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September 19, 2023
ITEM TITLE
Agreements: Approve Agreements with Arcadis a California Partnership, HNTB Corporation, Iteris, Inc., and STC Traffic, Inc., to Provide On-Call Traffic Engineering & Intelligent Transportation Systems Consulting Services
Report Number: 23-0225
Location: No specific geographic location
Department: Engineering & Capital Projects
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required. Notwithstanding the foregoing, the activity qualifies for an Exemption pursuant to Section 15061(b)(3) of the California Environmental Quality Act State Guidelines.
Recommended Action
Adopt a resolution approving On -Call Traffic Engineering & Intelligent Transportation Systems Consulting Services agreements with Arcadis a California Partnership, HNTB Corporation, Iteris, Inc., and STC Traffic Inc. for various capital improvement projects and other city projects.
SUMMARY
City staff has identified the need to enlist highly qualified consultants to assist in the planning , design, construction management/inspection, and/or implementation of traffic, transportation, general civil engineering, Intelligent Transportation Systems (ITS), telecommunications, and networking projects.
ENVIRONMENTAL REVIEW
The proposed activity has been reviewed for compliance with the California Environmental Quality Act (CEQA), and it has been determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines because the activity consists of approving on-call agreements, which does not involve any commitment to any specific project that may result in a potentially significant physical impact on the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Notwithstanding the foregoing, it has also been determined that the activity qualifies for an Exemption pursuant to Section 15061(b)(3) of the California Environmental Quality Act State Guidelines.
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Thus, no environmental review is required. Although environmental review is not required at this time, once the scope of potential individual projects has been defined, environmental review will be required for each project, and the appropriate environmental determination will be made.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
Background
An On-Call Traffic Engineering and ITS Consultant Services Agreement is intended to support and augment the City’s efforts in the successful planning, design, and implementation of comp lex traffic engineering and ITS projects throughout the city. The nature of the work required in the various elements of the Traffic Signal Communications Master Plan, Measure P transportation-related projects, certain Federally funded projects, and most Smart City applications is so specialized that it is necessary to utilize engineering firm(s) to complete these tasks in a manner that will meet and exceed today's standards and support City staff in delivering these projects in a timely manner.
Council previously approved On-Call Traffic Engineering and ITS Consultant Services Agreements with four highly qualified consultants on May 15, 2018. This set of On-Call Agreements served the City by supporting staff in the effective planning, design, and/or construction (via construction support) of a number of projects including, but not limited to the design of fiber optic network expansion projects on Broadway, East H Street, and Main Street. In addition, the recently completed Measure P traffic signal -related project was also designed by an on-call consultant. These consultants have also supported a number of complex traffic signal operations tasks including oversight of the South Bay Rapid route along East Palomar Street and the one - way transit bridge over State Route 125.
As a result, with Council’s approval, City staff intends to use these new On -Call Agreements and the highly qualified consultants associated with them to provide the specialized technical services the City needs in the areas of traffic signal communications, ITS, telecommunications, networking, traffic, and civil engineering.
Consultant Selection Process
In late September 2022, the City of Chula Vista requested proposals from qualified firms for Traffic Engineering and ITS Consulting Services in accordance with Chula Vista Municipal Code Section 2.56.110 and Caltrans Local Assistance Procedure Manual (LAPM). Note that by following Caltrans LAPM procedures, these on-call contracts may also be used to support City staff in the successful compl etion of City projects that are State and/or Federally funded.
In late October 2022, a total of seven engineering firms submitted proposals pursuant to the Request for Qualifications (RFQ). The selection committee determined that all seven engineering firms were qualified to participate in the interview process. Therefore, in mid-November 2022, the Selection Panel interviewed the following seven firms and their respective team of sub-consultants:
1. Arcadis, a California Partnership (formerly IBI Group, Inc.)
2. General Technologies and Solutions (GTS)
3. HNTB Corporation
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4. Iteris, Inc.
5. Kimley-Horn and Associates, Inc.
6. Linscott, Law & Greenspan, Engineers (LLG)
7. STC Traffic, Inc.
In late November 2022, based on the selection rating criteria, interview, and proced ure, the consultant selection committee, selected Arcadis a California Partnership (formerly IBI Group, Inc.), HNTB Corporation, Iteris, Inc., and STC Traffic, Inc. as the first ranked and most qualified firms.
The On -Call Traffic Engineering and ITS Con sultant Services Agreements with Arcadis a California Partnership, HNTB Corporation, Iteris, Inc., and STC Traffic, Inc. have a zero dollar minimum aggregate value and a total cumulative not-to-exceed amount of $10,000,000. Each consultant Agreement has a duration of two (2) years, from the date of contract execution with three (3) optional one (1) year extensions upon mutual agreement. In addition, with each contract extension, the City reserves the right to increase the not- to-exceed cumulative contract amount by $1,000,000, creating a potential maximum not -to-exceed cumulative contract amount of $13,000,000 over the fully extended five-year term.
In order for the City to use these On -Call Agreements on State and/or Federally funded projects, the City must first request and receive acceptance of a Financial Document Review (FDR) of the selected consultants through the State of California Department of Transportation (Caltrans). As of this date, Caltrans has reviewed and accepted the FDR documentation for Arcadis a California Partnership, HNTB Corporation, and Iteris, Inc. The FDR document review for STC Traffic, Inc. has not been initiated. As a result, the execution of STC Traffic, Inc. On -Call Agreement is recommended to be deferred until the FDR review is complete and accepted by Caltrans.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Councilmembers do not cre ate a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Councilmember, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
All fees for consultant services will be paid from funds already allocated in CIP, other City projects, or development funded projects. Fee schedules have been successfully negotiated with all four teams (prime and their subconsultants). The costs associated with delivering a project with the use of a consultant may increase as staff’s oversight would be required, in addition to the consultant fees.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact associated with the proposed action as consultant services will be paid from funds already allocated by the Capital Improvement Program projects requiring these services, other City projects, or development funded projects.
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ATTACHMENTS
1. Agreement with Arcadis , a California Partnership to Provide On -Call Traffic Engineering and Intelligent Transportation Systems Consulting Services
2. Agreement with HNTB Corporation to Provide On -Call Traffic Engineering and Intelligent Transportation Systems Consulting Services
3. Agreement with Iteris, Inc. to Provide On -Call Traffic Engineering and Intelligent Transportation Systems Consulting Services
4. Agreement with STC Traffic, Inc. to Provide On -Call T raffic Engineering and Intelligent Transportation Systems Consulting Services
Staff Contact: William S. Valle, Director/City Engineer, Engineering & Capital Projects Department Eddie Flores, City Traffic Engineer, Engineering & Capital Projects Department