City of Culver City, California
Agenda Item Report
Meeting Date: 05/13/2013 Item Number: C-8
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT -: (1)
Approval of a Professional Services Agreement with Minagar & Associates, Inc.,
to Perform a Citywide Speed Zone Study in Accordance with the Requirements of
Section 627 of the California Vehicle Code in an Amount Not-to-Exceed $61,867
($56,243 for the Base Contract and $5,624 in Change Order Authority); and
Approval of a Related Budget Amendment.
Contact Person/Dept.: Gabe Garcia/PW Phone Number: 310-253-5633
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings โ City Council (05/07/13); (E-Mail)
All bidders (05/8/13)
Department Approval:
Charles D. Herbertson (05/02/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/07/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (05/07/13)
City Manager Approval:
John M. Nachbar (05/07/13)
RECOMMENDATION:
Staff recommends the City Council approve a professional services agreement with
Minagar & Associates, Inc. (1) to perform a citywide speed zone study, including
reviewing the existing citywide speed limits, recommending changes (increases or
reductions) to speed limits in accordance with the requirements of Section 627 of the
California Vehicle Code (CVC), and (2) to conduct Engineering and Traffic Surveys
of street segments throughout the City, and related budget amendment
A budget amendment requires a 4/5ths vote
BACKGROUND:
A certified citywide speed zone study containing Engineering & Traffic Surveys for
certain streets is necessary to accomplish the following: 1) to set speed limits that
are greater than 25 miles per hour on non-residential city streets; 2) to enable the
Police Department to obtain speed readings of moving vehicles with radar or laser
devices; and 3) to enable the Police Department to issue citations based on radar or
laser device readings to drivers of vehicles exceeding the set speed limits.
DISCUSSION:
The current speed zone study became effective on August 25, 2003, and will expire
on August 24, 2013, in compliance with California Vehicle Code (CVC) Section
40802. In anticipation of the expiration, staff released RFP #1522, on April 16, 2013, City of Culver City, California
Agenda Item Report
for citywide speed surveys. The RFP was sent to seven professional engineering
firms qualified to provide the professional engineering services required. Three firms
submitted proposals in response to the RFP:
1. Advantec Consulting Engineers;
2. Minagar & Associates, Inc.; and
3. Wilson & Company
To review the three proposals a staff working group comprised of the sergeant in
charge of the motorcycle officers, one motorcycle officer, and three staff from the
Engineering Division/Traffic Engineering Section. The evaluation criteria were set in
the RFP. After evaluation of the submitted RFP responses, the working group
unanimously recommended to the Director of Public Works/City Engineer that
Minagar & Associates, Inc. be selected. The City Engineer concurred with this
recommendation.
Minagar & Associates, Inc.'s RFP cost proposal is as follows:
1. Base Cost Proposal for Tasks 1 - 8: $38,241
2. Deletable Options:
A. Collect ONE-DAY machine tube counts of
vehicles at each study segment identified in the
RFP, and collect directional volumes, and
vehicle classification: OR
$6,000
B. Collect THREE-DAY machine tube counts of
vehicles at each study segment identified in the
RFP, and collect directional volumes, and
vehicle classification:
$18,002
The Base Cost Proposal includes eight tasks identified by staff in the RFP that are
necessary to perform the speed zone study, including extensive field observations,
review of three-years of accident collision data, documentation of all findings, and
production of the necessary certified final report. These eight tasks are detailed in the
RFP and in the proposal by Minagar & Associates, Inc.
The vehicle counts represented in the Deletable Options 2A and 2B, above, are
necessary for the engineering and traffic surveys to determine the accident collision
rate on each study-segment of City streets. The accident collision rate compares
statistically the collision history on our City streets to the expected collision history on
similar streets in the State of California, according to Caltrans' collision data.
Additionally, the vehicle count data is used by staff on a day-to-day basis as a factor in
determining what lane closures to permit in roadway construction zones, directional
orientation of traffic control, and for safety analysis. Additionally, the traffic volume
data is also valuable for private business use by developers and businesses
considering locating in Culver City. Before the downturn in the economy, the City
collected vehicle counts on a five-year interval, generally. However, vehicle count
data was last collected in 2004. City of Culver City, California
Agenda Item Report
Staff recommends that line items 1 and 2B, above, be funded and that Minagar &
Associates, Inc. be awarded a professional services contract in the amount of $56,243
(with an additional $5,624 authorized for change orders as deemed necessary by the
Director of Public Works/City Engineer).
These professional services are excepted from the bidding requirements per Culver
City Municipal Code Section ยง 3.07.085.
FISCAL ANALYSIS:
A budget amendment is being requested from Fund 417 โ Community Development
Impact Fee in the amount of $31,892. There is sufficient funding in the fund balance
to cover the requested appropriation, and the funds will be appropriated to project
41780000.730100.PZ811 โ Citywide Speed Zone Study. Funding in the amount of
$29,975 is already appropriated in the City Council Adopted Budget for Fiscal Year
2012/2013 in Fund 420 for this study.
Proposed Project Budget
Funding Source Amount
Fund 420 - P-811 Citywide Speed Zone Study $15,000
Fund 420 - P-826 Citywide 24-hour Traffic Counts $14,975
Fund 417 Community Development Impact Fee Fund $31,892
Total $61,867
Estimated Project Expenses
Contract $56,243
10% contingency $5,624
Total Estimated Project Expenses $61,867
A budget amendment requires a 4/5ths vote
ATTACHMENTS:
None.
MOTIONS:
That the City Council:
1) Approve a professional services contract with Minagar & Associates, Inc., in the
amount of $56,243, to a) perform a citywide speed zone study including the
review of existing citywide speed limits, recommend changes (increases or City of Culver City, California
Agenda Item Report
reductions) to speed limits in accordance with the requirements of Section 627 of
the California Vehicle Code, and conduct engineering and traffic surveys of street
segments throughout the City, and b) to collect three-day traffic volumes by
machine tube counts at each study segment identified in the RFP; and,
2) Authorize the Director of Public Works/City Engineer to approve change orders in
an additional mount not-to-exceed $5,624; and,
3) Approve a budget amendment appropriating $31,892 from Fund 417 Community
Development Impact Fee Fund to P-811 Citywide Speed Zone Study; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.