Staff Report
City Council
Item No. {{section.number}}.B
Meeting Date: October 23, 2024
From: John A. Corella - Director of Public Works
Title: Award Agreement for Design Professional Services to Kimley-Horn and Associates, Inc. for the Highway Safety Improvement Program (HSIP), Cycle 11A, 18 Unsignalized Intersection Upgrades Project.
RECOMMENDATION:
To award a Professional Services Agreement to Kimley-Horn and Associates, Inc. in the amount of $207,997.75 to prepare the plans, specifications, right of way and environmental documents for the Highway Safety Improvement Program (HSIP), Cycle 11A (CIP C08754); and approve a 10% contingency in the amount of $20,799.77 for unforeseen design related expenses, thereby bringing the total design cost to $228,797.52; 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, establish in August 2005.
The California local HSIP program funds 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 was the basis for the HSIP Cycle 11 grant application requests.
In August 2022, the City Council approved a task order with the City’s On-Call Traffic Engineering Consultant, STC Traffic Inc., to prepare four (4) grant applications for the HSIP Cycle 11 Call-for-Projects. In September 2022, an application for the 18 Unsignalized Intersection Upgrades Project (HSIP Cycle 11A) was completed and submitted to the California Department of Transportation (Caltrans) with a total estimated project cost of $1,452,100.00.
The HSIP Cycle 11A is a 90-10 reimbursement ratio grant and in March 2023, Cathedral City was awarded HSIP funds in the amount of $1,306,890.00 (90%) with a local match in the amount of $145,210.00 (10%), to complete the preliminary engineering (PE) phase and the construction phase of the HSIP Cycle 11A Project. The proposed improvements include the installation of ADA complaint ramps, LED street lighting, curb extensions, flashing stop signs, pedestrian refugee islands, high visibility crosswalk striping, and advanced warning pavement markings and signs. A vicinity map of the proposed intersections is included as Attachment 1.
In February 2024, Caltrans assigned a Federal Project Number for the HSIP Cycle 11A Project and approved the Authorization/Agreement Summary (E-76) for funding the PE phase of the project.
The Professional Design Services Agreement will allow the City to proceed with the Preliminary Engineering Phase including environmental studies and final design.
DISCUSSION:
City Staff solicited a Request for Qualifications and Proposals (RFQ/Ps) for the engineering design services of HSIP Cycle 11A Project. The RFQ/P for these services was advertised in the Desert Sun on August 29, 2024, and September 4, 2024, and 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
Kimley-Horn and Associates, Inc. Palm Desert, CA
STC Traffic, Inc. Carlsbad, CA
HR Green, Inc. Palm Desert, CA
Interwest Consulting Group Palm Springs, 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, Kimley-Horn and Associates, Inc. (Kimley-Horn) was determined to be the most qualified consultant for the HSIP Cycle 11A Project. Staff reviewed Kimley-Horn’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 2.
Staff is requesting City Council to award a Professional Services Agreement to Kimley-Horn in the amount of $207,997.75 to prepare the plans, specifications, right of way and environmental documents for the Highway Safety Improvement Program (HSIP), Cycle 11A (CIP C08754); and approve a 10% contingency in the amount of $20,799.77 for unforeseen design related expenses, thereby bringing the total design cost to $228,797.52; and authorize the City Manager to execute the contract.
FISCAL IMPACT:
This project is listed in the FY2023-2024 Capital Improvement Program with an overall programmed budget amount of $1,452,100.00.
Kimley-Horn’s proposal for the preliminary engineering of the 18 Unsignalized Intersection Upgrades Project (CIP C08754) is in the amount of $207,997.75. Additionally, city staff is proposing to include a 10% contingency in the amount of $20,799.77 for unforeseen design related expenses, thereby bringing the total design cost to $228,797.52.
The Preliminary Engineering (PE) for the HSIP Cycle 11A Project (CIP C08754) will be funded with Capital Improvement Program Funds (Fund 331) in the amount of $187,197.98 (HSIP grant funds), and Traffic Safety Fund (Fund 233) in the amount of $41,599.54, as shown below.
Fiscal
Year
DESCRIPTION GENERAL
LEDGER
ACCOUNT
CODES
PROJECT
CODE
AMOUNT ONE TIME or
ONGOING
2024-2025 HSIP 11A Grant
Fund
331-100-150-
156-8600-8601 C08754 $187,197.98 ONE TIME
2024-2025 Traffic Safety Fund
(Local Match)
233-100-150-
156-8600-8601 C08754 $41,599.54 ONE TIME
2024-2025 Total $228,797.52
Staff is requesting expenditure authorization from the CIP Fund (331) in the amount of $187,197.98 and the Traffic Safety Fund (233) in the amount of $41,599.54 to complete the Preliminary Engineering phase for the HSIP Cycle 11A Project (CIP C08754).
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:
Attachment 1 - HSIP 11A - Vicinity Map
Attachment 2 - Proposal Evaluation and Ranking
Attachment 3 - Kimley-Horn - Professional Design Service Agreement Attachment 4 - Kimley-Horn - Work Proposal
Attachment 5 - Kimley-Horn - Cost Proposal