CITY OF MENIFEE
SUBJECT: Agreement with Kimley-Horn and Associates, Inc. for Environmental and Civil Design Services for the Citywide Traffic Signal Safety Improvements Project
MEETING DATE: May 15, 2024
TO: Mayor and City Council
PREPARED BY: Diego Guillen, Senior Engineer
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a Professional Services Agreement with Kimley-Horn and Associates, Inc. for Environmental and Civil Design Services for the Citywide Traffic Signal Safety Improvements Project, Capital Improvement Program (CIP) Project No. 24-01, for a total not-to-exceed amount of $174,820 through June 30, 2025.
DISCUSSION
The Citywide Traffic Signal Safety Improvements – Local Road and Safety Program (LRSP), CIP Project No. 24-01 (Project) would install retro-reflective back plates at all traffic signals in the City to provide greater visibility for drivers. The Project would install a leading pedestrian interval system at selected intersections identified as having heavy pedestrian use. The estimated total cost of the Project is just under $2.2 million.
On January 17, 2024, the City Council accepted $1,555,704 in Cycle 11 grant funds awarded to the Project through the 2023 Highway Safety Improvement Program (HSIP) administered by the California Department of Transportation (Caltrans). The grant funding would be allocated by phase as the Project progresses and would support the following phases: Preliminary Engineering (PE) and Construction (CON), as summarized in Table 1 below.
TABLE 1 – TOTAL PROJECT FUNDING BY PHASE
Project Phase Anticipated FY Grant Fund
Allocation
City Match Total by Phase
PE 23/24 $162,000 $18,000 $180,000
CON 24/25 $1,393,704 $586,996 $1,980,700
TOTALS $1,555,704 $604,996 $2,160,700
City of Menifee Staff Report
CIP 24-01 Kimley-Horn Agreement
May 15, 2024
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1 8
On January 26, 2024, staff released a Request for Proposal (RFP) to solicit firms for design services. A total of three proposals were received. After reviewing and evaluating all proposals for qualifications, a proposal ranking was assigned to each firm. To further assess the proposed project team and determine which firm most closely aligned with the scope of work outlined in the RFP, all firms were subsequently invited to participate in selection interviews. The qualification ranking resulting from the selection interviews is provided in Table 2 below.
TABLE 2 – FIRM RANKING SUMMARY
Under Government Code Section 4526, local agencies are required to select professional services for architectural, landscape architectural, engineering, environmental, land surveying, or construction project management solely on the basis of demonstrated competence and professional qualifications. For this reason, cost proposals are sealed until the selection process is completed. Caltrans further requires that projects funded through the HSIP follow the Local Assistance Procedures Manual (LAPM). Projects receiving funding through the HSIP are subject to the LAPM guidelines. Within the LAPM, Chapter 10 outlines the consultant selection process, which states that price cannot be considered as part of the evaluation process and that only the top ranked firm’s cost proposal may be opened. That chapter also establishes the City’s requirement to return sealed cost proposals to any unsuccessful firms.
Following a thorough review, Kimley-Horn and Associates, Inc. was selected as the highest- ranking proposer. Kimley-Horn and Associates, Inc. demonstrated qualified experience, a comprehensive understanding relevant to the Project’s scope as outlined within the RFP, and their cost proposal was reasonable and within the established design budget.
The amount of the proposed Professional Services Agreement (Agreement) exceeds the City Manager’s signing authority. Pursuant to Menifee Municipal Code §3.12.040, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The total anticipated fiscal impact for the Project is $2,160,700, which includes the cost of the proposed Agreement for the not-to-exceed $174,820 for the PE phase with Kimley-Horn and Associates, Inc. Funding for the Agreement is available within the Fiscal Year 2023/2024 Project budget, as summarized in Table 3 on the following page. No additional budget appropriation action is required.
TABLE 3 – PROJECT BUDGET FOR PE PHASE
Firm Name Interview Score Qualification Ranking
Kimley-Horn and Associates, Inc. 87.40 1
Advantec Consulting Engineers 84.40 2
TJKM Transportation Consultants 78.50 3
City of Menifee Staff Report
CIP 24-01 Kimley-Horn Agreement
May 15, 2024
2 1
1 8
Fund Project Account Number Available
Balance
Cost of
Services
Grant
Funds
Citywide Traffic
Signal Safety
Improvements
301-4555-58174 $162,000 $157,338
DIF 16 -
Signals
Citywide Traffic
Signal Safety
Improvements
502-4555-58174 $92,977 $17,482
TOTALS $254,977 $174,820
ATTACHMENTS
1. Project Location Map
2. Agreement – Kimley-Horn and Associates, Inc.