DATE:
June 4, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Director of Public Works
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Three (3) Year Professional Services Contract In The Amount Of $360,000 With Iteris, Inc. For On-Call Traffic Engineering Consultant Services For Fiscal Years 2024/25, 2025/26, And 2026/27, And Authorizing The City Manager To Execute Up To Two (2) Additional One-Year Extensions Not To Exceed A Cost-Of-Living Adjustment No Greater Than The Consumer Price Index Each Year, Contingent Upon The City Council Appropriating Funds For The Applicable Fiscal Year, For A Total Contract Amount Not To Exceed $600,000 Recommendation
Staff recommends that the City Council of the City of Emeryville adopt the above-entitled resolution.
Background
In April 2024, the Public Works Department invited proposals from qualified firms to provide “On-Call Traffic Engineering Consultant Services,” as set forth in a Request for Proposals (“RFP”). Firms submitting proposals were prepared to immediately enter a Professional Services Contract (“Contract”) for the services described in the RFP. The selected consultant will provide on-call traffic engineering services to the City for three (3) years, plus two (2) possible one-year extensions up to a maximum total contract duration of five (5) years.
Discussion
Four companies responded with proposals for the Public Works Department’s RFP. After a lengthy review process, staff recommend that the City enter into a contract with Iteris, Inc.
All bidders submitted proposals in response to the RFP posting on CIPList.com which were evaluated by Public Works staff using a scoring sheet. The scoring sheet rating system was on a numerical basis of 0-100 points and was based on the following criteria: Project Approach and Understanding, Demonstrated Technical Experience, each Firm’s Experience with Similar Active Transportation Projects, and the Firm’s Experience managing CA-state-only funded projects and LAPM procedures. Iteris, Inc. was selected because it scored highest and stood out for its complete understanding of the proposed scope, unique understanding of the City’s traffic infrastructure, and demonstrated experience.
Additionally, all four bidders submitted rate sheets that were comparable for the San Francisco Bay Area. Staff recommends that the City enter into a contract with Iteris, Inc. for the projects and tasks that the City is expected to require in the next few years such as:
Traffic management operations (TMC and field work)
ITS System Management
Assistance with Federal, State, and Local Funding management and acquisition On-Call adjustments to the City-wide traffic signal network using Signal Performance Measures (SPMs) Initiation, setup, and QC of passive pedestrian detection features Furthermore, Iteris, Inc. demonstrated their unique understanding of the City’s traffic and transportation systems’ functionality. A tabulation of the proposals is included in the Addendum for Supplies, Services, and Equipment.
Fiscal Impact
The proposed contract term is for three (3) years, plus two (2) potential one-year extensions up to a maximum term of five (5) years.
The proposed total contract amount for Fiscal Years 2024/25, 2025/26, And 2026/27, is $360,000. If two (2) one-year options are authorized by the City Manager, the total contract amount may be increased to $600,000. There are adequate funds available in the Public Works Operating Budget for Professional Services (Fund #101, Account 4050-80050), and the Traffic Signals and Street Lights Capital Improvement Project (CIP #SUT-03). The cost of assigning Iteris to review the projects for private developments will be reimbursed by those private developments, and there is adequate money in the General Fund (Fund #475), to pay for the immediate expenses. The funding breakdown is as follows, and will be the same for each year of the contract:
Existing CIP
Fund
Cost
Public Works Operating Budget
101
$ 30,000.00
SUT-03
475
$ 50,000.00
Reimbursables – Private Development Review
475
$ 40,000.00
Total
$ 120,000.00
Iteris, Inc’s rate sheet may be adjusted once each fiscal year providing the Contractor with a cost-of-living adjustment based on the Bay Area Consumer Price Index.
Conclusion
Staff recommends that the City Council of the City of Emeryville adopt the above-entitled resolution.
PREPARED BY: Nik Ignacio, Associate Civil Engineer
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
RFP for On-Call Traffic Engineering Consultant Services Draft Resolution
Professional Services Contract (Iteris, Inc.)
Exhibit A – Scope of Work
Exhibit B – Insurance Requirements
Professional Services Contract with Iteris, Inc.
City Council Meeting | June 4, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM