REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with TJKM Transportation Consultants for Transportation Modeling Update Services
Report
COUNCIL PILLAR
Deliver and Enhance High-Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works Traffic Division uses transportation modeling to forecast vehicle traffic on roadways based on land development projects and land uses within the General Plan. Model forecasts are used to calculate Level of Service (LOS) and Vehicle Miles Traveled (VMT) in accordance with the City’s adopted Transportation Analysis Policy. LOS is a metric based on vehicle delay and is used to measure a project’s effect on transportation operations. VMT is a metric based on distance traveled by vehicles and is used to measure a project’s environmental impact as required by the California Environmental Quality Act (CEQA).
The model was last updated in 2018 and is due for a comprehensive update to reflect recent changes to the City’s land uses and roadway network. This modeling update is included in the Adopted Biennial Capital Improvement Program Budget for FY 2020/21 and FY 2021/22 and these funds will be used to hire a consultant to assist with updating the model.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Statement of Qualifications (SOQ) was conducted as the solicitation method for this procurement, with the award recommendation based on best value. The factors considered in the award were experience of firm, team experience and availability, project approach/workplan, schedule, completion date, and cost.
The City released a SOQ for modeling update services on June 2, 2021. The SOQ was published on the City’s e-procurement platform. A total of 40 companies viewed the SOQ, and two proposals were received from the following firms:
• Elite Transportation Group, Inc.
• TJKM Transportation Consultants
The proposals were independently evaluated by a three-member evaluation team with representation from the Department of Public Works. The proposals were evaluated against the above criteria published in the SOQ. Both firms were invited to participate in oral interviews to introduce their key personnel and demonstrate how they would meet the City’s requirements.
TJKM Transportation Consultants (TJKM) is recommended for the award of contract as having submitted the best value proposal. TJKM demonstrated a wide range of experience in providing similar services to the City’s requirements and have updated models in other Counties such as Napa and Sonoma. Their staffing and project workplan were thorough and comprehensive. References were checked with Solano Transportation Authority and Sonoma County Transportation Authority and both agencies provided positive feedback.
Under the Agreement, TJKM will provide services to update the City’s current model. Compensation under the Agreement will be paid on an hourly basis with not to exceed limits and is fixed for the initial two-year term. There is one option to extend the term of the Agreement by one year in the event the project is not completed in the initial term.
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 either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The proposed agreement is for a not-to-exceed amount of $148,951. This amount includes $135,410 for basic services plus a 10 percent contingency for any potential additional services in the amount not-to-exceed $13,541. Sufficient funding of $200,000 is available in the FY 2021/22 Adopted Budget within the existing Model Update capital project (Project No. 1234) in the Streets and Highways Capital Fund.
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. Authorize the City Manager to execute an Agreement with TJKM Transportation Consultants for services to provide Transportation Modeling Update Services for an initial two-year term with maximum compensation not-to-exceed $148,951;
2. Authorize the City Manager to make minor modifications to the Agreement, if necessary; and
3. Authorize the City Manager to execute a one-year option to extend the term of the Agreement, not to exceed three years, at the City’s sole discretion, after the initial term and subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: City Manager’s Office
ATTACHMENTS
1. Agreement with TJKM Transportation Consultants