CITY COUNCIL AGENDA REPORT
MEETING DATE: 6/18/2024
DEPARTMENT: Public Works
SUBJECT:
AWARD A PROFESSIONAL SERVICES AGREEMENT FOR THE DESIGN OF THE PROTECTED-PERMISSIVE LEFT TURN PHASING PROJECT - PHASE 2 (24T02)
RECOMMENDED ACTION(S):
1. Award a Professional Consultant Services Agreement to AGA Engineers, Inc. (“Agreement”) in the amount of $91,745 for the Protected-Permissive Left Turn Phasing Project - Phase 2.
2. Authorize the Mayor to sign, and the City Clerk to attest to the Agreement with AGA Engineers, Inc., substantially in the form attached.
EXECUTIVE SUMMARY:
As part of the 2023-2030 Capital Improvement Plan (“CIP”), the City Council approved the Protected-Permissive Left Turn Phasing Project – Phase 2 (“Project”). The Project will include the flashing yellow arrow (“FYA”) traffic signal operation, which will be implemented at the following signalized intersections:
•Catalina at Alton Parkway
•Monarch at Alton Parkway
Following a Request for Proposals (“RFP”) process, staff recommends awarding an agreement in the amount of $91,745 to AGA Engineers, Inc. to design the project under an initial three-year term with two optional one-year extensions (“Agreement”) (Attachment 1). The initial term will start on June 19, 2024, and end on June 18, 2027, unless earlier terminated or renewed per the Agreement.
Staff performed a reference check for AGA Engineers, Inc. in accordance with the City’s Purchasing and Contracting Guidelines, which provided favorable reviews of services provided by AGA Engineers, Inc. at other local agencies (Attachment 2).
The proposed agreement was prepared by the Finance Department and has been approved as to form by the City Attorney. The 2023-2025 CIP budget includes sufficient funds for the recommended action.
BACKGROUND:
On December 18, 2018, the City Council approved the Citywide Protective- Permissive Left Turn (“PPLT”) Phasing Study prepared by Albert Grover & Associates (“Albert Grover”). This included the following intersections for the installation of PPLTs in future phases:
•Catalina at Alton Parkway
•Monarch at Alton Parkway
PPLTs allow drivers to turn left with a protected green arrow as well as the ability to turn left on the green ball when there are sufficient gaps in traffic flow. As part of the Albert Grover study, Albert Grover recommended the use of Flashing Yellow Arrows (“FYA”) as the means to operate the PPLT. FYA is a form of PPLT phasing where a signal head features a flashing yellow arrow indication in addition to the steady green, yellow, and red arrow indications. During the FYA indication, vehicles can turn left after yielding to opposing traffic and pedestrians.
Based upon technical studies, the FYA signals have shown to help drivers make fewer driver errors, reduce delays, improve traffic flow, and improve traffic safety.
In April 2023, staff successfully installed the initial PPLT phase which were implemented at the following intersections:
•Towne Centre Drive and Market Place
•Centre Drive at Rockfield Boulevard
In addition, signing and striping improvements were implemented at the intersection of El Toro Road and Toledo Way per the Albert Grover PPLT Phasing Study.
As a continuation of the PPLT phasing program, staff identified the second phase of the program and included the anticipated final design and construction cost (in the amount of $425,000) within the 2023-2030 Capital Improvement Plan.
On March 18, 2024, staff solicited requests for proposals for the final design of the PPLT Phase 2 Project on the City’s eProcurement Portal, OpenGov.
DISCUSSION:
Albert Grover’s study determined that the intersection at Catalina and Alton Parkway would benefit from the installation of a PPLT phase for the north-south approaches for Catalina. Based on the volume of left-turning vehicles, opposing through traffic, and right turn volume, the PPLT implementation would provide additional opportunities for vehicles to make the left turns when conflicting traffic is not present to reduce driving delays and driver frustration. Physical improvements to the roadway include modifying the raised median, restriping lanes, removing landscaping, and conducting minor pavement rehabilitation.
Albert Grover’s study also identified that the intersection at Monarch and Alton Parkway would benefit from the installation of a PPLT phase for the north-south approaches for Monarch. Based on the volume of left-turning vehicles, opposing through traffic, and right turn volume, the PPLT implementation would provide additional opportunities for vehicles to make the left turns when conflicting traffic is not present to reduce driving delays and driver frustration. Physical improvements to the roadway include modifying the raised median, restriping lanes, removing landscaping, and conducting minor pavement rehabilitation.
