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CC - CONSENT ITEM: Approval of a Task Order with HDR, Inc. for Mobility Investment & Grant Strategy Services in an Amount Not-to-Exceed $640,703.25 ($276,035.22 Base Plus $364,668.03 Contingency for Predefined Optional Services).
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Meeting Date: November 11, 2024
Contact Person/Dept: Tamar Fuhrer/Transportation Department
Phone Number: (310) 253-6593
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: []
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/07/2024)
Department Approval: Diana Chang, Chief Transportation Officer (10/22/24)
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RECOMMENDATION
Staff Recommends the City Council approve a task order with HDR, Inc. for Mobility Investment & Grant Strategy services in an amount not to exceed $640,703.25.
BACKGROUND/DISCUSSION
The Transportation Department’s operations and capital projects are funded through the Transportation Enterprise Fund (Municipal Bus Fund 203), rather than the General Fund. These funds are comprised of various competitive and non-competitive grants and other funding from sub-regional, state, and federal sources, along with farebox revenue. Annual revenue received by the Department is dynamic, and can be impacted by changes in ridership, service, the service of other transit agencies in the region, County sales tax measures, and area population.
To continue to provide a high level of mobility services for the community, maintain the fleet and infrastructure in a state of good repair, and address current and future mobility demands, the Department seeks to develop a plan that will assess funding needs and recommend a multi-year comprehensive grant strategy that will identify and develop projects for competitive grant opportunities and close any funding gaps.
On March 27, 2023, staff presented Council with the results of the request for qualifications process conducted for on-call transit planning, on-call transportation and mobility planning firms, on-call transportation facility design and fleet electrification planning firms, on-call transportation infrastructure design and planning firms, on-call public solicitation and grant writing firms and on-call project public engagement firms. The City Council approved on-call professional services agreements with 12 individual firms including 11 that were identified as qualified Transportation and Mobility Planning firms and six that were identified as qualified Public Solicitation and Grant Writing firms.
Staff solicited proposals from all six firms that were included on both the approved Mobility Planning and Grant Writing on-call lists. Two companies responded to the solicitation: Kimley-Horn Associates and HDR, Inc. Staff did a thorough review of both applications and determined that HDR’s team has the robust experience in mobility investment strategy and grant writing specific to transit funding. Staff therefore seeks to award the task order to HDR, Inc.
The proposal has both a fixed-task component and an as-needed component. The fixed tasks are to complete the mobility investment model and grants strategy. The as-needed component is to prepare grant applications on an as-needed basis, at the direction of the Department.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for these services in the amount of $640,703.25 in Account No. 20370100.619800 (Transportation Administration - Other Contractual Services), which can be found on Page 457 of the budget book. All services will be paid for with Transportation Department funds (Municipal Bus Fund 203). No General Fund dollars will be used.
ATTACHMENTS
None
MOTIONS
That the City Council:
1. Approve a task order with HDR, Inc. in an amount not-to-exceed $276,035.22;
2. Authorize the Chief Transportation Officer to approve amendments to the task order in an additional amount not-to-exceed $364,668.03 for predefined optional services; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.