DATE: October 24, 2023
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 4 to the Professional Services Agreement with Gray-Bowen-Scott for Transportation Engineering Services in the Amount of $99,000, for a Total Not-To-Exceed Amount of $369,000 and Extending the Termination Date to June 30, 2024
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 4 to the Professional Services Agreement (PSA) with Gray-Bowen-Scott (GBS) for transportation engineering services, increasing the amount by $99,000, for a total not-to-exceed (NTE) contract amount of $369,000, and extending the termination date to June 30, 2024.
SUMMARY
The City entered into a PSA with GBS on December 13, 2021 to assist with transportation engineering services. GBS has extensive experience in providing professional services for transportation engineering services in the Bay Area. Due to staff vacancies and continued significant transportation engineering workload, staff is requesting a contract amendment to continue receiving these services.
BACKGROUND
The City is currently experiencing a staffing shortage in the Transportation Division of the Public Works & Utilities Department, including a vacant Deputy Director of Public Works-Transportation, Principal Transportation Engineer, Senior Transportation Planner, Associate Transportation Planner, and Engineering Technician position. Regional, state, and federal funding is key to implementing Council priorities related to traffic calming study measures, pedestrian traffic signal improvements, Safe Routes to Schools, and Safe Routes for Seniors efforts. The City is eligible for funding assistance to implement some of these projects, which will improve safety, accessibility, and walkability for the community, but it will be a challenge to secure funds without knowledgeable consultant support. In addition, federal, state, and regional grant programs provide opportunities to secure additional funding but require complex and lengthy applications to be submitted in a timely manner.
Due to current staffing shortages, the City needs assistance in preparing projects, grant applications, and funding documents to obtain available funds for needed transportation-related projects. GBS assists in staff augmentation capacity. GBS is also well positioned to represent the City in negotiations with entities such as Caltrans, Alameda County Transportation Commission, Metropolitan Transportation Commission, and the Federal Highway Administration. This is a highly specialized field that requires knowledge of project development, funding sources, and negotiations, in addition to technical transportation engineering. GBS has a strong working relationship with regional and state transportation agencies and a multi-disciplined team that will provide the City with services needed to secure funding and move critical projects forward.
On December 13, 2021, the PSA with GBS was approved in the amount of $70,000, which expired on March 31, 2022. On April 22, 2022, the PSA was amended to a not-to-exceed amount of $150,000 and an expiration date of September 30, 2022 through Resolution No. 22-075. The PSA was later amended in July 2022 to extend the agreement to June 30, 2023. On February 2nd, 2023, the PSA was amended to a not-to-exceed amount of $270,000 with an expiration date of December 31, 2023 through Resolution No. 23-020. The authorized funds have been largely spent with less than $53,000 remaining.
DISCUSSION
The current PSA with GBS for transportation engineering services expires on December 31, 2023. Due to continuing staff vacancies in the Public Works & Utility’s Transportation Division, and significant transportation engineering workload, staff anticipates that these services will continue to be required. GBS’s advanced knowledge and experience in transportation engineering along with their familiarity with entities such as Caltrans, Alameda County Transportation Commission, Metropolitan Transportation Commission, and the Federal Highway Administration have assisted City staff in projects with imminent funding and delivery deadlines.
As such, staff requests approval of Amendment No. 4 to increase the contract amount by $99,000 for a NTE amount of $369,000. Staff also recommends extending the agreement end date to June 30, 2024 to allow staffing flexibility.
ECONOMIC IMPACT
This PSA facilitates timely transportation projects in the City, which impacts and improves the local economy.
FISCAL IMPACT
There is sufficient budget available in FY 2024 to fund Amendment No. 4 to the Professional Services Agreement with Gray-Bowen-Scott for Transportation Engineering Services.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority to Improve Infrastructure by providing professional services to the Public Works & Utilities Department – Transportation Division by assisting with projects with imminent funding and delivery deadlines.
By receiving professional services from GBS, the City is taking steps to improve infrastructure within the City. This is facilitated through communication with entities such as Caltrans, Alameda County Transportation Commission, Metropolitan Transportation Commission, and the Federal Highway Administration and by assisting City staff in projects with imminent funding and delivery deadlines.
PUBLIC CONTACT
No public contact has been made related to this amendment.
NEXT STEPS
If Council approves this request, the City Manager will execute Amendment No. 4 to the PSA with GBS to increase the PSA amount to $369,000 and extend the agreement through June 30, 2024.
Prepared by: Byron Tang, Senior Transportation Engineer Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works Approved by:
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Kelly McAdoo, City Manager