REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Kimley-Horn and Associates, Inc. for Planning Professional Services and an Agreement with BKF Engineers for Design Professional Services for the De La Cruz Boulevard, Lick Mill Boulevard, and Scott Boulevard Bikeway Improvements Project
Report
COUNCIL PILLAR
Deliver and Enhance High-Quality Efficient Services and Infrastructure
BACKGROUND
On October 10, 2023, City Council accepted Federal Community Project Funding in the amount of $2.725 million and established a new project for the De La Cruz Boulevard, Lick Mill Boulevard, and Scott Boulevard Bikeway Improvements Project (Project). The Project scope of work includes traffic review, design concept analysis, public outreach, design, and construction of bicycle facilities on the following corridors: 1) De La Cruz Boulevard from Montague Expressway to Trimble Road, 2) Lick Mill Boulevard from Tasman Drive to Montague Expressway, and 3) Scott Boulevard from the Calabazas Creek Trail to Saratoga Avenue (Attachment 1). The goal is to enhance safety, improve mobility, and reduce vehicle emissions by implementing high priority bicycle projects identified in the Santa Clara Bicycle Plan, while connecting local residential communities, schools, libraries, and major employers within Santa Clara. It is important to note that as part of the design concept analysis, vehicle lane and/or parking removals will be studied, and neighborhood outreach will also be conducted as these corridors do not have sufficient roadway space to accommodate new bicycle facilities.
The Project will be completed in two phases. Phase 1 design services include a consultant-led study involving community, City commission(s)/committee(s), and Council input; development of a program plan and schematic design options, and preparation of cost estimates. Phase 2 design services will involve the consultant producing Plans, Specifications, and Engineer’s Estimate, preparing bid documents, obtaining permits, and assisting with bid/pre-construction and construction/post-construction activities.
DISCUSSION
Pursuant to City Code Section 2.105.140(c) and State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process. Under this process, proposers are evaluated based on their demonstrated competence and qualifications, and the most qualified proposer(s) is selected, subject to the negotiation of fair and reasonable compensation.
On May 30, 2024, the City published a Statement of Qualifications (SOQ) to solicit proposals from qualified firms to provide planning and design professional services. The SOQ was published on the City’s e-procurement platform and was structured to allow for the submission of proposals for two different phases. The phases are as follows:
- Phase 1: Planning Professional Services
- Phase 2: Design Professional Services
In addition to the notifications sent via the City’s e-procurement platform, staff directly notified civil engineering and other consulting firms who had viewed similar projects in the past.
Phase 1: Planning Professional Services
A total of three proposals were received for Phase 1: Planning Professional Services from the following firms:
- BKF Engineers (BKF)
- Hexagon Transportation Consultants, Inc. (Hexagon)
- Kimley-Horn and Associates, Inc. (Kimley-Horn)
The proposals were reviewed and evaluated by a three-member evaluation team composed of staff from the Department of Public Works’ Design and Traffic Engineering divisions. After evaluation, the City conducted a Best and Final Offer (BAFO) with the highest ranked proposer, Kimley-Horn, to memorialize clarifications and provide a final opportunity to revise their cost proposal.
Staff recommends awarding the agreement for Phase 1 to Kimley-Horn. Kimley-Horn demonstrated a strong understanding of the Project and provided an excellent approach to investigating and resolving the issues outlined in the SOQ. Also, Kimley-Horn has extensive transportation planning experience working in the Bay Area and has successfully completed similar projects in the past.
Under the proposed agreement with Kimley-Horn (Attachment 2), the scope of services will include planning professional services, which generally includes extensive public outreach, review of existing conditions, parking and traffic analyses, development of conceptual options, and the preparation of a final report for the Project. The final report will identify options for possible bicycle improvements to expand the existing bicycle network, fill in gaps, provide greater connectivity to public transportation, increase mobility, and encourage the public to adopt more sustainable modes of transportation.
Phase 2: Design Professional Services
The City received one proposal for Design Professional Services from BKF Engineers (BKF). Their proposal was reviewed and evaluated by staff from the Department of Public Works’ Design and Traffic Engineering divisions, who determined that it met the SOQ requirements. The City also conducted a BAFO to memorialize clarifications and provide a final opportunity for BKF to revise their cost proposal.
Staff recommends awarding the agreement for Phase 2 to BKF. BKF demonstrated a strong understanding of the Project and provided an excellent approach to investigating and resolving the issues outlined in the SOQ. Also, BKF has extensive design experience working in the Bay Area and has successfully completed similar projects in the past.
Under the proposed agreement with BKF (Attachment 3) the scope of services will include design professional services which generally includes preliminary engineering, design, preparation of construction documents, bid support, engineering services during construction, and project close-out.
Agreement Terms
Both agreements have an initial two-year term, with compensation fixed at not-to-exceed limits. For the agreement with Kimley-Horn, the maximum compensation is not-to-exceed $552,685. For the agreement with BKF, the maximum compensation is not-to-exceed $762,812. If the Project is not completed during the initial term, each agreement includes four additional one-year options to extend the term.
Prevailing wages are included in these agreements.
ENVIRONMENTAL REVIEW
This action is for 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 Project and future discretionary approvals are required by the City to approve Project for construction. Environmental review in accordance with CEQA will occur as part of the design and approval process. As a recipient of federal grant funding, the Project is also required to be reviewed in accordance with the National Environmental Policy Act (NEPA).
FISCAL IMPACT
The proposed Planning Professional Services Agreement with Kimley-Horn is for a total not-to-exceed amount of $552,685. This amount includes $480,596 for basic services and $72,089 for additional services. The proposed Design Professional Services Agreement with BKF is for a total not-to-exceed amount of $762,812. This amount includes $663,315 for basic services and a contingency of $99,497 for additional services.
Funding for these agreements is available in the Streets and Highways Capital Fund in the De La Cruz Boulevard, Lick Mill Boulevard, and Scott Boulevard Bikeway Improvements 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. Authorize the City Manager to negotiate and execute an agreement with Kimley-Horn and Associates, Inc. to provide planning professional services for the De La Cruz Boulevard, Lick Mill Boulevard, and Scott Boulevard Bikeway Improvements project for an initial two-year term with maximum compensation not-to-exceed $552,685, in a final form approved by the City Attorney;
2. Authorize the City Manager to negotiate and execute an agreement with BKF Engineers to provide design professional services for the De La Cruz Boulevard, Lick Mill Boulevard, and Scott Boulevard Bikeway Improvements project for an initial two-year term with maximum compensation not-to-exceed $762,812, in a final form approved by the City Attorney; and
3. Authorize the City Manager to negotiate and execute amendments to both agreements to make modifications as required and extend the term for up to four additional one-year terms, subject to the compensation limits, and appropriation of funds, in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Bicycle Improvements Project Location Map
2. Draft Agreement with Kimley-Horn and Associates, Inc.
3. Draft Agreement with BKF Engineers