With this understanding, staff initiated a competitive procurement process to solicit proposals for Professional Consulting Services for the final design of the PPLT Phase 2 Project. The solicitation was posted on the City’s eProcurement Portal, OpenGov, for three weeks. The Request for Proposal (“RFP”) received 186 public views and thirteen (13) firms downloaded the files associated with the procurement. Eight (8) firms elected to “follow” the project through the OpenGov system and one firm elected to submit a proposal for consideration.
Pursuant to the Purchasing and Contracting Guidelines, the following City Manager-approved Selection Committee evaluated the submitted proposal and conducted the interview for the qualified proposer:
•Deputy City Manager, Management Services Department
•Principal Civil Engineer, Public Works Department
•Traffic Engineering Manager, Public Works Department
The Selection Committee evaluated the proposals based on the firm’s expertise and experience, response to the scope of work, and allocation of resources. In accordance with the City’s Purchasing and Contracting Guidelines, firms scoring a minimum of sixty (60) points on the qualitative evaluation portion may advance to the interview phase of the process. Based on their technical proposal scoring, the proposing firm, AGA Engineers, Inc., advanced to the interview round. The results of the qualitative evaluation and qualifications review are identified in the following tables.
Table 1: Technical Proposal Review Phase Scoring
Firm Evaluator
1 Evaluator
2 Evaluator
3 Total Average
Score
(Max. Score
100)
AGA Engineers, Inc. 77.5 81.5 90 83
Table 2: Interview and Cost Proposal Phase Scoring
Interview Scores
Cost
Proposal
Evaluation
Total
Score
Points Based 160 Points (80%) (Max Score
200)
Vendor
Rater
1 Rater
2 Rater
3 Combined
Average
Points
Based 40
Points
(20%)
AGA Engineers, Inc. 120.8 133.6 146.4 133.6 40 173.6
Following the interview process, staff reviewed the cost proposal from AGA Engineers, Inc. Since there were no other cost proposals to review, staff reviewed previous costs associated with similar professional consulting services awards in recent months and negotiated with AGA Engineers, Inc. for a reduced cost to design the Project.
Table 3: Cost Proposal Comparison
Firm Cost Proposal
AGA Engineers, Inc. $91,745
AGA Engineers, Inc. is a civil engineering firm specializing in transportation planning, traffic studies, design, development services, and signal operations.
The firm’s founding principals have led to the successful completion of a wide range of projects including comprehensive traffic operational improvement studies, traffic studies, traffic design plans, traffic signal synchronization implementation plans, and traffic engineering services for other local agencies, regional agencies, transportation authorities, state, and federal agencies. In addition, key members of the team have served as staff at municipal agencies in Southern California and are keenly aware of the challenges and sensitivities associated with preparing, designing, and implementing traffic signal operational changes, such as what is proposed for this project.
Following the evaluation process, staff conducted a reference check with other local agencies that have contracted with AGA Engineers, Inc. for similar services.
The reference check responses yielded positive feedback from clients regarding the quality of work, professionalism, and customer service provided by AGA Engineers, Inc. The attached reference verification for AGA Engineers, Inc. supports staff’s recommendation to award the proposed Agreement to the firm (Attachment 2).
Staff recommend awarding the proposed Professional Consultant Services Agreement to AGA Engineers, Inc. with a total compensation of $91,745, for an initial three-year term with two optional one-year extensions (Attachment 1). The initial term will start on June 19, 2024, and end on June 18, 2027, unless earlier terminated or renewed per the Agreement. The Agreement was prepared by the Finance Department and approved by the City Attorney as to form.
FISCAL IMPACT:
The proposed Agreement includes a total compensation amount of $91,745.
Sufficient funds are included in the 2023-2030 Capital Improvement Plan to cover the costs of the recommended action.
ATTACHMENTS:
1. Professional Consultant Services Agreement with AGA Engineers, Inc. for the Protected-Permissive Left Turn Phasing Project – Phase 2
2. Reference Check for AGA Engineers, Inc.
Initiated By: Tran Tran, Traffic Engineering Manager
Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager