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CC - CONSENT ITEM: 1) Approval of Professional Services Agreement with Alta Planning + Design, Inc. for Development of the City’s Complete Streets Design Guidelines in an Amount Not-to-Exceed $499.897.46; and 2) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment Appropriating the $500,000 Caltrans Grant to CIP PS030.
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Meeting Date: August 28, 2023
Contact Person/Dept: Thomas Check/Public Works - Mobility & Traffic Engineering
Phone Number: (310) 253-5627
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [] No [X]
Attachments: Yes [X] No [ ]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/23/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (8/10/2023)
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RECOMMENDATION
Staff recommends the City Council 1) approve a professional services agreement with Alta Planning + Design, Inc. for development of the City’s Complete Streets Design Guidelines in an amount not-to-exceed $499.897.46; and 2) approve a related budget amendment appropriating the $500,000 Caltrans grant to CIP PS030 (requires a four-fifths vote).
BACKGROUND
In February 2021, the Public Works Department submitted an application to the California Department of Transportation’s (Caltrans) Sustainable Transportation Planning Grant Program to fund development of the City’s Complete Street Design Guidelines. The City was selected as a grant recipient in June 2021, and at its August 9, 2021, meeting, the City Council accepted a grant in the amount of $500,000; appropriated a local cash match of $64,780; and authorized the City Manager to execute a grant agreement and related documents with Caltrans (staff report included as Attachment 1).
DISCUSSION
On June 29, 2023, a Request for Proposals (RFP) #2312 was released and advertised through PlanetBids inviting qualified firms to submit proposals to assist with the development of the City’s Complete Streets Design Guidelines (Guidelines). When complete, the Guidelines will include a comprehensive set of community-driven, Citywide standards, options, and best practices for infrastructure within the public right-of-way to ensure that investment within the City’s public spaces is safe, sustainable, universally accessible, and regionally competitive. The Guidelines will implement various adopted City policies such as the Complete Streets Policy and Bicycle and Pedestrian Action Plan and will identify complete street elements and multimodal design improvements to enhance safety and accommodate all roadway users, including pedestrians, bicyclists, transit riders, motorists, and goods movements.
Three firms responded with proposals. Staff evaluated each firm’s proposal using the criteria below, which was also provided in the RFP:
• Qualifications & experience, ability to meet project schedule;
• Response to scope of services;
• Cost; and
• References & required forms.
Staff recommends awarding this project to Alta Planning + Design, Inc. given their extensive, relevant experience in multimodal policy; competitive cost; experience and familiarity with the City; and flexible approach to the project schedule.
FISCAL ANALYSIS
Pursuant to the Restricted Grant Agreement (Agreement) with Caltrans, the City is required to contribute an 11.47% local match toward the $564,780 total project cost as stated in the Agreement, equating to a $64,780 local match. These funds were previously approved by the City Council at its August 9, 2021, meeting and are included in the Adopted Budget for Fiscal Year 2023-2024 in Capital Improvement Program Account No. 43580000.730100.PS030 (Complete Streets Design Guidelines). All other project expenditures will be reimbursed by Caltrans through its Request for Reimbursement process.
On August 9, 2022, City Council authorized acceptance of the Caltrans grant but did not appropriate the funds into the budget. A budget amendment is necessary to appropriate the $500,000 Caltrans grant to CIP PS030 (Complete Streets Design Guidelines) (requires a four-fifths vote).
There are sufficient funds for the agreement with Alta Planning + Design under the Caltrans grant and the City’s match.
ATTACHMENTS
1. 2023-08-28 ATT-August 9, 2021, Grant Acceptance Staff Report
MOTIONS
That the City Council:
1. Approve a professional services agreement with Alta Planning + Design, Inc. for development of the City’s Complete Streets Design Guidelines in an amount not-to-exceed $499.897.46;
2. Approve a related budget amendment appropriating the $500,000 Caltrans grant to CIP PS030 (requires a four-fifths vote):
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.