Staff Report
City Council
Item No. {{section.number}}.C
Meeting Date: October 23, 2024
From: John A. Corella - Director of Public Works
Title: Award Agreements for Design Professional Services to STC Traffic, Inc. for the HSIP Cycle 11B, Signalized Pedestrian Crossings Upgrades Project (C08755) and HSIP Cycle 11D, 30th Avenue and San Eljay Avenue Pedestrian Crossing Upgrades Project (C08757)
RECOMMENDATION:
•To award Professional Services Agreements to STC Traffic, Inc. to prepare the plans, specifications, right of way and environmental documents for the:
oHSIP Cycle 11B, Signalized Pedestrian Crossings Upgrades Project (C08755), in the amount of $104,377.61; and approve a ten percent (10%) contingency for unforeseen design related contingencies in the amount of $10,437.39; thereby bringing the total design encumbrance for this Project to $114,815.00; and,
oHSIP Cycle 11D, 30 th Avenue and San Eljay Avenue Pedestrian Crossing Upgrades Project (C08757), in the amount of $47,499.36; and approve a ten percent (10%) contingency for unforeseen design related contingencies in the amount of $4,749.64; thereby bringing the total design encumbrance for this Project to $52,249.00; and,
•Authorize the City Manager to execute the contract.
BACKGROUND:
The Highway Safety Improvement Program (HSIP) is a core Federal-aid program with the purpose to achieve significant reduction in traffic fatalities and serious injuries on all public roads, including non-State-owned public roads and roads on tribal land. The HSIP is one of the programs in the Federal Surface Transportation Act, established in August 2005.
The California local HSIP provides funding for local highway safety improvement projects on a two-year call-for-projects cycle. The timing and size of the call is determined by the program apportionments, current HSIP Federal Transportation Improvement Program (FTIP) capacity, and the delivery of the existing HSIP Projects.
The Division of Local Assistance (DLA) manages California’s local agency share of HSIP funds. California’s local HSIP prioritizes infrastructure projects with nationally recognized crash reduction factors (CRF). Local HSIP projects are ranked on the basis of crash severity, crash potential, crash rate, or other data-supported means.
On June 25, 2021, the city completed the final Local Roadway Safety Plan (LRSP) which provides a framework for identifying, analyzing, and prioritizing roadway safety improvements on local roads. The LRSP is the basis for current and future HSIP grant application requests.
In August 2022, the City Council approved a task order with STC Traffic Inc. (on-call traffic engineering consultant), to prepare four (4) grant applications for the HSIP Cycle 11 Call- for-Projects. In September 2022, the applications for Signalized Pedestrian Crossings Upgrade Project (HSIP Cycle 11B Project) and 30 th Avenue and San Eljay Avenue Pedestrian Crossing Upgrades Project (HSIP Cycle 11D Project) were completed and submitted to the California Department of Transportation (Caltrans). The total estimated project cost for HSIP Cycle 11B Project was in the amount of $1,066,300.00, and the total estimated project cost for HSIP Cycle 11D Project was in the amount of $277,600.00 The HSIP Cycle 11 is a 90-10 reimbursement ratio grant and in March 2023, Cathedral City was awarded HSIP funds in the amount of $959,670.00 (90%) with a local match in the amount of $106,630.00 (10%) to complete the preliminary engineering (PE) phase and the construction phase for HSIP Cycle 11B Project. The proposed improvements include the installation of High-Intensity Activated Crosswalk (HAWK) pedestrian crossings, curb bulb- outs, ADA curb ramps, LED safety lighting, high visibility crosswalks, pavement markings, advanced warning signs and flashing beacons at the intersection of 30 th Avenue and Avenida La Paz and at the intersection of Cathedral Canyon Drive and Ortega Road. A vicinity map of the proposed improvements is included as Attachment 1.
The city was also awarded HSIP funds in the amount of $249,840.00 (90%) with a local match in the amount of $27,760.00 (10%) to complete the PE phase and the construction phase for HSIP Cycle 11D Project. The proposed improvements include the installation of curb bulb-outs, ADA curb ramps, flashing stop signs, school zone flashing beacons, and LED safety lighting. A vicinity map of the proposed improvements is included as Attachment
2. In February 2024, Caltrans assigned Federal Project Numbers for the HSIP Cycle 11B and 11D Projects and approved the Authorization/Agreement Summary (E-76) for the PE phases on both projects.
The Professional Design Services Agreements will allow the city to proceed with the PE phase including environmental studies and final design for both projects.
DISCUSSION:
City staff solicited a Request for Proposals (RFPs) for the engineering design services of HSIP Cycle 11B and Cycle 11D Projects. The RFP was advertised in the Desert Sun on August 29, 2024, and September 4, 2024. The RFP was also posted on the City’s website from August 28, 2024, until September 19, 2024.
Within the RFP, engineering consultants specializing in this type of work were asked to provide their qualifications to perform the work. Additionally, cost proposals were required to be provided in a separate sealed envelope. All proposals were submitted to the City by September 19, 2024.
