Meeting Date: 07/13/15 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Approval of On-Call Professional Services
Agreements with Advantec Consulting Engineers, , KOA Corporation, Kimley-Horn
and Associates, Inc., DKS Associates, and Willdan Engineering for Traffic
Engineering Consulting Services from July 1, 2015 to June 30, 2018, in an
Aggregate Not-to-Exceed Amount of $650,000
Contact Person/Dept.: Hong Wang/DPW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [ ] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (07/08/15). All consultants who
submitted a Statement of Qualifications by e-mail on (07/08/15).
Department Approval:
Charles D. Herbertson (07/01/15)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/06/15)
Chief Financial Officer Approval:
Jeff Muir (07/07/15)
City Manager Approval:
John M. Nachbar (07/07/15)
RECOMMENDATION:
Staff recommends the City Council approve on-call professional services
agreements with Advantec Consulting Engineers, KOA Corporation, Kimley-Horn
and Associates, Inc., DKS Associates, and Willdan Engineering for Traffic
Engineering Consulting Services to support the Capital Improvement Program from
July 1, 2015 to June 30, 2018 in an aggregate not-to-exceed amount of $650,000.
BACKGROUND:
The Public Works Department/Engineering Division is responsible for providing
traffic engineering services to the public. The positions that provide these services
are the Traffic Engineering Analyst, Engineering Technician, and two part-time traffic
engineering consultants. The consultants primarily work on development projects
and traffic signal operations. The Traffic Engineering Analyst and the Engineering
Technician have responsibilities such as preferential parking studies, researching
and writing reports for consideration at the Traffic Committee meetings, meeting with
residents on neighborhood traffic management plan concerns, responding to
questions at the public counter, working with other City departments, answering
resident inquiries on the telephone, and traffic engineering permit issuance.
With these work responsibilities along with a capital improvement program it is
necessary to augment staff with consultants, principally for project design,
construction management, and inspection services. These firms provide the specific
technical knowledge and the time to ensure that projects are effectively designed in
accordance with sound engineering practices and standards, under the direction of
the Engineering Division.
The existing contracts with five traffic engineering consulting services were approved
by the City Council on December 8, 2008. The consulting firms successfully
designed and managed many of the capital improvement projects in fiscal years
2008 through 2015.
The capital improvement project budget (currently estimated at approximately $7
million total) includes several projects that necessitate the usage of consultant
support, including:
• PL-004 Traffic Monitoring CCTV System (TMSS) Gap Closure
• PL-005 Adaptive Traffic Control System (ATCS) Project
• Network-wide Signal Sync with Video Imaging Detection & Arterial Performance
Measurement System
• PZ-599 Neighborhood Traffic Management Plan studies, as needed
• PZ-929 Real Time Motorist Info System
• Traffic control plans on major capital improvements projects
DISCUSSION:
Staff contacted various traffic engineering consultants and requested that they send
Statements of Qualifications (SOQ) for consideration to be on an on-call list. All six
firms responded with their SOQ. Engineering Division staff reviewed the SOQs
submitted and is recommending the following firms to be on the on-call list.
1. ADVANTEC Consulting Engineers
2. KOA Corporation
3. Willdan Engineering
4. Kimley-Horn and Associates
5. DKS Associates
Staff finds that the sixth firm, RBF Consulting (now part of Michael Baker
International) does not closely align with the City’s particular traffic engineering
needs or staff experience expectations. The five selected consultant firms are well
known in the industry and have successfully worked with staff or other cities in the
past on other projects. All five firms may receive a simplified request for proposal for
each project depending on their availability and expertise. Each proposal will then
be reviewed based on the proposed services and fee, and then one firm can be
selected (not necessarily based on lowest proposed fee) and approved
administratively by the Public Works Director/City Engineer. Retaining this process
will ensure that services and costs are efficient and in the best interests of the City.
Having five exclusive contracts, as recommended by staff, will save time so that staff
will be better able to focus on addressing public needs.
These consulting firms are capable and will provide errors and omission and liability
insurances at $1 million each. The City retains the right to terminate these
agreements upon thirty days’ notice at any time during the term of agreements. Also,
the City will have the right to contract with other consultants when it is in the City’s
best interest.
It is recommended that the contracts be approved for a term of three years (with an
expiration on June 30, 2018) for a total aggregate not-to-exceed amount of
$650,000, which is approximately 10% of the overall upcoming traffic related
projects’ budgets.
The SOQs from all firms who submitted proposals are available at the Engineering
Division’s offices upon request.
FISCAL ANALYSIS:
The consultants would be paid for their services using funds already set aside for
engineering costs within the approved capital project budgets of each capital project.
The contract agreement process allows staff to keep track of the expenditure for
each consultant service.
MOTIONS:
That the City Council:
1) Approve professional services agreements with Advantec Consulting
Engineers, KOA Corporation, Kimley-Horn and Associates, Inc., DKS
Associates, and Willdan Engineering for Traffic Engineering Consulting
Services, to support the Capital Improvement Program, from July 1, 2015 to
June 30, 2018, in an aggregate not to exceed amount of $650,000, and
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.