CITY OF COMMERCE AGENDA REPORT
TO: Honorable City Council
FROM: City Manager
SUBJECT: Approval of Professional Services Agreement for the Traffic Safety Improvements at Various Signalized Intersections Project (State Funded HSIP Cycle 11 Project, 07-LA-0- CMRC; HSIPL-5362(030) MEETING DATE: July 25, 2023
RECOMMENDATION:
The City Council will consider adopting a Resolution approving a Professional Services Agreement (PSA) with Kimley-Horn and Associates, Inc. to provide professional services to prepare Plans, Specifications and Engineer’s Estimate for the Traffic Safety Improvements at Various Signalized Intersections Project (State Funded HSIP Cycle 11 Project, 07-LA-0- CMRC; HSIPL-5362(030)) and Authorizing Project Management Services by Transtech Engineers.
BACKGROUND:
Caltrans announced the Cycle 11 Call for Projects for the Highway Safety Improvement Program (HSIP) on May 11, 2022. This Call for Projects funded 284 projects totaling $228.1 million in HSIP funds. For Cycle 11, the maximum reimbursement amount for any single project is $10 Million, with a minimum of $100,000. The maximum amount an agency can receive is $10 Million. The maximum reimbursement ratio is one hundred percent (100%) if all countermeasures of the project are eligible.
The purpose of the Highway Safety Improvement Program (HSIP) is to achieve a significant reduction in traffic fatalities and serious injuries on all public roads, including non-State-owned public roads and roads on tribal land. It is the intent of the HSIP program that federal funds be expended on safety projects that can be designed and constructed expeditiously.
Staff conducted a Citywide analysis and ranked intersections based on accident severity and a history of high accidents within the most recent 5-year data period. The scoring and ranking of the grant are based on the benefit cost (BC) ratio. The BC ratio is directly correlated to the number and severity of collisions based on the proposed safety countermeasure crash reduction factor (CRF) and the cost associated with it. The higher the BC ratio the higher the application scores.
The project focused on installation of the below listed two countermeasure (CM) improvements per the HSIP CM list as follows, the “S” indicates a CM for signalized intersections:
CM #1: S02 - Signal Modification: Improve signal hardware: lenses, back-plates with retroreflective borders, mounting, size, and number (All Accidents), 90% HSIP Funding Eligibility CM #3: S21PB - Ped & Bike: Modify signal phasing to implement a Leading Pedestrian Interval (LPI) (Ped & Bike Accidents), 90% HSIP Funding Eligibility The project covers 29 locations in the City of Commerce which receive some or all of the CM improvements:
Atlantic Boulevard & Jardine Street*
Goodrich Boulevard & Olympic Boulevard*
Eastern Avenue & Everington Street*
Atlantic Boulevard & Harbor Street*
Eastern Avenue & Harbor Street*
Atlantic Boulevard & Washington Avenue*
Atlantic Boulevard & Telegraph Road*
Ferguson Drive & Garfield Avenue
Greenwood Avenue & Slauson Avenue
Gerhart Avenue & Olympic Boulevard
Atlantic Boulevard & Sheila Street
Malt Avenue & Slauson Avenue
Citadel Drive & Telegraph Road
Telegraph Road & Tubeway Avenue
Fidelia Avenue & Washington Boulevard*
Atlantic Boulevard & Everington Street*
Garfield Avenue & Telegraph Road
Garfield Avenue & Slauson Avenue
Telegraph Road & Washington Boulevard
Garfield Avenue & Randolph Street
Gage Avenue & Slauson Avenue
Bandini Boulevard & Garfield Avenue
Camfield Avenue & Telegraph Road
Eastern Avenue & Sheila Street
Eastern Avenue & Washington Boulevard
Ayers Avenue & Washington Boulevard
Gaspar Avenue & Telegraph Road
Commerce Way & Washington Boulevard
Slauson Avenue & Telegraph Road (shared Intersection with Montebello) All intersections will need to receive signal hardware improvements, however, the phasing of 9 of the listed intersections, as indicated by an * will need to be modified for LPI improvements.
Staff submitted a grant application to Caltrans for the project on September 12, 2022. On March 9, 2023, staff received approval for $903,420 in grant funds as part of the program.
The final HSIP Cycle 11 Grant application resulted in a total project cost of $1,003,800 with a benefit to cost (B/C) ratio of 18.11. Based on the maximum State reimbursement of 90%, there is a 10% required local matching contribution of $100,380. Based on the funding application, the City is eligible for $161,370 reimbursement in State funds for the environmental and Engineering Phase with a $17,930 local match requirement and $742,050 reimbursement in State funds for the construction Phase with a $82,450 local match requirement.
ANALYSIS:
On May 30, 2023, the City issued an RFP for Engineering services for the preparation of plans, specifications and engineer’s estimate (PS&E) for the Traffic Safety Improvements at Various Signalized Intersections Project with a due date of June 22, 2023. One (1) firm submitted a proposal, Kimley-Horn and Associates, Inc. The proposal was evaluated based on an established criteria including compliance with RFP requirements, proposal quality, project understanding, approach, methodology and responsiveness, flexibility, experience of assigned staff including prior experience and working relationships of key team members in past similar projects, and schedule efficiency. Said criteria was included in the RFP.
Staff recommends adoption of the attached Resolution which in summary does the following:
Approves a professional service agreement with Kimley-Horn and Associates, Inc. for the negotiated amount of $132,810.00 and authorizes City Manager to execute any amendments to the agreement with Kimley-Horn and Associates, Inc. should it become necessary.
Authorize Transtech Engineers, Inc. to proceed with Project Management, in the amount of $13,281.00 pursuant to their existing on-call agreement for consultant services.
ALTERNATIVES:
1. Approve staff recommendation
2. Disapprove staff recommendation
3. Provide further direction to staff
FISCAL IMPACT:
The total estimated cost of Kimley-Horn and Associates, Inc. contract including 10% for Transtech Engineer’s project management services is $146,091.00 of which 90% will be covered by HSIP Grant based on reimbursement and 10% will be covered through budgeted Measure AA funds. Sufficient Measure AA Funds have been budgeted for this project in the FY 23/24 Capital Improvement Program Account No. 41-5180-57010.12005 to cover the design phase.
Kimley-Horn and Associates, Inc. Fee
$132,810.00
Project Management (10%)
$13,281.00
Total
$146,091.00
RELATIONSHIP TO STRATEGIC GOALS:
This agenda item relates to the 2016 Strategic Plan
Infrastructure and Facilities:
Guiding Principle 3: Maintain and prioritize improvements to city facilities and infrastructure in accordance with adopted master planning documents including the Green Zone Implementation Plan to accomplish achievable annual and long-term goals.
Guiding Principle 4: Develop and invest in infrastructure and beautification projects that support economic growth.
Recommended by: Gina Nila, Department of Public Works
Reviewed by: Vilko Domic, Finance Director and Assistant City Manager Approved as to form by: Noel Tapia, City Attorney
Respectfully submitted by: Edgar P. Cisneros, City Manager ATTACHMENT:
Resolution
Professional Services Agreement