Six consultant companies responded to the RFP and are listed below:
Advantec Consulting Engineers, Inc. Irvine, CA
HR Green, Inc. Palm Desert, CA
Interwest Consulting Group Palm Springs, CA
Kimley-Horn and Associates, Inc. Palm Desert, CA
STC Traffic, Inc. Carlsbad, CA
West & Associates Engineering, Inc. Foothill Ranch, CA
Proposals were reviewed, evaluated, and scored by staff from the Engineering and Public Works Divisions using Federal and State evaluation protocols. Based on the evaluations, STC Traffic, Inc. (STC) was determined to be the most qualified consultant for the HSIP Cycle 11B and HIP Cycle 11D projects. Staff reviewed STC’s cost proposal and determined that the cost proposal is within the amount allocated by the HSIP grant for the services to be provided and the valuation of the Project. A table showing the proposal evaluation, and rankings is included as Attachment 3.
Staff is requesting City Council:
•To award Professional Services Agreements to STC Traffic, Inc. to prepare the plans, specifications, right of way and environmental documents for the:
•HSIP Cycle 11B, Signalized Pedestrian Crossings Upgrades Project (C08755), in the amount of $104,377.61; and approve a ten percent (10%) contingency for unforeseen design related contingencies in the amount of $10,437.39; thereby bringing the total design encumbrance for this Project to $114,815.00; and,
•HSIP Cycle 11D, 30th Avenue and San Eljay Avenue Pedestrian Crossing Upgrades Project (C08757), in the amount of $47,499.36; and approve a ten percent (10%) contingency for unforeseen design related contingencies in the amount of $4,749.64; thereby bringing the total design encumbrance for this Project to $52,249.00; and,
•Authorize the City Manager to execute the contract.
FISCAL IMPACT:
HSIP Cycle 11B – Signalized Pedestrian Crossing Upgrades Project (C08755) This project is listed in the FY 2023-2024 Capital Improvement Program (CIP) with an overall programmed budget amount of $1,066,300.
STC’s proposal for the preliminary engineering of this project is in the amount of $104,377.61. Additionally, city staff is proposing to include a ten percent (10%) contingency in the amount of $10,437.39, for unforeseen design related expenses, thereby bringing the total design budget to $114,815.00.
The Preliminary Engineering (PE) for the HSIP Cycle 11B Project (C08755) will be funded with the CIP funds (Fund 331) in the amount of $94,500.00 (HSIP grant funds), and the Traffic Safety Fund (Fund 233) in the amount of $20,315.00, as shown below.
FISCAL
YEAR DESCRIPTION GENERAL
LEDGER
PROJECT
CODE AMOUNT ONE TIME or
ONGOING
ACCOUNT
CODES
2024-2025 HSIP 11B Grant
Fund
331-100-150-
156-8600-8601 C08755 $94,500.00 ONE TIME
2024-2025 Traffic Safety Fund
(Local Match)
233-100-150-
156-8600-8601 C08755 $20,315.00 ONE TIME
2024-2025 Total $114,815.00
Staff is requesting expenditure authorization from the CIP Fund (331) in the amount of $94,500.00 and the Traffic Safety Fund (233) in the amount of $20,315.00 to complete the Preliminary Engineering phase for the HSIP Cycle 11B Project (CIP C08755).
HSIP Cycle 11D – 30 th Avenue and San Eljay Avenue Pedestrian Crossing Upgrades (C08757)
This project is listed in the FY 2023-2024 Capital Improvement Program (CIP) with an overall programmed budget amount of $277,600.
STC’s proposal for the preliminary engineering of this project is in the amount of $47,499.36.
City staff is proposing to include a ten percent (10%) contingency in the amount of $4,749.64, for unforeseen design related contingencies, thereby bringing the total design budget to $52,249.00.
The Preliminary Engineering (PE) for the HSIP Cycle 11D Project (C08757) will be funded with the CIP funds (Fund 331) in the amount of $42,750.00 (HSIP grant funds), and the Traffic Safety Fund (Fund 233) in the amount of $9,499.00, as shown below.
FISCAL
YEAR DESCRIPTION
GENERAL
LEDGER
ACCOUNT
CODES
PROJECT
CODE AMOUNT ONE TIME or
ONGOING
2024-2025 HSIP 11D Grant
Fund
331-100-150-
156-8600-8601 C08757 $42,750.00 ONE TIME
2024-2025 Traffic Safety Fund
(Local Match))
233-100-150-
156-8600-8601 C08757 $9,499.00 ONE TIME
2024-2025 Total $52,249.00
Staff is requesting expenditure authorization from the CIP Fund (331) in the amount of $42,750.00 and the Traffic Safety Fund (233) in the amount of $9,499.00 to complete the Preliminary Engineering phase for the HSIP Cycle 11B Project (CIP C08757).
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
1. HSIP 11B - Vicinity Map
2. HSIP 11D - Vicinity Map
3. Proposal Evaluation and Ranking
4. STC Traffic Inc. - Work Proposal
5. STC Traffic Inc. - Cost Proposal
6. STC Traffic Inc. - Professional Design Services Agreement (HSIP 11B)
7. STC Traffic Inc. - Professional Design Services Agreement (HSIP 11D)