was fully executed.
The Plan will involve robust community engagement and a comprehensive citywide safety analysis to identify the locations, severity, demographics, and common collision types within the City. The Plan will develop a collision countermeasure toolbox, comprising programmatic measures and roadway design features to address traffic safety issues. Additionally, a list of potential traffic improvements will be developed and prioritized. Upon completion of the Plan, the City will have the opportunity to seek future grant opportunities to fund implementation under the SS4A program.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposals (RFP) was conducted, with the award recommendation based on “best value.” On January 25, 2024, the City published the RFP for professional services for the Santa Clara Vision Zero Plan on the City's e-procurement platform. In addition, staff directly sent notifications to civil engineering and public outreach companies obtained from the Caltrans Disadvantaged Business Enterprise (DBE) database.
The City received one proposal from Kimley-Horn and Associates, Inc. (Kimley-Horn), which was thoroughly reviewed and evaluated by staff who checked references and determined that their proposal satisfied the RFP requirements. Kimley-Horn has extensive experience in leading roadway safety projects and similar Vision Zero efforts in California. The City conducted a Best and Final Offer (BAFO) to memorialize clarifications and provide a final opportunity for Kimley-Horn to revise their cost proposal, resulting in a cost savings of $27,000.
Staff recommends awarding an agreement to Kimley-Horn and Associates, Inc. for the Santa Clara Vision Zero Plan. Under the proposed agreement, Kimley-Horn will provide professional services including (a) project management, (b) review of existing plans, policies, and standards, (c) analysis of existing conditions, (d) public outreach, and (e) preparation of a final project report. The agreement has a term of two years and a not-to-exceed maximum compensation of $556,536, which includes a contingency amount of $50,594. Payments are tied to successful completion of key tasks/deliverables.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The City negotiated to receive a Best and Final Offer from Kimley-Horn to obtain the recommended not-to-exceed amount.
The proposed agreement is for a total not to exceed amount of $556,536, which was negotiated by the City during the BAFO process. This amount consists of $505,942 for basic services and a $50,594 contingency for additional services. Funding for the agreement is available in the Streets and Highways Capital Fund in the Santa Clara Vision Zero Plan project (Project 1268).
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. Authorize the City Manager to negotiate and execute an agreement with Kimley-Horn and Associates, Inc. (Agreement) to provide professional services for the Santa Clara Vision Zero Plan project with a maximum compensation not-to-exceed $556,536 over a two-year term, in a final form approved by the City Attorney; and
2. Authorize the City Manager to take any actions necessary to implement and administer the Agreement and negotiate and execute amendments to the Agreement to extend the term and modify the scope of services, in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement