CITY OF MENIFEE
SUBJECT: Agreement Amendment with Kimley-Horn and Associates, Inc. for the Citywide Traffic Signal Safety Improvements Project
MEETING DATE: September 18, 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 Amendment No. 2 to the Professional Services Agreement with Kimley-Horn and Associates, Inc. for environmental and civil design services for 17 additional intersections for the Citywide Traffic Signal Safety Improvements Project, Capital Improvement Program (CIP) Project No. 24-01, increasing the amount by $32,215 for a total not-to-exceed amount of $207,034.30.
DISCUSSION
The Citywide Traffic Signal Safety Improvements Project, CIP Project No. 24-01 (“Project”) would install retroreflective backplates at key traffic signals in the City to provide greater visibility for drivers. The Project would also install a leading pedestrian interval system at selected intersections identified as having heavy pedestrian use.
The Project received partial funding through a Highway Safety Improvement Program (HSIP) grant administered by the California Department of Transportation (“Caltrans”). The original scope of the Project, and the grant application, included safety improvements for 94 signalized intersections throughout the City. An additional 17 intersections have been identified as requiring the same safety improvements included in this Project’s scope. Several of the additional intersections were ultimately omitted from the HSIP grant application as they had a low-scoring benefit-cost ratio, which would have reduced the City’s overall application score and potentially resulted in the overall Project not receiving the grant award. The remaining identified intersections are newly constructed traffic signals at intersections that were previously unsignalized and therefore not included in the original grant application. Increasing the scope of the current Project to include the additional 17 intersections would ultimately prove more cost-effective than implementing the same safety improvements in a future project as material and labor costs continue to increase.
City of Menifee Staff Report
CIP 24-01 Kimley-Horn Amendment No. 2
September 18, 2024
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On May 15, 2024, the City Council authorized the City Manager to execute a Professional Services Agreement (“Agreement”) with Kimley Horn and Associates Inc. (“Consultant”) for environmental and civil design services for the Project. On July 17, 2024, the City Council authorized the City Manager to execute Amendment No. 1 to the Agreement, which corrected the Disadvantaged Business Enterprise (DBE) goal from 20 percent to 22 percent and had no fiscal impact on the total agreement value.
The Consultant’s Agreement would need to be increased to incorporate the additional 17 intersections into the Project’s scope, which would allow for the evaluation of the additional intersections, additional project management and preliminary engineering efforts, as well as preparation of construction documents. The proposed Amendment No. 2 would increase the Agreement by $32,215 to a total not-to-exceed amount of $207,034.30 to accommodate the additional efforts. The increased scope proposed in Amendment No. 2 would not be eligible for support with the HSIP grant funding and would be funded through the existing Project budget.
The Agreement activity history for the Project is summarized in Table 1 below.
TABLE 1 – KIMLEY-HORN AGREEMENT HISTORY
Agreement Activity Approval Date Summary of Changes Value Original Agreement May 15, 2024 N/A $174,819.30
Amendment No. 1 July 17, 2024
Correct the DBE goal from 20% to
22% $0.00
Amendment No. 2 TBD
Include 17 additional intersections
identified for safety improvements $32,215.00
TOTAL $207,034.30
Pursuant to Menifee Municipal Code §3.12.090, amendments or change orders in the amount greater than 10% of the original agreement amount, or that exceed the City Manager’s signing authority, shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed Amendment No. 2 with Kimley-Horn and Associates, Inc. is $32,215, for a total agreement amount not-to-exceed $207,034.30. Funding for the proposed Amendment No. 2 is available within the approved Fiscal Year 2024/2025 Project budget within the Developer Impact Fee (DIF) 16 - Signals Fund (2502-PWD-CIPS-760010), as summarized in Table 2 below.
TABLE 2 – AVAILABLE PROJECT BUDGET
Fund Project Account Number Available
Balance
Cost of
Services
DIF 16 -
Signals
Citywide Traffic Signal
Safety Improvements
2502-PWD-CIPS-760010 $75,495.70 $32,215.00
TOTALS $75,495.70 $32,215.00
City of Menifee Staff Report
CIP 24-01 Kimley-Horn Amendment No. 2
September 18, 2024
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ATTACHMENTS
1. Project Location Map
2. Amendment No. 2
3. Original Agreement
4. Amendment No. 1